Lechlade Village Hall and Recreation CIO (charity number 1175718)
Report of the Trustees for the year ended 31[st] December 2023
The trustees present their annual report and financial statements and confirm that they comply with the Charities Act 2011, the constitution of Lechlade Village Hall and Recreation Charitable Incorporated Organisation (CIO) and the Charities Statement of Registered Practice SOPR (FRS 102).
Section A: Reference and Administrative Details
Charity Name: Lechlade Village Hall and Recreation CIO Charity Registration Number: 1175718
Principal Office Address: Lechlade Memorial Hall, Oak Street, Lechlade GL7 3AY
Names of the CIO trustees
| Trustee Name | Office (if any) | Dates acted if not for the whole year |
Name of person (or body) entitled to appoint trustee (if any) |
|---|---|---|---|
| Brian Britton | Lechlade Art Society | ||
| Susan Brooks | Lechlade Scottish Country Dancers |
||
| Neal Cotton | Lechlade Gardening Club | ||
| Alwyn Davies | The Probus Club of Lechlade and District |
||
| Christine Eatwell | Appointed June 2023 |
Lechlade Town Council | |
| Grenville King | Lechlade Community Cinema |
||
| Mike Keegan | The Arts Society Upper Thames |
||
| Jaime Maskell | Resigned June 2023 |
Lechlade Town Council | |
| Tommy McLardie | Treasurer | ||
| Gay Oliver | Lechlade Tennis Club | ||
| Simon Paul BEM | Chairman | ||
| Gill Saunders | Secretary | ||
| Hazel Watkins | Lechlade Tuesday Club | ||
| Marian Winckles | Lechlade History Society | ||
| Simon Winckles | |||
| Ashley Wood |
Section B: Structure, Governance and Management
Governing Document; Lechlade Village Hall and Recreation CIO is constituted as a Charitable Incorporated Organisation registered with the Charity Commission in November 2017 under charity number 1175718.
Trustee selection methods
The CIO maintains a list of “User bodies” (Lechlade based community organisations which use facilities provided by the CIO.) Each User body has the right to appoint one charity trustee. Up to six Trustees may be elected and a further three may be appointed as co-opted Trustees.
New Trustees are provided with an induction pack which includes a copy of the constitution and the most recent Trustee’s Annual Report and financial statements.
Organisational structure
The CIO trustees are responsible for the control and management of the assets of the CIO. Trustees give their time freely and receive no remuneration, expenses or other financial benefits.
A buildings group committee has responsibility for all building related activities, which includes work to maintain and improve the fabric and contents of the facilities.
Full Trustee meetings took place five times during the year, taking all decisions in relation to running the Memorial Hall, Pavilion, All Weather Pitch, skatepark and recreation ground as well as other activities organised by the CIO.
The CIO employs a booking clerk (part time).
There have been no party related transactions in the reporting period that require disclosure.
Section C: Objectives and Activities
The objects of the CIO are set out in the CIO constitution and are summarised as follows:
To manage the community facilities owned by the CIO including the Memorial Hall, Pavilion, All Weather Pitch, skatepark, car park and recreation ground for the benefit of residents of Lechlade.
The main activities of the CIO undertaken for public benefit are summarised as follows:
Trustees work to make sure that the facilities managed by the CIO are of high standard and continue to meet the needs of the local community. Trustees promote the use of these facilities through marketing leaflets, a local magazine as well as online communications and social media.
Trustees have complied with their duty to have due regard to the Charity Commission's public benefit guidance (PB3) when exercising their powers or duties to which the guidance is relevant.
Section D: Achievement and Performance
D1 Community Use of CIO facilities
To encourage organisations and individuals to use CIO community facilities, Trustees agreed that there would be no increase in hire charges. The following regular activities continued from 2022: Yoga, Pilates, Badminton, History Society, Jolly Tots, Tuesday Club, Circuits Class, Adult Ballet, Ballroom Dancing, Tai Chi, Beavers/Cubs, Fitness Class, Hartbeeps, Martial Arts, Antiques and Vintage Market, Craft Activities, Lechlade Repair Café, Lechlade & District Probus and NHS Blood Donor sessions. New regular activities which started in 2023 included. Baby Yoga/Sensory sessions, Memory Lane Singers, Childrens Dance, Spiritualists and the P3 charity which run drop in clinics to provide advice on issues relating to tenancy and housing.
