A A
Trustees’ Annual Report for the period
From
Period start date Period end date To
Section A
Reference and administration details
Charity name
Stainton Village Hall Trust
Registered charity number (if any) |514656
Charity's principal address | Stainton Village Hall
School Lane
Names of the charity trustees who manage the charity
1 | Sue Barratt July 2020 er 2 February 2015 Pee 3[NickWalsham ||[July][ 2020] pe 4/Christvans5{DavidBaratt | | January 2021 aees J||[uly][ 2021] eeed gE (ee a esPe 2 a Ce nD i) As a CO a a ee A5 a a ECEPS GO id(| 1 A Names of the trustees for the charity, if any, (for example, any custodian trustees) |NameCates acted if not for whole year
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Names and addresses of advisers (Optional information)
| Type ofadviser | Name Address |
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| Name of chiefexecutive | ornames of senior staffmembers (Optional information) |
| SectionB | Structure,governanceandmanagement |
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Description of the charity’s trusts Type of governing. document Constitution - 23/11/2021 Trustee selection methods Trustees are appointed or reappointed annually at the Annual General Meeting held in February To recruit new trustees and volunteers we advertise on local social media and newsletters. We speak to members of the community at events and if needed we “head hunt’ for specific skills gaps
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Additional governance issues (Optional information) You maw choose to include The trustees oversee the running of the village hall and a number of additonal information, where community events. We are proactive in seeking the views and opinions of , the community when we are planning and developing events.
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relevant. about: e policies and procedures Policies and procedures approved by the Trust: adopted for the induction and Safeguarding Children policy training of trustees; Safeguarding adults policy
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° , a Complaints Policy and Procedure the charity's organisational Financial Policy structure and any wider =—_ — | Reserves Policy network with which the charity works; Policies and procedures currently being developed:
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e relationship with any related _ |Trustee handbook parties; Health and safety ; Risk Management and register
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e trustees’ consideration of Social media major risks and the system ; and procedures to manage Conflict of interest . ther Confidential trustee personal info Fire safety — log, risk assessment and policy
Task Profiles for trustees and officers are being developed
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Section C Objectives and activities The objects of the CIO are: To provide a village hall with facilities for education, recreation, physical education or other leisure time occupations in or in connection with the Parish of Stainton and its neighbourhood, such facilities being provided in accordance with the following sub-paragraphs of this sub-clause namely:(i) The facilities to be provided shall be facilities available to the public at large save that special facilities may be provided for persons who by . reason of their youth, age, infirmity or disablement, poverty, or social or Srariviestoutinie of the economic circumstances may have need of special facilities. governing document (il) While the persons for whom the facilities are primarily intended are the Community of Stainton and its neighbourhood the use of such facilities may be extended to other members of the public who desire to and can conveniently make use of them. (iii) the expression providing facilities, includes not only the provision of land, buildings, equipment, and other physical facilities but also the organisation or recreational, physical, educational and other leisure-time activities for the benefit of the public. Stainton is a small village in the borough of Doncaster, South Yorkshire. It comprises of approx 125 houses (this includes a number of local hamlets that are part of the Parish of Stainton) The resources in the village are the Village hall, The church and the pub. There are 3 quarries on the edge of the village. To ensure our activity is mindful of the Charity Commissions guidance on public benefit we have worked to improve communication amongst the trustees and with our community. We now have a trustee What's app group and we have introduced a monthly newsletter that is delivered (by volunteers) to every household. The newsletter gives information about ongoing activities, special events, information about the Trust and inviting people to volunteer, information about improvement projects around the village useful contact details etc. Particularly during Covid lockdowns the contact details were a life line for Summary of the main some isolated residents who did not know how or who to contact for activities undertaken for the | Support, public benefit in relation to these objects (include within Despite the impact of Covid we have been able to deliver a number of this section the statutory Covid compliant activities. declaration that trustees have | [he main activities delivered this year have been: had regard to the guidance ° Timetable of committee meeting on Zoom or face to face issued by the Charity e Monthly (where we were able) coffee mornings Commission on public ° Weekly (where we were able) Yoga sessions benefit) e Joint events with the church ° Fun sports day for all ages and abilities ® Online defibrillator training ° Brass band and Christmas carols around the village Xmas tree We now have a planning methodology in place where we consult with the community using a variety of methods: social media, newsletter and face to face. We ask what is wanted, what is needed and how can we (the committee and the community) work together to make it happen. We now have regular partnership meetings with the local quarries who actively and practically want to support the Trust and the community. Our partnership with the Parish Council and the church is now very positive with joint working for the benefit of the community taking place on a regular basis.
