## **HARBURY VILLAGE HALL**
## **FINANCIAL STATEMENTS**
**FOR THE YEAR ENDED 31ST DECEMBER 2020**
**CONTENTS: PAGE:** Report of the Trustees Independent Examiner's Report Statement of financial activities Balance sheet Notes to the financial statements
## **HARBURY VILLAGE HALL**
## **REPORT OF THE TRUSTEES**
## **FOR THE YEAR ENDED 31ST DECEMBER 2020**
## **REFERENCE AND ADMINISTRATIVE DETAILS:**
## **Status:**
Harbury Village Hall was formed by a Lease and Trust Deed on 17th October 1961. It is an unincorporated registered charity, number: 522932.
## **Trustees:**
The Charity Trustees who served during the year and to date are as follows:
Mr. J. Crossling Mrs. J.M. Haggitt Mr. G. Thorpe Mrs. C.F. Hill Mrs. J. Thornley Mr. G.D. Robbins Mr. P. Forster Mayer - resigned Mrs. L. Ridgely Mr J. Bright - appointed 26 May 2021 Mrs. P. Keane - appointed 26 May 2021 Mrs. J.A. Marshall-Hardy Mr. C. Finch Ms. G Gurden - resigned Mr. K. Thompson Mrs. C. Neill Ms. S.J. Littlewood Mr A. Rutherford **Principal Address** Harbury Village Hall South Parade Harbury Leamington Spa CV33 9JE **Contact Address** c/o Mr G Thorpe Highcroft Butt Lane Harbury Leamington Spa CV33 9JL **Independent Examiner** Peter West Tol - Pedn Churchtown St. Issey Wadebridge Cornwall PL27 7QB
**- 1 -**
## **HARBURY VILLAGE HALL**
## **REPORT OF THE TRUSTEES**
## **FOR THE YEAR ENDED 31ST DECEMBER 2020**
## **STRUCTURE, GOVERNANCE AND MANAGEMENT:**
The Trustees who have served during the year and since the year end are set out on page 1. Ten trustees are elected at each Annual General Meeting and six representative trustees can be appointed by local organisations prior to the Annual General Meeting each year to form the Committee until the next Annual General Meeting. The Committee has the power to co-opt no more than eight trustees to fill casual vacancies until the end of the next Annual General Meeting.
The Committee shall hold at least two ordinary meetings in each year and may hold such other ordinary meetings as may be required. At least one third of total number of members are required to form a quorum at committee meetings.
The village hall occupies land leased from Harbury Parish Council at a peppercorn rent of one shilling(5p) per annum. The lease term is 999 years with effect from 17[th] October 1961.
## **OBJECTS AND ACTIVITIES FOR THE PUBLIC BENEFIT:**
Harbury Village Hall provides a facility for the furtherance of sporting, cultural, social and artistic activity and community life within the village.
The hall is used by a wide group of local clubs and individuals. These include the parish council, theatre group, football club as well as for dance classes, karate classes, pilates, fundraising events, cinema and private parties. There are in excess of thirty regular user groups of the village hall with very high booking levels.
It can be confirmed that the Trustees have had regard to the Charity Commission guidance on public benefit.
## **ACHIEVEMENTS AND PERFORMANCE:**
The village hall is widely used by members of the village and local groups; however usage has fallen dramatically during 2020 due to the impact of the coronavirus pandemic. The trustees have raised significant funding during the year and in 2021 to further improve the village hall facilities including an extension to the foyer.
## **FINANCIAL REVIEW:**
The Trustees have considered the requirement for free reserves which are those unrestricted funds not invested in fixed assets, designated for specific purposes or otherwise committed.
General income was £11,413 including £6,236 from the hire of the hall. After expenditure of £16,113 there was a deficit of £4,700 (2019 surplus £4,577). At the yearend there was a balance on unrestricted funds of £48,710 including £10,000 designated for major repairs, £4,175 in the designated fixed assets fund leaving general free reserves at the year-end of £34,535 (2019 £41,070).
The Major Development Fund generated net income of £42,199 during the year from fundraising events and other donations. There was a balance of £52,392 at 31[st] December 2020 in respect of unused funds held.
The Capital Account represents the total capital expenditure on the village hall building. The balance of the fund at 31[st] December 2020 was £488,032.
**- 2 -**
## **HARBURY VILLAGE HALL**
## **REPORT OF THE TRUSTEES**
## **FOR THE YEAR ENDED 31ST DECEMBER 2020**
## **RELATED PARTIES:**
Trustees are members of the local community and organisations making use of the village hall on the same basis and terms as other members of the community. Local organisations use the facilities and raise funds for the benefit of the village hall.
## **VOLUNTEERS:**
The Trustees are indebted to volunteers for their commitment and support to assist with the running of the village hall.
