2023-04-05-accounts - Cofton Village Hall

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Trustees’ Annual Report for the period

From 01 April 2022 To 31 March 2023

Charity name: Cofton Village Hall CIO

Charity registration number: 1179279

Objectives and Activities

	SORP reference
Summary of the purposes of the charity as set out in its governing document	Para 1.17	The objects of the CIO are to further or benefit the residents of Cofton Hackett and the neighbourhood, without distinction of sex, sexual orientation, race or of political, religious or other opinions by associating together the said residents and the local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure time occupation with the objective of improving the conditions of life for the residents.
Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts.	Para 1.17 and 1.19	During the period from April 2022 through to the end of March 2023 the main activities of the hall were centred providing the local community with access to the village hall.
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit	Para 1.18	The trustees have had regard to the guidance issued by the Charity Commission on public benefit.

Additional information (optional)

You may choose to include further statements where relevant about:

	SORP reference
Policy on grant making	Para 1.38	Not currently applicable.
Policy on social investment including program related investment	Para 1.38	Not currently applicable.
Contribution made by volunteers	Para 1.38	Most of the contributions to the work of the charity were made by volunteers over this period.

Achievements and Performance

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	SORP reference
Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole.	Para 1.20	The Charity’s main achievements have been to keep the Village Hall viable and fully open to the public.

Additional information (optional)

You may choose to include further statements where relevant about:

Achievements against objectives set	Para 1.41	The objectives of having a functional village hall up and running and financially viable have been met.
Performance of fundraising activities against objectives set	Para 1.41	Although there were no specific objectives set, income of £68,724 was generated via hiring income and grants.
Investment performance against objectives	Para 1.41	Not currently applicable.

Financial Review

Review of the charity’s financial position at the end of the period	Para 1.21	At the end of the period the charity had cash funds of £49,798
Statement explaining the policy for holding reserves stating why they are held	Para 1.22	At the end of the period the charity had a policy of holding reserves of £25,000. These reserves were held to cover contingencies.
Amount of reserves held	Para 1.22	£25,000
Reasons for holding zero reserves	Para 1.22	Not currently applicable.
Details of fund materially in deficit	Para 1.24	Not currently applicable.
Explanation of any uncertainties about the charity continuing as a going concern	Para 1.23	Not currently applicable.

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Additional information (optional)

Additional information (optional)	Additional information (optional)
You may choose to include further statements		where relevant about:
The charity’s principal sources of funds (including any fundraising)	Para 1.47	Hire fees.
Investment policy and objectives including any social investment policy adopted	Para 1.46	Not currently applicable.
A description of the principal risks facing the charity	Para 1.46	Fall off in hiring fees due to cost-of-living increases over the current financial year.

Structure, Governance and Management

Description of charity’s trusts:
Type of governing document (trust deed, royal charter)	Para 1.25	Constitution
How is the charity constituted? (e.g unincorporated association, CIO)	Para 1.25	CIO
Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees	Para 1.25	Appointment by a resolution passed at a properly convened meeting of the charity trustees.

Reference and Administrative details

Charity name	Cofton Village Hall CIO
Other name the charity uses	Not applicable
Registered charitynumber	1179279
Charity’s principal address	c/o 4 Cofton Lake Road, Cofton Hackett, Birmingham, B45 8PL

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Names of the charity trustees who manage the charity

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20	Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee (if any)
	Shelagh O’Loughlin	Secretary
	John Slack	Treasurer
	Keith Duncan
	Kathryn Stanczyszyn
	Roger Westbury
	CraigNaughton
	Mike Pattison

– Corporate trustees names of the directors at the date the report was approved

Director name

Name of trustees holding title to property belonging to the charity

Trustee name Dates acted if not for whole year

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Cofton Village Hall Annual Report for 2022-23

1. Introduction

Cofton Hackett Parish Council (CHPC) acquired Cofton Village Hall from St Modwen at the end of August 2019 and the hall started being used in September 2019. CHPC signed the lease with Cofton Village Hall CIO (CVH) in October 2019. This report covers the running of the hall from April 2022 through to the end of March 2023, which was the financial year end for the CIO. The hall is managed by a local company and is overseen by the Trustees of CVH.

Currently CVH has 7 Trustees, Keith Duncan, Craig Naughton, Shelagh O’Loughlin, Mike Pattison, John Slack, Kath Stanczyszyn and Roger Westbury. The Trustees are currently looking to identify further individuals who would like to contribute to the management of the hall as Trustees. Please do not hesitate to contact Sam Chatterley, or any of the Trustees, via the website www.coftonvillagehall.org if you would be interested in joining us as Trustees.

