VI" Ih Chacewater Village Hall ANNUAL REPORT 2024 For the period 1° January 2023 to 3 1st December 2023 Charity Commission Registered Number: 289081
ose of the Chari Chacewater Village Hall is held in thjst for the PUTposes of a community venue for the use of Ihe inhabitants of the Parish of Chacewater in the County of Cornwall. without distinction of PKylitical, religious or other opinions. including use for meeting& lectures and classes, and for other fonns of rwreation and leisute-time occupatjoil with the object of improving the C4mditions of life for the said inhabitants. Governance of the Chari Chacewat¢r Village Hall is governed by the Tn Deed dated August 1984 and updated 3 May 2001 agreed with the Charity comm110n.The Board of TnCeS is responsible for recruiting, retrainin8 and training new Trustees. The committee r¢cognises the problem of the r&lu¢in8 SI of its Board of Trustees and is actively trying to recruit new members. To help the Committee achievc the aims of the Charity a nUMr of p)licies have been Created such as Health & Safety of the staff, Fire Regulations. Risk Assessment etc. The policies are regularly VIewed an& where ne£essary. upJed particularly when new1¢8islation comes into being. These policies a made available to hircrs. The Commite is resFX)nsible for overseeing the day to day nu)ning of the Charity and for ¢nsuring its purp)ses and licIeS are ma1ntsin. Board of Trustees- Structure & Mana ement The Board of Trustees or8anisations:_ knuld be mth up of represtV from at least the following Chawater Bowling Club ChaThiater Millenniurn Green Trust Chacewater CP School Chawater Parish Council Chacewater Football Club Chacewater Players Chacewater & District HorÈiculture & Chacewater Projects Fanciers Show sIety St Paul's Church These organisations are invited annually lo nominate their representstiye. All other village organisations are invited to send repres¢ntstives via the parish magazine'what's On in Chacewatef,. Unfortunately. severnl of the originally named organisations no longer ch(N)se to send any representation and some no longer exist. The organisations represented this year include: Chacewater Millenium Green Trust Clwewaler Players Chacewater Energy GTOUP Chwater Projects Chacewater Parish Council St Paul's Church Chacewater & Distri¢t Hort1hre & Fanciers SIKNW So¢Arty (Chacewater Energy Group being a rMiltie¢ under the umbrella of Chac¢wat Projects) Page 2
Attendance at meetin Of the organisations able to be ffpregente¢ 7 continue to have nominated representstives. Attendance at meetings has been good this year. Many memixrs and other interested people have given a lot of time towards the nmning of th¢ hall. In additiory there are other mernbers elected annually from the PaTisl4 these being people who show an interest in the well-being and nmning of the Village Hall. This number is always a maximum of one less than the number of organlsations represented. So far, we have not yet had to have an election, there never having beal more people than we can take! This committcc clts at its Annual Me£ting a Chainnan, Vice-chaimwi, S¢¢relary and Treasurer. Meetings are now held in January. March, May, July, September and November in each year with an extra rneeting after the AGM in March if it is nece&wy' and extra meetings can be called if need arises. The Annual General Meeting is hcld in March. Public Benefit The aim of Cha¢ewater Village Hail is to pn)vide fAlItt in the Inte$ts of social welfare, recreation and education for the residents of the Parish of Chacew*er and the wider community. with the object of improving u)nditions of life and to give a venue suitable for safe and meaningful activitie& At our AGM Trustees follow the guidance givrn by the Charity Commission by considering the purposes and the aims of thc ChaL%water Village Hall TNst Deed to ensure that we continue to give the benefit and value to the community. Summa of Main Aehievements Over the last 12 months the numixts using the hall's facilities have continued to grow. We are plwed to see an incr¢as¢ in the numkn of bookings by locals for parties etc. as well as activities and organisations encouraging residents to particlte in a variety of ways. One of the thin8s we learnt from covid was the benefit of extra spfice and fresh air. With this in mind we enlarged the small patio area at the front of the hall in the autum giving more outside space for groups and a quicker emergency exit route if needed. At the same time, we updatcd the front garden area replacing the Totiing sleepers and during the spring the garden will be replanted. The online Iking system that was broughi in last year h&$ proved to be Sier for customers to book rooms and for us to handle the IKK)kin8& The lighting 0Side the hajl has been improved and the opp)rtunity used to change to low energy bulbs &s we continue to strive for energy savings. We continue to try and ensure the hall is an attractive. friendly and modem Iking venue for our customers.
