2022-12-31-accounts - Odcombe Village Hall

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Odcombe Village Hall Old Road, Higher Odcombe, Yeovil, BA22 8XP Charity No. 304602

Secretary to the trustees: Vacant Position

Email:odcombevillagehall@gmail.com

Trustees Annual Report for the period 1st January 2022 to 31st December 2022

Names of the charity trustees who manage the charity:

Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee (if any)
Denise Dunford	Chairman
Helen Crook	Secretary	To 10thMay2022
Eleanor Damon	Treasurer
Patricia Shean	Booking Secretary
Paul Stonelake		To 8thMarch 2022
Fiona Cumming			Odcombe Parish Council
Malcolm Glover
Margaret Clotworthy
Judy Welfare		To 11thApril 2022
Hannah Ludlow		To 10thMay 2022	Odcombe Baby & Toddler Group
Rebecca Reeves
Rachel Davies		From 10thMay2022
Emma Watson		From 10thMay2022

Odcombe Village Hall Old Road, Higher Odcombe, Yeovil, BA22 8XP Charity No. 304602

Bankers: NatWest, 2 Hendford, Yeovil, BA20 1TN Independent Financial Examiner: Helen Lambshead, Acorn Accounting for Business Ltd., Room C2, 17 The Park, Yeovil, BA20 1DN – appointed 2018

Governance:

Odcombe Village Hall was established by a Conveyance and Trust Deed (1989). The hall’s official opening held on 25[th] September 1971.

The hall has been extended and now comprises the foyer, main hall, committee room, kitchen, toilets (with full accessibility), a small room adapted for use as a post office and changing rooms/shower facilities for football teams and referees. There are also several storage cupboards. The car park and recreation area outside the hall, apart from the patio, do not form part of the trustees’ responsibilities. These are managed by Odcombe Parish Council.

The hall has Hallmarks 1, 2 & 3 awarded by the Community Council for Somerset in recognition of the quality of its management, administration and compliance with legislation relating to community buildings.

Appointment of Trustees:

The Trust Deed governs the appointment of trustees and the management of the charity. It allows for up to 10 elected members, 26 representative members and not more than 43 co-opted members to form the management committee. At the Annual General Meeting (AGM) Elected Members will be elected and Representative Members will be appointed by organisations that use the hall. At a constituted meeting of the committee co-opted members can be agreed.

All members of the committee shall retire at the AGM but may be re-elected or reappointed. The general committee members, Secretary and Treasurer roles are elected at the AGM. The committee at their first meeting following the AGM to elect one of their number as Chairman and Vice-Chairman.

The management committee under normal circumstances meets monthly throughout the year. A welcome pack has been adopted to help with the induction of new trustees.

At the last AGM (May 2022) it was reported that Paul Stonelake after serving the committee well for 10 years had retired in March 2022 and Judy Welfare after 5 years retired in April 2022. Both missed, as they played very active roles on the committee and sub groups. At the AGM (May 2022) Helen Crook stood down as Secretary after 5 years, a role which has not yet been filled.

Following the AGM we were able to co-opt two younger members onto the committee.

The committee desperately need more people with the time and skills to help in running the hall. Please don’t be afraid to approach us if you feel you could help.

Odcombe Village Hall Old Road, Higher Odcombe, Yeovil, BA22 8XP Charity No. 304602

Objectives of the Charity:

The Trust Deed requires the charity to provide a village hall for the use of the inhabitants of the Parish of Odcombe without distinction of political, religious, or other opinion including use for meetings, lectures and classes and for other forms of recreation and leisure-time activities.

Summary of main activities in relation to the objectives:

This year we have a plethora of regular groups; Short Mat Bowls, Debbie Knight’s Latin Groove, Pilates and Soul Stretch classes; Sequence Dance; Parish Council meetings; SH Fitness; Ship of Fools practice; Mini Glovers; Craft Stitchers; Purple Patchers; Spanish; Football and our Movie and Café Groups. We have a few mornings to fill but evenings could be filled twice over!

