Horsell Village Hall
Chairmans Report 2022
May I welcome every-body to the Horsell Village Hall 2022 Annual General Meeting. This is the seventh full year of operation as a CIO (Charitable Incorporated Organisation) which was constituted in February 2016, and it marks the completion my fifth year as the Chairman of the Trustees.
Following on from the Covid epidemic, which as we know, has caused considerable disruption to normal life, this is the first report on a full operating year in which we have suffered no serious adverse effects in the halls operation. Having said that, I am aware that a couple of childrens parties were cancelled at the last moment early in the year, due to the later variants of Covid being very infectious to young children.
The financial result for the year to 31[st] December 2022 has been very satisfactory. This represents a full 12 months of normal operation, and considering it represents a recovery period for most businesses, we have been very fortunate. During 2022 we also had donations from the Garden Safari and from the Christmas Carol Concert. These are very much appreciated, and supported the upgrading the lighting in the hall to LED’s. This will be discussed later. These results have left the hall in a good financial position, and able to look to the future with some security. Full details will be given during the Treasurers report.
We completed a review of the hall hire rates in September 2022, and have increased the hire rates by a small amount. Operating costs have continued to increase, especially for heating and lighting, but also cleaning services, which is one of largest expenses. This increase was measured, and brought few comments. Some hirers did comment it was less than they were expecting.
During the refurbishment of the hall about 7 years ago, all of the lights where changed to more modern units. However, and these are now due to have their re-chargeable batteries replaced. The batteries provide power for emergency lighting during power cuts, and have to meet operability and time since new limits. In addition, all these fittings operate with fluorescent tubes, the production of which is scheduled to end in September 2023. We have therefore been replacing all the light fittings with new LED (Light Emitting Diodes) fittings. All of the building internal lights are now replaced, with only the external lights still to be changed. An additional benefit of the new lights is that they use considerably less power than the fluorescent tubes, so we should be seeing a significant reduction in the electricity bill. A large proportion of the cost of this work was paid for by a grant from Surrey County Council, through the Community Infrastructure Fund. I wish to thank Councillor’s Lance Spencer and John Morley for their assistance in obtaining this grant.
During 2022, a leak was discovered in the roof above the gentleman’s toilet. This leak resulted in water getting into one of the light fittings, and when it reached a certain level, it would trip the circuit breaker. An on-site meeting took place in 2023, with Luke Kay-Clough from the Thames Way Group and Ben Ryan from Ryan Roofing to inspect the roof for possible causes. We believe they will be issuing a report, and we have requested a copy. This will be progressed in 2023.
During 2022 there were a number of blockages of the waste from the Bedser toilets. We managed to clear the blocks, but during discussions with the Nigel Longley from the Horsell Scouts and Guides Group, we discovered they were also having blockages, and had started a regular high pressure water cleaning every year. Inspection of the hall drains showed the start of a developing blockage, so we have now started a similar precautionary high pressure water cleaning, and will repeat it every year.
At last years AGM, I reported that we were having issues with rowdy boys interrupting classes, and in one case had tried to take some audio equipment from a teacher. I am pleased to say that so far, there has been no further repetition of this issue. The Police clarified that it is permitted to photograph children if they are committing anti-social behaviour, and this information has been passed on to class leaders. Any future actions by the Police will depend on identification of the children.
At the last AGM, I was able to announce that Candace Relf had volunteered to take over the Booking secretary role, and that she was beginning to take over the responsibility for the ad-hoc bookings. She is now very successfully fully up to speed with these. In addition, she has also taken on responsibility for looking after the cleaning of the hall, and liaising with the cleaners.
Under the rules of the CIO, it is required that all the Trustees stand down at the AGM meeting, and indicate if they are willing to stand again for election. They have all agreed to do this.
I would also like to thank the other Trustees who run the hall on a voluntary basis work in 2022. Without their help, it would be impossible to provide this facility, which is well used and appreciated by the local population.
Finally, below is a listing of the current Trustees:-
Paul Bowyer – Chairman of Trustees Alan Bartlett Bridie Dolman – WI Representative Anna Doran – Treasurer Paul Edwards Adrian Harvey – Church and Institute Representative Dorothy Smith – HRA Representative Candace Relf - Bookings
Paul Bowyer
Chairman Horsell Village Hall Trustees. May 2023
HORSELL VILLAGE HALL Registered Charity No 1160600
Receipts and Payments Account for the year ended 31/12/2022
| Receipts Letting Income Donations Grant Income Bank Interest Warranty Claim Total receipts Payments Utilities Telephone Cleaning and Waste Repairs and Maintenance Insurance Sundry Sub total Asset Purchases Total payments Surplus/deficit |
This year This year This year £ £ £ Main fund Designated fund Total 45,086 0 45,086 0 3,205 3,205 12 6,970 6,982 302 0 302 0 0 0 45,399 10,175 55,574 17,479 0 17,479 867 0 867 13,312 0 13,312 1,334 3,711 5,046 2,798 0 2,798 2,145 0 2,145 37,934 3,711 41,645 0 0 0 37,934 3,711 41,645 7,465 6,464 13,929 |
Last year £ Total 20,160 2,000 0 69 0 22,229 8,450 149 6,001 1,606 2,566 3,581 22,353 0 22,353 -124 |
|---|---|---|
Note : All funds are unrestricted
Inde endent Examiner's Re ort ort to the Trustees of the Horsell Villa e Hall CIO on the accounts for the ear ended 31 December 2022 Respective responslbllities of trustees and examiner The charily's tru5t¢es consider that an audit is not required for this year (under section 43(2) of the Charities Act 1993 (Ihe Act)) and that an independent examination is needed. It is my responsTrbility to cxamine the account5 (under section 43 of the Act), to follow the procedures laid down in the General Directions given by the Charity Commission (under section 43(7)(b) of the Acl), and io state whether particular matters have come lo my attention. Basis of independent examiner's stalement My examination ivas caled out in accordance with General Directions given by the Charity Con]missioners. An examination includes a review ofthe accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from the trust¢es concernmg any such matters. The proceduTe5 undertaken do nol provide all the evidence that would be required in an audit, and consequcntly I do not cxpress an audit opinion on the accounts. Independent examiner's Statement In the course of my examination. no matt¢r has Come to my attention which gives me reasonable caus¢ to believe that in, any material respecL the trusiees have not met the requirements to ensure that.. proper accouniing records are kept (in accordance with section 41 of the Act). and a¢¢ounts are prepared which agree with the accounting records and comply with the accounting requirements of the Act" OT 2. to which, in my opinion. attention should be drawn in order to enable a proper understanding of the accounts to be rcachcd. Stgned.. Name.. Susan Truelnan FCA Dal¢.' 310512023