## Wadhurst Institute, Hall & Field CIO ## 2020/21 AGM Tuesday August 3[rd] 2021 @ 20.00 Wadhurst Commemoration Hall ## Welcome ## • Hello and welcome - The Agenda was published in the AGM notice but in case you did not see it: ## Agenda ## 1. OPENING REMARKS Welcome and apologies ## 2. CHAIRMAN’S REPORT – To receive the annual report of the charity trustees for the period January 2020 -> July 2021 ## 3. TREASURER’S REPORT – To receive the accounts for the year ended 31 December 2020 ## 4. CHARITY TRUSTEES – To re-elect the following persons as charity trustees under clause 9.4 of the Constitution to serve until the end of the next AGM: Roger Bishop, Serena Gadd, Karen Neal, Patricia Hay, Andrea Tincombe, Stuart Pocock, Robert Stovell 5. To receive the following persons as Charity trustees or representative under clause 9.5 of the Constitution to serve until the end of the next AGM as representatives of the following user bodies: Wadhurst Bowls Club – Gina Evans; Wadhurst Community Cinema – Tba; Wadhurst Cricket Club – John Mitchell; Wadhurst Dramatic Club – Tba; Wadhurst Parish Council – Sarah Niell; Wadhurst U3A – Philip Cheung; Wadhurst History Society – Tba; Wadhurst Football Club – Chris Humphrey ## 6. APPOINTMENT OF AUDITOR/EXAMINER: Gulshan Khan ## 7. ANY OTHER BUSINESS (none previously notified) ## Wadhurst Institute, Hall & Field CIO 2020/21 AGM Chairman’s report John Mitchell ## 2019 Recap four priority tasks ## 1. Recruitment of a new caretaker ## 2. Undertake urgent repairs 3. Understand in detail what had been ‘inherited’ 4. Consider future options for the Institute, Hall & Field ## 2019 Recap - Remediation 1. Drainage 2. Electrics 3. Hall windows 4. Caretaker’s accommodation ## 2019 Recap - Future options 1. Finances 2. Insurances 3. The Buildings 4. The Field 5. Communications 6. The Booking process ## 2019 – Recap - Future options - How the Estate could be improved: - For the wider community - New opportunities - Increase revenues - Visited other large halls - Consulted widely - Analyse feedback including that from the NP - Outcome was a prioritised list of projects by October ## 2019 – Recap - Summary - Remediation – complete. A great effort by the infrastructure team - Estate and process reviews – complete. Vital and illuminating - Future options – complete with prioritised list. A job well done. - Moving from a part time caretaker to a full time role made it possible to introduce a much more rigorous cleaning programme and many safety improvements were implemented. - 2020/21 High level project scoping ## 2020/21 potential project list 1. A community lounge 2. An event space 3. Refurbishment of the Hall 4. Replacement and modernisation of the Hall heating system 5. A Craft studio 6. A Forest school in the copse 7. Reconstruction of the access to the field from the high street 8. A review of the CIO Constitution 9. A village centre playground 10. A professional meeting room aimed at businesses 11. A co-working space 12. Increased car parking for the Hall 13. A new website with an integrated booking system # Wadhurst Institute, Hall & Field CIO And so what happened in 2020/21 ## The 2020/21 project list 1. A community lounge – Proposal produced - pending 2. An event space – pending 3. Refurbishment of the Hall – complete 4. Replacement and modernisation of the Hall heating system – complete 5. A Craft studio – Proposal produced – potential 2022 plan 6. A Forest school in the copse – proposal produced – Now rewilding project – in hand 7. Reconstruction of the access to the field from the high street – complete 8. A review of the Constitution, with the protections put back - complete 9. A village centre playground – in-hand