HARBURY VILLAGE HALL Trustees’ Report and Financial Statements Year ended 31 December 2024
Harbury Village Hall Trustee’s Report and Financial Statements Year ended 31 December 2024
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Trustees’ Report and Financial Statements Year ended 31 December 2024
HARBURY VILLAGE HALL
| 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 |
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HARBURY VILLAGE HALL Trustees’ Report and Financial Statements Year ended 31 December 2024
Trustees, Officers and Advisors
The following served as trustees during the period from 1 January 2024 to the date of this report:
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Andrew Rutherford (Chairman) Trustee
Jane Haggitt (Deputy Chairman) Trustee
David Gimson (Secretary) Trustee
Stephen Friling (Treasurer) Trustee
Claire McGurk (Bookings Secretary) Trustee
John Bright Trustee
John Crossling Trustee Resigned 20 Jun 24
Pam Keane Trustee
Celia Neill Trustee
Gordon Robbins Trustee
Keith Thompson Trustee
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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
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HARBURY VILLAGE HALL Trustees’ Report and Financial Statements Year ended 31 December 2024
Annual Report of the Trustees
The Trustees are pleased to present its Annual Report for the year ended 31 December 2024 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.
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HARBURY VILLAGE HALL Trustees’ Report and Financial Statements Year ended 31 December 2024
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, 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
Despite maintaining rates at 2023 levels, hall hire income in 2024 was up by almost 17%. The committee was therefore able continue with its programme of maintenance and general improvements to help keep the hall as a popular venue for community use. The contactor that was commissioned at the end of 2023 to upgrade the AV system (mostly funded by donations and a National Lottery Community Fund grant) completed the work in January as planned.
Financial Review.
The Trustees, having undertaken a FRS 102 compliance review in 2022 and electing to commence depreciating the village hall building over 100 years, again endorsed to continue this policy in the 2024 impairment review.
The total income for 2024 was £40,787 (2023: £47,570). This fall was mainly due to reduced voluntary income as a result of there being no planned high value projects to try and raise funds for. However, £29,633 of income (2023: £25,343) came from the hire of the hall. Investment income continued to rise as a result of better interest rates afforded to funds on deposit. However, this income stream is expected to fall in 2025 if anticipated interest rate fluctuations materialise.
After expenditure of £17,437 (2023: £17,985) there was an Unrestricted (Undesignated) surplus of £22,027 (2023 £17,479). At the year end, there was a balance on all Unrestricted funds of £743,641 (2024: £722,366) which included £20,000 (2023: £20,000) designated for major repairs and free reserves of £90,131 (2023 £66,781). The Restricted Funds balance is the remainder of a Stratford District Council Section 106 grant. There was £7,839 of qualifying Section 106 expenditure made in 2024 leaving a balance of £5,819 (2023: £13,658).
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.
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HARBURY VILLAGE HALL Trustees’ Report and Financial Statements Year ended 31 December 2024
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;
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observe the methods and principles in the Charities SORP;
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make judgments and estimates that are reasonable and prudent;
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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.
Jane Haggitt
J Haggitt Acting Chair of the Trustees 20 March 2025
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HARBURY VILLAGE HALL Trustees’ Report and Financial Statements Year ended 31 December 2024
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 2024 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;
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follow the applicable Direc�ons given by the Charity Commissioners under sec�on 145(5)(b) of the Act; and
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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:
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the accounting records were not kept in accordance section 130 of the Charities Act; or
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the accounts did not accord with the accounting records; or
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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.
