Trustees’ Annual Report for the period
From 01 October 2021 Period start date
To 30 September 2022 Period end date
Charity name: Westwood Parish Room Charity
Charity registration number: 1161872
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The maintenance and improvement of the Parish Hall in Westwood for: 1. Any ecclesiastical purpose affecting the Parish of Westwood in Wiltshire or any part of it; 2. Any purpose in connection with educational schemes for providing facilities for the spiritual, moral and physical training of persons residing in or near the parish; or 3. Improving the conditions of life for the inhabitants of the Parish. |
| 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 |
Opening to the public for its benefit and advertising the facilities for public activities and private bookings. Providing facilities for visitors to National Trust Westwood Manor in accordance with the 30 year legal agreement with the NT. Refurbishment of the roof and installation of modern electrical storage heating. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | It is confirmed that the trustees have had regard to CC guidance on public benefit, in particular guidance on charities for the purposes defined above when planning their activities for the spiritual, moral and physical benefit of local people. |
Page 1 of 7
Additional information (optional) You may choose to include further statements where relevant about:
| SORP reference | ||
|---|---|---|
| Policy on social investment including program related investment |
Para 1.38 | The Parish Room is to be non-profit making, but self-sustaining from hirings, donations and the provision of simple food and beverages. |
| Contribution made by volunteers |
Para 1.38 | All current management is undertaken by trustee volunteers. |
| Other | Separate contracts have been placed for regular cleaning and grounds maintenance. |
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 | From April to September, when the National Trust Westwood Manor is open, teas are provided at low cost for visitors but run by volunteers. These teas have proved very popular, not only to NT visitors, but to residents of the village and passing walkers. After costs of ingredients, this is an established income base and is providing a steadily increasing income stream to achieve the Charity’s objects In the winter months of October to March, while Westwood Manor is closed the Trustees provide a monthly “drop-in” Village Lunch which is widely advertised and attracts an average of over 30-35 elderly visitors. Run by volunteers it asks for a nominal donation of £5/head to offset the cost of ingredients. The remaining income going as an annual donation to Westwood Church The rooms facilities have been widely advertised and regular repeat hirings and single bookings have been made, both for weekly activities and one-off events. An agreed number of free bookings have been made available to Westwood Church which has made good use of them. This is a major source of income. Funds are then available from the above income to improve the environment within the facility, especially a refurbished and insulated roof for a property built in the 1890's, and the enhanced electrical storage heating system. |
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| Additional information (optional) You may choose to include further statements |
Additional information (optional) You may choose to include further statements |
where relevant about: |
|---|---|---|
| Achievements against objectives set |
Para 1.41 | The refurbished and insulated roof and enhanced electrical storage heating system has resulted in a lowering of the halls Carbon footprint, and reduced running costs. |
| Performance of fundraising activities against objectives set |
Para 1.41 | To aid the Church and other village Charites such as the local school friends association and Women’s Institute, these organisations are offered to run weeks of the summer teas gratis. They volunteer and provision their teas and are not charged by the Charity for the use of the rooms. This village centric initiative has allowed such organisations to raise their own much need funds. |
| Investment performance against objectives |
Para 1.41 | No investments undertaken. |
| Other | Westwood Parish Room has 92 years of lease remaining from the Diocese of Salisbury through Westwood PCC. At least 4 of the 7 trustees must be nominated by Westwood PCC. Visitors to Westwood Manor (NT) have right of access to the Parish Room toilets when the Manor is open to the public. The Charity has written Governance and Operating Procedures including safety and risk assessments, and data protection regulations. These are kept under continuous review and updated as necessary. |
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | The Charity still maintains a realistic £5,000 net income over expenditure, comparable with pre-Covid years. Despite a costly pre- planned roof refurbishment of £13,825 the Charity has provision to continue to fund the future building projects and further reduction of the Carbon Footprint for this 1890s building. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | The trustees have agreed that a reserve of 12 months running, and maintenance costs will be retained. This Restricted fund continues to be maintained for expected secondary glazing and any other unexpected maintenance costs. |
