## **Trustees’ Annual Report for the period** **From Period start date 1[st] January 2020 To Period end date 31[st] December 2020** **Charity name: Lazonby Village Hall CIO** **Charity registration number: 1169785** ## **Objectives and Activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|The objects of the CIO are to establish and run
a village hall and to promote for the benefit of
the inhabitants of Lazonby and the
neighbourhood (“area of benefit”) without
distinction of sex, sexual orientation, age,
disability, nationality, race, or political, religious
or other opinions, the provision of facilities for
recreation or other leisure-time occupation of
individuals who have need of such facilities by
reason of their youth, age, infirmity or
disablement, financial hardship or social and
economic circumstances or for the public at
large in the interests of social welfare and with
the object of improving the conditions of life of
the said inhabitants.
(LVH CIO Constitution 2016 para. 3)| |Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or
services identified in the
accounts.|Para 1.17 and
1.19|Lazonby Village Hall continues to support a
wide range of community groups representing a
variety of ages and interests. The regular users
include Funtots (singing group for pre-
schoolers), Toddler Group, Lazonby W.I.,
Lazonby and District History Society, Lazonby
and District Photography Club, U3A badminton
group, Highlights Theatre Touring Group (Eden
Arts), Lazonby Parish Council and Eden Valley
Players. In addition, the village hall provides a
venue for local people to book for private
gatherings, e.g., family celebrations. The local
authority uses the building as a voting station as
required. The hall also provides a base for
individuals who operate a business to provide a
service to the community, e.g., Pilates classes.
The COVID pandemic meant closure of the hall
on March 25thand cessation of activity during
lockdowns. Prior to re-opening the hall when
allowed to do so, advice and training was
sought from ACT and all recommendations
regarding H and S were put in place and
monitored regularly, including signage, one way
system, hand sanitisation stations, COVID first
aid area, etc. The cleaner was briefed on the
latest guidance and provided with PPE.| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|The trustees have complied with their duty to
have due regard to the commission’s public
benefit guidance when exercising any powers
or duties to which the guidance is relevant.| |---|---|---| ## **Additional information (optional)** You may choose to include further statements where relevant about: SORP reference N/A Para 1.38 Policy on grant making N/A Para 1.38 Policy on social investment including program related investment There has been no volunteering above and beyond that of the trustees themselves, due to Para 1.38 Contribution made by the impact of COVID. volunteers Other ## **Achievements and Performance** ||SORP reference|| |---|---|---| |Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|At the start of the year, the charity’s work
continued to impact positively on the local
community as a facility for meetings,
community events and private family functions
until the closure of the hall in March due to the
introduction of lockdown caused by the COVID
pandemic.
The trustees maintained contact via Zoom for
village hall meetings; at times this was quite
intense, especially when responding to the re-
opening of the village hall and ensuring
compliancy with the latest guidance.
For Christmas 2020, to try to lift spirits and
retain engagement with the village hall in the
absence of the usual Christmas activities that
would take place, the trustees organised an
online Christmas quiz. In addition, a Christmas
pantomime-themed window competition for
households in the village, with a socially
distanced trail to judge the entries was well
supported.
The trustees have started to look at securing
funding for the renovation of the toilets and
main entrance vestibule, with a view to
improving facilities when the hall is able to
reopen. The current toilet areas are poorly
insulated (for sound and heat), and due to the
age and condition of the facilities, are no longer
fit for purpose in terms of best use of space,
i.e., combined facility for disabled and baby-
changing (not ideal) and ease of cleaning. The
pandemic has influenced thinking around
design to limit transmission of infection, as has
consultation with guidance from ‘Changing
Spaces’ to offer the best that can be achieved
within the confines of existing space.| ## **Additional information (optional)** You may choose to include further statements where relevant about: |Achievements against
objectives set|Para 1.41|The main achievement has been to reopen the
hall as soon as practicably possible and
welcome hirers back to their community
building in as safe a way as possible. Retaining
community engagement with the village hall at
Christmas time has also been a notable
achievement.| |---|---|---| |Performance of fundraising
activities against objectives
set|Para 1.41|Fundraising activities have been severely
limited for 2020 due to the pandemic. Small
amounts were generated by the Christmas Quiz
and Window Competition.| |Investment performance
against objectives|Para 1.41|N/A| Other ## **Financial Review** |Review of the charity’s
financial position at the end
of the period|Para 1.21|The charity has suffered from significant
negative impacts from loss of income from most
of its regular sources: hall hire, bar, snooker
club and lottery. The income from the rental of
Library Cottage has been maintained. The
charity has been the beneficiary of a total of
£18,000 of COVID support funding from the
government via the local authority, which has
shielded the hall from a very significant
negative financial impact.| |---|---|---| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|Reserves are held in case of emergency
expenditure e.g., with the boiler.
