GIIAYSHorr AND HINDHEAD INSTITUTE AND VILLAGE HALL IR•glst•r•d Ch•thy Numb•r 1$37) FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 Mar¢h 2024
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GRAYSHOTh AND HINDHEAD INSTITUTE AND VILLAGE HALL (R•gistered Charlty Number 301837) INDEX TO THE FINANCIAL STATEMENTS Commlttee Members Committee Members, Annual Report lTrJependenl Examlne¢s Report Slalement ol FSnancl81 Actlvitles Balance Sheet 10 Notes lo the Accounts Page 1
GRAYSHOTT AND HINDHEAD INSTITUTE AND VILLAGE HALL (Regist•r•d Charity Number 301837) COMMITTEE MEMBERS Commlttee Members.. Mr S Penny: Chaimi8n Mr S Georgii.. Vice Chaim)an (From 1110412023) Ms B Mcsean.. Treasurer Mr S Georyii.. Minute Secretary Mr A Legal.. Booklws Secretary Mrs C Baker Mr5 J Bearman Mr P Budd (To 1110712023) Mrs J Charier5 Mr A Figiel Mr J Hafdy Mrs J Levy Mrs S Longman (from 1110712023) Mr J Pilce Addrèss.. He8dley Road Graysholt Hindhe8d Surrey GU26 6TZ P8oe 2
GRAYSHOTT AND HINDHEAD INSTITUTE AND VILLAGE HALL (Règlstsred Charity Number 301837) ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2024 The Commlllee present ltteir reFort for the year ended 31 March 2024. Chaiman Vice-chaimian Tregsuref Minute Secretary Bookings Secre18ry Mr S Penny Mr S Georgii Ms B McSe8n Mr S Georgil Mr A Legat Mrs C Baker Mrs J Bearman Mrs J Ch8rtetS Mr A F181 MrJ Hardy Mfs J Levy Mrs S Longman Mr J Price The object of the Charily is the wovision and maintenance of a village hall for use by the Inh8bltanls of the 8rea of b&n¢fit wllhout dlstindlon of polillc81, relvJious or other opinions. Includlng use for.. {9) meellngs. 18Ctures and classes, aThJ Ibl other fom)s ol recreatlon and lelsurevllmg occupatlon. with the object of improvlng the conditions ol Ilfe for the Inh8bii•nts. The work of the Chartty Is govemed by the Scheme made ty the Charlty Commlssloners for England and Wales on 6 November 2000, which replaced the orlginal decl4r4lion of lftbst of 14 February 1901. The Charity is govemed by a Commillee of management the members of which arg the managing Irustees of the chonly. They have individual and collective reSpOnbIlItY for lh¢ management of the Charity and the funds. The Commlttee of management con5i5ts of 5 elected membefs 8rKI 8 members apwinled by organlsallons operallng in the area of benefit. The followno oryanisatlcS eoth appoint one fflember who need not be 8 member of the relevant app)inlin9 body.. The Arts Society Grayshott Friday Art The Graysholl Stsgers Grayshott Art Society Gray5hott Gardeners Graysholl Indoor Bowls Graysholt Parish Council Haslemere & District D(MJ Training Club Eleed members are 8ppointed al the Annual General Meeting PLttlic rice of which is given in the are8 of benefit al least 14 days before the meeling. Page 3
GRAYSHorr AND HINDHEAD INSTITUTE AND VILLAGE HALL (Registor•d Charfty Numb•r 3018371 ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2024 The tit18 to the land comprising the freehold laThg and buildiThJ ot Headley Road. Grayshott, 15 hgkl by Grayshott PaiBh Council as Custodian trustee in trust for the charty. Th8 Charity Commisston has prOled guidance on the charitable purposes and public benefft of a Charty. The Truslegs have cons¥Jered whether th¢ Charity's purpose a$ dela118d aiM)ve has been carrled out for the public bgngfft and confirm that in doing $0 the Trusloos have had r0g8rd to the Charity CommisSn'S guid8ncs with iespgcl lo the