Trustees’ Annual Report for the period
From 1[st] April 2023 To 31[st] March 2024 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 continues to remain open 5 days a week with 4 full days and one half day. This year it provided 40% of our income stream. Regular Local Social Group Activities and Voluntary Organizations Since Covid, slowly new activities and groups are being established, the latest being music rehearsals for young children, all adding about 9% of our income. Private Functions – Community Recreation & Social Welfare The Hall continues to be available at minimal hire cost for private hire and the last year has seen a continuance of revival for children's birthday parties, etc. with 26 separate events being recorded providing 10% of our income. The village hall also provided the central setting for the village Coronation events over the long weekend. Our new “Social” sub-committee organized this event together with several others including a live band dance evening and more “BigBreakfasts”,etc.“ |
| 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. Some 14 example Policy documents have been reviewed to assess suitability for the Village Hall. Of these 11 have been considered relevant and re- structured specificallyfor the Village Hall use. |
| 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: |
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| Policy on grant making |
We have not reviewed this option but have attracted local grant funding this year as below. |
| Policy on social investment including program related investment |
Following discussions initiated by the Borough Council we have agreed to provide a “Food Bank” facility at the hall. We have received a grant of £2460 for this, that can be spent on relevant hall improvements. |
| Contribution made by volunteers |
We have a serious problem of recruiting new committee members with the prospect of 3 key positions being vacated at the 2025 AGM. We have started consulting with the Parish Council regarding possible consequences for the future of the Village Hall if we fail to attract new committee members. |
| 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 Electrical: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 Coronation event the previous risk assessments were again conducted to ensure safe use of a Marquee tent in the hall car park. Fire:In addition to the annual fire extinguisher assessments, we have been visited by the local fire officer that has resulted in a number of improvements to our procedures and a better recorded routine for safety checks and including additional safety lights installed and replacement of smoke detectors. Food:A completed food safety assessment form has been submitted and accepted by the local council. Booking Form:The booking form has been updated with a new commentary for hirers regarding safety and evacuation procedures. Hall grounds 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 The Parish Council has hired the hall for some of their committee meetings. Groups & support The new Music rehearsal group is providing a valuable income stream and serving a much wider area of the community than just the local village. Capital facilities expenditure The whole of the hall has been internally repainted and all the internal doors replaced with modern replacements. A baby changing table has been added to the disabled toilet facility. These improvements have been well received within the community and are promoting the halls future usage. Web page presence We have an improved web page that is attracting more business opportunities. |
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| 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: |
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| 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 again presented as a Soiree evening to attract more attendees. Unfortunately despite wide advertising and an individual house drop notice we only succeeded in attracting2 new members of thepublic. |
| Performance of fundraising activities against objectives set |
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| Investment performance against objectives |
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| 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 2024 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, were presented at the AGM. Our expenditure of £20,772 included substantial capital investment in the fabric of the hall, taken from our previous Covid Grants, whilst we retained a healthy income of £13,538 (including a major grant for a foodbank facilityat the hall from the local council. |
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| 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 as the account at the financialyear end holds £10,974. |
| Amount of reserves held |
As a result of the grant funding by the local council following Covid, we now hold a total reserve in excess of £17k. This will however be reduced further due toplanned future 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 |
We are extremely concerned about the hall’s future due to retirement of 2 committee members and the loss of key Trustees, despite attempts to date to attract new replacements through indicative notices to all households in the village to attend the last AGM. We will be sending further notices this next year outlining the consequences with more explicit pleas to step forward. |
Additional information (optional)
You may choose to include further statements where relevant about:
- Principal funding sources
The charity’s principal sources of funds (including any fundraising)
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. 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 internal redecoration of the entire hall and 11 new internal doors. We have also introduced regular window cleaning to our maintenance activities.
A description of The pre-school remains our dominant income source and our concerns over its the principal risks demise resulting from a neighbour’s protestations were significantly reduced facing the charity with the neighbour moving house. Other The new bank arrangements continue to be working satisfactorily .
