2022-03-31-accounts

Kenley Memorial Hall CIO Trustees' Annual Report for the Period Ended 31 March 2022

Kenley Memorial Hall CIO Charity Number: 1173776 Trustees' Annual Report for the Period 1 April 2021 to 31 March 2022

Reference & Administration Details

Charity’s operating address: 92 Godstone Road, Kenley CR8 5AB

Names of the Charity Trustees:

• Trustee Name Office (if any) Appointed Retired

• 1. Elizabeth Goodridge Chair of Trustees 1 October 2017 Appointed by All Saints Church, Kenley
• 1. Anthony Avery Directly elected 4 July 2018 3. Graham Stanford Directly elected 4 July 2018 4. Kemi Harper Appointed 4 September 2018 5. Councillor Ola Kolade Directly elected 6 July 2021 6. Natasha Glover Directly elected 1 September 2021 7. Mel Elson Directly elected 29 September 2021

Employees of the Charity:

Name Job Title Date Employment Date Employment Commenced Ceased 1. Lauren Winyard Halls Manager 27 February 2019

Objectives & Activities

1. The Objects of the Kenley Memorial Hall are summarised as follows:

2. a) The provision and maintenance of the Kenley Memorial Hall as a village hall for the use of the inhabitants of Kenley.

3. b) To improve the conditions of life and promote the welfare of the inhabitants of Kenley without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious or other opinions.

4. This includes use for hire or otherwise for:

5. a) Meetings, lectures and classes.

6. b) Other forms of recreation and leisure-time occupation.

Aims of the Charity for 2021-2022

1. The following aims for the period of 1 April 2021 to 31 March 2022 were set by the Trustees to fulfil the Objects:

2. a) Following the COVID-19 pandemic and, as lettings return to normal, to closely monitor the annual budget for running costs against income to end the year in surplus.

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Kenley Memorial Hall CIO Trustees' Annual Report for the Period Ended 31 March 2022

• b) Work in partnership with the London Borough of Croydon (LBC) on the planning and implementation of the refurbishment plans for the Kenley Memorial Hall (a ‘Community Hub’) and to carefully manage expenditure on any additional urgent refurbishment works.

• c) Initiate plans for the Kenley Memorial Hall Centenary in 2022 to begin on completion of the works in b), including the promotion of activities and events, and engaging with Kenley community in our plans.

• d) Draft a new 5-year Business Plan from 2022-2027 to focus on the next stages in the development and management of the Kenley Memorial Hall in terms of income, running costs, refurbishment and attracting new groups to hire the halls.

• e) Implement an action plan to remedy identified issues in all internal financial processes.

• f) Subject to government guidance on the hosting of certain events and activities, reintroduce community-focused events such as Craft Markets, Film Clubs and Community Fun Days.

• g) Subject to government guidance on the hosting of certain events and activities reintroduce fundraising events to raise monies for refurbishment of the Kenley Memorial Hall such as Tribute Nights.

Activities of the Charity during 2021-2022

1. Following the COVID-19 pandemic the KMH re-opened to regular hirers in April 2021; children’s groups returned in April and adult groups in May. Weekend events, mainly children’s and adult parties returned in September 2021.

2. The Trustees met six times during the period of the report to discuss and plan the business of the Charity and the Greater London Authority (GLA) funded refurbishment works, as well as to monitor the financial activity closely throughout the year. Of the six meetings, three were held electronically and three in the Small Hall. Decisions were also made and recorded in the intervening periods using email.

3. The Trustees continued to work with the Halls Manager on matters of maintenance and relevant policies and procedures.

4. The Trustees worked closely with the LBC to plan the implementation of the GLA-funded refurbishment works.

5. The website and social media outlets were used throughout the year to keep hirers informed and to attract new hirers, as well as to advertise Community Events.

Achievements & Performance

Hire and Management of the Kenley Memorial Hall

1. Both halls were open for the whole year, with regular hirers returning in April/May and single events (mainly parties) in September 2021. This was supported by a robust COVID-19 policy and risk assessment to ensure minimal risk of infection for all users.

2. Realistically, the large and small halls can be hired out for a maximum of 11 hours a day (55 hours a week) Monday to Friday (8am-11pm), which allows for a 15-minute turnaround between lettings. During 2021-2022 the following types of regular activities took place in the halls with 976 sessions booked for the year:

3. Art Groups for adults.

4. Gym and pre-school and soft play classes for under 5’s.

5. Meetings.

6. Dance schools for • Indoor sport groups (badminton • Social lunch group for adults children. and archery). and pre-school children.

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Kenley Memorial Hall CIO Trustees' Annual Report for the Period Ended 31 March 2022

• Exercise classes for adults. • Martial Arts for all ages.