publk b&n8fft. The Iruste8s have continued to maintsin the Village Hall $u¢h that it pro¥iJes a id¢ range of faciliti'es for uge by the inhabitants of th8 afea Of bsnefft inGILKling'. Maln Hall stsae and kkchen fa¢11rf1è5 which is surtable for large functions such a¥ weddings, meetings, exhlbffjons, children's soft play. Iheatrleal arKI muslcal p&rtormance$, fllm shoY4B, lectures and seminars, as well 08 Sports athl1. Small Hall which B 8urtobl¥ for $maller mèellngJ and chlldièn's parti or as 8 refr8shm8nl area for lÈrge events tsknng a¢È in the main hall. Th8 Studlo whlch Is a sèparatè bjllding attached to the Main Hall suitsble for dance and fitnes8 classes, meetings and children's parties. The Common Room which is surtable for smaller gatholings ond frequ¢nlly Lwd as a dance I exer¢ise studio or muwcal rfrhfjarsal room. The Mo•tlng Room which ts a small space suitablè lor formal committee meelings. Thg cha Commb6bn ha8 proNJod guhjance on the chathable w[po$ and public bonofft of a Charlty. The Trustees have consbdered whether thè Chèws purp08e as detsllod a)ve has boen carrled out for th8 pu1¢ benefft and confirm that in doing so the Trustees have had rog8rd to th Chaty CoMmon'8 ouhlance with rgspect to the publlc ben8fft. The Frbend8 of Groyshott Vlllggg Ho11 donate funds to support the ongolng r•d8coralon prouramme. The Village Hell has rgm8in8d popular during the 2023-24 finan¢i81 year V•lth over 2,0 indfvldual sossions booked by 100 Ofgonwtions ¥rvJ indi¥K1uals for acliwbos including". art, badminton. dance, dog IrainiThJ, exercw cl8sse8. fundrwwng. health ¢linics, herltage, hortlcultur8, meditation, music, prNale parties, theatre. yoga and the annual Parish Assembly. In addition lo the usual ongoing repai and maintenance incomo from lettings 8llow&J the follovlng Improvements lo be Implemenlgd= Redocoration of the Main Hall foyer - Redacofalon of the Meeting Room sla1Thl1. kitchenette & WC - Redecofafjon of the Common Room Redgcorallon of th9 Studio - Redecor81ion & recarpets'ng of the caretskerfs accomm(#latn - PrOVion of addition81 fumiture - Inst8118tion of an automatic-fill catering watef taler in the main kitchon. In earty September 2023 we were sory to leam of Ihe death of our long4eThlng and highly valued car¥tsk$r. Thanks to the commitment of a numter of volunteers who undèrtook the c8r8lakerfs dutres we were a8 lo maintain 'ne$S as usual. until a new caretakerwas appointed in January 2024. Page 4
GRAYSHorr AND HINDHEAD INSTtruTE AND VILLAGE HALL (Registered Charlty Nrnr 301837) ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2024 serves Poffic The Charty holds reserves in order that the bulding may be maintain&J. These reseNes are spllt fv4een fve funds all of which are unrestrided.. General (a) Genoral Fund nal Ib) Fat¢ Mainl8nan¢o FurKI 1¢) Fix8d A88et Roplacemont Fund {d) Boiler Promsion Fund {9) Redecorotion FurKI The Trustoes 11. th8ir me8ting$, monfftor the pollcy on resep4es and take approwate acuon to ensure that thè reserves comply tha guhdelines issued by the Charty Commwon. Reservè5 Wgre sufficient lo gnablè thè Charity lo continug for 8 year in the evgnt that no in¢omo was ¥ecelved. Rlsk S atem•n Thè Charty has ¢8rrl8d out a r•YS8w to klgnllfy the koy rbk$ ond h8$ tskon 8pprowlo1g stgPB lo te them. Tho key rtsks ¥Jgntifigd arg.. la) The loss of rgpulatson due to err. or fraud. (b) The loss of income due to error, or fra. (c) The loss of Income and