# **Great Aycliffe Village Hall Association, a Charitable Incorporated Organisation (CIO)** The Trustees present their annual report and audited financial statement for the year ended 31 December 2021 and confirm they comply with the Charities Act 2011, as amended by the Charities Act 2016. ## **Charity name** Great Aycliffe Village Hall Association ## **Charity Registration number** 1158767 **Address** North Terrace, Aycliffe Village, County Durham, DL5 6LG ## **Trustees** David Gordon Lewis (Chair) Alan Harley (Vice Chair) Susan Mariana Hindle (Treasurer) Alastair Patrick Griffith Welsh (Secretary) Patricia Johnson Jacqueline Craft Pauline Welsh David Baker Bryan Matthews Margaret Lenahan Katherine Elizabeth Ward Carl Joseph Robinson (12) ## **Auditor** David L J Blair ## **Bankers** Barclays Bank PLC Darlington ## **Report of the Trustees for the year ending 31 December 2021** Governance, Structure and Management ## **Governing Document** A Charitable Incorporated Organisation with voting members other than its charity trustees. It is governed by a Constitution dated 14[th] September 2014. ## **Organisational Structure** The charity trustees are responsible for the general control and management of the charity. The trustees give their time freely and receive no remuneration or other financial benefits. There must be a minimum of three trustees and a maximum of twelve. The day to day running of Aycliffe Village Hall is controlled by the trustees. ## **Recruitment and appointment of trustees** At every Annual General Meeting one third of the trustees shall retire by rotation. They are eligible to stand for re-election along with any other volunteers and the vacancies so arising are filled by the decision of the members. In selecting new trustees, we seek to identify people who regularly attend events and functions organised by the charity and are willing to volunteer to help in the broader community. ## **Premises** The freehold of the property is owned by Durham County Council and it is leased to the Great Aycliffe Village Hall Association by a lease dated 27[th] November 2014 for a period of 30 years. Under the terms of our lease building insurance is arranged by Durham County Council and charged to ourselves. We have Service Level Agreements with Durham County Council covering:- Gas fired heating appliances, service only Tightness testing of gas distribution pipework, service only Monthly testing of the water supply to taps for Legionella is carried out by the Trustees. Due to the COVID -19 pandemic our regular monthly meetings were suspended until 12[th] April. We continued with maintenance and improvements by installing LED light fittings to the meeting room and toilets. In May two proposals were put to Durham County Council, the landlord, to solve the rising damp problem in the porch and secondly to replace nine windows to the front elevation with energy efficient white UPVC windows. Despite meetings and correspondence with Durham County Council and our local Councillors we still await, as at 31[st] December, a definitive answer as to how we should proceed with the window replacement proposals. It was agreed that we should do away with the second hand books and shelving units located in the porch and they were quickly found a new home. Once removed Safeguard Dryrods were installed into the wall to prevent rising damp. In July the external bulkhead light to the meeting room was replaced. The flooring in both the ladies and disabled persons toilet had become uneven. It was agreed to proceed in September; first with the ladies toilets and the disabled persons toilet at a later date. After suitable quotations were obtained it was agreed to lift the existing flooring in the ladies toilets, repair the floor and have new sheet flooring laid. The floor repair was carried out by Trustees, Bryan Matthews, Alastair Welsh and Alan Harley with the new flooring laid by Paul Thompson Flooring of Darlington. On completion the toilet walls were repainted. It was agreed to carry out the repair to the disabled persons toilet in 2022. In October the two heating elements in one of the kitchen ovens were replaced under their guarantee. Following an earlier decision fifteen fixed leg 4ft x 2ft tables were replaced in December with 15 new lightweight folding leg tables (at a cost of £2117.23) stored upright in the committee room freeing up space in the main hall. It was agreed that the old tables could be disposed of free of charge on a first come basis. A number of trustees have met at the Hall each Monday morning to carry out cleaning duties; any minor repairs that may be required are dealt with or scheduled for repair at a later date. This equates to at least 750 volunteer hours a year. ## **Activities** A variety of activities normally take place within the Hall but due to COVID-19 all activities were suspended until mid- April, affecting, Beavers/Cubs/Scouts, Dancefit, Darlington Video Makers Club, Social Club, Local History Society, Women’s Institute, Sewing Club, Pimms & Needles Group and the monthly Breakfast Club. The Hall was not available to hire for private parties and to the public and private sector from January to mid-April. In addition the Village Residents Association and St Andrew’s PCC were not able to use the Hall for their meetings. On the 21[st] August a surprise 100[th] birthday party was organised for Muriel Scott, the oldest village resident. The party was attended by the Mayor of Great Aycliffe Town Council, members of Muriel’s family and villagers. The year ended with the Residents Association holding a New Year’s Eve party. Enjoyed by those attending but numbers were lower than expected due to the ongoing covid-19 pandemic. We thank everyone who continues to support all the activities for their understanding during another difficult year. ## **Finance** On the 1[st ] January 2021 total funds held were £31,582.66, by the year end 31 December 2021 funds in hand totalled £42,000.79. As the premises are rated for business rates (despite currently receiving 100% dispensation) we have qualified for COVID-19 – Local Restriction Support Grants and have received £16335.21 during the year. Finances are being controlled and carefully monitored. David Gordon Lewis (Chair) On behalf of all Trustees. 18 March 2022 .