## **OSGODBY VILLAGE** ## **INSTITUTE** ## **COMMUNITY ASSOCIATION** ## **Annual Report and Financial Statement** ## **Year Ended 31 March 2021** **serving the community since 1930** Registered Charity in England No: 1181642 Cliffe Road, Osgodby, Selby, YO8 5HU **Osgodby Village Institute Community Association Annual Report and Financial Statement For Year Ended 31 March 2021** **Administrative Information** Name of Charity: Osgodby Village Institute Community Association Registered Charity No: 1181642 Address: Cliffe Road, Osgodby, Selby, North Yorkshire, YO8 5HU Bank: Barclays Bank, Selby ## **Structure, Governance and Management** Osgodby Village Institute Community Association is an unincorporated association with subscription-free membership being the residents aged 18+ residing in the Barlby & Osgodby Parish. The Association is managed in accordance with its Constitution. Trustees (Management Committee) are elected on an annual basis at the Annual General Meeting. ## **Names of Trustees** Linda A Rogerson Chair Jennifer Dowell Vice Chair Claire Falkingham Treasurer Shirley Sinclair Secretary Martin G Bishop John F Cusson Jon Goodare Linda Rodgers John Rogers Colin Young ## **Holding Trustees** Martin G Bishop John Rogers Colin Young During 2020/2021, the Committee had a limited number of face-to-face meetings, but during this period, and in line with the Constitution, any urgent business continued to be carried out via email, and through delegation to the Officers. A regular email update (and paper copy for those not on email) was sent to all Committee members. Any expenditure was signed-off by email. The proposed exchange of land for a new entrance/toilet block proposed by a developer as part of the Osgodby Nurseries Development had been on-going. The final sign-off of the Heads of Agreement to the proposals was made in January 2021 by email, and the Solicitor instructed to arrange an exchange and for the Holding Trustees to sign documentation. 2 **Summary of Objectives and Activities** As stated in the Constitution the objectives of the Association are: - a) The provision and maintenance of a village hall for the use of the inhabitants of Osgodby and neighbourhood without distinction of political, religious or other opinions, including use for: - b) meetings, lectures and classes, and - c) other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the inhabitants The Trustees remain committed to enabling as many people as possible to access the facilities provided by Osgodby Village Institute, and keep in mind the Charity Commission’s guidance on public benefit. To achieve this: - A commitment to open the hall every day of the week at affordable rates, with specific subsidised charges to local residents and local community groups/Charities - Maintenance of the building’s facilities to a proper standard, ensuring compliance with relevant legislation - Proper management of the organisation’s finances, with budgeting and detailed analysis and review, thus ensuring long term stability for the hall’s activities ## **Financial Review** The Accounts for the year ended 31 March 2021 are set-out in Appendix 1 and accurately reflect the financial position of the Association and were signed-off by Trustees at a meeting on 17 May 2021. As per our Constitution, an Independent Review of the Accounts was undertaken. ## **In summary** With Income of £26,078.81 and expenses of £10,424.51 this led to a surplus of £15,654.30 for the financial year end 2020/21. Due to cash in hand at the end of 2019/20 of £39,942.39 we ended 20/21 with cash in hand of £55,596.69. The surplus of £15,654.30 for the financial year end 2020/21 can be attributed in full to the grants we were successful in applying for particularly the £19,431.00 in Covid Grants we received from Selby district Council as with out this we would not be in the position we are today. Going into 2021/22 we have cash reserves of £55,596.69 of which we have the following reserves in place leaving us a balance of £19,911.48 towards operating costs. ## **Reserves** General reserves as per the reserve policy £15,000.00 ## **Restricted Reserves** Refurbishment Fund £10,230.50 Heritage & History Project £9,923.50 Youth Club £451.21 3 ## **Achievements and Performance** The period 2020/2021 was an unprecedented year and the use of the hall was severely disrupted. With the outbreak of the national emergency of the COVID 19 pandemic, in line with Government Guidance, the building was closed on 24 March 2020 and was only open intermittently during 2020/21. With the understanding of local residents, we were able to either postpone, re-schedule or cancel private hire events. **The Youth Club** did not meet during 2020/2021 **Osgodby Heritage & History Group** continued with research remotely, and only two meetings were held in the year. ## **April – June 2020** During this time, the Institute was kept to the fore front of people’s minds by our Facebook page. We arranged a “We’ll Meet Again” Singalong to celebrate VE 75 Day and people sat in their gardens and joined in the celebrations. We put bunting and a flagpole on the outside of the building. We delivered a box of cakes to all the octo & nonagenarians in the village, (26 households) and this was a small gesture, but all were received with joy and thanks. In May and we received the sad news our honorary president Mrs Joyce Cochrane had died. Joyce had been involved with the institute for over 40yrs and went from volunteer to committee member then chairman and president, throughout this time Joyce was actively involved in everything that went on in the building and she is sadly missed. In June, we prepared for the building to be COVID secure, and purchased hand sanitizers, paper towels and other essential items ready to re-open. A full risk assessment was undertaken and Special Conditions of Hire were drawn up. ## **July - September 2020** We celebrated the 90[th] birthday of the building with a socially distanced outdoor coffee morning/take away. A virtual Horticultural Show was held in August and this was well supported. During this period, some weekly classes returned with restrictions on numbers able to attend. ## **October – December 2020** Some Weekly classes continued with restricted numbers. The usual Annual events (Halloween Bash, Craft Fair, Xmas Coffee Morning, Quiz) were all cancelled in light of uncertainty of being able to be held, and with the on-going restrictions of numbers being able to be present. 4 **January – March 2021** The hall closed during this period. On-going negotiations and discussions with the developer of the proposed Osgodby Nursery Development involving the exchange of land for building of a new entrance and toilet block was concluded, and the Solicitor instructed to exchange Heads of Agreement. ## **Volunteers** The Trustees are very grateful to the volunteers who have helped them in the management of the hall during the difficult year. . We are grateful to Sarah Jackson who continued to provide limited cleaning services to the hall throughout the period, ensuring that the hall was maintained during closure. ## **Networking** Membership of the Community First Yorkshire continued through zoom meetings, with active participations in the Community Buildings network to share good practice and exchange ideas, and the Community Buildings Facebook Group where members across Yorkshire supported each other with interpretation of national regulations ## **Communications** Our website and social media communications have been maintained on a weekly basis. We continued to contribute to the Parish Magazine. ## **Looking Ahead** Despite the uncertain times, the Trustees will continue to look ahead: - Maintain a sound financial basis - The continuation of the refurbishment of the building - Re-surfacing of car park - The continuation of fundraising activities - Review of social events organised for the benefit of the local community Linda Rogerson (Chair) On behalf of the Charity Trustees 5 APPENDIX I- ANNUAL ACCOUNTS Y4a CERTIFICATE OF INDEPENDENT REVIEW CHARITY COMMISSION FOR ENGIAND AND WALES Indep•ndent examlnerfs report on the accounts Sectson A ItHtepeodeDt ExaEniner's Rep￿1 Osgodbyifilagè InsbtLrt8 ComfThW As6rK#aion OB *¢*>unts forth• y•ar131 Marth 2021 ChaTIty 1181642 S•t (*rton p*p WA chstity1lh8 Tntsfifortm yèar 8ndad 31 Marth2021 Rèspottsfbllill•# A8th8 chanty inJst•è$ clthèTiwL ythi arg rèyn*tilg Ihts w8W8t 11 (Ihe A¢ri. 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