2023-03-31-accounts - Horringer - Cum - Ickworth Community Council

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Trustees’ Annual Report for the period

From 1 April 2022 to 31 March 2023

Charity name: Horringer-cum-Ickworth Community Council

Charity registration number: 304904

Objectives and Activities

Summary of the purposes of the charity as set out in its governing document	a) The provision, maintenance and management of a village hall for use by the inhabitants of the area of benefit, without distinction of political, religious or other opinions, including use for meetings, lectures and classes, and other forms of recreation and leisure time occupation with the object of improving the conditions of life for the inhabitants. b) To promote for the benefit of the inhabitants of the area of benefit the provision of facilities for recreation or other leisure time occupation or educational activity of individuals with the object of improving the condition of life for the said inhabitants. c) Such other charitable purposes for the benefit of the inhabitants of the area of benefit as the Community council sees fit.
Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts.	Provision of Community Centre (Village Hall): Village clubs and societies are able to use the Centre for a wide range of activities including baby & toddler group, gardening club, WI, singers, dance classes, yoga classes, carpet bowls, good neighbours scheme, markets. Additionally, ad-hoc private bookings generate additional income. This year was the first full normal year post-pandemic, and in fact showed a slight increase on pre-pandemic numbers. On average we have seen about 300 people per week attending regular events in the hall, and around 2,500 attended ad-hoc events during the year, with a total annual footfall of around 10-15,000. Promotion of events: The previously annual Flower Show and Fete did not take place again, but celebrations for the Queen’s Platinum Jubilee were organised in June, including beacon lighting, a successful fete in conjunction with the Church’s strawberry tea, and a successful Quiz Evening. The Quiz Evening was repeated later in the year, and the annual fireworks display took place in November, and the Christmas tree light-up took place as usual. A new venture started at the end of the year (February & March), with the starting of a monthly Film Club evening. Other activities: The charity operates a ‘Little Lottie’ scheme, in which a large number of villagers are stake-holders, and approximately half the income of which is paid out as monthly prizes.

Summary of the purposes of
the charity as set out in its
governing document

a) The provision, maintenance and management of a village
hall for use by the inhabitants of the area of benefit, without
distinction of political, religious or other opinions, including use
for meetings, lectures and classes, and other forms of
recreation and leisure time occupation with the object of
improving the conditions of life for the inhabitants.
b) To promote for the benefit of the inhabitants of the area of
benefit the provision of facilities for recreation or other leisure
time occupation or educational activity of individuals with the
object of improving the condition of life for the said inhabitants.
c) Such other charitable purposes for the benefit of the
inhabitants of the area of benefit as the Community council
sees fit.

Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or services
identified in the accounts.

Provision of Community Centre (Village Hall): Village clubs
and societies are able to use the Centre for a wide range of
activities including baby & toddler group, gardening club, WI,
singers, dance classes, yoga classes, carpet bowls, good
neighbours scheme, markets. Additionally, ad-hoc private
bookings generate additional income. This year was the first
full normal year post-pandemic, and in fact showed a slight
increase on pre-pandemic numbers. On average we have seen
about 300 people per week attending regular events in the hall,
and around 2,500 attended ad-hoc events during the year, with
a total annual footfall of around 10-15,000.
Promotion of events: The previously annual Flower Show and
Fete did not take place again, but celebrations for the Queen’s
Platinum Jubilee were organised in June, including beacon
lighting, a successful fete in conjunction with the Church’s
strawberry tea, and a successful Quiz Evening. The Quiz
Evening was repeated later in the year, and the annual
fireworks display took place in November, and the Christmas
tree light-up took place as usual. A new venture started at the
end of the year (February & March), with the starting of a
monthly Film Club evening.
Other activities: The charity operates a ‘Little Lottie’ scheme,
in which a large number of villagers are stake-holders, and
approximately half the income of which is paid out as monthly
prizes.

Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit	We have referred to the commission’s guidance on public benefit when reviewing our aims and objectives and in planning future activities, both as a management committee and as the full community council which is attended by representatives of village organisations. The trustees consider that the charity’s activities reflect our aims and objectives.

