2023-03-31-accounts

Trustees’ Annual Report for the period

From 01/04/2022 Period start date To 31/03/2023 Period end date

Charity name: Elston Village Hall

Charity registration number: 522214

Objectives and Activities

	SORP reference
Summary of the purposes of the charity as set out in its governing document	Para 1.17	The original schedule that created Elston Village Hall dedicated its purpose to be the provision and maintenance of a village hall for the use of the inhabitants of the Parish of Elston and the neighbourhood thereof without distinction of political, religious or other opinions, including use for meetings, lectures and classes, and for other forms of recreation and leisure time occupation, with the object of improving the conditions of life for the said inhabitants.
Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts.	Para 1.17 and 1.19	To provide and maintan suitable premises for social, educational, health and fitness, hobbies and other activities in the village of Elston and surrounding area.
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit	Para 1.18	The purpose and objectives stated above on the guidance issued by the Commission and local needs.

Additional information (optional)

You may choose to include further statements where relevant about:

	SORP reference
Policy on grant making	Para 1.38	N/A

Policy on social investment including program related investment	Para 1.38	N/A
Contribution made by volunteers	Para 1.38	Elston Village Hall Committee of Trustees (Trustees) - who are all volunteers - encourages everyone to help with a wide range of tasks at the hall so the facility can be used to its full potential for the benefit of the local community. The Trustees are committed to involving volunteers directly to: • Contribute to the running of the facility. • Ensure we are responsive to the needs of users. • Provide different skills and perspectives. • Offer opportunities for volunteer participation by all. • Offer opportunities to develop and learn new skills.
Other

Achievements and Performance

	SORP reference
Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole.	Para 1.20	The hall is a well-used and popular venue for regular hirers such as the Garden Club, Singing Group, Photography Class, Pilates Class, Art Group etc. providing much-needed social activities for the inhabitants of Elston and the surrounding villages. Being closed during the pandemic made it very obvious that these activities are vital to prevent social exclusion and loneliness. And the Trustees are working hard to encourage the resumption and provision of as many varied activities as is possible for the benefit of the local population. In addition it is also a very popular venue of choice for children’s birthday parties.

Additional information (optional)

You may choose to include further statements where relevant about:

Achievements against objectives set Para 1.41 The feedback to the trustees indicates that we provide a venue that encourages people of all ages to attend the many varied events run at the hall. Performance of fundraising activities against objectives set Para 1.41 Fundraising activities and grants have enabled the hall to remain solvent despite the dramatic loss of income during the pandemic and the subsequent increase in running costs – particularly the cost of electricity. Investment performance against objectives Para 1.41 N/A Other

Financial Review

Financial Review
Review of the charity’s financial position at the end of the period	Para 1.21	Fundraising and grants have helped us to avoid making a loss and produce a small budget surplus
Statement explaining the policy for holding reserves stating why they are held	Para 1.22	We hold any reserves within our current account to meet unexpected or routine capital expenditure.
Amount of reserves held	Para 1.22	?
Reasons for holding zero reserves	Para 1.22
Details of fund materially in deficit	Para 1.24	N/A
Explanation of any uncertainties about the charity continuing as a going concern	Para 1.23	N/A

Additional information (optional)

You may choose to include further statements where relevant about:

The charity’s principal sources of funds (including any fundraising)	Para 1.47	Hire charges
Investment policy and objectives including any social investment policy adopted	Para 1.46	N/A
A description of the principal risks facing the charity	Para 1.46	A lack of volunteers willing to help run it. An appeal for more volunteers is underway.
Other

Structure, Governance and Management

Description of charity’s trusts:
Type of governing document (trust deed, royal charter)	Para 1.25	Charity Commission Scheme under the Charities Act, 1960
How is the charity constituted? (e.g unincorporated association, CIO)	Para 1.25	Unincorporated Charity
Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees	Para 1.25	Trustees are either elected or appointed annually at the Annual General Meeting held in May. The Committee elects two members and may also co-opt another two members. The Parish Council appoints four representative members

Additional information (optional)

You may choose to include further statements where relevant about:

Policies and procedures adopted for the induction and training of trustees	Para 1.51	The following policies are in place and are used as part of the Trustees Induction: Health and Safety Volunteer Policy Protection of Children and Vulnerable Adults Finance Policy Booking Policy Privacy Policy Terms and Conditions of Hire Environment Policy Social Media Policy Wifi Policy Equal Opportunities Statement Data Protection Policy Trustees are given a copy of the Trust Deed, and Charity Commission Responsibilities of Charity Trustees.
The charity’s organisational structure and any wider network with which the charity works	Para 1.51	The Hall is run by a Management Committee of Trustees, made up of 2 elected members, 4 representative members and 2 co-optative members. The current officers are: a. Chair b. Secretary c. Treasurer
Relationship with any related parties	Para 1.51	N/A

Other

Reference and Administrative details

Charity name	Elston Village Hall
Other name the charity uses	N/A
Registered charity number	522214
Charity’s principal address	Elston village Hall Top Street Elston Newark NG23 5NP