Page 3 of 7
| Amount of reserves held | Para 1.22 | £39,987 of which £15,000 held as Restricted funds. |
|---|---|---|
| Reasons for holding zero reserves |
Para 1.22 | Not applicable |
| Details of fund materially in deficit |
Para 1.24 | Not applicable |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | Not applicable |
| Additional information (optional) You may choose to include further statements where relevant about: |
Additional information (optional) You may choose to include further statements where relevant about: |
Additional information (optional) You may choose to include further statements where relevant about: |
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 | Running costs are covered by income from hirings and Manor teas (Summer only) |
|
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | Not applicable | |
| A description of the principal risks facing the charity |
Para 1.46 | Structural failings of a 1980s building, leading to prolonged closure. |
|
| Other | The correspondence address for the charity is: Attention James Crawford, Spring Cottage, 148 Upper Westwood, Bradford on Avon, Wilts BA15 2DE. |
Structure, Governance and Management
| Description of charity’s trusts: |
||
|---|---|---|
| Type of governing document (trust deed, royal charter) |
Para 1.25 |
Constitution |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | Charitable Incorporated Organisation |
| 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 | Appointment by existing trustees. |
Page 4 of 7
Reference and Administrative details
| Charity name | Westwood Parish Room Charity |
|---|---|
| Other name the charity uses | |
| Registered charity number | 1161872 |
| Charity’s principal address | The Rectory, 18A Woolley Street Bradford on Avon Wilts. BA15 1AF |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 |
Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (if any) |
|---|---|---|---|---|
| David Hunter | Chair | Westwood PCC | ||
| Belinda Lawrie | Treasurer | Westwood PCC | ||
| Caroline Philpott | ||||
| James Crawford | Secretary | |||
| Christopher Edwards | Westwood PCC | |||
Corporate trustees – names of the directors at the date the report was approved
Director name None
Name of trustees holding title to property belonging to the charity
| Trustee name | Dates acted if not for whole year | |
|---|---|---|
| Not applicable |
Funds held as custodian trustees on behalf of others
| Description of the assets held in this capacity | None |
|---|---|
| Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects |
Not applicable |
| Details of arrangements for safe custody and segregation of such assets from the charity’s own assets |
Not applicable |
Page 5 of 7
Exemptions from disclosure
Reason for non-disclosure of key personnel details None
Other optional information
WESTWOOD PARISH ROOMS – CHAIRMAN'S ANNUAL REPORT FOR YEAR 2022
This year the Westwood Parish Rooms (WPR) made a strong recovery from the extended period of restrictions resulting from the Covid 19 pandemic and the associated limitations on the use of public and private facilities. Regular bookings revived such that the WPR had a full programme of mid-week users, encompassing a wide range of local community groups. The facility was also used by one-off mid-week hirers and there was also a healthy utilization on Saturdays for private functions. Mention should also made of the fact that the WPR played host to the village picnic, held as part of Queen Elizabeth II's Platinum Jubilee celebrations in June and which culminated in the lighting of the Westwood beacon on the adjacent church tower.
The offering of teas coincident with the opening hours of Westwood Manor during the spring and summer months once a again provided a regular stream of income. As was the case last year, the Friends of Westwood and Iford School and this year the Women's Institute, took advantage of the offer of providing the teas during a short part of this period to boost their own funds and thereby afford the WPR volunteers something of a break! Monthly village lunches were held during the winter and proceeds will be donated to the Westwood Parochial Church Council.
The finances of the WPR remain healthy, commensurate with the recovery in bookings post the pandemic. Furthermore, despite significant expenditure on building husbandry this year, the trustees are confident that there are sufficient funds to meet both the regular anticipated expenditure, particularly the greatly increased cost of energy and any unplanned contingency.
The major work carried out was re-roofing and gutter replacement. This was not in response to an emergency but was rather and anticipatory measure to safeguard the fabric of the building. The work came in under the trustees' allocated budget and required the removal of over two tonnes of lath and plaster, the installation of fresh insulation and a weatherproof membrane, together with new battens and new roof tiles. The trustees are mindful of the need to make the WPR more energy efficient and to enhance the facility for users. To his end, the obsolete wall panel heaters are to be replaced and the provision of secondary glazing will also be considered.
