OpenCharities

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

2022-12-31-accounts

FLACKWELL HEATH COMMUNITY ASSOCIATION

Straight Bit, Flackwell Heath, Buckinghamshire, HP10 9LS

Registered Charity No 1044870

– REPORT OF THE TRUSTEES 2022

The Trustees have pleasure in submitting their Trustees Annual Report, the Chairman’s Report from the AGM held on 10[th] May 2023, the minutes of said AGM and the audited financial statement for the Association for the year ended 31[st] December 2022

The Community Centre had a busy year in terms of bookings with an increasing number of regular and one-off bookings to boost the income to the necessary level. Several large expenses were necessary to maintain the premises, however it is expected that expenses will reduce in the coming year in order that the charity finances will return to a ‘break-even’ situation.

The FHCA committee have continued to maintain the Flackwell Heath Community Centre, and the adjoining Day Centre to a high standard.

Trustees

The Trustees at the end of the year were: Chris Cramer, Chris Thomas and Barrie Walmsley.

We are grateful to all those who have supported the Association and encouraged us in our efforts to improve the facilities for the community of the village of Flackwell Heath.

Approved by the Trustees and signed on their behalf by:

Electronically signed by: Christine Cramer Reason: I am the author of this document Date: Sep 17, 2023 14:21 GMT+1

Chris Cramer Chairman

FLACKWELL HEATH COMMUNITY ASSOCIATION

----- Start of picture text -----
Registered Charity No. 1044870
----- End of picture text -----

http://flackwellheathcommunitycentre.org.uk

’ - Chairman s Report 2022 2023

Since we last met in 2022, the committee has kept up with the general maintenance and completed all the major tasks outlined at our AGM and many more besides. This has ensured that the hall continues to serve its key purpose; that of a central meeting place available to all villagers who wish to make use of its facilities.

Bookings:

Although last year we reported that we were looking for a new Bookings Manager, Bill Austin has kindly stayed on, concentrating on the regular bookers with Chris Thomas taking over the one-off bookings. Between them they are keeping things going extremely well but would, I am sure, be delighted to have an offer of help.

As a reminder for regular groups, invoices are raised three times a year and generated from the calendar dates booked.

Susan Lawes has kindly joined the team of Natalie Caldwell, Chris Thomas, Frank Hynes and I, in de-alarming the centre on Saturday and Sunday mornings and Bank Holidays, then checking all is shipshape before setting the alarm again after the last activity. This all helps to keep running costs down as we do not need to use RFA (the security firm who secure the premises Monday to Friday nights), unless we have a very late booking, at weekends.

Ad hoc bookings have remained as popular as ever, with at least one party or other local event most weekends – sometimes as many as four. We still have a few available slots through the week but most weekdays (and weekday evenings, Monday through Thursday) are quite full.

Sadly, we said goodbye to the Flackwell Ladies group whose membership had dropped to a non-sustainable level. A few new groups have been added during the year. If you look at the centre calendar on the website you will see the many activities that take place in the course of a week.

Almost all our hirers leave the centre clean and tidy. However, on occasions we have been obliged to come down on a Sunday morning to wash floors etc. We have therefore updated the hiring terms and conditions to emphasis certain points and increased the refundable hiring bond (security deposit) for larger events, as these tend to be the problem ones, to ensure we are adequately covered for unexpected carpet cleaning etc. As our finances remain healthy, in fact the 2022 income from bookings was the highest yet, we do not plan to increase the fees for the coming year.

Social Activities/Fund-Raising:

As in previous years we have joined forces with the Flackwell Heath Residents Association in the following events (Just as a reminder, we do not commit any centre funds to the FHRA; all income from bookings goes towards the upkeep of the Community Centre and Day Centre):

FHCA: Managing the Community Centre and providing The Grapevine newsletter for the villagers of Flackwell Heath

The Paperback and Jigsaw library continues to increase in popularity with visitors coming from, not only the village itself, but also from further afield, for which we thank Alison and Jeff Harvey and their team of helpers. The numbers attending, and the donations of books and jigsaws have increased month on month. I think one or two new helpers have stepped forward, but I know that Alison and Jeff would welcome a few more people to support them, even if only for a few months a year. The main need as I understand it is in getting the tables, jigsaws, books set out at the start of the session and then packed away at the end so it could even be a case of coming down to set up, going home for a coffee and then coming back later to clear away.

Future Events:

In the coming year we have the following events scheduled:

If anyone would like to suggest and/or hold an event in the centre to bring the people of the village together we would love to hear your ideas.

The Grapevine:

The village magazine continues to provide a good source of information for forthcoming village events and other local news. Circulation is a little lower than in past years, but we still feel people appreciate the printed versions. The team of helpers under Joyce Wiles guidance are keeping everything running smoothly and they never seem short of copy. Thank you to Joyce and her team, to the Peaches for managing the distribution and for all the road reps who perform the house-to-house deliveries. I should probably also thank Craig Lewis and Malcolm Wiles who seem to find time to provide articles and great photographs for each issue.

