Annual Re ort and Unaudited Financial Statements of Box rove Villa e Hall & Communi Centre CIO for the Year Ended 30th June 2024
80 rove Villa e Hall & Communi Centre CIO Contents of the Financial Statements for the Year Ended 30th June 2024 Pa8e Legal Information Report of the Trustees Receipts and Payments Accounts Statement of Assets and Liabilities Notes to the Financial Statements Independent Examinerfs Report io
Box rove Villa e Hall & Communit Centre CIO Le al Information for the Year Ended 30th June 2024 TRUSTEES: Doreen Johnstone Sylvia St Aubyn Hubbard Michael Tudor Jane Barnes Henry Potter lan Wilson REGISTERED ADDRESS: THE STREET BOXGROVE CHICHESTER WESTSUSSEX P018 OEE REGISTERED CHARITY NUMBER: 1167340 INDEPENDENT EXAMINER: B4Bookkeeping Ltd l Lincoln House City Fields Business Park Chichester Fields Way Tangmere Chichester West Sussex P020 2F5 Pagel I
Bo rove Villa e Hall & Communi Centre CIO Re ort of the Trustees for the Year Ended 30 June 2024 th The trustees present their report with the financial statements for the year ended 30 June 2024. STRUCTURE. GOVERNANCE AND MANAGEMENT The charity is controlled by its constitution document, a deed of trust, which constitutes a Charitable Incorporated Organisation {ClOI. The charity is operated by a management and fundraising committee. CONSTITUTION, OBJECTS AND PRINCIPAL AcfiviTIES The Charitable Trust Is constituted by a Trust Deed conveyance dated 11 April 1932, as amended by an order th of the Minister of education dated 24 June 1960. and a scheme of the Charity Commissioners dated 10th th September 2003. The Charity was registered on 29 October 1963 as Boxgrove Village Hall and Community th Centre, Registered Charity No. 305348. On 25 May 2016 a Charitable Incorporated Organisation (the CIOI, Registered No. 1167340, with the same charitable purposes as the previous charity, was formed to assume the assets and liabilities of Boxgrove Village Hall and Community Centre with effett from I'july 2016. The previous charity, No. 305348 has been removed from the Charity Commisslon Register. The charlty's objects and principal activities, havlng due regard to the Trustees duty in Section 17{51 of the 2011 Charities Act concerning public benefit, during the year were as follows.. l. To ensure the continued availability of the village hall for members of the Boxgrove Community. 2. Letting the Village Hall to local users for community activities. The objectives of the Boxgrove Village Hall & Community Centre CIO are to establlsh and maintain or assist in establlshing and maintainlng a multi-functlon vibrant village hall in Boxgrove Civil Parish for the benefit of the neighbourhood and other members of the public who desire to have use of the facilities. Boxgrove Village Hall & Community Centre CIO has the additional purpose of providing or helping to provide facilities for the advancement of education and in the interest of social welfare, for recreation and leisure time occupation 50 as to improve the conditions of life for the inhabitants of Boxgrove Civil Parish and neighbouring communities. The policies adopted in furtherance of these objects are to encourage the use of the hall by provision and maintenance of the facilities for use both by individual members ofthe community and by clubs and societie5. In following these objertives, the trustees have had regard to the 8uldance issued by the Charity Commission. Public benefft The trustee5 of Boxgrove Village Hall and Community Centre CIO have complied with their duty as stated in th their public benefit statement for year ended 30 June 2024. The trustees have achieved their purpose through education. the advancement of health; community development: amateur sport and other charitable purposes. Children, young people, older people and the general public have benefited from the open spaces, the human resources the equipment, and the hall and its facilities. Page12
Bo rove Villa e Hall & Communit Centre CIO Re rt of the Trustees th for the Year Ended 30 June 2024 ACHIEVEMENT AND PERFORMANCE Review of Activities Boxgrove Vi113ge Hall & Community Centre continues to be a popular hall for all round use, from health and well-being functions to children's parties and weddin8S. At monthly meetings iS5ue5 that the trustees are responsible for have been addressed where possible and achieved with due diligence to the time available. More time needs to be spent discussing planning for forthcoming events and to recruit teams of volunteers and potential new trustees to achieve these aims. The Boxgrove Village Hall website, continues to receive an increasing number of booking enquiries and the hall management continues to explore more opportunities to work in partnership with other charities and parishes for benefit of the community. Rlsk Management The trustees have assessed the malor risks to whlch the charity is exposed and are satlsfied that systems are In place to mitigate exposure to the risks. The hall serveS remain secure with no need to use the monies to cover operational overheads. TRUSTEES The followin8 Trustees held offlce during the whole of the period from I" July 2023 to the date of this report'.