2022-03-31-accounts - The Great Dalby Village Hall

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Trustees’ Annual Report for the period

From 1[st] April 2021 To March 31[st] 2022

Charity name: The Great Dalby Village Hall

Charity registration number: 1183961

Objectives and Activities

Summary of the purposes of the charity as set out in its governing document	To promote for the benefit of the inhabitants of Great Dalby village without distinction of sex, sexual orientation, race or of political, religious or other opinions, by associating together the said inhabitants and the local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and other leisure time occupations with the objects of improving the conditions of life of the said inhabitants.
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.	Setting The Hall is at the heart of the Great Dalby village community, a small rural village with approximately 150 houses. There has been a lack of community areas or facilities until this year, when a Playground for young children has been opened, with the village hall providing a facility for many of the associated fund-raising activities over the last 5 years and many of the hall committee members also sitting on the playground charity group. The Village Hall, built on land gifted to the village in 1938, has provided a community space for social interaction and has been managed as a not-for-profit facility by the local community ever since. Pre-School - Education The first recorded payment for a Pre-school in the village hall was in 1997. The Hall has been used ever since to provide a pre-school. This enables young children to make friends before transition to the village primary school – which is on the opposite side of the road to the Hall. The Pre-School is now open 5 days a week and has been highly rated by Ofsted. Despite Covid restrictions the Pre-school was able to continue after only a limited halt to activities. Regular Local Social Group Activities and Voluntary Organizations The Hall had also provided space for several weekly social community groups such as a Dance Group and a Whist Drive Group . However, Covid stopped most of these activities, several of which have not been re-established, but new activities, such as a Yoga class, have now commenced. Elections – Community and Local Authority Facility The hall continues to be used as a polling station. This year there was one election. The hall was also used for example,for re-

Summary of the purposes of
the charity as set out in its
governing document

To promote for the benefit of the inhabitants of Great Dalby village
without distinction of sex, sexual orientation, race or of political,
religious or other opinions, by associating together the said
inhabitants and the local authorities, voluntary and other
organisations in a common effort to advance education and to
provide facilities in the interests of social welfare for recreation and
other leisure time occupations with the objects of improving the
conditions of life of the said inhabitants.

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.

Setting
The Hall is at the heart of the Great Dalby village community, a
small rural village with approximately 150 houses. There has been a
lack of community areas or facilities until this year, when a
Playground for young children has been opened, with the village
hall providing a facility for many of the associated fund-raising
activities over the last 5 years and many of the hall committee
members also sitting on the playground charity group. The Village
Hall, built on land gifted to the village in 1938, has provided a
community space for social interaction and has been managed as a
not-for-profit facility by the local community ever since.
Pre-School - Education
The first recorded payment for a Pre-school in the village hall was in
1997. The Hall has been used ever since to provide a pre-school.
This enables young children to make friends before transition to the
village primary school – which is on the opposite side of the road to
the Hall. The Pre-School is now open 5 days a week and has been
highly rated by Ofsted. Despite Covid restrictions the Pre-school was
able to continue after only a limited halt to activities.
Regular Local Social Group Activities and Voluntary Organizations
The Hall had also provided space for several weekly social
community groups such as a Dance Group and a Whist Drive Group .
However, Covid stopped most of these activities, several of which
have not been re-established, but new activities, such as a Yoga
class, have now commenced.
Elections – Community and Local Authority Facility
The hall continues to be used as a polling station. This year there
was one election. The hall was also used for example,for re-

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	training in the use of the village Defibrillator. Private Functions – Community Recreation & Social Welfare The Hall is available at minimal hire cost for private hire and since about August 2021 there has been a gradual revival of the hall use post Covid for children's birthday parties, etc. with some 17 separate events being recorded with an income stream of £582.
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit	Charity Guidance & Public Benefit The trustees have all signed and the other committee members of The Great Dalby Village Hall have all received copies of the Constitution and the “Welcome – you’re a charity trustee” document. Regular committee meetings are held to ensure a collective agreement is reached regarding all decisions of note, particularly with regard to promoting the objectives of the Charity.

training in the use of the village Defibrillator.
Private Functions – Community Recreation & Social Welfare
The Hall is available at minimal hire cost for private hire and since
about August 2021 there has been a gradual revival of the hall use
post Covid for children's birthday parties, etc. with some 17
separate events being recorded with an income stream of £582.

Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit

Charity Guidance & Public Benefit
The trustees have all signed and the other committee members of
The Great Dalby Village Hall have all received copies of the
Constitution and the “Welcome – you’re a charity trustee”
document. Regular committee meetings are held to ensure a
collective agreement is reached regarding all decisions of note,
particularly with regard to promoting the objectives of the Charity.

