**Registered Number 1194629** **TRUSTEES ANNUAL REPORT FOR PERIOD 1[st] NOVEMBER 2022-31[ST] OCTOBER 2023 Tarporley & District Community Centre and Recreation Ground Charitable Incorporated Organisation (Commonly known as Tarporley Community Centre)** ## **TARPORLEY COMMUNITY CENTRE** ## **CONTENTS** _______________________________________________________________________________ ||Page| |---|---| |CIO Information|1| |Trustees’ Annual Report|2| |Notes to the Financial Statements|8| **Page 1** ## **TARPORLEY COMMUNITY CENTRE** ## **CIO INFORMATION** **_______________________________________________________________________________** ## **PRINCIPAL ADDRESS** Tarporley Community Centre High Street Tarporley CW6 0AY ## **TRUSTEES** Mr Geoffrey Crump Mr Matthew Grant (Chair) Dr Peter Jackson Mrs Shavinder Williams (Treasurer) Mrs Anita Langford (Secretary) Mr Andrew Locke Mrs Linda Martin (Vice Chair) Mrs Eveleigh Moore Dutton Mr Gordon Pearson Mr John Smith Mr Ken Wood Mr Anthony Yeates Appointed June 2021 Appointed June 2021 Resigned October 2021 Appointed June 2021 Appointed June 2021 Appointed June 23 Appointed June 2021 Resigned May 23 Appointed June 2021 Appointed June 2021 ## **TRUSTEE SELECTION & TRAINING** New Trustees are generally suggested via personal recommendation and given an application form to complete. This asks for details of the skills they would bring to Tarporley Community Centre. Anyone interested in becoming a Trustee or volunteer is encouraged to attend our committee meetings to find out more information. They are given copies of our Constitution, Trustees Annual Report, publicity material and links to our website so that they can familiarise themselves with what we do and we can agree areas where they can best contribute. ## **VOLUNTEERS** Mrs Kay Walker Mrs Angela Yeates Mrs Sue Webb ## **REGISTERED CHARITABLE INCORPORATED ORGANISATION NUMBER:** 1194629 ## **BANKERS:** Virgin Money (Clydesdale Bank) London Piccadilly Branch 35 Regent Street London SW1Y 4ND ## **INDEPENDENT EXAMINER:** Graham Parker 21 Walkers Lane Tarporley CW6 0BX **Page 2** **TARPORLEY & DISTRICT COMMUNITY CENTRE AND RECREATION GROUND CHARITABLE INCORPORATED ORGANISATION (CIO) TRUSTEES REPORT** _______________________________________________________________________________ The trustees present their report and the financial statements, in the form of a receipts and payments account, for period ended 31 October 2023. ## **STRUCTURE, GOVERNANCE AND MANAGEMENT** The Tarporley & District Community Centre and Recreation Ground Charitable Incorporated Organisation (commonly known as Tarporley Community Centre) was incorporated 28[th] May 2021. It was formally a Registered Charity with the Registered CIO Number 1040034. The CIO is registered in England and Wales. All the trustees give their time voluntarily and receive no benefits from the CIO. The day-to-day operation of the Trust is the function of a committee comprising the Trustees listed in the introduction to this Report and such others who may be appointed from time to time by the said Trustees. The composition of the Committee is reviewed annually. ## **AIMS AND OBJECTIVES** ## **Object of the CIO** The object of the CIO is the provision and maintenance of a Community Centre and a Recreation Ground for the use of the inhabitants of the Parish of Tarporley and the Neighbourhood thereof (herein after called “the area of benefit”) without distinction of political, religious or other opinions, including use for meetings, lectures and classes, and for other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the said inhabitants. ## **ACTIVITIES** ## **Main Activities - building** The building contains four rooms which can be hired by the public on a “one-off” or regular basis for meetings, lectures, classes, exercise activities, films, dances, exhibitions and amateur dramatics. The bookings are made via a website and paid for by card or, in the case of regular users, a monthly account. The online application process includes checks on the nature and staffing of the event, the number of persons attending, public liability insurance and where appropriate, child and vulnerable persons protection. Services such as performers and catering brought in by room hirers are also checked. The rooms are as follows: **Main Hall** : This room measures 15.3m by 13.7m and is capable of accommodating 160 persons seated at tables or 