Westleton Village Hall CIO
Trustees’ Annual Report for the year ended 5 April 2023
Charity information
Registered Address: Westleton Village Hall CIO The Street Westleton Saxmundham Suffolk IP17 3AD
Registered Charity Number: 1164038
Trustees: Barry Banks Francesca Bartlett Sue Brett Liz Barton Nicola Feltham Dilys Hall Andy Gilmour (from 5 June 2023) John Shepherd (Chair)
Independent Auditor: Brian Boulanger
Structure, Governance and Management
Westleton Village Hall (the Charity) was registered as a charitable incorporated organisation (CIO) on 25 October 2015. Management of the Charity is by a Board of Trustees which meets about six times a year. Trustees, who are normally appointed for a term of three years, may be either elected by members of the public at the annual general meeting (AGM), nominated by User Groups or appointed by sitting Trustees in accordance with section 10 of the Constitution of the CIO. The Trustees are supported by a part-time Centre Manager and a number of volunteers who run events at the hall and/or support specific activities or projects.
Objectives and Activities
The objectives of the CIO set out in Section 3 of the Constitution,
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To own and manage the building known as Westleton Village Hall for the use of the inhabitants of the Parish of Westleton in the County of Suffolk (the area of benefit) without distinction of sex, sexual orientation, age, disability, nationality, race, ethnic origin, or political, religious or other opinions 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.
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To make the Hall available for use for the above purposes by all people who have need for such facilities by reason of their youth, age, infirmity, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving their conditions of life.
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- To make the Hall available for private hire by individuals or organisations, both within and beyond the area of benefit, for the above purposes and for private or social purposes at the discretion of the trustees.
Activities and Achievements
This was (at last) a fairly “normal” year, without significant Covid restrictions. Attendances at events & activities were still lower than before the pandemic, but they had been picking up gradually. We had been expecting to make a small deficit this year, but have in fact managed a small but useful surplus, due to the increase in hire charges introduced to help balance the budget, and a major effort on increased fundraising. This is expected to become part of the “new normal” to help to cover the costs of maintaining the higher level of activity at the Hall. We have also begun and will continue to run more social events. For the Coronation we co-ordinated our activities with the Parish Council and the White Horse, and our “cake & fizz” event with the proceedings streamed live to the big screen was well attended and enjoyed by those present.
Routine maintenance work has been resumed, including filling of pot-holes, and vegetation had been cleared by a working party. Repairs to the flint walls are scheduled to begin, and work on longstanding rainwater leaks is in hand. The plans for a Memorial to Tony Ingram have been enhanced to include paving the Foyer courtyard (as well as the bench and tree). This has (as always) proved to be a bit more complicated than expected but detailed planning is in progress.
The Trustees had planned for some time to make some purely technical amendments to the constitution, which involved removing redundant material (notably the names of the original trustees), and up-date and move the list of organisations able to nominate Trustees to a separate Schedule (not part of the Constitution as such) so that it can be amended and kept up-to-date without excessive formality. These changes have now been formally approved and notified to the Charity Commission. The (now defunct) Quilters and Barrel Fair have been removed from the Schedule, and the Soup & Pud team, Table Tennis Club, Yoxford Model Railway Group and the Camera Club have been added to the list.
Accounting, accounts, annual reports and returns
The Trustees have complied with the provisions set out in Section 25 of the Constitution and the requirements of the Charities Act 2011 with regard to the keeping of accounting records, the preparation and scrutiny of statements of account, and the preparation of annual reports and returns.
Professor John Shepherd CBE FRS (Chair) On behalf of the Board of Trustees Westleton Village Hall 18 September 2023
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Westleton Vlllage Hall CtrorftyNty.1164038 ststementof Attuuhts fortheyearerKled 301h Apri12023 Il- £10,621.50 £7292.04 Income leiDng5 Fr£arè FtryEfEXhit?n$ lilm Club HèllforAY Ev¢nts £19,925.65 £5.483.75 £2,143.75 £l335.LY) £7.687.02 £639.00 £2,631.8Z IGiftI4 .BarYakin45 .Wihi FlowerFe5giv31& Eib00 55unéde5 Club ilntereSiBe£'d .'GFanrrecefvedfromCouncllforCOWD £o.(x) £720.901 2.03 £1,150.OCS E64.891 £IL822.79 ELIOO.(K> £L811.15 o.( Total Income £4L924.22 7.37L87 Expenditure Caretskin8lCleaning IBvldin8M61n*naTKe&SeMcl IEouipment ,CentyeManager IFoyerC4fè CongJmJbks 'Foyer Exhibition E¥perffjes Waier hffld Sewage ErtfItsty TelephDne&WebsttÈ In5uranEe £4,69&57'. £1.038.251 £I,UO.53' £IZ.815.96 £3.15&14 £1.397.151 £681.975 É12,995.55, £3,021.58, £1.687.95. £4.105.C¥JI £916.36, £1240.93,. £L033.71:. £6.41&12, £716.441 £2.109.961 £L17&69' É51.681 44.271 £388.36. £2,075.35 .'H8llCvn5umBbk5 IBaDk Ch?r4es lkncences Health & safety £L198.45 £28&14 £8Y2.67 £611.15 £268.84, E630.IXJ,' '.H3U for1 Events '.MarkEUTr& etc Pr4ectTot31 -n.£6,648.08 Total Expendlture £371.17.. £42.895aa: Surplus for the year Add ba12nceat siart oFyear Balance atend of year £4363.05;. £1?1,129.44 £I?SA92A9 45,523.161 £176,652.801 U71,129A41 The balance is made of COIF dep051taccount COIF buildin8 development alc H58Ccurrent account HSBCsa¥lngsattount £1403538 £48,507.37 £8,976.14 £103 73.50 £175N92A9 £13.751.161 £47.525.14.. £IA24.241 £108.428.901 £171.129.441 tiz Barton Brfan eoulanger Auditor st Tieasufer
Westleton Village Hall Westleton Willage Hall CIO Reglstered Charity Number: 1164038 Financial Examinerfs Report for the year ended 30 April 2023 I have examined the financial accounts of the Westleton Village Hall CIO forthe year ended 30 April 2023 and certify that in my opinion they give a true and fair view of the income and expenditure and financial position of the charity as at 30 April 2023 and of its profit/loss for the year then ended,. they have been properly prepared in accordance with the provisions set out in Section 25 of the Constitution of the CIO and the requlrements of the Charities Act 2011. Signed Brian Boulanger Date