PRIORS GREEN COMMUNITY HALL CHARITABLE TRUST

Trustees Annual Report for the Period:

1st January 2018 to 31"December 2018.

1. REFERENCE AND ADMINISTRATION DETAILS

Charity Name: Priors Green Community Hall Charitable Trust

Registered Charity Number: 1169650

Charity's Principal Address: Bennet Canfield

LiNe Canfield

Dunmow

CM6 1YE

Names of the Charity Trustees who manage the Charity:

Name

David Turner

Stephen Casey

Lakshmy Menon

David Daykin

Victoria Neville

Jim Backus

Office

Chairman

Secretary

Treasurer

All of 2018.

All of 2018.

All of 2018.

All of 2018.

All of 2018.

All of 2018

Dates acted

Names of the Trustees of the Charity (cont. )

Takeley Parish Council

ONce

Custodian Trustee

Dates acted

All of 2018.

Names and addresses of advisors to the Charity:

Type of Advisor

Independent Examiner

Name

Jan Stobbart

Address

RCCE, Thieshelfords Business Park,Feeiin . CO5 9SE

2. STRUCTURE GOVERNANCE AND MANAGEMENT

Description of Charity's Trusts:

Type of Governing Document:

How the Charity ls Constituted:

Trustee Selec5on Methods:

Dedaration of Trust (06/01/14),

By Trust Deed.

By ekiclion.

Additional Governance Issues:

~Ma'or Risks —The Tmstees keep consideration of major risks under review andcarry insurance accordingly, including public liability.

3. OBJECTIVES AND ACTIVITIES

Summary of the objects of the Charity as set out in our governing document:

The property and the trust fund and it's income shall be applied for the purposesof a village hall for the use of theinhabitants of the area of benefit without distinctionof sex, sexual orientation, age, disability, nationality, race or political, religious orother opinions, including use of the Property for meetings, lectures and classes orother forms of recreation and leisure time occupation in the interests of socialwelfare and with the object of improving the conditions of life for the saidinhabitants. "

Background Information

The Trust was set up in December 2013 to run Priors Green Community Hall forthe benefit, in the first instance, of the people living in the Parishes of Takeley andLittle Canfield. Our Trust Deed was signed in January 2014 with Takeley ParishCouncil who are the Custodian Trustee for PGCH Charitable Trust. We wereregistered with the Charity Commission in October 2016.

Although the Community Hall is owned and leased to us by Takeley Parish Councilthe PGCH Chadtable Trust was set up as a stand-alone charity to run the hall,independent from TPC, for the benefit of the local communities. Our ManagementCommittee is comprised of volunteers from within the communities to help ensurethat it promotes community interests.

Priors Green Community Hall is a sports orientated hall being equipped with awooden sports floor in the main hall marked out as a Badminton courL Our incomeis derived from hiring the main hall and meeting room for various local activitiesincluding: Badminton, Trampoline bounce, Carpet Bowls, Martial Arts, Pilates,Fitness, Drama, Yoga and Baby/Toddler groups. Whilst mainly a sports facility, wealso hire for private local children's parties and various activities in the MeetingRoom.

We aim to offer as wide a spectrum of activities as possible at the Hall in order tobenefit the local community. The Trustees ensure that all the activities held at theHall meet the purposes of the Charity and are consistent with Charity Commissionguidance on public benefit. In addition to our regular activities Piiors GreenCommunity Hall is available to any member or group from the local communitieswho wishes to organise a charitable event suitable for our sports hall building.

4. ACHIEVEMENTS AND PERFORMANCE

In 2018 we again continued to progress well at the Community Hall maintaining atotal of 18 regular session Hirers. Our weekend children's party bookings alsocontinued to be very buoyant throughout the year. Our abiTity to cope with verylarge Bouncy Castles is our USP for the local area.

The high usage rate of the Hall has further consolidated our financial position whichagain has enabled us not to increase any of our hire charges during 2018. In

February 2018 following our signing of the lease with Takeley Parish Council, wereceived the S106 monies (F116lq they had been holding for us. These monieswill be used for the future maintenance and running costs of the Hall.

Wechanged the flooring from carpet to Vinyl in our Meeting Room to enable a widerrange of activities to take place in that room. Extra revenue has been achieved asthis now accommodates some regular Gym based sessions.

Health & Safety continues to be a primary concern and is monitored closely bycarrying out full Risk Assessments every six months. There is now a Defibrillatorfitted to the outside of our building which we maintain in conjunction with TakeleyParish Council.

