BUSBRIDGE VILLAGE HALL Registered Charity No. 304983 Trustees, Report and Annual Accounts 5t Year ended 31 January 2024
BUSBRIDGE VILLAGE HALL Re istered Charit No. 304983 TRUSTEES, REPORT FOR THE YEAR ENDED 31 JANUARY 2024 Address Busbridge Village Hall Heath Lane Godalming Surrey GU7 IXA Trustees Mrs Joan Heagin Mr Mark Oliver Mrs Carolyn Patrick Mr lan Macholl Mrs Helen Sturney Miss Sarah Ings Mr Alan Betts Chair Secretary Treasurer (resigned 29 March 20231 (appointed 29 March 20231 {appointed 29 March 20231 (resigned 30 October 20231 Governance Ih Busbridge Village Hall was established as a charity by a Trust Deed dated 9 July 1948, when the land on which the hall stands was donated to the parish by a well-known local family of the day - the Pleydell-Bouveries. The hall itself was donated to the parish by Mr5 Earle, the owner of Busbridge Hall, in memory of her son," it had previously been the cricket pavilion. The original Deeds conveyed title to the land to the Trustees of Busbridge Village Hall and a further small strip of glebe land was th acquired from Busbridge Parish Church on 20 April 1949. The title to the land was transferred by the Trustees to the Official Custodian for Charities in trust for Busbridge Village Hall on 21 February 1950. Appointment of Trustees The Trust Deed governs the appointment of trustees and the management of the charity. Busbridge Village Hall is run by a management committee, the members of which are the nominated representatives of the organisations that use the hall along with five people elected by residents of Busbridge at the annual meeting. For some years the Charity has struggled to meet these criteria, and trustees are appointed on the basis of willingness to support the running of the Hall. Hlrlng Agreement Use of the village hall is subject to a Hiring Agreement which must be signed by the hirer when booking. The hiring agreement sets out the conditions of hire and identifies the respective responsibilities of each party to the agreement. The hall has a Premises Licence (not including alcohol} registered with the local authority.
BUSBRIDGE VILLAGE HALL Re istered Chari No. 304983 Risk Management The Management Committee has reviewed potential risks and continues to do so on a regular basis. It is satisfied that adequate insurances are in place and that all steps are taken to ensure exposure to risk of any sort is kept to a minimum. Objectives and Activitles The Trust Deed states that the land was given to the charity on the premise that it "shall be held upon trust for the purposes of physical and mental training and recreation and social and moral and intellectual development for the benefit of the inhabitants of the Parish of Busbridge in the County of Surrey and its immediate vicinity without distinction of sex or of political, religious or other opinion5" The village hall is used for meetings, lectures, classes or other forms of recreation or leisure time occupation in the interests of social welfare and with the object of improving the social conditions of the life of the local inhabitants. The Trustees consider these objectives to be consistent with Charity Commission guidance on providing for the public benefit as shown in the list of activities pursued this year. Principal Activities In Pursult of Objectlves The hall is in use most days of the week and provides premises for a variety of local groups including the following for at least part of the year: Various groups belonging to the Scout and Guide movements Busbridge Women's Institute Godalming School of Dance NHS Health Visitor Baby Clinic Pilates and Yoga Classes French for Fun Language Classes Sunday School for Busbridge Parish Church Various groups providing organised activities for children Little Bears Parkinsong Voices / Mbm Contemporary Gospel Choir The hall is also available for hire for private functions including children's parties, wedding receptions and other social f unctions. Funding Strategy and ReseNes Policy It is the strategy of the Trustees to manage the revenue budget on a self-financing basis. The contributions made by users of the hall are set at a level to achieve this. Any surplus made is held in the deposit account and used towards repairs and renewals of the hall fabric and to mitigate costs arising from unforeseen risks. The Trustees are responsible for the maintenance of the village hall and from time to time this involves major works requiring the use of cash reserves. The Charity had unrestricted reserves of £137,508 at the year end. The reserves PDlicy is as follows: Stage 1: £35,000 - first trigger point to review Village Hall viability Stage 2: £20,000- final trigger point to review Village Hall viability and consider closure
BUSBRIDGE VILLAGE HALL Re istered Chari No. 304983 Financlal Summary The accounts have been prepared on a receipts and payments basis giving a summary of income and expenditure for the year and a statement of assets and liabilities at the year end. No accruals or prepayments have been accounted for. All income and expenditure items are unrestricted. A key concern during the year was the likely impact of an increase in electricity costs when a 3 year fixed price deal expired in September 2023. A decision was taken to have a single smart meter installed, resulting in the consolidation of 2 separate accounts into a single account, which was expected to save c£400pa when the decision was taken. As events have transpired the saving was less than £100 and the smart Meter does not work. st A new 12 month electricity contract was agreed from l October, and the underlying annualised electricity cost has increased from c£l,800pa to almost £4,OOOpa. However a combination of reclaiming past overpayments, compensation for poor service during the process of account consolidation, a reduction in usage and an increase in charges made via our meter system has resulted in a modest credit on electricity costs for the year. It was decided to increase hire charges in anticipation of the higher electricity costs and these were introduced gradually over the second half of the year. These have not resulted in any drop in usage, which 15 now close to capacity during school term time. Many of our regular users do not operate during school holidays, but we are pleased to have a regular user for part of the school holidays to compensate for this. Overall income from regular lettings was £17,771.6512023: £11,391.40) and from ad-hoc lettings was £10,080.50 {2023: £8,733.90). This increase in income has required a considerable increase in the extent of administrative support provided by our wonderful bookings secretary. The service she provides has been transformative and administrative costs have increased a5 a result to £3,479.47 {2023: £1,982.86). The bookings secretary has also taken over responsibility for invoicing. The growth in income to a total in excess of £25,000 has resulted in the need for external examination of the accounts, which has been carried out by Ms Ruth Thomson. Whilst she has not raised any concerns about the accuracy of the accounts, she has recommended that consideration be given to: a formal expenses policy use of a proprietary accounting package {although she was also complementary about the suite of spreadsheets devised by the prevtOUS trea5urerl Routine maintenance during the year included further replacement of external weatherboards and a new back door, which it is hoped will improve energy efficiency as well as improve appearance. The £1,516.98 cost of the door was the majority of the increase in an overall expenditure on repairs, renewals and maintenance expenditure of £5,825.91 (2023: £3,626.35). This total also includes a second fridge costing £467.32 to increase our offering for our party market. Refundable deposits are collected from all ad-hoc hirers and new regular hirers. These amounted to £1,350 at the year end (2023: £1,800).