As a way of thanking all the team, distributors and organisers, we held a tea party last October. Cakes were kindly provided by the WI and entertainment (again thanks to Craig) by way of a ‘Who Wants to be a Millionaire’ style quiz – playing for Smarties rather than cash unfortunately!

Maintenance :

Frank Hynes has continued to manage all maintenance and improvements to the centre structure and facilities, and also to manage the annual safety inspections and regular carpet cleaning etc. He contributes so much to the centre (and Day Centre) week in, week out that I can’t thank him enough. Paul Sutherland has continued to provide a great deal of help with the general maintenance, assisting with many repairs which has been greatly appreciated and I know Frank is really grateful for his support.

Major refurbishment accomplished 2022-2023:

Outstanding and future plans:

• Repair of upper window opening mechanism in the main hall. Replacement of existing light fittings with energy efficient ones.

Website :

Our website - flackwellheathcommunitycentre.org.uk – has been kept up to date throughout the year. Thank you to Alison Baker for her assistance in maintaining the front end of the website and to Malcolm Wiles for keeping an eye on the back end and security. Booking and general information enquiries are made directly from the site and back copies of The Grapevine continue to be uploaded for reference. The site is linked to the village website and care has been taken to restrict postings to those concerning events and/or activities that take place in or are supported by the community centre.

Gardens:

We terminated the local gardener we were using last July and moved to another as we felt his work was a little basic, not much more than grass cutting and a bit of cutting back. Our new gardener, Katrina Scott, deals with everything without being asked and I think things look a lot tidier and less neglected. It struck me that we could brighten things up with a row of daffodils along the railings edge so that’s a job for the autumn if anyone wishes to volunteer!

Mast Installation Update:

We have received several letters from Beacon Communications, regarding the proposed installation of a phone mast in the centre car park. The most recent being another statutory notice from their solicitors regarding a ‘non-invasive’ survey of the site. As we feel any such survey would impact the running of both the community and day centres and also damage the car park Chris Thomas responded, again laying out our concerns, directly to the solicitor. We await their response.

General:

I would like to take this opportunity to sincerely thank my committee for all their hard work and support throughout the past year, without which the Community Centre, and by association the Day Centre, simply could not function.

Thanks also to Video Express for continuing to be our key holders and to A1 Taxis for their support too with regard to the key safe.

Although we have coped incredibly well throughout the year, despite being a relatively small team, by working together efficiently and sharing tasks as evenly as possible, there are occasions when we do become overstretched. We would therefore be delighted to welcome new committee members and charity trustees. Hence the time you would be committing to does not need to be much and can be tailored to match your skill sets and preferences. Even one hour a month can be put to good use! It would be great to have a new person come forward to take over from me, in my role as chairman to ensure fresh ideas are put on the table. However, should that not be forthcoming I am prepared to continue for another year should the assembled audience and fellow committee members wish me to do so. If anyone feels they might feel more confident joining as a co-chair or ‘understudy’ in the first instance feel free to come and have a chat.

Chris Cramer Chairman FHCA 23[th] April 2023

FLACKWELL HEATH COMMUNITY ASSOCIATION Registered Charity No. 1044870

MINUTES OF THE ANNUAL GENERAL MEETING HELD IN THE SARNEY ROOM ON WEDNESDAY, 10TH MAY 2023

PRESENT

Elected Officers & Trustees: Chris Cramer (Chairman), Barrie Walmsley (Treasurer), Chris Thomas (Secretary).

Committee Members: Frank Hynes (Facilities Manager), Susan Lawes

Affiliate Representatives: Brenda Aldridge (WI), Jeff Harvey (Paperback Library), Isobel Middleton (Age Concern Day Centre), Anna Hayward (Anna’s Dance Fitness), Alex Sanmogan (Anna Rose Dance), Luca Webb (Chepping Wycombe Parish Council), Joyce Wiles, Grapevine,

Village Residents: Anne & Don Cameron, Barbara Hunt (FHRA), Peter Lawes. Rita Liddiard (Grapevine Road Rep), Katrina Scott, Carole Telfer, Barbara Thompson, David Wallington (Grapevine Road Rep), Sheila Walmsley, Lenny White (Chair FHRA),

WELCOME

The Chairman welcomed everyone to the meeting and stated how grateful the committee were for their support.

1.0 APOLOGIES

2.0 MINUTES OF LAST MEETING

The minutes of the last Annual General Meeting held on the 27th April 2022 were agreed as a true record and were adopted.

Proposed: Carole Telfer, Seconded: Lenny White

3.0 CHAIRMAN’S REPORT

Bill Austin very kindly carried on as Bookings Manager, concentrating on the regular bookers and Chris Thomas has taken over the one-off bookings. Between them they keep things going extremely well but would, I am sure, be delighted to have an offer of help.

3.2 Social Activities & Fund Raising:

September: Quiz Night, very well attended and a highly successful event from both a social and financial aspect. Craig Lewis and his helpers produced another excellent set of questions and, with the scores being totaled electronically there could be no arguments! It’s always a close-run thing and everyone enjoyed the quiz and supper.

