# **DORRIDGE VILLAGE HALL ASSOCIATION** # **(REGISTERED CHARITY NO 506221)** **ANNUAL REPORT AND FINANCIAL STATEMENTS** **31 MARCH 2023** 1 ## **DORRIDGE VILLAGE HALL ASSOCIATION** ## **REFERENCE AND ADMINISTRATIVE DETAILS FOR THE YEAR ENDED 31 MARCH 2023** ## **Charity Name and Number** Dorridge Village Hall Association - Registered Charity Number 506221 ## **Management Committee and Charity Trustees** Barbara Massey Hon Chair and Regular Hall Bookings Jacqueline Edwards Hon Treasurer Pat Gardner Hon Secretary Jane Thompson Private Hall Bookings Christine Price Support and Meeting Room Bookings Bob Tabb Hall Maintenance Ed Matthews Co-opted member of Executive Committee Rebekah Bennett Geoff Wright Hazel Wright Paul Ogden Pat Lawrence Victoria Ellery -Jones Belinda Piasecki ## **Independent Examiner:** WEST Chartered Accountants Office 2, Greswolde House 197b Station Road Knowle Solihull B93 0PU ## **Bankers:** ## **Address of Village Hall:** Lloyds Bank PLC 9-11 Poplar Road Solihull West Midlands Dorridge Village Hall Grange Road Dorridge West Midlands B93 8QA 2 ## **DORRIDGE VILLAGE HALL ASSOCIATION REPORT TO THE TRUSTEES FOR THE YEAR ENDED 31[ST] MARCH 2023** Dorridge Village Hall has continued to be used for the benefit of the community who have made full use of the facilities post Covid. ## **REGULAR BOOKINGS** ## **Main Hall** The Main Hall was regularly hired during the week except for Wednesdays afternoon, although this slot was used during September, October and November for Pantomime rehearsals. Friday afternoon has become free since January. We still retained throughout the year keep fit classes, yoga, Zumba, Dancing, Pilates, Clubbercise, bootcamp, ballroom dancing , drama sessions, several badminton groups, pickleball games, short mat bowling and children’s nursery groups during the week on a regular basis. ## **Private Bookings** The Main Hall has been in much demand at the weekends. There were Childrens Parties 72, Family Parties 7, Adult Parties 17, Music Workshop 1, Lions Walk Base 1, Defib sessions 3, Concert 1, Dance Festivals 6, Fund Raiser 1 ,Awards Evening 1, Sales 9, Psychic Evening 1, Community Event 10, Weddings 2, Engagement 1, Dance Practice 1, Christadelphians most Sundays. ## **MEETING ROOM** The Meeting Room is proving to be a useful area. It remains reasonably busy with 13 regular bookings of diverse activities yoga, bridge, French classes, ukulele practicing, Strollers rendezvous , history sessions, knitting and craft groups , children’s drama lessons , first aid mornings , an antique company have valuation days once a month and the room is also used for meetings and groups to gather. It is sometimes used in conjunction with the Main Hall as a dressing Room or just as extra space. 3 **DORRIDGE VILLAGE HALL ASSOCIATION Report to Trustees for the Year ended 31[st] March 2023** ## **MAINTENANCE** This year the Main Hall required some minor electrical work which was completed this year. Due to some very heavy rainstorms that we have experienced this past year we did have a few problems with the roof. Three in the Main Hall at the edge of the sky lights had to be releaded and the flat roof in the Foyer had to be completely replaced. All these repairs were carried out satisfactorily but have left some issues with wiring which are now on going. Other maintenance jobs with boilers and security issues have been carried out. The central heating thermostat in Main Hall was replaced with a programmable thermostat. We changed our internet contract to BT for a better service and potential transition to fibre. A new router was installed in the entrance passage which will help support the security cameras. A new security monitor was put into the bar. A 55” TV Monitor was installed permanently in the Meeting Room for the use of hirers for presentations etc. The Meeting Room was redecorated by AJ Decor The curtains in the Main Hall and Stage have been replaced. New tables and trollies to store them have been ordered