MINUTES OF THEA NUAL GENERAL MEEnNG OF THE BROADBRIDGE HEATH VILLAGE CETr￿RE MANAGEMENT COMMITTEE HELD ATTHE BROADBRIDGE HEATh VILLAGE CE MONDAY io" ocfo8ER 2012 AT 7.30 ON PRESENT: MT P Senior Mrs K Thomson Mrs K Smith Mrs Asenior Mr P Richardson Mr P Farrelty Mr N Smith Miss R Wood MrTOliver Mr R Axby Mrs S Stocker Deputy Chairper50n and Trustee Secretary and Trustee Treasurer and Trustee Commrttee Member and Trustee Committee Member and Trustee StewardlMana8er Social Club Representrdtive and Trustee Skylorks Representative and Trustee Parish Coundl Chairperson Gala Associ•tion Repre5entatlve Gala Association Representative APOLOGIES: None Start of meeting :_ 7.30 Everyone present was elEible to vote. MINUTES OF LAsfAG.M.:_ The minutes of the AGM held on 10 November 2021 were approved and signed bythe Deputy Chairperson - proposed by L Thomson and seconded by A. Senior, All approve. CHAIRMANS REPORT: See attached report srEWARDS/WNAGEILS REPORT. Main hall is booked out every day of the wee Sadly. we have105t one of our main users of the second hall, Slimming World. Receiving lots of enquiries for the halts. having to turn some people away. Maintenance requirements of the building are falrly low. due to everything being new. We have had a few issues with the emergenry exrt doors and had to have them repaired. We will need to get yearly maintenance contracts in plao for the heatinglair conditioning units. TREASUERE5 REPOKr: See attached report PRESENTATION OF Accoupirs:. Voted in by all trnstees and will be uploaded to Charitie5 Commission Accounts signed by the Deputy Chairperson- proposed by R. Wood and seconded by P. Richardson. All approve. AppoIMfMENT OF AUDITOR 2022123 Proposed to use Shephards Accountants, proposed by P.Senior and seconded by K.Smith. All approve. ELEclloN OF COMMirrEE MEMBERS: All current committee members are prepared to stand again. Peter Senior - proposed by R.Wood and seconded by L Thomson. Kathleen Thomson - proposed by P. Senior and seconded by K. Smith. Karon Smlth - propsed by K. Thomson and seconded by P.Senior Anne Senior- proposed by P.Richardson and seconded by N. Smith, Paul Richardson - proposed by K. Thomson and seconded by ￿SeniOr. Rhlannon Wood- proposed by K. Smith and seconded by K.Thomson Nick Smlth- propsed by P.Senior and seconded by P. Richardson. All approve ANY OTHER BUSINESS:. Mr T Ollver asked a question about our business plan. how as trustees are going to implement that business plan to ensure we keep the building at a good standard of repair. advertise the building and make it useable for the village. Pete Senior and Karon Smith response to that question. Mrs K Smith -The business plan is out of date and need5 updating which is on our agenda to do. Moving forward we are in the process of organising the accounts and creating a budget to ensure that we have sufficient funds to keep the building in good order. We will however never have the sufficient funds to cover major repairs of the building i.e. replace the roof. We will have to approach an external agency for support. We are in the process of creating a new website and a facebook page, so that we can market the building, its facilities and the users of the hall. At present the Social club are open to members and non-members. Mr P Senior- We are going to be creating a maintenance schedule for the building. At our next trustees meeting I will be proposing that look into getting solar poV￿r pane15 for the building. Mr T Oliver - The parish council would like to 5UPPOrt the Broadbridge Heath Management Committee. Trustees- We would like to collaborate with the Porish Council. Thank you. The meeting closed at 8.05 pm. Broadbridge Heath Village Centre Management Committee Chairman's Report Ortober 2022 Welcome everyone, thank you for attending this meeting this evening. l am Peter Senior acting chairperson. COVID 19 We are pleased to report that the Village Centre is starting to get back to full capacity after all the COVID 19 restrictions and temporary closure of the Centre during this challenging time. Although all of the COVID 19 restrictions have been removed, we continue to follow all government guidance