## **RESPONSIBILITIES OF TRUSTEES:**
The charity trustees are responsible for preparing a trustees’ report and financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practices). The law applicable to charities in England and Wales requires the charity trustees to prepare financial statements for each year, which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources, of the charity for that period. In preparing the financial statements the trustees are required to:
- (i) Select suitable accounting policies and then apply them consistently;
- (ii) Observe the methods and principles in the applicable Charity SORP:
- (iii) Make judgments and estimates that are reasonable and prudent;
- (iv) State whether applicable accounting standards and statements of recommended practice have been followed, subject to any material departures disclosed and explained in the financial statements; and
- (v) Prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation.
The Trustees are responsible for keeping proper accounting records, which disclose with reasonable accuracy at any time, the financial position of the Trust, and to enable them to ensure that the financial statements comply with the Charities Act 2011. They are also responsible for safeguarding the assets of the Trust, and hence for taking reasonable steps for the prevention and detection of fraud or other irregularities.
Approved by the Trustees and signed on their behalf by:
## **Mr. A. Rutherford - Trustee**
## **Date: 29th October 2021**
**- 3 -**
## **INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF**
## **HARBURY VILLAGE HALL**
I report on the accounts of the Trust for the year ended 31st December 2020 which are set out on pages 5 to 10.
## **Respective responsibilities of trustees and examiner**
The charity's trustees are responsible for the preparation of the accounts in accordance with the Charities Act 2011 (“the Act”). The charity's trustees consider that an audit is not required for this year under section 144 of the Act and that an independent examination is needed.
It is my responsibility to:
- examine the accounts under section 145 of the Charities Act;
- follow the applicable Directions given by the Charity Commissioners under section 145(5)(b) of the Act; and
- state whether particular matters have come to my attention.
## **Basis of independent examiner's report**
My examination was carried out in accordance with the general Directions given by the Charity Commissioners. 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 material matters have come to my attention:
- (1) which give me reasonable cause to believe that in any material respect:
- the accounting records were not kept in accordance section 130 of the Charities Act; or
- the accounts did not accord with the accounting records or the accounts did 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.
- (2) I have no concerns and have come across no other matters in connection the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
**PETER WEST TOL - PEDN CHURCHTOWN ST. ISSEY WADEBRIDGE CORNWALL PL27 7QB**
## **30th October 2021**
**- 4 -**
## **HARBURY VILLAGE HALL**
## **STATEMENT OF FINANCIAL ACTIVITIES**
## **FOR THE YEAR ENDED 31ST DECEMBER 2020**
|**Unrestricted**
**Restricted**
**2020**
**2020**
**Note**
**£**
**£**
**Incoming resources**
Donations (including grants and awards) (2) 2,301 51,708
Charitable activities – hire of hall
6,236
-
Other trading activities
(3)
-
1,527
Investments
(4)
2,876
-
_________
_______
**Total incoming resources**
£11,413
£53,235
_________
_______
**Resources expended**
Raising funds
-
215
**Charitable activities**
Premises and support costs
(5)
15,883 10,821
Management and administration
(6)
230
-
_________
______
**Total resources expended**
£16,113
£11,036
_________
______
**Net income/(expenditure)**
(4,700 )
42,199
Transfers between funds
- -
_________
_______
**Net movement in funds**
(4,700)
42,199
Fund balances brought forward
53,410 498,225
_________
_______
**Funds carried forward**
£48,710 £540,424
_________
_______|**Unrestricted**
**Restricted**
**2020**
**2020**
**Note**
**£**
**£**
**Incoming resources**
Donations (including grants and awards) (2) 2,301 51,708
Charitable activities – hire of hall
6,236
-
Other trading activities
(3)
-
1,527
Investments
(4)
2,876
-
_________
_______
**Total incoming resources**
£11,413
£53,235
_________
_______
**Resources expended**
Raising funds
-
215
**Charitable activities**
Premises and support costs
(5)
15,883 10,821
Management and administration
(6)
230
-
_________
______
**Total resources expended**
£16,113
£11,036
_________
______
**Net income/(expenditure)**
(4,700 )
42,199
Transfers between funds
- -
_________
_______
**Net movement in funds**
(4,700)
42,199
Fund balances brought forward
53,410 498,225
