INSTOW VILLAGE HALL Registered Charity No. 300873
TRUSTEES’ REPORT FOR YEAR ENDED 31 MARCH 2024
Correspondence address: 5 Lighthouse View, Anstey Way, Instow, Bideford, Devon, EX39 4JG
Trustees
The Instow Village Hall trustee board is made up of representatives appointed by regular user groups and elected members of the public (MOP). Trustees at the date of approval of this Report are:
Chair – Brian Moores – (MOP) Vice Chair - Sheila Moores (Community on Show) Treasurer –Rachel Stenton (WI) Secretary – Jo Holman (MOP) Letting Officer - Carolyn Maynard (Twinning) Health & Safety Officer – Anne Thorn (St John the Baptist Parish Church) Regeneration – Patricia Lancaster (MOP) Mike Foster (Parish Council) Susie McCrum (Parish Council) Roger Levick (NIPS)
Others who served as trustees during the year ended 31 March 2024 were:
Cheryl Chidrawi Michael Green Patti Champion Alan Slade Pearl Hackett
Instow Parish Council is custodial trustee of the Charity and owns the freehold of the Village Hall.
Governance
The Village Hall, which is located in Quay Lane, Instow, Devon, was donated to the parishioners of Instow in 1969 for community use, and the conveyance forms the governing document.
The Charity has responsibility for the management of the Hall, and all revenue and expenditure relating to the use of the Hall is included in the accompanying accounts.
Objectives and activities
The conveyance to the parishioners includes the covenant that the Hall is ‘to be held upon trust for the purposes of a Village Hall for the use of the inhabitants and neighbourhood without distinction of sex or of political, religious or other opinions and in particular for use for meetings, lectures
1
and classes and for other forms of recreation and leisure time occupation with the object of improving the life for the said inhabitants.’
The Hall is regarded within the village of Instow as a valuable community facility. It is let to users on commercial terms and is used for a wide variety of purposes, including sports and leisure activities, social events, meetings and stage performances, and it is also used for events organised by the trustees.
The Trustees have complied with the duty in the Charities Act 2011 to have due regard to guidance on the public benefit requirement.
Achievements and performance
2023 was a year of change for Instow Village Hall. Although a vibrant part of the community’s life for over 50 years, hosting numerous events, parties and clubs, usage of the Hall by hirers failed to recover following the Covid pandemic closure. Fixed costs remained high but there was little income, and the hall was in danger of closure.
The dedicated team of volunteer trustees and committee members, some of whom had served for 20+ years, sought a replacement team to breathe new life into the hall. That team was put in place in the first quarter of 2023, and plans to regenerate the hall were made. The team has done an amazing job in organising a varied programme of events which are proving popular and, importantly, successful in raising much needed funds. These will be ongoing throughout 2024.
Instow Community on Show was reinstated in August 2023, with a fantastic day of events in the hall and on the beach that attracted locals and tourists alike.
Financial review
Largely as a result of money-raising events held by the trustees, the Charity’s cash funds increased in the year from £17,103 to £34,374. A restricted fund was established in the previous year named the Save Our Hall fund which, at 31 March 2024, held £9,284. There is also a designated fund, the Maintenance Reserve Fund, with a balance at 31 March 2024 of £10,337, set aside for future repairs and renovation of the Village Hall premises.
During the year, the Charity applied to take advantage of Gift Aid on donations, which will provide additional income in future years.
Report approved by the trustees and signed by the Chairman on their behalf:
Signature ……………………………………………….. Date
………………………………..
