**Trustees’ Annual Report for the period: 01 October 2022 to 30 September 2023 Charity name: The Horam Village Hall and Recreation Ground Charity Charity Registration no.: 305257** ## **Objectives and Activities:** |||| |---|---|---| ||**SORP**
**Para.**
**ref.**|| |Summary of the purposes of
the charity as set out in its
governing document|1.17|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.| |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.|1.17 & 1.19|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.
The hall has open views over the adjacent land forming the
recreation ground which also has an extensive children’s
playground, and a skate-park – 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 under-eighteens, 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.| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public benefit|Para 1.18|The Charity Commission’s guidance on public benefit has
been fully regarded in the day-to-day function and
management of the facilities comprising The Horam Village
Hall and Recreation Ground.| ## **Additional information:** |**Additional information:**||| |---|---|---| |||| |Policy on grant making|Para 1.38|Whilst the Trustees would specifically discuss the merit of any
grant-making need or proposal, the normal practice is that the
Charity does not make grants of any kind to other Charitable
bodies.| |Policy on social investment
including program related
investment|Para 1.38|In principle, the Charity does not consider social investment
opportunities as part of its normal remit. However, the
Charity would be willing to consider making contributions of
this nature, subject to strict criteria, but only where such
arose due to stipulations of a grant-making body which may
be giving direct financial support to the Charity for one of its
project proposals.| |Contribution made by
volunteers|Para 1.38|All members of the Committee of Management (the Trustees)
are volunteers, giving of their time tirelessly to support the
work of the charity, and are not recompensed in any way for
their efforts. Further tasks are undertaken by part-time staff,
who are paid; these staff are not Trustees of the Charity. The
staff include a Secretary/Fund-Raiser, a Bookings Secretary,
a handyman/caretaker.
There are also occasional ‘events’ which are run by both
Trustees and Community Teams/volunteers, such as an
Annual Horam Fun Day. Many of the regular (weekly) users
of the facilities are ‘community-oriented’ groups, such as the
Heathfield Choral Society.
Historically, maintenance of the village hall facilities was
funded from a proportion of the fees arising from the hiring of
the hall, meaning there was, inevitably, constraint on this
maintenance activity. Recent years, however, have seen a
marked increase in fund-raising through grant applications to
fund-distributing trusts.
This has allowed the trustees to consider more robust
improvements to the facilities over the past few years, with
projects including:
-
Completion of refurbishment and equipping of the
Hall’s kitchen
-
Purchase of a new modular staging facility
-
The GAP (Get Active Pathway) project - a ‘figure-
of-eight’ one kilometre Agri-Flex (recycled rubber)
pathway planned eventually for the two fields
comprising the Recreation Ground. Work in this
financial year included the letting of a contract and
completion of construction of Phase 1 of the
pathway
-
Provision of seating around the GAP project
-
Replacement of all external doors and windows
-
Completion of an extensive upgrade in the CCTV
provisions at the site| ## **Achievements and Performance** |||| |---|---|---| |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|The open air facility of the recreation ground continued to be
used as a major place of exercise and pleasure for those
seeking to maintain their own well-being. The recreation
ground, with the Village Hall, children’s playground, skate
park, Scouts Hall, Bowls Club, Tennis Club, children’s football
club, is an extremely important ‘gem’ in the life and well-being
of the village.
The Gap Project Phase 1 was completed right at the end of
the period covered by this report; it was officially ‘opened’ by
our local MP Nus Ghani on 10/10/23, and has already made
a huge impact on the use of the facilities, transforming the
Recreation Ground’s desirability and use, and turning it into a
truly all-year available opportunity for recreation, fitness and
well-being.
The Charity’s focus in this particular area will move onto the
necessary Planning applications and fund-raising to be able
to build a children’s Pump Track, and to extend the pathway
into the second field of the Recreation Ground.| |**Additional information**||| |Achievements against
objectives set|Para
1.41|The Trustees remain more than satisfied with what has been
achieved in the running, maintenance and improvement of
the Village Hall and its surrounding Recreation Ground.| |Performance of fundraising
activities against objectives
set|Para 1.41|The Trustees have been, perhaps, a little reticent in the past
about being responsible for running ‘fund-raising activities’ in
support of the Charity, primarily due to the nature of the
Charity and its function.
