Arkenstall Village Centre (AVC) Registered Charity No. 3(M)394 Trustees, Annual Report 1" May 2022 - W April 2023 Secretary. Sheila Waller clo Arkenstall Village Centre 7 Station Road Haddenham CB6 3XD Names of Trustees (at the end of the rep(Yting period) Vacant (Rotatial as avail) Chair Sheila Waller Cllr Gareth Wlson Treasurer Liz Dolman Stuart Brow8e Paul Hioms Jason Dowden Suzy Barker Lisa Constanti Dee Ireland Robert Bush Sources of adv and support ACRE Haddenham Parish Council Governance CONVEYANCE AND DECL4RATION OF TRUST DATED 12 JUL 1971 AS AMENDED BY RESOLUTION DATED 16 MAY 2017 as amended on 21 Feb 2023 The AVC is managed by the Board of Trustees under a constitution. which was updated this year, considered, and voted in at an EGM in February. There has been a significant tumover AVC Annual Report 202213 Page I
of trustees this year. A vote of thanks was passed to Mr John Shippey stepped down mid-year as wi Chair after many years of service to the Charity. The Trust Deed govems the appointrnent of trustees arKI the management of the charity. Seventeen were elected at the Annual neral Meeb'ng held in May 2022. A numb8r were Co-opted during the year. Refinement of trustees. dulles was carried ajl wilh the most significant dwnge being the appointment of a new Line Manager for the Caretaker and Clear. Pernianont Staff Mr James Dun has tendered his resignation WEF 31 Juty 2023 after 18 years, service. R8cruitrn8nt for a repla[nent has begun. Pollcles and Procedures To guide the Management C(xnmrttee in ex8rcising its duty of care to members, employees and users of the hall. the foilowiro policy Statem have been adopted and ViSed this period: Constiiulion (Agreed at EGM in Feb 23) Health & Safety Policy Safeguarding policy Data Protection Finance & reserves wAicy CCTV Copies of these policies are available on the websiie. Hlrlng AgreoThnt Us8 of the village hall is subject to a Hiriru Agreem8nt which must be signed by the hirer when booking. The hiring 4reement sets out the ¢orKlitions of hire and identifies the res1Ve resr))nsibllities of eath party to the agreement Lic8ncas The hall has a Premises LinCe and ¢xcasionally applies for an alcohol licence. The hall is licensed by the Perfonning Right s(ty for live and recorded music. Risk Management AVC Annual Report 202213 Page 2
Insurance The viifage hall is insured with respect to propety damage and rebuilding (buildings insurance) for £2.055,017 It is insured with Ihe same MpanY with restEd to Ix)ntents up to, £68,500 wblic lialIty £10.000,(MX) employers. liability £10.000,000 business interruption £39.600, personal accident £25.0(K) and rnanagement liability £500,000. The Management Committee recognises that it is under a legal obligation to protect the building. ts users and emFAoyees through adequate and appropriate insurance. Bullding Issues A building Conditi suNey is undertaken at &year intervals by a qualif1 surveyor. Gas appliances and F#Ytable electrical appliances are tested by qualified personnel annually. The mains electrical installation is checked by a qualified engineer every 5 yea. A Fire S*ty Risk AsSesSmt is updated annually by the Committ88's own Fire Safety Officer as required by law. Fire fightiNJ applian are inspe(Xed annually under (Thtrad with the supplier. The Caretaker carries <xrt other regular Maintenan checks. there is a reFthing book available for all users to report faults in thè Kitch8n. Ther8 is an Accidents repng book a¥2ilable to ccmply wtth Health & Safety regulattons to document any instances Ihat (r during usage of the site location. ObJectIv of the Charlty Provisi of the AVC for the benefft of the inhabitants of Haddenham wlthout distinction of sex. sexual orientation, age. disabilty. nationalty. ra or political, religious or other opinions Use of the village facilities for meelirKJs. lectures and dasses or other fom of recTration and leisure time occupation in the interests of social welfare and with th8 object of improving the social conditiS of the life of the inhabitants The charity also suPAets Spa the volunteer village library The TTUStees consider these objectives to be o)nsistent with Charity Commission guidan on providirKJ for the public benefft and Ihese objectives have been pursued in the adivitses of the charity this year. AVC Annual Report 202213 Page 3
Principal Activities in pursuit of Objectives The hall is in use most days of the week for a variety of acbvitses including over 60s lunch club. weight walcheTr. ball room daarJ. music nights. Pilates. Yoga. and village meetings. The hall and rooms are available ts hire fv private functions induding children's parties. wedding receptions. fu[al teas. village so(aal functions arKI occasnal fundaisIng fayTes. Fundlng Strategy It is the strdt8gy of the Trustees to manage the revenue budget on a self- financing basis. This has necessitated revisi$ to the hiring chaThJes and terms and c%>nditions from 1 February 2023. Th8 hirirvJ charges paid by users of th8 hall are set to achieve this. Exrt to be financially viable the Trustees have agreed that inueasirKJ Ihe usage of the facilities is required to cover rfsing costs. Volunteern, Efftirts Management costs are kept to a minimurn Ihrough empbyment of a part time retsker with booking duties and a deaner. Volunteers for regular maintenance, Vering absences of the caretsker and deaning of the hall. On average 60 hours of volunteer time are given each W88k to cover rwtine tasks sh as bookings managemen( deanlng. and maIntenan. In addilion. trustees give 4 hours a month for meetings and 200 hours per annum in organising and running fund raising events. 