2023-12-31-accounts - Village Hall (Ringmer)

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Ringmer Village Hall Charity No 207885 Trustees Report for 2023

To be discussed at the Management Meeting following the AGM before submission to the Charity Commission.

The Trustees express their thanks for the work of the Treasurer in keeping them informed of the Charity’s financial position and recommendations for action.

The Trustees express their thanks to Sharon Rose for ensuring the halls are cleaned to a high standard and Bren Bonner for her administration of the bookings.

Hire of the facilities remained stable, throughout the year with new activities and groups gauging interest for the longer term e.g. Kurling.

The village hall provided a focal point for the coronation of King Charles III, celebrated by viewing the service whilst enjoying coffee and tea. In the afternoon the halls were taken over for an indoor carnival for school children and parents. The day finished in the evening with a barn dance. New and existing members of the community were invited to the Ringmer Hub, an event where local groups can exhibit and encourage persons to join in with their activities.

The refurbished kitchens were put to good use with the Community Chef running several cookery courses with the support of grants from Lewes District Council. These have been followed by volunteer run courses also support through Lewes District Council. The Hall was home to a new Ringmer Eco Extravaganza led by members of St Mary’s Eco Church. Visitors were able to find out more about renewable energy, locally sourced products and take part in clothing “swish”. Ringmer WIs platinum jubilee gift to the village in celebration of the Queens jubilee and the coronation of King Charels III, was a tapestry depicting life in Ringmer, it now hangs in the Alan West room for all to admire.

Routine maintenance followed the agreed 10-year plan plus the addition of replacement main entrance doors jointly funded from reserves and Ringmer Parish Council. The doors are powered opening and therefore make for easy access for all persons.

Investigation was made for the options for maintenance of key areas included recommendations for the replacement of external woodwork, the Alan West room acoustics, and the improvement to the insulation of the flat roofs.

The Village Library has maintained a service throughout 2023 with an increased number of members, book delivery has continued to those unable to get to the library. Grants from Lewes District Council enabled extra sessions under the Warm Spaces scheme, this was also supplemented by extra session of cool spaces during hot periods. These were also funded by Lewes District Council.

It is a credit to Trustee Liz Owen and the other volunteers who have continued to expand the services offered in the library. The library welcomes users to enjoy a hot drink, and also hosts a popular monthly hearing aid maintenance session, run by East Sussex Hearing. The library is in a very strong position for continued growth and support to the community in the coming years.

The village hall is run entirely by volunteers who would welcome others to support the heart of the community.

The Charity despite the reduced income and significant increase in energy cost, is financially sound and needs to look to the future to be sure that it delivers what is required to an ever-increasing population.

Alan West Chair Ringmer Village Hall Management Committee April 2024

RINGMER VILLAGE HALL

(Registered Charity number 207885)

AUDITED ACCOUNTS

For the year ended 31st December 2023

INDEX

Examiners reports Treasures Report Financial Report Balance Sheet Income v Expenditure Trading v Budget Petty Cash Assets

Presented to the Annual General Meeting of Ringmer Village Hall Management Committee 15[th] April 2024

Ringmer Village Hall Charity Number. 207885 Examinefs Report For the Year ended 31 Dernber 2023 I have completed the examination of the accounts and supporting papers for Ringmer Village Hall for 2023 The Treasurer has highlighted all the relevant financial details and has identified the significant items of receipts and payments for the year in his comprehensive report. The Accumulated Fund details the cutrent aSt and bank balan$ as at 31 December 2023 and the valuations are induded in the Balan Sheet. The books and records continue to be well kept and the explanations I required in support of the accounts were provided fijlly by the Treasurer Kdr. M. Whitlock. All the vouchers and records provided to me were checked and, as a result, I consider that the accounts properly refiect the operations of the Village Hall. Dave Finnan 2710212024

Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Village Hall at Ringtner in the Parish of East Sussex On accounts for the year ended 31" December 2023 Charity no (if any) 207885 Set out on pages 1.2.3 Respective The charivs twstees are responsible for the preparation of the accounts. responsibilities of The charivs trust consider that an audÈt is not required for this year trusteos and examiner under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examinatton is needed. It is my responsibilty to: examine the accounts under section 145 of the Charities Act. to follow the proureS laid down in the general Directions given by th8 Charity Commission (under section 145(51(b} of the Chartties Ac(2nd lo state whether particular matters have come to my attention. Basis of independent My examination was carried out in aGGordance with general Directions given examinerfs statement by the Charty Commission. An examination indudes a review of the accounting records kept by Ihe thwity and a comparison of the accounts presented with those records. It also indudes consideration of any unusual items or disclosures in the accounts. and seeking explanations from the trustees Conrning any suth matters. The procedures undertaken do not provide all the eden that would be reqUId in an audit, and cons4uently no opinion is given as to whether the accounts present a 'true and fairf view and the report is limited to those matters set out in the statement telow. Independent In connection with my examination, no matter has come to my atterrtion éxaminer's statement (other than that rfjsdosed below 1. which gives me reasonabte (ause to believe that in, any material respect. the requirements- to keep aGcounting records in accordan wilh section 130 of the Charities Act,. and to prepare accounts which accord with the accounting records and comply th the accounting requirements of the Charities Act have not been met or 2. to which. in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. ' Please delete the words in the brnckets rfthey do not apply. Signed: Date: 27° February 2024 Name: D. A Finnan Relevant professional qualifJ¢ation(s> or body C.I.P.FA IER March 2012

(if any): Address= 26 Springett Avenue Ringmer Lewes BN8 SHE SeGtion B Disclosure Only complete if the examiner needs to highlight material problems. IER Illlarch 2012

RINGMER VILLAGE HALL MANAGEMENT COMMITTEE

(Registered Charity number 207885) ANNUAL GENERAL MEETING 15[th] April 2024

Treasurer’s Annual Report.

Highlights of 2023

2023 saw Ringmer Village Hall further improved with further new external doors which are electronically operated and give all users access to both levels of our Village Hall. Toilet facilities were also installed on our upper level. Grants were received from Ringmer Parish Council and Garfield Westons enabling these modifications (a total of £15000) Grant Totals = £15000

Total Costs = £20085

Unfortunately, we have lost some user groups, the Flower Club being a noticeable group. They have very generously donated just shy of £1000 to the Village Hall funds.
The library received a further warm room grant from Lewes District Council and was again opened for an extra 3 hours each week during the winter months. The library has also enabled six learn to cook sessions the Village Hall kitchen, these being run by some of the library volunteers.

Examiners Report - This is the examiners’ summary of the results for the year with a signed statement.

Finance Report – This report shows the normal activities for operating the Hall. It shows balances brought forward from 2022 and total income & expenditure for the year 2023.

Our total cash balance at year end 2023 being £135,185.59.

Balance Sheet – Records the Accumulated Fund of the Village Hall Management Committee.

Current funds held on account in the bank(s) totaling £135,185.59.
The freehold value of the Village Hall is £375,000 . No change for 2023.
Current value of furniture and fixings revalued end 2023 from £16021.48 to £14357.21 (Less 10% cost of existing assets. Values of under £20 no longer recorded.
o Total assets = £524,542.80

Income and Expenditure Report – This is in the form of receipts and payments account and details the types of income and expenditure incurred and their amounts.

The major source of income is from:
Lettings £45701.08 (allowing for refunds and deposit refunds)
Funding Grants £15000
Library Income (including warm space grant) £ 5510.47.
The major items of expenditure are for:
Caretaking £8538.94 not inc. PAYE or Payroll
Electricity £9480.57
Repairs and Maintenance £29080.52
Last year’s figures are shown for comparison.
Surplus of £3095.78

Trading Budget – This page shows how the Village Hall’s trading faired against the budget.

Assets – Shows a list of assets not including the building.

