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2023-03-31-accounts

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RADFORD SEMELE COMMUNITY HALL

68 Lewis Road – Radford Semele – Leamington Spa – CV31 1UQ Registered Charity Number 522985

Report of the Management Committee

Year ending 31st March, 2023

Introduction

The objectives of the charity remain to own, manage and maintain Radford Semele Community Hall for the benefit of the inhabitants of Radford Semele and the surrounding area. The constitution of the Charity is set out in a lease of land between Radford Semele Parish Council and the Trustees of Radford Semele Community Hall, made on the 15th December, 1967. That land vested in the Official Custodian for Charities under an order of the Charity Commission dated 4th October, 1971. The day-to-day running of the Hall is carried out by the Management Committee consisting of the vicar (now priest-in-charge) ex-officio, elected members and representatives of village organisations.

During the year or part of the year and up to the date of the Annual General Meeting the following have served on the Committee:

Elected * Mrs Janet Malin Chairman, Minute Sec. & Parish Council Representative Elected * Mr D Chater Vice Chairman, Treasurer part year Elected * Mrs M Rai Elected AGM Nov. 2022 Mr B Friar Treasurer part year (Trustee appointed April 23) Elected AGM Nov. 2022 Mrs H Higgins (Also Radford Semele Women’s Institute) Elected AGM Nov. 2022 Mrs D Gulliver (Also Booking Officer) Elected AGM Nov. 2022 Mr J Morgan (Also Cacophony Music Group) Elected AGM Nov. 2022 Mr S Roe Elected AGM Nov. 2022 Mr G Gill Elected AGM Nov. 2022 Mr G Spencer Elected AGM Nov. 2022 Mrs G Clews Elected AGM Nov. 2022 Mr A Philips

Bankers: Lloyds TSB Bank plc 73 The Parade, Leamington Spa, CV32 4BB

The services of Pat Follett over many years is acknowledged. In more recent years she has chaired the Committee and been responsible for implementing many projects, the most recent being the resurfacing of the carpark.:

Independent Examiner Andrew Jones FCA

Preparation of Accounts and book-keeping Miss Hannah Gray

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RADFORD SEMELE COMMUNITY HALL

68 Lewis Road – Radford Semele – Leamington Spa – CV31 1UQ Registered Charity Number 522985

Report of the Management Committee

Year ending 31st March, 2023

General Summary

The Committee met ten times in the year. Members are satisfied that the hall’s use meets the requirements of the Charities Act 2006 to have charitable purposes for the public benefit; in particular, its hire enables the advancement of education, religion, community development and amateur sport.

The Management Committee reports on the following:-

The Committee

In recent years the Management Committee has been dependent on a small number of dedicated members. During the year the village was canvassed to seek a wider representation of members. This resulted in several individuals offering to take on this responsibility. New members were elected at the AGM in November which has resulted in a more diversified approach to running the Hall. Trustees

The three trustees, Janet Malin, David Chater, Maxine Rai, were registered with the Charity at 31[st] March 2023. (Subsequently Brian Friar has agreed to take on the responsibility.)

Committee responsibilities

The main changes during the year have been as follows:-

Pat Follet retired from the Chairmanship in the early part of the year when David Chater, as Vice Chairman, took on short term responsibility. Janet Malin soon offered her services for this role and was adopted as Chairman by the Committee. Brian Friar joined the Management Committee during the year with the offer to take on the financial management responsibility which has for many years been managed by David Chater. This transition was virtually completed by 31[st] March 2023. Online banking has been introduced by Brian Friar. Online banking has virtually eliminated cheque payments and facilitated other changes, particularly Hall bookings where deposits against future reservations can be more easily manged.

The enthusiasm of Chairman Janet Malin and Booking Officer Debbie Gulliver led to social events being organised at the Hall aimed to promote the Hall and its facilities, more are planned. A Facebook page has been introduced which adds to the existing publicity and booking system provided by the Parish website radfordsemelepc.org.uk.

Financial matters

Notes on the financial accounts are documented in Section 5. These notes should be read in conjunction with this Management Committee Report.

Hire Charges. Rates of hire were increased in January 2023 to £15 per hour for village resident, £18 per hour for non-residents and £20 for private party functions.

Major Repairs and renewals. Car park repairs £25,500. Carpet replacement £2,180

.

Deficit for the Year. The accounts show a deficit for the year of £18,439.

Reserves. The cash reserves as at 31[st] March 2023 are £52,006.

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Insurance/Building Values

The Property was revalued in 2020 by Allied Westminster for insurance purposes. Current property values insured are £1.988.976.

Finances

In accordance with the resolution of the Committee passed on 28th July, 2009, the financial statements have been prepared on the receipts and payments basis; this decision was taken to simplify accounting procedures and to avoid the more onerous demands of accruals accounting for the preparation and examination of the statements.

