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← Kenley Memorial Hall CIO

2025-03-31-accounts

Kenley Memorial Hall CIO Trustees' Annual Report for the Period Ended 31 March 2025

Kenley Memorial Hall CIO Charity Number: 1173776 Trustees' Annual Report for the Period 1 April 2024 to 31 March 2025

Reference & Administration Details

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

Names of the Charity Trustees:

Office (if any)

Trustee Name

Appointed Retired

1 October 2017

  1. Elizabeth Goodridge Chair of Trustees 1 October 2017 Appointed by All Saints Church, Kenley

  2. Anthony Avery Directly elected 4 July 2018 3. Graham Stanford Directly elected 4 July 2018 4. Kemi Harper Directly elected 4 September 2018 5. Councillor Ola Directly elected 6 July 2021 Kolade

  3. Natasha Glover Directly elected 1 September 2021 7. Mel Elson Directly elected 29 September

1 September 2021 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.

This includes use for hire or otherwise for:

Aims of the Charity for 2024-2025

  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.

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Kenley Memorial Hall CIO Trustees' Annual Report for the Period Ended 31 March 2025

Activities of the Charity during 2024-2025

  1. The Trustees met four times during the period of the report to discuss and plan the business of the Charity and to monitor the financial activity throughout the year. Decisions were also made and recorded in the intervening periods using email.

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

  3. The Trustees also continued to work with the London Borough of Croydon to resolve the outstanding issue with the crumbling exterior wall of the storage room.

  4. The website and social media outlets were used alongside posters and banners displayed in the community and articles in the KENDRA magazine to keep residents informed, attract new hirers, advertise Community Events and raise funds.

Achievements & Performance

Hire and Management of the Kenley Memorial Hall

  1. Business Plan 2022-2027 background:

  2. a) The 5-year Business Plan was agreed by the Trustees in July 2022 to provide focus, direction and prioritisation for the business of the KMH to ensure it meets the Objects of its Constitution over the next five years and beyond, and ensure a quality facility is available for the community now and for future decades. This includes the following:

  3. A pricing strategy (what is charged and why, and from what date), updated with each increase in charges.

  4. A fundraising strategy (research, promotion and marketing, grants and donations, additional events, and activities), reviewed each year.

  5. Forecasted income and expenditure (to predict trends and plan for risks), amended each year.

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Kenley Memorial Hall CIO Trustees' Annual Report for the Period Ended 31 March 2025

This was once again a challenging year. The cost-of-living crisis continued to have an impact on regular hirers maintaining numbers attending their sessions and affording to hire the KMH. The year began with some exciting plans for the KMH, but ended with all focus being on the financial situation. There was a substantial unexpected increase in energy costs, and high unplanned maintenance costs. Fundraising efforts did not produce the desired funds, which was disappointing, although donations were substantially higher.

Activity: For For adults: For older
children: adults:
Dance, sports, drama, social, learning, 9
summer camp
Sport, exercise 3
Sport, exercise 3
Art, dance, exercise, meetings 10
Sport, church, child and adult groups 5

Seven regular hirers left and three new hirers arrived resulting in 30 activities, 4 less than 2023-2024.

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Kenley Memorial Hall CIO Trustees' Annual Report for the Period Ended 31 March 2025

  1. Single events at weekends were again popular this year, including 76 parties for all ages; 3 pre-wedding celebrations, 5 henna nights, 2 wedding receptions, 5 baby showers, 3 Christening parties, and 3 funeral wakes.

  2. As part of the Business Plan Pricing Strategy and the challenge of continuing to cover all running costs the letting fees were increased for regular hirers of the Large and Small Halls by £1.00 per hour and weekend events were increased by £5 per hour from 1 September 2024.

  3. The KMH received two formal complaints and a claim for lost earnings:

  4. On Saturday 23 November 2024 a regular hirer complained about the failure of the Large Hall heating. Action was taken on Monday 25 November when the Halls Manager returned to work and an apology was issued.

