HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2022
Harbury Village Hall Trustee’s Report and Financial Statements Year ended 31 December 2022
1
HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2022
|**Contents**|**Page**|
|---|---|
|Trustees and Advisors|3|
|Annual Report of the Trustees|4-6|
|Statement of Trustees’ responsibilities|6|
|Independent Examiner’s Report to the Trustees|7|
|Statement of Financial Activities|8|
|Balance Sheet|9|
|Notes to the Financial Statements|10-15|
2
HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2022
## **Trustees, Officers and Advisors**
The following served as trustees during the period from 1 January 2022 to the date of this report.
**----- Start of picture text -----**
Andrew Rutherford (Chairman) Trustee
Jane Haggitt (Deputy Chairman) Trustee
David Gimson (Secretary) Trustee
Susan Littlewood (Treasurer to 31 Dec 22) Trustee Resigned 11 May 23
Stephen Friling (Treasurer from 1 Jan 23) Trustee Co-opted 27 Sep 22, Appointed 11 May 23
Pam Keane (Booking Secretary to 11 May 23) Trustee
Claire McGurk (Booking Secretary from 12 Trustee
Appointed 11 May 23
May 23)
John Bright Trustee
John Crossling Trustee
Caroline Hill Trustee Resigned 31 Dec 22
Celia Neill Trustee
Gordon Robbins Trustee
Keith Thompson Trustee
Janet Thornley Trustee Resigned 11 May 23
**----- End of picture text -----**
During the year the activities of the Charity were managed by the Trustees through the Management Committee detailed above.
## **Charity name**
Harbury Village Hall
## **Charity number**
522932
## **Principal address**
Harbury Village Hall, South Parade, Harbury, Leamington Spa, CV33 9JE
## **Contact Address**
c/o Mr A Rutherford, 23 Frances Road, Harbury, Leamington Spa, CV33 9JG
## **Independent examiner**
Peter West, Tol – Pedn, Churchtown, St. Issey, Wadebridge, Cornwall, PL27 7QB
## **Banker**
Lloyds Bank plc, 73 Parade, Leamington Spa, CV32 4BB
## **Website**
harburyvillagehall.org
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HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2022
## **Annual Report of the Trustees**
The Trustees are pleased to present its Annual Report for the year ended 31 December 2022 under the Charities Act 2011.
## **Status and administrative information**
Harbury Village Hall was formed by a Lease and Trust Deed on 17th October 1961. It is an unincorporated registered charity, number: 522932.
## **Structure, governance and management**
The Trustees who have served during the year and since the year end are set out on page 3. 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.
## **Charity Governance Code**
The Trustees are aware of the guidance published by the Charity Commission in relation to the Governance Code and fully supports the core values, principles and disciplines the Code seeks to include into the governance of Charity.
## **Trustee Training**
New Trustees are inducted into the workings of the Charity with reference to Charity Commission guidance, including its Policy and Procedures, by the Chairman on appointment.
## **Remuneration**
No Trustees or members of the Management Committee receive any remuneration for their services.
## **Employment**
The Charity has no employees.
## **Risk Management**
The Trustees undertake an annual risk assessment of the principal areas of the Charity’s operations and consider the impact of such risks on the Charity. It is the opinion of the Trustees that the Trust has established resources and review systems which, under normal conditions, should allow these risks to be mitigated to an acceptable level in its day-to-day operations.
4
HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2022
## **Objects, aims, objectives and activities**
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, zumba, badminton, table tennis, fundraising events, cinema, concerts, craft fairs, markets, festivals and private parties. There are in excess of thirty regular user groups of the village hall with very high booking levels.
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 17th October 1961.
It can be confirmed that the Trustees have had regard to the Charity Commission guidance on public benefit.
## **Achievements and Performance**
The Trustees were grateful to receive 7 free standing air purifying units from the Covid Response Unit of Warwickshire County Council that helped facilitate bookings for the hall return to almost their pre-pandemic level. Hire income levels had fallen dramatically in both 2020 and 2021 due to the impact of the coronavirus pandemic.
