2021-06-30-accounts

Trustees' Annual Report for the period

Period start date Period end date 1st July 2020 30th June 2021

From

To

Section A Reference and administration details

Charity name Hurstbourne Tarrant Community Centre Other names charity is known by Registered charity number (if any) 1156307 Charity's principal address Swift House, Church Street

Hurstbourne Tarrant Andover, Hampshire Postcode SP11 0AX

Names of the charity trustees who manage the charity

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Dates acted if not for whole Name of person (or body) entitled
Trustee name Office (if any)
year to appoint trustee (if any)
1 Mrs Susan Hoare Chairman
2 Mrs Ann Nash Treasurer
3 Mr Andrew Russell
4 Mrs Maria Wright
5 Mrs Alison Willis
6 Dr Elizabeth Allinson
7 Mr Brynley Evans 01/07/20 – 15/09/20
8 Dr Andrew Watson
9 Mr Mark Thomas
Mrs Louise Pittuck- 26/10/20 – 30/06/21
10
Schols
11
12
13
14
15
16
17
18
19
20
Names of the trustees for the charity, if any, (for example, any custodian trustees)
Name Dates acted if not for whole year
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Names and addresses of advisers (Optional information)

Type of adviser Name Address

Name of chief executive or names of senior staff members (Optional information)

Section B Structure, governance and management

Description of the charity’s trusts

Type of governing document

Constitution dated 25[th] February 2014

• (eg. trust deed, constitution)

Charitable Incorporated Organisation How the charity is constituted

(eg. trust, association, company)

Appointed by existing charity trustees - by a resolution passed at a Trustee selection methods properly convened meeting of the trustees. (eg. appointed by, elected by)

Additional governance issues (Optional information)

You may choose to include additional information, where relevant, about:

• policies and procedures adopted for the induction and training of trustees;

• the charity’s organisational structure and any wider network with which the charity works;

• relationship with any related parties;

• trustees’ consideration of major risks and the system and procedures to manage them.

Section C Objectives and activities

To build and subsequently manage a community centre for the benefit primarily of the inhabitants of Hurstbourne Tarrant but also of neighbouring areas without distinction of sex, sexual orientation, age, Summary of the objects of the disability, nationality, race or political, religious or other opinions, charity set out in its including use for meetings, lectures and classes or other forms of governing document recreation and leisure time occupation in the interests of social welfare and the object of improving the conditions of life for the said inhabitants.

In essence, the main activities undertaken by the charity between 1[st] July 2020 and 30[th] June 2021 were:

• Managing all financial and operational aspects of the Community Centre.

• Maintaining the high quality of the building and its facilities.

• Building on established links with local community organisations (parish council, school, church etc), and with other voluntary organisations, to foster increased local community cohesion and to bring ‘outreach’ services for the local community to the Centre.

 Delivering easy to use Centre booking systems and combining this Summary of the main with good customer services for every booking. activities undertaken for the  Developing a wide range of mechanisms to enable users to feedback public benefit in relation to their experience in using the Centre, the booking process, the quality these objects (include within of customer services, ideas for improvement and so on. this section the statutory declaration that trustees have  Promoting the Centre and regularly communicating the classes, had regard to the guidance regular activities and community events at the Centre via a wide issued by the Charity range of media (web site, local Facebook site, direct e-mail, village Commission on public notice boards, parish magazine, update reports to the parish council benefit)

• Developing a wide range of mechanisms to enable users to feedback their experience in using the Centre, the booking process, the quality of customer services, ideas for improvement and so on.

• Promoting the Centre and regularly communicating the classes, regular activities and community events at the Centre via a wide range of media (web site, local Facebook site, direct e-mail, village notice boards, parish magazine, update reports to the parish council and so on).

• Continuing to foster further user/volunteer engagement and two-way communications – within the village and with wider stakeholders.

• Managing the impact of COVID-19 on the business of the Centre.

• The trustees have had due regard to the guidance on public benefit in the running of the charity and in its planning and decision-making processes for the achievement of the charity’s objectives.

• (See also Section D below on main achievements during the year).

Additional details of objectives and activities (Optional information)

You may choose to include further statements, where relevant, about:

• policy on grantmaking;

• policy programme related investment;

• contribution made by volunteers.

