## **Trustees' Annual Report for the period**
Period start date Period end date 01 01 2023 31 12 2023
**From**
**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
17
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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March **2012**
**TAR**
1
## **Names and addresses of advisers (Optional information)**
|**Type of adviser**|**Name**|**Address**|
|---|---|---|
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|**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:
- policies and procedures adopted for the induction and training of trustees;
- the charity’s organisational structure and any wider network with which the charity works;
- relationship with any related parties;
- 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**
March **2012**
**TAR**
2
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:
- policy on grantmaking;
- policy programme related investment;
- contribution made by volunteers.
March **2012**
**TAR**
3
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.
March **2012**
**TAR**
4
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:
1. 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.
2. 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).
3. Cash handling is no longer an issue as none is handled in the new processes.
4. 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.
5. There is currently no reconciliation of payments made against outside hire bookings. The process for regular village associations has been greatly improved.
6. 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