  • Weight management classes for adults.

• A number of groups ceased to hire the KMH on a regular basis following the re-opening, and some reduced their hours. So, there remains capacity for further lettings in both halls.

• Weekend events began again in September with many children’s parties, especially for the under 10’s, and a few adult parties, Christenings, pre-wedding parties and wedding receptions were held. Virtually every weekend was fully booked between September 2021 and March 2022.

• The amount of income generated from these regular and single hired events (the CIO’s main source of income) exceeded pre-COVID-19 levels, from £35,211 to £39,918, an increase of £4,707. Overall, the KMH ended the year with a surplus of £16,793.00 compared to a deficit of -£6,403.00 at the end of March 2021.

• The Kenley Memorial Hall as a Centre for the Community

• a) No fundraising social events were held in 2020-2021. However, a Christmas Market was held.

• b) In addition, the KMH hosted its first Free Market where clothing and equipment for 0–16year-olds was offered. A copious amount of donations came flooding in beforehand and on the day a large number of people came to select and take nearly all of them. A bowl for donations raised over £100. This event was so successful that a further one is planned in the autumn of 2022. Some of the donation money will be used to buy essential baby items such as nappies for this market.

• c) Family Craft Events and Film Clubs began again providing activities for families during the school holidays at an affordable price.

• From April 2022 the age range of users of the KMH will be identified as part of the agreed monitoring following the GLA-funded refurbishment works. This is to ensure that the KMH is being as inclusive as possible for all in the activities it offers the community.

• Business Plan:

• During the last few months of the year a second 5-year Business Plan was drafted, which will be agreed by the Trustees shortly after the 2022 AGM. Its purpose will be to:

• a) Provide focus, direction and prioritisation for the business of the Kenley Memorial Hall to ensure it meets the Objects of its Constitution over the next five years and beyond.

• b) Execute a ‘Centenary Improvement Plan’ from 2022 that focuses on refurbishment to ensure a quality facility is available for the community now and for future decades.

Refurbishment and Maintenance of the Kenley Memorial Hall

1. No refurbishment works were carried out in the period up to 31 March 2022.

2. During 2021-2022 the KMH worked closely with the LBC to plan the implementation of the GLA-funded refurbishment works for the KMH following the stalling of this during the COVID19 pandemic. This was carried out under the umbrella of one project including Old Lodge Lane Baptist Church (OLLBC). The project’s overall aim is to improve services for Kenley’s growing population, particularly the young and socially isolated; to reach, inspire and connect more people across Kenley. The project costs and the scope of the works were both redefined and agreed, with the KMH contributing match-funding of £10,000 towards the car park refurbishment from a Lottery Grant. In addition, a Deed of Agreement was signed by both the KMH and OLLBC following a long consultation process and detailed advice from independent solicitors. The Contractor was appointed in December 2021 and the works are scheduled to begin on 11 May 2022 and be completed by 11 July 2022.

3. The following works are included as part of this funded project:

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Kenley Memorial Hall CIO Trustees' Annual Report for the Period Ended 31 March 2022

Internal works:

• The female toilets at the rear of the building to be converted into two selfcontained cubicles, one for disabled users and with baby-changing facilities to serve the users of the Small Hall.

• A built-in ceiling-suspended projector in the Large Hall.

• A new electric cooker and new door to the kitchen.

Benefits to Hall Hirers / the Community:

• All Small Hall users will have access to male, female and disabled / baby-changing facilities without entering the Large Hall. Improves security, privacy and accessibility.

• The showing of films to the local community can be widened to more than just families, with better quality projection and greater flexibility. Makes this facility available for se at parties and other social functions, meetings etc.

• Electric cooker reduces carbon emissions and is safer to use when no extractor fan installed. Gas cooker required repairs to keep it safe to use.

• Door replacing stable-type door that is now legally not fire-safe.

External works:

• The car park outdoor space to be resurfaced with one designated disabled parking bay, a bicycle rack, and an improved entrance with raisable post.

• Repairs and re-rendering of external walls of storage room.

• Modifications to the front steps, all paving surrounding the building levelled and a designated pedestrian walkway from the Station Road entrance. In addition, a widened pathway in front of the Small Hall to create a small patio.

• The noticeboard on the Godstone Road to be repaired and provided with an openable waterproof cover; signs illuminated by lighting installed at the car park entrance, on the storage room wall and above the Small and Large Hall doors to direct people to the entrances.

  • Greatly reduces risks of tripping and injury and improves drainage. Level access for all with particular attention to those with mobility issues. Enabling safer/easier access to the KMH on foot or by cycling.

  • Give the storage room walls protection against the weather and allows clear signage to be installed.

  • Access from the Godstone Road will be safer with repaired steps and handrail. Step-free access from Station Road will be safer.

