2025-04-30-accounts

Trustees’ Annual Report for the period

From: 1 May 2024 To: 30 April 2025

Charity name: Claypole Village Hall

Charity registration number: 228354

Objectives and Activities

	SORP reference
Summary of the purposes of the charity as set out in its governing document	Para 1.17	“To be used in perpetuity as a non- sectarian and non-political place of recreation mental and physical culture and social intercourse under the name of Claypole Village Hall for the advantage and benefit of the inhabitants of Claypole“.
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 is used for community groups, such as Girl Guiding, Claypole Women’s Institute, Crafty Cuppa Club, Claypole Cinema Club, as well as for fitness classes, craft workshops, family fun days, the annual village litter pick, seasonal activities, training and business meetings, national occasions, and for family gatherings and celebrations.
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit	Para 1.18	We can confirm that the Trustees have had regard to the Charity Commission’s guidance on public benefit

Additional information (optional) You may choose to include further statements where relevant about:

	SORP reference
Policy on grant making	Para 1.38	n/a
Policy on social investment including program related investment	Para 1.38	n/a
Contribution made by volunteers	Para 1.38	The Village Hall is managed solely by team of committed volunteers with a wide range of skills – fundraising/bid writing, finance/accountancy, admin & project management, health & safety, DIY, gardening & horticulture to name a few. We are incredibly grateful for each and every contribution by management team & social team volunteers.

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	Claypole Village Hall has had another successful year. Having completed extensive internal renovations in the previous 2-3 years, in 2024-25 the team’s efforts shifted to the external spaces. In August, the Hall was awarded £24k by the UK Shared Prosperity Fund to upgrade the car park – a further £5k of hall funds was used as match funding and, following a generous bequest from Mrs Margaret Barron, the project was extended to upgrade all the pathways around the Hall. This upgrade has had a significant impact on accessibility for all hall visitors and has created a much-improved first impression for hirers and their guests/attendees. There have also been improvements made to the paddock area – 3 new seating areas, extensive planting and, in Autumn 2024, the Hall was awarded 6 fruit trees to create a mini community orchard, and these were planted by a team of volunteers in February 2025. When they fruit for the first time in 2026, the Hall will host jam-making & preserving workshops and some of the produce will go to the on-site coffee shop. The Hall continues to be popular for wedding hires – these larger/longer bookings provide additional funds, which are much needed for the maintenance of a 102-year-old building and allow community activities to be maintained at affordable hire rates. The management team has put in place clear limits to ensure that there is a sensible balance between wedding hires and the Hall’s core purpose as a community space. This wedding revenue ensures that funds are available for bigger expenditure (e.g. 2 new boilers fitted in September 2024 and the investment in new crockery, cutlery & glassware in May 2024). The team is delighted to have welcomed new activities to the Hall: 2 book clubs, children’s cookery workshops, pilates classes, crochet club, sewing workshops and Little City pre-school role play, and also to have welcomed corporate hirers to the Hall – organisations who wish to host their events/training sessions in excellent facilities at a sensible cost, whilst contributing to their local, rural economy.

In terms of events during the year, the Hall hosted a garage sale safari, a summer fun day, a harvest festival ceilidh, wreath making workshops, a board games night, the village litter pick, as well as its monthly cinema club and a range of pop-up takeaway nights.

Additional information (optional)

You may choose to include further statements	You may choose to include further statements	where relevant about:
Achievements against objectives set	Para 1.41	n/a
Performance of fundraising activities against objectives set	Para 1.41	n/a
Investment performance against objectives	Para 1.41	n/a
Other		n/a

Financial Review

Financial Review
Review of the charity’s financial position at the end of the period	Para 1.21	The charity continues to be in a robust financial position. There are sufficient reserves to fund 6 months of working capital, if hall hire were to cease being open for hire unexpectedly.
Statement explaining the policy for holding reserves stating why they are held	Para 1.22	The Management Team has discussed the following factors in setting out the Reserves Policy: • Money should only be kept in reserve for specific reasons. These shall include: holding funding awards/bequests whilst securing the total sum required for a project, to fundraise for a specific event or project, to meet the costs of a medium/long term buildings maintenance plan • A requirement to have 6 months working capital costs in cash reserves in case of a major problem such as a loss of income • To hold back 20% of hall hire and Side House rental income for any minor works likely to need doing in any one year. • To hold back an amount in cash reserves for match funding entered on a funding application for capital projects. It is the policy of the Village Hall to hold in reserves the equivalent of 6 months working capital requirements. Decisions on spend from the reserves will be made by the majority of the Management Team, and any expense over £5,000 has to be authorised by two of the Trustees. Where practical, decisions should be reached at a Management Team meeting, but Trustee approval can be given via email if they are unable to attend.
Amount of reserves held	Para 1.22	£21,445 is held under the reserves policy
Reasons for holding zero reserves	Para 1.22	Not applicable
Details of fund materially in deficit	Para 1.24	Not applicable
Explanation of any uncertainties about the charity continuing as a going concern	Para 1.23	None currently.

