TRUSTEES ANNUAL REPORT 31 July 2020 – 31 December 2021
Charity name: Ashreigney Village Hall CIO Charity formerly known as: (Ashreigney Village Hall 266414) Registered Charity Number: 1190674 Charity’s Principal Address: Ashreigney Chulmleigh Devon EX18 7LS
Names of the Charity Trustees who Managed the Charity 31.7.2031.12.21
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Trustee Name Office Dates Name of Body entitled
Acted to appoint/elect/co-opt
Trustee
Nikki Barker Chair 31.7.20 - Board of Trustees
07.09.21
Trustee 07.09.21 –
31.12.21
Reed Partridge Vice Chair 31.7.20 – Board of Trustees
07.09.21
Chair 07.09.21 –
31.12.21
Julie Burnett Sec 24.05.21 - Board of Trustees
31.12.21
Angela Parker Premises Sec 31.7.20 Board of Trustees
12.05.21
Joanne Caruana Treasurer 31.7.20 – Board of Trustees
30.11.21
Chris Paterson- Sec 31.7.20 – Board of Trustees
Deacon 24.05.21
Compliance 07.08.20 –
28.11.21
Jo Curnow Bookings Sec 31.7.20 Board of Trustees
5.07.21
James Lewis Estates – 31.7.20 – Board of Trustees
School House 31.12.21
Mick Mitchell Estates 24.05.21 – Board of Trustees
31.12.21
Georgia Ayling Events 24.05.21 – Board of Trustees
Co-ordinator 31/12.21
Bookings Sec 19.07.21 –
31.12.21
Richard Carney Marketing & PR 07.09.20- Board of Trustees
20.11.21
Jenny Hunt 31.7.20 to Board of Trustees
7.9.20
Debs Johns 31.7.20 - Board of Trustees
24.05.21
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Des Hellyer 31.7.20 Board of Trustees
-31.12.21
Julian Parfitt 31.7.20 – Board of Trustees
31.12.21
No longer a
Trustee
Current Trustees
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Structure, Governance and Management
Description of the Charity’s Trusts:
Type of Governing Document: Constitution, Charities Act 2006 & 2011 How the Charity is Constituted: CIO with 09 members. Trustee Selection Methods: Election, Co-option, Ex Officio and Appointment through Nominated User Bodies.
Additional Governance Issues:
Policies and Procedures adopted for Induction Purposes, the Charities organisational structure and consideration of Major Risks and the Systems and Procedures for Managing them.
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Charity Trustee Induction Induction Pack.
Process Sight of Constitution
Charity Trustee Declaration Form that
includes current GDPR requirements.
Charity Commission Personal Information
Form
The Essential Trustee – Charity Commission
Guidance.
Policies Adopted and in • HSE Policy – includes briefs for Hirers,
Place Contractors
and all other users of the Hall.
• Vulnerable Persons Policy Statement.
• Fire Safety Risk Assessment – includes
briefs for
Hirers, Contractors and all other users
of the Hall.
• Data Protection Policy
• Financial Policy and Procedures
Hire Agreement and Special Conditions
(Covid 19)
Reserves Policy
Equal Opportunities Policy
Risk Assessments All events organised by Village Hall have
Risk Assessments which are reviewed
annually or as appropriate.
In light of pandemic an ongoing Covid 19
Risk Assessment for the Hall has also been
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in place, regularly updated and promulgated.
Summary of the Objects laid out in the Governing Document
The current objectives are:
a. To provide the inhabitants of the Parish of Ashreigney and its surrounds with a Village Hall that provides a safe environment fit for purpose.
b. That the use of the facilities is provided without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious or other opinions.
c. The use of the facilities includes the ability to provide an environment for meetings, educational, recreational and leisure facilities.
Summary of the Main Activities undertaken for the Public Benefit in relation to these Objects:
Ashreigney Village Hall CIO will be taking over the activities previously provided by Ashreigney Village Hall from 1[st] January 2022, which include: - The Outreach Post Office Service,
Yoga Classes Pop Up Pub Cinema Nights Coffee Mornings Handbell Ringers Saturday Market Parish Council Meetings Board of Trustee Meetings Renovation Steering Group Meetings Annual Garden Show
Additional Details of Objectives and Activities:
Work to take the new charity structure forward has continued in line with the agreement of the Board of Trustees.
A new Bank Account was finally opened in July 2021 and the transfer of assets from the original charity will take place on 1[st] January 2022. Closing the old bank account was delayed due to the difficulties associated with COVID including, organising the change of bank details for the utility company, Ashcombe Advertisers and 200 Club players.
The Committee will work to drive forward the renovation of the Hall through the Renovation Steering Group. The National Lottery Community Fund was approached for assistance and good contacts made. Clarification on the requirements from the Ecology Survey were sought and costings associated with a full planning application collated.
The Committee have not been able to further any work towards achieving Hallmark 3. However, active engagement with Hallshare Group, DCT and ACRE throughout the pandemic has ensured that the Hall is well placed to take work forward in 2022.
It is our continued desire to ensure that all Charity Trustees remain aware of their role and associated responsibilities.
Achievements and Performance:
Getting the charity into a position to take on the duties and responsibilities of the previous charity. Due to COVID lockdowns and restrictions, this process was delayed, however, the charity is now up and running from 1[st] January 2022.
Financial Review
Statement on the Charities Policy on Reserves:
There were no transactions in the period from 31[st] July 2020 to 31[st] December 2021, all such transactions coming under the umbrella of previous charity. Moving forward Ashreigney Village Hall CIO will: -
a) Review the summary of accounts at each meeting.
b) Ensure that the majority of holdings are held in the savings account to maximise returns through interest accrued.
c) Ensure that a Contingency Fund is maintained for the safe and continued use of both the Hall and the School House; all monies held on reserve, are for this purpose.
d) Ensure that all renovation fund monies, donated or raised are accounted for separately with the Hall accounts.
c) The repair and replacement of the School House roof has been agreed and monies set aside as designated funds; work to be completed in the year ended 31[st] December 2023
Details of any Funds in Deficit:
There is no income or expenditure in the period from 31[st] July 2020 to 31[st] December 2021.
However, a review of the Summary of Accounts for Ashreigney Village Hall shows that the income was healthy and met the hall’s expenditure forecasts appropriately despite the closure of the Hall and limited usage during COVID.
Further Financial Reviews:
Whilst previously the Committee intended to review the banking requirements for the renovation fund monies, it is no longer the intention to transfer those funds to a separate bank account.
Future Plans:
The renovation of the Hall remains a priority for the Committee to ensure its future and to increase it’s potential to meet the objectives of the Constitution. It is recognised that this is going to take time and the key is to ensure good communication with the parish to provide knowledge and maintain support for the project.
To continue to update and formalise the management of the Hall to ensure greater efficiency of effort.
To review and plan for the renovation of the School House whose rental income is required in order for the Hall to survive.
To encourage and support our Parish and community in whatever way that we can whilst still protecting the interests of the Charity.
Declaration: The Charity Trustees declare that they approve the content of this Report.
Signed on behalf of the Charity Trustees:
Signature
Reed Partridge
Full Name: REED PARTRIDGE
Position: CHAIR
Date: 30[th] October 2022