PERRAN-AR-WORTHAL VILLAGE MEMORIAL HALL

Transcription

1 PERRAN-AR-WORTHAL VILLAGE MEMORIAL HALL TRUSTEES ANNUAL REPORT 1 st January to 31 st December 2015 This report is based on the model provided by the Charity Commission. Section A: Reference and administration details Charity name Perranarworthal Village Memorial Hall Other names charity is known by PVMH and Perranwell Village Hall Registered charity no. (if any) Charity s principal address School Hill Perranwell Station, Truro, Cornwall Postcode TR3 7JU Names of the charity trustees who manage the charity Trustee name 1 Colin Bridges Chair Office (if any) 2 Juliet Hollingsworth Secretary Dates acted if not for whole year 3 Chris Ridgers Treasurer 01/01/15 04/03/15 Name of person (or body) entitled to appoint trustee (if any) 4 Michael Hands Treasurer 5/03/15-31/12/15 Co-opted until AGM 5 Karen Dowden Booking Manager 6 Anne Brazier Fire Safety Officer 7 Ann Degenhart Housekeeper 8 Ian Halford Publicity & Maintenance 9 Robin Sopp Maintenance 10 Mike Stanger CDDG representative 1/01/15-05/02/15 11 Ian Varley Webmaster 12 Geoff Ryall Asst Booking Manager 01/08/15-31/12/15 13 Colin Groom CDDG representative 5/02/15-31/12/15 Co-opted until AGM 14

2 Names of the trustees for the charity, if any, (for example, any custodian trustees) Name Dates acted if not for whole year Perranwell Parish Council (Custodian Trustee) Names and addresses of advisers (optional information) Type of adviser Name Address Auditor Ray Horton Section B: Structure, governance and management Description of the charity s trusts Type of governing document How charity is constituted Trustee selection methods Trust deed Unincorporated trust Nominated and elected by residents of the parish. Co-options used to fill interim vacancies. Additional governance issues (optional information) You may choose to include additional information, where relevant, about: policies and procedures adopted for the induction and training of trustees; the charity s organisational structure and any wider network with which the charity works; relationship with any related parties; trustees consideration of major risks and the system and procedures to manage them. The following procedures are documented and in place to manage PVMH: Annual business planner Annual objectives Declaration of business and pecuniary interest of trustees. Review of performance of management committee Monthly meeting action checklist Annual inspection of premises and maintenance programme Risk report Planning for incidents and emergencies Safety notices and procedures (also included with invoices) Draft financial procedures Review insurance cover Review contract of hire Booking data analysis and review of hire charges Consideration of future governance Policies Equal opportunities Safeguarding children and vulnerable adults Health and safety Data protection Related Parties To work closely with pre-school, who are full-time hirers of premises in the building. To invite PVMH users to meetings when necessary and encourage coordination of considerate use, cleanliness, storage, etc. To liaise with Football Club about their lease and services. 2

3 Section C: Objectives and activities Summary of the objects of the charity set out in its governing document The objects are to establish and run a village hall and to promote for the benefit of the inhabitants of the Parish of Perran-ar-worthal ( area of benefit ) without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious or other opinions the provision of facilities for meetings, recreation or other leisure time occupation of individuals or groups who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the conditions of life of the said inhabitants. Section D: Officers reports of activities Chairman s report for 2015 The village hall continues to be used by a wide range of organizations and individual in the community. It is clear that it remains a key resource that is used on virtually every day of the year. In 2015, a new system was introduced, whereby bookings were made by the hour, with a minimum length of three hours. This meant the hours booked were more closely related to the actual hours used, unlike the old system of booking by session, where a large part of the session may have been unused. In 2015, 1,356 room bookings were made. 711 bookings (52%) were for the main hall, 310 (23%) for the south room and 335 (25%) for the west room. The main hall was booked 375 times in the morning, 110 times in the afternoon and 226 times in the evening. The south room was booked 98 times in the morning, 106 times in the afternoon and a further 106 times during the evening. The west room was booked 165 times in the morning, 79 times during the afternoon and 91 times during the evening. If the total of bookings for each resource is divided by the number of days in a year (365), it can be seen that the main hall is used almost twice a day every day of the year, and each meeting room is used almost once every day. However, bookings since 1 st January 2015 have been for actual hours of use, as opposed to sessions, so the amount of slack time has probably been reduced. In 2015, a total of 5,212 hours were booked, an average of 14 hours per day throughout the year. In 2015, 40% of the bookings were in the morning, 30% were in the afternoon, and 31% were in the evening. Hirers made use of the greater flexibility in start times. Approximately 60% of all bookings began at times other than the old sessional start times. The increased flexibility in terms of start times has probably contributed to the increase in the total number of bookings. The minimum booking period was fixed at three hours to eliminate the possibility of shorter periods being booked during the transition from the old system of booking sessions to the new system of booking by the hour. Other than that, hirers were free to determine the length of their bookings. 867 bookings (64%) were for three hours and 377 (28%) were for 4-6 hours. 88 bookings (6%) were for seven hours or more; previously these would have been classed as multiple sessions. 24 bookings (2%) were for less than three hours; presumably, these were squeezed into the time available once other bookings had been made. The hall had 73 different hirers. The table below shows the number of sessions booked by the type of hirer. Badminton means a defined badminton group and Commercial means a hirer identified as a commercial business. Commercial hirers made 17% of the total bookings and badminton groups 15%. Over two-thirds of bookings (68%) were made by voluntary groups or organizations. 3

