Trustees’ Annual Report for the period
From ELSTEAD VILLAGE HALLS Period start date 01.04.2022 To Period end date 31.03.2023
Charity name: ELSTEAD VILLAGE HALLS
Charity registration number:305024
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | Our objects under our constitution are to use the village hall and adjoining youth centre as village halls 'for the purposes of physical and mental training and recreation and social, moral and intellectual development through the medium of reading and recreation rooms, classes, recreations and entertainments or otherwise' for the benefit of the local community without distinction of sexorpolitical,religious orotheropinions |
| Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. |
Para 1.17 and 1.19 |
We fulfil these requirements and achieve significant public benefit by enabling a wide range of organisations and individuals to use our halls, making them a vital part of the village community. These activities include a community cinema, amateur dramatic productions and classes for pilates, yoga, dance, dog training etc. Scouting groups use the youth centre as well as other groups. The halls are also available for wedding receptions and private parties. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The Trustees work tirelessly to maintain and improve the facilities on offer, having regard to the guidance issued by the Charity Commission on public benefit, and this work is warmly supported by the village community |
Additional information (optional) You may choose to include further statements where relevant about:
SORP reference Para 1.38 Policy on grant making Para 1.38 Policy on social investment including program related investment
Para 1.38 Contribution made by volunteers Other
Achievements and Performance
| SORP reference | ||
|---|---|---|
| Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole. |
Para 1.20 | apart from hiring out the halls for many private functions during the year, in addition to the regular hirings, we have held fund raising events which have enabled us to continue refurbishment of both halls. We have applied for and received some grants which have enabled us to improve many of the facilities. We provide an essential support for the community of the village and a focal point for our many and varied organisations. |
Additional information (optional) You may choose to include further statements where relevant about:
| Achievements against objectives set |
Para 1.41 | |
|---|---|---|
| Performance of fundraising activities against objectives set |
Para 1.41 | |
| Investment performance against objectives |
Para 1.41 | |
| Other |
Financial Review
| Review of the charity’s financial position at the end ofthe period |
Para 1.21 | Despite the effects of the Covid pandemic, we continue to maintain a healthy financial position |
|---|---|---|
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | Our aim is to hold general reserves of around one year's hire income in addition to funds we are building up for specific refurbishment and improvement projects. We have funds on deposit and unit trusts with CCLA to cover any unexpected expenses |
| Amount of reservesheld | Para 1.22 | £37438 |
| Reasons for holding zero reserves |
Para 1.22 | |
| Details of fund materially in deficit |
Para 1.24 | |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 |
Additional information (optional)
You may choose to include further statements where relevant about:
| The charity’s principal sources of funds (including any fundraising) |
Para 1.47 | |
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | |
