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