Email: pinhoehub@gmail.com
PINHOE COMMUNITY HUB
ANNUAL GENERAL MEETING
Tuesday 23[rd] June 2026
Agenda for the Pinhoe Community Hub Trustees Annual Meeting to be held on Tuesday 23[rd] June 2026
Present: Trustees
Also
Chairman to welcome all present.
1. Apologies for Absence
2. Minutes of the annual General Meeting 23[rd] July 2025
- Trustees Annual Report and Accounts
4. Adoption of the Annual Report and Accounts
4. Appointment of Independent Examiner
- Appointment of Trustees as listed in the scheme
People wishing to stand for re-election
Mrs T Adams
Miss N Andrews
Miss S Croft
6. Position of Treasurer
7. Any Other Business
8. Date of first full Trustees Meeting
9. Date of the next Annual General Meeting
PINHOE Email: pinhoehub@gmail.com Minutes for the Pinhoe Community Hub Trustees Annual Meeting held on Wednesday 23rd JL¢Iv 2025 in Sunnylands Room at America Hall. Present.. Trustees: Adam Stock- Chairman, Angela Roberts- Secretary, lane Fletcher-Peters, Tracy Adarns, Lynne Rose, Sarah Croft. Val Dixon, Lizzie Woodgate lan Pearkes- Minutes Also: Adrian Webster, Matt Cofton, Adam Smith, Kathryn Hough. Andy Revesz and Zoe Hughes- Community Builder, Chairman to welcome all present. Apologies for Absence. Duncan Wood, Jakir Hus5ain and Sarah Vece from Whipton & Pinhoe FC Mlnutes of the annual General Meetln8 21, November 2023 were approved a5 accurate, Proposed Adam Stock, Seconded Jan Pearkes Trustees Annual Report and Account5 The Annual Report and Accounts unfortunately have not been independently examined but AS and AR have copie5 of all transactions for people to see, which included the bank balance al the start and end of the year. AdoptSon of the Annual Report and Accounts The meetlll8 approved the documents avai5able in the meetin8. Proposed TA, Seconded JFP. Once complete the accounts will be circulated to Trustees and all who leave an email address with the secretary. Appolntment of Independent Examlner Mr5 J Smith has been our independent examiner and is happy to continue. Proposed TA, Seconded LR. Appolntment of Trustees 35 listed in the scheme People wlshln8 to stand for re-elertion- Three people have stood down, two new mernber5 have joined. There is a vacancy should someone wish to be nominated. It wa5 ascertained that no one needs to stand down and be re-elected. Matt Gofton expressed an interest In becomin8 a trustee, Proposed by Lizzie Woodgate, he agreed to attend the next trustee meeting. Jolned the Trustees at thelr last meetlng- Lizzle Woodgate, Jane Fletcher-Peters Reslgnation5 during the year 2024- Gemma Roulstone During 2025 Ash Loakes and Keith Bickers stood down. Thanks were expressed to those retirlng for all their hard work.
Amendment to Constltutlon to allow for Patrons 21. Patrons The CIO may appoint Patron5 who shall, if they so choose, be entitled to be involved in the life of the CIO as members on such terms as the Charity Trustees may determine. Proposed TA, Seconded SC and passed unanimously. Any Other Buslness- Adam Stock read an email from Sarah Vece. which expl¥>ned that Whipton Youth FC have been awarded the licence for Station Road Football pitches initially on a Saturday morning. With the changing rooms being condemned She would like to know what plans are being made and the timescale. They have over 40 volunteer5 and 270 players and are supported by several business. They also have access to funding from the FA and football association and would like to help. Discussion re Football Association specifications re changing rooms. TA would replv. b. Tracy Adams suggested She should explain the story of the Pinhoe Hub. It originated with a threatened library closure. There was a CIO created, getting together a business plan, an architect Ifrom severall, but, although a lot wa5 achieved it was scuppered bv the COVID pandemic. Recently, working with Parklife in Heavitree, who had similar problems with potential partners dropping off. The plan now will not be two StoV, but one and we may look again at architects with new or revised plans. It took 18 months to get the busine55 plan and a memorandum of understanding from ECC. Pinhoe Station has the largest glowing patronage of all stations in the South West. A new meeting with the senior officer at ECC will confirm that although we will need fresh planning permission (February 261 there will not be a delay with another memorandum of understandin8 and the 60% finance is still secure. TTUStees can't put a spade in the ground until they have all the funding. Other grant funders will not say yes until there is a