Additional information (optional) You may choose to include further statements where relevant about:

Policy on grant making N/A Policy on social investment N/A including program related investment Contribution made by Volunteers run the community centre and organise and carry volunteers out community activities which enrich village life and create a good strong community. Other

Achievements and Performance

Summary of the main The Community Centre provides a place where community achievements of the charity, life can flourish, contributing to well-being and health and identifying the difference the addressing loneliness and providing educational activities. charity’s work has made to The improved facilities at the Centre of recent years (the new the circumstances of its audio-visual system and improved bar facilities) have made it beneficiaries and any wider possible to improve the delivery of these. The AV facilities in benefits to society as a particular have enabled the start of the new monthly Film whole. Club, which has been well-received as an opportunity for villagers to socialise and watch a film together on the big screen.

Additional information (optional)

You may choose to include further statements where relevant about:

Achievements against objectives set Performance of fundraising activities against objectives set

Investment performance against objectives Other

Financial Review

Financial Review
Review of the charity’s financial position at the end of the period	The charity is in a strong financial position. Bookings income has now recovered to pre-pandemic levels, and indeed has shown a slight increase. Grant funding to support community projects and local well-being has enabled us to provide support to local groups such as the carpet bowls club and yoga classes. In-house provision of bar facilities for hirers of the hall has also enabled some ancillary trading income to boost booking income. We have been fortunate in having a fixed- price energy contract in place until July 2023, and prices will increase after this, but we are confident that a small increase in charges from 2024 will enable us to remain in a strong position. Income from other sources such as Little Lottie and waste recycling have been maintained.
Statement explaining the policy for holding reserves stating why they are held	We hold a minimum of £30,000 in reserve at any time, which represents the anticipated running costs for one year. Further reserves are held in anticipation of future significant expenditure that may be required to maintain the Community Centre – currently this includes renewal of the heating system and upgrading the fire protection system, which continue to be investigated.
Amount of reserves held	£65,000–including £35,000 for future projects as noted above.
Reasons for holding zero reserves	N/A
Details of fund materially in deficit	N/A
Explanation of any uncertainties about the charity continuing as a going concern	N/A

Additional information (optional) You may choose to include further statements where relevant about:	Additional information (optional) You may choose to include further statements where relevant about:
The charity’s principal sources of funds (including any fundraising)	Income from hiring the hall for community activities and for private functions, including some ancillary trading (bar sales). Fundraising from events and other activities.
Investment policy and objectives including any social investment policy adopted	N/A
A description of the principal risks facing the charity	Maintenance costs exceed income in the event of major works becoming necessary, especially if unexpected; People not prepared to stand as trustees making it difficult to maintain a full quota on the team; Fire in the Community Centre; Vandalism to the Centre; Injury at an event run by the Community Council; Injury suffered by hirers using the Community Centre; Failure of systems at the Centre affecting hirers (eg blocked toilets) Safeguarding issues.
Other

Structure, Governance and Management

Description of charity’s trusts:
Type of governing document (trust deed, royal charter)	Set up by order: scheme dated 13/03/2006 and amended on 06/07/2011 and 23/06/2014
How is the charity constituted? (e.g unincorporated association, CIO)	Trust
Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees	At the AGM five honorary officers are elected as trustees (chair, vice-chair, secretary, community council treasurer, village hall treasurer); two further trustees are nominated as representatives by the Horringer-cum-Ickworth Parish Council and the Horringer Social Club; between two and four further trustees are elected at the AGM; the trustees may co-opt up to three further trustees. Community Council members eligible to stand for election as trustees include one member appointed by each affiliated organisation and further members elected at the AGM.

Additional information (optional) You may choose to include further statements where relevant about:	Additional information (optional) You may choose to include further statements where relevant about:
Policies and procedures adopted for the induction and training of trustees	New trustees are provided with documents detailing the charity’s history, structure and management, and also the constitution, terms and conditions of hall hire and the latest annual report and accounts. They are also asked to read the guidance for trustees as advised by the Charity Commission.
The charity’s organisational structure and any wider network with which the charity works
Relationship with any related parties	Titles to freehold and leasehold land are vested in the Horringer-cum-Ickworth Parish Council as Custodian Trustees.
Other

Reference and Administrative details

Charity name	Horringer-cum-Ickworth Community Council
Other name the charity uses
Registered charity number	304904
Charity’s principal address	Horringer Community Centre The Street Horringer Bury St Edmunds IP29 5RU

