## **Hacheston Village Hall (Registered Charity 304756)** ## **AGM** ## **– 26 May 2023 7.30pm** ## **Chairman’s Report** ## **1. Trustees and Personnel** There have been no changes to Trustees since those advised at the last AGM. Michael Dawe will stand down as a Trustee after the Village Hall AGM on 26.5.23. The Booking Clerk and Cleaner / Caretaker have both been in position for the majority of the year creating welcomed stability in hall operations. ## **2. Meetings and Governance** The Trustees met four times in 22/23. At each meeting Health and Safety issues and financial performance were reviewed along with other current issues. The Register of Trustees on the Charities Commission website was updated as required. The annual return for 21/22 was made in December 2022. A Safeguarding Policy was formulated and adopted in January 2023. All Trustees signed the Charities Commission Declaration of Eligibility to be a Trustee. All regular hirers have complied with the requirements of the Village Hall’s Policy. ## **3. Health and Safety Activity** Following the annual third party Playground inspection in October 2022, necessary minor remedial works were agreed and undertaken in January 2023. Routine monthly inspection of the playground equipment is undertaken by the Trustees. ## **4. Financial Position** With a full year of unrestricted operation, the hall has returned to profitability for the first time since 19/20. The viability of the hall is underpinned by regular weekday hirers. Adhoc hires for events etc have not recovered to pre-covid levels. Hire Rates were reviewed for the first time in several years in September 2022 and a c.10% increase in rates implemented. With the implementation of the Safeguarding Policy the opportunity was taken to create separate hire agreements for regular and adhoc hires, facilitating the inclusion of the clauses required by the Safeguarding Policy in the Regular Hire Agreement. Although revenue levels have improved in 22/23 significant expenditure has been incurred in refurbishing the main hall west window and other areas of external woodwork, and maintaining the playground equipment, the sewage system, the heating boiler and the dishwasher. Hacheston Parish Council continues to support the maintenance of Fairfield Green for which the Trustees are grateful. Long term contracts for electricity and gas, a thermally efficient building and solar panels which help to reduce electricity consumption, mean that the hall has been shielded from the extreme effects of recent energy prices. However, the electricity and gas contracts come to an end over the next 12 months and will need to be replaced on the most favourable terms available. It is also anticipated that in the next 12 months the water softener will have to be replaced and further repainting / refurbishment will be required externally. The Trustees remain confident that the hall will be viable despite having to face these considerable challenges. ## **5. Leases with Hacheston United Charities** The land upon which both Fairfield Green and the hall are located is leased from Hacheston United Charities under two 99 year leases which expire in 2104. The Trustees are seeking to acquire either the freehold from Hacheston United Charities or extend the lease term. ## **6. CIL Funding** With the support of Hacheston Parish Council the pétanque piste was upgraded to improve access and all year use. The aim was to improve utilisation by all residents. The works consisted of a rabbit proof palisade fence and paving and was made possible through CIL funding. In order to provide further amenity at the Village Hall the installation of an outdoor gym adjacent to the car park is being evaluated. If implemented, it is proposed that this project will also utilise CIL funding. ## **7. Volunteers** Following an appeal for Volunteers at last year’s Village Hall AGM, a group of residents met in September 2022 and formed a new Volunteers Group. Since that time this vibrant group of people have put on 6 successful events, including the Coronation Big Lunch and have 5 more planned for 2023. The Trustees thank these volunteers for reinvigorating resident events at the Village Hall. ## **Malcolm Robinson** **Chairman of Trustees – Hacheston Village Hall** ## **25 May 2023** ||**Hacheston Village Hall**|**Hacheston Village Hall**|**Hacheston Village Hall**|**304756**|**304756**|**304756**|**CC16a**| |---|---|---|---|---|---|---|---| ||**For the period**
**from**|**01/04/2022**|**To**||**31/03/2023**||| ||||||||| |**Section A Receipts and payments**|||||||| |**A1 Receipts**|**Unrestricted**
**funds**
**to the nearest £**
**4,254**
**362**
**18,481**
**1,000**
**605**
**415**
**540**
**64**
**-**
**25,719**
**-**
**-**
**-**
**25,719**
**2,262**
**31**
**5,993**
**8,359**
**1,296**
**2,710**
**100**
**-**
**-**
**20,752**
**-**
**-**
