DORRIDGE VILLAGE HALL ASSOCIATION (REGISTERED CHARITY NO 506221) ANNUAL REPORT AND FINANCIAL STATEMENTS 31 MARCH 2024 DORRIDGE VILLAGE HALL ASSOCIATION REFERENCE AND ADMINisfRATIVE DEfAILS FOR THE YEAR ENDED 31 MARCH 2024 Charity Name and Number Dorridge Village Hall Association - Registered Charity Number 506221 Management Commlttee and Charity T￿Stee5 Barbara Massey Rodger Lawrence Marilyn Froggat Barbara Garcia Christine Price Bob Tabb Ed Matthews Hon Chair and Regular Hall Bookings Hon Treasurer Hon Secretary Private Hall Bookings Support and Meeting Room Bookings Hall Maintenance 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 Suite K, Priest House 1624 High Street Knowle, Solihull West Midlands B93 OJU Banker5: Uoyds Bank PLC 9-11 Poplar Road Solihull West Midlands Address of Willage Hall: Dorridge Willage Hall Grange Road Dorridge West Midlands B93 8QA DORRIDGE VILLAGE HALL ASSOCIATION REPORT TO THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2024 Dorridge Village H311 has continued to be widely used for the benefit of the local community during the period 2023/2024. The Main Hall and the smaller Meeting Room have been almost fully booked throughout. Regular Bookings Main Hall During the week bookings have remained at a steady rate. We have lost only two hirers but have taken on a specialised children's Dance class. During the period August to December the U3A's Pantomime Group filled in a few of the rare vacant spots. Badminton, keep Fit, Zumba, ficketyBoo Nursery Group, Yoga, Ballet, an Astronomical Society and the U3A general meetings as well a5 their Ballroom Dance Group continue to meet, as do the Pickleballers who meet on a Friday evening when the Hall is not required for a weekend event. The Christadelphian Church continue to meet most Sundays. Meetin Room The Meeting Room has established some Regular Hirers-U3a Bridge Group, Strollers, International Dance, French, Yarnwr3nglers Knitting Group, Little People Childrens, Drama, Yoga, Ukele players, Practical Art, Sing and Sign Sessions. An Antique Valuers hold sessions every two or three months. The room continues to be used for occasional meetings and group sessions. PRIVATE BOOKINGS Our one-off bookings mainly at the weekends have continued to be as busy as ever. It is not unusual to have four or five bookings on a Saturday and Sunday. 179 bookings were taken during the period although some are for future month5 and will not take place until next year or even the following one. The majority of bookings were for adult and children's parties but there were also society meetings, wedding celebrations, markets, productions, christenings, and charity events. The bar which is still run by Silhill Brewery has not been used so much but is still available. There is a healthy forward booking calendar. HALL MAINTENANCE We have continued to maintain the Halls to keep it to the standard that the public expect. There have been some minor problems with the heating this year. The system was not always able to get the Main Hall up to required temperature quickly enough. To try alleviate this we fitted new fans to the heaters. Insulated the foyer loft. A hive regulator was fitted to be able monitor the temperatures. Unfortunately, the boilers are now proving unreliable they are cutting out too often, so we are looking for quotes to replace them. During the time when the heatinR svstem was needing attention some small Dieces of low- 7117124. 