## **Gerrans Parish Memorial Hall** ## **AGM April 2023** ## **Chair’s Report - Covering activities through 2022** Having had to close the Hall and Heritage Centre for much of 2020 and 2021, it was so heartening to see such a rapid return of our customers through 2022. Through the year, the Main Hall had 495 bookings, and the Committee Room 74 bookings. On a typical week, we have around 18-20 different user groups using the facility. It is wonderful to see such a broad range of users from: the Old Cornwall Society; several health, fitness and wellbeing groups; the café; arts and crafts sessions; amateur dramatics; line dancing; music recitals; guides and so on. We really do cater for all in our thriving community. The Heritage Centre followed a similar path of re-opening following COVID. Through the summer of 2021, we had reduced opening hours and restricted the numbers of visitors in at any one time. Thankfully, 2022 was back to normal. We have increased our volunteer base, refreshed the exhibitions, and kept the shop well stocked for locals and visitors alike. For those who may be new to the Charity, and a reminder for those who aren’t, our purpose is to provide and promote our assets for “ _physical and mental training and recreation and social, moral and intellectual development’._ Along with the Memorial Hall, we fulfil this purpose through a broader base of assets, including the Surgery, Heritage Centre, and a telephone box. As a Committee, I think we can be confident that we are fulfilling this purpose admirably. As we head into 2023, we are in a healthy financial position. This is thanks to our innovative funding model and the careful management by the Committee over many years. In case you aren’t aware of our model, it is a shining example of community self-help. The rental income that passes from the NHS to the Surgery, and then to the Charity, is reinvested back into the maintenance and improvement of our assets, and it allows us to subsidise the hire fees for our users. This has allowed us to develop a capital projects programme for the next couple of years. We have already started some of this work, for example, refurbishing the floor in the Main Hall and installing a cinema system in the Committee Room. We also refurbished the telephone box by the Fisherman’s Shelter as a small exhibition space. Other initiatives planned include: - **Externally:** replacing the fencing and drainage; a new ticketing and payment system for car parking; improving the external lighting; and installation of electric vehicle charging points - **Internally:** refurbishing the toilets; creating some new storage areas for our users; an archiving and storage area for the Heritage Centre; replacing the curtains in the Main Hall; updating the lighting to more energy efficient solutions; and a complete redecoration throughout. The works will be done in phases and planned together with our customers, so we keep the facilities open and minimise disruption. Page 1 of 2 Over the last 18 months we have put a significant amount of effort into tightening up our governance arrangements too. The most important change has been to shift our legal structure to a new Charitable Incorporated Organisation (CIO). CIOs are a relatively new, and very helpful legal structure for organisations like ours. It allows us to do everything that a limited company can do e.g. enter into contracts and employ people (should we wish), but because CIOs are not actual companies, we don’t have to register with Companies House, rather we are registered and governed by the Charity Commission. This will save us lots of time, effort and cost in administration. It also reduces the personal liability for our Trustees In moving to the new legal structure, we also took the opportunity to review and refresh all the polices that govern how we operate to bring us in line with the latest Charity Commission best practice. These policies cover a range of topics including: conflicts of interest; financial procedures; managing our reserves; safeguarding; and data protection. Finally, each year we take the opportunity to say a massive thank you to those people in our community who do so much to keep the amazing facilities we have open and available to us all. In no particular order! - Nigel Boon for his reliable and diligent treasury skills in managing our finances, our relationship with our bank, collecting in the money from our users and paying our suppliers, and for