## FTNG (FOR THE NEXT GENERATION) Eastrea Village Hall Trust Registered Charity No 2 Eastrea Roman Gardens Eastrea Peterborough PE7 2DF Tel: 01733 Email eastreabookings@gmail.com Page **1** of **7** ## **Trustees Annual Report** This report is for the period spanning 1[st] April 2019 to 31[st] March 2022 Previous reports and Annual General Meetings (AGMs) have been impacted and ultimately postponed due the pandemic that commenced in March 2020. ## Trustees Ritchie Walton (Chair) Mckinley Erysthee Marsha Erysthee Albert Brooks Katharine Hopcraft (Appointed 28/01/20) Committee Members Peter Hale Nicola Brooks Susan Parnell Katrina Eryshee Aidy Slack (Resigned 2020) Mel Hopcraft ( Appointed 28/01/20) ## **Sources of Advice and Support** Buckle and Mellows Solicitors Hills Chartered and Certified Accountants CCV Cambridgeshire Fenland District Council ACRE Gov.uk Page **2** of **7** ## **Governance** Eastrea Village Hall was established as a charity by trust deed document dated 04/05/1962. The Hall stands on donated land meaning no rent is payable and the offset build costs with residential dwellings alongside the development of the land. The village hall executive committee is responsible for keeping the building in a good state of repair. ## **Appointment of Trustees** The trust deed governs the appointment of trustees and the management of the charity. ## **Policies and Procedures** To guide the Trustees in exercising its duty of care to members, volunteers and users of the hall the following policy statements have been adopted. Health and Safety Vulnerable adults Policy Computer Use Policy Data Protection Policy Guides for Trustees Risk Management Procedure Copies of these policies are included in the trustees pack ## **Hiring Agreement** Use of the hall is subject to a Hiring agreement which must be signed by the hirer when booking. The hiring agreement sets out the conditions of hire and identifies the respective responsibilities of each party to the agreement. ## **Licenses** The Hall has a premises licence to sell alcohol and is licensed by the performing rights society (PRS) for live and recorded music. ## **Risk Management** The Village Hall is insured by (name) It is insured with the same company for £500,000> Insured for contents and public liability (£5,000,000) and legal assistance. Page **3** of **7** The trustees recognise its legal obligation to protect the building, it’s users and volunteers through adequate insurance. ## **Building Issues** - A building condition survey is planned for every 5 years. The first condition draft report is due to be completed this year. Delayed through Covid 19 pandemic. - Gas appliances and electrical equipment appliances are tested by qualified personnel annually. - The fixed wiring system for the building has been inspected this year 2019 and a number of repairs have been carried out to maintain the compliance with current regulations. - A full condition report is to be scheduled on electrical services in 2022 - Fire safety risk assessment is updated annually and a review as required by law - Fire fighting appliances are inspected annually under contract with the supplier - Volunteers from the Trustees and Executive Committee carry out regular maintenances checks and annual maintenance review and stock take to check all items in the building and to make sure that they remain fit for purpose. ## **Objectives of the Charity** - Provision of the Hall is for the benefits of Eastrea village and without distinction – of sex, sexual orientation, age, gender, disability, nationality, race, political, religious or other opinions - Use of the Hall for meetings, lectures classes and other forms of recreation and leisure time occupation in the interests of social welfare and with the object of improving the social conditions of the life of the residents. - The Trustees consider these objectives to be consistent with Charity Commission guidance on providing for the public benefit as shown in the list of activities pursue last year ## **Principal Activities** - Use of the hall most days has been through the following regular bookings: tai chi classes, Whittlesey archery, keep fit groups, slimming world, quilt craft group, local Elections - The Hall is available for private functions including, annual family day, children’s parties, wedding receptions, village social functions and occasional fundraising events. Page **4** of **7** ## **Funding Strategy** It is the strategy of the Trustees to manage the revenue budget on a self financing basis. The funds received by the users of the hall are set to achieve this. ## **Volunteers Effort** Management costs are kept to a minimum through the use of volunteers for the regular maintenance and cleaning of the hall. On average 20 hours of volunteer time are