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Charity Name No (if any) Instow Village Hall 300873
Receipts and payments accounts
CC16a
For the period Period start date Period end date To from 1st April 2023 31st March 2024
Section A Receipts and payments
| A1 Receipts Hall Hire 4,239 Meter Money 368 Donations 10,285 Grants - Gift Aid 500 Fundraising - Save Our Hall Events - Other 189 Communityon Show - 15,582 - - Sub total - Total receipts 15,582 A3 Payments Water 294 Electricity 1,884 Cleaners Wages 1,927 CleaningMaterials 313 Admin 299 Licences 308 Equipment Purchases 888 Refurbishment Cost - Repairs and Maintenance 655 Insurance 1,042 Broadband 275 Save Our Hall Event Costs - Other 149 CommunityOn Show - Sub total 8,034 - - Sub total - Total payments 8,034 Net of receipts/(payments) 7,547 A5 Transfers between funds - 10,000 A6 Cash funds last year end 15,147 Cash funds this year end 12,694 Unrestricted funds to the nearest £ Sub total(Gross income for AR) A2 Asset and investment sales, (see table). A4 Asset and investment purchases, (see table) |
to the nearest £ - - - 4,143 - 210 14,816 - 1,219 20,387 - - - 20,387 - - - - - - 2,277 - 453 - - 7,605 - 329 10,664 - - - 10,664 9,723 - 1,619 11,342 Restricted funds |
to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 10,000 337 10,337 Designated funds |
Total funds to the nearest £ 4,239 368 10,285 4,143 500 210 14,816 189 1,219 35,969 - - - 35,969 294 1,884 1,927 313 299 308 3,165 - 1,107 1,042 275 7,605 149 329 18,698 - - - 18,698 17,271 - 17,103 34,374 |
Last year to the nearest £ |
|---|---|---|---|---|
| 2,374 | ||||
| 333 | ||||
| - | ||||
| 350 | ||||
| - | ||||
| 1,800 | ||||
| 450 | ||||
| 10 | ||||
| - | ||||
| 5,317 | ||||
| - | ||||
| - | ||||
| 5,317 | ||||
| - | ||||
| 1,146 | ||||
| 1,303 | ||||
| 99 | ||||
| 164 | ||||
| 2,716 | ||||
| 1,294 | ||||
| 904 | ||||
| 959 | ||||
| 25 | ||||
| 50 | ||||
| 8,660 | ||||
| - | ||||
| 8,660 | ||||
| 9,723 | - | 17,271 | - 3,343 | |
| - | 10,000 | - | - | |
| 1,619 | 337 | 17,103 | 20,446 | |
| 11,342 | 10,337 | 34,374 | 17,103 |
Section B Statement of assets and liabilities at the end of the period
| Categories B1 Cash funds B2 Other monetary assets B3 Investment assets B5 Liabilities B4 Assets retained for the charity’s own use |
Details Save our Hall Fund General Fund Maintenance Reserve Community on Show Details Details Details Sound Equipment Chairs Tables Kitchen light Equipment Kitchen Equipment Details Total cash funds (agree balances with receipts and payments account(s)) |
to nearest £ - 12,694 - 12,694 OK to nearest £ - - - - - - General General General General General Unrestricted funds Unrestricted funds Fund to which asset belongs Fund to which asset belongs Fund to which liability relates |
to nearest £ 9,284 - 2,058 11,342 OK to nearest £ - - - - - - Cost (optional) - - - - - Cost (optional) - - - - - - - - - - - - - - Restricted funds Restricted funds Amount due (optional) |
to nearest £ Designated funds |
|---|---|---|---|---|
| - | ||||
| - | ||||
| 10,337 | ||||
| - | ||||
| 10,337 | ||||
| OK | ||||
| to nearest £ Designated funds |
||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| Current value (optional) |
||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| Current value (optional) |
||||
| 3,400 | ||||
| 3,400 | ||||
| 2,300 | ||||
| 1,500 | ||||
| 10,000 | ||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| When due (optional) |
||||
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| - |
Date of approval
Signed by one or two trustees on behalf of all the trustees
Signature
Print Name
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Instow Village Hall On accounts for the year ended 31 March 2024 Charity no (if any) 300873 Set out on pages 1 & 2 dated 10 July 2024 I report to the trustees on my examination of the accounts of the above charity I'lhe Trust.) for thè year ended 3110312024 Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 {"the ACV). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145{5){b) of the Act. I have completed my examination. I confimi that no material matters have come to my attention (other than that disclosed below ") in connection with the examination which glves me cause to believe that in, any material respect: accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord with the accounting records Independent examineV8 Statement I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable proper understanding ofthe accounts to be reached. Please delete the words in the brackets if they do not apply. Slgned: Dats: 10 July 2024 Name: l Green Relevant professlonal qualificationlsl or body (if any): Fellow of the Chartered Institute of Management Accounts Address: Bar Beacon. Anstey Way Instow, Bideford, EX39 4JG IER October 2018