## Wadhurst Institute, Hall & Field CIO 2023/24 AGM 3[rd] October 2024 Chairman’s report John Mitchell ## **AGENDA** ## 1. OPENING REMARKs 2. CHAIRMAN’S REPORT – To receive the 2023/24 annual report of the charity trustees. 3. TREASURER’S REPORT – To receive the accounts for the year ended 31 December 2023. 4. CHARITY TRUSTEES – To e-elect the following persons as charity trustees under clause 10.4 of the Constitution to serve until the end of the next AGM: Roger Bishop, Jonathan Butler, Michelle Carter, Serena Gadd, Patricia Hay, Robert Stovell, Craig Watson, To receive the following persons as Charity trustees under clause 10.5 of the Constitution to serve until the end of the next AGM as nominated by the following user bodies: Wadhurst Cricket Club – John Mitchell Wadhurst Football Club – Christopher Humphrey 5. APPOINTMENT OF AUDITOR/EXAMINER 6. ANY OTHER BUSINESS (previously notified) ## Wadhurst Institute, Hall & Field CIO 2023/24 AGM 3[rd] October 2024 ## Purpose ## The principal objectives of the Charity are to: - Operate, maintain and preserve the buildings and estate - Promote the use of its facilities for recreation or other leisure time activities for the residents of Wadhurst Parish in the interests of their health and social well-being. ## Reflections - October 2023 to today - After 4 years of pretty well non-stop crises the Committee was hoping for a quieter year. - Although not entirely stress free, it got one ## Reflections - October 2023 to today ## **Operate** - Providing the time for a thorough review of HR & Operational processes, technology infrastructure and risk management - Serena Gadd taking over as Lead Trustee – Operations - Hiring terms and conditions brought up to date; revised premises licence - Safeguarding and risk policies implemented - Standing Financial Instructions implemented - G-Suite technology implemented for CIO artefacts - CIO Gmail accounts for all Trustees - Improved financial management processes implemented - Formal risk assessments undertaken on the Institute, Hall and Field - On-going operational resilience is still an issue - As is a huge dependence on a few people ## Reflections - October 2023 to today ## **Maintain** - The Institute is over 300 years old with the Hall and Field being a tad younger at just over 100. - This then requires adequate funds to be put aside to maintain them (broken/mend it): For 2024 this is £14,000 covering the Hall, Institute, Cottage and Field. ## **Preserve** - Predominantly this is investment through planned projects: For 2023/24 – c£25,000 New staircase to projection balcony Creation of storeroom/office (old projection room) Kitchen refit Committee room refurbishment Creation of the Institute hub (Institute room 2) Brewster room refurbish (old barber’s shop) Smart locks fitted to all external doors ## Revenue streams 2024 ## Rental The Charity has leases on 7 offices (6 tenants), the Library (ESCC), the public toilets and the play park (WPC). During the last quarter 4 of the offices became vacant due to 2 tenants outgrowing their space (1 had 2 rooms) and 1 unfortunately through serious illness. In addition, the refurbished Committee room became available for hire or lease The status as of this meeting one room has become a meeting room for hire (the Institute Hub) and 3 new leases have been let (3 tenants), 1 office remains available with a serious expression of interest lodged this morning. ## Revenue streams 2024 ## Services The Charity has a service contract with Wadhurst Parish Council for the maintenance of the Public toilets and the play park on the Field. The standard of service is recognised as excellent which is highly appreciated by the community but repeated vandalism has been an issue. ## Revenue streams 2024 ## Facilities bookings The Charity has 3 facilities available for hire by the hour: - The Hall (190+), - The Orchard room (35) - The Hub (15) WADHURST INSTITUTE HALL £¥ FIELD M£llN HALL CAPACITY 200 PEOPLE Iyivi'm ORC,ILIRD ROOII