## **TRUSTEES’ ANNUAL REPORT 2022/23** ## **REFERENCE and ADMINISTRATION DETAILS** Charity Name: HARKSTEAD VILLAGE HALL (CIO) Charity Number: 1157106 Address: Church Lane, Harkstead, Ipswich, Suffolk. IP 9 1DG Names of Trustees: Appointed Trustees: Cathy Crouch Sarah Donnison (Chairperson) Michael Fry Nominated Trustees: William Wrinch (representing Harkstead Parish Council) John Abbott (representing Millennium Green Trustees) Sally Wilden (representing Harkstead Parochial Church Council and Harkstead Church Heritage) Co-opted Trustees: Kim Britton Antonia Agnew Other Appointments: Hon. Secretary Hon. Bookings Secretary Hon. Treasurer Cathy Crouch Sarah Donnison Michael Fry ## **STRUCTURE, GOVERNANCE AND MANAGEMENT** Type of Governing Document: Approved Constitution by Charity Commission 19[th] May 2014 amended and approved 17 February 2021. Charitable Incorporated Organisation, based upon Charity Commission Foundation Model Constitution. Charity Trustee Selection Process: Appointed Trustees: A minimum of two and a maximum of four are appointed or reappointed at each Annual General Meeting. Nominated Trustees: There may be a minimum of two and a maximum of six Nominated Trustees. The maximum number of Nominated Trustees has been reduced from eight to six during this year). Each of the following organizations may appoint one Nominated Trustee: - Harkstead Parish Council - Harkstead Parochial Church Council - Harkstead Bowls Club - Harkstead Church Heritage - Harkstead Millennium Green Trust - Art Group (currently disbanded) Co-opted Trustees: Four Co-opted Trustees are permitted. The maximum number of Co-opted Trustees has been increased from two to four this year. The two existing Co-opted Trustees have continued in post for the year. No further Co-opted Trustees have yet been appointed. ## Additional Governance Issues: An Honorary Treasurer, Mike Fry, Secretary, Cathy Crouch and Booking Secretary Sarah Donnison were appointed /reappointed for the year 2022/23. Harkstead Village Hall is a member of Community Action Suffolk which provides helpful guides, advice, services and information about running Village Halls. All trustees give their time to the management of the hall voluntarily and receive no remuneration or other benefits. One Co-opted Trustee, Kim Britton, is employed as the cleaner. Objects of the Charity as set out in the Constitution: “ _The Provision and maintenance of a village hall for the use by the inhabitants of the area of benefit (Parish of Harkstead) without distinction of political, religious or other opinions, including use for:_ _a) Meetings, lectures and classes and_ - b) _Other forms of recreation and leisure time activities, with the object of improving the conditions of the life of the inhabitants._ ” Main Activities undertaken for public benefit: - a) Encouraging the use of the hall by hiring the hall to local various organisations and private events. - b) Organising Auctions, Farmers Markets and other functions to raise money to maintain and improve the hall. Our general hire charges philosophy is that we plan for the hire fees to cover the running of the hall, whilst our other fund raising events go towards improvements and our reserves for contingencies. A financial report from the Treasurer follows: ## **Harkstead Village Hall Financial Year-end Report – 31[st] March 2023** Summary: Activity-related income to the hall was much increased over the previous year due to increased promotion of the hall for one-off events such as birthday parties. Electricity consumption continued to be the greatest cost. However, usage has been reduced over pre-pandemic norms by heating only as and when necessary. Maintenance expenses were low due to no significant expenditures and trustees’ volunteering for grounds maintenance: Significant routine expenditures this year were:- - £813 Hall Insurance - £683 Hall cleaner’s wages. In summary, the village hall’s financial health has increased, with income exceeding expenditure by £2,895 (42%).This is an