2023-03-31-accounts - Colney Heath Village Hall

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COLNEY HEATH VILLAGE HALL

Location : 83 High Street, Colney Heath, Herts AL4 0NS

www.colneyheathvillagehall.com

Trustees’ Annual Report

for the period from 1[st] April 2022 to 30[th] March 2023

Charity name: Colney Heath Village Hall, a CIO Charity registration number: 1182267

Charityregistration number:	Charityregistration number:	Charityregistration number:	1182267
DOCUMENT CONTROL report using the Charities Commission template
Date	Version	Description	Prepared by	Approved by
25 April 2023	1.0	AGM issue	John Clemow	Trustees at AGM 3rdMay 2023

1. OBJECTIVES AND ACTIVITIES

1.1 Summary of the purposes of the charity as set out in the governing document

As stated in the Constitution “The provision and maintenance of a village hall for the use of the inhabitants of the Parish of Colney Heath and the surrounding neighbourhoods without distinction of political, religious or other opinions, including use for:

(a) Meetings, lectures and classes, and

(b) Other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the inhabitants.”

Implicit in this objective is the maintaining the quality and availability of the facilities at reasonable cost.

1.2 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.

The village hall has been available 7 days each week throughout the year (with a few exceptions including Christmas Day and Boxing Day) for bookings by a variety of users providing for :

Children including

a pre-school providing childcare services to the local community,
the Colney Heath Scout Group
Colney Heath Taekwon Club (also for adults)
Sport4Kids children’s football
Children’s parties

Adults including

the Colney Heath Badminton Club,
the Colney Heath Boissy Twinning Association
the Colney Heath WI
Iris’ Art group
Mrs Fetti’s bootcamp and Clubbersize exercise and fitness classes
Dog training
First Aid training
Adult Parties and celebrations

Vulnerable people including

Children with Downs Syndrome by the DS Achieve Youth Club
the Old Friends Club for senior citizens

Colney Heath Village Hall, a Charitable Incorporated Organisation, Charity number 1182267 registered in England & WalesPublic and correspondence address 54 Bullens Green Lane, Colney Heath, Herts AL4 0QS

Community interests including

4ColneyHeath residents association
Public consultation meetings on planning developments

The village hall is the official polling station for elections. The election for the District Council was held in May 2022.

The village hall is maintained as the local emergency centre in the event of an incident – as a base for the emergency services and shelter if an evacuation of residents from the homes is required.

The trustees do not provide events.

The Trustees confirm it has taken the commission’s public benefit guidance into account when making any decision it is relevant to meet its purposes.

1.3 Additional information

The charity provides a subsidised rate to the Old Friends Club whose members are all over 70 years old and mostly in their 80’s.

The charity acts the conduit for grants awarded to the Colney Heath Community Support Group which is managed by one of the Trustees. Grants totaling £700 were applied for by that Group for support to the Old Friends Club.

2. ACHIEVEMENTS AND PERFORMANCE

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.

2.1 ……Utilisation

The main hall is used by regular hires as follows
during the school term times during the morning and afternoon sessions Tuesday to Friday.
The afternoon session is used every second Monday.
The evening session is used on Monday to Thursday.
The morning session is used on Saturdays and the afternoon session on Sundays.

Most casual bookings are on Saturday afternoons and evenings. Bookings are generally by “session” with three sessions per day – morning, afternoon and evening.

The planned utilisation is 795 sessions per annum taking into account school holidays and sessions historically very seldom used (eg Friday and Sunday evenings). The actual utilisation in the 2022 calendar year was 716 sessions, 90% of the plan.

The studio is under utilised but provides a good venue for a various users and is sometimes used in combination with the main hall for casual hires.

2.2 ……Value

Hire rates for regular users were last increased in 2019. CDA Herts carried out a survey of hire rates in the consortium of village halls in Hertfordshire in July 2022. This indicated the charity’s rates were very good value and that the charity’s rates for casual hirers were too low and should be increased.

The typical rate for a regular community group hire has been £24 per session, typically used for 2.5 to 3 hours but available for 4 hours if required. Costs for similar venues are around £20 per hour.