This report was approved by the Management Committee on ..............................., 2023, and signed on its behalf by:

…………………………………………………… Meeting Chairman

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RADFORD SEMELE COMMUNITY HALL

68 Lewis Road – Radford Semele – Leamington Spa – CV31 1UQ Registered Charity Number 522985

Accounts for the Year Ended 31st March, 2023

Receipts and Payments Account
Receipts(see notes)
£
Sports and Social Club Rent
Rent of Changing Rooms
Hire of Hall
Charitable Activities
Grants and Donations
Interest Received
Sales of Electricity
Sale of Insurance
Sub total
Asset and Investment Sales
Total receipts
Payments(see notes)
Business Rate
Water Rates
Electricity
Gas
Insurance
Performing Rights Society
Cleaning (including materials)
Booking Agent’s Fee
Printing, Stationery, Postage, Telephone
Repairs and Renewals
Bookkeeping
Sundry Expenses
Equipment
Other professional services
Raising Funds
Card charges
Charitable Contributions
Sub total
Asset and Investment Purchases
Total payments
Net excess of receipts
General
General
General		 2022
Fund
7,116
410
5,744
0
23,167
11
3,986
865
41,299
-
41,299
281
963
4,996
1,897
2,342
139
1,424
990
153
12,965
840
121
780
360
0
0
0
28,251
-
______
28,251
13,048

28,835
-
28,835

550
1,051
5,440
2,219
2,649
0
1,930
2,799
242
28,962
875
91
313
0
122
1
30
47,274
-
_____
47,274
_

-18,439

4

Add Balance of Cash Funds at 1st April, 2022
Cash Funds at 31st March, 2023		 70,445 57,397

52,006		 70,445

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RADFORD SEMELE COMMUNITY HALL 68 Lewis Road – Radford Semele – Leamington Spa – CV31 1UQ Registered Charity Number 522985

Accounts for the Year Ended 31st March, 2023

Statement of Assets and Liabilities at 31st March, 2023


Notes

Cash Funds
Lloyds TSB Current Account
COIF Charities Deposit Fund
Lloyds Deposit Account
Cash on hand
Total Cash Funds
Other Monetary Assets
Hall Hire debtors
Other Debtors
Prepayment
Total
Assets Retained for the Charity’s own use
As valued for insurance
Leasehold Building
Furniture, Fittings and Equipment
Liabilities
Creditors
Advanced Insurance Recharge
Accruals
Total Liabilities		 2023 2022
General Fund
G. Fund
£
£
5,096
44,032
26,882
26,413
20,028
0
0
0
52,006
70,445
0
0
1,250
0
1,774
1,619
____
3,024
1,619
1.988.976
1.988.976
23.528
23.528
0
247
727
664
0
0
727
911

The Financial Statements on pages 4 to 7 were approved by the Management Committee on ........................., 2023, and signed on its behalf by:

…………………………………………………… Trustee, on behalf of the Committee The notes on pages 6 & 7 form part of these accounts.

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RADFORD SEMELE COMMUNITY HALL

68 Lewis Road – Radford Semele – Leamington Spa – CV31 1UQ Registered Charity Number 522985

Notes to the Accounts for the year ended 31st March, 2023

1. Accounting Policies Basis

The financial statements have been prepared on a Receipts and Payments basis, in accordance with the requirements of the Charities Act 2006, and the Charities SORP 2005.

Funds

Whenever income is received for a purpose specified by the donor, a restricted fund is maintained as a separate account. No such funds were held during the year.

2. Comparatives

The comparative figures have been prepared on the same basis as the current year. 3. Receipts £28,835 - Rent from Sports and Social Club £7,116

Rent is receivable monthly from the Radford Semele Sports and Social Club under the terms of a seven year lease effective from 1[st] April 2015. The rent is reviewed at three-yearly intervals and was increased in line with the Retail Price Index from 1st April, 2021. The next rent review is due in April 2024. (The Management Committee has been advised that the seven year lease continues to operate beyond 1[st] April 2022 until one of the parties to the lease initiates the action which achieves termination.)

Rent from letting Changing Rooms £0 Facilities have not been used by the football teams Hire of the Hall- £13,662

Hourly hire rates were increased from January to £15 per hour for Radford residents and £18 for non-residents. Bookings for private parties are charged at £20 per hour. The effect of the higher rates has been to increase the revenues. These hire revenues however arise from several factors including an increasing demand for private parties and the dedicated efforts of the Booking officer ensuring that all inquiries are carefully converted into bookings whenever possible. Charitable activities £562

Income arising from a promotional day at the hall organised by the Chairman and Booking officer. Grants and Donations £2125

Donation received from the Table Tennis Club towards the resurfacing of the car park which improved access to their premises.

Interest received £497

Interest arising mainly from COIF account benefiting from higher rates of interest Sale of Electricity £4,873

This relates to amount received from S.&.S.C for their metered portion of electricity used.

Sale of Insurance

S&SC where invoiced £969 in January 2023. Has subsequently been paid.

.

