**POTTEN END VILLAGE HALL CIO**
**REPORT AND ACCOUNTS**
## **FOR THE YEAR ENDED 31 DECEMBER 2022**
|Page||
|---|---|
|1 - 3|ANNUAL REPORT OF THE TRUSTEES|
|4|INDEPENDENT EXAMINER’S REPORT|
|5|STATEMENT OF FINANCIAL ACTIVITIES|
|6|BALANCE SHEET|
- 7 - 10 NOTES TO THE ACCOUNTS
## **POTTEN END VILLAGE HALL CIO**
## **ANNUAL REPORT FOR THE YEAR ENDED 31 DECEMBER 2022**
The Trustees present their report and financial statements for the year ended 31 December 2022.
The Potten End Village Hall land and buildings were originally the subject of a settlement by the late Miss S R Courtauld in 1928 and held by the National Council for Voluntary Organisations (NCVO) as the Official Custodian Trustee of it.
On 13 January 2017 the Trustees of Potten End Village Hall set up a Charitable Incorporated Organisation (CIO) with the Charity Commission (registered number 1171110). The unincorporated charity (registered number 302446) passed a resolution on 8 October 2018 to transfer all assets and liabilities to the new CIO.
The Official Custodian decided to withdraw from acting as ‘Custodian Trustee’ for the property and pass responsibility to the CIO. Transfer of the legal title was completed in May 2019 and the property is included in the accounts at a deemed carrying value of nil based on the original gift. A professional market valuation has not been sought but for insurance purposes the property has been revalued by us on a reinstatement basis at 31 December 2022 of £807,289 (31 December 2021 £657,899).
The following were Trustees during and at the end of the financial year:
_**Appointing organisation**_ Mr Michael A Wallis Chair of Trustees co-opted Mrs Lynda Clarke Honorary Secretary co-opted Mrs Valerie Gunn Honorary Treasurer co-opted Mr Brendan Minahan Honorary Buildings Adviser co-opted Mr David Grimsdale Parish Council Mrs Diane Stevens Berkhamsted Strathspey & Reel Club Mrs Gill Grainger Women’s Institute Mr Alan Howling Potten End Bowls Club Mr Andrew Bailey Potten End Scouts Group Mr Danny Bonwitt Potten End Gardening Club Mrs Jane Hazzard Church Women’s Fellowship Ms Sara Raybould Holy Trinity Parochial Church Council
Mrs Valerie Gunn also represents Ashridge DFAS.
Dr Robert Baker - Glenn (Berkhamsted Strathspey & Reel Club) resigned 21 February 2022.
No representative has been put forward by Brownies and Guides.
## **Honorary Life Member**
Mrs Val Cole
## **Caretaker Manager and Designated Premises Supervisor -** Mr Gary Brennan
## **Independent Examiner -** Mr Grant Franklin ACA
**Bankers -** National Westminster Bank Plc, High Street, Berkhamsted, Herts.
1
**POTTEN END VILLAGE HALL CIO**
## **ANNUAL REPORT FOR THE YEAR ENDED 31[ST] DECEMBER 2022 (Continued)**
## **Objects, organisation and activities**
The objects of the CIO, which mirror those of the 1928 Settlement are to allow the Village Hall Premises to be used for the purposes of physical and mental recreation and social and intellectual development for the benefit of the inhabitants of Nettleden with Potten End Parish. The Hall is available for hire in accordance with a standing hire agreement and on a scale of charges determined by the Trustees. It is intended that the income from hiring should be sufficient to cover all outgoings for the running and maintenance of the Hall.
The Trustees delegate to the Caretaker Manager the day-to-day running of the Hall, including the taking of bookings and cleaning. He has also been appointed to be the Designated Premises Supervisor as defined in the Licensing Act 2003. The Trustees have referred to the guidance contained in the Charity Commission general guidance on public benefit when reviewing the aims and objectives of the CIO and in planning its future activities. In particular the Trustees consider how planned activities will contribute to the aims and objectives they have set.
