West Horsley Village Hall
Trustees’ Annual Report for the year ended 31[st] March 2023
Welcome to the 61[st] Annual General Meeting of West Horsley Village Hall.
COVID has continued to impact the activities at the hall with some former regular hirers still not having returned and unlikely to do so now. Even so, there had been a welcome increase in hire income from £24,750 to just under £32,000. The hire charges had increased on 1[st] January 2023 so the improvement in hire income was not wholly due to this. Costs had increased with a one-off payment having been made to the Manager in respect of overtime built up during COVID. Additional costs had been incurred for cleaning, gas, electricity and insurance and the exterior of the building had also been repainted during the year.
Last year, I referred to the windows in the Main Hall and Rubin Room needing attention and it had been thought that the work may have been done in the next 12 months. However, due to the substantial cost involved and rather than using the Village Hall’s reserves, it had been included in the S106 levy from the developer of Manor Farm. The funds would not be available until a certain number of houses in this development were occupied.
Recently, apart from the Main Hall lights, all the internal lighting had been converted to LED. In addition, the three electricity meters had been consolidated into one, thus saving on 2 standing charges. It was hoped both these measures would restrict increases in the cost of electricity. Considerable electrical work had been needed to bring the cabling up-to-date to comply with current regulations, the cost for which had been incurred in the next financial year.
I should like to extend thanks to Julia Reardon Smith, the Hall’s Manager, for all her hard work in keeping the Hall running as well as it did, especially for covering the cleaning. The new contract seems to be working smoothly so it is hoped that she will not be called upon except in an emergency. I would also like to extend thanks to (a) David Ebdon for the weekly inspections of the playground to ensure the equipment is safe, (b) Diana Brighton who used to help with general pruning of the hedges and brambles in the playground but who has retired and her help will be much missed, (c) Harry Walker for the daily opening/locking of the playground, (d) Brian Manners, the Independent Examiner, who had indicated he was willing to continue for another year and (e) the Scarletts who look after the planters at the front of the Hall so magnificently. They did not enter the planters in West Horsley in Bloom this year because the flowers were 2-3 weeks behind. Finally, I would like to thank my co-Trustees for their help and support over the past year.
Miss F.H. King Chairman 25[th] July 2023
WEST HORSLEY VILLAGE HALL MANAGEMENT COMMrrrEE Receipts and payments for the year ended 31st March 2023 Last year 202112022 Thls year 202212023 At the beginning of year tunds arnounted to.. on (yjrrent acu)unl on dewjsit ao7)unts tTJaking a total of Inecne forthe year came frrffi.. LettThJ fees. The Main Hall The Cedar Rcmjn The Rubin Roorn Stordge & use of car parf( 500.00 35.130 07 85,370.23 35.630.07 65,870.23 14.965.56 6,928.25 896.81 1,969.05 17.754.18 9.952.6S 1,879.25 2,374.30 24.759.67 31.960.38 DonationslGrdnts: Parish Counol.. BuikJitVJS PlaygrouTh coMtkf9 GovÈmrrent Grants Section 106 contribubOIIS Business Intenuption Insurar Deposits held at the finan¢¥l year end 2,900.00 3,550.00 11,267.00 896.00 20,455.00 45.00 3,016.87 3.350.IXI 4.150.(KI 150.IXJ 3.142.85 42,129.87 23.5e Bank intwt 66.913.12 102,543.19 10,792.85 988.83 totalliNJ 43,742.( 1(13,812.29 Expenses we.. 13,22D.48 327.9) 132.CK) 6,955.25 1,194.38 2,830.68 0.00 2,286.87 3,446.70 Manager Employer pe> LxJntri1ts.on Payrotl 5ervi(%5 Contract CarerS Telephore. intemet & tt6ite Electricity. Gas & Water Bu&ness rates Insuran Equipment purchases Repairs & Maintenanc Buildings 16,322.10 102.LYJ 8,184.QfJ 1,295.39 3.665 2.517.47 1.27 10 1,106.53 743.03 3,100. 1.792.50 1,773.58 866.32 1,497.53 1,319.85 92.56 1,029.$4 148.89 217.48 Pkyground Equipment Perfom)ing RvJhts Cen HothOld & Caning Prith"ny, ststh"gnery & postage SuT*Jry 12 13 273.49 1,025.48 14 36.672.96 totalling 43.441.56 85,870.23 which left funds atthe end ofthe year on <xtrenl a(yJ)unt on deposrt acAxsunts nMkirYJ a total of 66,170.73 500.00 65,370.23 65.670.73 65,870.23 66,170.73 30,240.16 Surplus for the year 300.50 Signed.. SvJwJ'. Miss F H JQng Chairman ofthe WHVH Man8gerrErt Ccffimitiee. Date-. Mrs J E M Rea0 Srnilh Manager of Wèst Horsley Village Hall )44 loz3
WEST HORSLEY VILLAGE HALL MANAGEMENT COMMIThEE ststement of assets and liabilities as at 31st March 2023 Totals 202212023 202112022 Monetary assets Bank current account Bank deposit account COIF deposit a¢xount 500.00 10,006.55 55,664.18 66.170.73 500.00 10.675.75 54,S94.48 65.870.23 Debtors & prepayments Letting5 unpaid at 31st March Insuran paid in advan 3,717.33 2,469.06 6.186.39 3,313.69 2,240.93 5.554.62 15 Liabilities Letting tees received for ts4Jokings after 31st March Return of deposits {recewed fOre 31st March) Playground Electricity & Gas Gardener 463.20 150.00 105.00 388.30 45.00 481.72 198.02 438.56 2,269.80 135.00 45.00 105.00 338.74 86.00 290.48 165.21 23.06 1,188.49 HMRC Casde Water Contract Cleaners & charnrs Waste Management Total liabilities Non-monetsry assets Furnishings and playground equiprnt Note regarding the ownetship of West Horsley Willage Hall The land and buildings at West Horsley Village Hall are owned by West Horsley Parish Council but are administered on a day-tcpday basis by West Horsley Village Hall Management Commrttee under a Declaration of Trust dated 12th March 1962 in which West Horsley Parish Council is referred lo as "Custodian Trustee.. As a result of these arrangements, the Trustees of West Horsley Village Hall have legal responsibility for the management of the chanty. The land and buildings at West Horsley Village Hall are included in West Horsley Parish Council's financial accounts and are listed on West Horsley Parish Council's asset register. West Horsley Parish Council make an annual grant to West Horsley Village Hall towards the upkeep of the Hali and the upkeep, safety inspeth"ons, repair and rellevral of the pfayground.