to replace some of the damaged ones and will be delivered next year. We have continued to use Mopheads cleaning services and have increased the hours since Christmas in order to maintain the cleanliness that we require. ## **ADMINISTRATION** A loyal team have continued to administer the Dorridge Village Hall Charity for the use of the community. We have to thank Jackie Edwards Pat Gardener, Barbara Massey, Ed Matthews, Chris Price, Bob Tabb, Jane Thompson for their efforts in keeping DVH running so efficiently throughout the year. ## **Barbara Massey** Chair; Dorridge Village Hall Association ftRIDGE VILLAGE HALLASSOCIATOII REPORT OFTHE TA F A THE YEAR ENDED 31SW MAR Flnandal Review e¥rt•lth• Yw The re5uIt5 fortheyeararE shown in ihE St*emeTht offinancial artM1￿ forthe yeai ended 31 Marth 2023 on page 7. The net surr4us In operatlhg arti¥itles arnountedto £10.69412U21.. É9.5701. The net surplus arisiTr8 in th¢ yearall ielate5 lo The TnJ5tee5 Cons￿er the fina￿131 position of ihe AsswatKJn to be ￿slatt￿. The r*t curTent assets of £108.27512022: É88.9851 are •d¢qu*ie lo theoTr8rAn8ftnanclal commitments ofthe charity. The Trustees are mindful that the long-term waly'lity of the dwrity req￿re5 them to Tetsln 5uffiaent funds tts meet a porti£￿ ol annual overheads and toer￿￿ the trAJilLlin£ can be maintsined to a hi8h Standard. The A&soclation Should alwtys hdd sirffioet)t cash to cover yx Th￿)nthS o¥trheads and In addltion iirn to hold addltional liquid assetsto total reserves Upto£30￿￿1 It ts recognlsed that thè level of reserves wlll flurtuate as money is spent on r*c*s%ary repaTh maintrrwnce ènd Improvements. Estlmated cost of 6 morbths o¥erheadsforoperatyng hall. £25.Cthl "Liould assets- are defined as net cU￿ent assets ￿￿￿dIng(aSh less At the end Df Marth 2023114uid atsètstotalkd £iOS,707. The charlty Is ¢ortYolled byrts wmrn1wdoc￿*ffl,¥dQed0f corffjt*utesan unlrKorporoted charlty. Durrldg? Vllla8t Hall A$￿coa￿ isan w**orpxated a5s0datl￿ defined by hs t(mstltull A re¥lsed constltutlon was adopted on * Nobtykn2017 •hd •pwo¥*d trItt￿ Char6ty Comm6sslor The Management Committee has been thlrthertrytheAs%ocl•kn In •¢¢ty1J￿*lIhtNs rtirised con5titutign since th¢h. Trustees are apwlnted ln accordance wlth t￿? tharws conitMutkn PA•h•8•m•rt Commkl •t the AGM. membvs olthe Man¥ementCaff*rts•reto be re¢arded a5 C￿rItyTrUrt*•S. roved and si8ned on behaWOlt￿ TwuItees￿d COMM￿te on..Q.3.-0l-a.3... 8artsara Massey, M￿chaIr￿￿n J•tqu*l Edw¥rds. Tre•sw•r 5 ## **INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF DORRIDGE VILLAGE HALL ASSOCIATION** I report to the charity trustees on my examination of the accounts of the charity for the year ended 31 March 2023 which are set out on pages 7 to 15 ## **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’). I report in respect of my examination of the charity’s accounts carried out under section 145 of the Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. ## **Independent examiner's statement** I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: 1. accounting records were not kept in respect of the charity as required by section 130 of the Act; or 2. the accounts do not accord with those records; or 3. the accounts do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair view’ which is not a matter considered as part of an independent examination.. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Signed WEST - Chartered Accountants Office 2, Greswolde House 197b Station Road Knowle Solihull B93 0PU Date……………………………… **DORRIDGE VILLAGE HALL ASSOCIATION** 6 ## **STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31 MARCH 2023** |||**Year**|**ended 31 March 2023**||**Year**|**ended 31 March 2022**|**ended 31 March 2022**| |---|---|---|---|---|---|---|---| ||Note|Unrestricted|Restricted Funds|Total Funds|Unrestricted Funds|Restricted Funds|_Total funds_| |||Funds|||||| |**Income**|||||||| |Donations/ Covid 19 Grants|3|11|0|11|2678|0|2678| |Legacy||0|0|0|0|0|0| |**Income from charitable