CHARITY COMMISSION FOR ENGLAND AND WALES Trustees, Annual Report for the period From Period start date 1 April 2020 To Period end date 31 March 2021 Charity name: The Victory Hall Charity rogistration number: 1002129 Objectives and Activities SORP reference Summary of the purposes of th8 charity as set out in its goveming document Para 1.IT A wllage hall for the use of the people of the Parish of Exminsler, including use for meetings, lectures. classes and for other forms of recreation and leisure with the object of irnproving conditions of life for inhabitants of Exminster. Summary of the main activities in relation to those purposes for the public benefit, in particular. the actiwties. projects or services identified in tho accounls. Statement Confi￿1ng whether the trustees have had regard to Ihe guidance issued by th8 Charity Commission on public benefit Para 1.17and 1.19 Hire of the hall to mèmbers of the ommunity for private and commercial events. Hire of the hall to businesses to offer classes and facilities lo the community. Para 1.18 The trustees confirm they have had regard to the guidance issued by the Charity Commission and that this is bome in mind when carrying Olrt their duties. Additional information (optional) You may choose to include further slaternents where relevant about= SORP reference Policy on grant making Para 1.38 Policy on social investment including program related investment Para 1.38 Contribution mad8 by Volunteers Para 1.38 Other 2110 Achievements and Performance SORP reference Summary of the main achievements of the charity, idenlifying the difference the charity's work has made to Ihe circumstances of its beneficiaries and any wider benefits lo society as a whole. The hall was able to reopen in the latter part of Ihe year and. following all appropriate guidance, was able to offer a space for groups and classes to be offered to the community again. albeit with reduced numbers. Para 1.20 An agreement was reached for the annex to the hall to be reopened as a café, having previously been occupied by a CIC. This was an important hub for members of the village lo gather and the reopening has been very positive news. Generally the Trust is in a positive position financially. Despite the loss of bookings for much of 2020121 our financ8s are quite healthy thanks lo Govemment and Local Authority grants. This is due largely to a trustee Gompleling these grant applicats'ons which ware made available to us. The Trust has worked closely with the Parish Council for benefit of the community and has been very grateful to the Parish Council for continued practical and financial 5UPPOrt. Additional inforniation (optional) You ma choose to include further statements where relevant about.. Achievements against objectives set Pard 1.41 Perfomiance of fundraising activities against objectives set Para 1.41 Investment perfomiance against objectives Para 1.41 Page 3110 Other Financial Review Review of the charity's financial position at the end of the period Para 1.21 Statement explaining the policy for holding reserves slating why they ar8 held Para 1.22 Amount of reserves held Para 1.22 Reasons for holding zero reserves Pao 1.22 Details of fund materially in deficit Para 1.24 Explanation of any uncertainties about the charity conts'nuing as a going concern Para 1.23 Additional information (optional) You ma choose to include further slatements where relevant about.. The charity's principal Hire fees and granl funding as available. sources of funds (including any fundraising) Paro 1.47 Investment policy and objectives including any social investment policy adopied Para 1.46 A dascription of the principal risks facing the charity Potential reduction in income as a result of any further restrictions arising from the pandemic and the reduction in hirer confidence returning post- pandemic. Para 1.46 Other The Victory Hall accounts were examined by Mrs Jane Warner in late April 2021. The accounts were prepared under the receipts and payment method so only transactions that had cleared the bank were accounted for. The èxamination at year end confirmed the cash balances agreed to those declared. and that income and expenditure added up to the amount of profiuloss verified back to source documents. One overpaid hall hire charge was noted on the accounts. (Note 4) The Victory Hall upgraded its QuickBooks So￿are after the year end. Concern was raised in Ihe autumn of 2021 that YE2021 expenditure looked to be overstated by £947.20, as eight items appeared to have been entered iwice, first as an invoic8 With payment through the bank, and then again as an expense from the bank. In the light of these cOn￿rnS (potentially due to the QuickBooks upgrade) the accounts have been annotated to reflect the potenlial overstatement of expenses and the Trustees undertake to resolve this issue within the current financial year ending 31. March 2022 and to report the outcome at the next AGM. Structure, Governance and Management Description of charity's trusts.. Type of governing document Para 1.25 Conveyance 31 October 1921 Declaration of Trusl 27 August 1990 Deed of Variation 15 Ma 2003 How is the charity constituted? Para 125 Trustee selection methods including details of any constilulional prowsions e.g. election to post or name of any person or body entitled to appoint one or more trustees Para 1 25 Election to post at AGM Prowsion for 3 trustee5 to be nominated by Exminster Parish Council Additional infomiation (optional) You ma choose to include further statements where relevant about.. Policies and procedures adopted for the induction and training of trustees Para 1.51 The charity's organisational Structure and any wider network with which the charity works Para 1.51 Relationship with any related parties Para 1.51 Other Page 7110 Reference and Administrative details Charity name Othér name the charity uses Reoistered charity number Charity's principal address The Victory Hall Exminster Viclo 1002129 Exminsler Victory Hall Church Stile Exminster Devon EX6 8DF Hall Trust Names of the Charity trustees who manage the charlty Trustse namo Office lif any) Dates acted if not for who18 Nam8 of persot) lor body) entStled toap 0Snt trustoe if any Mane Justice Chair Vice Chair Miriam Smith Caroline Aird Cllr Kevin Smith Exminster Parish Council Sally Williams Caro58 Smith Cllr Sheila Churchward Exminster Parish Council appointee vacancy 18 May 2021 Exminster Parish Council 10 12 13 14 15 16 17 18 19 20 Cor orate Iruslees- names of th8 dir8Ctors at the date the report was a Diroetor nan roved Name of trustees holding iitle to propety belonging to the charity Trustee name Dates act•d if not for whole ar Funds held as custodian trustees on behalf of others Description of the assets held in Ihis capacity Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charitls objecls Details of arrangements for safe custody and segregation of such assets from the charity's own assets Additional information {optionall Names and addresses of advisers (Optional information Type of Name Address advisar Narne of chief executivo or namos of senior stsff members (Optional information) Exemptions from disclosure ersonnel details Reason for non-disclosure of ke Other optional information Declarations The trustees declare that they have approved the trustees, Teport above. Slgned on behalf of the charit 's trustees Signature(s} Full name(s) Position (eg Secretary. Chair, etc) Date Jfr, EXMINSTER VICTORY HALL TRUST Regi5t•rod Charity Nurnb•r 1002129 Receipts & Payment$ Account for the year ended 31st March 2021 RECEIPTS Note5 Unr88tFlctod Funds £ Restricted Funds É Th1$ Y￿r Total £ Lo$¢Year Total £ Victory Hall Hall hir8 Inume Annexe hire income CoN2e on the Corner Annexe Hire on the Corner Broadband Exminster PC Annexe Hire Exrninster PC Public foilet Exminst8r PC Cleanlng Materfals Grants and donations Victory Hall évents CCLA Interest 2,591 2,591 16,114 276 2.160 296 1.013 300 150 90 486 49 1,908 102 788 225 120 21.444 1,908 102 788 225 120 21,444 10 10 Total Receipls 27,187 27,187 20,934 PAYMENTS Unrestricted Funds £ Rostrictod Fund8 £ Thr8 Year Totsl£ Last Year Total £ Vlctory Hall AdEninlstra￿0n Captsl Expenditure Maintenance 3a 3b 1.601 1.601 1,890 820 3.970 4.216 7.015 5.089 2,961 6.116 5,089 2,961 3d staff Costs & Fees Total Payments 15.748 15,748 17,911 NET RECEIPTS I IPAYMENTSI 11,439 11A39 3.021 Bal8nC88 brought fornard 1 April 2020 Balanc•s cathed forward 31 March 202t 19.858 31.297 19.058 31297 16.836 19.858 STATEMENT OF ASSETS & LIABILITIES Unrestrl¢tsd Funds £ ResirlGted Fund5 £ Thi5 Y￿r T¢Aal £ Last Year Total £ Cash Funds Unlty Tnjsi account CCLA ascount 23,242 8.054 31 97 23.242 11,813 8,045 Examlnof$ Certlfteate I have exarnined th8 statement of receipts and pa￿￿entS for the year endiry 315t March 2021 and certifythern ¢orreGt in accordon¢e with the bth)k5 and vouchers prcxjuced. J8n8 Warner Honorary Ex2mlner Mrs Marie Justice Chainnan Date.. Dale.. There is a possibility that expenses may have been overstated by £947.20 arising from an e￿Or in QuickBooks. The Truslees have agreed lo resolve this issue by 31 March 2022 and to make any adjustments ne*ssary in the YE22 accounts and to report same at the nexi Annual General Meeting. **EXMINSTER VICTORY HALL TRUST Registered Charity Number 1002129** ## **Receipts & Payments Account for the year ended 31st March 2021** - **1 ACCOUNTING POLICIES** The accounts have been prepared in accordance with the Charities Act 2011 and "Charity reporting and accounting: the essentials November 2016" (CC15d) ## **2 GRANTS** In the year ended 31 March 2021, business support grants in the sum of £19,431 were received from Teignbridge District Council under a scheme to aid businesses affected by the Coronavirus outbreak. In addition, a total of £2,014 was claimed under the Coronavirus Job Retention Scheme to assist with furlough costs. ## **3 BREAKDOWN OF PAYMENTS FROM UNRESTRICTED FUNDS** |a
**Administration**
Postage
Stationery
Telephone
Insurance
Performing Rights
Film Bank costs
Lease from Parish Council
Advertising
Bad debts
Bank Charges
Admin - Other
Administration Total
b
**Capital Expenditure**
Hall improvements
Equipment
Capital Expenditure Total
c
**Maintenance**
Contract Cleaning
Maintenance
Cleaning materials
Consumables
Maintenance Total
d
**Utilities**
Electricity
Electricity - Annexe
Gas
Water & Sewage
Broadband
Utilities Total
e
**Staff Costs & Fees**
Salaries and expenses
Training
Staff Costs & Fees Total
**Total Payments (Unrestricted)**|**This Year**
**Last Year**
**£**
**£**
-
20
20
109
375
258
742
739
-
460
-
118
1
1
90
38
-
25
72
72
301
50
1,601
1,890
-
820
-
-
-
820
96
1,395
4,705
1,632
160
368
108
575
5,069
3,970
592
857
244
1
1,072
1,516
822
1,284
231
559
2,961
4,216
6,116
6,949
-
66
6,116
7,015
**15,748**
**17,911**| |---|---| **4** Slimming World overpaid hall hire charges of £172.50 - agreed with Slimming World that not repaid. Retained by EVH to cover future hall charges.