GRAY8HOTh AND HINDHEAD IN8TrrirrE AND VILLAGE HALL (R•glsi•r•d Charlty Numbor 301837) FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 March 2023 GRAYsHo￿ AND HINDHEAD INSTtruTE AND VILLAGE HALL (R¢gl8t•r•d Chulty Number 3M83n INDEX TO THE FINANCIAL STATEMENTS Commlttoo Mombws Commlttee Membws. Annua Independent ExarnI￿8 Rewi Stalemenl d FlnarKlal A¢Uvlt 8alance Sh•et 10 Notos to Ihe Accounts 11 Page 1 GRAYsHo￿ AND HINDHEAD INSTrrurE AND VILLAGE HALL {Reglsterod Chwlty Numb¢r 301837) COMMITTEE MEMBERS Committee Mernbers.. Mr S Penny. Chawman Mr S GetygN'. Chawman (To 12107r2022) Vacant Positvjn.. ￿￿e Chawm Ms 8 M¢Sean: Treasurer Mr P 8udd'. Minute Se￿e￿ (To 12107r2022) Mf S Georgil.. MSnule Se• (From 12K17r2022) Mr A Legal: Bookings Secretary Mr L Davls (To 12K17r2022) Mrs C 88ker (From 12107r2022) Mrs J Bearman Mr P Budd (From 1Z107r2022) Mrs J Charters Mr A FIg￿ (From 12107r2022) Mr J Hwtty Mr8 J Levy Mr J PrKti Mr8 A Seo1 Addre88.' Headley Road Gray3hott Hlndhead Surrey GU28 6TZ Pag8 2 GRAYSHOTh AND HINDHEAD INSTrriJrE AND VILLAGE HALL (Register•d Charlty Number 301837) ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2023 The Committee FKesent their repNt for the year e￿Ied 31 March 2023. Chalrnian Vke£halmian TTeasur8r Mlnute Setretsry Bookings Secre Mr S Penny Vacant MSBMCS Mr S Georg Mr A Legat Mrs C 8aker Mrn J 8eamian Mr P Budd Mrs J Charter5 Mf A Flgl MrJ Mrs J Levy MrJPr Mrs A Seal anl• on and actlviil Tho object of the CharSty Is the provt8lon arKI maIniena￿e of a vlllage hall for u88 by the Inhabllgnts of the area ol benefft V￿hoUt disti￿tIOn of politica. rellgiou8 othw oplnbns. lrtluding use for: (a) meetln (b) other fomis of recreakn and kn18urtrUme ocwpatkn, vAth the object of Improving tho ￿ndI￿On8 of Ilfe for tlw Inhabllants. an¢0 & The th of the Chartty18 govwnod by tho scr￿Me mado by Chwty C(xnmi881onws for England arKI Walos on 6 November 20CQ. whkh repW the Or￿1nd declarati￿ of trust of 14 F8￿Uary 1901. The Ch8rfty is governed by a Commbttee of management Iho members of Wh￿ are the managlng trustees of the charity. Ttr*y have IrKINKJual and collectrrfe responsibiltyfor the management of the Chaflty and the fund8. The Committee of man•J8ment ¢(￿$1$ts of 5 elected mernb8rs and 8 members appointed by organlsatlons operatlng In th8 area of berth. The folkr*lng oryani8atKJn5 each appolnl one momb who need not be a member of the rdevant apFX)iniiry boty. Tho Arts Soclety Gray8hott Frfday Art The Gray8hott Stagers Gray8hott Art Sod8ty GrayBhott Gardenors Grayshott Indoor Bo%*ls Gray$tr￿tt Parish COU￿11 Haslemere & Di5triGt Dog Trainiry Soc Elected members are appolnted at the Annual puL4lc of is biven In the area of benefft at least 14 dayJ before ts meetir¥J. p￿83 GRAYSHOTh AND HINDHEAD INsTmTrE AND VILLAGE HALL (Reglstor•d Charlty Numb•r 30183n ANNUAL REPORT FOR THE YEAR ENDED 31 M*RCH 2023 The tlue to1he land CJ)mprtsiNJ the freehold larMI and ￿mILIng at Headley Road. Grayshot( rs hdd by Grayshott Parlsh Coundl as Custodian trust08 kn trust for the tharlty. The Charfty Commission has provkjed guidance on charitable purposes and publi¢ benefft of a Charity. The Trustees have consider&J vthether the Charilys pU￿)se as detailed abov8 has been carried out for the public ben8fft and conffirni that in d(MrKJ so ts Trustegs have had rogard to Charity Commisslon's guidance ￿1h respeL# to the public benafit Maln Actlvllles The trusiees have ¢￿￿tuad to maintain the Villag8 Hal that It provldes a Tfiide rang8 of fa(xlitie8 for use by the inhabitants of the area of benefft indudiTrJ: IAain Hall with stsp arttl kitthen facAlibes *thr(*b is suitablo for krge funcltons suth as ￿￿ddIng5. rnegtings, exhibibons, thoatriol arKI Mu￿1 parf￿￿. fikn sh￿. ledwes and seminarn. a8 well as sports acliwlies. Small Hall wthich is suitable for smaller meetiry and clmldren's partw or as a fefre8hment area fLY larg8 events taklng place in the maln hall. The Studio whi¢h is a separate building attac*￿ to Ihe Hal sullable for danrA and fithess classes. meetings and children's parties. The Common Room Wthich is suitable for sffoler gather1r￿ and is frtyuenty used a8 a dance I exerdse sludio or rehearnd r(M)m. The Moetlng Room is a small space Suitab￿ forfrrnl ¢CAThni￿ meetings. The Charity commi￿on has provided guidanc• on the tharitable purpow and public benefit of a Charfty. The Trustees have considered *thether Charilys purpose as dètailed above has been carried out for the publ￿ b￿effi1 and o)nfirm that in doir¥J so thg Trustees have had ragar(I to thg Charlty CommL8slon's guidan(% re4)ect lo the publG benefiL The FITends of GraY7tr￿tt Wage Hall donaie funds to supp(xi the redecAyalion wogfdmTh. Usage of the Village Hall increased siwifvanty during the 2022-23 fmnclal ￿ar effedively reluming to pre-pandemtc levels. During the year the Village Hall vrds used by more than 100 organisations and indmduals for a¢liwties induding dance. theatre. rnU3￿ yDga. meditation. arL parties. fundraising and the annual Parish Assembly. In add￿On to the usual owing repair5 and maintsnance Iho Improved finanoal out1￿* In 2022-23 allowed the follov•ing improvemgnt Mprks to be carrl&J Lxrt: - Redecoration of thg Main Hall toilgts - Redecoration of ￿ Main Hall kitthgn - Replacement of cokl water storage tanks and supply maln - Upgrade of the electrical installatvjn - Replacement of guttering A survey of the Sludio roof ￿ds commiswoned lo ascertain its condition. Tho survey identifigd that th8 roof Is In gcKJd condibon and conduded that the intema dar￿ problwn5 ar• du8 to c4ndensation rather than water ingress. Page 4 GRAYSHorr AND HINDHEAD INSTmirE AND VILLAGE HALL IRoglstorod Charlty Number 301837) ANNUAL REPORT FOR THE YEAR EMDED 31 MARCH 2023 Resorves Poll¢ The Charity holds reserwes in order that the bullding may be mintained. Thgse res8rv8s are spllt betsveen five funds all of ￿lch are unrestr￿tad.' Genera {a) General Fund (b) Fabri¢ Mainl8nan¢8 Fund Ic) Fixed Asset Replacement Fund {d) Boiler Provision Fund {e) Redecoration Fund The Trustee5 wll, via their meetings, monitor the pollcy on reserves and take appropriate action to 6nsur6 that th• reserves ¢omply thè guidèlines 1s5￿￿ by the Charfty Commission. Reserves were suffKient to enable the Charity lo o?nlinue fw a year in the evanl that no income was rèceived. Risk SLitamont The Charity has carried out a review to identify the risk3 and has taken appropriate steps to mitigate them. The key risks identified are: lal The loss of reputallon due to error, or fraud. Ibl The loss of Income due to error, or fraud. IGI The loss of in¢ome and reseN88 to PCM)r Investment perfO￿anCe. Idl InsuffTr¢i&nt fund$ to allow thé tharlty to meet ob￿CtIves. lel Funds above the Financ4al Services Compensation Scheme Gelling held in institutions that share a banklng license In the opinion of tho Trustaos tho Charitys pollcies and procedure8 are adequ?18 lo mlugate flnancial and repulation loss due to error or fraud whilst maintaining a viable future finanualSy. The controls in place are also adequate but are being monitorld lo help strengthen the Charity in any way deemed appropriate. At 31 MarGh 2023, the Charitls investment polky was: la) Sufficient monies should be maintaingd in the Current Account to prev￿1 it becoming overdrawn. To thls end an automatic sweep bets%Een th& ￿rrent Account and the Business Call Account has been put in place. ensuring that the Curr6nl Account bank balance does not drop lower than £1,000.00. (bl £30.000 invested wth Cambridg• and Countles Bank to ensure funds held with Lloyds 8ank remain below Financial Servi￿¥ Compen8alion Scheme limit. 