John Hall John Hall FCA Denny's Close, Temple End, Harbury, CV33 9NE. 19 March 2025
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HARBURY VILLAGE HALL Trustees’ Report and Financial Statements Year ended 31 December 2024
Statement of Financial Activities for the year end 31 December 2024
| Unrestricted | ||||||
|---|---|---|---|---|---|---|
| Unrestricted | Designated | Restricted | 2024 | 2023 | ||
| Notes | Funds | Funds | Funds | Total | Total | |
| £ | £ | £ | £ | £ | ||
| Income and endowments | ||||||
| from: | ||||||
| Charitable activities | ||||||
| Donations, grants and awards | 2 | 766 | 1,323 | - | 2,089 | 13,340 |
| Charitable activities – Hall Hire |
29,633 | - | - | 29,633 | 25,343 | |
| Other trading activities | ||||||
| Other activities | 3 | 1,418 | - | - | 1,418 |
1,887 |
| Investment & Other Income | ||||||
| Feed in Tariff Income | 4,927 | - | - | 4,927 | 4.966 | |
| Bank and other interest | 2,720 | - | - | 2,720 | 2,034 | |
| Total income | 39,464 | 1,323 | - | 40,787 | 47,570 | |
| Expenditure on: | ||||||
| Raising funds | (1,027) | - | - | (1,027) | (755) | |
| Charitable activities | ||||||
| Premises and Support Costs | 4 | (16,205) | (13,589) | (6,325) | (36,119) | (33,347) |
| Management and Administration |
5 | (205) | - | - | (205) | (62) |
| Total expenditure | (17,437) | (13,589) | (6,325) | (37,351) | (34,164) | |
| Net income/(expenditure) | 22,027 | (12,266) | (6,325) | 3,436 | 13,406 | |
| Transfers between funds | 1,323 | 10,191 | (11,514) | - | - | |
| Net movement in funds | 23,350 | (2,075) | (17,839) | 3,436 | 13,406 | |
| Fund balances brought forward |
66,781 | 655,585 | 23,658 | 746,024 | 732,618 | |
| Funds carried forward | 90,131 | 653,510 | 5,819 | 749,460 | 746,024 |
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Trustees’ Report and Financial Statements Year ended 31 December 2024
HARBURY VILLAGE HALL
| Balance Sheet as at 31 December 2024 Note 2024 £ £ Fixed assets Tangible fixed assets 6 633,510 Current assets Debtors 7 1,456 Cash and bank 120,058 121,514 Current liabilities Amounts falling due within 1 year 8 (4,241) Net current assets 117,273 Amounts falling due over 1 year - provisions (1.323) Net assets 749,460 Represented by: Unrestricted funds: 9 General funds 90,131 Designated - Village Hall Capital Fund 612,827 Designated – Repairs Fund 20,000 Designated – Fixed Assets Fund 20,683 653,510 Restricted funds: 9 Major Development Fund 5,819 749,460 |
Balance Sheet as at 31 December 2024 Note 2024 £ £ Fixed assets Tangible fixed assets 6 633,510 Current assets Debtors 7 1,456 Cash and bank 120,058 121,514 Current liabilities Amounts falling due within 1 year 8 (4,241) Net current assets 117,273 Amounts falling due over 1 year - provisions (1.323) Net assets 749,460 Represented by: Unrestricted funds: 9 General funds 90,131 Designated - Village Hall Capital Fund 612,827 Designated – Repairs Fund 20,000 Designated – Fixed Assets Fund 20,683 653,510 Restricted funds: 9 Major Development Fund 5,819 749,460 |
Balance Sheet as at 31 December 2024 Note 2024 £ £ Fixed assets Tangible fixed assets 6 633,510 Current assets Debtors 7 1,456 Cash and bank 120,058 121,514 Current liabilities Amounts falling due within 1 year 8 (4,241) Net current assets 117,273 Amounts falling due over 1 year - provisions (1.323) Net assets 749,460 Represented by: Unrestricted funds: 9 General funds 90,131 Designated - Village Hall Capital Fund 612,827 Designated – Repairs Fund 20,000 Designated – Fixed Assets Fund 20,683 653,510 Restricted funds: 9 Major Development Fund 5,819 749,460 |
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 |
|---|---|---|---|
| 121,514 (4,241) 612,827 20,000 20,683 |
118,507 (5,422) 625,093 20,000 10,492 |
||
| 749,460 | |||
| 90,131 653,510 5,819 |
|||
| 749,460 |
These financial statements were approved by the Trustees on 20 March 2025 and were signed on its behalf by:
Jane Haggitt
J Haggitt (Acting Chair of the Trustees)
Stephen M Friling
SM Friling (Treasurer)
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HARBURY VILLAGE HALL Trustees’ Report and Financial Statements Year ended 31 December 2024
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.
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HARBURY VILLAGE HALL Trustees’ Report and Financial Statements Year ended 31 December 2024
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.
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HARBURY VILLAGE HALL Trustees’ Report and Financial Statements Year ended 31 December 2024
Notes to the Financial Statements
| Notes to the Financial Statements | |
|---|---|
| 2. Donations Unrestricted: Folk Club Other Unrestricted Designated: 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 £6,325 Restricted, (2023 £5,628)] Telephone & Internet Cleaning Electricity Insurance Gardening & Grass Cutting Licensing Depreciation Total charitable expenditure |
2024 2023 £ £ 756 788 10 446 - 535 - 248 1,323 1,323 - 9,500 - 500 |
| 2,089 13,340 |
|
| 2024 2023 £ £ 1,418 1,670 - 217 |
|
| 1,418 1,887 |
|
| Total Total 2024 2023 £ £ 241 281 734 646 6,325 5,628 203 390 6,212 5,565 5,964 7,517 1,462 1,392 1,034 926 355 451 13,589 10,551 |
|
| 36,119 33,347 |
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HARBURY VILLAGE HALL Trustees’ Report and Financial Statements Year ended 31 December 2024
Notes to the Financial Statements
5. Management & Administration
No fees (2023 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 (2023 Nil).
