Trustees. Annual Report for the period Peri(xl start date Peri(Kt end date From I str ApLIL'knLI To 31- Reference and administration details Section A Charity name Cleobury Mortimer Market Hall Trust (Xher navnes charity is known by Registered charity number (rf any) 221157 Charity's principal address The Market Hall, Church Street. Cleobury Morlimer Postcode DY14 8BX Names of the charity trustees who manage the charity Oates acted rf not forwhole ear Trustee name Office Irf any) Name of person (or body) entiued Fnt trustee ifan Cleobury MortitrEr Town Council Councillo 10 12 13 14 15 16 17 18 19 20 Names of the trustees for the Charity, rf any. Ifor example, any custodian trustees) Name Dates acted if not for whole ear TAR March 2012
Names and addresses of advisers (Optional inf0mtion) of adviser Name Addre55 Name of Chief executive or names of senior staff members (Optional infonnation} Section B Structure, overnance and mana ement De5¢riPtion of the charity's trusts Trust Deed Type of governing document leg. trust deed, constitutio How the charity is constituted leg. Injst, ass tion, co Trust Trustee selection methods leg. apFY)inted by. elected t Appointed Additional governance issues (Optional infomiation) You may choose to include additional information, where relevanl. aboLJt= policies and procedures adopted for Ihe induction and training of trustees. the charity's organisational structure and any wider nelwork with which the chartty relationship with any related parties; truslees. consideration of major risks and the system and procedures to manage them. Section C ectives and activities Market Hall shall be appropriated for the benefit of the inhabitants of Cleobury Morlimer as a Public Hall or Assembly Room to be used for meetings. entertainments and other like objects. Summary of the objects of the ¢harity set out in its governing document TAR March 2012
The Market Hall is used by a number of community groups inciuding: St Mary's Parish Church Cleobury Compassionate Communities Various dan, yoga and fitness dasses for all ages Cleobury Mortrmer Food Bank Cleobury Mortimer Craft Club Cleobury Morbmer Camera Club Cleobury Mortimer Town Council - Drop in Surgery Monthly Market Hall - Local Market. Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance Issued by the Charity Commission on public benefit) Additional details of objectives and activities (Optional infomiation) You may choose to include further statements, where relevant, about= policy on grantmaking. policy programme related investment.. contribution made by volunteers. TAR March 2012
Section D Achievements and performance The Market Hall continues to offer a WelmIng Spa to the Community of Cleobury Mortimer. Summary of the main achievements of the charity during the year The building has been enhan(*d Ihis year with a new lift control panel of which the old one was obsolete, so it was important that this facility was updated to enable asS to the upper floor for elderly and disabled users. This was achieved thanks to a substantial grant from the National Lottery for vthich we are extremely grateful. The meeting room and functson room have both been equipped with new blinds, which offers better seclusion and comfort to users of the room. This year has been a slruggle, although the facility is popular with local groups there needs to be constsnt focus on tying lo sell the space available for local eventslprojects. A new website will be developed in 2025 to highlight the facilsties and streamline the bcKJking process. TAR Marth 2012
Section E Financial review NIA Brief statement of the charity's policy on reserves Details of any funds materially in deficit NIA Further financial review details (Optional inforniation) The charity's prinople source of funding is the renlal of the offices within the Hall and the rental of the Function Room and Meeting Room. All funds are COectlY used to maintain the building & equipment within in to ensure safe use for the public. You may choose to include additional infomialion. where relevant about: Ihe charity's principal sources of funds (including any fundraisingl-, how expenditure has supported Ihe key objectives ofthe charity., investment policy and objectives including any ethical investment policy adopted. Section F Other optional information Section G Declaration The tTUStees declare that they have approved the trustees. report above. Signed on behalf of the charity's trustees Signature(s) Full name(s) Position (eg Secretary, Chair. etc) ¢A£irqbwlL OAVIO Ckl61 Date zi o 0/2oa*- TAR March 2012
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The Market Hall Trustees The Market Hall Church Street Cleobury Mortimer Kidderminster Worcs DY14 8BX. 2024
13 June
Audit Report 2023/24 CMMHT Accounts
Before the report on the 23/24 CMMHT accounts, for context I would like to remind the Trustees of recent years’ events:
2019/20
This was the last full year that Ali Sheffield was MH Manager and I audited the accounts. There were no significant issues.
2020/21 and 2021/22
Kim Grenfell took over as Manager at the start of the 20/21 financial year, coinciding with Covid lockdowns. There was very little handover to her on accounting matters. It is clear from the poor bookkeeping practices that Kim had no previous relevant experience she could bring to the position. The accounts that I helped prepare were therefore the best that could be done given that supporting documents and possibly receipts were missing.
Following on from my review for the Trustees in July 2022, the 2022/23 accounts were prepared by Mortimer Associates, using the bank statements and limited supporting documents available. No work was performed on determining whether amounts due for room bookings had been received, and no list of debtors at the year-end was prepared.
Trustees, when looking at annual comparisons and setting budgets, should keep in mind that figures for these three last years were impacted firstly by Covid lockdowns and then by inadequate records.
2023/24
I have completed the audit of the 2023-24 Market Hall accounts and records, prepared by Sam Dolphin who started as Market Hall Manager in May 2023.
In examining the year’s opening position, I determined that the bank balance as stated in Mortimer Associates’ accounts at the end of 2022/23 included £1,400 which had been recorded as receipts but not yet received by the bank. In examining bank statements in early 2023/24, my best estimate from the supporting records is that £1,290 of this was actually received, plus a further £430 from the previous year. Conversely, some £1,020 payments were included in the bank statements which related to purchases in the previous year. The impact of all the above is that the 2022/23 loss was probably understated by £590, which was transferred into
2023/24. In terms of financial performance, the adjusted £1,112 loss for 2023/24 year could be better regarded as a £522 loss.
Aside (outside audit scope): In terms of ongoing financing, this small loss is after receiving grants of £20,500 and spending almost £17,000 on improvement projects. Room income was good in 2023/24, so probably the best way to bridge the resulting c.£4,000 pa shortfall is to secure better regular office rentals, if possible. The alternative, if grants are not available, would be a gradual erosion of the current healthy bank balance of c.£36,000.
I have made appropriate adjustments in the 2023/24 accounts to reflect the timing differences above, with analysis of their nature made according to my interpretation of the records available. The accounts are therefore reconciled, with opening bank balances less £1,112 loss for the year equalling the closing bank balances. The updated accounts are also attached, and I have signed a printed copy.
As regards 2023/24 year, I was satisfied with the accounting and supporting records. A debtors balance and reconciliation (for amounts owed for room hire) had not been prepared. This was expected as this is the most complex part of the accounts, which had not been explained to Sam when she took on the role. I have taken her through the process, updated the guidance notes, and will be available to support going forward.
Sam was also unaware of the fixed assets record, which has now been updated for control and insurance purposes, although there may have been assets purchased during recent years which are not included because supporting records do not exist.
From June 2023, income tax and National Insurance entries and deductions were correctly made via the HMRC Basic Tools application.
For best practice I recommend that the Trustees agree a budget for 2024/25 year that reflects projects which are planned or require completion (e.g. the lift upgrade, painting) and identifies any shortfall which might be filled by grants and/or additional income. The Trustees (or a nominated Trustee) should also examine the bank statements against the latest accounts regularly as an independent check on the Market Hall Manager.
If you have any queries or require further clarification, I’d be happy to assist. Yours sincerely,
Alan Guest