TRUSTEES' ANNUAL REPORT
FOR THE PERIOD 1 OCTOBER 2019 TO 30 SEPTEMBER 2020
Charity Name: Victory Hall Stockland Registered Charity Number: 300977 Charity's Principal Address Stockland Honiton Devon EX14 9EF
Section A: Names of the Charity Trustees who manage the Charity
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Trustee name Office [if any] Name of body entitled to appoint
trustee [if any]
Leonora Allen Joint Tennis Club
William Graham Gilmore-White
Robert Millington School/PTFA
Patricia Beatrice Bass Fair Committee
Lucinda Curnoe
Melanie Joan Andrews Youth Club
Brian Richard Gosden Chair
Barbara Durrant Parish Council
Tracey Kim Harvey
Dorothy Angela Johnson Co-opted
Monica Jean Parris
Kelly Angela Patch
Michael David Sarsfield Honorary Treasurer
Jennifer Ann Whitley Joint Tennis Club
Shirley Ann Williams
Jane Yates Secretary Stockland Community Pub Limited
Dawn Christine Gosden
Nigel Robert Charles Parris Cricket Club
Gemma Burroughs Pre School Rep (from 15/11/18)
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Section B: Structure Governance and Management
Description of the Charity's trusts
Type of Governing Document: Schedule 1 and Schedule 2 of Conveyance of 9th October 1946.
How the Charity is Constituted: It is constituted of not more than twenty members exclusive of up to no more than six co-opted members. It is made up of ten core members, plus representatives of all village organisations plus co-opted members [if required]
Trustee Selection methods: Core members are nominated and elected by Management Committee Members, others are appointed by village organisations using the Victory Hall. Co-opted members are elected by all Management Committee Members. Trustees are appointed or reappointed annually at the Annual General Meeting held in September each year or as soon as practicable after that month. All Trustees give their time voluntarily and receive no remuneration or other benefits.
Section C: Objectives and Activities
Summary of the objects of the Charity set out in the governing document
The purpose of the Charity is to "provide accommodation for the physical and mental training and recreation and social moral and intellectual development through the medium of reading and recreation rooms, library, lectures, classes, recreations and entertainments or otherwise that may be considered useful for the benefit of the inhabitants of the Parish of Stockland in Devon and its immediate vicinity without distinction of sex or of political religious or other opinions".
The Victory Hall is a vital hub of community life which is available to the many organisations and groups who currently benefit from using its facilities.
Protecting and enhancing the building enables its long-term use and sustainability for the current and future user groups (e.g. Preschool, Youth Club, Stockland Women’s’ Activity Group, Cricket & Tennis Clubs, Country Market etc.) along with the community at large through the numerous functions, plays and musical events which are held throughout the year. In addition, the Hall is used for wedding receptions, various sports activities and a wide range of events held to raise funds for activities in and around the village.
Section D: Achievements and Performance
Summary of the main activities undertaken for the public benefit in relation to these objects
The Victory Hall is a vital component in enhancing and enriching the lives of the community living in and around Stockland by providing facilities for many user groups to share and enjoy. With no shop, post office or public transport the Victory Hall activities play a valuable role in providing social events for all including the young, the elderly and those that are isolated or alone.
In planning our activities, the Charity Commission’s guidance on public benefit is kept in mind at our trustee meetings when making decisions concerning the uses of the Hall. Villagers have been
surveyed to find out what they value about the village hall and what other activities or events they would like to have available which has resulted for example in requests for new keep fit classes.
The activities held on the premises include a Preschool Group held regularly during term time and also out of school activities for the Stockland Church of England Primary Academy. The premises now have a Youth Club which is held every fortnight during term time. Physical health activities include tennis and cricket clubs. A large group of villagers join the walks around the area at New Year and Easter. The New Year walk ends with a lunch in the Hall and the Easter walk starts with a brunch in the Hall. These community walks are for all ages and provide both a healthy and social activity for many. The Christmas Lunch prepared on the premises provides lunch and company for over 140 villagers of all ages. A new event of a visiting Fish and Chip van every month for villagers to eat in the Hall together makes another community occasion. As a contribution is made by the vendors of the food to the Hall for every adult portion purchased it is also a fundraising event. The community has also been able to meet in the Victory Hall for meetings concerning the closure of the village public house.
