The trustees present their annual report and financial statements for the year ended 30 September 2024.
The financial statements have been prepared in accordance with the accounting policies set out in note 1 to the financial statements and comply with the charitable company's [governing document], the Companies Act 2006 and "Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102)" (effective 1 January 2019).
The objects of the company as stated in the Memorandum and Articles of Association are:
To promote for the benefit of the inhabitants of Ware and the neighbourhood without distinction of sex, sexual orientation, race or of political, religious or other opinions by associating together the said inhabitants and the local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare and for recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants.
To secure the establishment of a centre and to maintain and manage the same whether alone or in co-operation with any local authority or other person or body in furtherance of these objects.
The principal activity of the company is the operation of the Drill Hall in Ware for the benefit of the local community as a venue for sports, arts and general community use. The Lease of the Hall is made possible under a lease granted by East Hertfordshire District Council (E.H.D.C.). Any surplus generated by the charity will be retained to meet exceptional expenditure and to assist with the development of the facility.
The trustees have paid due regard to guidance issued by the Charity Commission in deciding what activities the charitable company should undertake.
The company ("the Charity') is responsible for the operation of Ware Drill Hall which has continued to be available to the wider local community for hire.
The Drill Hall continues to change the types of bookings.
Weekdays: This is largely the same with Sports and other local community bookings.
Weekends: this is more one-off Arts and Culture bookings and free space is then filled with children’s party bookings, charity functions like Uncle Funk for the Rotary Club and private functions.
The Drill Hall is well booked however, the Hall will need to advertise its unique size and location to ensure the Arts and Culture bookings grow. The old Caretakers Flat needs to be converted to a hirable community space to increase revenue for the organization.
James Reed is now employed by the Ware Drill Hall since 1st April 2024 and Belinda Nuttall has been employed as the Premises Manager from January 2022. Belinda lives in the local area and has a wealth of community experience as a self-employed fitness professional and also working within Leisure Management in Ware. She has a wide range of skills that are transferable to benefit the Drill Hall with future developments. James also lives in the local area and has huge maintenance and general handyman experience to be able to maintain the building appropriately. He also has very strong interpersonal skills that are a huge asset to the association and is very popular with the hirers.
The financial year 2023/2024 has been spent looking for ways to increase revenue, reduce costs and keep working towards the implementation of the Feasibility Study that was completed in July 2002. Progress has been made with the development of the new rehearsal space in the service yard of the hall and the old caretakers flat.
The flat has not been inhabited since the previous Caretaker left in April 2022. In July 2023 the Association engaged Hertford Planning Services to provide the professional planning/architectural services relating to the preparation of design scheme drawings for the various work proposed and submission of applications to East Herts District Council. Plans have been drawn to change the caretakers flat to an independent residential dwelling and to build a studio extension where the old garage is now. Initial plans/drawings were received in September 2023 and a pre-planning application was submitted in March 2024 and the feedback received was generally positive however the Planning Department felt that the suggested works to the main entrance to gain independent access to the upstairs residential flat was inappropriate. It was then decided to change the rooms to community use and this plan is currently in process. Initial positive feedback was also received from the Planning Department for the demolition of the garage, but they did not want to demolish the old toilet block and want it to be included in the design.
The plan to install two Digital Notice Boards on the exterior of the building is also in process. James Reed is now employed directly by the Ware Drill Hall and under contract as planned since the 1st of April 2024. A Health and Safety Audit was completed by Mr Keith Batchelor in March 2024 and there is a Health and Safety Action Plan that is in process. A new website has been commissioned and produced by James Craker at Crackerjac www.waredrillhall.org along with email addresses for the team @waredrillhall.org.
A small scale refurbishment of the upstairs rooms at the Drill Hall has been carried out in the summer of 2024 to make the rooms useable as they are for Green Rooms for the larger productions like Ware Musical Theatre.
The contract for Peninsula was renegotiated to be for HR Services only and not to include Health and Safety. A local advisor Keith Batchelor only, not to include HR services and a Health and Safety visit was scheduled for the end of 2023.
During the period the Charity operated successfully, generating bookings income for the Hall of £90,432 (2023: £72,471). There was grant income of £2,900 received in the year (2023: £Nil).
Charitable expenditure for the year was £96,478 (2023: £101,113) which is comparable with previous years.
Overall, the charity had a net deficit for the year of £516 (2023: deficit of £27,344) and unrestricted reserves of £91,495 available to carry forward.
The trustees will seek to build sustainable unrestricted reserves to a level sufficient to provide financial stability, meet exceptional expenditure and to assist with any future development of the facility.
The trustees have assessed the major risks to which the charitable company is exposed, and are satisfied that systems are in place to mitigate exposure to the major risks.
