## **Trustees’ Annual Report for the period** **From 01 April 2023 To 31 March 2024 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 2023 through
to the end of March 2024 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.| |||| 1 of 11 ## **Achievements and Performance** ||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|**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 £87,441 was generated via
hiring income, bank interest and grants| |Investment performance
against objectives|Para 1.41|Not currently applicable.| ## **Financial Review** |**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 £64,027| |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.| |Details of fund materially in
deficit
Para 1.24
Explanation of any
uncertainties about the
charity continuing as a going
concern
Para 1.23|Details of fund materially in
deficit
Para 1.24
Explanation of any
uncertainties about the
charity continuing as a going
concern
Para 1.23|Not currently applicable.
Not currently applicable.| |---|---|---| |**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.| 2 of 11 ## **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|Appointmentby 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 charity number|1179279| |Charity’s principal address|c/o 4 Cofton Lake Road, Cofton Hackett, Birmingham,
B45 8PL| 3 of 11 **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|||| ||John Slack|||| ||Keith Duncan|||| ||Kathryn
Stanczyszyn|||| ||Roger Westbury|Treasurer||| ||CraigNaughton|||| ||Mike Pattison|Secretary||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| – 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 11 ## **Funds held as custodian trustees on behalf of others** Description of the assets Not applicable held in this capacity Name and objects of the Not applicable charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for Not applicable safe custody and segregation of such assets from the charity’s own assets ## **Additional information (optional)** ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details Not applicable ## **Other optional information** The Annual Report that the CIO presents to Cofton Hackett Parish Council is Appended to this Report 5 of 11 ## **Cofton Village Hall Annual Report for 2023-24** ## **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 2023 through to the end of March 2024, 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 2023-24 is scheduled to take place on 15[th ] May 2024 at Cofton Village Hall at 6:30pm. ## **3. Financial Viability** CVH came through the financial year 2023-24 in a robust position. We managed to negotiate our utility contracts, on a 3-year term, which finishes in February 2025. Although our Property Costs, £7,931, were significantly higher than budgeted, the income from Hall Hires also exceeded budget. We ended the year with a cash surplus of £14,229 and cash position of £64,027. A summary of the Draft Receipts and Payments accounts is presented on page 4. The Trustees are currently investigating the feasibility, and the pros and cons of installing solar panels and air-source heating in 2024. To this end they have budgeted £25,000 to contribute to the cost of the installation of appropriate equipment. The possibility of Grant Assistance is also being actively investigated. 7 of 11 ## **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 2023 to March 2024 (inclusive). |**Apr 22 - Mar 23**|**Number of**|**Percentage of**|**Number of**|**Percentage of**| |---|---|---|---|---| ||**hirers**|**hirers**|**hires**|**hires**| |||||| |||||| |||||| |**Cofton Residents**|**82**|**16%**|**228**|**17%**| |||||| |||||| |**Resides outside Cofton**|**420**|**84%**|**1138**|**83%**| |||||| |||||| |**Total**|**502**|**100%**|**1366**|**100%**| |||||| We’ve seen a small drop in the number of bookings mainly due to the loss of the playgroup (which has now been replaced) and the removal of late-night slots. The number of hirers from Cofton Hackett has reduced from 24% to 17%. This again is mainly due to the loss of the playgroup. Please note that even when the hirer is from outside the parish, many attendees will still be local. ## **6. The range of activities undertaken** ## **Adults** Yoga & Pilates - EAPP, Yoga Flow Dance & Fitness – Zumba. Zumba Gold Weight Management – Slimming World, Diabetes Management Arts & Crafts – Sew Easy & Sew Together. Other – French Class. 