2023-12-31-accounts - Harbury Village Hall

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HARBURY VILLAGE HALL

Trustee’s Report and Financial Statements Year ended 31 December 2023

Harbury Village Hall Trustee’s Report and Financial Statements Year ended 31 December 2023

HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2023

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

HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2023

Trustees, Officers and Advisors

The following served as trustees during the period from 1 January 2023 to the date of this report:

----- Start of picture text -----
Andrew Rutherford (Chairman) Trustee
Jane Haggitt (Deputy Chairman) Trustee
David Gimson (Secretary) Trustee
Stephen Friling (Treasurer) Trustee
Pam Keane (Booking Secretary to 11 May 23) Trustee
Claire McGurk
Trustee Appointed 11 May 23
(Booking Secretary from 12 May 23)
John Bright Trustee
John Crossling Trustee
Susan Littlewood Trustee Resigned 11 May 23
Celia Neill Trustee
Gordon Robbins Trustee
Keith Thompson Trustee
Janet Thornley Trustee Resigned 11 May 23
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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

John Hall FCA - Denny's Close, Temple End, Harbury, CV33 9NE.

Banker

Lloyds Bank plc, 73 Parade, Leamington Spa, CV32 4BB

Website

harburyvillagehall.org

HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2023

Annual Report of the Trustees

The Trustees are pleased to present its Annual Report for the year ended 31 December 2023 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.

HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2023

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

Hall Hire Income in 2023 was sufficient to facilitate a number of maintenance and enhancement projects including refinishing the hall floor, roof repairs and curtain replacement. The Trustees were grateful for the financial support received from a number of regular users. The Trustees were also very grateful to receive a grant of £9,500 from the National Lottery Community Fund and a further £500 from Harbury Women’s Institute for an upgrade project in 2024. The project was contracted to be undertaken in early 2024.

The Charity was grateful to receive a redundant defibrillator from the Nuffield Trust which has since been installed at the Village Hall and has been made available to both the general public as well as hall users should the need arise.

Financial Review.

The Trustees undertook a FRS 102 compliance review in 2022 elected to commence depreciating the village hall (over 100 years). This policy was endorsed to continue in the 2023 impairment review.

Total income was £47,570 (2022: £34,974) including £25,343 (2022: £18,716) from the hire of the hall. Investment income rose as a result of better interest rates afforded to funds on deposit. After expenditure of £17,985 (2022: £16,086) there was an Unrestricted surplus of £17,479 (2022 £12,272). At the year end, there was a balance on unrestricted funds of £722,366 (2023: £705,953) which included £20,000 (2022: £20,000) designated for major repairs and free reserves of £66,781 (2022 £47,586). The Major Development Fund consists of £10,000 received for a facilities development project and the balance of a Stratford District Council Section 106 grant. There was £13,007 of qualifying Section 106 expenditure made in 2023 leaving a balance of £13,658 (2022: £26,665). The retention sum of £2,088 for the 2021 Foyer Extension Project was settled after snagging work was concluded.

Reserves

The reserves 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.

HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2023

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 regularly 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 11 April 2024

HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2023

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 2023 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 sec�on 145 of the Chari�es 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, I can confirm that no material matters have come to my attention 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.

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.

J Hall

John Hall FCA Denny's Close, Temple End, Harbury, CV3 9NE. 11 April 2024

HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2023

Statement of Financial Activities for the year end 31 December 2023

	Unrestricted	Unrestricted	Unrestricted Designated	Restricted	2023	2022
	Notes	Funds	Funds	Funds	Total	Total
		£	£	£	£	£
Income and endowments
from:
Charitable activities
Donations, grants and awards	2	1,234	2,106	10,000	13,340	9,720
Charitable activities – Hall Hire		25,343	-		25,343	18,716
Other trading activities
Other activities	3	1,887	-	-	1,887	1,595
Investment & Other Income
Feed in Tariff Income		4,966	-	-	4,966	4.805
Bank and other interest		2,034	-	-	2,034	138
Total income		35,464	2,106	10,000	47,570	34,974
Expenditure on:
Raising funds		(755)	-	-	(755)	(921)
Charitable activities
Premises and Support Costs	4	(17,168)	(10,551)	(5,628)	(33,347)	(33,357)
Management and Administration	5	(62)	-	-	(62)	(239)
Total expenditure		(17,985)	(10,551)	(5,628)	(34,164)	(34,517)
Net income/(expenditure)		17,479	(8,445)	4,372	13,406	457
Transfers between funds		1,716	5,663	(7,379)	-	-
Net movement in funds		19,195	(2,782)	(3,007)	13,406	457
Fund balances brought forward		47,586	658,367	26,665	732,618	732,161
Funds carried forward		66,781	655,585	23,658	746,024	732,618

HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2023

Balance Sheet as at 31 December 2023

2023 £ £ 635,585 11,975 106,532 118,507 (5,422) 113,085 (2,646) 746,024 66,781 625,093 20,000 10,492 655,585 23,658 746,024	2023 £ £ 635,585 11,975 106,532 118,507 (5,422) 113,085 (2,646) 746,024 66,781 625,093 20,000 10,492 655,585 23,658 746,024	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
118,507 (5,422) 625,093 20,000 10,492		102,417 (4,197) 630,902 20,000 7,465
	746,024		732,618
	66,781 655,585 23,658		47,586 658,367 26,665
	746,024		732,618

These financial statements were approved by the Trustees on 11 April 2024 and were signed on its behalf by:

A Rutherford

A Rutherford (Chairman)

S Friling

SM Friling (Treasurer)

HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2023

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.

HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2023

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 the charity 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 reassessed 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.

HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2023

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 Harbury Theatre Group Nuffield Trust Released Fixed Asset Provision Restricted: National Lottery Community Fund Harbury Women’s Institute 3. Other Trading income Fundraising Events Harbury Beer Festival Burns Night 4. Premises & Support Costs Rates Water Repairs & Maintenance [Includes £5,628 Restricted, (2022 £2,684)] Telephone & Internet Cleaning Electricity Insurance Gardening & Grass Cutting Licensing Depreciation Provisions – donated assets Total charitable expenditure	2023 2022 £ £ - 2,667 1,234 437 - 6,616 535 248 1,323 9,500 - 500 -
	13,340 9,720
	2023 2022 £ £ 1,670 1,595 217 -
	1,887 1,595
	Total Total 2023 2022 £ £ 281 326 646 968 5,628 3,290 390 369 5,565 5,005 7,517 4,952 1,392 1,273 926 1,088 451 339 10,551 10,455 - 5,292
	33,347 33,357

HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2023

Notes to the Financial Statements

5. Management & Administration

No fees (2022 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 (2022 Nil).

6. Tangible fixed assets

Cost At 1 January 2023 Additions Disposals At 31 December 2023 Depreciation At 1 January 2023 Charge for the year Disposals At 31 December 2023 Net book value At 31 December 2023 At 31 December 2022	Village Hall Building Assets under Construction Furniture & Fittings Equipment Total £ £ £ £ £ 638,759 - 5,329 27,714 671,802 2,088 - - 5,681 7,769 - - - (3,000) (3,000)
	640,847 - 5,329 30,395 676,571
	7,857 - 4,825 20,753 33,435 7,897 - 127 2,527 10,551 - - - (3,000) (3,000)
	15,754 - 4,952 20,280 40,986
	625,093 - 377 10,115 635,585
	630,902 - 504 6,961 638,367

The Charity holds no 'heritage assets' as defined by FRS 102.

7. Debtors Trade debtors Other debtors Other prepayments and accrued income	2023 2022 £ £ 752 1,189 639 98 10,584 493
	11,975 1,780

HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2023

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	2023 2022 £ £ 49 137 4,050 2,737 1,323 1.323
	5,422 4,197

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 2023 Net Incoming Transfers 31 December 2023 £ £ £ £ £ £ 26,665 10,000 (5,628) - (7,379) 23,658 47,586 35,464 (17,985) - 1,716 66,781 630,902 - - (7,898) 2,089 625,093 20,000 - - - - 20,000 7,465 2,106 - (2,653) 3,574 10,492
	705,953 37,570 (17,985) (10,551) - 722,366
	732,618 47,570 (23,613) (10,551) - 746,024

9. Movement in Funds – Prior year

Restricted funds Major Development Fund Unrestricted funds General reserve 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) - 705,953
	732,161 34,974 (24,062) (10,455) - 732,618

HARBURY VILLAGE HALL Trustee’s Report and Financial Statements Year ended 31 December 2023

Notes to the Financial Statements

10. Capital commitments

At 31 December 2023 there was a capital commitment of £1,260 (2022: £Nil) for AV infrastructure enhancements.

11. Allocation of Net assets between funds – Current year

	Unrestricted General	Unrestricted Designated	Restricted	2023
	Funds	Funds	Funds	Total
	£	£	£	£
Fund Balances at 31 December 2023 are
represented by:
Tangible Fixed assets	-	635,585	-	635,585
Net Current Assets/(Liabilities)	69,427	20,000	23,658	113,085
Fixed Asset Provision	(2,646)			(2,646)
Total funds	66,781	655,585	23,658	746,024
Allocation of Net assets between funds - Prior year

Fund Balances as 31 December 2022 were represented by:

Fund Balances as 31 December 2022 were represented by:
Tangible Fixed assets Net Current Assets/(Liabilities) Fixed Asset Provision Total funds	Unrestricted General Unrestricted Designated Restricted 2022 Funds Funds Funds Total £ £ £ £ - 638,367 - 638,367 51,555 20,000 26,665 98,220 (3,969) - - (3,969)
	47,586 658,367 26,665 732,618

12. Related Party Transactions

There were no related party transactions during the year which require disclosure.