REGISTERED CHARrrY NUMBER: 302684 REPORT OF THE TRUSTEES AND UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2024 FOR BIDDENDEN VILLAGE HALLS AND SPORTS commIEE Gibbons Mannington & Phipps LLP Chartered Accountants 82 High Street Tenterden Kent TN30 6JG
BIDDENDEN VILLAGE HALLS AND SPORTS commIEE CONTENTS OF THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2024 Page Report of the Trustees I to 4 Independent Examiner's Report statement of Flnanclal Actlvltles Balance Sheet Notes to the Financial Statements 8 to 13
BIDDENDEN VILLAGE HALLS AND SPORTS commIEE REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2024 The trustees present their report with the financial statements of the charity for the year ended 31 March 2024. The trustees have adopted the provisions of AccoLJnting and Reporting by Charities.. Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 1021 (effertive I January 20191. OBJECTIVES AND AcrivrriES Objectives and aims When planning its activities the charity keeps in mind the Charity Commission's guidance on public benefit. The object of the charity is the provision and maintenance of the two village halls and various 5POrts facilities for the use of the Parish of Biddenden including use for meetings, lectures and classes and for other forms of recreation and leisure-time occupation. Public benefit As a Charitable Trust, the Trustees have an obligation to the local community to provide a public benefit and this obligation is paramount in the management of the Hall and Sports facilities under their management. The Trustees aim to maintain the facilities to a good standard, and hold letting rates down as lono as possible, taking account of the cash reserves policy. By their actions the TrLJStees feel that they are complying with their duty to provide public benefit in accordance with the guidance given by the Charity Commission. They continue to explore other ways of providing the required benefits. Significant activities The halls, changing rooms and rifle range are rented out to twenty clubs and groups on a regular basis, as well as being used for private functions. The bowling green, squash courts, and tennis courts are rented out to the clubs on longer term rental agreements. Rental agreements are now in place for the six years from l April 2020 to 4 May 2026. These allow users access to the facilities subject to agreement with BVHSC and payment of rent. ACHIEVEMENT AND PERFORMANCE Financial surnmary VHSC had an operating deficit of £5,983 for the year12023, deficit of £5,957). During the year halls rents received We £21,348 {2023, £20,116). The increase reflects a 6Wo increase in ntaI charges, and greater activity {including a pickleball club). VHSC received the following donations.. History Society Tractorfest £250.00 £1,500.00 We are most grateful to Tractorfest for their continued support. FINANCIAL REVIEW Investment policy and objectives The trustees have the power to invest is such assets as they see fit. Reserves policy Unrestricted funds carried forward amount to £42,902, with a further £24,683 being held for repair and maintenance work on the bowls, squash and tennis facilities. These funds will be used to fund both routine rnaintenance and larger repair projects such as resurfacing the tennis courts. The trustees regularly monitor reserves and endeavour to ensure that sufficient funds are available for current operating expenses and other expenditure specifically identified. Page I
BIDDENDEN VILLAGE HALLS AND SPORTS commIEE REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2024 STRUCTURE, GOVERNANCE AND MANAGEMENT Governing document The charity is controlled by its governing document, a deed of gift dated 6 January 1908, and rules and regulations made and passed on 26 November 1964, as amended by scheme of 3 December 1997. The charity constitutes an unincorporated charity. Recruitment and appointment of new trustees Interested clubs and societies from the village are encouraged to have representatives on the Committee, together with village representatives willing to put themselves forward. Appointments are approved by the Committee. Decision rnaking At the periodic tru5tees' meetings, the trustees agree the broad strategy and areas of activity for the Trust, including consideration of income and expenditure, re5erve5 and risk management policies and performance. The Trust's pollcles as regards to Safeguarding, Health and Safety, Environment, Rlsk Management, Privacy, and Dats Protection are reviewed and agreed annually. All trustees give of their time freely and no trustee remuneration was paid in the year. Detsils of trustee expenses and related party transactions are disclosed in notes 5 and 12 to the accounts. The trustee's hold four regular meetings a year, and ad hoc meetings as and when required. The following officers were elected following the 2023 AGM held on 27th July 2023.. Tom Lupton Jerry Slinn Jo Piper Yashvant Shah Chair Vice Chair Secretary Treasurer Mark Butterworth and Peter Tester stood down as committee members at the AGM. Clive Thomas resigned on 8th August 2023, and Geoff Rose resigned on 18th April 2024. We are rn05t grateful for their contribution. The following were elected to the committee during the year.. Mrs Caroline Swaine (appointed 27.7.23), Andrew Wright (appointed 19. 