The Stockland Women’s' Activity Group and Music, Dance and Drama events provide beneficial educational and social events which bring together villagers in this scattered community. There is an Annual Stockland Fair which is attended not only by villagers but also by visitors from distant surrounding areas. The Victory Hall is used to provide refreshments. The Country Market is an opportunity to buy local produce and crafts and to meet socially. The Stockland Victory Hall provides a venue for wedding receptions, parties and other social events. Jumble Sales and entertainments provide fundraising opportunities to help pay for routine running costs and maintenance.
The Hall provides the venue for Parish Council meetings, a Polling Station for elections and is used for holding public meetings.
However, during this year, the above activities were largely curtailed from March 2020 because of the Coronavirus pandemic. The decision was made, to enable the Pre School to function safely, that the Hall would be largely mothballed but available if required by a health facility. Procedures were put in place to comply with the varying pandemic rules and guidance and the insurance requirements.
Charitable Purposes
The charitable purposes which are undertaken within the Victory Hall encourage the public to undertake amateur physical activities, enhance their education, partake in community development, as well as attend social, horticultural, arts and cultural events.
The Management Committee is made up of all the main user groups along with a number of core members who represent the interests of the village as a whole. This has meant that the decisions regarding maintenance and upgrading of the building and its contents have been taken and ratified by both village representatives and all of the main user groups.
Because of the circumstances from March 2020 the Management Committee fulfilled its good governance requirements by holding regular meetings using Zoom and also communicating by email. Policies and procedures were developed to enable the committee to ensure that any users would be able to abide by the varying regulations.
Section E: Financial Review
Treasurer Report:
The Charity has a formally approved policy on reserves. The policy uses the terminology and definitions of reserves in accord with published Charity Commission guidance.
Application of the Reserves Policy to the balance carried forward at the end of the 2019-20 year is as follows:
Reserves £24,617.81 Designated Funds £26,575.22 Restricted Funds £4,544.85 Total Funds £55,737.88
Designated Funds approved by the Trustees consists of the contingency fund. A minimum contingency fund level of £12,000 is to enable the Charity to operate for one year, up to a maximum of £26,575 to replace a failed boiler. The contingency fund is built from the Renewable Heat Incentive income generated by the current boiler installation and is now at 100% of the planned maximum, plus interest.
Restricted funds consist of the funds donated for the following specified purposes:
New Bar fund £2,593.89 Reconfiguration project £100.02 Youth Club Pool Table £350.18 Fire Alarm system £1,500.76
Restricted Funds include the interest earned on deposit.
Year end balances are such that the Charity can support at least two years of normal expenditure. Maintaining larger reserves would be at the expense of meeting the objects of the charity which inevitably involve expenditure. The implications are that if large structural alterations or improvements are needed, where they are not required as a result of insured losses, the costs will need to be substantially met from new fundraising efforts and grant funding.
The Charity uses three bank accounts; Current; Deposit and Charities Aid Foundation (CAF) Account. There are no funds in deficit.
The Charity also uses an iZettle account to enable it to take payment by credit and debit cards at events.
The Charity holds cash as follows:
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Cash float for use at fundraising events £100.00
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Cash float for use by Stockland Victory Hall Youth Club £100.00
Spreadsheets are used to identify ‘virtual’ accounts within the Charity Deposit Account. This allows balances for restricted funds to be identified and tracked to ensure those balances are applied only for the purposes for which they were initially raised or donated.
The outturn for the 2019-20 year is a surplus of £8,802.28.
The Approved Accounts for 2019-20 are attached at the end of this report, as is the Inspection of Accounts Report.
Charity Income:
The Charity derived income from the following sources:
| | Pre-School Group Rents and Hire | £4,478.35 | (15%) |
|---|---|---|---|
| | Hire fees for use of the Hall etc. | £2,090.00 | (7%) |
| | Income from fundraising | £9,754.42 | (33%) |
| | Donations | £364.27 | (1%) |
| | Renewable Heat Incentive | £2,817.08 | (10%) |
| | Bank Interest | £20.90 | (<0.1%) |
| | COVID-19 RHL Grant | £10,000.00 | (34%) |
| | Other income | £92.30 | (<1%) |
Charity Expenditure:
Expenditure by the Charity in support of its objectives is as follows:
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Provision of accommodation, heat, light, cleaning, insurance etc. £16,033.73 (77%)
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Costs of fundraising to provide recreations, entertainments etc. £4,781.31 (23%)
Financial impact of the COVID-19 pandemic:
Government control measures to contain the spread of the pandemic commenced with the complete closure of Stockland Victory Hall on Saturday 21[st] March 2020. The consequence of this measure was to deny the Charity their only asset for the generation of income, whilst still requiring expenditure to maintain the premises so it could be re-opened. Subsequent control measures allowed some partial re-opening of the premises but with restrictions on the type and method of use which continued until the end of this reporting year and beyond.