8 of 11 ## **Children** Stay and Play – Tots Play, The Little Baby Spa – Babies and Toddler groups. Dance/Drama – Star Project, Street Dance. Clubs – Brownies. ## **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 the afternoons which could be utilized by clubs for the retired. The management team would be keen to listen to suggestions on how these could be utilized. ## **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 - 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. 9 of 11 ## **Receipts and Payments Accounts for financial year 2023-2024** ||**2023-24**
|**2022-23**| |---|---|---| |**Receipts**||| |Hall hires|83,831|67,234| |Bank interest|417|| |Grants and donations|3,193|1,490| |**Total receipts**|**87,441**|**68,724**| |**Payments**||| |Hall management services|44,790|40,352| |Marketing and promotion|783|240| |Utilities|6,086|8,634| |Consumables|2,443|2,929| |Insurance|924|864| |General administration|2,028|2,191| |Professional|540|540| |Bank charges and financial|1,062|72| |Property costs|7,931|11,309| |Events|640|2,552| |**Sub-total**|**67,225**|**69,682**| |**Asset purchases**||| |Building infrastructure|2,750|2,622| |Equipment and furniture|3,237|591| |**Sub-total**|**5,987**|**3,213**| |||| |**Total payments**|**73,211**|**72,895**| |**Net of receipts/(payments)**|**14,229**|**- 4,171**| |Cash funds last year end|49,798|53,969| |Cash funds this year end|64,027|49,798| |**Net cashflow**|**14,229**|**- 4,171**| 10 of 11 **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 publicized 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. 11 of 11 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report R•port to the t￿￿￿0$1 members of Cofton village Hall On accounts for the year ended 31 March 2024 Charity no (if any) 1179279 Set out on pages Respecilve The charity's trustees are responsible for the preparation of the accounts in responslbililles of accordance with the requirements of the Charities Act 2011 {°the Act.). trustees and examlner The charty's trustees consider that an audit is not required for this year under section 144 of the Act and that an independent examination is needed. It is my responslbS1ity to: examine the accounts under sedion 145 of the Charities Act, to follow the applicable 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 Basls of Independent My examination was carried out in acGordan¢e with general Diredions given examlnefs statement by the Charity Commisslon. An examination includes a review of the accounting records kept by the Charity and a comparison of the accounts presented viith those records. It also Includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from Ihe trustees concerning any such matters. The Pro￿UreS undertaken do not provide all the evidence that would b& required in an audit. 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 examination, no material matters have come to my examineV8 statem#nt attention which gives me cause to believe that in, any material ￿Spect.. accounting records V￿re not kept in accordance wlth section 130 of the Charities Act or the accounts do not accord with the accounting records I have no concems arKI have come ams no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Slgn•d: 17 JUNE 2024 Nam•: DAVID SEELEY Relevant professlonal qualification(s) or body {If any): FCA Address: ACCUO ACCOUNTING LTD, 40 BEAR HILL, ALVECHURCH B48 7JX |**CHARITYCOMMISSION!**
FORENGLANDANDWALES._~_ft_o_n_Vi_1ll_a"""ge_Ha_l_I|**CHARITYCOMMISSION!**
FORENGLANDANDWALES._~_ft_o_n_Vi_1ll_a"""ge_Ha_l_I|____________|____________|____________|
_.________
_.|
_.________