## **Financial Review.**
The Trustees undertook a FRS 102 compliance review and as a result elected to commence depreciating the village hall (over 100 years) and redesignate it as Unrestricted Designated Funds and restate the 2021 figures to reflect that redesignation. This has resulted in a significant increase to premises expenditure in Unrestricted Designated funds resultant from the introduction of building depreciation.
General income was £34,974 (2021: £34,771) including £18,716 (2021: £11,286) from the hire of the hall. After expenditure of £16,086 (2021: £14,130) there was a surplus of £12,272 (2021 £20,641). At the year end, there was a balance on unrestricted funds of £705,953 which included £20,000 (2021: £10,000) designated for major repairs and free reserves of £47,586 (2021 £51,235). The Major Development Fund now only consists of the balance of a Stratford District Council Section 106 grant. All other restricted funds were used in 2021 to complete the foyer extension to the village hall. There was £2,684 of qualifying expenditure made in 2022 leaving a balance of £26,665 (2021: £29,349).
## **Reserves**
The reserves that we have set aside provide financial stability and the means to further develop and maintain the Village Hall. We intend to maintain our reserves at a level which is at least equivalent to twice the underlying annual running costs plus the balance of all restricted funds. This is to enable the Trustees to keep the hall available for the future during a period of reduced income for whatever reason and to settle the balance of the Section 106 Grant which is restricted to use for the extension, renovation or refurbishment of the Village Hall which is repayable if has not been expended by December 2026.
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HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2022
## **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.
## **Statement of Trustees’ responsibilities**
The Trustees are responsible for preparing the Annual Report and the financial statements in accordance with applicable law and United Kingdom Generally Accepted Accounting Practice (United Kingdom Accounting Standards).
The law applicable to charities in England and Wales requires the Trustees to prepare financial statements for each financial 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 these financial statements, the Trustees are required to:
- select suitable accounting policies and then apply them consistently;
- observe the methods and principles in the Charities SORP;
- make judgments and estimates that are reasonable and prudent;
- state whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements;
- prepare the financial statements on the going concern basis unless it is inappropriate to presume that the Charity will continue in business.
The Trustees are responsible for keeping adequate accounting records that are sufficient to show and explain the Charity’s transactions, disclose with reasonable accuracy at any time the financial position of the Charity and enable them to ensure that the financial statements comply with the Charities Act 2011, the Charities (Accounts and Reports) Regulations 2008 and the provisions of the Charity’s constitution. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
The Annual Report and this Statement of Trustees’ responsibilities have been signed on behalf of the Trustees.
## _A Rutherford_
A Rutherford
Chairman of the trustees
21 September 2023
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HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2022
## **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 2021 which are set out on pages 8 to 15.
## **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 Direc�ons given by the Charity Commissioners under sec�on 145(5)(b) of the Act; and
- state whether par�cular ma�ers have come to my a�en�on.
## **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 accoun�ng records were not kept in accordance sec�on 130 of the Chari�es Act; or
- the accounts did not accord with the accoun�ng 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 21 September 2023
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HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2022
## **Statement of Financial Activities for the year end 31 December 2022**
||**Unrestricted**|**Unrestricted**|**Unrestricted**
**Designated**|**Restricted**|**2022**|**2021**|
|---|---|---|---|---|---|---|
||Notes|**Funds**|**Funds**|**Funds**|**Total**|Total|
|||**£**|**£**|**£**|£|£|
|**Income and endowments**|||||||
|**from:**|||||||
|**Charitable activities**|||||||
|Donations, grants and awards|2|3,104|6,616|-|9,720|157,585|
|Charitable activities – Hall
Hire||18,716|-||18,716|11,286|
|**Other trading activities**|||||||
|Other activities|3|1,595|-|-|1,595
|-|