Additional information (optional) You may choose to include further statements where relevant about:

Policy on grant making
Policy on social investment including program related investment
Contribution made by volunteers	Our committee comprises 7 villagers who all volunteer their services for free.
Other	The Village Hall serves a small local community of about 290 residents and previously functioned as a Trust with typically 4 minuted committee meetings and an AGM held each year. Four committee members volunteered and were selected as Charity Trustees when we were incorporated as a CIO on 18thJune 2019. We currently now have only three trustees.

Achievements and Performance

	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.	Hall Safety Issues - Electrical For the security and safety of our customers, PAT testing of all electrical appliances was completed, a new consumer unit with RCDs was installed and a full electrical wiring test was undertaken by an approved external contractor. The safety lighting was also checked and a replacement of one of the relatively new LED light fittings also needed replacement. Hall gardens An annual garden tidy-up has been undertaken. Pre-School use of hall Pre-school has maintained a full year’s operational service. Groups & support Since covid old community groups have been lost and have not been replaced. A new Yoga group has been successfully operating for several months.

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Additional information (optional)

You may choose to include further statements where relevant about: Achievements against objectives set Performance of fundraising activities against objectives set Investment performance against objectives Other

Financial Review

Review of the charity’s financial position at the end of the period	The last AGM as a Trustee organisation was held on 9thMay 2022 and the accounts year ended 31stMarch 2022. Our main source of income is another Charity, No.1090402, the Great Dalby Pre-School which uses the hall’s facilities daily. Our accounts, which are currently in a healthy state due to government grants, were presented at the AGM. Our income, excluding grants, exceeded expenditure by £2,381. We also received £6001 in grant funding.
Statement explaining the policy for holding reserves stating why they are held	The Charity holds a Community (current) Account and a Business Money Manager Account (with interest) with the HSBC bank. Money is transferred to the interest earning Business Account whenever it is deemed that there are sufficient funds available in the current account. Our policy of maintaining a reserve of £2000 in the Business account remains healthily viable.
Amount of reserves held	As a result of further grant funding by the local council following Covid, we now hold a very significant reserve in excess of £18k.
Reasons for holding zero reserves	N/A
Details of fund materially in deficit	N/A
Explanation of any uncertainties about the charity continuing as a going concern	We continue to have a neighbour that has caused many recent problems and some degree of uncertainty about Pre-school’s continued usage of the hall, even after 26 years usage. We now have a Certificate of Legality issued by the local council, that covers the continued use of the hall by Pre-school, but this has not resolved the neighbour’s issues.

Additional information (optional) You may choose to include further statements where relevant about:

The charity’s principal
sources of funds (including
any fundraising)


Principal funding sources
Our principal sources of income arise from letting of the village
hall facilities, in particular to local organisations as well as to
individuals, both for recreational, social, and educational
purposes. The pie chart below provides a detailed breakdown of
our major income sources, that this year has been minimal from
our club’s activities. Our main income source is the weekday
use of the premises by the Pre-school.

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 Expenditure supporting key objectives Investment Policy

Investment policy and objectives including any social investment policy adopted

This only relates to investing in the hall itself, built in circa 1935, maintaining a reasonable state of repair and decoration, replacing/ repairing equipment and ensuring Health & Safety standards and disabled access are met. To this end, a replacement consumer unit was installed upgrading a remaining part of the electrical installation to meet today’s standards with RCD earth leakage protection and circuit breakers replacing fuses.

This year our focus has also moved to external maintenance of the building structure, with repair work undertaken to one of our flat roofs and further substantial building and roof repairs in the planning for next year’s expenditure.