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This year we have developed a close working relationship with the local Ward councillors to inform about the needs of the village and be informed about local and national issues.
Additional details of objectives and activities (Optional information)
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We continue to be very grateful to the trustees and volunteers from the
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You may choose to include village who have supported the planning of activities and provided further statements. where practical support for the delivery of them: relevant about e Marshalling at the fun sports day e Producing, editing and delivering the newsletters
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e policy on grantmaking; * Organising the Christmas Treasure Hunt and the Easter egg hunt e policy programme related e Refreshments at coffee mornings and church events investment; ° Delivering the news letters
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. tribut de bDy ° Running the Facebook page and developing the Facebook group volunteers.‘[made] e Running the Tombola stall ° Maintaining the garden and baskets around the hall
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Section D Achievements and performance
Summary of the main . ; uae t eith
achievements of the charity Throughout this busy year the committee has continue to mee either
during the vear face to face or on line carrying out our responsibilities and ensuring the
g y sustainability of the Trust by developing new systems, policies and
procedures and keeping up with maintenance work in the village hall.
We remain committed to exploring new ways to engage with the
community and to developing and maintaining working partnerships for
the benefit of our community.
The hall has continued to be used for on going and one off community
activities and council meetings and we have seen an increase in
bookings from external agencies, giving us much needed revenue, but
this has brought an increase in workload for the trustees and volunteers.
Activity throughout the year has seen us:
Governance:
e Change the Trusts registered office from a private address to the
village hall and installing a letterbox
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e Secure funding for monies towards the cost of a governance review. Trustees worked with a consultant to undertake the governance review, and move the Trust to a new structure - Charitable Incorporated Organisation and to develop an effective and relevant governance framework
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e Develop and embed new policies, systems and procedures including signing up for a music licence
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e Increasing the number of people (trustees and volunteers) involved in the work of the Trust
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e Improve our relationship with key partners, the Parish Council and the local quarry
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Section D
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Achievements and performance
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e Develop and maintain a new partnership with the church to involve the community in joint activities
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Community Development: e Secure significant external funding from Doncaster Metropolitan Borough Council (DBMC) Business Support grant to ensure we can still be responding to the community throughout Covid lockdown, and be viable post covid
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e Improve our communication with the community by developing and processing regular newsletters and having a village only face book group
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e Identify small hamlets who are part of our community but have never been informed or involved
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e Secure funding to contribute to the work to be done on the phone box community library and work with the Parish Council to move this forward
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e Renovate the benches in the playing fields and the commemorative bench
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e Continue to host the monthly coffee mornings and the Yoga sessions
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e Increase the number of people taking advantage of the 100 club e Provide a community Christmas quiz and Easter egg hunt e Host and support the Parish Council playing fields consultation e Secure funding from Public Health for the community fun day, where 80 local people of all ages and abilities joined in the activities that included rounders matches with refreshments and tombola in the hall. This event has resulted in the community asking for regular rounders matches to begin spring 2022. The fund day will now become an annual event
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e Organised a carol singing concert supported by a brass band around the Christmas village Christmas tree
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e Host the online defibrillator training for the community to feel confident using the newly installed defibrillator
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- organised a Male Voice choir concert in the church and provided refreshments in the hall
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e In partnership with the church, we hosted a celebration event, recognising the support the community has had from key workers, NHS etc. There was a child friendly church service and refreshments in the hall
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e Ensured the village hall has been Covid compliant throughout the pandemic
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Village Hall: e Health and Safety and maintenance of the village hall are now a 5 March 2012
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Section D
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Achievements and performance
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| standing item on the committee meeting agenda | ||