4 The data on bookings shows a large number of separate hirers and a wide range of types of hirer. Overall, the data would suggest that the hall is helping to meet a wide range of needs for the community. 2015% Badminton% Commercial% Non4commercial% Grand%Total% Main%Hall% 197% 117% 397% 711% South%Room% 68% 242% 310% West%Room% % 42% 293% 335% Grand&Total& % 197& 227& 932& 1356& % 15%% 17%% 68%% 100%% Of course, the village hall does not run itself. Such a heavily used building requires a programme of continuous maintenance and improvement. The village is very lucky to have such a dedicated and tireless committee of trustees and I am extremely grateful for all the time, effort and care that all of them put into their roles. Colin Bridges Secretary s Report for 2015 The first major hurdle of the year was to find a new treasurer as Chris Ridgers, treasurer for many years, was leaving the area in April. Thanks go to him for the hours he put into many areas of the Village Hall s management. We were fortunate that Mike Hands volunteered to become treasurer in March so a smooth handover was achieved. Mike spent hours of his time on the accounts and preparing them for audit. We are greatly indebted to him. He was co-opted until the AGM. Colin Groom was also co-opted; he took the place of Mike Stanger as Carnon Downs Drama Group representative in February. Our thanks go to Mike for his contribution to the committee and to Colin for stepping up to the mark. In August we welcomed back Geoff Ryall, not as booking manager but as our buildings specialist. The committee operated with a team of 11, each with their own area of expertise. The workload, including discussion about the management of the Hall and the continuous maintenance and improvements, resulted in ever longer meetings extending up to 3 hours. It was agreed in June to alternate a Management meeting with one covering Maintenance, Improvements and Health & Safety. Early in the year we were proud to be able to install the first defibrillator in the village on the external wall of the hall, having raised grants plus funds from the Christmas concert. Other improvements included a new electronic entry system, the purchase of an access tower, extra display rails for Big Village Week exhibitions, and improved security lighting and movement detectors. The 2015 Christmas Concert raised about 360 towards a second defibrillator for the village, to be placed in the bus shelter. St Stythians Band and Nankersey Male Choir gave an outstanding performance, which was compéred by our drama group representative, Colin Groom, who presented a great talent; thanks go to Colin. Juliet Hollingsworth Booking Manager s report on 2015 We continue to operate the Avalon Software 'Halls for Hire' booking system. The addition of the weekly bookings schedule to the website to show the availability of rooms has proved very popular with hirers, as they are now able to check availability online before ringing to book rooms. The process of sending invoices and other documents by is now standard practice, with only one hirer choosing to receive paper copies. On average, about 40 invoices per month are sent by 4