| A description of the principal risks facing the charity |
Para 1.46 | |
| Other |
Structure, Governance and Management
| Description of charity’s trusts: |
||
|---|---|---|
| Type of governing document (trust deed, royal charter) |
Para 1.25 | Constitution |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | Trust |
| Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees |
Para 1.25 | Elected at Annual General Meeting |
Additional information (optional) You may choose to include further statements where relevant about:
| Policies and procedures adopted for the induction and training of trustees |
Para 1.51 | We maintain a strong relationship with our local Parish Council and a representative Councillor attends our committee meetings. They give invaluable advice and support as well as financial help with our fund raising. We liaise regularly with them over various issues affecting the village as a whole |
|---|---|---|
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | |
| Relationship with any related parties |
Para 1.51 | |
| Other |
Reference and Administrative details
| Charityname | ELSTEAD VILLAGE HALLS |
|---|---|
| Other name the charity uses | |
| Registered charitynumber | 305024 |
| Charity’s principal address | Thursley Road, Elstead, Surrey GU8 6DG |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 |
Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (if any) |
|---|---|---|---|---|
| David Else | Chairman of management committee |
|||
| Tim Davies | Vice Chairman | |||
| Laurence Oakden | Treasurer | |||
| Gill Loveluck | Secretary | |||
| Alison Clements | committee | |||
| HilaryAndrews | committee | |||
| John Manches | ||||
Corporate trustees – names of the directors at the date the report was approved Director name
Name of trustees holding title to property belonging to the charity
Trustee name Dates acted if not for whole year
Funds held as custodian trustees on behalf of others
Description of the assets held in this capacity
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects
Details of arrangements for safe custody and segregation of such assets from the charity’s own assets
Additional information (optional)
Names and addresses of advisers (Optional information)
| Type of | Name | Address |
|---|---|---|
| adviser |
Name of chief executive or names of senior staff members (Optional information)
Exemptions from disclosure
Reason for non-disclosure of key personnel details
Other optional information
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
| Signature(s) Full name(s) Position (eg Secretary, Chair, etc) Date |
||
|---|---|---|
| David Keith Else | ||
Chairman of management committee |
||
| 20.05.2024 | ||
| 20.05.2024 |
| INCOME | m2a23 | 2021t22 |
|---|---|---|
| Leftinqs and Hirinos | ||
| VillageHallLefiingsandHirinos youthCentreLettingsandHirinos TOTALtr{comEeksaxirrei- Additionalinconre Grants fromWaverleyreCovid |
817,160 t12.248 EgFr |
815,592 €10.581 m,m |
| NonGiftAidDonations | 810,667 | |
| GiftAid Donations+taxrebatieon donations SonationF{ammelisTrust Farish GouncilGnantre CeilingReneural Erica LeonardTrust pancakeRaceDonation lnsuran$payoutforBreak in ElsteadCinemalncome COIF lnterest & Dividends Bam Dance Fundraising AnitaEvening |
8570 EO t0 t0 f0 f0 €0 t3"547 €1,099 92,111 tl.196 |
t4,356 t4,000 t1,500 f750 [500 t2,150 t1,673 8443 |
| TOTAL ADDITIO{SALITGOITE | ||
| EXPENDITURE | -6;055' -5ZUIT |
|
| Electricity Gas WaterUsage GeneralRates Maintenance.&.Repairs indwindowcleaning Cleaning and electricalrrrrorks---- RefuseCollection(Chambens) Fire Extinguistrersand rnaintenance lnsurance |
t2,292 f4,7s3 t397 f292 t1t,74t f417 €1,533 €61S |
