## **Trustees' Annual Report for the period**
Period start date Period end date 1[st] April 2023 31st March 2024
**From To**
## Section A Reference and administration details
**Charity name**
Clayhidon Village Hall
**Other names charity is known by**
**Registered charity number (if any)** 1197691
**Charity's principal address** Clayhidon Village Hall Battle Street Clayhidon **Postcode EX15 3Pl**
## **Names of the charity trustees who manage the charity**
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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body) entitled**
**to appoint trustee (ifany)**|
|---|---|---|---|---|
||Neil Carter|Chairperson|||
||David Trezies|Secretary|||
||David Bearne|Treasurer|||
||Anne Langford|Trustee|||
||Douglas Goodship|Trustee|||
||Valerie Slabbert|Trustee|||
||Bridget Drew|Trustee|||
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## **Names of the trustees for the charity, if any, (for example, any custodian trustees)**
**Name Dates acted if not for whole year**
March **2012**
**TAR**
1
## **Names and addresses of advisers (Optional information)**
|**Type of adviser**|**Name**
**Address**|**Name**
**Address**|
|---|---|---|
|**Accountant**|Lynsdey James|9 High Street Wellington TA21 8QT|
||||
||||
||||
## **Name of chief executive or names of senior staff members (Optional information)**
## **Section B Structure, governance and management**
## **Description of the charity’s trusts**
Model Constitution Type of governing document (eg. trust deed, constitution) Charitable Incorporated Organisation How the charity is constituted (eg. trust, association, company) Appointed by the Trustees Trustee selection methods (eg. appointed by, elected by)
## **Additional governance issues (Optional information)**
The Trustees have completed an annual Fire Safety Assessment, Fire You **may choose** to include Equipment Check, Asbestos Survey and report and acted on additional information, where recommendations 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.
## **Section C Objectives and activities**
**Summary of the objects of the charity set out in its governing document**
The object of the CIO is the provision and maintenance of a village hall for the use of the inhabitants of the Parish of Clayhidon in the County of Devon and the neighbourhood without distinction of sex, sexual orientation, age, disability, nationality, race or 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.
March **2012**
**TAR**
2
The Charity manages the Village Hall and facilitates the use by Parishioners. This includes the regular bookings by clubs and societies private hires for celebrations lectures and training courses
The management committee run Film Nights, Café mornings and Breakfast Clubs throughout the year
The local Art Group and Badminton Club use the hall weekly The CIP project use the hall weekly
**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)**
## **Additional details of objectives and activities (Optional information)**
We have a group of Volunteers who support Village Hall events including preparing the main hall and stage, table set up food preparation and bar management
You **may choose** to include further statements, where relevant, about:
- policy on grantmaking;
- policy programme related investment;
We have a booking clerk and caretaker employed as a sub- contractor who oversees private hires and live events run by the Trustees also manages cleaning contractors
The caretaker is a member of the Hall management committee
The Trustees were mandated to further proposals to extend and refurbish the hall in 2017 This work has included preparing a planning application and refurbishment proposals for updating the hall heating system kitchen fittings
- contribution made by volunteers.
