Trustees’ Annual Report for the period
From ELSTEAD VILLAGE HALLS Period start date 01.04.2023 To Period end date 31.03.2024
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 sex or political, religious or other opinions |
| 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 | |
| Para1.38 |
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 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 of the period |
Para 1.21 | Despite the continuing long term effects of the Covid pandemic, and the cost of living crisis, we continue to maintain a healthy financial position |
|---|---|---|
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | We aim to hold general reserves equivalent to 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 reserves held | Para 1.22 | £39,706 |
| 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 occasional 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
| Charity name | ELSTEAD VILLAGE HALLS |
|---|---|
| Other name the charity uses | |
| Registered charity number | 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 (ifany) |
|---|---|---|---|---|
| Tim Davies | Chairman of management committee |
|||
| HilaryAndrews | Vice Chairman | |||
| Laurence Oakden | Treasurer | |||
| Gill Loveluck | Secretary | |||
| Alison Clements | committee | |||
| Angela Ballard | committee | |||
| Kate Poulter | committee | |||
– 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) | Signature(s) Re AY, |
|---|---|
| ara _— | |
| Full name(s) Timothy Vivian Davies | Full name(s) Timothy Vivian Davies |
| Position (eg Secretary, | Chairman of management |
| Chair, etc) | committee |
| Date 30.01.2025 | Date 30.01.2025 |
ELSTEAD VILLAGE HALLS (Registered Charity No. 305024) Income and Expenditure Account Year ended 31st March 2024
| 2023/24 | 2022/23 | ||
|---|---|---|---|
| INCOME | |||
| Lettings and Hirings | |||
| Village Hall Lettings and Hirings | £15,682 | £17,160 | |
| Youth Centre Lettings and Hirings | £13,427 | £12,248 | |
| TOTAL INCOME (Lets & Hires) | £29,109 | £29,409 | |
| Additional income | |||
| Grant from Waverley re Covid | £0 | £0 | |
| Non Gift Aid Donations | £0 | £570 | |
| Gift Aid Donations + tax rebate on donations | £0 | £0 | |
| Pancake Race Donation | £0 | £0 | |
| Elstead Cinema Income | £4,923 | £3,547 | |
| Barn Dance Fund Raising | £2,122 | £2,111 | |
| : | Anita Evening | £0 | £1,196 |
| Income from Magic Evening | £0 | £0 | |
| Income from Mountain Music | £0 | £0 | |
| WBC toward Drain costs | £0 | £0 | |
| COIF Interest & Dividends | £2,268 | £1,088 | |
| TOTALADDITIONAL INCOME | £9,312 | £8,513 | |
| EXPENDITURE | |||
| Electricity | £2,891 | £2,292 | |
| Gas | £5,530 | £4,753 | |
| Water Usage | £967 | £397 | |
| General Rates | £157 | £292 | |
| Maintenance & Repairs incl window cleaning | £2,529 | £11,741 | |
| Electrical Mainentance and upgrades | £666 | £417 | |
| Refuse Collection (Chambers) | £1,610 | £1,533 | |
| Fire Extinguishers and maintenance | £605 | £619 | |
| = | Insurance | £2,535 | £2,386 |
| Payments for Booking Clerk, Cleaner and Maintenance | £7,795 | £7,425 | |
| Administration incl website | £300 | £1,650 | |
| Sundry Expenses | £1,729 | £176 | |
| Fundraising expenses re functions | £0 | £1,110 | |
| Elstead Cinemas Expenses | £3,306 | £1,576 | |
| Anita Evening | £1,196 | £0 | |
| Barn Dance Fund Raising | £1,806 | £0 | |
| Coronation Expenses | £120 | £0 | |
| Depreciation - Village Hall Equipment | £3,773 | £4,316 | |
| Depreciation - Cinema Equipment | £353 | £265 | |
| Total Expenditure - regular items | £37,868 | £40,948 | |
| Additional Items | |||
| Land Registry valuation | £0 | £240 | |
| TOTALTotal Expenditure - additional items | £0 | £240 | |
| £37,868 | £41,188 |
| |
:
Page 2
NET MOVEMENT IN FUNDS
| Total operating surplus/deficit -asabove | Total operating surplus/deficit -asabove | £553 | -£3,266 | |
|---|---|---|---|---|
| Unrealised gain(loss) on investments in year | £1,387 | -£597 | ||
| Total surplus/deficit | £1,940 | -£3,863 | ||
| Funds | brought forward (start ofyear) | £85,801 | £89,665 | |
| Funds carried forward (end ofyear) | £87,741 | £85,801 | ||
| NET MOVEMENT IN CASH AND INVESTMENTS | ||||
| Village Hall | £382 | -£5,068 | ||
| Cinema | £271 | £4,168 | ||
| Fund Raising Account | £196 | £520 | ||
| TransferTo CoifAccount | £0 | £0 | ||
| COIF Intrest and Dividends | £2,268 | £1,088 | ||
| Cinema Bar Stock | £398 | £77 | ||
| £3,515 | £785 | |||
| CASH | AND INVESTMENTS at 31st MARCH 2024 | |||
| Village Hall Account | £12,842 | £12,460 | ||
| Cinema Account | £8,211 | £7,940 | ||
| Friends of Elstead Village Hall | £6,641 | £6,445 | ||
| COIF Deposit | £39,706 | £37,438 | ||
| Coif Investment | £16,488 | £15,101 | ||
| a | £83,888 | £79,383 | ||
| Date | Chairman | Tpeasurer |
ELSTEAD VILLAGE HALLS (Registered Charity No. 305024) Balance Sheet at 31st March 2024
----- Start of picture text -----
|||||||||||
|---|---|---|---|---|---|---|---|---|---|
|31/03/2024|31/03/2023|
|FIXED|ASSETS|
|Hall|Furniture|and|Equipment|
|At|cost|(start|of year)|£77,980|£77,642|
|New|acquisitions|in|year|£1,412|£338|