Names of the charity trustees who manage the charity

Trustee name	Office (if any)	Dates acted if not for whole year
Gordon Hughes	Chair	To 28/11/2022
Janette Emerson	Secretary
Rachel Davies	Community Council Treasurer
Janice Sylvia Frost	Village Hall Treasurer
Euan David Robert Brierley	Vice-Chair from 14/11/2022
Colin Knight
BarryHastings
John Porter		Until 25/7/2022

– Corporate trustees names of the directors at the date the report was approved

Director name none

Name of trustees holding title to property belonging to the charity

Trustee name	Dates acted if not for whole year
none

Funds held as custodian trustees on behalf of others

Description of the assets none held in this capacity

Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects

Details of arrangements for safe custody and segregation of such assets from the charity’s own assets

Additional information (optional)

Names and addresses of advisers (Optional information)

Type of Name Address adviser none

Name of chief executive or names of senior staff members (Optional information) none

Exemptions from disclosure

Reason for non-disclosure of key personnel details

N/A

Other optional information

N/A

Declarations

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s) E Brierley

J Emerson

Full name(s) Euan D R Brierley

Position (eg Secretary, Chair, etc)[Vice Chair ]

Janette Emerson Secretary

Date 22 May 2023

Horringer-cum-Ickworth Community Council

Charity Number 304904

Receipts and Payments Accounts

For the Period from 1 April 2022 to 31 March 2023

Receipts and Payments

Receipts	Un	restricted Funds	Restrict	Restrict	ed Funds	ed Funds	Total Funds	Previous Years 2021/22
		General Fund	Activities & Events Fund	Platinum	Jubilee Celebrations Fund	Hirers A/C
Hall Bookings Hire Fees Set-up & Cleaning Charges for Hirers Bar Arrangement Fees Bar Sales Grants: Platinum Jubilee Grant (restricted) Parish Council Parish Council (restricted) COVID-19 Support Gramts Other Grants Other Grants (restricted) Donations Donations (restricted) Horringer Diary Adverts Waste Recycling Bottle Bank Clothing Bank Little Lottie Subscriptions Events Jazz Evening (10 Apr 2022) Ticket Sales Platinum Jubilee (5 Jun 2022) Quiz Evening Ticket Sales Bonfire Night (5 Nov 2022) Gate Refreshment Sales Quiz Evening (19 Nov 2022) Ticket Sales Raffle Film Club (13 Feb & 13 Mar 2023) Ticket Sales Garage Sale Bookings (15 Apr 2023) Social Club Insurance contribution (1/4) Water Rates contribution (1/2) Pump Maintenance contribution (1/2) Other Income	(£ 19,157) (£ 1,285) (£ 105) (£ 7,933) (£ 28,479) (£ -) (£ 1,663) (£ 1,663) (£ 1,262) (£ 119) (£ 1,381) (£ 2,942) (£ 2,942) (£ 40) (£ 40) (£ 1,565) (£ 742) (£ 2,307) (£ 580) (£ 110) (£ 690) (£ 145) (£ 145) (£ 50) (£ 50) (£ 3,232) (£ 451) (£ 1,327) (£ 190) (£ 1,968)				(£ 1,980) (£ 1,980) (£ 750) (£ 750)		(£ 28,479) (£ 1,980) (£ 1,663) (£ 1,381) (£ 2,942) (£ -) (£ 750) (£ -) (£ -) (£ -) (£ 3,232) (£ 1,968)	(£ 14,501) (£ 452) (£ 70) (£ 1,957) (£ 7,500) (£ 10,667) (£ 362) (£ 700) (£ 165) (£ 250) (£ 654) (£ 1,676) (£ 2,947) (£ 2,648) (£ 980) (£ 396) (£ 600)

Sub Total		(£ 39,666)	(£ -)		(£ 2,730)	(£ -)	(£ 42,396)	(£ 46,525)
Asset and Investment Sales
Security Deposits collected						(£ 4,470)	(£ 4,470)	(£ 3,020)
Sub Total						(£ 4,470)	(£ 4,470)	(£ 3,020)

Total Receipts		(£ 39,666)	(£ -)		(£ 2,730)	(£ 4,470)	(£ 46,866)	(£ 49,545)