positive response from the national lottery. Environmental survey have and are being undertaken Sport England are expetting to put in money towards the changing rooms. The Café will be a separate business, with a patio and tables outside as well, overlooking the children's playpark. There will be a large room and a small room to hire with an area to make refreshments and an office for the manager. c. Fund Raising- It was pointed out that we need to be fundraising as well or we won't get the grants. Christmas Eve singing could be enhanced with a bucket collection. It was suggested that we could engage with Ikea re storage. Also, advice from the Beacon Community Centre re storage. It would be good to negotiate mole spate for outdoor equipment 5toraEe. A contact was mentioned of an architect who speciali5es in working in smart spaces, though not community centres. We have a build tearn ready to set up to scrutinise plans. Email inhoehub mail.com for any more information. d. It was asked if there was outdoor space for more sports courts, not really possible wtth the amount of land and equipment already there. There will be cycle racks etc as that is what the SWR grant was for. e. There was a mention of negativity in part5 of the communlty, and a need to inform re small step5 and engage wlth people. Updating re@ularly, maybe through using short videos. f. It is important to emphasise that the project is volunteer led. Good to encourage people to take part. g. If a new treaSUTer were to come forward, it 15 good practice to get reference5 before making a decision. Date of first full Trustees MeetlnB - Monday I" September 2025 10. Date of the next Annual General MeetlnB-June or July 2026
Email: pinhoehub@gmail.com
Annual Report and Accounts
For the Year Ending
31st December 2025
Pinhoe Community Hub Trustees Annual Report for the Year Ending 31[st] December 2025
| CONTENT | Pages | |
|---|---|---|
| T ’ Ann l po | 1 - 3 | |
| In p n n Ex n ’ po | 4 | |
| Statement of Financial Activities | 5 | |
| Notes to the Statements | 6 |
Pinhoe Community Hub Trustees Annual Report for the Year Ending 31[st] December 2025
Page 1
AIMS AND PURPOSE
To benefit the residents of Pinhoe and the neighbouring areas, without distinction of sex, sexual orientation, race, or political, religious, or other opinions, by bringing together the said residents, local authorities, and voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare, with the object of improving the conditions of life for the residents.
In furtherance of these objects, but not otherwise, the trustees shall have the power: To establish, or secure the establishment of, a community centre, and to maintain and manage such a centre for activities promoted by the charity in furtherance of the above objects.
Nothing in this constitution shall authorise any application of the property of the CIO for purposes which are not charitable in accordance with section 7 of the Charities and Trustee Investment (Scotland) Act 2005 and section 2 of the Charities Act (Northern Ireland) 2008.
REVIEW OF PROGRESS AND ACHIEVEMENTS
We ran a number of engagement and fundraising events throughout the year.
We have a successful Board of Trustees, with healthy membership renewal bringing in new skills, ideas, and enthusiasm.
Over time, and particularly following the impact of COVID on the funding landscape, we have recognised the need to reduce the size of the building. The proposals for the Pinhoe Community Hub include a café, multipurpose function rooms, and changing facilities for the sports activities that take place on the field.
Among the projects we host, the Friends of Pinhoe Station commissioned a mural opposite the flower bed containing the station name, which we continue to maintain. This now welcomes passengers on both sides of the station.
The Friends of Pinhoe Library also ran a Christmas event for children.
We have appointed a new architect and commissioned a new design to better meet the co n ’ n . W l o wo k n n p n p w no loc l co n to deliver the project.
Pinhoe Community Hub Trustees Annual Report for the Year Ending 31[st] December 2025
Page 2
FINANCIAL REVIEW
Pinhoe Community Hub started the year with £59,665.27 and finished the year with £56,755.44
Pinhoe Community Hub – Friends of Pinhoe Library account started the year with £3,711.93 and finished the year with £3,696.78
Within the Pinhoe Hub main account £995.48 has been raised in grants and donations, last year the main single grant was £40,000 from South West Railways for the development of a cycle hub.
