CHURT VILLAGE HALL Annual Report 2023
Charity Name: Churt Village Hall
Charity number: 305006
Report for financial year: 1 November 2022 – 31 October 2023
Principal address: Crossways, Churt, Farnham, Surrey GU10 2JA
Trustees at the date of this report:
| Geoffrey John Langton Brain | Chair of Trustees |
|---|---|
| Rev Richard Bodle | Trustee |
| Peter Bolt | Trustee * (appointed 16 August 2023) |
| Terence Arthur Cole | Trustee |
| Michael Robert George Cook | Chair of Management Committee * |
| (appointed 12 February 2024) | |
| Christopher James Deacon | Trustee * |
| Julia Deacon | Trustee * |
| Alison Jane Hughes | Trustee * (appointed 30 November 2023) |
| Lucie Jean Pinnell | Trustee * (appointed 14 December 2023) |
| Vivienne Frances Raeside | Trustee * |
- Management Committee member
Governance
The charity was established in 1928 with charitable objectives to operate a Village Hall for use as reading and recreation rooms. The governing document is the Deed of Conveyance dated 18 May 1928. The Charity is constituted as an unincorporated association.
The routine operation of the Hall is delegated to a Management Committee consisting of seven of the trustees.
Trustees are formally elected by the Annual General Meeting, which is held every year in November and is open to all Churt residents. New trustees may be co-opted during the year, subject to confirmation at the AGM.
Charitable activities
Churt Village Hall is run and maintained to provide a focus for the local community to meet its social and recreational needs. A variety of activities are undertaken, principally by and for the benefit of members of the village, however the Hall is open to and embraces wider usage from the surrounding populace and elsewhere.
The trustees have had regard to the Charity Commission’s guidance on public benefit when managing the hall and determining how best to utilise funds raised.
Annual review 2023
The first item reported on last year was the closure in July of the Community Pre-School and the financial consequence as our largest funder. We endeavoured, with limited success, to fill the gap with daytime exercise classes and other events, but we realised the best solution for ourselves, and the village would be a replacement school.
Fortunately, Mike Shorthose as a Governor of the St. John’s school realised the importance to them in having a feeder school. He carried out some extensive research which resulted in him introducing Dottie Tots to us. We successfully negotiated a Licence to Occupy with them and they opened in September with the offer of 7.30am -6.00pm, 51 weeks of the year. Inevitably attendance was very low at the beginning but is growing and will be supplemented by an intake in January. We agreed with them phased fee charges as it is as important to us as it is to them that it succeeds, with the standard fee becoming operative from April 2024.
Without a school for most of the financial year we have incurred a loss. Due to our strong reserves, we decided we were in a position to complete the hall redecoration, bearing in mind how difficult it would be to fit in with school’s opening hours. Hence the Committee Room and the kitchen were both
repainted in August and the indoor doors of the hall all re-stained in the same colour.
We have enjoyed a continuing large number of children’s parties at the weekend plus some evening adult celebrations. CADS have made good use of the hall with rehearsals and well attended performances. Our own traditional fundraising events were a success and thanks to the energy of Viv the second tribute music evening (Elton John) was a sellout.
As always, we have experienced some unexpected maintenance jobs. Repairs were necessary in both the Gents and Ladies loos, a small leak into the main hall required a repair on the roof and regular small problems with the external lights. Currently there is no light at the back of the hall as the old one, when triggered, stayed on for over an hour to the irritation of the neighbouring residents. A new one has now been installed. The roof of the small shed attached to the main shed behind the hall started leaking very badly a couple of months ago making it difficult for Dottie Tots to use as a store. Greg Charlton was due to work on it last Saturday and we hope the problem will be solved. When Greg Charlton repaired the sill of one of the upper windows, he reported that all the sills on the north side are in very bad condition. We are seeking someone who can repair or replace them.
Carole Frost who had administered all our bookings decided during the year to stand down for health reasons. We are most grateful to her and to Julia Deacon who temporarily took on the role at short notice. She has subsequently passed it on to Peter Bolt.
Our excellent committee members have each given a considerable amount of time to fulfilling their role on the committee, as well as a number of ad hoc requirements that have arisen. Adrian Martin is standing down and we would like to thank him for being involved in a range of our activities and in particular for running the bar at events over several years, administering the Grand Raffle at the Fete and managing the 90 Club. We co-opted Peter Bolt during the year, and Alison Hughes joined the committee at the 2023 AGM.
Simon Fraser stood down as Chair of the Management Committee at the 2023 AGM, having led the committee admirably for five years.
Financial review 2023
Overview:
The charity’s financial report for the year ended 31 October 2023 is attached, along with the Independent Examiner’s report.
