## **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