CAPACITY 30 PEOPLE TIIE IIL-B CAPACITY 14 PEOPLE C.ONT..IC.T TO HIRE cont3ct@wadhurstcornmemorationhall.org Www.wadhurstcommemor3tionh31Lorg ## 2024 Customers ## Customer base increasing year-on-year - Film club, Dramatic club; U3A - History society, Wadhurst Aloud community choir - Cygnets to Swans ballet school, Guides - Badminton x 2, Tai chi; Kids Karate - Cameo Club, Afternoon fellowship - Farmers market; Wadhurst Parish Council - Rug sale, Teak sale, Antiques sale, Toy fair, Muze events; Bewl wine tasting; Train master; Messy play ## 2022/24 Main Hall usage - Bookings **----- Start of picture text -----**
2022-2024 Main Hall usage - bookings
**----- End of picture text -----**
**----- Start of picture text -----**
120
100
80
60
40
20
0
January February March April May June July August September October November December
2022 2023 2024
**----- End of picture text -----**
## 2022/24 Main Hall usage – Hours Booked ## 2022-2024 Main Hall usage - hours booked **----- Start of picture text -----**
250
200
150
100
50
0
January February March April May June July August September October November December
2022 2023 2024
**----- End of picture text -----**
## Main Hall usage - utilisation 364 days @ 12 hours per day (9 to 9) = 4,368 hours available – 100% 2022 1,867 hours booked – 42.6% 2023 2,227 hours booked – 50.9% 2024 1,442 to end September + Q4 forecast of 520 ## Facilities issues - The entrance to the Institute is at risk of flooding - The floor noise from Hall events restricts Orchard room usage and vice versa - The Hall floor is nearing end of life and will need replacing - The Hall chairs will need replacing - The Hall frontage is looking tired - Car parking is always an issue ## Summary ## The Charity has had a good year and should continue to: - Deliver what it has put in place - Be cognisant to any threats and risk - Develop plans for evolving its facilities to meet the needs of the forthcoming generation - Be competitive with its pricing vis a vis other comparable local halls - Seek additional skilled empathetic trustees ## Summary So how will we find skilled empathetic trustees: As suspected there were no applications from the community to stand for election as trustees so we will need to go out and find them. Having forecast this situation, the Committee in August had approved changes to the Constitution relating to the mix of allowable trustees (Elected, Nominated and Co-opted). Increasing the number of co-opted enables a targeted search. ## CIO – Constitution – changes - 1 ||~~1.~~ ~~**Change to the Trustee**~~
**composition**.
10.1.1 There is no maximum
number of charity
trustees that may be
appointed to the CIO.
10.1.2 The charity trustees
shall have power to
elect a chairman and
vice-chairman. Subject
to this, the charity
trustees shall
comprise:
(i)
up to 12 charity
trustees elected in
accordance with
clause 10.4;
(ii)
up to 6 charity
trustees appointed in
accordance with
clause 10.5, and
(iii)
up to 2
individuals co-
opted by the
charity trustees
in accordance
with clause 10.6;
Clauses i and ii were revised
from 9/9 at a committee meeting on 31stAugust
2023
Suggested change:|**Suggested change:**
(i) up to 12 charity
trustees elected in accordance with clause
10.4;
(i)
up to 3 charity
trustees appointed in
accordance with
clause 10.5, and
(ii)
up to 5
individuals co-
opted by the
charity trustees
in accordance
with clause 10.6;| |---|---|---| ## CIO – Constitution – changes - 2 ||**1. Change to the Quorum**
**criterion**
14.1.1 Procedure at meetings
14.1.2 No decision shall be
taken at a meeting unless
a quorum is present at
the time when the
decision is taken. The
quorum is seven charity
trustees, or the number
nearest to one third of
the total number of
charity trustees,
whichever is greater, or
such larger number as
the charity trustees may
decide from time to time.
A charity trustee shall not
be counted in the
quorum present when
any decision is made
about a matter upon
which he or she is not
entitled to vote.