Hire Cha As Chacewater Village Hall is principally for the use of the residents and organlsations of Chac¢water Parish we have a discounted hire charge for these. Organisations that regularly use the Village Hall but are from outside the PaTish Boundary 8re granted a lesser discount. The result is that those from outside the Parish help to give Chacewater residents and organisations a venue that can be hired at a re&sonabie cosL Current hire charges per session are shown below: ROOM Standard Regular NoR-Parlsh Chacewater ResidentslOrgaDisatioos ehg £50 £63 £40 £50 No Regular iKM)kin £56 £23 £30 Fri. Evenl4g Sat. Evenlng £34 £120 £47 Sun. Evenlng KILLIFRETH Sat. Evenittg WHEAL JANE £68 £39 £30 £18 £18 £50 £24 £18 There is a refundable dep)sil charged against lossld8ma8e when having alcohol of £200. tn addition to these charges hirers are given the option of using our caretaking service. This s¢rvice is one whereby the Iking officer arrange with one of the stsff to set out a room for the hir. meet them at an agreed time to ensure they have all the facilities they require. At the end of the hire everhing is cleared away for them and the room lock¢d. We currently add £21 to the hire charge for this service. the whole of which is paid to the member of staff. The £21 repsents 2 hours of work. Chawater Village Hall makes nothing on the arrangement. Page 4
Chairnian's Re rt to Ihe Annual General Meetin of Chaeewater Villa Marcb 2024 This past year has seen a continued recA)vcry from COVID. During the year we have restyled the area in front of the hall. This has allowed us to improve the fire exit and enlarge the patio Whil taining a smaller flower W which will be easier to manage. The redesign of the kilchen is proving to be a suctess and is popular with our users. Our use of the Hallmaster lyy)king systcm is rA)ntinuing to be advantsgeous to both ourselves and our users. We are wntinuing to karn as the systm develops. Our prOgrne of amiual rnainten8nce continues and is kwing the building in a good condition. We a exploring options for rcplacin8 the decking outside thc Killifrcth room which gives access to the millennium grecn. My thanks to the staff and rA)mmittee for their time and efforts during the year. Alan Crocker Chairnian Chacewater Village Hail. January 2024 Page 5
CHACEWATER VILLAGE HALL TRUSTEES, ANNUAL REPORT AND ACCOi YEAR ENDED 31 DECEMBER 2023 Ch8rity Commission registered number. 289081 Address." Church Hill, ChaLwater, Cornwall TR4 8PZ Trustees: Brenda Bailey Angela Beckham Malcolm Beckham John Carl¢y Terie Chesworth Alan Crr Noel Crocker Jean Koemer Linda Shevlin Paul Shevlin Richard Simmonds Professlonal advkqors Bankers HSK 17 Boscawen Strrt Truro, TRI 2QZ Independent examiners Pryor Begent Fry & Co, 13-15 Commercial Roa Hayle, TR27 4DE Strnrture, Governan¢e and Management Governing document: TTUSt deed datal 3rd May 2001 Investsnent FK)wcrs: The trus*es have absolute dAs¢tttion over the choice of investments. Flnancial Review The year to 3 l$t December 2023 has seen an incre&se in our it)Me with the earned in¢omc passing beyond the pre0Vid levels. Income from the hire of the hall has rlsen from £30.169 (2022) to £38.770 (2023) due mainly to increased activity and also the incre&se in charge5 brought in to cover inflation. Along with this has been an increase An our expenditure. Statt utility ¢OSts etc continue to increase as business InCreS and alyA) from the drdmatic incre&8e in inflation. We negotiated a 509/0 reduction in our electricity rate half way through the year which helped limit C4)sts. The incorne w&$ helFed by a big increw in interest earnejj as rates increased through the year. Interest for 2023 £2,776 was comparol with £424 for 2022. Overall before allowing for dq)reciation (£5,589) we made a profit of £1,660. P8ge 6
