Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 ## **DRUITT HALL COMMUNITY ASSOCIATION** ## **TRUSTEES ANNUAL REPORT** **FOR THE YEAR ENDED 31 DECEMBER 2023** Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 # **INDEPENDENT EXAMINER’S REPORT** ## **TO THE TRUSTEES OF DRUITT HALL COMMUNITY ASSOCIATION, CHARITY NUMBER: 1157590** I report to the trustees on my examination of the accounts of the above charity which for the year ended 31 December 2023. ## **Responsibilities and basis of the report** As the trustees of the charity, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). I report in respect of my examination of the charity’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act. ## **Independent examiner’s statement** I have completed my examination. I confirm that no material matters other than those disclosed below have come to my attention in connection with the examination which gives me cause to believe that in, any material respect: (i) accounting records were not kept in accordance with section 130 of the 2011 Act; or (ii) the accounts do not accord with the accounting records. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. ## **Lucia Ball BFP FCA Hill Osborne Chartered Accountants** Tower House Parkstone Road Poole Dorset BH15 2JH Dated: …………………………………………. 2/10/2024 Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 ## **Trustees' Annual Report for the period** **From** Period start date **To** Period end date Day Month Year Day Month Year 01 01 2023 31 12 2023 ## Section A Reference and administration details **Charity name** Druitt Hall Community Association **Other names charity is known by** - **Registered charity number (if any)** 1157590 **Charity's principal address** Druitt Hall High Street Christchurch **Postcode BH23 1AB** **Names of the charity trustees who manage the charity** **----- Start of picture text -----**
Dates acted if not for whole Name of person (or body) entitled
Trustee name Office (if any)
year to appoint trustee (if any)
1 Christopher Guest Chair 1/1/2023 to 08/05/2023
Christopher Guest From 17/7/2024 Trustees
(Re-appointed)
2 Martin Vieyra Chair
3 Carolyn Guest
Until 23/11/2023
4 [Katie Lomas (nee ]
Hawksworth)
5 [Annette ] Until 18/01/2023
Hawksworth
6 [Sara Stewart-] From 15/12/2023 Trustees
Haddow
From 22/11/2023 Trustees
7 [Emma-Louise ]
Hembling-Yeates
8 Barbara Hembling
9 John David Pendrill Treasurer From 26/07/2023 Trustees
**----- End of picture text -----**
**Names of the trustees for the charity, if any, (for example, any custodian trustees)** **Name Dates acted if not for whole year** DHCA - 2023 1 **TAR** Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 |**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**| |---|---| |**Type of adviser**
**Name**|**Address**| ||| ||| |**Name of chief executive or names of senior staff members (Optional information)**|| DHCA - 2023 2 **TAR** Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 ## **Section B Structure, governance and management** ## **Description of the charity’s trusts** Type of governing document - (eg. trust deed, constitution) Constitution How the charity is constituted - (eg. trust, association, company) Charitable Incorporated Organisation ## Trustee selection methods - (eg. appointed by, elected by) Appointed by Trustees ## **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. ## **Reserves** The identification and allocation of funds reserved for specific purposes was continued in the accounts and regularly reviewed. The **Reserves Policy** continues to be followed including the Charity Commission recommended contingency reserve. ## **Bank Account** Following the closure of the local branch of HSBC Bank it was resolved to relocate the DHCA account to Lloyds Bank, whose local branch remained open. This transfer was done in an ordered way so that no interruptions to service resulted. The new account was opened in November and the HSBC account maintained as an ‘overlap’ for continuity purposes. ## **CoronaVirus** : Government and health authority guidance on precautionary measures continued to be followed. **Statutory Policies** were reviewed and updated as necessary (eg Fire Risk Assessment, Legionnaires Disease). Annual ‘PAT’ testing and servicing of fire fighting equipment were carried out. The Friends of **Druitt Gardens** continued to use the former Markham Room area as a secure and successful ‘wildlife education area’ and base for their volunteers’ work of planting and maintenance work in Druitt Gardens. Six **trustee meetings** were held, maintaining an emphasis on collective decision-making and responsibility. ## **Improvements to the Building** Having affirmed to the Landlord (Christchurch Town Council) that they would continue to meet their repair and maintenance obligations, the Trustees contracted with a company for the refurbishment and reglazing of the original windows. The work to the windows proceeded in January with a planned closure of the facility and comprised: removal of glass, taking metal windows out, security boarding, stripping of paint, sundry welded repairs to metal frames, addition