2021-03-31-accounts

Trustees' Annual Report for the period

Period start date Period end date 1st April 2020 31[st] March 2021

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To

Section A Reference and administration details

Charity name Drakes Broughton Village Hall Other names charity is known by As above Registered charity number (if any) 523122 Charity's principal address Walcot Lane Drakes Broughton Pershore, Worcs. Postcode WR10 2AJ

Names of the charity trustees who manage the charity

Dates acted if not for whole Name of person (or body) entitled Trustee name Office (if any) year to appoint trustee (if any) 1 Janet Butterworth Chair Trustee 2 Tina Pell Trustee 3 Lucy Wood Trustee 4 Sheila Boniface Trustee 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

Names of the trustees for the charity, if any, (for example, any custodian trustees)

Name Dates acted if not for whole year As above

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Names and addresses of advisers (Optional information)

Type of adviser Name Address None

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 Type of governing document (eg. trust deed, constitution) Trust How the charity is constituted (eg. trust, association, company) Trustee selection methods Based on applications and applicants interviewed, vetted and appointed (eg. appointed by, elected by) by existing Trustees

Additional governance issues (Optional information)

Youmay chooseto 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;  relationship with any related parties;  trustees’ consideration of major risks and the system and procedures to manage them.

No training was undertaken by the Trustees during the reportng period. The Charity’s/Trustees organisatonal structure is set out below. Trustees :As laid out in the DBVH Trust document. DBVH Management Commitee The DBVH Management Commitee takes on the legal and fnancial responsibility for all the actvites of the organisaton. They maintain an overview of policy and strategic directon rather than being involved in the day-to-day operatons. The role of the Management Commitee can be subdivided into three areas: 1) Leadership: o To be commited to the values of the charitable trust o To develop a friendly, accessible facility to be used by clubs, associatons, groups and individuals for the community to come together for leisure, recreaton and educaton. o To provide strategic directon, including agreeing and monitoring strategic plans. o To keep informed of the actvites of DBVH and the wider issues that afect its positon and functon within the local community. o To ensure the performance of the organisaton is regularly monitored and evaluated. o To set dates and agree agendas for the AGM and any other general meetngs.

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2) Accountability and Legal Responsibilities:

• To ensure DBVH complies with its governing document i.e. constitution.

• To ensure the organisation keeps to the law governing charities and adheres to all other appropriate legislation.

• To ensure the organisation makes efficient use of resources, that all monies are applied to its agreed plans and budgets.

• To ensure that risks to the DBVH, volunteers and service users are at an acceptable level and are effectively mitigated and managed.

• To be accountable to users, funders and other stakeholders.

• To ensure the hall has effective health and safety policies and that they are regularly reviewed

• To ensure DBVH is properly insured and protected against all reasonable liabilities and these policies are reviewed regularly.

• 3) Financial Management:

• To ensure finances are responsibly managed and understand the financial position of DBVH.

• To ensure DBVH operates within its agreed accounting policies and business plan agreed at the AGM each year.

• To ensure adequate financial resources.

• To agree the annual report.

• To contribute to fundraising strategies.

• To ensure the hall is kept in good repair and the organisation’s assets and resources are well-managed.

• To discuss and agree the lettings policy, including pricing.

• To discuss and agree grant applications.

Roles and Responsibilities

It is proposed that the Management Committee is made up of the following:

• Trustees: Janet Butterworth, Tina Pell, Lucy Wood, Sheila Boniface

• Chairperson- a Trustee and independent of the DBVH Committee and Fund-Raising Committee- currently Janet Butterworth

• In the absence of the Chairperson, meetings are chaired by another independent Trustee i.e. Sheila Boniface or Lucy Wood.

• Treasurer-Martin Boniface

• Chair of DBVH Committee-Tina Pell

• 1 further representative of the DBVH Committee to be elected and agreed by the DBVH committee

• Chair of DBVH Fund Raising Committee- currently Martin Boniface

As the Hall building work progresses we may want to consider having a specific role dedicated to publicity/social media and other communications to publicise the new facilities and keep people updated with what is going on. This could then continue once the building is completed in terms of events, working parties and fund raising.

