HEADLEY VILLAGE HALL
VILLAGE HALL TRUST Charity No. 305061
TRUSTEES’ ANNUAL REPORT AND ANNUAL ACCOUNTS
For the period 1 January, 2023 -31 December, 2023
Headley Village Hall Church Lane Headley Surrey KT18 6LD
REPORT OF THE CHAIRMAN OF TRUSTEES
Accompanying the annual accounts for the Headley Village Hall Trust (the “Trust”) for the financial year ending 31 December 2023 Registered Charity No. 305061
This report was first delivered orally at the AGM of Headley Village Hall held at 8.15 pm on Monday 20 May 2023 in Headley Village Hall, Church Lane, Headley.
1. Financial
The Treasurer has made a detailed Treasurer’s Report. After accruing for the cost of a new fire alarm and replacement fire lighting, the Trust’s total retained reserves as at 31 December 2023 remained broadly unchanged from a year before.
The Trust’s main source of income remains booking charges for the use of the hall and total charges for 2023 were 50% higher than those for 2023.
We are grateful to Mole Valley District Council (“MVDC”) for £6,921 of grant income which has enabled us to bring our toilet refurbishment project to a conclusion.
We held one fund raising event in 2023, a curry supper, which raised £1,115 and received a donation of £1,454.
- Lease of shop and flat
The terms of the lease of the shop and flat were renegotiated in the course of the year and a new lease and related documents were signed. The new lease is not a protected tenancy within the Landlord & Tenant Act 1954 and expires on 28 September, 2029. There are provisions for the current arrangements in relation to the rent to be reviewed with effect from 29 September, 2026.
3. Health & Safety
A fire safety report was commissioned at the end of the year and the Committee are moving ahead with the first stage of implementing its recommendations (the installation of a new fire alarm system for the hall, the shop and the flat) and replacing all fire exit lighting in the hall.
The hall is used by MVDC as a polling station during elections and a complaint was received about disabled access to the hall at the time of the 2023 local elections. The Trust thanked the complainant for bringing the particular issue to their attention and purchased a wheelchair ramp immediately afterwards. A solicitor’s letter was received in relation to the complaint sometime later (on 6 March, 2024) but the complainant has been directed to MVDC’s Electoral Services Department.
4. Organisation
The Trustees and Committee welcomed Gillian French as the Trust’s new Treasurer following the AGM in 2023. Michael Moth has tendered his resignation as a trustee and committee member and Gillian French has volunteered to take his place as a trustee. We all thank Michael for his many years of service.
The approval of the annual accounts for the year ending 31 December 2023 was proposed at the AGM by Berl Steiner, seconded by Pip Burley and approved by all those present.
Signed: (- - Graham Vinter Chair of the Trustees of the Headley Village Hall Trust
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Annual Accounts for the Headley Village Hall Trust
Headley Village Hall Trust For the year ended 31 December 2023
Contents
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3 Treasurer's Report
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4 Independent Examiner's Report to the Trustees of the Headley Village Hall Trust
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5 Balance Sheet
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6 Income and Expenditure Account
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7 Notes to the Financial Statements
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Treasurer's' Report Headley Village Hall Trust For the year ended 31 December 2023
1. Overall results
The Income and Expenditure Account shows that there was a deficit of expenses over income of £183 in the year (2022 - surplus of income over expenses of £2,644). The Balance Sheet shows total reserves of £31,417 as at 31/12/23 (2022 - £31,599).
2. Bookings Income
Bookings Income increased from £12,182 in 2022 to £17,936 in 2023. The increase was due to a combination of fee increases for Bookings as agreed at the 2023 AGM as well as an increase in Bookings of the Hall.
3. Grant Income
The Trust received Grants in 2023 from Mole Valley Council totalling £6,921 (2022 - £5,218) as a contribution to the Toilet refurbishment project undertaken in 2023.
4. Rental Income
The lease for the shop and flat was renewed in 2023 resulting in an increase in rent to £7,000 net per annum effective from September 2023.
5. Fundraising Event
A curry night was organised in the year resulting in net income of £1,115 (2022 - £1,059).
6. Repairs and Maintenance
The largest expense in 2023 was for Repairs and Maintenance totalling £25,530 of which £11,521 related to the Toilet Refurbishment Project. There are additional costs expended in 2024 elating to this project of £2,680 covered by a Grant from Mole Valley Council received in March 2024.
Towards the end of 2023 it became apparent that the Trust needed to install a new Wireless Fire System and Emergency Lights to comply with regulations. An accrual has been made in the 2023 accounts of £9,876 for this cost as well as a further £1,800 for replacing the Boiler Cupboard in the Flat.
7. Banking facilities
The Trust has moved banking facilities in the year from HSBC to Metrobank which means online payments can now be made.
8. Independent Examiner
| would like to thank Rob Caulkin of Smart Accountants (Surrey) Limited for agreeing to undertake the Independent Accountant's Examination of the Accounts without charge.
eee
Gillian French
Treasurer
20th May 2024
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Independent Examiner'se | Report to the Trustees of the Headley Village Hall Trust
Headley Village Hall Trust For the year ended 31 December 2023
Independent Examiner's Report to the Trustees of the Headley Village Hall Trust
| report to the Trustees on my examination of the accounts ofthe Headley Village Hall Trust (the "Trust") for the year ended 31st December 2023.
