Eastrea Village Hall Trust
Registered: 1994 Charity No: 1040578 The Eastrea Centre, Roman Gardens Eastrea, Cambridgeshire PE7 2DF
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
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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
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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.
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The trustees recognise its legal obligation to protect the building, it’s users and volunteers through adequate insurance.
Building Issues
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Gas appliances and electrical equipment appliances are tested by qualified personnel annually.
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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.
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Fire safety risk assessment is updated annually and a review as required by law
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Fire fighting appliances are inspected annually under contract with the supplier
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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
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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.
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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.
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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
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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.
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The Hall is available for private functions including, annual family day, children’s parties, wedding receptions, village social functions and occasional fundraising events.
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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 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.
The last year see the 10 year anniversary of the opening of the centre. We decided to celebrate this at the 2023 Xmas event. Guests were invited to the event supported by deputy Mayor and previous Chair of Trustees Brian Ford who was instrumental in the delivery of the Centres construction project for more than 2 decades.
Reserves Policy
The charity held £36,744.78 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.
Future Plans
The usage strategy of the hall is under constant review to ensure we are meeting the requirements of our client base. With this in mind any investments to the hall are identified from analysis of the feedback and any booking trends of the hall.
It is still in our outline plan for an expansion of the meeting room; We are exploring a number of options to enable the room to be increased in capacity. Options have been reviewed by the Trustees before any final decisions are made.
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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.
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 see the start of improvements and the return of events.
Account Report
Completed by Hills Chartered and Certified Accountants
Summary of Financial Report
Chairs Closing Comments
The period of 2023-2024 we hoped to be a year of fresh starts and moving forward following the Pandemic. However new challenges for the running of the centre have been presented with the significant increase in running costs presented through energy bills, maintenance costs and cleaning activities. 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 replaced with LED. We were unsuccessful in our bid to source funding for an Air Source Heat Pump and Solar Panels, we will however continue to seek to reduce the running costs however we possibly can.
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.
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Once again at the beginning of the 2025 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.
As a team I hope we can look forward to the next 12 months positively and continue to provide a fantastic setting for everyone to enjoy for years to come.
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‘ ~—=_Independentexaminer's | | report on the accounts |
* CHARITY COMMISSION FOR ENGLAND AND WALES
Section A
Independent Examiner’s Report
Report to the trustees/ members of | Eastree Village Hall Trust
On accounts for the year 318 December 2023 ended
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_ Charity no | 1040578
(if any)
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Set out on pages | 1&2 Ben er rr | report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31/12/2023.
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rr SES!
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- Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act’).
| report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, | have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
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Independent | have completed my examination. | confirm that no material matters have examiner's statement come to my attention (ctherthar-thatdisclosed-below=) in connection with the examination which gives me cause to believe that in, any material respect:
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e accounting records were not kept in accordance with section 130 of the Act or
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e the accounts do not accord with the accounting records
| have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
- Please delete the words in the brackets if they do not apply.
Signed: | C22 —<— —<—
Signed: | C22 —<— —<— Date: | 18/05/2024 | ————— SonamD ERENT Name: | Christopher Naylor
Relevant professional | ACCA qualification(s) or body (if any):
Address: | 14 St Marys Street
| Whittlesey
| Peterborough, PE7 1BG
IER
1
October 2018
Section B
Disclosure
Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
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Give here brief details of
any [items] [that] [the] | _ |
examiner wishes to |
disclose. |
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IER
a
October 2018
Eastrea Village Hall Trust Income and Expenditure Account for the Year Ended 31 December 2023
Hills Chartered Certified Accountants 14 St Mary's Street Whittlesey
Eastrea Village Hall Trust Income and Expenditure Account
for the Year Ended 31 December 2023
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|---|---|---|---|---|---|
|2023|2022|
|Income|
|Income|-|Fees|26,228|26,993|
|Bank|Interest|Received|363|45|
|Grants|-|3,830|
|26,591|30,868|
|Expenditure|
|Direct|Costs|3,364|6,777|
|Wages|3,900|5,413|
|Rates|1,487|1,618|
|Light|and|Heat|7,853|6,048|
|Insurance|1,020|933|
|Telephone|1,173|886|
|Repairs|and|Maintenance|4,107|2,266|
|Waste|Disposal|1,017|923|
|Cleaning|5,812|4,731|
|Printing,|Postage|and|Stationery|75|249|
|Computer|and|Website|Costs|597|344|
|Accountancy|Fees|720|720|
|Licences|180|307|
|Advertising|348|397|
|Bank|Charges|-|2|
|Sundry|Expenses|1,165|818|
|32,818|32,432|
|Excess|of Income|over|Expenditure|(6,227)|(1,564)|
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Eastrea Village Hall Trust Accumulated Funds Statement
for the Year Ended 31 December 2023
| 2023 | 2022 | |
|---|---|---|
| Accumulated Funds Brought Forward | 42,251 | 43,815 |
| Excess Income over Expenditure for the year | (6,227) | (1,564) |
| Accumulated Funds Carried Forward | 36,024 | 42,251 |
| Represented By | ||
| Barclays Current Account | 1,971 | 1,614 |
| Barclays Savings Account | 34,773 | 44,511 |
| 36,744 | 46,125 | |
| Less | ||
| Accrued Costs | 720 | 3,874 |
| 720 | 3,874 | |
| 36,024 | 42,251 |
CERTIFICATE
We confirm that we have reviewed the books and records for the year ended 31 December 2023 and that the Accounts reflect all the entries, vouchers and receipts contained therein.
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EUUI
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18 May 2024