## **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:| |---|---| |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.| |---|---| |**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:| |---|---| |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|| |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 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.| |---|---| |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.| |---|---| |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.| |---|---| |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| |---|---| |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).**|||||||||| ||**-**||**-**||**-**||**-**||| ||**-**||**-**||**-**||**-**||**-**| |**_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)**|||||||||| ||**-**||**-**||**-**||**-**||| ||**-**||**-**||**-**||**-**||| |**_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 to￿arest£ 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 EndOW￿nt funds Detsils lo r￿areSt £ to nearest£ tO￿aT@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?3￿4 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 (Optior￿1) B5 Liabilities Sigrth by (¥E ortwo t￿tee5 on behaMof all trustees Date of oval Signature Print N￿rne Russell Pnde r 71ii1q4 111iilitrL James Fryer