Responsibilities and Basis of Report
As the Charity Trustees of the Trust, you are responsible for the Preparation of the accounts in accordance with the requirements of the Charities Act 2022 (the "Act"). | report in respect of my examination of the Trust's accounts carried out under section 145 of the Act and in carrying out my examination, | have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent Examiner's Statement
| have completed my examination. | confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material aspect:
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Accounting records were not kept in respect of the Trust as required by section 130 of the Act; or
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The accounts do not accord with those records.
| have no concems and have come across no other matters in connection with the examination to which attention shoud be drawn in this report in order to enable a proper understanding of the accounts to be reached.
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Signed4A
Robert Caulkin ACCA
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Smart Accountants Sussex and Surrey
Coastwise House, 17 Liverpool Road, Worthing BN11 1SU
Annual Accounts for the Headley Village Hall Trust Headiey Village Hall Trust
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Headley Village Hall Trust As at 31 December 2023
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||||||
|---|---|---|---|---|
|NOTES|31 DEC|2023|31 DEC|2022|
|aen|A|2|
|Current|assets|
|Bank|account|balance|
|Assets|—|—|S S$|
|HSBC Current account|-|13,598|
|HSBC|Deposit account|-|12,120|
|Metrobank Current account|35,629|-|
|Total Assets|35,629|25,718|
|Total Bank account balance|35,629|25,718|
|Monies owed to the Trust at the year end|
|Trade debtors|6,009|5,881|
|Other debtors|1,454|-|
|Total Monies owed to the Trust at the year end|7,463|5,881|
|Total Current assets|43,093|31,599|
|Liabilities|
|ieeeSats|
|Accrued|Expenses|11,676|-|
|Total|Liabilities|11,676|-|
|r|an|NR|e|
|Net current assets|(liabilities)|31,417|31,599|
|Retained|Reserves|
|a|aac|a5|rE|ee|
|Retained|Reserves|31,417|31,599|
|Total Retained Reserves|31,417|31,599|
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Annual Accounts for the Headley Village Hall Trust Headley Village Hall Trust
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Income and Expenditure Account
Headley Village Hall Trust For the year ended 31 December 2023
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|---|---|---|---|---|
|2023|2022|
|Spacini nner|
|Income|
|Bookings income|17,936|12,182|
|Rent receivable|6,500|6,000|
|Insurance rent|1,193|1,164|
|Grant Income|6,921|5,218|
|Fund|raising events|1,115|1,059|
|Gifts and|Donations|1,454|3,512|
|Deposit account|interest|112|1|
|Total Income|35,230|29,135|
|Expenditure|
|Repairs & Maintenance|25,530|19,548|
|Insurance|3,174|2,198|
|Oil|1,770|3,180|
|Legal fees|1,454|
|Cleaning|898|
|Hall|Supplies|813|579|
|Light,|Power,|Heating|625|630|
|Telephone &|Internet|520|-|
|Rates|317|218|
|Bank|Fees|312|138|
|Total Expenditure|35,413|26,491|
|aSSSeSeSFSSSSeSFSSSSFSSSSSSSSSSSSSSSSSSSSSSSeeeeeeeSSSeeeeeeee|
|Excess|of Income over Expenditure|(183)|2,644|
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Annual Accounts for the Headley Village Hall Trust Headley Village Hall Trust
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Notes to the Financiale e Statements
Headley Village Hall Trust For the year ended 31 December 2023
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|---|---|---|---|
|en2023|2022|
|1.|Debtors|
|Cdcedll|kA|a|ee|
|Debtors: amounts falling due within one year|
|Trade debtors|6,009|5,881|
|Other debtors|1,454|-|
|Total|Debtors: amounts falling due within one year|7,463|5,881|
|Total Debtors|7,463|5,881|
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Debtors as at 31/12/23 were:
. Headley Village Stores Ltd
. Contribution to Oil Tank - £2,370 . Insurance rent - £1,193 . Rent for quarter 25/12/23 - £1,750 . Bookings Income for 2023 - £146
. Bookings Invoiced at 31/12/23 not paid until January 2024 - £550
As at the date of this report, all of the above had been paid apart from the Contribution to the Oil Tank for £2,370. Other debtors - £1,454 - Donation towards the legal fees for the lease renewal received in January 2024.
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|---|---|---|
|2023|2022|
|aee|eee|oo|
|2.|Bank accounts|
|aeeehk|
|Metrobank Current account|35,629|-|
|HSBC Current account|-|13,598|
|HSBC Deposit account|-|12,120|
|Total Bank accounts|35,629|25,718|
|During 2023, the HSBC accounts were closed and funds|transferred to the new Metrobank account.|
|2023|2022|
|SSS|
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3. Accrued Expenses
Accrued expenses as at 31/12/23:
. Boiler cupboard in flat - £1,800 . Wireless Fire System and Emergency Lights - £9,876
A payment of half of the Wireless Fire System and Emergency Lights costs was paid in April 2024.
4. Bookings Income - £17,936
Bookings income in the year took account of the increases in the Hall Fees rates made after the AGM in 2023.
5. Rent Receivable - £6,500
— Headley Village Hall Trust
Annual Accounts for the Headley Village Hall Trust.
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Notes to the Financial Statements
The rent was increased in 2023 to £7,000 net per year. The Rent Receivable comprises 2 quarters at £1,500 and 2 at £1,750.
6. Repairs and Maintenance - £25,530
Repairs in the year can be broken down into the following categories:
. Toilet Refurbishment project - £11,521 . Wireless Fire System and Emergency Lights - £9,876 . Boiler Cupboard in Flat - £1,800 . Boiler refurbishment - £1,416 . Garden Maintenance - £526
. Fire Safety Maintenance - £391
Annual Accounts for the Headley Village Hall Trust Headley Village Hall Trust
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