## **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