activities**|||||||| |Charges for hall hire||54,341|0|54,341|42,938|0|42,938| |**Investment income**|||||||| |Interest||326|0|326|16|0|16| |**Total Income**||**54,678**|**0**|**54,678**|**45,632**|**0**|**45,632**| |**Expenditure**|||||||| |**Expenditure on charitable activities**|||||||| |**Provision and management of village hall**|4|43,984|0|43,984|36,062|0|36,062| |**Total Expenditure**||43,984|0|43,984|36,062|0|36,062| |**Net income and net movement in funds in the year**|5|10,694|0|10,694|9,570|0|9,570| |**Reconciliation of Funds**|||||||| |Total funds brought forward||234,606||234,606|225,036||225,036| |**Total funds carried forward**||**245,300**|**0**|**245,300**|**234,606**|**0**|**234,606**| The Statement of Financial Activities includes all gains and losses recognised in the year The notes on pages 9 to 13 form part of these accounts DORRIDGE VILLAGE HALL ASSOCIATION BALANCE SHEET AT 31 MARCH 2023 Note 2023 2022 Flxtd assets 137 027 145 621 CuTheTht a55ets Debters 4,771 5,935 Cash at b3nk Totsl Current Assets 115 476 120 247 Credltors: amounts faHln8 du¢T•IthID one y••r Accrued expendr(ure Deferred Incorne Ideposits for bookings Post 31131231 6.891 3,775 Npt current aSSEts 108 273 Plet assets Rèpresehted by. Unrestricted fvnds Total funds The finanaal statements were approved bythe Trustees on O l.-r)7..:.15.. and stqned on thar behalf by.. Jacqueline Edwards, Hon. Treasurer The notes on pages 9t0 13 lorm part of these accounts 8 ## **DORRIDGE VILLAGE HALL ASSOCIATION STATEMENT OF CASH FLOWS FOR THE YEAR ENDED 31 MARCH 2023** |**Cash flows from operating activities**
**Cash Flows from investing activities**
Interest income
Purchase of tangible fixed assets
net cash used on investing activities
Change in Cash and cash equivalents in the year
Cash and cash equivalents at the beginning of the year
Total cash equivalents at the end of the year (cash at bank)
**Reconciliation of net movement in funds to net cash flow from operating activities**
Net movement in funds
add back depreciation charge
Deduct interest income shown in investing activities
Decrease/ Increase in Debtors
Decrease/ Increase in current creditors
Net cash used in operating activities|2023
26,890
326
(7290)
(6,964)
22,254
93,222
115,476
10,694
15,884
(326)
(1,164)
1,802
26,890|



|2022
27,450
16
(5,145)
(5,129)
22,321
70,901
93,222
9,570
15,503
(16)
(3,406)
5,799
27,450| |---|---|---|---| ||||| 9 ## **DORRIDGE VILLAGE HALL ASSOCIATION NOTES ON FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2023** ## **1. Accounting Policies** ## **(a) Basis of Accounting** The charity constitutes a public benefit entity as defined by FRS 102. The financial statements have been prepared in accordance with Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) issued on 16 July 2014 (as amended by Update Bulletin 1), the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102), the Charities Act 2011 and UK Generally Accepted Accounting Practice as it applies from 1 January 2015. The financial statements are prepared on a going concern basis under the historical cost convention, modified to include certain items at fair value, the trustees believe that no material uncertainties exist. The financial statements are prepared in sterling which is the functional currency of the charity. The significant accounting policies applied in the preparation of these financial statements are set out below. These policies have been consistently applied to all years presented unless otherwise stated. The charity adopted SORP (FRS 102) in the current financial year. ## **(b) Incoming Resources** All incoming resources including grant income, are included in the Statement of Financial Activities when the charity is entitled to the income, is certain that the resources will be received, and the amount can be quantified with reasonable accuracy. The following specific policies are applied to certain categories of income. - Non-refundable deposits are recognised as deferred income. Income