GRAYSWOOD VILLAGE HALL AND SPORTS PAVILLION
Report and Accounts for the year ended 31 March 2024
Registered Charity no.: 1182746 GRAYSWOOD VILLAGE HALL AND SPORTS PAVILLION
Management Committee Kathryn Dean (Chairman) D Michael Warren Bookings Secretary Jessica Hounslow Caretaker John Lockwood Principal address Grayswood Village Hall Grayswood Haslemere Surrey GU27 2DJ Bankers Lloyds Bank plc 5 The Square, Petersfield Hampshire GU32 3HL Independent Examiner Caroline Snell Snell Associates Rosewood Broadway Edington Bridgwater TA7 9JP
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GRAYSWOOD VILLAGE HALL AND SPORTS PAVILLION
REPORT OF THE MANAGEMENT COMMITTEE
The management committee present their report for the year ended 31 March 2024.
PRINCIPAL ACTIVITIES
The Charity exists for the purpose of a village hall and sports pavilion for the use of the inhabitants of Grayswood and the neighbourhood without distinction of sex or political, religious or other opinions and in particular for use of meetings, lectures and classes and forms of recreation and leisure time occupations with the object of improving the conditions of life in the community as stated in clause 1 of the Trust Deed dated 6[th] December 1993 for the original charity number 1020577 and continued when the Charity moved to become a Charitable Incorporated Organisation 1182746 in April 2020.
LEGAL AND ADMINISTRATIVE DETAILS
The Charity was registered on 4[th] May 1993 and is governed by its constitution that was adopted on 23[rd] March 1993. During the financial year 2019/20 the charity moved to become a Charitable Incorporated Organisation number 1182746.
The members of the Committee of Management at 31[st] March 2024 as above.
The Trustees of the Charitable Incorporated Organisation at 31[st] March 2024 were:
Kathryn Dean D Michael Warren
REVIEW OF THE YEAR
The Statement of Financial Activities set out on page 5 shows details of the funds. There was an excess of expenditure over income on the Unrestricted Funds of £3,987 (2023 £24,253). This was after the deduction of depreciation of £6,784 (2023 £7,469). The balance sheet set out on page 6 shows total reserves of £237,362 at 31[st] March 2024 (2023 £241,349).
The deficit in funding the cost of the new hall was financed by a bank loan provided in 1999 by the Charity’s bankers.
The repayments due on the loan were paid on time and the liability to the bank was fully paid off in a past year. The continued functioning of the Charity is dependent on fundraising activities in addition to the letting of the Hall in accordance with the Charity’s objects. However, the trustees are satisfied that they will be able to pay the debts as they fall due.
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GRAYSWOOD VILLAGE HALL
REPORT OF THE MANAGEMENT COMMITTEE (cont.)
STATEMENT OF TRUSTEES RESPONSIBILITIES
The law relating to charities requires the trustees to prepare financial statements for each financial year, which give a true and fair view of the charity’s financial activities during the year and of its financial position at the end of the year. In preparing these financial statements, the trustees are required to:
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select suitable accounting policies and then apply them consistently;
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make judgements and estimates that are reasonable and prudent;
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state whether applicable accounting standards and statements of recommended practice have been followed subject to any material departures disclosed and explained in the financial statements; and
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prepare the financial statement on a going concern basis unless it is inappropriate to presume that the charity will continue to exist.
The trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Trust Deed and the charity’s constitution. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for prevention and detection of fraud and other irregularities.
INDEPENDENT EXAMINER
Caroline Snell, Snell Associates, will act as Independent Examiner.
BY ORDER OF THE BOARD
Jane White
SECRETARY
Date
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GRAYSWOOD VILLAGE HALL
INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF GRAYSWOOD VILLAGE HALL
I report on the accounts for the year ended 31 March 2024, which are set out on pages 5 to 11:
Respective responsibilities of trustee and independent examiner
The Charity’s 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 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to
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examine the accounts (under section 145 of the 2011 Act);
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follow the procedures laid down in the General Directions given by the Charity Commissioners (under section 145(5)(b) of the 2011 Act); and
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state whether particular matters have come to my attention.
