Chacewater Village Hall ANNUAL REPORT 2023 st For the period I" January 2022 to 31 December 2022 Charity Commission Registered Number: 289081
Pur ose of the Chari Chacewater Village Hall is held in trusl for the purpose5 of a community venue for the use of the inhabitants of the Parish of Chacewater in the County of Cornwall, without distinctton of political. religious or other opinion% including use for Meetin lectures and classes and for other fonns of recreation and leisure-time Occupatio with the object of improving the conditions of Ilfe for th¢ said inhabitants. Governance of the Chari Chacewater Village Hall is governed by the Trust Deed dated Augu 1984 and updated 3 May 2001 as agreed with the Charity Commission.The Board of TnteeS is resEKJnsible for recruiting.'retrnining and training new Trustees. The committee recognises the problern of the reducing slzt of its Board of Trustees and is actively tying io recruit new members. To help the committee achieve the aims of the Charity a number of policies have been created such &8 Health & Safety of the stsff. Fire Regulations. Risk Assessment etc. The policies are regularly reviewed and, where necessary, updated particularly when new legislation Comes into being. These policies arc me available io hirers. The Committee is resw)nsible for overseeing the day lo day running of the Charity and for ensuring its purposes and policies are maintained. Board of Trustees - Structure & Mana ement The Board of Trustees.fhouldbe made up of representativcs from at least the following organisations:_ Chacewater Bowling Club Chacewater Millennium Green Trust Chacewater CP School Chacewater Parish Council Chacewater Ftball Club Chacewater Playerq Chacewater & Dislrict Horticulture & Chacewater Projects Fanciers Show Society St Paul's Church These organisations are invited annually to nominate their repr¢sentstive. All other village organisations arc invited io send reprcsentalives via the parish magazine'what's On in Chacewater" Unfortunately, severnl of thc originally named organisation5 no longer choose to send any repSentatIOn and some no longer exisl. The organisations represented this year include: Chacewater Millenium Green Trust Chacewater Players Chacewater Energy Group Chacewater Projects Chacewater Parish Council St Paul's Church Chacewater & Distri¢t Horticulture & Fanciers Show Society {Chacewat¢r Energy Group being a (x)mmittee under the umbrella of Chacewater Projects) Page 2
Attendance at meetin Of the organisations able to be represcnte417 continue to have nominated represeniatives. Attendance al meetings has been good this year. We have returned to having our bimonthly meetings in the Village Hall following th¢ lifting of Covid r¢stri¢tions. Many rnembers and other inleffsted people have given a lot of time towards the running of the hall. In addition. there are other members elected annually from the P8rislL these being people who show an inlerest in the well-being and running ofthe Village Hall. This number is always a maximum of one less than the number of organisations represend. So far, we have not yet had to have an election. the nevcr having been more people than we Can take! This committee elects at its Annual Meeting a Chainnan, Vtce-chatman. Secretary and Treasurer. Meeiings are now held in January, marc May, July, September and November in each year with an extra meeting after the AGM in March if it is n¢¢¢ssary: and extrd meetin8s Gqn be called if need arises. The Annual Generdl Meetin8 is held in March. Publie Benefit The aim of Chacewaler Village Hall is to provide facilities in the interests of social welfa, recreation and education for the residents of the Parish of Chacewaler and the wider community, with the object of improving condilions of lif¢ and to give a venue suitable for safe and meaningful activities. At our AGM Trustees follow the guidance given by the Charity Commission by considering the purposes and the aims of the Chacewater Village Hall Trnst Deed to ensure ihat we continue to give the benefit and value to the community. Summa of Main Achievements Since