10.231, Kevin Simmons (appointed 19. 10.231 and David Falzani {appointed 19.10.231. Mrs Felicity Brockman continued in her role of day-to-day management of the Halls as caretaker and looking after bookings. Induction and training of new trustees New trustees are given an introductory pack detailing the responsibilities of trustees. On appointment, new trustees sign a trustee declaration statement committing them to giving of their time and expertise. The welcome pack includes a copy of the governing Trust Deed, trustee board and sub-committee minutes, a copy of the last years 'annual reports and accounts., and a copy of the Charity Commission's guidance 'The Essential Trustee: What You Need to Know. and Public Benefit.. running a charity. and are required to sign their acceptance of the provisions of the Data Protection Policy. New trustees are usually representing local interest groups, and therefore training as a Committee member is through attendance at meetings. Committee members are encouraged to attend training session5 organised by Action for Communities in Rural Kent. Page 2
BIDDENDEN VILLAGE HALLS AND SPORTS commIEE REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2024 STRUCTURE, GOVERNANCE AND MANAGEMENT Risk Assessment DLJring the year a risk assessment for the charity was carried out. This reviewed all the identified risks the charity was exposed to. In respect of children and other vulnerable persons or groups the charity has a Safeguarding Policy in place. This ensures, where relevant, that the bodies or persons which use the facilities under its management have adequate measures in place to keep them from harm and abuse. In other respects the trustees are conscious of the importance of compliance and tske such steps as are necessary to avoid failure to do so. A long-term risk is that the ha115 and sports facilities are well used, and that the rental income generated is enough to cover routine repairs and maintenance costs. Activities to increase use of the facilities include the use of the website and working with user groups to implement the Long-Term Improvement and Development Plan. The Committee recognlses that any major Improvement work will depend on obtaining grant finance. utility costs remain a concem. During the year the following measures were taken at the halls to reduce consumption.. a programmable control system was installed, and the halls doors draught proofed. No serious incident or other such matter occurred during the year that should have been brought to the attention of the Charity Commission. Long Term Improvement and Development Programme (LTIDP) In addition to routine maintenance work at all the facilities the following LTIDP project were implemented in 2023124.. Squash Club - Glass doors were fitted to the courts Squash Club - New Clubhouse Boiler1250/0 funded by VHSCI Tennis Club The pavilion was reroofed Village Halls The outside of the halls were redecorated Health and Safety The charity has a health and safety policy, and health and safety is discussed at all BVHSC meetings. Routine electrical, fire and general inspections are carried out and recorded. REFERENCE AND ADMINISTRATIVE DETAILS Registered Charity number 302684 Principal address Biddenden Village Hall Tenterden Road Biddenden Kent TN27 8BB Page 3
BIDDENDEN VILLAGE HALLS AND SPORTS commIEE REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2024 Trustees T Lupton I Slinn Mrs M Farris Mrs E Rickwood Mrs L Lidgett H Richards C Thomas (resigned 1018120231 Mrs J Oatway M S Butterworth (resigned 2717/2023) Y Shah Mrs J Piper P Tester (resigned 27/7120231 D Falzani (appointed 1911012023) Dr A C Wright (appointed 1911012023) K Simmons (appointed 19110/20231 C Swaine {appointed 2717120231 D P Harrop D J Stone Mrs T Aikman G Down G Rose (appointed 271412023) (resigned 18/412024) Independent Examiner Gibbons Mannington & Phipps LLP Chartered Accountants 82 High Street Tenterden Kent TN30 6JG THANKS VHSC is most grateful for the co-operation and 5UPPOrt it gets from its users. I would like to record thanks to the Officers and Committee for their support over the last 12 months. Approved by order of the board of trustees on 29 August 2024 and signed on its behalf by: T Lupton Trustee Page 4
INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF BIDDENDEN VILLAGE HALLS AND SPORTS commIEE Independent examlner's report to the trustees of Blddenden Village Halls and Sports Committee I report to the charity trustees on my examination of the accounts of Biddenden Village Halls and Sports Committee (the Trust) for the year ended 31 March 2024. Responsibilities and basis of report As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2DII {'the Act.). I report in respect of my examination of the Trust's accounts carried out under Section 145 of the Art and in carying out my examination I have followed all applicable Directions given by the Charity Commission under Section 145{5)Ibl of the Act. Independent exarniner'5 Statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect.. accounting records were not kept In respect of the Trust as reqUId by Sectlon 130 of the Act; or the accounts do not accord with those cords. or the accounts do not comply with the applicable requirements concerning the form and content of accounts set out In the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a true and fair view which is not a matter conSided as part of an independent examination. I have no concerns and 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. Mr David Ashby FCCA ACA Gibbons Mannington & Phipps LLP Chartered Accountants 82 High Street Tenterden Kent TN30 6JG 12 September 2024 Page 5
BIDDENDEN VILLAGE HALLS AND SPORTS commIEE STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31 MARCH 2024 2024 Total funds Unrestrirted fLJnd Restricted fLJnds Notes INCOME AND ENDOWMENTS FROM Donations and grants 1,750 1,750 Charitable activities Property & halls management Bowls Club Squash Club Tennis Club 30,115 30,115 925 2,841 2,402 925 2,841 2,402 li Investment income 985 985 Total 32,850 6,168 39,018 EXPENDITURE ON Charitable activities Property & halls management Bowls Club Squash Club Tennis Club 38,209 38,209 955 2,607 3,230 955 2,607 3,230 4166 Other Total 38,209 6,792 45,001 NET INCOME/(EXPENDITURE) {5,359) {624) (5,983) (4957) RECONCILIATION OF FUNDS Total funds brought forward 48,261 25,307 73,568 74525 TOTAL FUNDS CARRIED FORWARD 42,902 24,683 67,585 The notes form part of these financial statements Page 6
BIDDENDEN VILLAGE HALLS AND SPORTS commIEE BALANCE SHEET 31 MARCH 2024 2024 Total funds Unrestrirted fLJnd Restricted fLJnds Notes FIXED ASSETS Tangible assets 10,917 10,917 14492 CURRENT ASSETS Debtors Cash at bank 5,131 29,556 5,131 54,239 24,683 6fy742 34,687 24,683 59,370 CREDITORS Amounts falling due within one year {2,702) (2,702) (S204) NET CURRENT ASSETS 31,985 24,683 56,668 076 TOTAL ASSETS LESS CURRENT LIABILITIES 42,902 24,683 67,585 NET ASSErs 42,902 24,683 67,585 FUNDS Unrestricted funds Restricted funds io 42,902 24,683 48,261 25,307 TOTAL FUNDS 67,585 73,568 The financial ststements We approved by the Board of Trustees and authorised for issue on 29 August 2024 and were signed on its behalf by.. T Lupton Trustee Y Shah - Trustee The notes form part of these financial statements Page 7
BIDDENDEN VILLAGE HALLS AND SPORTS commIEE NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2024 STATUTORY INFORMATION Biddenden Village Halls and Sports Committee is an unincorporated charity, registered with the Charity Commission fDr England and Wales. The charity's registered number and principal office address can be found in the reference and administrative details in the Report of the Trustees. ACCOUNTING POLICIES Basis of preparing the financial statements The financial statements of the charityi which is a public benefit entity under FRS 102, have been prepared in accordance with the Charities 50RP IFRS 1021 'Accounting and Reporting by Charities.. statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective l January 2019),, Financial Reporting Standard 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland, and the Charities Act 2011. The financial statetnents have been prepared under the hist0COl cost convention. Income All income is recognised in the Ststement of Financial Attivities once the charity has entitlement to the ftjnds, it is probable that the income will be received and the amount can be measured reliably. No amounts are included in these accounts for the services donated by volunteers. Income from the hire of halls and rents and contributions to utilities and repairs from Sports Clubs is accounted for in the period in which it arises. Expenditure Liabilities are recognised as expenditure as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that a transfer of economic benefits will be required in settlement and the amount of the obligation can be measured reliably. Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all cost related to the category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis conslstent with the use of resource5. Expenditu represents the costs of maintsining the property and furthering the objects of the charity. The charity is not registered for VAT and consequently all costs include VAT Whe applicable. Tangible fixed assets Depreciation is provided at the following annual rates in order to write off each asset over its estimated useful life. Buildings & improvements 50/0 on reducing balance Taxation The charity is exempt from tax on its charitable activities. Fund accounting Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees. Designated funds repsent unstricted funds that have been set aside by the trustees for a particular future purpose. Restricted funds can only be used for particular $trIcted purposes within the objects of the charlty. Restrlctlons aSe when speclfied by the donor or when funds are ralsed for particular restrirted purposes. Page 8 continued...
BIDDENDEN VILLAGE HALLS AND SPORTS commIEE NOTES TO THE FINANCIAL STATEMENTS- ¢ontinued FOR THE YEAR ENDED 31 MARCH 2024 ACCOUNTING POLICIES - continued Fund accounting Further explanation of the nature and purpose of each fund is included in the notes to the financial statements. Grant income recognition Grant income has been recognised under the perfomiance model. Grants that do not specify any future performance-related conditions are recorded when the grant proceeds are received or receivable. Any grant that imposes specified future performance-related conditions is recognised only when the performance-related conditions are met. Grants received before the revenue recognition criteria are satisfied are recognised as a liability INVESTMENT INCOME 2024 Deposit account interest 985 TRUSTEES, REMUNERATION AND BENEFITS There were no trustees, remuneration or other benefits for the year ended 31 March 2024 nor for the year ended 31 March 2023. Trustees, expenses There were no trustees, expenses paid for the year ended 31 March 2024 nor for the year ende 31 March 2023. STAFF COSTS The average monthly number of employees during the year was as follows.. 2024 Bookings and administration No employees received emoluments in excess of £60,000. COMPARATIVES FOR THE sfATEMENT OF FINANCIAL AcfivITIES Unrestritted fund Restrirted funds Total funds INCOME AND ENDOWMENTS FROM Donations and grants 5,249 26,000 31,249 Charitable activities Property & halls management Bowls Club Squash Club Tennis Club 28,581 28,581 840 2,580 2,181 840 2,580 2, 181 Investment income 150 150 Total 33,980 31,601 65,581 EXpENDuRE ON Page 9 continued...
BIDDENDEN VILLAGE HALLS AND SPORTS commIEE NOTES TO THE FINANCIAL STATEMENTS- continued FOR THE YEAR ENDED 31 MARCH 2024 COMPARATIVES FOR THE STATEMENT OF FINANCIAL AcrivrriES - continued Unrestricted estricted fund funds Total funds Charitable activities Property & halls management Bowls Club Squash Club 32,378 33,215 4,045 1,166 65,593 4,045 1, 166 Other 734 734 Total 33,112 38,426 71,538 NET INCOMEI(EXPENDITURE) Transfers between funds 868 (4,2151 (6,825) 4,215 {5,957) Net movement In funds (3,347) (2,610) {5,957) RECONCILIATION OF FUNDS Total funds brought forward 51,608 27,917 79,525 TOTAL FUNDS CARRIED FORWARD 48,261 25,307 73,568 The information shown above reflects the prior year comparatives figures split between Unrestricted and Restricted Funds for the amounts shown Dn the Statement of Financial Activities on page 6. TANGIBLE FIXED ASSETS Building5 & improvernents COST At l April 2023 and 31 March 2024 39,028 DEPRECIATION At l April 2023 Charge for year 27,536 575 At 31 March 2024 28,111 NET BOOK VALUE At 31 March 2024 10,917 At 31 March 2023 IV92 The freehold land owned by the charity was acquired as a gift more than 20 years ago and therefore has no cost. This comprises the original Village Hall and the new Village Hall. The insured value of the buildings is in the region of £730,000. The Pavilion (Changing Rooms and Squash Courts) and the Tennis Courts, are Subject to leases dated 4 August 1997 running to 5 May 2026, renewable for a further 21 years thereinafter. The rent is Spence per annum, if demanded. The Bowls facilities are subject to a lease dated 10 August 1999 and running to 5 May 2026, renewable for a further 21 years thereinafter. The rent is spence per annum, if demanded. Page 10 continued...
