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2024-04-30-accounts

Chieveley Village Hall and Recreational Centre

AGM

11 September 2024 at 7:30pm in the club room

Present

Neal Courtney , Jean Pocock, Pat Brown, Anthea Armitage, Michelle Passmore, Mark Hutchison, Chris Armitage, Derek Brown, Phil Kinzett-Evans, Rebecca Couzens and Helen Singleton

Kimberley Ragousis, Allin Miles, Robyn Hamilton, Sallie-Anne Arlington, Rosalind Byrne, Chris Miller

2 Approval of minutes from the 2023 AGM

The minutes of this meeting had been circulated prior to the meeting. There were no comments from those present and so the minutes were accepted as an accurate record.

There were no matters arising.

4 Chairman’s Report (attached)

2050 vision. All agreed.

5 Treasurer’s Report (attached)

HS commented that it maybe we need to contact John Cole from the

Clothes bank for an updated payment. It was always sent but his system for

remitting isn’t particularly robust. HS will send PKE his email details. Action:HS

NC asked what a “Clean Plan Service” was. PKE thought it was a deep clean for

the kitchen. HS commented that she had advised AM that the last deep clean

was possibly 2019 and a regular clean should be considered and this was probably now part of the cleaning schedule.

6 Booking Officer (attached)

per the report. NC confirmed that it was July not June as stated.

7 Election of current elected members

Chairman Neal Courtney Treasurer Phil Kinzett-Evans Bookings Officer Rosalind Byrne Risk Assessments Derek Brown

Hall Manager

Allin Miles

The re-election of the present office holders was proposed by Mark Hutchison and Seconded by Pat Brown. All were in favour and so all were duly re-elected.

NC then advised that HS was stepping down as Secretary and Rebecca Couzens (RC) has kindly agreed to take on this role and would need to be elected on as a trustee. Proposed by Jean Pocock and Seconded by Phil Kinzett-Evans.

8 Election of Representative members

Cricket Club Mark Hutchison Bridge Club Chris Armitage Pilates Sallie-Anne Arlington Cold Ash FC Chris Miller Textile Art Pat Brown WI Jean Pocock Gardening Club Kimberley Ragousis Short Mat Bowls Anthea Armitage Whist Club Richard Brandt

As all were willing to stand the re-election of the representative members above was proposed by Phil Kinzett-Evans and seconded by Derek Brown. All voted in favour so the members are duly re-elected.

Appointment of Representatives

The Chairman reminded all those present of the need to complete the trustee form and thanked those who has brought theirs with them to the meeting. RC will now pull the rest together.

9 Any Other Business

In concurrence with the comments made earlier by PKE, MH also wanted to

re-iterate that he feels that the current strong position of the executive with

NC at the helm was an excellent mix of professionalism and placing people and

relationships with them at the forefront.

10 Date of Next Annual General Meeting

The date for the next AGM was set as Wednesday 10 September 2025.

Chairman’s AGM Report 2024

This AGM marks one year in the chair and a point to reflect on what has been achieved over that time and the priorities that we are addressing now and those which we will focus on in the coming year.

Firstly, I would like to offer my thanks to the dedicated team that make up the CRC Executive and the hard work that they invest to maintain and develop the facilities for the Chieveley community, not least when they have assisted with door to door visiting to promote the 200 Club and the Vision 2050 Project.

Thanks also to the employee team of Rosalind (our Bookings Manager), Dean (our grounds assistant) and Debbie (who keeps the hall clean and tidy).

This year has seen a number of Executive member changes and our thanks go to David Cook, Simon Lamb, Sarah Hutchison, Angus Robinson, Allin Miles (who will stay on for our Vision 2050 Project) and probably one of the longest standing members – Helen Singleton who has been very supportive to my role and the changes that I have instigated.

Joining us were, Philip Kinzett-Evans as Treasurer, Chris Miller (CAFC Representative), Robyn Hamilton (Publicity Manager) and lastly Rebecca Couzens who is now taking on the very important role as CRC Secretary.

