## **PORT ISAAC VILLAGE HALL** Registered Charity No. 259406 # Trustees’ Annual Report April 1[st] 2020-March 31[st] 2021 ## Secretary to the Trustees: Denise Littlechild Calenia, 3 Trewetha Lane, Port Isaac, Cornwall PL29 3RN Tel: 01208 880905. Email: portisaacvillagehall@gmail.com ## Names of Trustees Andy Penny – Chairman Denise Littlechild – Treasurer, Secretary & Bookings Secretary Cheryl Webster – Events Manager Sharon Battersby Elizabeth Brown Rosie Brogan Paul Honey Annie Philp Roy Smith Custodian Trustees: St Endellion Parish Council Bank: HSBC Bank 12 Molesworth Street Wadebridge Cornwall PL27 7DB Examiner of accounts: Mary Hopkins ## **Governance** Port Isaac Village Hall was established as a Charity in 1969, Charity Commission scheme amended September 1[st] 2004. The Hall was built as the Temperance Hall in 1895. The Parish Council of St Endellion are the Custodian Trustees of the Charity with the elected Committee of Management are the Managing Trustees of the Charity. ## **Objectives of the Charity** The object of the Charity is the provision and maintenance of a Village Hall for the use of the inhabitants of the Parish of St Endellion without distinction of political, religious or other opinions, including use for meetings, lectures and classes and other forms of recreation and leisure time occupation, with the object of improving the conditions of life for those in the parish. ## **Committee of Management** The Charity Commission document governs the appointment of trustees and the management of the charity. Up to 12 elected members can be annually elected to the Management Committee plus 1 representative member from any regular users of the Hall – these Representative Members have no voting rights. All members, whether elected or representative, must be full-time residents in the Parish of St Endellion. Elected members are appointed at the Annual General Meeting. There was no Annual General Meeting held in 2020 due to Covid – the Charity Commission was advised of this. The existing committee all agreed to carry on in their previous roles. ## **Volunteers** The Village Hall Management Committee is made up entirely of volunteers from our local community. The Management Committee are also reliant on a small group of local residents who volunteer their time and their skills to provide additional support as and when required. ## **Meetings** The committee holds 11 meetings during the year, plus any additional meetings when required. However, during the financial year April 1[st] 2020-March 31[st] 2021 no physical meetings have been held due to Covid-19. As the Hall has been closed throughout the Secretary has regularly updated the committee on financial matters and the progress and completion of building work. ## **Hiring Agreement** Use of the Village Hall is subject to a Hiring Agreement which must be signed by the Hirer when booking. The Hiring Agreement and Conditions of Hire identify the respective responsibilities of each party to the agreement. ## **Licences** The Hall has a Premises Licence to sell alcohol and hold theatrical performances, show films, live and recorded music and performance of dance. The Hall also has a PPL/PRS Music Licence for live and recorded music and a TV Licence for usage of television on the premises. ## **Insurance** The Village Hall has a Commercial Combined Insurance policy with Ecclesiastical Insurance office plc t/as Ansvar Insurance. ## **Building Issues** - Volunteers from the Committee carry out regular maintenance checks. - The mains electrical installation is checked by a qualified engineer every 5 years. - Fire fighting appliances are inspected annually under contract with the supplier. - Oil fired central heating is maintained regularly. ## **Principal Activities in the Hall** The Hall is home for a variety of activities including Stay & Play Group (pre-school), Golden Circle Meetings (older members of the community), Gulls singing group, weekly Community Café, Yoga Group, Art Talks. In addition the Hall is available for hire for private functions including children’s parties, wedding receptions, funeral teas, village social functions and fundraising events. _However, the Hall is been closed throughout this financial year because of Covid._ ## **Funding Strategy** Port Isaac Village Hall is self-funded through revenue generated from hall hire and from various fundraising events held throughout the year. _However, none of these events have taken place during this financial year because of Covid._ ## **Reserves Policy** Port Isaac Village Hall aims to keep a £2500 contingency fund for emergency expenses. All other surplus income is put towards the upkeep and improvements of our Hall. ## **Trustees’ & Volunteers Contribution** Management costs are kept to a minimum through the use of Trustees and volunteers for regular maintenance of the hall. On average 20 hours of Trustee/volunteer time are given each week to cover bookings management and maintenance. In addition, Trustees give 30 hours a month for meetings and 300 hours per annum in organising and running fundraising