See reserves policy statement for further
information. The reserves policy is set at £5000.| |Amount of reserves held|Para 1.22|£5000| |Reasons for holding zero
reserves|Para 1.22|N/A| |Details of fund materially in
deficit|Para 1.24|| |Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|Building back custom to pre-pandemic levels.| ## **Additional information (optional)** You may choose to include further statements where relevant about: |The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|The charity’s principal sources of funds come
from hall hire from regular and occasional
users, revenue from the bar (when booked for
both private and community functions), rental
from Library Cottage (the former caretaker’s
accommodation which sits within the footprint of
the hall); the lottery and the snooker club.
Fundraising has not been possible this year,
i.e., a planned race night had to be cancelled
due to the start of lockdown.| |---|---|---| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|If circumstances allow, the trustees intend to
secure funding for the renovation of the toilets
and main entrance hall. Further social
investment secured from the Charity Bank to
replace the heating system continues to be
repaid as agreed. Grant funding will be sought
for future investment in the fabric of the
building.| |A description of the principal
risks facing the charity|Para 1.46|The main risk facing the charity, is that the
pandemic continues indefinitely, and further
financial support is not available. Uncertainty
for the future is the main risk due to the above.| |Other||The number of trustees is of some concern,
although the current committee is very
committed to the work of maintaining and
building on the significant role the village hall
plays in the social fabric of Lazonby.
Maintaining morale and looking out for each| other’s mental health is also a consideration going forward. ## **Structure, Governance and Management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|
Para 1.25|Trust deed| |How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|CIO| |Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|By election at the AGM and by co-option at a
duly constituted meeting of the trustees.
Representation from user groups is
encouraged.| ## **Additional information (optional)** You may choose to include further statements where relevant about: |Policies and procedures
adopted for the induction
and training of trustees|Para 1.51|New trustees are provided with a copy of the
constitution and policies of the committee,
including Safeguarding and Health and Safety.
Officer posts are over-lapped to allow handover
and training time.| |---|---|---| |The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|The trustees of the charity are also the
volunteer management committee. Two sub-
committees report back to the main committee
on a monthly basis – one for Lazonby Village
Hall’s Eden Valley Players, which runs the
village hall’s panto and stages one other play
on an annual basis; and the snooker club sub-
committee. Both sub-committees have a
representative who is on the main management
committee. Terms of reference for LVH’s Eden
Valley Players delegate some decision-making
powers, but only around performance and
staging. All financial and strategic decisions
are taken by the trustees.
The trustees employ 2 members of staff: a
cleaner and a bookings secretary – both were
furloughed during lockdown. The post of
bookings secretary was made redundant in
October due to the negative impact on bookings
caused by COVID. It was felt that with the
online bookings system ‘Hallmaster’ now firmly
embedded, the post was no longer required and
expenditure on it could no longer be justified.
