BUSBRIDGE VILLAGE HALL Registered Charity No. 304983 Trustees, Report and Annual Accounts st Year ended 31 January 2025 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 Mrs Carolyn Patrick (resigned 21.07.24) Mr Hamish Robertson (appointed 14.10.20241 Mrs Rebecca Stow (appointed 24.4.24/resigned 9.1.20251 Mr Alan Betts Mr lan Macholl Mrs Helen Sturney Chair Treasurer Treasurer Secretary Governance th Busbridge Villa8e 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 Mrs 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. The hall has a Premises Licence {not including alcohol} registered with the local authority. 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 organisation5 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. During the year we said goodbye to Carolyn Patrick who Served as our Treasurer for two years, but we have been pleased to welcome Hamish Robertson as her replacement. We also briefly welcomed Becca Stow who stepped forward to be our Secretary, but then found the role conflicted with her newly established business. We thank both Carolyn and Becca for their contributions. Objectives and Activities 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 distinttion of sex or of political, religious or other opinions" BUSBRIDGE VILLAGE HALL Re istered Charit No. 304983 The village hall is used for meetings, lectures, classes or other forms of recreation or leisure time occupation in the interests of socia5 welfare and with the object of improving the social conditions of the life of the local residents. 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 Acttvities in Pursuit of Objectives 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 Little Bears Parkinsong Voices / Mbm Contemporary Gospel Choir Various groups providing organised activities for children The hall is also available for hire for private functions including children's parties, wedding receptions and other social functions. Flnanclal Summary The accounts have been prepared on a receipts and payments basls 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. We sold our COIF Charities Investment Fund shares, reali5ing a capital gain of £1,934.37. All other investments are short term deposit accounts with interest rates ranging from nil to 4.37%. The largest of these is £85,OtM) held in a Charities Aid Foundation account with Shawbrook at a fixed rate of 4.3%. Our new treasurer conducted a thorough review of our financial situation and introduced some change5 to our income classifications and categorisation of expenses to give greater transparency and improved internal reporting. This has resulted in some changes in the presentation of our accounts. We now separately report income generated from use of the car park without use of the hall. Previously this income was split between ad-hoc lettings and regular hirers. Overall income from letting of the hall and car park combined has increased from £27,852 to £29,972 {7.6%). We also now separately identify cash taken via our electricity meters. Previously we only reported the net cost of the electricity used after deducting cash from the meters from the bills received. Electricity costs have been erratic in recent years due to problems with the change from two to one meter, and the EDF'S initial insistence that we should be subject to 20% VAT rather than 5%. We believe these issues have been resolved as part of our move from EDF to Octopus in October 2024. VAT is being charged at 5% and we now have an operational smart meter. We believe that the reported electrtcity Cost of £3,132 is now an accurate reflection of the cost of our electricity usage. BUSBRIDGE VILLAGE HALL Re istered Charit No. 304983 Our treasurer also identified that the amount of refundable deposits held at the end of the previous financial year had been overstated, with the result that profit for the year was higher than reported at the time; £11,620 instead of £10,870. Prior to our treasurer joining us we had employed additional paid support for the finance function, and Toby de Chazel now deals with all aspects of payments and book-keeping. Expenditure of £27,110 {2024.. £18,471.71) is significantly higher than previously for a number of reasons, with the most significant being: Electricity costs £3,132.82 (2024.. £16.66 credit) for reasons explained above Administrative support £4,518.47 (2024.. £3,479.47). This is for booking and finance support combined, and is felt to be essential as the use of the hall continues to expand. Use of paid support will increase again during the coming year as we will also be paying for post-hire inspections to relieve pressure on our trustees and small band of volunteers Combined maintenance costs EIO,587.55 {2024: £5,825.91). Much of this expenditure was planned, including installation of soakaways (£3,937.70) and internal redecoration (£1,850). However radical tree surgery was unplanned; but essential on safety grounds (£1,296). A new Financial Management policy has been adopted, Incorporatlng our reserves pollcy, which, briefly stated is that we will maintain reserves prudently until needed to maintain or upgrade our building. We will initiate emergency measures if reserves fall below £50,000 and seek advice from Charities Commission if they fall below £25,OCM), with no viable strategy for replenishment. Future Plans We have recognised the need to