events. _Obviously with the Hall being closed the Trustees/Volunteers have spent less time working at/ for the hall although the financial and administrative work undertaken by the Treasurer/ Secretary has been a lot more than in usual years due to the building project that was undertaken during the year. When lockdown/Covid restrictions permitted other Trustees/ Volunteers have spent time on maintenance, cleaning and getting everything up and running again after the major building project and ready for opening when allowed._ ## **2020-2021 Achievements** The Trustees work hard to make the Hall attractive to potential users and a measure of their success is the range of users and hall occupancy. This financial year has been another year of great achievement in that we obtained a further £19547 from grants and donations towards the building of a small side extension to the Hall to house multi-access, hall floor level toilets and a storage room plus an enlarged and improved kitchen area. This extension was completed in September 2020. A full breakdown of Ihe income and expenditure for the Charity can be found in the attached annual accounls summary. Declarallon Signed on behalf of Ihe charity's trustees Signalures Full names Andy Penny Denise Littlechild Position Chairman Treasurertsecretaiy Date: ## **PORT ISAAC VILLAGE HALL Registered Charity No. 259406** |**Receipts and Payments Accounts for the period from 1 April 2020 to 31 March 2021**|**Receipts and Payments Accounts for the period from 1 April 2020 to 31 March 2021**|**Receipts and Payments Accounts for the period from 1 April 2020 to 31 March 2021**|**Receipts and Payments Accounts for the period from 1 April 2020 to 31 March 2021**|**Receipts and Payments Accounts for the period from 1 April 2020 to 31 March 2021**|| |---|---|---|---|---|---| |**including Statement of Assets and Liabilities as at 31 March 2021**|||||| ||||||| ||**Unrestricted funds**|**Restricted funds:**|||**Total funds**| |||**Extension &**
**kitchen project**|**Pointing**||| ||||||| |**RECEIPTS**|||||| ||||||| |Grants & Donations||17,047|2,500||19,547| |Hall Hire|30||||30| |Give As You Live|102||||102| |Fundraising|22||||22| |Covid Grants|19,931||||19,931| |Golden Circle for Cafe|886||||886| |Refundable deposits|300||||300| |Bank interest|18||||18| ||||||| |**Total receipts**|**£21,290**|**£17,047**|**£2,500**||**£40,837**| ||||||| |**PAYMENTS**|||||| ||||||| |Shanty Festival|500||||500| |Maintenance/improvements|500||||500| |Extension project|7,872|61,777|||69,649| |Housekeeping expenses|494||||494| |Electricity|403||||403| |Fundraising|169||||169| |Insurance|1,024||||1,024| |Lift maintenance & repair|390||||390| |Phone/Broadband|635||||635| |Fire regulations|99||||99| |Water charges|226||||226| |Golden Circle Cafe|271||||271| |Village Emergency Plan|243||||243| |Deposits refunded|300||||300| |Other|123||||123| ||||||| |**Total payments**|**£13,250**|**£61,777**|||**£75,027**| ||||||| |**Net of receipts/(payments)**|**£8,040**|**(£44,730)**|**£2,500**||**(£34,190)**| ||||||| |**Cash funds last year end**|**£20,427**|**£44,730**|||**£65,157**| ||||||| |**Cash funds this year end**|**£28,467**||**£2,500**||**£30,967**| ||||||| �1 R•colpts and Paym•nts Accounts for th• pwlod from l Aprll *120to ai M•roh 2021 I￿lud￿9 8ts*m•nt ol A￿•1¥ •nd U•bllU•• •• •t 31 M*#h 2021 STATrMENT ovM•mfvwD LL4IILmuA8AT li IiARC•I >)29 B•lonWThJ to: CMhlthid• Trv8ouFei ACWMI 12.051 IADngy mvdagorACc￿ 18.898 Cash UQ.•67 £20,467 As•gts fgl•lnod lorthè ch•rftykn own Biilldiny- Port 1sa•c Viiiage Hdl Cothitnis In￿rance v&bJ• (900.000 v*J• £10,000 Eitciionic and compuler ewlpmeni u￿￿tI•l 81gn4*Jr• nl n•m• O*t• ol *rrfoty*l knly Ponry ChwnTW¢ Port lsDac Vilknllo Hdl INDEPENDEMf EXAMINER'S REPOFrr TO THE TRUSTEES OF PORT ISAAC VILLAGE HALL Registerod Charity No. 259406 I report to the trustees on my examination of the accounts of Port Isaac Village Hall (the Trust) for the year ended 31 March 2021. Responslbllttles and basls of report As the charity trustees of the Trust you are reswnsibl8 for the preparation of the accounts in accordance with the tpquirements of the Charities Act 2011 ('the Act?. I report in respect of my examination of the Trust¥ accounts canied out under wtion 145 01 th8 2011 Act and in carying (yjt my examination I have followed all the applicable Direcllons givan by the Charity Commission under ￿tIOn 145(5Xb) of the Act. Independent ex8mlnets ststement I have complel&J my e￿￿Mination. I confirn that no material matters hav8 come to my att8ntion in connection with the examination giving me cause to believe that in any material respect: 1. accounting records were not kept in r8SP8Ct of the Trust as requir&J by section 130 of the Act: or 2. the accounts do not accord with those records. I have no concerns and have com6 across no other matt8rs In conn8ction with the examination to which attantlon should be drawn in this report in order to er￿ble a proper understanding of the accounts to b8 r8ach8d. Signed: Name: Mary Hopkins R8tir8d Chartered Accountant Address: Hlgher Moon. Tintagel Terrace, Port Isaac PL29 3SE Date: g 2011