I have shown a further 10% depreciation (from purchase price figures) for the year 2023.
o NOTE: In accordance with good accounting practices, I have now not included our library books as assets. They are now shown for accounting purposes as NIL value at year end.

Appreciation

I would once again like to thank Alan West our chairman for many hours of hard work. Without his dedication we would not have the great facilities that Ringmer Village Hall continues to offer. Once again, he has worked very hard this year overseeing and managing all the alteration works. I know he intends to stand down from his role as a chairman at this AGM. 40 plus years of outstanding and dedicated involvement with our Village Hall is a remarkable achievement. I am so glad he has decided to stay on as a trustee. The community of Ringmer has reaped the benefit and will continue to do so, largely due to the work and time Alan has given to our Village Hall. Thank you, is not enough, Alan.
Sharon Rose, our caretaker, has worked extremely hard to keep the hall clean and safe for users.
Bren Bonner who has continued to manage and juggle the bookings and the many changes throughout the year.
Many thanks go to Liz Owen, a trustee of RVHMC and all her volunteers. The library continues to be well stocked and used. Over 1000 members. Without Liz I doubt we would have such a great community library . Five years on, still going strong.
Many thanks also to Ringmer Baptist Church, who are contributing to the rent for the library space, as well as running a food bank and providing a wonderful Christmas lunch for the community.

Explanation of Funds

Accounts are kept on a computer system using Paxton charity bookkeeping software.

I have set up distinct funds for RVHMC as follows:

The General fund for everyday village hall income and expenditure. Managed through our charity account with Barclays Bank.
Library fund . A separate fund for the Village Library so that the donations and fundraising which is specifically for the library can be accounted for and only used for the library expenditure.
Foodbank Fund . For Ringmer Foodbank use only.
RVHMC financial policy states we should hold £25000 in reserves away from our day-to-day running costs. I will be asking the trustees to further increase the reserves over the coming years. A large part of our premises is flat roofed, and it is estimated that to replace it all in one hit would be £75,000+.

Martin Whitlock Hon. Treasurer

Ringmer Village Hall Management Committee – Dated 15[th] February 2024

RINGMER VILLAGE HALL MANAGEMENT COMMITTEE

FINANCE REPORT YEAR END 2023

RINGMER VILLAGE HALL MANAGEMENT COMMITTEE - AGM 15th April 2024

FINANCIAL REPORT as at 31-Dec-23

CASH / BANK Transactions

Balances Brought Forward-- Current Acc. CCLA a/c Barclays Saver Acc Total B/F Income all accounts Sub-Total Less Expenditure (Excl Depreciation) TOTAL Balances; Current A/C CCLA A/C Barclays saver TOTAL	67,396.78 13,780.07 49,248.69 130,425.54 71,005.71 201,431.25 66,245.66 Note: Letting Refunds £2613 135,185.59 50,329.21 Inc. Library and Foodbank 35,138.83 49,717.55 135,185.59

Martin Whitlock Hon. Treasurer Ringmer Village Hall Management Committee

RINGMER VILLAGE HALL MANAGEMENT COMMITTEE - AGM 15th April 2024

Balance Sheet for the year ended 31st December 2023

2022 £ 504,004.83 2,243.00 15,199.19 521,447.02 375,000.00 16,021.48 67,396.78 49,248.69 13,780.07 521,447.02	ACCUMULATED FUND Additional Fixtures/Fittings Surplus Total Freehold Property Furniture and fixings Current Assets Financial Current A/C Barclays Savings CCLA Acc. TOTAL NET ASSETS Balance bfwd		2023 £ 521,447.02 - 3,095.78 524,542.80 375,000.00 14,357.21 50,329.21 49,717.55 35,138.83 524,542.80

