**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
Inec￿ne 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￿￿>￿ LxJntri￿1ts.on
Payrotl 5ervi(%5
Contract C￿arerS
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
Ho￿thOld & C￿aning
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 Rea￿0￿ 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 & charn￿rs Waste Management
Total liabilities
Non-monetsry assets
Furnishings and playground equiprn￿t
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 re￿iVed during the financial year under review.
3 No payments under section 106 of the Town and County Planning Act 1990 were r￿1Ved
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 re￿iVed 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
ScottishP0v￿r 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 repl3￿ment 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 ma￿ell in the Main Hall £59.14.
Exterior redecoration: The cost of repainting the exterior briclavork at West Horsley Village
Hall.
Outdoor.. Grass CL￿ing £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 li￿nce 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 con￿MIng 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