  5. On 4 February 2025 a regular hirer complained about the standard of service and the behaviour of the Halls Manager. Both issues were investigated thoroughly and the Trustees were satisfied that the Halls Manager had fulfilled her responsibilities satisfactorily.

  6. On 13 March 2025 a claim for lost earnings totalling £500.00 was made following the cancellation of a fundraising event on 8 February 2025 involving a guest performer. The Trustees agreed to an ex-gratia payment of £500.00 without any admission of liability in settlement of this claim.

  7. In November 2024, the Princes Trust Duke of Edinburgh Award volunteer completed his year of volunteering. A variety of tasks were carried out, including administration work, poster production and distribution, litter-picking, and weeding; also assisting as Santa’s elf and the Easter Bunny at community events. The review concluded that this had been a successful scheme and could be offered again to another suitable candidate.

  8. The Kenley Memorial Hall as a Centre for the Community a) The following fundraising events were held in 2024-2025:

    • No Tribute Nights were held during the year. Two were set up but were cancelled due to low ticket sales despite the usual advertising.

    • The KMH held an October and Christmas Market, and both were popular and good fundraisers. No Easter Market fell within this financial year.

    • A ‘Santa hunt’ was held in December 2024, raising funds for the KMH.

    • ‘Kenley Kids’ continued to be hosted by the KMH and raised £591.00 for the year, as well as meeting a vital need within the community. However, reducing numbers has resulted in this being closed from April 2025.

  9. b) Five Family Craft Mornings were held that provided activities for families during the school holidays at an affordable price. In addition, the KMH held a ‘Breakfast with Santa’ event on 22 December where families had a continental breakfast and visited Santa Claus in his grotto. Although designed to be cost-neutral to the KMH, they raised £371.00. The events were supported by volunteers from All Saints and St Barnabas Churches.

  10. c) The KMH also hosted four Free Markets: June – adult clothing; October and March for children’s clothing and equipment; and December for children’s toys. The amount of goods donated was lower than previous years and numbers attending were low. The money donated at these events was used to buy essential items for the next equivalent market.

  11. d) The ‘Anonymous’ box outside the front of the KMH containing donations of non-perishable food and other essential items for anyone to come and help themselves was initially successful until the box was stolen and the replacement box was vandalised. This has now been put on hold.

Refurbishment and Maintenance of the Kenley Memorial Hall

  1. Volunteer mornings were poorly supported and it became increasingly difficult to encourage people to volunteer. This also has been put on hold.

  2. The Trustees decided once again to keep expenditure on planned maintenance, replacement, and refurbishment to a minimum for the year.

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Kenley Memorial Hall CIO Trustees' Annual Report for the Period Ended 31 March 2025

Environmental Action Plan:

  1. The Environmental audit of the building was completed and an action plan is being developed for becoming a net zero carbon KMH in 10-15 years’ time.

Review of Policies and Guidance

  1. All Policies and Procedures were reviewed throughout the year on a rolling annual basis to check they were still up to date. A Social Media Policy and a Managing Risks Framework were approved. The KMH now has a large number of policies so how and when the Trustees review these is to be reviewed.

Financial Review

  1. Please see the separate Summary of Accounts for the period ended 31 March 2025.

  2. The amount of capital held as of 31 March 2025 is £30,644.00, compared to £33,636.00 on 31 March 2024, a reduction of –(£2,992.00). A reserve fund of £20,000 has been set by the Trustees, leaving £10,644.00 available for ongoing costs. £10,000 has subsequently been withdrawn from the COIF account to cover a cashflow crisis in April and May 2025.

  3. There are no funds in deficit.

  4. Despite a cautious budget being set the year ended with an overall deficit of –(£3,113.00).

  5. Revenue from lettings was £38,330.00, a decrease of -£3,753.00 on the previous year, which was £42,083.00. This was partly due to some large hire fees due in March not being received until April.