In 2021 a Management Committee was setup with the dual goals of firstly, involving both hirers and users of the hall in facility management ideas and decisions, and secondly, to increase the involvement of the local community in using the hall for community events and encouraging volunteers to participate in activities associated with the hall. The Management Committee is chaired by Sam Chatterley who would be pleased to hear from anyone who would be interested in learning more and potentially joining this committee.

2. Annual Meeting

The Annual Meeting of CVH for 2022-23 is scheduled to take place at on 17[th ] May 2023 at Cofton Village Hall at 6:30pm.

3. Financial Viability

CVH came through the financial year 2022-23 in a robust position. We managed to negotiate our utility contracts, on a 3-year term, before the recent hike in costs. Although our Property Costs, £11,309, were significantly higher than budgeted, the income from Hall Hires also exceeded budget. We ended the year with a loss of £4,171 and cash position of £49,798. A summary of the Draft Receipts and Payments accounts are presented on page 4.

The Trustees intend to investigate the feasibility, and the pros and cons of installing solar panels and air-source heating in 2023. To this end they have budgeted £25,000 to contribute to the cost of installation of appropriate equipment.

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4. Weekly Sessions Offered

Hire of the facility is available from 8am until 10pm Monday to Thursday and 8am until 9pm Friday to Sunday, sessions may occasionally be extended until 11pm for special events. Request for late night parties and weddings are no longer accepted.

All rooms can be hired for a minimum of 1-hour apart from party hire which is a minimum of 4 hours. All hire times must include set-up and clean-up time.

Discounts are offered for 4-hour slots and a further discount of £2.50 per hour for Cofton Hackett residents.

5. The percentage occupancy in the weekly sessions of residents of Cofton Hackett parish

CVH have not been collecting detailed data on the total number of users of the hall but the table below indicates the number of times the hall has been hired by residents living in the Parish and those not. The data is for hires from April 2022 to March 2023 (inclusive).

Apr 22 - Mar 23	Number of	Percentage of	Number of	Percentage of
	hirers	hirers	hires	hires


Cofton Residents	48	24%	331	26%

Resides outside Cofton	152	76%	928	74%

Total	200	100%	1259	100%

We’ve seen a ~4% drop in hirers from Cofton Hackett since the last accounting year, this has been driven by the number of new or returning groups since the Covid Lockdowns.

Even when the hirer is from outside the parish, many attendees will still be local.

6. The range of activities undertaken

Adults

Yoga & Pilates - Holly, EAPP, Power Yoga, Yoga Flow Dance & Fitness – Zumba. Zumba Gold Weight Management – Slimming World, WW Arts & Crafts – Sew Easy & Sew Together. Other – French Class.

Children

Stay and Play – Story Play, Bunny & Blossom, Tots Play Music & Singing – Colourstrings Dance/Drama – Star Project, Street Dance. Clubs – Brownies

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Family

Weekends are reserved for family/children’s parties and one-off events

7. An indicative summary of proposed future activities

We still retain some capacity in afternoons which could be utilised by clubs for the retired. The management team would be keen to listen to suggestions on how these could be utilised.

8. Details of how the Trust has publicised its activities

To appeal to a wide spectrum of our local community CVH Trustees have used a variety of forms of communication to publicise its activities.

Cofton Village Hall Facebook page & other community Facebook pages
Church - the former vicar was one of the Trustees and the local church are regular users of the hall. The hall is included in the welcome pack provided by the local church to new residents, informing them of local services etc . that are available.
Flyers delivered to every household to promote events or adverts in The Village magazine.
Cofton Village Hall website which includes contact details of the Hall Manager and Trustees.

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Draft Receipts and Payments Accounts for financial year 2022-2023

		2022-23	2021-22
Receipts
Hall hires		67,234	61,198
Grants and donations		1,490	21,235
Total receipts		68,724	82,433
Payments
Hall management services		40,352	32,430
Marketing and promotion		240	180
Utilities		8,634	5,051
Consumables		2,929	1,518
Insurance		864	843
General administration		2,191	821
Professional		540	480
Bank charges and financial		72	72
Property costs		11,309	9,687
Events		2,552	-
Sub-total		69,682	51,082
Asset purchases
Building infrastructure		2,622	1,938
Equipment and furniture		591	10,790
Sub-total		3,213	12,728

Totalpayments		72,895	63,810

Net of receipts/(payments)	-	4,171	18,623
Cash funds last year end		53,969	35,346
Cash funds thisyear end		49,798	53,969
Net cashflow	-	4,171	18,623

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Schedule 1 Tenant’s Obligations

Obligations on the Trust:

1) To produce an annual report:
2) To hold an AGM, which is open to residents, to discuss the annual report. The report should include details of:
3) A statement of the Trust’s financial viability
4) The number of weekly sessions offered.
5) The percentage occupancy in the weekly sessions of residents of Cofton Hackett parish ( target minimum: 25%)
6) The range of activities undertaken in the previous year.
7) An indicative summary of proposed future activities.
8) Details of how the Trust has publicised its activities

If dissatisfied, residents would then have 60 days to register a vote of no confidence in the Trust. To do this a letter must be sent to the Parish Council with the names and addresses of the 50 signatories and outlining the reasons for the vote. The reasons for the vote must explicitly relate to the above obligations of the Trust.

