Bidborough Village Hall - CIO Annual General Meeting 1[st] August 2022
Chairman’s Report
It is over 12 months since our last AGM and that was a time when we about to move out of all Covid restrictions. How times have moved on and let us hope the current rise in reported Covid cases does not lead to further restrictions on the running of the hall.
Hall bookings have almost recovered to pre Covid levels but as Trustees are aware we lost the benefit of Tai Chi and WI. We now have children’s parties most weekends with 10 taking place in July alone which is encouraging.
You will note from the Agenda, that all Trustees must be re elected which will take place shortly.
Having gone through a period of little activity prior to the last AGM, I am surprised how much we have accomplished over the last 12 months in making improvements to the hall, carrying out maintenance and securing a strong financial footing for the charity. In summary:-
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Re cladding of Air Source heat pump pipes at the side of the hall – rodents or birds had attacked the insulation.
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Safeguarding policy developed and implemented. Big thank you to Amanda Harris for her input and involvement.
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Identifying what was causing excessive water usage which resulted in the repositioning of the urinal sensor in the gents toilet.
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Creating a secure lockable storage area for Nursery using the old committee room along with changes to the stage Fire Exit signs and emergency lighting.
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A new website – Bidborough Village Hall.Com
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Introduction of WiFi after a long battle with Openreach, Kelly Communications and our provider Plus Net.
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The successful approval of Covid Grants from TWBC. Over £20,000 received.
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A Full Fire Risk Assessment carried out by Fire Decisions Ltd which resulted in new signage, three alarms and additional emergency lighting in the main hall. No major problems were identified but we are still awaiting the fitment of a lightening conductor to the Kent radio aerial. A comprehensive report was provided by FD Ltd which will form the basis of annual fire risk assessments. The report also highlighted the need for compliance to legislation covering
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temporary seating plans where rows of seats for more than 50 people are expected.
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Re sanding and resealing of the main hall floor along with new Badminton court lines. Bishops Flooring indicated that it is unlikely the floor could be re-sanded again which would mean having the expense of a new floor in the future.
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Installation of the Jubilee Beacon in the garden. I must thank David Wheeler for arranging this and for our Treasurer Mark for agreeing to financially support the Beacon for the benefit of the community. I must also acknowledge the financial support provided by Bidborough Event Planners.
I have been asked on several occasions what our next project is. In agreement with both David and Deenah we are planning to update the main hall kitchen. Rather than start afresh with all new units we have asked Granite Transformation who are based in Tunbridge Wells to quote for new work surfaces and cupboard doors. Graham Miller recently sent the quote through for all Trustees to consider. I plan to discuss this further under AOB and hopefully gain agreement from Trustees. An enlarged Fridge/Freezer for the kitchen will be the first noticeable change Trustees will see, followed by new kitchen flooring.
In closing my report, I must again thank the Trustees Operating Committee for their ongoing support which makes my role as Chairman much easier. Thank you David and Deenah Wheeler, Mark Weavis and Graham Miller and all Trustees for your guidance and support over the last 12 months. It is much appreciated.
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Independent Examiner's Report to The Trustees of Bidborough Village Hall - CIO R8gis18r8d Charty nrnb 116&337 (BVH£IO) I r8POrt on ts att8cW &XCMAIts of the Vlllage Hal . CIO ft)r ts year erKled 31 st August 2022. As charity trustaos you are resp for ts preparJon of the aLxowts; you that Ihe audit iequirement of section 43(2) of Ihe Charits8s Act 1993 (rhe Act) do8s not appty. ft is my responsibilty to state on Ihe basis ol procedures specified in the General Dir8Ltion8 given by tho Charity Conwnissionors undor saction 43(7)(b) of The Ac( whets particular matters have c(wne to my attentlon. Ba•1• ol Ind•pmdl ExamlMr'8 Rewt: My axamlnatlon was carrled out in a¢danc& th tho G8neral Dlreckns glven by the Charity Commissioners. An examinalion irKludgs a review of tho a(x>)unting rewrds k8Pt by the charlty arKI a rnparin of th8 a(x*utts presented with th08e records. It also inclu(les )nSMI0raIiOn of any unusual items or di%bsures in ts ants. and 80gkiNJ explanations from you as trustees concemirvJ any 8uth matters. The proc¥dur8s undertaken do not prowde all the evldence thal would bg requir8d in an audlt, and I do exFYess an a111 opinion th8 view given by the In conn8Ctk)n wilh my 6xaminatlon. mattw has CO to my allentK>n: which gives reasonth cau8e lo t)eli8v8 that wi any mateiial resp8Ct the requlrements a) to keep accountirg r8cords in aOrdanCe with seclion 4101 The Acl; and b) lo prèpar8 accounts whith a(xx)rd with th8 alUnting r8rx)rds and to comply with the a(wunting 18quirements of The Act have nol been met; or John Lovett FCA ATII, IrKknr ExIner