9..31 A scan_20240715.jpg A new microwave was purchased for the main kitchen and a new water heater installed. We replaced the broken or unsightty tsbles with ten new similar ones together with trolleys to stack and move them. There are now enough tables and chairs for IO&F to use. Mopheads cleaning ha5 been increased by two hours. ADMINISTRATION During the last two months we have been in consultation with Hallmaster, with the view to uslng them to undertake some of our administration task5. particularly the invoicing and bookin85. They are a well thought of company and the annual costs would not be high. Negotiations and trials are still ongoing. This year we have had a change in our own administration volunteers. We must thank Jackie Edwards. Jane Thompson and Pat Gardner who retired from the Executive Committee at the end of last year ond also Ed Matthews later in the year and welcome and thank Rodger Lawrence. Marilyn Froggatt and Barbara Garcia who were elected to the Executive at the last AGM as well as Bob Tabb. Chris Price and Barbara Massey for thelr contlnued efforts on the Executive Committee. We would a150 like to thank Steve Wright. Paul Froggatt. David French, Steve Patrick and Neerja Dandona for their help during the year in support of Dorridge Ifillage Hall A550ciation. Barbara Massey Chair; Oorridge Village Hall Association htw'Jlrn8l.gDu9le.rs￿MaWViDr￿.lab-rn)&agb7#inbo¥￿hc17￿bFVzNhTMNksqCFFq¥F[rXMcgj$mvpZ9Bb1nHNth0hMHa7￿LwQj￿KICKrmKVQqZRM.. 111 7117124. 9..31 AM Scan 20240715 {21.jpg DORRIDGE VILLAGE HALL ASSOCIATON REPORT OF THE TRU5fEES FOR THE YEAR ENDED 31sf fvWlCH 2024 Flnanclal Revfew Revlew of the Year The results for the year are shown in the statement of financial activities for the year ended 31 March 2024 on page 7. The net surplu5 in operating activities amounted to £95612023: £10,694). The net surplus orising in the year all reEates to unrestricted funds. The Trustees consider the financial position of the Association to be satisfactory. The net current assets of £125,625 (2023: £108,275) are adequate to cover the on-going financial commttments of the charity. Reserves Policy The Trustees are mindful that the long-terrn viability of the charity requires them to retain su)Ticient funds to meet a portion of annual overheads and to ensure the building can be maintained to a high standard. The A5$0ciation should always hold sufficient cash to cover six months overheads and in addition aim to hold addttional liquid assets to bring total reserves up to £30.000. It is recognised that the level of reserves will fluctuate as money Is spent on ne￿$sary repairs, rnalntenance and improvements. Estimated cost of 6 months overheads for operatlng hall - £30,CKI) "tiquid assets" are defined as net current assets including cash less prepayments. At the end of March 2024 liquid assets totslled £127,617. Strurture Governance and Man ement Govemin8 Document The charity is controlled by its governlng documenL a deed of trust and constitutes an unincorporated charity. Charity Constitutlon Dorridge Village H311 Association is an unincorporated assoaation defined by its constitution A revised constitution was adopted on 9th November 2017 and approved by the Charity Commission. The Management Committee has been administering the Association in aCCOTdance with this revised constitution since then. Recruitment and appolntment of Trustees Trustees are appointed in accordonce with the charitvs constitution by the Management Committee at the AGM. All members of the Management Committee are to be regarded as Charlty Trustee5. Approved and signed on behalf of the Trustees and Management Committee on Barbara Massey, Hon Chairwoman and Trustee Rodger Lawrence, Hon Treasurer https'.Ilmail.google.conVmaiVuiofuab=rn&o3btlh'nboxMhctKLbFVzNhTmNkSqCFFq¥krrxMCgJ$mVpzgBbf￿HNIhQhM￿Q1lHLwQJvAacKlmKV9qzRM... 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 2024 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 charitW5 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 14515){b) of the Act. Independent examiner's statement I have completed my examination. I confirm that no material matter5 have come to my attention in connection with the examination giving me cause to believe that in any material respect: accounting records were not kept in respect of the charity as required by section 130 of the Act; or the accounts do not accord with those records," or 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 Suite K, Priest House, 1624 High Street