reseNes due to p)or Investment porform8nce. (dl Insufficlgnl lunds lo allow the charty to mg91 its obl•ctr409. le) Funds above the Flnandal SeN¢•$ Compons•lbn Scheme celling held In Insthullons that share a banking licens8 In the opinion of Ihg Trusto88 the Charitys policios and procgdurès are adequate lo mllljale financlol and reputation loss due lo error Of fr8ud whil$l maintsining a ¥i8ble future financially. The controls in placa are also adequate but are bekng monitored to help strengthen the Charity in any way deemed appropriate. At 31 M8rch 2024, the Charity$ investment poli was". {al Sufficitinl monies 8hould be maintsined in the Current Account to prevent il b8comiThJ ovèrdrawn. To thi5 end an automalic %Yeep betren the Currant Account and the BUne Call A¢count has been put in place. ensuring that the Current Account bank balance does not drop lower than £1.000.00. Ib} £31.050 invest8d with Cambridge and Counlies Bank to ensure funds hokl Yth Lloyds Bank remain below Financial SeNces Compensation Scheme limrt. (cl Use of ftted-lerm dop)sits to maximise bank inleT8St income whil• m8int8ining fe8dy access to sufficient funds to cover day404day expenditure (d) Tho COIF Chanty Fund ICCLA Charities Investmgnt Fund) shoukl maintain•J. The Trustee$ recognise the need to reeW this policy on an annual basis and to 8ppropri8tely monitor the investment lunds and be proa¢tsve in their management, to ensure the best interest ol Ihg ChgriV$ objectives are maintained. Page 5
GRAY8HOTh ANO HINDHEAD INSTITUTE AND VILLAGE HALL IRogister¢d Charity NuMr 3018371 ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2024 Flnanclal Revle Lettings incomo for tho 202>24 flnanryal year rgmainod strong arKI sh¢y•MI a Small f001 tgrms growth compared to the pr05 yeaf when Incre8ses In letting ral&s are allowed for {£65,674 In 2023-24 compared V•lth £60,118 in 2022-231 arvj the numbor of groups •ThJ IndfvTrJuals using the hells romalns hh. The truste88 had budgeted lo redecorate a number areas ithing the building, all of which were completed during the year at a cost of nearly £I0.0(Ki. Plans for improvements lo thg dressing-room facilibes had lo be put on hold folloing the untimety deoth of our long-semng ¢aro18kgr in Septemb8r 2023 which n8cessitatéd unplanned exnditUre in tem)s of legal fees (£1.08018nd redecoratron and carpeb'ng ol the tied 8ccommodaty.on (£6.994). In additlon lo the redècoration of SFetilk areas of the halls and works lo the car8takèrfs accommodation more than £10.OQO wo8 spent on th$ upk¢ep of the buildings and grounds V•ithoul the ngod to drnw on re88Nes. Whlle ¢urronl ets remained hp3h ot 31st M8rch 20241£112.070) thè Trusteeo are mindful that.. £80,000 is •am8rked toward8 tho roplac*menl ol tho main h••ting sW0m (p8rt8 01 tho infrastructurè of which are over 120 yearn okll. maintenance costs for g ldIng that 15 over 120 ygars okl are hyh and wll vary from ygar to y&ai (lull redocoration of the m•in hall wa8188t Compl•d in 2012 and will a 8ignthant cost in a few years timel. the Mllago Hall had n8gob8ted a numbgr of advantagoous energy contr8cts pre COVID 811 of whlch wll erKI in 2024. which is lik•ly lo result in a cost increase of approxlmatoly 50%. the Trusteè5 havè worked hard to keeplottings ralos comp91igI9 ensure that they r&main affordable for user grouF6 With, on av•rago. • loW Con$um8f PrtC88 Index Increase over the last Iwo yearn. (iv) onsi The Trustees are responble for kgèptng proFer eccounttng records vthich di5dose wrth rea8on8ble accuracy al any trmo Ihg finan¢ial ptsthon of the Charlty al that lime. The TTustee$ are okso respon81bl8 for safeguarding the as50ts of the Charity. Thls report was 8pproved ty the Committee on 11 June 2024. SvJned'. McSean- Treasur Page 8