6. Tangible fixed assets
| Cost At 1 January 2024 Additions Disposals At 31 December 2024 Depreciation At 1 January 2024 Charge for the year Disposals At 31 December 2024 Net book value At 31 December 2024 At 31 December 2023 |
Village Hall Building Assets under Construction Furniture & Fittings Equipment Total £ £ £ £ £ 640,847 - 5,329 30,395 676,571 - - - 11,514 11,514 - - - (3,920) (3,920) |
|---|---|
| 640,847 - 5,329 37,989 684,165 |
|
| 15,754 - 4,952 20,280 40,986 7,877 - 126 5,586 13,589 - - - (3,920) (3,920) |
|
| 23,631 - 5,078 21,946 50,655 |
|
| 617,216 - 251 16,043 633,510 |
|
| 625,093 - 377 10,115 635,585 |
The Charity holds no 'heritage assets' as defined by FRS 102.
| 7. Debtors Trade debtors Other debtors Other prepayments and accrued income |
2024 2023 £ £ 953 752 72 639 431 10,584 |
|---|---|
| 1,456 11,975 |
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HARBURY VILLAGE HALL Trustees’ Report and Financial Statements Year ended 31 December 2024
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 |
2024 2023 £ £ 49 49 2,869 4,050 1,323 1.323 |
| 4,241 5,422 |
9. Movement in Funds – Current year
| 1 | January | Net | Net | 31 December | |||
|---|---|---|---|---|---|---|---|
| 2024 | Incoming | Outgoing | Depr’n | Transfers | 2024 | ||
| £ | £ | £ | £ | £ | £ | ||
| Restricted fund | |||||||
| Major Development Fund | 23,658 | - | (6,325) | - | (11,514) | 5,819 | |
| Unrestricted funds | |||||||
| General | 66,781 | 39,464 | (17,437) | - | 1,323 | 90,131 | |
| Designated (Village Hall) | 625,093 | - | - | (7,877) | - | 617,216 | |
| Designated (Repairs) | 20,000 | - | - | - | - | 20,000 | |
| Designated (Fixed Assets) | 10,492 | 1,323 | - | (5,712) | 10,191 | 16,294 | |
| Unrestricted Totals | 722,366 | 40,787 | (17,437) | (13,589) | 11,514 | 743,641 | |
| Consolidated reserves | |||||||
| movement | 746,024 | 40,787 | (23,762) | (13,589) | - | 749,460 | |
| Movement in Funds – Prior | year | ||||||
| 1 | January | Net | Net | 31 December | |||
| 2023 | Incoming | Outgoing | Depr’n | Transfers | 2023 | ||
| £ | £ | £ | £ | £ | £ | ||
| Restricted funds | |||||||
| Major Development Fund | 26,665 | 10,000 | (5,628) | - | (7,379) | 23,658 | |
| Unrestricted funds | |||||||
| General reserve | 47,586 | 35,464 | (17,985) | - | 1,716 | 66,781 | |
| Designated (Village Hall) | 630,902 | - | - | (7,898) | 2,089 | 625,093 | |
| Designated (Repairs) | 20,000 | - | - | - | - | 20,000 | |
| Designated (Fixed Assets) | 7,465 | 2,106 | - | (2,653) | 3,574 | 10,492 | |
| Unrestricted Totals | 705,953 | 37,570 | (17,985) | (10,551) | - | 722,366 | |
| Consolidated reserves | |||||||
| movement | 732,618 | 47,570 | (23,613) | (10,551) | - | 746,024 |
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HARBURY VILLAGE HALL Trustees’ Report and Financial Statements Year ended 31 December 2024
Notes to the Financial Statements
10. Capital commitments
At 31 December 2024 there were no capital commitments (2023: £1,260).
11. Allocation of Net assets between funds – Current year
| Unrestricted | Unrestricted | |||
|---|---|---|---|---|
| General | Designated | Restricted | 2024 | |
| Funds | Funds | Funds | Total | |
| £ | £ | £ | £ | |
| Fund Balances at 31 December 2024 are | ||||
| represented by: | ||||
| Tangible Fixed assets | - | 633,510 | - | 633,510 |
| Net Current Assets/(Liabilities) | 91,454 | 20,000 | 5,819 | 117,273 |
| Fixed Asset Provision | (1,323) | - | - | (1,323) |
| Total funds | 90,131 | 653,510 | 5,819 | 749,460 |
| Allocation of Net assets between funds - Prior year |
Fund Balances as 31 December 2023 were represented by:
| Fund Balances as 31 December 2023 were represented by: |
|
|---|---|
| Tangible Fixed assets Net Current Assets/(Liabilities) Fixed Asset Provision Total funds |
Unrestricted General Unrestricted Designated Restricted 2023 Funds Funds Funds Total £ £ £ £ - 635,585 - 635,585 69,427 20,000 23,658 113,085 (2,646) - - (2,646) |
| 66,781 655,585 23,658 746,024 |
12. Related Party Transactions
There were no related party transactions during the year which require disclosure.
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