## **Bosham Village Hall**
## **Annual Report and Financial Statements** _**for the**_ **Year Ended 31 December 2023**
**Hall Address:** Walton Lane Bosham Chichester PO18 8QF
## **Bank:**
Lloyds Bank
10 East Street, Chichester PO19 1HJ
## **Trustees Serving in the Year:**
Rod Cooper (Bosham Parish Council, Chairman from March)
Beckie Combes (Montessori Nursery) Stephanie Fiske (Horticultural Soc) Richard Gambold (Short Tennis) Nigel Glennie (Cricket Club) Helen Gunton (Badminton) Ann Myers (Flower Club, Chairman to March) David Myers (Co-opted, Surveyor - to March) Angela Wood (Bridge)
## **Elected Management Committee:**
Christopher Hitchings (Treasurer) Liz Taverner (Bookings Secretary) Lucinda Hitchings (Secretary)
## **In attendance at Management Committee:**
Tim Stentiford (Caretaker)
## **Independent Examiner:**
Trevor James FCA DchA Dormer Cottage West Broyle Chichester PO18 3PR
## **Registered as a Charity No. 305346**
Page 1 of 8
**Bosham Village Hall Bosham, Chichester, West Sussex Registered as a Charity No. 305346**
**Year ended 31 December 2023**
## **Brief History**
The original hall was built in 1924 by Bosham Womens' Institute. In 1930, it was handed over to Trustees, who ran it for 35 years until they passed the responsibility to Bosham Parish Council, as Custodian Trustee under the Charities Act. By 1990, it was failing to meet the needs of the growing village. With the aid of fundraising and grants, the current hall was opened by the Duke of Richmond in April 1996 on the same site, to provide a sports hall, function room, kitchen, changing facilities and car park, with modern heating and insulation.
## **Responsibilities of Trustees**
The Custodian Trustee (Bosham Parish Council) simply holds the legal title of the Charity's property and acts on the lawful directions of the Management Committee in any transactions affecting this title.
The Management Committee is made up of Trustees nominated by organisations using the hall regularly, plus five who can be elected at the Annual General Meeting; and a further four who can be co-opted by the Management Committee. All members are volunteers.
In March, our long-standing Chair, Ann Myers, stepped down. Rod Cooper, appointed in 2022 as representative of Bosham Parish Council, took over. Ann remains a trustee, representing the Flower Club; but her husband David stepped down as co-opted surveyor. We thank both for their contribution.
## **Public Benefit**
The aims of the Management Committee are to provide and maintain the hall for the use of the inhabitants of Bosham and the neighbourhood, without distinction of sex or of political, religious or other opinions, and in particular for meetings, lectures, classes and for other forms of recreation.
That these aims are being met is demonstrated by the wide range of users, who include a Montessori nursery, keep-fit classes, bridge and bingo clubs, badminton, short tennis, table tennis, a horticultural society and the WI. It is also a popular venue for wedding receptions and, in addition, it serves as a polling station for local and parliamentary elections.
## **Financial Strategy**
Almost all of our income is from hiring the hall and our financial goal is to generate enough income to pay the costs of running the hall (rates, insurance, heating, lighting, cleaning) plus the expense of maintaining the building and updating it to keep its offering compliant with current regulations and competitive with current expectations.
The most challenging issue of late has been that the roof covering of our 27 year old building is not delivering its design life. Following works in 2021 and 2022, we believe the most pressing issues are sorted but our newly established maintenance reserve allows for the remainder to be replaced over the next ten years. There were no further issues in 2023.
Over 2017-19, we raised hall charges with the aim of creating an income base sufficient to do this and, based on 2023 income, we remain comfortable that we achieved this. Our updated analysis of future expenditure suggests a target current surplus (before repair and maintenance expenditure) of £13-14,000 per annum and that we need to hold £34,500 in reserve as at the balance sheet date (£32,000 in 2022).