  • Patio area outside the Small Hall will allow greater flexibility in using the outside areas for seating.

  • Improved signage will enable clearer directions for access to the entrance doors for all users, especially at night. The KMH will be more ‘visible’ at night. The front noticeboard can be used more effectively to advertise events, especially during wet conditions.

• The maintenance work required for the year was comparatively ‘light’ compared to previous years. The following was undertaken:

• Emergency lighting installed.

• Car park drain cover replaced.

• Some minor repairs to the Large Hall and disabled toilets.

• Weeding of grounds around the building.

Review of Policies and Guidance

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Kenley Memorial Hall CIO Trustees' Annual Report for the Period Ended 31 March 2022

1. All Policies and Procedures were reviewed throughout the year on an annual basis to check they were still up to date. A Finance Policy was also drafted to be approved by Trustees to address the issues identified in the audit of internal financial processes carried out in 2020.

The Kenley Memorial Centenary in 2022

1. The Trustees agreed to hold a series of events to celebrate the Centenary in September 2022 when the refurbishment works were completed. These would be an evening social event, a talk on the history of the KMH and an event for families.

Financial Review

1. Please see the separate Summary of Accounts for the period ended 31 March 2022.

2. The amount of capital held as of 31 March 2022 is £54,980.00, a substantial increase of £16,431.00 since 31 March 2021. A reserve fund of £20,000 has been set by the Trustees, leaving £34,980.00 available for refurbishment. This includes the £10,000 Lottery Fund Grant that continues to be ring-fenced for the car park refurbishment.

3. There are no funds in deficit.

4. Revenue from lettings was £39,918.00, a substantial increase of £30,569.00 on the previous year.

5. Running costs totalled £34,322.00, a small increase of £182.00 from 31 March 2021.

6. The year ended with an operating surplus of £5,596.00 compared to a loss of -£24,791.00 at the end of March 2021. In addition, a Government COVID-19 grant for charitable businesses was received of £10,000.00.

7. Other income totalled £11,426.00 for the year, including this government grant.

8. Fundraising income was £1,268.00.

9. No money was spent on refurbishment in this financial year.

10. The overall surplus for this year was therefore £16,792.00 compared to an overall deficit of - £6,403.00 at the end of March 2021.

Future Plans

1. As part of the 2022-2027 Business Plan the Trustees have set the following aims for the KMH: In 5 years’ time the KMH CIO will be:

2. A thriving and valued ‘community hub’ for the people of Kenley, offering excellent premises, grounds, storage and equipment for hire all year round that are well-maintained and accessible to all.

3. Widely known in the community for not just its availability for commercial hire but also for its commitment to inclusivity, and for offering affordable and appropriate community activities for all.

4. Financially secure, investing any capital held wisely, and with robust plans in place for fundraising.

5. A venue of choice now and in the future.

6. The following tasks will therefore be the focus for 2022-2023:

7. a) Identify and attract potential hirers to the KMH that cater for young people, young adults and people over 70 years.

8. b) Agree and implement a Pricing Strategy for lettings in 2022 and future years.

9. c) Implement a robust Maintenance Plan to anticipate any annual expenditure required and plan appropriate works.

10. d) As part of the Centenary Improvement Plan, manage expenditure for KMH-funded refurbishment works for the stage, rear fire door, blackout blinds and any other works identified as a priority in 2022-2023.

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Kenley Memorial Hall CIO Trustees' Annual Report for the Period Ended 31 March 2022

• e) Continue to work with Croydon Council to see the completion of the GLA-funded refurbishment works at the KMH and implement the monitoring process as agreed in the Deed of Agreement.

• f) Implement a Fundraising Strategy to start and continue to raise funds for KMH refurbishment over the next five years.

• g) Increase the number of Community-focused events throughout the year to address any gaps that cannot be filled by lettings to ensure the KMH is fully inclusive to all.

• h) Initiate the development of an Environmental Action Plan to work towards a zero net carbon KMH in 10-15 years’ time.