Additional information (optional) You may choose to include further statements where relevant about: The charity’s principal Para 1.47 sources of funds (including any fundraising) Investment policy and Para 1.46 objectives including any social investment policy adopted A description of the principal Para 1.46 risks facing the charity Other

Structure, Governance and Management

Description of charity’s trusts:
Type of governing document	Para 1.25	Trust Deed
How is the charity constituted?	Para 1.25	Unincorporated
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	Candidates for appointment as trustees shall be proposed and seconded by two persons qualified as parishioners to vote at the election at the AGM. These may be existing Committee members. Candidates should have a proven local connection to the Parish of Claypole. Notice of intention to stand should be made at least 14 days in advance of the meeting and advertised by the usual published and electronic methods of communication. Trustees should serve for a 3-year term and then either stand down or stand for re-election at the next AGM. Trustees can also be co-opted where a specific need is identified by the Committee.

Additional information (optional) You may choose to include further statements where relevant about:

Policies and procedures Para 1.51 adopted for the induction and training of trustees The charity’s organisational Para 1.51 structure and any wider network with which the charity works Relationship with any related Para 1.51 parties Other

Reference and Administrative details

Charity name	Claypole Village Hall
Other name the charity uses	None
Registered charity number	228354
Charity’s principal address	Claypole Village Hall, Main Street, Claypole, Lincolnshire, NG23 5BA

Names of the charity trustees who manage the charity

1 2 3 4 5 6 7 8	Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee (ifany)
	Canon AnthonyTucker	Retired Rural Dean
	Bridget Rosewell	Churchwarden
	Dean Revill
	John Padley	Churchwarden
	Graham Briggs

– Corporate trustees names of the directors at the date the report was approved

Director name Not applicable

Name of trustees holding title to property belonging to the charity

Trustee name	Dates acted if not for whole year
Not applicable

Funds held as custodian trustees on behalf of others

Description of the assets held in this capacity	Not applicable
Name and objects of the charity on whose behalf the assets are held. and how these fall within the custodian charity’s objectives	Not applicable

ectives Details of arrangements for safe custody and sagregation of such assets from the charity's own assets Not applicable Addltlonal Inforniatlon {optlonal Names and addresses of advisers {Optlonal informatlon) Typ& of Name Address adviser None Name of chlef execullve or names of senlor staff members {Opiional Informatlonl Not applicable Exèmptions from disclosure Reason for non-disclosure of ke None ersonnel details Other o tlonal Inforniatlon Declarations Tho trusteos declare that they have approved the tNstee8' report above. Slgned on bohalf of the charlty's trustees Slgnature{sl Full name(sl o ktytier Position (e.g. Secretary, I Chair. et¢l,' Trustee Trustee Date lo"&

Claypole Village Hall

Apr-25

Income and expense summary

Year ended 30 April 2025

Income Hall hire and rent received charitable activities Grants and funding donations and legacies Deposit account interest received investment income Total income Expenses Light & heat Council tax and water Insurance Cleaning Repairs & maint VH events Other expenses Total expenses	YEAR YEAR YEAR YEAR 2025 2024 2023 2022 47,721 30,178 17,867 13,717 30,515 29,393 1,447 26,914 556 502 55 - 78,792 60,074 19,370 40,631 7,148 6,392 3,309 1,620 1,208 1,097 953 497 2,363 2,152 1,545 1,392 3,653 3,766 1,719 1,133 42,541 51,724 23,788 5,210 5,276 3,548 664 3,568 2,986 842 878 - 65,175 69,522 32,855 13,421 13,617 9,448 - 13,485 - 27,211	Bank account summary Opening bank balances Closing bank balances	£ 36,095 49,711 13,617 £ 21,445 1,083 18,049 also includes deferred income 40,577
		Cash in/(out)flow	13,617
		Reserves held Side House deposit Deposits held**
Cash in/(out)flow for theperiod	13,617 9,448 - 13,485 - 27,211

**Deposits and future income (still refundable if cancelled)

CHARITY COMMISSION FOR ENGLAND ANO WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Roport to the trustees CLAYPOLE VILLAGE HALL On accounts for the year ènded TH 30 APRIL 2025 Charity no {if any) 228354 Set out on pages I report to the trustees on my examination of the accounts of the above charity ("Ihe Trust"} for the year ended YD OLF 10 Responsibilities and basis of report As the charity's trustees, you are responsible for the preparation of thé accounts in a¢cordanc8 wilh the requirements of the Charities Act 2011 ("the Act.). I report in respect of my examination of the Trust's accounts Garried 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 145151(bl of the Act. Independent examinerfs statement I have completed my examination. I confimi that no material matters have come to my attention in connection wilh the examination {other than that disclosed b8low "I which gives me cause to believe that in, any material respect-. the accounting records were not kept in accordance with section 130 of the Charities Acl., 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 'true and fair, view which is not a matter onsidered as part of an independent examination. I have no concems and have com6 across no other matters in connection with the examinaliDn to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Please delete the words in the brackets if they do not apply. Signed: Date: Name: ELIZABETH TAYLOR Relevant professional qualification(s} or b(￿Y ICAEW IER Oct 2018

{If anyl: Address: 4 FRANKLIN WAY CHERRY WILLINGFIAM LINCOLN- LN3 4GL Section B Disclosure Only complete if the examiner needs to highlight material matters of conc8rn (see CC32, Independent examination of charity accounts-. dir8Ctions and guidaTr￿ for examiners). Glve hére brlef detalls of any Items that tha èxamlner w18ho3 to dl8c1088. IER Oct 2018