In summary, total income in the financial year was at roughly the same level as in 2022, because the loss of nursery income was partially compensated by a grant from Waverley Borough Council (see below). Total costs, on the other hand, were significantly higher than in 2022, largely, but not entirely, because it was decided to complete as much hall improvement and maintenance work as possible before the new nursery started operation. The result was a planned deficit on the year of £1,658 which is considered manageable in the light of the hall’s strong reserves.
Income:
Total income was £25,712 for the financial year.
Fundraising has made a very good contribution this year. The 90 Club now has 30 members and still generates useful income. The level of donations is slightly down, partly because fewer people are choosing to donate their 90 Club prizes back to the hall, which may be a reflection of the cost-of-living crisis. Income from fundraising events was excellent, particularly in the case of the Elton John tribute event held in October. Also, we are grateful that Waverley BC agreed to provide a grant of £6,086 for the purchase of children’s wooden tables and chairs, for nursery and other uses.
Two months of income from the new nursery are now showing in the accounts, having started operation at the beginning of September. Private functions, and Clubs and Activities income have performed well, albeit with a higher level of bad debt than usual (see below). Storage fees are now back to pre-pandemic levels.
Expenditure:
Total costs were £27,370 for the financial year.
A total of £11,191 is shown under ‘Hall Improvement Costs’, mainly concerning the redecoration of the main hall and the grant-funded acquisition of children’s chairs and tables.
Gas and electricity costs have not yet increased in line with market rates because of our fixed price contracts which run until 1 September 2024, but they will then go up substantially. A new fixed price contract will run from that date.
Unusually, it has been necessary to write off a significant level of bad debt (£712) this year. About £200 of this was due to hirers not paying their bills, but the rest was due to ‘ghost bookings’ whereby invoices were issued but the bookings were never confirmed. The booking process has now been changed to ensure this doesn’t happen in the future.
Because of a general increase in costs, hire fees were increased at the beginning of September, by 10 % for general hirers and 5 % for community organisations.
Financial position:
The overall financial position at the end of the financial year 1 November 2022 to 31 October 2023 is satisfactory, with net assets of £32,646. The net deficit for the financial year was £1,658.
Reserves policy and reserves:
Our agreed reserve policy is to maintain a balance equating to 12 months’ operating costs, which amount to about £16,000 in a normal year.
As previously stated, total funds stood at £32,646 at the end of the financial year, leaving us with ‘free reserves’ of £16,646.
All funds are unrestricted. There are no funds held by the charity that are materially in deficit. There are no uncertainties about the charity continuing as a going concern.
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees:
Signature
Full name
Christopher James Deacon
Position
Treasurer
Date
29 August 2024
Profit and Loss
Churt Village Hall
For the year ended 31 October 2023
| Profit and Loss Churt Village Hall For the year ended 31 October |
2023 | ||||
|---|---|---|---|---|---|
| 2023 | 2022 | 2021 | 2020 | 2019 | |
| Trading Income | |||||
| Interest Income | - | - | - | 2 | 12 |
| Other Revenue - 90 Club Subscriptions | 1,800 | 1,815 | 1,780 | 1,695 | 2,255 |
| Other Revenue - Donations | 700 | 863 | 718 | 1,027 | 1,658 |
| Other Revenue - Fundraising Activities | 5,162 | 4,829 | - | - | 2,660 |
| Other Revenue - Grants | 6,086 | 2,667 | 18,708 | 10,000 | - |
| Sales - Clubs & Activities | 4,138 | 4,123 | 1,210 | 1,699 | 3,375 |
| Sales - Commercial | 864 | 730 | 575 | 450 | 675 |
| Sales - Nursery School | 2,225 | 7,558 | 9,240 | 7,582 | 9,719 |
| Sales - Private Functions | 3,612 | 2,062 | 100 | 100 | 1,690 |