Basis of independent examiner’s report
My examination was carried out in accordance with the 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 disclosures in the accounts, and seeking explanations you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence 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 matters set out in the statement below.
Independent examiner’s statement
In connection with my examination, no matter has come to my attention
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1) which gives me reasonable cause to believe that, in any material respect, the requirements
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to keep accounting records in accordance with section 130 of the 2011 Act; or
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to prepare accounts which accord with these accounting records and comply with the accounting requirements of the 2011 Act have not been met: or
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2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Signed:
CL Snell
Date: 25 July 2024
Caroline Snell Snell Associates Rosewood Broadway Edington Bridgwater TA7 9JP
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GRAYSWOOD VILLAGE HALL
STATEMENT OF FINANCIAL ACTIVITIES
YEAR ENDING 31[st] MARCH 2024
| Note INCOMING RESOURCES Donations receivable Letting income Grants receivable 3 Sundry income Bank interest TOTAL INCOMING RESOURCES RESOURCES USED Direct charitable expenditure 4 Administration expenditure 5 TOTAL RESOURCES USED NET (OUTGOING)/INCOMING RESOURCES BEFORE TRANSFERS TRANSFERS BETWEEN FUNDS NET (OUTGOING)/INCOMING RESOURCES FOR THE YEAR 2 FUND BALANCES brought forward FUND BALANCES carried forward |
Restricted Funds Unrestricted Total Total Stair- Environmental New Hall Fund lift Project Building 2023 2023 2023 2024 2024 2023 £ £ £ £ £ £ 0 0 0 340 340 508 0 0 0 23,108 23,108 20,634 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 70 70 13 |
|---|---|
| 0 0 0 23,518 23,518 21,155 0 0 0 (27,131) (27,131)(45,058) 0 0 0 (375) (375) (350) 0 0 0 (27,506) (27,506)(45,408) |
|
| 0 0 0 (3,987) (3,987)(24,253) 0 0 0 0 0 0 |
|
| 0 0 0 (3,987) (3,987)(24,253) 1,079 1,131 333,710 (94,571) 241,349 265,602 |
|
| 1,079 1,131 333,710 (98,558) 237,362 241,349 |
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GRAYSWOOD VILLAGE HALL
BALANCE SHEET at 31 March 2024
| Note TANGIBLE FIXED ASSETS 6 CURRENT ASSETS Debtors 7 Cash at bank and in hand CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR 8 NET CURRENT ASSETS/(LIABILITIES) TOTAL ASSETS LESS CURRENT LIABILITIES CREDITORS: AMOUNTS FALLING DUE AFTER MORE THAN ONE YEAR NET ASSETS Financed by: INCOME FUNDS Restricted funds 9 Unrestricted funds 9 |
2024 2023 £ £ 232,943 239,727 2,371 4,015 5,992 4,943 |
|---|---|
| 8,363 8,958 (3,944) (7,336) |
|
| 4,419 1,622 |
|
| 237,362 241,349 |
|
| , 0 0 |
|
| 237,462 241,349 |
|
| 335,920 335,920 (98,558) (94,571) |
|
| 237,362 241,349 |
The financial statements were approved by the board of management on
…………………………….2024
Kathryn Dean
Chairman
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GRAYSWOOD VILLAGE HALL
NOTES TO THE FINANCIAL STATEMENTS
1 ACCOUNTING POLICIES
The financial statements have been prepared under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant notes to these accounts.
The accounts have been prepared in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) issued on 16 July 2014 and with the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102) and with the Charities Act 2011.
Incoming resources
Donations are included in the financial statements in the period in which the receipt becomes due, inclusive of tax credits. Donations include the net surpluses on any fund raising events. Letting income is accounted for on an accruals basis. All grants and voluntary income are accounted for gross when receivable. Bank interest is included in the statements of financial activities in the period in which it is received.
Expenditure
All expenditure is accounted for gross and when incurred.
