30 September
2021
Trustees' Annual Report for the period
Period start date Period end date
01 October 2020 From
To
Section A Reference and administration details
Charity name The Horam Village Hall and Recreation Ground Charity
Other names charity is known
by
Registered charity number (if any)[305257]
| egistered charity number (if **any) ** |
305257 |
305257 |
|---|---|---|
| Charity's principal address | Horam Village Hall |
|
| A267 Eastbourne Road | ||
| Horam, East Sussex | ||
| Postcode | TN21 0JE |
Names of the charity trustees who manage the charity
| Trustee name | Office (if any) | Dates acted if not for whole **year ** |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|
John Timb (retired as Trustee February2021) |
Chairman | 01/10/20 to 28/02/21 | |
| Michael Woodhouse |
Vice-Chairman | Chairman from 01/03/21 | |
| Phil Williams | Treasurer | ||
| Leigh Skeggs | Fundraising/ Secretary |
||
| Jonathan Harmer | |||
| Stephen Fisher | |||
| Lisa Stevens |
Names of the trustees for the charity, if any, (for example, any custodian trustees)
| Name | Dates acted if not for whole year |
|---|---|
| Custodian Trustee – Horam Parish Council |
|
Names and addresses of advisers (Optional information)
Type of Name Address adviser
Name of chief executive or names of senior staff members (Optional information)
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Section B Structure, governance and management
Description of the charity’s trusts
Type of governing document Original Constitution dated 10 June 1993 – amended by a Resolution (eg. trust deed, constitution) passed on 26 November 2019 (& 19 November 2021 – after YE2021)
How the charity is constituted
- (eg. trust, association, company)
[ Trust ]
Trustee selection methods Elected by open public election, at the Annual Meeting held in November (eg. appointed by, elected by) each year
- (eg. appointed by, elected by)
Additional governance issues (Optional information)
You may choose to include additional information, where relevant, about:
-
policies and procedures adopted for the induction and training of trustees;
-
the charity’s organisational structure and any wider network with which the charity works;
-
relationship with any related parties;
-
trustees’ consideration of major risks and the system and procedures to manage them.
The Committee of Management, as Trustees, has control of the Charity , its property and funds. The Committee of Management shall comprise a minimum of 3 members, and a maximum of 7 members.
Horam Parish Council fulfils the role of Custodian Trustee, and a representative of the Parish Council joins the Committee of Management at its meetings (minimum of three per year).
These meetings are also open to a representative from each of the principal users of the Charity’s facilities, namely: Horam Bowls Club Horam Community Pre-School Horam Scout Group Heathfield & Horam Football Club Horam Tennis Club Horam Flower Show Horam Parish Allotment Society
In addition to the extensive area of land open to the public, the village hall is maintained and improved, and exists for public use, funded by a schedule of hire charges – it is available for hire every day of the year
Section C Objectives and activities
Summary of the objects of the charity set out in its governing document
The Object of the Charity is the provision and maintenance of a village hall and recreation ground for the use of the inhabitants of the Parish of Horam without distinction of political, religious or other options, including use for meetings, lectures and classes, and for other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the said inhabitants.
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The Charity exists to maintain the land and building entrusted to it, for the sole benefit of the people of Horam and its surrounding areas. It comprises a large airy hall, committee room, kitchen, toilet facilities and storage cupboards. It has an extensive range of use, from small committee meetings, a term-time weekday pre-school, through to large meetings and wedding receptions.
Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)
The hall has open views over the adjacent land forming the recreation ground which also has an extensive children’s playground, and a skatepark – these latter facilities are provided and owned by Horam Parish Council.
The organisations associated to the Charity, through their presence on and use of the recreation ground and buildings, provide a comprehensive opportunity for youth and all ages to use the facilities for education, recreation, and pursuit of heath.
As a particular example, the Football Club (accredited by Football England) uses the majority of the available ground in season at weekends, providing football matches/training for under-sixes to undereighteens, boys and girls, with some 300+ children on the books.
The Village Hall and Recreation Ground is recognised by the whole village (of 2,500+ residents) as being on immense value and worth to the inhabitants.
Additional details of objectives and activities (Optional information)
All of the Committee of Management (Trustees) are volunteers, giving of their time tirelessly to support the work of the charity.
The trustees are constantly striving to improve the facilities, with recent projects including:
You may choose to include further statements, where relevant, about:
-
policy on grantmaking;
-
policy programme related investment;
-
contribution made by volunteers.
-
the installation of an efficient heating system in the hall, with solar generation and Tesla battery storage to maximise the efficient use of power (and income to the charity)
-
- installation of two full-size table tennis tables in the open air close to the hall
-
- provision of a defibrillator on the external wall of the hall, serving the whole complex
-
maintenance sanding and sealing of the hall floors
-
- Kitchen refurbishment - Purchase of a new modular staging facility - plans (currently going through Planning Application processes) for a figure 8 1-kilometre pathway around the perimeter of the recreation ground, with a cycling pump-track
The major part of historic funding for the maintenance of the facilities has come from fees from the hiring of the hall; however, recent years have seen a marked increase in fund-raising through grant applications to fund distributing trusts.