The five-year Business Plan sets out how the Village Hall sets out the key objectives of it, evaluated by:
- Maintaining a programme of sound Governance processes
- Delivering a Financial Plan that aims to generate sufficient funds to meet all expenditure in connection with the Village Hall
- Carrying out a programme of building maintenance activities
- Delivering a Marketing Plan that aims to ensure local inhabitants and other potential users are aware of the benefits of using Potten End Village Hall
- Ensuring that the Hall’s facilities are up to date and fit for purpose
- Support and management to employees
## **Review of activities**
A budget was agreed for 2022 projecting income from lettings of £25,000 taking into account the effects of Covid-19, which was reviewed at each of the trustee meetings. The lettings outcome was less adversely affected by the virus than in previous years with a marked improvement in lettings income of £26,846 compared with £12,212 for 2021 and ahead of budget.
We benefited to a much lesser extent than previous years from government coronavirus grant support, receiving £2,667, but also received an unexpected legacy of £25,000 from the estate of Mr Paul Bouscarle who had been a resident of the village. The Village Hall played a key role with the Parish Council and Holy Trinity Church in the village Jubilee Celebrations and was able to obtain a grant of £6,658 which was then passed to the Parish Council to manage. The Village Hall was also able to obtain £500 from the Government Household Support Grant to support local people in need as a result of the cost of living crisis. By the year end £200 of this had been distributed.
In line with the Business Plan fundraising events were held which made £1,142 against a budget of £1,000.
The total expenditure before depreciation, Jubilee Celebration monies and House Support Fund payments, of £33,920 was ahead of budget at £30,740 as a result of the replacement of the Hearing Loop and Projector Screen and the purchase of a fixed overhead projector. Other expenditure was close to budget. The threeyear contracts with Crown Gas & Power and EDF Energy agreed in 2021 but effective from November 2021 to 29 November 2024 shielded us from the substantial global increase in energy costs.
Reserves remain at a healthy level although investments with the COIF Charities Investment Fund saw a decrease in value of £3,655. £25,424 is held in these investments.
Overall, the Trustees are satisfied that the CIO’s financial position continues to be sound and adequate to meet its objectives. They recognise the need to carefully monitor continually rising general costs but at the same time ensure that the Hall is maintained to a satisfactory level. The 5 Year Business Plan focuses on ways of increasing revenue by increased usage of the Hall and from regular income from residents of the parish who wish to donate to the charity through the Friends of Potten End Village Hall.
2
**POTTEN END VILLAGE HALL CIO**
## **ANNUAL REPORT FOR THE YEAR ENDED 31 DECEMBER 2022 (Continued)**
## **Reserves and Risk Management Policy**
The Trustees historically have sought to hold a minimum of 6 months annual running expenses in the General Fund, and this has been maintained. The CIO also holds £47,556 in a Maintenance Fund which is used towards major costs associated with the building in the future.
The Trustees receive financial reports at each of their meetings during the year and compare actual performance to that budgeted at the beginning of the year. The Trustees have considered the major risks to which the charity may be exposed and are satisfied that systems are in place to mitigate exposure to those risks.
## **Trustees and Officers**
Trustees are nominated by local associated organisations and appointed annually at the AGM. The CIO’s officers (Chairman, Secretary and Treasurer) are normally co-opted annually at the AGM or during the year to fill a casual vacancy.
## **Statement of Trustees' responsibilities**
Charity law requires the Trustees to prepare financial statements for each financial year which show a true and fair view of the state of affairs of the charity and its financial activities for that period. In preparing those financial statements, the trustees are required to:
- select suitable accounting policies and then apply them consistently;
- observe the methods and principles in the applicable Charities SORP;
- make judgments and estimates that are reasonable and prudent;
- state whether applicable accounting standards have been followed, subject to any departures disclosed and explained in the financial statements; and
- prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operational existence.
The Trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity and to enable them to ensure that the financial statements comply with the Charities Act 2011, and applicable Charities (Accounts and Reports) Regulations.
They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
## **Independent Examiner**
The Trustees are grateful to the Independent Examiner, Mr Grant Franklin, for his continued attention to the Charity’s affairs.
