2023-03-31-accounts - Broadbridge Heath Village Centre

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MINUTES OF THE ANNUAL GENERAL MEETING OF THE BROADBRIDGE HEATH VILLAGE CENTRE MANAGEMENT COMMITTEE

HELD AT THE BROADBRIDGE HEATH VILLAGE CENTRE AT 7.00pm ON TUESDAY 30TH JANUARY 2024

PRESENT :

Mr E. Mclennan-Murray Trustee/Parish Council Representative Mrs K Thomson Trustee/Secretary Mr N Smith Trustee Miss R Wood Trustee/Skylarks Representative Mrs B. Cole Trustee/Ceroc Representative Mr I. Thomson Trustee/Maintenance Mrs J. Butler Village Centre Manager

APOLOGIES:

Mr P Senior Trustee/Chairperson Mrs A Senior Trustee

Start of meeting :- 7.05pm

Fire Drill – Kathleen advised every one of the fire procedures in the event of a fire.

The trustees introduced themselves to the attendees.

Apologies were given for the Chairperson not being present at the AGM, it was explained that for the meeting to continue the trustees would need to elect one of the trustees to run the meeting.

K. Thomson proposed E. Mclennan-Murray and N. Smith seconded. All trustees agreed to vote for E. Mclennan-Murray to run the meeting.

Everyone present was eligible to vote.

MINUTES OF LAST A.G.M. :-

The minutes of the AGM held on 10[th] October 2022 were approved and signed by the acting chairperson E. Mclennan-Murray - proposed by K.Thomson and seconded by R. Wood and agreed by all Trustees.

CHAIRPERSON’S REPORT:

Due to the chairperson not being present ,E. Mclennan-Murray gave a brief talk about what had happened in the few months he had been trustee. Two trustees have resigned, we would like to thank K.Smith and P.Richardson for all their hard work for the charity.

We have welcomed three new trustees, B. Cole, I. Thomson and E. MclennanMurray.

Unfortunately, in December 2023 we had to end our occupational licence with the social club due to them bringing the licence into disrepute, with incidents that involved the police and complaints from the local residents. They also were unable to cover their bills. The trustees didn’t take the decision lightly but felt it was in the best interests of the Village Centre as a whole and the other users.

Our energy bills have been very high over the last year. We are managing to cover the costs, but it has meant that we have had to increase our hirer charges to cover this cost. We are looking into investing in solar panelling to help with our utility costs. We are currently looking into applying for grants to help cover the cost.

A member of the public informed us that he works in pest control and is having a lot of problems with pigeons nesting in the panels, he advised that we need to ensure we have protection in place.

Mr T Oliver asked the trustees if they intended to look into getting a five-year business plan in place. The trustees are looking to discuss this at our next meeting and over the course of the next year put it in place.

VILLAGE CENTRE MANAGER’S REPORT:

The main hall is booked up every day with our regular users. We have lots of children and adult’s parties booked at the weekends.

Since our last AGM we have put in place a new access system for the regular hirers to be able to access the hall independently. Which has made it easier for everyone.

We have started to transfer some of the outdated systems, with a Facebook and Instagram page, new website and an on line booking system for the halls. The Centre has been redecorated, toilets have had a few new updates, new signage has been put on the building and at the entrance of the car park. We have added some decorative touches to the building to make it more inviting.

New notice boards have been put up in all the halls for the use of the hirers and to display any pertinent information.

We have been working with a risk assessor and fire officer to ensure that we are meeting all the required safety standards.

We held an Autumn Event to showcase the centre. We had multiple stall holders selling goods, Skylarks Community Preschool ran some fete games for the children of the village to participate in. We held a fancy dress costume competition and children’s disco.The event was well attended with over 300 hundred people.

We have a regular hirer who once a month is going to organise a family fayre. We are planning to run more events like these and more events for the community.

PRESENTATION OF ACCOUNTS:-

E. Mclennan-Murray explained to the attendees that we have had a few issues with the accounts and there are some errors (of the Village Centre’s making) which need to be changed. We are liaising with our accountants, and they are fully aware of these errors. Once we have resolved these a new set of accounts will be put on our website for everyone to view.

The errors involve the public loan the council took out to cover the deficit for the upgrade of the centre. The Parish Council paid for all the works and invoiced the centre for the outstanding amount which was around £20,000. Unfortunately, that invoice did not get forwarded to the accountant so was not entered into the year end accounts. This loan has not affected the viability of the centre as we have entered into a repayment scheme with the Parish Council, and we are able to pay this off each year. We are confident that the centre is able to service the debt to the Parish Council.

