Trustee Report, 2022-2023
The Friends of Killhope have enjoyed a strong committee this year with several new members, all taking a positive and active role. Thanks goes to our new members who have worked hard this year. Mike Cave responded to our plea for a Treasurer and has agreed to join us, he has worked tirelessly to update our bank accounts and move us into the 21[st] Century. We thank him for his patience, resilience and commitment with this.
Our new website is coming along nicely, Edward Robson has set this up for us. Thank you has to go to Bill Heyes and Ian Forbes for their work in liaising with Edward over this. John Sheppard has agreed to become our ‘webmaster’, so another thank you must go to him for taking on this role. John is also our Newsletter Editor and is doing a sterling job in this vital role, contributions to the newsletter are always very welcome.
Several volunteers have catalogued and prepared the archives, not including the minerals, for transfer to Sevenhills where they will be stored safely. We are now awaiting DCC to arrange their transport. Brian Young has carried out some extensive work producing the condition reports for the minerals but the final version of the report format has yet to be determined. Regrettably, Brian has decided to resign from the committee. We thank him for his many years’ service to the FoK, his expertise has been invaluable and his willingness to help wherever possible has been very much appreciated. In addition to this, Brian has also helped train many members of staff at Killhope about the mine and minerals. The handout he wrote many years ago is still seen as the ‘bible’ by Killhope staff. So thank you very much Brian, we will miss your skills, knowledge and little quips.
The delayed children’s school work exhibition which was originally planned for the 2022 season is now ready to be printed but unfortunately Killhope does not have the exhibition space for it this year. We are hoping Allenheads Trust will be able to display it at the heritage centre, which aligns with their objectives.
We are also working closely with Allenheads Trust to produce a leaflet suggesting walks between Allenheads and Killhope. This is a long term project but it is an exciting development, and links the historical features of the two valleys.
We have been invited to take part in the Alston Moor Historical Society’s Golden Jubilee Exhibition, on Saturday 15[th] and Sunday16th July in Alston Town Hall. This is a lovely event, please join us between 11am and 4pm, any offers of help manning the table would be greatly appreciated.
Thank you must also go to Maria McArdle for allowing us to use the yurt today and for providing some lovely refreshments. Thank you Maria.
So, to sum up, we have had a busy and productive year and are looking forward to what promises to be an equally exciting year ahead.
Broadstone War Memorial H311 Charity Number 301109 Receipts and Payments Account For the year ended 31 December 2022 NEWTON MAGNUS Chartered Certified Accountants Arrowsmith Court Station Approach Broadstone Dorset BH18 8AT
Broadstone War Memori31 Hall Contents Page Reference and Administrative Details Trustees, Report 2to4 Independent Examiner's Report Receipts and Payments Accounts Statement of Assets and Liabilities Notes to the Accounts
Broadstone War Mernorial Hall Reference and Administrative Details Governing Instrument Declaration of Trust dated l December 1959 Charity Registration Number 301109 Trustees at the date of this report Mr5 L Rebbettes-Richell Ms M Godfrey Princlpal Address Tudor Road Broadstone Dorset BH18 8AW Bankers Lloyds TSB High Street Poole Branch Poole Dorset Indepèndent Examiner C J Fairhall FCCA Newton Magnus Chartered Certified Accountants Arrowsmith Court Station Approach Broadstone Dorset BH18 8AT page I
Broadstone War Memorial Hall Report Financial Year ending 31 December 2022 Strurture Governance and Mana ement Governing Document Broadstone War Memorial Hall is a Charity Icharity Registration number 03011090, registered on 8 August 19621. The Charity was established under a declaration of trust dated l December 1959. The principal address is Tudor Road, Broadstone, Dorset, BH18 8AW. Recruitment and Appointment of Trustees Under the requirements of the governing document, the trustees are elected to serve for a period of one year, after which they must be re-elected at the next Annual General Meeting. All trustees give their time voluntarily and receive no benefit from the charitable company. Trustee Induction and Training Present Trustees have been involved with the Hall for many years and are familiar with the work of the charity. New trustees are briefed by one of the charitls trustees on the charity, its aims and objectives including.. The obligation of board members The main document5 which set out the operational framework for the charity including the Declaration of Trust. The financial position of the organisation including the last set of audited financial statements and funding streams. The charity value5. future plan5 and objectives. All trustees are provided with a copy of CC3, "The Essential Trustee Guide" and CC60 'Hallmark5 of an Effertive Charity" During the year the following people were trustees: Mrs L Rebbettes-Richell Mrs M Godfrey Risk Management The Trustees have conducted a review of the major risks to which the charity is exposed, in particular, those relating to its operations and finance. The trustees Cornmittee are satisfied that systems are in place to limit exposure to the risks. Internal control risks are minimised by the implementation of intern31 policies and procedures including policie5 governing the authorisation of any material disbursements. These procedures are periodically reviewed to ensure that they continue to meet the needs of the charity. page 2