Looking back on the year there have been a number of significant developments that can be summarised into a few main initiatives as follows:

Within the above are a myriad of actions which have been efficiently executed by the Executive Team, working together, without fuss and in the interests of creating an overall better experience for users.

Notably within this I would like to specifically highlight a few of the team:

Mark Hutchison has devoted his time as always to both the grounds and other user issues that have surfaced over the year; Phil has brought a much needed and simplified approach to our accounting which I know has involved a lot of work behind the scenes; Chris Miller, who only joined earlier this year, has already made a significant impact in his role; Derek Brown with involvement of Jane Brown have helped enormously with the risk management aspects of our operations; Allin Miles has kept the hall running perfectly throughout the year; and Rosalind Byrne has ensured that the bookings system for the hall and grounds runs with quiet efficiency for all hirers.

Moving on to current issues and the future it is still clear that we have a lot to do as an Executive. So, our focus currently is to ensure that the CRC has the necessary income stream to be sustainable now and, in the future, and reflects the needs of the village and user community. We are doing this through a questionnaire that has already received well over 200 responses so far and from this it is already apparent that, not only is the hall held in high regard, but also that there are new ideas which we need to consider and several volunteers willing to help.

This brings me on neatly to the future…………..

It is clear from the conversations that I had during my first few weeks in the role, that the Executive had a number of great ideas of how the facilities should be improved and developed but lacked a cohesive vision of how this could all be achieved. So, in the Autumn of 2023 we set up the “Big Project” which has latterly become the “Chieveley Rec Vision 2050” project with a remit of creating a reinvigorated and sustainable facility for the village community and users for the next couple of decades. The plan is to modernise the hall and grounds ensuring that they are energy and ecologically efficient and sustainable for the future, not only reducing running costs, but envisioning what users may need from the facilities going forward. This project will require considerable grant funding combined with the use of CRC accrued funds, and the plan is that the major hall works will be scheduled for July and August 2025 subject to the necessary funding being in place.

Our working team who are focussed on this project is comprised of individuals with a broad mix of the relevant skills required: Allin Miles (buildings/facilities), Mark Hutchison (grounds/parking/solar/EV charging), Phil Kinzett-Evans (financials/IT etc), Sallie-Anne Arlington (Eco considerations/aesthetics), Robyn Hamilton (market research) and Greg Cima (grant applications). My thanks to all the above for the considerable time that they are investing in bringing this important project to fruition.

Lastly, although current activity is focused on defining the works required at the hall for optimal energy consumption and securing grant funding, as the project progresses, we will undoubtedly require further skills and we therefore welcome conversations with anyone interested in being involved.

Neal Courtney Chairman CRC

Chieveley Recreational Centre

Treasurer’s Report to the AGM – 11 September 2024

Year ended 30 April 2024

Overview – Annual accounts

Once again, the annual accounts have been prepared on an income and expenditure cash basis, to avoid any confusion. It is likely this will be reviewed in future to move to an accruals basis.

Copies of the Accounts for the Chieveley Recreational Centre for the year ended 30 April 2024 will be made available at the Annual General Meeting. These will also be published to the website after they have been independently reviewed and submitted to the Charities Commission.

Income

(2023) to £38,186. Whilst it is expected that an increase in fees charged per service line would have an impact on receipts, it seems more likely the increase in receipts is down to additional use in the year combined with a slowdown in payments in Q4 2023 and Q1 2024. This would explain the dip in last year’s income, and the jump in receipts this year.

As the policy for taking deposits and monitoring invoice collection has been tightened, we would not expect to see similar peaks and troughs other than normal seasonal

Bank interest received increased from £353 to £1,258 with the use of a deposit savings account which at the year-end was paying 1.30%.

Other small amounts of income were also received of a miscellaneous nature, but not worthy of detailed commentary.

Clothes bank receipts fell from £1,883 to £1,206 with no obvious explanation. As a good passive source of income, it may be worth reminding the community of the facility to generate more use.