  6. Running costs totalled £48,306.00, a substantial increase of £5,966.00 from 31 March 2024. This was due to unplanned high maintenance costs and a substantial rise in energy costs, 90% higher than the budgeted sum.

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Kenley Memorial Hall CIO Trustees' Annual Report for the Period Ended 31 March 2025

  1. Some large outstanding sums for PAYE and NI Employer Contributions, and Performing Rights were not paid in this financial year and will therefore be shown in 2025-2026 accounts.

  2. The year therefore ended with an operating deficit of -£(9,976.00) compared to a deficit of – (£257.00) at the end of March 2024.

  3. Other net income including from fundraising, community events and donations totalled £6,863.00 for the year. Donations were made by: KENDRA; Bionic (broker for energy supplier) and Barclays Bank (both as compensation); and a local businessman.

  4. Expenditure on planned improvements was again zero.

  5. The overall deficit for this year was therefore –(£3,113.00) compared to an overall surplus of £3,304.00 at the end of March 2024.

  6. Unexpected and significantly high energy costs occurred in January and February 2025 for two reasons:

  7. a) Undetected unauthorised access to the control programme had increased the thermostat to 20 degrees for the Large Hall heater.

  8. b) Some Large Hall hirers were leaving rear fire exit doors open when the heater was on, which disrupted the balance in heating flow for the area.

  9. As a result, the hire fees for regular bookings will increase by £2.00 per hour for the Large Hall and £1.00 per hour in the Small Hall from 1 September 2025. Fees for weekend single bookings and wedding receptions will also be reviewed.

  10. Due to the unplanned deficit at the end of March 2025 and the payment of outstanding monies in 2025-2026, £10,000 will be transferred from the COIF Deposit Fund as a contingency for the anticipated increased expenditure.

  11. The Trustees agreed to a fourth signatory for the KMH accounts in September 2023, which took until June 2024 to set up following unclear instructions in the Barclays Bank process.

  12. Gift Aid was implemented for (at present) any Free Market monetary donations and KMH Membership Fees. However, this has not yet been claimed.

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. To work towards these aims and build on the activities and achievements of 2024-2025, the following tasks will be the focus for 2025-2026 in Year 4 of this plan:

  7. a) Prioritise promotion of, and support for, the KMH as Kenley’s village hall to potential hirers and residents using all available media.

  8. b) Fill all available hire sessions to maximise letting fees, particularly for young people, young adults and people aged over 65 years where possible.

  9. c) Increase hire fees and raise additional funds to cover all running costs.

  10. d) Make fundraising a priority for 2025-2026.

  11. e) Prioritise the appointment of a volunteer Treasurer, closely monitor income and expenditure, and review relevant payment methods to ensure all monies due are paid within the appropriate financial year.

  12. f) Review the Halls Manager’s role and responsibilities including the booking process, management of hirers’ expectations and cover during periods of leave.

  13. g) Encourage residents to become active Members contributing to the KMH’s Objects.

Signed by the Trustees:

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Kenley Memorial Hall CIO Trustees' Annual Report for the Period Ended 31 March 2025

Elizabeth Goodridge Graham Stanford Kemi Harper Tony Avery Councillor Ola Kolade Natasha Glover Mel Elston Date: 15 July 2025

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KENLEY MEMORIAL HALL ACCOUNTS FOR PERIOD ENDING MARCH 2025 Funds Allocation 31.03.24 31.03.25 Notes Fund at Beginning of Period Deficiusurplus for Period Deficiusurplus on Revaluation of Investment Rounding differen Fund at end of Period 30,134.00 3,304.00 197.00 1.00 33,636.00 33,636.00 3,113.00 120.00 1.00 30,644.00 REPRESENTED BY Barclays - New Community Account Community Account COIF Account COIF Fixed Interesl Account Cash 9,411.00 5,194.00 19,584.00 4,641.00 20,689.00 4,761.00 33,636.00 30,644.00