annualised figure which is adjusted to account for ca. £1,000 of a delayed FITS (solar panel income) payment which covered generation in the previous year. Annual Income & Expenditure Breakdown: We have three main sources of income:- - Hire of the hall - Events staged by the village hall - Solar panel feed-in-tariff During the 2022/23 financial year the income from hall hires increased greatly from last year (£3175) to £6,651, which is also much greater than the prepandemic income which averaged around £2,500. Hire charges were increased by 10%. The bulk of the increased income has been due to much better utilisation of the hall by hirers. ## Net Annual Income:- |**Typical of last 3 pre-**
**pandemic years**|**2022-23***|e)| |---|---|---| |£2,500|£6,651|| |
£1,100|£1,404|| |£1,500|£1,400
(est. annualised figur|| |£420|£294|| |£75|£119|| |£6,595|£9,868|| Annual Expenditure Breakdown: |*_These are_
_annualised_
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_necessarily_
_match_
_exactly to the_
_published_
_accounts._
_intention is_
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_whether or not_|**Expense**|**Typical of last 3 years**|**2022-23***| |---|---|---|---| ||Light & Heating|£1,700|£2,233| ||Repairs & Maintenance|£1,600|£2,339| ||Wages (Cleaner)|£600|£683| ||Insurance|£770|£813| ||Water & Sewage|£340|£533| ||Donations & Gifts|£250|£0| ||Rates|£170|£82| ||Licences|£130|£271| ||Capital Expenditure|£0|£0| ||Other|£250|£18| ||TOTAL|£5,810|£5,928| Financial position at 31[st] March: Current Account: £7,816 Cash: £798 Reserves: We hold approximately £55,000 in reserve. This is unchanged over the previous year. This reserve is split with approximately £7,000 on deposit and £48,000 (unit bid price) invested in an ethical unit trust fund. The trustees consider these funds to be in line with the age and condition of the hall and adequate to meet unexpected costs. Mike Fry, Treasurer, 19[th] June 2023 No 11f 8nyl 1147In wk•t•ad Vlllay• Hall ICIO) Receipts and payments accounts CC16a For th• peri¢xl To 01 31-Mar-23 Section A Receipts and payments UnrgStriGtsd Rèstrictèd Endowment funds funds to the nearest£ tothe neare6t£ to the wrest £ Total tunds Last yoar to the nea¥88t £ to th8 n8ar8st £ A1 Ro¢o•pts ire of Hall and Equipment Famets, Market Inetti + Famers. Marfl 6,6S1 3.175 Aucbon Ewenls Income from Sdar Pann Refreshments COIF charit￿S Dewl Fund )n81ions & Gffts GoveTnfflenl Grant S49 1Tr) 437 130 130 60 Sub total (Gross income for AR) 10.928 10,928 4853 A2 Ass•t and Invostm•nt sales, 18W tablg). Sub total Total trcelpts 10,928 4.853 A3 Payments Prepayrnenls L(qht and Heatng Repairs Maintwance [1￿. deaniry & 98rderu Wage¥ Insuranc8 Water aThJ S8￿ 1233 1.333 2.339 1339 2,276 813 533 813 $33 326 42 71 LI￿nCeS Events Cornmunity Actyon sU￿ry Expanses Donations & Gffts C•tAt¥l Ex￿￿rturE 271 271 Sub total A4 A￿t and Invastsn•rbt purchas08. Isoe table) Tab￿5 COIF Chafilies ElhKal Investm¥rt FurKI s.ooo Solar Pannds Prepaymen15 Sub total Not of receipts/(poymgnts) AS Transfers betwwn funds A6 Cash fvnds la3t year end Cash funds thls yearend 12.102 12,102 18.975 CCXX R1 ac£ounts ISSI OBIC6f2023 Statement of assets and liabilities at the end of the period Unre¥triet•d nds b) neawt £ Restricted fvnd$ to r￿are51 £ Endowment funds to nearest £ Catogories D•tails 1 Cash funds Bordays cu￿rrtA¢¢lIUnt T￿16 COIF Total cash funds 16,058.07 R8Strict•d fund$ to I￿?rest £ Endowmènt funds tts naarest £ funds to nearnst £ Oetails Fund to whi¢h *Met belon Cuntntvalue onal 47,209 Details COIF Charitw EthK*l I[￿wIMent Fund Colt loplJono11 83 Inveslment assgts Fund to which CuThentvalu• tional D•tsils Co•tloptioMII B4 Assets rotslned for the charfty's own use Fund to T*hKh rnlats8 Amount due nal Wh•n due nal Details BS Llabllltle8 Sign*J by onè or tsvo trustees ¢ behaw of all Ihe tNste85 Signabjre Print Name oats of roval Hon. Treasurer Michael Fry 07108r2023 Chaiman Sarah Crjnnison Indepondant Examiner Jeremy BuitenhLtis FMA4T. CIMA Cert B.A CCXX R2 ￿rx￿Unts ISSI 061(W2023