initiate a Major upgrade to our electrical installatlon and heating system. This will enhance our user experience and reduce future running costs, as well as minimising the risk of fire in our wooden building. This will probably lead to a reported loss for the 2025-26 but we have very healthy reserves to cover the expenditure. We will also be refurbishing the floor over the summer. Other capital expenditure will come under close scrutiny as a result, and some projects may need to be deferred. We will be commissioning an asbestos survey, preparatory to the electrical project, and introducing a more rigorous programme of tree inspections, even though we do not believe that inspection would have identified the potential for the failure that did occur in the October 2024. The Trustees declare that they have approved the Trustee ' Report above Signed on behalf of the Charitvs trustees rs Joan Heagln Chair of Trustees Date.... IG BUSBRIDGE VILLAGE HALL Re istered Charit No. 304983 INCOME AND EXPENDITURE Accoumr YEAR ENDED 31 JANUARY 2025 2024125 2023124 Operational Income Ad Hoc Lettings Regular Lettings Monies from electricity meters Parking charge income Other operational income £9,075.25 £19,909.20 £824.20 £988.00 £100.00 £10,080.50 £17,771.65 £0.00 £0.00 £0.00 Total Operational Income £30,896.65 £30,896.65 £27,852.15 £27,852.15 Non Operatlonal Income Bank and other interest Exceptional gain from COIF sale other income £658.01 £1,934.77 £0.00 £1,595.63 £0.00 £0.00 Total Non Operational Income £2,592.78 £2,592.78 £1,595.63 £1,595.63 Total Incom8 £33,489.43 £29,447.78 Expenditure General Gardening IT I Comms l Broadband £2,390.00 £633.30 £2,316.00 £498.13 WBC Rates Waste disposal Water charges Electricity Cleaning Booking manager Finance manager Insuran £46.83 £157.25 £59.33 £658.05 £140.95 £3,132.82 £3,054.10 £3,584.88 £933.57 £353.47 -£18.66 £3,898.99 £3,479.47 £0.00 £1,036.83 £1,411.92 £1,255.38 £7,687.18 £1,644.99 £0.00 £997.60 Other £507.12 Minor maintenance Planned maintenance Grounds maintenance £0.00 £5,825.91 £0.00 Other £0.00 Total Expenditure £27,110.00 £18,577.41 Overall surplus I deficlt £6,379.43 £10,870.37 BUSBRIDGE VILLAGE HALL Re istered Charit No. 304983 STATEMENT OF ASSEfs AND LIABILITIES AT 31 JANUARY 2025 2024125 Correctsd 31101124 Stated 31101124 Fixed Assets Village Hall (Book Value) COIF Income Shares £9,835.41 £0.00 £9,835.41 £301.06 £10,136.47 £9,835.41 £301.06 £10,136.47 £9,835.41 Current Assets Lloyds CLJrrent Account Lloyds Instant Access Deposit Account Lloyds Fixed Term Deposit Account (1) Lloyds Fixed Term Deposit Account (2) Shawbrook Bank CAF Account £6,538.84 £25,933.93 £20,000.00 £10,000.00 £85,000.00 £2,235.39 £26,993.08 £25,363.81 £2,235.39 £26.993.08 £25,363.81 £85,000.00 £85,000.00 £139,592.28 £139,592.28 £147,472.77 Current Llabllltles Refundable damage deposits £1.800.00 £600.00 £1,350.00 Net Current Assets £145,672.77 £138,992.28 £138,242.28 £155 508.18 £149 128.75 £148 378.75 Flnanced By BVH - Accumulated Surplus Net ProfiV(Loss) for year £149,128.75 £6,379.43 £137,508.38 £137,508.38 £11,620.37 £10,870.37 £155 508.18 £149 128.75 £148,378.75 Signed.. Hamish Robertson Treasurer Date......... 31..1.(¥)1￿........... BUSBRIDGE VILLAGE HALL Re istered Chari No. 304983 NOTES TO THE ACCOUNTS YEAR ENDED 31JANUARY 2024 l. Accountin 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. Unrestricted Reserves All income and expenditure forthe 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 re8ular lettings, the deposits are typically returned after around six months. The balance sheet includes an amount of £1,80012024: £6CM) - amended from £1,350) in respect of refundable damage deposits. BUSBRIDGE VILLAGE HALL Re istered Charit No. 304983 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Indapendent Examiner's Report Report to the trustees Busbridge Ifillage Hall On aGcounts for the year ended 31°, January 025 Charity no (if any) 304983 Sgt out on pages 44 I report to the trustees on my examlnatlon of the accounts of the above charty I"Ih8 Trust.) for the year ended 81 10 1 120?S. Responslbllltles and basls ol rnport As the ch8rty'8 trustees, YDU are ￿SponSIble for the preparation of the accounts in accordance with the requirements of the Charitle5 Act 2011 llhe Act"). I report in respect of my exarnination of the Trusfs aLrounts ￿rrIed out und8r section 145 of the 2011 Act and in carylng out my examlnatlon. I have followed all the applicable Directlons glven by the Charity CommigsDon under section 145(5){b) of the Act. Independent 8xaminerfs statement I have completed my examlnation. I confimi Ihat no material malters have come to my attentton In connectlon with the examination which gives me cause o believe that in, any materlal rgspect: . the accounting records wer8 not kept In accordance wlth section 130 of the Charitles Act: or • the accounts did not accord with tha accounting records,- or • the accounts did not comply with thé applicable requirernents conceming the fom and content of accounts set out In the Chartties {Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a'true and fair. view which is not a matier consider&J as part of an independent examinatlon. I have no c¥)ncems and have come across no other matters in connecllon with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Signed: Date: Name: Relevant professional qualification(s) or body (if any): Address."