Trustees. Annual Report for the period Period start date D8y01 of Pericxl end date 2024 2024 To Section A Reference and administration details Charlty name Shome Village Hall Management Commrttee Other names charfty b known by Reglstered charity number lif any} 302841 Charlty's Prtnclpal addrug | Willage Hall, 16 The Street. Shome, Grav8send. Kent Postcodo DA12 3EA Names of the charlty tTh￿ who manag• thg charlty TrLMt•• namo Offlce Ilfaryl Chair Trustee Vice chair Trustee Trustee Trustee Nam• of person {or body) entitlgd olnttru8tse Ifan Elected Shome Parish Counul Shom8 Parish Council Stages Elected Early Retirement Club Alan Holt John Bugg Robert Lane Paulin8 Clifton Christopher Clarke William Wooley Catrin Board Mike Fitzsimons Maureen Horsham Jean Craig Trustee Trustèe Trustee Trustee Trustee Trustee PROBUS SHORNARA Shome Cottag8 Garden Sooety 10 12 13 14 15 16 17 18 19 20 Namès of the trustees for the charity, rf any. {for example. any custodian trustoos) Name Dates athd rf not for whcAe Shome Paris Council CustC4Yian trustee TAR Marth 2012 Names and addresse3 of advisers (Owional Infomiation) e of adviser Name Addrnss Name of ¢hlef oxocullve or names of senlor staff m•mber¥ (Optlonal Infommllon) Section B Structure, overnance and mana ement Dèscription of the charlty's trusts Trust Deed dated 15th July 1905 Type of goveming document How the charity is constituted Charity is a voluntary association Trustee selection methods Administered by management commrttèe comprised of trwo Parish Councillors, three eb¢ted members and representatives from local organisations Addltlonal governance Issues (Optlonal inf0m￿tiOn) You may choose to include additional information, where relevant, about.. poli¢ie8 and procedures adopted for the induction and training of trustees. the charity's organisational structure and any wider network y￿th which the chanty works; • relationship with any related parti&s', trustees, consideration of major risks and the system and procedur8S to manage them. Section C Ob"ectives and activities The objectives of the chanty are to maintain the village hall for the use of the inhabitants of the Parish of Shome and surrounding areas. Summary of the objects of the charity set out in its governlng document TAR March 2012 The activrti8s ufKlertaken indude 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 ffttings. The Trustees have had regard to the guidance on behalf of the public bènefit issued by the Charty Commission and in exercising their P¢)wers as Trustees. Summary ol tho main actlvitles undertakon for tho public benefit in relatlon to these objects (Include withln thls section the statutory declaration that trustees havo had regard to the guldance 15gued by the Charity Commission on publlc benofltl Addltlonal detalls of objectlvM and aclfvltl•* (Opdonal Inforniatlon) You may choo80 to include further statements, where relevant, about.. policy on grantmaking,. policy programme related investment., contribution made by volunteers. TAR Mareh 2012 Section D Achievements and performance Repairs to the building and Maintenan￿ of the heating system have been ongoing. Funding was receNed from the Pansh Council to assist wrth kitchen refurbishment arKJ renewal of kitchen equipment that was completed during the year. Summary of the main achievements of the charity during the ygar TAR Marth 2012 Section E Financial review Brief ststement of the charity's pollcy on reserves There are sufficient reserves to maintain the hall at this time. Expenditure has been exceeding income and efforts are now focused not i)nly on increasing income bLrt also on improving efficaency in the administration of the hall bookings. Detalls of any funds materially in deficit Further Ilnancial Yevlew details (Opiional information) You may choo88 to indude Expenditure this year has been used to repair. maintain and improve the additional information, wtsre hall faciltts'es. relevant aboLrt'. the charity's principal sources of funds (induding any fundraising).. how expenditure has supported the key objectives of the charity.. investment policy and objectives inclLJding any ethical inv8Stment policy adopted. Section F Other optional information Section G