| Sales - Storage Space | 1,125 | 890 | 488 | 750 | 1,125 |
| Total Trading Income | 25,712 | 25,537 | 32,819 | 23,305 | 23,169 |
| Gross Profit | 25,712 | 25,537 | 32,819 | 23,305 | 23,169 |
| Operating Expenses | |||||
| 90 Club Costs | 920 | 905 | 913 | 868 | 1,147 |
| Advertising & Website | 234 | 234 | 258 | 175 | 142 |
| AGM & Christmas Tree | 95 | 139 | 120 | 115 | 84 |
| Bad Debt Expense | 712 | - | - | - | 155 |
| Cleaning | 1,960 | 1,965 | 1,990 | 1,660 | 2,114 |
| Electricity | 843 | 728 | 1,253 | 1,123 | 1,336 |
| Fundraising Costs | 1,355 | 2,017 | - | - | 501 |
| Gas | 1,604 | 2,172 | 1,929 | 1,442 | 2,564 |
| General Expenses | 786 | 25 | 60 | - | 50 |
| Hall Improvement - Lighting & Decorating | - | - | 31,318 | - | - |
| Hall Improvement Costs | 11,191 | 2,701 | 816 | 1,782 | - |
| Hallmaster Subscription | 253 | 236 | 217 | 192 | 74 |
| Hygiene Services | 115 | 324 | - | - | - |
| Insurance | 1,211 | 1,320 | 1,292 | 1,260 | 1,189 |
| Performing Rights | 254 | 279 | 254 | 439 | 323 |
| Premises licence | 70 | 70 | 70 | 70 | 70 |
| Rates | 77 | 143 | 73 | - | 282 |
| Refuse Collection | 1,142 | 1,741 | 1,861 | 1,786 | 1,666 |
| Repairs & Maintenance | 3,428 | 3,904 | 1,618 | 3,131 | 3,547 |
| Staff Training | - | - | 162 | 238 | - |
| Telephone & Internet | 578 | 294 | 154 | 149 | 156 |
| Water | 237 | 491 | 407 | 185 | (125) |
| Xero Subscription | 304 | 283 | 261 | 259 | 243 |
| Total Operating Expenses | 27,370 | 19,971 | 45,025 | 14,874 | 15,520 |
| Net Profit | (1,658) | 5,566 | (12,207) | 8,431 | 7,649 |
Management Report (12 months) Churt Village Hall
30 Nov 2023 Page 4 of 7
Balance Sheet
Churt Village Hall As at 31 October 2023
| Balance Sheet Churt Village Hall As at 31 October 2023 |
Balance Sheet Churt Village Hall As at 31 October 2023 |
|---|---|
| 31 OCT 2023 31 OCT 2022 31 OCT 2021 31 OCT 2020 31 OCT 2019 |
|
| Assets | |
| Bank | |
| Churt Village Hall 27,975 31,410 24,608 37,635 30,458 |
|
| Churt Village Hall 90 Club 980 1,090 1,095 1,170 835 |
|
| Ttees for Churt Village Hall 3,371 3,371 3,371 3,371 3,371 |
|
| Total Bank 32,326 35,871 29,074 42,176 34,664 Current Assets |
|
| Accounts Receivable 1,771 850 1,332 - 323 |
|
| Prepayments 297 314 293 340 252 |
|
| Total Current Assets 2,069 1,164 1,625 340 575 |
|
| Total Assets 34,395 37,034 30,699 42,516 35,239 Liabilities |
|
| Current Liabilities | |
| 90 Club Income in Advance 870 925 665 1,025 835 |
|
| Accounts Payable 156 705 340 (238) 930 |
|
| Accruals 341 335 775 603 869 |
|
| Income in Advance 382 764 180 180 90 |
|
| Total Current Liabilities 1,748 2,729 1,960 1,570 2,724 |
|
| Total Liabilities 1,748 2,729 1,960 1,570 2,724 |
|
| Net Assets 32,646 34,305 28,739 40,946 32,515 Equity |
|
| Current Year Earnings (1,658) 5,566 (12,207) 8,431 7,649 |
|
| Retained Earnings 34,305 28,739 40,946 32,515 24,866 |
|
| Total Equity 32,646 34,305 28,739 40,946 32,515 |
Management Report (12 months) Churt Village Hall
30 Nov 2023 Page 5 of 7
Mrchris Deacon Treasurer, Churt Village Hall Spring Valley Churt Road Churt GU102QU Inde ndent examinerfs re ort to the trustees of Churt Willa e Hall I report to the trustees on my eXaMinat)n o the accounts of thurt Willage Hall for the year ended 31st October 2023. Res nsibilrties and basis of re As the charity trustees of Churt Village Hall you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ('the Arfl. I report in respect of my examinion of Churt Willage Hall'5 accourt5 cartied out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145{51(bl of the Act. Inde ndent examinerfs statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giwng me cause to believe that in any material respert.. l. accounting records were not kept in respect of the charity as required by section 130 of the Act,. or 2. the accounts do not accord with those records: or 3. the accounts do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 othèr than any requirement that the accounts give a 'true and fair view which is N)t a matter C0115idered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper undeT5tanding of the accounts to be reached. Signed: Name: Vanessa Evans Address: 8 Greenhanger, Churt. Surrey GUIO 2PE Date: 15 AgLt 2024