Offord Village Hall Trustees’ Annual Report 1 November 2021 to 31 October 2022
Charity Name : The Offords’ Recreation Hut (known as Offord Village Hall) Charity Number : 302653
Village Hall Address : 158 High Street Offord Cluny St Neots Huntingdon Cambs PE19 5RR
Charity’s principal address for correspondence :
J F Kirby (Treasurer) 7 Millers Close Offord Darcy St Neots Cambs PE19 5SP
Governing Document : Object of Charity :
Governing Document : Conveyance and Trust Deed dated 1 November 1966 Object of Charity : To provide a Village Hall for the use of the inhabitants of Offord D’Arcy and Offord Cluny and the neighbourhood.
Structure, Governance and Management: A Management Committee, comprising a maximum 22 Trustees who are elected, nominated by village organisations or co-opted, runs the Village Hall. It meets formally every three months. Currently we have 15 Trustees.
Trustees are elected or appointed annually in accordance with the Trust Deed. Details concerning the names of the current Trustees and periods of office are shown in the attachment. The Trust Deed names Offord D'arcy Parish Council as Custodian Trustee and has been assumed by the merged Offord Cluny and Offord Darcy Parish Council. The number of Trustees serving at the end of the year was 15. The Hall is built on land leased from the Ely Diocesan Board of Finance. The current lease runs until 31[st] May 2040.
ACTIVITIES IN THE YEAR : After the closures imposed by the pandemic, this year saw a near return to normal activity with hirings and fundraising recovering to pre-covid levels. Our events programme was strengthened by new film nights, a highly successful murder mystery evening, a popular family disco as well as a beer festival, a ceilidh and table top sale. Other old favourites such as quiz nights and bingo also saw a welcome return. We unfortunately had to cancel the Christmas and Midsummer dances; partly due to lingering concerns about large numbers. We held a very well-received Platinum Jubilee Tea Party for the village. This was part-funded by a grant from the Cotton Wind Farm Community Benefit Fund. As for hall improvements, we embarked on a major project to upgrade our audiovisual facilities; stage and feature lights, sound system, widescreen projector and associated equipment, as well as a new curtain track. This will complete early in the next financial year and will enable us to show films more easily and to provide better facilities for stage shows, discos, educational programmes etc. This is being funded from hall resources and in part from a grant from the Parish Council.
1
Final 22/11/22
Financial Review and Policy on Reserves: The Charity has three principal
sources of unrestricted funds:
1. Hiring income – both from village organisations and private hirers (56%) 2. Grants/donations (26%)
3. Fundraising via 300+Club and events (18%)
The level of hiring income and fund-raising activities, including a local lottery, along with a generous grant from the Parish Council, provided sufficient finance to meet regular expenditure and to undertake various sundry repairs and services. It also enabled the hall to procure several items of equipment and supplement the grantfunded projects. Our 3-year electricity and gas fixed price deal has so far protected us from utility cost rises, but this will change significantly in future years. Our insurance costs have risen in order to cover our new equipment. The Charity aims to maintain a General Reserve of £7000 (app 6 months expenditure). Grants (other than Parish Council) are maintained as Restricted Funds. The remainder is held, in accordance with the Hall’s Financial Policy, to effect improvements in the Hall’s facilities. Cash assets not required for in-year expenditure are held in a low-risk deposit account with Scottish Widows Bank that attracted just under £10.00 in the financial year.
The Financial Year runs from 1 November – 31 October.
Other Information
The Charity continually reviews the major risks it faces and in particular carries insurance with a specialist provider of insurance to Village Halls. It is a member of Cambridgeshire ACRE and Hunts Forum, each providing a source of guidance and support. The premises are licensed under the Licensing Act 2003 by the local District Council for the purposes of public entertainment and the appropriate PRS & PPL music licence is also held. The hall has achieved Level 1 of the Hallmark quality standard scheme and is working towards Level 2.
Declaration
The Trustees declare that they have approved the Trustees’ Report above.
