## **Trustees' Annual Report for the period** **From** Period start date **T** Period end date **o 0 Januar 202 31 Decemb 2020 1 y 0 er** Section A Reference and administration details **Charity name** **Spaxton Village Hall and Playing Field** **Other names charity is known by** **Spaxton Village Hall** **Registered charity number (if any) 304633** **Charity's principal address High Street Spaxton** **Bridgwater Postcode TA5 1BS** **----- Start of picture text -----**
Names of the charity trustees who manage the charity
Trustee name Office (if any) Dates acted if not for Name of person (or body)
whole year entitled to appoint trustee (if
any)
1 Keith Bellinger Cricket club
2 Kim Bellinger Bookings Elected
Secretary
3 Sharon Carver Toddlers Group
4 Colin Foxhall Co-opted
5 Leanne Carver Resigned October Junior Football
2020
6 Doreen Harris Vice Chair Elected
7 Anthony Resigned June 2020 Village Show
Donnelly
Nick Ridgen Elected June 2020 Village Show
8 Phil Hamm Elected
9 Jenny Hill Entertainments
10 Alison Jarah Treasurer Elected
11 Simon Stretton Parish Council
12 Jackie Loxton Co-opted
13 Jan Hodson Secretary Elected
14 Anne Milne Short Mat Bowls
15 Rodney Parish Senior Football
16 Glyn Richards Chair Playing Field Users Group
17 Julie Reynolds Upholstery Group
18 Josh Schwieso Resigned Oct 2020 Community Shop
Sarah Upfield Elected Oct 2020 Community Shop
19 Gill Thomas Spaxton School
20 Gail Wainwright WI
**----- End of picture text -----**
**TAR** Oct 2020 1 21 Simon Haswell Spaxton Society TAR Oct 2020 **Names of the trustees for the charity, if any, (for example, any custodian trustees)** **Name Dates acted if not for whole year** ## **Names and addresses of advisers (Optional information)** **Type of adviser Name Address** **Name of chief executive or names of senior staff members (Optional information)** ## **Section B Structure, governance and management** ## **Description of the charity’s trusts** Trust Deed (Conveyance dated 27/06/39, re. transfer of land on Type of governing document which hall was built to the Trustees: conveyance dated 01/03/55 re. transfer of land for playing field, to be managed as specified (eg. trust deed, constitution) 27/06/39; Charity Commission Scheme 15/12/75 re. increase of elected trustees from 3 to 6 How the charity is constituted Trust - (eg. trust, association, company) Trustee selection methods - (eg. appointed by, elected by) In accordance with Conveyance dated 27/06/39, as modified 15/12/75, up to 6 trustees elected at AGM, plus 1 representative for each village organisation which chooses to nominate a representative and the committee of trustees thus formed may co-opt up to 4 additional persons provided that the total number of trustees does not exceed 26. ## **Additional governance issues (Optional information)** You **may choose** to include additional information, where relevant, about: - policies and procedures adopted for the induction and training of trustees; - the charity’s organisational structure and any wider network with which the charity works; Induction and training of trustees: Copies of relevant Charity Commission publication – Guidance for Trustees - are provided to each trustee plus information on GDPR and safeguarding. Major Risks: Risks vary – they are raised and discussed at formal meetings. Regular maintenance and safety checks of village hall and playing field and equipment are carried out by trustees. Annual checks of fire alarm systems and playground equipment are carried out by professional bodies. Portable electrical appliances are tested annually by a qualified electrician. Insurance: The Village Hall is insured by Zurich through Community First Village Hall Plus Group for building cover of **TAR** 3 Oct 2020 relationship with any £764,278, contents insurance (£40871), play equipment cover related parties; (£43100), safety surface cover (£13695)and public liability (£10,000,000) trustees’ consideration of major risks and the system The Management Committee recognises that it is under a legal and procedures to manage obligation to protect the building and its users through adequate them. and appropriate insurance. Hiring Agreement: Use of the Village Hall is subject to a Hiring Agreement setting out the conditions of hire and identifying the respective responsibilities of each party to the agreement which must be signed by the user when booking. Licences: The hall has a Premises Licence (including alcohol) and is registered with the local authority for a lottery licence. The hall also holds PPL and PRS licences for live and recorded music. ## **Section C Objectives and activities** To manage and maintain buildings and open play spaces for the **Summary of the objects** community to engage in entertainment, education, training, **of the charity set out in** arts, culture, sport and recreation **its governing document** Management and maintenance of facilities and fundraising, mainly in the form of a monthly lottery, to supplement the income from the hiring of the hall. Grant applications are made for any significant improvements. There is normally no fee for **Summary of the main** the use of the playing field and children’s play area. **activities undertaken for** The Village Hall is available for hire by any individual or **the public benefit in** organisation in accordance with the standard hiring agreement **relation to these objects** and scale of charges adopted for the year. The Hall and playing **(include within this** field are used by the public in a manner typical of such facilities **section the statutory** in rural villages and the hall is in use most days of the week for **declaration that trustees** regular activities including Upholstery Group, Yoga, Pilates, **have had regard to the** Zumba, Flexicise, Short Mat Bowls, Toddler Group, Bingo, **guidance issued by the** Womens Institute, Spaxton Society, Parish Council