with WPC for joint project 10. A professional meeting room aimed at businesses – cancelled – room now let 11. A co-working space – Investigated – Cancelled – Inadequate space 12. Increased car parking for the Hall – pending 13. Refurbishment of the path and fire escapes on the White Hart side - complete 14. New Website with an integrated booking system – complete Jemma’s page - Web site https://wadhurstcommemorationhall.org/ - Booking calendar ## Other 2020/21 news - Making the Charity’s Estate Covid Secure cost a lot of money and took a lot of time and - effort - ACRE/AirS community forum created becoming an invaluable resource - Now that both the new website and facebook page have been implemented and with restrictions lifted, it will be full steam ahead on marketing - Hiring charges are now increased annually - Feedback from customer consultations indicated that discounts and charges were not consistently applied and those are now fully transparent - The Charity won the tender from the Parish Council for the cleaning of the public toilets - The Charity had relaxed its car parking policy during Lockdown but as Jemma has pointed out the hall is becoming increasingly used during the day. This means the Charity will be revisiting its policy on the use of its car park. This is not a public car park and is primarily intended for those who are hiring the Hall or its rooms. # Wadhurst Institute, Hall & Field CIO And now some wonderful pictures .¢- JK.. 11 souinsi N CROS> - *N Ciiwd- Library thli Fl Ip RN 11 jjl! Qy¢ Qi rjo # Wadhurst Institute, Hall & Field CIO And now, a trip down memory lane on the Hall refurbishment Iwiil -rr jkll ,Iwi,I ## 2020/21 Summary - Clearly, much has been achieved in a relatively short space of time. This could not have happened without the commitment and perseverance of the committee, for which I thank them. - There are three people who deserve special mention for their significant contributions: - Roger Bishop – Infrastructure - Stuart Pocock – Treasurer and Hall Operations lead - Jemma Pantrey – Caretaker extraordinaire - Covid delayed the community enjoying the refurbished facilities but at last the Hall is fully open for business and on its way to become the beating heart of the village. ## Wad Hurst Institute, Hall & Field CIO 2020/21 AGM End of Chairman’s report ## Wadhurst Institute, Hall & Field CIO 2020/21 AGM Election of Trustees ## Election of Trustees - Before the election of the Charity trustees it is appropriate to recognise the contributions of the trustees who have resigned during the period. - Jacqui Harman – U3A representative - Cath Willett – Charity trustee - Ginny Lidstone – Charity trustee - Mike Kent ## Election of Trustees - To re-elect the following persons as Trustees under clause 9.4 of the Constitution, to serve until the end of the next AGM: - Roger Bishop - Serena Gadd - Patricia Hay - Karen Neal - Stuart Pocock - Robert Stovell - Andrea Tincombe ## Receive Appointing bodies & representatives - To receive the following persons as Trustees or Representative under clause 9.5 of the Constitution to serve until the end of the next AGM as representatives of the following Appointing bodies: - Wadhurst Bowls Club – Gina Evans - Wadhurst Community Cinema – Tba - Wadhurst Cricket Club – John Mitchell - Wadhurst Dramatic Club – Tba - Wadhurst Parish Council – Sarah Niell - Wadhurst U3A – Philip Cheung - Wadhurst History Society – Tba - Wadhurst Football Club – Chris Humphrey ## Wadhurst Institute, Hall & Field CIO ## 2020/21 AGM Appointment of the Examiner- Gulshan Khan Stuart Pocock ## Wadhurst Institute, Hall & Field CIO 2020/21 AGM Any Other Business None received prior to the meeting ## Wadhurst Institute, Hall & Field CIO 2020/21 AGM Closing statement ## **WADHURST INSTITUTE HALL AND FIELD** **Registered Charity No. 1169908** **Report and Accounts for the Year Ended 31 December 2020** ## **WADHURST INSTITUTE HALL AND FIELD** ## **Registered Charity No. 1169908** |**Content of the Report and Accounts**|| |---|---| |**for the Year ended 31 December 2020**|| ||Page| |Report of the Independent Examiner|1| |Income and Expenditure Account|2| |Balance Sheet|3| |Notes to the Accounts|4 - 5| ## **INDEPENDENT EXAMINERS REPORT TO THE TRUSTEES OF THE** ## **WADHURST INSTITUTE HALL AND FIELD (Registered Charity No. 1169908)** ## **For the year ended 31 December 2020** Report to the Trustees of Wadhurst Institute Hall and Field for the year ended 31 December 2020 Charity No 1169908 set out on the proceeding pages ## **Respective Responsibilities of Trustees and Examiner** The Charity’s Trustees consider that an audit is not required for this year (under section 144 of the Charities Act 2011 (the Act) and that an independent examination is needed It is my responsibility to: Examine the accounts (under section 145 of the Act) To follow procedures laid down in the General Directions given by the Charity Commission (under section 145(5) of the Act) and to state whether matters have come to my attention ## **Basis of independent examiner’s statement** My examination was carried out in accordance with General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the Charity and in 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 Trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently, I do not express an audit opinion on the accounts. ## **Independent Examiners statement** ## **In the course of my examination, no matter has come to my attention:** 1. Which gives me reasonable cause to believe that in any material respect, the Trustees have not met the requirements to ensure that: Proper accounting records are kept (in accordance with section 130 of the Act); and accounts are prepared which agree with the accounting records and comply within the accounting requirements of the Act; or 2. To which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached Signed xxxxx Dated ?? Mr G Khan ACMA G3J Limited 32 Abinger Drive Redhill Surrey, RH1 6SY Page 1 ## **WADHURST INSTITUTE HALL AND FIELD** ## **Registered Charity No. 1169908** ## **INCOME AND EXPENDITURE FOR THE YEAR ENDED 31 DECEMBER 2020** |**GENERAL FUND**
**INCOME**
Rentals
Hirings
Bank interest received
Bank compensation received
Grants and Donations
Sundries
**EXPENDITURE**
Employment costs
Rates
Light and heat
Water
Refuse collection
Cleaning
Telephone
Hall wif
Insurances
Website, marketing and advertising
Licences and subscriptions
Legal and professional fees
Repairs, maintenance and Projects
Miscellaneous
Depreciation
Utility Recoveries
**(DEFICIT)/SURPLUS for the year**
Balance at 1 January
(Defcit)/Surplus for the year
Transfer from New Hall Fund
Balance as at 31 December|**2020**
**£**
39,488
4,648
65
0
11,334
87
55,622
14,959
1,952
9,114
792
2,141
1,394
751
159
2,612
100
501
5,249
39,674
37
1,410
-3,801
77,044
-21,422
90,796
-21,422
0
69,374|**2019**
**£**
33,574
5,914
17.61% Renal up as extra rooms / rental hliday money accrued to 2021
12,225
-7,577
-61.98%covid
179
300
6,212
5,122
82.45%up due to covid
0
52,490
3,132
5.97%
8,500
-6,459
-75.99%Jemma 1st full year
5,238
3,286
62.73%Rates rebate zero rated
5,354
-3,760
-70.23%heating left on / workman / supplier cganges and debt updating to close accounst
4,833
4,041
83.61%overpiad / meter + no usage
1,986
356
-1,038
-291.57%more dtail + works cleanup
741
0
-159
insalled wif
4,198
1,586
37.78%better deal
0
1,153
??