|**Investment & Other Income**|||||||
|Feed in Tariff Income||4,805|-|-|4,805|7,123|
|Bank and other interest||138|-|-|138|27|
|**Total income**||28,358|6,616|-|34,974|176,021|
|**Expenditure on:**|||||||
|Raising funds||(921)|-|-|(921)|(6,625)|
|**Charitable activities**|||||||
|Premises and Support Costs|4|(14,926)|(15,747)|(2,684)|(33,357)|(25,976)|
|Management and
Administration|5|(239)|-|-|(239)|(393)|
|**Total expenditure**||(16,086)|(15,747)|(2,684)|(34,517)|(32,994)|
|**Net income/(expenditure)**||12,272|(9,131)|(2,684)|457|143,027|
|Transfers between funds||**(15,921)**|**15,921**|**-**|-|-|
|**Net movement in funds**||**(3,649)**|**6,790**|**(2,684)**|457|143,027|
|Fund balances brought
forward||51,235|651,577|29,349|732,161|589,134|
|**Funds carried forward**||**47,586**|**658,367**|**26,665**|732,618|732,161|
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HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2022
## **Balance Sheet as at 31 December 2022**
|Note
**Fixed assets**
Tangible fixed assets
6
**Current assets**
Debtors
7
Cash
and
bank
**Current liabilities**
Amounts falling due within 1 year
8
**Net current assets**
Amounts falling due over 1 year - provisions
**Net assets**
**Represented by:**
**Unrestricted funds:**
9
General funds
Designated - Village Hall Capital Fund
Designated–Repairs Fund
Designated–Fixed Assets Fund
**Restricted funds:**
9
Major Development Fund|**2022**
**£**
**£**
**638,367**
1,780
100,637
102,417
(4,197)
**98,220**
**(3,969)**
**732,618**
**47,586**
630,902
20,000
7,465
**658,367**
**26,665**
732,618|**2022**
**£**
**£**
**638,367**
1,780
100,637
102,417
(4,197)
**98,220**
**(3,969)**
**732,618**
**47,586**
630,902
20,000
7,465
**658,367**
**26,665**
732,618|||
|---|---|---|---|---|
||102,417
(4,197)
630,902
20,000
7,465||91,835
(1,251)
638,759
10,000
2,818||
|||**732,618**||732,161|
|||**47,586**
**658,367**
**26,665**||51,235
651,577
29,349|
|||732,618||732,161|
These financial statements were approved by the Trustees on 21 September 2023 and were signed on its behalf by:
## _A Rutherford_
## **A Rutherford (Chairman)**
## _SM Friling_
**SM Friling (Treasurer)**
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HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2022
## **Notes to the Financial Statements**
## **1. Principal Accounting Policies**
## **(a) Basis of preparation**
The financial statements have been prepared on a historical cost basis in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102), the Charities Act 2011 and the Statement of Recommended Practice (the Charities SORP (FRS 102)).
The financial statements have been prepared to give a ‘true and fair’ view and the Trustees consider there are no material uncertainties about the Charity’s ability to continue as a going concern.
## **(b) Donations, Grants and Legacies**
Donations, grants and legacies are recognised in the financial statements when the Charity has entitlement to the funds, any performance conditions attached to the items of income have been met or it is probable that the income will be received, and the amount can be measured reliably.
## **(c) Income**
Income is recognised in the period in which the charity is entitled to receipt.
## **(d) Expenditure**
Expenditure is included in the Statement of Financial Activities on an accruals basis. All premises and support costs relate to costs incurred in respect of the village hall.
## **(e) Tangible Fixed Assets**
The cost of tangible fixed assets is their purchase cost, together with any incidental costs of acquisition. The village hall includes its original cost and subsequent alterations and additions.
## **(f) Depreciation**
Depreciation is calculated on a straight-line basis to write off the cost of fixed assets over their estimated useful lives as follows: -
The Village Hall 1% on cost Fixtures, Furniture & equipment 5 - 20% on cost (Dependent upon life expectancy)
Depreciation commences in the year of acquisition or when the asset is brought into use and, as a result, assets under construction are not depreciated. Until 2022 the village hall had not been depreciated. However, as the result of an impairment review in 2022 by the Trustees, and to comply with FRS 102, it was assessed to have a useful life expectancy of one hundred years and so would be depreciated at 1% per annum going forward. In addition, an impairment provision was made against items donated by Warwickshire County Council that had a useful economic life shorter than the physical life expectancy of the equipment.
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HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2022
## **Notes to the Financial Statements**
## **(g) Irrecoverable VAT**
The Charity is not registered for VAT. Irrecoverable VAT is charged against the expenditure heading for which it was incurred.