Broadstone War Memorial Hall Report Financial Year ending 31 December 2022 Organisation Structure The Board of Trustees is responsible for the strategic direction and policy of the charity. Objective, Activities and Public Benefit The Trustees have given due regard to the Charity Commission's guidance on public beneFIt. The charity was established as a village hall for the use of the inhabitants of the parish of Broadstone and neighbourhood. Performance After a difficult two years Wlth COVID, Broadstone War Memorial hall had its first 'normal' year since 2019 with many more returning hirers and it has been good to see them back. We also have some new hirers and a good number of party bookings where many were held to reunite family and friends after the end of social distancing. Towards the end of the year we entered a new electricity contract which, as for everyone, was considerably higher than before. Our reserves will help to support us whilst electricity costs are so high as we cannot pass all of these new costs on to our users. We hope the cost of electricity will fall within the next year or so to enable us to rebuild any use of Hall reserves. Reserve Policy The charity has adopted a reserve policy which holds funds to cover emergency situations. At present the charity holds in excess of this. As of January 2024, the Charities funds are sufficient to continue operating as a going concern, to the end of 2024 and beyond. page 3
Broadstone War Memorial Hall Report Financlal Year ending 31 December 2022 Trustees Responsibilities Charity law requires the Trustees to prepare financial statements for each financial year, which give a true and fair view of the state of affairs of the charity and of its financial activities forthat period and adequately distinguish any material special trust or other restricted fund of the charity. In preparing those financial statements the trustees are required to- a) select suitable accounting policies and then apply them consistently,. b) make judgements and estimates that are reasonable and prudent,. c) state whether the policies adopted are in accordance with the appropriate SORP on Accounting by Charities and the Accounting Regulations and with applicable accounting standards, subject to any material departures disclosed and explained in the financial statements. and d) prepare the financial statements on the going concern basis unless it is inappropriate to assume that the charity will continue. 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. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud or other irregularities. Approved by the Trustees on and signed on its behalf by.. {Trusteel page 4
Broadstone War Memorial Hall Financial Statements Year Ended 31 Detember 2022 Independent Examinerfs Report to Broadstone War Memorial Hall I report on the financial statements of Broadstone War Memorial Hall for the year ended 31 December are Set out on pages 6 to 8. Respective responsibilities 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 Ithe 2011 Act) and that an independent examination is required. It is my responsibility to= examine the accounts under section 145 of the 2011 Act. to follow the procedure5 laid down in the general Directions given by the Charity Commission lunder section 14515llbl of the 2011 Act,. and to state whether particular matters have come to my attention. Basis of independent examinerfs report My examination was carried out in accordance with the General Directions of the Charity Commissioners. 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 the financial statements, and seeking explanations concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no is given as to whether the accounts present a "true and fair" view and the report Is limited to thoses Independent examiner's statement In connection with my examination, no matter has come to my attention, which gives me reasonable cause to believe that in, any material respect, the requirements to keep accounting records in accordance with section 130 of the Charities Act and to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charities Act have not been met,- or to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Date: C J Fairhall FCCA Newton Magnus Chartered Certified Accountsnts Arrowsmith Court Station Approach Broadstone Dorset BH18 8AT page 5
Broadstone War Memorial Hall Receipts and Payments Accounts For the year ended 31 December 2022 2022 2021 Receipts Hall lettings- regular users Hall letting5-Other Bank interest Damage payment Parking charge Donation 12.183 14,356 10 225 45 8,260 10,525 20 Total receipts 26,819 18,807 Ground Rent Insurance Electricity Gas Water Trade and Garden Waste Booking Sec. Commission Data Entry Pay Cleaner & Caretaker Gardener Consumables costs Folding tables Other repairs & renewals Safety Checks Additions & Improvements Covid-19 Expenditure Refunds Premises Licence Music Licence Independent Examiner's Fee Telephone contract Parking Control Charges Other Admin Costs 13 1,288 6,034 66 364 753 2,650 234 5,262 814 201 220 208 13 1,218 2,624 220 694 1.767 219 4,987 777 177 1,045 810 1,766 1,864 977 180 68 240 180 463 463 360 108 230 56 108 230 116 Total payments 19.512 20,555 Net receipts 7,307 11,7481 Reconciliation of Funds Total funds brought fonNard Net Surplus12021 deficit) 21,202 7,307 22,950 11.7481 Total funds carrled forward 28,509 21,202 page 6
Broadstone War Memorial Hall Statement of assets and liabilities as at 31 December 2022 2022 2021 Current Assets Bank Current Account Bank Deposit Account 5,165 24,144 9,467 12,135 29,309 21,602 Current Liabilities Security deposit 800 800 400 Net current assets 28,509 21,202 The funds of the charity Restricted Funds Unrestricted Funds 28,509 21,202 Total charity funds 28.509 21,202 The building occupied by the Broadstone War Memorial Hall has a value of 1,016.950 for insurance purposes. The fixture and fittings have a value of £33.298. The trustee's are satisfied that the charity is entitled to exemption from the requirement to obtain n audit under section 144 of the Charities Act 2011 and that an independent examination is The trustees acknowledge their responsibilities for complying with the requirements of the Charities with respect to accounting records and the preparation of accounts under section 130 0* the the trustees acknowledge their responsibilities to prepare accounts which accord with the records and comply with the accounting requirements of the Charities Act. Approved by the Board on and signed on their behalf: page 7
Broadstone War Memorial Hall Notes to the accounts For the year ended 31 December 2022 Notes to the A counts Security deposits received and repaid are not shown in the published accounts Security deposits held are not regarded as part of the Hall's Funds, and those held at Year End are recorded as a liability against the bank balances. The accounts are prepared on the receipts and payments basis_ All income received and all expeftditure during 2022 and the previous year is considered lo be in the form of unrestricted funds. page 8