WEST HORSLEY VILLAGE HALL MANAGEMENT COMMirrEE Notes to the accounts for the year ended 31st March 2023 1 West Horsley Parish Council made a grant of £3,350 towards the upkeep of the Hall and £4,150 to assist with the upkeep. safety inspections, repair and renewal of the playground. 2 No COVID-19 grants were reiVed during the financial year under review. 3 No payments under section 106 of the Town and County Planning Act 1990 were r1Ved during the financial year under review. 4 No payment from Covea Insurance was received during the financial year under review. 5 A refundable cleaning deposit was introduced for parties on 1 st January 2022. £1,157.50 was reiVed during ihe financial year under review, of which £782.50 was refunded, £137.50 was retained against cleaning costs, £87.50 was donated to West Horsley Village Hall and £150 was held at the financial year end in reskEd of parties after 31 st March 2023. 6 Indudes a donation of £2.500 from The Joseph Strong Frazer Trust, refundable deposits either retained against deaning costs or donated to West Horsley Village Hall £225, donation from a resident £146.50, £126.12 from TheGivingMachine. other donations totalling £85. loss of keys £40, £12.23 from Amazonsmile and payment for a breakage £8. 7 Indudes Employee Tax and National Insuran Contributions, paid quarterly to HMRC. 8 The cost of utilities was higher because new contracts for the supply of electricity and gas were agreed, as a resutt of vthich the rates were higher. In addition, £209 was paid to ScottishP0vr for the removal of 3 x electriuty meters and the consolidation into one smart meter. 9 Discretionary relief from Business Rates payable by West Horsley village Hall during the financial year under review was granted by Guildford Borough Council. 10 Includes repl3ment stepladder £93.31 and new mugs and jugs in the Main Hall kitchen £101.96. 11 Repairs & Maintenan Buildin s: Decorating the Main Hall lobby ceiling £340, various electrical repairs including a new timeswitch for the outside dock £172.89, repair to a roof skylight £96, service of the chair racks and repairs to the understage cupboard £75 and a new maell in the Main Hall £59.14. Exterior redecoration: The cost of repainting the exterior briclavork at West Horsley Village Hall. Outdoor.. Grass CLing £817, treelhedge work £720, vtheelie bins and liners for green waste £179.51 and sundry smaller items £75.99. Pla round.. Daily lockingjunlocking £840, safety inspections £540. equipment repairs £262.55, equipment spare parts £76.03 and paint £55. ui ment: Boiler service contract £350, annual fire safety inspection £250.33, annual gas safety certificates £186, CCTV repair £142.80, various electrical repairs induding bulbs £132.09, CCTV annual Mainteftan contract £126. water heater Servi £66 and sundry smaller items £51.40. 12 The cost of the annual music lince for the financial year under review is based on eamings which accounts for the increase from the previous year. 13 Includes the purchase of cleaning products and consumables not provided by the contract deaners for use by hirers £383.17, the provision of a commercial wasle bin and collection therefrom £375.02, exterior window deaning £240 and sundry smaller items £27.29. 14 Gifts for volurtsry help wth the financial accounts and tending the outside planters and playground hedges £202.08, Christmas gÈft from the Trustees to the Manager £54.49, annual fee payable to The Information Commissioner £35 and mileage expenses £4.05. 15 The renewal date of the Insuran ts 25th March, as a result of which 98.0769% of the total ost of £2,517.47 is included.
WEST HORSLEY VILLAGE HALL MANAGEMENT COMMirrEE Independent Examiner's Report for the year ended 31st March 2023 Report to the Management Committee of West Horsley Willage Hall Basis of the Independent Examinerfs Report My examination was carried out in accordan with the general directions given by The Charity Commission. An examination includes a review of the accounting records kept by the ¢h2rity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosure in the accounts and seeking explanation from the Committee conMIng such matters. The procedures undertaken do not provide all evidence that would be required in an audit and, consequently, no opinion is given as to whether the accounts present a 'lrue and fail, view and the report is limited to those matters set out in the statements telow. Independent Examinerfs Statement In connection Viith my examination, no matter has come to my attention.. 1 which gives me reasonable Gause to believe that, in any material respect, the requirements have not been met 2 to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Signed: Brian Manners Chartered Accountant Date: 16L