Page 2 of 8
**Year ended 31 December 2023**
## **Bosham Village Hall Bosham, Chichester, West Sussex Registered as a Charity No. 305346**
## **Financial Report**
## **Simplified Revenue Account**
|**Simplified Revenue Account**||||
|---|---|---|---|
|Hiring income
Interest income
Running costs
**Current surplus**
Grants
Repairs and maintenance
**Actual surplus**
Start reserves
End reserves
Of which Maintenance Reserve
Of which General Fund Surplus|**2021**
**Change**
£
%
18,637
+76
3
-12,758
+33
**5,882**
**+172**
22,435
-15,074
+49
**13,243**
39,035
52,278
-7
42,000
10,278|**2022**
**Change**
£
%
32,804
-6
117
-16,937
+19
**15,984**
**-28**
2,667
-22,406
+69
**-3,755**
52,278
48,523
-25
32,000
16,523|**2023**
£
30,893
736
-20,081|
||||**11,548**
14,000
-37,882|
||||**-12,334**
48,523|
||||36,189|
||||34,500
1,689|
## **Commentary**
After the sharp recovery in 2022, 2023 saw a disappointing 6% decline in hiring income. Usage by our regulars has been marginally up and revenue gained from the last step up in the rate paid by the Montessori. However, non-regular usage was 46% down on 2022. The largest items were that, after two in 2022, we had no weddings in 2023; and 2022 also had a series of Classic Rock concerts which were not repeated. We thought a year ago that there may have seen some "catch-up" of events post pandemic and clearly there was. Interest income gained from higher rates and a switch in funds.
As expected, our running costs were well ahead of 2022. This mostly reflects the rise in energy prices but also higher water rates and the hours and rates by our cleaners. That said, the outcome is a bit better than feared earlier in the year, thanks to energy price declines and a very mild winter. We have also gained since June from our solar panel installation and expect much more in 2024.
The major project of the year was the installation of solar panels on the Hall roof. Half of this £28,000 cost was funded by Bosham Parish Council, for which we are very grateful. The rest came from our General Fund surplus. We also undertook the much deferred resurfacing of the Main Hall floor and converted the West side passage for use by the Montessori.
We expected to miss our target surplus in 2023 thanks to energy costs and we are comfortable that the sharp decline in gas prices now fixed from November and a full year of solar panel savings, including export revenue, mean that costs should be down in 2024. However, it will not be enough to make our target surplus without a rise in hiring income. It would be great to get back to 2022 levels of non-regular usage so, in an effort to raise our profile, we have a new Facebook page and have taken an advert in the Village magazine, offering a discount to new users. If this works, we may be able to avoid a rise in hall charges. If not, we will need to take action during 2024.
**Christopher Hitchings Hon Treasurer**
Page 3 of 8
**Year ended 31 December 2023**
## **Bosham Village Hall Bosham, Chichester, West Sussex Registered as a Charity No. 305346**
## **Statement of Assets and Liabilities as at 31 December 2023**
|Notes
**£**
**£**
£
£
**Fixed Assets**
Village Hall Property
1
**365,901**
365,901
Equipment
**0**
0
**Current Assets**
Debtors and pre-payments
**1,577**
1,054
Lloyds current account
**9,659**
5,532
Lloyds deposit account
**6,170**
35,019
COIF Charities Deposit Fund
**21,896**
10,311
**39,302**
51,916
**Current Liabilities**
Creditors and accruals
2
**3,113**
3,393
**3,113**
3,393
**Net Current Assets**
**36,189**
48,523
**Total Assets**
**£402,090**
£414,424
**Unrestricted Funds**
Maintenance Reserve
3
**34,500**
32,000
General Fund Surplus
4
**1,689**
16,523
Total General Funds
**36,189**
48,523
Designated Funds - Village Hall
5
**365,901**
365,901
**£402,090**
£414,424
Signed on behalf of the Trustees:
Trustee………………………………………….
Dated………………………………………………
Name
Rod Cooper, Chairman
Hon Treasurer……………………………………… Dated………………………………………………
Name
Christopher Hitchings
2022
**2023**|Notes
**£**
**£**
£
£
**Fixed Assets**
Village Hall Property
1
**365,901**
365,901
Equipment
**0**
0
**Current Assets**
Debtors and pre-payments
**1,577**
1,054
Lloyds current account
**9,659**
5,532
Lloyds deposit account
**6,170**
35,019
COIF Charities Deposit Fund
**21,896**
10,311
**39,302**
51,916
**Current Liabilities**
Creditors and accruals
2
**3,113**
3,393
**3,113**
3,393
**Net Current Assets**
**36,189**
48,523
**Total Assets**
**£402,090**
£414,424
**Unrestricted Funds**
Maintenance Reserve
3
**34,500**
32,000
General Fund Surplus
4
**1,689**
16,523
Total General Funds
**36,189**
48,523
Designated Funds - Village Hall
5
**365,901**
365,901
**£402,090**
£414,424
Signed on behalf of the Trustees:
Trustee………………………………………….