as when required and our hygiene and cleaning regime is still firmly in place. Personnel The Village Centre has a voluntary management committee and at the start of the summer of this year, Colin Edwards sadly stepped down as our chairperson. Colin did a fantastic job for many years and will be missed by all trustees. The committee would like to thank Phil, the Village Centre Manager for keeping the centre operational from day to day and for all of his out of hours work and continued commitment to the Centre. Many thanks for all the volunteer trustees and their hard work over the last year. Redevelopment It is nice to be able to say the redevelopment is finally finished after many years of planning and development. We are all really pleased with the finished result. Allowing us to move the social club to its new position with an adjacent outside area has worked very well providing additional space and improving the facilities. The reconfiguration to create two new smaller halls has extended the space available for our regular and enables us to accommodate additional new users. It's great to be able to say that the hall usage is nearly at full capacity and that we have been able to accommodate many village clubs, groups and organisations. New website and facebook page. The website development was put on hold during Covid but we are pleased to report that this is now well underway. We are currently developing the content that and will showcase the facilities, our current users and what we have to offer to the community. We expect the website to be live within the next few weeks. The facebook page that is also being developed, will keep the community informed about events that are happening and details of the regular users of the Centre. Maintenance/planned works. Phil has been working tirelessly to keep abreast of on- going maintenance and we have now completed the final few snagging items following the redevelopment. We have recently tidied up the car park by having the trees cut back and are currently looking at ways to fund the replacement of the kitchen. A new sign for the Village Centre has been proposed and we plan for this to be installed in the early part of next year. Working in partnership with the Parish Council, following interruptions due to covid, plans are now moving forward again or the play equipment to be replaced. This includes some equipment; new fencing and a vehicle access being made from Old Guildford Road. We expect the works to be completed by the Spring. Summary The activities of the Village Centre continue to recover following the COVID 19 restrictions with the Main Hall at almost full capacity. The Trustees support the centre with ideas, advice and input into the running of Village Centre so that it continues to be one of the main community facilities providing childcare, social and recreational activities which improve the lives of residents in Broadbridge Heath. Peter Senior Acting Chairperson Broadbridge Heath Village Centre Committee My name is Kaz Smith. I became a Trustee of the Village Centre in May of this year and was appointed by the committee as the Treasurer at the last meeting in September. The financial report this evening relates to the accounting period from 1 April 2021 – 31 March 2022. Copies of the accounts have been provided at the meeting this evening and they can be requested at any time from Kathleen the Committee Secretary. They will also be posted onto the Charity Commission website and will be on our own website when this goes live in a few weeks time. Our aim, the aim of the Village Centre committee, is to continue to provide facilities which meet the needs and improves the quality of life of the residents of Broadbridge Heath. This includes provision for childcare, social, leisure, recreational and educational services. Our objective is to maintain the Village Centre in good repair and to make improvements where funds allow. To run an efficient, effective and affordable booking system and to provide a safe, convenient and useful venue for village activities. The Village Centre was established in 1998 and has been serving the village for the last 34 