180 persons seated in rows. The hall is equipped with a sprung dance floor and a stage which is used for theatrical productions. The hall is entered at the front of the building through a foyer area which is equipped with male, female and accessible toilets, a kitchen and store cupboards. The hall is equipped with a PA system, digital projector and large screen for showing films. Access is DDA compliant. **Craven Room:** This room measures 10m by 9.2m, and is capable of accommodating 40 persons seated at tables or 60 persons in rows. The room is entered from the car park side of the building and is equipped with male, female and accessible toilets, a kitchen, store rooms and cupboards. Access is DDA compliant. **Arthur Meredith Room:** This room measures 7.7m by 9.2m and is capable of accommodating 20 persons seated at tables or 30 persons seated in rows. The room is entered by a flight of external steps, and is equipped with male and female toilets, and a small kitchen. The room also acts as the “back stage” area and is connected to the main hall stage by left and right-side doors. Access is not DDA compliant. **Committee Room:** This room measures 6.3m by 5.5m and is capable of accepting 20 persons seated at tables. The room is located off the main foyer and shares all the main hall facilities. Access is DDA compliant. The room also contains a bar area for use in conjunction with Main Hall functions. **Page 3** **TARPORLEY COMMUNITY CENTRE TRUSTEES REPORT (Continued)** _______________________________________________________________________________ ## **ACTIVITIES** **General:** The building is heated by three modern gas fired central heating systems and is equipped with emergency lighting, fire alarms, fire extinguishers and emergency exits. The building is subject to inspection by Cheshire Fire Service and all certificates are displayed on the website. The rebuilding cost is checked every three years and all risks insurance kept up to date. The premises are not licensed for the sale of alcohol, so Temporary Event Notices must be obtained when alcohol is to be sold. This is restricted to local charities and a maximum of 20 events per year. There is a car park marked out for 59 vehicles behind the building, which is policed by Cheshire West and Chester Council. As of January 2017 parking is limited to a maximum of three hours with no return within one hour. Users needing to park for longer periods are issued with annual or day permits. ## **Main activities – Playground and Field** **Playground:** There is a playground behind the building equipped with equipment for use by children aged 12 and below. The Parish Council inspect and maintain this playground on behalf of the CIO. **Field:** There is a recreation ground of approximately 1.1 hectares behind the building. The field is used for recreation, junior football, exercise classes and large annual events such as a summer carnival, circuses and fairs. Dogs are banned from the recreation ground. The CIO is responsible for cutting the grass and hedges and caring for the trees. The field is accessed from the car park by steps (not DDA compliant) or by a separate pedestrian entrance on Eaton Road which is DDA compliant. A wild flower area was added in 2020. For further details of all available facilities, please visit our website: **http://www.tarporleycc.co.uk** / ## **ACHIEVEMENTS AND PERFORMANCE** **Occupancy:** Tarporley Community Centre building continues to be a very popular venue for a wide range of regular and “one-off” users. We received 1,612 individual bookings in this financial year. The majority of these are from hirers who hire us on a regular weekly/monthly basis. Our smaller ground floor room (the Craven Room) is very popular especially with Children’s groups and we have limited availability to take new weekly bookings here. As our objective is to provide a Community Centre, we are admirably meeting this. We are proving a popular venue for Children’s birthday parties as well as charity fundraisers. We have also hosted five COVID vaccination clinics for the NHS and numerous sessions for Blood Donors. As we have a high level of occupancy, there are service contracts in place for cleaning, maintenance, fire and safety inspections etc., Users are strongly encouraged to clear up after their events and leave the premises clean and tidy for the next user. The following improvement projects were