DBVH Commitee

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This group will consist of a representative from each group using DBVH, subject to the maximum number indicated in the constitution-see Implementation Timescales section. Their role is to:

• Discuss any concerns/issues arising from the use of the hall

• Make recommendations to the Management Group regarding further investment in facilities/equipment

• Discuss and make recommendations on any matters identified by the Management Group e.g. safety measures, organising events in conjunction with the fund-raising group

DBVH Fund Raising Commitee.

This group will consist of volunteers keen to identify and promote fundraising activities for the Hall. The role of the group is to:

• Identify opportunities for fund raising e.g. grants

• Suggest a schedule of fund-raising and social events using the data from the most recent survey which highlighted those likely to be the most popular with the community.

• Liaise with the DBVH Committee to promote, organise and hold such events.

Rebuilding Group

This group consists of those actively involved in the oversight of the rebuilding project as part of the overall rejuvenation of the Village Hall. The group reports to the DBVH Management Group but also has a dotted reporting line to the Parish Council as they hold the funds for the rebuilding project. The role of the group is to:

• Oversee the tender process

• Make recommendations to the DBVH Management Group and the Parish Council relating to the appointment of the builder and works to be included.

• Make recommendations to the DBVH Management Group and Parish Council on timescales and schedule of work

• Make recommendations to the DBVH management Group and Parish Council on fixtures and fittings

• To represent the DBVH Management Group at monthly site meetings and to monitor and report progress of the works to the DBVH Management Group and DBVH Committee

Structure Implementaton Timescales:

• This structure is implemented from 1[st] February 2021.

• Frequency of meetings being:

• Trustees- once a quarter

• Management Group bi-monthly

• DBVH Committee monthly

• DBVH Fund Raising Committee – as needed

• Dates for meetings to be set and agreed at the start of each year starting with Trustees and other to follow sequentially.

• As the work is completed on the Village Hall, in line with the constitution, each group using the hall will be asked to

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nominate/elect a representative to sit on the DBVH Committee ensuring the number does not exceed 17, (9 elected members and 8 co-opted members). The date of this taking effect will be determined by the DBVH Management Committee and DBVH Committee notified. Until the notification takes place, DBVH Committee continues in its current format.

Major risks were identified and assessed as the appeared by the Trustees and Management Group. Major risks during the reporting period included those anticipated as a result of the Covid 19 pandemic and the planned major building/rejuvenation work at the Hall. As required certain risks were discussed with the Parish Council.

Section C Objectives and activities

Summary of the objects of the charity set out in its governing document

The Charity (Drakes Broughton Village Hall) is there to provide a focal point for community activities for the residents of Drakes Broughton, Pirton and Wadborough and other parties who wish to use the Hall for various other purposes.

Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)

A number of activities take or took place at the Hall during the period 1 April 2020 to 31 March 2021 including:

• Monthly afternoon café

• Various fund-raising activities including quiz night, gardener’s forum, whist drives, 100 Club, tabletop sales, tuck shop

• Weekly short mat bowls club

• Regular adult and child dance classes

• Chatterbox, ladies social club

• Local youth team football club

• Tae Kwan Do classes

• Monthly Parish Council meetings

We confirm the Trustees have had regard to the guidance issued by the Charity Commission on public benefit.

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Additional details of objectives and activities (Optional information)

No grants were provided by the Charity/Trustees. Other than a current and deposit account with Lloyd’s Bank, the Charity/Trustees hold no investments.

You may choose to include further statements, where relevant, about:

• policy on grantmaking;

• policy programme related investment;

The Trustees work closely with the Management Group who are responsible for the day-to-day management of and activities at the Hall. See above for details. The Management Group comprises the Trustees and the Treasurer who is also the Head of Fund-Raising.

There is a Village Hall Committee which largely comprises Hall Users. The views of the Committee are sought on a regular basis and major decisions are presented to them for ratification. For example, the decision to undertake major building work at the Hall which commenced in September 2021. All parties are volunteers and all roles are unpaid.

• contribution made by volunteers.

Section D Achievements and performance

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Section D Achievements and performance

 At the height of the Covid 19 pandemic and during Summary of the main lockdowns. the Trustees and Management Group achievements of the charity continued to meet on a regular basis as a result of using during the year technology including video conferences.  To continue to operate, albeit on a very limited basis during the Covid 19 pandemic and to remain solvent. This including developing and implementing a Covid 19 risk assessment and guidelines.  To agree to go ahead with major building and rejuvenation work at the Hall commencing in September 2021 and costing around £300,000.  To secure grant funding via the Parish Council from Wychavon District Council with a value of over £200,000. Grants monies for the Hall Rejuvenation Project (building work) are held by the Parish Council who make payments for building work as and when needed.  To secure over £20,000 in grant monies from Covid relief monies as administered by Wychavon District Council  To develop and implement a new management and governance structure for Hall affairs.  To develop and foster a positive working relationship with the local Parish Council and various Hall users.  To develop and maintain better financial oversight of Hall finances in including moving to online banking and development and introduction of a bespoke Excel based ledger to track and manage Hall income and expenditure.