A series of defibrillator training sessions were held in the Memorial Hall. These events were very well attended and of great benefit to the local community. Our thanks to the local First Responders who provided this training.
In the school easter and summer holidays, World Jungle organised “Go Wild” fun activities for families, children and young people on the playing field. These free events were funded by Gloucestershire County Council and Cotswold District Council.
In May, we were delighted to host a ceilidh to celebrate the Coronation of King Charles III.
At the end of their five year lease of the office in the Memorial Hall, Lechlade Town Council confirmed that they wished to continue to use the office for a further five year period. Moore Allan Estate agents were asked to provide an independent valuation. Our thanks to Stephen Clarke of C&R legal solicitors for drawing up the revised lease.
In June, a serious incident on Halfpenny Bridge, which caused structural damage to the bridge, resulted in the closure of the A361. As a Grade II listed monument, repair work took several months to complete. The bridge was re-opened to traffic at the start of November. The closure of this bridge caused significant difficulty to many local businesses and people travelling to/from Highworth/Swindon. We are very grateful to all the groups and people who organised events at the Memorial Hall and Pavilion throughout this period and to everyone who attended these events in spite of the travel disruption.
With the support of CIO Trustees, for the start of the 2023/24 season, Fairford Youth Football Club U18 started training and playing their home league matches on the playing field. To comply with league regulations, they bought roll on-off full sized goals. Trustees are delighted that the football pitch and changing rooms are being regularly used after a lengthy period when they were not in use.
A Lechlade resident with FA coaching qualification and refereeing experience expressed an interest in setting up a new youth football club for a younger age group. Trustees were happy to give permission for this new club to use the playing field and changing rooms.
The CIO is a member of the Gloucestershire Playing Fields Association.
D2 Maintaining and Improving CIO facilities
Built in 1993, the roof of the pavilion was in need of substantial renovation work to resolve a water leak and some signs of rot on wooden fascia boards. The upgrade work took place in February and the pavilion now has PVC soffits, fascia and dry verge with new deeper guttering and downpipes. New vents have also been fitted to improve ventilation of the roof space.
Work has continued during the year to replace the internal and exterior light fittings in the pavilion with more modern, energy efficient LED lighting.
In April, a new maintenance contractor was appointed for the heating, air conditioning and hot water systems.
The flagpole was moved to a more prominent position adjacent to the pavilion and was used to celebrate the Coronation of HM King Charles III.
The Memorial Hall 5 yearly Electrical Condition Inspection was carried out. There were several unsatisfactory test results. Work to rectify the defects was promptly carried out.
In August, six bicycle stands were installed to encourage more people to travel to the Memorial Hall, Pavilion and Playing Field by bike. These stands, together with their installation, were funded by Cotswold District Council.
Following the May election of Town Councillors, Lechlade Town Council identified five main areas of focus to improve the town. As a result of this exercise, work to enhance the Children’s Play Space on the playing field was no longer seen as a key priority.
Little progress has been made regarding the proposal to install Electric Vehicle Charging Points in the Memorial Hall car park. It has been clarified that, as Lechlade Town Council does not own the land, it is outside of the scope of the contract set up by Gloucestershire County Council. Further work to take this forward will take place in 2024.
Dealing with issues/complaints;
Following a further complaint of noise nuisance and anti-social behaviour from neighbours who live opposite the skatepark, Trustees installed an additional sign to make it clear that no music should be played on or near to the skatepark and to limit the time when the skatepark can be used. We are pleased to report that we have had no further complaints since this extra sign was installed.
Section E: Financial Review
The principal sources of funding for the CIO are from lettings income and rental of the office space to Lechlade Town Council and donations.
