Final v1.0 ## **KIRKBY FLEETHAM VILLAGE HALL Registered Charity No. 1172318 Trustees’ Annual report** ## **2025-2026** - COMMITTEE 2025 26 ## Trustees Philip Mason Chairperson Lesley Bottomley Treasurer, Vice Chairperson Christine Mitton Secretary Margaret Coop Vice Secretary Trustees Cee Brabin Helen Gardiner Jane Ratcliffe David Russell Kate Smith - Co opted Members Lindsay Trenholme Chris Walker 1 Final v1.0 ## **Governance** Kirkby Fleetham Village Hall was established as a charity by a Trust Deed and Lease dated 7 December 1973. On 29 March 2017, it was entered on the Register of Charities as a Charitable Incorporated Organisation (CIO), No.1172318. The original charity closed, with its assets transferred to the new charity. The Village Hall Management Committee is responsible for keeping the building in a good state of repair. ## **Trustees** ## Number of Trustees There should be no more than 10 Trustees, with the remainder of the management committee comprising no more than 3 co-opted members and not more than one representative of each of the Hall’s user groups. ## Appointment of Trustees The constitution states that Trustees will retire by rotation, one-third each year. Those to retire shall be those who have been longest in office since their last appointment or reappointment; thus, 4 Trustees will automatically retire and this process shall continue at every subsequent annual meeting. If the number of Trustees is not three or a multiple of three, then the number nearest to one-third shall retire from office, but if there is only one trustee, he or she shall retire. ## Reappointment of Trustees Any person who retires as a trustee by rotation, or by giving notice to the CIO, is eligible for re-election by simple majority vote of members. ## **Objective of the Charity** The objective is the provision of a Village Hall for the benefit of the inhabitants of the Parish of Kirkby Fleetham with Fencotes without distinction of gender, sexual orientation, age, disability, nationality, race or political, religious or other opinions. Use of the Hall is for meetings, lectures and classes or 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 inhabitants. The Trustees consider this objective to be consistent with Charity Commission guidance on providing for the public benefit and these objectives have been pursued in the activities of the charity this year. ## **Policies and Procedures** To guide the Management Committee in exercising its duty of care to committee members and users of the hall, the following policy statements have been adopted: Meetings Policy; Finance Policy; Hiring Policy; Health & Safety Policy; Safeguarding - Child & Vulnerable Adults Policy; Equality Policy; Environmental Policy, Age Verification Policy and a Data Protection Policy. Copies of these policies are in a file in the Hall and are due for review during 2026. In addition, Trustees have recently reviewed and 2 Final v1.0 updated routine maintenance and safety checklists and a detailed checklist is in place for the contract cleaner. ## **Hiring Agreement** The Hall uses an on-line booking system, which two members of the Committee manage. Each booking is subject to a _Hiring Agreement_ to which all hirers must agree before any booking can be made. This sets out the conditions of hire and identifies the respective responsibilities of each party. ## **Licences** The Hall has a Premises Licence, which includes the sale of alcohol. The Hall is licensed by the Performing Rights Society and Phonographic Performance Ltd. for live and recorded music and has a Public Video Screening Licence. ## **Risk Management, Building and Safety** ## Insurance The Management Committee recognises that it is under a legal obligation to protect the building, its volunteers, its users and any employees through adequate and appropriate insurance. The Village Hall is insured with respect to property damage (buildings insurance) by Allied Westminster Insurance Ltd (Insurance Policy BS69356/432103). It is insured with the same company with respect to loss of revenue; public liability; employers’ liability; and furniture, fixtures and fittings and all other contents. ## Routine Building Checks The monthly buildings/safety checklist has recently been reviewed and updated, and a record of repairs is maintained (eg, a new grill has been fitted to the oven and fans in the toilets have been replaced). In addition, the _HSE Health & Safety Checklist for Village and Community Halls_ is completed annually. ## Fire Safety A Fire Safety Risk Assessment is updated annually by the Committee’s own Fire Safety Officers. Firefighting appliances are inspected and serviced annually by an appropriate external contractor. Regular users are updated on fire equipment and procedures, and safety posters are displayed in every room. ## Electricity Portable Appliances Testing (PAT) is conducted annually by a qualified electrician and a 5-year mains electrical installation survey is due in 2027 (every 5 years). New smoke alarms and replacement security lighting have recently been fitted. Oil-fired Boiler 3 Final v1.0 The water heating system is serviced annually by a qualified plumber. A new heating pump has recently been fitted. The _Nest_ app is used to control building temperature and is aligned with building usage to ensure efficient use of fuel. ## First-aid Kits and Defibrillator. There are 2 first-aid kits, which are routinely replenished with British Standard 8599 contents, and there is also an Accident Book. A defibrillator is fitted on an external wall at the front of the hall. ## Roof and Gutters Significant leaf fall from nearby trees fills the gutters and gulleys, and new arrangements are now in place to have them professionally cleaned annually. Cracked and damaged roof tiles identified during the process this year have been replaced. ## Cleaning A cleaner comes into the Hall once a week and a Committee member liaises with her if and when any issues arise. The Main Kitchen and Small Kitchen, plus fridges/freezer and oven, are professionally deep-cleaned annually (next clean is booked for July 2026). The Committee also undertakes an annual stock-take, which includes cupboard cleaning. We are fortunate that all users routinely clean and tidy the Hall after use, and notify Committee members of any breakages or issues. ## External We are indebted to the wonderful work of the Kirkby Fleetham Gardening Society, which keeps the front of the Hall looking marvellous with displays of flowers and plants throughout the year. In addition, Committee members have a schedule of sweeping and clearing leaves from walkways, etc, during the relevant season. An