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2023-03-31-accounts

VERWOOD MEMORIAL HALL TRUST

Registered Charity No: 301194

Annual Report and Accounts for year 1 April 2022 to 31 March 2023

VERWOOD MEMORIAL HALL TRUST Registered Charity No: 301194

CONTENTS

Legal and Administrative Information

Legal Status Objectives Organisation Review of Progress and Achievements during the year Responsibilities of the Trustees/Management Committee Accounting Policies Risk Policy Reserves Policy Reserves Level

Independent Examiner's Report

Financial Accounts

Receipts and Payments from 1 April 2022 to 31 March 2023 Bank Balances as at 31 March 2023 Notes to the Accounts

VERWOOD MEMORIAL HALL TRUST Registered Charity No: 301194

Legal and Administrative Information

Address for correspondence

The Trust Secretary Valentines Howe Lane Verwood Dorset BH31 6JF

Governing Document

Trust Deed dated 8 January 1974

Charity Registration No.

301194

Trustees and Members of the Management Committee:

Sally Buttolph, Chairman Ann Abernethie, Secretary Ann Abernethie, Treasurer Katherine Archibald Sally Buttolph, Bookings Manager Alan Biggs Mick Boney Barrie Collins Richard Himson Jane Lake Doreen Norton Denise Pugh Ernest Whatmore Marilyn Whatmore Dennis Wright

Verwood Town Council Representative

Vacant

Charity Address

Verwood Memorial Hall Ringwood Road Verwood Dorset No letter box

Bankers Lloyds Bank

25 High Street Ringwood Hants BH24 1BD

Independent Examiner

Mr A Clarke CPFA 5 Kiln Way Verwood Dorset BH31 6GE

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VERWOOD MEMORIAL HALL TRUST Registered Charity No: 301194

Report of the Trustees/Members of the Management Committee for the year ended 31 March 2023

The Trustees/Management Committee have pleasure in presenting their Report, together with the Receipts and Payments and Bank Balances of the Charity, for the year ended 31 March 2023

LEGAL STATUS

The charity was established by a Scheme set up by the Charity Commissioners for England and Wales on 8 January 1974 and the land and building are vested in the Official Custodian for Charities.

OBJECTIVES

The object of the charity shall be the provision and maintenance of a multifunctional village hall for the use of the inhabitants of the parish of Verwood and the neighbourhood thereof, without distinction of political, religious or other opinions, including use for meetings, lectures and classes and for other forms of recreation and leisure time occupation, with the object of improving the conditions of life for the said inhabitants and at affordable rates, to a good standard.

The Trustees confirm that they have had regard to the Charity Commission's guidance on public benefit and in implementing this guidance, ensure that the village hall (Verwood Memorial Hall) is available for hire by any individual or organisation in accordance with the standard hiring arrangements and scale of charges adopted and publicised for the year. It is intended that the scale of charges be sufficient to generate enough income to meet all expenditure incurred in providing the facilities at the hall.

The Management Committee may accept any donations of property or grants for the general purpose of the charity and it may also accept donations of property or grants for any special projects i.e. extensions and improvements connected with the charity and not inconsistent with the provisions of the Scheme.

STRUCTURE, GOVERNANCE AND MANAGEMENT

The charity is organised as an independent association of local residents who, in accordance with the Constitution, form the Management Committee (Trustees). This Committee is made up of elected representatives from local non-profit organisations who hire the Hall, together with elected members of the public and a representative from Verwood Town Council. The Constitution provides for ten members of the public to serve on the Management Committee and seven were nominated for 2022/2023. Management Committee members are elected on an annual basis at the Annual General Meeting, with the officers being elected from the membership of the Management Committee.

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VERWOOD MEMORIAL HALL TRUST Registered Charity No: 301194

STRUCTURE, GOVERNANCE AND MANAGEMENT (continued)

The Trustees (the Management Committee) delegate day-to-day responsibilities for the charity, its building, land and finances to the Executive Sub-Committee which consists of the Management Committee Chairman, Trust Secretary and Treasurer, plus four Trustees as agreed by the Management Committee.

The Committee takes professional advice from the Charity Commission, Dorset Community Action and Community Action, Hampshire. Banking services are provided by Lloyds Bank, Verwood. The Committee continues to be kept up-to-date with changes to accounts reporting, revised guidelines on fundraising, the need to maintain appropriate policies and changes to national minimum wage and the 'living wage', as well as relevant statutory requirements through membership of various organisations, as stated above. The Trustees continue to implement Good Governance and Best Practice in all their management decisions. All significant decisions are made on a collective basis, either unanimously or on a majority vote; all Trustees are accountable to the Management Committee and affirm that there is no conflict of interest between the Trustees and the activities or the management of the charity.