years. ## **INCOME** Total Income as at 31 March 2022 was £46,917 compared to £20,263 the previous year. It is typical to compare financial performance against figures for the previous financial year however this is not particularly helpful when we compare with figures ending March 2021. As we are all aware the impact of varying levels of lockdown and the restrictions on social gatherings caused by the Covid-19 pandemic impacted significantly and affected our financial position during that period. It is perhaps helpful to note that pre-pandemic, the total income for the 12 month period up to 31 March 2020, 2 years ago, was £36,051 and as at 31 March 2019, the year before, it was £38,955. I understand that parts of the centre were closed for refurbishment for short periods during that time so direct income comparisons over the last 3 years are difficult to do but with income now at almost £47,000 it’s clear that annual income has increased compared to the last 3 years. The income generated last year of £46,917 consisted of just under £35k for Hall lettings. This includes all hirers, regular and one-off bookings and also rent received from Skylarks. Rent from the Broadbridge Heath Social Club was just under £10k with other grants and income just over £2k. ## **EXPENDITURE** Looking at expenditure, total expenditure as at 31 March 2022 was £35,578 compared to the previous year which was £40,182. The expenditure last year of £35,578, consisted of Establishment expenses of £23.5k. These include rates, utility charges, cleaning, repairs and maintenance, with some of these costs shared directly with the Social Club. The Administrative expenses were just under £11k which includes salaries, telephone charges, licenses and subscriptions. And finally, Financial expenses of just over £1k for Accountancy fees. Expenditure pre-pandemic, 2 years ago, as at Mar 2020 was £35,975 and as at Mar 2019 was £36,753 so our expenditure has not changed significantly over the last 3 years. I think it’s helpful to highlight that 2 years ago, the year ending March 2021, due to the pandemic, the Village Centre did make a loss of £19,919. This loss was deducted from funds bought forward leaving £6,287 being bought forward into this reporting period. ## **BALANCE** Overall, as at 31 March 2022, the balance sheet looked relatively healthy with £17,606 in unrestricted funds carried forward. The centre does not have a significant level of late payers with almost all hirers paying invoices on time (thanks to Phil). We have paid an outstanding loan to the Parish Council of £5000 in August of this financial year for costs incurred in the previous year. Following the refurbishment we can confirm that all snagging has now been completed. In May of this year, we did make some adjustments to the way in which we record the shared costs between the Village Centre and the Social Club so that more detail is available on the financial reports and both organisations can see what the individual charges are for rather than the costs being grouped together. We are currently looking at improving our financial reporting to provide more comparative detail month by month this will assist us with forward financial planning and monitoring. ## **LOOKING FORWARD** Trustees have agreed for the field to continue to be managed under license by the Parish Council for the next 12 months. This arrangement means that all costs associated with the field and boundaries will again sit with the Parish Council for the coming year. The play area located on the field is being replaced with funding secured by the Parish Council at no cost to the Village Centre. The Parish Council will own and maintain this equipment going forward. The Village Centre kitchen does need refurbishing and the committee is in the process of looking at funding options to support this. We are mindful that we have unfortunately lost one of our regular hirers. In addition, the Social Club membership has not yet recovered fully after the pandemic, and we are aware that the current economic situation is likely to affect the number of events and users at the centre during this coming year. Our Gas and Electricity