Taking into account significantly higher energy costs as well as substantial costs associated with the work to upgrade the pavilion roof and the Five Year Electrical Condition Inspection, Trustees set a deficit budget for 2023 which forecast an income of £61,000 and expenses of £69,550 leaving an overall deficit of £8,500. The final Revenue and Expenditure figures at our year end of 31 December 2023, were £64,030 and £70,374 respectively, resulting in a smaller than forecast deficit of £6,344. Subtracting this from out cash balance of £86,941 at the beginning of the year meant that the CIO had total cash in its Business accounts of £80,597 (comprises £30,177 in Business current account and £50,420 in Reserve account). The cash total of £80,597 is sub divided into £74,530 of Unrestricted funds and £6,067 of Restricted funds.
The CIO Reserves Policy is to set aside the sum of £10,000 at the end of each financial year over a minimum period of 5 years from 2019, to go into a separate Reserves account, providing funds allow. Trustees approved the transfer of this sum into the reserves account at the end of 2023.
The CIO does not currently have any investments.
Declaration
The Trustees declare that they have approved the trustee’s report above
Signed on behalf of the CIO’s trustees
Signature:
Full names: Simon Colin Neil Paul Position: Chairman of Trustees
Date: 22 April 2024
Charity Name No (if any) Lechlade Village Hall & Recreation CIO Receipts and payments accounts CC16a For the period Period start date Period end date To from 1/1/2023 12/31/2023
| Section A Receipts and payments | ||||
|---|---|---|---|---|
| A1 Receipts Lettings 55,186 All Weather Pitch lettings 1,703 Grants/Donations 238 Sundries refunds LTC rent 6,500 Other 23 Interest 380 64,030 - - Sub total - Total receipts 64,030 A3 Payments Utilities(gas,electric,water) 18,077 Payroll 3,545 Licenses & Insurances 6,608 Hall equip/repairs 26,082 12,443 Expenses 176 Waste 592 Gardening 1,170 Telephone 539 Other/Refunds 1,142 Sub total 70,374 - - Sub total - Total payments 70,374 Net of receipts/(payments) - 6,344 A5 Transfers between funds A6 Cash funds last year end 80,874 Cash funds this year end 74,530 Total in Cash year end 74,530 ## Unrestricted funds to the nearest £ Sub total(Gross income for AR) A2 Asset and investment sales, (see table). Cleaning Materials,Maintenance(incl AWP) A4 Asset and investment purchases,(see table) |
to the nearest £ - - - - - - - - - - - 6,067 6,067 6,067 Restricted funds |
to the nearest £ Endowment funds |
Total funds to the nearest £ |
Last year 2022 to the nearest £ |
| - - - - - - - - - |
55,186 1,703 238 - - 6,500 23 380 64,030 |
49,929 | ||
| 256 | ||||
| 6,296 | ||||
| 118 | ||||
| 6,918 | ||||
| 5,000 | ||||
| 791 | ||||
| 29 | ||||
| 69,337 | ||||
| - - - |
- - - |
|||
| - | ||||
| - | ||||
| 64,030 | ||||
| - | 69,337 | |||
| - - - - - - - - - - |
18,077 3,545 6,608 26,082 12,443 176 592 1,170 539 1,142 70,374 |
21,193 | ||
| 3,735 | ||||
| 5,830 | ||||
| 17,063 | ||||
| 10,612 | ||||
| 240 | ||||
| 543 | ||||
| 390 | ||||
| 609 | ||||
| 2,680 | ||||
| 62,895 | ||||
| - - - |
- - - |
|||
| - | ||||
| - | 70,374 | 62,895 | ||
| - - - - |
- 6,344 - 86,941 80,597 |
6,442 | ||
| - | ||||
| 80,499 | ||||
| 86,941 | ||||
| 80,597 |
Section B Statement of assets and liabilities at the end of the period
| Categories B1 Cash funds B2 Other monetary assets B3 Investment assets B5 Liabilities B4 Assets retained for the charity’s own use Signed by one or two trustees on behalf of all the trustees |
