## **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|||
||||||
||||||
||||||
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## – 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