Unfortunately, no one as yet has come forward wanting to run a Toddler Group but we are holding on to the equipment for the time being, should it be needed.

We have continued to allow the NHS Speech & Language Dept., use of the small post office room once a month to save local families from having to travel a long distance. The Post Office suddenly closed on 16[th] October 2022 telling us that it was a temporary closure. We are pressing them for an opening date.

We continue to be popular for children’s parties and weekend functions even though we’ve had to increase the hire charge due to the hike in fuel costs.

This year we welcomed back other regular village events such as Lent Lunch, Harvest Celebration, Church Fete & Village Flower Show etc. and the use of the hall by the Church for a family service.

Achievements and Performance – 2022

Covid hasn’t yet left, and other bugs are prevalent this year too, so we have continued to ask our hirers to sanitise, ventilate and keep away from the hall if they are ill.

We continue to have routine maintenance and repairs done as quickly as possible. We are therefore proud to say that our hall is in good condition, both the building and the finances, due to the diligence of the Trustees.

This year we have:

Clad the outside roof area, keeping it watertight and improving the aesthetics of the building.
Created a display area for photos of historical football teams
Had the cleaner’s cupboard redecorated
Purchased a new electric range cooker

On purchasing the cooker, we found that we’d require an additional power supply which is being worked on for 2023.

Odcombe Village Hall Old Road, Higher Odcombe, Yeovil, BA22 8XP Charity No. 304602

We continue to look forward to making improvements for the future and are still looking at how the hall can become sustainable for the future. The subgroup is still open to more volunteers so please come forward if you’d like to help us consider energy consumption, electric car charging, biodiversity and waste.

The Trustees have continued to review policies and procedures. We have kept under constant review the fuel costs and adjusted hire costs whilst keeping in mind the need to keep groups affordable.

We are very thankful to Steve Long for stepping into the breach by volunteering to take on the numerous maintenance checks required on a weekly and monthly basis. Our appreciation too goes to Neil Chatfield our paid handyman for sorting out quickly our small repairs and the local tradesmen who carry out our larger repairs.

Fund-raising and Events

The Trustees continue to run the hall lottery. Our thanks go to everyone who supports this and to Margaret Clotworthy, the trustee with responsibility for organising the running of it. The new lottery year starts in April so please consider supporting your village hall by becoming a member.

Café continues to be popular and we are thankful for our latest recruits to the team, Belinda Day and her sister Jacky Pittard. The subgroup that runs the Café have kept the prices constant since opening seven years ago and will continue to do so in this time of economic crisis so that it continues to be a meeting place for all.

Queen Elizabeth’s Jubilee was in June and for this occasion, not being in a position for the committee to organise an event, we gave the hall free of charge to the community so that an event could be celebrated. Feedback suggests that the event was very much enjoyed by members of the community.

August saw the coming together of the Flower Show group and the Church Fete group to plan a joint event. The weather was extremely hot but despite the heat the event made a profit of over £700 which was split between the two organisations. Perhaps more importantly the tradition of having a village flower show and a church fete was kept alive. It was agreed that this would be the way forward so if you would like to know more about helping organise, or helping at, this event please ask.

November saw our very popular Christmas Bingo complete with sausage supper again this year. Our thanks to Tracey Saywell for being our caller and to all who helped at and attended this event. As well as being a popular night it made a profit of over £400.

Movies ran a successful season of films and our thanks go to the members who make up the sub group for ensuring that the community have a cinema on their doorstep!

Our thanks must as always go to the group of Carollers who delight us all by singing the traditional songs around the village each year. The donations from this being shared

Odcombe Village Hall Old Road, Higher Odcombe, Yeovil, BA22 8XP Charity No. 304602

between the Church and the Hall. We were delighted to receive £296.01 from the 2022 collection which will show in the 2023 accounts. Many thanks to you all.

