Trustees’ annual report (including Directors’ report) for the period
From: 1[st] February 2025
To: 31[st] January 2026
Charity name: Probus Village Hall
Charity registration number: 300593
Company number: N/A
Objectives and activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The provision and maintenance of a village hall for the use of the inhabitants of the Parish of Probus, without distinction of political, religious or other opinions, including use for meetings, lectures and classes, and for other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the said inhabitants. |
| 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 |
During the year, the charity carried out the following principal activities in furtherance of its objects and for the public benefit: • Operated and maintained Probus Village Hall as a community facility available for regular and occasional hire by local residents, voluntary organisations, community groups and charities. • Provided affordable access to space for meetings, social, recreational, educational and cultural activities, including clubs, classes, performances and community events. • Prioritised access for community and charitable users who might otherwise be unable to afford suitable premises, in line with the charity’s objects. • Managed and delivered significant improvements to the hall’s facilities and infrastructure, enhancing accessibility, safety and usability for all users. • Actively promoted increased use of the hall in order to strengthen long-term sustainability while |
| maintaining the hall’s community-focused ethos. In carrying out these activities, the trustees sought to balance affordability with financial sustainability, ensuring that income generated from hire charges and grant funding was reinvested into the maintenance, repair and improvement of the hall in accordance with the governing document. |
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|---|---|---|
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The trustees have had due regard to the Charity Commission’s guidance on public benefit and believe that the charity’s activities during the year have provided clear public benefit by: • offering inclusive and accessible facilities for the benefit of the inhabitants of the Parish of Probus, • supporting social interaction, learning, recreation and wellbeing, and • improving local quality of life through the provision of a well-maintained community asset. Use of the hall is open to the whole community without discrimination, and activities carried out within the hall are consistent with the charitable purposes set out in the governing document. |
Additional information (optional) You may choose to include further statements where relevant about:
| SORP reference | ||
|---|---|---|
| Policy on grant making | Para 1.38 | The charity does not operate a grant-making programme. All income received, including grants and donations, is applied directly to the maintenance, repair, improvement and operation of Probus Village Hall in furtherance of the charity’s objects. |
| Policy on social investment including program related investment |
Para 1.38 | The charity does not currently undertake social investment activities. Funds are held and applied solely to further the charity’s objects through the provision and maintenance of the village hall, in accordance with the governing document. |
| Contribution made by volunteers |
Para 1.38 | The charity is run entirely by volunteers. Trustees and committee members give their time freely to manage governance, compliance, finance, hall bookings, maintenance oversight, grant administration and community engagement. |
| In addition, volunteers support fundraising activities, events, routine upkeep and liaison with user groups. Without this voluntary contribution, the charity would be unable to operate or to maintain the hall for the benefit of the community. |
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|---|---|---|
| Other | Fundraising during the year consisted primarily of grant applications and modest local fundraising activities. The trustees seek external funding where appropriate to support capital improvements and major repairs, recognising that such projects are beyond the scope of normal operating income. All fundraising activity is carried out in a manner consistent with the charity’s objects and with due regard to proportionality and reputational risk. |
Achievements and performance
| 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 | The charity experienced a positive year, with usage levels maintained from the previous year. It is possible the hall is approaching maximum capacity. Holding and maintaining volunteer and trustee capacity was a challenge, with several significant resignations and difficulty replacing them - most significantly the Treasurer role. The trustees identified and prioritised key future projects, including improvements to storage and roof infrastructure, ensuring a clear forward plan for maintaining the hall’s long-term viability. |
|---|---|---|
Additional information (optional) You may choose to include further statements where relevant about:
| Achievements against objectives set |
Para 1.41 | During the year, the trustees focused on stabilising use of Probus Village Hall, improving facilities, and strengthening the charity’s financial position. Key achievements against these objectives included: • drafting and approval of a new CIO model constitution, which is now with the Charity Commission for review. |
|---|---|---|
