Trustees' Annual Report for the period
Period start date Period end date 01 01 2023 31 12 2023
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To
Section A Reference and administration details
Charity name Other names charity is known by Registered charity number (if any) 302841
Shorne Village Hall Management Committee
Charity's principal address Village Hall, 16 The Street,
Shorne, Gravesend, Kent Postcode DA12 3EA
Names of the charity trustees who manage the charity
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Dates acted if not for whole Name of person (or body) entitled
Trustee name Office (if any)
year to appoint trustee (if any)
1 Alan Holt Chairperson Elected
2 John Bugg Vice-Chairperson Shorne Parish Council
3 Pauline Doyle Treasurer/secretary Elected
4 Robert Lane Trustee Shorne Parish Council
5 Mavis Jones Trustee Shorne Flower Arrangers
6 Pauline Clifton Trustee Stages
7 Carol Stevens Trustee Elected
8 Christopher Clarke Trustee Elected
9 William Woolley Trustee Early Retirement Club
10 Mike Fitzsimmons Trustee PROBUS
11 Susan Muckley Trustee Shorne WI
12 Nick Trice Trustee Short Mat Bowls
13 Ted Hurst Trustee St Peters & St Pauls Church
14 Maureen Horsham Trustee SHORNARA
Jean Craig Trustee Shorne Cottage Garden
15
Society
16 Bill Judkins Trustee Dickens Lodge
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18
19
20
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Names of the trustees for the charity, if any, (for example, any custodian trustees)
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Name Dates acted if not for whole year
Shorne Parish Council
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Names and addresses of advisers (Optional information)
| Type of adviser | Name | Address |
|---|---|---|
| Name of chief executive or names of senior staff members (Optional information) |
Section B Structure, governance and management
Description of the charity’s trusts
Trust Deed dated 15[th] July 1905 Type of governing document (eg. trust deed, constitution) Charity is a voluntary association How the charity is constituted
- (eg. trust, association, company)
Administered by management committee comprised of two Parish Trustee selection methods Councillors, three elected members and representatives from local (eg. appointed by, elected by) organisations
Additional governance issues (Optional information)
You may choose to include additional information, where relevant, about:
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policies and procedures adopted for the induction and training of trustees;
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the charity’s organisational structure and any wider network with which the charity works;
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relationship with any related parties;
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trustees’ consideration of major risks and the system and procedures to manage them.
Section C Objectives and activities
The objectives of the charity are to maintain the village hall for the use of the inhabitants of the Parish of Shorne and surrounding areas.
Summary of the objects of the charity set out in its governing document
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The activities undertaken include regular meetings to address issues regarding the maintenance of the hall, including the kitchens and associated facilities.
Rent is collected for hire of the hall and funds applied for insurance. The income is used for maintenance and repair of the hall, fixtures and fittings.
The Trustees have had regard to the guidance on behalf of the public benefit issued by the Charity Commission and in exercising their powers as Trustees.
Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)
Additional details of objectives and activities (Optional information)
You may choose to include further statements, where relevant, about:
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policy on grantmaking;
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policy programme related investment;
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contribution made by volunteers.
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Section D Achievements and performance
Repairs to the building and maintenance of the heating system have Summary of the main been ongoing. achievements of the charity Kitchen refurbishment and renewal of kitchen equipment is planned for during the year next year and funding has been applied for.
