## **Trustees’ Annual Report for the period** **From 1 January 2024 Period start date To 31 December 2024 Period end date Charity name: Clopton Village Hall** ## **Charity registration number: 1192415** ## **Objectives and Activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|The provision and maintenance of a village
hall and playing field for the use of the
inhabitants of Clopton and surrounding
area without distinction of political, religious
or other opinions, including use for: (a)
meetings, lectures and classes, and (b)
other forms of recreation and leisure-time
occupation, with the object of improving the
conditions of life for the inhabitants.
The hall is the property of the parish
council and is held on a peppercorn rent.
The charity operates the hall.| |Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or
services identified in the
accounts.|Para 1.17 and
1.19|The hall and playing field are hired for
meetings and functions. The hall is used
as a polling station. Frequent uses include
keep fit, dancing, social events and visiting
groups of caravanners. There is play
equipment, such as swings and a football
area for use at no charge.| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|Yes.| ## **Additional information (optional)** You may choose to include further statements where relevant about: ||SORP reference|| |---|---|---| |Policy on grant making|Para 1.38|We do not give grants, but local residents
have lower hire charges.| |Policy on social investment
including program related
investment|Para 1.38|We host coffee mornings for local people
and an after-school club but do not invest
in other things.| |Contribution made by
volunteers|Para 1.38|Trustees and other volunteers perform
most of the routine tasks such as grass
cutting, painting and management.| |---|---|---| |Other||| ## **Achievements and Performance** ||SORP reference|| |---|---|---| |Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|| **Additional information (optional)** You may choose to include further statements where relevant about: |Achievements against
objectives set|Para 1.41|| |---|---|---| |Performance of fundraising
activities against objectives
set|Para 1.41|Income has exceeded expenditure**.**| |Investment performance
against objectives|Para 1.41|| |Other||| ## **Financial Review** |**Financial Review**||| |---|---|---| |Review of the charity’s
financial position at the end
of the period|Para 1.21|Bank Balance£12,284.05| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|Reserves are kept allowing continuing
maintenance and other expenses as well
as future developments.| |Amount of reserves held|Para 1.22|£12,000| |Reasons for holding zero
reserves|Para 1.22|None| |Details of fund materially in
deficit|Para 1.24|None| |Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|None| ## **Additional information (optional)** |**Additional information (optional)**|**Additional information (optional)**|| |---|---|---| |You may choose to include further statements||where relevant about:| |The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|Hire charges.| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|We have no financial investments. We aim
to support the local people.| |A description of the principal
risks facing the charity|Para 1.46|| |Other||| ## **Structure, Governance and Management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|Para 1.25|CIO Constitution| |How is the charity
constituted?
(e.g. unincorporated
association, CIO)|Para 1.25|CIO Constitution| |Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|We seek volunteers from local people and
institutions.| ## **Additional information (optional)** ## You may choose to include further statements where relevant about: |Policies and procedures
adopted for the induction
and training of trustees|Para 1.51|Incoming trustees are given copies of the
Constitution and accounts for the past and
current year.| |---|---|---| |The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|The trustees usually invite interested
parties to meetings. We get advice and
support from Community Action Suffolk.| |Relationship with any
related parties|Para 1.51|We are tenants of the parish council.
We report important happenings to them.| |Other||| ## **Reference and Administrative details** |Charity name|Clopton Village Hall| |---|---| |Other name the charity uses|| |Registered charitynumber|1192415| |Charity’s principal address|Clopton Village Hall
Clopton
Woodbridge
IP13 6QN| ||| **Names of the charity trustees who manage the charity** |1
2
3
4|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body) entitled**
**to appoint trustee(if any)**| |---|---|---|---|---| ||John Dawson|Chairman||| ||David Hayhow|Hon Treasurer||| ||Steven Cant|BookingSecretary||| |||||| – Corporate trustees names of the directors at the date the report was approved **Director name** Name of trustees holding title to property belonging to the charity **Trustee name Dates acted if not for whole year** ## **Funds held as custodian trustees on behalf of others** Description of the assets held in this capacity Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for safe custody and segregation of such assets from the charity’s own assets ## **Additional information (optional)** ## **Names and addresses of advisers (Optional information)** |**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**| |---|---|---| |**Type of**
**adviser**
**Name**
**Address**||| |**General**|Community Action
Suffolk|60 Hadleigh Rd, Ipswich IP2 0HH| |||| |||| |||| |**Name of chief executive or names of senior staff members (Optional information)**||| |||| ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details **None** ## **Other optional information** ## **Clopton Village Hall Management Committee Report for the Hall AGM and Clopton Annual Parish Meeting Overall situation** The level of use of the hall has increased slightly over the past year with new regular users and more individual users. There have been few problems with increased wear and tear or extra cleaning. Users are generally satisfied with the standard of the hall and we sometimes receive compliments. One notable new use of the hall has been the establishment of regular “Off the Bus” sessions one afternoon a week in term time for children returning from school. There are still some unfilled regular weekly slots, particularly on Mondays and Fridays and many weekends with no bookings. It would be good to see the hall used more. ## **Financial position** The money from hire fees comfortably covers the basic running costs of the hall and leaves a little for improvements. We also received some extra money from the New Year's Eve dance (this year just for the Village Hall, not shared). Following our earlier decision, this money will be available for hall improvements. There will be a dance next New Year but it will not be a Village Hall event. The financial year for the hall is the calendar year with the annual accounts presented and agreed at the hall AGM. ## **General maintenance of the hall and grounds** The hall is cleaned weekly by a local lady who always maintains a high standard. The hall and grounds have been kept in good condition by volunteers and committee members who have generously given their time. Regular cutting of the grass all summer gave first class care without using an outside contractor. Where contractors have been used in the past, this has been a major expense. There was a late summer tidy-up of the field margins with volunteer help and late winter work on some of the boundary hedges, again by volunteers. The daffodil bulbs planted last winter (volunteers again!) put on a splendid display this spring. Fire alarms, extinguishers and emergency lights are checked regularly by an electrical contractor, who also does PAT testing. Equipment on the playing field is inspected annually by ROSPA . The report from September 2024 included some more significant issues. The report was copied to the Parish Council who have obtained some external funding and propose to carry out improvement work. The shelter on the field next to the play equipment has been re-roofed. Other maintenance jobs, such as small repairs to the building fabric and small decorating jobs are carried out by volunteers. ## **Improvements to the hall** General guidance to organisations like ours is to keep reserve funds sufficient to cover a year's outgoings. We now have a balance considerably in excess of this and we are looking for improvements using the extra money (always looking for good value of course). Already decided are the provision of fibre broadband to the hall and an upgrade to fire alarms. These are not high-cost items. Under consideration are improving insulation above the main hall ceiling, with the work done by volunteers and the construction of a paved terrace on the field side of the hall. These are more costly and more complex but may be possible with the funds available. Upgrading the heating to heat pump instead of oil-fired is higher cost. Three external sources of funding have been investigated in the last year, but our hall falls short of the criteria to be met for funding. As a separate project, “Off the Bus” have secured some external funding and will be making some small changes in and around the hall to support this activity. ## **The Management Committee** For the past year, the committee has had six members (it can go up to 15) one of whom was a parish councillor for the first part of the year. Councillor Pete Raffell has also attended as a Parish Council representative and it has been agreed that the Parish Council will continue to send a representative. We hold committee meetings every three months and the AGM in April. They are all public meetings and we welcome input to the meetings from residents. We are always looking for new people to help with the work and to bring new ideas. It is not onerous and residents are welcome to come to meetings, see what we do and perhaps decide to join us. ## **John Dawson, Chairperson, Village Hall Management Committee April 2025** ## **Declarations** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** |**Signature(s)**
**Full name(s)**
**Position (eg Secretary,**
**Chair, etc)**
**Date**||| |---|---|---| ||David Hayhow|| ||
Hon Treasurer|| ||24 October 2025|| ||24 October 2025|| Clopton Village Hall – Finances 2024 Start of Year Balance – £9,340.07 Profit for year £2,943.98 End of Year Balance - 12,284.05 ## Balance 2024 **----- Start of picture text -----**
Income Expenditure Balance
2024 2024 2024 Notes
Hire Other 3432.00 3432.00
Dance 1275.00 1275.00
Spinners 937.50 937.50
Quantrill 625.00 625.00
Hobbies 195.00 195.00
Parish Council 15.00 15.00
Building fund 0.00 0.00 0.00
Grounds 0.00 0.00
Lighting Grant 0.00 0.00 0.00
Water 77.33 -77.33
Deposits 100.00 200.00 -100.00
Management 103.59 -103.59
Electricity 87.00 384.38 -297.38
Property 0.00 531.89 -531.89
Insurance 0.00 702.99 -702.99
Heating 720.00 -720.00
Cleaning 1002.34 -1002.34
2943.98 Check
Total 6666.50 3722.52 2943.98
2024 Trading Profit 2943.98
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**----- Start of picture text -----**
Income 2024BuildLightParish ing
HobbiesCouncilDepoGrantfundElectricityInProperty s itsurance
Quantrill3% 0% 2%1% 0%
9%
Spinners
14% Hire
Other
51%
Dance
19%
**----- End of picture text -----**