2023-10-31-accounts

Offord Village Hall Trustees’ Annual Report 1 November 2022 to 31 October 2023

Charity Name : The Offords’ Recreation Hut (known as Offord Village Hall) Charity Number : 302653

Village Hall Address : 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 : 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 16 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 17. 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 : This was a good year for activity in the hall. The level of hirings was strong, with village groups all meeting again, supplemented by private hires and an improved range of regular groups providing exercise and dance classes. Our events programme again provided a good range of entertainment and opportunities for community engagement. Over 100 people across the age range attended the Coronation Tea event held on 6[th] May; it was extremely well received. As for improvements to the hall, we completed our major upgrade of the audiovisual facilities and redecorated the main hall. This has, as anticipated, made a big difference to things like film nights, discos and drama events. This was funded from hall resources, supported by a Parish Council grant. The Officers and other Trustees have worked hard to maintain and improve the fabric of the hall and manage it effectively. It was therefore gratifying that the Hall achieved accreditation at Level 3 (the highest) of the Hallmark scheme, one of only four in Cambridgeshire to have done so.

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Final 28/11/23

Financial Review and Policy on Reserves: The Charity had three principal sources of unrestricted funds in 2022-23:

1. Hiring income – both from village organisations and private hirers (65%) 2. Fundraising via 300+Club and events (23%)

2. Grants/donations (12%)

3. After three successive years of Covid support, the hall received no Government funding in 2022-23.

Nevertheless, 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. Spending to complete the costly AV project was met mainly out of reserves. Running costs however have risen sharply, with the cost of energy in particular now at unprecedented levels.

The Charity aims to maintain a General Reserve representing approximately 6 months expenditure, which in 2022-23 was £7000. Grants (other than Parish Council) are maintained as Restricted Funds to meet specific projects. Other funds are 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 over £60.00 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 1-3 of the Hallmark quality standard scheme.

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 28[th] November 2023

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Final 28/11/23

The Offords’ Recreation Hut (Offord Village Hall) List of Trustees (as at 31/10/22)

Name	Group/Status	Role/Notes
KathyMillward	Elected	Chairman
Helen Ellis	Elected	Secretary
John Kirby	Elected	Treasurer
Helen Bosworth	Elected	Bookings Secretary& 300 Club
Sarah Cutworth	Elected
Rebecca Davis-Marsh	Elected	Safeguarding& Environment
Patrick Ruddy	Elected	Premises
Elizabeth Scott	Senior Citizens
Will Headen	The Offord Players
JennyMurby	PCC
Steve Iddon	Offord Gardeners’ Association	Green Spaces
Angela Simpson	ThursdayClub
Rod Arnold	Bowls Club
Simon Young	Parish Council
Louise Byam-Cook	Offord Tots
Margaret Pullen	WI
Vacant	Brownies

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Final 28/11/23

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