Trustees’ Annual Report for the period
From 1st January to 31st December 2022
Charity name: Oxborough Village Hall
Charity registration number: 268868
Objectives and Activities
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The purposes of the Village Hall is for the use of the inhabitants of the Parish of Oxborough including use for meetings, lectures and classes and for other forms of recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants.
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The main activities in 2022 were a weekly cafe, yoga, aerobics, table tennis, dog club, history group, villagers’ parties and children’s play. The Parish Council, National Trust and other groups have used the Hall for meetings. In order to improve the conditions of life for the inhabitants various events have have been held. These include monthly quizzes, a pantomime, children’s Christmas event, BBQ, big breakfast, a craft fair and the celebration of the Jubilee.
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Trustees have been made fully aware of their responsibilities.
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There are 15 volunteers providing cakes and drinks for the weekly cafe, running the monthly quiz, maintenance of the building, grass cutting and maintaining the grounds, checking the defibrillator and support in putting up the marquee.
Achievements and Performance
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In line with our Trust deed we continue to serve the villagers of Oxborough and the surrounding area. We are proactive in creating different activities, services and enjoyment in addition to running the old favourites. Our weekly Cafe is thoroughly enjoyed by a group of regulars with regular ‘walk-in’s’ visiting the village for various reasons or driving / walking past. The Table Tennis Club has doubled in size due to new residents, a village breakfast sells out quickly, a Mexican dominoes club is currently being formed as is a new craft club.
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Part of our success is due to the hall being gradually renovated and made a place that people want to come and spend time in. Our fund-raising success is currently 100% and every penny is used to modernise the hall whilst at the same time retaining some of our original items eg crockery, cutlery, glassware, as part of a sustainability approach.
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In order to monitor progress a schedule of works is reported to every Committee Meeting identifying priorities, lead trustee, progress, etc. It also identifies suitable for fundraising. Achievements in 2022 included a new patio, ramp and turfing the garden, introduction of CCTV, installation of sound-reducing baffles in the main hall.
Financial Review
1. At the end of the financial year the General Fund balance was £7,674.15. Although there is commitment of £3,696 for a new fire door to be installed in early 2023, the overall financial position is healthy. The trustees set an annual budget and monitor this during the year.
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Reserves of £4,000 are held to deal with any unforeseen major repairs and/or loss of income due to closure of the Hall.
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The principal sources of funds in 2022 were our weekly CafeOx, monthly Quiz, Pantomime, Open Gardens, BBQ and Activities. This accounted for over £10k.
Fundraising of £10,036 for the new patio, ramp. garden furniture and new turf was achieved from FCC Communities Foundation.
- With the current level of reserves, General Fund balances and continued level of income the charity remains a going concern.
Structure, Governance and Management
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The Trust Deed was signed and sealed on 6th December 1976.
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The charity is an unincorporated association.
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The Committee consists of 5 elected trustees, 1 representative each from the Parish Council and the Oxborough Parochial Church Council plus 2 co-opted members. The elected trustees are elected at the AGM. Co-opted members are appointed at an ordinary committee meeting. All members retire together at the end of the next AGM after they came into office, but they may be re-elected.
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We currently have 3 vacancies
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We have a role profile outlining skills and responsibilities required for all trustees. New trustees are made aware of all policies, the accounts and current budget.
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We are members of Community Action Norfolk an organisation which provides advice to us on a number of issues.
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We have a full safeguarding policy and procedure. An access audit and full fire risk assessment has taken place.