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A description of the principal risks facing the charity	 Risk Assessment The Pre-school this year has provided 76% of our non-grant income stream compared with 92% last year. This improvement is due to the beginning of a post covid increase in other hall users.
Banking issues	1. As explained above, our bank account has two accounts, a current account – The Community Account” and a “Business Manager” interest providing account. Although the Business Manager account is not a “Reserved Account” we have used this column in the Accounts CC16a return form for the “Business Manager” funds, which we consider to be our “Reserve” fund. 2. This year we have tried to move away from a “Cash” account, particularly as a) our HSBC bank has now introduced charges for cashing cheques and b) our previous experience of the delays we were facing in getting payments into our bank account. Our annual accounts analysis, produced in a separate detailed spread sheet, provides a complete insight to this cash flow. 3. Our bank has now also transferred our account into what is referred to as a “Charity Account”. The main difference has simply been a new charge of £60 a year. The bank also undertook a major “Safeguard” review of the whole account (as they seem to have done for many businesses), requiring copious and prolonged form filling on the part of the treasurer. The outcome was that the charity accounting procedures were deemed to be secure and we could continue to use the banking services as normal. 4. Our overall accounts provided in CC16a provide an integrated summary into all our bank accounts and cash flows to provide an overall summary of all transactions during the course of the full financial year from 1st April 2021 to 31st March 2022. 5. Since we have not submitted our accounts for external audit this year, as this is so expensive, the Chairman and Deputy Chairman have worked through the Charity Commission’s “Internal Financial Controls” check list, to ensure that we are taking all reasonable steps to provide best Practice. The results were circulated to the whole committee. Whereas a general acceptance of a “No” answer has been generally agreed, the relevance to our Charity and a more in-depth assessment will be undertaken in the next financial year of some of these questions. 6.An external reviewer with good spreadsheet knowledge was asked to review the fundamental spreadsheet used for managing our accounts. No issues of any note were identified.

A description of the principal
risks facing the charity


Risk Assessment
The Pre-school this year has provided 76% of our non-grant income
stream compared with 92% last year. This improvement is due to
the beginning of a post covid increase in other hall users.

Banking issues

1. As explained above, our bank account has two accounts, a
current account – The Community Account” and a “Business
Manager” interest providing account. Although the Business
Manager account is not a “Reserved Account” we have used this
column in the Accounts CC16a return form for the “Business
Manager” funds, which we consider to be our “Reserve” fund.
2. This year we have tried to move away from a “Cash” account,
particularly as a) our HSBC bank has now introduced charges for
cashing cheques and b) our previous experience of the delays
we were facing in getting payments into our bank account. Our
annual accounts analysis, produced in a separate detailed
spread sheet, provides a complete insight to this cash flow.
3. Our bank has now also transferred our account into what is
referred to as a “Charity Account”. The main difference has
simply been a new charge of £60 a year. The bank also
undertook a major “Safeguard” review of the whole account (as
they seem to have done for many businesses), requiring copious
and prolonged form filling on the part of the treasurer. The
outcome was that the charity accounting procedures were
deemed to be secure and we could continue to use the banking
services as normal.
4. Our overall accounts provided in CC16a provide an integrated
summary into all our bank accounts and cash flows to provide
an overall summary of all transactions during the course of the
full financial year from 1st April 2021 to 31st March 2022.
5. Since we have not submitted our accounts for external audit
this year, as this is so expensive, the Chairman and Deputy
Chairman have worked through the Charity Commission’s
“Internal Financial Controls” check list, to ensure that we are
taking all reasonable steps to provide best Practice. The results
were circulated to the whole committee. Whereas a general
acceptance of a “No” answer has been generally agreed, the
relevance to our Charity and a more in-depth assessment will
be undertaken in the next financial year of some of these
questions.
6.An external reviewer with good spreadsheet knowledge was
asked to review the fundamental spreadsheet used for
managing our accounts. No issues of any note were identified.

Structure, Governance and Management

Description of charity’s trusts:	Originally as a Trust and now through the Model Constitution as above.
Type of governing document (trust deed, royal charter)	Trust Deed, based on the Charity Commission model Constitution Foundation model constitution.

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How is the charity constituted? CIO (e.g unincorporated association, CIO)

Trustee selection methods including details of any By Appointment of Great Dalby Village Hall Committee constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees

Additional information (optional)

You may choose to include further statements where relevant about:

Policies and procedures adopted for the induction and trainingof trustees.	The Charity Trustees have been circulated our Constitution and the “Welcome Pack”.
The charity’s organisational structure and any wider network with which the charity works	The Village Hall serves a small local community of about 290 residents and previously functioned as a Trust with typically 4 minuted committee meetings and an AGM held each year. Four committee members volunteered and were selected as Charity Trustees when we were incorporated as a CIO on 18thJune 2019. The number of committee meetings is still typically 4 per year and we also hold an AGM, usually in May after the end of the financial year.
Relationship with any related parties	We have a representative of the Pre-school that sits on our village hall committee. The Pre-school complies with the requirements of Ofgem, which is an essential to minimise risks. Many other General Risk assessments, electrical PAT testing and fire extinguisher testing have always formed and continue to be a standard part of our annual routines.
Other	The latest AGM as a Trustee organisation was held on 9thMay 2022 and the accounts year ended 31stMarch 2021. Our main source of income is another Charity, No.1090402, the Great Dalby Pre-School which uses the hall’s facilities daily. They have a representative on our committee.