STATEMENT OF TRUSTEES’ RESPONSIBILITIES
Charity law requires the trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity at the year end and of its incoming resources and resources expended during that year. In preparing those financial statements, the trustees are required to:-
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a. select suitable accounting policies and then apply them consistently;
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b. make judgements and estimates that are reasonable and prudent;
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c. state whether applicable accounting standards and statements or recommended practice have been followed subject to any departures disclosed and explained in the financial statement
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d. prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in business.
The trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act 1993. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
Pinhoe Community Hub Trustees Annual Report for the Year Ending 31[st] December 2025
Page 3
LEGAL AND ADMINISTRATIVE INFORMATION
NAME: Pinhoe Community Hub REGISTRATION NUMBER: 1182544 PRINCIPAL ADDRESS: 26 Harrington Lane, Pinhoe, Exeter, EX4 8PB GOVERNING DOCUMENT: Declaration of trust dated 14[th] March 2019 and amended July 2025 to include Patrons. PATRON: Valerie Dixon TRUSTEES: Angela Roberts Secretary Lynne Rose Duncan Wood To 20[th] Oct 2025 Jakir Hussain Adam Stock Chairman Sarah Croft Tracy Adams Vice Chairman Nikki Andrews From 20[th] May 2025 Lizzie Woodgate From 15[th] July 2025 Jane Fletcher Peters From 1 Sept 2025 Matt Gofton From 8 Dec 2025 Andy Oliver
DECLARATIONS
T cl v pp ov ’ po ov .
Signed on lf of c ’
Signature: Signature: Date:
Pinhoe Community Hub Page 4 Trustees Annual Report for the Year Ending 31[st] December 2025
Pinhoe Community Hub Trustees Annual Report for the Year Ending 31[st] December 2025
Page 5
Income and Expenditure 2025
Hub Account
| Income | Expenditure | ||
|---|---|---|---|
| Donations | £442.00 | Ben Hunt | £1,700.00 |
| Fundraising | £553.48 | Insurance | £282.76 |
| Stationery | £64.45 | ||
| Independent Examiner | £25.00 | ||
| Christmas Tree | £100.00 | ||
| Christmas Activities | £30.89 | ||
| Lotteries Licence | £40.00 | ||
| Hire of Rooms | £41.20 | ||
| MRM Design | £2,134.56 | ||
| TOTALS | £995.48 | £4,418.86 | |
| Friends of Pinhoe Station | |||
| Income | Expenditure | ||
| Plants Galore | £26.45 | ||
| TOTALS | £26.45 | ||
| Pinhoe Social | |||
| Income | Expenditure | ||
| ECC Grant | £300.00 | Moonstone Theatre | £320.00 |
| Tickets | £210.00 | ||
| TOTALS | £510.00 | £320.00 | |
| Robins Nest | |||
| Income | Expenditure | ||
| ECC Grant | £350.00 | ||
| TOTALS | £350.00 | ||
| £1,855.48 £4,765.31 Excess of Expenditure over Income -£2,909.83 |
Pinhoe Community Hub Page 6 Trustees Annual Report for the Year Ending 31[st] December 2025
| Trustees Annual Report for the Year Ending 31stDecember 2025 | Trustees Annual Report for the Year Ending 31stDecember 2025 | Trustees Annual Report for the Year Ending 31stDecember 2025 | Trustees Annual Report for the Year Ending 31stDecember 2025 |
|---|---|---|---|
| HUB Bank Statement From 1st January 2025 £59,665.27 To 31st December 2025 £56,755.44 Hub Library Account |
|||
| Income | Expenditure | ||
| Christmas Event | £15.15 | ||
| TOTALS | £15.15 | ||
| Excess of Expenditure over Income £15.15 HUB Friends of the Library Bank Statement From 1st January 2024 £3,711.93 To 31st December 2025 £3,696.78 |
NOTES TO THE STATMENTS
Restricted Funds
£40,000 from South West Railway for the development of a cycle hub.
The negative balance of £26.45 in the Friends of Pinhoe Station fund reflects expenditure made in advance of receiving further project income
Pinhoe Social are a small community group using our account and support our project, for which we hold £190.
Robins Nest who we hold £350 grant for a book cupboard.
DECLARATIONS
T cl v pp ov ’ po ov .
Signed on lf of c ’
Signature: Signature: Date: