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 (Rotati￿al 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
res￿1Ve resr))nsibllities of eath party to the agreement
Lic8ncas
The hall has a Premises Li￿nCe 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 lia￿lIty £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 qualif￿1 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 AsSesSm￿t 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 rep￿ng 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 conditi￿S 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 da￿ar￿J. 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 occas￿nal
fund￿aisIng 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 s￿h 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 expe￿I￿lre 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 refU￿ishment 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 I￿￿te8$. report abovo.
Slgned on bohalf of tho charW8 trustees
Slgnaturels)
Full namels)
Posltlon
Cllr Ga￿th 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 Re￿iptS
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
Li￿nCe
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 balan￿S 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
De￿mber 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

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