Notably, however, since 2021-22 and during 2022-23, various
outward-facing events have been held such as a ‘Get-to-
know- your-village Hall’ was held.| |Investment performance
against objectives|Para
1.41|Not applicable.| ## **Financial Review** |**Financial Review**||| |---|---|---| |||| |Review of the charity’s
financial position at the end
of the period|Para 1.21|The year beginning/year end positions are recorded in both
the income/expenditure summary sheet and the examined
accounts for the Charity.
The opening balances, as at 01/10/2022, stood at £26,590 in
the Charity’s current account, and £8,100 in the reserve
account.
Hall hire income (including Representative Groups’ fees)
totalled £19,055; Grant Income totalled £90,460; other
income totalled £5,015.
‘Normal’ running costs totalled £26,030, with ‘project’
expenditure of £103,000.
The end-of-year position was £14,845 in the Charity’s current
account, with the reserve account virtually unchanged at
£6,150.
Income was marginally down on the budget forecast, but not
substantially so, and the operating expenditure was also
slightly reduced from that budgeted; overall the picture is of a
satisfactory stable year.| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|The policy for holding reserves is the ‘usual prudence’ one of
having sufficient funds secured so that the Charity can
continue to run, covering its costs, for a sufficient length of
time to enable income/expenditure streams to be adjusted or
restored.
We are currently holding reserves equivalent to some 4
months of operating costs, which the Trustees are content to
continue, keeping a watchful eye for any pressure that might
necessitate a smaller reserve.| |Amount of reserves held|Para
1.22|£6,150 – at year-end 30/09/2023.| |Reasons for holding zero
reserves|Para
1.22|Not applicable| |Details of fund materially in
deficit|Para
1.24|Not applicable| |Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|There are none.| ## **Additional information** |**Additional information**||| |---|---|---| |||| |The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|There are three main sources of funds, as follows:
•
Hall hire income – this is the income primarily
associated with the ‘existence’ of the Charity, its
raison d’être – approximately £20,000, which includes
the significant income from the Pre-School.
•
Representative Groups’ Fees, comprising some
£2,500p.a. (from Football Club, Tennis Club, Bowls
Club, Scouts and Allotments.
•
Project grant income – some £90,460 in this year but
has to be viewed as balancing entirely with project
outgoings.| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|We have insufficient longer-term held funds to either warrant
or enable any concept of an ‘investment policy’.
In principle, the Charity does not consider social investment
opportunities as part of its normal remit.| |A description of the principal
risks facing the charity|Para 1.46|Currently, as an unincorporated organisation, the level of risk,
particularly to the Trustees, is considerable, albeit that
extensive insurances are in place. However, should those
insurances be called upon in any significant fashion,
downstream increases in insurance premiums are considered
a risk.
Possible future changes of an inflationary nature need to be
identified early enough to offset those effects on our stability
by balanced but prudent hire-cost increases, and effective
marketing of the facilities.
The Trustees frequently rehearse possible risks to the
Charity’s well-being, in order to make sufficient remedial
decisions.| ## **Structure, Governance and Management** |||| |---|---|---| |Description of charity’s trusts:||Original trusts established for Village Hall (1951), and for
Recreation ground (1948).| |Type of governing document|Para
1.25|Original Constitution dated 10 June 1993 – amended by a
Resolution passed on 26 November 2019| |How is the charity
constituted?|Para
1.25|Unincorporated 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 by open public election, at the Annual Meeting held in
November each year| |**Additional information**||| |Policies and procedures
adopted for the induction and
training of trustees|Para 1.51|Comprehensive manual of relevant documents and operating
methods handed to new Trustees upon election. ‘Loose’
system of mentoring for those entirely new to Charity
oversight and management.| |The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|The Constitution limits the number of Trustees to seven, from
whom the following ‘officers’ are appointed:
Chairman, Deputy Chairman and Treasurer.