5 . Any additional important information is added to the Notes box on the invoice so hirers are always aware of any notices. The transition in the hiring system from session times to hourly rates came into force on 1 January It has worked well and has not caused any difficulties. The purchase of a new computer at the end of last year has helped enormously. It is much faster and has enabled documents to be sent in the pdf format, which has enabled hirers to open up documents with ease. Karen Dowden Treasurer s Report for 2015 The Income and Expenditure account shows a healthy revenue surplus for 2015 of 7856 ( ). Income from hall lettings - our principal source of income - rose from 22,052 in 2014 to 25,067. Rent from the Pre-School is shown separately in 2015, and this totalled 1,310. Revenue expenditure was slightly up on 2014, at 20,755. Repairs and renewals totalled 6,754, the major items being 1,962 for new velour curtains in the West Room to improve noise insulation, 1,148 for the periodical Electrical Installation Condition Report, and 1,080 for repairs to the car park. Electricity expenditure was well down on However, this was largely due to the timing of the invoices, and there is a note in the accounts to explain that, in addition to the 2360 invoiced to us during 2015, we have pre-paid a further 1680 in anticipation of the next invoice. Two major purchases made during the year have been treated as capital items and added to Plant & Machinery in the fixed assets: Defibrillator 1525 and Scaffold Tower 975. The Balance Sheet reveals an increase in Funds (our net worth) to 65,696 as at 31 December. The review of our fixed assets, planned for 2015, will now be carried out in 2016, and will aim to ensure that assets are categorised correctly and depreciated appropriately. Turning to the current assets, we have healthy cash balances of well over 50,000. These funds are earmarked for future major refurbishments. The anticipated cost and prospective timetable for various improvements and refurbishments are reviewed from time to time. The Hall is now some 45 years old, and general upkeep is anticipated to remain a significant annual cost. Apart from refurbishment, repairs and renewals, there are also other costs to consider, such as heating, lighting, water, cleaning, insurance, etc. Although there is no formal reserves policy, it is considered prudent to keep the Hall s cash reserves at around the current level. It will be noted that the accounts include ring-fenced funding towards the cost of a further defibrillator for the village. The balance of this ring-fenced funding as at 31 December 2015 was INCOME & EXPENDITURE ACCOUNT TO INCOME Hall Lettings Storage Charges Pre-School Rent Interest on Bank Accounts Gas Meter Electricity Meter 72 0 Payphone 5 0 Defibrillator: Training 24 January Big Village Month 207 Christmas Concert: Ticket sales Raffle 208 Total

6 EXPENDITURE Repairs and Renewals Other Premises Expenses 136 Cleaning Insurance Water Electricity Gas Telephone Printing Postage Office Stationery Computer maintenance (incl new laptop for Booking Manager 389) Consultancy Fees Defibrillator training 24 January 250 Christmas Concert expenses Miscellaneous expenditure TOTAL Surplus (excluding capital items below) Capital items purchased in 2015 (added to Plant & Machinery fixed assets) Defibrillator 1525 Scaffold tower 975 Ring-fenced Defibrillator Funding (included in accounts) 2014 Surplus carried forward January training donations 185 Donations from Big Village Month Christmas Concert Training costs (Ronnie Richards charity) -250 Christmas Concert 2015 expenses -286 Defibrillator wiring -91 Net defibrillator funding as at BALANCE SHEET as at ASSETS Plant & Machinery 4436 Office Equipment 233 Furniture & Fixtures 2617 Debtors 1350 Lloyds Bank current account 1903 CAF Gold account Petty Cash 324 TOTAL ASSETS LIABILITIES Creditors* (see note below) FUNDS (NET WORTH) Financed by: Funds as at brought forward Auditor s adjustments relating to Surplus 7856 Accumulated Funds as at * The creditors figure is a negative balance, made up of two amounts owed by the village hall totalling 478, and a prepayment to EDF for our electricity supply of Mike Hands 6