Names of the charity trustees who manage the charity

	Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20	Stuart Blair	Chair		~~(if any)~~
	Russell ~~Bltb~~	Treasurer
	~~ouy~~ Ann Sankey	Secretary
	John Slater
	Steph North
	Jamie ~~MFd~~
	~~cayen~~ Chrissy ~~MFd~~
	~~cayen~~ Pete Clark

Corporate trustees – names of the directors at the date the report was approved

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Director name
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Name of trustees holding title to property belonging to the charity

Trustee name Dates acted rf not forwhole year

Funds held as custodian trustees on behalf of others

Description of the assets held in this capacity	N/A
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects	N/A
Details of arrangements for safe custody and segregation of such assets from the charity’s own assets	N/A

Additional information (optional)

Names and addresses of advisers (Optional information)

Type of Name Address adviser

Name of chief executive or names of senior staff members (Optional ~~information)~~

Exemptions from disclosure

Reason for non-disclosure of key personnel details

Other optional information

Declarations

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees Signature(s) Full name(s) Stuart Blair Ann Sankey Position (eg Chair Secrtary Secretary, Chair, etc)

Date

Elston Village Hall												Upto 21st Mar 23	Upto 21st Mar 23
Cash Flow for Period from 1st April 2022 to 31st March 2023
	Apr-22	May-22	Jun-22	Jul-22	Aug-22	Sep-22	Oct-22	Nov-22	Dec-22	Jan-23	Feb-23	Mar-23
Cash balance b/f	7,661	5,804	6,361	6,970	7,064	8,118	8,153	7,919	8,084	7,728	7,634	7,426	7,661
Cash Infows
Regular Hall Hire	316	369	410	397	364	270	160	450	410	270	370	520	4,306
Hall Hire	324	513	332	285	315	260	45	210	140	425	80	295	3,224
Elston Village Shop	81	192		115	116	123	147		96	180	149	124	1,323
Fundraising	-	-	439	-	-	-							439
Grants	17,067	-	-	-	1,000	-							18,067
Other Infows	-	-	-	-	-	15						600	615
Sub-Total	17,788	1,074	1,181	797	1,795	668	352	660	646	875	599	1,539	27,974
Cash Outfows
EON	(362)	(241)	(251)	(250)	(285)	(260)	(236)		(531)	(562)	(463)	(312)	(3,753)
NFU	(102)	(102)	(102)	(102)	(102)	(102)	(102)	(103)	(103)	(108)	(108)	(108)	(1,244)
Water Plus	(64)	-	-	(27)	(27)	(31)	(31)	(27)	(31)	(28)	(31)	(31)	(328)
NSDC	(67)	(67)	(67)	(67)	(67)	(66)	(66)	(66)	(66)	(66)			(665)
LYNX	-	-	-	-	-	-			(99)	(41)			(140)
Cleaning	-	(100)	(100)	(121)	(100)	(100)	(146)		(120)		(200)		(987)
Cathedral Leasing	-	-	(47)	-	-	(47)			(47)			(47)	(188)
Bank Charges	(5)	(7)	(5)	(6)	(6)	(5)	(5)	(5)	(5)	(5)	(5)	(5)	(64)
Equipment Repairs/Renewals	(185)	-	-	(60)	(139)	(22)							(406)
Other Outfows	(18,860)	-	-	(70)	(15)	-		(294)		(159)			(19,398)
Sub-Total	(19,645)	(517)	(572)	(703)	(741)	(633)	(586)	(495)	(1,002)	(969)	(807)	(503)	(27,173)
Net Movement	(1,857)	557	609	94	1,054	35	(234)	165	(356)	(94)	(208)	1,036	801
Cash balance c/f	£ 5,804	£ 6,361	£ 6,970	£ 7,064	£ 8,118	£ 8,153	£ 7,919	£ 8,084	£ 7,728	£ 7,634	£ 7,426	£ 8,462	£ 8,462
Check per statement	£ 5,804	£ 6,360	£ 6,970	£ 7,064	£ 8,118	£ 8,152	£ 7,918	£ 8,083	£ 7,726	£ 7,634	£ 7,425	£ 8,461	£ 8,461
Difference	£ -	£ 1	£ -	£ -	£ -	£ 1	£ 1	£ 1	£ 2	£ 1	£ 1	£ 1	£ 1

1

Hi,

I have now had the opportunity to review the documents and information provided to me.

I have not seen source information regarding the grants provided from either the Lottery Fund or the Methodist Church and so cannot consider / review any conditions or liabilities (onerous or otherwise) attached to these or their subsequent fulfilment, but the cash movements appear to be appropriate, and the other aspects of the accounting records all appear to be well maintained and in order. Accordingly, I am happy to submit the following:

“I have carried out a brief examination of the accounting records kept by the charity and comparison of the accounts presented with those records and confirm that no matters of concern have come to my attention as a result of the examination”

Simon Eccleston BA(Hons), ACIS, ACMA

Trust this is sufficient for you to submit the return now. Please let me know if you need anything else or if you need me to physically sign anything.

Best regards,

Simon