CUFFSEND VILLAGE HALL Charity No. 302717 TRusfEE REPORT for the period ending 31° Deomber 2023 ADDRESS Foads Lane aiffsend Ramsgate CT12 5JH CONTACT Email- cliffsen<fvillagehall gmall.com overnin Document and Ob. CSSffsend Village Hall's governing document is a Trust Deed included in a Conveyance datsd e June 1968. This Deed established the Village Hall as a Charitsble TrusL The objectives, as set out in the Trust Deed. are the provision of a Villa8e Hall for the benefit of the residents of Cliffsend without diStinctn of sex, political, reli8ious or other opinions. The Trustees consider that the main activities of aiffsend Village Hall are in accordance with the objectives and that they are of public bener There are seven Trustees on the Cliffsend Village Hall Committee. The Trustees are: Sam Pooley Kate Stephens Jim Forrest Julie Forrest Natasha Pooley Matt Chinnery Mlchael Galvln Chairman Secretary Co-Treasurer Co-Treasurer 8ookin8s and Events TethnoloBV Projects & Maintenance The Trust Deed sets out the manner of appointin8the Trustees. who also constltute the Management Committee of the Village Hall. Twstees are elected each year at the Annual General Meeting. The Management Committee has the power to CO-OPt further Trustees. Hall Artivities The alm of the trustees 1$ to provlde a hall that 15 forthe benefft of. and enjoyed by. all the resident5 of Cliffsend and the range of activities reflect this. Major activities include Star Dafi for age5 4-15 year olds flve days per week in school terni time, 3 yoga groups and a Zumba class for fitness an(1 general wellbein& Arts & Crafts, a very well attended weekly coffee mornin8 for the over 55's and a Sunday Worship Group. The Hall hosts Quiz nights. Charity Fund Raisers and Is a very popular venue for children's parties. meetlngs. publlc c¢nsultation5. and other events. The H311 Committee, workingwith the Parish Council. also ran events for Easter. Halloweeft. Chrlstmas. an(1 other celebrations, all of which were well supported and appreoated by residents.
Hall Pro Two major projects were completed in 2023- a new kitchen and a new roof. The new kitchen has madethe hall much more welcomiTr&for private parties and allows a degree of self-catering which was not Viab with the old kftthen. The Hall roof had been a problem for over 20 years, with leaks being pretty much ignored. Remedial repairs to the roof were carried out in 2021 which allowed the hall to reopen after lockdown, but this was a short-temi 501ution. and the Trustees knew the roof would need to be replaced. We also knew that funds would not be available to carry out the work in 2022. Estimates were obtalned towards the end of 2022 and funding arranged in eady 2023. This induded a £15,000 grant from Kent County Council and a £5,OW grant from aiffsend Parish Council. The total cost for the roof projert Was just under £37,000 wrth £17.(WX) cominB from Hall funds. The new roof was completed in September and induded tlles, felt, battens and Insulatlon. ance The Flnanclal Statement for 2023 is attached to thls report. The Accounts are prepared on the Receipts and Payments 8asis. The Vfllage Hall Is an asset but is not recognised In the Accounts. Tfjtle to the property Ls vested wFth the Official Custodian for CharltSes. Receipts for the year were £42,715 whlch included £20,000 of grants towards the roof. Payments for the year were £48,740, which Include £39,OCM) of project costs for the kitchen and roof. We have a core group of hirers whose fees adequately cover the running Costs olthe Hall and Provlde 3 contribution to projett funding. Included in this is the rental income from the room at the front of the Hall, which is occupied by a local hairdresser. Like everyone else, our gas and elettrlcity costs soared at the be8innln8 of the year, and we had to revlew our hlre charges. Increases were kept to a minimum. ar Ahead The one major projert outstandin8 Is the refurbishment of the toilets, to Indude a disabled toSlet. This wlll require building works to be carried out. We have received quotes in the region of £50.000 for the completion of these works. During 2024, we will seek grant funding to support this projett and aim to Complete the works in the flrst half of 2025. Other projects include replacin8 the ntral heating boiler and a replacement cctv system. The Hall has become a very important hublasset for the village, and we will continue to Work hard to ensure the Hall's future for Cliffsend residents. Sam Pooley Ichairmanl
SlarDaTKÈ £4949.17 £1.67Z £0 Toi É13.fth17 £175 Tcknl: £19A46.75 Pr(4ecb Éa9A4&75 al149S+ (b} £om 723) £517J8 £oJ É479.7Y £95 FundsAvallatJanwOI £1951931 5,407.63 £193ts31 Mrj D FoFrn5t 0&103laDJI+
To: The Trustees Cliffsend Willage Hall Charlty Number 302717 From: Gary Fricker Counclllor Cliffsend Parlsh Counal Date: 22nd February 2024 Subject: Inde endent Review iffsend Willa e Hall 2023 Accounts I have completed a NIeW of the Financlal Statement, the accountlng records and the varlous controls that are In place for mana8ing the Charftvs finances. All income and recelpts are properfy recorded, both elertronically and In hard copy. The use of cash has been eliminated and all payments to the hall are made directly into the bank account. All payments made by the hall are supported by involces and made vla Intemet Bankln& thereby providin8 an audit trall. Approprlate records are kept on a spreadsheet, as well as hard copy, at the transactlon level. The spreadsheet Is reconclled weekly wlth the current account vla Intemet Bankln8 and on a monthly basls against the bank statements. Each Item on the bank statement Is checked and an annotsted hard copy Is kept on file. Based on the revlew, I can conflrni that Income and expendlture are properly accounted for and that adequate accountin8 records are held. Gary Frlcker Chairman, Cllffsend Parlsh Council