Offord Village Hall Trustees’ Annual Report 1 November 2023 to 31 October 2024
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 (as amended on 4 February 2019)
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.
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 : The level of hirings remained strong, with village groups, private hires, and a range of regular groups providing exercise and dance classes, using the hall. Our events programme continued to provide a good range of entertainment and opportunities for community engagement. The main project focus this year has been on the installation of solar panels and two new triple-glazed windows. This work is part of our aim to improve the hall’s sustainability and impact on the environment - as well as cost savings. This overall project to “green” the hall will continue into to the coming year and is funded principally by a grant of £35,000 from Cambridgeshire Priorities Capital Fund. In addition, we have redecorated the foyer using funding from the Cotton Wind Farm Community Benefit Fund and have embarked on a major project using a team of volunteers, to improve the green space around the hall. This latter work has received financial support from the Cambridge & Peterborough Fund for Nature.
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The hall has continued to receive very welcome financial support from the Parish Council.
Financial Review and Policy on Reserves: The Charity had three principal sources of unrestricted funds in 2023-24:
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Hiring income – both from village organisations and private hirers (71%) 2. Fundraising via 300+Club and events (18%)
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Grants/donations (11%)
The level of hiring income and fund-raising activities, including a local lottery, along with the grant from the Parish Council, provided sufficient finance to meet regular expenditure and to undertake various sundry repairs and services. Running costs however continued to rise sharply, with the cost of energy in particular now at unprecedented levels. This latter was mitigated in part by tight management on usage. A specific project to repair the entrance path and gates, was funded from reserves.
The Charity aims to maintain a General Reserve representing approximately 6 months expenditure, which in 2023-24 was increased to £10000. 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 or project expenditure are held in a low-risk deposit account with Scottish Widows Bank that attracted just over £194.00 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 licences are also held. The hall has achieved Levels 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 19[th] November 2024
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The Offords’ Recreation Hut (Offord Village Hall) List of Trustees (as at 31/10/24)
| Name | Group/Status | Role/Notes |
|---|---|---|
| KathyMillward | Elected | Chairman |
| Helen Ellis | Elected | Secretary |
| John Kirby | Elected | Treasurer |
| Louise Burmeister | Elected | Bookings Secretary |
| Sarah Cutworth | Elected | Events |
| Rebecca Davis-Marsh | Elected | Safeguarding& Environment |
| Patrick Ruddy | Elected | Premises |
| Helen Bosworth | WI | 300 Club |
| Elizabeth Scott | Senior Citizens | |
| 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 |
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