t1,335 f,2,241 t1,211 f.149 84,359 t821 t1,151 f431 |
| PaymentsforlookingClerLClcanerand Maintenance Administrationlnclwebsite SundryExpenses Fundraisingexpensesrefunctions Elstead CinemasExpenses Depreciation_ViltagiHaltEquipment Depreciation -Cine-maequ-ifi&i-' -._Total Expenditure_regdra;fte; Additionatltemi Land Registryvaluation Break in Costs NewCurtainrails inVillageHatt ReplaenentCeiling,ligi'ts andExtract Fan Depodtreptaenentrr6nroooiVd- New tighting toyouthCentre |
€2,386 f7,425 €1,650 t176 f1,110 81,576 84,316 [265 -4g-SE- t24A t0 €0 f0 f0 f0 |
82,207 f6,733 f504 t349 f415 E1,716 f4,396 [180 -TE'I56" €0 81,869 e650 t13,817 €0 f459 |
| EO | ||
| TOTALTotalElcpendihule_additionalibms | [0 9240 |
% 016,795 |
| €41,188 | f.4/.,992 | |
| TOTAL OPERATII{G SURPLUS'DEFIC]T | +3,266 | t7,219 |
| Page 2 NETiIOVEffE}ITINFUI*DS |
||
|---|---|---|
| Total operatingsurplusldeficit-asabove | €3,266 | t7,219 |
| Unrealised gain(loss)oninvestments in year | 4597 | f1,223 |
| Totalsurplus/deficit | w | |
| Funds broughtfonarard(start of year) | -F53' f89,665 |
f,81,223 |
| Funds carried forward(end of year) | _TEsFff | .-8r,ffi5 |
| ViilageHall | {5,068 | t3,302 |
|---|---|---|
| Cinema | t4,168 | -858 |
| Fundraisingaccount | e520 | -L16,771 |
| Transfer toCOIFdeposit | f0 | [10,000 |
| COIF interest anddividends | et,0gg | 2443 |
| Cinema barstoc* | 877 | f15 |
| __:!1,919_ |
| ANDINVESTMENTS at31stMARCH 2023 | ||
|---|---|---|
| VillageHallAccount | t12,460 | 817,528 |
| CinemaAccount | f7,940 | 83,772 |
| Friends of ElsteadMllageHall | t6,445 | €5,925 |
| COIFDeposit | t37,439 | t36,350 |
| COIF lnvestment | 815,101 | f15,689 |
| ---@q99. | _879,263, |
BalanceShe |
etat3lstiiarch2A2g |
|
|---|---|---|
| 3"0,,/Ep,I3 | 31t0u2022 | |
| FIXEDASSETS | ||
| Hall Furniture and Equiprnent | ||
| At cost (startofyear) | t77,M2 | f63,582 |
| Newacquisitiominyear | f3il8 | f14,060 |
| Less:-&peciation | t70,523 | 865,942 |
| L7,457 | t11,700 | |
| lnvestment | ||
| COIF lnvestment Units (cost 85,500) | 15,101 | 15,715 |
| i2i2,5* | t27,415 | |
| GURRENT ASSETS | ||
| Debtors | ||
| Prepayments | ||
| Lettings | f500 | |
| Others | ||
| 8500 | 8597 | |
| Balancesatbank | ||
| Lloyds BankCinemaAceount | ||
| Cinema Funds | t7,wo | t3,772 |
| FILMBANK(Dep6itheld by Filmbank) | s150 | 8150 |
| Cinerna Pe{tyCash | €1so | €150 |
| Cinema Bar stock held | $2?g | f152 |
| t8#69 | t4,224 | |
| LloydsBankCunentaccount(VH) | t12,4S0 | t17,528 |
| Moniesheldfor Fundraising Account | t6,445 | €5,925 |
| COIF Deposit Account | €37,438 | e36,350 |
| 86/,812 | t64,027 | |
| t65,312 | t64,624 | |
| CREI'ITORS | ||
| Letings | ||
| Other | t1,339 | t1,639 |
| Depositsheldfor Societies | t400 | f400 |
| Key Deposits held | 1330 | 8335 |
| 82,069 | e2374 | |
| NETCURRET{TASSETS | 863"243 | 162,250 |
| TOTALNETASSETS | _::@l- | __gqgfg!. |
| GhanaeinTo0allletAs*etedurinayear | ||
| TotalNetAssets at startofyear | E89,665 | 881,223 |
| Surplus(deficit)from Village Hall | -f8,258 | €3,302 |
| Surplus(deficit)fromCirema | t1,706 | -t38 |
| Surplus(deficit) from Fundraising Account | L2,197 | 83,955 |
| lncrease (decrease)invdue of UnitTrustholding | s491 | 81,223 |
| TOTALNETASSETSATEITIDOFYEAR | -ffiF67 | €89,665 |
| Respective Responnibilities Trustees andE:raminer |
ofAstheCharitfsTrusteesyouare responsibleforthe pnepamtionottn"r"*unt;t,ouconsiaerthatthe audit rcquirementsof Section43(2)oftheCharities |
|---|---|
| Act1993 ('theAct)doesnot apply. | |
| Itis my responsibilityto state,onthebasis ofthe | |
| procedures specifiedinthe General Directionsgiven bytheCharityCommissionersunder Section+COXO) of theActwtretherparticutarmatters have cometo |