| • Moved to a new finance software system, with improvements in automation, reporting and accounting. • Significant effort in a grant application for Community Infrastructure Levy (CIL) funding for improvements to storage, insulation and repairs. The outcome will be known later this year. • Grant funding from Sport England to repaint the badminton court, to include Pickleball markings, opening up new sport opportunities for hall users. • Drafting of a new website to help with bookings, terms and conditions, showcase the versatility of the hall and provide technical information on how to use equipment. The trustees consider that these outcomes demonstrate positive progress towards the charity’s objectives of providing and maintaining a village hall that improves the conditions of life for the inhabitants of the Parish of Probus. |
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| Performance of fundraising activities against objectives set |
Para 1.41 | The trustees’ fundraising objective during the year was to secure external funding to support major capital improvements that could not be met from routine operating income. In addition to grant funding, modest local fundraising and income-generation activities contributed to the charity’s overall financial resilience. The trustees remain mindful of the need to balance fundraising activity with volunteer capacity and proportionality. |
| Investment performance against objectives |
Para 1.41 | The charity does not hold significant investments other than modest cash balances held to meet operational and contingency needs. Any surplus funds not required for immediate working purposes are held in accordance with the governing document. During the year, the trustees’ objective was to ensure that available funds were applied effectively to further the charity’s objects rather than to maximise financial return. The trustees are satisfied that funds were deployed appropriately to support the maintenance and improvement of Probus Village Hall, and that this approach represents the best outcome for the charity and its beneficiaries. |
Other
Financial review
| Financial review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | For the year ended 31 January 2026, the charity reported total income of £29,485 and total expenses of £23,579. Earnings before depreciation and extraordinary items were £5,906. After depreciation of £7,781, the charity reported a deficit for the year of £1,875. This contrasts with the prior year surplus of £65,304, which was primarily attributable to significant grant funding associated with capital improvements. The 2025/26 results therefore show that the underlying operation of the hall remained positive before depreciation, with hire and service income broadly maintained at £22,491, supported by donations and grants of £6,894. At the year end, the charity held total funds of £75,261 (2025: £77,136), represented by fixed assets of £56,247 and cash balances of £19,014, with no liabilities outstanding at 31 January 2026. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | The trustees’ policy is to maintain sufficient unrestricted reserves to: • meet short-term operating commitments, • manage cash-flow fluctuations, and • provide resilience against unexpected expenditure. The trustees recognise that the charity’s primary asset is the village hall itself and that future capital projects, including storage, insulation, roofing and repairs, remain beyond the scope of normal operating surpluses. |
| Amount of reserves held | Para 1.22 | At 31 January 2026, total funds stood at £75,261. Cash reserves held at bank and in hand were £19,014, with no liabilities outstanding. Trustees consider this level appropriate in the context of: • recent grant-funded capital investment, • known future maintenance requirements, and • the need to protect the charity against rising operating costs. |
| Reasons for holding zero reserves |
Para 1.22 | Not applicable. The charity does not hold zero reserves. |
|---|---|---|
| Details of fund materially in deficit |
Para 1.24 | There were no funds materially in deficit at the end of the reporting period. |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | The trustees believe that the charity remains a going concern. While rising costs and future capital needs present challenges, sustained usage, careful financial management, and ongoing fundraising and grant activity provide confidence in the charity’s continued operation. |
Additional information (optional) You may choose to include further statements where relevant about:
| The charity’s principal sources of funds (including any fundraising) |
Para 1.47 | The charity’s principal sources of income during the year were: • hire charges for the use of Probus Village Hall by community groups, voluntary organisations, charities and other users; • donations and grants received during the year, totalling £6,894; and • modest income from product sales and bank interest. The trustees aim to maintain affordable hire rates for community and charitable users, while generating sufficient income to meet running costs and contribute towards the ongoing maintenance and improvement of the hall. |
|---|---|---|
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | The charity does not have a formal investment policy and does not undertake social investment activities. Surplus funds not required for immediate working purposes are held in cash with the charity’s bank, in accordance with the governing document. The trustees’ objective is to safeguard the charity’s funds and ensure that resources are available to support the maintenance, repair and improvement of Probus Village Hall, rather than to maximise financial return. The trustees consider this approach appropriate given the charity’s objects and the need to apply funds directly for the benefit of the community. |
| A description of the principal risks facing the charity |
