# **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
………………………………..
2
**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