The Charity is an entirely independent body.| ## **Reference and Administrative details** ||| |---|---| |Charity name|The Horam Village Hall & Recreation Ground Charity| |Other name the charity uses|None| |Registered charity number|305257| |Charity’s principal address|Horam Village Hall
A267 Horam Road
Horam
Heathfield
East Sussex TN21 0JE| ## **Names of the charity trustees who manage the charity** |||||| |---|---|---|---|---| |1
2
3
4
5
6
7|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person**
**(or body) entitled to**
**appoint trustee (if any)**| ||Michael
Woodhouse|Chairman||| ||Phil Williams|Treasurer||| ||Brian Arnott|Trustee|05/07/2023 - 30/09/2023|| ||Paul de Bruin||18/11/2022 – 30/09/2023|| ||Stephen Fisher|||| ||Lisa Stevens|||| |||||| ||Keith Benson||18/11/2022 – 30/09/2023|| ## **Corporate trustees – names of the directors at the date the report was approved** **Director name** None ## **Name of trustees holding title to property belonging to the charity** |**Trustee name**|**Dates acted if not for whole year**|| |---|---|---| |None||| ## **Other information** ## **Declarations** **The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees** **Signature Full name** Phillip John Williams **Position** Treasurer **Date** 30[th] July 2024 **Interim Summary** **September 2023** ## **YEAR-END SUMMARY 2022-23** **2022/23 - Horam Village Hall Accounts as at: End of Month 12** |**Main Current Account :**
**Opening Balance :**
**Income (incl Business Premium trans):**
**Expenditure :**
**Closing Balance :**|**26,589.43**
**£**
**125,154.49**
**£**
**136,898.44**
**£**
**14,845.48**
**£**
**Tr**|**26,589.43**
**£**
**125,154.49**
**£**
**136,898.44**
**£**
**14,845.48**
**£**
**Tr**|**26,589.43**
**£**
**125,154.49**
**£**
**136,898.44**
**£**
**14,845.48**
**£**
**Tr**|**Opening Balance :**
**Interest during year**_(retained in BP account)_**:**
**Transfers from Bus Premium to Main a/c :**
**Closing Balance :**
**ansfers from Main to Bus Premium :**
**Other funds held - Business Premium Account :**|**8,100.14**
**£**

53.29
£
-
£
2,000.00
£
**6,153.43**
**£**|**8,100.14**
**£**

53.29
£
-
£
2,000.00
£
**6,153.43**
**£**| |---|---|---|---|---|---|---| |**INCOME**|**Actual to Date**|**2022/23 Budget**||**EXPENDITURE**|**Actual to Date**|**2022/23 Budget**| |**Hall Hire- Fees:**
Hall hire income (excluding damage deposits)
Pre-School Payments
Representative Groups Fees
Other Banked Income
CCTV contribution from Rep Groups
Interest (current a/c)
**Total Income - excluding Project/Youth Club**
**Hall Hire- Fees:**
Damage Deposit received during year
Transfers from Business Premium a/c|11,694.25
£
7,360.35
£
-
£|13,200.00
£
7,200.00
£
5,300.00
£||**Remuneration:**
Secretarial_(currently £8.21/hour)_
Bookings _(standard £100 invoiced every 2 months)_
Cleaner_(currently £8/hr)_
Grounds Clearing
Caretaker
**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 (incl. sump/pipes/pump)
Sundry Costs:
Stationery & Postage
Accounts Examination
**Total Expenditure - excluding Project/Youth Club**
**Hall Hire- Repaid:**
Damage Deposits repaid during the year
Transfers to Business Premium a/c|2,066.15
£
720.00
£
2,167.50
£
774.00
£
529.00
£|2,640.00
£
600.00
£
2,520.00
£
990.00
£
720.00
£| ||**19,054.60**
**£**
5,013.51
£
-
£
-
£|**25,700.00**
**£**
1,800.00
£
1,200.00
£
-
£||||| ||||||**6,256.65**
**£**
813.24
£
980.00
£
630.40
£
823.10
£
1,607.40
£
1,315.87
£
686.63
£|**7,470.00**
**£**
822.00
£
2,304.00
£
600.00
£
780.00
£
1,560.00
£
1,500.00