A relatively new trustee, Chris Burwell, resigned due to having other commitments. However, in his time as trustee he completed a review of the booking procedure and rationalized the forms used. These revised versions have been incorporated into the WPR operating procedures. The remaining trustees have been diligent in upholding the responsibilities of their position. In particular, James Crawford was instrumental in garnering and sifting the various quotes for the work undertaken this year and also kept a close eye on the fabric of the building. Belinda Lawrie adeptly managed the finances in the position of treasurer and Caroline Philpott lead all aspects of the catering and coordinated the cleaning, to maintain the high standard of presentation of the WPR.
David Hunter Chairman Westwood Parish Rooms
January 2023
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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) JAMES PATRICK CRAWFORD Position (eg Secretary, Chair, etc)[SECRETARY ]
Date 21 JANUARY 2023
Page 7 of 7
| Reporttothe trustees/membersof | |
|---|---|
| Onaccountsfortheyearended | I_1>_loI01, 11...12.1 Charityno(ifany)I \ I ' I ' I \ I8f:i111 |
| Setoutonpages | (remember toincludethepage numbersofadditional sheets) |
| Respectiveresponsihilitieoftrustees | Thecharity's trustees areresponsibleforthe preparationoftheaccounts.Thecharity's |
| andexaminer | trusteesconsiderthatanauditisnotrequiredforthisyear undersection144ofthe |
| CharitiesAct2011(theCharitiesAct)andthatanindependentexaminationisneeded. | |
| Itismyresponsibilityto: | |
| • examine theaccountsundersection145oftheCharitiesAct, | |
| • tofollowtheprocedureslaiddowninthe generalDirectionsgivenbytheCharity |
|
| Commission(under section145(5)(b)oftheCharitiesAct),and | |
| • tostate whether particularmattershavecometomyattention. |
|
| Basisofindependent ..nmietl!l's | Myexamination wascarriedoutinaccordancewithgeneralDirectionsgivenbythe |
| ::.lateiDedt | CharityCommission.Anexamination indudes areviewoftheaccountingrecords |
| keptbythecharityandacomparisonoftheaccountspresentedwiththoserecords. | |
| Italsoincludesconsiderationofanyunusualitemsordisclosuresintheaccounts,and | |
| seekingexplanationsfromthetrusteesconcerninganysuchmatters.Theprocedures | |
| undertakendonotprovideallthe evidence thatwouldberequiredinanaudit,and | |
| consequentlynoopinionisgivenasto whether the accounts present a 'trueandfair' | |
| viewandthe reportislimitedtothose matters setoutinthe statementbelow. | |
| Independentexanliaer'sslatelaetll | Inconnectionwithmyexamination,nomatterhascometomyattention (other than thatdisclosedbelow*): |
| (1)whichgivesmereasonable causetobelieve thatin,anyma~Irespect, the | |
| requirements: | |
| • to keepaccountingrecordsinaccordancewithsection130ofthe | |
| CharitiesAct; | |
| • toprepareaccountswhichaccordwiththeaccountingrecordsandcomply |
|
| withtheaccountingrequirementsoftheCharitiesActhavenotbeenmet;or | |
| (2)towhich,inmyopinion,attentionshouldbedrawninordertoenable aproper | |
| understandingoftheaccountstobereached. | |
| ,.Pleasedeletethewordsinthebrocketsiftheydonotapply. | |
| Signed | DateI"l4h~Y\13 |
| Name | |