All involved with the Management of the charity and its premises, are very aware of their accountability not only to the Charity Commissioners and relevant statutory authorities, but especially to the community of Verwood.

No Councillor has been offered as the representative from Verwood Town Council.

REVIEW OF PROGRESS AND ACHIEVEMENTS DURING THE YEAR

In accordance with the terms of the Constitution, the charity continues to provide a multi- use village hall facility with charges set at a price which is seen to be affordable for the hirers but also sufficient to enable all running costs to be covered as well as the ability to put aside funds to cover the cost of 'one-off' expenditure. As the original hall is more than sixty years old and the Elizabeth Room is more than forty years old, upgrades continue to be required on an ongoing basis.

Volunteers continue to give many hours to their responsibilities both in managing the premises and the charity; without them, the Memorial Hall Trust could not function in the way it does. During the year, Jo Hawker continues the book-keeping duties, on a self-employed basis.

During the year, as well as routine maintenance and repairs, one-off projects for the Hall included:

Subject to funding, work planned for 2023/24 includes:

Income from Government and Verwood Town Council grants as well as hiring charges, paid for all running and upgrading costs.

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VERWOOD MEMORIAL HALL TRUST Registered Charity No: 301194

REVIEW OF PROGRESS AND ACHIEVEMENTS DURING THE YEAR (continued)

Evidence of Public Benefit continues to be demonstrated by the significant use that is made of the facilities. The building continues to be used by local groups and organisations as well as individuals. Demand for bookings is increasing, as confidence after Lockdown increases. Requests for use in 2023 and 2024 already in the diary. There are 6 sessions available per day, 3 for each hall.

A M J J A S O N D J F M TOTAL
2022/23 32 57 53 53 45 57 62 74 58 51 56 69 667
2021/22 2 10 10 9 21 44 59 50 37 47 54 60 403
2020/21 NIL NIL NIL NIL NIL 15 12 3 NIL 4 NIL NIL 34
2019/20 75 84 75 58 31 89 78 88 83 68 72 55 856
2018/19 79 70 77 64 2 88 86 88 61 77 73 91 856
2017/18 65 93 89 77 41 83 78 87 59 76 70 62 879
2016/17 71 87 84 57 27 81 94 102 70 74 76 98 921
2015/16 72 83 84 65 39 77 82 98 64 76 69 77 886

The Hall premises continued to be used by a wide range of hirers - non-profit organisations, clubs and societies, with more bookings for workshops and social events, and micro businesses, as well as parties for both children and adults. Long term hirers remain loyal and have committed to future bookings well into 2024. Bookings for Children's parties continue to be strong. Parties for adults have continued.

During the year under review, Income from Lettings was £23,184 For the seventh year running, there was no increase in hiring charges.

Following the guidelines from the Charity Commission, Policies for Complaints, Conflicts of Interest, Data Protection, Fire Protection, Health and Safety, Investment, Management of Volunteers, Risks, Risk Management Plan and Risk Register continue to be implemented.

RESPONSIBILITIES OF THE TRUSTEES/MANAGEMENT COMMITTEE

To manage the premises and other resources in a cost effective manner, ensuring Best Practice in compliance with all relevant statutory requirements and Charity Commission Guidelines, whilst providing, at affordable rates, a multifunctional facility to a good standard to serve the community. Great emphasis is placed on the highly valued multi skilled team of volunteers who maintain and manage these facilities on a day-to-day basis. The charity's running costs would be considerably higher without the tireless efforts of our volunteers, as it would be necessary to engage paid assistance.

The Management Committee affirm that there have been no Serious Incidents, relating to the Charity, of which the Charity Commission have not been informed. In addition, the Trustees are pleased to advise that, in compliance with new Charity Commission Guidelines, a thorough review of Financial Controls for both Income and Expenditure is undertaken as and when deemed appropriate and affirm that osecontrols are robust.

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VERWOOD MEMORIAL HALL TRUST Registered Charity No: 301194

RESPONSIBILITIES OF THE TRUSTEES/MANAGEMENT COMMITTEE

(continued)

As at the date of the approval of this Annual Report and Accounts, the Trustees/ Management Committee consider that there are no uncertainties about the ability of the charity to continue as a going concern.

FUTURE PLANS

The Trustees plans for the future are to a) continue to meet its aims and objectives as set out in the Constitution by the provision of a village hall facility for the residents of Verwood and the surrounding area, b) provide that facility at a price that is affordable, c) continue to upgrade the premises as funds permit, d) manage the charity in a responsible manner, and e) for the eighth year running, not to increase the hiring charges for the financial year 2023/24.