We fitted a CCTV camera in the Main Hall which completes our ability to monitorany occurrence during the hire sessions.

In line with GDPR European Regulations we advised all Hirers of the data held byPGCH relative to their particular activity.

For the future, we want to continue to maximise our revenue by filling any vacanttime slots and also to continue to broaden the range of activities available to thelocal communities at the Hall.

5. FINANCIAL REVIEW

a) Brief statement of the Charity's policy on reserves:

Our current policy is to keep a minimum of 820K in the PGCH current account.This will enable us to cover any unforeseen future expenditure. All surplusmonies above this amount to be invested in the best return savings accountscurrently available.

b) Details of any funds materially in deficit:

None.

c) Further Financial Review Details:

A copy of the Charity's 2018 accounts are included with this report together withthe Independent Examiner's report carried out by RCCE.

6. DECLARATION

The trustees dedare that they have approved the Trustees Annual Report above.

Signed on behalf of the charity's trustees:

Signature:

Full namets):

Position:

vid B an Turner

Chairman

Stephen Richard Casey

Secretary

Date: 14/05/19

Independent Examiner's Report to the trustees of Prlors Green Community HallCharitable Trust (Registered Charity Number 1169650)

I report to the trustees on my examination of the accounts of Priors Green CommunityHall Charitable Trust for the year ended 31st December 2018.

Responsibilities and basis of report

As the charity trustees of the Trust you are responsible for the preparation of theaccounts 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 section145 of the 2011 Act and in carrying out my examination I have followed all theapplicable Directions given by the Charity Commission under section 145(5)(b) of theAct.

Independent examiner's statement

I have completed my examination. I confirm that no material matters have come to myattention in connection with the examination giving me cause to believe that in anymaterial respect:

1. accounting records were not kept in respect of the Trust as required by section130 of the Act; or

2. the accounts do not accord with those records.

I have no concerns and have come across no other matters in connection with theexamination to which attention should be drawn in this report in order to enable a properunderstanding of the accounts to be reached.

J Stobart FCCARCCE House, Threshelfords Business Park, Inworth Road, Feering CO5 9SE13 May2019

PRIORS GREEN COMMUNITY HALL CHARITABLE lllUST

Registered Charity No.1169650Receipts and Payments Account for the year ended 31st December 2018

2018Unrestricted Restricted E

2017E

RECEIPTS

From Trading Activlues

Lettings

Insurance

From Voluntary SourcesGrant

Fmm Assets

InterestTOTAL RECEIPTS

32602.971166.00

32602.971166.00

116115.54 11611554

19.24 19.243378841 116115.54 149903.75

27231.000.00

867.59

2809$59

PAYMENTS

Charitable Ac@vines

Trading Activities

Repairs and Maintenance

Energy

WaterWastePRS/PPL

Insurance

Administration of the charityOffice Costs

Independent Examination

Affiliation Fee (RCCE)

Miscellaneous

Other Eapendlture

New equipmentTOTAL PAYMENTS

-9580.71-3025.32

-672.01-416.00

0.00-1416.58

-236.90-84.00-75.0046.00

14.00-15586.52

-9580.71-3025.32472.01416.00

0.00-1416.58

-236.90-84.00-75.0046.00

14.000.00 -1558652

-7047.99-2731.77

-809.26-377.00-623.47

-2539.19

409.76-75.60-60.00

-1212.95

-1703.99-17590.98

SURPLUS

Balances Brought Forward

Balances Carried Forward

13201.69 116115.54 134317.23

32242.68 32242.68

10507.61

21735.07

RWI.I7 1161l5.54 185559.11 It!4l.N

PRIORS GREEN COMMUNITY HALL CHARITASLE TRUST

Registered Charity No.1169650Statement af Assets and Uab(lt(es at 81st December 2018

2017

MONETARY ASSETS

Deposits and Bank Balances

Deposit Account

Current Account-Barclays

30019.24136540.67

0.0032242.68

166SS9.91 32242.68

DebtorsUnpaid letting invoices

Day & Bell (service charge paid in advance)

Credltces

Party deposits held

Lettings in advance (Badminton)

Gas Bill (estimated in proportion)

Day & Bell (car park maintenance)

3270.00

3270.00

250.00

5640.09204.00

140.00100.00720.00865.20

1825.20

NON NIONETARY ASSETS

Building

Tables and chairs

Kitchen Equipment

Office Equipment

Sports EquipmentSound /PA System

Stationery

Cleaning materials