- Jane Barnes. Sylvia St Aubyn Hubbard, Doreen Johnstone, Henry Potter, Michael Tudor and lan Wilson. FINANCIAL REVIEW Flnanclal statement and revlew At the year end 30 June 2024, the village hall is in a healthy financial state with reserves in excess of £10,000. The income from hall hire has been stable in this period and currently booking5 are on target. The key objectives of the charlty are to allow use of the village hall for the local community with as minimal a hire charge as possible. Each case is reviewed on an individual basis SO that no resident is denied use of the hall because of financial hardship. Post funeral receptions are organised free of charge to the residents of Boxgrove and its surrounding area. Hall hire is the hall's primary source of income and the mix of bookings not only financially supports Boxgrove Village Hall & Community Centre CIO but allows many other events to be made available to the community free of charge. During the period the hall has continued to work in partnership and collaborate positivety with the wider community. The hall provides a comprehensive course of sessions that supports education, craft. culture, dance, theatre, health and well-being. Children's parties remain a firm favourite. The accounts are run on a receipts and payments {cash accounting) basis as the village hall is not a charitable company. and has less than £250,000 of gross Income and total expenditure. The trustees, management committee felt that utilising cash accounting is more easily understood by all trustee5 and is an important factor for the transparency of the village hall. Pagel 3
Bo rove Villa e Hall & Communit Centre CIO Re rt of the Trustees for the Year Ended 3trh June 2024 The Treasurer is principally responsible for the financial management of the hall, working closely with the Hall Manager. Financial reports are presented at each Management meeting so that everyone is aware of the financial stability of the hall. All committee members are encouraged to contribute to the financial management ofthe hall. Although the hall remains financially active the trustee5 recognise the need to manage both income and expenditure in the light of ongoing financial challenges as demonstrated by the current economic situation. The management committee take seriously the need to work to budget and also to Implement a maintenance budget forecast and reserves policy to ensure the hall remalns structurally sound and in good decorative order. APPROVED BY ORDER OF THE BOARD OF TRUSTEES AND SIGNED ON ITS BEHALF BY: Name: Date . Page14
Bo rove Villa e Hall & Communit Centre CIO Re rt of the Trustees for the Year Ended 30 June 2024 TRUSTEES RESPONSIBILITY STATEMENT The trustees are responsible for keeplng proper accounting records which are sufficient to show and explain the Charitvs transartions and to disclose with reasonable accuracy at any time the financial position of the Charity, and to enable them to ensure that anystatements of account comply wlth the requirements ofthe Charity (Accounts and Reports) Regulations 2LXI8 and the Charities Act 2011. They are also responsible for safeguarding the assets of the Charlty and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. RESERVES POUCY The trustees seek to retain sufficient general reserves that are deemed necessary to fund the on-going day-to - day operations of the charity. All monles received for designated or restrlcted purposes are shown in separate funds in the accounts. APPROVED BY ORDER OF THE BOARD OF TRUSTEES AND SIGNED ON ITS BEHALF BY: Name . &iu¥/J* Date . Page15
8ox rove Villa e Hall & Communit Centre CIO Recei ts and Pa ments Account for the Year Ended 30 June 2024 Total 2024 Total 2023 Notes Receipts Grants Incomlng resources from generated funds Voluntary incorne Activities for generating funds Investment income Incoming resources from charitable activities Charitable £0 £0 £0 £1,130 £160 £0 £4,430 £57 £44,880 £47,584 Total incoming resources £46,170 £52,071 Payments Costs of generating funds Costs of generating voluntary Income £0 £170 Charitsble actlvlties Charitable Governance costs Other resources expended Asset purchases Total resources expended £43,620 £2,749 £1,271 £0 £54,682 £3,741 £1,417 £0 £47,640 £59,840 Net recelpts/(payments) £(1,470) £(7,939) Reconciliatlon of Bank and Cash Balances Total cash funds brought forward Purchase of fixed assets/Non-cash adjustments Total funds carried forward £15,112 £{2,5031 £10,588 £24,419 £{1,368) £15,112 The notes form part of these financial statements Pagel 6
Bo rove Villa e Hall & Communi Centre CIO ststement of Assets and Liabilities th for the Year Ended 30 June 2024 30th June 2024 30th June 2023 Notes Monetary Assets Tangible assets £864,950 £864,950 Cash Funds Cash at bank and in hand £10,588 £15,112 Current Assets Stocks Other debtors £0 £3.888 £879,426 £0 £0 £880,062 Llabilities Other creditors £1,459 £625 Total Liabilities £1,459 £625 £877,967 £879,437 The financial statements were approved by the Trustees on their behalf by-. and were signed on The notes form part of these financial statements Page 17