continuing to lead the successful shift to Charitable Incorporated Organisation (CIO) status. - Cynthia Calton for continuing to do such a great job of Secretary to the Committee keeping us all in line and legal. - Nev Meek for continuing to drive the Heritage Centre forward with new exhibitions and a growing team of volunteers. - Michelle Borrie, Chris Vandome and Geoff Roberts for keeping the Hall and Surgery in the best possible shape for all our users. - Sarah Vandome and Luke Dunstan for looking after the grounds. - Victoria Ling for the looking after the bookings for the Hall particularly as the events diary is so full now. - Gary Blake for offering his professional advice and expertise as we plan the refurbishment of the Hall and Heritage Centre. - David Calton for continuing to collect money from the car park machine and keep the machine maintained. - Peter Cunningham for his care and attention in auditing our accounts - All those who run clubs, societies and events from the Hall, for the benefit of our community. Finally, I just want to say thank you to the whole Committee of Trustees and Members for giving of your time, energy and ideas. You all represent our wonderful community, and keep the Charity connected and grounded to its purpose. Andy Mullins ## **Chair of Gerrans Parish Memorial Hall Committee (April 2023)** Page 2 of 2 GERRANS PARISH MEMORIAL HALL - R istorod Cha Nurnber 31)0543 Flnanclal Accounts Year to December 20 eNo. Index Fund8 Statsment and Indopendent Ex•mln6rfs StstèmenL Income and ExPendI￿re Ststemenl Schodule of Credltor5 and other WorklrwJ Capltal Flxed Assets Reserves Pollcy Date 7th Ala￿h 2023 Treasurer Ni9el aoon GPMH Final Accounts 2022 v2 for priniing ." Index Page 1 17103r2023 .. 15:31 GERRANS PARFSH MEMORIAL HALL - 88lBn¢e ot 31st Oeeèmt¢r ¥2.773:; 117,W1 -25.128 SurplusllDefLtI for the year eTrJirvJ 315t Decernber 1•i1J7 REPRESEKtED BY: 154.7171 43.771 Loss Depfeuaoon 70 Current Ass•ts Cash at B8nk 35274 Stock D8btor5 471 Payment in Pthance 271 54476 J8.959 L•55 Cndftors dut withln ont ye•r -2.285 -1,132 Nel Curnirrt A5J•ts 51.191 .827 Totsl Ass•ts 1U1J7 106.773 Less: Long Tenn Grants & Loar6. Grgnt. Courty En¥lronment T￿￿1 -14.000 -14,000 114137 H¢)n. TrBasurnr ¢*1•: 17th 2023 IAdll chl1rp•r￿n Dots.. 17th 2023 ol the Inde nt Examiner Basts 01 Independent vTrrrunerfs repJrt kn examination indtha rthvwoflho accr￿ rewrds kotrt th8 org8nknoIory and coM￿r￿n of Ihe accounts ljw recortls. It •bt) indwJe5 con5ljeral*￿ ol•ty unu5u81 or ¢*losU￿$ In tho accounts 8￿j See￿[¥ explanatiorts corxernw aThy such matt¢rs. The proc*jU￿ undertakgn do not all the e¥•Jenc8 th8t be r￿Utred in an 8Lkllt 8ThJ ¢onwuenUy no cpnKJn • a510 *thethe¥ Ihe acrnunts pre5eTrt a Iwue aTrJ far Ihe reKXJrt ts linited lo Ihose matters sel out in Ihe ststemeni bel¢Jw. In connect#)n examSnaUon, no mattèr h85 eoTh lo my 8lt8n*on my opwTr. attoTrtron 5h¢Jukl b8 drawn in ovder to enaNÉ a urKl*rslandiry olth? accourts to be reached. Stqn•d.' t>al•.' 17th IIArdL 2023 GPMH Fmol Accoun1¥ for wntirvJ'. Pty• 2 37M3r2023.. 15..32 NS PARISM MEMO Fkna Y•r*3 22 T¢)Iil Hefft•oe Centre 1 Jan 1031 D ID 31 DeG 31 IJ to31 D 31 D•e ID JI Dt4 Swgery Retrt Hwe Df Hal 29.7r)) 29,700 1,070 1.070 6725 235 15 Lo 74 75 348 H￿ltapE CBrtrv S4 1.427 1.427 1.427 io Clekn¥ Gard•rknu Careta 2741 1*7 7T4 494 1237 281 1405 In5UTW￿E 3413 1794 591 561 Car Pak RoLthe mAtrfrn￿Q 4,676 5,649 2,43B 4414 475 4.170 2.116 045 1.4Tg StotKllery. LurKe5 and Gw PioftsgKx•I F¢•s shop PU￿$￿05{AdIL￿d1Br Strxkl Trarol•roibffjd6to CIO {￿ty No.1194810} 17nm3. 15.38 GERRANS PARISH MEMORLAL HALL FOR THE YEAR ENDED 31st ECEMB I Sch•dul• of Credltorn V.A.T, Hall El¢¢tri¢ty Ho11 Wat•r Hall Gardening & C*r8taker Hentage cerrt￿ Br Henlage Centre- Professional and Admin eri18g¢ C¢ntrs Elécir Sub Totsl Credttorn 280.76.: X607:: 130.98 1,132 D•btor¥ Hall- i meri￿90 C8ntr8. D•c•mber Sales 270 45 I VAT El8Ctrfcrty R8fund Sub Total O•ètorn nt In Ad￿ne* Insurance 2T1 i For Insurance P•yTh•Ms In Advanc&$￿ &¢ulalitin$ 4tach8d Stock For $￿k Valu$ SUPPO￿d by Stock Sch•dul•s i rA•h •t Bank Barelays Currnnl Accounl Barclays Instant SaverAccwnt NatWe5t Current Account 41.138.75- 10.080.31:. Naiwtst Fix8d T•m) 08posK Sub Total Ca$h At Bank GPMH Fln81 Accounts 2022 v2 for printing '. Credmors Page 4 1710V2023: 15'.33 GERRANS ARIS FIXEO ASSeTS 31st D￿emter *)22 31$t Otcemiw 2021 FREEHOLO PROPERTY Va Ggrran• P4rl•h Alqffmylal HaH upgf&l• cost Brought For¥*ara thrtIOn8 I Charge for Ye8r 