|
| myafiention. | |
| Basisoflndependent Examine/sReport |
Myexaminatbnnnasmniedoutinaccordancewith the general dilections givenbytheChanty Commissioners. |
| Anexamination indudesarevieurofthe accounting lecords keptbytreCharityandammparisonof the accounts presefltedwiththserecords. ltincludes |
|
| the considerationofany unusual itemsordisclosures | |
| in theaccountsandseeking explanation fromyouas Trustees concemingarrysuch rfiatteni. The procedures |
|
| undertrakendonotprovide allofthe evidence that | |
| wouldberequiredin anaudiLandconsequenflyIdo notelqtessanaudit opinionon theview givenbythe accounb. |
|
| lndependentExanrinerrsln mnnection withmyexamination,nomattershas Statement come tomyatention: |
|
| (1)wlrich gives mereasonabtecause tobetievethatin | |
| anymaterial rcspect the rcqulrements: | |
| (a)tokeepaccountingrecodsinaccordance with | |
| Sec*ion41of theAct | |
| and | |
| (b)to prepare accountswtrichaccorctwith the | |
| accounting recordsandtocomflywtth*leaccounting requirementsof theAct havenotbeen met;or |
|
| (2)iowhlcft,in myopinion,atentionstpddbedrawn inordertoenableaproper understandingofthe |
|
| accounEto be reached. | |
| Signed | KeihOlding |
| Date | 16June 2023 |
| Name | KeiftOlding |
| Address | 16SilverBirchesWay |
| Elstead | |
| GU86JA |
| INCOME | m2a23 | 2021t22 |
|---|---|---|
| Leftinqs and Hirinos | ||
| VillageHallLefiingsandHirinos youthCentreLettingsandHirinos TOTALtr{comEeksaxirrei- Additionalinconre Grants fromWaverleyreCovid |
817,160 t12.248 EgFr |
815,592 €10.581 m,m |
| NonGiftAidDonations | 810,667 | |
| GiftAid Donations+taxrebatieon donations SonationF{ammelisTrust Farish GouncilGnantre CeilingReneural Erica LeonardTrust pancakeRaceDonation lnsuran$payoutforBreak in ElsteadCinemalncome COIF lnterest & Dividends Bam Dance Fundraising AnitaEvening |
8570 EO t0 t0 f0 f0 €0 t3"547 €1,099 92,111 tl.196 |
t4,356 t4,000 t1,500 f750 [500 t2,150 t1,673 8443 |
| TOTAL ADDITIO{SALITGOITE | ||
| EXPENDITURE | -6;055' -5ZUIT |
|
| Electricity Gas WaterUsage GeneralRates Maintenance.&.Repairs indwindowcleaning Cleaning and electricalrrrrorks---- RefuseCollection(Chambens) Fire Extinguistrersand rnaintenance lnsurance |
t2,292 f4,7s3 t397 f292 t1t,74t f417 €1,533 €61S |
t1,335 f,2,241 t1,211 f.149 84,359 t821 t1,151 f431 |
| PaymentsforlookingClerLClcanerand Maintenance Administrationlnclwebsite SundryExpenses Fundraisingexpensesrefunctions Elstead CinemasExpenses Depreciation_ViltagiHaltEquipment Depreciation -Cine-maequ-ifi&i-' -._Total Expenditure_regdra;fte; Additionatltemi Land Registryvaluation Break in Costs NewCurtainrails inVillageHatt ReplaenentCeiling,ligi'ts andExtract Fan Depodtreptaenentrr6nroooiVd- New tighting toyouthCentre |
€2,386 f7,425 €1,650 t176 f1,110 81,576 84,316 [265 -4g-SE- t24A t0 €0 f0 f0 f0 |
82,207 f6,733 f504 t349 f415 E1,716 f4,396 [180 -TE'I56" €0 81,869 e650 t13,817 €0 f459 |
| EO | ||
| TOTALTotalElcpendihule_additionalibms | [0 9240 |
% 016,795 |
| €41,188 | f.4/.,992 | |
| TOTAL OPERATII{G SURPLUS'DEFIC]T | +3,266 | t7,219 |
| Page 2 NETiIOVEffE}ITINFUI*DS |
||
|---|---|---|
| Total operatingsurplusldeficit-asabove | €3,266 | t7,219 |
| Unrealised gain(loss)oninvestments in year | 4597 | f1,223 |
| Totalsurplus/deficit | w | |
| Funds broughtfonarard(start of year) | -F53' f89,665 |
f,81,223 |
| Funds carried forward(end of year) | _TEsFff | .-8r,ffi5 |
| ViilageHall | {5,068 | t3,302 |
|---|---|---|
| Cinema | t4,168 | -858 |
| Fundraisingaccount | e520 | -L16,771 |
| Transfer toCOIFdeposit | f0 | [10,000 |
| COIF interest anddividends | et,0gg | 2443 |
