FLITWICK VILLAGE HALL MANAGEMENT COMMITTEE (Registered charity, number 300034 ) Financial statements for the year ended 29 February 2024
| Page | Contents |
|---|---|
| 2-4 | Trustees’ annual report |
| 5 | Examiners Report |
| 6 | Receipts & payments account |
| 7 | Statement of assets & liabilities |
| 8 | Notes to the accounts |
Flitwick Village Hall Management Committee Trustees’ annual report for the year ended 29 February 2024
Full name Flitwick Village Hall Management Committee
Registered charity number 300034
Principal Address
7 The Willows, Flitwick, Bedford, MK45 1BW
Committee members
Ann Rosemary Lutley Chairman Eric Edwards, Treasurer Micheal Eaves Nominee British Legion Jenny Saunders Trustee Patricia Earles Trustee
Bankers
Barclays Bank Plc, 3 Station Road, Flitwick, Bedford, MK45 1JS
Governance and management
The Management Committee was formed by a Trust deed dated 1 January 1968 and registered as a Charity as at 29 April 1970.
Aims and objectives
To provide the inhabitants of Flitwick without the distinction of sex or political religious or other opinions and in particular for use for meetings, lectures, and classes and for other forms of recreation and leisure time occupations with the object of improving the conditions of life for the said inhabitants.
Summary of the main achievements during the period
2023/2024 Achievements
The trustees have under taken to ensure all hirers are aware of what they have to do to make everyone safe when using the hall. Considerable amount of work has taken place to improve energy efficiency with all lighting changed to LED. Various parts of the inside of hall have been decorated to a different colour scheme which has gone down well with the hirers..
Principal Activities in Pursuit of Public Benefit
The Trustees policy of public benefit has been to encourage a wide range of organisations and ages to use the hall, which are listed below.
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Regular week day users:- National Childbirth Trust Keep fit class Armchair exercise Flitwick Women’s Institute Bedfordshire Federation of Women’s Institutes Flitwick University of the Third Age Golden Age Club Karate classes 8 to 13 years Flitwick Town Council Bingo Beds Amateur Swimming Training classes Slimming World Flitwick Gardening Club Parkside dogs Beds Guild of Spinners Fusion martial arts U3a craft class Flitwick town council Jigsaw club Beds health clinics diabetes, and eye tests
In total 19 different organisations use the hall on week days.
Regular weekend users:-
Craft fairs Antiques fairs Jumble sales Art exhibitions Garden displays Church bazaars Children’s parties 50,60,70,80th birthday parties
On Fridays we have the weekly market and within the hall, free tea and coffee and biscuits (donations accepted), are provided. The kitchen is manned by volunteers from different organisations this has promoted a lot of community co-operation and raised over £11,000 this year for their charities.
The hall is also available for private functions, wedding receptions, funeral teas and social functions. .
The car park is now also hired for events that take place at the adjacent library We have also agreed to let CBC put five EV charging points at the front entrance to the car park.
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Funding strategy
It is the strategy of the trustees to manage the revenue budget on a self-financing basis with hire charges set to achieve this. The increase in energy price has had a big impact on our finances which we are having to deal with via hire charges.
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However based on a review of other halls in our area we still have the most competitive hourly rates..
Hiring agreement
Use of the village hall is subject to a hiring agreement which must be agreed too when signing the booking form. The hiring agreement sets out the terms and conditions of hire and identifies the respective responsibilities of each party to the agreement. The hall employs its own booking officer to oversee all aspects of hiring the hall. There are now further risk assessments/ agreements the hirer has to agree to when they allowed to use the hall.
Licences
The hall has a premises Licence (not including alcohol) and is registered with the local authority for music and performances.
Policies and Procedures
The management committee have developed policies and adopted health and safety procedures in exercising its duty of care to members and employees and users of the hall which are reviewed on a regular basis.
Future Plans
Because of serious problems to the flat areas of the roof leaking applications to various grant organisations have been issued as the costs to repair is in the order of £20,000.which we don’t have.
Also there are still areas to be looked at with regards to green energy .
The trustees declare that they have approved this report.
The charity’s policy on reserves
The Trustees consider it prudent to maintain an appropriate level of reserves. The optimum level of reserves is considered to be the equivalent of at least six months of operating costs and this is reviewed on a regular basis by the Trustees.
Signed on behalf of the charity’s trustees:
Signed .------Eric Edwards—9/5/2024----------------------------------- Name: ------Eric Edwards Position: Hon Treasurer
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Independent examiner’s report to the trustees of Flitwick Village Hall Management Committee for the year ended 29 February 2024
I report on the accounts of the charity, which are set out on page 6
Respective responsibilities of trustees and
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 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed.
Basis of independent examiner’s report
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 from 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
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to prepare accounts which accord with the accounting records and comply with the accounting requirements .
have not been met; or
- (2) to which, in my opinion, attention should be drawn to enable a proper understanding of the accounts to be reached.
Signed Yvonne Dimbleby_____Date 2/5/24
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Flitwick Village Hall Management Committee Receipts & payments account for the year ended 29 February 2024
| 2023 | 2024 | ||
|---|---|---|---|
| £ | £ | ||
| Receipts | |||
| 36697.44. | Hall Hire | 45358.98 | |
| 8047’00 | Market | 6506.02 | |
| Bank Interest | |||
| Other receipts | |||
| 2565.00 | Grants/Other | ||
| 5761.17 | Total receipts | 51865.00 | |
| Payments | |||
| 22319.80 | Wages | 24567.00 | |
| 346.44 | Gas | 351.70 | |
| 6013.36 | Electricity | 5679.70 | |
| 889.008 | Water | 244.18 | |
| 126.80 | Council Tax | 60.80 | |
| 4790.30 | Building Repairs | 9031.39 | |
| 1270.95 | Replacement Equipment | 228.06 | |
| 1014.78 | Cleaning | 1200.07 | |
| .4300.37 | Sanitary | 6227.34 | |
| Sundry expenses | 28.46 | ||
| 373.00 | Booking officer postage telephone | 415.98 | |
| 3491.11 | Insurance | 4450.94 | |
| 586.50 | HMRC | 873.18 | |
| 3336.02 |
Refund | 2247.45 | |
| 48887.52 | Total Payments | 57606.25 | |
| 9073.65 | Net receipts/ (payments) | (-46098.7525) | |
| 11151.73 | Bank and cash at the start of the period10385.441 |
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| 14760.5 | Bank and cash at the end of the period | 11829.86 | |
| 4101.31 | (Decrease)/Increase in Bank Balances (2930.64) | ||
| 2023 | 2024 | ||
| £ | £ | ||
| Cash assets | |||
| 9073.65 | Current account | 6085.67 | |
| 5686.85 | Building account | 5744.19 | |
| 14760.50 | Total cash assets | 11829.86 |
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Flitwick Village Hall Committee Statement of assets and liabilities at 29 February 2024
Other assets
The land and buildings situated on the site of Flitwick Village Hall Has a declared value of £1,579’021 and are insured for a sum of £1,973,776
Liabilities None
These financial statements are accepted on behalf of the charity by:
Signed ----Ann Lutley 9/5/2024----------------------------------- Name , Chairman
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Flitwick Village Hall Management Committee Notes to the accounts for the year ended 29 February 2024
1. Receipts & payments accounts
Receipts and payments accounts are statements that summarise the movement of cash into and out of the organisation during the financial year. In this context “cash” includes cash equivalents, for example, bank accounts where cash can be readily withdrawn to pay for debts as they become due.
2. Grants & Donations
None.l.
3. Committee members’ remuneration
No Committee members have received any remuneration for expenses during the financial year.
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