meetings and **Charity Commission on** bi-annual Flower Shows. The Hall is available for hire for private **public benefit)** functions such as children’s parties, wedding receptions, funeral teas, dances and other village social functions and fund-raising fairs. The playing fields are used for cricket and football and there is a children’s play area plus outdoor gym. ## **Additional details of objectives and activities (Optional information)** **TAR** Oct 2020 4 Grant Making : We do not make grants You **may choose** to include further statements, where relevant, about: - policy on grantmaking; - policy programme related investment; Investment Policy and Programme : None as we do not have investment funds Contribution made by Volunteers: the Trustees are all volunteers who engage in fundraising for the charity, make grant applications where relevant and carry out some repairs and maintenance free of charge to reduce outgoings. - contribution made by volunteers. **TAR** Oct 2020 5 Section D Achievements and performance We started the year well with a growing number of bookings but **Summary of the main** then Covid-19 struck and we were forced to lockdown. We **achievements of the** opened again in June flowing all the government guidelines with **charity during the year** social distancing, mask wearing and track and trace rules in place. A new hire agreement was introduced covering all the conditions laid down by the government to protect against the spread of the virus. There was very little uptake in bookings and this continued until the next lockdown. Luckily, we have the village lottery which supports the running of the village hall as we lost a lot of revenue due to the lack of bookings. We applied for the government grant through Sedgemoor District Council and were awarded £10,000. We were able to hold our AGM in October another committee meeting before Christmas when certain embers stepped down and were replaced. Hopefully 2021 will be kind to us and we can continue our planned projects to refit our kitchenette in the main hall and extend out carpark to make access easier especially for the disabled ## **Section E Financial review** Funds build in a Lloyds Cash account and are then transferred to **Brief statement of the** a Virgin Charity account if they are not needed in the immediate **charity’s policy on** future. **reserves** We aim to keep an emergency reserve of £12,000 to meet unexpected contingencies plus we try to set aside 10-15% of income annually for regular maintenance, repair and redecoration. **Details of any funds materially in deficit Further financial review details (Optional information)** - Principle sources of funds: As set out in annual accounts - You **may choose** to include additional information, Expenditure on key objectives: Paid for running costs, - where relevant about: improvements and maintaining facilities. - the charity’s principal sources of funds (including any fundraising); - how expenditure has supported the key objectives of the charity; - investment policy and objectives including any ethical investment policy adopted. **TAR** 6 Oct 2020 **Section F Other optional information** ## **Section G 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)** Glyn Kenneth Richards Janet Hodson **Position (eg Secretary, Chair, etc)**[Chair] Secretary **Date** October 2020 **TAR** Oct 2020 7 SPAxfoN VIiiAGE HAiL & PiAYING FIELD COMMJTfEE Accounts for year enth£ 31" December 2020 Balan￿$ brought forward: Lloyds Current 4596.72 Virgin Charity 37398.91 Lloyds Lottery 369352 45689.15 41868.03 Income: Hire of Hall Fundraising Grantsldonation Bank Interest 2020 3031.50 2019 Expendtture: Cleaning 2020 2019 9388.00 1544.50 732.97 3019.00 1424.57 12243.89 18901.62 Electrtcity Wate". Telephone Repairs/Maint'ance Improvements" ..75urance 1287.00 722.80 1176.58 1110.62 18L70 Lottery subs Feed in Tariff (PVJ Ground Rent Sundries 871JS.16 0?30.43 3384.45 545.88 3530.26 2931.99 4426.87 303.98 18363.45 1606.47 40.00 1563.38 368.98 4480.31 SubS￿lCeR￿S Lottery Prizes Sup.dries 384.59 4i20.84 27848.80 41020.59 134.71 389.60 73537.95 82888.62 14624.89 36968.47 Accounts rendered Ixrt unpaid: 85.00 231.00 14709.89 37199.47 Balanos carvted forward: Lloyds Current Virgin Chaiity * Ltoyds Lotterv 13337.08 4596.72 37398.91 37580.61 Includes £3040.00 lottery prizes 7910.37 3693.52 58828.06 45689.15 73537.95 82888.62 JMn I CHARITY COMMISSION FOR ENGLAND AND WALES: Independent examiner's report on the accounts Se¢tion A Independent Examiner's Report Report to the trusteesl members of s*ALTcYKI' FMLL 4 PLAYI￿ fc-L£J On accounts for the year . ended 31 ￿0-￿) Charity no (if ary) E04ts83 Set out on pages I report to the trustees on tny examTnation of the accounts of the above charity jtthe i ru'sL ) fo.r tile yeGI eiee Responslblllttes and As th- *rity trustees =f the"- basls of report of the accounts in accordan￿ the reauirements of the Chartties Act 2011 l%he Acr). -_&s accou￿ ￿rried out under section 145 0 haire follo" the 2011 Act and in carying out my examination, I -Dlts Jireclions given by Ihe Charity Commission unoer section 145(5Mb) (A the A Independent I have comDleted mv examination. I confirro that no material matters have 12fs .XLoeMe4* tsmttD iTyatt&ito. (ct*tr(th. t￿￿1*S￿d below") in connection with iv bdi8ve that in. any material esnect.. accx)uTrting records We￿ t&k2Ftlpworfv￿. b&(tiCTh r30cff the accounts do not accord wtth the acwuntino records viuoer unders*.2ndinu of accounTS to be reGcned. ' Please deieie £he words in the knckels rfthey do not apply. Signed: Date: 2oz Name: I Relevant professional qualrfication(s} or body CM A(Idress: /hJ i A# 30. sc< -r G IN'L) IER October 2niA Section B Disclosure Only complete rf the examiner needs to highlight matters of concem (see CC32, examiners). Glve here brlef detai15 of I any itorns tb** She examinerwishes to disclose. IER October 2018