£
400.00
£| ||**5,013.51**
**£**|**3,000.00**
**£**||||| ||||||**6,856.64**
**£**
999.19
£
840.00
£
818.60
£
-
£
100.00
£
6,727.03
£|**7,966.00**
**£**
840.00
£
1,200.00
£
750.00
£
240.00
£
150.00
£
4,800.00
£| ||||||**9,484.82**
**£**
2,538.88
£
177.59
£
714.00
£|**7,980.00**
**£**
2,550.00
£
240.00
£
700.00
£| ||||||**3,430.47**
**£**|**3,490.00**
**£**| ||**24,068.11**
**£**
8,630.00
£
2,000.00
£|**28,700.00**
**£**
7,500.00
£
-
£|||**26,028.58**
**£**
7,860.00
£
-
£|**26,906.00**
**£**
7,500.00
£
-
£| ||**10,630.00**
**£**|**7,500.00**
**£**|||**7,860.00**
**£**|**7,500.00**
**£**| |**TOTAL INCOME FOR 'NORMAL BUSINESS' =**|**34,698.11**
**£**|**36,200.00**
**£**||**TOTAL EXPENDITURE FOR NORMAL 'BUSINESS' =**|**33,888.58**
**£**|**34,406.00**
**£**| |||||||| |**Grant Income:**
Horam Parish Council
Other Bodies - Total
Lottery - for Youth Club Equipment
**CCTV Upgrade:**
Grant income for this project taken into 2021-2022
**GAP Project:**
Horam Parish Council
Biffa
Veolia
**YIF Main Project (unsuccessful bid):**
Professional Fee/Planning Grant
**YIF Refurbishment Grant:**
Unsuccessful Bid
**YIF Revenue Project Grant:**
Unsuccessful Bid|-
£
1,650.00
£
9,996.00
£|-
£
1,200.00
£
-||**Project Costs:**
Kitchen
Lower Car Park
Electrical Certification
Constitution Revision
**CCTV Upgrade:**
Upgrade work - Airtight Security
**GAP Project:**
GAP Project - internal costs/fees
GAP Project - Payments to Contractor (to 40% stage)
GAP Project - Contingency provision
**YIF Main Project (unsuccessful bid):**
Primary YIF Project - professional fees
Repayment of Underspend on Profession Fee Grant
YIF Project - Consultants' Fees
**YIF Refurbishment Grant:**
Unsuccessful Bid
**YIF Revenue Project Expenditure:**
Unsuccessful Bid|1,101.08
£
7,560.00
£
3,600.00
£
-
£|1,100.00
£
7,600.00
£
3,600.00
£
3,000.00
£| ||**11,646.00**
**£**|**1,200.00**
**£**||||| ||||||**12,261.08**
**£**|**15,300.00**
**£**| ||-
£
-
£
19,166.00
£
48,750.00
£|-
£
63,665.00
£
47,916.00
£
75,000.00
£|||**8,825.00**
**£**
1,585.30
£
67,994.48
£
-
£|**10,000.00**
**£**
5,000.00
£
161,138.00
£
16,962.00
£| ||**67,916.00**
**£**
10,894.38
£|**186,581.00**
**£**
10,894.38
£|||**69,579.78**
**£**
4,176.00
£
-
£
8,168.00
£|**183,100.00**
**£**
4,000.00
£
3,500.00
£
8,168.00
£| ||**10,894.38**
**£**
-
£
-
£|**10,894.38**
**£**
-
£
-
£|||**12,344.00**
**£**
-
£
**-**
**£**|**15,668.00**
**£**
-
£
**-**
**£**| |**Total Project Income:**|**90,456.38**
**£**|**198,675.38**
**£**||**Total Project Expenditure:**|**103,009.86**
**£**|**224,068.00**
**£**| |||||||| |**TOTAL INCOME =**|**125,154.49**
**£**|**234,875.38**
**£**||**TOTAL EXPENDITURE =**|**136,898.44**
**£**|**258,474.00**
**£**| UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2023 FOR HORAM VILLAGE HALL AND RECREATION GROUND HORAM VILLAGE HALL AND RECREATION GROUND CONTENTS OF THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2023 Pag• General Infomiatlon Client Approval Certificatfr Tradlng and Profit and Loss Account Balance Sheet Tangiblè Flxed Assets Schedule HORAM VILLAGE HALL AND RECREATION GROUND GENERAL INFORMATION FOR THE YEAR ENDED 30 SEPTEMBER 2023 PROPRIETOR: P Williams ADDRE&%: Easlbourne Road Horam East Sussex ACCOUNTANTS: Watson Associates 30 - 34 North Street Hailsham East Sussex BN27 1DW Page 1 ## ## ## HORAM VILLAGE HALL AND RECREATION GROUND TRADING AND PROFIT AND LOSS ACCOUNT FOR THE YEAR ENDED 30 SEPTEMBER 2023 2023 2022 Incom• Regular users Other users Event income Donations received 11,694 7,360 13,183 1.488 