If the Parish Council receives such a letter:

A committee is formed to remedy the issues, chaired by a Parish Councillor and involving Trust members

The Trust is given six months to rectify the issues

The committee reports to the Parish Council in writing after no longer than six months of the date of receipt of the letter triggering the vote of no confidence.

On receiving the report, the Parish Council determines whether the remedies are in place and decides whether there has been a breach of the lease.

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CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Cofton Village Hall On accounts for the year ended 31 March 2023 Charfty no (If any) 1179279 Set out on pages IreimÈDI)eK io Incliitje Ihe p3ge niinibeis of ad:. Respectlve The ¢harlty's trustees are responsible for the preparation of the account5 in responslbilities of accordan wlth the reqU1ments of the Charities Act 2011 ('the A¢t'). tru8tse$ and examlner The charity's trustees consider that an audit is not requlred for thls year under section 144 of th8 Act and that an independent examination is needed. It is my responsibilty to: examine the accounts under section 145 of the Charities Act. to follow the appIlble Directions given by the Charity Commission (under section 145{5)(b) of the Act. and to state whether particular matters have come to my attention Basis of Independent My examination was carried out in a¢¢ordance wlth general Directions given examlnerfs Statement by the Charity Commission. An examinatlon includes a review of the accounting records kept by the charity and a 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 8udiL and consequently no opinion is given as to whether the accounts present a Irue and fairf view and the report Is limited to those matters set out in the Statement below. Independent In connection with my examinatlon. no material matters have come to my examinerfs ststom•nt attention whlch gives me cause to believe that in, any material respect: accounting records were not kept in accordanc8 with section 130 of the Charities Act or the accounts do not accord with the accounting rewrds I have no concerns and have come across no other matters in connection with the examlnatlon to which attention should be dravm in order to enable a proper understanding of the accounts to be reached. Slgned: Dat•: 26 SEPTEMBER 2023 Name: DAVID SEELEY R•lovant profe83lonal qualfflcallonls) or body (If any).. FCA Addrnss: ACCUO ACCOUNTING LTD, 40 BEAR HILL. ALVECHURCH 848 7JX

	1179279 Cofton Village Hall 01/04/2022 31/03/2023 Receipts and payments accounts To For the period from	1179279 Cofton Village Hall 01/04/2022 31/03/2023 Receipts and payments accounts To For the period from	1179279 Cofton Village Hall 01/04/2022 31/03/2023 Receipts and payments accounts To For the period from	1179279 Cofton Village Hall 01/04/2022 31/03/2023 Receipts and payments accounts To For the period from	CC16a
Section A Receipts and payments
Unrestricted funds to the nearest £ A1 Receipts Hall Hires 67234 Worcs County Council 0 Bromsgrove District Council 0 Other grants and donations 0 0 0 0 0 Sub total(Gross income for AR) 67234 A2 Asset and investment sales, (see table). 0 0 Sub total 0 Total receipts 67234 A3 Payments Hall management services 40352 Marketing and promotion 240 Utilities 8634 Consumables 2928 Insurance 864 General administration 2191 Professional 540 Bank charges and financial 72 Property costs 11309 Events 1702 Sub total 68832 A4 Asset and investment purchases, (see table) Hall set up 2622 Equipment and furniture 591 Sub total 3213 Total payments 72045 Net of receipts/(payments) -4811 A5 Transfers between funds 0 A6 Cash funds last year end 53969 Cash funds this year end 49158		Restricted funds to the nearest £ 0 1240 0 250 0 0 0 0 1490 0 0 0 1490 0 0 0 0 0 0 0 0 0 850 850 0 0 0 850 640 0 0 640	Endowment funds to the nearest £ 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0	Total funds to the nearest £ 67234 1240 0 250 0 0 0 0 68724 0 0 0 68724 40352 240 8634 2928 864 2191 540 72 11309 2552 69682 2622 591 3213 72895 -4171 0 53969 49798	Last year to the nearest £ 61198 0 21235 0 0 0 0 0 82433 0 0 82433 32430 180 5051 1518 843 821 480 72 9687 0 51082 1938 10790 12728 63810 18623 0 35346 53969