Approved by the Trustees on and signed on its behalf by:
(Chairman)
(Treasurer)
3
## **POTTEN END VILLAGE HALL CIO**
## **INDEPENDENT EXAMINER’S REPORT TO POTTEN END VILLAGE HALL CIO**
I report to the Charity Trustees on my examination of the accounts of the Charity for the year ended 31[st] December 2022.
## _**Responsibilities and basis of report**_
As the Charity's Trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).
I report in respect of my examination of the Charity's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
## _**Independent Examiner’s Statement:**_
Your attention is drawn to the fact that the Charity has prepared the accounts in accordance with Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) in preference to the Accounting and Reporting by Charities: Statement of Recommended Practice issued on 1 April 2005 which is referred to in the extant regulations but has been withdrawn.
I understand that this has been done in order for the accounts to provide a true and fair view in accordance with the Generally Accepted Accounting Practice effective for reporting periods beginning on or after 1 January 2015.
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which give me cause to believe that in, any material respect:
- the accounting records were not kept in accordance with section 130 of the Charities Act; or
- the accounts did not accord with the accounting records; or
- the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
Mr G D Franklin ACA Chartered Accountant
4
## **POTTEN END VILLAGE HALL CIO**
## **STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31ST DECEMBER 2022**
|Notes
**INCOME**
Income from lettings
Income from investments
2
Deposit interest
2
Fundraising events
Donations and legacies
7
Other income
8
**TOTAL INCOME**
**EXPENDITURE**
Village hall running expenses:
Caretaker's salary
Water rates
Light and heat
Telephone and internet
Insurances
Licences
Repairs and maintenance
9
Equipment & replacements
10
Laundry and cleaning
Sundry expenditure (inc website costs)
Depreciation
Jubilee celebrations contribution to PC
Household Support Fund payments
**TOTAL EXPENDITURE**
**NET INCOME/(EXPENDITURE) BEFORE**
**GAINS/LOSSES ON INVESTMENTS**
**NET LOSSES ON INVESTMENTS**
**LOSSES ON REVALUATION**
Unrealised
6
**NET INCOME/(EXPENDITURE)**
**FUNDS BROUGHT FORWARD**
**TRANSFER BETWEEN FUNDS**
**FUNDS CARRIED FORWARD**
6|Unrestricted Funds
General Maintenance
Fund
Fund
£
£
26,846
-
-
759
-
269
1,142
-
25,419
-
2,667
-|Unrestricted Funds
General Maintenance
Fund
Fund
£
£
26,846
-
-
759
-
269
1,142
-
25,419
-
2,667
-|Unrestricted Funds
General Maintenance
Fund
Fund
£
£
26,846
-
-
759
-
269
1,142
-
25,419
-
2,667
-|Restricted
Fund
-
-
-
-
-
7,658|Restricted
Fund
-
-
-
-
-
7,658|2022
2021
Endowment
Total
Total
Fund
£
£
£
-
26,846
12,212
-
759
740
-
269
1
-
1,142
179
-
25,419
1,085
-
10,325
21,495|2022
2021
Endowment
Total
Total
Fund
£
£
£
-
26,846
12,212
-
759
740
-
269
1
-
1,142
179
-
25,419
1,085
-
10,325
21,495|
|---|---|---|---|---|---|---|---|
|||||||||
|||56,074|1,028||7,658||-
64,760
35,712|
|||11,079
841
8,119
555
1,469
615
2,195
5,083
3,598
366
2,126
-
-|-
-
-
-
-
-
-
-
-
-
-
-
-||-
-
-
-
-
-
-
-
-
-
2,577
6,658
200||-
11,079
10,835
-
841
919
-
8,119
8,298
-
555
547
-
1,469
1,356
-
615
522
-
2,195
759
-
5,083
1,398
-
3,598
2,208
-
366
276
-
4,703
4,703
-
6,658
-
-
200
-|
|||36,046|-||9,435||-
45,481
31,821|
|||20,028
-
-|1,028
3,655
||(1,777)
-||-
19,279
3,891
-
3,655
-
3,548|
|||20,028
21,360
-|(2,627)
50,183
-||(1,777)
31,709
-||-
15,624
7,439
600
103,852
96,413
-
-
-|
|||41,388|47,556||29,932||600
119,476
103,852|
The notes on pages 7 to 10 form part of these accounts
5
## **POTTEN END VILLAGE HALL CIO BALANCE SHEET AS AT 31ST DECEMBER 2022**
|Notes
**TANGIBLE FIXED ASSETS**
Land and buildings
3
Extension to building
3
Heating system
3
Windows
3
Investments
3