Horringer-cum-Ickworth Community Council Charity Number 304904

Receipts and Payments Accounts for the Period from 1 April 2022 to 31 March 2023

Receipts and Payments (cont)

Receipts and Payments (cont)
Payments	Un	restricted Funds		Restricted Funds		Total Funds	Previous Years 2021/22
		General Fund	Activities & Events Fund	Platinum Jubilee Celebrations Fund	Hirers A/C
Hall Running Costs Insurance Water Rates Electricity Refuse Collection Phone/Broadband Sanitary Services Premises Licence Bookings Secretary Costs Bookings Asst/Cleaner Costs Cleaning Materials Hall Bookings Costs Set-up and Cleaning for Hirers Bar Running Costs Bar Stock Bar Equipment Bar Staff Hall Maintenance Electrical (inc Fire Alarm Inspection) Sewage Tank Repair and Drainage Dishwasher Service Fire Safety Inspection & Maintenance Window Cleaning General Maintenance Grounds Maintenance Diary Printing etc Little Lottie: Prizes Licence Events Platinum Jubilee Celebrations Beacon Lighting (3 Jun 2022) Gas for Beacon Drinks Quiz Evening (4 Jun 2022) Fish and Chip Suppers Prizes and Stationery Eventbrite Fees Fete (5 Jun 2022) Band Event Licence Prizes Ambulance Service Donation Insurance Electrical Services Tree Planting (25 Mar 2023) Other Publicity Flyers/Leaflets Donation for Church Flowers Bouncy Castle for Hedgehogs Jazz Evening Tickets (10 Apr 2022) Bonfire Night (5 Nov 2022) Fireworks Charcoal and Batteries Catering - Food Catering - Mulled Wine Catering - Soft Drinks Event Licence NT Bonfire Licence Ambulance Service Donation	(£ 1,804) (£ 3,183) (£ 4,289) (£ 504) (£ 340) (£ 708) (£ 427) (£ 1,258) (£ 3,378) (£ 822) (£ 16,713) (£ 1,117) (£ 1,117) (£ 2,806) (£ 827) (£ 972) (£ 4,605) (£ 412) (£ 380) (£ 279) (£ 192) (£ 50) (£ 65) (£ 556) (£ 1,935) (£ 1,440) (£ 1,440) (£ 1,535) (£ 20) (£ 1,555) (£ 50) (£ 2,175) (£ 72) (£ 296) (£ 100) (£ 36) (£ 21) (£ 150) (£ 40) (£ 2,890)			(£ 110) (£ 192) (£ 301) (£ 530) (£ 62) (£ 19) (£ 611) (£ 250) (£ 21) (£ 144) (£ 40) (£ 197) (£ 300) (£ 952) (£ 262) (£ 281) (£ 250) (£ 100) (£ 631) (£ 2,758)		(£ 16,713) (£ 1,117) (£ 4,605) (£ 1,935) (£ 1,440) (£ 1,555) (£ 2,758)	(£ 1,668) (£ 1,200) (£ 3,935) (£ 371) (£ 395) (£ 626) (£ 70) (£ 1,307) (£ 1,842) (£ 519) (£ 740) (£ 1,453) (£ 272) (£ 204) (£ 2,892) (£ 379) (£ 732) (£ 1,415) (£ 20) (£ 615) (£ 2,331)

Quiz Evening (19 Nov 2022) Fish and Chip Suppers Prizes and Stationery Publicity Flyers Eventbrite Fees Christmas Tree Light-Up (2 Dec 2022) Film Club Media Licensing Other Events Welcome Booklet Printing Grants for Community Activities: Grant to Carpet Bowls Club Grant to Calm with Caroline Yoga Grant to Zoe Noble Yoga Donations: Community Action Suffolk St Leonard's Church Gifts for Retiring Trustrees Payment Card Fees Sundry Expenses	(£ 479) (£ 68) (£ 71) (£ 7) (£ 625) (£ -) (£ 135) (£ 539) (£ 674) (£ -) (£ 4,239) (£ 62) (£ 62)	(£ 90) (£ 149) (£ 61) (£ 299)			(£ 4,239) (£ 299) (£ 62)	(£ 96) (£ 436) (£ 55) (£ 475) (£ 14)

Sub Total	(£ 31,665)	(£ 299)	(£ 2,758)	(£ -)	(£ 34,722)	(£ 24,062)