RINGMER VILLAGE HALL MANAGEMENT COMMITTEE

INCOME v EXPENDITURE 2022 v 2023

RINGMER VILLAGE HALL MANAGEMENT COMMITTEE - AGM 15th April 2024

INCOME and EXPENDITURE REPORT to 31-Dec-23

Year 2022		Year 2023	NOTES
£ 44,311.14	INCOME Lettings	45,701.08	Allows for £2613.00 in refunds/deposits
12,176.12 30.00 168.02 340.00 475.71	Donations Meters Interest Storage Fundraising	570.36 60.00 1,827.62 500.00 239.30	Elec Sub Stn Xmas Cards + Utility Aid
17,302.66	Library	5,510.47	Inc Warm Space Grant LDC
262.54	Sundries	1,037.57	Refund on Electric + Hub
25,005.27 250.00 117,296.00	Funding Grants Grants for goods & Services Extension Grant CIL	15,000.00 559.31 -	Door Grant Door and Foodbank Grant
217,617.46		71,005.71

EXPENDITURE
1,809.73
Cleaning/Materials
8,309.99
Caretaker
2,947.76
Insurance
472.29
Water and Sewage
4,243.92
Electricity
22,052.68
Repairs/Maint.
19,716.91
Additions & Decorations
1,600.00
Gardening
190.00
Audit fee
1,080.00
Honorarium Bren
1,167.02
Admin
822.46
Telephone/Broadband
9,583.97
Library
450.00
Payroll Admin
378.80
PAYE
1,123.64
Foodbank
124,435.39
2021 Extension Works
Banking Adjustment
55.14
Defib Exps
469.20
Fundraising Costs
1,509.37
Depreciation on Assets
202,418.27
TOTAL
15,199.19
Surplus/(Deficit)

1,707.55
8,538.94
2,902.34
573.76
9,480.57
29,080.52
1,519.94
800.00
200.00
1,190.00
1,521.12
804.24
5,193.28
466.80
594.73
1,000.00
-
Inc. RPC Payments CIL £22000
486.87
Repaid on Lettings 2024
185.00
-
1,664.27
67,909.93
3,095.78

Budget v Actual 2023

RINGMER VILLAGE HALL MANAGEMENT COMMITTEE - AGM 15th April 2024

Trading v Budget

31st Dec 23
Actual
RECEIPTS
£
Lettings
45,701.08
Donation
570.36
Meters/sub stn rent
60.00
Interest
1,827.62
Storage
500.00
Fundraising
239.30
Library
5,510.47
Sundries
1,037.57
Grants,Goods & Services
559.31
Funding Grants
15,000.00
TOTAL
71,005.71
PAYMENTS
£
Cleaning
-1,707.55
Caretaker Payroll + PAYE
-9,600.47
Insurance
-2,902.34
Water and Sewerage
-573.76
Electricity
-9,480.57
Repairs/Maint.
-29,080.52
Additions & Decorations
-1,519.94
Gardening
-800.00
Audit fee
-200.00
Bren Honorerium admin
-2,711.12
Telephone
-804.24
Depreciation on Assets
-1,664.27
Foodbank
-1,000.00
Error Payments
-20.00
Library
-5,193.28
Stopped Cheques
-486.87
Defib Exps
-185.00
TOTAL
67,909.93
Surplus/(Deficit)
3,095.78

Budget
£
%
47,730.00
95.7% COVID?
230.00
248.0%
30.00
200.0%
70.00
2610.9%
630.00
79.4%
200.00
119.7%
3,500.00
157.4%
Not Budgeted
Not Budgeted
Not Budgeted
52,390.00
£
%
-2,530.00
67.5%
-9,360.00
102.6%
-2,970.00
97.7%
-1,000.00
57.4%
-15,120.00
62.7%
-3,750.00
775.5%
-3,940.00
38.6%
-880.00
90.9%
-200.00
100.0%
-2,530.00
107.2%
-920.00
87.4%
Not Budgeted
Not Budgeted
Not Budgeted
-13,260.00
39.2%
Not Budgeted
Not Budgeted
56,460.00
-4,070.00
Budget Forecast 2023