**CURRENT ASSETS**
Debtors and Prepayments
4
Charities Deposit Fund
Cash at bank and in hand
**CURRENT LIABILITIES**
Creditors
5
**NET CURRENT ASSETS**
**NET ASSETS**
**FUNDS**
**Unrestricted Income funds**
General Fund
6
Maintenance Fund
6
**Restricted Income funds**
Restricted Fund
6
Endowment Fund
6|£
3,560
41,317
3,297|2022
£
-
-
11,779
37,609
25,424
74,812
48,174
(3,510)
44,664
119,476
41,388
47,556
88,944
29,932
600
119,476|2021
£
-
-
14,724
39,367
29,079|
|---|---|---|---|
||||83,170
2,129
6,048
15,027|
||||23,204
(2,522)|
||||20,682|
||||103,852|
||||21,360
50,183|
||||71,543
31,709
600|
||||103,852|
## **TOTAL FUNDS**
The notes on pages 7 to 10 form part of these accounts
Approved by the Trustees on and signed on its behalf by:
Chairman
Treasurer
6
## **POTTEN END VILLAGE HALL CIO NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2022**
## **1. Accounting convention**
The accounts have been prepared under the historical cost convention as modified by the revaluation of investments and are in accordance with FRS 102, Charities Act 2011 and, to the extent that it applies to smaller charities, Charities SORP (FRS 102).
## **2. Accounting policies**
(i) Allocation of income _-_ All income (including realised and unrealised gains or losses) from investments and deposit accounts is credited or debited to the Maintenance Fund when receivable. (ii) Expenses are accounted for on the accruals basis. (iii) Investments are stated at their quoted market values at the balance sheet date.
## **3. Tangible fixed assets**
(i)The Village Hall and cottage land and buildings were the subject of a settlement by Miss S R Courtauld made on 28th June 1928 of which The Official Custodian for Charities was the Trustee. On 13th May 2019 the Custodian Trustee transferred the legal title of the Village Hall property to the CIO. The property subject to the transfer was considered to have a negligible carrying value at the date of transfer and is therefore included in the financial statements at a value of nil. Capital expenditure incurred on the building subsequent to the 1928 settlement has been recognised in the relevant years financial statements at cost. Legal title of the Village Hall is held by the CIO as permanent endowment on the same trusts, so far as reasonably practicable, on which the property was held immediately prior to its transfer. The buildings are insured by the CIO for in excess of £800,000 based on the estimated reinstatement cost.
(ii) The Hall's Heating system was replaced in 2017. This has been recorded in the accounts at cost and is being depreciated based on an estimated useful economic life of 10 years.
(iii) Replacement of the Hall's windows was completed in 2020. This has been recorded in the accounts at cost and is being depreciated based on an estimated useful economic life of 25 years.
|(iv) Capitalised element of costs of extension in 2000
Cost at 31 December 2022
Depreciation at 31 December 2022
Net book value at 31 December 2022
(v) Heating System
Cost at 31 December 2022
Depreciation at 1 January 2022
Charge for the year
Depreciation at 31 December 2022
Net book value at 31 December 2022|2022
£
24,000
24,000
-
29,449
14,725
2,945
17,670
11,779|2021
_£_
24,000|
|---|---|---|
|||24,000|
|||-|
|||29,449|
|||11,780
2,945|
|||14,725|
|||14,724|
7
## **POTTEN END VILLAGE HALL CIO NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2022**
|**3. Tangible fixed assets (continued)**
2022
£
(vi) Windows
Cost at 31 December 2022
43,942
Depreciation at 1 January 2022
4,575
Charge for the year
1,758
Depreciation at 31 December 2022
6,333
Net book value at 31 December 2022
37,609
(vii) Investments
General Fund and Maintenance Funds (Unrestricted)
At 1 January 2022
29,079
Additions
-
Disposals
-
Revaluations in year
(3,655)
At 31 December 2022
25,424
The Investments are all held in the COIF Charities Investment Fund.