Declaration The trustees declare that thoy have approved the trustses, report abovo. Signed on behall of the charlty'$ trusteos Signaturels) Full namè(s),Aan Holt Position leg Secretary. Chair, Chair etc) J'ohn Bugg VI￿ Chair Date 3111212024 TAR March 2012 Shorn8 Vlllagg Hall Managgm•nt C¢mmltto0 Registered Charity Numbèr 302841 RKoipts & Paym•ntA¢count forth• y•ar 1 January to 31 Dg¢•mb•r 2024 2024 2023 Income Grants Cwd 19 Gr8nts Furlough Covid 19 FundraisinglDonation5 Letbngs Inside Outside DepO￿ts paid Website income Sundry Income Interest on dep￿ti account Returned Funds £ s,soo.00 6.947.00 £ 19,144.50 150.00 7.T76.59 £ 18,723.16 40.00 £ 31785.74 £ 26 540.75 Exp•ndlturn Cleaner Carolaker Booking Secretary Treasurer Wages Tol•l HMRC Payroll Co. A¢¢ounting charges Total Staff 133.52 £ 6.654.88 £ 4,589.92 £ 11,378.32 334.83 273.80 825.00 12 611.7 £ 10,381.52 81. Major rnpalrn £ 7 870.60 Bulldlng related eypen8e8 Llghling & He8tfrng Water Waste & R4te¥ Equipment purchaaes Equlpment maintenance Telephone Gardening Retumed Dep08tt Adminlstration & Eypenses Advertlsing Insurance Music licence Website Costs Other Total (knrhoads £ 3.748.16 £ 4.062.18 351.97 1.039 35 165 00 1.647.50 529.08 910.00 4,377.01 S.795.05 197.64 1.103.77 1.004.69 770 00 690.00 804.68 190.00 1,647.39 693 26 604.28 315.59 550.44 100 00 1.826.59 312.75 455 00 498 £ 15 709.00 Totsl Expondltuv• £ 36 191.25 £ 28 574.88 In ￿rOxe•S$ Income ¢)vor oxp•ndllur• In y••r loss l•xcMs •p•nditUrn OV•f Incomè) 4 4A05.51 2,034.11 Treasurer Shome Village Hall Management Committ8e Chair Shomè Willage Hall Management Commtitee Auditor T B Davies DSBM Shome Vlllage Hall Management Commlttee Register￿ Charity Number 302841 Statement of Asséts and Llabllttles For the year ending 31 Oecember 2024 2024 Cash Funds Santander Current Accourrt Santsnder Deposrf( Account Cfyoperative Bank Current Account Cash 202.38 31.942.14 £ 28,881.86 Less credltor payments (xrtstandirKJ -£1,820.53 -£275.30 £ 27 463.71 31,869.22 A88et8 held for the charlty'l own u￿. Village Hall including furniture and effects Monotsry Ilabllltlo8: Operating credrtors including". Gardening charge December waste GBC Accounting 2024 KCS outstsnding involc8 H R Smith Electrical Limited 70.00 73.30 225.00 591.68 1,214.40 64.50 210.80 PPUPRS credrt due -£553.85 1,620.53 275.30 Treasurer Shorne Village Hall Management C¢)mmrtie8 Chair Shome Village Hall Management Committee Auditor T B Davies DSBM ## **SHORNE VILLAGE HALL MANAGEMENT COMMITTEE** ## **INDEPENDENT EXAMINER’S AUDIT REPORT** ## **for Financial Year to 31 December 2024** 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 significant 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. The current Treasurers has created spreadsheets for the early part of the financial year from the bank statements and other information as it has come to hand. For the later part of the year the financial records for expenditure are clear, accurate and supported by relevant documentation. 2. Some suppliers should be requested to provide 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, On-the-Web and Everflow. The format from Ansvar would be excellent). 3. Payroll is well managed although there is no evidence of approval of additional/overtime payment authorisation and an annual reconciled HMRC payment schedule would be advisable. 4. There is no apparent use of cash within the organisation. 5. Debit cards are held by three Trustees. Records do not clearly show the Trustee making the payment and why. As previously noted, 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. 6. For the 2024 financial year it has not been possible to verify income paid into the bank against any other documentation. The new spreadsheet monitoring process put in place for 2025 will address this issue providing it is kept up to date with regular monitoring and reconciliation. 7. Regular Income & Expenditure reports have been provided by the Treasurer to Shorne Village Hall Management Committee to enable Trustees to be effective in their role. 8. 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 in order that a compliance statement may be included in the audit report. Mrs T B Davies DSBM **Signed: 27 May 2025**