from hiring out the Hall and provision of the bar facility is recognised on the date of the hire taking place. - Donated services and facilities are included where the value to the charity is reasonably quantifiable and measurable. They are valued in the accounts at the amount the Trustees would have been willing to pay for the services and facilities on the open market. The value of services provided by volunteers has not been included in these accounts. ## **(c) Resources Expended** Liabilities are recognised as resources expended as soon as there is a legal or constructive obligation committing the charity to the expense. Resources expended include attributable VAT which cannot be recovered, as the charity is not registered for VAT and it is reported as part of the expenditure to which it relates. - Charitable expenditure comprises those costs incurred by the charity in the delivery of its activities and services for its beneficiaries. It includes both costs that can be allocated directly to such activities and those costs of an indirect nature necessary to support them. 10 ## **DORRIDGE VILLAGE HALL ASSOCIATION** ## **NOTES ON FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2023 (cont’d)** - Governance costs include those costs associated with meeting the constitutional and statutory requirements of the charity and include the independent examiner’s fees. - All costs are allocated between the expenditure categories of the Statement of Financial Activity on a basis designed to reflect the use of the resource. Costs relating to a particular activity are allocated directly, others are apportioned on an appropriate basis as set out in Note 4. ## **(d) Fund accounting** Funds held by the charity are either:- - (i) Unrestricted general funds – these are funds without specified purpose and are available as general funds. - (ii) Designated funds – these are funds set aside by the trustees out of unrestricted general funds for specific future purposes or projects. - (iii) Restricted funds – these are funds which can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes. Transfers between funds are made to cover deficits on individual restricted funds and to recognise fixed assets acquired with restricted income, but with no further restrictions on use, within unrestricted funds. ## **(e) Depreciation** Depreciation is calculated to write off the cost of fixed assets over their anticipated useful lives. It is applied at the following rates: |Leasehold property|-|over 35 years or the remaining period of the lease| |---|---|---| |New Build Extension|-|over 25 years or the remaining period of the lease| |Improvements to leasehold property -||over 18 years or the remaining period of the lease| |Fixtures and fittings|-|20% straight line| Fixed assets costing less than £500 are not capitalised. ## **2. Trustee Expenses and Related Party Transactions** Reimbursed expenses totalling £25 were made to a Charity Trustee to cover the cost of expenses when travelling to and from the Hall to meet the needs of hirers (2022 – £25). Other officers’ expenses of £nil (2022: nil) were reimbursed during the year. The Trustees did not receive any remuneration during the year (2022- £nil). No amounts were owed to Trustees at 31 March 2023 or at 31 March 2022. ## **3. Average number of Employees** During the year the average number of people employed by the charity was nil (2022 nil) 11 ## **DORRIDGE VILLAGE HALL ASSOCIATION NOTES ON FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2023 (cont’d)** ## **4. Donations and Legacies** |Donations /Covid 19 Govt Grant
and local organisations
Legacy received|Unrestricted
£
11
0
--------
£11
---------|2023
Restricted
Total
£
£
0
11
0
0
------
£0
------
--------
£11
---------|Unrestricted
£
2,678
--------
£2,678
---------|2022
Restricted
Total
£
£
0
2,678
0
------
£0
------
----------
£2,678
---------| |---|---|---|---|---| ## **5. Charitable Activities – Provision and Maintenance of Village Hall** |(a) Direct charitable expenditure:
