## **Trustees' Annual Report for the period** **From** Period start date **T** Period end date **o 0 Januar 202 31 Decemb 2021 1 y 1 er** ## Section A Reference and administration details **Spaxton Village Hall and Playing Field Charity name Spaxton Village Hall Other names charity is known by 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 Simon Hughes Junior Football
6 Doreen Harris Vice Chair Elected
7 Nick Ridgen Village Show
8 Phil Hamm Elected
9 Alison Jarah Treasurer Elected
10 Simon Stretton Parish Council
11 Jackie Loxton Co-opted
12 Jan Hodson Secretary Elected
13 Anne Milne Short Mat Bowls
14 Rodney Parish Senior Football
15 Glyn Richards Chair Playing Field Users Group
16 Julie Reynolds Upholstery Group
17 Sarah Upfield Community Shop
18 Gill Thomas Spaxton School
19 Gail Wainwright WI
20 Simon Haswell Spaxton Society
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**TAR** Oct 2022 1 TAR Oct 2022 **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 **TAR** 3 Oct 2022 |relationship with any
related parties;
trustees’ consideration of
major risks and the system
and procedures to manage
them.|Community First Village Hall Plus Group for building cover of
£787,206, contents insurance (£27314), play equipment
including outdoor gym cover (£48787), Shed and Ride on Mower
(£11286) safety surface cover (£14106) and public liability
(£10,000,000)
The Management Committee recognises that it is under a legal
obligation to protect the building and its users through adequate
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 2022 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 2022 5 Section D Achievements and performance Things have gradually improved following the Covid pandemic **Summary of the main** and we have slowly relaxed the Covid rules as dictated by the **achievements of the** government. **charity during the year** There has been a gradual uptake in bookings and the village lottery continues to support the running of the village hall. We applied for the two Covid government grants through Sedgemoor District Council and were awarded a total of £12,000. We were able to hold our first committee meeting in May 2021 and then our AGM in June followed by a return to bi-monthly meetings. 2022 looks like being a better year and we are already planning our Platinum Jubilee celebrations. We will 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**| |---|---| |**Brief statement of the**|The Treasurer closed down the Virgin Savings Account as the
rate of interest was poor. The committee agreed to her opening| |**charity’s policy on**|a Corporate Tracker Account Issue 6 with the Hanley Economics| |**reserves**|Building Society and all funds in the Virgin account were| |**Details of any funds**|transferred. It was also agreed to transfer some funds from the
Lottery account into the Building Society Account. All other
funds are still kept in the Lloyds Cash account and are then
transferred to a Hanley Building Society account if they are not
needed in the immediate future.
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.| |**materially in defcit**|| |**Further fnancial review details (Optional information)**|| |You**may choose**to include
additional information,
where relevant about:

the charity’s principal|Principle sources of funds:
As set out in annual accounts
Expenditure on key objectives
:Paid for running costs,
improvements and maintaining facilities.| |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 2022 Section F Other optional information Section G Declaration The trustw declare that bhey have opprov•d the tn￿le•s, r•port al>ovo. Slgnod on b•half of the charlty's trust00S Slgnatur•l$) Full name(sl'Glyn Kenreth Richards Posltlonlog Secrotsry, Chalr, Janet Hodson .. Chair Secretary P¢tober 2022 TAR Ocl 2020 TAR Oct 2022 SPAxfoN VILLAGE HALL & PLAYING FIELD COMMITfEE Act￿￿￿ f￿ year ehthng ￿. De¢èn)bèr 2021 Balance5 brought fon¥ard: Uoyds Current 13337.08 Virgin Charity 37580.61 Lloyds Lottery 7910.37 58828.06 45689.15 Income: Hire of Hall Fundraisin8 Grdntsldonatlon Bank Interest Lottery subs Feed In Tariff IPV) Ground Rent Sundries 2021 2020 3031.50 2021 2020 1544.50 4816.50 108. 12306.81 32.28 8791.66 3398.44 156.29 Cleaniryg Oil 1043.50 258.69 .236.73 1036.13 565.79 3209.13 732.97 12243A9 181.70 8705.16 3530.26 1287.IX) 722.80 546.27 Telep1￿ne Repairslmainvance Improvements Insurance Subs/ll￿￿e$ Lottery Prizes Sundrles 2931.99 303.98 1563.38 368.98 4488.31 156.29 1584. 1611.82 330.71 4443.34 29612.78 27848A) 11 60.96 134.71 88438.84 n537.95 13907.34 14624.89 638.50 85.1Y) 14545.84 14709.89 Uoyd5 Current Vir8in Charity Hanley Eo)nomic BS . Uoyds Lottery 11634.31 13337.08 37580.61 • Includes £3040.IXI lottery wlzes 12258.69 7910.37 738931KI 58828.06 88438.84 73537.95 SPAxfoN VILLAGE HALL & PLAYING FIELD COMMITfEE Act￿￿￿ f￿ year ehthng ￿. De¢èn)bèr 2021 Balance5 brought fon¥ard: Uoyds Current 13337.08 Virgin Charity 37580.61 Lloyds Lottery 7910.37 58828.06 45689.15 Income: Hire of Hall Fundraisin8 Grdntsldonatlon Bank Interest Lottery subs Feed In Tariff IPV) Ground Rent Sundries 2021 2020 3031.50 2021 2020 1544.50 4816.50 108. 12306.81 32.28 8791.66 3398.44 156.29 Cleaniryg Oil 1043.50 258.69 .236.73 1036.13 565.79 3209.13 732.97 12243A9 181.70 8705.16 3530.26 1287.IX) 722.80 546.27 Telep1￿ne Repairslmainvance Improvements Insurance Subs/ll￿￿e$ Lottery Prizes Sundrles 2931.99 303.98 1563.38 368.98 4488.31 156.29 1584. 1611.82 330.71 4443.34 29612.78 27848A) 11 60.96 134.71 88438.84 n537.95 13907.34 14624.89 638.50 85.1Y) 14545.84 14709.89 Uoyd5 Current Vir8in Charity Hanley Eo)nomic BS . Uoyds Lottery 11634.31 13337.08 37580.61 • Includes £3040.IXI lottery wlzes 12258.69 7910.37 738931KI 58828.06 88438.84 73537.95