2023 Annual Accounts.xlsx

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A B C D E I J K L M N O P Q
1 RVHMC Assets Values End 2023
2 Item Description Category Date Acc Purchase Price 2015 Value 2016 Value 2017 Value 2018 Value 2019 Value 2020 Value 2121 Value 2022 Value 2023 Value
3 Curtains and Blinds Curtains and blinds maintained repaired aFurnishings 01/09/02 4000 1,493.20 1,093.20 693.20 441.2 397.08 357.37 321.63 289.47 260.52
4 Water Boiler New Kitchen Couner Top Water Heater Appliance 16/12/09 418.6 202.93 161.07 119.21 87.71 78.94 71.05 63.94 57.55 51.79
5 Crockery 100 place settings Crockery 01/03/02 1200 349.68 229.68 109.68 44.88 176.00 158.40 142.56 128.30 115.47
6 Microwave Appliance 01/04/04 120 27.60 15.60 3.60 0 - - - - -
7 Cooker Purchased as demonstaror Appliance 16/12/09 3600 2,115.00 1,755.00 1,395.00 1080 972.00 874.80 787.32 708.59 637.73
8 Warming Cabinet 1000mm (1) Category 01/08/02 800 204.50 124.50 44.50 4 3.60 3.24 2.92 2.62 -
9 Fridge Appliance 01/08/02 150 26.70 11.70 - 0 - - - - -
10 Chairs x 26 Blue Chairs with arms Furnishings 01/12/02 2000 693.50 493.50 293.50 172 154.80 139.32 125.39 112.85 101.56
11 4 x Folding Tables Furnishings 11/01/11 738 419.40 345.60 271.80 208.8 187.92 169.13 152.22 136.99 123.29
12 1 x Elm Wood Table Furnishings 01/04/03 250 112.00 87.00 62.00 44 39.60 35.64 32.08 28.87 25.98
13 2 x Local Pictures Donated Furnishings 01/04/02 0 162.00 162.00 162.00 144 129.60 116.64 104.98 94.48 85.03
14 2x Screens Furnishings 200 73.40 53.40 33.40 20.8 18.72 16.85 15.16 13.65 -
15 1 x Fire Blanket Safety 01/04/02 50 30.50 25.50 20.50 16 14.40 12.96 11.66 10.50 -
16 1 x Fire Blanket Replaced under Yearly Service Contract Safety 01/04/02 50 30.50 25.50 20.50 16 14.40 12.96 11.66 10.50 -
17 6 x fire extinguishers Yearly Contract for repair/replacement Safety 01/02/03 600 307.40 247.40 187.40 138.8 124.92 112.43 101.19 91.07 81.96
18 24 x Folding Tables Furnishings 2640 1,011.00 747.00 483.00 312 280.80 252.72 227.45 204.70 184.23
19 Sound System inc 4 x speakers Repaired and maintained Aug 2009 Entertainment 01/04/03 6700 2,710.00 2,040.00 1,370.00 920 828.00 745.20 670.68 603.61 543.25
20 Notice Boards x 6 Purchased over last 5 years Furnishings 480 232.05 184.05 136.05 99.6 89.64 80.68 72.61 65.35 58.81
21 10 x square tables Furnishings 01/04/02 500 175.40 125.40 75.40 44.8 40.32 36.29 32.66 29.39 26.45
22 18 Chairs Furnishings 01/04/02 1080 440.10 332.10 224.10 151.2 136.08 122.47 110.22 99.20 89.28
23 Data Projector Data Projector Epsom replaced 2022 Entertainment 16/03/11 796.01 485.57 405.97 326.37 254.724 229.25 206.33 185.69 167.12 150.41
24 Upholsery Cleaner George Upholstery Cleaner Cleaning Eq 02/08/11 257.52 157.09 131.34 105.59 82.408 74.17 66.75 60.08 54.07 48.66
25 150 folding Chairs 20 upholstery renewed 2019 Furnishings 01/04/03 9000 2,250.00 1,350.00 450.00 0 882.00 793.80 714.42 662.39 596.15