BIDDENDEN VILLAGE HALLS AND SPORTS commIEE NOTES TO THE FINANCIAL STATEMENTS- continued FOR THE YEAR ENDED 31 MARCH 2024 DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR 2024 Other debtors 5,131 CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR 2024 Other creditors 2,702 10. MOVEMENT IN FUNDS Net movement In funds At 3113124 At 114123 Unrestrlrted funds General fund 48,261 (5,359) 42,902 Restrlrted funds Tennis Club Squash Club Bowls Club 13,555 11,169 583 (828) 234 {30) 12,727 11,403 553 25,307 (624) 24,683 TOTAL FUNDS 73,568 (5,983) 67,585 Net movement in funds, included in the above are as follows.. Incoming resources Resources expended Movement in funds Unrestrirted funds General fund 32,850 {38,209) (5,359) Restrirted funds Tennis Club Squash Club Bowls Club 2,402 2,841 925 [3,230) [2,607) (955) 1828) 234 (30) 6,168 (6,792) (624) TOTAL FUNDS 39,018 {45,001) (5,983) Page 11 continued...
BIDDENDEN VILLAGE HALLS AND SPORTS commIEE NOTES TO THE FINANCIAL STATEMENTS- ¢ontinued FOR THE YEAR ENDED 31 MARCH 2024 io. MOVEMENT IN FUNDS- continued Comparatives for movement in funds Net movement in funds Transfers between funds At 3113/23 At 114122 Unrestricted funds General fund 51,608 868 (4,215) 48,261 Restricted funds Tennis Club Squash Club Bowls Club Windows 11,374 9,755 3,788 3,000 2,181 1,414 13,2051 17,2151 13,555 11,169 583 4,215 27,917 16,8251 4,215 25,307 TOTAL FUNDS 79,525 15,9571 73,568 Comparative net movement in funds, included in the above are as follows.. Incoming resources Resources expended Movement in funds Unrestricted funds General fund 33,980 (33,112) 868 Restricted funds Tennis Club Squash Club Bowls Club Windows 2,181 2,580 2,181 1,414 (3,205) (7,215) (1,166) (4,045) (33,215) 26,000 31,601 (38,426) (6,825) TOTAL FUNDS 65,581 (71,538) (5,957) Restricted funds represent amounts received fmm each of the Bowls Club, Squash Club and Tennis Club by way of an agreed rent charge. Maintenance of each Club's property is met from these funds. The trustees deem these to be Preserved Funds for the benefit of the Clubs who have paid over the money. In this regard, they are considered Restricted Funds as they can be used for no other purpose without the express permission of the Club concerned. A restricted fund was created during 2021122 for the replacement of the hall windows and includes grants received for this project. These funds have been spent in the year. Page 12 continued...
BIDDENDEN VILLAGE HALLS AND SPORTS commIEE NOTES TO THE FINANCIAL STATEMENTS- continued FOR THE YEAR ENDED 31 MARCH 2024 11. RELATED PARTY DISCLOSURES There were nD related party transactions for the year ended 31 March 2024. 12. ULTIMATE CONTROLLING PARTY The charity is controlled by the Board of Trustees. Page 13