|Less:|-|Depreciation|£74,649|£70,523|
|Investment|£4,743|£7,457|
|COIF|Investment|Units|(cost £5,500)|£16,488|£15,101|
|£21,231|£22,558|
|CURRENT ASSETS|
|Debtors|
|Prepayments|
|Lettings|£326|£500|
|Others|
|£326|£500|
|Balances|at|bank|
|Lloyds|Bank|Cinema|Account|
|:|Cinema|Funds|£8,211|£7,940|
|FILMBANK|(Deposit|held|by|Filmbank)|£150|£150|
|Cinema|Petty|Cash|£150|£150|
|Cinema|Bar|stock|held|£398|£229|
|£8,909|£8,469|
|Lloyds Bank|Current account|(VH)|£12,842|£12,460|
|Monies|held|for|Fundraising|Account|£6,641|£6,445|
|COIF|Deposit Account|£39,706|£37,438|
|—_ £68,098|__£64,812|
|£68,424|£65,312|
|CREDITORS|
|Lettings|
|Other|£1,169|£1,339|
|Deposits|held|for|Societies|£400|£400|
|Key|Deposits|held|£345|£330|
|£1,914|£2,069|
|“ST CURRENT ASSETS|£66,510|£63,243|
|TOTAL NET ASSETS|£87,741|£85,801|
|Change|in|Total|Net Assets|during|year|
|Total|Net Assets|at|start|of year|£85,801|£89,665|
|Surplus|(deficit)|from|Village|Hall|-£83|-£8,258|
|Surplus|(deficit)|from|Cinema|£440|£1,706|
|Surplus(deficit)|from|Fundraising Account|£196|£2,197|
|increase|(decrease)|in|value|of|Unit|Trust|holding|£1,387|£491|
|TOTAL NET ASSETS AT END OF YEAR|£87,741|£85,801|
----- End of picture text -----
Date Chairman
Date
Treasurer
=
y
ELSTEAD VILLAGE HALLS (Registered Charity No. 305024) Independent Examiner's Report On the accounts for the year to 31 March 2024
|Respective Responsibilities of |
Trustees and Examiner|As the Charity's Trustees you are responsibie forthe
preparation ofthe accounts; you considerthat the audit||
|---|---|---|
||requirements of Section 43(2) ofthe CharitiesAct 1993||
||(‘the Act') does not apply.||
||It is my responsibility to state, on the basis ofthe||
||procedures specified in the General Directions given by||
||the Charity Commissioners under Section 43(7)(b) of||
||the Act, whether particular matters have come to my||
||attention.||
|Basis of Independent Examiner's|||
|Report|My examination was carried out in accordance with the
general directions given bythe Charity Commissioners.||
||An examination includes a review of the accounting||
||records kept by the Charity and a comparison ofthe||
||accounts presented with these records. It includes the||
||consideration of any unusual items or disclosures in the||
||accounts and seeking explanation from you as Trustees||
||concerning any such matters. The procedures|.|
||undertaken do not provide all of the evidence thatwould||
||be required in an audit, and consequently
| do not||
||express an audit opinion on the view given by the||
||accounts.||
|Independent Examiner's|In connection with my examination, no matters has||
|Statement|come to my attention:||
||(1) which gives me reasonable cause to believe that in||
||any material respect the requirements:||
||(a)
to keep accounting records in accordance with||
||Section 41 of theAct;||
||and||
||(b)
to prepare accounts which accord with the||
||accounting records and to comply with the accounting||
||requirements of theAct have not been met; or||
||(2) to which, in my opinion, attention should be drawn in||
||order to enable a proper understanding of the accounts||
||to be reached.||
|Signed|he eepe
cs Clay||
|Date|12June 2024||
|Name|Keith Olding||
|ses aie|16SilverBirchesWay||
||Elstead||
||GU8BJA||
ELSTEAD VILLAGE HALLS (Registered Charity No. 305024) Independent Examlner's Report On the accounts for thè year to 31 March 2024 Respective Responslbllltles of Trustees and Examiner the Charity's Trustee5 you are responsible for the preparation of the accounts; you consider that the audit requirements of Sectlon 43(2) of the Charities Act 1993 he Act,) does not apply. It is my rèsponsibility to state. on the basis of the procedures specified in the General Directions given by the Charity Cornmissione under Section 4317)(bl of the Act. whether particular matters have come to my attention. Basls of Independent Examinerfs Report My eitamination was carried out in accorilance with the general directions given by the Charity Commissioners. An examination includes a revi8w of the accounting records kept by the Charity and a comparison of Ihe accounts presented with these records. It indudes the consideration of any unusual items or disclosures in the accounts and sgeking explanation from you as Tnjstees conceming any such matters. The procedures undertaken do not provid8 all of the evidence that would be required in an audit. and cons8qu6ntly I do not express an audit opinion on tha view given by the accounts. Independent Examinerfs Statamont In connection with my oxamination. no mattars has come to my attention: (1) which gives me reasonable cause to bdiev8 that in any material respect the requirements.. (a) to keep accountirKJ records in accordance with Section 41 of the Actr. and (b) to prepare accounts which accord th th8 accounting records and to comply with the accounting requiremenis of the Act have not been met,. or (2) to which. in my opinion. attention should be drawn in order to enable a proper ur)detslanding of the accounts to be rèached. Signed Date 12 June 2024 Name Keith Olding Address 16 Silver Birches Way Elstéad GU8