carried out: Installation of new double glazed UPVC windows throughout the building, and the installation of cavity wall insulation in the 75% of the walls without this feature. This was funded by a Spacehive crowdfunding appeal. In addition, the audiovisual system in the main hall was upgraded and acoustic panels installed in the ground floor Craven Room. In respect of maintenance and inspection all the required fire alarm, emergency lighting and fire extinguisher testing was carried out. The gas safety shutoff valve was also regularly tested. A radiator leak was repaired, a lighting failure rectified and a leak in the gas supply piping identified and repaired. The variable speed fan in the Potterton boiler failed and was replaced. A central heating programmer was also replaced. A fire risk assessment was carried out in April and has resulted in the need to replace many of our fire doors, compartmentalise our stage loft, clean and re-fireproof our stage curtains and re-test for flammability our main hall chairs. As this work is expensive, we have applied for a CW&C grant through their “Spacehive” crowd funding platform. The work is in progress and should be completed in spring 2024. Gardening: The field was regularly mowed, the hedges cut and tree surgery carried out where necessary. A new tree condition survey and detailed report was carried out. **Page 4** ## **TARPORLEY COMMUNITY CENTRE TRUSTEES REPORT (Continued)** _______________________________________________________________________________ **Publicity:** We have a website http://www.tarporleycc.co.uk which contains details of our rooms, organisations and events which are held at Tarporley Community centre. We also encouraged representatives of these organisations to join our committee. In 2019 we also set up a Facebook site @tarporleycc. We had a stand at the 2023 Tarporley Carnival and have taken a stall at Tarporley Village Market on several occasions. **Car Parking** : Time limited parking which was introduced in 2017 remains in place and continues to be policed by CWaC. This has benefited our users who generally attend functions which last between 2 & 3 hours. Parking of up to 3 hours is still allowed for non-users. I **mprovements** : In this financial year a new water meter and a SMART electricity meter were installed. An Initial study was performed for a large PV array on the roof supported by a large back up battery, both of which should enable our electricity costs to be reduced. An initial study was also carried out to look at replacing our aging Potterton boiler by a combined cycle heating and air conditioning system in the main hall. No spares will be available for the Potterton boiler after 2026 so either a replacement boiler of implementation of reverse cycle heating and air conditioning will be required. Our present very cheap gas and electricity contracts expire in autumn 2024 and the trustees have obtained initial quotes for energy for autumn 2024 onward. No new contracts have as yet been entered into. ## **PRINCIPLE RISKS FACING TARPORLEY COMMUNITY CENTRE** The Trustees have identified the following risks to our operation: 1. Recruiting new Trustees which is an issue faced by many Charities. We are looking at employing a part time paid Manager which would lighten the work load of the current Trustees who have an average age of 75+. 2. Increases to our running costs meaning less money available to spend on improvements. 3. The need to increase our hire charges to cover increasing costs, which could make us too expensive to hire. **TARPORLEY COMMUNITY CENTRE TRUSTEES REPORT (Continued)** **Page 5** ## **FINANCIAL REVIEW** ## **Treasurers Report** **Total receipts** for the year are £72,071. Trading income increased from the previous 17-month period which is an increase in a shorter timeframe, trading income continues to recover to pre-pandemic levels. **Voluntary receipts** of £18,010 are higher than the prior period mainly due to the £ 15,243 Spacehive grant received which was made up of CWAC and local donations. **Receipts from trading activities** have increased to £48,415 from £43,253 for the previous period, mainly due to regular users returning. **Interest of £3,097** was received from the Virgin Money account. **Other receipts** include a payment for a broken window. The accounts do not include cash received in the bank account (£650) that was due for another organization. **Total