_________
_______
**Funds carried forward**
£48,710 £540,424
_________
_______|**Unrestricted**
**Restricted**
**2020**
**2020**
**Note**
**£**
**£**
**Incoming resources**
Donations (including grants and awards) (2) 2,301 51,708
Charitable activities – hire of hall
6,236
-
Other trading activities
(3)
-
1,527
Investments
(4)
2,876
-
_________
_______
**Total incoming resources**
£11,413
£53,235
_________
_______
**Resources expended**
Raising funds
-
215
**Charitable activities**
Premises and support costs
(5)
15,883 10,821
Management and administration
(6)
230
-
_________
______
**Total resources expended**
£16,113
£11,036
_________
______
**Net income/(expenditure)**
(4,700 )
42,199
Transfers between funds
- -
_________
_______
**Net movement in funds**
(4,700)
42,199
Fund balances brought forward
53,410 498,225
_________
_______
**Funds carried forward**
£48,710 £540,424
_________
_______|**Total**
**2020**
**£**
54,009
6,236
1,527
2,876
_________
£64,648
|**Total**
**2019**
**£**
1,917
20,210
2,631
4,427
_________
£29,185
_________
619
20,625
353
_________
£21,597
_________
7,588
-
_________
7,588
544,047
_________
£551,635
_________|
|---|---|---|---|---|
||_________
-
15,883
230
_________
£16,113
|_______
215
10,821
-
______
£11,036
|_________
215
26,704
230
_________
£27,149
||
||_________
______
(4,700 )
42,199
- -
_________
_______
(4,700)
42,199
53,410 498,225
_________
_______
£48,710 £540,424
_________
_______||_________
37,499
-
_________
37,499
551,635
_________
£589,134
_________||
**- 5 -**
## **HARBURY VILLAGE HALL**
## **BALANCE SHEET**
## **AS AT 31ST DECEMBER 2020**
||||**2020**||**2019**||
|---|---|---|---|---|---|---|
||**Note**|**£**||**£**|**£**|**£**|
|**Fixed assets**|||||||
|Tangible fixed assets|(7)|||492,207||488,024|
|**Current assets**|||||||
|Debtors|(8)|10,041|||1,911||
|Cash and bank balances||91,145|||63,462||
|||_______|||_______||
|||101,186|||65,373||
|**Creditors**: Amounts due within one year|(9)|4,259|||1,762||
|||_______|||_______||
|**Net current assets**||||96,927||63,611|
||||_________||_________||
|**Net assets**|||£589,134||£551,635||
||||_________||_________||
|**Funds**|||||||
|**Unrestricted funds:**|||||||
|Designated fund - Provision for Repair Fund||||10,000||10,000|
|Designated fund – Fixed Assets Fund||||4,175||2,340|
|General funds||||34,535||41,070|
|**Restricted funds:**|(10)||||||
|Major Development Fund||||52,392||12,541|
|Capital account||||488,032||485,684|
||||_________||_________||
||||£589,134||£551,635||
||||_________||_________||
The financial statements on pages 5 to 10 were approved by the Trustees on 29th October 2021.
## **Mr. A. Rutherford - Trustee**
## **Ms. S.J. Littlewood - Trustee**
**- 6 -**
## **HARBURY VILLAGE HALL**
## **NOTES TO THE FINANCIAL STATEMENTS**
## **FOR THE YEAR ENDED 31ST DECEMBER 2020**
## **1. Accounting policies**
## **(a) Basis of preparation**
These financial statements are prepared under the historical cost convention and are in accordance with applicable accounting standards, and the Statement of Recommended Practice, Accounting and Reporting by Charities applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the United Kingdom and Ireland (FRS102) and the Charities Act 2011.
The trustees consider that there are no material uncertainties about the Trust’s ability to continue as a going concern.
## **(b) Fund accounting**
## **(i) Restricted funds**
- Restricted funds are to be used for specified purposes as laid down by the donor. Expenditure which meets these criteria is identified to the fund.
## **(ii) Unrestricted funds**
Unrestricted funds are donations and other income received or generated for the objects of the charity without further specified purpose and are available as funds which the charity may use for its purposes at its discretion.
## **(iii) Capital account**
The capital account represents expenditure incurred on the village hall buildings including additions and improvements. The village hall is the main asset of the charity and is the means by which it meets its charitable objectives.
## **(c) Incoming resources**
Income is recognised in the period in which the charity is entitled to receipt.
## **(d) Resources expended**
Expenditure is included on an accruals basis. Premises and support costs comprise costs in respect of the village hall.
## **(e) Buildings**
The village hall is included in the balance sheet at cost. Due to the nature of the premises the value would be difficult to assess. The trustees consider that no provision for depreciation or impairment is required.
## **(f) Depreciation**
Fixtures, furniture and equipment - 20% per annum of cost.
## **(g) Irrecoverable VAT**
The charity is not registered for VAT. Irrecoverable VAT is charged against the expenditure heading for which it was incurred.