## **(h) Debtors**
Short term debtors are measured at transaction price, less impairment. Details of these financial assets are set in note 7.
## **(i) Cash and Cash Equivalents**
Cash is represented by cash in hand and deposits with financial institutions.
## **(j) Creditors**
Short term creditors are initially measured at the transaction price. Details of these financial liabilities are set in note 8.
## **(k) Recognition of Liabilities**
Liabilities are recognised once there is a legal or constructive obligation that commits College to the obligation.
## **(l) Judgments in applying Accounting Policies and Key Sources of Estimation Uncertainty**
Estimates and judgments are continually evaluated and are based on historical experience and other factors, including expectations of future events that are believed to be reasonable under the circumstances.
## **(i) Useful economic lives of tangible assets**
The annual depreciation charge for the tangible assets is sensitive to changes in the estimated useful economic lives and residual values of the assets. The useful economic lives and residual values are re-assessed annually. They are amended when necessary to reflect current estimates, based on technological advancement, future investments, economic utilisation and the physical condition of the assets. See note 12 for the carrying amount of the fixed assets and note 1(f) for the useful lives for each class of assets.
## **(ii) Impairment of debtors**
The charity makes an estimate of the recoverable value of rental and other debtors. When assessing impairment of rental and other debtors, management considers factors including the current credit rating of the debtor, the ageing profile of debtors and historical experience. See note 7 for the net carrying amount of the debtors.
11
HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2022
## **Notes to the Financial Statements**
|**Notes to the Financial Statements**||
|---|---|
|**2. Donations**
**Unrestricted:**
Stratford District Council – Covid Support Grant
Other
**Unrestricted Designated:**
Warwickshire County Council
**Restricted:**
HS2 Grant
Biffa Grant
**3. Other Trading income**
Fundraising Events
Harbury Beer Festival
**4. Premises & Support Costs**
Rates
Water
Repairs & Maintenance [Includes £2,684 Restricted, (2021 £12,239)]
Telephone & Internet
Cleaning
Electricity
Insurance
Gardening & Grass Cutting
Licensing
Depreciation
Provisions – donated assets
**Total charitable**
**expenditure**|**2022**
2021
**£**
£
**2,667**
16,335
**437**
-
**6,616**
-
**-**
75,000
**-**
66,250|
||**9,720**
157,585|
||**2022**
2021
**£**
£
**1,595**
-|
||**1,595**
-|
||**Total**
Total
**2022**
2021
**£**
£
**326**
222
**968**
1,364
**3,290**
14,041
**369**
252
**5,005**
3,956
**4,952**
1,975
**1,273**
1,216
**1,088**
866
**339**
727
**10,455**
1,357
**5,292**
-|
||**33,357**
25,976|
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HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2022
## **Notes to the Financial Statements**
## **5. Management & Administration**
No fees (2021 Nil) were paid in respect of carrying out the independent examination. No fees were paid to the independent examiner for consultancy services during the year (2021 Nil).
## **6. Tangible fixed assets**
|**Cost**
At 1 January 2022
Additions
Disposals
**At 31 December 2022**
**Depreciation**
At 1 January 2022
Charge for the year
Disposals
**At 31 December 2022**
**Net book value**
**At 31 December 2022**
At 31 December 2021|**Village**
**Hall**
**Building**
**Assets**
**under**
**Construction**
**Furniture**
**& Fittings**
**Equipment**
**Total**
**£**
**£**
**£**
**£**
**£**
638,759
-
4,700
21,098
664,557
**-**
**-**
**629**
**6,616**
**7,245**
**-**
**-**
**-**
**-**
**-**|
|---|---|
||**638,759**
**-**
**5,329**
**27,714**
**671,802**|
||-
-
4,369
18,611
22,980
**7,857**
**-**
**456**
**2,142**
**10,455**
**-**
**-**
**-**
**-**
**-**|
||**7,857**
**-**
**4,825**
**20,753**
**33,435**|
||**630,902**
**-**
**504**
**6,961**
**638,367**|
||638,759
-
331
2,487
641,577|
The Charity holds no 'heritage assets' as defined by FRS 102.