ACCOUNTING POLICIES

The financial statements of the Charity have been prepared with the Charities Act 2011 and Section 1of Financial Reporting Standard 102, effective April 2008, as modified by the Statement of Recommended Practice for Accounting and Reporting issued by the Charity Commissioners for England and Wales, under the historical cost convention and accounting policies set out in these accounts and as a going concern.

Incoming resources are accounted for on a receivable basis and outgoings on a payments basis.

The charity maintains a general unrestricted fund which represents funds which are expendable at the discretion of the Trustees in furtherance of the objects of the charity. Such funds may be held in order to finance both working capital and capital investment.

There are no restricted funds that have been provided to the charity for particular purposes during the year.

If upon winding up or dissolution of the charity, there remain any assets, after the satisfaction of debts and liabilities, the assets represented by the accumulated fund shall be transferred to some other charitable body or bodies having similar objects to the charity.

Neither the Trustees nor any persons connected with them have received any remuneration, either in the year under review or in the previous year.

RISK POLICY

The major risks to which Verwood Memorial Hall Trust may be exposed, continue to be reviewed and managed so as to mitigate those risks.

RESERVES POLICY

During the year, the Management Committee undertook a review of the Reserves Policy and the Reserves Level. As a result, it was decided that the Level should continue to be £60,000 in order to cover foreseen and unforeseen situations, including the resurfacing of the exterior of the barrel roof, that could lead to additional high expenditure not covered by insurance.

RESERVES LEVEL

The Management Committee have decided to increase the reserves level to £60,000 in order to have funds available to resurface the barrel roof if necessary. Reserves of three months’ expenditure is also to be kept in reserve in case of unforeseen circumstances.

Signed on behalf of the Trustees/Management Committee

Signature: .................................................... Date: ..............................................

Sally Buttolph, 22 Burley Close, Verwood, Dorset BH31 6TQ

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Verwood Memorial Hall Trust (Registered Charity Number 301194)

Report of the Independent Examiner to the Trustees on the accounts of the Trust (“the charity”) for the year ended 31 March 2023.

Respective responsibilities of Trustees and examiner

The charity's trustees are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’). 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 and I am qualified to undertake the examination by being a qualified member of the Chartered Institute of Public Finance and Accountancy (CIPFA)

It is my responsibility to:

Basis of independent examiner’s statement

My examination was carried out in accordance with all applicable 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 from the 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 material matters have come to my which gives me cause to believe that in, any material respect:

I have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

Andrew J Clarke cpfa

The date upon which my opinion is expressed is 22 May 2023.

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VERWOOD MEMORIALL HALL TRUST Registered charity 301194

Verwood Memorial Hall Trust

Receipts and Payments Account 1 April 2022 to 31 March 2023

VERWOOD MEMORIALL HALL TRUST
Registered charity 301194		 VERWOOD MEMORIALL HALL TRUST
Registered charity 301194
Verwood Memorial Hall Trust
Receipts and Payments Account 1 April 2022to 31 March 2023
Receipts:
£
£
Lettings
23,184
Grants
5,000
Interest
19
Other receipts
1,244
29,447
Payments:
Premises:
Cleaning
4,246
Utilities (net of refunds)
2,598
Repairs and Maintenance
1,414
Business Rates
0
Purchases
319
Waste Collection
356
8,933
Insurances
1,813
Replacements
22,300
Office costs:
Admin fees
5,702
Telephone, internet etc
368
Postage, stationery etc
531
6,601
Fees, licences and subscriptions
50
Other expenses
244
39,941
Net position: [Surplus / (Deficit)]
(10,494)
Balance brought forward:
31,263
Balance in Hand 31 March:
20,769
Represented by:
Lloyds Bank:
Current Account
10,545
Instant Access Account
10,224
20,769
2022/23		 Notes
£
£
11,887
a
17,667
0
b
755
30,309
c
2,400
1,228
15,233
0
d
260
343
19,464
1,474
e
6,307
f
1,269
444
132
1,845
g
40
h
78
29,208
1,101
30,162
31,263
28,059
3,204
31,263
2021/22

The notes are on the next page.

Ann M Abernethie Treasurer May 2023

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VERWOOD MEMORIAL HALL TRUST

Registered Charity 301194

Notes:

tes:
a
Grants are made up as follows:
Verwood Town Council (toilets)
Verwood Town Council (car park)
COVID related
b
Other receipts are made up as follows:
Feed in tariff
Deposits
PPL licence refund
Donation
c
Cleaning services are contracted out
d
Purchases in 2022/23 include £158 for CCTV.
e
Replacements are made up as follows:
Toilet refurbishment
Car Park resurfacing		 2022/23
£
5,000		 2021/22
£
7,000
10,667
5,000 17,667
2022/23
£
547
50
647		 2021/22
£
595
150
10
1,244 755
2022/23
£
1,300
21,000		 2021/22
£
6,307
22,300 6,307

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