contracts are due for renewal in the coming months. Even with the Governments Energy Bill Relief Scheme we expect that the cost of our energy will increase overall by about 45%. In real terms, we will need to pay £3000-£4000 more this year for Gas and Electric than we did last year. Phil is in the process of obtaining quotes and receiving information on the relevant Government discounts that will be applied. Expenditure on Gas and Electricity next year is expected to be considerably higher as the increase in costs will be applied across a full financial year. We are monitoring this situation carefully but remain reasonably confident that we will at least breakeven at the end of this financial year. The Independent Examiner's Report has been prepared by Shepherd Accountants Ltd. In connection with their examination no concerns were raised and a signed copy of the financial accounts for the year ending 31 March 2022 will be placed on record. Are there any questions? BROADBRIDGE HEATH VILLAGE CENTRE REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST MARCH 2022 Chatlty No: 1011613 BROADBRIDGE HEATH VILLAGE CENTRE YEAR ENDED 31ST MARCH 2022 CONTENTS Page Legal and AdminislJ8live Irrf(Mmatic R8Wrt ofth8 Committee 24 Statement of Financlal Atrdi 8alance Sheet Noles forrrHr#J part ofthe finanua StateM￿ts Page: 1 BROADBRJDGE HEATH VILLAGE CENTRE YEAR ENDED 31ST MARCH 2022 REPORT OF THE COMMITfEE IIEIA8ER8 CONSThTiTnoN. OBJEMNJID P(IUCIES June 1992 ItK) 10116131. Yh6 ofthe centre ￿ trs provth8 Tr&il* tr￿11 knr the useollhe vthabiartts of the Par￿ti dBrothvJgè H88th in tha cw of We51 Sussex. {rfkw)l￿¢a1. ty0thotorffjwx¢. u8e tr*nwtw$. ￿￿eS and rlasge5snd for Thyal yearvknKh gNe a arKI law¥**oftr* L*witys fiwthl8CtM¥e$4Yw￿ Ihe year. wdoftty bl BROADBRIDGE HEATH VILLAGE CETrtrRE YEAR ENDED 31ST MARCH 2022 REPORT OF THE COMMITfEE {coKfiNUED) finanoal posit￿Tr Of￿ tharity. enatAe lkn ti ￿Trth81the aaterr*nts cm vllh thB Ch8nles Aci 2011 fDrlhe txey￿￿on and detedion of fraud ar¥J other irrnouLqrl APPROVAL -f icy-io_z REPORT OF THE INDEPENDENT EXAMINER TO THE BROADBRIDGE HEATH WLLAGE CENTRE LB thè ewninerfs fe4*)ns￿￿￿ts￿" 14515Xb} of IhèAdl.' and Ba¥ls of lntsp￿dlnl •￿MiNI* statm•rt expk8natifn5 frm the T￿le88 any6￿* Its￿k8[￿ do r￿1 wovrdeall Charftios A¢t the acctyjnls do not8LvJrd Ihe T￿X￿& Address 20 L￿0t Sw Fairbank Ro& IoFShèm West SuB8ex RH13 9LA BROADBRIDGE HEATH VILLAGE CENTrE BROADBRIDGE HEATH VILLAGE CENTRE STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31ST MARCH 2022 2•21 5.760 d olher inwme le￿e￿ Intar851 rp¢8￿￿4 T¢t•l In¢omlrwJ 23N1 10.n2 1.lls •140 FthaTrcial Athlbès. BALANCE SHEET BROADBRIDGE HEATH VILLAGE CENTRE AS AT 31 MARCH 2022 2021 FIXED ASSETS TaNJit4e As8ets CURRENT ASSETS Debb)rs Cash 81 bank and In hand 10 1.215 5h72 15,470 CURRENT L￿BILITIEs CreditoTS.' Am(rtsnts falling du6 within 11 1.426 420 NET CURRENT ASSETS FUNDS Unreslrictsd Funds 17.806 6.267 This rewrt was approved by [￿m￿￿tISe on and on their Lwhall. BROADBRIDGE HEATH VILLAGE CENTrE NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31ST MARCH 2022 Ac¢oupmt4G POLICIES: Rewjrtiry Stwdard smal￿ Ents1￿ leffectsv8 Jth)8 2tX)21. In rrfEpaTiTrJ Ihe financial 8tatwnents the Charities (FROS21 and Chari* Ad 2011. Fund• COMMrrFEE mElIBE￿ RelluNERATK￿ AND EXPENSES: Ih8m fr￿ Ihe thariWslurKJ5. STAFFING The Cornnbttee employs patt1￿ rnErnber ol staff as Cenlre marw. Thè s8ft* pe￿0￿ is 8 em￿￿y& part Ixne by Ihe Scoal aub as aub mJnaJer. ESTABLISHMENT EXPENSES Shared out9cings Ru¢r 2.1510 1S310 1.707 1.705 Lbaht h￿l 2I38 5.132 Ck8rffiJ 1219 1A29 10M73 27920 NOTES TO THE ACCOUTrtrs (CONTINUED) FOR THE YEAR ENDED 31ST PAARCH 2022 10250 IQ771 182 earikChty8 T8lefve FINAIICIALAND MER EXPEN8E8 1.113 BROADBRIDGE HEATH VILLAGE CENTRE BROADBRIDGE HEATH VILLAGE CENTRE NOTES TO THE ACCOUNTS (CONTINUED) FOR THE YEAR ENDED 31ST MARCH 2022 TANGIBLE FIXED ASSEfs FOR THE CHARrrY Flttlng8 At 1st A4¥il 2021 21.994 Addits( At 31st MaTeh 2022 At 1st Apit SJ21 21.W c￿ year At 31st Marth 2Q2 21 Net Book Valuo: At 31st March 2022 Al 318t lknch 2021 10 DEBTOII 2021 Trade deLtrs 3.￿2 233 11 CREDrroRS: AMOUNTS FALLING DUE VfftIN ONE YEAR 2021 AcuuaL8 p￿9.. 9