All-in-all income generated by the facility is strong, but as always there is capacity for additional use and increased rental yield.

Expenditure

The Hall’s largest costs in 2024 were grounds maintenance, wages, cleaning, electricity (net of refunds), insurance and maintenance.

Grounds maintenance

In year costs on grounds maintenance have remained at a high level, being £11,378 and representing 25% of total revenue expenditure, with key items being as follows :-

The cost of maintaining the facility’s grounds, which extend beyond simply the recreational ground to the areas surrounding the Hall building, to an appropriate standard capable of use by adults, both able-bodied and disabled, as well as other vulnerable persons including children, is not likely to decrease significantly below the current level if at all.

Wages

Wages have increased to £11,236, a 43% increase from £7,837 in the prior year. The Centre pays wages to the bookings manager (Rosalind), cleaner (Debbie) and grounds maintenance worker (Dean) who do an excellent job of handling the day-to-day running needs of the Hall and grounds. Inevitably increased activity at the Hall and the tightening of deposit and payment collection will have increased the work carried out by the Bookings Manager, and use leads to a need for additional cleaning and maintenance. It is understandable that these have increased directly in line with income and at the same approximate rate.

Cleaning

Costs in relation to cleaning increased by approximately 37% from 2023 to £4,452 in the year. Some of this change may be down to differentiation in classification of expenditure between treasurers, as some items sit easily in different categories, but more likely the impact of rising costs and increased use.

Electricity

£9,738 in the previous year.

in surplus, so this was received in the year and offsets costs. Payments made were £8,526 which was offset by a refund of a credit on account of £5,143 which has accrued over several years.

£747 per month. Having fixed payment amounts has helped to lessen the impact of

then building up credit in times of less use.

However, there has been very little overall credit build up for some time and it is expected that the annual cost of electricity will settle at around 17,500KWh at £0.42 per KWh (includes standing charge and VAT), which is around £7,350 per annum.

This is relatively comparable with the previous year.

Insurance

Insurances were incurred for the Hall and grounds (£2,745); Skate Ramp (£1,086), Defibrillator (£198) and some miscellaneous small amounts including top-up cover. The main year-on-year movement in insurance cost is the addition of the Skate Ramp cover which prior to 2024 was not included as a separate line item.

Hall maintenance

Hall maintenance has fallen from £6,559 to £4,939, and this is explained by a change in some contractor payments now being brought ‘on-payroll’.

Generally, the cost of maintenance of the Hall itself has been minor with the only bigticket item being a ‘Clean Plan Service’ at £3,840. All other costs have been miscellaneous repairs and general maintenance.

Expenditure summary

Overall expenditure borne is relative to income and increases in usage from year-to-year, as well as inflation rises, and these increases are not a cause for concern as long as revenue remains strong.

Fund Raising

Fund raising in the year to 30 April 2024 was broadly similar to that in the prior year.

display which raised £9,245 net of costs for the year, slightly down on the prior year which stood at £9,650. The net for 2024 comprised receipts of £20,723 (2023- £21,757) less costs of £11,478 (2023- £12,107).

The hugely popular 200 Club raffle, organised expertly by Alan Hall, raised an amount net of prizes, of which there were 13 totalling £850, of £1,877, up from £1,730 in the prior year.

Other smaller but important community projects included the village fete, cuppa n cake, some donations in respect of the playground.

However, to maintain consistency in presentation, I have left net playground expenditure of £78,599 under fundraising. This represents the excess of cost over funds raised for the Project in the year.

The £78,599 of spending is funded out of the playground replacement fund brought forward of £80,477, leaving a balance carried forward of £1,878. When added to the inyear grants of £1,572 in respect of the playground, the retained balance carried forward is £5,450 (there is a rounding difference of £1 in the sheet). See later re reserves.