| Cinema barstoc* | 877 | f15 |
| __:!1,919_ |
| ANDINVESTMENTS at31stMARCH 2023 | ||
|---|---|---|
| VillageHallAccount | t12,460 | 817,528 |
| CinemaAccount | f7,940 | 83,772 |
| Friends of ElsteadMllageHall | t6,445 | €5,925 |
| COIFDeposit | t37,439 | t36,350 |
| COIF lnvestment | 815,101 | f15,689 |
| ---@q99. | _879,263, |
BalanceShe |
etat3lstiiarch2A2g |
|
|---|---|---|
| 3"0,,/Ep,I3 | 31t0u2022 | |
| FIXEDASSETS | ||
| Hall Furniture and Equiprnent | ||
| At cost (startofyear) | t77,M2 | f63,582 |
| Newacquisitiominyear | f3il8 | f14,060 |
| Less:-&peciation | t70,523 | 865,942 |
| L7,457 | t11,700 | |
| lnvestment | ||
| COIF lnvestment Units (cost 85,500) | 15,101 | 15,715 |
| i2i2,5* | t27,415 | |
| GURRENT ASSETS | ||
| Debtors | ||
| Prepayments | ||
| Lettings | f500 | |
| Others | ||
| 8500 | 8597 | |
| Balancesatbank | ||
| Lloyds BankCinemaAceount | ||
| Cinema Funds | t7,wo | t3,772 |
| FILMBANK(Dep6itheld by Filmbank) | s150 | 8150 |
| Cinerna Pe{tyCash | €1so | €150 |
| Cinema Bar stock held | $2?g | f152 |
| t8#69 | t4,224 | |
| LloydsBankCunentaccount(VH) | t12,4S0 | t17,528 |
| Moniesheldfor Fundraising Account | t6,445 | €5,925 |
| COIF Deposit Account | €37,438 | e36,350 |
| 86/,812 | t64,027 | |
| t65,312 | t64,624 | |
| CREI'ITORS | ||
| Letings | ||
| Other | t1,339 | t1,639 |
| Depositsheldfor Societies | t400 | f400 |
| Key Deposits held | 1330 | 8335 |
| 82,069 | e2374 | |
| NETCURRET{TASSETS | 863"243 | 162,250 |
| TOTALNETASSETS | _::@l- | __gqgfg!. |
| GhanaeinTo0allletAs*etedurinayear | ||
| TotalNetAssets at startofyear | E89,665 | 881,223 |
| Surplus(deficit)from Village Hall | -f8,258 | €3,302 |
| Surplus(deficit)fromCirema | t1,706 | -t38 |
| Surplus(deficit) from Fundraising Account | L2,197 | 83,955 |
| lncrease (decrease)invdue of UnitTrustholding | s491 | 81,223 |
| TOTALNETASSETSATEITIDOFYEAR | -ffiF67 | €89,665 |
| Respective Responnibilities Trustees andE:raminer |
ofAstheCharitfsTrusteesyouare responsibleforthe pnepamtionottn"r"*unt;t,ouconsiaerthatthe audit rcquirementsof Section43(2)oftheCharities |
|---|---|
| Act1993 ('theAct)doesnot apply. | |
| Itis my responsibilityto state,onthebasis ofthe | |
| procedures specifiedinthe General Directionsgiven bytheCharityCommissionersunder Section+COXO) of theActwtretherparticutarmatters have cometo |
|
| myafiention. | |
| Basisoflndependent Examine/sReport |
Myexaminatbnnnasmniedoutinaccordancewith the general dilections givenbytheChanty Commissioners. |
| Anexamination indudesarevieurofthe accounting lecords keptbytreCharityandammparisonof the accounts presefltedwiththserecords. ltincludes |
|
| the considerationofany unusual itemsordisclosures | |
| in theaccountsandseeking explanation fromyouas Trustees concemingarrysuch rfiatteni. The procedures |
|
| undertrakendonotprovide allofthe evidence that | |
| wouldberequiredin anaudiLandconsequenflyIdo notelqtessanaudit opinionon theview givenbythe accounb. |
|
| lndependentExanrinerrsln mnnection withmyexamination,nomattershas Statement come tomyatention: |
|
| (1)wlrich gives mereasonabtecause tobetievethatin | |
| anymaterial rcspect the rcqulrements: | |
| (a)tokeepaccountingrecodsinaccordance with | |
| Sec*ion41of theAct | |
| and | |
| (b)to prepare accountswtrichaccorctwith the | |
| accounting recordsandtocomflywtth*leaccounting requirementsof theAct havenotbeen met;or |
|
| (2)iowhlcft,in myopinion,atentionstpddbedrawn inordertoenableaproper understandingofthe |
|
| accounEto be reached. | |
| Signed | KeihOlding |
| Date | 16June 2023 |
| Name | KeiftOlding |
| Address | 16SilverBirchesWay |
| Elstead | |
| GU86JA |