83.711 ': 43 771 83.T11 1 70A46 IK717 1W717 Gerian• Paiish M8mor The Land lor the Ptsll wax tan¥Èy*d ty Ge￿arts P3rth C(￿n¢1 ￿ 21* June 1949 fora Sum ¢1£1￿.Th￿ wjmwa w0v￿ets ty put4¢c wt#nphon by the ￿riSh1o￿￿ and olhw5 IOT the wrr>J9e otwethrv a wll>Je hall. The Tr￿lee5 hc4J the poperty f¢* gm* ftythe ol Gerr3rts aTrJ it 18 hebj 11 Ihe Commltee necewry (K •*wble to the w ol the lor the Pj￿￿e5 forwhlch ft t& a meeting of Ihe Inhabnants ol Ger￿a￿ Par￿h snail oe c*lleo. 11 Such L¥ Grfftfirned the Comrnryree may. the consent ol the ChaTty Commi%*oners, let or sell the PPEmtses. Al gach fflcffliEs ari%ry shall te zwièj erthef in the wr¢ha5e of other pFeml8es toward¥ gjch other charrta￿e wrp)5e5 for Ihe tenefrt ol the ¥nhaMants of Ihe Gerw par￿ a¥ may te approved ty the Chalrty Comrnwon. We only 8eem to have acuunts from 1979 aTrJ fhwe s no record lor morw bÈinp $r￿t A r4pt*Bed ￿ bjilding the Hail etc. I can only awJme it erther covertd ty oran1￿pU￿*d0ffi3bth ard of ￿ ne¢￿61 to the Ham u the 8mtyJrtswve eyrtsed through thè ¢r￿me & E¥Fenditure Accounts l awm¢ Ihify was the CLW ol wrchxt'r*Jthfr thit4e Cenlre. Vé fw51¥Fpeaf•J in thebalance Shert on y•arlo ￿ Aw"1 Xn4 Theie YJ 8 re￿rd ol a Surgery BulhJlr¥J FuThJ fcrfthÈ three yeaisto >) 2C￿3.￿1￿jWwj c09ts ￿￿£150.408 and the8e**re covered tsy GranWGrarrt A￿lDor￿atr￿￿FWby rawiry w therewa5 no ro the Hall. rt kn awmtyJ any earfwcc&s %4*re covertr3 In a ￿MIlar way. Ge￿arts Parth Memnal Hall Ge[rar￿ Svrgery GeTrarbS Heritage Centre at Ci%t Toial Valuation 710.C#XI 743.W) 240.( 1.693.LA)J GPK4H Fin31 A¢cr*JrnB 2trX2 wnDr¥.' Fr¥•J A56el8 P*Je S 1710Y2023". 15".33 ERRANS PARISH MEMORIAL HALL R Istered Charl Number 300543 Roserves Poli The Trustees of Gerrans Parish Memorial Hall ￿nsId￿r it prudent to hold financial res&￿eS to safeguard the future delivery of the c*witable Purposes sel out in the Trust Deed. The reserves aro necessary lo guard against tha following risks and contingencies. 11 TVK) thirds of the Hall's income is generated from renting the "Surgery" the lease has a 6 month break dause i.e. th& ouxjparrts could give 6 months notice and vacate the premises. There 15 the risk of a sub51antial loss of Incomè in the shorl lo medium lerm plus additional costs may be roquirod io rofil the premises for any ne* OC￿pIer 21 Th8 Tnjstees manage three properti8s with an estimated rebuild u>st of £1.7 million. The reserves are held to meet the long lerni mainl&nance and r8nwAI costs that cannoi be met from income generated in a Single year. The level of reserves ar8 revlfft￿d periodically. GPMH Final Acrnunl$ 2022 v2 for printing . Rese￿0 6 17103r2023 .. 15'.34 I CHARITY COMMISSION | FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Indepen'dent Examinerfs Report Report to the trusteesl members of Gerrans Parish Memorial Hall On accounts for the year ended 31# De￿mber 2022 Charity no (if any) 300543 Set out on pages Page 1 only port to the Irustees on my examination of the accounts of the above cb.anty {"the Trust") for the year ended 0510412020. Responsibilities and basis of As the charivs trustees, you are responsible for the preparation of the report accounts in accordance with the requirements of the Charities Act 2011 ("the Act.). I report in respect of my examination 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 applicable Directions given by the Charity Commission under section 145(5)(b> of the Act. Independent examinerfs l F..3ve completed my examination. I confim that no material matters have ststement ccme to my attention in connection With the examination which gives me cause to believe that in, any material respect: the accounting records were not kept in accordan￿ with section 130 of the Charities Act.. or the accounts did not accord with the accounting records", or the accounts did not comply wrth the applicable requirements conceming the fomi and contenl of accounts sel out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give 8 'true and fair, view which is not a matter considered as part of an indepen.dent examination. I have no con¢ems and have come across no other matters in connection with the examination to which attention should be drawn in this report in Ofder to enable a proper understanding of the accounts to be reached. Date: 15103123 Name: PE.ter Cunni gham Relevant profess•onal quiilification{s) or body (if any): Cliartered Management Accountant A.1 M.A Add.-ess: verbyn. 13 Tregassick Rd. Gerrans, Cornwall - TR25ED IER Oct 2018