Knowle 50lihull B93 OJU Date 12 June 2024 7117r24, 9:31 sc8n_20240715131.pg DORRIDGE VIUAGE HALLASSOCIATIOII 120 4m Cash * bank 3wn4) io T¢xal funds 20Z* 111 DORRIDGE VILLAGE HALL ASSOCIATION NOTES ON FINANaAL sfATEMENTS FOR THEYEAR ENDED 31 MARCH 2024 A¢￿untIng Poll¢les 8asls of Ac¢ountin8 The charity constitutes a public benefft entity as defined by FRS 102. The financial statements have been prepared in accordan￿ with Accounting and Reporting by Charlties: 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 IFRS 102) issued on 16 July 2014 las amended by Update Bulletin 11, the Finanaal Reporting Stsndard applicable in the UnSted Kingdom and Republic of Ireland (FRS 102}, the Charities Act 2011 and UK Generallv Accepted Accounting practi￿ as it applies from l January 2015. The financial statements are prepared on a going concern basis under the historical cost convention, modified to indude certain items at fair value, the trustees believe that no material uncertaintles exlst. The financial ststements are prepared ITh sterllng whlth Is the functional currency of the charity. The slgnificant accounting policles applied in the preparation of these flnanaal statements are set out below. These pollcies have been consistendy applled to all years presented unless otherwise stated. The tharity adopted SORP IFRS 1021 in the current finandal year. Ib} Incomlng flesources All incomlng resourw induding grant income. are included in the Statement of Financial Activlties when the charity is entitled to the Income. is certain that the resources will be recelved, and the amount can be quantified with reasonable accuracy. The follo*ing specific policies are applied to certsin categories of income. Non-refundable deposits are recognised as deferred income. Income from hirlng out the Hall and provlsion of the bar facility ts recognised on the date of the hlre taking place. Donated Servic￿ and facilities are induded where the value to the charity 15 reasonabty quantifiable and measurable. They are wdlued In the accounts at the amount the Trustees would have been willing to pay for the semces and facilities on the open market. The value of services provided by voluntsers has not been induded in these accounts. Resources Expended Liabilities are recognised as resources expended a5 soon as there Is a legal or constructNe obligation committing the charity to the expense. Resources expended include attributsble VAT whith cannot be recovered. as the tharlty is not registered for VAT and it is reported as part of the expendlture to which it relates. Charitable expenditure comprises those costs Incuffed by the tharity in the delivery of Its activities and servkes for its beneficlarie5, It iD¢ludes both costs that can be allocated directlv to such arttvitles and those costs of an indirect nature necessary to support them. DORRIDGE VILLAGE HALL AssoaATION NOTES ON FINANCIAL sfATEMENTS FOR THE YEAR ENDED 31 MARCH 2024 (convd) Governance costs includethose costs associated Vbryth meetlng the constltutional and statutory requlrements of the charity and include the independent examinerfs fees. All costs are allocated between the expenditure categories of the Statement of Financial Activity on a bas￿ designed to refiect the use of the resource. Costs relating to a partlcular activity are allocated directly. othef5 are apportioned on an appropriate basis as set out in Note 4. (d) Fund a¢¢ountlng Funds held by the charity are either.