## **Lyminge Village Hall - Trustees’ Annual Report**
1 April 2020 – 31 March 2021
## **Reference and administration details**
Registered Charity No. 281845
Lyminge Village Hall, Woodland Road, Lyminge, Folkestone. CT18 8EW E-mail: admin@lymingevillagehall.org.uk
## Names of Trustees
**----- Start of picture text -----**
Mr Gerard D'cruz (appointed 15 [th] June 2021)
Chair
Mrs Jane Michotte Vice-Chair
Mrs Kate Bennett Treasurer
Mrs Sandra Luck
Mrs Penny
Stephens
Mr Paul Jarvis (appointed 15 [th] June 2021)
Mrs Caroline Burt (appointed 15 [th] June 2021)
Mr Gerard R (appointed 15 [th] June 2021)
D'cruz
Mr Owen Standen (resigned 7 [th] December 2021)
**----- End of picture text -----**
## Sources of advice and support
Bank: Barclays, 67 Sandgate Rd, Folkestone, CT20 1RY Rural Kent – Action with communities (ACRE) info@ruralkent.org.uk Folkestone & Hythe District Council Lyminge Parish Council Fire Security: Central Rescue Station, Aylesham, Kent, CT3 3AE
Lyminge Village Hall - Annual Trustee Report 2020-21
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## **Structure, governance and management**
## Governance
Lyminge Village Hall was established by a Trust Deed & Lease dated 20 May 1980, amended 22 May 1990. It was registered with the Charity Commission on 16 February 1981.
## Appointment of Trustees
The governing document for the village hall is the constitution, written when the hall was given over to the village in 1980. It states in clause 3(7) that all members of the committee shall retire together and stand for re-election at the AGM. Part 1 of this clause states that the committee should consist of nine elected members and representative members, and may not contain more than five co-opted members.
Lyminge Judo Club, Lyminge Short Mat Bowls Club, Lyminge Youth Club and Lyminge Preschool are all regular users of the hall. Only the preschool has a representative trustee. Other groups have opted to send representatives to some meetings without acting as trustees.
If there are nine candidates or less then the committee can be elected en bloc by a show of hands. If there are four or more further nominations then the election moves to a ballot.
## Policies and Procedures
To guide the management committee in exercising its duty of care to volunteers and users of the hall, the following policy statements have been adopted:
- Health & Safety Policy
- Child Protection Policy
- Vulnerable Adults Policy
Copies of these policies are included in the Trustees’ Welcome pack
Lyminge Village Hall - Annual Trustee Report 2020-21
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## Risk management systems and procedures
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 (not including alcohol) and is registered with the local authority for small society lotteries.
Insurance: The Management Committee recognises that it is under a legal obligation to protect the building, its users and employees through adequate and appropriate insurance. The village hall is insured with respect to
property damage (buildings insurance - £809,101 cover) **.** Insurance cover is also in place with respect to contents, public liability, employers’ liability and legal assistance.
Building Issues: A building condition survey is undertaken at 5-year intervals by a qualified surveyor. Other routine Health and Safety routine checks include:
- Gas appliances and portable electrical appliances are tested by qualified personnel annually.
- The mains electrical installation is checked by a qualified engineer every 5 years.
- A Fire Safety Risk Assessment is updated annually by the Committee’s own Fire Safety Officer as required by law.
- Firefighting appliances are inspected annually under contract with the supplier.
- Volunteers from the Committee carry out other regular maintenance checks.
Lyminge Village Hall - Annual Trustee Report 2020-21
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## **Objectives and activities**
## Objects and aims
The charity's purpose as set out in its governing document is to hold the village hall upon trust for the benefit and use of the inhabitants of the Parish of Lyminge without distinction of political, religious or other opinions, 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.
## Principal activities in pursuit of objectives
- Use of the village hall for meetings, lectures and classes or other forms of recreation and leisure time occupation in the interests of social welfare and with the object of improving the social conditions of the life of the inhabitants
- The hall is in use most days of the week for a variety of activities with our main user group being _Lyminge Pre-School_ . Our other regular hirers are Short Mat Bowls, Youth Group and Judo.
- The hall is available for hire for private functions including children’s parties, wedding receptions, funeral teas, village social functions and occasional fundraising events.
## Public benefit
The trustees confirm that they have complied with the requirements of section 17 of the Charities Act 2011 to have due regard to the public benefit guidance published by the Charity Commission for England and Wales.
## Volunteers’ Effort
Management costs are kept to a minimum through the use of volunteers for regular maintenance and cleaning of the hall. On average 20 hours of volunteer time are given each week to cover routine tasks such as bookings management, cleaning and maintenance. In addition, trustees give 40 hours a month for meetings and 200 hours per annum in organising and running fundraising events.
Lyminge Village Hall - Annual Trustee Report 2020-21
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## **Achievements and performance**
During the year the Trustees worked hard to make the hall attractive to potential users and measure their success by the range of users and the hall occupancy.
Occupancy is the number of sessions x rooms occupied compared with the maximum number of sessions x rooms available. Thus 2 rooms available for 3 sessions a day, 7 days a week gives a maximum occupancy of 2184 per annum.
In 2009 occupancy reached 80% (2008: 72%).
The increase was due to 3 new regular users – a Computer Class, a Singing for Pleasure group and a Family History Class.
## **Financial review**
## 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. Grant funding is sought to finance additional expenditure, including improvements to the leasehold property.