**4. Debtors and prepayments**
Debtors
706
Other debtors & prepayments
2,854
3,560
**5. Creditors**
Other taxes and social security costs
-
Accruals
1,045
Deposits in advance
2,465
3,510|2021
_£_
43,942|
|---|---|
||2,817
1,758|
||4,575|
||39,367|
||25,531
-
-
3,548|
||29,079|
||406
1,723|
||2,129|
||32
1,196
1,294|
||2,522|
8
## **POTTEN END VILLAGE HALL CIO**
## **NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2022**
## **6. Analysis of funds**
|Unrestricted funds - General Fund
Unrestricted funds - Maintenance Fund
Restricted fund - Heating system
Restricted fund - Replacement windows
Restricted fund - Household Support Fund
Restricted fund - Roof repairs
Restricted fund - Endowment Fund|Opening
Net income
Transfers
Investment
Closing
balances
gains
balances
£
£
£
£
£
21,360
20,028
-
-
41,388
50,183
1,028
-
(3,655)
47,556
4,161
(1,333)
-
-
2,828
27,548
(1,244)
-
-
26,304
-
300
-
-
300
-
500
-
-
500
600
-
-
-
600|
|---|---|
||103,852
19,279
-
(3,655)
119,476|
General Fund - This is an unrestricted fund that provides the working capital for the CIO's activities.
Maintenance Fund - This is an unrestricted fund established to provide for any future major costs associated with the building.
Restricted Fund - This relates to donations given towards replacing the heating system and windows and to grants received towards roof repairs and also money received under the Government Household Support Fund scheme.
Endowment Fund - This was given by Miss Courtauld in 1931 to assist in meeting the expenses of the Village Hall, with power to use capital as income.
|**7. Donations and legacies**
Donations
Legacies
**8. Other income**
Coronavirus Job Retention Scheme
Local authority Coronavirus grants
Local authority award
Government Household Support Fund
Jubilee Celebrations Funding|2022
£
419
25,000
25,419
-
2,667
500
500
6,658
10,325|2021
£
1,085
-|
|---|---|---|
|||1,085|
|||3,921
17,474
100
-
-|
|||21,495|
9
## **POTTEN END VILLAGE HALL CIO NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2022**
|**9. Repairs and maintenance**
Electrical work
Security and fire systems
Heating system maintenance
General works
Lawnmower maintenance
Garden waste removal
**10. Equipment & replacements**
Hearing loop replacement
Projector and screen replacement
General replacements|2022
£
479
342
360
634
285
95
2,195
980
3,696
407
5,083|2021
£
-
360
150
199
50
-|
|---|---|---|
|||759|
|||-
-
-|
|||-|
## **11. Trustee's remuneration**
None of the Trustees received any remuneration (2021 - none).
The Trustees were reimbursed for expenses totalling £306 (2021: £350 ) incurred by them on behalf of the CIO.
## **12. Taxation**
The CIO is a registered charity and accordingly is exempt from taxation on its income and gains where they are applied for charitable purposes.
10
**POTTEN END VILLAGE HALL CIO**
**REPORT AND ACCOUNTS**
## **FOR THE YEAR ENDED 31 DECEMBER 2022**
|Page||
|---|---|
|1 - 3|ANNUAL REPORT OF THE TRUSTEES|
|4|INDEPENDENT EXAMINER’S REPORT|
|5|STATEMENT OF FINANCIAL ACTIVITIES|
|6|BALANCE SHEET|
- 7 - 10 NOTES TO THE ACCOUNTS
## **POTTEN END VILLAGE HALL CIO**
## **ANNUAL REPORT FOR THE YEAR ENDED 31 DECEMBER 2022**
The Trustees present their report and financial statements for the year ended 31 December 2022.
The Potten End Village Hall land and buildings were originally the subject of a settlement by the late Miss S R Courtauld in 1928 and held by the National Council for Voluntary Organisations (NCVO) as the Official Custodian Trustee of it.