Depreciation
Depreciation is provided on all tangible fixed assets, at rates calculated to write off the cost of each asset over its expected life, as follows:
Freehold buildings - over 75 years Fixtures & fittings - 25% on reducing balance
Restricted funds
The three restricted funds represent the following:
New Hall Building Fund This fund represents the cost of the hall, less any deficit in funding after allocating assets to other restricted funds. The sale of the hall is restricted as detailed in note 11. Environmental Project Fund This fund represents monies raised for specific work to be carried out on Grayswood Common, including restoring a pond, less amounts already spent on that project. Stairlift This fund represents a grant received for the replacement of a stairlift.
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GRAYSWOOD VILLAGE HALL
NOTES TO THE FINANCIAL STATEMENTS
2 NET INCOMING RESOURCES FOR THE YEAR
is stated after charging:
| Independent Examiners remuneration Depreciation of tangible fixed assets |
2024 2023 £ £ 375 350 6,784 7,469 7,159 7,819 |
|---|---|
3 GRANTS RECEIVABLE
There were no grants received in the financial year.
4 DIRECT CHARITABLE EXPENDITURE
| Hall running costs Depreciation |
Restricted Funds Unrestricted Total Total Stairlift Environmental New Hall Fund Project Building 2024 2024 2024 2024 2024 2023 £ £ £ £ £ £ 0 0 0 20,347 20,347 37,589 0 0 0 6,784 6,784 7,469 |
|---|---|
| 0 0 0 27,131 27,131 45,058 |
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GRAYSWOOD VILLAGE HALL
NOTES TO THE FINANCIAL STATEMENTS
5 ADMINISTRATION EXPENDITURE
| Independent Examiner Bank charges 6 TANGIBLE FIXED ASSETS Cost At 1st April 2023 Additions At 31st March 2024 Depreciation At 1st April 2023 Charge for the year At 31st March 2024 Net book value At 31st March 2024 At 31st March 2023 |
Restricted Funds Unrestricted Total Total Stairlift Environmental New Hall Fund Project Building 2024 2024 2024 2024 2024 2023 £ £ £ £ £ £ 0 0 0 375 375 350 0 0 0 0 0 0 |
Restricted Funds Unrestricted Total Total Stairlift Environmental New Hall Fund Project Building 2024 2024 2024 2024 2024 2023 £ £ £ £ £ £ 0 0 0 375 375 350 0 0 0 0 0 0 |
|---|---|---|
| 0 0 0 375 375 350 |
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| Freehold Fixtures Total Building & Fittings £ £ £ 354,340 54,595 408,935 0 0 0 354,340 54,595 408,935 122,848 46,360 169,208 4,725 2,059 6,784 127,573 48,419 175,992 226,767 6,176 232,943 231,492 8,235 239,727 |
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GRAYSWOOD VILLAGE HALL
NOTES TO THE FINANCIAL STATEMENTS
7 DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR
| Debtors Prepayments |
2024 2023 £ £ 222 1,923 2,149 2,092 |
|---|---|
| 2,371 4,015 |
8 CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR
| Creditors Accruals Deferred income |
2024 2023 £ £ 1,560 5,510 1,133 828 1,251 998 |
|---|---|
| 3,944 7,336 |
9 MOVEMENT OF FUNDS
| Balance as at 1st April 2023 Net outgoing resources Balance as at 31st March 2024 |
Restricted Funds Unrestricted Total Stairlift Environmental New Hall Fund Project Building £ £ £ £ £ 1,079 1,131 333,710 (94,571) 241,349 0 0 0 (3,987) (3,987) |
|---|---|
| 1,079 1,131 333,710 (98,558) (237,362) |
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GRAYSWOOD VILLAGE HALL
NOTES TO THE FINANCIAL STATEMENTS
10 ANALYSIS OF NET ASSETS BETWEEN FUNDS
| Fixed assets Current assets Net assets |
Restricted Funds Unrestricted Total Stairlift Environmental New Hall Fund Project Building £ £ £ £ £ 2,531 0 230,412 0 232,943 0 0 0 4,419 4,419 |
|---|---|
| 2,531 0 230,412 4,419 237,362 |
11 CONTINGENT LIABILITY - NEW HALL BUILDING FUND
The Charity has a liability to repay the Millennium Commission an equal amount to the proportion funded on the sale of any part of its fixed assets if any such sale is made with or without the Millennium Commission’s approval.
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