Section D Achievements and performance

Summary of the main achievements of the charity during the year

In summary, the main achievements of the Charity between 1stJuly 2020 and 30th June 2021 were:	In summary, the main achievements of the Charity between 1stJuly 2020 and 30th June 2021 were:
	In line with Government COVID-19 legislation and guidelines, the Centre re- opened from 4thJuly 2020 following the first ‘lockdown’, closed again from
	5thNovember to 2ndDecember, 2020, and from 20thDecember, 2020,
	through to 12thApril, 2021, when at Step 2 of the Government’s roadmap,
	some restrictions were eased.
	A risk assessment was undertaken to identify risks relating to COVID-19 and
	appropriate mitigating measures implemented to provide a suitably safe
	environment for Centre users and volunteers. Special conditions of hire
	during COVID-19 were produced, using the set of conditions recommended
	by ACRE, but adapted to suit the outcome of our risk assessment.
	Both were reviewed and amended during the year to reflect latest changes
	in Government COVID-19 legislation and guidelines, and updates on the
	impact of these changes regularly communicated to Centre users and the
	local community via a wide range of media.
	The process of dealing with multiple enquiries, postponements and
	cancellations/refunds for Centre bookings impacted due to COVID-19
	restrictions was well managed. Hirers affected expressed their strong
	appreciation of how we have handled the situation with them.
	In accordance with Government guidance on social distancing measures to
	reduce the transmission of COVID-19, and in line with our Constitution, our
	scheduled Board of Trustees meetings continued to be held during this
	period but via the Zoom application.
	The planned maintenance schedule continued throughout the year to ensure
	that the high quality of the building and its facilities were maintained.
	The Board of Trustees undertook a major review of the Centre’s
	management structure to ensure that it continues to operate sustainably,
	including a review of potential enabling technology. As a result, the following
	initiatives were implemented successfully:
	o Changes to the allocation of defined responsibilities to ensure that
	operational management roles continue to be carried out effectively.
	o An online booking system (Hallmaster) adapted to support the
	Centre’s business processes.
	o A new web site for the Centre (www.hbtcommunitycentre.org.uk).
	The site integrates the Hallmaster facility to check availability and
	book online, and provides comprehensive information about the
	Centre’s facilities, customer reviews, our hire tariff and terms of use,
	regular activities & classes, FAQs, event planning information, an
	online feedback form and a sign-up form for prospective volunteers.
	o A building management system enabling operational efficiencies via
	remote control and status monitoring of the Centre’s heating,
	lighting, hot water, alarm systems and occupancy. The introduction
	of remote enabled hirer access control is also well advanced.
	o External CCTV cameras to enhance the Centre’s security and in
	compliance with licensing and GDPR requirements.
	A renewed recruitment campaign to foster further volunteer engagement
	also had positive results, with additional volunteers from the local community
	now supporting the operation of the Centre.
	User feedback is that the quality of the building and the facilities at the
	Centre, the ease of booking, and our associated customer services continue
	to be rated as excellent.
	As a result of the impact of COVID-19 restrictions/Centre closures, hall hire
	income for the year was just over £2k, down from the budgeted £9.2k.
	However, costs were also down to £6.3k as against the budgeted £11.1k.
	Without government grants totalling £17.9k there would have been a loss of
	£1.6k, close to the budgeted loss of £2k.

Section E Financial review

In accordance with our Reserves Policy, the trustees have set aside Brief statement of the reserves to cover any unforeseen expenditure on maintaining or charity’s policy on reserves modifying the fabric of the building, unusually high operating costs and/or the risk of suffering significant unforeseen loss of income. The trustees review the current level of reserves whenever priorities are reassessed, and when updating the financial plan for the charity. Details of any funds materially None. in deficit Further financial review details (Optional information) Principal sources of funds: You may choose to include Income from letting the hall £2,054 additional information, where Borough Council Local Restrictions Support Grants £17,907 relevant about: Donations £2,291  the charity’s principal sources of funds (including any fundraising);  how expenditure has supported the key objectives of the charity;  investment policy and objectives including any ethical investment policy adopted.

Section F Other optional information

Section G Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s) Full name(s) Susan Constance Dehane HOARE Ann NASH Position (eg Secretary, Chair Treasurer Chair, etc) Date 24th January, 2022

Hurstbourne Tarr￿1 CoThrninty Centre 1156307 Receipts and payments accounts CC16a For thè pèriod from 01107120x1 To 3010F12￿21 Section A Receipts and payments Unrestricted funds RestTl¢ted funds Endowment funds Total funds Last year to the nearest to the nearest £ to the nea￿81 E to the nearest £ to the neare8t£ A1 Recei Donglions. & ¢rnt8 Fundraisiw gvents Ite195t 20,250 923 20250 923 701 10,628 2,674 1,096 13.2 701 Hire of hall & equipment 10 2,064 Sub total(Gmss income for AR) 23,927 23,927 27.622 A2 Asset and investment sales, Isee table Sub total Total recelpts 23,927 23,927 27,622 A3Pa ments Cosi ol fundraisiny events Repait5, R9newa15 & fvbinlenan¢e Lwhl and heati Water and sewerage urance 1,276 2,488 1,346 137 975 1276 2￿8 1R46 137 976 887 6,951 1,888 1.038 TelophrnC & Int&r Costs 635 536 907 883 Bank & intsresl & charg96 Sub total 7,642 7,642 11,391 A4 Asset and investment purchases. See table Purchase of fixed assets Loan repakl lo external fil￿aT 701 701 Sub total 701 701 Total payments 11858 Net of receipts/{payments) A5 Tran5fer5 betsveen funds A6 Cash fund5 last year end Cash fund5 this year end 15,584 764 110,048 110.048

Section B Statement of assets and liabilities at the end of the period

Categories	Details	Details	Details		Unrestricted funds		Restricted funds		Endowment funds
					to nearest £		to nearest £		to nearest £
B1 Cash funds	Deposit A/c				106,145		-		-
	Current A/C				3,903		-		-
	Cash				-		-		-
	Total cash funds				110,048 OK		- OK		- OK
	(agree balances with receipts and payments account(s))
					Unrestricted funds		Restricted funds		Endowment funds
	Details				to nearest £		to nearest £		to nearest £
B2 Other monetary assets					-		-		-
					-		-		-
					-		-		-
					-		-		-
					-		-		-
					-		-		-
	Details				Fund to which asset belongs		Cost (optional)		Current value (optional)
B3 Investment assets							-		-
							-		-
							-		-
							-		-
							-		-
	Details				Fund to which asset belongs		Cost (optional)		Current value (optional)
B4 Assets retained for the charity’s own use	Community Hall						593,091		593,091
	Furniture, Fixtures & Fittings						15,867		1,517
							-		-
							-		-
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							-		-
							-		-
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	Details				Fund to which liability relates		Amount due (optional)		When due (optional)
B5 Liabilities							-
							-
							-
							-
							-
Signed by one or two trustees on behalf of all the trustees	Signature				Print Name				Date of approval