KENLEY MEMORIAL HALL ACCOUNTS FOR YEAR PERIOD ENDING MARCH 2025 INCOME AND EXPENDITURE ACCOUNT Notes 202312024 202412025 I REGULAR INCOME Letting Fees £42,083. £38,330.LhJ Less Expenditure Halls Mana8er Cleaner Pension Contiibution5 PAYE Tax £18,024.00 £1,975.00 £1.220. £1,745.CM) £1,150.LKJ £o.i)o £3,546.00 £167.00 £739.00 £682.00 £1,￿8.00 £2,201.00 £3,985.CKI £930.(Y) £479.00 £2.417.00 £470.00 £826.00 £0.00 £91.(K) £625.(X) £0.00 £0.00 £60.00 £0.00 £0.00 £0.00 £18.688.00 £4.013.00 £1,2SI.00 £996.00 £1.546.(X) £o.cKJ £o.¢Jo £179.00 £717.00 £922.00 £2,099.00 £4,760.00 £3,785.00 £0. £475.00 £7,273.00 £465.00 £478.00 £0.00 £25.00 £600.00 £0. £0. £34.00 £0.00 £0.00 £0.00 staff Training Cleanin8 Company Rate5 Telephone Water Charges Eleetricitv Gas Insurance Performiag Ri8hts Refuse Collection Maintenance and Replacement Gardening IT Posta8e Stationery Cleaning Supplles Window Clean¢ng Pest Control Miscellaneous Promotion Legal C05t5 Bank Char es unn osts ota .1£42.340.001 .1£48.306.001 erat5n Loss Proflt £257.00 - £9 976.00 2 OTHER INCOME Fund Raising Evènts Community Events Interest and Dlvidends Subscriptions t)oThations Grants £4,042.00 £854.00 £1,009.00 £14.00 £20.00 £0.00 £1,436.00 £772.00 £1,105.00 £18.00 £4,002.00 £0. £7,333.00 Less Expendlture Fund Ralsln8 Events Cornmunity Events rovements £1,773.00 £605.(KJ £O.IKJ £30.LXJ £440.rx) £o.TrJ .l£2,378.(XJ1￿7Wu -1£470.Q)I

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Indepondwrt Examln•fs R•port to th• TnMtO0• of K•nl8y PAffiN>￿1 Hall I report on the accounts ￿ Kethy Memcxial Hal for the yow erthj 31 March 2025 which are set (xrt on p•Jes 1 to 2. As fffflibers of the truslee board you are responsAtAe for the preparation crf the accounts aThd finar￿1 statements and you cx>nsider the audit requiremenls of the Regulations under section 144(2) of the Charilies Ad 2011 does not apFly and that an inwderf examination 18 required. tt is my rnspornw to. examine the accounts under 8edion 145 of the 2011 Ad; follow the proc&Jur88 l d¢ywn in the ￿eral Dirediom giv•n by th• Chanty Commissioners section 145(5)(bl of the 2011 Ad; and state whether particular matters have t))ff to my atten11￿. My examination was canigd out in aXOrdan￿ ￿ the General Diredi(Jns given by the Chaiity Commission under s 144 (5) (b) of the 2011 Ad. That examination indudes a of the actounting rec(xds kept by the truees a compari%)n of the accounts with those reo)rds. It al80 indudes C¥)nsid￿l￿J any unusual items for disdosures in the finan(a81 sLqtements and seekiTrJ from as trustees. explanations (x)nceming suc matters. The procajures undertaken do not provbde all the eiridence that ruld be rwuired in a full audii. and a￿8equerrtIY I do not expres8 an audit opinion cm the •xxJunts and the rwt is linMt•d to those maltern set in to kegp xc(xmliTrJ rec#)nl8 in ￿th 8. 130 rl the 2011 Art. 2. To whith, in my OF4nion. attenlion sh￿Id be drawn In onler lo enable proper underslarKling of the xc4)unts lo L* re￿ed. O CLCFJS SouTh CROY tjcN ..QQI ORg