The trustees have regrettably decided to increase regular hire rates to £27 per session from May 2023, an increase of 12.5% (RPI increase is 25% since the last rate change). This is due to the very substantial increase in energy costs. The trustees consider the charity continues to provide very good value.

2.3……. Maintenance and investment in improvements

During the Covid-19 pandemic restrictions the trustees reduced expenditure in line with reduced hire income. Since the lifting of restrictions in expenditure on general maintenance has increased to £2,276 (FYE 2022 £657).

Specific items of maintenance and repairs shown as expenditure of Capital in the accounts included flat roof waterproofing replacement, work identified in 2019 following leaks during heavy rain.

A defibrillator was installed, one of two in the village, with a grant arranged by Herts County Councillor John Hale.

The trustees have implemented agreements with local building tradespeople to provide services on an “open-book non-competitive quote” basis inckuding

General builder’s work
Plumbing
Electrical
Gas central heating
Carpentry
Painting and decorations

Obtaining quotations has proved to be very time consuming leading to delays and often with only one price being offered. Certain repairs such as plumbing and electrical works require urgent attention.

These agreements have proved effective and value for money. The trustees have the option of checking a price if that offered, usually by checking previous prices paid.

The agreements will be reviewed annually.

3. FINANCIAL REVIEW

3.1 Review of the charity’s financial position at the end of the period

The closing balance in the accounts was £55,864 (FYE 2022 £50,291) This is an increase in the balance of £5,573.

Within the closing balance is £24,000 (FYE 2022 £20,000) for the reserves account.

The charity’s target surplus is a minimum of £4,000 per annum for the reserves account.

3.2 Statement explaining the policy for holding reserves stating why they are held

The charity’s policy states the trustees will develop and maintain sufficient reserves from the surplus from income after expenditure to meet the future needs of the charity, principally the major items of maintenance, refurbishment and replacement of the facilities (routine annual maintenance will form part of the normal operational expenditure).

The charity maintains a 30 year forecast of estimated costs for major items of maintenance and replacement. This indicates £4,000 per annum should be sufficient to add to the reserves account.

3.3 Explanation of any uncertainties about the charity continuing as a going concern

The trustees do not see any indications of uncertainties in the ordinary course. Cashflow is sufficiently good to obviate the need for a cash flow forecast.

Management accounts are presented to the quarterly trustees’ meetings showing performance of income and expenditure against the budget.

Additional information

3.4 The charity’s principal sources of funds (including any fundraising)

The principal source of funds was the income form hirers.

3.5 Investment policy and objectives including any social investment policy adopted

The charity’s funds are held in a CAF bank account and CAF savings account. While interest on funds is low, and below inflation, the trustees’ policy is cautious and risk of loss with higher gain/loss investments is avoided.

Investment of funds is directed at the quality and availability of facilities for hirers. No cancellations of bookings have been required due to maintenance failures.

3.6 A description of the principal risks facing the charity

People

Trustee retirements has been successfully managed through recruitment of new trustees to date. The knowledge held by some trustees in key roles presents a risk which is to be mitigated by a data base accessible by all trustees (currently held personally).

The housekeeper is paid a commercial rate so could be replaced if unavailable although the quality of their service would be difficult to replicate.

Hirers

Review and updating of the Charity’s safeguarding policy and procedures resulted in improvements to the facilities to enhance safeguarding measures for the Treasure Tots pre-school. The attendance at large private parties has been limited to 60 to reduce the potential disruption to neighbours and housekeeping.

Income

38% of the charity’s income is provided by the Treasure Tots Pre-school who use the main hall 4 days a week during term times. Approaches have been received previously from pre-school providers so replacing them is considered reasonably possible but could result in a delay in income.

Replacement of leaving regular hirers has been possible to date

Expenditure and Facilties

The charity has adopted a proactive planned maintenance programme (in lieu of “fix it once broken”). The increase in the cost of energy is a concern mitigated by the investment in 2022 in LED lighting. The main risk identified is the fire alarm is not connected so is not heard when the building is unoccupied. Mitigation is planned in the coming year.