2022123 Achlevements The Trustees wc¥k hard to mak8 the hall at1racti to potential users and m8asure their success by the range of us8rs and the hall 0¢panCy. Occupancy is the number of sessions x ffM)rns occupied c¢Jnpared the maxiTwm number of sessions x roo available. In 2022r23 ¢)c£uparq averaged 20%. We Wek one new regular user Vimala Yoga and (xmtinued to attract a variety of new on&off users. A low occuparw rate is not sustainable and the Trustees have drafted a new business plan and vision for 2023124 which aims to expand the AVC offerirKJ. AVC Annual Report 202213 Page 4
Reserves Policy The chartty had £4.388 in the bank and COIF shares valued at £78,659 nat the year end. This cash is available for unforeseen expeIlre in relation to building maintenance or urgent fijmibjre or equipment replacement. The Tnjstees are responsible for the rna1ntenan of the village hall and from time to time this involves Maj works far in excess of cash reserves held. On identifying such major works, fundrdtsing is undertaken with the object of meeting the costs in full (i.e.. *rythout needing a loan). Such funds wwld be restricted. There are rrenty r8stri(aed fvnds of £11.100 in hand which are to be used for the upgrajing and refUishment of the hall toilets. Future Plans The Trustees have be(x)mè aware that the village hall is less energy efficient than It rnight be and have und8rtaken an Energy Audit to assess what inyovements n be made. The Trustees hav8 developed a bas81ine BuildirKJ ImproveffRnt plan to be funded frorn th8 operab'ng budget. The Trustees are developirvJ a BuildirvJ development plan 1¢h aims to re¢UrelreM0del building to improve the offer rf grant funding van b8 obtsined. Spare capacty in the hall will b8 pronK>ted via wr thite. Facebook page and advertising in local parish newsletters. The trusts08 declaro that they have approved tho Ite8$. report abovo. Slgned on bohalf of tho charW8 trustees Slgnaturels) Full namels) Posltlon Cllr Gath Wilson Treasurer 30 Apr 23 AVC Annual Report 202213 Page 5
Independent examlnation of the accounts Our income is below the income threshold atx)ve an independent examination of the accounts is required by the Charity CommissiL. The draft end of year accounts is separately attached as a pdf. AVC Annual Report 202213 Page 6
Arkenstsll Village Centre Receipts & Payments for the year to 31st March 2023 Receipts Room hire Library Rent Flat Rent interest Precept Donation Panto Ceilidh Fund raising surplus on sale of COIF units Grant JRS Grant Insurance Claim Total ReiptS actual 16,877.80 3,200.00 1.500.00 231.89 2,500.00 7.026.23 2,837.12 1,369.00 390.50 budget variance 20,(X)O.00 (3.122.20) 3.200.00 1.500.00 220.95 2.500.00 7.331.72 ( 305.49 ) 2,000.00 837.12 500.00 869.00 5CX).00 ( 109.50) Yr to March 22 13,747.50 3,200.00 1,500.00 168.76 2,500.00 7U.19 10.94 785.86 4.419.94 12,607.80 445.64 35.932.54 37.752.67 (1,820.13 39,445.69 Payments Salaries cost of fundraising Telephone 13,955.15 1.166.60 1,048.82 1,032.07 15,247.44 1,292.29 (1,166.60) 14,758.38 1.048.82 1.076.94 546.11 788.79 44.87 Promotion Cleaning materials Rubbish collection Building maintenance Boiler maintenance Equipment maintenance Building repairs Gardening Electricity water 916.41 1,162.73 1.585.16 1.036.51 120.10 945.74 ( 216.99) 1.119.62 { 465.54) 300.00 452.84 2.124.05 978.72 2,125.67 150.(M) 602.84 1,121.46 21,474.00 420.00 8,330.51 928.12 3,392.27 2.304.07 811.34 550.37 ( 420.00) 4,465.43 (3,865.08) 1,359.68 431.56 5,685.15 2,292.88 2.5(K).00 195.93 811.34 574.30 3.034.77 800.76 2.905.50 2,213.09 308.40 60.00 Insurance LinCe Sundry Fire Alam Jubilee Evenl subscription CCTV deposit refund Total spend 23.93 149.32 60.00 ( 149.32 > 162.00 1,964.81 366.00 38.328.94 ( 366.00) 36.833.81 1.495.13 55.366.51 Surplusl (Deficit) ( 2.396.40) 918.86 3,315.26 ( 15.920.82)
Arkenstall Vlllage Centre Balance Sheet as at 8th Mar 2023 31st March 2023 31st March 2022 Bank Balances at 31st March 2023 COIF Shares at cost COIF Charty Funds Lloyds TSB Account Santander 10,783.70 300.47 4.087.83 10,783.70 6.222.96 493.16 17.568.40 15.172.00 16,172.00 17,568.40 Bank balanS at 1st April 2022 COIF Shares at cost COIF Charty Funds Lloyds TSB Account Santander 10,783.70 11,363.76 999.82 20,632.48 493.16 33,489.22 6.222.96 493.16 17.568.40 Surplusl(Deficit} for period 2,396.40) ( 15,920.82) 15.172.00 17.568.40 Represented by Restricted reserve8 Salartes resep4e Repairs reser4e Bookings reserve 3,000.00 2,000.00 3,300.00 8.300.00 6,872.00 15,172.00 3,000.00 6,000.00 3,300.00 12,300.00 5.268.40 17,568.40 Unrestricted resenfts Value of COIF shares al 31st Dember 2023 Decrease from 31 st March 2022 of { 78.659.48 8,029.42 86,688.90 14,413.31 Gareth Wilson 31-Mar-23