Trustees’ Annual Report for the period
From 01/04/2024 Period start dateTo 31/03/2025 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 maintain 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 | ||
|---|---|---|
| Para 1.38 | ||
| Policy on grant making | 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 A recent bequest in a will has meant that Elston village Hall can make improvements and additions to the hall that were not formerly possible. It has also meant that the trustees have not had to increase hiring charges. 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 | A recent bequest has meant that the hall is financially secure and has ample reserves. |
| 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 | £75,000 |
| 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
==> picture [301 x 57] intentionally omitted <==
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 (if any) |
|
|---|---|---|---|---|
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 |
Stuart Blair | Chair | ||
| Russell Boultby | Treasurer | |||
| Ann Sankey | Secretary | |||
| Steph North | ||||
| Jamie McFadyen |
||||
| Richard Hargreaves |
||||
| Pete Clark | ||||
Corporate trustees – names of the directors at the date the report was approved
Director name
Name of trustees holding title to property belonging to the charity
Trustee name Dates acted if not for whole 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 Secretary Secretary, Chair, etc)
Date
| Elston Village Hall | |||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Cash Flow for Period from 1st April 2024 to 31st March 2025 | |||||||||||||
| Apr-24 | May-24 | Jun-24 | Jul-24 | Aug-24 | Sep-24 | Oct-24 | Nov-24 | Dec-24 | Jan-25 | Feb-25 | Mar-25 | ||
| Cash balance b/f | 11,399 | 11,482 |
12,696 |
12,888 |
13,349 |
13,537 |
13,876 |
14,076 |
13,853 |
119,332 |
118,765 |
119,261 |
11,399 |
| Cash Infows | |||||||||||||
| Regular Hall Hire | 380 | 847 |
528 |
508 |
488 |
468 |
433 |
708 |
608 |
448 |
758 |
783 |
6,957 |
| Hall Hire | 505 | 650 |
255 |
500 |
560 | 315 |
470 |
70 |
120 |
345 |
240 |
4,030 |
|
| Elston Village Shop | 370 | 181 |
246 | 358 |
333 | 164 |
146 |
259 |
2,057 |
||||
| Fundraising | 8 | 11 |
15 |
325 |
6 | 13 |
4 | 5 |
8 |
9 |
404 |
||
| Grants | - | ||||||||||||
| Other Infows | 105,597 | 105,597 | |||||||||||
| Sub-Total | 893 | 1,878 |
979 |
1,333 |
734 |
1,392 |
761 |
1,178 |
106,612 |
737 |
1,257 |
1,291 |
119,045 |
| Cash Outfows | |||||||||||||
| EON | (496) | (311) |
(311) |
(237) |
(303) |
(310) |
(239) |
(335) |
(387) |
(639) |
(513) |
(287) |
(4,368) |
| NFU | (117) | (117) |
(117) |
(117) |
(117) |
(117) |
(117) |
(117) |
(117) |
(122) |
(122) |
(122) |
(1,419) |
| Water Plus | (28) | (28) |
(29) |
(25) |
(26) |
(26) |
(25) |
(26) |
(25) |
(26) |
(26) |
(23) |
(313) |
| NSDC(Trade Waste) | (76) | (76) |
(76) |
(146) |
(80) |
(80) |
(80) |
(80) |
(80) |
(80) |
(854) | ||
| LYNX | (158) | (158) | |||||||||||
| Cleaning | (57) | (132) |
(134) |
(127) |
(466) | (100) |
(30) |
(131) |
(128) |
(100) |
(232) |
(1,637) |
|
| Cathedral Leasing | (47) | (55) | (55) | (55) | (212) |
||||||||
| Bank Charges | - | ||||||||||||
| Equipment Repairs/Renewals | (35) |
(33) | (219) |
(20) |
(55) | (38) |
(140) |
(540) | |||||
| Other Outfows | (41) | (600) | (300) |
(169) |
(265) | (1,375) |
|||||||
| Sub-Total | (809) | (664) |
(788) |
(871) |
(546) |
(1,054) |
(561) |
(1,401) |
(1,133) |
(1,304) |
(761) |
(984) |
(10,876) |
| Net Movement | 84 | 1,214 |
191 |
462 |
188 |
338 |
200 |
(223) |
105,479 |
(567) |
496 |
307 |
108,169 |
| Cash balance c/f | £ 11,483 |
£ 12,696 | £ 12,887 | £ 13,350 |
£ 13,537 |
£ 13,875 |
£ 14,076 |
£ 13,853 |
£ 119,332 | £ 118,765 | £ 119,261 | £ 119,568 | £ 119,568 |
| Check per statement | £ 11,482 |
£ 12,696 | £ 12,888 | £ 13,349 |
£ 13,538 |
£ 13,876 |
£ 14,076 |
£ 13,853 |
£ 119,332 | £ 118,765 | £ 119,261 | £ 119,568 | |
| Difference | £ 1 |
£ (1) |
£ (1) |
£ 1 |
£ (1) |
£ (1) |
£ - |
£ - |
£ - |
£ - |
£ - |
£ - |
£ 119,568 |
1
Hi Russell,
I have now had the opportunity to review the 24/25 documents and information provided to me.
As with last year, 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.
I would suggest that, given the size / regularity of the recurring contribution from the Parish Council, that it is possibly shown a separate income line. Also, as there are no itemised hire accounts in the documents provided, it is not easy equating the individual bank transactions with the summarised income lines eg “Hall Hire”. Finally, there is no supporting information for a number of the monthly transactions that make up the item descriptions on the spreadsheet eg NFU, equipment repairs, although I can see the various transactions on the bank statements which are in line with your summarised items on the spreadsheet.
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
Best regards,
Simon