BUSBRIDGE VILLAGE HALL Re istered Chari No. 304983 Results for the year show a profit of £10,870.37 (2023: £4,530.05), but this is flattered by the absence of any electricity costs during the year as explained above. Future Plans It is intended to continue to invest appropriately in development of the hall as a destination of choice for the local community, with modest investment in new facilities as well as continuing maintenance of our heritage building. The trustees recognise that work is needed on updating the Trust deed and introduction of greater formality to governance arrangements. The Trustees declare that they have approved the Trustees, Report above Signed on beh of the Charity's trustees an Heagin Mrs Carolyn Patrick Chair Treasurer
BUSBRIDGE VILLAGE HALL istered Charit No. 304983 INCOME AND EXPENDITURE ACCOUNT YEAR ENDED 31 JANUARY 2024 2022123 INCOME Operational Income Regular Lettings Ad Hoc Lettings 17,771.65 10,080.50 11,391.40 8,733.90 27,852.15 20,125.30 Other Income COIF dividends received Lloyds Deposit Account interest Lloyds Notice Account interest Deposit interest on CAF account Other income- sale of piano 60.72 278.60 363,81 892.50 60.49 36.66 605.95 173.60 1,595.63 876.70 Total Income 29,447.78 21,002.00 LESS: EXPENSES Operational Expenses Insurance Electricity (net of meter monies) Telephone and Broadband Water Rates Sundries Gardening and Tree Surgery Repairs, Renewals and Maintenance 997.60 {16.661 402.25 353.47 104.50 2,316.00 988.63 1,985.36 503.00 210.32 80.79 2,340.00 5,825.91 59.33 658.05 3,898.99 179.90 3,479.47 95.88 222.72 3,626.35 74.20 1,433.51 3,119.41 Council Rates Waste Collection Cleaning Printing, postage and stationery Administrative Support Website costs Fire certificate 1.982.86 46.76 80.76 Total Expenses {18,577.41} 116,471.95) Net Proflt 10,870.37 4.530.05
BUSBRIDGE VILLAGE HALL istered Chari No. 304983 STATEMENT OF ASSETS AND LIABILITIES AT 31 JANUARY 2024 2022123 Fixed Assets Village Hall {Book Value) COIF Income Shares 9,835.41 301.06 9,835.41 301.06 10,136.47 10,136.47 Current Assets Bank Current Account Bank Deposit Account Bank 32 Day Notice Account CAF Deposit Account 2,235.39 26,993.08 25,363.81 85,000.00 139,592.28 4,457.43 39,714.48 85,000.00 129,171.91 Current Llablllties Refundable Damage Deposits 11,350.001 {1,800.00) Net Current Assets 138,092.28 127,371.91 148,378.75 137,508.38 Financed Bv: Unrestricted Funds BVH Accumulated Surplus b/f Net Profit/lLoss) for year 137,508.38 10,870.37 132,978.33 4,530.05 148,378.75 137,508.38 Signed....., Mrs Carolyn Patrick Treasurer
BUSBRIDGE VILLAGE HALL Re istered Charit No. 304983 NOTES TO THE ACCOUNTS YEAR ENDED 31JANUARY 2024 l. Accountin olic 1.1. The accounts have been prepared on a receipts and payments basis giving a summary of income and expenditure for the year and a statement of assets and liabilities at the year end. No accruals or prepayments have been accounted for. 1.2. Fixed assets are stated at historical cost. 2. Unrestrlcted Reserves All income and expenditure for the year was unrestricted. All reserves held at the year-end are unrestricted. 3. Refundable Dama eDe oslts The village hall asks for a refundable security and cleaning deposit from all ad hoc hirers and from new regular hirers. For ad hoc lettings, deposits are returned as soon as possible after the hire. For regular lettings, the deposits are typically returned after three to six months. The balance Sheet includes an amount of £1,5QXJ12023- £1,800} in respect of refundable damage deposits.
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Busbridge Village Hall On accounts for the year ended 31 January 2024 Charity no (if any) 304983 Set out on pages I report to the trustees on my examination of the accounts of the above charity ("the Trust") for the year ended 3110112024. Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 ("the Act.) I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5){b) of the Act. I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect: accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord with the accounting records, Independent examiner's Statement I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Signed: Date: Name: Ruth Thomson Relevant professional qualification(s) or body (if any): ICAEW ACA Address: 97 Kings Road, Godalming, GU7 3EU Section B Disclosure Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts" directions and guidan for examiners). IER October 2018
Give here brief detsils of any items that the examiner wishes to disclose. IER October 2018