BRENCHLEY MEMORIAL HALL ANNUAL REPORT AND ACCOUNTS FOR THE YEAR EI¥DED 30- APRIL 2024 Charitable Incorporated Organisation 1193552 Brenchley Memorial Hall Brenchley Road Brenchley TN12 6NX
Objects of Brenchley Memorlal Hall and Its Constltution Brenchley Memorial Hall was estsbllshed as a Charrtable Incorporated Organisation {the"C1) on 16 February 2021 to take overthe objects. artivtt*s and assets of The Brenchley War Memorial and Recreatlon Ground Charity {BMHC). BMHC was formed on 14 April 1981, combining and replacing three ortginal Charities created betsveen 1921 and 193& An application was made to the Charity Commission to dose BMHC on 4 January 2024, following the transfer of its assets to Brenchley Memorial Hall CIO. The Charity Commission removed BMHC from the list of registered Charities on 29, January 2024. The objects of the CIO are the provision and Maintenan of a village hall, residence and recreation ground for the use of the inhabitants of the Parish of Brenchley and the neighbourhood thereof 1.the area of benefiff I without distinction of political, religiou5 or other opinions. including use for meetings, lectures and classes. and for other fomis of recreation and leisure time occupation in the interests of social welfare, with the object of improving the conditions of lrfe for the said inhabitants as a permanent memorial to the offirS and men belonging to the area of benefit who fell In the Great War of 1914 to 1918. At the Annual General Meeting of Brenchley Memorial H311 held on 29 January 2024 the Trustees passed a resolution to change the number of elected and nominated Trustee5 of the Charity. There should be not more than eight Trustees nominated by organisations and no more than eight Tru5tee5 chosen from the comrnuntty. The CIO is govemed by a Constitution that states that the only voting Members are the Trustees. who are responsible for controlling the ao's management and administration. Trustees are elected by the voting Members at the AGM to be appointed for a term of one year. The governing document was amended to reflect these changes and approved by the Charfcy Commission on 30 January 2024. Trustees The Managing Trustees who served during this financial year were: Lynne Butler Simon Marston Malcolm BLrtler Charlotte Anderson Christine Churchlll Gill Dykes Jon Grant Will Izzard Kevin ¢YConnor Paul Oliver-smith Stephen Phillips elected - Chlir elected by- Vtcfrchalf nominated: Soccer Field-Treasurer elected (appointed 29 January 20241 norninated: Parish Ardiive elected elected nominated: Tennis aub (appointed 29 January 2024) nominated.. Cricket Field elected elected (appointed 29 January 2024) The Trustees have no beneficial interest in the ao and are not remunerated. Truste Responsibilities TheTrustees have accepted their responsibilities asTrustees of Brenchley Memorial Hall CIO and have a clear understanding of the work of the CIO as defined in its Constitution. They must ensure that rt is solvent, well-run, and delivering the charitable outcomes for the benefrt of the public for which it has been set up.
The Trustees must ensure that the CIO complies with: Charty law and the requirements of the Charity Commission as regulator: in particular they must ensure that the ao prepares reports on rts work and submits Annual Returns and accounts as required by law. The requirements or rules and the charitable purpose and objerts. as set out in the ao's Constitution. The requirements of other leglslation and other regulattons (rfanyl which govern the actiwties of the CIO, including GDPR regulations. The requirement for Trustees to act wwth integrity and avoid any personal confiicts of interest or misuse of the CIO'S fund5 or assets. The Trustees must: Ensure that the ao is and will remain solvent by keepin8 themselves informed of the ao's activities and finanaal position. Use charitsble funds and assets wisely and only to further the purFY)ses and Interests of the cio. Avoid undertaking artlvltles that might place the ao's woperty. funds, assets or reputation at undue risk. Take special care when investing the funds of the ao or borrowing funds for the CIO to use. Exercise reasonable (3re and skill as TrLFStees. using personal knowledge and experience to ensure that the CIO is well-run and effictent. Consider getting external professional advice on all matters where there may be material risk to the CIO or where the Trustees may be in breach of their duties. obSee the Code of Conduct of the ao. Report of Activities Brenchley Memorial Hall has provided a valuable community facility for over a centurytr Wlth the buildings and recreation ground supporknnE a wide range of sports and leisure artivities for all ages. The Trustees met four times during the financial year, w¢th additional meetings to discuss the centenary event held by sub-commtttees. Totsl expendttures of £48,946 during the year were overed by total income of £52,141 leading to a surplus for the year of £3.19412023.' defiat of £19,916). Net finanaal assets at yearend amounted to £120.97312023: £111,842). The buildings were insured against property damage for £2.84 million under an Ansvar Charity and Community policy specifically designed for village halls. The annual premium of £3,880 was offset bv contributions