_.|| |---|---|---|---|---|---|---|---| ||**Receipts and**||**payments accounts**||||**CC16a**| ||**For the period**
**from**|01/04/2023||**To**|31/03/2024||| |**Section A Receipts and**|**payments**||||||| ||**Unrestricted**
**funds**|**Restricted**
**funds**||**Endowment**
**funds**|**Total funds**||**Lastyear**| ||to the nearest
£|to the nearest£||to the nearest£|to the nearest£||to the nearest£| |A1Receipts|||||||| |Hall Hires|83831||0|0||83831|67234| |Worcs County Council|0||0|0||0|1240| |Bromsgrove District Council|0||0|0||0|0| |Other grants and donations|0||3193|0||3193|250| |Bank interest|417||0|0||417|0| ||0||0|0||0|0| ||0||0|0||0|0| ||0||0|0||0|0| |Sub total(Gross income for AR)|84248||3193|0||87441|68724| |_A2_Asset and investment sales, (see table).|||||||| ||0||0|0||0|| ||0||0|0||0|0| |Sub total|0||0|0||0|0| |Total receipts|84248||3193|0||87441|68724| |A3 Payments|||||||| |Hall management services|44790||0|0||44790|40352| |Marketing and promotion|783||0|0||783|240| |Utilities|6086||0|0||6086|8634| |Consumables|2443||0|0||2443|2928| |Insurance|924||0|0||924|864| |General administration|2026||0|0||2026|2191| |Professional|540||0|0||540|540| |Bank charges and financial|1062||0|0||1062|72| |Property costs|7931||0|0||7931|11309| |Events|0||640|0||640|2552| |Sub total|66585||640|0||67225|69682| |A4 Asset and investment purchases, (see table)|||||||| |Building infrastructure|2750||0|0||2750|2622| |Equipment and furniture|44||3193|0||3237|591| |Sub total|2794||3193|0||5987|3213| |Total payments|69379||3833|0||73212|72895| |Netofreceipts/(payments)|14869||-640|0||14229|-4171| |A5 Transfers between funds|0||0|0||0|0| |A6 Cash funds last year end|49158||640|0||49798|53969| |Cash funds this year end|64027||0|0||64027|49798| |Section B Statement of assetsand|liabilities at theend|ofthe period||||||| |---|---|---|---|---|---|---|---|---| |Categories|Details||Unrestricted|funds||Restricted funds||Endowment funds| ||||tonearest£|||to nearest£||tonearest£| ||Bank||56541||||0|0| ||Stripe|||7486|||0|0| |B1Cash funds|||||0||0|0| ||Total cash funds||64027||||0|0| ||(agree balanceswith receipts andpaym1||OK|||OK||OK| ||||Unrestricted|||Restricted||Endowment| ||||funds|||funds||funds| ||Details||tonearest£|||tonearest£||tonearest£| |82Other monetary assets||||||||| |83Investment assets|Details||Fund to which
asset belonas|||Cost(optional)||Current value
lootionall.| |||||||||.| |||||||||.| |||||||||.| |||||||||.| ||Details||Fundtowhich
asset belongs|||Cost (optional)||Currentvalue
lootionall| |84Assets retainedforthe|Property costs||General|||17,909||.| |charity's own use|Equipment and|furniture|General|||34,645||.| ||||||||.|.| ||||||||.|.| ||||||||.|.| ||||||||.|.| ||||||||.|.| ||||||||.|.| ||||||||.|.| ||||Fundtowhich|||Amountdue||Whendue| |85Liabilities|Details
Examinationfee||liabilitv relates
General|||lootionall|.|lootionall| ||Hallhiredeposits||General||||.|| ||||||||.|| ||||||||.|| ||||||||.|| |Signed by one or two trusteeson
behalfofallthe trustees|~|Signature||Print||Name||Date of| |||||||||_z.L._| CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report R•port to the t￿￿￿0$1 members of Cofton village Hall On accounts for the year ended 31 March 2024 Charity no (if any) 1179279 Set out on pages Respecilve The charity's trustees are responsible for the preparation of the accounts in responslbililles of accordance with the requirements of the Charities Act 2011 {°the Act.). trustees and examlner The charty's trustees consider that an audit is not required for this year under section 144 of the Act and that an independent examination is needed. It is my responslbS1ity to: examine the accounts under sedion 145 of the Charities Act, to follow the applicable 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 Basls of Independent My examination was carried out in acGordan¢e with general Diredions given examlnefs statement by the Charity Commisslon. An examination includes a review of the accounting records kept by the Charity and a comparison of the accounts presented viith those records. It also Includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from Ihe trustees concerning any such matters. The Pro￿UreS undertaken do not provide all the evidence that would b& required in an audit. 