We anticipate that income will c4mtinue to rise in 2024. We should generate more interest on our savings. Expenditure is likely to rise &s w¢ll It in a more controlled matmer as inflation is lower and energy prices more stable. We aim to get the outside of the hall decorated and to replace the patio outside the Killifreth r)m. We should cmtinue to make a profit on our nonnal income expenditure stream but this may become a year end loss depending on the cost of these improvernents. Any Ioss can from reserves. Reserv4s: The reserves are held to cover the upkeep of Chacewater Village Hall and to cover any future deficit arisin& in order that the Hall can conttnue as a Lx)mmunity venue. At 31 December 2023 free reserves (excluding those held as fixed assets) strd at £143,808 Signed on behalf of the TteeS on 11 by Z¥£&wk-_ M L Q i Page 7
STATEMENf OF FINAY4CIAL AcfiviTIES YEAR ENDED 31 DECEMBER 2023 restricted Funds 2023 2022 Ineome Hire of Hall Drink Sales Bank Interest Covid Grant FITS Misc Total incoming resou 38.770 30,169 2.776 424 2.667 2,092 150 2.196 Eip¢nditure Utilities CleaninmaterIalS 4.571 1,070 14.420 88 1.510 17.621 214 Equipment Drinks Repairsjmaintenance Lll 12.937 1,746 1334 76 5,589 342 Insurance Office Bank charges Depreciation tndependent examiners rep)rt Total resources exInl 5,964 1.627 2.006 5.882 Net income / movement in fimds (3.929) {569) Dclllatlon of hnd8 Total funds brought fonvard 414.022 403J72 Total funds carried fotward 414 022
BALANCE SHEET AS AT 31 DECEMBER 21)23 2022 Note Fixed A8Kts 265.716 271 J05 Cnrrent A&qets Debtors and prepayments Cash at bank 3,122 2.346 146,187 144,497 Curr¢Dt Liabllttkq Creditors and accruals (1379) (2.349) Totsl Assets le Current Li•bfilllles Unrejtricted funds Balat¢ as at 31 December 2022 Net incoming l (outgoing) resources for the year 413.453 414.022 (3,929) (569) Balance at 31 Deeember 2023 24 413 453 The finan¢ial ststements have been epared in anCe with FRS IO2. Approved by the trusteas and sigmcd on their behalf by: Signature: PTint name: Page 9
CHACEWATER VILLAGE HALL NOTES TO THE AccouNfs AS AT 31 DECEMBER 2023 I. ACCOiiNfING POLICIES (a) Statement of compliane¢ The financial statements have been prepar¢d in accordance with Accounting and Reporting by Charities: Statement of Recomrnended Practice applicable to charities pr¢paring their accounts in acrdanCe with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective l January 2019)- (Charities SORP (FRS 102)). (b) Bg$ly of preparatlon Chacewater Village Hall meets the definition of a public benefit entity under FRS 102. Assets and liabilities are initially reL%)gnised at historical cost or transaction value unless otherwise staled in the relevant aCuntIng policy notes. {e) Going Con¢ern The trustees consider that there are no material Unrtainti¢S aix)ut the Charity's ability to continue as a going concem nor any significant areas of uncertainty that affect the carryin8 value of assets held by the clwity. {d> lDcom¢ Incom¢ and interest rveived are included in the Statement of Financial Activities (SOFA) when receivable. (e) Eipenditure Expenditure is Included in th¢ accounts on an xfflials b&si& (D Fiied Assets costing £51MI or more are Capttslid as tangible fixed assds and are ried at cost less depre¢iation. Depreciation h&$ been Provided in the accounts on the followin8 basis: Freehold Land and Buildings- 21J/o reducing balance. Plant and Equipment_ 20Q/o straight line. Computer Equipment- 21P/• straight li Page 10