Subject to availability of funds the charity plans to:
Continue to work towards the conclusion of the Ware Drill Hall Feasibility Plan including a new rehearsal studio space and a change of use of the caretakers flat
To continue to implement any Health and Safety actions needed including the 5 Year Electrical Safety Check.
To continue to increase weekend bookings
To purchase new badminton posts and nets
To improve the AV facilities for hirers
To apply for reduced rate VAT with current energy provider
To increase revenue for the Hanbury Room
To have the Digital Noticeboards on the front of the building
To replace the emergency exit door in the kitchen
To replace the main hall doors
The charitable company is a company limited by guarantee of the members to a maximum of £1 each and was incorporated on 21 September 2001. The company is also a registered charity and gained charitable status on 31 January 2002.
The trustees, who are also the directors for the purpose of company law, and who served during the year and up to the date of signature of the financial statements were:
None of the trustees has any beneficial interest in the company. All of the trustees are members of the company and guarantee to contribute £1 in the event of a winding up.
The board of trustees, which has at least four members, meets regularly to administer the charity. The trustees are appointed in accordance with the company's memorandum and articles of association.
New trustees are asked to familiarise themselves on the duties and responsibilities of being a trustee in accordance with the guidance provided by the Charity Commission in England and Wales.
The trustees report was approved by the Board of Trustees.
I report to the trustees on my examination of the financial statements of The Ware Drill Hall Association Limited (the charitable company) for the year ended 30 September 2024.
Having satisfied myself that the financial statements of the charitable company are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination, I report in respect of my examination of the charitable company’s financial statements carried out under section 145 of the Charities Act 2011 (the 2011 Act). In carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.
I have completed my examination. I confirm that no matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
accounting records were not kept in respect of the charitable company as required by section 386 of the 2006 Act; or
the financial statements do not accord with those records; or
the financial statements do not comply with the accounting requirements of section 396 of the 2006 Act 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; or
the financial statements have not been prepared in accordance with the methods and principles of the Statement of Recommended Practice for accounting and reporting by charities applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102).
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the financial statements to be reached.
The statement of financial activities includes all gains and losses recognised in the year. All income and expenditure derive from continuing activities.
The Ware Drill Hall Association Limited is a private company limited by guarantee incorporated in England and Wales. The registered office is 17 Amwell End, Ware, Hertfordshire, SG12 9HP.
The financial statements have been prepared in accordance with the charitable company's governing document, the Companies Act 2006, FRS 102 “The Financial Reporting Standard applicable in the UK and Republic of Ireland” (“FRS 102”) and the Charities SORP "Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102)" (effective 1 January 2019). The charitable company is a Public Benefit Entity as defined by FRS 102.
The charitable company has taken advantage of the provisions in the SORP for charities not to prepare a Statement of Cash Flows.
The financial statements are prepared in sterling, which is the functional currency of the charitable company. Monetary amounts in these financial statements are rounded to the nearest £.
The charitable company have been prepared under the historical cost convention. The principal accounting policies adopted are set out below.
At the time of approving the financial statements, the trustees have a reasonable expectation that the charitable company has adequate resources to continue in operational existence for the foreseeable future. Thus the trustees continue to adopt the going concern basis of accounting in preparing the financial statements.
Unrestricted funds are available for use at the discretion of the trustees in furtherance of their charitable objectives.
Restricted funds are subject to specific conditions by donors or grantors as to how they may be used. The purposes and uses of the restricted funds are set out in the notes to the financial statements.
Cash donations are recognised on receipt. Other donations are recognised once the charitable company has been notified of the donation, unless performance conditions require deferral of the amount. Income tax recoverable in relation to donations received under Gift Aid or deeds of covenant is recognised at the time of the donation.
Income from the hall hire and management administration fees represent amounts receivable in respect of services provided and are included in the period to which the income relates.
Income from government and other grants, whether from capital or revenue grants, is recognised when the charitable company has entitlement to the funds and any conditions attached to the grants have been met, it is probable that the income will be received and the amount can be measured reliably and is not deferred. Investment income is included when receivable.
Expenditure is recognised once there is a legal or constructive obligation to transfer economic benefit to a third party, it is probable that a transfer of economic benefits will be required in settlement, and the amount of the obligation can be measured reliably. Irrecoverable VAT is included within the items of expense to which it relates.
Charitable expenditure comprises those costs incurred by the charitable company in the delivery of its activities and services for its beneficiaries. It includes both costs that can allocated directly to such activities and those costs of an indirect nature necessary to support them.
Tangible fixed assets are initially measured at cost and subsequently measured at cost or valuation, net of depreciation and any impairment losses.
The company has a policy not to capitalise individual assets acquired for a cost of less than £500.