**-**
**20,752**
**4,967**
**-**
**-**
**4,967**|**Restricted**
**funds**
**to the nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**4,070**
**4,070**
**-**
**-**
**-**
**4,070**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**4,714**
**-**
**4,714**
**-**
**-**
**-**
**4,714**
**- 644**
**-**
**-**
**- 644**|**Endowment**
**funds**
**to the nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**||**Total funds**
**to the nearest £**
**4,254**
**362**
**18,481**
**1,000**
**605**
**415**
**540**
**64**
**4,070**
**29,789**
**-**
**-**
**-**
**29,789**
**2,262**
**31**
**5,993**
**8,359**
**1,296**
**2,710**
**100**
**4,714**
**-**
**25,466**
**-**
**-**
**-**
**25,466**
**4,323**||**Last year**
**to the nearest £**| |Bar|**4,254**||||||**1,860**| |Events|**362**||||||**1,098**| |Hire|**18,481**||||||**9,799**| |Hacheston Parish Council|**1,000**||||||**1,000**| |Solar Panels|**605**||||||**499**| |Donations|**415**||||||**-**| |Other|**540**||||||**1,577**| |Interest|**64**||||||**2**| |Hire Deposits|**-**||||||**2,500**| |**_Sub total_**_(Gross income for_
_AR)_|**25,719**||||||**18,334**| ||||||||| |**A2 Asset and investment sales,**
**(see table).**|||||||| ||**-**||||||| ||**-**||||||**-**| |**_Sub total_**|**-**||||||**-**| |**_Total receipts_**
**A3 Payments**|||||||| ||||||||**18,334**| ||||||||| |Bar Purchases|**2,262**||||||**1,021**| |Events|**31**||||||**98**| |Booking,Caretakingand Cleaning|**5,993**||||||**5,423**| |Hall Maintenanceand Serivces|**8,359**||||||**6,115**| |Insurance|**1,296**||||||**1,225**| |Green Miantenance|**2,710**||||||**4,252**| |PettyCash|**100**||||||**-**| |Hire Deposit Refunds|**-**||||||**2,497**| ||**-**||||||**-**| |**_Sub total_ **|**20,752**||||||**20,631**| ||||||||| |**A4 Asset and investment**
**purchases, (see table)**|||||||| ||**-**||||||| ||**-**||||||| |**_Sub total_ **|**-**||||||**-**| |**_Total payments_**
**_Net of receipts/(payments)_**
**A5 Transfers between funds**
**A6 Cash funds last year end**
**_Cash funds this year end_**|||||||| ||||||||**20,631**| ||||||||| ||**4,967**|**- 644**|**-**||**4,323**||**- 2,298**| ||**-**|**-**|**-**||**-**||**-**| ||**-**|**-**|**-**||**-**||**-**| ||**4,967**|**- 644**|**-**||**4,323**||**- 2,298**| CCXX R1 accounts (SS) 29/08/2023 1 ## **Section B Statement of assets and liabilities at the end of the period** |**Categories**
Signed by one or two trustees on
behalf of all the trustees
**B1 Cash funds**
**B2 Other monetary assets**
**B4 Assets retained for the**
**charity’s own use**
**B5 Liabilities**
**B3 Investment assets**|Signature
**Details**
**Details**
Villaage Hall and Equipment
Play Equipment on Green
Petanque Court
Reconciled Current account
Deposit Account
**Details**
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
**Details**|**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**1,597**
**-**
**19,927**
**-**
**-**
**-**
**21,523**
**-**
Agreement Error
Agreement Error
**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
Restricted
**-**
Restricted
**-**
Restricted
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**liability relates**
**Amount due**
**(optional)**
**-**
**-**
**-**
**-**
**-**
Print Name|**Endowment**
**funds**
**to nearest £**| |---|---|---|---| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||OK| ||||**Endowment**
**funds**
**to nearest £**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**Current value**
**(optional)**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**Current value**
**(optional)**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**When due**
**(optional)**| ||||| ||||| ||||| ||||| ||||| ||||| ||||Date of
approval| ||||| ||||| CCXX R2 accounts (SS) 29/08/2023 2 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A 17dependeiit ExarTiiiier s Report R•pDrt to th• tTUSt••sl Hthion Vtye Hall On aceounts tsr th* y•ar 31.03.2023 Charity no (rf any) 304756 I rer*xl to the tr￿tee$ on my eKairinatrm ofthe a£counts of the atK)ve {'the TEU5t') f￿ Ihe ended31 /d3 la Responsibilltte¥ and As the charity tnth ￿ the Tn￿1, you are reSFrf)n￿b￿ for the prepa￿￿)n basis of r•pwt ofthe aLrounts in accorda￿ wth Ihe wuirements ￿ the Chwilies Act 2011 fthe Arf} under section 145 ofthe 2011 Act and in cèrying otrt my eXamInat￿n, I ur￿[ sedi)n 1445Xb) of the Act. Indepondent I have CoM￿t￿ my exarr￿natiOO. I confim? that no material matters have examinefs statsment cs)me to ry att￿tion lotherthan that disdosed tekw.) In cOnn￿tion with the Act LX with the examinakn to atten11￿ be dtawn wi order to enable 8 . Please delete the K¥Lls in the brthts Mtlw ￿ not apply. S¥n8d: Namg: ¢J quallficatlon(s> or {rf any): Addms: QL IER October 2018 SL'Ctinii B E,15cIoXTWete rfthe e￿7￿1￿ to highlvJht [T￿le[S of mncem15ee CG32. Independent examinth of chaTity accoun￿. drthns and gUp￿ar￿e for Gr￿ h¢rE brief of •ny Items thatthe dlsclrA¢. IER OCto￿r 2018