payments** for the year of £62,025 are £12,475 higher with than last period, mainly due to capital expenditure incurred as a result of the Spacehive project. **Payments relating to trading** of £34,377 are £2,990 lower than last period. This is due to a decreased reporting timeframe. **Costs of Charitable activities** are £194 less than the prior period. **Capital Expenditure Payments** have increased by £15,660 to £23,803. Mainly due to the Spacehive fundraising which has been used to install double glazed windows and cavity wall insulation. **Investment** No further investments were made with CCLA in the year. ## **Statement of Assets and Liabilities** Cash funds are £71,156, an increase of £10,044 on the prior period. Debtors are £4,386 which is £818 less than the prior period. **Liabilities** – as the on-line booking system requires payment for one-off bookings to be paid in advance, we are holding £737 re future invoices from our Account holders. This is shown as Deposits paid in Advance. There were no creditors at the period end. This year we can report an increase in our monetary assets of £10,045 in a shorter reporting period. This is due to increased trading income combined with the Trustees efforts to manage the running costs efficiently. The Committee are committed to continuing to find cost savings and to build up reserves which can be spent on improving Tarporley Community Centre. On behalf of the Management Committee, I would like to thank all supporters, volunteers who have helped with the running of Tarporley Community Centre and users of the Community Centre for their continued support. Shavinder Williams – Treasurer 22 March 2024 **Page 6** **TARPORLEY COMMUNITY CENTRE TRUSTEES REPORT (Continued)** _______________________________________________________________________________ ## **FUNDS HELD AS CUSTODIAN TRUSTEES ON BEHALF OF OTHERS** None ## **RISK MANAGEMENT** The trustees have identified risks that CIO faces and have sought to mitigate them wherever possible. ## **INVESTMENT POLICY** The CIO currently holds £12,000 in a COIF Charities Investment Fund with Churches, Charities & Local Authorities (CCLA), and any surplus cash is held in appropriate bank accounts having regard to CIO law guidelines regarding risk. ## **RESERVES POLICY** The trustees have agreed that free reserves of the CIO should represent at least 12 months running costs. This currently equates to some £13.120. **TARPORLEY COMMUNITY CENTRE TRUSTEES REPORT (Continued)** **Page 7** ______________________________________________________________________________ ## **STATEMENT OF TRUSTEES’ RESPONSIBILITIES** CIO Law requires the Trustees to prepare financial statements for each financial year, which give a true and fair view of the state of affairs of the CIO and of receipts and payments of the CIO for that period. In preparing those financial statements the Trustees are required to: - Select suitable accounting policies and then apply them consistently. - Observe the accounting methods and principles allowed in the Charities Act. - Make judgements and estimates that are reasonable and prudent. - Prepare the accounts on the going concern basis unless it is inappropriate to presume that the CIO will continue in business. The Trustees are responsible for keeping proper accounting records, which disclose with reasonable accuracy, the financial position of the CIO and to enable them to ensure that the accounts show a true and fair state of affairs and of receipts and payments. They are also responsible for safeguarding the assets of the CIO and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. By order of the Trustees Matthew Grant Chairman 22 March 2024 **Page 8** **TARPORLEY COMMUNITY CENTRE** ## **NOTES TO THE FINANCIAL STATEMENTS FOR THE PERIOD ENDED 31 OCTOBER 2022** **_______________________________________________________________________________** ## **1. ACCOUNTING POLICIES** - a) Basis of Accounting The financial statements have been prepared on a receipts and payments basis, an acceptable practice for non-corporate charities whose gross income does not exceed £250,000. - b) Income - Income is accounted for when received. - c) Expenditure - Expenditure is accounted for when paid. - d) Taxation - The CIO is not considered liable to taxation. ## e) Cash at bank Cash at bank includes cash and short term highly liquid investments. - f) Investments Investments