Signed on behalf of the Charity’s Trustees
FULL NAME Kathy Millward POSITION Chairman DATE 22[nd] November 2022
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Final 22/11/22
The Offords’ Recreation Hut (Offord Village Hall) List of Trustees (as at 31/10/22)
| Name | Group/Status | Role/Notes |
|---|---|---|
| Kathy Millward | Elected | Chairman |
| Helen Ellis | Elected | Secretary |
| John Kirby | Elected | Treasurer |
| Helen Bosworth | Elected | Bookings Secretary & 300 Club |
| Sarah Cutworth | Elected | |
| Rebecca Davis-Marsh | Elected | |
| Marlene Alderman | Senior Citizens | |
| Will Headen | The Offord Players | |
| Jenny Murby | PCC | |
| John Gatward | Offord Gardeners’ Association | |
| Angela Simpson | Thursday Club | |
| Rod Arnold | Bowls Club | |
| Simon Young | Parish Council | |
| Louise Byam-Cook | Offord Tots | |
| Margaret Pullen | WI | |
| Vacant | Brownies |
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Final 22/11/22
OFFORD VILLAGE HALL . R•glthv•d clmY noa02M3 FIPIAL AccouKrs FOR THE YEAR 1.11.2021 TO 31.102022 lh FYI 1.11x1 TO 31.101 1.11J02• TO ¥1.1L 51.00 ZX¥) DD 7t 5218 CmllATIMG ACTWITES 473. 285 (A) P•nsh ¢A¢A IrA c) 0.> 17(Kl 573 (LI 2 CKI Thvrntiiy C TOPS 014 CKI 402 2PAJ IXI ocl) 42É9.CKJ 2765 SD 4154 50 14.75 1120&75 Hlrtnq•-Reguthr 431 r.J4 Xa9 $0 IYJI 21)) fy) 7•2 4212.W* TOTAL AECBPTS
J71
OFFORD VLLhGE HALL FW ACC(AINTS FOR THE I.II•ZI TO >I.I•J 1.112•29 TO 31.102021 IO>S.70 YiivITS FU 2302 1045 4yur $34 4102.12 418 13 iB•22 07 187 2A 979• 354E $51 1121. 441 1• o(l) r72to 141.gv 141.44 1rfQ24 I2D.C 1114.88 10104 f•) pps OKYJ 7725 orf ALKbl Fe• 8arX cn•tp¢• 699.16 7299 18 71• 4fy) 1310, HC£ cNnrwndy cro91 Lott CuT*wndy ot 13JSV)
OFFORD VILLAGE HALL FINAL ACCOUNTS FOR THE YEAR 1.11.2021 TO 31.1020221wth FY) 1.111 TD 31.1LTZZ 2#43.$3 6991.70 11835.23 24t14.13 24240 11 21769 29377 IIIS14J Add 2470.53 111J21.ID Lo•• R8•¢ncaod Eyndrturn 1810.(XI 1835. C•h 31279 S2 7CK1124 38280.16 43 FUND BALAIICE8 IMIRESTRthED 38cth.76 .2J IIE3TRICTEO Wind Fn fAwnt 0.0) Lomery C(ffi¥nup4iy FuTh8 vr¢wTrd CW• & Hlrtr•J Do TOTL 27SC STATEMENT OF ASSETS AND LIABILrriES C48h In hsTrJ Clrnt Ac¥ourrt 31279 52 7¢J)124 312•ts.11 •Wi 7Q X4J$2J Villy lIn•d vol) 741879.00 Villtyb Hall Conl•m8 Ilnw•d volLM,' 49749 (I) 7•11XOD 711grnCIJ Z76.0 17cw rxi clS rtll#¥J its AV P¢t Bar Stx bdlles 5 hs, 47 LWJ 1?hThl v4 £leQ
Independent Examiner's Report IDdepindenl F.%xmincr'4 Rcpvrt lo the Tru¥teex of ()fford I'illtt Ilxll Iitegiltered Charitv liumber 302653) I rLwrf w th¢ ITUS1rt% on m) examinoti(In of the ants of ()fford villa8e Hall for tt¢ ••v ended 31 Octobcr 2021 which arc sei oul un pa¥¢ I 3. Rponsibl1ty alld baiij of Trporf AS th¢ ¢hurily In¢¢9 of the 'I'n you are re%nsIble for thc pwaration of the in accordance with th¢ rcquircmcnt5 of the C:haTits¢s A¢t 2(11 l ('the Act, The charity'5 wn5i4kr Ih#i awlil 1% rtot rUired for this vear w)der serti<)o 144 of the Act and an indepcndcnt cMMi(loll is n¢¢J¢d. 11 is my [wbibIlItV 10: cxaniinc ihc arLx>un15 und¢r yttlii)n145 1)f the C".harities Act. In tfill0. the applicable Direction5 given by thL' Cbun'iy Lvmmi¥sion {uTrkn serti( 14.515Xb) (Il. the ACL and 10 slatL wh¢ih¢r pMniLulur moUff8 FAve come to mv attention Basis of indw¢ndrnl ¢iaminer'• •llenKl My examinaticjn was caffied out in ac¢Ordwc with gcncral Dirc¢lio giv¢n by Clwiiv Cvmmissivn. An exMminiii)n inclLth a review of xcounting records kcN by thc cbatiiy atyj a comparison of thc account5 p[cn{l with re¢ord& li alx) inclth c1781deraIIOn of any ilems ()r discl(18ure8 in the COUnLs. and secking explanations from thL Irusltt conccrning anv rnall¢r5. Th¢ prvc¢duTes uThJenaken do N){ pmvide all thc eTr idence th wiiuld Ix rfy4uired in an a1¢ and consequcntly no opinion 15 gifvcn lo wh¢ther th¢ accounts rscnt a kne I1 ftiir- view and re is limid io those Matt set out in thc 5WcJncnt helow. Independent ex•Jnln¢r'J Jl•t¢mrnl In conncltion with mv ¢XUmiDulion. no marial matters have Come to my attentiOD which gil'cs Cae ts) beliei'e in. an) matcrial rCSl. counting record5 wcr¢ noi in ULLvnlHrK¢ with 1]C)n 13() of the C.'harities ACL. or 2. thc do IK>I with the s*o)unting retoftis I bavc oo con¢¥Yny and hav¢ )me no other motters in connection with the cXlatiOn to ich attention slKJuld in ordcr to Lmxblc undcpthtsmding ofthe x¢ounL8 to be rexhed. Nsune: Valerie A %eekings Addre&s: 7 F.Im I)rI ()fftsrd Lluny. Sl Ne0 CAmbs. PF.19 5RN l)ate: 13 NovcmtKr 2022