## **Trustees’ Annual Report for the period** ## **From 1[st] June 2020 Period start date To 31[st] May 2021 Period end date** **Charity name: Ashingdon and East Hawkwell Village Hall The Charity is also known as Ashingdon and East Hawkwell Memorial Hall** ## **Charity registration number: 301237** **----- Start of picture text -----**
Attendees Office if Dates acted if not Name of person (or
Trustees any for whole year body) entitled to
appoint trustee
Margaret Arthritis Care
Benham
Nellie Levey Wednesday Quiz
Peter Saville U3A
Rose Everett Mr Dickie Bows
Glen Dryhurst Elected
Danny Chair Elected
McCarthy
Carol Catchpole Elected
David Vice Elected
Catchpole Chair
Sean Ashingdon Parish
Chittenden Council Rep
Roger Gardner Hawkwell Parish
Council Rep
Maria Bridges Treasurer Elected
Helen England Bookings Tai Chi
Lin Green Joined 5 January
2021
**----- End of picture text -----**
## **Additional information (optional)** ## **Names and addresses of advisers (Optional information)** |**tional information (optional)**
**Names and addresses of advisers (Optional information)**|**tional information (optional)**
**Names and addresses of advisers (Optional information)**|**tional information (optional)**
**Names and addresses of advisers (Optional information)**| |---|---|---| |**Type of**
**adviser**
**Name**
**Address**||| |**RCCE**|Sue Gibson|RCCE House, Threshelfords Business Park, Inworth
Rd, Feering, Colchester CO5 9SE| ## **Objectives and Activities COMPULSORY** Objectives To provide and maintain the village hall and internal memorial wall for the inhabitants of Ashingdon and East Hawkwell, to encourage maximum use of the facilities to benefit everyone and promote diversity for all ages, abilities and genders for social, educational, recreational and other matters with the object of improving the conditions of life for the said inhabitants and providing a place within the community for the community to remember those that gave their lives to protect this community. Activities Use of the hall for community activities, ranging from public meetings, parish council meetings, religious worship, remembrance, elections, blood donation to clubs and classes catering for all age groups, including martial arts, yoga, exercise, dancing, art and craft, dining, social, dietary advice and private parties, inflatable fun and charity quiz nights/ fundraising events. This charity was established for purposes which are for the public benefit and explains how the trustees have operated in furtherance of these purposes. The Ashingdon and East Hawkwell Village Hall [AEHVH] believe that the breadth and depth of our hires and availability demonstrates without any doubt the public benefit that our work brings to the community. ## **Achievements and Performance COMPULSORY** Summary of main achievements, identifying the differences the charities work has made in the area of benefit Due to the Covid Pandemic the scheduled AGM in May 2020 was unable to be held as a physical event. All of the trustees agreed to continue as trustees, stood again and were elected. It was hoped to hold a physical AGM as soon as possible in the next charity year. Members of the committee worked with the RCCE Adviser to create training for Management Trustees, prepare associated documentation and policies. Grant funding was obtained to pay for repair and restoration of windows in the Committee room to begin bringing it back to a pristine condition, with the aim to be able to offer the room as a space for hire, in addition to the main hall, once repairs, repainting and refurbishments are complete. Following upgrading of the entry arrangements, where possible, the hall was opened for and used by the community while following Government guidance. Recognising that there was a need to improve relationships between the hall and other community groups and providers the Management Committee has reached out to the local parish councils inviting them to have an active representative. Both Ashingdon and Hawkwell parish councils have trustees on the management committee and the committee has an ongoing dialogue with with local district councillors. In addition, the Management Committee have established dialogues with local scouts, churches and other community groups ## **Additional information (optional)** ## **Achievements against objectives set** Despite Covid, the Management Committee have managed to open the hall when possible; to upgrade the sanitation facilities; to bring in covid safe protocols and when allowed by Government Guidance keep the hall open for the community. The Management Committee had previously taken the view that we would not employ staff and would instead take on roles ourselves so that all of the money gained from hires or grants could be spent on cleaning, making safe, repairing and refurbishing the hall so that the community could have the hall they deserve not the damaged one that they had. This has meant that money have been available to upgrade and refurbish the hall facilities. ## **Financial Review COMPULSORY** ## **Review of the charity’s fnancial position at the end of the period** The hall has no policy for holding reserves as we have never had reserves ## No are reserves were held Previous management committees had large overheads. No money was carried over The hall has not been in deficit The hall is an going concern with no uncertainties for the future ## **Additional information (optional)** The charity’s principal source of funds has been the hires of the hall. Where they have been available, the hall has applied for COVID grants both to upscale the sanitary arrangements and to pay the bills when forced to close by lockdowns. There is no investment policy as there are no funds available for investment ## **Structure, Governance and Management COMPULSORY** Description of charity’s trusts: **Type of governing document** THE GOVERNING DOCUMENT is the ORIGINAL TRUST DEED Dated 3rd February 1967 **How is the charity constituted?** The charity is constituted as an unincorporated trust via the original trust deed Dated 3rd February 1967 **Trustee selection methods including details of any constitutional provisions** The Management Committee is created by the ORIGINAL TRUST DEED Dated 3[rd] February 1967 as having elected members and representatives. There are two types of representatives. There are representatives from the local councils and from regular hirers. 9 Trustees are Elected from local community at the AGM One Representative is from Ashingdon Parish Council One Representative is from East Hawkwell Parish Council 10 Representatives are from Hiring Organisations One trustee Co-opted from local community ## **Declarations COMPULSORY** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature(s) Full name(s)** Daniel McCarthy **Position (eg** Chair of Management **Secretary, Chair, etc)** Committee **Date** 24 March 2022 ASHINGDON FOR THE YEAR ASHINGDON RE EIPTS AN AECEivrs Grfts, DOr￿long and other voluntary recepts Gfant$ Donations Trathrg ￿ll￿tio$ Othor income Electr￿llY Coin M Hire ol Hall TOTAL RECEIPTS PAYMENTS ASHIN RECEI EAS AND PAY BROUGHT FOIIWARD NET IPAYMENTSVRECEIPTS CASH FUND B￿¥0 IN DON & EAS BAL TangitAe assèts ARENT Cash al b8r CURRENT UABILM AccruaL8 IN NDENT EXAMINE AE vi l arn reportiry on the pu￿unts lor th8 yèar end8d 3 R•ip•ctlv• r••pon•knllttl•• ol tN•t••• and •x• As tho ¢harty8 trustees, you responsib￿ lor th ol t￿ Charrflos kl 2011. lthe Acll 11 k my respornknlty lo: rOFQrt in rgsFrft ol my gxaminalion ol I 2011 Act and in caT￿ry out my examin Charity Comffliss￿n Section 1451 Ba￿9 ol Indownthrf eMmlr*• rw*rt ty examwmlitin was ¢arried out in a¢¢0 Commissh)n. An examination inclues a r comparwn ol the aorounts presented any unusual items or disclosure5 in the Irustee5 c¢)ncernirh3 any such matters. T