GRAYSHOTh AND HINDHEAD INsuTE AND VILLAGE HALL (Registered Charity Nwnber 3018371 STATEMENT OF FINANCIAL ACTIIIITIES FOR THE YEAR ENDED 31 MARCH 2024 2023 in Lettingg Donations Fiiènd Sundry Incomè Vod&fon¢ Mast Funfj Raiwn9 Glft Ald Giants Re50uices 65,674.45 60,118.33 200.00 15000 60.45 1,000.00 12 150.00 70.91 1.000.00 14 37.82 1.500.00 88,432.98 87.50 3,500.00 65,116.28 Legacies recewed Bank Inter¢5t Dividends Interest on Late Payment 2,732 40 85.07 461.47 85.07 I Ine 71250.45 65,882,82 ch Ele¢iric Ga$ Water Business R8t•8 Work lo the Carelakef8 Colt•g• Repalrs & Mainlenanco Wages Cleaning OLtside M•lntonan¢e Insurance Licences soare Fund Ralwg Costs bl 3,344.74 5,987.38 1,738 96 175.08 6.994.29 17.3C6.82 18.275.20 3,11404 4,127.96 2.105.61 1,469,78 683.37 3,573.85 5,445.32 1,505.14 332.80 14.780.65 19.053.98 2.467.59 2,232.15 2,001.32 707.62 631.65 63.323.23 52,731.87 Page 8
GRAYsHo AND HINDHEAD INSTITUTE AND VILLAGE HALL {Registered Charity Nurnber 3018371 STATEMENT OF FINANCIAL ACTMTIES FOR THE YEAR ENDED 31 MARCH 2024 2024 dmin ation nd finan¢ig Telephone & Broadband Pfinting, Postage & Ststlonery Advertising Recrurtment Expenses Sundries Legal Fee$ Accountanc Professonal Fees Trustee Remunerath)n Bank Ch8rge8 1.199.57 4,702.09 19.08 399.00 411.00 1.080.00 780.00 1,686.00 20.65 780.00 186.00 5.555.57 5,707.82 Loss on DispoBal of Fixed A86ets DepreGiahon 1.843.31 1834.61 1834.61 70522.71 60 274.30 728.34 S,388.52 Ga $1 lo Unreaused 278.50 170.37 1.006.84 5218.15 Fund balances brought lorwèrd Fund ba 128,939 66 129.946.50 123 721.51 128.939.68 The notes on page8 1110 14 form part of these aCCfAnts Page 9
GRAYSHOTT AND HINDHEAD INSTITUTE AND VILLAGE HALL IRegister•d Charity Number 3018371 BALANCE SHEET AS AT 31 MARCH 2024 Freehold Property Fumilure & Fittings Investments 1{fj 6,000.00 8,686.$5 3,19).35 6,000.00 7,337.09 2,911.85 RRENT ASS Debtors alances At Bank". Cuirenl AoUnt Business C811 Account Redecoration Account Treasury Dewsrts 32-Day Notice AU1 CC8 12ffllh Fixed 8ond Petty Cash 8,471.34 9,08S.71 2,370.30 11.874.45 289.40 20,000.00 40,993.35 31,050.00 0.00 2.023.72 13.879.43 236.54 10,000.00 51.701.87 30.000.00 114.848 84 116.927.27 IA Credltors falllng due wblhln one year 2.779.24 4.236.55 2,779.24 4,236.55 NET CURRENT ASSETS 112.089.80 112,890.72 £129.946.50 £128,939.66 TRICT General Furmd 25,858.51 25,916.01 F8bric Maintenance Fund 17.412.49 18,437.41 Fixed As3et Rea¢ement Reserve 25.707.42 28,786.16 Boller Provlsion Fund 60.000.00 55,000.00 Dedicaled ReQecor8tion Fund 970.08 820.08 TOTAL FUNDS £129.948.50 £128.939.86 Signed.. SKJned.' Dale.. 9oL*. Date.. Mr S Penny Chairman for and on behalf of the Commlttee Ms B Mcsean Treasurer The notes on pages 11 to 14 fo part of these accounts Page 10