**- 7 -**
## **HARBURY VILLAGE HALL**
## **NOTES TO THE FINANCIAL STATEMENTS**
## **FOR THE YEAR ENDED 31ST DECEMBER 2020**
|**2.**
**Donations**
**2020**
**£**
**Unrestricted:**
Harbury Parish Council
-
Carnival Committee
-
Stratford District Council – Covid Support Grant
2,301
Other
-
**Restricted:**
Stratford District Council – S106 Grant
50,000
Heart of England Co-op
1,670
Other
38
______
£54,009
______
**3.**
**Other trading activities**
**2020**
**£**
**Fundraising Develop committee:**
Folk Evening
1,192
GASS – Harbury beer festival
-
Other
335
**Unrestricted:**
Compensation received – Scottish Power
-
______
£1,527
______
**4.**
**Investments**
**2020**
**£**
Electricity FIT received
2,789
Bank interest
84
Wayleave received
3
______
£2,876
______|**2019**
**£**
1,500
400
-
17
-
-
-
______
£1,917
______
**2019**
**£**
1,196
1,001
434
-
______
£2,631
______
**2019**
**£**
4,226
201
-
______
£4,427
______|
|---|---|
**- 8 -**
## **HARBURY VILLAGE HALL**
## **NOTES TO THE FINANCIAL STATEMENTS**
## **FOR THE YEAR ENDED 31ST DECEMBER 2020**
## **5.**
|**Premises and support costs**|**2020**|**2019**|
|---|---|---|
||**£**|**£**|
|Rates|217|852|
|Water|1,944|641|
|Repair and maintenance (includes £10,821 Restricted)|11,292|5,043|
|Telephone and internet|367|320|
|Cleaning|4,336|4,445|
|Electricity|3,028|4,147|
|Insurance|1,211|1,179|
|Costs re projects (restricted fund)|-|918|
|Gardening and grass cutting|1,288|515|
|Cost re Licensing Act|738|700|
|Depreciation|2,283|1,865|
||_____|______|
||£26,704|£20,625|
||_____|______|
|No staff costs were incurred by the charity.|||
|The Trustees received no remuneration during the year.|||
## **6. Management and administration**
No fees were paid in respect of carrying out the independent examination. Fees of £Nil were paid to the Independent Examiner in respect of consultancy services during the year (2019 £Nil).
|
**Tangible fixed assets**
**Village**
**hall**
**buildings**
**£**
**Cost**
At 1st January 2020
485,684
Additions
2,348
_______
**At 31st December 2020**
£488,032
_______
**Depreciation**
At 1st January 2020
Charge for the year
**At 31st December 2020**
**Net book value**
At 31st December 2020
£488,032
_______
At 31st December 2019
£485,684
_______|**Furniture**
**and**
**fittings**
**Equipment**
**£**
**£**
4,700
16,980
- 4,118
______
_____
£4,700
£21,098
______
_____
3,727
15,613
321 1,962
______
_____
£4,048
£17,575
______
_____
£652
£3,523
______
_____
£973
£1,367
______
_____|**Total**
**£**
507,364
6,466
_________
£513,830
_________
19,340
2,283
_________
£21,623
_________
£492,207
_________
£488,024
_________|
|---|---|---|
## **7.**
**- 9 -**
## **HARBURY VILLAGE HALL**
## **NOTES TO THE FINANCIAL STATEMENTS**
## **FOR THE YEAR ENDED 31ST DECEMBER 2020**
|**8.**
**Debtors**
Trade debtors
Other debtors
Prepayments and accrued income
**9.**
**Creditors: amounts due within one year**
Accruals and deferred income
Trade creditors
**10.**
**Restricted funds**
**Balance at**
**1st January**
**Movement in resources**
**2020**
**Incoming**
**Outgoing**
**£**
**£**
**£**
Major Development Fund
12,541
53,235
(11,036 )
Capital account 485,684
-
-
_______
______
______
£498,225
£53,235
£(11,036)
_________
______
______|**2020**
**2019**
**£**
**£**
652
1,122
8,926
-
463
789
_____
_____
£10,041
£1,911
_____
_____
**2020**
**2019**
**£**
**£**
2,433
1,762
1,826
-
_______
_______
£4,259
£1,762
_______
_______
**Balance at**
**31st December**
**Transfer**
**2020**
**£**
**£**
(2,348)
52,392
2,348
488,032
_____
_______
£ -
£540,424
_____
_______|
|---|---|
Fundraising activities are carried out and grants and donations are received for the Major Development Fund to improve and enhance the facilities offered by the village hall for the community. Once funds have been expended the monies spent are transferred to the capital account in respect of expenditure on building improvements and designated fixed asset funds for expenditure on other fixed assets. The balance of £52,392 at 31[st] December 2020 was in respect of funds raised that had not been spent at that date.
|**11**|**.**|**Analysis of net assets between**|**Unrestricted**|**Restricted**||
|---|---|---|---|---|---|
||||**funds**|**funds**|**Total**|
|||**Fund balances at 31st December 2020 are**|**£**|**£**|**£**|
|||**represented by:**||||
|||Tangible fixed assets|4,175|488,032|492,207|
|||Net current assets|44,535|52,392|96,927|
||||______|_______|_______|
||||£48,710|£540,424|£589,134|
||||______|_______|_______|
**- 10 -**