Volunteering Opportunity

Pavilion

Would you like to become an Independent Trustee of the Hazlemere Memorial Hall CIO?

If you care about Hazlemere and want to make a positive contribution in your local community on a voluntary basis – then please read on. These roles may be particularly suited to retired trades/handymen or people with administrative or event management backgrounds.

Background

Hazlemere is a parish of some 10,000 people between High Wycombe, Beaconsfield and Amersham.   It has a predominantly young population, and the Memorial Hall was built by the Parish Council some four years ago on the council’s recreation ground to meet the needs of the local community, for preschool facilities, for changing rooms for sports events and for sundry other activities.

Hazlemere Memorial Hall (previously the Ken Williams Memorial Pavilion) is one of the council’s most important assets, which cost some £700k to build and was valued recently at over £1 million. This is managed by an independent Charitable Incorporated Organisation (CIO), set up by the council two years ago for this purpose.  Whilst the council owns the building and has a prescriptive rental agreement with the CIO, including the ability to nominate two trustees out of five, it specifically does not control the CIO, which is a stand-alone entity.

The CIO is looking to appoint three community trustees to join the Board of Trustees, for a period of four years.

 

Timeline for appointmentDates
Closing date for expressions of interestMonday 27 February 2017
Interviews by appointment panelWeeks of 6 and 13 March 2017
Meeting of the trustees to make recommendation27 March (TBA)
Transitional meeting of TrusteesWeek of 17 April (TBA)

 

Hazlemere Memorial Hall – background

The charitable trust is an independent Charitable Incorporated Organisation (CIO), which was registered with the Charity Commission on 29 April 2015, in order to manage the facility on behalf of the Community.  A 25 year lease on the building was granted by the Parish Council in early May 2015, and a two year loan of £10k was extended to the CIO for working capital purposes.

The first two years will have seen the CIO grow the business and deepen its community involvement, notably via the very successful preschool “Little Cherubs”, which provides pre-school and nursery supervision for up to 100 local children and their families.  A number of legal and start-up challenges have been addressed, including the agreement of a detailed 15 year underlease to Little Cherubs, involving significant legal costs, which should be coming to an end soon (see summary accounts and forecasts attached).  The Charity is now cash generative and is in a position to repay the working capital loan on time.

From next year onwards the CIO should be able to devote funds to community projects in line with the objects of its constitution, as follows:

the provision of grants and funding to organisations and for projects which make an application to the CIO and which will apply the funds for exclusively charitable purposes in a way that benefits the community of Hazlemere and improves the conditions of life for its inhabitants

 

What is involved?

  • The CIO trustees manage the affairs of the CIO in accordance with its charitable objectives set out in the constitution including.

the provision and maintenance of a community centre for the use of the inhabitants of Hazlemere and the surrounding areas, including use for meetings, lectures, classes and other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the inhabitants

For background on the duties of trustees, see: https://www.gov.uk/government/publications/the-essential-trustee-what-you-need-to-know-cc3,

but overall they are to:

  • Act in your charity’s best interests
  • Act with reasonable care, attention and skill
  • Ensure your charity is accountable, complying with the rules on accounting and reporting
  • Ensure your charity is carrying out its purposes for the public benefit

Meetings of the Board of Trustees are convened as and when required, but during the past 20 months some 15 Trustee Meetings have been convened, lasting up to two hours each.

 

Qualities and skills required

  • A commitment to working for the community of Hazlemere
  • Ability to play an informed and active role in the management of the CIO and the Hall, including preparing for and attending trustee meetings, making balanced and adequately informed decisions and carrying out any duties as agreed by the trustees;
  • Accounting and management skills, to ensure the building is managed and controlled properly including relevant banking and cash control;
  • Property management, building, trades and DIY skills would be an advantage in order to assist keep running costs under control ;
  • Event management experience would be helpful, as we seek to maximise the community’s use of the property;
  • Experience of committee work would be an advantage.

 

How to apply

This is a voluntary position and trustees are appointed for a period of four years. The CIO constitution is the key document setting out the role of the CIO and the duties of the trustees and will be provided to applicants.

To apply, please send to the Trustees at Hazlemere Memorial Hall CIO, Recreation Ground, Amersham Road, Hazlemere, HP15 7QW a short CV and a short statement (max 200 words) saying why you are interested in being a CIO Trustee, and what you think you could bring to the post.  For further information please contact trustees Brian Mapletoft and/or Andy Baldwin at b.mapletoft8566@btinternet.com and/or andybaldwin99@rocketmail.com

The summarised unaudited draft accounts and forecast are provided for information.

Hazlemere Memorial Hall CIO
Summarised Accounts and Forecast
2015/162016/172017/182018/192019/20
£££££
Income:
Preschool8,42928,68530,00030,00030,000
Other Community1,7302,7005,7506,7506,750
Total10,15831,38535,75036,75036,750
Costs:
Administration3,7277,5758,0508,0508,050
Rental & Rates6603,6093,4003,4003,400
Legal Fees8,34012,0007,0005,0003,000
Total12,72723,18418,45016,45014,450
Net Gain/Loss:-2,5688,20117,30020,30022,300
Cumulative Gain/Loss:-2,5685,63222,93243,23265,532
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