Clyst St Mary Vlllage Hall CIO Registered Charlty No. 1201460 Annual Report and Financial Statements For the year ended 31st December 2024 Chalrman: Mr Robert Hatton 14 Clyst Valley Road Clyst St Mary Bank: Lloyds Independent Examiner; Kelth Davld Tuvey FCCA Redwoods, Chartered Certified Accountants 2 Clyst Works, Clyst Road, Topsham, Exeter, EX3 ODB
Page I Registered Charlty No. 1201460 Clyst St Mary Village Hall CIO - Annual Report for 2024 Constltutlon Clyst St Mary Vlllage Hall CIO was established and the constitution approved by the Charity Commlssloners in 2023. The new charlty replaced the Clyst St Mary Vlllage Village Hall commlttee, a charity established by a Declaration of Trust dated 25th May 1977. The new charity began operating on 6th March 2023 after the AGM whSch was the flnal meeting of the old charity. A Vesting Declaratbon signed on 24th June 2023 transferred all asset5 and Ilabllitie5 Of the old charity to the new CIO. The alms and purposes of the new charlty and the dutles and responslbllltles of Trustees are, a5 the prevlous charltvi to hold upon trust for the purposes of a vlllage hall for the use of the inhabitants of the Parishes of Clyst St Mary and Sowton in the County of Devon wlthout dlstinction of polltlcal, rellgious or other opinions Including use for meetings, lectures and classes and for other forms of recreation and leisure-time occupatlon with the oblett of irnprovlng the onditlons of life of the said Inhabitants. The Trustees have the duty of promotlng the use of the vlllage hall by the local ond wlder community. They also have responsibllities for malntenance and Improvements to the hall and grounds. The Trustees have had regard to the Charlty Commlsslon guldance on publlc benefit in carrylng Out thelr responslbllltles. Membershlp The orlglnal Trustees were elected at the 2024 Annual General Meetlng. New Trustees wlll be appolnted by the existlng Trustees to fill vacncies and provlde addltional skllls. Meetlngs of the Trustees are advertlsed Sn advance and open to the public and hall user5 are encouraged to attend meetlngs but do not have a vote. There are no polocles or procedures for inductlon and tralnlng of new Trustees. There are no ex-offlclo members. the Chalmlan, Secretary and Treasurer are appointed at a meetlng after the AGM, The Commlttee currently has 4 Tnjstees. Meetings are held bl-monthly In Januaryi March, May, Julyi September and November, The AGM Is held in March. All meetlnq5 are open to the publlc Durlng the year the followlng seNed as Trustees.. Peter Cusa Rob Hatton Ro9er Norman Peter Edwards Peter Caln Secretary Chalman (reslgned AGM 2024} Treasurer Commltte The Vlllage Hall CIO does not appolnt èny statutory sub-commlttees. A5 and when requlred, SLFb-comrnlttees are ppointed to fulfll speclfic remits. These can Include Trustees and other nomlnated members. There are currently no sub-commlttees. Revlew of the Year Meetlngs of the CIO were held In January, March, Aprll, July. September and November. All meetlngs apart from the AGM were held In the parlsh councll offlce. We renewed contracts for cleanlng, booklng servlces and bulldln9 supervislon. all of which are working well. The webslte and facllities for booklng whlch are operated by All West contlnue to produce a good level of occupatlon for the hall. There have been few problems with payment of mlsuse of facilities by hIr$. Dutles of the Bulldlng Supervisor, Shaun Perry. were extended to cover all aspects of hall maintenance. En addltion to carrying out regular inspections, Shaun has organised and 5upervlsed a number of maintenance works durfng the year. The main hall floor was stripped and resUrfad In April, following which a deep dean was carrled out.