## Reserves Policy
The Trustees consider free reserves equating to at least 12 months expenditure including unforeseen expenditure in relation to building maintenance or urgent equipment replacement. A minimum of £15,000 is therefore held in a designated savings account for this purpose.
The Trustees are responsible for the maintenance of the village hall and from time to time this involves major works far in excess of cash reserves held. On identifying such major works, fundraising is undertaken with the object of meeting the costs in full (i.e. without needing a loan). Such funds would be restricted. There are no restricted funds in hand.
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
## **Signature(s)**
Lyminge Village Hall - Annual Trustee Report 2020-21
Page 5
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Full name(s)
Position Chairperson
Date
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Lyminge Village Hall - Annual Trustee Report 2020-21
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CHARITY COMMISSION
FOR ENGLAND AND WALE5
Rec•lpts and payments accounts
For the parlod
from
CC16
To
Section A Receipts and payments
Unrèstricted
fund$
to the nearest
Rèstrl¢ied En(knvment
funds
nd$
T¢)tal funds
Last yèar
ta the noar•st
to the n8ar•$t
A1 Rec•lpts
LVH Grant Incomè
Hall Hirè
Fundraisin
Donations
Interest receivèd
21,873
3,904
21,873
3,904
18,720
3.161
1,500
104
50
95
so
95
Sub total(Gross incom8 forAR)
25.922
25,922
23N85
A2 Ass•t and Investmènt Sales,
se8 tab .
Sub total
rotal rocelpts
25,922
25.922
23,48S
A3 Payments
Adminstration and advertising
Utilities
Ra
airs and Maintenan
Insurancè
Other hall runnin
Fundraisin
Relunds
924
8,612
8,317
874
213
924
8,612
8.317
874
213
1.801
9.388
4,516
875
304
1,440
¢xsts
210
19.149
210
19.149
SI total
18.324
A4 Asset and investment
purchas8$. (see tabl•l
New kitchen
14,620
Sub total
14.620
Totalpayments
19,149
19,149
32.944
Nel ofr8¢¢Wts/(paymènts)
AS Transfers bèt4bTen funds
A6 Cash funds last yèar ènd
Cash funds thls yoar ènd
6,772
6,772
9N58
24,445
31.217
24,445
31,217
33.904
24,445
CCXX R1 aecounis ISSI
18101r2022
Section B Statement of assets ar liabilities at the end of the period
Unre5tricled
funds
Restricted
funds
Endowment
funds
to nearest £
to nearest £
to n&ar•st £
81 Ca$hfundB
Barclay5 Curr8nt account
NS&I
17.645
13,244
329
Petycash
Totale•sh funds
31.217
l¢lyI¥¥ Udl¢JllLtrb Wllll IVLVIVI
and payments accountlsll
Unrèstrletèd
funds
to f*arest £
Rèstricted
funds
to nearest £
Endow7nent
funds
to n8ar8st £
FurKI to
which asset
belongs
Cost Ic.pllon•ll
Curront vahJ9
loptlonall
DEtaTIs
B3 Investment assets
Fund to
which asset
longs
Cost loptlonall
Current value
loptionall
Det3i1s
B4 Assets retained for the
charty's own u$e
The Chariiyhasa leasehold inrertsr in theVillaEeHall
buildin6. Thi5wa5included in thestatefflent of a55WS
and liabilitiesat 31.3.2017bui iheTrusteescongder it
moreapropri*eto excludeitfrom this report since
there Is no intention to sdl it. Moredetail i5provided
in theTru5ree Annual Report.
Fund to
which
Ilabillty
r8lats¥
Amount due
{optk*nall
When due
opt40nall
Detai15
B5 Uabllltles
Signed by one or trusteas on
b8h8lf of all the trustees
Signature
Print Name
Date of
approval
.Dc
Cr.
2311
CCXX R2 ¥¢c4)unts ISSI
1810112022
CHARITY COMMISSION
FOR ENGLAND AND WALES
Independent *xaminer's
report on the accounts
Section A
Independent Examiner's Report
Report to the trustee81
membors of
Lyminge Village Hall
On accounts for the year
endod
March 2021
Charity no
lif any}
281845
Set out on pages
I report lo the trustees on my examination of the accounts of the above
charity I'lhe Trust") for the year ended
Responsibilities and As the charity trustees of the Trust. you are responsible for the preparation
ba818 of rnport of the aOuntS in accordance with the requirements of the Charrties Act
2011 1.the Acl'l
I report in Tespect of my examination of the Trust's itxounts caffied out
under section 145 of the 2011 Act and in cafrying L:.
my examination, I
have followed the applicable Diredions given by the Charity Commission
under section 1451511bl of the Act.
I have completed my examin*ion. I confim that no material matters have
ome lo my attention lolher than that disclosed below ') in connection wrth
the examination which gives me cause lo believe that in, any material
respect.
accounting records were not kept in accordance with section 130 of
the Act or
the accounts do not accord wrth the accounting records
Independent
examinorfs slatement
I have no concerns and have come across no other matters in connedion
with the examination lo which attention should be drawn in order lo enab
proper understanding of the accounts to be reached.
Please delete the words in the brackets if they do not apply
Slgned:
Date:
2fh Jan 2022
Name:
Elisabelh Hirlemann
Relevant professional
qualificationlsl or body
Ilf any):
FLA Rtli •ea
Address..
Ljr
IER
October 2018