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 2022 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) Pauline Welsh Alan Harley (Vice Chair) David Baker Susan Mariana Hindle (Treasurer) Bryan Matthews Alastair Patrick Griffith Welsh (Secretary) Margaret Lenahan Patricia Johnson Katherine Elizabeth Ward Jacqueline Craft Carl Joseph Robinson (12)
Auditor
David L J Blair
Bankers
Barclays Bank PLC Darlington
Report of the Trustees for the year ending 31 December 2022
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 a service level agreement in place until 31 March 2023 with Durham County Council for the service of the gas heating boilers and tightness testing of gas distribution pipework.
Following receipt of quotes, it was agreed to replace Durham County Council with private company, Gas Service Industrial, for service of the gas boilers with effect from April 2023.
Annual facilities inspections by Durham County Council were suspended during the Covid crisis but are scheduled to recommence February 2023.
Repairs & Improvements.
The floor in the disabled persons toilet had become uneven so in January the toilet fittings were dismantled, the floor repaired and the fittings re-affixed.
In April a planning application was submitted to Durham County Council for approval to replace nine wood framed single glazed windows with double glazed UPVC frames.
In May the window, on the south side of the building, was removed and the gap bricked up to improve security to the stage and the external surface rendered. The inside area was boarded over and painted.
The north end single iron gate had a welding repair, was then rust proofed, repainted and re-hung.
In June due to ongoing flooding problems in the boiler house a replacement inline filter was installed and the Pressure Vessel re-charged.
In September, following formal agreement from the planners, the nine windows were replaced and the previously hung curtains were replaced with new roller blinds.
During October / November/ December, due to a damp problem, the entrance lobby plaster was removed up to a metre high, along with the skirting boards and the wall was replastered, painted and new plastic skirting is to be fitted in January 2023. A new electric socket was fixed to the lobby wall to provide power for Christmas tree lights.
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 take place within the Hall including Beavers/Cubs/Scouts, Dancefit, Darlington Video Makers Club, Social Club, Local History Society, Women’s Institute, Pimm’s & Needles Group, Pilates, Yoga and the monthly Breakfast Club. The Hall has been available to hire for private parties and to the public and private sector. The Village Residents Association (until their closure) and St Andrew’s PCC were able to use the Hall for their meetings. The Hall has been made available as a Warm Space hub on a Wednesday afternoon. In June, events were held in the Hall to celebrate the Queen’s Platinum Jubilee.
Finance
On the 1[st ] January 2022 total funds held were £42,000.79, by the year end 31 December 2022 funds in hand totalled £36,740.68. As the premises are rated for business rates (despite currently receiving 100% dispensation) we qualified for COVID-19 – Local Restriction Support Grants and have received £2,667 during the year. Finances are being controlled and carefully monitored.
David Gordon Lewis (Chair), on behalf of all Trustees. 13 March 2023.