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Section E Financial review There are sufficient reserves to maintain the hall at this ts'me. Expendrture is however currerstly exceedir¥J incA)me, so plans will be put in ace to address this iNx8as8 income in order to maintain sufficient reseNes. Brief statement of the charity's policy on resorvos Detalls of any funds materfally In deflclt Further financial revfjew d8tall8 Iopllonal inforniatlon) Expenditure this year has b8en used to repair, maintain and improv8 th8 hall facilities. You may choose to include additional information. where relèvant about.. the charity's principal sources of funds (indudiTrJ any fundraisingl- how expendlturé has supported the key obj'ectives of the charity: investment policy and objectives including any ethical investment policy adopted. Section F Other optional information Section G Declaration The trustee5 declare that they have approved the trustees, report above. Slgned on behalf of the charlty's trustees Signaturg{s) Full name(s) Position (eg Secretsry. Chair, èl¢) Alan Holt John Bugg Chairperson Vi(*Chairperson 3111212023 TAR Marth 2012
Shome Vlllage Hall Management Committee Registered Charity Number 302841 Receipts and Payments Aecounts- For the yoar 1 January to 31 December 2023 2021 2022 2023 Income Grants Covid 19 Grants Fudough Covid 19 FundraisinglDonations Lettings Inside Outside Website income Sundry Income Inte5t on deposti account Retumed Funds £ 19,359.29 £ 3,986.75 150.00 £ 8.228.00 £ 15.249.75 220.00 163.44 £ 15,074.00 £ 10,988.88 175.00 7,776.59 £ 18.723.16 40.00 0.26 0.01 £ 47 194.05 £ 26 401.33 £ 26 540.75 Paymonts Cleaner Caretaker Booking Secretary Treasurer Wages Total HMRC £ 4,380.31 £ 1,685.11 £ 4,295.01 £ 2.239.27 £ 12,599.70 245.60 £ 10,718.76 £ 10,381.52 Payroll Co. Other Staff Total Staff 536.90 Admin expense Admin expense £ 13 382.20 £ 0 718.76 £ 10 381.52 Building related expenses Major repairs Lighting & Heating Water Waste & Rates Telephone Gardening Returned Deposit Administration & Expenses Advertising Insurance Music licence Website Costs Other £ 3,577.33 £ 5,247.67 4,377.01 £ 3,652.62 £ 1,376.36 634.33 373.48 150.00 241.50 211.74 95.00 £ 1,484.94 313.00 420.00 £ 3,097.42 196.15 762.00 731.03 350.00 670.00 775.87 190.00 £ 1,392.97 693.26 420.00 5,795.05 197.64 1,103.77 1,004.69 770.00 690.00 804.68 190.00 1,647.39 693.26 604.26 315.59 £ 28 574.86 £ 25 912.50 £ 25 245.13 In year exces$ Income over expenditure In year loss (excess ependiturè over incomel £ 1,156.20 2,03&11 Signed: 14 May 2024
Shorne Villagg Hall Management Commltlee Registered Chanty Number 302841 statement of Assets and Llabllltlos F year endlng 31 Da¢ember 2023 20 2022 2023 Cash Funds Santsrvjer Current Account SanlaThler Deposit Aeeount Co-operab've Bank CuTrent knunt Cash £ 31,639.38 141.89 589.79 201 90 £ 33,668.80 202.38 31,942.14 Less Creditor payments oulstsnding -£1,792.06 -£275.30 £ 31 781.27 £ 32 668.44 31 869.22 Assets held for the charlty'ts own use: Village Hall including furnrture and effe(ts Monetsry liabllltles: Operatrng credrf(ors ineluding.. December salary payments Gardening charge wolfI00r repai December waste G8C Adveth'sing charge 1,083.50 70.00 385.00 63.55 190.00 1792.05 KCS 210.80 64.50 275.30 Treasurer Shorne Village Hall Management Committee Chair Shorne Village Hall Managernent Comrnittee Audrtor T B Davies DSBM
SHORNE VILLAGE HALL MANAGEMENT COMMITTEE
INDEPENDENT EXAMINER’S AUDIT REPORT
for Financial Year to 31 December 2023
I have examined and verified the accounts of Shorne Village Hall Management Committee including the Receipts & Payments Account and Statement of Assets & Liabilities from the documentation provided.
Despite the in-year loss, the assets of Shorne Village Hall Management Committee are currently held in two bank accounts and are sufficient to meet all the liabilities of Shorne Village Hall Management Committee at this time.
Notes and Recommendations:
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Financial records have been maintained by the Treasurer in a spreadsheet format which is of a clear and accurate manner supported by relevant supporting documentation.
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Some suppliers have not provided detailed schedules of payments to be made in respect of annual contracts paid by monthly direct debits and supporting detail for each month should be sought to substantiate payments moving forward. (e.g. Porrit, Everflow & Ansvar).
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Cash handling is no longer an issue as none is handled in the new processes.
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Debit cards are held by three Trustees. It is good practice to have a liability document signed by each to confirm they only use the cards when agreed by the Chair and Treasurer, always obtain relevant detailed receipts/invoices to support the debit slip, never use cards for personal purchases and they may be held personally liable for any unauthorised/unverified transactions.
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There is currently no reconciliation of payments made against outside hire bookings. The process for regular village associations has been greatly improved.
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To meet the requirements of the Charities Commission it would be advantageous to have a set agenda item each year in the Autumn meeting with time given to reviewing the key policies and their adoption duly minuted with updated policies signed at that time. The core policies included should include Finance Policy, GDPR, Health & Safety and Risk Management.
Signed: 13 May 2024 Mrs T B Davies DSBM