Portesham Village Hall Statutory Accounts


Report and Accounts

Year ended August 31 2019

Charity number : 281514

Portesham Village Hall
Trustees’ Report for the year ended August 31 2019
The Trustees present their report and the accounts for the year ended August 31 2019.

Portesham Village Hall is a registered charity. The registered number is 281514.      

Principal activity 
The principal activity of the charity is the provision and maintenance of Portesham Village Hall for use by the inhabitants of the area of benefit without distinction of political, religious or other opinions, including use for meetings, lectures and classes, and other forms of recreation and leisure-time occupation with the object of improving the conditions of life for the inhabitants.

Review of the year
The financial result for the year is set out on page 3.

The Trustees who held office during the year were as follows:
Maureen Adams
Lesley Balmer 
Keith Brignell       
Martin Clerk
Mary Cutting
Geoffrey Haine
Margaret Hamilton
Robin Jolliffe
Christina Miller    
Colin Roper
Pip Roper   - appointed 17 April 2019
Clive Rowland
Roger Taylor       
Christine Voce 
Marsha White     

No Trustee received any remuneration in this year (2018 £nil); nor did any Trustee benefit from any contract with the charity during the year.

Reserves Policy
Taking into account the particular circumstances of the charity, the Trustees have established an initial policy for reserves. The Trustees have decided that such unrestricted funds not committed or invested in tangible fixed assets should not fall below the level of thirty six months operational expenditure.

Statement of Trustees’ responsibilities in relation to the accounts
The Charities Act 1993 requires the Trustees to prepare accounts for each financial year which give a true and fair view of the state of affairs of the charity as at the end of the financial year and of the profit or loss of the charity for that period. In preparing those accounts the Trustees are required to:
- select suitable accounting policies and then apply them consistently:
- make judgements and estimates that are reasonable and prudent:
- follow applicable accounting standards, subject to any material departures disclosed and explained 
  in the accounts.
The Trustees are responsible for maintaining proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the accounts comply with the disclosure regulations. 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.

This report was approved by the Board of Trustees on October 30 2019 and signed on its behalf by

Lesley Balmer

Portesham Village Hall
Report of the accountant to the Trustees of the Portesham Village Hall

I report on the accounts for the year ended August 31 2019 set out on pages 3 to 7.

Respective responsibilities of the Board of Trustees and reporting accountant

The charity’s trustees consider that an audit is not required for this year (under s.43(2) of the Charities Act 1993(the Act), as amended by s.28 of the Charities Act 2006) and that an independent examination is needed.
It is my responsibility:
- to examine the accounts (under s.43(7)(b) of the Act as amended)
- to follow procedures laid down in the General Directions given by the Charity Commission (under           s.43(7)(b) of the Act as amended); and
- to state whether particular matters have come to my attention.

Basis of independent examiner’s report

My examination was carried out in accordance with the General Directions given by the Charity Commission. 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 such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently I do not express an audit opinion on the accounts.

Independent examiner’s statement

In connection with my examination, no matter has come to my attention:
1. which gives me reasonable cause to believe that in any material respect the requirements:
(a) to keep  proper accounting records in accordance with section 41 of the Act; and
(b) to prepare accounts which agree with the accounting records and comply with the accounting requirements of the Act have not been met; or
2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

L T J Smith FCA
Chartered Accountant
3 Manor Farm Walk

October 30 2019


Report and Accounts

Year ended August 31 2019

Charity number : 281514

Portesham Village Hall
Statement of financial activities for the year ended August 31 2019

                                                           2019                  2018
                                                     £              £              £ 
Hiring income- main hall:                         
Artsreach                                          334                        700      
Non-residents                                   632                         610
Commercial                                        540                       300
Residents                                       2,851                      2,413
User groups                                   3,965                      3,505
Village cafes                                       90                       120
                                                 _______                  _______
                                                                   8,412                    7,648
Hiring income – Ron Doble room
Non-residents                                     329                      77
Commercial                                         690                   720
Residents                                            172                     168
User groups                                      1,434                1,342
                                                ________                 _______
                                                             2,625                           2,307

Use of foyer                                               225                            170         
                                                                  _______                  _______
TOTAL HIRING INCOME                                  11,262               10,125 
FIT income                                                           495                 1,130
Donation from Chesil Bank Garden Club                   0                      678
Other donations                                                     0                        4
Miscellaneous income                                            101                  130
Investment income                                               539                  543
Fundraising income – village café                           543                     0
                                                                        _______            _______
TOTAL INCOME                                                 12,940             12,610
                                                                        _______            _______
Electricity                                                  526          854
Heating oil                                             1,801          1,752         
Water                                                       415          274
Telephone/broadband                               682            706
                                                           _______                 _______
                                                                       (3,424)                 (3,586)
Cleaning costs                                      2,497             2,316   
Insurance                                             1,184             1,121
Licences                                                  423              427
Routine maintenance                             1,080           1,783
Gardening                                                811          1,248
                                                         _______          _______    
                                                                       (5,995)                (6,895)
General expenses                                       517          305
Film club                                                      0           223
                                                          _______                  ______
                                                                       (517)          (528)
                                                                      ________            _______
DAY TO DAY EXPENSES                                (9,936)                (11,009)
Non-routine maintenance expenditure               (3,916)                (11,050)
                                                                    _______                _______
TOTAL EXPENSES                                        (13,852)              (22,059)
                                                                  _______                  _______
NET DEFICIT FOR THE YEAR                                  (912)          (9,449)
                                                                   ======   ======