4,133
-1,116
-27.00%contarcts / new ofces / fnances
19,224
-20,450
-106.38%Projects
1,263
751
-659
-87.75%capitalised destratifction fans
-5,871
-2,070
35.26%ESCC adjustment beibg acrued to 2021
51,859
631
-20,791
-3294.93%
90,165
0.00%
631
0
90,796
-21,422
-23.59%| |---|---|---| Page 2 ## **WADHURST INSTITUTE HALL AND FIELD** ## **Registered Charity No. 1169908** ## **BALANCE SHEET AS AT 31 DECEMBER 2020** |**Notes**
**Fixed Assets**
Freehold premises at Insured Value
1
Annexe refurbishment at cost
2
Institute refurbishment at cost
3
Less: Depreciation of refurbishments
Equipment at cost
4
Less: depreciation
**Net book value of Fixed Assets**
**Current Assets**
Debtors and prepayments
5
Cash at bank and in hand
6
**Current Liabilities**
Creditors and accruals
7
**Net current assets**
**Total Net Assets**
**REPRESENTED BY:**
Premises valuation reserve
General Fund
**Signed:**
**Dated:**
**ON BEHALF OF THE BOARD OF TRUSTEES**|**2020**
**£**
**£**
3,123,712
53,769
6,892
60,661
-60,661
5,641
-2,662
2,979
3,126,691
7,530
69,928
77,458
11,063
66,395
**3,193,086**
3,123,712
69,374
**3,193,086**|**2019**
**£**
**£**
3,123,712
53,769
6,892
60,661
-60,661
3,004
-1,252
1,752
3,125,464
2,509
95,082
97,591
8,547
89,044
**3,214,508**
3,123,712
90,796
**3,214,508**|**2019**
**£**
**£**
3,123,712
53,769
6,892
60,661
-60,661
3,004
-1,252
1,752
3,125,464
2,509
95,082
97,591
8,547
89,044
**3,214,508**
3,123,712
90,796
**3,214,508**| |---|---|---|---| ||5,641
-2,662|3,004
-1,252|| ||7,530
69,928|2,509
95,082|| ||||3,125,464| ||||97,591
8,547| ||||| ||||89,044| ||||| ||||**3,214,508**| ||||3,123,712
90,796| ||||**3,214,508**| ||||| ||||| ||||| Rent holidays Projects Page 3 ## **WADHURST INSTITUTE HALL AND FIELD** ## **Registered Charity No. 1169908** ## **NOTES TO THE ACCOUNTS 31 DECEMBER 2020** ## **TANGIBLE FIXED ASSETS** |**1**|**Property**|Acquired||**£**|**£**| |---|---|---|---|---|---| ||Commemoration Hall|1923|1,958,900||| ||Institute|1904|761,894||| ||Cricket Pavilion||217,549||| ||Bowls Pavilion||185,369||| ||Playing Field|1921Not valued|||| ||||||3,123,712| ||The cost of the above assets is not ascertainable and in the absence||||| ||of a market valuation they are recorded at their current insured value.||||| ||Any surplus arising has been credited to the Premises Valuation Reserve.||||| |**2**|**Refurbishment of Annexe**||||| ||COST||||| ||At 1 January 2020||||53,769| ||DEPRECIATION||||| ||At 1 January 2020||||53,769| ||NET BOOK VALUE||||| ||At 31 December 2020||||NIL| ||At 31 December 2019||||NIL| |**3**|**Refurbishment of Institute**||||| ||COST||||| ||At 1 January 2020||||6,892| ||DEPRECIATION||||| ||At 1 January 2020||||6,892| ||NET BOOK VALUE||||| ||At 31 December 2020||||NIL| ||At 31 December 2019||||NIL| Page 4 ## **WADHURST INSTITUTE HALL AND FIELD** ## **Registered Charity No. 1169908** ## **NOTES TO THE ACCOUNTS 31 DECEMBER 2020 continued** |**4**
**Equipment**
COST
At 1 January 2020
Additions
At 31 December 2020
DEPRECIATION
At 1 January 2020
Charge for the year
At 31 December 2020
NET BOOK VALUE
At 31 December 2020
At 31 December 2019
Equipment is the sound system £3,004 and ceiling fans £2,637
**5**
**Debtors and Prepayments**
Rents
Hirings
Recoveries
**6**
**Cash at Bank and in Hand**
Current account
Reserve account
Cash
**7**
**Creditors and accruals**
Rent prepaid
Recoveries prepaid
Cost accruals|3,004
2,637
5,641
1,252
1,410
2,662
2,979
1,752
**2020**
**£**
7,018
512
0
7,530
**2020**
**£**
9,251
60,677
0
69,928
**2020**
**£**
8,563
2,000
500
11,063|Fans
**2019**
**£**
667
1,500
342| |---|---|---| |||2,509| |||**2019**
**£**
9,470
85,612
0| |||95,082| |||**2019**
**£**
7,047
1,500
0| |||8,547| Page 5