Grants were made available to support organisations during the pandemic. The Charity received a COVID-19 Scheme 2 (a &b) Retail, Hospitality and Leisure Grant of £10,000 in April 2020. Without this Grant, the outturn for the Charity would have been a deficit of £1,197.72.
The Charity benefitted from nearly six months of income generated during the first half of the year, which included significant fundraising activities, however no fundraising events were possible for the remainder of the year. Income generated fell by 39% compared to the previous year. There was also a fall of 40% in Charity expenditure compared to the previous year.
The overall impact on the Charity, with the benefit of Grant funding, has been largely neutral with no adverse effects on reserves.
Section F: Other o tional information None. Section G: Declaration The trustees declare that they have apwoved the trustees rewt abo¥e Slgned on behalf of the tharlty's tntstees Slgnature J -- Full names Posttlon Date Z<*Zi
Pagè 1 of2 STOCKLAND VICTORY HALL- STATEMENT OF ACCOUPfftS: 30 SEPTEPABER 2020 R•¢P. ExPturn. 19.543.15 20.815.04 Intere8t on arunI8.. D8pcrt 19.95 0.95 CAF Don#lh)r COVID-19 RHL Grgrt 5327 10.CiKI.00 Surp9 fty Iho y 8.802.28 Tolol 29.617.32 TOIAI 29.817.32 BALANCE SHEET B#lar• brphI fornv•r 46,935.60 B•l•rw •t Bank : R•Mrn• D••lgnt•d Ro•trtct•d 8lanc• 9,809.96 8.PJ)8.a Surp$ for lh• y••r 8,802.28 D•posll knunt 14.763.19 28,57522 4,544.85 45.883.28 845.e6 Cajh Fbats Tot•l•: 24.617.81 26.575.22 4.544.85 55.737.88 8aLqe rrIa f(xward $5.737.88 Tot81 55.737.88 Tol81 55.737.88 si nalur• Prlnl Namo JtL Dats of roval Slgn•d by two Trustee• on bèhalf of all TnwtMs Zo LtJ
Pw2of2 STOCKLAND VICTORY HALL ACCOUPUS TO 30 SEPTEMBER 2020 CASH BOOK RECEIPTS AND PAYMENTS 2020 2019 H•adl Contrfbutlon Varl•ne• Tènnis Club Preschool W. Power W8fv8Ve 80.00 -840.00 0.00 1260.IXI 11.22 1,260.¢XI 1122 2.100. 11.22 Hall Hlr•: Booking8 Prèsehool Cricket Offsits Hir 1.986.(Kl 3218.35 1CQ.(KJ 1.755.45 3,218 35 1C().00 4.782.30 5.684.84 95.00 -3,006.85 -2,466.49 5.00 -26.00 Fundr•lsln9: Markets Chri$trnas Lunch 100 Club 782.42 442.99 565.Crf) 3,413.25 1.022.03 1.090.37 530.00 3.717.28 -239.61 447.38 35.00 -304.01 1.683.19 1.040.IXI 6.175.23 1,240.20 475. 2.761.98 Donatlon•: G•naral PUryKWS Speclfic pu 311. 0.00 311.00 0.00 263.00 -2,150.00 2.150. Co•ts: Cleaner CleanlThJ matsrlo18 Insurance R8palrs PRS AilvèrU8lng Llcer Improvem¢nts Committee 2.730.C 43.35 1.307.83 4.744.81 247.84 1.377.03 1.fy) 744.59 110.37 .2.730.00 43.35 -1.307.83 4,744.81 -247.84 -1,377.03 -201.00 -744.59 -109.29 4.714.C 463.36 -1.186. -13.361.31 -241.22 477.60 -269. -729.56 427.40 1,984.06 420.01 -121.27 8.616.50 .62 -999.43 68.00 -15.03 318.11 Utl15tl•s El8ctri¢ Water WcyJ Pellets 1.056.11 321.68 2,989.51 159.61 -1,0.11 421.68 -2,989.51 -159.61 1817.08 -1.245.02 487.64 4.968.70 464.TS 3.173.S3 188.91 165.98 QO.81 305.14 -356.45 RHI 1817.08 TOTAL8 19.543.15 20.815.04 -1271.89 -2.521.63 1.249.74 Signature Print Name Dale Signed by two Trustees on behair of all Trust8 PFW & Xrt T£S PA¥sPAl 11. lJ.Lo
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