On 13 January 2017 the Trustees of Potten End Village Hall set up a Charitable Incorporated Organisation (CIO) with the Charity Commission (registered number 1171110). The unincorporated charity (registered number 302446) passed a resolution on 8 October 2018 to transfer all assets and liabilities to the new CIO.
The Official Custodian decided to withdraw from acting as ‘Custodian Trustee’ for the property and pass responsibility to the CIO. Transfer of the legal title was completed in May 2019 and the property is included in the accounts at a deemed carrying value of nil based on the original gift. A professional market valuation has not been sought but for insurance purposes the property has been revalued by us on a reinstatement basis at 31 December 2022 of £807,289 (31 December 2021 £657,899).
The following were Trustees during and at the end of the financial year:
_**Appointing organisation**_ Mr Michael A Wallis Chair of Trustees co-opted Mrs Lynda Clarke Honorary Secretary co-opted Mrs Valerie Gunn Honorary Treasurer co-opted Mr Brendan Minahan Honorary Buildings Adviser co-opted Mr David Grimsdale Parish Council Mrs Diane Stevens Berkhamsted Strathspey & Reel Club Mrs Gill Grainger Women’s Institute Mr Alan Howling Potten End Bowls Club Mr Andrew Bailey Potten End Scouts Group Mr Danny Bonwitt Potten End Gardening Club Mrs Jane Hazzard Church Women’s Fellowship Ms Sara Raybould Holy Trinity Parochial Church Council
Mrs Valerie Gunn also represents Ashridge DFAS.
Dr Robert Baker - Glenn (Berkhamsted Strathspey & Reel Club) resigned 21 February 2022.
No representative has been put forward by Brownies and Guides.
## **Honorary Life Member**
Mrs Val Cole
## **Caretaker Manager and Designated Premises Supervisor -** Mr Gary Brennan
## **Independent Examiner -** Mr Grant Franklin ACA
**Bankers -** National Westminster Bank Plc, High Street, Berkhamsted, Herts.
1
**POTTEN END VILLAGE HALL CIO**
## **ANNUAL REPORT FOR THE YEAR ENDED 31[ST] DECEMBER 2022 (Continued)**
## **Objects, organisation and activities**
The objects of the CIO, which mirror those of the 1928 Settlement are to allow the Village Hall Premises to be used for the purposes of physical and mental recreation and social and intellectual development for the benefit of the inhabitants of Nettleden with Potten End Parish. The Hall is available for hire in accordance with a standing hire agreement and on a scale of charges determined by the Trustees. It is intended that the income from hiring should be sufficient to cover all outgoings for the running and maintenance of the Hall.
The Trustees delegate to the Caretaker Manager the day-to-day running of the Hall, including the taking of bookings and cleaning. He has also been appointed to be the Designated Premises Supervisor as defined in the Licensing Act 2003. The Trustees have referred to the guidance contained in the Charity Commission general guidance on public benefit when reviewing the aims and objectives of the CIO and in planning its future activities. In particular the Trustees consider how planned activities will contribute to the aims and objectives they have set.
The five-year Business Plan sets out how the Village Hall sets out the key objectives of it, evaluated by:
- Maintaining a programme of sound Governance processes
- Delivering a Financial Plan that aims to generate sufficient funds to meet all expenditure in connection with the Village Hall
- Carrying out a programme of building maintenance activities
- Delivering a Marketing Plan that aims to ensure local inhabitants and other potential users are aware of the benefits of using Potten End Village Hall
- Ensuring that the Hall’s facilities are up to date and fit for purpose
- Support and management to employees
## **Review of activities**
A budget was agreed for 2022 projecting income from lettings of £25,000 taking into account the effects of Covid-19, which was reviewed at each of the trustee meetings. The lettings outcome was less adversely affected by the virus than in previous years with a marked improvement in lettings income of £26,846 compared with £12,212 for 2021 and ahead of budget.
We benefited to a much lesser extent than previous years from government coronavirus grant support, receiving £2,667, but also received an unexpected legacy of £25,000 from the estate of Mr Paul Bouscarle who had been a resident of the village. The Village Hall played a key role with the Parish Council and Holy Trinity Church in the village Jubilee Celebrations and was able to obtain a grant of £6,658 which was then passed to the Parish Council to manage. The Village Hall was also able to obtain £500 from the Government Household Support Grant to support local people in need as a result of the cost of living crisis. By the year end £200 of this had been distributed.