1¢) Use of fixed-lemi dep08its lo maximise bank intgrgsl income vthile maintaining ready ac￿$ to sufficient funds lo cover day-to4ay expenditure. (d) Tho COIF Chaiity Fund {CCLA Charfll8s InvoStm¢nt Fund) 8hould bè malntalned. The Truslees recognise the negd to revi￿ th18 pollcy on an annual basis 8nd to appropriately monitor the Inveslm8nl funds and be proa¢live In thelr managemenL to •nwJre the best intor8st of the Charity$ objectlvas are malntalned. Page 5 GRAYsHo￿ AND HINDHEAD INSTrrLrrE AND VILLAGE HALL (Reglstered Charfty Number 301837) ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2023 Flnanclal R Following the lilbrvJ of the r8mainirrfJ COVltk19 restridNTh there was a Signiftcant iF￿aSe In lettings income In the 2022-23 ffiancial year (£60.118 in 2022-23 Lvnpared with £46,798 In 2021-221 and real terms income. vthen In(xeases in lettiThJ rates are allty*fj fiy, retumed lo approximately 98% of that received in 201&20, the tast not s¢gnrfThnty impxted by the pandemic. Al the tlme that the budget for the 2022-23 finartial was by the Trustees %)me COVID-19 restriclions remained in place and it was I￿1 dear lhell letting income *wld recover during the r. The Trusiees inltially &Jopted a cauli(XJS in of eX￿￿11t￿r8, but pleased to be able to move fmrd wilh a number of imWov￿nents as il became dew that income was retumirKJ to pandemic levels. In addition to ts day-t￿ runniThJ costs Ch¥ity vrds able to speThJ noarty £18.000 on maintenance and tinrmvements to the budding witrKArt dr*•ryng on Is reswves. Whlle cash reserves are ojrrenty hwJh {£107.842) the TnBte8s are mlndful that £5s,Cm￿ is eamiarked ithvards the of tr* main healing $￿ern {parts of the irrfrastructure of are over 1(K) J*rs old). there remains a bath4og of redeLxxth arKI other vths Ihat have bull up during the COVID-19 pandemic. Infiallon at March 2023 remairEd atM>ve 10% and o)nwU￿fy many in 202&24 are likdy to increase sign1f￿ty wlwi o)mpared to 2022-23. all of the advantageous energy contracts negotiated in We¥￿US stars ￿11 end In 2024 and while il is not currenty powlje to quantsfythe financial impxt to the Village Hall it is evident th* there *ill be a sNJnifKwrt o)st iruease. a below infiatK¥n iTh7ea5e in letting rates f(Y 202>24 was agreed as some user gmups are struggling finartidty. (v) Statement stee8. Res ibilitl•B The Trustaes ¥e respcmsit48 for keeping yopw axyjunting TecNds disdose *ryth reascmble accuracy at any lime the finarwl posrtTh of the Chwity at that time. The Trustees are dso responsible for $afeguardirvJ tho assets of the Charity. This report Yras apwoved by tho C(mmittee on 13 Jun8 2023. Signed: Ms B McSean- Treasurer Page 8 GRAYSHOTT AND HINDHEAD INSTrtUTE AND VILLAGE HALL (R•gl•terod Charlty Number 301837) INDEPENDEKf EXAMINER'S REPORT FOR THE YEAR ENDED 31 IIARCH 2023 In*•ndont ExamIn￿$ Report to tho Tru•t¢u of Grwhott and Hlndh•ad Instltut• and Vlllag• Hall l ￿port to the ch*ity trustees on my examinati)n of the a¢￿Ints of the ch* for the ye¥ ended 31 March 2023 Mthich are set oul on pages 8 to 14. R08pon8￿111119S and basls of rnport As the charitls trustees you are reSp(M￿ble for the prep￿￿ of the xojunts in xcordanc* wtlh the requirements of the Charities kt 2011 (Ihe Ad). I report in respect of ry exam￿atiOn of ihe chW5 ￿unts carr￿d wt urKl8r sectA?n 145 of the Act and in c4ryiry out my examinaticffj I have folhmd all the applicab￿ Dire¢tw)ns given by the Charlty Commission under Secti￿ 14q5)(bl of the ACL Kl•p•nd•nt statemènt SirKe the charitys gross income exceeded £25.000 ￿ur examiner must be a member of a i￿Y listed in section 145 of the A¢t. I confirm Ihat l am qualified to undertake the examination because l am a member of Institute of Chartered Acccwnts in England and Wales {IG4EW). is one of the listed I have CO￿￿leted my examination. l ojnfim that no materHI matters have Come to my attention in Connecti￿ with the examwiatioTh giviThJ me cause to that in any material respect 1. ￿COunting rec(Yds were rnt kept in rw of the charity as wuired by sect*)n 130 of the 2. the a¢¢ounts do not accord wlh those recuds,. or 3. the accounts do not compfy wth Ihe appkable r4uirements u)nceming thè lom a)d content of a¢xounts set (Mrt in the Charities (Accounts and ReFxyts) Regulations 2008 other than any requirement that the accounts give a 'true and fair vievl whth is not a matter consideffjd as part of an independent examinatk)n. I have ￿ ￿nceM$ aThl have come across no othw matters kn connectlon ￿1h ts examinat¥￿ to whlch attention should be dravm in this rewt in order to enable a proper understaThJing of the accounts to b8 reached. Mark Oickinson FCA Shaw Gibbs (Audit) Lirnited Wey c(￿rt West Union Road Famham Surrey GU9 7PT Date: . OG.loL3 Page 7 GRAYsHo￿ AND HINDHEAD INSTITirfE AND VILLAGE HALL IRoglstsrod ¢harlty Numbw 3018371 STATEMENT OF RNANCIAL ACTivmES FOR THE YEAR ENDED 31 IAARCH 2•23 2023 Lettlngs Rental I(￿6 Donauons Frfend8 Sundry Incc*ne Vodofone Mast Fund RaI￿￿j Glft Ad Grants eo.118.33 46,798.33 12 200. 150.(KI 80.45 1,(KJO.00 35.00 150.00 52.71 1.082.20 14 87.50 3.￿.00 11628 11.33 13,682.17 61011.74 13 Legade¥ rocewl 11 Bank Interest Dlvldends Inleresl on Lale payff￿t 461.47 85.07 19.11 65.862.82 61,914.23 Electrldty G•$ Wal Busbngss Rat08 Refu8e Collectlon Wort to the Car¢t•kers Cottag8 Repalr8 & Malntenan Woge5 Cleaning Outslde MalntwwKe In¥urance Llcence8 Software R•lslTrJ Cog18 3.573.65 5,445.32 1,505.14 3.183.43 5.929.09 1.437.38 169.88 14,780.65 19.053.98 2.487.$9 2232.15 2.001.32 707.62 831.65 2.727.13 18.808.68 2.686.27 1,905.77 1.361.22 52.731.87 38,798.83 Paga 8 GRAySHo￿ AND HINDHEAD INSTrrurE AND VLLAGE STATEMEp¥f OF FINANCIAL ACTivmES FOR THE YEAR ENDED 31 MARCH 2023 2022 financial Telephone & Broadband Printing. Postsge & Statlonwy 4.702.09 19.08 1.453.07 33.70 Sundrks Legal Fe8S Accountancy Profess1ry￿1 Fees Trustee Remuneratk Bank 20.65 17.54 780.CKI 186.(KJ 5.707.82 2,304.31 reciation Loss on thsposal of Flxed Assets Depredatk 1,834.61 2.293.37 1.834.61 2.293.37 60.274.30 43,396.31 5.388.52 18,517.92 Galn Unrealised 170.37 283.19 Net movement In funds: 5218.15 18.801.11 Fund ba10￿ forward Fund bal¥n¢•s ￿rI1•d forwa 123.721.51 128.939.66 104,920.40 123.721.51 The noies on pagts 11 to 14 fcffli part ofthese acomts GRAYSHOTf AND HINDHEAD INsrrrtirE AND VILLAGE HALL (Reglstered Charlty Number 301837) BALANCE SHEEf AS AT 31 MARCH 2023 2023 2022 FIXED ASSET FreettC￿d Property Furniture & Fittings Investments 1{fj 6,000.1)O 7.337.09 2.911.85 6.000.ry) 9.171.70 3.082.22 RRE Oeblors 8alances At Bank.. Current A￿jnt 8u$lness Call Acct indude the costs of disseminabng informath)n in support of the t*aritabl8 activitigs. Support o)sts are those costs Incurr￿ directy in support of expenditure on tho objects of the Charrty. M8nagem8nl and administratlon costs are those incurred in connèction admnistralkm of the tharity and compllance constitutional and staterrwt requirements. le) Investments Investments aTr Stsied at mathet value at the bakn sh8gt dai•. Th& SOFA indudos the net gains and losses arising on revaluallons and disposals thro￿hoUt the ￿r. Pag• 11 RAYsHo￿ AND HINDHEAD INSTITUTE AND VILLAGE HALL Istered Charlt Number 301837 OT THE FINANCIAL STATEMENTS THE YEAR ENDED 31 MARCH 202 {n Property Flxed assets comprising the freehold land and budding5 at Headley Road, Grayshott, are used to provlde the Inhabllants of th• area wllh a Vlllage Hall. Thelr provlslon and maintenance 18 In fulfilmenl of the objects of the Charity. The freehold land and buildings have been in8ured for £2.243,589. 