Dated………………………………………………
Name
Rod Cooper, Chairman
Hon Treasurer……………………………………… Dated………………………………………………
Name
Christopher Hitchings
2022
**2023**|Notes
**£**
**£**
£
£
**Fixed Assets**
Village Hall Property
1
**365,901**
365,901
Equipment
**0**
0
**Current Assets**
Debtors and pre-payments
**1,577**
1,054
Lloyds current account
**9,659**
5,532
Lloyds deposit account
**6,170**
35,019
COIF Charities Deposit Fund
**21,896**
10,311
**39,302**
51,916
**Current Liabilities**
Creditors and accruals
2
**3,113**
3,393
**3,113**
3,393
**Net Current Assets**
**36,189**
48,523
**Total Assets**
**£402,090**
£414,424
**Unrestricted Funds**
Maintenance Reserve
3
**34,500**
32,000
General Fund Surplus
4
**1,689**
16,523
Total General Funds
**36,189**
48,523
Designated Funds - Village Hall
5
**365,901**
365,901
**£402,090**
£414,424
Signed on behalf of the Trustees:
Trustee………………………………………….
Dated………………………………………………
Name
Rod Cooper, Chairman
Hon Treasurer……………………………………… Dated………………………………………………
Name
Christopher Hitchings
2022
**2023**|
|---|---|---|
||51,916||
||3,393||
||3,393||
||||
|||£414,424|
|||32,000
16,523|
|||48,523
365,901|
|||£414,424|
||||
Page 4 of 8
**Bosham Village Hall Bosham, Chichester, West Sussex Registered as a Charity No. 305346**
**Year ended 31 December 2023**
**£**
## **Notes to Statement of Assets and Liabilities as at 31 December 2023**
|**1**|**Village Hall Property**|||
|---|---|---|---|
||At 1997 valuation||297,000|
||Subsequent improvements||68,901|
||At 1 January 2023||365,901|
||**At 31 December 2023**||**365,901**|
||The property is insured for £3.1m as at 31 December 2023|||
|||**2023**|2022|
|||**£**|£|
|**2**|**Creditors and Accruals**|||
||Accounts payable|2,517|2,666|
||Accruals|0|-19|
||Customer deposits and pre-payments|487|637|
||Defibrillator fund|109|109|
||**Total Creditors and Accruals**|**3,113**|**3,393**|
|**3**|**Maintenance Reserve**|||
||Brought forward at 1 January|32,000|42,000|
||Addition (Release) in year|2,500|-10,000|
||**At 31 December**|**34,500**|**32,000**|
||A maintenance reserve was established at December 31 2021 based on an alaysis of what the|||
||Hall needs to hold to cover future expenditure on its building and equipment. It was set|||
||initially at £42,000 and, following approval at the 2022 AGM, was transferred from the|||
||General Fund as of end-2021. As at 31 December 2023, it has been revalued at £34,500.|||
|**4**|**General Fund Surplus**|||
||Brought forward at 1 January|16,523|10,279|
||Surplus for the year|-14,834|6,244|
||**At 31 December**|**1,689**|**16,523**|
|**5**|**Designated Funds - Village Hall**|||
||Brought forward at 1 January|365,901|365,901|
||**At 31 December**|**365,901**|**365,901**|
Page 5 of 8
**Year ended 31 December 2023**
## **Bosham Village Hall Bosham, Chichester, West Sussex Registered as a Charity No. 305346**
## **Statement of Financial Activities Year Ending 31 December 2023**
|Notes
**Income and Expenditure**
Hiring income
1
Bank interest
Grants
2
**Total Income**
**Expenditure**
Caretaker fees
Performing Rights license
Insurance
Repairs and maintenance
3
Fire checks
Gardening
Rates
Electricity
Gas
Water
Telephone and internet
Cleaners fees
Carpet cleaning
Window cleaning
Cleaning materials
Waste disposal
General expenses
Bad debt provision
IT software and consumables
Audit and accountancy fees
Piano tuning
Subscriptions
**Total Current Expenditure**
**Surplus (Deficit) of Income over Expenditure for Year**
Release from (Provision to) Maintenance Reserve
**Movement in General Fund Surplus for the Year**|**2023**
**£**
30,893
736
14,000
**45,629**
2,895
447
2,570
37,882
448
730
269
2,232
4,377
359
222
2,988