Reference and Administrative details

Charityname	The Great DalbyVillage Hall
Other name the charityuses	Great DalbyVillage Hall
Registered charitynumber	1183961
Charity’s principal address	Great Dalby Village Hall 19 Top End Great Dalby LE14 2HA

Names of the charity trustees who manage the charity

Trustee name	Office (if any)	Name of person (or body) entitled to appoint trustee(if any)
Mr Russell D Pride	Chairman/Treasurer	Great Dalby VH Committee
Mr James Fryer	Deputy Chairman	Great Dalby VH Committee
Ms Charlotte Winn	Secretary	Great Dalby VH Committee

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rate trustees- names of the directors at the date the re ortwasa roved Dir¢¢tor name N/A Name of trustees holding litle to prortY belonging to the charity Trustee name Dat•8 acted If notlor whole N/A Funds held as custodian trustees on behalf of others Description of the assets N/A h&ld in this ca acit Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian chari 's ob'ects Details of arrangements for safe custody and segregation of such assets from the charity's own assets NIA N/A Additional inforniation (optlonal) Names and addresses of advisern (Optlonal inforniation) Type of Nam6 Address adviser Name of chief executive or names of senior staff members (Optional infonnation) NIA Exemptions from disclosure Reason for non-disdosure of ke rsonnel details other o tional information Declarations The trustees declare that they have approved the trustees. report above. Signed on behalf of the charity's trustees Signaturels) Full name(s) Position (eg Secretary, Chair. etc) Ru55ell Desmond Pride James Fryer Chairman & Acting Treasurer Vice Chairman Date IS. tT7. %022 Page7of7


	The Great Dalby Village Hall			1183961		CC16a

	Receipts andpayments accounts
	For the period from	1st April 2021	To		31st March 2022


Section A Receipts and payments
	Unrestricted funds	Restricted funds	Endowment funds		Total funds	Last year
	to the nearest £	to the nearest £	to the nearest £		to the nearest £	to the nearest £
A1 Receipts
Govern. Grant(3)	2,001	-	-		2,001	10,000
Govern. Grant(4)	4,000	-	-		4,000	3,668
All local Clubs	290	2	-		292	78
Election hires	240	-	-		240	-
GD Pre-school	5,097	-	-		5,097	3,838
Carpark hire	480	-	-		480	240
Private hall functions	582	-	-		582	-
Bank Interest		2	-		2	5
*Sub total*(Gross income for AR)	12,690	4	-		12,694	17,829

A2 Asset and investment sales, (see table).
	-	-	-		-
	-	-	-		-	-
*Sub total*	-	-	-		-	-

*Total receipts*	12,690	4	-		12,694	17,829

A3 Payments
Capital	649	-	-		649	- 548
General maintenance	1,315	-	-		1,315	- 4,570
Insurance	-	-	-		-	- 1,429
Gas	693	-	-		693	- 627
Water	323	-	-		323	- 397
Electricity	509	-	-		509	- 442
Cleaning	540	-	-		540	- 1,104
PRS - music licence	260	-	-		260	-
Bank Charges	21	-	-		21	-
**Sub total **	4,311	-	-		4,311	- 9,117

A4 Asset and investment purchases, (see table)
	-	-	-		-
	-	-	-		-
**Sub total **	-	-	-		-	-

*Totalpayments*	4,311	-	-		4,311	- 9,117

*Net of receipts/(payments)*	8,379	4	-		8,383	26,946
A5 Transfers between funds	- 5,000	5,000	-		-	-
A6 Cash funds lastyear end	4,623	13,924	-		18,547	-
*Cash funds thisyear end*	8,002	18,928	-		26,930	26,946

Section B Statement of assets and liabilities at the end of the period lJnre$tTlcted R•sirict•d funds Jnd$ torn•r•t£ tonMw••t£ Endov4Tmnt Jnds Catsgorl•s B1 Cuh lund• Bu61ne¥s VAnogorkd. Q 31¥1 h 2022 TOtal¥h fvnd• 8.D)2 18.928 unrestr1¢t R•strlcl•d ds Det41$ tor4Mve•te RwwJtowh D•tsll$ ••#•t 84 Assets retalned t•rth• ¢h•ry'• own u•• Ilag8 Ho11 + 9lound& %tyJé 401977 Intsuthn1 Toil r•Ws SWd ty om ortw> tr1• on •Wol•ll th• D• of Il••U PrbJ• Jame6 Fwr