4. STRUCTURE, GOVERNANCE AND MANAGEMENT

4.1 Type of governing document

Deed of Trust

4.2 How the charity is constituted

Constitution of a Charitable Incorporated Organisation whose only voting members are its charity trustees (Charities Commission ‘Foundation’ model constitution)

4.3 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

Individuals can be invited to be a trustee. Selection is by the trustees having regard to the candidates’ skills, knowledge and experience needed for the effective administration of the charity. The charity’s constitution includes the provision for the following to nominate a trustee The Colney Heath Badminton Club

The Colney Heath/Boissy-sous- St.Yon/St Yon Twinning Association The Colney Heath WI The Cylists Touring Club The Old Friends Association

The trustees can add other organizations.

Additional information

4.4 Policies and procedures adopted for the induction and training of trustees

New trustees are provided with

a copy of the last annual report and accounts,
minutes of recent meetings as necessary or requested
They are made aware of
ACRE’s publication Trustees roles and responsibilities.
The Charity’s Policies

4.5 The charity’s organisational structure and any wider network with which the charity

works

The trustees from the management board of the charity. The chair is elected at each meeting of the trustees.

The trustees meeting schedule is quarterly with a standard agenda, and usually once in-between quarterly meetings to review actions and matters arising.

If decisions in the ordinary course are required outside scheduled meetings these will be discussed and concluded by electronic communications, otherwise an exceptional meeting will be held.

Designated roles are Secretary, Treasurer and Facilities Manager. They form the Finance Committee that has the authority to spend monies that are within the approved budget for the year. Other expenditure has to be approved at a meeting of the trustees.

The trustees’ decision making culture is that decisions should be unanimous and not by voting.

The charity is a member of CDA Herts which is a member of the nationwide ACRE network. ACRE campaigns nationally on behalf of Village Halls and provides the numerous Information Sheets and

Model documents available through CDA Herts.

CDA Herts provides updates on Legislation, Licensing, Health & Safety, Safeguarding, GDPR and Governance and offer a Management Health check Consultancy Service to help with all aspects of management, governance and risk assessment.

CDA provides access cheaper Energy, Insurance, Phone and Broadband and advise on green issues and renewable energy.

The charity is represented on CGA’s regular on line video meetings with village halls and at the annual conference.

4.6 Employee remuneration

The charity’s policy to remunerate employees at the rate the charity would have to pay a commercial provider.

REFERENCE AND ADMINISTRATIVE DETAILS

Charityname	ColneyHeath Village Hall, a CIO
Other name the charityuses	none
Registered charitynumber	1182267
Charity’s principal address	Correspondence address The Secretary 54 Bullens Green Lane Colney Heath Herts AL4 0QS

Names of the charity trustees who manage the charity

Trustee name	Office(if any)	Dates acted if not for wholeyear
John Clemow	Secretary
Pam Fox	Treasurer
Iris Green
Mike Redferm	Facilities Manager
Mike Salinger		From 13 December 2022
Graeme Shaw		1 April 2022 to 24 February 2023