November: As usual we made the Centre available for the Christmas event, fortunately there was no wind this year so we didn’t have to cram into the main hall and the stalls could be set up in the road outside. Various group and entertainers performed on the stage and the carol singing and tree lighting went ahead as usual. Father Christmas was in residence, but in the Day Centre this year which seemed to work very well as it kept The Sarney Room free for the dancing group and entertainers to get changed in.

3.3 Dates for your diary:

3.4 Grapevine:

3.5 Website:

3.6 Maintenance

Replacement double glazed windows in the Main Hall.

Re-varnishing and repainting the Main Hall floor and lobby.

Installation of ‘break-glass’ fire alarms and smoke detectors following a professional fire risk assessment.

Replacement of fluorescent tubes for LED tubes in the main hall which are more energy efficient.

Replacement of light fittings and tubes in the Sarney Room (date to be confirmed) for more energy efficiency.

Hearing loop fitted in the Sarney Room – courtesy of Lottery Funding. Change of taps has led to more water usage efficiency.

3.7 Gardens

3.8 Mast Installation Update

3.9 General

audience and fellow committee members wish me to do so. If anyone feels they might feel more confident joining as a co-chair or ‘understudy’ in the first instance feel free to come and have a chat.

5.0 ELECTION OF OFFICERS

Bill Austin would continue as Bookings Manager for the immediate future with Chris Thomas continuing to concentrate on the one-off bookings. Frank Hynes as Facilities Manager.

We believe that Alison Barker was happy to remain on the Management Team and that . Malcolm Wiles was happy to continue looking after the technical side of the website.

There being no further business to discuss, Chris thanked everyone for their attendance and closed the meeting at 8.50 pm. All were invited to partake in the refreshments.

Chris Thomas, Secretary

FLACKWELL HEA TH COMMUNITY ASSOCIA TION FINANCIAL ACCOUNTS FOR YEAR ENDED 31 DECEMBER 2022 Notes 2022 INCOME Hall Bookings & Affiliation FundraisirTrg Grapevine Advertising Grapevine Sales Interest on Bank Balances Jigsaw & Paperback Library DonationslGrants 41940 718 3977 4410 883 2516 2189 22335 313 4746 4683 517 1602 9926 TOTAL 56633 44122 EXPENDITURE Cleaning Gardening Grapevine Insurance Performing Rights Society Repairs, Renewal and Maintenarsce Security Services Sundries 10307 1070 5985 2651 333 24820 5185 741 3425 686 11556 1300 5860 2601 333 31279 3484 893 7276 515 Rates TOTAL 55203 65097 NET SURPLUS DEFICI FOR YEAR Add.. Balance of funds brought forward 1430 167894 -20975 188869 BALANCE OF TOTAL FUNDS CARRIED FORWARD 169247 167894 BALANCE OF CASH CARRIED FORWARD 14385 13960 Approved by: CHAIRMAN CHRISTINE CRAMER C. A . TRUSTEES TREASURER BARRIE WALMSLEY

FLACKWELL HEA TH COMMUNITY ASSOCIA TION FINANCIAL ACCOUNTS FOR YEAR ENDED 31 DECEMBER 2022 2022 2021 INCOME Hall Bookings & Affilra￿n Fundraising Grapevine Adverb"sing Grapevine Sales Interest on Bank Balances Jigsaw & Pape￿ack Library t)onationslGrants 41940 718 3977 4410 883 2516 2189 22335 313 4746 4683 517 1602 9926 TOTAL 56633 44122 EXPENDITURE Cleaning Gardening GTrpevine Insurance Performing R￿hts Society Repairs, Renewal and Maintenan Security ServI￿s Sundries Utilrties Rates 10307 1070 5965 2651 333 24820 5185 741 3425 686 11556 1300 5860 2601 333 31279 893 7276 515 TOTAL 55203 65097 NET SURPLUS DEFICI FOR YEAR Add". Balan￿ of ftjnds brought forward 1430 167894 -20975 188869 BALANCE OF TOTAL FUNDS CARRIED FORWARD 169247 167894 BALANCE OF CASH CARRIED FORWARD 14385 13960 Approved by. CHAIRAIAN CH￿sTINE CRAAIER TRUSTEES TREASURER BARRIE WALMSLEY

FLACKWELL HEA TH COMMUNITY ASSOCIA TION NOTES ro ACCOUNTS ENDED 31 DECEMBER 2022 2022 2021 FuN￿RAISING Fund Raising {Inctude Paperback) Donattons Grants 3234 145 1915 301 S25 5423 11841 UTILITIES Electric Gas Water Telephone 1584 2479 -1123 485 1584 3725 1523 3425 7276 BALANCE OF FUNDS {Unrestricted Funds) Current Account Busiriess Savings Account Charities Deposit Fund Nationwtde 95-day 14385 2535 29810 122517 13960 2412 29522 122000 169247 167894 REPORT OF THE INDEPENDENT EXAMINER TO THE TRUSTEES OF THE FLACKWELL HEATH COMMUNrrY ASSOCIATION I have examined the Receipts an¢J Payment account for the year ended 31st December 2022 as set out on pages 2 and 3 and report that it is in accordance with the records and vouchers presented to me. CAROL YN COLLINS LEDGERS ACCOUNTANCY