the lifting of ¢ovid restrictions the number5 using the hall's facilities has increased. We have welcomed back most of the groups that previously used the hall. They have been encouraged to consider the number of people they allow to their booking as we are aware that covid and now flu are still a fact of life. From our point of view the income we are now getting is back to pre-covid levels. We brought in a new online 1KkIng system (Halim&sr) in August. This enables customers to check when rTh)m$ a free and Ik the hall themselves. It is also easier to administer than the prcvious system we had. It seerns to work rcally well and customers are now g¢lling us¢d to it. The inside of the hall was repainfrd during the summeT to maintain its fresh appearance. The new kitchen we installed during covid is proving p)pular 8nd allows a better area for people to work in and a much easier mean5 for people to collect f(KMI and drink. Page 3
Aware of the rising cost of el¢ctri¢ity we have been reviewing the lighting used throughout the hall and changed the bulbs to low energy bulbs where possible to reduce energy use. We are k¢en to reduce our energy use and will be looking at further ways to do this. Hire Char es As Chacewaler Village Hall is principally for the use of the residents and organisations of Chacewater Parish we have a discounted hire charge for these. Organisations thal regularly use the Village Hall but are from outside the Parish Boundary are grdnted a le&ser diswunt. The result is that those from outside the Parish help to give Chacewater residents and organisations a venue that can be hired at a reas(mable cost. Cutrent hire charges per session are shown below: ROOM Stsndard Hire ¢h*rge £50 £63 Regular Non-Parish Chacewater ResidentslOrgaDisations MAIN HALL £40 £50 No Rcgular b(x)kin £56 Fri. Evening Sat. Evening £34 £120 £47 Sun. Ev¢nillg KILLIFRETH Sat. Evening WHEAL JANÉ £68 £39 £18 £18 £30 £23 £30 £50 £24 £18 There is a refimdable deposit chargeAI against lOSdaMage when having alcohol of £200. In addition to these charges, hirers are given ihe option of using our carclaking service. This s¢rvic¢ is one whereby the b(x)king otTicer can arrange with onc of the stsff to set out a room for the hirer, meet them al an agreed lime to ensure ihey have all the facilities they require. At the end of the hire everything is cleared away for them and the room locked. To avoid multiple small amounts of money being ch8rged we add £19 to the hire charge for this service, the whole of which is paid to the member of staff. The £19 represents 2 hours of work. Chacewater Village Hall makes nothing on the arrangement. Page 4
Chairman's Re ort to the Annual General Meetin Hall March 2023 of Chacewater Villa The past year has been onc of recovering from the effects of COVID 19. Our biyokings have slowly returned to pre COVID levels. During the year we have been moving to 8n online booking system which is now operational and being well received by our hIr$. This is largely due to the efforts of our hall manager and two other members of the committee . With ihe challenge of rising utility Itss wc are considering further investment in alternalive energy. We are changing to led bulbs. This h&$ led to a reduction in the consumption of electricity. Our program of annual maintenance Conlinucs and is keeping the building in 8(K)d condition. My thanks to the staff and committee for their efforts during the past yeaT. Alan Crocker Chainnan Chacewater Village Hall. Page 5