There are no Corporate trustees

No trustees hold title to property belonging to the charity

DECLARATION

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

John Allan Clemow Secretary May 2023

COLNEY HEATH VtLLAGE HALL Location.. 83 High stre¢ cr Heath, Hwts AL4 (WS w.cOlneyheathV1[1ageh&l1.¢oM ear end Date 31103123 OPENING BALANCE iY CuFrwrt Accojni and Cash 21.154 29,137 26.640 29.224 CAF Sawws Accourt NSI knourt 50,291 55.864 I24,0} Prfftion (Ncle 11 Plowln (Noo 21 29,864 INCOME Rtyul•r CAsual Lets 15.645 19.019 2,776 21,795 Totsl Lettings 17.935 Retumable re 4.702 ,7921 Deposits rewrred 2.TlO CDA Grarn (Jd Frr¥ts i(M) HCC Defibrilwtw Granl EON Insur CornpLni 1.195 75 TOTAL INCOME 20,735 23,405 Inierest Nation Sa Inresi ICAF cUr[1t Account) Intsre51 ICAF ¢ Da Nooce Acc¥AJnt 37 137 87 OTAL INCOME ncludin Int 20,872 23.529 EXPENDITURE operation costs Houskeeper Gas & Eettr Remuneraiion UDlities 13.175 3,661 397 (3.716 4,662 aler Coun(al Ta¥ 11731 370 1699 141 1521 2.276 11.538 CleaThn Clea 1197) Faaliies Servi¢es Gerr& rneJntenarte In5urarKe 11.325 91 11801 ebgie PRS foF Musc Licertse 1422) Miscdlaneous P( and prinDng Gifis and celebratiol CDA memtrshi ank Accour* Fees Sl Marks Hire Borr refund5 CDA Grant tor (d FrEEKts Defibnllator Colney Heath VlkRge H, a cf0ri1aLIE inc(Nporated ty9antsan, Charity rwmtei 1182267 regiswed in England & Walps Registered addre55 54 InS Gieen Lane. c0kny He8th. Hprts AL4 OQS 1361 1721 ILKS IiTr)I IT)

ly OTAL OPERATING COSTS {,041 16,088 OPERATING SURPLUS 8.831 7,441 SPECIAL ITEMS CIO ConversK>n Adwsors ICHPC OlThce CHP Office.. Tem1ll)ats C Advisors ICHPC 14 cmI Le aj Clam a nst lrn£urance 19.416 11.89)) 13.719 SADC Co[aruS Grarn 5ADC Corcnaviftjs Grant 1667 SURPLUS DEFEC 7,612 7,441 CAprrAL One off CCts1lr*ome Rear ar¥J side d(xx relurtssfthern {5,1981 9.4831 hing UKoY&e Slutho atCQUSlK Grani for li Ladies llet accesswork 3.041 876 EmergCY knght ate[nrt Frotjt rch flai rojf 12.7(XJl 1570 Office rede¢oratson Studio cwli iniin Froni door extem li 11 194 91 rtIOn 5 . htinm&n Defibrillatffl irts(allation itsl balance (16.01 {1,868) CLOSING BALANCE 50,291 120.t(M)I 55.864 Pro0 INe I Prowson Note Z4,QKKI 12.rMYJ 29.864 28.491 Note I (Alocation h&$ made for Ihe last 6 yews) A IC481 of £2.1) relurTwtrle dgpogts are W at 21 March Re Note 2 Some trust&5 are rnembers Ororgarisabty thai he hred ts W. I, the undersigned, in accordan¢e with the wishes of the members. elected as Honorary Auditor to the Colney Heath Village Hall CIO. have examined the records and accounts and find them to be a true and accurate re[d as presented by the Treasurer. Signed ...... Mr D Gutteridge Colney Hh VIge Hal. a chant8tle tric(wated Lryanisats)n. Chan"ty 1182267 regisrered in Enyarul & Wales Registered address 54 Uen5 Gen Lane, Ccthoy Heafft. Herts AL4

COLNEY HEATH VILLAGE HALL %wM.colneyheathwllagehatl.com iiur CAF Balance held in accouni 202112022 Income 202212023 Toi 21.154.15 30.274.76 51,428.91 Less ex nses Total balance in bank 3tst March 2023 24.789.20 26.639.71 Savin Balance held in accounE 202112022 Income 202212023 Total balance in bank 31 March 2023 29,137.03 87.41 29,224.44 Balance held in CAF Account 31st March 2023 Balance held in CAF Savi s Acciyjnt 31" Match 2023 26,639.71 29,224.44 otal balance in bank 31- March 2023 55,8M15 I, the undersigned, in accordance with the wishes of the members, eleed as Honorary Audrtor to the Colney Heath Willage Hall CIO, have examined the records and accounts and find them to be a true and accurate record as presented by the Treasurer. Signed . Date.w.:"..). '.E..I I z? Mr D. Gutteyidge Cdrw Hth Village HOJL ach8mth (Vgan, Chty nuMr 1182267 rewered in EryJL4ThJ & Wa1È5 Refvred athjress 54