external inspection of the Hall is included on the buildings/safety checklist monthly checklist. includes an inspection of the external ## **Principal Activities in Pursuit of Objectives** ## Promotion and Communications The Village Hall Management Committee routinely promotes its facilities and events in the regular issue of _Social News_ , which is professionally collated by a local volunteer. This is distributed by the local _InfoNet_ facility, which is managed very efficiently a local volunteer. These reach the majority of locals online, and several hard copies of _Social News_ are printed for those without internet access. Events are also displayed on the Hall noticeboard and inside the building. The Parish website[1] , recently updated to reflect accessibility/user-friendly guidance, provides a summary of Village Hall facilities, with links to the regular activities that take place. > 1 Kirkby Fleetham with Fencotes Parish Council Welcome 4 Final v1.0 ## Facilities for Users Facilities include a large hall with projector and sound equipment, a library which is also used for meetings and the History & Resources Room. The latter routinely displays photographs and items on a variety of themes. Also offered for use and hire is a well-appointed kitchen with cooker, water heater (plus additional kettles), freezer and 2 fridges. There is an excellent inventory of crockery, utensils, pans and glasses for use, and a supply of tea, coffee and fresh milk is always available. Shutters between the kitchen and main hall open to create a bar area. A mobile Post Office comes to the Hall car park on Wednesday mornings. There is a selection of greetings cards on sale and two electric vehicle charging points in the car park. Outside seating is also provided. ## Activities, Events and Meetings The Hall is in use most days of the week for a variety of activities, including the following: - Armchair Cinema - Ballroom Dancing - Book Lovers’ Group - Bridge - Carpet Bowls - Church Coffee mornings - Exercise classes, including Pilates - Gardening Club - The Village Hub - Local History Group - Parent and Baby Group - Sound Bath Group Relaxation - Yoga - Women’s Institute Several one-off events are held, such as plays, talks, music evenings, bingo and pizza nights. Some of these are run by the Village Hall Committee itself while others are provided by local groups such as the Fleetham Feast, the Church and the Fleetham Players. In addition, the Parish Council, Fleetham Feast, Village Hall, Gardening and Hub committees routinely meet in the Hall. We were saddened by the closure of the Kirkby Fleetham CofE Primary School in 2025. Over many decades, the School held many joyful events in the Hall, which will be greatly missed. The History Group marked this with an excellent display of photos and items, bringing happy memories to villagers, many of whom attended the school as pupils or who served on the Governing Body and/or the Friends of the School Committee. 5 Final v1.0 ## **Funding Strategy** The underlying funding strategy of the Trustees is to manage the revenue budget on a self-financing basis. We are aware that the careful management of resources has become increasingly important in a financial climate where running costs are rising whilst income remains broadly static. Our financial management has been exemplary, with Committee members being kept fully informed through clear, transparent and informative reports at every business meeting. We will revisit the charging policy during 2026, in light of our financial monitoring and anticipated future maintenance and refurbishment costs, for example, the steep increases in oil and electricity costs. We still provide outstanding value for money compared with other venues, whilst also protecting this important asset for the future. ## **Reserves Policy** It is the Trustees’ policy to maintain unrestricted reserves of between 100% and 150% of annual revenue budget expenditure. ## **Volunteers’ Effort** The Village Hall Management Committee is group of volunteers which meets regularly to manage the facility. It would be impossible to list the many tasks undertaken voluntarily by Committee members, but it is important to acknowledge that without the work they do we would not have the excellent facility we all enjoy. Much work, of course, takes place behind the scenes, such as checking oil-tank levels, replacing light bulbs, replenishing tea and coffee, making minor repairs and liaising with external contractors. The effort and commitment shown by Committee members is outstanding and greatly appreciated by the community at large. Management costs are therefore kept to a minimum through, where possible, the use of volunteers for maintenance and improvement of facilities. We do, however, recognise the need to use professionals where this is appropriate, always mindful that many tasks require specialist skills and that voluntary effort must not become burdensome if we are to retain the energy and commitment of those who do so much to make our Hall such a good facility. The June 2025 Village Hall AGM saw the retirement of a number of committee members, all of whom had made major contributions to the running of the Hall and, in so doing, to the quality of village life. Several new members joined, quickly taking on responsibilities, and the committee remains in excellent shape with a great team spirit. To pick just one example of volunteers’ work, the Hub, our much-loved “pop-up” community café and meeting place, has continued to provide appetising food and beverages twice a week to regulars from the village and visitors such as local cycling groups. Dedicated volunteers prepare and serve food and drinks, which are enjoyed by many in the warm and comfortable surroundings of our Library. ## **Future Plans** Over the coming months, the Trustees will: 6 Final v1.0 - Review charges for hiring the Hall. - Continue to ensure maintenance and repairs are actioned promptly and, where identified, make improvements to the facilities. - Encourage community groups to continue to use the Hall for activities that provide pleasure and entertainment for the residents of the Parish we serve. - Continue to work collaboratively with our community partners in ways that add value each to the other and which make clear our separate mission and responsibilities. ## **Approval of Trustees’ Report** The Trustees declare that they have approved the Trustees’ report above. Signed on behalf of the charity’s Trustees Full name(s) …………………………………………………… Philip John Mason Position: Chairperson …………………………………………………….. Lesley Bottomley Treasurer and Vice Chairperson Date……………………………………………… 7