## **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-| Page **1** of **7** ||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 & suppor**t
Since covid old community groups have been lost and have not
been replaced. A new Yoga group has been successfully operating
for several months.| |---|---|---| Page **2** of **7** ## **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.| |---|---| Page **3** of **7** ##  **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. Page **4** of **7** |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.| ||| Page **5** of **7** 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** |1
2
3|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**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| Page **6** of **7** rate trustees- names of the directors at the date the re ortwasa roved Dir¢¢tor name N/A Name of trustees holding litle to pro￿rtY 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 RwwJtow**h D•tsll$ ••#•t 84 Assets retalned t•rth• ¢h•r*y'• own u•• Ilag8 Ho11 + 9lound& %*tyJé 401977 Intsuthn￿￿1 Toi*l r•Ws SWd ty om ortw> tr￿1•￿ on •Wol•ll th• D*• of Il*••U PrbJ• Jame6 Fwr