Yarlington Club and Reading Room Registered Charity No. 304689 Trustees’ Annual Report 1st April 2023 to 31st March 2024 Clerk to the Trustees: Andrew Keeley 2 Pound Lane, Yarlington, Somerset, BA9 8DG. 01963 440607 awk_9@hotmail.co.uk Names of Trustees Jane James Secretary Andrew Keeley Chair, Booking Secretary John Parry Treasurer Amanda Ellingworth Deputy Chair Will Dutson I T Carolyn de Salis Lucinda Lambourne Cindy Almano Jane Braybon Sources of advice and support. Bank: Barclays Bank, King George St, Yeovil BA20 1PX Somerset Community Council, Victoria House, Victoria Street, Taunton, TA1 3JZ. Somerset Council ## North Cadbury and Yarlington Parish Council ## Governance Yarlington Club and Reading Room was established by Trust Deed. The governing instrument is dated 6th February 1985. The Club and Reading Room was registered on the 27th of July 1922. The land and buildings are vested in the Official Custodian for Charities and held in trust for the charity. ## Appointment of Trustees The Trust Deed governs the appointment of trustees and the management of the charity. Nine trustees are elected at the Annual General Meeting held in December: each trustee serves for one year however they are eligible to be re-elected. The trustees who form the Management Committee have the power to co-opt further trustees on an annual basis. ## Policies and Procedures To guide the Management Committee in exercising its duty of care to members, and users of the hall, the following policy statements have been adopted: Health & Safety Policy Inc. Fire Child Protection Policy Vulnerable Adults Policy Copies of these policies are included in the Trustees’ Welcome pack and are available at the hall. ## Hiring Agreement Use of the village hall is subject to a Hiring Agreement which must be signed by the hirer when booking. The hiring agreement sets out the conditions of hire and identifies the respective responsibilities of each party to the agreement. ## Licenses The hall does not have an alcohol license at present. ## Risk Management ## Insurance The village hall is insured (buildings) by Zurich Insurance (£437,000 cover) contents (up to £9,700) public liability (£10,000,000), and hirers liability (2,000,000). The Management Committee recognises that it is under a legal obligation to protect the building, and its users, through adequate and appropriate insurance. ## Building Issues Portable electrical appliances are tested by qualified personnel annually. The mains electrical installation is checked by a qualified engineer every 5 years. A Fire Safety Risk Assessment is updated annually by the Committee’s own Fire Safety Officer as required by law. Firefighting appliances are inspected annually under contract with the supplier. Volunteers from the Committee carry out other regular maintenance checks. ## Objectives of the Charity The provision and maintenance of a village hall for the use of the inhabitants of Yarlington without distinction of political, religious, or other opinions including use for meetings, lectures, and classes of other forms of recreation and leisure time occupation with the object of improving the conditions of life for the inhabitants. ## Principal Activities in Pursuit of Objectives The hall is in use most days of the week for a variety of activities including life drawing classes, pilates, village social evenings, barbecues, meetings, exhibitions, wine and food tasting, and village breakfasts. The hall is available for hire for private functions including children’s parties, wedding receptions, funeral teas, village social functions, and fundraising activities. ## Funding Strategy It is the strategy of the Trustees to encourage the use of the hall so that it will become selffinancing. The contributions made by users are set to achieve this. Village fundraising events subsidise the hall. ## Volunteers’ Effort Costs are kept to a minimum through the use of volunteers for regular maintenance, decorating, and grass-cutting. ## 2024 Achievements We successfully fund-raised for the new extension, which was completed in the summer. A compliant disabled w/c and a catering quality kitchen have been installed. The hall has been reopened. An advertising campaign has started. We are getting more bookings by the week. ## Reserves Policy The charity has £5,000 in the bank as a reserve. This cash represents one year's running costs plus a reserve for unforeseen expenditures. We will fundraise for any future capital expenditure. ## Future Plans The Trustees have become aware that the village hall is less energy efficient than it might be and have resolved to undertake an Energy Audit to assess what improvements can be made. To this end, the Chair has attended the De Carb Somerset course. We are looking into installing a P/V system with batteries and E/V charging points to reduce our outgoing costs and provide a small income. The hall will benefit from two village events: Yarlington Fair and Yarlington House Plant Sale. Spare capacity in the hall will be promoted by continuing our publicity campaign. We are considering applying for an alcohol license. The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees Signature A.W.Keeley Full name Andrew William Keeley Position Chair Date 16th January 2025 a.m