7 Minutes of the Annual General Meeting - Thursday 7 th May 2015 Present: Colin Bridges (Chair), Juliet Hollingsworth (Secretary), Mike Hands (Treasurer), Karen Dowden (Booking Manager), Ann Degenhart, Ian Varley, Robin Sopp, Ian Halford, Colin Groom and 6 parishioners, representing Perranarworthal Parish Council, WI, Les Carrek and Bridge Club, and one householder. 1. Apologies for absence: Anne Brazier, Geoff Ryall 2. Minutes of the Annual General Meeting held on 8 th May 2014 Proposed by Ian Varley, seconded by Ian Halford and unanimously accepted as a true record. 3. Matters arising from the minutes: None 4. Consideration of reports: Chairman. Colin Bridges reported that the hall is getting busier and many improvements have been made; there are bookings every day. New hire charges have been accepted by the hirers. Maintenance is a major task due to the heavy use and age of the building. Regular deep cleaning to assist Janet will be arranged. Rubbish disposal / fly tipping problems are being resolved. Improvements include a defibrillator, a more useful website thanks to IV and better publicity with monthly articles in the Perran News by IH. In future we hope to include acoustic curtains to the W room. Fire and health and safety policies will be updated. Trusteeship is better understood; committee members are managing trustees and Parish Council is custodian trustee. Thanks were given to all committee members; especially Mike Hands who has taken on the treasurer s job. Questions were taken: Sue Stephens of the Lace Group had had a problem with bookings and confusion over an invoice. The concerns included the way changes to future bookings were made and difficulty in contacting the booking manager. KD apologised and explained she does her best to manage bookings around her work. CB apologised on behalf of the committee. KD will check the invoice in question and clarify it. Cy Marven asked if one refuse bin would be sufficient. CB explained it was a trial; preschool were going to get their own and hirers had been reminded that recyclable refuse should be taken away. A CCTV camera has been installed. He also asked if more efficient lighting and/or movement sensors could be considered. This was agreed. Secretary. Juliet Hollingsworth reported that the committee used well-considered data to take decisions on policies, maintenance and improvements and listened to the needs of hirers. Thanks were given to members who had resigned during 2014 and new members welcomed. Funding for the defibrillator, including Concert takings, was explained. There were no questions from the floor. 7

8 Treasurer. Mike Hands summarised the accounts for The surplus increase of 3,000 over 2013 was due to an insurance saving of 2,000 and the funds for the defibrillator, which were accounted for in 2014, but the equipment bought in Expenditure and assets were itemised in more detail. The bulk of the assets were in the bank accounts, which were explained. Questions were taken: Cy Marven asked if the committee could look into getting a better rate of interest on investments. MH will take this on board. IV questioned the risk potential of investing. CB said that there are rules laid down by the Charity Commission and that we should wait until a CIO is formed when everything will be clearer. Time was given to read and absorb the auditor s report and ask questions. Janet Dale commented that there was a question mark on the past 3 years audits. CB agreed this was correct and audits will be done, but a meeting with the auditor revealed that no monies had gone astray in that time. Booking Manager. Karen Dowden described the systems as adequate but not very flexible. Bookings shown on line had proved very helpful in controlling enquiries. There were no questions from the floor. 5. Approval of Annual Report Approval was given unanimously. 6. Election of Committee Eleven nominations had been displayed for 2 weeks prior to the AGM. All eleven were elected unanimously. The chairman explained that numbers would change under a CIO. 7. Appointment of Auditor Ray Horton was proposed by MH and seconded by CG. The chairman thanked Ray and Beverlie Horton for the extra time spent in bringing the accounts up to date. 8. Any other business Cy Marven asked how the committee judged its relationship with Age UK and developing the Day Centre on this site; such as joint use of the kitchen. The chair reported that generally the committee was sympathetic to the public benefit of it being located by the hall. Detail still has to be decided. Cy Marven declared his interest as a neighbour and that he was against it. He was asked to talk to the committee if he ever has a problem with unacceptable noise or disturbance. Chris Hatch of the Parish Council asked two questions: a. What is the position of the change of governance? The schedule for a CIO, since approval of residents at the Big Village Conference, is that a meeting with legal advisors took place and this will be considered at the June meeting. Next a new charity will be set up over the summer, followed by transfer of assets from the old to the new charity. Then the existing charity will be closed. Hirers should notice no difference. More legal advice will be needed for the transfer of assets. The process should be completed by the end of the year. b. Has replacement of the village hall been considered? CB answered that it could only be considered after a CIO had been formed with a bigger committee to share the workload and improved liability protection for trustees. A subcommittee would have to be formed. JH added that it had been considered in the past in respect of becoming more energy efficient. Closure of meeting; The chairman thanked those who attended. The meeting closed at 9.00 Section E: Declaration The trustees declare that they have approved the trustees report above. Signed on behalf of the charity s trustees: Signature(s) Full name(s) Colin Bridges Juliet Hollingsworth Position, e.g. chair, secretary, Chair Secretary Date 5 th May th May