Details Business Reserve Account Barclays Community Account Details Details Details MEMORIAL HALL LAND & BUILDINGS PAVILION LAND & BUILDINGS PAVILION FIXTURES & FITTINGS SKATEBOARD PARK ALL WEATHER PITCH YOUTH SHELTER Details Signature Total cash funds (agree balances with receipts and payments account(s)) MEMORIAL HALL FIXTURES & FITTINGS |
to nearest £ to nearest £ 50,420 - 24,110 6,067 74,530 6,067 OK OK to nearest £ to nearest £ - - - - - - - - - - - - Cost (optional) - - - - - Cost (optional) RESTRICTED 1,650,000 RESTRICTED 28,600 RESTRICTED 715,000 RESTRICTED 22,000 RESTRICTED 123,209 RESTRICTED 64,172 RESTRICTED 25,669 - - - - - - - Print Name Unrestricted funds Restricted funds Unrestricted funds Restricted funds Fund to which asset belongs Fund to which asset belongs Fund to which liability relates Amount due (optional) |
to nearest £ Endowment funds |
|---|---|---|---|
| - | |||
| - | |||
| - | |||
| - | |||
| OK | |||
| to nearest £ Endowment funds |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Current value (optional) |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Current value (optional) |
|||
| 1,815,000 | |||
| 28600 | |||
| 786500 | |||
| 22000 | |||
| 135530 | |||
| 70588 | |||
| 28236 | |||
| - | |||
| - | |||
| When due (optional) |
|||
| Date of approval |
|||
| 1/1/2019 B/F Arts in Lechlade Stage Lights Paul Cobb plaque CDC plaque Lech Theatre Stage Lights Transfer unrestricted/restructed Streetwise Plaque 12/31/2019 C/F 1/1/2020 B/F Transfer unrestricted/restructed Six Nations - stage lighting LCC/AWP lights 12/31/2020 C/F 2/22/2021 Payment to Kings 4/26/2021 Resticted funds write-offs 4/26/2021 Resticted funds write-offs 4/26/2021 Resticted funds write-offs 4/26/2021 Resticted funds write-offs 12/31/2021 C/F |
Total Plaque 23,338.27 19,779.27 2,400.00 600.00 448.00 111.00 0.00 0.00 654.86 654.86 50.00 50.00 1,719.00 1,719.00 5,000.00 5,000.00 0.00 (1,880.00) (1,880.00) Main hall Retention (Kings) Skate Park Retention (Gravity) Final Project Manage ment Kitchen Shutters etc Arts in Lechlade Stage Lights Lech Theatre Stage Lights |
|---|---|
| 28,882.13 19,779.27 2,400.00 600.00 448.00 0.00 654.86 5,000.00 |
|
| 28,882.13 19,779.27 2,400.00 600.00 448.00 0.00 654.86 5,000.00 0.00 661.86 (250.00) |
|
| 29,293.99 19,779.27 2,400.00 600.00 448.00 0.00 654.86 5,000.00 |
|
| (13,361.00) (13,361.00) (6,418.27) (6,418.27) (2,400.00) (2,400.00) (600.00) (600.00) (448.00) (448.00) |
|
| 6,066.72 0.00 0.00 0.00 0.00 0.00 654.86 5,000.00 |
|
Six Nations - stage lighting Project
| 0.00 | 0.00 |
|---|---|
| 0.00 | 0.00 |
| 661.86 | |
| (250.00) | |
| 411.86 | 0.00 |
| 411.86 | 0.00 |
| 2018 | DONOR/REASON | RESTRICTION | PAID | CONTINUE |
|---|---|---|---|---|
| Main hall Retention (Kings) | 13361 | 13361 | ||
| Skate Park Retention (Gravity) | 0 | 0 | ||
| Kitchen Shutters etc | 7281.25 | 7281.25 | ||
| Archaeology final invoice | 7860 | 7860 | ||
| WF Assoc plaque | 111 | 111 | ||
| 2019 | Arts in Lechlade Stage Lights | 654.86 | 654.86 | |
| Paul Cobb plaque | 50 | 50 | ||
| CDC plaque | 1719 | 1719 | ||
| Eric Cole PM | 1200 | 1200 | ||
| Lech Theatre Stage Lights | 5000 | 5000 | ||
| 2020 | Six Nations - stage lighting | 411.86 | 411.86 | |
| LCC/AWP lights | 250 | 250 | ||
| 37898.97 | 18471.25 | |||
| C/FWD | 19427.72 | |||
| 2021 | Main hall Retention (Kings) | 13361 | 13361 | 6066.72 |
| Skate Park Retention (Gravity) | 0 | 0 | 6066.72 |