| Relevantprofessionalqualific.ation(s) orbody(ifany) |
I f'\C.Pi |
| Address |
| _ l::..:.otal |
_ l::..:.otal |
_ l::..:.otal |
||
|---|---|---|---|---|
| AsofSep30,2021 | ||||
| AsofSep30,2022 | (PY) | |||
| FixedAsset | ||||
| Total FixedAsset | ||||
| Cashatbankandinhand | ||||
| Westwood Parish RoomCharity(5968) | 40,067.08 | 48,691.45 | ||
| Total Cashatbankandinhand | £ | 40,067.08 | £ |
48,691.45 |
| CurrentAssets | ||||
| UncategorisedAsset | 0.00 | 0.00 | ||
| Total CurrentAssets | £ | 0.00 | £ | 0.00 |
| Netcurrentassets | £ | 40,067.08 | £ | 48,691.45 |
| Creditors:amountsfallingduewithinoneyear | ||||
| Trade Creditors | ||||
| DeferredIncome | 0.00 | 0.00 | ||
| Total Trade Creditors | £ | 0.00 | £ | 0.00 |
| Current Liabilities | ||||
| Roomhiredeposit | 80.00 | 30.00 | ||
| TotalCurrentLiabilities | £ | 80.00 | £ | 30.00 |
| Total Creditors:amountsfallingduewithinoneyear | £ | 80.00 | £ | 30.00 |
| Netcurrentassets(liabirrties) | £ | 39,987.08 | £ | 48,661.45 |
| Total assetslesscunetrtliabilities | £ | 39,987.08 | £ | 48,661.45 |
| Totalnetassets(liabilities) | £ | 39,987.08 | £ | 48,661.45 |
| Charilyfunds | ||||
| Opening BalanceEquity | 29,672.40 | 29,672.40 | ||
| Retained Earnings | 18,989.05 | -2,125.21 | ||
| Surplus/(Deficit) | -a,674.37 | 21,114.26 | ||
| Total Charityfunds | £ | 39,987.08 | £ | 48,661.45 |
| BANKACCOUNT | Restricted | Unrestricted | Total |
|---|---|---|---|
| !opening balance | 25,000 | 23,691 | £48,691.45 |
| movement - IN COME | 15,632.28 | ||
| movement -EXPEN SES | -13,825.00 | -10,481.65 | |
| movement - deposits (liabilities) | 50.00 | ||
| closing balance | 11,175 | 28,892 | £40,067.08 |
| TOTAL | |||
|---|---|---|---|
| OCT2021 - SEP 2022 | OCT 2020 - SEP2021(PY} | ||
| Income | |||
| Donationsandlegacies | 309.89 | 60.00 | |
| Room&KitchenHire | 2,848.90 | 463.60 | |
| RoomHireonly | 5,783.80 | 2,580.34 | |
| Sales-Teas | 6,136.00 | 5,5n.03 | |
| UnappliedcashPayment Income | 0.00 | 0.00 | |
| Uncategorised Income | 24.50 | 0.00 | |
| Winierlunches | 529.19 | 0.00 | |
| Tolalllll:ml8 | 2'5Jl3228 | £8,680.97 | |
| CostofSales | |||
| Teas -Baking TeasSl!A>lieSandoldlelials |
700.00 549.34 |
500.00 782.02 --- -- |
|
| -------- TolalCost_d_Salas |
£1,248.34 | £1,282.02 | |
| TOTAL | £1~94 | £7,398.95 | |
| Expenditures Advertising/Promotional Bankcharges BuikingFal:Jricexpenditure,resbidedfund BusinessRates Cleaning Community Donations |
363.41 175.88 13,825.00 116,00 1,298.83 9.00 172.80 |
0.00 151.47 0.00 25.34 643.84 50.00 304.80 |
|
| Computer Costs | 0.00 | 98.45 | |
| Covid-19costs | 188.89 | 0.00 | |
| Furniture&equipment | 169.45 | 170.00 | |
| Gardenmaintenance | 706.39 | 665.15 | |
| Insurances | 434.39 | 456.59 | |
| Phone Costs Repairandmaintenance |
2,696.16 0.00 |
834.03 0.00 |
|
| UnappliedcashBilPayment Expenciture Utilities - Power |
2,592.83 308.28 |
1,139.57 110.45 |
|
| Uti&ties- Water | £23,057.31 | £4,649.69 | |
| TolalExpmdum NETOPERATINGINCOME |
£-a,;T431 | £2,749.26 | |
| OtherIncome | 0.00 | 18,365.00 | |
| Covid19grant | moo | £18,365.00 | |
| TolalOitaIncome | moo | £18,365.00 | |
| NETOTHERINCOME NETINCOME/(EXPENDITURE) |
£-8Jfl4.3"1 | £21,114.26 |