The treasurer agreed to take on the role of
bookings secretary.| |Relationship with any
related parties|Para 1.51|Support from the local branch of ACT| |Other||Due to a number of factors, including
COVID and ill-health of a number of
trustees, an AGM was not held in 2020.| ## **Reference and Administrative details** |Charity name|Lazonby Village Hall CIO| |---|---| |Other name the charity uses|Lazonby Village Hall| |Registered charity number|**1169785**| |Charity’s principal address|Lazonby Village Hall,
Lazonby,
Penrith,
Cumbria
CA10 1AQ| ||| ## **Names of the charity trustees who manage the charity** |1
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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||Lisa Adams|Bar manager and
fire safetyofficer||| ||Carol Cutting|Chair and safe-
guardingofficer||| ||Anna Monk|||| ||Rebecca Taylor|Treasurer||| ||BettyTownend|||| ||Katie Treave|Minutes secretary||| ||Maria Wright|Eden Valley Players
sub-committee chair||| ||Gary Watt|Snooker Club
manager and sub-
committee chair||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| ## – Corporate trustees names of the directors at the date the report was approved **Director name** Name of trustees holding title to property belonging to the charity **Trustee name Dates acted if not for whole year** ## **Funds held as custodian trustees on behalf of others** Description of the assets N/A held in this capacity Name and objects of the N/A charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for N/A safe custody and segregation of such assets from the charity’s own assets ## **Additional information (optional)** ## **Names and addresses of advisers (Optional information)** |**Type of**|**Name**|**Address**| |---|---|---| |**adviser**||| **Name of chief executive or names of senior staff members (Optional information)** ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details ## **Other optional information** Two members of staff: Sandra Allison (cleaner) Gail Eastham (bookings secretary) – made redundant in October Declarations The d•ttav• thal ihoy havo WPPWv¢d th• Ir418t••s' report wbovtr. Sioned tsr* b•halt of the charIty.￿ sionaturrfsl Fu41 n•rnolsl Po•ltlon l•g S•cr•tary. Chair. etcl L fvfrt£Y (Lffflrl D&te, 1. CebrbicuL (HARITY COMMISSION FOR ENGLAND AND WALES Lazonby Vlllage Hall 1169785 Receipts and payments account$ CC16a 01-Jan-20 31-De¢-20 Forthe perlod from To Section A Receipts and payments unreSt￿tted funds to the nearest Restrkted funds to the nearest £ Endowmert funds to the nearest £ Total fvnds to the nearert £ Last year to the nearest £ Al Re¢elpts 1,979 1.979 5,026 Bar 155 155 Fundralsln8 155 455 6,976 Lotterv 975 975 1,805 Snooker 206 3,266 Granls 10,0 1121X* Donatlons loo 150 Rent 4.500 4,500 4,100 Bank Snterest 53 53 Charity bank loan 6,250 HMRCCIRS 1,820 1,820 Sub totallGross Income for ARI 20,193 2,300 22,493 34,944 A2 Asset and Investment sales, l$ee table), Sub total Totsl recelpts 20,193 2,3 22,493 34,944 A3 Payments Staff 3,854 3￿54 4.322 Ll8ht, heat and water I￿13 100 1,913 4,173 Insurance 1,863 1,863 1,977 Repalr and malntenance 1,654 Equlprnent 257 257 331 Telephone and broadband 630 630 625 Llcenses 3SS 365 635 Waste collectlon 106 106 IZ5 Snooker 2,110 8ar 3,470 Fundralslng 232 Advertlslng 57 57 214 EVP 444 Lotterv 473 473 915 Others 47 47 182 Le881 and professional 1,7 PrSntln8, Postage and stationery 18 Building works 6,545 Bank loan 4,548 4,681 Sub total 15,133 io 15,23 36,930 A4 Asset and Investment purchases, (see table) Sub total ££aa Total payments 15,133 loo 15,233 36,930 Net of recelptsllpaymentsl 5,060 7,260 1,986 A5 Transfers between funds A6 Cash funds last y•ar •nd 17,161 1,000 14161 20,147 Cash funds thls ￿ar end 22,221 3,200 25,421 18,161 Section 8 Statement of assets and liabilities at the end of the period Unrestricted funds to nearest £ Restilcted funds En(k>wment funds to nearest £ lo nearest £ Bl Cash funds Current account 2,713 Savings account 19.$08 Total cash funds lagree balances with receipts and payfflents accountlsll 22.221 3,200 Unrestrkted funds Restrkted funds Endowment funds Dotails to nearest £ to nearest £ to nearest £ B2 Other monetary assets Fund to whkh asset belonss Cost loptlonall Current value Ivptlonall Detalls B3 Invwtment ass•ts Fundto whkh a$set belon Cost loptlonall Current value loptlonall Detams B4 Asséts r•talned forthe charws own Fund to whkh Ilablllty relates Amount due loptlonall When due loptlonall 85 Llabllltles Slgned by one or two trustees on behalf of all the trustee$ Sl8nature Prlnt Name Date of approval Mrs R Taylor Mrs C Cuttln8