Horringer-cum-Ickworth Community Council Charity Number 304904

Receipts and Payments Accounts for the Period from 1 April 2022 to 31 March 2023

Receipts and Payments (cont)

Receipts and Payments (cont)
Asset and Investment Purchases
Gazebos	(£	225)							(£	225)	(£	360)
Signs (Fireworks)	(£	77)							(£	77)
Signs (Horringer Singers)	(£	255)							(£	255)
Cutlery	(£	17)							(£	17)
Bar Equipment - Fridges & Tills
New AV System											(£	7,079)
Heaters
Chairs
Roof Replacement
Dishwasher
Security Deposits refunded							(£	4,290)	(£	4,290)	(£	2,900)
Sub Total	(£	574)	(£	-)	(£	-)	(£	4,290)	(£	4,864)	_(£ _	10,339)

Total Payments	(£	32,239)	(£	299)	(£	2,758)	(£	4,290)	(£	39,586)	_(£ _	34,400)

Net of receipts/(payments)	(£	7,427)	(£	(299)	(£	(28)	(£	180)	(£	7,280)	_(£ _	15,145)
Transfers between funds	(£	(28)			(£	28)	(£	-)	(£	-)	(£	-)
Cash funds last year end	(£	74,579)	(£	626)	(£	-)	(£	120)	(£	75,325)	_(£ _	38,605)
Cash funds this year end	(£	81,978)	(£	327)	(£	0)	(£	300)	(£	82,605)	_(£ _	53,750)

Statement of Assets and Liabilities at the End of the Period

											Previous	Previous
	Unrestricted Funds				Restricted Funds				Total	Funds		Years
			Activities & Events		Platinum Jubilee Celebrations			Hirers
	General Fund		Fund		Fund			A/C			2021/22
Cash Funds
Community Council Bank Account	(£ 33,989)		(£	327)					(£	34,315)	_(£ _	33,143)
Management Committee Bank Account	(£ 42,197)						(£	300)	(£	42,497)	_(£ _	39,433)
Bar Sum-Up Payments Account	(£	3,118)							(£	3,118)	(£	80)
Little Lottie Bank Account	(£	2,675)					(£	-)	(£	2,675)	(£	2,670)
Total Cash Funds	(£ 81,978)		(£	327)	(£	-)	(£	300)	(£	82,605)	_(£ _	75,325)
Other Monetary Assets
Gift Aid Due on AV System Donation									(£	-)	(£	-)

Investment Assets

None

Assets Retained for the Charity’s Own Use

Horringer Community Centre. Titles to freehold and leasehold land are vested in the Horringer-cum-Ickworth Parish Council as Custodian Trustees. Electric Heating System, including 8 Night Storage Heaters and 5 Convection Heaters

Kitchen Equipment, including Oven and Hob, Food Warmer, Dishwasher, Water Boiler, Fridge, Freezer Audio Visual System with PA and Video Projection (installed in 2021 at a cost of £13,826.26) Sundry Chairs, Tables, Trestle Tables

Four Gazebos bought in 2021 (2) for £359.98 and 2023 (2) for £225 Bar Equipment, including Fridges and Tills Bar Stock valued at £1034.06 at cost at 31/3/2023

Liabilities

Liabilities
Balance Due for Cost of AV System		(£ -)	(£	-)
Signed on Behalf of all the Trustees
Signature	Print Name	Date of Approval
R Davies	RACHEL DAVIES	22 May 2023
J Frost	JANICE FROST	22 May 2023

Independent Examiner's Report on the Accounts

Report to the trustees/ members of Horringer-cum-Ickworth Community Council (charity no 304904) on accounts for the year ended 31 March 2021 set out on pages 1 to 3

I report to the trustees on my examination of the accounts of the above charity ('the Trust') for the year ended 31/03/2021

Responsibilities and basis of report

As the charity trustees of the Trust, you are responsible for the preparation of the 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 carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner's statement

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect:

accounting records were not kept in accordance with section 130 of the Act or
the accounts do not accord with the accounting records

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Signed: Name: Date:	Signed: Name: Date:	Signed: Name: Date:
N J Hanford	NORMAN J HANFORD	22 May 2023
Relevant professional qualification(s) or body (if any):

Address:

3 Holly Close, Horringer, Bury St Edmunds