23 GENERAL FUND AS al 1 Aprfl 2022 Tran8fer8 fromllto) other fund8 23,013.65 2,486.16 20,527.49 5,388.52 21.362.54 16.866.81 4,495.73 18,517.92 {t>eficlt)ISurplus for the yoar £25 916.01 £23 013.65 ABRI INT A8 al 1 Aprll 2022 Transfers froml{lo) other fund8 0.00 UN 21,271.62 2,834.21 9,271.82 12 000.00 £18.437.41 £21271.82 ET A8 011 April 2022 Transfers froml{lo) other fund8 28,788.18 0.00 28,766.16 £28,786.18 £28 786.18 Is As al 1 Aprll 2022 Transfers fromllto) other fund8 0.00 50,000.00 5 000.00 45.0￿.{X) £65,000.110 £50,000.00 ED A5 at 1 April 2022 Transfers fromlllo) oth8r fund$ 0.00 670.08 150.00 520.08 150.00 £820.08 £670.08 ERE ER In view of the age of Wllage Hall Bulldlngs conslderable malntenanc8 costs are incurred In maintaining their stnJctur81 Inlegrlty. So as to propedy provlde for such c0818 thlch are not of a regular annual n8ture, funds are tra￿ferred to Ihe ciedit of the fabric malnlenan¢8 reserve. OILER PROVISION FUND In addllion to the Fixed Asset Replacement Fund, th18 fund has been created to provide for Ihe replacement of the h8allng bollers at the vlllage hall. Pap 12 GRAYsHo￿ AND HINDHEAD INsnTUTE AND VILLAGE Number 301837 THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 20 TED REDECORATION FUND This fund is L￿MpoSed of monies donated for the spxfft purpose of providtro for the fvIU￿ costs of regular internal and extemal decoratton of ts Hall aThJ for other specrfied projects. The Management Committee wish to ackrKMrfedge the genWO￿ of all Ilb)se ￿￿￿[dual$ and societios have been elther Llfetime Friends or Friends of the Hall duriry the past ￿r. Their donations have b8en placed in the Dedicated Redeccrta￿n FurKI and *ryll be used to rneet the costs of maintaining the appeararKe and deanliness of the ￿Ik￿r￿￿. ITURE AND F￿INGS- DEPRECIATlChN The Charity has continued its pol¢cy of provkJing dwialTh at foltyAfjThJ rates: Fumiture and FixbJres- %}% red￿r￿j baiwce Machinery. 25% r￿uc1￿j balance Fumiiure & TAL Cost At1W2022 67,179.91 67.179.91 Additions Disposas At 31 March 2023 67.179.91 67.179.91 Al 1 Awil 2022 58,1rf)8.21 58.008.21 Charge for the yEar 1.834.61 1.834.61 Ellmlnated on d1sF￿s￿ 0.00 At 31 Mwch 2023 $9.842.82 59,842.82 Net Book Value At 31 March 2023 7,337.09 At 31 Mwch 2022 9.171.70 9.171.70 INVESTMENTS 2023 22 Market Value Marke Value nvestmenl Funds CCL4 Charity Invesknent Fund 156.14 860.56 2.911.85 3.082.22 The unrealised loss in the as Shu1￿ in th8 Ststement of Finarthl Actswty is The unredised gains based i)n the ￿¥l￿al cost of ￿ Investment is 170.37 2.251.29 Page 13 GRAYsHo￿ AND HINDHEAD INSTITirrE AND VILLAGE HALL R Istered Ch Numbw 301837 IAL STATEMENTS FOR THE YEAR ENDED 31 laARCH 2023 DEBTORS 2022 Trade debtots 6.264.48 2.821.23 9.085.71 6.334.44 1,906.63 8.241.07 CREDITORS 2022 Trade C￿lItOrS Other Creditors 513.74 3,722.81 4.236.55 442.69 1,837.76 2.280.45 10 COMMIThEE MEMBERS. EXPENSES AND REMUNERATION Committee members were r￿Mt￿r5ed a totsl of£NIL {2022: £NIL) for traver and administratNe eXp￿seS (deanirKJ $uppli8S. Postage, 5tatiow. comwler expertses arKI pholocowng expertses). The Charity has paMI members of slaff as at 31 Marth 2023. 11 EGACIES 12 DONATIONS During the yaar donations t