2022-09-30-accounts

TRUSTEES' ANNUAL REPORT

FOR THE PERIOD 1 OCTOBER 2021 TO 30 SEPTEMBER 2022

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
Nigel Robert Charles Parris Cricket Club
Gemma Burroughs Pre School Rep
Jane Smith Parochial Council
Sarah Bernhardt Co-opted
Claire Nuttall Co-opted
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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. Some of our activities have been restricted because of the pandemic but have continued where possible following government guide lines. Procedures were put in place to comply with the varying pandemic rules and guidance and the insurance requirements.

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 where families can meet. 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 the annual meeting concerning 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 usually an Annual Stockland Fair, and 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.

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.

The Management Committee fulfilled its good governance requirements by holding regular meetings 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 reserves policy. The policy uses the terminology and definition of reserves as defined in published Charity Commission guidance.

Application of the Reserves Policy to the balance carried forward at the end of the 2021-22 year is as follows:

• Reserves £7,634.15

• Designated Funds £30,514.32

• Restricted Funds £450.22  Total Funds £38,598.72

Designated Funds approved by the Trustees are as follows:

• Contingency Fund £30,514.32

A minimum contingency fund level of £12,000 is to enable the Charity to operate for one year, up to a maximum of £30,512 to replace a failed boiler. The contingency fund is derived 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:

• Youth Club £450.22

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 uses an iZettle account to enable it to take payment by credit and debit cards.

The Charity holds cash as follows:

• Cash float for use at fundraising events £100.00

• 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 separately identified and tracked to ensure funds are applied only for the purposes for which they were initially raised or donated.

The outturn for the year is a deficit of £24,074.63.

The Approved Accounts for 2021-22 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 £8,010.90 (32%)

• Hire fees for use of the Hall etc. £4,871.25 (19%)  Income from fundraising £7,434.51 (30%)  Donations £461.00 (2%)  Renewable Heat Incentive £3,814.44 (15%)  Bank Interest £7.10 (<0.1%)  Other income £588.20 (2%)

Charity income has recovered with the relaxation of measures introduced during the COVID-19 Pandemic. There have been no COVID-19 Grants available to the Charity for the 2021-2022 year, but income has shown a welcome 58% increase on the previous year.

Charity Expenditure:

Expenditure by the Charity in support of its objectives is as follows:

• Provision of accommodation, heat, light, cleaning, insurance etc. £44,895.34 (91%)

• Costs of fundraising to provide recreations, entertainments etc. £4,366.69 (9%)

Included in the expenditure are £25,875 of improvements to the Hall as a planned project was implemented in January 2022. The project involved the re-location of the bar and associated costs; conversion of the committee room into a quiet lounge and alterations to the storage area of the premises to provide secure storage for Preschool Group play apparatus and for other equipment. The project was funded by restricted funds donated for the purpose and the use of a designated fund created from reserves to cover the estimated costs. The final cost was slightly less than estimated, with the balance of designated funds being returned to general reserves.

A donation of £1,500 was made to Stockland Parish Council for the specific purpose of the provision by them of a safe and proper access path to the side entrances of the premises, the donation amounting to 28% of the cost.

Section F: Other optional information

None.

Paga l of2 STOCKLAND VICTORY HALL - STATEMENT OF Accoupifs: 30 SEPTEMBER 2022 Rec•lpts: EX￿dI￿ra. Income 25,143.30 Ex￿nditure 40,282.03 Interest Dn arncAJnt8- Oewsil 0.12 7.10 CAF Donab'or 37.00 Doficil for Iha y8ar -24,074.63 Toi81 25,187.40 Tots 25.187.40 BALANCE SHEET 8olonco b￿￿9￿1 lorward 62,673.36 Baknnoepj at Bunk ot¢: R••ornB D••lgnatsd Re•trlcted B•l•no• Llryds CurrArt A(xx)urt 2.78 832.78 DeflBM fcy the yeqr .24,074.J3 Uoyd5 De￿811 6.588.gJ ),514.32 450.22 37.530.84 CAF Acto￿t 36.10 35.10 Cash Fbals 200.￿j 200.CQ Totsi•: 7,634.15 1,514.32 450.22 S.598.72 Balanc• card&J foma ?8,Jf98,72 Total 38,598.72 Tota 38.S98.72 Sl natur• Prlnt Nam• Dal8 of A roval 02. K/. IL SlgTrod by two Truste9• on b•half of all Trusteeg F44*v

Paga2of2 STOCKLAND VICTORY HALL ACCOUNTS TO 30 SEwfEM8ER 2022 CASH BOOK RECEIPTS AND PAYMEKrs 2021-2022 202￿021 H•adln Vwl•n R•nt: Tennis Chjb Prasrtho 40.00 2.160.￿) 1160 C 2.180.(KJ 11.22 Hall Hlre- n96 Prasctsx4 Crfcket ¢)ffsite Hir• 4.808.25 5.850. 4,808.25 5.850.9) 1.$77.25 5.682. 3.231.00 168.30 .5.00 53.00 10.00 Fundral•lng: Ilarkèts 100 Club 1.132.70 1,050.Crf) 5.251.81 132.19 4￿.C) 3.744. I.{￿.51 1,ro.51 -15.00 1,043.49 575.CQ 1.507.31 DOna￿On$. Genwal wrpose8 Spacift purF 424.rA) 424.¢J) -1.5fyJ. 188.¢ 1CKI.¢X) -1.e¢xi.00 Co•t•: Cbanlng Insurance Malnt•Mnc* PRS A￿er￿Sing 6.082.e8 1.379.04 4.082.68 -1.379.04 .1.8(M.65 -132. 486 20 -leo.00 48.745.13 46.61 4.942.29 -1,294.95 4,436.22 -148.è1 -1.140.39 2,831.57 16.91 414.20 21.00 -17,861.27 132.cll 180.C 2723S.13 -201.C -8.883.88 Ut11￿•8 EK8ctr Woter Wood Palknts T818comB 1.393.87 450.43 3.71e.97 4e4).78 -1.393.87 450.43 -3.716.97 460.78 3.814.44 -1,077.35 -285.91 -2,874.42 -316.52 -164.52 442.55 -1￿.90 AHI 3.814.44 3,469. TOTALS 25.143.30 49.26103 44.118.73 -10.410.69 -13,708.04 SvJnab Print Nan Date Slgnad by Iwo Trustoos on b•half of all Tru8t••s IL

Independent examlnerfs report on the accounts Section A Independent Exatniner s Report 1114nyl KV377 1•¥J2 Iru•t••• and •x•Mxln•r cws an a￿lit year undw8 11 LE my r•wm5*d" ty to.. lurKIBr Ladk)n 145(5Kbl Of￿ ChBrbtss and •xamln•rf• •l•t•m•nt s￿ned. is ZS R•l•vant prof•MloN•l 9￿1￿¢￿tIon(SI or body Illany):