Grants

Chieveley Parish Council grants received during the year were in line with previous years and computed in line with formulae that have been applied for many years. Amounts received were as follows: -

TOTAL £8,169

As in previous years the funds have been treated as restricted and are retained for future use.

Comparing these to the actual expenditure on these items in the accounts, grants made up 20% of the total costs of maintaining the Recreational grounds including not only the grass areas, but also the areas around the outside of the building and car park areas; the playground amount is carried forward for future capital replacement as and when that is required being £3,872 versus actual minor repair costs to the new facility of £307, and the MUGA amount similarly is in excess of costs for the year at £417 and is being retained for future capital refurbishment or replacement of that facility.

See below in respect of retained reserves held at 30 April 2024.

Gift Aid

Gift aid was reclaimed of £840 on donations under Gift Aid. This was in respect of total donations of £3,360, some of which were general and the majority in respect of the Playground Project.

Net Income versus Expenditure (ex. Playground)

Excluding items relating to the Playground, total income for the year was £62,632, comprising Hall and general income of £41,443, fund-raising of £12,180, grants of £8,169 and gift aid of £840.

Against that income, general running costs were incurred of £44,850, giving a surplus of £17,782. These funds are allocated as follows:-

was £60,817, with the net spend on the Playground in the year being £78,599.

funds.

Summary of Reserves

In the year, unrestricted playground and grounds funds brought forward of £10,080 were utilised. The playground replacement fund, which stood at £80,477 on 1 May 2023, was reduced to £nil by 30 April 2024 and so the only funds remaining under that header are in year grants.

The Hall refurbishment fund of £98,689 remains untouched and will be retained for the Big Project 2050 (“BP50”) which has commenced in the current year and will be reported on in due course.

£151,894. These are comprised:

We look ahead to another successful year and the aforementioned Big Project 2050, details of which can be viewed on the Hall website and via local stations in Ye Olde Red Lion, Londis and the Hall.

Booking Officer AGM Report – September 2024

Firstly, a huge thank you to Debbie and Dean for looking after the Hall and the grounds so well and keeping the standards so high. Also, a big thank you to Gill Love and the “dropper inners” (Allin, Derek and Sallie Anne), for making my job easier ensuring that all new customers are welcomed (which is very much appreciated by them).

Bookings:

All our regular weekly bookings are operating as normal. We continue to have our large bank of valued dog club customers. A couple of new regular hirers have come on board, and we have had the usual kiddies birthday parties throughout the summer; however I have noticed not many bookings for adult parties like we had last year.

Two large cat shows will be held at the hall next year. They are both newcomers and if all goes well, they have said they will be using our facilities for their yearly shows.

There is a mobile medical service that now park their van once a week on Sunday to provide check-ups/medicals for lorry drivers, taxi drivers etc. They are happy to pay a monthly donation of £50 to use the Rec car park.

Returning in October will be the Breast Screening Mobile Service who will also park their van at the Rec. They will be with us for a total of 8 weeks to provide this invaluable service to the local community.

Chieveley Easter Market & Summer Fete

The Easter market held at the Rec appeared to be a big success this year with all market stall holders saying it was worth their while setting up a stall with us.

Thank you to Robyn for keeping the market up and running and all the organising she has done for this event.

Another hugely successful day this year was the Chieveley Fete, which for the first time, was held at the Rec. Kirsty Heath who leads the operation advised us numbers were up by a large percentage compared to previous years when held at The Manor. We are now looking forward to 2025 when once again, Chieveley Recreation Centre will be playing host.

Pricing:

A 7% increase in costs to hire our facilities was introduced in January with all users being happy to accept the new charges.

Booking System:

Everything is running smoothly with regards to Hallmaster. PKH is trying to make things a little tidier and simpler his end, which in turn will help us both (and possibly cut down on some of the admin). This is an ongoing procedure, which still needs a few tweaks here and

there. Some of the problems experienced are people being slow at paying the 25% deposit to hold their slot(if they pay it at all), and one or two very late payers.

