## 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 31[st] March 2023 to 31[st] March 2024 Annual General Meetings (AGMs) have been impacted and ultimately postponed due the pandemic. It is our aim for the AGM to return to its traditional month of April as set out in the Articles. ## Trustees Ritchie Walton (Chair) Mckinley Erysthee Marsha Erysthee Katharine Hopcraft ## Committee Members Peter Hale Nicola Brooks Susan Parnell Katrina Eryshee Mel Hopcraft ## **Sources of Advice and Support** Buckle and Mellows Solicitors Hills Chartered and Certified Accountants CCV Cambridgeshire Fenland District Council ACRE Gov.uk ## **Governance** Page **2** of **7** 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. The trustees recognise its legal obligation to protect the building, it’s users and volunteers through adequate insurance. Page **3** of **7** ## **Building Issues** - Gas appliances and electrical equipment appliances are tested by qualified personnel annually. - The fixed wiring system for the building has been inspected and tested in this year 2023 and a number of repairs have been carried out to maintain the compliance with current regulations. Next full inspection due in 2033. - 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. ## **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. Page **4** of **7** ## **Volunteers Effort** Management costs are kept to a minimum through the use of volunteers for the regular maintenance and additional 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. A return of the Christmas craft fare was successful and well attended by both stall holders and the public. A fantastic event and enjoyed by all. ## **Reserves Policy** The charity held £43,510.74 in the bank as unrestricted reserves at year end 2023. 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 £40,119.25 ## **Future Plans** It is still in our outline plan for an expansion of the 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 and the current cost of living increase that has also affected the finacials of the Trust. The village hall website has been back in to use following a full review and overhaul. 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. Page **5** of **7** ## **Pandemic** The Pandemic as with many organisations had a major effect on the centre. The centre is now in a period of recovery and looking to return previous events and activities at the centre that had taken place prior to the Pandemic. We are now starting to provide the ## **Account Report** Completed by Hills Chartered and Certified Accountants ## **Summary of Financial Report** ## **Chairs Closing Comments** The period of 2022-2023 presented new challenges for the running of the centre following the easing of all restrictions from the pandemic. Our primary concern is still to maintain stability with a view to keeping the centre as a fresh and vibrant location to attract new hirers. Within the Trustees the direction remains the same to ensure the centre offers a well presented setting at rates inline with other settings within a reasonable geographical location of the Eastrea Centre. A significant challenge to the running of the centre this year has been the significant cost increases seen for the day to day running. Wherever possible these have been mitigated through efficiencies. For example the lighting in the main hall has now been replace with LED. As always I would as the chair of the Trustees give thanks to both my fellow Trustees and Committee members for the re continued support in the successful running and planning of the Eastrea Centre. The level of appreciation is echoed throughout the board of Trustees for all of the efforts provided by the committee and any volunteers that assist at the centre. Further appreciation is extended to the individuals who volunteered time to assist with the refresh to the bund area at the front of the building. This area has been a topic of conversation over a number of years with various attempts made to make it look more aesthetically pleasing whilst maintaining the requirements for it to be in place. 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. Page **6** of **7** Once again at the beginning of the 2024 calendar year a planned maintenance closure of the Hall will be planned to allow for all items to be stock checked and any areas requiring it to be freshened up with a coat of paint. look Page **7** of **7** # ## ## ## ## ||2022|2021,| |---|---|---| |lncome||| |lncome-Fees|26,993|13,682| |BanklnterestReceived|45|4| |Grants|3,830|t7,374| ||30,868|31,060| |Expenditure||| |DirectCosts|6,777|7,527| |Wages|5,413|6,140| |Rates|1,618|722| |Light and Heat|6,048|1,889| |lnsurance|933|916| |Telephone|886|1,361| |RepairsandMaintenance|2,266|474| |WasteDisposal|923|923| |Cleaning|4,737|r.,145| |Printing,PostageandStationery|249|6| |ComputerandWebsiteCosts|344|2,703| |AccountancyFees|720|720| |Licences|307|351| |Advertising|397|| |Bank Charges|2|| |5undryExpenses|818|738| ||32,432|18,955| |Excessof lncome over Expenditure|(1,s64)|72,L05| ## ||2022|2021| |---|---|---| |AccumulatedFundsBrought Forward|43,815|3l,71-O| |Excesslncomeover Expenditureforthe year|(1,s64)|72,705| |AccumulatedFundsCarried Forward|42,257|43,815| |RepresentedBy||| |BarclaysCurrentAccount|1,6L4|2,239| |Barclays SavingsAccount|44,5t7|43,016| ||46,r25|45,255| |Less||| |AccruedCosts|3,874|7,440| ||3,874|1,440| ||42,251|43,815| ##