Section B Statementofassets and	liabilitiesatthe endofthe period
Categories	Details	Unrestricted funds	Restricted funds		Endowment funds
		tonearest£	tonearest£		tonearest£
	Bank	49158		640	0
	Paypal	0		0	0
B1Cash funds		0		0	0
	Total cash funds	49158		640	0
	(agree balanceswithreceipts and paym	OK	OK		OK
		Unrestricted	Restricted		Endowment
		funds	funds		funds
	Details	to nearest£	tonearest£		to nearest£
82 Other monetary assets	Debtors	135
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B31nvestmentassets	Details	Fundtowhich assetbelonas	Cost (optional)		Current value (optional).
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	Details	Fundtowhich assetbelonas	Cost (optional)		Current value Cootlonall
B4 Assets retainedforthe	Propertycosts	General	17,781		.
charity's own use	Equipment and furniture	General	31,999		.
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		Fundtowhich	Amount due		When due
BSLiabilities	Details Examinationfee	llabllltv relates General	Cootlonall	.	Cootionall
	Hall hiredeposits	General		.
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				.
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Signed by oneortwotrustees on hlffll h		Print	Name		Dateof

	1179279 Cofton Village Hall 01/04/2022 31/03/2023 Receipts and payments accounts To For the period from	1179279 Cofton Village Hall 01/04/2022 31/03/2023 Receipts and payments accounts To For the period from	1179279 Cofton Village Hall 01/04/2022 31/03/2023 Receipts and payments accounts To For the period from	1179279 Cofton Village Hall 01/04/2022 31/03/2023 Receipts and payments accounts To For the period from	CC16a
Section A Receipts and payments
Unrestricted funds to the nearest £ A1 Receipts Hall Hires 67234 Worcs County Council 0 Bromsgrove District Council 0 Other grants and donations 0 0 0 0 0 Sub total(Gross income for AR) 67234 A2 Asset and investment sales, (see table). 0 0 Sub total 0 Total receipts 67234 A3 Payments Hall management services 40352 Marketing and promotion 240 Utilities 8634 Consumables 2928 Insurance 864 General administration 2191 Professional 540 Bank charges and financial 72 Property costs 11309 Events 1702 Sub total 68832 A4 Asset and investment purchases, (see table) Hall set up 2622 Equipment and furniture 591 Sub total 3213 Total payments 72045 Net of receipts/(payments) -4811 A5 Transfers between funds 0 A6 Cash funds last year end 53969 Cash funds this year end 49158		Restricted funds to the nearest £ 0 1240 0 250 0 0 0 0 1490 0 0 0 1490 0 0 0 0 0 0 0 0 0 850 850 0 0 0 850 640 0 0 640	Endowment funds to the nearest £ 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0	Total funds to the nearest £ 67234 1240 0 250 0 0 0 0 68724 0 0 0 68724 40352 240 8634 2928 864 2191 540 72 11309 2552 69682 2622 591 3213 72895 -4171 0 53969 49798	Last year to the nearest £ 61198 0 21235 0 0 0 0 0 82433 0 0 82433 32430 180 5051 1518 843 821 480 72 9687 0 51082 1938 10790 12728 63810 18623 0 35346 53969

Section B Statementofassets and	liabilitiesatthe endofthe period
Categories	Details	Unrestricted funds	Restricted funds		Endowment funds
		tonearest£	tonearest£		tonearest£
	Bank	49158		640	0
	Paypal	0		0	0
B1Cash funds		0		0	0
	Total cash funds	49158		640	0
	(agree balanceswithreceipts and paym	OK	OK		OK
		Unrestricted	Restricted		Endowment
		funds	funds		funds
	Details	to nearest£	tonearest£		to nearest£
82 Other monetary assets	Debtors	135
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		.
		.
		.
		.
B31nvestmentassets	Details	Fundtowhich assetbelonas	Cost (optional)		Current value (optional).
					.
					.
					.
					.
	Details	Fundtowhich assetbelonas	Cost (optional)		Current value Cootlonall
B4 Assets retainedforthe	Propertycosts	General	17,781		.
charity's own use	Equipment and furniture	General	31,999		.
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				.	.
				.	.
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				.	.
		Fundtowhich	Amount due		When due
BSLiabilities	Details Examinationfee	llabllltv relates General	Cootlonall	.	Cootionall
	Hall hiredeposits	General		.
				.
				.
				.
Signed by oneortwotrustees on hlffll h		Print	Name		Dateof