## **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._|
Page 2 of 7
|**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
Page 6 of 7
## **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>_lo**I**01, 11...12.1 **
Charityno(ifany)I \ I ' I ' I \ I**8**f: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**|**My**examination wascarriedoutinaccordancewithgeneralDirectionsgivenbythe|
|**::.lateiDedt**|CharityCommission.Anexamination indudes areviewoftheaccountingrecords|
||keptbythecharityandacomparisonoftheaccountspresentedwiththoserecords.|
||Italsoincludesconsiderationofanyunusualitemsordisclosuresintheaccounts,and|
||seekingexplanationsfromthetrusteesconcerninganysuchmatters.Theprocedures|
||undertakendonotprovideallthe evidence thatwouldberequiredinanaudit,and|
||consequently**noopinion**isgivenasto whether the accounts present a 'trueandfair'|
||viewandthe reportislimitedtothose matters setoutinthe statementbelow.|
|**Independentexanliaer'sslatelaetll**|Inconnectionwithmy**examination,**nomatterhascometomyattention (other than
thatdisclosedbelow*):|
||(1)whichgivesmereasonable causetobelieve thatin,anyma~Irespect, the|
||requirements:|
||• to keepaccountingrecordsinaccordancewithsection130ofthe|
||CharitiesAct;|
||•
toprepareaccounts**which**accordwiththeaccountingrecordsandcomply|
||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|
|**TolalOita**Income|moo||£18,365.00|
|NETOTHERINCOME
NETINCOME/(EXPENDITURE)|_£-8Jfl4.3"1_||£21,114.26|