given to cover, cleaning and maintenance bookings management. Trustees give 20 hours for meetings and 60 hours per annum in organising and fund raising events through the management of the executive committee. ## **Yearly Achievements** The Executive under the guidance of the Trustees have worked hard to make the Hall attractive to users measure the hall attracted the following during the course of the Year. During the pandemic the Trustees and Committee members have continued to with activities in line with the national guidance at the time. This included ensuring the hall complied with all now rules and regulations throughout the pandemic. **Reserves Policy** The charity held £31,710.00 in the bank as unrestricted reserves at year end 2021. This cash is for unforeseen expenditure in relation to building maintenance or urgent furniture or equipment replacement. The trustees are responsible for the maintenance of the village hall and from time to time this involves major works with the object of meeting the costs in full without needing a loan. Current funds held at present £46,664.29 ## **Future Plans** Expansion of meeting room; to extend to the rear of the building to increase the capacity of the room is being reviewed by the Trustees but has been put on hold due to the pandemic. An additional storage room has been created in the reception area providing flexible storage for easy access and removal. Page **5** of **7** The village hall website is currently under redevelopment to ensure the hall is continued to be promoted and maximised as a benefit to the local people. Opportunity to increase bookings for the use of the room occupancy through the current spare capacity will be promoted on the website once this has been redeveloped. ## **Pandemic** The Pandemic as with many organisations had a major effect on the centre. During the lockdown periods the hall was inactive and incurred complete loss of all normal revenue streams. However, grants provided by local government enabled the continual service of all systems and maintained the high standards of the centres appearance. The centre was considered as a vaccination hub and testing centre for the local area but was eventually not selected. ## **Account Report** Completed by Hills Chartered and Certified Accountants ## **Summary of Financial Report** ## **Chairs Closing Comments** Throughout the period of 2019-2022 a sustained stability of the centre was the primary concern. This period was of substantial and continuous change on a regular basis. This resulted in recognition of flexibility for activities in the venue for community and private hire events. Trustee’s wish to thank the Committee members for their dedication and hard work. I would like to personally as chair of the Trustees extend these thanks to both my fellow Trustees and Committee members, with special thanks going to the centre administrator for the sterling work completed throughout the difficult pandemic period. With the constant change and re-scheduling required of all booked activities every effort was given to achieving a successful outcome to all clientele. The continued use of the Hall Administrator role to complete all required administrative duties has continued to provide a pleasant experience for prospective users of the centre. Bookings have now begun to increase back to pre-pandemic times and a buoyant future is expected for the hall. Once again at the beginning of the calendar year a planned maintenance closure of the Hall is being planned to allow for all items to be stock checked and any areas requiring it to be freshened up with a coat of paint. Page **6** of **7** Finally, again, I would like to express my thanks to all of those who have been involved and continue to be involved in the future running of the centre. Page **7** of **7** ## ## ## ## ||2027|2020| |---|---|---| |lncome||| |lncome-Fees|13,682|8,336| |BanklnterestReceived|4|27| |Grants|t7,374|Ll,334| ||31,060|L9,697| |Expenditure||| |DirectCosts|7,5?7|246| |Wages|6,140|6,007| |Rates|722|536| |Light and Heat|1,889|5,047| |lnsurance|916|909| |Telephone|1,361|1,691| |Repairsand Maintenance|4t4|2,4L2| |WasteOisposal|923|593| |CleaninB|L,t45|L,626| |Printing,PostageandStationery|6|145| |ComputerandWebsiteCosts|2,1,03|462| |Accounta ncyFees|720|840| |Licences|351|180| |Advertising||429| |SundryExpenses|738|L,L82| ||18,955|22,305| |Excessoflncome over Expenditure|12,105|(2,608)| ## ## ||zozt|2020| |---|---|---| |AccumulatedFundsBrought Forward|31,7tO|34,318| |Excesslncomeover Expenditureforthe year|72,705|(2,608)| |AccumulatedFundsCarried Forward|43,815|3L,770| |RepresentedBy||| |BarclaysCurrentAccount|2,239|2,978| |Barclays SavingsAccount|43,016|29,5L2| ||45,255|32,430| |Less||| |AccruedCosts|L,440|720| ||1,440|720| ||43,815|3L,7'J.O| ##