Bo rove Vi113 e Hall & Communit Centre CIO Notes to the Financial Statements for the Year Ended 30 June 2024 ACCOUNTING POLICIES Basis of preparlng the financlal statements The financial statements have been prepared on the receipts and payments basis, under the historical cost convention. and include the results of the charity's operations. The financial statements have been prepared in accordance with applicable accounting standards, the Charities Act 2011, Charities (Accounts and Reports) Regulations 2008, Statement of Recommended Practice on Accounting and Reporting by Charities SORP IFRS 10 21. Recelpts Voluntary income and donations are accounted for as they are received. The related tax credit on gift aid donations is accounted for when received. Grants are included when the charity has received them and has unconditional entitlement to the resources. Investment income is included in the accounts when received. All other income is recognised when it is received. All incoming resources are accounted for gross, with associated costs included in direct charitable expenditure. No permanent endowments or material legacies were received in the year. Payments All expendlture is generally recognised when it is incurred. All expenditure is accoijnted for gross. Other resources expended include expenditure on management and administration of the charlty. not directly related to charitable activities or fundraisin8 ventures. Governance costs include the cost of the preparation and independent examination of the statutory accounts, together with associated accountancy service5. Taxatlon The charity is exempt f rom tax on its charitable activities. Funds Unrestricted funds are general funds which can be used for the charitable objectives at the discretion of the trustees. Restricted funds are money reserved for designated restricted purposes within the objects of the charity. Pension costs and other post-retirement benefits The charity operates a defined contribution pension scheme. Contributions payable to the charitws pension scheme are charged to the Receipts and Payments Account in the period to which they relate. Page18
Bo rove Vllla e Hall & Communit Centre CIO Notes to the Financial Statements for the Year Ended 30th June 2024 TRUSTEE5 AND OTHER RELATED PARTIES No payments were made to trustees or any persons connected with them during this financial year. No material transaction took place between the organi5ation and a trustee or any person connerted with them. STAFF COSTS 2024 £18,799 £296 £19,095 2023 £23.391 £263 £23,654 Wages and salaries Other pension costs TANGIBLE FIXED A55Ers Freehold property Plant and machlnery Flxtures and fittln85 Computer equipment Totals COST At l July 2023 Additions Disposals At 30June 2024 £803,659 £0 £0 £803,659 £8,172 £0 £0 £8,172 £51,421 £0 £0 £51,421 £1,698 £0 £0 £1,698 £864,950 £0 £0 £864,950 NET BOOK VALUE At 30June 2024 At 30June 2023 £803.659 £803,659 £8,172 £8,172 £51,421 £51,421 £1.698 £1,698 £864,950 £864,950 Freehold land and buildings Comprise the cost of the constructlon of the Village Hall and the car park. PUBLIC BENEFIT The trustees acknowledge their requirement to demonstrate clearly that the charity must have charitable purposes, or'aims" that are for the public benefit. Details of how the charity has achieved this are provided In the TrustÈe5 Report. The Trustees confirm that they have paid due regard to the Charity Commission guidance on public benefit before deciding what activiti'ès the charity should undertake. Page19
Inde endent Examiner's Re ort to the Trustees of Bo Centre CIO rove Ifilla e Hall & Communit for the Year Ended 30 June 2024 I report on the accounts of the charity ft)rthe Year Ended 30June 2024, which are set out on pages 6 to 9. Respecthie responsibilities of trustees and examlner The trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year under section 14412} of the Charities Act 2011 {the 2011 Art) and that an independent examination is needed. It 15 my responsibility to: examine the accounts under section 145 of the 2011 Act to follow the procedures laid down in the 8eneral Directions given bythe Charlty Commission (under section 145 (S1(bl of the 2011 Act, and to state whether matters have come to my attention. Basls of Sndependent examlnels statement My examination was carried out in 3ccordance with general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or di5¢1osures in the accounts and seeking explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the Èvidence that would be required in an audit. and consequently no opinion Is given as to whether the accounts present a 'true and fair. view and the report is limited to those matter5 set out in the statement below. Irmlependent examlnerfs statement In connection wlth my examinatlon, no matter has come to my attention which glves me reasonable cause to believe that In, any materi31 respect, the requirements: 1.1 to keep accounting records in accordance with sectlon 130 of the 2011 Act: and 1.2 to prepare accounts which accord wlth the accountln8 records and comply with the accounting requlrements of the 2011 Act have not been met. or to which. in my opinion, attention Should be drawn in orderto enable a proper understanding of the accounts to be reached. Daniel Akennan CIMA Cert BA B4Bookkeeping Limited l Lincoln House, City Fields Business ParK City Fields Way, Tangmere. Chichester, England. P020 2FS Page 110