|**7. Debtors**
Trade debtors
Other debtors
Other prepayments and accrued income|**2022**
2021
**£**
£
**1,189**
3,375
**98**
7,000
**493**
263|
|---|---|
||**1,780**
10,638|
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HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2022
## **Notes to the Financial Statements**
## **8. Creditors: amounts falling due within one year**
|**Notes to the Financial Statements**
**8. Creditors: amounts falling due within one year**||
|---|---|
|Trade creditors
Accruals & Deferred Income
Fixed Asset Provision|**2022**
2021
**£**
£
**137**
307
**2,737**
944
**1,323**
-|
||**4,197**
1,251|
## **9. Movement in Funds – Current year**
|**Restricted fund**
Major Development Fund
**Unrestricted funds**
General
Designated (Village Hall)
Designated (Repairs)
Designated (Fixed Assets)
**Unrestricted Totals**
**Consolidated reserves**
**movement**|**Net**
**Outgoing**
**Depr’n**
**1 January**
**2022**
**Net**
**Incoming**
**Transfers**
**31 December**
**2022**
**£**
**£**
**£**
**£**
**£**
**£**
**29,349**
-
(2,684)
-
**-**
**26,665**
**51,235**
28,358
(16,086)
-
(15,921)
**47,586**
**638,759**
-
-
(7,857)
-
**630,902**
**10,000**
-
-
-
10,000
**20,000**
**2,818**
6,616
(5,292)
(2,598)
5,921
**7,465**|
|---|---|
||**702,812**
34,974
(21,378)
(10,455)
-
**705,952**|
||**732,161**
34,974
(24,062)
(10,455)
**-**
**732,618**|
## **9. Movement in Funds – Prior year**
|**Restricted funds**
Major Development Fund
**Unrestricted funds**
General reserve
Designated (Village Hall)
Designated (Repairs)
Designated (Fixed Assets)
**Unrestricted**
**Consolidated reserves**
**movement**|**Net**
**Outgoing**
**Depr’n**
**1 January**
**2021**
**Net**
**Incoming**
**Transfers**
**31 December**
**2021**
**£**
**£**
**£**
**£**
**£**
**£**
52,392
141,250
(18,864)
-
(145,429)
**29,349**
34,535
34,771
(12,773)
-
(5,298)
**51,235**
488,032
-
-
-
150,727
**638,759**
10,000
-
-
-
**-**
**10,000**
4,175
-
-
(1,357)
**-**
**2,818**|
|---|---|
||536,742
34,771
(12,773)
(1,357)
145,429
**702,812**|
||589,134
176,021
(31,637)
(1,357)
**-**
**732,161**|
14
HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2022
## **Notes to the Financial Statements**
## **10. Capital commitments**
At 31 December 2022 there were no capital commitments (2021: £Nil).
## **11. Allocation of Net assets between funds – Current year**
||**Unrestricted**
**General**|**Unrestricted**
**Designated**|**Restricted**|**2022**|
|---|---|---|---|---|
||**Funds**|**Funds**|**Funds**|**Total**|
||**£**|**£**|**£**|**£**|
|**Fund Balances at 31 December 2022 are**|||||
|**represented by:**|||||
|Tangible Fixed assets|-|638,367|-|638,367|
|Net Current Assets/(Liabilities)|51,555|20,000|26,665|98,220|
|Fixed Asset Provision|(3,969)|||(3,969)|
|**Total funds**|**47,586**|**658,367**|**26,665**|**732,618**|
|**Allocation of Net assets between funds - Prior year**|||||
|**Fund Balances as 31 December 2021 are**|||||
|**represented by:**|||||
||**Unrestricted**
**General**|**Unrestricted**
**Designated**|**Restricted**||
||**Funds**|**Funds**|**Funds**|**Total**|
||**£**|**£**|**£**|**£**|
|Tangible Fixed assets|-|641,577|-|641,577|
|Net Current Assets/(Liabilities)|51,235|10,000|29,349|90,584|
|**Total funds**|51,235|651,577|29,349|732,161|
## **12. Related Party Transactions**
There were no related party transactions during the year which require disclosure.
15