Agenda

1. Minutesofthelastmee1ngandac1onsarising.2. ReportfromChairoftheManagementCommi:eeontheyear’sac1vi1es.

3. ReportfromTreasurer(or,inherabsence,fromtheChair)ontheaccountsto30.6.2016.

4. TonotetheappointmentofMa:hewBradleyandEdmundPenning-Rowsellas

TemporaryTrustees(beingChairandSecretaryrespec1velyoftheManagementCommi:ee).

5. Elec1onofManagementCommi:ee*.6. Appointmentofrevieweroftheaccountsfor2016/2017.

7. AOB

* NB: Anyone wishing to put their name forward for election to the management committee

should do so by e-mail to matthew@bradleys.me before the 15th September 2016.

COLN VALLEY VILLAGE HALL Notice of CVVH Trust AGM

To take place on Thursday 22nd September 2016 at 1800 at the Hall

CVVH Trust AGM 20161

Friday 5th February 2016 at 18.00pm, at the Hall

Minutes ITEM MINUTES

1. Apologies None2. Minutesofthelastmeeting TheminuteswereacceptedbythemeetingandsignedbyNickyTalbotRice.3. ReportfromChairofthe

ManagementCommitteeontheyear’sactivities.

NickDummett(Chair2014/15)gaveafullreportontheyearto30.6.15,leadingtocompletionoftheHallanditsinitialusein2015.ThemeetingapprovedbyunanimousvotetheReportofActivitiestotheCharityCommission.

4. ReportfromChairoftheManagementCommitteeontheaccountsto30.6.2015.

NickDummettreportedthatthehallwascompletedatacostof£165,000.FinancesremainedhealthyfortheearlyyearsofthenewHall’soperation.NickyTalbotRicethankedNickDummettforallhiscontributionstothecreationofthenewhall.MatthewBradley(Chair2015onwards)reportedthatincomesince1.7.2015was£3,744againstfullannualcostsofc.£3,500.Furtherincomebetweennowand30.6.16wasexpectedtobeatleast£493.NickyTalbotRicethankedMatthewBradleyforhiscontributiontotheoperationofthenewhall.Themeetingapprovedtheaccountsfortheyearending30thJune2015.

5. TonotetheappointmentofMatthewBradleyandEdmundPenning-RowsellasTemporaryTrusteesforthenextyear(asChairandSecretaryoftheManagementCommittee).

Noted.

6. ElectionofManagementCommittee.

TheexistingManagementCommitteewasthankedbyNickyTalbotRiceandreappointedbyunanimousvote.JeffBlumbergandJamesFisher(previouslyco-optedmembers)wereelectedtotheCommitteebyunanimousvote.GiventhelackofarepresentativeontheCommitteefromWinson,NickyTalbotRiceagreedtoapproachMichaelHenriquesforsuggestionsinthisrespect.

7. AppointmentofanIndependentExamineroftheaccountsfor2015/2016.

HowardBurdettwasthankedforhis2015reportandreappointedbyunanimousvote2.

8. AOB TheChairproposedthatNickDummettshouldcontinueasthethirdTemporaryTrusteeonanannualrollingbasis,tobeappointedbytheAGM,andthiswasunanimouslyapprovedbythosepresent.PCGemmaButcherofferedtheservicesofthelocalpoliceforceinseekingtomakepropertymoresecurefromburglary. NickyTalbotRicethankedherforthisandforattendingtheAGM.

EP-R 07.2.16

1Fortheyearending30.6.20152TechnicallytheTrust’saccountsdonotneedtobeauditedorindependentlyexaminedasincomenowfallsbelowtherelevantthresholdbutthemeetingfeltitwouldbewisetocontinuetohaveHoward’ssupportinassemblingtheannualaccounts.

Page 1 of 4

Trustees’ Annual Report For the period 1/07/2015 to 30/06/2016

Section A. Reference and administrative details.

Charity name: Coln Valley Village Hall Registered charity number: 301509 Principal address: Pigeon House, Coln Rogers, Cheltenham, GL54 3JY Names of the charity trustees: Nicholas Talbot Rice. Chair of Trustees Mark Henriques. Edmund Penning Rowsell. Secretary Management Committee Matthew Bradley Chairman Management Committee Nicholas Dummett. Additional Trustee

The above Trustees all served for the full year. Details of how they are appointed are given below.

Section B. Structure, Governance and Management The charity is a Trust established under a Trust Deed dated 3rd May 1948. Two of the trustees, Nicholas Talbot Rice and Mark Henriques, are Permanent Trustees appointed by the Talbot Rice and Henriques families respectively. These families donated the site and original building. Were either to step down then their successors would be appointed by a majority vote of the remaining trustees. Nicholas Dummett, the Chairman and the Secretary of the Management Committee are all three Temporary Trustees and are elected annually by the residents at the Trust AGM. The village hall and site are held in trust in perpetuity for the benefit of the residents of the Parishes of Coln St Dennis (which includes Coln Rogers, Calcot and Fossebridge) and Winson. The Trustees have overall responsibility for the management of the charity and take all key decisions. The trustees have delegated day to day management of the village hall to the management committee. The trustees receive regular reports from the management committee and hold the committee to account. The trustees report to the residents at the AGM on the performance of the charity. The Trust Deed allows a management committee of up to 14 members who stand for election each year at the trust AGM and are elected by a majority of the residents attending the AGM. During the year there were up to 10 members of the management committee.

Page 2 of 4

The Chairman and Secretary of the management committee are nominated from among the elected management committee members and are then elected by a majority of the residents at the Trust AGM. At the previous AGM (on 5th February 2016) Jeff Blumberg and James Fisher were elected to the Management Committee (having previously been co-opted); Jeff Blumberg subsequently stood down in May 2016. The AGM has been gradually brought forward to be closer to the end of the Hall’s Financial Year.

Section C. Objectives and Activities

a) Summary of objectives: To establish and maintain a village hall for the benefit in perpetuity of the residents of Coln St Dennis and Winson parishes to enable them to enjoy social, recreational and educational activities. The Hall will aim to meet its annual running costs by 1. hosting social events for the Valley and 2. charging for private hire of the Hall, where possible limiting these Hires to within the Valley. b) The main activities in the year. The principal activity during the year was the running of the Hall as a going concern. The 2015/2016 year is the first full financial year of Hall operations. A wide variety of activities took place in the Hall during the course of the year, summarized briefly:

• Valley Quiz Evening • Summer BBQ • Christmas Drinks and Raffle evening • Plant sale and afternoon teas • Public meeting held by Gigaclear • Polling station (twice) • Private hire bookings e.g. shooting lunch, children’s parties, wedding

receptions, family birthday parties, etc. • Church Light Party • Weekly Yoga and (towards the end of the year) Pilates classes • Management Committee meetings • Parish Council meetings • Society AGM • Workshop and Seminar • Coln Churches AGM

Page 3 of 4

c) Additional details. Contribution made by volunteers. The activities of the management of the village hall are largely carried out by the volunteer members of the Management Committee. From time to time events (eg the Quiz evening, the Summer BBQ) are organised by volunteers from outside of the Committee.

Section D. Financial Review.

a) Brief statement on Management Accounts income.

Income for the year was as follows:

Valley Hires

Classes Non-valley hires

Social or fundraising

Feed-in Tariff

Total

Subtotal £853.00 £950.00 £1,170.00 £1,180.18 £558.21 £4,711.39 As % 18% 20% 25% 25% 12%

b) Brief statement on Management Accounts Running costs.

Running costs for the year (and the costs which would be expected to recur annually into the future) are assessed as £3,263, which INCLUDES the sum of £500 to be added annually to the Maintenance Sinking Fund. This compares favourably with the Committee Chairman’s October 2015 Cost Estimate of £3,435 per annum, but this will inevitably fluctuate as a result of any future spending decisions eg. Intruder alarm maintenance contract, Gigaclear subscription, booking clerk, etc. c) Brief statement on Reserves and Maintenance Sinking fund.

Cash reserves at the end of the year stood at just under £14,000 of which just under £5,000 is earmarked for the Sinking Fund. A separate bank account will be set up for the sinking fund, in order 1. to keep the Fund separate and 2. to earn (a small amount of) interest on the Fund. d) Comparison against 2013 Business Plan

The Business Plan predicted for Year 1 of operations:

- Income of £3,690 - Costs of £4,250 EXCLUDING a Maintenance Sinking Fund contribution

Page 4 of 4

e) Explanation of Management Accounts vs Audited Accounts

The Management Accounts differ from the Audited Accounts insofar as they treat certain costs differently. For instance the Management Accounts Running Costs disregard certain items of capital expenditure which would not be expected to recur annually (eg the acoustic panels), whereas the Audited Accounts include those as an operating cost. The Management Accounts are used for the day-to-day running of the Hall, whereas the Audited Accounts are prepared annually in a format suited to presentation to the Charity Commission.

Section E. Declaration

The trustees declare that they have approved the above report and accounts (as amended) at the AGM on 22nd September 2016. Signed by: Matthew Henry Bradley Trustee, Management Committee Chairman 26th September 2016

YearEnded30thJune2016

£Income

Incomefromlocalac,vi,es 708Incomefromopera,ons 3,210Otherincome 576

TotalIncome 4,494

ExpensesPhase2Construc,onsandLandscaping 1,403Opera,ngcosts 5,649Administra,vecosts 20

TotalExpenses 7,072

NetSurplus (2,579)

£Assets

Cashatbank 13,869MoneyowedtoCVVH 0Valueofbuilding(totalbuildingcostatcomple,on) 187,436

TotalIncome 201,305

LiabiliIesMoneyowedbyCVVHtoothers 100

TotalLiabiliIes 100

ColnValleyVillageHallReceiptsandPaymentsAccounts

ColnValleyVillageHallStatementofAssetsandLiabiliIes

£Bankbalanceat30thJune2015

Accountno:23939359 15,329Accountno:13255352 0

Totalcashatbank 15,329

Costsbooked2014/15butpaid2015/16 (49)Incomebooked2014/15butreceived2015/16 1,067

CumulaIvesurplusb/fwdasat30thJune2015 16,347

Deficitfory/e30thJune2016 (2,579)MoneyowedbyCVVHtoothers 100MoneyowedtoCVVH 0

CumulaIvesurplusc/fwdasat30thJune2016 13,868

Bankbalanceat30thJune2016Accountno:23939359 13,869Accountno:13255352 0

Totalcashatbank 13,869

ColnValleyVillageHallReceiptsandPaymentsAccounts