The accountant now has all the relevant information, and this will be rectified in the year end accounts.

Member of the public asked do we feel we now have a robust system in place to prevent this happening again. The trustees were able to reassure the public that yes, we have reviewed our systems and have made appropriate changes to ensure this doesn’t happen again.

ELECTION OF COMMITTEE MEMBERS:

All current committee members are prepared to stand again.

Mr N Smith - proposed by Mr E. Mclennan-Murray and seconded by K. Thomson.

Mrs K. Thomson - proposed by N. Smith and seconded by Mr E. Mclennan-Murray.

Mrs B. Cole – proposed by K. Thomson and seconded by N. Smith.

Miss R. Wood – proposed by K. Thomson and seconded by N. Smith, Mr I. Thomson - proposed by B. Cole and seconded by A.Senior. Rhiannon Wood – proposed by Mr E. Mclennan-Murray and seconded by

B. Cole

Mr E. Mclennan-Murray – proposed by Mr N. Smith and seconded by

K. Thomson

All trustees approve and its was a majority vote from the members of the public.

APPOINTMENT OF AUDITOR 2023/24

Proposed to use Shephards Accountants, proposed by Mr E. Mclennan-Murray and seconded by

K. Thomson.

All trustees agreed and its was a majority vote from the members of the public.

INCORPORATED CHARITY

Mr E. Mclennan-Murray gave a brief talk about what it means to become an incorporated charity. He explained that we would be holding another meeting in the future where the members of the public would have the chance to vote.

MAINTENANCE OF THE FIELD

Mr E. Mclennan-Murray explained that we have an agreement in place with the Parish Council for the maintenance of the field, with no cost to the Village Centre. However, that agreement needs updating.

As trustees we would like to propose that we sign over the control of the field to the parish council. We believe the Parish Council are better resourced and equipped to maintain and develop the field to the standards that the public expect and deserve.

In the short term we are going to get an agreement in place with the football club for use of the field.

Mr E. Mclennan-Murray proposd a vote on asking the Parish Council to explore the possibility of them taking over ownership of the land. All trustees agreed and 10 of the public attendees agreed the rest chose to abstain.

ANY OTHER BUSINESS:-

Future Aims

The Centre Manager Mrs J Butler put forward the current plans for the upcoming year.

Organise various fundraising events.
Liaise with the Gala Association so they can keep using our facilities.
Finalise plans for the new use of the Social Club area.
We have some maintenance to deal with as the flooring in the main hall needs replacing.
We would like to be able to improve our Kitchen and toilet facilities for the main hall as we weren’t able to modernise these during the development.
We are looking at different grants to help pay for these improvements.
We require a new cleaner for the building, currently we have a person on trial, but if anyone would like to apply for the job, please let me know.

Social Club

There was a discussion with the attendees of the meeting regarding the social club reopening. Mr E. Mclennan-Murray explained that we are looking at various options.

We could open it in-house through a limited company, but we feel we do not currently have the resources to do this.
Offer a lease agreement to a commercial business, but this would mean we are giving away charitable assets.
Offer an occupational licence.
Hire out the space to multiple users, clubs, societies as per the main halls.

No decision has been made and the trustees are not going to rush into making a decision as we want to make sure we achieve the best outcome for the centre and the community.

Mr E. Mclennan-Murray asked the attendees if anyone would like to put in a business proposal for the space as we are willing to consider as many ideas as possible.

A lot of the attendees felt it was a shame that the social club had to close and why could we not just let them reopen it. Mr E. Mclennan-Murray explained that in the present day having a social club for a select few members of the community does not conform with our trust deed. We need to ensure that whatever goes into the space it’s for the use of the whole community.

Some attendees felt that they had been unfairly ignored by the social club committee, which resulted in the termination of their occupational licence.

Mr T Oliver asked for us to ensure that it will not be rented out to a member only business but to ensure that all community members are able to use it.

The trustees thanked everyone for attending.

The meeting closed at 8.39 pm.