Para 1.46 | The trustees have identified the following principal risks facing the charity: • Financial sustainability, particularly the impact of rising energy, utility, labour and |
| contractor costs on the affordability of hall operations. • Future capital maintenance requirements, including significant projects such as storage, insulation, roofing and repairs, which may require external funding. • Reliance on volunteers, as the charity is run entirely by unpaid trustees and helpers, creating a risk should volunteer capacity reduce. • Regulatory and governance risk, including the need to maintain appropriate financial controls, records and compliance with Charity Commission requirements. These risks are mitigated through regular financial monitoring, forward maintenance planning, active recruitment of trustees and volunteers, careful governance oversight, and the pursuit of grant funding and other income sources where appropriate. |
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| Other |
Structure, governance and management
| Description of charity’s trusts: |
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|---|---|---|
| Type of governing document: for example,trust deed, memorandum and articles of association etc |
Para 1.25 | The charity is governed by a Charity Commission Scheme dated 17 February 1982, as amended on 13 July 2010, which sets out the charity’s objects, governance arrangements and management provisions. |
| How is the charity constituted? for example limited company, unincorporated association, CIO |
Para 1.25 | The charity is constituted as an unincorporated charitable trust, administered and managed under the Charity Commission Scheme governing Probus Village Hall. A resolution has been passed at a Special General Meeting to move to a CIO model constitution - this is with the Charity Commission for review. |
| Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled |
Para 1.25 | The charity is managed by a Committee of Management, whose members act as the charity trustees. In accordance with the governing document, the Committee consists of: |
to appoint one or more trustees
| • Elected members, appointed at the |
|---|
| Annual General Meeting, and |
| • Representative members, |
| appointed by specified local |
| organisations within the area of |
| benefit, including the Parish |
| Council (as Custodian Trustee) |
| and recognised community user |
| groups. |
| Elected members are appointed by those |
| present and entitled to vote at the Annual |
| General Meeting and hold office until the |
| conclusion of the next Annual General |
| Meeting, at which point they are eligible |
| for re-election. |
| Representative members are appointed |
| by the organisations named in the |
| governing document, which notify the |
| Committee of their appointed |
| representative. |
| The Committee also has the power to |
| appoint up to two co-opted members |
| where it considers this appropriate. |
| All trustees retire together at each Annual |
| General Meeting and may be re-appointed |
| or re-elected in accordance with the |
| Scheme. |
Additional information (optional) You may choose to include further statements where relevant about:
| Policies and procedures adopted for the induction and training of trustees |
Para 1.51 | New trustees are inducted by existing trustees and officers and are provided with information about the charity’s governing document, objectives, governance arrangements and key policies and procedures. Induction is tailored to the charity’s size and complexity and typically includes familiarisation with the operation of the village hall, financial oversight arrangements, and the respective roles and responsibilities of trustees. Trustees are encouraged to seek advice and guidance where appropriate and to make use of Charity Commission guidance and other freely available resources to support their role. |
|---|---|---|
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | The charity is managed by a Committee of Management, whose members act as the charity trustees. The Committee includes elected members, representative members appointed by local organisations, and (where appointed) co-opted members, in accordance with the governing document. The charity works closely with a range of local community organisations and hall |
| user groups within the Parish of Probus, including those entitled to appoint representative members. The charity also works with Probus Parish Council, which acts as Custodian Trustee, and liaises with external bodies such as local authorities and grant-making organisations where relevant to the operation and improvement of the hall. |
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| Relationship with any related parties |
Para 1.51 | Probus Parish Council acts as Custodian Trustee of the charity in accordance with the governing document. Representative trustees may also be appointed by local organisations that use the hall. These relationships are managed in line with the charity’s constitution and Charity Commission guidance. Trustees act in the best interests of the charity at all times, and any potential conflicts of interest are managed in accordance with established procedures. Trustees do not receive remuneration for their role. |
| Other |
Reference and administrative details
| Charity name | Probus Village Hall |
|---|---|
| Other name the charity uses | Probus Village Institute (historic name used in the original Charity Commission Scheme) |
| Registered charity number | 300593 |
Charity’s principal address
Probus Village Hall Amelia Close Probus Cornwall TR2 4TS
Names of the charity trustees who manage the charity.
The trustees listed below served at some point during the reporting period.