of hardwood cills, repairs to softwood sub-frames, priming and re-installation of windows, all-new glazing, painting. Following the work to the windows the two further sides of the building were stripped of their external oil-tempered hardboard cladding, some minor repairs to the wall framing were carried out, the wall cavity was fully insulated and the exterior re-clad in marine-quality plywood, followed by decoration. All of this work was completed on programme. DHCA - 2023 3 **TAR** Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 ## **Lease** Despite having been approved in 2021 an extension of the current lease to DHCA of the building until 2057 was still not issued. Following the November 2022 meeting with Council personnel (refer previous TAR), and following the appointment of a new Town Clerk, a further meeting with the Council was held in February. It was agreed, inter alia, that the Town Clerk would forward a draft lease to DHCA within the following 3 weeks. Furthermore it was confirmed by the Town Clerk that the new lease would include ‘carry-over’ of the remaining term of the current lease so that the new lease would still terminate in 2057. A further email from the Town Clerk confirmed that the Council’s solicitors had failed to respond in a timely fashion, making the ‘three weeks’ unattainable. A draft lease was received in March and a meeting held to discuss the terms which was agreed to be overly complicated and so forth, something reported to Resources Committee in April following which the Clerk confirmed committee approval for a redrafting of the lease. In early June the Clerk undertook to provide the new draft during week commencing 12[th] June. In July the Town Clerk wrote to apologise for the continuing further delay. Soon after this the Town Clerk left the employment of the Town Council. No further progress on the matter of the lease could be obtained for the rest of 2023. ## **Management of Bookings etc** The arrangements for bookings and billing for events at the hall had been administered for some time by an agreement with The Regent (nearby cinema/theatre), however The Regent had given notice that they would not be able to continue this arrangement beyond 2023. Trustees investigated and received a demonstration of the ‘Hallmaster’ on-line bookings and management system. Finding the system to be satisfactory, Trustees resolved to migrate the entire booking / billing etc system to Hallmaster after the end of 2023. DHCA - 2023 4 **TAR** Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 ## **Section C Objectives and activities** |**Summary of the objects of the**
**charity set out in its governing**
**document**
**Summary of the main activities**
**undertaken for the public**
**benefit in relation to these**
**objects (include within this**
**section the statutory**
**declaration that trustees have**
**had regard to the guidance**
**issued by the Charity**
**Commission on public benefit)**|The objects of the CIO are;
To further the welfare of, or to benefit the residents of Christchurch Dorset and
neighbouring areas, without distinction of sex, sexual orientation, race or of
political religious or other opinions, by associating together the said residents, and
voluntary and other organisations in a common effort to provide facilities in the
interests of social welfare for recreation, health and fitness, education, leisure time
occupation, community meetings and activities, with the objective of improving
the quality of life for residents and enhancing of community activities in the
Christchurch Dorset town centre and High Street area.
In furtherance of these objects but not otherwise to manage the existing Druitt
Hall, and to accumulate funds towards a replacement single-storey Community
Hall on the footprint of the existing leased area as and when funds allow provided
always that such building operations have no detrimental effect upon the status,
condition and use of Druitt Gardens._(as stated in the constitution, amended_
_29/03/2023)_| |---|---| ||Protects and enhances the existing building
The Trustees gave due regard to guidance issued by the Charity Commission
in formulating policy and in exercising their powers and duties.
The Trustees continued to demonstrate there is a financially-sustainable
demand for this facility, operating within the terms of the lease.
Further improvement works under consideration, including improved heating
system, improved insulation, redecorations and renewal of roof coverings
continued to be ‘on hold’ throughout the year pending Council action on the
lease (see above).
Runs the hall as a community centre
The regular testing of equipment, fire detection, water, CCTV and security
installations, safety lighting etc continued. Consultation with hirers on such
matters continued.
Additional but lighter, smaller tables and a table trolley were purchased at
the request of hirers to aid flexible use and health and safety
considerations, at a cost of c£800.
The CO2 monitors were kept in service to demonstrate the adequacy of
ventilation of the space (viral transmission precaution).