BROADBRIDGE HEATH VILLAGE CENTRE MANAGEMENT COMMirrEE REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST MARCH 2023 Charity No: 1011613

BROADBRIDGE HEATH VILLAGE CENTRE YEAR ENDED 31ST MARCH 2023 CONTENTS Page Lgg81 ond Administrative Inform8tion Report of the Committ¥& Report of the Indgp8ndent Examiner Slalemenl of Fln8ndo1 Affairs Balance Sheet Note8 forming Pert of tho financial st8t8mtsnl8

BROADBRIDGE HEATH VILLAGE CENTRE YEAR ENDED 31ST MARCH 2023 LEGAL AND ADMINISTRATIVE INFORMATION Comrnitte• Chalrman.. P Senlor Se¢retsry.' Treasurer.. Electsd m8mb•rs'. K Thomson C Green A Senior P Rith8rdson N Smith l Thom8on T knroaoiè Parish Councll Representat8.. E McL8nnÈn. Murray Skylarks Repr988ntatbve'. Ceroc Representative.. Lone Woll Rèprg¥¢ntatlV8'. Centr8 Managtrr.. R Wood Bcol P Wood J Butler Chartty Offl Bro8dbridg8 Heath Vlllag6 C8n d(hur81 Lane BroAdbrldgo Hegth Hor9h8m W•8t Su88oX RH12 3LY Indepgndent Examiner Sh•pherd Acrxjuntsnts Limlte 20 Lintot Square, F8irbank Road, Southwat8r Horsham Wèst Sus RH13 9 Bankers Natlonal W&stmln8tw Bank plc 47 Carf8X Hor6hgm West Sussex Pago.. 1

BROADBRIDGE HEATH VILLAGE CENTRE YEAR ENDED 31ST MARCH 2023 REPORT OF THE COMMIThEE Tt0mte8 present thrrepOrtl ythenancIa 8tAtemeMsforV y88r8fided 31¥tMarch 2023. The financial 9taiemen av$ b&8n prepared In adnts wtthlhO $GWUnting sèt out on pa9è 7, an# ttrytywth thet1 deed applIcabl¥. MEMBERS Thecornmktte& up to n1neelert ffthibers. ifLduding treasurerand sLrtetary. ItcAn819D¢Wt UPblhTee mDbS Officws and c¢thmittfi¥fn8Mts aredected lorone yesrattheAGM andare ellglble eCtrOn CONsnTUTTON. OWECTSANO poLlEs The charity¥ owffling instrumth 19 dated 10th Awil 1991. IIw89 wth the0harth CommM4on on4th Junè 19B2 10116131. Th9 aim ollhe cèntre b io ptt wllaue hall forthe uye of the 1nhabAants]h Parish o18roadbrldae Heath in the ¢wnty of V¥es1 5u53ex. will&1. reiigKs Dr Dtneropinlons, IncluQin9 use torrneetinos. and clas88s and fur otherform5 ofrttrearn and leisureoccupatvJnwth the obj&tof lmw0vinuvcondrts of lif4 of the53 InhatrAtaroa DEVELOPhEIIT, A¢mWTIE8 ANDACHIEVEMFNTS The overall IrKome &QniriCany[ethd tothe h1 n9 001¢pal)ntyjQtQ COV resthCt.. FINANCIAL REWEW Th8financ4al ststementsshowth rF•tlèoIffn@r, vknich th•commth9 crmdd8rto bg aou. STATEIAENTOF THE cOmMTeE,$ RespoNSIBJLITIES Law apPItsb tt>thafjb&s In ErolAnd dwaI@s rwuires ihecomrMitte&tO Pare finawal $ts1tsfQrdCh finarKI yearwhi¢h gryea IN8 and falrvlth¥ofthechwrWS finatLo¥al ad1vildury they&Ar. 3nd tf its fina[la[poSIts0n al the end ofthtygar. In prepariw Ihoye 3latwtBfits. Ihecommittee 15 requlred to. sèlett suitable accounbng wlltiè8sr 8PKtythgm ¥101.. makeiudo6mèJtsanttestinHltt Ihatare Feascnabl&8nd pru(krt 81ale¥¥hether applicabi¥a¢(x)unling stardd9 and 9tAtemÈnts ol prxtKe hAve been folkhVtd. subie& toany dePartudISt}$8d ond explained Inih&financ121 stAt6M*." prepa IhefinancHI sratemenrs a goiw bE5 unknj h19 Inapwowlabto w9suthaI the committee y11ctinUe in p4u8". 2