CHACEWATER VILLAGE HALL NOTES TO THE ACCOUNTS AS AT 31 DECEMBER 2023 Ig) Financial IDStrnmeDts The charity holds th¢ following financial instruments Short tern] trade 8nd other delknrs and creditors Cash and bank balanLYS All financial instruments a clwified as b&sic. The charity has chosen to apply th¢ [WA)ltiOn and m¢asur¢m¢nt prin¢ipl¢s in FRS102. Financial instruments are recognised when the charity beco party to the contractual provisions of the instrument and derecognised when in the of asset4 the contractual rights to cash flows from the a&sets expire or substantially all the risks and rewards of ownership are transferred to another party. or in the case of liabilitie4 when the charity's oblTgations are discharge4 expire or are Cancelled. 2. FIXED ASSETS Freekold laDd and Plant & Computer b•lldlDgs Eqwlpment Equlpment Total Cagt At l January 2023 Additions Disposals At 31 D¢c¢mber 2023 413,763 995 750 415.508 413 763 995 750 415.508 Depr¢¢knlio• At l January 2023 Charged during thc 142,624 879 700 144,203 5,423 50 5.589 Eliminated on disrKwls At 31 Dwjber 2023 148.047 995 750 149,792 Net iwk valDe As at 31 Decemixr 2023 As at 31 Decemb 2022 265 716 265.716 271.139 50 271.305 Page 11
NOTES TO THE AccouNfs AS AT 31 DECEMBER 2023 3. DEBTORS 2023 2022 Hire of Hall debtOTS Accrued bank interest 2.270 852 1,968 37 4. CASH AT BANK This As made up of the following: 2023 2022 Savings Bank Acwunt 82.102 80,000 143 142 151 5. CREDoRs 2023 2022 Accruals Other creditors tkferred income 342 1,519 518 379 330 1,182 83 & DEFERRED INCOME Balance brought forward Income deferred in period Amounts released Balance carriryj forward 837 518 83 518 Defrrred IncLe consists of amounts receiv for brKJkings due to tske place next year. Page 12
CHACEWATER VILLAGE HALL NOTES TO THE ACcOUs AS AT 31 DECEMBER 2023 7. STAFF 2023 2022 Staff Costs durfag the ye4r were: Wages and salaries &Kial security Lx)sts Pension costs 17.621 14,420 17ffj21 14,420 The monthly average numbff of persons employed by the Charity during the year expresse41 as an averagc headcount was as follows: 2023 2022 Employees No employees received emoluments of more than £60,(KX) during th¢ year. 8. TRANSAcfioNS WTfH TRUSTEES AND CONNECTED PERSONS Non¢ Page 13
INDEPENDE EXAMINERS REPORT TO THE TRusfEES OF CHACEWATER VILLAGE HALL I report to the Trustees on my examinatlon of the actounts of the ChaWater Village Hall (the Trust) forthe year ended 31 December 2023. ReSPolbIlItIeS and Basls ol Report As the charty trustees of the TrusL you are responsible for the preparatSon of the accounts In accordance with the requlrements of the Charltles Act 2011 (the Art). I report In respect of my examination of the Trusvs accounts carrled out under section 145 of the 2011 Act and In carylng out my examlnation I have followed all applicable Dlrectlons glven by the Charity Commlsslon under sectlon 1451511bl of the Act. Independent Examlnees Ststement I have completed my examination. I confirm that no matsrial matters have come to my attention in connectlon with the examination 8lvin8 me cause to believe that in any materlal respert: l. Accountlng records were not kept in respect of the Trust as required by sectlon 130 of the Art; or 2. The accounts do not accord whh those records; or 3. The accounts do not comply with the appllcable requirements concernin8 the fomi and Content of accounts set out In the Charlties (Accounts and Reportsl Regulatlons 2C(J8 other than any requirement that the accounts glve a 'true and faSr vSev/ which is not a matter consldered as part of an Independent examinatlon. I have no concerns and have come across no other matter In connertlon with the examination to which attention should be drawn In thls report In order to enable a proper understandln8 ot the ounts o be reached. CHARTERED ACCOUNTANT For and behalf ofr. PRYOR BEGENT FRY & CO. Chartered Accountants 13-15 Commerclal Road Hayle Cornwall TR27 4DE 8 March 2024