Depreciation is recognised so as to write off the cost or valuation of assets less their residual values over their useful lives on the following bases:
The gain or loss arising on the disposal of an asset is determined as the difference between the sale proceeds and the carrying value of the asset, and is recognised in the statement of financial activities.
At each reporting end date, the charitable company reviews the carrying amounts of its tangible assets to determine whether there is any indication that those assets have suffered an impairment loss. If any such indication exists, the recoverable amount of the asset is estimated in order to determine the extent of the impairment loss (if any).
Cash and cash equivalents include cash in hand, deposits held at call with banks, other short-term liquid investments with original maturities of three months or less, and bank overdrafts. Bank overdrafts are shown within borrowings in current liabilities.
The charitable company has elected to apply the provisions of Section 11 ‘Basic Financial Instruments’ and Section 12 ‘Other Financial Instruments Issues’ of FRS 102 to all of its financial instruments.
Financial instruments are recognised in the charitable company's balance sheet when the charitable company becomes party to the contractual provisions of the instrument.
Financial assets and liabilities are offset, with the net amounts presented in the financial statements, when there is a legally enforceable right to set off the recognised amounts and there is an intention to settle on a net basis or to realise the asset and settle the liability simultaneously.
Basic financial assets, which include debtors and cash and bank balances, are initially measured at transaction price including transaction costs and are subsequently carried at amortised cost using the effective interest method unless the arrangement constitutes a financing transaction, where the transaction is measured at the present value of the future receipts discounted at a market rate of interest. Financial assets classified as receivable within one year are not amortised.
Basic financial liabilities, including creditors and bank loans are initially recognised at transaction price unless the arrangement constitutes a financing transaction, where the debt instrument is measured at the present value of the future payments discounted at a market rate of interest. Financial liabilities classified as payable within one year are not amortised.
Debt instruments are subsequently carried at amortised cost, using the effective interest rate method.
Trade creditors are obligations to pay for goods or services that have been acquired in the ordinary course of operations from suppliers. Amounts payable are classified as current liabilities if payment is due within one year or less. If not, they are presented as non-current liabilities. Trade creditors are recognised initially at transaction price and subsequently measured at amortised cost using the effective interest method.
Financial liabilities are derecognised when the charitable company’s contractual obligations expire or are discharged or cancelled.
The cost of any unused holiday entitlement is recognised in the period in which the employee’s services are received.
Termination benefits are recognised immediately as an expense when the charitable company is demonstrably committed to terminate the employment of an employee or to provide termination benefits.
Limited by Guarantee
The company is limited by guarantee without share capital. In the event of the company being wound up, each member is liable to contribute to the payment of debts and liabilities of the company as may be required, not exceeding £1.
In the application of the charitable company’s accounting policies, the trustees are required to make judgements, estimates and assumptions about the carrying amount of assets and liabilities that are not readily apparent from other sources. The estimates and associated assumptions are based on historical experience and other factors that are considered to be relevant. Actual results may differ from these estimates.
The estimates and underlying assumptions are reviewed on an ongoing basis. Revisions to accounting estimates are recognised in the period in which the estimate is revised where the revision affects only that period, or in the period of the revision and future periods where the revision affects both current and future periods.
Operation of Drill Hall
Operation of Drill Hall
Advertising and marketing
Premises costs
Insurance costs
Office costs
Computer costs
Licences
General expenses
Legal and professional costs
Governance costs
Bank charges and other finance costs
The average monthly number of employees during the year was:
The remuneration of key management personnel was as follows:
The charity is exempt from taxation on its activities because all its income is applied for charitable purposes.
Deferred income is included in the financial statements as follows:
The restricted funds of the charity comprise the unexpended balances of donations and grants held on trust subject to specific conditions by donors as to how they may be used.
In 2014 the company received a grant of £1,000 towards the cost of curtains in the main hall.
In 2015 the company received a grant of £10,000 from the National Lottery towards the cost of new staging. In 2016 a further £7,716 was received and the asset was capitalised.
In 2015 the company received a grant of £10,000 towards the cost of a new fire alarm system.
In 2021 the company received £7,500 from the local authority towards the costs of the Auditory Experience project.
Grants of a capital nature continue to be released to the unrestricted general fund in line with the depreciation policy of the asset which was capitalised and is included within the transfer between funds.
The grant from Ware Town Council is towards the costs of resealing the floor and repainting the badminton lines.
The grants from Hertfordshire County Council and East Herts District Council were to fund purchase of a commercial scrubber dryer which has been purchased and capitalised in the accounts.
The unrestricted funds of the charity comprise the unexpended balances of donations and grants which are not subject to specific conditions by donors and grantors as to how they may be used. These include designated funds which have been set aside out of unrestricted funds by the trustees for specific purposes.
There were no disclosable related party transactions during the year (2023 - none).