GRAYSHO AND HINDHEAD INSTITUTE AND VILLAGE HALL Re istered Char Number 301837 OTES TO THE FINANCIAL TAT ACCOUNTING POLICIES (a) Basis of preparation The financial statements have teon k¥epared In 8ccordanc8 Vliiti Accounting and Roporb'ng by char08.. Staternent ol Recommended Piacti¢o applrable to ¢haiiliè$ pr&poring their accounts in accordance wrth the Finanual Reportlng Standard apPIable in th& UK and Republlc of Ireland {FRS1021 (effective 1 January 2015)- Charibes SORP (FRS102)l and the Financial Reporbng Stsndard 8ppllcable In the UK and Republic ol lieland (FRS102). Groyshott and Hindhead Inslitule ond Vill•Je Hall moots the definfy'on of a put4ic benefft enllty under FRS 102. Assets and liabil8$ are in"allY r8cogntsed al hlstorical Cost or transacOrt voluo unless olhepise ststed in th? relevant accounb'ng policy. (bl Fund a¢¢ounting General funds are unrestrfcled ftjnds vthlch are avallablé for usè al the dlsciollon of th• trustees In furtherance olthe general otr4'ect1os of the chaity and which have not been dè&gnal8d for other purpo808. Dwgnated furKls compw Lbnrtsstrthd funds that have been set asJe ty the Iruslees for paCUlar purp)8e8. Tho aim arKJ uso of e8ch dè8iJnated fund 15 Sèt out In tho nolos to the flnancial ststsments. (cl Incomlng r•sourc•s All Incoming resources arg included in the SOFA vthen Ihe Chonty is18gally gntitlod to Ihg incomg and tho acGount con bts quantified with rgasonable accuracy. For l¢gad&s, enbtlèmènt r& the oarligr of the charity being nob'fied of an imponding dstribution or the legacy Ing r8ceNed. The charty Splits rts Incorne be••n different tegO11&S on the SOFA. Th959 org L8tb'ng5 and Rental {hire charg8sl Income. Donafjons repr&sent the monies donated localty {excludlng thoso Irom fund rain9 ocltht6•s1. Income Irom Fund Raigng aciMi8s represents the monies rawl at 8vènts l$ueh #s qulz nbhts. lectures, musl¢ events, &tcl. Income from Grants repTesents the monias awardod to th8 Ch8rlty for 8peciftc projects. SurKlry Incom8 repre¥ents monies that do not fall into the above c810gor1. (d) Resou•5 •xp•nd•d All expenditure accounted for on an accruals bogs and has b8en classlfigd under h9adings thgt aggrggale all ¢osts related lo the category. Where costs cannot be directly attributed lo paeIsr headings they havg bgen allocated to actpiilles on a basis con*lent wfth use ol th• rosourcgs. Fund rSIng costs ore those incurr8d in seeking voluntary Contributions and do not include the costs of di58eminating Information in support of the chafitable acts1]8$. SupFK)rt costs org those costs Incurred directly in support of expenditure on the objects of the Chanty. Management and administration costs 8re those incurred in conneclion vdth administration of thè charity and compliance Yth ¢onsOtutional ond s18tement requirements. (el Inv¢$tments Investments are staled al market value at the balance Sheet dale. The SOFA includes the net gain8 and los$ arn9 on revalu•liL)n$ #nd disposals throughout tho year. P8gg11
RAYSHorr AND HINDHEAD INSTITUTE AND VI Rg istersd Chari NuMr 301837 GE HAL NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2024 ID Property Fixed assets comprising the freehokl land and buildings al He*Jley Road. Gray5hott. are used to provide Ihe inhabitants ol the area with a Willage Hall. Their provision and maintenance is in fulfilmenl of the objeS of the Charily. The fh0 land and buildings have been insufed for £2.441,025 SUMMARY T ASS TS Y FUNDS As at 1 April 2023 Transfers fromlltol other funds 25.916.01 8784 25,128.17 728.34 23,013.65 2,486.18 20,527.49 5,388.52 (DeflcllllSurplu$ for Ihe year As al 31 March 2024 £25,858.51 £25.916.01 FA INTENA As al 1 April 2023 Transfers frorrV(lo) other funds As at 31 March 2024 18.437.41 1.024.92 21,271.62 2.834.21 £17.412.49 £18.437.41 NTF As at 1 April 2023 Transfers fromlllol olher lunds As al 31 Marth 2024 28,788.18 3.058.74 28,786.18 0.00 £25,707.42 £28,786.16 BOI As at 1 Apnl 2023 Transfers fromlllol Olher furvJs As al 31 March 2024 s5,C0.00 5,000.00 50,000.00 5.O)0.00 £60.000.00 £55,000.00 DICATED RE As al 1 April 2023 Transfers froml{lo) other funds As al 31 March 2024 820.08 150. 