User Groups and Organisations

Our user groups are all back up and running following Covid and continue to work with us to keep the hall as safe as possible for all to use.

Our thanks to the Rotary Club of Yeovil for organising their Community Christmas Draw, we sell tickets, and they give us the ticket price plus 10% to help our funds. Christmas 2021 we profited by £160, and our Christmas 2022 sales will see an amount of £170.50 showing in our 2023 accounts. Thank you to everyone who purchased tickets.

Our continued thanks to Odcombe Parish Council for its grant funding of £1,300.

The hall often receives small donations for which we are very grateful. This year we felt extremely grateful to a resident who sadly passed away leaving us a legacy of £2,500.

Publicity

This year has again seen an increase in the number of members to our Facebook group, now standing at over 500. We have a duty to ensure that posts are relevant to our charity as well as useful to our community so only post information related to the hall; advertising user groups; local businesses associated with the hall via our newsletter and occasionally road works that may impact on the use of the hall.

All our own events are also advertised on village noticeboards for all to see, as we realise that not everyone uses social media. We have also continued to produce and fund the village newsletter, 3 times during the year, to keep all households informed of the hall’s news and events as well as news from other village organisations. Our thank go to businesses that advertise in the newsletter which contributes towards its costs.

We continue to be grateful to Colin Hill Newsletter Editor, for giving his time and expertise to produce the newsletter, along with our thanks to the people who willingly help deliver it to your homes.

If you haven’t already done so, please join our Facebook page – Odcombe Village Hall and join our growing number of members. Not on Facebook? Then send an email to odcombevillagehall@gmail.com asking to join the email group to be sent advance details of all our events.

Funding Strategy & Reserves Policy

It is the strategy of the trustees to manage the revenue budget on a self-financing basis. The hire charges are set to achieve this and are usually reviewed on an annual basis but due to increased fuel costs have been reviewed more often this year. From the 1[st] June 2022 we had to put up the charges for all our users groups and occasional hirers. We

Odcombe Village Hall Old Road, Higher Odcombe, Yeovil, BA22 8XP Charity No. 304602

believe we are still affordable in comparison to other halls whilst covering the increasing costs to run and maintain the hall.

As per our trust document any surplus should be invested. As interest rates have been very low all our funds are held in one account. The trustees have a reserves policy and have agreed that an amount of £10,000 should be kept for unplanned emergencies. Interest accounts will be explored during the coming year as rates improve.

The Trustees would like to thank their appointed accountant, Helen Lambshead for undertaking the certification of our accounts. Please see attached balance sheet and copy of her report.

Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees:

Signature(s) Full name(s) Position (eg. Secretary, Chairman etc) Date

I CHARITY COMMISSION J FOR ENGLAND AND WALES Independent examinerfs port on the accounts Section A Independent Examiner's Report Report to the trusteesl members of OdCoM Village Hall Committee On accounts for the year ended 31 December 2022 Charity no {rfany) 304602 Set out on pages I report to the truste on my exami1tIon of the accounts of the above charty Trusf) for the year ended 3111212022. Responsibilities and basls of report the chariVs trustees. you are responsible for the preparation of the accounts in accordan vAth the requirements of the Charities Act 2011 I report in respect of my examinalion of the Trusys accounts canied out under section 145 of the 2011 Act and in carying out my examination, I have folloEd all the applicabte Directions given by the Charity Commission under sedion 145(5)(b) of the ACL Indepandent examinerfs statement I have completed my examination. l nffirm that no material matters have come to my attention in ¢onnedion vKth the examination which gives me ause to believe that in, any material respect: the accounb'ng records Yre not kept in accordance with séction 130 of the Charities Acl,. or the accounts did not accord with the accounting records., or the accounts dtd not comply with the applicable requirements conceming the fonn and Gontent of accounts set out in the Charities (Accounts and ReFQrts) Regulations 2008 other than any requirement that the accounts give a Irue and fair, view which is not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in connection wilh the examination to vlhich attention should be drawn in this report in order to enable a woper understanding of the acccrtmts to be reached. . Please delete the words in the brackets rfthey do not apply. Signed: 2710212023 Name: Helen Lambshead Relevant professlonal qualification{s) or l)ody (If any): ICPA Address: Room C2, 17 The Park, Yeovil, Somerset. BA20 1 DN. IER Oct 2018

