## **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 

2 

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_||



3 

Final 22/11/22 



OFFORD VILLAGE HALL . R•glthv•d c￿lmY noa02M3
FIPIAL AccouKrs FOR THE YEAR 1.11.2021 TO 31.102022 l**h 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)
r*72to
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)
1.11￿1 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 F￿n fAwnt
0.0)
Lomery C(ffi¥nup4iy FuTh8
vr¢wTr*d CW• & Hlrtr•J Do
TOT*L
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
c￿lS rtl*l#¥J its AV P¢t
Bar St*x
bdlles 5 h*s, 47 LWJ 1?hThl v*4* £leQ

Independent Examiner's Report
IDdepindenl F.%xmincr'4 Rcpvrt lo the Tru¥teex of ()fford I'ill*tt Ilxll
Iitegiltered Charitv liumber 302653)
I rLwrf w th¢ ITUS1rt% on m) examinoti(In of the a￿￿nts of ()fford villa8e Hall for tt¢ ••v
ended 31 Octobcr 2021 which arc sei oul un pa¥¢ I ￿ 3.
R￿ponsibl1￿ty 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 r￿Uired for this vear w)der serti<)o 144 of the
Act and an indepcndcnt cMMi￿(loll is n¢¢J¢d.
11 is my [w￿￿bibIlItV 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'• •l*lenK*l
My examinaticjn was caffied out in ac¢Ordw￿c with gcncral Dirc¢lio￿ giv¢n by Clwiiv
Cvmmissivn. An exMmin*iii)n inclLth a review of xcounting records kcN by thc cbatiiy atyj
a comparison of thc account5 p[c￿n{￿l with re¢ord& li alx) inclth c17￿81deraIIOn 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 a￿1¢ and consequcntly no opinion 15 gifvcn lo wh¢ther th¢ accounts
rscnt a kne I￿1 ftiir- view and re￿ is limi*d io those Matt￿ set out in thc 5WcJncnt
helow.
Independent ex•Jnln¢r'J Jl•t¢mrnl
In conncltion with mv ¢XUmiDulion. no ma*rial matters have Come to my attentiOD which gil'cs
Ca￿￿e ts) beliei'e in. an) matcrial rCS￿l.
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 cX￿l￿atiOn 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