870.08 150.00 £970.08 £820.08 NAN In view of the age of the Village Hall Buildings considerable m8inlen8nce costs are incurred in mainlaining their stwcturol integrity. So as to properfy provide for such costs which are not of regular annual nature, funds are transferred to the cre(lil of the f8bric maintenance resery?. ILER PROVISION FU In 8ddllion to the Fixed Asset Replacement Fund, this fund has tsen created lo provide for the placement of the healirvJ boilers at the village hall. Page 12
GRAYSHOTT AND HINDHEAD INSTITUTE AND VILLAGE HALL Re ist¢red Charit Number 301837 NOTES TO THE FINANCIAL STATEMENTS FOR HE YEAR END D 31 MARCH 2024 ICATE TIO ND Thls fund Is composed of monies donated for the spe¢ifsc purpose of PTovldlng for the ftrture costs of regular Inlemal and exiernal decofalion of Ihe Hall and for other specified Pfojects. The anagemenl Commrttee wsh ID acknch*Aedge the generosily of all those individugls and societles who have been either Lifetime Friends or Friends of the Hall during the past year. Their donations have en placed in the DedIted Redecoration Fund and will be used lo meet Ihe cosls of mainlaining Ihe app8ar8nce and cle8nliness ol the buikling. The Ch8rity has continued ils policy of providing Oeweriatlon al the followlng rales.. Fumi1u an¢J Fixtures- 20% re(lucino balance Machinery- 25% reducing balance Fumllure & TA Al l April 2023 87,179.91 87.179.91 Addition$ 2.992.77 2,992.77 Dlsposals At 31 March 2024 70.172.6J 70.172.68 tio Al 1 April 2023 59,842.82 59,842.82 Charge for the year 1,843.31 1.843.$1 Ellmin8led on dlsposal 0.00 0.00 Al 31 March 2024 61.486.13 61,488.13 Net Book Val At 31 March 2024 8 686.56 8 686.66 Al 31 M8r¢h 2023 7.337.09 7,337.09 INV ST Market Holdin Cost Investm CCLA Charrty Investment Fund 156.14 fj60.56 3,190.35 2,911.85 The unrealised gain in the ye8r as shown in the Statement of Fin8naal Artivrty is The unrealised gains based on Ihe original cost of the Investment is 278.50 2,529.79 Page13
GRAYSHO T AND HINDHEAD INSTITUTE AND VILLAGE H Re istered Chari Number 301837 NOTES TO TH ST FOR THE YEAR ENDED 31 MARCH 2024 BT Trade debto Other Debtors 5,810.22 2,661.12 8,471.34 6,284.48 2,821.23 9.085.71 024 Trade Creditors Other Creditors 576.62 2.202.62 2.779.24 S13.74 3.722.81 4,236.55 10 Committee memberyJ We reimtArsed a total of Nil (2023: Nil) lor travel an¢ administrative expenses l¢le8ning supplies, postaoe. stalionery. comwler expenses and pholocopyino expenses) The Charlty has two paid memb¢rs of staff as al 31 Marth 2024. No Lego¢ies were recelved during this financlal year. 12 Durlng Ihe year no don81iors Y•re recelved. 13 ANT Grant of £1,500 to carry out an assess of energy sawngs oppjrtunities. caffied OLrt by GEP Envlronmonlal Lld. as part of the the 'EMphasis3 C02 Reductions project which was partially funded by the 'Europ88n Rwdional Development FurKI'. 14 The following sundry incom8 was received: Amazon Smile- £30.91 SSE- £40.00 The Charity has entefed into a 10 ye8r •3reement ilh Vodafone to erect a phone mast in the car patk. Page 14
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