from the lessees of the buildin& based on the proportion of the totsl area occupied by their premises. Fire safety is monitored by EJP Fire Protertion Ltd, whith undertook the biannual alarm system checks. fire exit checks and annual fire extinguisher serviang. Remedial work was undertaken in May 2023, following a fire inspertion of fire exit Slgns and emergency lightingi which included the installation of new emergency lighting at the rear of the building. Elertrical work ¢ontinued on the premises to ensure that all areas had a satisfartory Ele¢trlcal Installation Condition Report. The annual legionella testing and water chlorination was carried out by RCT Water Services Ltd in May 2023. Casual and regular booklngs of the Main Hall provided an income of £11,434 towards the cost of running and maintaining the premises. The Meeting Room was used frequentiy. hosting the Parish Archive and other loc31 organizations for a range of artivities. The ArchiNE, fun by volunteers and established in December 2014. reduced its sessions from twice to once weekly from I" October 2023. The Snooker Room was used by several regular groups each week, with casual users able to
play during Grays, opening hours. An income of £5,094 was generated from the use of the Meeting and Snooker Rooms. Grays, the community café owned by Kirsty Beckley has the former vlllage club premises on a renewable five-year lease from I" May 2021. Grays was open six days a weekfrom 9am to 2pm and continues to be a popular and much appreciated community facility. The former Ladieg Room and Attic Room were leased to Little Birthes at Brenchley under a twelve- year lease trom I" July 2023. prowding full time nursery and presthool care for children from 3 to 60 months. A considerable number of improvements were made to the nursery premises, both by the Charity and Little Birthes before its opening. In January 2024 the Trustees were asked to consider POS5ible expansion of baby-care facilities into the former changing rooms, which were no longer in use. Problem5 With damp and Condensation were inTrRstigated and remedial work was undertaken, which delayed the launch of the new baby unit until September 2024. The Memorial Hall giounds provided an idyllic setting for user5 of the building and sports club5, Wlth maintenance arranged by the Tr¥Jstees. Kent County Council Landscaping SeNces were contracted to gang mow the Cricket and Football fields. The Tennis Club had the responsibility for the ground maintenants around tts courts and dubhouse. The CIO used l¢)cal contractors for addttional groundwork, treework and hedge rna1ntenan a5 required. The grounds were used by the community for a range of artivtties, from dog walking to croquet and Chinese martial arts. Following an enquiry from an adult cricket team In search of a home ground, a representative from Kent Cricket investigated the possibility of using the Cricket Field with the Engllsh Qlcket 8oard. Unfortunately even the combined area of the Cricket and Football prtches was considered insufficient for competitive aduft crickeL Durin8 the year landscaping work continued on the Cricket Field by the d8Jicated team of Jon Grant, Simon Marston, Paul Oliver-smith and Kevin Iyconnor. Maintenance work was carried out on the roadside hedge and the birch tree triangle was weeded and replanted. Jon Grant kept a watchful eye on the grounds, as well as contributing to the work programme. Simon Marston carried out manv tasks to enable the field to continue as a community facilty. which involved almost daily ViSFts to the site and the Charity is indebted to him for his commitinent and generosity. The sports clubs affiliated to the ao have the use of ts land without payment of ground rent and benefit from the full Council Tax exemption of the CIO. In recognrtion of the considerable costs of maintsining the complex and its services, the sports dubs provided a combined contribution of £3,171 towards expenditures such as insuran, the provision of toilet faciltties* grounds and car park maintenance. Sadly, after a prolonged period of rain and high winds. one of the iconic Chestn trees on the Cricket Field was uprooted on 5 January 2024. A Tr4i5ual tree survey of the largesttree5 on the BMH site was undertaken to identtfy neSary remedial work and to plan a programme of further work. A tree condition report was recommended for the remaining chestnuttree and the red oak tree near the main road, which was commissioned in May 2024. The evaluations induded Picu5 Sonic and Electrical Resistance Tomography. which conduded that. apart from an application of fertilizer, no further actlon was necessary and the condltlon of the trees would need to be reassessed In 2026. Brenchley Mernorial Hall was opened on 5 February 1923 and plan5 were made to celebrate its centenary during 2023. The Trustees agreed to commemorate the centenary by commissioning a circular bench to match the pedestrian gateway that was installed in 2018. The new bench vrns installed on a stone circle. skillfully laid by the Trustees and guarded by three saplings. The Sassoon plaque was expertly refurbished by Kevin Connor to protect against exposure to rain and sunlight. An information board outlining the history of BMH was installed at the pedestrian entran.
