2023-03-31-accounts

Trustees’ Annual Report for the period

From 1[st] April 2022 Period start date To 31[st] March 2023 Period end date

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. 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. Since Covid restrictions have been lifted the Pre-School is now open 5 days a week with 4 full days and one half day of opening. Regular Local Social Group Activities and Voluntary Organizations Pre-covid the Hall had also provided space for several weekly social community groups such as a Dance Group and table tennis Group . However, Covid had stopped most of these activities, several of which have not been re-established, but new activities, such as a Yoga class, have now commenced. 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 an increase from 17 to 26 separate events being recorded with an income stream of £1152, nearly double the previous year. The village hall also provided the central setting for the village Jubilee events over the long weekend. The committee has created a new sub-committee called the “Social” Committee. Its objectives are to

promote the further awareness and use of the hall through organizing new social events for the villagers, such as “The Big Breakfast” and “ A Curry Night”. These events are selling out as they are done at cost price.

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. A series of Policy documents are being considered for future use.

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Policy on grant making	A series of Policy documents are being considered for future use.
Policy on social investment including program related investment
Contribution made byvolunteers	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. We currently now have only three trustees and are activelylookingto increase this number.

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 For the security and safety of our customers, external contractors have undertaken routine PAT testing of all electrical, safety lighting and fire extinguisher testing. For the Jubilee event Formal Risk assessments were conducted to ensure safe use of a Marquee tent in the hall car park. 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 with additional hours added. Parish Council “Local Plan” The Melton Council hired the hall as the venue for villagers to discuss the Parish Council’s Local Plan. Groups & support Since covid there has been little success in creating new community groups. However a new Yoga group has been an initial success. The village hall was extremely active for the Jubilee event which included hiring a Marquee to supplement hall space. Capital facilities expenditure Resurfacing the entrance area of the carpark resulted in a major expense of £2500 and replacement of the rotting front post and chain fence, which also requiredplanning permission,cost a further £1526.

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You may choose to include	further statements where relevant about:
Achievements against objectives set	Two of our committee are wishing to retire at aged 80 next year. To make villagers aware of the need for new members the AGM was presented as a Soiree eveningto attract more attendees.
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 12thMay 2023 and the accounts year ended 31stMarch 2023. 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 remain in a healthy state due to government grants, were presented at the AGM. Our income, excluding grants, exceeded expenditure by £2312. We also received a further £150 remainingfrom the lastgrant 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 viable.
Amount of reserves held	As a result of the grant funding by the local council following Covid, we now hold a useful reserve in excess of £19k. This will however be substantiallyreduced due to furtherplanned infrastructure spending.
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	The neighbour who was causing concerns has now moved.

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	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.

• 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 capital expenditure included resurfacing the entrance area to the car park and replacing the rotten fence in the front facing the road with a safer wooden picket fence.

A description of the principal risks facing the charity Other

The pre-school remains our dominant income source and our concerns over its demise resulting from a neighbour’s protestations were significantly reduced with the neighbour moving house.

The new bank arrangements are working satisfactorily .

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 Foundation model constitution.
How is the charity constituted? (e.g unincorporated association, CIO)	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	By Appointment of Great Dalby Village Hall Committee

Additional information (optional) You may choose to include further statements where relevant about:	Additional information (optional) You may choose to include further statements where relevant about:
Policies and procedures adopted for the induction and training of trustees	The Charity Trustees have been circulated our Constitution and the “Welcome Pack”. We are examining policy documents as proposed by the Charity Commission for future inclusion in our documentation.
The charity’s organisational structure and any wider network with which the charity works	The Village Hall serves a small local community of about 300 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 member that sits on our village hall committee that represents the Pre-school interests and provides two-way feed- back. The Pre-school complies with the requirements of Ofgem, which is 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 12thMay 2023 and the accounts year ended 31stMarch 2023. Our main source of income is another Charity, No.1090402, the Great Dalby Pre-School which uses the hall’s facilities daily.

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 Oates actd if notlorwhole ear Trustse name Office lif any) Name of person lor body) entitled toa oint trustee ifan Mr Russell D Pride Chairmanfrre?surer Deputy Chairman Secretary Great Dalby VH Committee Mr james Fryer Ms Charlotte Winn Great DalbyVH Committee Great Oalby VH Committee Co orate trustees- names of the directors at the date the re ortwasa roved Director name NIA Name of trustees holdin Trustee name title to belon in to the chari Dates actal if not for whole ear NIA Funds held as custodian trustees on behalf of others Description ot the assets held in this capacity NIA Pyatfie and objects of the charity on whose behalf the assets are held and how this falls within the custodian chartlls objects Details of arrangements for safe custody and 5egregalion of such assets trom the charity's own assets NIA NIA Additional information loptionall Names and add￿SseS of advisers {Optional inforniation) 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 ke ersonnel 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 leg Secretary, Chair. etc) Russell Desmond Pride James Fryer Chairman & Treasurer Vice Chaiffnan Date -StrkS eo *