March **2012**
**TAR**
3
Section D Achievements and performance
## **Summary of the main achievements of the charity during the year**
The Charity secured lottery funding to facilitate upgrading of our dated Audio-Visual system with a ceiling mounted projector surround sound and hearing loop This has enhanced the experience of our users and met our statutory obligations
We have updated our Fire Safety Certificate completed a periodic Asbestos Report and Survey and implemented recommendations Completed our 5 yearly electrical test and report
We have supported a full day First Aid Training course for the community
The Trustees commissioned a user survey to ensure we meet the needs of our community
The Treasurer has set up a 1 ear fixed term Charity Savings Account using surplus funds
from the current account of £25000 This will will generate sufficient interest
to cover the majority of our energy costs on the year
March **2012**
**TAR**
4
## **Section E Financial review**
The Charity Current account and savings total £46325.78 **Brief statement of the** This includes a Deposit account of £25000 with the Charity Bank **charity’s policy on reserves** Trustees have set aside these funds for future drawdown and to generate an investment bonus at year end The balance retained in the current account ensures adequate working capital to fund running costs and to meet our statutory obligations **Details of any funds materially in deficit Further financial review details (Optional information)**
- The Charities main source of funds is from hall hires and events
- You **may choose** to include managed by the Trustees. Additional funding has been sourced from the
- additional information, where Parish Council and some private donations
- relevant about: the charity’s principal Lottery funding was secured to allow updating of the current audio -visual
- sources of funds (including system and to provide installation of a hearing loop
- any fundraising);
- how expenditure has supported the key objectives 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)**
March **2012**
**TAR**
5
|**Full name(s)**
**Position (eg Secretary, Chair,**
**etc)**
**Date**|David Bearne||
|---|---|---|
||Treasurer||
||31/08/24||
March **2012**
**TAR**
6
Accounts to 31 Marth 2024
Hlres
Parish Councll Grant
Events
1781AO
1276.
9.604AI
6.823.39
Donatims
Mtsc
Fllm
6.325.55
I75.)
190.
42&70
18.711.76
14895.39
75.23
693.87
Electhcfjty
MaintenarKe
Bar5tocks
Events
Insurance
Annual Accoutlts
M15c & Prof
Nlm hire
Fwiures & Frtti
&J3.71
358&21
IA5&62
1487.14
979.
250.14
3.036
9.031.39
49Q98
3.623.13
532.94
1,038.86
s.03
11.992.77
1803.27)
197381
2.00
45.788.71
L14034
Curyent Account
45A90.39
L136.04
47.129.05
47.22&43
l Funds
46Jsn
47.129AIS
Cash
rrent
Dep05tt ftt
2.17
45.788.71
1.140.34
21.125.78
25.C#XJ.(
47.129.05
CHARITY COMMISSION
FOR ENGLANO ANO WALES
Independent examiner's report on the
accounts
Section A
Independent Examiner's Report
Report to the trusteesl
members of
Clayhidon Village Hall
On accounts for the year
ended
31. March 2024
Charity no
(if any)
300795
Set out on pages
Altached
I report lo the trustees on my examinalion of the accounts of the above
charity {"the Trusl'l for the year ended 3110312024.
Responslblltles and
basis of report
As the charity's trustees, you are responsible for the preparation of the
accounts in accordance with the requirements of the Charities Act 2011
I'lhe Act'l.
I report in respect of my examination of the Trust's accounts carried out
under section 145 of the 2011 Act and in carrying out my examination, I
have followed all the applicable Directions given by the Charity Commission
under section 14515llbl of the Act.
Independent
examiner's statement I have completed my examinalion. I confirm that no material matters have
come to my attention in connection with the examination which gives me
cause lo believe that in, any material respect..
the accounting records were not kept in accordance with section 130
of the Charities Act., or
the accounts did not accord with the accounting records., or
the accounts did not comply with the applicable requirements
concerning the form and content of accounts sel out in the Charities
(Accounts and Reports) Regulations 2008 other than any requirement
that the accounts give a 'lrue and fair, view which is not a matter
considered as part of an independent examination.
I have no concerns and have come across no other matters in connection
with the examination to which attention should be drawn in this report in
order to enable a proper understanding ofthe accounts lo be reached.
Please delete the words in the brackets if they do not apply.
Slgned".
Date:
3 May 2024
Name:
Lyndsey James
Relevant professional
qualification(s) or body
lif any>:
FCA
Address:
9 High Street
Wellington
IER
Oct 2018
Somerset
TA218QT
Section B
Disclosure
Only complete rf the examiner needs to highlight material matters of Gonrn
(see CC32. Independent examination of charity accots.. diredions and
guidan for eXMIerS).
Give hore brfof details of
any items that the
examlner wishes to
disclose.
IER
Oct 2018