Ground rent, rates, licences & waste
disposal
Gas
Electricity
Insurance
Cleaning services
Depreciation
Repair and maintenance
(b) Support costs:
Office expenses and consumables
Telephone and Broadband
Advertising and web site
Governance costs:
Independent examiner’s fee
Legal Fees
Expenditure on Charitable Activities|Unrestricted
£
3,305
2,236
2,418
2,104
6,235
15,884
9,648
_---------_
£41,830
_---------_
616
677
177
684
0
---------
£2,154
--------
----------
£43,984
======|2023
Restricted
Total
Unrestricted
£
£
£
-
3,305
2,627
-
2,236
2,353
-
2,418
2,331
-
2,104
1,833
-
6,235
4,697
-
15,884
15,503
-
9,648
3,632
----------
£Nil
----------
---------
£41,830
----------
----------
£32,976
----------
-
616
1,428
-
677
872
-
177
126
-
684
0
660
0
-------
£Nil
-------
---------
£2,154
---------
---------
£3,086
---------
-------
£Nil
====
----------
£43,984
======
----------
£36,062
======|2022
Restricted
Total
£
£
-
2,627
-
2,353
-
2,331
-
1,833
-
4,697
-
15,503
-
3,632
----------
£Nil
----------
----------
£32,976
----------
-
1428
-
871
-
126
-
660
0
---------
£Nil
---------
---------
£3,086
---------
---------
£Nil
=====
----------
£36,062
======| |---|---|---|---| Support costs have been allocated to the provision and maintenance of the Village Hall as this is the charity’s only significant cost generating activity. 12 ## **DORRIDGE VILLAGE HALL ASSOCIATION NOTES ON FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2023 (cont’d)** ## **6. Fixed Assets** |Leasehold
Property
£
Cost
1 April 2022
225,438
Additions
0
At 31 March 2023
-----------
£225,438
=======
Depreciation
1 April 2022
109,744
Provided in year
7,828
At 31 March 2023
----------
£117,572
======
Net Book Amount
31 March 2023
£107,866
======
31 March 2022
£115,694
======|Improvements to
Leasehold Property
£
47,062
0
----------
£47,062
======
28,321
3,740
----------
£32,061
======
£15,001
======
£18,741
======|Fixtures
and Fittings
Total
£
£
57,953
330,453
7,290
7,290
---------
£65,243
======
------------
£337,743
=======
46,767
184,832
4,316
15,884
----------
£51,083
======
------------
£200,716
=======
£14,160
======
£137,027
======
£11,186
======
£145,621
======| |---|---|---| ## **7. Debtors** |||2023|2022| |---|---|---|---| |||£|£| ||Other debtors|2,205|3,783| ||Prepayments|2,566|2,152| |||---------|---------| |||£4,771|£5,935| |||=====|=====| |**8.**|**Creditors**||| |||2023|2022| |||£|£| ||Accrued expenditure|6,891|3,775| ||Deferred income|5,083|6,397| |||---------|---------| |||£11,974|£10,172| |||=====|======| Deferred income represents deposits taken in the financial year for hall bookings made after the year end. All of the previous year’s deferred income was released to hall hire income in the current year 13 ## **DORRIDGE VILLAGE HALL ASSOCIATION NOTES ON FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2023(cont’d)** ## **9. Analysis of Net Assets between Funds** |Fixed Assets
Bank
Debtors
Creditors
Total Funds|Unrestricted
£
137,027
115,476
4,771
(11,974)
-----------
£245,300
=======
|2023
Restricted
£
-
-
-
-
------
£nil
====
|Total Funds
£
137,027
115,476
4,771
(11,974)
-----------
£245,300
=======|Unrestricted
£
145,621

93,222
5,935
(10,172)
-----------
£234,606
=======|2022
Restricted
£
-
-
-
-
------
£nil
====


|Total Funds| |---|---|---|---|---|---|---| |||||||£
145,621
93,222
5,935
(10172)
------------
£234,606
=======| ## **10. Movement in Funds** |Total Restricted Funds
Unrestricted Funds
Total Funds|At 1 Apr 2022
£
-
234,606
-----------
£234,606
=======|Incoming
Resources
£
-
54,678
---------
£54,678
======
|Outgoing
Resources
£
-
(43,984)
----------
(£43,984)
======|At 31 Mar 2023
£
-
245,300
-----------
£245,300
=======| |---|---|---|---|---| ## **11. Controlling Party** The Charity was under the control of the Management Committee and Charity Trustees, as detailed on page 1, throughout the current year. Refer to the previous year’s Annual Report for a full list of the Committee Members who served during that year.