BROADBRIDGE HEATH VILLAGE CENTRE YEAR ENDED 31ST MARCH 2023 REPORT OF THE COMMITTEE ICONTINUEDI Thg ctynrnllteè w res¥i1& k•8php orLwnb'ng rewdA whlch dlEdase re8sonablg 8ccur8cy at èrty tim8 the nanal position of Ihp tharity, and enatAe Ihom toengurelh9tlnan8lstateMen1S c4mp1ywithlhe ChariUesAct 2011 Th8y8re8l80 re5pon8ibiefors8feguarding Ifp8 as5elsof the charity, and tfOr takiro t8sunqble sti rtyihe pr8venyon 8nd det11{ offr8 and other iireou10rrtieB. APPROVAL ThlJrewrtwaB8pprovod ty Ihvcommitts80n and lqn8d cn lhe1rtxhf. ,Vlr L". ForAnd on behall ofth? Comrnitta 0810. Pao&". 3

BROADBRIDGE HEATH VILLAGE CENTRE REPORT OF THE INDEPENDENT EXAMINER TO THE BROADBRIDGE HEATH VILLAGE CENTRE Rqp0rttothèLm9mb01SQ1lhe Broadbrtslg8 HeaihVlllag¢egntrelCh•rity No." 1011613lonthoa¢c¢)unts fortho yearended 318t M8r¢hX123'. Roswctive resrM)nslbllittes of trustvs and examlnèr The Charity's tfU5tees are respon5ibleforthe preparation oflhp 8ccounts. Tha thatity's INstees nderthat snaudit is Fequired forlhisyear und8rswAi S144 of ttE Ch8rilfftg Aol 20Yt Ilhe Chanti8sAct)l and th81 an Indepwdent examination Is n8Èded Itisthè examirels to.. examine the nIS lurthr 5tion 145 olthe Charib8sActl", tofolpowthe pr(Keedure$18id down intFtGeneral Directionsgiven tytrECharityConmls61&7 (under secbon 14515llbl ofthe ktl. arKI to statewhether p8rtularmatt8rs have )ynet0r anon. Bas of indeppndgnt gxam1no¥ Statement Ourexaminalionvras caTried out in accord8n¢e with General Directions given ty Ihe Charity CommissK)ners. An examinBtion In&ud8s a reviewofthe 8w)untiw rDrds kept Oy the charty and a uwnpariw ol the arthurts prasenled with IhDse rectyds. 11 also Ildese0n$1dtr{aknDn of any Unus81 it ordisc105ures In the ?nIg and sking explarthon8 trom theTrLtstees CeIng ally sCh matters The prixEdures undert8ken do not provide all th8 frvide that would required In an art 8nd tr)nsequentty no opinion Isgiven as lo ¥th¥.her the a¢¢ounis present a'iru& and fair. view $nd thè repDrt 15 limited totho mstters set out in the st8lemenl below lndepend0ntoxlne¥ statern•nt In wnnecbon with our exanination. no matsrial malte[5 h8vecom8to my attention which gi m8 cautsè to bplieve that in. any maienal respect attoJntiryJ reco15 wwe not keptin &u[(lath sectico 130 ofthe CharrtiesActor thè awotsC>80)jrttitht rew We have ro c(¥ersand have ts)meacw ntr other m9tters In conneth with the examin81h)n whN attenban shDuld bp drTr In ortèrio enaNe g wwrundertstafiding 0ftheartsOIS to ba reathed Shepherd Atcotsni•nts Llmlt•d Address 20 LinlDt Square Faiib8nk RoJ Soulhwater orsh8Tn Wesl Sussex RH13 gLA

BROADBRIDGE HEATH VILLAGE CENTRE STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31 ST MARCH 2023 Unwtrlcted Funds 2D23 2022 IDcorniny RÈBourcq• Hall I98 FIWI retsiVAble from So81 Club Grant and oiher income Int8TrÈt reel¥Abl 34749 13,$20 34921 23 rotl Incomlng Tewurc•8 49,302 41.t917 Rè8ouTce6 Expènijad EstalShrN9t expenses AdminIstral@ gxpenses Flnanri•i and otherexpgn8è9 J3.629 1S,188 XS,fjYi 10,782 lots1 resourc?& expwdod 49,939 31578 Nfjt m¢W4ment In f4md forthey•or Totsi fund brouuhitOAYard 17.606 0.267 Total fvnd carrfedforwa 17,60B TrerÈwerenorewnisea uln$orlossesln 222¢r2023, otherth8nth09e InBluded siaième of FinancL4 Acti711e8