The notes on pages 5 to 6 form part of these accounts.

Portesham Village Hall
Balance Sheet as at August 31 2019

                                                                                                   2019                                2018
                               £                 £                          £                 £         
Fixed assets
Tangible fixed assets           2               218,938               218,938
Current assets
Debtors and prepayments    3       4,052           2,039
CAF Bank current account              1,472          1,939
CAF Bank deposit account             16,220       18,549
United Trust Bank – 60 day           18,465       18,165
United Trust Bank – 12 month       11,918       11,713
Housekeeping float                           300            300
Petty cash                                        30               60
                                            ________                              ________                                      
                                                       52,457        52,765
Creditors: amounts falling
due within one year   4                   707           103          
                                             ________           ________

Net current assets                                 51,750                52,662
                                                       ________                 ________
Total assets less current liabilities       270,688              271,600

                                                      ________                    ________
Net assets                                        270,688                    271,600                                                           

Represented by:

General Fund      5                                 26,750                 27,662

Maintenance Fund       5                         25,000                25,000                         
Grants and Donations  6                         218,938              218,938
                                                        ________                  ________

                                                           270,688              271,600
                                                            ========   =======  

Approved by the Board of Trustees on October 30 2019 and signed on its behalf by

Lesley Balmer

The notes on pages 5 to 6 form part of these accounts

Portesham Village Hall
Notes to the accounts for the year ended August 31 2019

1. Accounting policies

(a)  The accounts have been prepared under the historical cost convention and in accordance with applicable accounting standards and the Statement of Recommended Practice, Accounting and Reporting by Charities (SORP 2005).

(b)  All incoming resources are recognised once the company becomes entitled to the resources, it is certain that the resources will be received and the monetary value of incoming resources can be measured with sufficient reliability. Interest from bank deposit accounts is included in the accounts on a cash basis as the effect is not materially different from using an accruals basis.

(d)  Liabilities are recognised as resources expended as soon as there is a legal or constructive obligation committing the charity to the expenditure. All expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all costs related to the category. Expenditure includes any VAT which cannot be fully recovered. Governance costs include those costs associated with meeting the constitutional and statutory requirements of the charity.

(e) The General Fund represents funds for use at the trustees’ discretion. The Maintenance Fund represents funds set aside for future major maintenance costs of the Hall.  Restricted funds are funds which have been given for a specific purpose.

(f) Tangible fixed assets comprise freehold land and buildings and are stated at cost. No depreciation is provided on land and buildings. The Trustees have adopted a policy of writing off the cost of all additional fixtures, fittings and furniture in the year such expenditure is incurred.

2. Tangible assets
Freehold land and buildings – Portesham Village Hall
At September 1 2018 and at August 31 2019                            218,938

3. Debtors
                                                                              2019  2018                          
                                                       £               £
Deposit with Watson Fuels                   0         1,434
Hall income receivable                      595         590
Deposit re new doors                     3,347        0
Prepayments                                    110         15
                                                  _______        _______
                                                     4,052      2,039
                                               ======   ======
All amounts under debtors fall due for payment within one year.

4. Creditors: amounts falling due within one year
                                                                              2019  2018                          
                                                           £           £
Accrued expenses                                608      103
      Creditors                                        99          0                
                                                          707      103
                                                        ======   ======

Portesham Village Hall
Notes to the accounts for the year ended August 31 2019- continued 

5. Analysis of funds
                        Balance        Surplus for         Transfers  Balance
                      September     the year                               August
                        1 2018                                                      31 2019 
                                  £                 £                £                     £
General Fund              27,662        (912)         0               26,750

Maintenance Fund       25,000            0           0               25,000
                                 _______       _______    _______    _______
                                 52,662        (912)        0                51,750
                                 ======        ======     ======     ======     

6Grants and Donations     

The total cost of the Village Hall was financed by various grants and donations including the National Lottery, the Countryside Agency, Dorset Community Action, West Dorset District Council, the Parish Council and Action with Communities in Rural England,
The amount received from Action with Communities in Rural England has been repaid. The grant from the National Lottery is conditional on permission being required for disposal or use as security for a period of 80 years from the date of the grant.