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Oake & District Village Hall and Recreation Ground

Registered Charity 205829 Trustees’ Annual Report 1[st] April 2021 to 31[st] March 2022

Names of Trustees

Mr B Ballardie Chair

Mrs K Horton Secretary

Ms P Archer Treasurer

Mrs S Earthrowl

Mrs T Bellamy

Mr M Sharland

Governance

The charity was established by a trust deed dated 20[th] May 2002

Appointment of Trustees

The trust deed governs the appointment of committee members who are the charity trustees. It allows for 5 elected members together with appointed members for user organisations. The term of office of all members will end at the end of the annual general meeting following the date on which they came into office. They may be re-elected or re appointed.

Sources of Support and Advice

Somerset Community Council, Victoria House, Victoria St Taunton TA1 3JZ Oake Parish Council

Policies and Procedures

To guide the Management Committee in exercising its duty of care to members, employees and users of the hall, the following policy statements have been formulated:

Safe Guarding; Energy and Environment; Health and Safety;

Equal Opportunities; Vulnerable Adults; Financial; Noise; Alcohol Provision; Data Protection.

1

Oake & District Village Hall and Recreation Ground

Registered Charity 205829 Trustees’ Annual Report 1[st] April 2021 to 31[st] March 2022

Hiring Agreement

Use of the village hall is subject to a Hiring Agreement which must be signed by the hirer when booking. The hiring agreement sets out the conditions of hire and identifies the respective responsibilities of each party to the agreement.

Licences

The hall has a Premises Licence and is registered with the local authority for small society lotteries. The hall is licensed by the Performing Right Society for live and recorded music

Risk Management

Insurance

The village hall is insured with Ansvar Insurance: with respect to Buildings insurance £1,351,804 cover, Property Owners Liability £5,000,000, Contents £50,100, Public Liability £5,500,000, Employer’s Liability £10,000,000, Business Interruption £69,964, Legal Expenses £250,000, and Trustees Liability £1,000,000.

The Management Committee recognises that it is under a legal obligation to protect the building, its users and employees through adequate and appropriate insurance.

Building Issues

Gas appliances and portable electrical appliances are tested by qualified personnel regularly.

The mains electrical installation is periodically checked by a qualified engineer within the 5 years period as required by law. The fire alarm system is checked every 6 months.

A Fire Safety Risk Assessment is now in place.

Firefighting appliances are inspected annually under contract with the supplier.

2

Oake & District Village Hall and Recreation Ground

Registered Charity 205829 Trustees’ Annual Report 1[st] April 2021 to 31[st] March 2022

Volunteers from the Committee carry out other regular maintenance where appropriate.

Objectives of the Charity

The object of the charity is, in the interests of social welfare, to improve the conditions of the lives of the inhabitants of the area of benefit, without distinction of political, religious or other opinions, by the provision and maintenance of a village hall and recreation ground.

Principal Activities in Pursuit of Objectives

The hall is available every day of the week for a variety of activities and is available for hire for private functions.

Funding Strategy

It is the strategy of the Trustees to manage the revenue budget on a selffinancing basis. The contributions made by users of the hall are set to achieve this.

Volunteers’ Efforts

Management costs are minimised by the input of many voluntary hours by the Committee Members and Booking Secretary throughout the year, in general running activities and organizing various fundraising events.

2021/2022 Achievements

3

Oake & District Village Hall and Recreation Ground

Registered Charity 205829 Trustees’ Annual Report 1[st] April 2021 to 31[st] March 2022

The early part of the financial year saw the gradual reopening of the hall following the Pandemic Closures. Bookings and hiring fees were resumed as the Government Grants were phased out.

The opportunity was taken to complete some Repairs and Renewals in anticipation of a return to normal activity levels in the hall.

Reserves Policy

The Charity has over £48,000 in bank current and savings accounts as unrestricted reserves at the year end. These balances are available for unforeseen expenditure in relation to building maintenance or equipment and fixtures replacements and any uninsurable losses. It is the Trustee’s policy to maintain unrestricted reserves equivalent to at least annual revenue.

Future Plans

The committee wish to continue to offer an excellent facility to the village, and assist with any community projects where possible.

The main aim is to rebuild the full use of the hall and maximise Income commensurate with offering the facilities in accordance with the Charity’s Governance.

The Trustees declare that they have approved the forgoing report.

Signed on behalf of the charity’s Trustees

Signature:

Full Name

Position

4

Oake & District Village Hall and Recreation Ground

Registered Charity 205829 Trustees’ Annual Report 1[st] April 2021 to 31[st] March 2022

Date

5

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Oake & District Village Hall and Recreation Ground On accounts for the year ended 3181 March 2022 Charfty no (rf any) 205289 Sot out on pages I report to the trustees C￿ my examination of the accounts of the above Gharity (Ihe Trusf) for the year ended 3110312022. As the charity's trustees, you are responsible for the preparation of the accounts in accordance wrth the requirements of the Charities Act 2011 {llhe A￿). Responsibilities and basis of report I report in respect of my examination of the Trust's accounts Carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5){b) of the Act. Independent examiner's statement I have completed my examination. I corfirm that no material matters have ome to my attenlion in connection wrth the examination (other than that disclosed below") which gives me cause to believe that in, any material respect. the accounting records were not kept in accordan￿ with section 130 of Ihe Charities Act,. or the accounts did not accord with the accounting records., or the accounts did not comply wtth the applicable requirements conceming the fom and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a Irue and fairf view which is not a matter onsidered as part of an independent examination. I have no cOn￿mS and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enabie a proper understanding of the accounts to be reached. Please delete the words in the brackets rf they do not 8ppty. Signed: Date: /D . ¥, J&-J2 Name: Pamela Keen Relevant professlonal qualifiGation(s) or body (if any): Fellow of The Institute of Certffied Bookkeepers (ICB) Address: 1S1 Floor, Victoria House IER Oct 2018

Victona Street, Taunton Somerset. TA1 3FA Section B Disclosure Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts.. directions and guidance for examiners). Give here brief details of any items that the examiner wishes to dlsclose. IER Oct 2018