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 examination, no material matters have come to my examineV8 statem#nt attention which gives me cause to believe that in, any material ￿Spect.. accounting records V￿re not kept in accordance wlth section 130 of the Charities Act or the accounts do not accord with the accounting records I have no concems arKI have come ams no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Slgn•d: 17 JUNE 2024 Nam•: DAVID SEELEY Relevant professlonal qualification(s) or body {If any): FCA Address: ACCUO ACCOUNTING LTD, 40 BEAR HILL, ALVECHURCH B48 7JX |**CHARITYCOMMISSION!**
FORENGLANDANDWALES._~_ft_o_n_Vi_1ll_a"""ge_Ha_l_I|**CHARITYCOMMISSION!**
FORENGLANDANDWALES._~_ft_o_n_Vi_1ll_a"""ge_Ha_l_I|____________|____________|____________|
_.________
_.|
_.________
_.|| |---|---|---|---|---|---|---|---| ||**Receipts and**||**payments accounts**||||**CC16a**| ||**For the period**
**from**|01/04/2023||**To**|31/03/2024||| |**Section A Receipts and**|**payments**||||||| ||**Unrestricted**
**funds**|**Restricted**
**funds**||**Endowment**
**funds**|**Total funds**||**Lastyear**| ||to the nearest
£|to the nearest£||to the nearest£|to the nearest£||to the nearest£| |A1Receipts|||||||| |Hall Hires|83831||0|0||83831|67234| |Worcs County Council|0||0|0||0|1240| |Bromsgrove District Council|0||0|0||0|0| |Other grants and donations|0||3193|0||3193|250| |Bank interest|417||0|0||417|0| ||0||0|0||0|0| ||0||0|0||0|0| ||0||0|0||0|0| |Sub total(Gross income for AR)|84248||3193|0||87441|68724| |_A2_Asset and investment sales, (see table).|||||||| ||0||0|0||0|| ||0||0|0||0|0| |Sub total|0||0|0||0|0| |Total receipts|84248||3193|0||87441|68724| |A3 Payments|||||||| |Hall management services|44790||0|0||44790|40352| |Marketing and promotion|783||0|0||783|240| |Utilities|6086||0|0||6086|8634| |Consumables|2443||0|0||2443|2928| |Insurance|924||0|0||924|864| |General administration|2026||0|0||2026|2191| |Professional|540||0|0||540|540| |Bank charges and financial|1062||0|0||1062|72| |Property costs|7931||0|0||7931|11309| |Events|0||640|0||640|2552| |Sub total|66585||640|0||67225|69682| |A4 Asset and investment purchases, (see table)|||||||| |Building infrastructure|2750||0|0||2750|2622| |Equipment and furniture|44||3193|0||3237|591| |Sub total|2794||3193|0||5987|3213| |Total payments|69379||3833|0||73212|72895| |Netofreceipts/(payments)|14869||-640|0||14229|-4171| |A5 Transfers between funds|0||0|0||0|0| |A6 Cash funds last year end|49158||640|0||49798|53969| |Cash funds this year end|64027||0|0||64027|49798| |Section B Statement of assetsand|liabilities at theend|ofthe period||||||| |---|---|---|---|---|---|---|---|---| |Categories|Details||Unrestricted|funds||Restricted funds||Endowment funds| ||||tonearest£|||to nearest£||tonearest£| ||Bank||56541||||0|0| ||Stripe|||7486|||0|0| |B1Cash funds|||||0||0|0| ||Total cash funds||64027||||0|0| ||(agree balanceswith receipts andpaym1||OK|||OK||OK| ||||Unrestricted|||Restricted||Endowment| ||||funds|||funds||funds| ||Details||tonearest£|||tonearest£||tonearest£| |82Other monetary assets||||||||| |83Investment assets|Details||Fund to which
asset belonas|||Cost(optional)||Current value
lootionall.| |||||||||.| |||||||||.| |||||||||.| |||||||||.| ||Details||Fundtowhich
asset belongs|||Cost (optional)||Currentvalue
lootionall| |84Assets retainedforthe|Property costs||General|||17,909||.| |charity's own use|Equipment and|furniture|General|||34,645||.| ||||||||.|.| ||||||||.|.| ||||||||.|.| ||||||||.|.| ||||||||.|.| ||||||||.|.| ||||||||.|.| ||||Fundtowhich|||Amountdue||Whendue| |85Liabilities|Details
Examinationfee||liabilitv relates
General|||lootionall|.|lootionall| ||Hallhiredeposits||General||||.|| ||||||||.|| ||||||||.|| ||||||||.|| |Signed by one or two trusteeson
behalfofallthe trustees|~|Signature||Print||Name||Date of| |||||||||_z.L._|