BROADBRIDGE HEATH VILLAGECENTRE BALANCE SHEET AS AT 31 MARCH 2023 Nots• 2023 2022 FIXED ASSETS Tgnglble Assets CURRENT ASSETS Deblor8 Cg8h el b8nk 8NI in h•nd 10 3,082 111,470 18.645 CURRENT LIABIL1TIES CredllOTS'. knounls f8lllng due wllhln 11 NET CURRENT ASSETS FUNDS Unreslrlcled Fund8 Thlg rvportW88 approved by the commtttee on and slgmd en Ihelr be. thlean Thom•on S¢cro1•ry Page.. 6

BROADBRIDGE HEATH VILLAGECENTRE NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31ST MARCH 2023 A¢¢OUNTING POUCIE$.. B&Blo ol Pfep•raion olA¢¢ount• The financid st81ements¥r8 PT8pared un¢tha 8(xru81s b8w¥8nd In wth the Fln•ndal Reporting Stgnd8rd for Sm8ller Entiti85 leffecdve Junts 20021. In waring Ihp ffrbrrial sla18ments tha chanty follow5 the bèst prettig 85 laid down In tho St8iam8nlof RgcoFnmend8d Pr8CkCa"Awounlino ty Ch8nlro¥ IFROS218NJ tho Ch4dlies N£t2011. Furd• fvndB8drnllll8lered by thenNto am wr88lrfrt•d fiJnd Dipr•clatloh of AA••t Al asgèts 8r8 dèpretrat8¢ 812S% str8Wllnè pJrsnDum. COMMITfEE MEM8ERS' REMUNERA TION ANO EXPENSES,. Nor•munoratPOnW89 pkld orp8yaef¢rY8art0anYc9ThrnlllOsrn0Mb¥rnorInY p8roartconnatst8dvAth them frtyn th$ ehwty'j fiJnd$. 8TAFFINa The Committ88 amploy8 one W time mombero18t8ff Villag• C8nlr• rnan•ger. Thegama rAr80n l$al8 eMaY•d wrt Ime by Ihe Club 88 S(41 Club man•g•r. ESTABLISHMeNT EXPETr4SE8 2Q23 2D22 Sh4i*d outwingi 1&310 InsJran ghl 8nd hé81 ¢anIng Rèpsits wid m8lrt¥nan¢• Dnve Swg8P Gr888 Cuthno 1,174 1,707 2M38 1,218 12.900 9,136 &OS4 281 169 23,q81

BROADBRIDGE HEATH VILLAGECENTRE NOTES TO THE ACCOUNTS (CONTINUED) FOR THE YEAR ENDED 31ST MARCH 2023 ADMlSTRATIvE EXPENSES 2022 S•bryQ5 and wagas LIC•9 and ¥ubwiplloTr Printing. wstalle ond •t4tiw•ry Charog1 Telephone Compulgr S•iilcn$ phDt0PerR•rt PPLIPRS Sundry (lou) 13.633 10,210 230 370 10,1fj9 FIWI14CIAL AND OTHER EXPEN8E8 2023 2022 A(tount•nw and AudlllJ•• Drywecloiion NET WVEMENT IN FLINDS 2023 2022 Tho n•ittth•Mont In fund for th•y•arli iated •ft•rchArgino' Ac¢wnthnry ondAudttf••• STAFF C08T8 Ntsr•muMrntb2nw41pdiotrUth•blniY••I.0rw•4TryCcrnmm•••xl0lrnbU[••d. The •t•ff co•thw•'. 2023 2021 TheAvtra¥fj•nT$of3I$lIlm1oyed¢AkjI10*$lu1lmwQ1YFd0tBduThty1hlyVrWw4 2tt23 2022 No emplwe& recdv& tynufierotknn Mr¥re than £50,000.

BROADBRIDGE HEATH VILLAGE CENTRE NOTES TO THE ACCOUNTS (CONTINUED) FOR THE YEAR ENDED 31ST MARCH 2023 TANGIBLE FIXED ASSETS FOR THE CHARITY FIX1•• and FiiUng• Colt At18tW2022 21. At 31$t 2023 At 1st Aprfl 2022 Chwp fortm y 21,994 At 3181 Mw¢h 2023 N•t Book V•lu•: At 31•t 202J At 3111 2022 io DEBTORS 2023 2022 11 CREOITORS: AIAOUIITS FALUNG OUE ONE YEAR Crwtht(¥s {8BHVCI SupF4 Ac(•Ja18 1.201

BROADBRIDGE HEATH VILLAGE CENTRE MANAGEMENT COMMirrEE REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST MARCH 2023 Charity No: 1011613