CHACEWATER VILLAGE HALL TRUSTEES, ANNUAL REPORT AIW ACCOUNTS YEAR ENDED 31 DECEMBER 2022 R•feroncg admlntstrntlv• InfonTrallon Charity Commission registered number: 289081 Address.. Church Hill. Chacewater, Cornwall TR4 8PZ Trustees: Bnda Bailey Angela Beckham Malcolm Beckham John Carley Terie Chesworth Alan Crocker Noel Crocker Linda Shevlin Paul Shevlin Richard Simmonds Professional advisors Bankers HSBC, 17 Boscawen StrttL Truro, TRI 2QZ Independent examiners Pryor Begent Fry & Co, 13-15 Comrnercial Road, Hayle. TR27 4DF. Strllctyre, Governance 4nd M*nagemeDt Governing docurnenl: Tru deed dated 3rd May 2001 Investment fK)wers: The trustccs have absolute dIscli0n over the choice of investments. FinAnei21 Review The year to 31" December 2022 has scen a stsbility in our income with the eamed income returning to the pre-covid levels. Incorne from the hire of the hall has Tisen from £14,227 to £30.619 over the year as groups resume nornal activity. Along with this has been an increase in our expenditure &s we get back to nomiality. Staff, utility costs etc have risen as nornial business has incred over the 2022 period. In 2022 we received Covid grdnts of £2,667 compared with £18.589 in 2021. We have increased our rates over the year in an attempt to allow for extrd expenditure arisng from the increasing cost of living. We have been looking al ways to duce our energy Page 6
expenditure as our fixed rate ¢le¢tricity scheme ended on 31° tkcember 2022 and the new rate is over 3 times higher. It is hard to foresee what will happen in 2023. We anticipate that income will continue to rise but expenditure is likely to grow at a much higher rate as the effect of increased costs for elLftric. oil. wages cost of living etc hits home. The trustees anticipate we will make a small operating profil on norn)al trading. Including depreciation. however. this will be¢ome a net lo. If we invest some of our savings into measures to reduce energy w the net loss will incrwe but we will save expenditure in years to corne. Reserves: The reserves are held lo cover the upkeep of Chacewater Village Hall and to cover any future deficil arisin& in order th the Hall can continue as a cornmunity venue. At 31 December 2022 free reserves (excluding those held &$ fixed &ssets) stood at £142,148 Signed on behalf of the Trustees on by Page 7
CHACEWATER VILLAGE HALL STATEMENT OF FINANCIAL AcrtvrriES YEAR ENDED 31 DECEMBER 2022 Unr&stricted Funds 2022 2021 Iocome Hire of Hall Drink Sales Bank Inter¢st Covid Grant FITS Misc 'rotal incomin8 resoiiT¢es 30.169 14,227 424 2,667 2.092 150 123 18.589 .972 Expenditure Utilities Cleaning/Materials Staff Equipment Drinks RepairMaIntenan¢¢ Insurance Office Bank charges DepCLatiOn Independent examiners reFK)rt Total SoUrceS pended 4.571 1,070 14.420 88 1.598 512 10.925 703 1,330 1,516 .5$2 1.627 2,006 5,882 330 5.995 330 Net income / movement in fvnds {569) 10.450 ReconciliatioD of funds Totsl funds brought forward 414.022 403Jn Total funds Carried forwa 413 453 414 022 Page 8
CHACEWATER VILLAGE HALL BALANCE SHEET AS AT 31 DECEMBER 2022 2022 2021 Note xed Assets 271.305 277,187 Current Assets Debtors and prepayments Cash at bank 2.346 .055 CurreDt Liabilides Creditrjrs and accruals (2,349) (1,224) Totsl Assetj leM Curreni Li4bili¢ies 413 453 414 022 Unratrleted funds Balance &8 at 31 December 2021 Net incoming l (oulgoing) resources for the y¢ar 414,022 403,572 (569) 10,450 B8l*nce ay at 31 DeCemr 2022 414 022 The financial statements have bcen prepad in accordanc£ with FRS 102. Approved by the tTUStees and signed on their behalf by: Signature: Print narne: Page 9
CHACEWATER VILLAGE IiALL NOTES TO THE ACCOtrNIs AS AT 31 DECEMBER 2022 I. ACCOUNTING POLICIES (a) Statement of eompliance The financial statements have been prepa in accordance with Accounting and Reporting by Charities.. Staiement of Rmmended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effeclive l January 2019)- (Charitie5 SORP (FRS 102)). (b) Basls of preparatlo• Chacewater Village I lall meets the definition of a public benefil entity under FRS 102. Assets and liabilitiC5 are initially recognised at historical cost or transactton value unless otherwise sthied in the relevant accounting policy nofrs. (e) GoiDg Con¢¢rn lkne trustees consider that there are no material uncertainties about the Charity's ability to Continue as a going concem nor any significant areas of uncertainty that affect the Carrying value of assels held by the charity. (d) Income Income and interest received are includd in the Statement of Financial Activities (SOFA) when receivable. (e) F.xpendi¢ure Expcnditure is included in the accounts on an accruals basis. (f) Fixcd assets Assets costing £500 or more are capitslised as tangible ftxed &ssets and are carried at cost less depCiation. Depreciation has been provided in the accounts on the following basis: Freehold Land and Buildings - 2Yo reducing balance. Plant and Equipment- 21V/o straight line. Computer Equipment- 2(P/4) Strnight line. Page 10