At the end of 2023 the groups using the facility included:
●
Weekly community food and craft market
●
Twice-weekly table tennis club
●
Local resident's association (monthly)
●
Four fitness classes (weekly)
●
Two dance/fitness classes (weekly)
●
Women's lnstitute (monthly)
●
Second Women’s Institute (twice-monthly)
●
Tabletop / craft markets (three weekly, one fortnightly)
●
Life-drawing class (monthly)
●
Karate group (weekly)
●
Age Concern friendship meeting (weekly)
●
Local authority youth outreach programme (monthly)
●
Sundry private family parties, CQC meetings etc
The hall again participated in the ‘Christchurch Living Advent Calendar’
programme, providing the venue at ‘community rate’ for this charity fund-
raiser.| DHCA - 2023 5 **TAR** Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 Operation of the hall continued to require careful and proper management to facilitate hirers’ activities, minimising health and safety risks to anyone in the building. The defibrillator and cabinet continued to be maintained available for public use. The equipment remains registered with ‘The Circuit’, a British Heart Foundation initiative in liaison with the ambulance service, requiring us to diligently log use and maintenance. ## **Additional details of objectives and activities (Optional information)** As noted above, time given by volunteers continues to make a crucial contribution to the maintenance and improvement of this facility. You **may choose** to include further statements, where relevant, about: - policy on grantmaking; The Trustees are aware of the need to encourage participation by more volunteers and the need for additional skills in (eg) grant-funding. It is planned to fund and out-source more of the maintenance / improvement works in future, as the amount of this work becomes smaller over time. Along with many other local organisations, it has proved difficult to obtain additional volunteers although, it must be remembered, the various usergroups are almost entirely themselves volunteer-run. It was resolved to organise a ‘Friends of Druitt Hall’ group (ie a Members’ group as permitted by the Constitution). This was to be pursued in 2024. - policy programme related - investment; - contribution made by - volunteers. DHCA - 2023 6 **TAR** Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 Section D Achievements and performance Refurbishment of the original windows and recladding of the exterior of the **Summary of the main** building (see above). **achievements of the charity during the year** Retention of most existing users and the gaining of additional hirers was achieved. New and frequent enquiries about hiring continued. Over the year the use of the hall amounted to an average of over 35 hours per week despite having been closed for the whole of January 2023 (work to windows). The hire agreement continued with Christchurch BID for the use of the meeting room on a shared (with DHCA Trustees) basis. A volunteer continued to carry out the monthly safety / maintenance checks (smoke alarms etc). A substantially-detailed log of results is maintained. A successful application was made to Dorset Community Foundation for a grant to cover the costs of new vinyl floor coverings to three storage rooms. DHCA - 2023 7 **TAR** Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 **Section E Financial review** It remains the charity's policy to hold in reserve as a minimum, an amount **Brief statement of the** equivalent to 6 months' operating costs (£12,720 was in hand at the end of **charity’s policy on reserves** 2023). Charity Commission guidance is to hold a reserve equivalent to between 4 and 9 months’ of operating costs. The amount of £100 (donated) was reserved in a fund for possible installation of a PA system, £500 in respect of defibrillator supplies, £5753 held against planned interior decoration and secondary glazing to the windows.. The amount of £1,730 was held for roof maintenance (clearing moss) and £430 for sundry liabilities. While the provision of a replacement community hall remains a long-term aim of the constitution the scope and ambition of this aim was better-defined by an amendment to the Constitution. It remains impossible to start a fund for this and Trustees remain mindful of the enormous embodied CO2 that a new building would generate versus the relatively very small saving in emitted CO2 that would be achieved. Figures on this aspect were provided to the Landlord (Council) last year together with an impact-assessment of the damage to the gardens that would also result from a new construction project on this site. Trustees remain mindful that the stated aspiration for a replacement building may be beyond their means and a hindrance to the principal aims of the Constitution. **Details of any funds materially** None **in deficit Further financial review details (Optional information)** It remains the case that, aside from some rare and small donations, hire You **may choose** to include income remains the sole means by which operating costs etc are to be met. additional information, where Trustees are mindful that the introduction of additional resources, principally relevant about: human resources, is the means by which the successful operation of the ● the charity’s principal facility can be continued. This and improved social interaction for residents sources of funds (including any is the main driving force behind the proposal for a ‘Friends of Druitt Hall’ fundraising); group (see above). ● how expenditure has Support for planned works of improvement to the building provide an supported the key objectives of excellent opportunity for the Landlord to be seen to act upon their declaration the charity; of a ‘Climate Emergency’ while improving the comfort provided to residents ● investment policy and using the building. objectives including any ethical investment policy adopted. Only