## **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 Email eastreabookings@gmail.com Page **1** of **7** ## **Trustees Annual Report** This report is for the period spanning 31[st] March 2024 to 31[st] March 2025 ## Trustees Ritchie Walton (Chair) Mckinley Erysthee Marsha Erysthee Katharine Hopcraft Barry Wainwright (appointed January 2025) ## Committee Members Peter Hale Nicola Brooks Susan Parnell Katrina Eryshee (Resigned) Mel Hopcraft ## **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. 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** Page **4** of **7** 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. Significant budget cuts are required due to the cost increases for utilities and cleaning activities. As a team we are reviewing these to mitigate the loses from 2024 and to rebuild the finances. ## **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 2024 we secured a positive booking for a local church utilising the hall on a regular basis for Sunday afternoon services. ## **Reserves Policy** The charity held £23,425.54 in the bank as unrestricted reserves at year end 2024. 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. In order to reduce costs the yearly anniversary event is not being held. This shall however be reconsidered if a suitable financial position is secured. ## **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. Page **5** of **7** It is still in our outline plan for an expansion of the meeting room; however due to financial restraints and the continued cost increases for utilities and maintaining the hall this is on hold at present. ## **Account Report** Completed by Hills Chartered and Certified Accountants ## **Summary of Financial Report** ## **Chairs Closing Comments** The period of 2024-2025 we were looking to a year of growth and stabilistaion. 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. Unfortunately, a significant booking for 1 to 1 teaching fell through at the 11[th] hour which now requires the Trustees to make difficult decisions around the budget and costs for the centre. Our primary concern remains 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. Day to day running costs are the main burden on the hall and require circa 80% of our income to maintain the hall at the current standard. We shall be actively seeking further opportunities to source funding for Solar Panels to reduce the electrical costs, 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. As with this year and past years at the beginning of the 2026 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. Page **6** of **7** 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. Page **7** of **7** Eastrea Vlllage Hall Trust Income and Expendltura Account for the Year Ended 31 December 2024 Hllls Chartered Certlfied Accountants 14 St Mary's Street Whlttlesey Eastrea Vlllage Hall Trust Income and Expendlture Account for the Year Ended 31 December 2024 2024 2023 Income Income- Fees Bank Interest Recelved Grants 30,226 397 26,228 363 30,623 26,591 Expendlture Dlrect Costs Wages Rate5 Llght and Heat Insurance Telephone Repalrs and Malntenance Waste Dlsposal Cleanlng Prlntlng, Postage and Statlonery Computer and Webslte Costs Accountancy Fees Llcence5 Advertlslng Bank Charges Sundry Expenses 3,031 3,900 3,364 3,900 1,487 7.853 1,020 1,173 4,107 1,017 5,812 75 597 720 180 348 13,526 1,063 1,546 1,055 380 14,886 145 728 720 1,317 1,105 1,165 43,404 32,818 Excess of Income over Expendlture (12,781) (6,227) Page I Eastrea Vlllage Hall Trust Accumulated Funds Statsment for the Year Ended 31 December 2024 2024 2023 Accumulated Fund5 Brought FonKard Excess Income over Expendlture for the year 36,024 12,781 42,251 16,2271 Accumulated Funds Carrled Forward 23,243 36,024 Represented By Barclays Current Account Barclays Savlngs Account Cash In Hand 556 22,870 537 1,971 34,773 23,963 36,744 Less Accrued Costs 720 720 720 720 23,243 36,024 CERTIFICATE We conflrm that we have revlewed the books and records forthe year ended 31 December 2024 and that the Accounts reflect all the entrles, vouchers and recelpts contalned thereln. 16 Aprll 2025 Hllls Accountants Page 2