Section B Disclosure Only complete if the examiner needs to highlight material matters of cOnM (see CC32. Independent examination of charity aco)unts'. dire(aions and guidance for examiners). Give here brlef details of any items that the examiner wishes to disclose. IER Oct 2018

Odcombe Willage Hall- Charity No. 301602 Receipts and Payments Ar¢oynt. tstjanuary 2022 to 3tst December 2022 Balances b/f 01.01.22 Nat West Current A/C Petty Cash in harKI Movie Float 37.871 l(K) 38.171 Ripts zozi Hall Lettings Sale of books Lottery Newsletter advertising Café Bar stock Carol Singers Christmas Rotary Draw Donations Flowershow Quiz Night Bingo Flower show / SCatroW trall Easter Trail Halloween Trail Christmas Lights Trail Holy Cow milk IElectricity ed} MISG - Cooker Noticeboard Adverts 13.750 5.971 1,140 128 834 437 74 362 145 164 3.125 1.145 659 623 226 102 120 i.oio 2,020 ICK) Recelpts- Restyirted Fffidi Movie Nights 856 614 614 Grants Parish Council Grant Football Foundation Grant Governrnent Grants {Cowdl 1.20) Other Recelpts Alzheimer's Society Energy Refunds Booking Dep051ts Deposit Refund Cheque- not cashed- wrÉtten off Repayment made from petty L3sh 18 3.205 2.845 i3 31 19

Odcombe Willage Hall.Charity No. W602 Repairs Maintenance a Upkeep 2021 Electric Gas Water Cleaning contract & materials Maintenance & Repairs Premises Expenses IAsset improvements) AGMIAdministration costs Insurance- Allied Westminster Annual Services l Fire Risk ASSesnentlseTrI 3.499 1.436 2.024 1.068 718 3,379 1.675 4,032 3.240 1.127 635 14 Events Fundmi5ers & Nelett Lottery prizes/expenses Newsletter Cafe Bar stock Rotsry Flowershow Flower Show- Church 50% of profit Scarecrow trail Easter Trall Halloween Trail Xmas Lights Tr3il Gifts Bingo Jubilee 515 730 195 179 243 145 452 351 63 176 242 19 107 Poyments. Restricted Funth Movie Nights Equipment Fina101 Performing Rights/PPL Licences Accountancy Petty Cash Communitycouncil 418 75 109 i(xJ 772 Returned Deposits Refund of Bookings 15 Totsl Payments 15

Odcombe Willage Hall- Chty P40. 301602 Recelpts and Paymerts Account. tst January 2022 to 3tst December 2022 Balae5 clf 31.1222 Nat West Current Wc Cash in hand PC £2(KJ & Movie Float £lQ) Sectlon B Statement of assests and Ilabllittes at the end of the pttk)d fund Totsl Cash funds Nat West Account Petty cash Movie Float 1,658 43,032 Totsl cash 43,332 Assets retalned for the Charity'$ own use Freehold Property Fixtures & frtting5 Bar Stock 932.916 16,973 149 17.122 932316 Llabllitles Independent Examlnation Fee 7S 75 l- Unrestricted funds includes £IO.000 held a5 Reserve, Restrtcted funds include Movies £1623.13 and A12heimers £35 2- Based on Insurer's Property Rebuild Cost Evaluation 12.08.21 3 - Amount currently insured 4- Stock held at year erKI Tntstee Rernuneration None of the trustees received remuneratlon during the year {2021". nill. None ofthe trustees redaimed personal expenses during the year12021:nil). Signed by two trustees on behalf of all the trustees Signature Print Name Date of Appro¥al