The ntenary was commemorated at a well-attended community event on 10 June 2023. A ceremony to unveil the circular bench was complemented by an exhibition in the Parish Archtve and refreshments in Grays. Frances Berrill, the granddaughter of John Podmore, unveiled the bench and spoke of her childhood memorie5 of the parish and her grandfather. The Qicket Field also hosted a sucsSful Coronation picnic event on &Jnday ty May, organised by the Parish Council and local residents. The increased use of the faciliknes has created parking problems at busy times. The Trustees installed signage and contacted several local organisations to remind them th3t the czr park wa5 private and did not have the capacity to PrOde all day parking. The Trustees agreed to investigate grants to re- tarmac the car park in stages. beginning with the area previously used fortheTWBC recycling bins. Although there were major expenditures during the year the ao was still in a strong financial position at the end of the year. The Trustees have worked extremely hard to maintain and improve the facilities forthe benefrt of the community. They should be applauded for their commitment and achievements in fuffilling the purposes of the original chartties. Rlsk Assessment and Mltl8atlon The Trustees continue to asses5 the rlsks faced by the ao In the course of tts work These Include: Physical risks to the property and liability risks; Financial riskstr primarily the risk that the cilys sources of income may reduce 5igntficantly and Reputational risks. taking into account the deperKlency of the ao on the good will of its local supporters. The TrLfrStees tonslder that they have taken approprfate artions to mftlgate and manage the possible impact of these risk& The premises of the CIO are insured for a rebuilding cost of just over £2.84 million under a Charity and Community Connect Policy with Ansvar Insurance Company Limited. The renewal Pfemium in January 2023 was £3,880.44, with a reduction for a three-year agreement, which was partially offset by contributions from the CIUS tenants. The bungalow, owned by the CIO. is rented out on a long-temi basis, provtding additional income forthe CIO and insured under an Aviva Property Ownerf5 Policy for a rebuilding cost of £330,(KIO. ReseThes Pollcy The Trustees have instituted a Maintenan and repair program for the grounds and buildings on the site they manage and have a Capitsl and Major Repairs Reserve of £40.000. The Trustees plan to maintsin the reserve fund at £40,000 and will continue to assess whether it is necessaryto modrfythe level of thi5 reserve in the fvture. Independent Financial Examiner The ao is greatly indebted to Michael Hanafin for the time he has given to the CIO in arting as the Independent Examiner of the accounts. This report was approved by the Trustees on 5 December 2024 and signed on their behalf by: Lynne Butler Chair
erKhky lN>rI Hal Forthe wr anthd >) •rl 2Q4 2D24 Irmn C5r Park cbl 3,1TI 3,076 3.324 Re•Jar 8.110 14.1(X) 5.721 13.3JO 4,675 Rert 11,ff24 31141 11 1376) 15.213) (38n 11.YOI 14.1461 119.07SJ (6.0351 ¢6,7) P.1971 .2841 11.58S) 13.17n 15811 14,1321 Equyrrrt ewrfed 11.6481 P.0761 Genernl exFen IwJRr f2.97n (8.8761 11.0251 11 RryaYo & l¢W (6.7 .6W)) 14,3451 NetFwWh)8È1
Thp Brgnthkny MonrIr As atXSAwH2024 Fthjres & 9.176 11.2 11.2 tlor$ 4,631 HS 41 072 15.0 110,973 111.842 Cratorn V,452) 11,02J 155.859 119.91 Netwm(k*si 3.194 139.138 135.943 102+
THE BRENCHLEY MEMORIAL HALL CHARITABLE INCORPOIiATED ORGANISAnoN Irbd•pÈiid•nt Examln0rf5 Rewt to the Trusts ofTho Brnnchloy Memortal Hall Charltabl• In¢(Oratrd Institudon (CIO) I report on the Accounts of tt)e Trust for ts year ended 30" &Jril 2024, which ar8 set out on pag8$ 6 and 7. Respecb've reS[S1b111ti8S oftrustees and examin The CIOS trustees are resp1e for tr preparation of the aca)unts. The CIOS trustees consider that an audit is nol required for thts year under section 4312) of the Charities Ad 1993 {the 1993 Act) and that an independent examinab'on is needed. It is my responsibility to- examlne the accounts under seLon 43 of tha 1993 A(1, lo follow the procedures laid down in the General Directions gr¥en by th8 Charity Commission (under secton 43171{bll of the 1g93 Act, and to state whether particular matters have come to my attent. Basis of Independent examineffs statement My examinth'on was carried out in accordance wth Generdl DilOnS given by.the Chartty Commission. An examination indudes a rewew of the aC(Unting records kept by the CIO and comparison of the a(yx)unts presented wth t8 re(xirds.11 also includ8s consideration of any unusual it&ms or disclosures in the accounts. and seeknng explanath)ns from the trustees (x)ncernl any such matters. The procedures undertaken do not provide all the eviden¢ that would be required in an audit. and o)nsequenlly no Onn is gtven as to whether the aco)unts present a Irue and f8irf view and the report is limiled to ttrK>se matters set out in the statement belcm. Indep8nd8nt &xamin8rfs ststement In connection with my &xamination. no matter has L) to my attention: 1. which gives me reaSonale cause to believe that in any material resiwt the requirements to keep awunling records in aCran with section 41 of the 1993 Act" and to prepare accounts which accord wEth the a)unt.ng rerdS and comply wth the accounting requirements of the 1993 AL* have not been mel: or 2. to which. in my opinion, altenthyF shjId be drawn in ordw to en8& a proper understanding of the acwunts to b6 readd. Mich881 Hanafin BA. FCA The House High Street Brenchley Kent TN12 7NQ.