Page 2 Charlty No. 1201460 Clyst St Mary Village Hall - Annual Report for 2024 (Continued) Review of the Year Continued Improvements to the hall carried out during the perlod Include- the refurbishment and redecoration of the stage area. Including the removal of the rear partition wall provision of electricity and lighting to the storage container Work on the footpath from the Greenspire development through village hall land, which has been promoted by the parish council and was the subject of a S106 contribution, was carrbed out In the Summer holiday period. We are very pleased with the effect the new footpath ha5 had on the setting of the hall. The new footpath has street li9hts which improve the security of the hall and make evening use of the car park more convenient. We also took the opertunity presented by the lighting work to add a street lamp at the steps to the hall tts irnprove safety. An Easement agreement COVeng the work has been slgned by the parish council and the CIO. The Chalrman attended a seminar organlsed by EDDC on the East Devon Carbon Action Fund. As part of this Initiatlve, 2 reports were produced for the CIO, the Carbon Footprint Report and the Carbon Retluctlon Actlon Plan. These will guide the CIO In future artions to reduce our carbon footprint as equipment Is replaced. The Environmental Pollcy, Safeguardlng Pollcy and Data Protection Policy were revlewed and updated. Flnances Income and expenditure details are 9iven in the Financial Report whlch also sets out the assets of the CIO. Insurance cover of the hall and contents is regularly reviewed. The Trustees have no policy on reserves but efforts are made to ensure that larger Items of routlne maintenènce are planned. Fund Ralslng The Trustees do not carry out any slgnlflcant programme of fundralslng. Grants are sought as approprfate for Improvement works. The Year Ahead We wlll contlnue wlth our efforts to Improve our facllltles by the provislon of the annexe. We have slgnificant funds to contrlbute towards thls work. Other improvements which a proposed to be carrled out In 2025 Include: Provldlng new Ilre and entrance door5 Improving the audio vlsual facllitles Rearranglng thalr and table storage Handrall to entrance steps The present constltutlon only allows for Indlvlduals to become trustees but In vlew of the fact that It was becoming dlfficult, if not Impossible, to attract new trustees, the constitutlon is to be amended to allow for corporate trustees to be appointed. Thls wlll allow us to formally invlte the Parlsh Council to become a trustee and potentlally, sublert to thelr approval, to take over the running of the hall should there be no Trustees able or willing to fulfil thls role. My thanks go to all Trustees for their support. Thanks also to our Bookings Officer, Ali West. our Buildings Supervlsor, Shaun Perry and our Cleaning Contractor Adam Hurst for their contlnulng efforts to support the operatlon of the hall. Flnallyi thanks to Roger Nomian, who retlred as a Trustee at the 2024 AGM, for all his work for the charlty over many yeats. Rob Hatton (Chairman) January 2025
Page 3 Registered Charity No. 1201460 Independent Examlner's Report to the Committee (Trustees) of Clyst St Mary Village Hall I report to the trustees on my examlnatlon of the accounts of the Clyst st Mary Village Hall (the Trust) for the year ended 31st December 2024. whlch are set out on pages 4 and 5. Re$ponslbllltles and ba•1$ ol report As the charity trustees of the Trust you are responsible for the preparatlon of the accounts In accordance wlth the requlrements of the Charltles act 2011('the Act,) I report in respect of my examinatlon of the Trust's accounts carrted out under 5ertion 145 of the 2011 Art and in carrying out my exafnination I have followed all the appllcable Dlrettlons glven by the Charlty Commlssion under sertion 145{51(bl of the Act. Independent •xamlner'8 St•t•m¢nt I have completed my examlnatlon. I confimi that no material matters have come to rny attention In connection with the examinatlon glvlng me cause to belleve that In any materlal respect- l. accountlng records were not kept In respert of the Twst as requlred by sectlon 130 of the Act; or 2. the accounts do not accord with those records I have no concerns and have come across no other matters In connectlon wlth the examlnatlon to whlch attentlon should bé drawn In thls reprt In order to enable a proper understandbng of the accounts to be reached. Ith Davld Tuvey FCCA Redwoods, Chartered Certified Accountants 2 Clyst Works Clyst Road Topsham Exeter EX3 ODB 14th March 2025 Date
Page 4 Registered Charity No. 1201460 Clyst St Mary Village Hall CIO Income and Expendlture Account for the 12 months to 31st December 2024 12 months to 3111212024 6 months to 3111212023 In¢om• Lettlngs Wayleaves Grants and Donations Solar Panel Feed In Tarlf Sundry Income Interest Recelved 34,978.22 9.47 15,112.76 7.00 2,807.81 3,482.84 3,851.00 1,457.24 213.82 43 778.77 18 141.39 Expendltur• Cleanlng Contractor Cleanlng Materlals Internet, Phone, Prfntlng and Statlonery Rates & Water Rates Heat & Llght Insurance Repalrs and Malntenance Hall Cost Sundrles 5,925.00 879.89 464,32 2,085.43 2,716.25 1,160.59 7,545.85 8,429.74 127.78 2,310.00 314.98 248.59 331.69 (157.17) 256.38 2,514.77 1,047.20 29 334.85 Surplus of Income over Expendlture 14,443.92 11,274.95 Glfttrransfer from Clyst Salnt Village Hall 282,376.76 Our Effectlve Worklng Surplus was 14 443.92 293,651.71
Page 5 Registered Charity No. 1201460 Clyst St Mary Village Hall CIO Statement of Assets and Liabilitles as at 31st December 2024 Note 2024 2023 Flxed Assets Village Hall Addltlons durlng year 160,778.01 160 778.01 160,778.01 160,778.01 Flxtures and Fittlngs Addltlons during year 79,590.62 79 590.62 79 590.62 240,368.63 79 590.62 240,368.63 Curront Assets Lloyds bank - General Account Lloyds bank - Deposlt Account Lloyds bank - Flxed Term Depost Account 20,924.87 5,410.02 41 392.11 67,727.00 7,938.19 5,344,89 40 000.00 53,283.08 Current Llabllltl•s Loans from Members of the Communlty 67,727.00 53,283.08 308 095.63 293 651,71 Funded by.. Accumulated Account at 1st January 2024 293,651.71 Surplus of Income over Expendlture for the year 14,443,92 293,651.71 308 095.63 293 651,71