- Unrestricted general funds-these are funds without specified purpose and are available as general funds. t>esi8nated funds- these are funds set aside by the twstees out of unrestrirted 8eneral funds for specific future purposes or projects. Restrlcted fvnds - these are funds which can only be used for particular restrirted purposes wlthin the objects ofthe charfty. Restrictions arlse when speclfied by the donor or when fvnds are rdlsed for particular restricted purposes. Transfers between fvTrds are madeto coverdefiatson individual restricted funds and to recognise fixed assets acquired wth restricted income. but vlth no further restrictions on use, within unrestricted funds. le) Depredatlon DepreciatSon is talculated to write off the cost of fixed assets over their anticipated useful Ilves. It Is applied at the following rates: Leasehold property over 35 years or the remaining perlod of the lease New Bulld 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 fittin85 20% straight line Flxed assets costing less than £500 are not capitali5ed. Trustee Expenses and Related P4rtyTransactlons Reimbursed expenses totalling £25 were made to a Charity Trustee to cover the cost of expenses when travelline to and from the Hall to meet the needs of hirers12023- £251. Other officers, expenses of £NIL 12023: nil) were reimbursed during the year. The Trustees dld not recelve any remuneration during the year12023- Énil). No amounts were owed to Trustees at 31 March 2024 or at 31 March 2023. Averase number of Employees Ourlng the year the avern8e nurnber of people employed by the tharity was nil12023 nil) io DORRIDGE VILLAGE HALL ASSOCIATION NOTES ON FINANaAL STATEMENT5 FOR THE YEAR ENDED 31 MARCH 2024 (convd) Donallons and Legades 2024 2023 Un Donations Icovid 19 Govt Grant and local or8anisations 20 li li 20 Legacy recelved £11 £0 ui awrltsble Artlvftles- Provtslon and Malntenance of Vlllage Hall 2024 Total nr trict lal Direct charitsble expenditure: Ground renL rates. Ilcences & waste disposal Gas Elertrldty Insurance Cleanin8 servKes Depreclation Repalrand maintenance 3J05 1.681 1.681 2.236 2.418 2,104 6.235 15.884 9,648 3.443 3,077 2,235 13.113 16.396 14.032 3,443 2.236 2,418 2.104 6.235 15.884 1235 13,113 16J96 14.032 £53.9n £￿1 £53,977 £41.830 £NIl £41.830 Ibl Support costs: OffKe expenses arKI consumables Telephone and Broadbar Adverti￿nI and web site Governance costs: Independent examimrfs fee Le8al Fees 1.093 432 144 1.093 432 144 616 677 177 616 677 177 £2.353 ENII £2,353 £2.154 £NII £2,154 Expendlture on tharStable ActMtle5 £56.330 £MI £56,330 £43.984 ENII £43,984 Support costs have been allocated to the PTh￿510n and maintenance of the Willage Hall as this Is the charitvs onty significant cost generating activity. DORRIDGE VILLAGE HALL ASSOCIATION NOTES ON FINANaAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2024 (convd) ho Im ments to Leasehold P Fixtures and Fittin Pro Total Cos l April 2023 Additions 225,438 47.062 65,243 337,743 At 31 Marth 2024 £225.438 £47,062 £65,243 £337.743 De redation l April 2023 Provided in year 117.5n 7,822 32,061 3.740 51,083 4,834 2(10,716 16,396 At31 Marth 2024 £125,394 £35,801 £55.917 £217.112 t Book Amount 31 March 2024 100,044 11,261 9,326 120,631 31 March 2023 107.866 15,IXII 14,160 137.027 Oebtors 2024 023 Other debtors Prepayments 2.5S5 2,898 2,205 £5.453 £4,771 Credltors 2024 20 Accrued expenditure Deferred income 3,425 6,891 £12,031 £11.974 Deferred income represents deposlts tsken in the financial year for hall bookings made after the year end. All of the prevlous yearfs deferred income was released to hall hire incorne In the current year J2 DORRIDGE VILLAGE HALL ASSOCIATION NOTES ON FINANaAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2024 (conyd) Analysts of Net Assets between Funds 2024 2023 Restricted Total Fu Unrest T tsl Fund5 Unrestricted Fixed Assets 8ank Debtors Creditor5 120,631 132,203 5,453 112.0311 120,631 132,203 5,4S3 112.031) 137.027 115.476 4,771 {11,974) 137,027 115,476 4,771 (11,974) Total Funds £246.256 £nil £246.256 £245,300 £nil £245,300 Movement in Funds Incoml oin Resour At31 ar 2024 Total Restricted Funds Unrestricted Funds 245,300 57,286 156.330) 234,606 Total Funds £245,3(X) £57.236 1£56,3301 £234.606 11. Controlllng Party The Charity was under the control of the Management Committee and Charity Trustee5. as detailed on page I, throughout the current year. Refer to the previous yearfs Annual Report for a full list of the Committee Members who served during that year.