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Chairman’s Report AGM 2023 Etchingham Trust for Sports & Recreation Registered Charity 1076642
This is my very first report as Chairman of ETSR since | assumed the role this year on behalf of the new Trustee the Etchingham Parish Council (EPC).
It covers the period from the Chairman’s Report and AGM in November 2022 until today’s AGM. This is a report which highlights the current economic climate, it’s impact upon the Halls income, measures taken to try to improve income from use of the Halls and the new ETSR’s Trustee, the EPC.
Review of the Year
As you will see from the accounts for the last 12 x months, hiring income for the year has grcvin Sy approximately 50% for the year now that the dreaded Covid has waned. Whilst many of our regular hirers have continued with their activities, we still need to entice the use of the halls, notably for weekend children’s parties.
As new Trustees we are committed to ensure the growth of this valuable facility to maximise its potential as a hub for village activities.
At this time, | would like to take the opportunity to thank all of the outgoing persons (you know who you are) who have given so much time and effort in the past years both behind the scenes and on the front line, underpinning the importance of the ESTR both in financial and physical activity. As your new Chairperson, | have instigated a Marketing Strategy which although in its infancy (early days - as they say) will explore all opportunities currently enjoyed by all of our adjoining villages and amenities to attempt to encompass anything Etchingham could expand upon and develop in the future.
During the current year the Trustees have broadly discussed making a small increase in the hourly charged rates for hall hire due to increasing outgoings and inevitable energy cost rises and these will be finalised in the coming months. It should be noted that the School Heating System Controls are currently not working correctly and ETSR have been informed that we will be obliged to make the relevant contribution to the repair. To this end ETSR will have to catacush some aaaitional fund raising to cover these costs and any ideas and suggestions would be greatly appreciated
The village halls remain a fantastic asset, probably amongst the best in East Sussex. These attributes are demonstrated by the regular use of the Hall(s) by clubs and associations.
Buildings of this quality come with substantial costs. Significant payments are required on a monthly basis to support our contracted commitments which largely reflect the nature of a shared premises structure with the school. These include site maintenance and management, cleaning, electricity, fuel, insurance, facilities testing and many more. To these must be added ETSR’s own administration costs.
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Since taking over the management of the Halls, historically it has become apparent that we have never been able to cover these total costs from bookings income alone, with the obvious exception of the Local and General Election contract. Efforts to bridge this shortfall have historically fallen into the category of fund raising. Given all the above and in the absence of a major funding raising initiative in the past, the Trustees are still increasingly concerned with securing the future viability of the Halls though diverse routes, hence the instigation of a marketing strategy to develop additional income/activity.
There have been discussions with the school at Joint Management Committee level to develop alternative energy sources and a Local Authority Survey has been carried out. At present there is no funding route available to the ETSR and the school and the metering infrastructure is such that detailed use of energy is not available. The % costs that ETSR have to procure for energy for our facility needs to be considered in the future and ETSR would welcome any villagers with experience in determining such values to come forward and assist us in ensuring that our commitments fall in line with our usage moving forward.
Unlike the position of three years ago, when retained cash balances had fallen to the equivalent of approximately one year’s income shortfall, deliberations have taken place against the background of a relatively healthy cash balance held by ETSR, as detailed in the presented accounts. With my financial cap on, we all are aware that due to the rampant inflation we have experienced in the last 12 months, in real terms our assets are diminishing.
A solution was agreed whereby the existing individual Trustees have been replaced by the Parish Council as Sole Trustee. The Parish Council has always been Custodian Trustee for ETSR, effectively guaranteeing ETSR and most importantly the existence of the halls for their intended use by the village and the wider community. By adopting this current structure, ETSR remains as an entity and within the guidelines set by the Charities Commission. Changes in the Trustee do not impact upon the lease, nor the underlying objectives of the Trust Deed for ETSR, nor the operation of the Joint Management Committee with the school.
The automatic booking system and increased direct access to the halls for all hirers is still in its infancy but seems to be working well.
The outgoing Trustees and Administrator have implemented that during the transition period they worked closely with the Parish Council to make the handover of duties as smooth as possible and a checklist of practical matters was worked through, and in fact are still assisting the new administration. All retiring Trustees agreed to continue their support, for which the new Trustee thanks you, with practical matters such as opening and closing of the halls and volunteering to assist with larger events in the future. Even with the participation of Parish Council representatives to this body of supporters, as your Chair, | urgently appeal for more people from the village to come forward to help with the practicalities of running the halls and to involve themselves in more and varied use of the buildings.
Financial Performance and Fundraising
The Treasurer’s report covers our financial year from the 1st of August 2022 until the 31st of July 2023.
The figures reflect many of the above comments, with the noticeable increase in hall bookings experienced in the last 12 x months.
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Through careful administration, hall running costs have again been kept as low as possible and in fact represent a true snapshot of where we currently see ourselves.
On behalf of the new Trustee, EPC, (of which | am also Vice Chair) | would like to take this opportunity to thank Paulette and our new recruit Olga for their continued and determined support in all things Admin and | would personally like to thank them for guiding me though the various protocols required in maintaining my position. The splendidly supported Monthly Draw 100 club, now ably managed by Olga, continues to provide regular income. Thank you to all of our participants. Likewise, thank you to Mary Barnes for arranging her annual plant sale, and the untiring efforts of John Barnes and the other members of the EPC for their support since taking over this prestigious organisation.
Trustees, JMC and other thanks
This has been a challenging year for a number of reasons made easier by the all of the above persons and the outgoing Trustees and most of all you villagers for your support and input. | thank you all for your support throughout the year.
There have been sporadic Trustee meetings held during the year. | would like to thank each of the trustees for their attendance and participation.
We continue to work formally and informally with the school through the joint management committee and regular ad hoc meetings. Particular thanks go to Greg Coleman, Paul Stott and Annette Childs. Likewise, we thank everyone connected with the school and the Barn Owls Pre School for cooperation throughout the year and particularly when we have been hosting larger events.
Julie McGregor cleaned the halls for some of the year although she has now left us. We welcome Olga as our new Halls cleaner.
| would personally like to thank Paulette Barton, our Administrator, for our first year of tremendous support and involvement. She has undertaken a huge amount of work behind the scenes in all matters relating to bookings for the hall and a myriad of other tasks on behalf of ETSR.
Paulette juggles many balls in her excellent administration roles both in ETSR and the EPC and is always available to guide and assist - Thanks again.
Finally, in my first year as Chairman and a Trustee for ETSR | would like to thank the Parish Council, as new Trustee, together with everyone connected with the Halls every success for the coming years. | have no doubt that the Halls will continue to provide a wonderful venue for many events. My greatest hope is that they will increasingly benefit from the support and active involvement of as many people as possible from within our village community.
Enjoyment is the greatest gift that participation endows - please continue to support us in any way you can. We are here for you and you are the ones that ultimately confirm our future in the village.
Have a great Xmas and New Year
Trevor McGregor
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