Signed by the Trustees:

Elizabeth Goodridge Graham Stanford Kemi Harper Tony Avery Councillor Ola Kolade Natasha Glover Mel Elston

Date:

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KENLEY MEMORIAL HALL AccouNfs FOR YEAR PEWOD EWtNN6 2022 INry)ME AND EXPENDtTUREACCOUNf 2021r￿ I REGIJLAR INCOME Letting Fees £39.918L Les5 £xpenditurE HalFs Manager Pension aeaner PAYETax £1.943. £0. £536.1M) £839.CbJ £0.( £4.932.tyJ £631 £n&LTrJ Staff Tralnl Cleanin8 Expenses Rat Water thar8es E￿r￿ty Teteplx Gas Gas Maintenan Insvrance Flre Extingushers Alarm MaintenatKe Performing ￿&￿ts Refuse Collectknn Repairsand maintsb)a￿e EquipTnent Gardenin8 £1.416.fy1 EO.( £327 £1.789.O) £74LrJ) £4,1￿9￿￿• E242.IX £743.Cl) £826.( £2.184.( £0. £3354.fy) £iso.Tr) £om £1.033.O) £0. £631.O) £0. £835.(X) £4￿.[￿) £3.￿ Eo. E35L £1.753.lJ £592.D) 22.0) Postage Statw)nery Cleaning&Jpplie5 ndowaeani Pest C￿trol Mlscellanews Promotion Legal Costs Bankchayges Run¢)I CostsTotsl o.Ix) £49&1X) £255.(K) £484.￿) £762.C E155.(X) £265. £0 £oL £O.(NJ -£34.140nJ -£34.322.C £5s96.(M> 2 OTHER INCOME Fund Raisiryg E%nts Interestand Dmdends Sub￿riptiOns Donatths Grants £525 É1.26&C £144X no. £28 QO.193111 £otsJ ÉIL426iYJ . Less E￿)er¥jitLwt Communliy Events Improvements 230.0) fO.(X) 41567.( Z30.OD

KENLEY MEMORIAL HALL ACCOUNTS FOR PERIOD ENDING MARCH 2022 Funds Allocation 31.03.21 31.03.22 Notes Fund at Beginning of Peri(MJ Deficivsufplus for Period Deficitlsurplus on Revaluation of Investment Rounding difference Fund at end of PericKI 45.013.(Xl 6.403.IXI 58.IXI 38.549.C() 16,792.CKI 362.IXI 38.549.lJ) 54.980.00 REPRESENTED BY Barclays- New Community Account BarclayE- Designated Funds (Car Park) Communty Aco)unt COIF Account COIF Fixed Interest Account Cash 5,476.00 io.000.00 22,125.00 io.ocK).00 17,987.00 5.086.lJJ 18,131.00 4,724.00 38,549.00 54.980.00

Note5 l Repairs & Maintenan PR¢XTORS ELECTRIC- ELECTrIC REPAIRS VOS HEAnNG- HEATER REPMR 307.44 324.00 631.44 2 Equipment 3 Miscellaneous ANtHONY AVERY- BANNER MARK BYRNE- BADMINTON HOOK E GOODRIDGE- GI￿ FOR RACHEL 8 65.00 50.LK) 40.00 155.00 4 Fund Raising Events FILM CLUB SUMMER MARKET CHRISTMLS MARKE[ 469.80 336.00 462.00 1,267.80 5 Improvements 6 COIF Fixed Interest Fund Value as at 3110312022- 3774.15 units at £1.2517 4,724.10

Ind•p•nd•nt ExamWs Roport to the Trustsos of K•nl•y Al•mortsl Hall I report on the of Ken m￿TrY￿ H81 for the year ended 31 Marth 2022 whith (XA on pw 1 to I R•spcUv• rnsponslblllil•s of trustms and •xamlrnr As rr￿lber3 d the tnkn boa￿ you are rn8pMsible the preparalion of the Regulalions under se(on 144{2) of the Chaiities Act 2011 does not ath WKI th an indep6ndant examination is required. ft is responsibility to: exarrine the accounts under 8erAion 145 ofthe 2011 Art: follow the procedures laid don in the G&)eral Dire(aions given by the Chaiity Commissioners section 145{5)(b) of the 2011 Ad,. and state whether particular mattews have ryxne to my attenti￿. Basts of In(Widont •xamln•Vs rgport My &xaminali(m was carried out in accordartt with the General Diredions given by the Charity ComTrMssion under s 144 (5) (b) of the 2011 ACL That examination includes 8 review of the aCc(￿ntir￿j r￿ordS kept by the trustees and a comparison of the aC￿OUnts with those recA>rds. It alx) indudes o)nsidering any unusual items for disdosures in the financjal statements aTra seeking from you as trustees, explanations (Xn￿mIng such matters. The prrK¥Jures undertaken do nol provide all the ewdence that would be wuired in a full audit, 8fKI COnseq￿nty I do not expre88 an audit opinion M the and the re￿rt is hmited to those matters set out in the statement bel(rw. requirements not ljeen or 2. To whtth, in my opini(Jn, n11¢￿ Sh￿Id be dr￿ffl in order to enaL4e a propor understanding of the ￿￿rrts to b8 rn(￿#. PPER Address.. 60 frfjr44wlTE£CLt££,4hdO￿.SrnI Somi tRLrf{tthJ £tfftE4 Cp2 aRS &gnaiure: .