when the extended lease is in place will the Trustees meet the criteria for substantial grant funding. The Council continues to be made aware of this. At the current year-end, 30 months have been allowed to pass by the Landlord without a new lease even being drafted. The Trustees continue to suggest a reversionary lease but it remains to be dismissed out of hand. The delay in implementing decisions made at Full Council in June 2021 continue to have directly consequential delays and costs to a range of planned maintenance, repair and improvement works. DHCA - 2023 8 **TAR** Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 ## **Section F Other optional information** Our aims for the coming year are: - to form a ‘Friends of Druitt Hall’ support group - to be able to fund and proceed with other improvements and the maintenance etc obligations under the - lease - to monitor and maintain resources to permit adequate public health measures - to again review and determine whether certain services (eg janitorial, decorating) should be ‘out-sourced’ - rather than rely solely on the volunteers - to obtain additional skills at trustee-level in respect of funding and marketing - to further improve the facilities for hirers / users of the facility - ● to improve the storage facilities - to support the Friends of Druitt Gardens in their work and protection of the adjacent gardens ## **Section G Declaration** **The trustees declare that they have approved the trustees’ report above.** ## **Signed on behalf of the charity’s trustees** **Signature(s)** Martin Paul Vieyra **Full name(s)** Carolyn Jane Guest **Position (eg Secretary, Chair,** Trustee **etc)** Chair **Date** 26th September, 2024 DHCA - 2023 9 **TAR** Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 **----- Start of picture text -----**
Druitt Hall Community Association 1157590
Receipts and payments accounts CC16a
For the period Period start date Period end date
To
from 1/1/2023 31/12/2023
Section A Receipts and payments
Unrestricted Restricted Endowment
Total funds Last year
funds funds funds
to the nearest £ to the nearest £ to the nearest £ to the nearest £ to the nearest £
A1 Receipts
Donation - - 121
Hire of Hall 29,810 - - 29,810 24,572
Electricity - Transfer from U3A 97 - - 97 67
Key Deposits 270 - - 270
BH Coastal Lottery 26 - - 26 49
Water - Payment for Watering Druitt Gardens 178 - - 178
Grant for Store Cupboard Flooring 2,113 2,113
Broadband Rebate 3 3
Hall 70th Anniversary Event 28 28
Covid-19 Grants - - 2,667
- - - - -
2,113 - 32,523 27,476
Sub total (Gross income for AR) [ 30,410 ]
A2 Asset and investment sales, (see
table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 30,410 2,113 - 32,523 27,476
**----- End of picture text -----**
CCXX R1 accounts (SS) Druitt Hall Community Association - Accounts 2023 - 1 03/09/2024 Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 **----- Start of picture text -----**
A3 Payments
Repairs & Maintenance 790 26,374 - 27,163 5,687
Cleaning & Consumables 3,255 - - 3,255 2,799
Telephone, Internet & Postage 390 - - 390 403
Water & Sewerage 499 - - 499 313
Insurance & Safety 782 - - 782 615
PRS_PPL Licence 85 - - 85 320
Electricity 3,660 - - 3,660 3,613
Admin & Stationery 5,995 - - 5,995 6,056
Improvements 10,224 - 10,224 80
General 825 - - 825 306
Rent Rebate & Key Deposit Return 106 - - 106
Covid-19 Consumables - - 140
FODG/WEA - -
Defibrillator 116 116
Hall 70th Anniversary Event 204 204
Business Rates 193 - - 193 319
Sub total 16,782 36,714 - 53,496 20,651
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total - - - - -
Total payments 16,782 36,714 - 53,496 20,651
Net of receipts/(payments) 13,628 - 34,601 - - 20,973 6,825
A5 Transfers between funds - 4,553 4,553 - - -
A6 Cash funds last year end 4,573 50,851 - 55,424 34,465
Cash funds this year end 13,648 20,803 - 34,451 41,290
**----- End of picture text -----**
CCXX R2 accounts (SS) Druitt Hall Community Association - Accounts 2023 - 2 03/09/2024 Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 ## **Section B Statement of assets and liabilities at the end of the period** |**Categories**
**ds**|**Details**
Cash at Bank - Planned Expenditure
PA System
Defibrillator
Repair Windows
Cash at Bank - Emergency Operating
Reserve
Reclad & Insulate Side & Rear Walls
Paint Windows & Cladding
(agree balances with receipts and payments
account(s))
Secondary Glazing
Key Deposits
Cash at Bank
Remove Moss from Roof
Liabilities - Key Deposits
**_Total cash funds_**|**Unrestricted**
**funds**
**to nearest £**
**13,218**
**-**
**430**
**13,648**
OK|**Restricted**
**funds**
**to nearest £**
**-**
**12,720**
**100**
**500**
**-**
**-**
**753**
**5,000**
**1,730**
**20,803**
OK|**Endowment**
**funds**
**to nearest £**
**-**
**-**
**-**| |---|---|---|---|---| |||||**-**| |||||OK| **B1 Cash funds** CCXX R3 accounts (SS) Druitt Hall Community Association - Accounts 2023 - 3 03/09/2024 Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 |Signed by one or two trustees on behalf of
all the trustees
**B5 Liabilities**
**B2 Other monetary assets**
**B4 Assets retained for the**
**charity’s own use**
**B3 Investment assets**|**Details**
**Details**
**Details**
**Details**
Signature
Electricity
Key deposits|**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**Fund to which**
**liability relates**
**Amount due**
**(optional)**
Current
Restricted
**430**
Print Name|**Endowment**
**funds**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**Current value**
**(optional)**
**-**
**-**
**-**
**-**
**-**
**Current value**
**(optional)**
**-**
**-**
**-**
**When due**
**(optional)**
Date of
approval| |---|---|---|---| CCXX R4 accounts (SS) Druitt Hall Community Association - Accounts 2023 - 4 03/09/2024 Docusign Envelope ID: 3615CD38-97C2-457D-9933-97B01AA33642 Martin Paul Vieyra 03/09/2024 CCXX R5 accounts (SS) Druitt Hall Community Association - Accounts 2023 - 5 03/09/2024