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Section D Achievements and performance
Summary of the main achievements of the charity during the year
Whilst activity during the 2020-2021 year was severely impacted by Covid and enforced closure during the second half of the year, the ongoing presence of the pre-school, which was allowed to be open, considerably offset the feared total loss of income.
Covid support grant monies from Wealden District Council were also secured , making up for the total loss of income from sources other than the pre-school. Reduction in operating costs (such as rate relief, heating and lighting also help alleviate the negative financial consequences of closure to hiring.
With ongoing major project work in the pipeline, plus the key projects achieved in the recent past (such as the playground and skate-park under the Parish Council’s auspices) the charity continues to make the facilities a ‘treasure’ in the eyes of the community.
During the rigours of the Covid lockdowns, the open air facility of the recreation ground was used as a major source of exercise and pleasure for those seeking to maintain their own well-being during the pandemic.
In a normal year (that is, pre-Covid) hire income would be around £15,000 p.a., matched with annual expenditure in maintenance and costs of around the same figure. Grant-funding has then been sought to be able to improve the internal and external facilities.
At the year beginning (1[st] October 2020) the charity’s current account held £7,500, with a further £8,100 in a deposit account. By year end, 30[th] September 2021, those equivalent figures were £15,600 and £8,100 respectively. Given that the normal annual running costs are some £15,000, the charity has a current and reserves buffer of some 6+ months of operating costs.
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Section E Financial review
Please see above:
Brief statement of the We seek to maintain a reserve of approximately 6 months of operating charity’s policy on reserves costs, with a current and reserve total of around 12 months of operating costs, which is considered a fortunate and prudent scenario.
Details of any funds materially in deficit
None
Further financial review details (Optional information)
We have enclosed our accounts for the period 1[st] October 2020 to 30[th] You may choose to include September 2021, prepared by Watsons of Hailsham. additional information, where relevant about:
-
Other aspects that could be placed in this answer box have all been
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• the charity’s principal highlighted in answers above.
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sources of funds (including any fundraising);
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how expenditure has supported the key objectives of the charity;
-
investment policy and objectives including any ethical investment policy adopted.
Section F Other optional information
Section G Declaration
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signature(s) Full name(s) Phillip John Williams Position (eg Secretary, Chair, Treasurer etc) Date 26th July 2022
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2020-21 Summary Monthly-YEnd
INTERIM SUMMARY 2020-21
2020/21 - Horam Village Hall Accounts as at: End of Month 12 ( <-- Set month number here - '12' for Year End) September 2021
| Main Current Account : Opening Balance : Income (incl Business Premium trans): Expenditure : Closing Balance : |
7,364.12 £ 61,236.94 £ 54,703.44 £ 13,897.62 £ Actual to Date dget to D 3,324.75 £ #REF! 6,999.76 £ #REF! - £ #REF! 10,324.51 £ #REF! - £ #REF! 18,775.04 £ #REF! 21,972.00 £ 10,165.39 £ #REF! - £ #REF! - £ - £ 50,912.43 £ #REF! 61,236.94 £ #REF! In bank: 13/10/2020 30/10/2020 30/10/2020 06/11/2020 11/12/2020 25/01/2021 |
Opening Balance : Interest during year* : Transfers from Bus Premium to Main a/c : Closing Balance : |
8,095.83 £ 0.80 £ - £ - £ |
|---|---|---|---|
| 8,096.63 £ |
|||
| INCOME | **Actual to Date ** | EXPENDITURE | Actual to Date |
| Hall Hire- Fees: Hall hire income (excluding deposits) Pre-School Payments Representative Groups Fees Grant Income: Horam Parish Council Other Bodies - Total Covid Support Grants Other Banked Income Interest (current a/c) Transfers from Business Premium a/c |
3,324.75 £ 6,999.76 £ - £ |