Structure, Governance and Management
| Description of charity’s trusts: | Originally as a Trust and now through the Model Constitution as above. |
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| Type of governing document (trust deed,royal charter) |
Trust Deed, based on the Charity Commission Foundation model constitution. |
| How is the charity constituted? (e.gunincorporated 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:
The Charity Trustees have been circulated our Constitution and the Policies and procedures “Welcome Pack”. The new policy documents have been reviewed adopted for the induction and by all committee members before implementation. training of trustees
| Policies and procedures adopted for the induction and training of trustees |
The Charity Trustees have been circulated our Constitution and the “Welcome Pack”. The new policy documents have been reviewed by all committee members before implementation. |
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| 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. We currently only have 3 Charity Trustees and 6 committee members. 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 no longer have a member that sits on our village hall committee that represents the Pre-school interests and provides two-way feed-back. This is being addressed. The Pre-school complies with the requirements of Ofsted, 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 standardpart 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 |
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| 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 Dates acted if not for whole Trustee narne OffKe Ilf any) Name of person lor tojyl entTrtled to irrttrustoe if an Mr Russell D Pride Chairmannreasurer Deputy Chairman Secretary Great Dalby VH Committee Great Dalby VH Committee Great Dalby VH Committee Mrlames Fryer Ms Charlotte Winn Co orate trustees- names of the directors at the date the re ortwasa roved Director name NIA Name of trustees holdin title to ert belon to the chari Dates acted if not forwhole Trustee name ear NIA Funds held as custodian trustees on behalf of others Description of the assets held in this capacity NIA Name and objeds of the charity on whose behalf the assets are held and how this falls within the custodian charity's NIA Details of arrangements for safe custody and segregation of such assets from the charity's own assets NIA Additional infonnation (optionall Name5 and addresses of advisers {Optional inforniation) Type of Name Address adviser Name of chief executive or names of senior staff members (Optional tnfonnationl 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 chariVs trustees Signaturels) Full name(s) Position (eg Secretary. Chair, etc) Russell Desmond Pride James Fryer Chaimian & Treasurer Trustee li
| The Great Dalby Village Hall | The Great Dalby Village Hall | The Great Dalby Village Hall | The Great Dalby Village Hall | The Great Dalby Village Hall | 1183961 | 1183961 | CC16a | ||
|---|---|---|---|---|---|---|---|---|---|
| Receipts andpayments accounts | |||||||||
| For the period from |
1st April 2023 | To | 31st March 2024 | ||||||
| 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 | - | 3,496 | - | 3,496 | 150 | ||||
| All localClubs | 1,221 | - | - | 1,221 | 674 | ||||
| Election hires | 260 | - | - | 260 | 250 | ||||
| GD Pre-school | 5,444 | 5,444 | 5,087 | ||||||
| Carpark hire | 480 | - | - | 480 | 480 | ||||
| Privatehall functions | 1,314 | - | - | 1,314 | 1,152 | ||||
| Bank Interest | 263 | - | 263 | 71 | |||||
| Corronationevent | 1,060 | - | - | 1,060 | - | ||||
| Sub total(Gross income for _AR) _ |
10,042 | 3,496 | - | 13,538 | 7,864 | ||||
| A2 Asset and investment sales, (see table). |
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| - | - | - | - | ||||||
| - | - | - | - | - | |||||
| Sub total | - | - | - | - | - | ||||
| **Total receipts ** | 10,042 | 3,496 | - | 13,538 | 7,864 | ||||
| A3 Payments | |||||||||
| Capital | 9,496 | - | - | 9,496 | 4,026 | ||||
| General maintenance | 2,434 | - | - | 2,434 | 1,418 | ||||
| Insurance | 922 | - | - | 922 | 758 | ||||
| Gas | 2,238 | - | - | 2,238 | 1,202 | ||||
| Water | 448 | - | - | 448 | 581 | ||||
| Electricity | 1,130 | - | - | 1,130 | 802 | ||||
| Cleaning | 1,312 | - | - | 1,312 | 912 | ||||
| PRS- music &TV licences | 319 | - | - | 319 | 337 | ||||
| Socialevents | 132 | - | - | 132 | 44 | ||||
| BankCharges | 60 | - | - | 60 | 61 | ||||
| Corronationevent | 1,247 | 1,035 | - | 2,282 | - | ||||
| **Sub total ** | 19,737 | 1,035 | - | 20,772 | 10,141 | ||||
| A4 Asset and investment purchases, (see table) |
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| - | - | - | - | ||||||
| - | - | - | - | ||||||
| **Sub total ** | - | - | - | - | - | ||||
| Totalpayments | 19,737 | 1,035 | - | 20,772 | 10,141 | ||||
| Net of receipts/(payments) | - 9,696 | 2,461 | - | - 7,235 | - 2,277 | ||||
| A5 Transfers between funds | - | - | - | ||||||
| A6 Cash funds lastyear end | 24,653 | - | - | 24,653 | 26,930 | ||||
| Cash funds thisyear end | 14,957 | 2,461 | - | 17,418 | 24,653 | ||||
Section B Statement of assets and liabilities at the end of the period Unrestricted fundg Restricted funds to nearest£ EndowrEnt fL¢nd5 toarest£ Categorles Detarls to np¥rest £ B1 Cash funds Bankcurtontkmunt 3.909 2461 Bank Business Wnagèrknt 10.974 Cash 74 Tolal cash fvn(ts 14957 2A61 ¢(¥Jnll5}1 Unrestrithd funds RestrlctÈd funds EndOWnt funds Detsils lo rareSt £ to nearest£ tOaT@S1£ B2 Cxher monetary assets FurKI towtrkh a$&t b&kTrnu$ Current value (optiplwll Detslls Costloptlorkill B3 Investment assets Fund to which s$t bek>rvJs Q5tloptiDnall Currert value loptionaD fj?34 Details Ilago Hall + grounds InsurAn¢• wlu• B4 Assets retained forthe charity's own use Contents In5uranc Valu• ¥2,367 Totsl 665,708 Nolo". R•build cosl¢ompleted FurNItDviknh li&txltyretatE5 WhRn due Detalls (Optior1) B5 Liabilities Sigrth by (¥E ortwo ttee5 on behaMof all trustees Date of oval Signature Print Nrne Russell Pnde r 71ii1q4 111iilitrL James Fryer