26 2 x Notice Boards Furnishings 01/08/09 100 52.90 42.90 32.90 24.8 22.32 20.09 18.08 16.27 -
27 First Aid Kits x 2 Safety 0 48.60 48.60 48.60 43.2 38.88 34.99 31.49 28.34 25.51
28 Kettle Appliance 20 8.15 6.15 4.15 2.8 2.52 2.27 2.04 1.84 -
29 Water Boiler Appliance 230 99.80 76.80 53.80 37.6 33.84 30.46 27.41 24.67 22.20
30 Fridge Donated Appliance 01/12/09 0 72.90 72.90 72.90 64.8 58.32 52.49 47.24 42.52 38.26
31 Cooker Appliance 1000 456.10 356.10 256.10 183.2 164.88 148.39 133.55 120.20 108.18
32 Water Urn Large Appliance 110 50.90 39.90 28.90 20.8 18.72 16.85 15.16 13.65 -
33 Crockery And Pans Furnishings 0 58.32 58.32 58.32 51.84 46.66 41.99 37.79 34.01 30.61
34 Card Tables x 20 Furnishings 0 1,134.00 1,134.00 1,134.00 1008 907.20 816.48 734.83 661.35 595.21
35 Portable Staging Ststem Furnishings 01/04/02 9100 4,012.00 3,102.00 2,192.00 1544 1,389.60 1,250.64 1,125.58 1,013.02 911.72
36 Chair Transport Racks x 3 Furnishings 01/04/02 750 360.30 285.30 210.30 153.6 138.24 124.42 111.97 100.78 90.70
37 Electric Floor Polisher Appliance 01/04/05 450 92.25 47.25 2.25 0 - - - - -
38 Cleaning Equipment Cleaning Eq 01/05/08 0 180.00 180.00 180.00 157.5 141.75 127.58 114.82 103.34 93.00
39 Four Drawer Filing Cabinet Furnishings 0 64.80 64.80 64.80 56.7 51.03 45.93 41.33 37.20 33.48
40 Grill Appliance 01/07/11 268 148.90 122.10 95.30 72.8 65.52 58.97 53.07 47.76 42.99
41 Defibrillator From Donations and Grant Appliance 21/10/12 1313 919.10 787.80 656.50 525.2 472.68 425.41 382.87 344.58 310.13
42 Table St Marys Room New Furnishings 01/01/17 73.9 73.90 66.51 59.86 53.87 48.49 43.64 39.27
43 Stacking Chairs New Furnishings 29/03/17 282 282.00 253.80 228.42 205.58 185.02 166.52 149.87
44 Hearing Loop St Marys New Appliance 19/04/17 863.35 863.65 777.29 699.56 629.60 566.64 509.98 458.98
45 Store Cupboards New Furnishings 13/09/17 569.95 569.95 512.96 461.66 415.49 373.94 336.55 302.89
46 Library Equipment Used Furn/IT 01/05/18 8500 8500 9,000.00 8,100.00 7,290.00 6,561.00 5,904.90
47 Butchers Block new 2022 New 2022 - 180.00 162.00
48 Stanless Steel Kitchen Trolley New 2022 - 280.00 252.00
49 Kitchen Water Heater - Symons New 2022 340.00 306.00
50 Microwave - Symons New 2022 250.00 225.00
51 Sotorage Cabints New 2022 393.00 353.70
52 Cooker and Hob - Symons New 2022 800.00 720.00
53 TOTAL 59260.33 21,468.54 16,571.42 13,467.11 18,340.31 18,873.89 16,986.50 15,287.85 16,021.48 14,357.21
54 Minus 10%.
Minus 10% No additions.
cost + Nothing
Minus 10% Minus 10% Additions under £20
cost + cost + Minus 10% 2022 shown
minus 10% minus 10% minus 10% minus 10% Additions Additions cost + Depreciation Depreciation
55 -10% cost cost cost cost 2019 2020 Additions 2021 = £1509.37 = £1664.27
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(if any): Address= 26 Springett Avenue Ringmer Lewes BN8 SHE SeGtion B Disclosure Only complete if the examiner needs to highlight material problems. IER Illlarch 2012