|---|---|---|
| e | We have developed the outside space that can now be used by | |
| the community as a quiet space to sit or be able to access the | ||
| village hall Wi Fi. This has been well used by residents and | ||
| visitors | ||
| e | We have undertaken a maintenance reviewand produceda log of | |
| work. Repairs and improvements have begun, in particular |
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| addressing the environmental impact ofthe heating and lighting | ||
| e | Repair the gutters and begin work on repairing the fire door | |
| e | Reinstate the village hall clock | |
| e | Test all portable electrical appliances in the village hall | |
| e | Install new fire extinguishers in the hall | |
| e | Increase our marketing of the village hall for hire by providing new | |
| signage and advertising on social media etc., that will hopefully | ||
| result in an increase in bookings and therefore revenue | ||
| Section E | Financial review | |
| Brief statement ofthe | The Trust aims to hold sufficient money to act as a buffer against those | |
| charity’s policy on reserves | "rainy days" where, fora variety of reasons, we find that its payments are | |
| outstripping its receipts in a way that, without reserves, the charity would | ||
| be unable to pay its bills on time i.e. to be financially sustainable. | ||
| The Trust earns limited income each yearfrom donations, a 100 club, | ||
| raffles | and surpluses on ticket sales forevents. Generally, itjust covers | |
| the running costs ofthe hall and events undertaken. Our Reserves policy | ||
| is designed to ensurewe hold enough funds to cover: | ||
| Contingency: unexpected expenditure in the event ofan emergency or | ||
| unexpected loss ofincome orchange in government policy e.g. rate | ||
| relief; | ||
| e | Day to day running expenses including utilities, general | |
| maintenance and insurance annual costs £1,500 — held in reserve | ||
| in case have interruption to income such as Covid | ||
| e | £1,000 repairs fund - in case ofunexpected repairs to building | |
| e | £650 business rates— cost if lost mandatory rate reliefbecause of | |
| a change in policy | ||
| Opportunity fund: a commitment to expenditure which cannot be | ||
| covered by the annual income such as developing resources for the | ||
| village; | ||
| e | £5,000 available for support of major projects in the villagewhere | |
| match funding/money forcash flowwhile waiting forfunding is | ||
| required. | ||
| Closure: The legal costs ofclosing down plus providing some funds to | ||
| supportthe hall forthe charity/organisation taking overthe Village Hall Trust'sassets |
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e £2,000 in event of closure to cover legal costs and a contribution to running costs for the organisation taking over the assets of the Trust
Based on the above the trustees have identified we should hold reserves of £10,150. The reserves policy will be reviewed at least every 3 years or as necessary if financial circumstances change.
Details of any funds materially
in deficit
NIA
Further financial review details (Optional information)
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You may choose to include ; , ; wa: F Our main source of funds this year has been the Business Support grant
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additional information, where ,; ; é relevant about: from . the local council, funding from Public: Health foranand the fun day, and . e funding to support the Governance review and contribution to the repairs the charity’s principal to the phone box. sources of funds (including any fundraising); Our relationship with the local quarry has supported our commitment to
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- how expenditure has providing a safe warm environment for the community to meet each other supported the key objectives | 0' join in activities has resulted in them sponsoring the replacement of of the charity;ity. thewaold radiators with Smart radiators and carrying out the PAT testing within the hall.
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e investment policy and objectives including any ethical investment policy adopted.
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
Position (eg Secretary, Chair, | Chair etc) Date| 9/6/2022
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xN 7 Receipts and payments accounts For the period To from 01/10/2020 30/09/2021
CC16a
Section A Receipts and payments Unrestricted Restricted Endowment Total funds Last year funds funds funds to the nearest to the nearest £ to the nearest £ to the nearest £ to the nearest £ A1 Receipts EventsSSSSSSS—~int] || 280 Rairental——SSCSCSCS~S~S—SSSC~“~~tsttd dT dE Miscellaneous | (8800) [2 |a | —— nee.EEE | | (| | a ae «|ed a ) =—= ll[ee] total(Gross income for AR) Sub isms |a A2 Asset and investment sales, (see table). ee Sub tol EE A3 Payments [Grants anddonations | 845] PO a] TO[ Pdi] Cleaning Po dCS a a] insurance ee | R a tes g) Se Electicandwater 8 | SSCSCSdSi Music8)licence 8a]8 PS EPC880) corifcate Pf [80] [J [Eventsat) ait) [a] lwiscellaneous0Sub ent| totall 2 a (a al ee A4 Asset and investment purchases, (see table) DeckingSSS~SC<CS~CS~«S ee See |ie Sub tota Total payments[_7788] [J] [———} ABTranstersbetweentundsNet of receipte/(payments}|WA IC TC ee ee A6 ft TT| CashCash funds last yearend = |40,241| | 10247| | 10,304 | funds this year endl 2364], IECCdS(N§$S§B9a] [ta]
Section B Statement of assets and liabilities at the end of the period Unrestricted Restricted Endowment funds funds funds to nearest £ to nearest£ to nearest£ (agree balances with receipts and payments account(s)) Unrestricted Restricted Endowment funds funds funds Detail to nearest £ to nearest £ to nearest £ _ — Fund to which 7 Current value Detail: asset belongs os (optional) —_ — = Fund to which : Current value Details asset belongs com (aptiorial; (optional) snaniyisownuse ee 2 VetallsSk liabilityFund to relateswhich Amount(optional)due When(optional)due i —= = behalfSigned by one or two trustees on Signature: Print Name D ate of of all the trustees g approval > Ro GUA at \ | a 2 —