## **COTON VILLAGE HALL** # **DIRECTORS’ REPORT FOR THE YEAR ENDING 31 MAY 2024** **Name of Charity** Coton Village Hall **Charity Registration Number** 1134860 **Company Number** 06914266 **Registered Office** 56 High Street, Coton, Cambridge, CB23 7PL **Directors** Celia Mary Beadle Alistair Graham Burford **`** Elizabeth Lawton Susan Mary Green Paula Jane Hain Gerald Anthony Radford Ann Puntis Geoffrey Forrester Taylor Dr Clare Elizabeth Fox ## **Governance and Objectives of Coton Village Hall** Coton Village Hall is a registered company limited by guarantee. The Articles of Association and Memorandum of Association are the governing documents which control the way that the Coton Village Hall is run. Coton Village Hall was incorporated in May 2009 but did not start trading until the end of May 2010. The objects of Coton Village Hall are contained in the Memorandum of Association. They are to provide and maintain a village hall for the use of the residents of the area without distinction of political, religious, or other opinions with the aim of improving the conditions of life for the residents. In discharging their duties, the Trustees have had due regard to the Charity Commission’s guidance on public benefit. The Directors of the Village Hall, who are also its trustees, continued to meet monthly through the reporting year with the exceptions of August and December. The Directors have the power to manage the business of the Charity and may exercise all the powers of the Charity. The Directors also have the power to appoint a person who is willing to be a Director. The reporting year for Coton Village Hall runs from 1 June to 31 May. ## **Activities and expenditure** Maintenance of the hall building continued to be a challenge in 23-24. We are fortunate to have energetic and experienced volunteers serving both as Trustees and as active members of the Coton community who enabled us to meet this maintenance challenge, tackling a wide range of repairs on a pro bono basis. 1 To address issues of reliability with our AV systems, in January 2023, we contracted with a new company for services and repairs and although initial big-ticket items were required, we were enormously helped by an earmarked donation and by second-hand parts being passed to us by the new contractor. The system now is working efficiently and effectively and has enabled us to establish Coton Cinema as a valued part of the community diary and to build a reputation for work-place meetings requiring AV usage. A flurry of essential maintenance activity took place in August 2023 including interior painting of hallway, toilets and kitchen, servicing the Velux windows and motors, a comprehensive fire safety evaluation and replacement of emergency lights plus investigative works of external render of the hall. Trustees also volunteered for the painstaking exercise of steamcleaning all chairs. Our Treasurer negotiated new service contracts for the Hall’s heating and cooling system, for our water and electricity contracts and recovered the costs from a redundant Google G Suite contract. The Treasurer also identified suitable investment accounts to enable us to take advantage of the higher interest rates available in the year. We were able to place £50k into reserves which will continue to enable us to maintain the Hall’s attractiveness as a letting space. We also made a contribution to the Coton busway campaign in the village (a first instalment in £1k in 2023-24 (with a second instalment in 2024-25). Fundraising for the village hall continues to be a strong and valued part of Community activities in Coton. Jumble sales, produce and coffee mornings, car boot sales, quizzes, a Christmas lunch, and annual fete provide valuable sources of revenue for the Hall but just as importantly create a vibrant community in the village. The revenue from such activities continues to enable us to operate our differential price structure for bookings from Coton residents, non-Coton residents and company bookings. ## **Directors** At the 2023-24 AGM the following re-elections were made and approved. Alistair Burford, Clare Fox and Gerry Radford A new Trustee, Deb Nicholas, was welcomed to the Committee. ## **Financial results** Our total income for 2023-24 was £34,870 (2023: £24,972). This total includes lettings income, fundraising receipts and donations. Against this, our outgoings amounted to £29,066 (2022: £18,959). Our fixed assets (building and fixed equipment) are valued at £350,000 and this, together with our other net assets of £91,679 provides total funds for the Charity in 2023-24 of £445,734 (2023: £433,930). Overall, the board believes it is being prudent in its approach to the Hall’s finances. 2 ## **Role of volunteers** We are extremely grateful to all our volunteers – to our fundraisers, our DIYers, and our caretakers. Our accounts are prepared and evaluated on a pro bono basis. Local businesses are generous with sponsorship, prizes and support. We recognise our good fortune in being able to take advantage of such good will and advice. The successful management of Coton Village Hall is entirely dependent on a small band of volunteers who take responsibility for the Hall’s strategic direction, lettings and community use, its repair programme, the supervision of cleaning and the Community Entertainment programme throughout the year. We have not used any professional fundraisers during the year. ## **Trustees' responsibilities statement** The Trustees (who are also directors of Coton Village Hall for the purposes of company law) are responsible for preparing the Trustees' Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice). ## **Annual Accounts and reserves policy** The Annual Accounts are attached to this report. They reflect the healthy position that the charity has achieved through its fundraising and lettings. As at the year end, we had total cash of £91,459 in bank accounts and building society investments which the Directors consider represent an adequate level of reserves. 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