## **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** 1 of 10 ||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.| 2 of 10 ## **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| 3 of 10 ## **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** 4 of 10 ## ## ## **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. 6 of 10 ## **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 7 of 10 ## **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. 8 of 10 **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**| 9 of 10 **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. 10 of 10 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 reqU1￿ments 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 appIl￿ble 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| 1 |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|||| |||.|||| |||.|||| |||.|||| |||.|||| |||.|||| |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||.| |||||.|.| |||||.|.| |||||.|.| |||||.|.| |||||.|.| |||||.|.| |||||.|.| |||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| 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 reqU1￿ments 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 appIl￿ble 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| 1 |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|||| |||.|||| |||.|||| |||.|||| |||.|||| |||.|||| |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||.| |||||.|.| |||||.|.| |||||.|.| |||||.|.| |||||.|.| |||||.|.| |||||.|.| |||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|