770
100
348
511
269
40
154
138
70
144
**57,963**
**-£12,334**
-2,500
**-£14,834**|2022
£
32,804
117
2,667|
|---|---|---|
|||**35,588**|
|||3,007
315
2,423
22,406
688
370
512
2,011
3,675
196
263
1,862
130
120
288
467
169
0
165
132
0
144|
|||**39,343**|
||||
|||**-£3,755**|
|||10,000|
|||**£6,245**|
Page 6 of 8
**Year ended 31 December 2023**
## **Bosham Village Hall Bosham, Chichester, West Sussex Registered as a Charity No. 305346**
## **Notes to Statement of Financial Activities Year Ending 31 December 2023**
|||**2023**|2022|
|---|---|---|---|
|||**£**|£|
|**1**|**Hiring Income**|||
||Montessori nursery|6,524|5,719|
||Short tennis|4,989|4,952|
||Badminton (various)|3,150|3,270|
||Bridge (Monday and Friday)|2,520|2,456|
||Bingo|1,440|1,530|
||Table tennis|1,400|1,360|
||Wedding packages|0|1,700|
||Others|10,870|11,817|
||**Hiring Income**|**30,893**|**32,804**|
||Those organisations or activities generating more than £1,000 income in 2023 are shown|||
||above.|||
|**2**|**Grants Received**|||
||Bosham Parish Council for Solar Installation|14,000|0|
||Chichester District Council Covid support|0|2,667|
|||**14,000**|**2,667**|
||We received a grant in July from Bosham Parish Council towards the solar panel installation.|||
||Chichester District Council awarded £2,667 in 2022|to help businesses hit by Covid.||
|**3**|**Repairs and Maintenance**|||
||Solar panel installation|28,132|0|
||Roof repairs|598|17,280|
||Side passage works|2,280|0|
||Floor refurbishment|2,180|0|
||Other|4,692|5,126|
||**Repairs and Maintenance**|**37,882**|**22,406**|
Page 7 of 8
**Bosham Village Hall Bosham, Chichester, West Sussex Registered as a Charity No. 305346**
**Year ended 31 December 2023**
## **Independent examiner's report to the Trustees of Bosham Village Hall**
I report on my examination of the accounts of the Bosham Village Hall (the Charity) for the year ended 31 December 2023 set out on pages four to seven.
This report is made solely to the Charity’s trustees, as a body, in accordance with the Charities Act 2011. My work has been undertaken so that I might state to the Charity’s trustees those matters I am required to state to them in an independent examiner’s report and for no other purpose. To the fullest extent permitted by law, I do not accept or assume responsibility to anyone other than the Charity and the Charity’s trustees as a body, for any work, for this report, or for the opinions I have formed.
## **Responsibilities and basis of report**
As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). You consider that an audit is not required for the year under section 144 (2) of the Act and that an independent examination is needed.
It is my responsibility to:
- examine the accounts under section 145 of the Act;
- follow the procedures laid down in general Directions given by the Charity Commission under section 144(2) of the Act; and
- to state whether particular matters have come to my attention.
## **Basis of the independent examiner's report**
My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a 'true and fair view' and the report is limited to those matters set out in the statement below.
## **Independent examiner's statement**
In connection with my examination no matter has come to my attention:
1. which gives me reasonable cause to believe that in any material respect the requirements to keep accounting records in accordance with section 130 of the Act; and to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Act have not been met, or
2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Trevor James FCA DchA
Dormer Cottage West Broyle
Chichester PO19 3PR
19th February 2024
Page 8 of 8