Bidborough Village Hall-CIO
Registered Charity Number 116337
Chairman’s Report to the Annual General Meetng 4 July 2023
It is pleasing to report that there have been no unexpected events that have eroded our income. With hall bookings remaining strong we must all be pleased that the hall continues to enjoy good support from the local and wider community along of course from Societies and Regular Users.
During the year we have undertaken improvements, general maintenance and introduced measures to ensure Regular Users comply with the hall T&C’s by turning off heating and locking all exit doors when they leave the premises.
The main improvement to the hall took place last August/September which was the refurbishment of the main hall kitchen along with a new fridge freezer. We have recently added a new hot water drinks dispenser to replace an old unit that had become faulty.
The old wooden sleepers in the main garden were rotten and needed to be replaced. A new brick retaining wall was installed at the beginning of the year which matches in well with the hall.
Other items that required our attention include:-
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Cleaning of the hall soffits
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Percussion taps fitted to main hall toilets
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Nappy Disposal system put in place
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Gutter problem on storage unit addressed
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Mens toilet – unblocked again.
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Air Sourced Heat Pumps Serviced
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Emergency Lighting along with electrical testing and Portable Appliance Testing completed
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With no material changes, a review of the annual Fire Risk Assessment required no action other than the electrical testing already mentioned.
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Water Butt installed
When we met in April it was agreed that the time had come to appoint professional gardeners to look after the hall grounds and gardens. Over the years David has done a sterling job of looking after the gardens on a voluntary basis for which Trustees fully appreciate. Lavender’s Blue were appointed to clear the gardens and replant with new shrubs and plants and the final result is very pleasing and enhances the overall picture of the hall.
We discussed in some length at our last two meetings in January and April on whether the hall should hold a Performance Rights Society (PRS) Licence. Trustees were provided with supporting documentation from a number of sources including the experience Malcolm Smith had when dealing with this issue at another hall. I also carried out thorough research with local halls and on the internet which confirmed to me that we did need a PRS licence. I must thank Trustees for all their inputs into the debate
Following a vote at the April 2023 meeting when the majority of Trustees present agreed to pursue a PRS licence, our subsequent application was approved, and the licence became effective on 18[th] April 2023 at a cost of £85.19.
It is firmly believed that this licence fulfils our obligations to allow for the playing and performing music at the hall. Licence Certificates are in place on the hall notice boards.
Item 7 on the Agenda is the setting of hall hire rates for 2023/24 and future energy costs will be the driver of any decision Trustees make. I know Mark will want to debate this further.
Before I close my report I must record the sad loss of Jill Buckland who gave so much to the village and the community. From making cakes to organising WI she was always very active and is sadly missed.
We will be electing Trustees later but I am pleased to report that Stephen Hebditch who is with us this evening, has agreed to take on the role as Treasurer when Mark steps down in September.
In finishing I must thank again the Trustee Operating Committee for their continued 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 11 months.
Graham Parsons Chair Bidborough Village Hall CIO
12mmts to 7,IXI. 3.758.15 17.461.65 240. 149.86 11Kl.(Y) 790.96 7.287. 2.669.07 2.059.61 4.576.L 14.096.47 2.503. 16 1,652.39 &fj. 19 36.54253 iJtS•oa122(l•tS•oaVIJ 41.378.09 Lbyds Bank PLC 7.(. 18 26.561.34 31626.52
Independent Examlner's Fieport 10 I ne I rusTres 01 Bldborough Village Hall - CIO Regiwed Clwity Nmbw 11863371BVH£IO) I rèport on the attacPd CA th8 Vdlage Hall . CIO tor the yoar ard 31 sl August 20rJ. As charity trustees you are restMTh&b for the preparati of1he acwunts: you conslder that the audlt roquiremenl of seckn 43(2) ol tf Clwities Acl 1993 (The Act) does not apply. 11 is my responsibilty to state on the basis of wryxlures in ts General Dlrections given by the Charity Comml88iOW8 ur¥Jer 8gdk)n 431n(b) of Tr Art wlthr partK¥r matter8 have come to examlnation was carried LNJI in accord wlth the Gowal DlrKkn gIn by ts Charlty Commlssbon8rs. An examination includes a revi8w ol tho accountiTrJ records kept by th8 tharty and a compari80n ol ts &nts presentsd with th08e rordS. It also includes conshderalion ol any unusual Items or dlxkjsures in the a(x)unts. arKI s8eklng 8Wanaknns from you as truste88 ncerninq any such matters. Tr procedures undertaken do provlde all the evidance that would be required In an audlt, aThJ I do eypre88 an alth oplnlon the vlow givgn by the a(munts. In connecllon y1h my eXamIrlA1. rn) mattai has C4)rro to my attenlion: which glves me reasonable cau88 to bel that in any material resp8Ct the requlrem8nt8 a) to keep acwunllThJ re¢ts In a(X0rdan seclk)n 41 of The Act; arnl b) to prepare accounts which aco)rd the )untIng T0rdS and to comply wlth th8 aoy)untlng requiremwts of The Act Sign8d'. ....... John Lovell FCA ATII. 1rKpOTh Examine Da:......