Although I will chase late payers etc, both Phil and I are looking at other ways that we can keep the books looking healthy with zero late payments.

Refurbishment

The major refurbishment planned for 3 months next year starting in early June, will be quite an upheaval for our hirers.

With Mark and Neals help, I have produced some written statements to send to hirers warning of the closure which hopefully won’t cause too much disruption for them. Either way we are all determined to make this process as painless as possible for all involved.

The temporary closure notification will also go onto the front page of our website when the time comes which will stop any one-off bookings.

I will be on hand to speak to any hirer after we break the news and will advise and help in anyway I can.

Thank you

Finally, I would like to say a big thank you to NC, AM and MH for always being available when I have had questions or needed some sort of back up. Also thank you to PKH for dealing quickly and efficiently with reimbursing damage deposit refunds to customers and keeping me on my toes when necessary.

Thank you also to Gerald for all the work he has done in updating the website.

.

CHARITY COMMISSION FOR ENGLAND AND WALES Indepenqent examiner's report on the accounts Section A Independent Examiner's Repi)rt Report to the trustees Chieveley Recreional Centp, 30 April 2024 On accounts for the year endod Charity no lif any) 296892 Set out on pages I report to the trustees on my examination of the accounts of the above charity (Ihe Trust.) for the y9gr ended 3010412024 As the charity's trustees, you are responsible for the p￿paratIOn of the accounts in accordan￿ with (Ihe Acr). he requirements of the Charities Act 2011 Responslbllities and basis of report I report in respect of my exarpination of the Trust's accounts Carried out under section 145 of the 2011 Act and in carying out my examination, I have followed all the applica under section 145(5){b) of th le Directions given by the Charity Commission Act. Independent examiner8 Statement I have compkted my examinption. I confirm that no material matters have come lo my attention in connpction with the 8xamination which gives me cause to believe that in, any material respect.. the accounting record4 V￿re not kept in accordance with section 130 of the Charities Act., or the accounts did not accord with the accounting records., or the accounts did not Comply with the applicable requirements conceming the fom and Content of accounts set out in the Charities (Accounts and Report¥) Regulations 2008 other than any requirement that the accounts give a Irue and fair, view which is not a matter considered as part of an independent examination. I have no concems 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 pro understanding of the accounts to be reached. Slgned: Date: 2510212025 Name: Mr Michael Weeks Relevant professlonal qualiflcatlon{sTr or body (if any): Address: ef-f6 IER Oct 2018

DDts)N KJ R&20 gfs Section B Oisclosure Only complete ifthe examiner nepds to highlight material matters of Goncern (see CC32, Independent examin guidance for examiners). t￿n of charity accounts.. directions and Glve hern brlef detsi18 of any itsms that the examiner wishes to disclose. IER Oct 2018