Section E Financial review

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No formal policy exists regarding reserves and no reserves are held other Brief statement of the than Hall monies currently held in two bank accounts with Lloyd’s Bank. charity’s policy on reserves See accounts. Details of any funds materially Not applicable. in deficit —— Further financial review details (Optional information) Principal sources of fudging during the reporting period included Covid You may choose to include relief grants and fund-raising activities as detailed above. In addition, a additional information, where 100 Club was run for the first time which raised over £1,000 and relevant about: contributed towards the Hall rejuvenation project.  the charity’s principal sources of funds (including Expenditure during the reporting period was largely focused on maintain any fundraising); and running the Hall. Please see annual accounts.  how expenditure has As the Charity does not hold any investments, no investment policies supported the key objectives exist. of the charity;  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 Signature(s) Full name(s) Janet Butterworth Position (eg Secretary, Chair, Chair etc) Date 18 January 2022

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	DBVH Year end A/Cs 2020-21	DBVH Year end A/Cs 2020-21	DBVH Year end A/Cs 2020-21	DBVH Year end A/Cs 2020-21	DBVH Year end A/Cs 2020-21
	End of year accounts from Drakes Broughton Village Hall 1 April 2020 to 31 March 2021
			£1,572.04 £228.36 £808.29 £98.28 £752.98 £163.20 £507.00 £1,153.96 £499.97 £17.98 £65.00 £193.86 £6,060.92 £24,941.22 £31,002.14
INCOME		OUTGOINGS		CLOSING BALANCES 31/03/2021
Clothing Bank £721.50 Donations £95.00 Grants £20,531.79 Hall Hire £2,163.50 100 Plus Club £1,548.00 Fund raising £264.77 Gross interest £0.80 Petty Cash £65.00 TOTALS £25,390.36 OPENING BALANCE £5,611.78 TOTAL £31,002.14	£721.50 £95.00 £20,531.79 £2,163.50 £1,548.00 £264.77 £0.80 £65.00	Electricity Gas Water Bins Cleaning Website Repairs & maintenance Insurance 100 Club prizes Rent Petty Cash Miscelaeneous CLOSING BALANCE	£1,572.04 £228.36 £808.29 £98.28 £752.98 £163.20 £507.00 £1,153.96 £499.97 £17.98 £65.00 £193.86	Current Account Savings Account Petty Cash Totals	£18,236.79 £6,666.43 £38.00
					£24,941.22
			£6,060.92 £24,941.22
	£31,002.14		£31,002.14

Independent Examiner’s Report to the Trustees of Drakes Broughton Village Hall

I report on the accounts for the year ended 31[st] March 2021 showing the Receipts and Payments for the year and the statement of assets and liabilities as at the year end..

Respective responsibilities of the Trustees and Independent Examiner

The trustees of the charity are responsible for the preparation of the accounts. They consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.

It is my responsibility to-

• Examine the accounts under section 145 of the 2011 Act;

• Follow the procedures laid down in the General Directions given by the Charity Commissioners section 145(5)(b)of the 2011 Act; and

• State whether particular matters have come to my attention.

Basis of Independent Examiner’s statement

My examination was carried out in accordance with the General Directions given by the Charity Commission.

An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records .It also includes consideration of any unusual items or disclosures in the accounts ,and seeking explanations from the management committee concerning such matters. The procedures undertaken do not provide all the evidence that would be required in a full audit, and consequently I do not express an audit opinion on the accounts.

Independent Examiner’s Statement

In connection with my examination, no matters have come to my attention,

1. Which give me reasonable cause to believe that in any material respect the requirements

2. To keep accounting records in accordance with s 130 of the 2011Act: or

3. To prepare accounts which accord with these accounting records, have not been met; or

4. To which, in my opinion ,attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Allan Brown F.C.A.

22[nd] June 2021