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 |
Trustee name | Office (if any) | Dates acted if not for wholeyear |
Name of person (or body) entitled to appoint trustee(if any) |
|---|---|---|---|---|
| Nik Budden | Chair | From September 2025 | ||
| Jon Arthur | Vice Chair | From September 2025 | ||
| **Abby Cockings ** | Secretary | From September 2025 | ||
| Ivan Myles | (Chair) | Resigned August 2025 | ||
| Neil Glasson | (Treasurer) | Resigned Nov 2025 | ||
| Karen Glasson | (Secretary) | Resigned Nov 2025 | ||
| Naomi Buckland | Resigned July 2026 | Probus Parish Players Representative |
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| Jo Vincent | Resigned July 2026 | Parish Council (Custodian Trustee representative) |
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| Graham Kemp | Badminton Club Representative | |||
| Tracy Beavill | Luncheon Club (MHA) Representative |
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| Nicola Hughes | ||||
| Laura Van Kempen- Wilson |
Probus Old Cornwall Society | |||
| Graham Bishop | Social Media | |||
| Karen McMonagle | Lettings & Facilities | |||
| Louise Taskis | Lettings |
– Corporate trustees names of the directors at the date the report was approved
Director name
Name of trustees holding title to property belonging to the charity
| Trustee name | Dates acted if not for whole year |
|---|---|
| Probus Parish Council (Custodian Trustee of building deeds) |
|
Funds held as custodian trustees on behalf of others
| Description of the assets held in this capacity |
The charity does not hold any funds or assets as custodian trustee on behalf of other charities or organisations. |
|---|---|
| Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects |
Not applicable. |
| Details of arrangements for safe custody and segregation of such assets from the charity’s own assets |
Not applicable. |
Additional information (optional)
Names and addresses of advisers (optional information)
| Type of | Name | Address |
|---|---|---|
| adviser |
Name of chief executive or names of senior staff members (optional information)
Exemptions from disclosure
Reason for non-disclosure of key personnel details
Other optional information
Declarations
The trustees declare that they have approved the trustees’ report (including directors’ report) above.
Signed on behalf of the charity’s trustees/directors
(electronic signatures following formal email approval)
| Signature(s) | Nik Budden | Jon Arthur | Abby Cockings |
|---|---|---|---|
| Full name(s) | Nik Budden | Jon Arthur | Abby Cockings |
| Position | Chairman | Vice Chair | Secretary |
| Date | 28/07/26 | 29/07/26 | 29/07/26 |
Probus Village Hall
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Registered Charity 300593
STATEMENT OF INCOME & EXPENDITURE FOR THE YEAR TO 31/01/2026
Income 31/01/2026 31/01/2025
Sales (Products) £100.00 £282.00
Sales (Services) £22,491.24 £22,661.02
Sales Refunds -£25.00
Donations & Grants received £6,893.87 £72,447.74
Bank Interest £2.49
Other Income £0.00 £221.85
Total Income £29,485.11 £95,590.10
Expenses
Cost of Sales
Cost of Sales (Labour) -£5,477.92 -£5,372.59
PAYE adjustment for previous years -£1,656.20
Bank Charges (Sum Up Processing Fee) -£1.43
Water Rates -£1,326.00 -£1,051.50
Insurances -£1,474.26 -£1,116.99
Electricity -£1,722.27 -£1,591.69
Gas & Oil -£1,725.23 -£1,762.30
Office Stationery -£1,427.42 -£1,825.18
Internet Charges £0.00 -£281.38
Computer Software -£567.40 -£697.28
Mobile Charges -£126.30 -£98.65
Fixtures & Fittings -£6,405.98
Office Equipment & IT -£12,358.02
Plant & Machinary -£54.99
Consultancy & Professional Fees -£586.24 -£7,725.00
Repairs & Renewals -£6,719.05 -£50,214.72
Cleaning -£669.40 -£181.00
Subscriptions -£86.28
Other Expenses -£100.00
Total Expenses -£23,579.12 -£90,823.55
Earnings Before Depreciation & Extraordinary Items £5,905.99 £4,852.83
Grants Received for FA Purchase/Dilapidations £60,621.76
Depreciation -£7,781.22 -£170.92
SURPLUS/(-DEFICIT) FOR YEAR -£1,875.23 £65,303.67
BALANCE SHEET AS AT 22/06/2026 2026 2025
Fixed Assets £56,246.90 £64,028.12
Current Assets
Cash at bank & in hand (Bank & Paypal) £19,014.35 £11,352.16
Stock
Debtors & Prepayments
Total Current Assets £19,014.35 £11,352.16
Less Liabilities
Paye £0.00 £1,656.20
Creditors
Accruals & Payments in Advance £0.00 £100.00
Total Liabilities £0.00 £1,756.20
Net Current Assets less Current Liabilities £19,014.35 £13,108.36
Total Net Assets £75,261.25 £77,136.48
Represented By
Capital Account
Balance Brought Forward £77,136.48 £11,851.92
Adjustment -£19.11
Total Surplus/(-Deficit for year) -£1,875.23 £65,303.67
Total Funds £75,261.25 £77,136.48
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I have examined the accounts and believe them to be a true and fair record based on the information and records provided
Signed by:
I.M. Taylor A.C.I.B. 22/06/2026