In line with the Business Plan fundraising events were held which made £1,142 against a budget of £1,000.
The total expenditure before depreciation, Jubilee Celebration monies and House Support Fund payments, of £33,920 was ahead of budget at £30,740 as a result of the replacement of the Hearing Loop and Projector Screen and the purchase of a fixed overhead projector. Other expenditure was close to budget. The threeyear contracts with Crown Gas & Power and EDF Energy agreed in 2021 but effective from November 2021 to 29 November 2024 shielded us from the substantial global increase in energy costs.
Reserves remain at a healthy level although investments with the COIF Charities Investment Fund saw a decrease in value of £3,655. £25,424 is held in these investments.
Overall, the Trustees are satisfied that the CIO’s financial position continues to be sound and adequate to meet its objectives. They recognise the need to carefully monitor continually rising general costs but at the same time ensure that the Hall is maintained to a satisfactory level. The 5 Year Business Plan focuses on ways of increasing revenue by increased usage of the Hall and from regular income from residents of the parish who wish to donate to the charity through the Friends of Potten End Village Hall.
2
**POTTEN END VILLAGE HALL CIO**
## **ANNUAL REPORT FOR THE YEAR ENDED 31 DECEMBER 2022 (Continued)**
## **Reserves and Risk Management Policy**
The Trustees historically have sought to hold a minimum of 6 months annual running expenses in the General Fund, and this has been maintained. The CIO also holds £47,556 in a Maintenance Fund which is used towards major costs associated with the building in the future.
The Trustees receive financial reports at each of their meetings during the year and compare actual performance to that budgeted at the beginning of the year. The Trustees have considered the major risks to which the charity may be exposed and are satisfied that systems are in place to mitigate exposure to those risks.
## **Trustees and Officers**
Trustees are nominated by local associated organisations and appointed annually at the AGM. The CIO’s officers (Chairman, Secretary and Treasurer) are normally co-opted annually at the AGM or during the year to fill a casual vacancy.
## **Statement of Trustees' responsibilities**
Charity law requires the Trustees to prepare financial statements for each financial year which show a true and fair view of the state of affairs of the charity and its financial activities for that period. In preparing those financial statements, the trustees are required to:
- select suitable accounting policies and then apply them consistently;
- observe the methods and principles in the applicable Charities SORP;
- make judgments and estimates that are reasonable and prudent;
- state whether applicable accounting standards have been followed, subject to any departures disclosed and explained in the financial statements; and
- prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operational existence.
The Trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity and to enable them to ensure that the financial statements comply with the Charities Act 2011, and applicable Charities (Accounts and Reports) Regulations.
They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
## **Independent Examiner**
The Trustees are grateful to the Independent Examiner, Mr Grant Franklin, for his continued attention to the Charity’s affairs.
Approved by the Trustees on and signed on its behalf by:
(Chairman)
(Treasurer)
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## **POTTEN END VILLAGE HALL CIO**
## **INDEPENDENT EXAMINER’S REPORT TO POTTEN END VILLAGE HALL CIO**
I report to the Charity Trustees on my examination of the accounts of the Charity for the year ended 31[st] December 2022.
## _**Responsibilities and basis of report**_
As the Charity's Trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).
I report in respect of my examination of the Charity's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
## _**Independent Examiner’s Statement:**_
Your attention is drawn to the fact that the Charity has prepared the accounts in accordance with Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) in preference to the Accounting and Reporting by Charities: Statement of Recommended Practice issued on 1 April 2005 which is referred to in the extant regulations but has been withdrawn.
I understand that this has been done in order for the accounts to provide a true and fair view in accordance with the Generally Accepted Accounting Practice effective for reporting periods beginning on or after 1 January 2015.
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which give me cause to believe that in, any material respect:
- the accounting records were not kept in accordance with section 130 of the Charities Act; or
- the accounts did not accord with the accounting records; or
- the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
Mr G D Franklin ACA Chartered Accountant
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