4. Payments £47,274 Rates £550

The Hall benefitted from a one-year Government subsidy

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Electricity £5,440

Total cost of electricity including S&SC. The net cost for the Hall was £567 (£5440£4873) approximately 11% relates to Hall usage. Both the Hall and S&SC have benefitted from a three-year contract with Eon which terminated on 12[th] May 2023. Costs after this date are subject to market forces. The Management Committee are concerned at the expected cost increase beyond 12[th] May 2023. Gas £2,219

Current rates charged are controlled by a two year agreement which terminates on 9[th] December 2023.

Insurance £2,649

Hall renewal premium of £2,366 and £283 for Debbie Gulliver’s insurance renewal. P.R.S. Music Licence £0

Previous year’s payment was made in March 2022. Current years charge not agreed as at 31[st] March 2023.

Cleaning £1,930

Increased by £506. It has proved impossible to engage a regular cleaner. Reliance for this service has been provided by the voluntary efforts of the Chairman and Booking Officer. Booking Agents charges £2,799

The increase over the precious year (2021/22 £990) reflects a full year’s costs for this service. It reflects the full effect of the Management’s decision to pay for this service. It is expected to be offset by greater income from letting the Hall. Repairs and renewals £28962

The two major items were car park resurfacing £25,500 and replacement carpeting in the Hall £2,180. The resurfacing costs were offset by a grant obtained via Warwick Council £12.500 (received in 2021/22) and a contribution from the Table Tennis Club (£2125)

The balance of this expense £10,875 (£25,500-£12,500-£2,180) was expected to be shared between the Hall and S&SC under the terms of the lease between the Hall Club. The Club confirmed that they were unable to pay their contribution (£5438) stating that concurrent repairs to the Club toilets had left them with insufficient funds. The effect was that the Hall incurred the cost of this loss of expected income. (A further invoice £280 for a 50% contribution towards the repair to car park lighting has not been paid.) Book Keeping £875

The charge represents the full year cost of subcontracting the accounting work. Equipment £313

The refrigerator was replaced £219

5. Debtors and Prepayments

Prepayments include £1,774 for 9 months prepaid for insurance and £727 for 9 months prepaid for recharge of insurance.

Debtors include £970 for outstanding invoice for insurance recharged to S&SC and £280 for 50% split of car park lighting invoice that is outstanding.

6. Creditors £0

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7. Reserves £52,006

The Reserves of the Community Hall decreased by £18,439 (from £70,445 to £52,006) during the year. (The Reserves in the previous year (£70,445) included a £12.500 grant towards resurfacing the carpark)

The financial effect of resurfacing the carpark was to lower the reserves by £23,375 (i.e £25,500 reduced by the Table Tennis Club’s contribution £2,125) In fact the Reserves reduced by only £18439. The observation is that the result of all other income and expenditure resulted in a surplus of £4936 (£23,375-£18,439). A further observation is that the Management Committee expected a contribution towards the Car park refurbishment of £5438 under the terms of the Lease. Had this been paid the reserves would have been that amount higher. The S&SC’s advised that they were unable to pay this contribution.

The Reserves at £52,006) have in recent years been considered an adequate protection against variations in rental income at the of the Hall and the unexpected maintenance costs which arise periodically. It is important to recognise other potential risks which could lead the Hall to becoming insolvent:-

The annual cost of rent £7,116 and electricity (in 2023) could exceed £10,000, plus insurance £1,000 and repair costs are in total likely to be well in excess of £20,000

Failure to meet these obligations would lower the reserves by £20,000 in the first year. It is important that the Management Committee monitors the regular payment of these items to ensure that there is no default.

END

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py CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts +•• Section A Independent Examiner's Report Report to the trusteesl members of Radford Semele Communty Hall On accounts for the year 3191 March 2023 Charlty no (rfany) 522985 Set out on pages One to Eight ( approved by Committee On 26th June 2023) l ￿port to the trustees on my examination of the accounts of the above charty (Yhe Trusf) for the yeaT ended 31rt March 2023. Respon$lblllties and As the chanty trustees of the Trust, you are responsible for the Fxeparation ba$ls of report of the accounts in accordance with the requirements of the Chartties A(* 2011 (Ihe Acr). I ￿port in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in Garying oui my examination, I havè followed the applicable Directions gNen by the Charity Commission under section 145(5){b) of the Act. I have ccvnpleted my examination. l confim that no material matters have come to my attention in c￿neCtion Y￿th the examination Ythich gives me cause to believe that in, any material respect.. a¢¢ounting records were not kept in accordan￿ ￿1th section 130 of the Act or the accounts do not accord with the accounting records Independent examinorfs statsm•nt I have no concerns and have come acmss no other matters in connection wtth the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. . Fyease delet the words in the brnckets rfthey do not apply. Slgnad: 23° October 2023 Name: Andrew C es Relwant professional qualifi¢ation{s) or body (If any): Chartered Accountant Addrnss: 20. Off¢hurch Lane Radford Semele Leamington Spa CV31 1TN ection B Disclosure Only complete rf the examiner need$ to highlight matters of GOn￿M (see CC32, Independent examination of ¢harity accounts: directions and guidance for examiners). October 2018