Reference and Administrative details
Charity name - Oxborough Village Hall Registered charity number - 268868
Charity’s principal address - Oxborough Village Hall, Swaffham Road, Oxborough, PE33 9QB
Names of the charity trustees who manage the charity
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Catherine Warnock - Chair
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Eileen Stapleton - Vice Chair
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Julie Wood - Secretary
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Michael Craig - Treasurer
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Susan Hernandez
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Elaine Willies
Declarations
The trustees declare that they have approved the trustees’ report above. Signed on behalf of charity’s trustees
Signature____________
Full name____________
Position______
Date_______
Oxborough Village Hall Final Accounts 2022
| General | I——————- | Restricted | ———————I | |||||
|---|---|---|---|---|---|---|---|---|
| WiFi | Christmas Event | Hot Spot | ||||||
| 2021 | Income | 2022 | ||||||
| £ | Grants | £ | ||||||
| 0 | FCC | 10,036.02 | ||||||
| 15,973 | COVID | 2,667.00 | ||||||
| 0 | Hot Spot | 2,000.00 | ||||||
| 0 | Hewers Trust | 366.00 | ||||||
| 0 | Jubilee | 300.00 | ||||||
| 2,223 | WiFi | 0.00 | ||||||
| 18,196 | 13,369.02 | |||||||
| Activities | ||||||||
| 1,397 | Hirers (see note 1) | 2,334.10 | 2,334.10 | |||||
| Events | ||||||||
| 1,466 | CafeOx | 2,482.75 | ||||||
| 931 | Quiz | 1,726.80 | ||||||
| 0 | Pantomime | 1,373.50 | ||||||
| 0 | Childen’s Christmas | 664.08 | ||||||
| 792 | Open Gardens | 1,134.80 | ||||||
| 301 | BBQ | 484.50 | ||||||
| 0 | Breakfast | 419.25 | ||||||
| 0 | Christmas Fair | 257.00 | ||||||
| 3,490 | 7,459.35 | |||||||
| Other Income | ||||||||
| 446 | Breckland Lottery | 502.00 | ||||||
| 588 | Recycling | 419.28 | ||||||
| 0 | Donations | 54.50 | ||||||
| 364 | Miscellaneous | 40.10 | ||||||
| 1398 | 1,015.88 | |||||||
| **24,481 ** | Income | 24,178.35 | 0.00 | 1,083.33 | 2,000.00 | |||
| Page 2 | ||||||||
1
| General | I——————- | Restricted | ———————I | |||||
|---|---|---|---|---|---|---|---|---|
| WiFi | Christmas Event | Hot Spot | ||||||
| 2021 | Expenditure | 2022 | ||||||
| £ | Premises Costs | £ | ||||||
| 1,461 | Electricity | 1,801.00 | ||||||
| 204 | Water | 456.51 | ||||||
| 710 | Insurance and Licence | 824.77 | ||||||
| 1,000 | Cleaning and Supplies | 1,532.42 | ||||||
| 35 | Fire Maintenance | 344.39 | ||||||
| 226 | General Maintenance | 305.93 | ||||||
| 223 | Grounds Maintenance | 323.34 | ||||||
| 3,859 | 5,588.36 | |||||||
| Events | ||||||||
| 348 | CafeOx | 610.28 | ||||||
| 179 | Quiz | 573.46 | ||||||
| 0 | Pantomime | 271.88 | ||||||
| 0 | Payment to St Johns | 459.81 | ||||||
| 0 | Childen’s Christmas | 703.56 | ||||||
| 116 | Open Gardens | 243.58 | ||||||
| Payment to St Johns | 435.35 | |||||||
| 352 | BBQ | 242.65 | ||||||
| 0 | Breakfast | 147.25 | ||||||
| 0 | Jubilee | 364.88 | ||||||
| 995 | 3,201.89 | |||||||
| Equipment and Improvements |
||||||||
| 10,679 | Ramp and Patio | 6,027.70 | ||||||
| 3,273 | Garden Furniture | 0.00 | ||||||
| 0 | CCTV | 910.00 | ||||||
| 1,587 5,555 |
WiFi | 299.14 | ||||||
| Other (see note 2) | 3,656.98 | |||||||
| 21,094 | 10,594.68 | |||||||
| Miscellaneous | ||||||||
| 640 | Website | 528.00 | ||||||
| 176 | Christmas Expenses | 0.00 | ||||||
| 50 | CAN | 50.00 | ||||||
| 238 | Other | 15.39 | ||||||
| 1,104 | 593.39 | |||||||
| **27,052 ** | Expenditure | 19,978.32 | 299.14 | 850.81 | 0.00 | |||
| **-2,571 ** | Net Position | 4,200.03 | -299.14 | 232.52 | 2,000.00 | |||
| Opening Balance | 3,474.12 | 755.66 | 0.00 | 0.00 | ||||
| 7,674.15 | 456.52 | 232.52 | 2,000.00 | |||||
| Page 3 |
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