CHIEVELEY RECREATIONAL CENTRE CHIEVELEY RECREATIONAL CENTRE CHIEVELEY RECREATIONAL CENTRE CHIEVELEY RECREATIONAL CENTRE
ACCOUNTS
YEAR ENDED 30 APRIL 2024
2024 2023
INCOME
Hall &ground rents(net of refunds) 36,034 23,577
Other rents received 1,905 2,827
Refundable damage deposits(net of refunds) - -
Bank interest received 1,258 353
Clothes bank receipts 1,206 1,883
Market rents 320 440
Insurance claim - -
Pole wayleave 23 -
Sundry 449 23
41,196 29,103
EXPENDITURE
Wages 11,236 7,837
Cleaning/supplies 4,452 3,251
Electricity (net of refunds) 3,266 9,738
Rates 244 412
Water 876 428
Insurance 4,237 2,412
Telephone & internet 651 572
Postage stationery& computer costs - 299
Hall maintenance 4,939 6,559
Subscriptions 180 180
Sundry- incl. dataprotection and training 1,594 337
Equipment
Multi usegames area expenditure 417 450
Grounds maintenance expenditure 11,378 12,104
Playground maintenance expenditure 307 317
12,102 12,871
Planningfees -
Bank charges - 14
Licences 1,073 739
44,850 45,649
OPERATING (DEFICIT)/SURPLUS 3,654
-		 16,546
-
FUND RAISING
Village fete(netproceeds) 130 -
Donations 670 6
200 Club(netproceeds) 1,877 1,730
Cuppa n cake(net) 505 675
Playgroundproject(inc donations) 78,599
-		 7,335
Fireworks(netproceeds) 9,245 9,650
Benchesproject - -699
66,172
-		 18,697
GRANTS RECEIVED
Chieveley parish council
Multi usegames area 1,940 1,940
Playground 3,872 3,842
Grounds 2,357 8,169 2,958
8,169 8,740
GIFT AID CLAIMS 840 -
EXCESS OF EXPENDITURE OVER INCOME FOR THE YEAR 60,817
-£		 10,891
£
ALLOCATION OF EXCESS OF INCOME/EXPENDITURE
Dayto dayfunds 21,469 7,687
Playground - capital fund 3,572 4,409
Muga 1,523 1,490
Grounds &playground maintenance 8,782
-		 10,030
-
Playground replacement fund 78,599
-		 7,335
SURPLUS/DEFICIT FOR THE YEAR 60,817
-£		 10,891
£
RECONCILIATION OF FUNDS
DAY TO DAY FUNDS
Openingbalance 2,612 4,955
Surplus for theyear 21,469 7,687
Transfers toplayground andgrounds fund 8,782
-		 10,030
-
Transfer from/(to)refurbishment fund - -
Transfer to replacement & regeneration reserve - -
15,299 2,612
REPLACEMENT AND REGENERATION RESERVES
Openingbalance 16,000 16,000
Transfer from dayto dayfund - -
Closingbalance 16,000 16,000
NB the above unrestricted reserves,relate to the skate ramp
playground and other non-hall capital replacement
PLAYGROUND GROUNDS & MUGA FUNDS
MUGA- restricted funds
Openingbalance 1 May2023 14,933 13,443
CPCgrants received Multi usegames area 1,940 1,940
Multi usegames area maintenance expenses 417 450
-
Allocation of excess attributable to Muga 1,523 1,490
16,456 14,933
PLAYGROUND & GROUNDS
Capital fund - restricted
Openingbalance 1 May2023 26,657 22,248
CPCgrants received Playground 3,872 3,842
CPCgrants received Grounds 2,357 2,958
6,229 6,800
CPC Ground maintenance expenditure 2,473 2,201
3,756 4,599
Actualplayground expenditure -307 317
-
Attributable to CPC 60% 184
-		 190
-
3,572 4,409
30,229 26,657
Playground replacement fund 1,879 53,820
Playground replacement funds utilised 26,657
-		 -
RESTRICTED FUNDS 5,451 80,477
PLAYGROUND & GROUNDS REVENUE - UNRESTRICTED
Openingbalance 1 May2023 -
Playground expenditure attributable to CRC
-307 x 40% 123
-		 127
Grounds maintenance attributable to CRC 8,905 9,903
8,782 10,030
Transfer from day to day funds to cover 8,782
-		 10,030
-
- -
REFURBISHMENT FUND- UNRESTRICTED
Openingbalance 98,689 98,689
Transfer(to)/from dayto dayfund - -
Closingbalance 98,689 98,689
TOTAL FUNDS CARRIED FORWARD 151,894
£		 212,711
£
REPRESENTED BY:
2024 2023
Bank current account 17,381 72,278
Bank deposit accounts 136,448 140,189
Paypal bank account 0 1,244
153,829 213,711
Less: refundable damage deposits 1,935
-		 -1,000
TOTAL FUNDS CARRIED FORWARD £ 151,894 £ 212,711
ASSETS RETAINED FOR THE CHARITY'S OWN USE
Freehold land &property
Plant & machinery
Fixtures and fittings
Computer equipment
P Kinzett-Evans - Treasurer
Date