are assets which are held for increased long-term growth. CCLA are a specialist investment firm, specialising in low-risk investments for Charities. - g Unrestricted Funds Unrestricted funds are those where there are no externally imposed restrictions. They include those funds freely available to the CIO for expenditure or appropriation to reserves for internally designated purposes. - h) Restricted Funds - Restricted funds are funds which have been given for a specific purpose – mainly grants. - i) Endowment Funds Endowment funds are established to fund non profit organisations and activities, including universities, hospitals, and charities. For ourselves, our buildings and land come into this category. ## **2. TRUSTEES** No trustee received any remuneration from the CIO. Trustees personally paid, on behalf of the CIO, expenditure of £533 which has been fully re-imbursed. ## **3. ACCOUNTING PERIOD** All figures quoted relate to the following periods: 1[st] November 2022 to 31[st] October 2023. Tarporley Community Centre Tar orle and District Communi Centre h Street Tar orle Cheshire R•glstsr•d Charlty 1194629 Accounts for the ear from 01 Nov 2022 to 31st Oct 2023 Tatsl 12 17 Thb)Thth5 17.7 •O24 43283 470 •.J32 46.415 ?5 TcialR 3V7T 37J87 8JID 15 15.•3 49J 4&S13 1S.193 •Lo ¢i.Mo cath FwvJ5 Lw&YqwEr 61.112 1.11Z io 9711 FU￿•Th￿y4vEr Page 2 0¥*31st 20ZJ funds Jnds Yur 2023 nds Y•ai 17 fflo 2023 ZOZ2 Cash Funotslllots 381 81,112 CwrentP*Mts Oth•r MoT￿ry{Tr￿*0*1kn￿} 5204 11000 12.(Ml) •ts Rola￿e010rthè ijxe. Pr8rn*e5 8 L•J et8 R*Mr•J fwthtcbaibes Q*n Ltse. Cty)kn-A5 EnthxmeTht 1.540.OC•) 31.044 1,540.000 31500 An￿urt Lhjo Vllwi Du• Cr•doors. Rént An or the accounts of the above eharity {'the Trusf) ft)r tho year endè Rosponsibilftles and As the chaiity trustees of the Trust, you are resFonsible for the preparation basls of re￿rt of th@ acrnunt5 in accordance %%ith the requirements of the Charities Ad 2011 Ilhe Acr). I report in respect of my exanination of the Trust's xcounts carned out under sectKJn 145 of thè 2011 Act and in carrying out my examination, I ha'le follovied the applicable Diredions given by the Charity Commission under section 145(51(b) of the Act. I havè completed my eXaMinat￿n. I confirni Ih8t no material matters have come to my attention I ') in connection wllh the examinalK)n gives me Gause to believe that in, any matenal respect: acrnunting records were not kept in accordance wrth section 130 of the Act or the accounts do &cord wrth the ac¢Jwnting re￿rdS Independent examiner's ststement I have no ccmcems and have come across no otfEr rrb9tters in connection Y¥III I il I¥ FAO1111II01iVII tv v•iiNd I diiriiiioi i ¥iivuiu ue ¢Jiawi i li I vi-d¥1 4v efiabie Éi proper understanding of the ac￿untS to be reached. ' Please delet8 the wortls in Ihe brackets rfthey do not apply Slgned: Namo: Relevant professlonal qualificatlonls) or body Ilf any): Address: 6" 2x IER Octobof 2018 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 , Qn accounts for thft year ended Aoix Charlty no (if any) Set out on pages 71, 1&- 6 I report lo the trustees on my examination of the accounts of the above eharrty (Yho TruBt°) fortho year and¢Jd 3111 o I Z013 Responsibilibes and As Ihe charity trustees of the Trust, you are responsible for the preparation basis of r•port of the ac£ounts in *Cordan￿ wrth the requirements of the Charities AGt 2011 (Ihe Acr). I report in respect of my exam1r￿tIOn of the Trust's accounts carned out under section 145 of the 2011 Act and in carrying out my examination, I ha￿ followed the apFduble Directions gNen by the Charty Comrnission under section 145(5}(b) of the Act. I have completed my examinatvjn. I confimi Ihat no material matters have come to my attention I ") in connection with the examination vA)th gives me cause to believe that in, any material fespect.. accourth'ng records were not kept in aCcOrda￿e with section 130 of the Act or the accounts do not accord wrth the accounting records Independent examiner's statement I have rK) cOn￿mS and have C￿ across no other matters in connectson Y•ILI I 11 1¢ ¥A¢ll I iii iaLiVi• w "+•thiCI i •Ll¥I Illul i ?I-IiJi41U uiawi i li i uiu¥i w ri iabie a proper understanding ol the accounts to be reached. ' Please delete the words in the bwkets rfthey do not apply. Slgned: Date: Name: /J4 i<&f/ Relevant profe5slonal qualifiGation(s) or body {rfany): Addr955: / w/fjLI 72x IER Oetobor 2018