810 19,054 20.827 Cost of Sales Evenl expenses 1.048 GROSS PROFIT 19,054 19,779 Other income Sundry receipts Grant Income Solar Income Deposit account interest 734 25 30.004 4,279 53 5,066 30,033 24.120 49.812 Expendlture Rates and water Insurance Light and heat Wages Garden upkeep Telephone Post and stationery Licences Repairs and renewals Refuse & recycling Cleaning Sundry expenses Accountancy Consultancy fegs Legal & professional fees Depreciation of tangiblo fixèd assets Fixlur8s and ffttings 1,444 1,316 980 5,483 2.918 823 490 687 7,301 1,607 1.136 633 1,884 346 1,776 1,790 2.304 6,461 1.554 729 740 553 19.762 535 352 510 1,530 481 2,663 3.334 29,711 42,411 NET (LOSSIIPROFIT 15,591) 7,401 Page 3 HORAM VILLAGE HALL AND RECREATION GROUND BALANCE SHEET 30 SEPTEMBER 2023 2023 2022 FIXED ASSErs Improvements lo property Fixtures and fittings 272 10,546 13,209 10,818 13.209 CURRENT ASSETS Trade debtors Shares in new pavilion Prepayments Barclays bank 8ank account no. 3 113,873 15,000 483 14,845 6,153 15,000 26,589 8,100 150.354 50,173 CURRENT LIABILITIES Other creditors Accrued expenses (1,7031 (103,271) 19321 {6611 (104,974) (1,593) 45,380 48.580 NET ASSETS 56,198 61.789 FINANCED BY CAPITAL ACCOUNT 31.321 CURRENT ACCOUNT Brought forward Add Net profft Capital intrtsJv¢ed 61,789 22,299 7.401 61,789 30,468 Less Net loss 15,5911 56.198 30,468 56.198 61,789 Paga 4 HORAM VILLAGE HALL AND RECREATION GROUND TANGIBLE FIXED ASSETS SCHEDULE 30 SEPTEMBER 2023 Improvements to property Fixtures and fittings Totsls COST Al 1 October 2022 Additions 54.724 54,724 272 272 AI 30 Septsmber 2023 272 54,724 54,996 DEPRECIATION At 1 October 2022 Charge for year 41.515 2,663 41,515 2,663 At 30 September 2023 44,178 44,178 NET BOOK VALUE At 30 Sèptémbér 2023 272 10.546 10.818 At 30 September 2022 13,209 13.209 Page S HOW WLLAGE HALL AND RECREAlloN GROUIID REGISTERED CHARITY NUMBER305257 Indwnd¢rrt•xamin•T¥'¥ fEPOrtto thè trusi•ea olHoram Vlllage Hall and R•cmtion Ground I ropjrt to th8 tr￿19$$ CK) my èxamination of tho a¢cwnts of Horarn Vi118g8 Hall aTrJ RaL¥aatN)n Ground the y8ar 8TrJ8d 30 Sept8mt4r 2tr23. R￿pOnSIbl￿￿O9 an¢ Iwlg of rqport As the ¢harity trustee$ of the A880ciatloTr are ¥85pC￿s￿0 the wep￿r￿liOn of Ihe acwunls in 8ccordarKè thè r8quirem8nt8 of the Act 2011 Ilhe Acl'l. I rapjrt in r88PXt of my examination of the A5soryobim'¥ 5￿unIs Caffied aul undw section 145 of the 2011 Act and in ¢8tyng out my examinati￿ I hav8 fdlOW￿ all Direthms glv6n by Iha Charity cornm15￿¢)￿ und¥ $ocbon 14515llbl c4 th8 ACL dép•d•t ￿•mInor8 •tst•m•nt I have 0)mp￿ted my 8xaminats"on. I can thnfirm that no mat¢fjal matters have com? to rny attoTrt￿n in connoBtion wilh tho 6yAmlnaUon gI￿g me cause io bdi8vethat in any mat•rial W$PACt". 1. acc￿n11r0 records ww9 r￿l kgpt in resp8Ct of tha AsX<¥atrc￿ as requwed by section 130 of the Ar*. or 2. Iho awour>ts do not aco)rd with Ihose r8cords.' or 3. tha accounts do rv)t comply the applic&ble rt￿1￿Ments wn¢eming tha fcrfm and conlent of accounts OLrt In the Ch￿tieS IAccTrJnts RepDrt51 Regulati￿8 2008 olher than 8ny requiremgTh1 that Ihg accounts give a Irue fa* vthlth 15 not a rnattercansidered as part of an indep8nd&n* ex￿￿18￿.0n I have no CO￿emS and have CO￿ acfOSS rrJ olh8r matters in connedion wilh the examlnats.on io wtti¢h attent￿n 8hJuld dra￿ in Ihi8 rowt in c(d8rto anabl8 a yop8r und8rst￿dln9 of the accounts io be reached •db Paul AS•vem F¢Allndepondont Examin8r> 30-34 North Streel FtsiL8ham East Sussex BN27 1DW 11101>4. Pago 6