CHACEWATER VILLAGE HALL NOTES TO THE ACCOUNfs AS AT 31 DECEMBER 2022 (g) Finaneial Instruments The charity holds the following financial instruments Short terni trade and other debtors and creditors Cash and bank balances All financial instnllnents are Classified as basic. The charity chosen lo apply the recognition and measurement principles in FRSIO2. Financial instruments a rognISed when ihe charity becomes paty lo the contractual provisions of the instrument and derccognised when in the case of assets. the contractual rights io cash flows from the assets expire or substantially all the risks and rewards of ownership a transferred to another party. or in the case of liabilitie& when the charity's obligations arc diharged, expire or are cancelled. 2. FIXED ASSETS Freehold 12lld and Plant & Computer buildings EquipmeD¢ Equipmen¢ Total Cost At l January 2022 Additions Disposals At 31 December 2022 413.763 995 750 415,508 413 763 995 750 415 508 Depre¢i#lion At l January 2022 Lharged during the year Eliminated on disw)sals At 31 December 2022 137,091 680 550 138.321 5.533 199 150 5.882 142.624 879 700 144,203 N¢t book Vydllle As at 31 Decemtrr 2022 Is at 31 Decemt 271 139 50 271.305 276.672 315 200 277.187 Pagell
CHACEWATER VILLAGE HALL NOTES TO THE AccouNfs AS AT 31 DECEMBER 2022 3. DEBTORS 2022 2021 Hire of Hall debtors Accrued bank inlere5t 1.968 378 1,054 4. CASH AT BANK This is made up of the following: 2022 2021 Savings Bank Ac¢ount 80.000 72.965 142 151 5. CREDITORS 2022 2021 Accwals Other creditors Deferred income 330 1,182 837 330 894 224 6. DEFERRED INCOME Balance brought forward Income deferred in period Amounts released Balance carried forward 837 837 Deferred income consists of amounts received for IKK)kings due to tske place next year. Pag¢ 12
CHACEWATER VILLAGE HALL NOTES TO THE ACCOUNTS AS AT 31 DECEMBER 2022 7. STAFF 2022 2021 Staff costs during the ye4r were: Wages and salaries Social security costs Pension costs 14.420 10,925 14.420 10.925 The monthly average number of persons ¢mployed by the Charity during the year eXpresd as an average hcadcount was as follows: 2022 2021 Employees No employees received emoluments of more than £60.0 during the year. 8. TRANSAcfioNS WITH TRUSTEES AND COIYNECTED PERSONS Kevin Bath. Son-in-Law of trustees Alan and Noel Crocker. was paid £379 for electrical work at the hall. Page 13
INDEPENDENT EXAMINER'S REPORTTOTHE TRUSTEES OF CHACEWATER VILLAGE HALL I report to the trustees on my examination of the accounts of the ChaWater Village Hall (the Trust) for the year ended 31 December 2022. Responslbllltie5 and Basis of Report As the charity trustees of the Trust. you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 Ithe Act). I report in respect of my examination of the Trusvs accounts carried out under section 145 of the 2011 Act and In carrying out my examination I have followed all the applicable Directions given by the Charity Commissbon under section 1451511bl of the Act. Independent Examlnees St*ement I have completed rny examinatTron. I confirm that no material matters have come to my attention in connection with the examination 8ivin8 me cause to believe that in any material respect.. l. Accounting records were not kept in respect of the Trust as required by section 130 of the Act,. or 2. The accounts do not accord with those records: or 3. The accounts do not comply wlth the appllcable requlrements concernin8 the form and content of accounts set out in the Charlties (Accounts and Reports) Regulations 28 other than any requirement that the accounts give a "true and fair vievf which is not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. E.T. PASCOE CHARTERED ACCOUNTANT For and on behalf of- PRYOR BEGENT FRY & CO. 13-15 COMMERCIAL ROAD HAYLE, CORNWALL TR27 4DE Date.. 31° March 2023