Project Costs: Table-Tennis Defibrillator GAP Project Constitution Revision Window replacement Remuneration: Secretarial_(currently £8.21/hour) Bookings (standard £100 invoiced every 2 months) Cleaner(currently £8/hr)_ Running Costs: Council Tax Electricity Supply Water/Sewage Telephone/Broadband Refuse/Recycling Insurances Licences Maintenance Costs: Cleaning Materials Grass Mowing Hedge Cutting Laundry Window Cleaning Routine Maintenance Sundry Costs: Stationery & Postage Transfers to Business Premium a/c |
10,800.00 £ 1,600.00 £ 3,673.29 £ 280.00 £ 13,412.00 £ |
| 10,324.51 £ - £ 18,775.04 £ 21,972.00 £ 10,165.39 £ - £ - £ |
|||
| 29,765.29 £ 1,912.20 £ 762.40 £ 2,271.00 £ |
|||
| 4,945.60 £ 51.25 £ 2,643.00 £ 419.03 £ 549.97 £ 1,362.62 £ 1,658.68 £ 25.00 £ |
|||
| 50,912.43 £ |
|||
| TOTAL(including interest)= | 61,236.94 £ |
||
| Grant Income - 01/10/2020 to 30/09/21 £ 250.00 Personal Gift £ 2,500.00 Bernard Sunley (Table Tennis) £ 6,300.00 Sports England (Table Tennis) £ 5,975.04 Co-Op final payment £ 1,000.00 Trustees of Green £ 3,000.00 Other Scottish Power: £ 7,234.64 Back payment for Solar Generation |
|||
| 6,709.55 £ 743.42 £ 1,002.00 £ 182.40 £ - £ 50.00 £ 8,497.99 £ |
|||
| 10,475.81 £ 2,659.99 £ 147.20 £ |
|||
| 2,807.19 £ - £ |
|||
| TOTAL = | 54,703.44 £ |
UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021 FOR HORAM VILLAGE HALL AND RECREATION GROUND
HORAM VILLAGE HALL AND RECREATION GROUND CONTENTS OF THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021 Page Ggn¢ral InfomiatSon Ac¢ountsnts' Report and Cll•nl Approval C•rtlll¢at• Dotall•d Profit and Loss Account Balanc• Sh¢et Notes to the Flnanclal Statements
HORAM VILLAGE HALL AND RECREATION GROUND GENERAL INFORMATION FOR THE YEAR ENDED 30 SEPTEMBER 2021 PROPRIETOR: P Williams ADDRESS: Easlboume Road Horam Easl Sussex ACCOUNTANTS: Watson As50ciales 30- 34 North Street Hailsham Easi Sussex 8N27 1DW Page 1
FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021 ACCOUNTANTS. REPORT TO HORAM VILLAGE HALL AND RECREATION GROUND In accordance with instructions given to us we have prepared withoul caryng out an audit the annexed financial slalements from the accounting rerdS of Horam Village H811 RecreatK)n Ground and from information and explanations supplied to us. AsSocitsths Watson Associates 30 - 34 North Street Hailsham East Sussex BN27 1DW 20 Jun 2022 Dale.. CLIENT APPROVAL CERTIFICATE l approve the flnanclal statements and confim) that I have made 8vallable all relevant records and Infomiallon for their proparation. Pwi Date.. 20th June 2022 Page 2
HORAM VILLAGE HALL AND RECREATION GROUND DETAILED PROFIT AND LOSS ACCOUNT FOR THE YEAR ENDED 30 SEPTEMBER 2021 2021 2020 Incom• Regular users Other users 13,132 1.533 4.759 10,325 14,665 Othèr In¢ome SLJndry receipts Grant Income Solar In¢ome Government grants Deposit account interest 18,775 5.056 21.972 32,392 10,000 16 46,789 42,408 57.114 57,073 Expenditure Rates and water Insurance Light and heat Wages Gardèn upkeep Telephone Post and slalionery Licgnces Repairs and renewals Cleaning Sundry expenses Accountancy Legal fees Dgprèciats'on of tangible fixed assets Fixtures and fittings 346 1,6 2,643 4.946 1.184 550 207 25 33,130 2.156 528 997 1.414 1.376 4.914 1.067 995 55 265 31.529 2.824 223 660 2,280 4,037 3.934 57,708 52,533 NET ILOSSIIPROFIT 15941 4,540 Page 3
HORAM VILLAGE HALL AND RECREATION GROUND BALANCE SHEET 30 SEPTEMBER 2021 2021 2020 Not&s FIXED ASSETS Tangible assets 16.543 18.980 CURRENT ASSETS Trade debtors Shares in new pavilion Other Debtors Prepayments Barclays bank B8nk 8ccounl no. 3 920 15.000 920 15,000 4,000 515 483 13,898 8.097 8,096 38.398 35,895 CURRENT LIABILITIES Accrued expense5 11,3201 16601 37,078 35,235 NET ASSETS 53,621 $4,215 FINANCED BY FUNDS Capital account Current account 31,321 22,300 31,321 22,894 53,621 54,215 Page 4
HORAM VILLAGE HALL AND RECREATION GROUND NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021 TANGIBLE FIXED ASSETS Fixtures and fittings COST At 1 October 2020 Additions 53,124 AI 30 September 2021 54,724 DEPRECIATION Al 1 October 2020 Charge for year 34,144 4,037 AI 30 September 2021 38,181 NET BOOK VALUE At 30 September 2021 16,543 AI 30 September 2020 18,980 CAPITAL ACCOUNT ANO CURRENT ACCOUNT 2021 2020 Capltal account 31,321 31,321 Currnnt account Brought forytsrd Add Nel profit 22,894 18,354 4.540 22,894 22,894 Less Nel loss 15941 22,300 22,894 53,621 S4,215 Page 5