:|**Suggested change:**
No decision shall be
taken at a meeting unless
a quorum is present at
the time when the
decision is taken.The
quorum is 50% plus one
of the charity trustees, or
the number nearest to
one third of the total
number of charity
trustees, whichever is
greater, or such larger
number as the charity
trustees may decide from
time to time. A charity
trustee shall not be
counted in the quorum
present when any
decision is made about a
matter upon which he or
she is not entitled to
vote.| |---|---|---| ## Wadhurst Institute, Hall & Field CIO 2023/24 AGM End of Chairman’s report Treasurer's Report Year ending 31st December 2023 ## WADHURST INSTITUTE HALL AND FIELD Registered Charity No. 1169908 Report and Accounts for the Year Ended 31 December 2023 Accepted by the Committee in August 2024 ## **Summary** - 2023 WIH&F Accounts - Independent Examiner - Income & Expenditure - Significant items - 2024 YTD financial performance (cash) W*￿HR5T V15TInW￿HIlLA￿D FIELD (Regi5t￿edch￿rkn rn9081 Forthpyparended 31 December 20ZJ Re￿ID￿￿T￿￿5￿￿5dw￿￿St￿5tI1uIeH￿l1andFle1dl￿￿*Y￿e￿￿Pd Independent Examiners Report T￿cj￿￿y.STr￿￿s¢(W&th4￿1￿dl(lsnO1I•q￿•d%￿￿￿sy￿I￿￿￿￿o1on 144cl ￿Ch￿l•S&•))nIthVAC￿I￿ndihl1￿nlnd•P•rthN•￿￿kn1In••d•d rTh**4¢¢Rentals
Managed Services
Hirings
Events
Grants, Donations & Misc
Insurance claims - against expenditure
Bank interest received
**EXPENDITURE**
Employment costs
Rates & Council Tax
Light and heat
Water
Refuse collection
Cleaning
Cleaning support
Telephone & broadband - cottage
Hall wif
Insurances
Website, marketing and advertising
Licences and subscriptions
Legal and professional fees
Repairs, maintenance and Projects
Remedial works food damage
Events
Ofce costs inc mobile
Miscellaneous
Paypal and other fees
Depreciation
Utility Recoveries
Insurance claims
**SURPLUS/(DEFICIT) for the year**
**GENERAL FUND**
Balance at 1 January
(Defcit)/Surplus for the year
Transfer from New Hall Fund
Balance as at 31 December|**2023**
**£**
26,709
12,377
33,138
9,911
6,811
735
89,681
24,561
3,525
31,636
2,330
2,730
1,704
5,149
30
662
3,539
184
677
7,449
23,307
14,396
7,597
735
637
70
864
(6,991)
(19,431)
105,360
(15,679)
80,493
(15,679)
0
64,814|**2022**
**£**
[restated]
35,114
6,875
21,673
0
6,116
154| |---|---|---| |||69,932| |||18,661
3,588
15,338
3,206
2,310
1,063
1,615
488
450
2,780
758
692
4,376
12,137
11,730
0
399
51
1,013
(6,649)
(3,091)| |||70,915| |||(983)| |||81,476
(983)
0| |||80,493| Page 2 Classified as Internal#_x000D_ ## **WADHURST INSTITUTE HALL AND FIELD** ## **Registered Charity No. 1169908** ## **BALANCE SHEET AS AT 31 DECEMBER 2023** |**Notes**
**Fixed Assets**
Freehold premises at Insured Value
1
Annexe refurbishment at cost
2
Institute refurbishment at cost
3
Less: Depreciation of refurbishments
Equipment at cost
4
Less: depreciation
**Net book value of Fixed Assets**
**Current Assets**
Debtors and prepayments
5
Cash at bank and in hand
6
**Current Liabilities**
Creditors and accruals
7
**Net current assets**
**Total Net Assets**
**REPRESENTED BY:**
Premises valuation reserve
General Fund
**Signed:**
**Dated:**
**ON BEHALF OF THE BOARD OF TRUSTEES**|**2023**
**£**
**£**
3,799,528
53,769
6,892
60,661
(60,661)
6,053
(6,053)
0
3,799,528
0
64,814
64,814
0
64,814
**3,864,342**
3,799,528
64,814
**3,864,342**|**2022**
**£**
**£**
3,123,712
53,769
6,892
60,661
(60,661)
6,053
(5,189)
864
3,124,576
0
79,629
79,629
0
79,629
**3,204,205**
3,123,712
80,493
**3,204,205**|**2022**
**£**
**£**
3,123,712
53,769
6,892
60,661
(60,661)
6,053
(5,189)
864
3,124,576
0
79,629
79,629
0
79,629
**3,204,205**
3,123,712
80,493
**3,204,205**| |---|---|---|---| ||6,053
(6,053)|6,053
(5,189)|| ||0
64,814|0
79,629|| ||||3,124,576| ||||79,629
0| ||||| ||||79,629| ||||| ||||**3,204,205**| ||||3,123,712
80,493| ||||**3,204,205**| ||||| ||||| ||||| Page 3 Classified as Internal#_x000D_ ## **WADHURST INSTITUTE HALL AND FIELD** ## **Registered Charity No. 1169908** ## **NOTES TO THE ACCOUNTS 31 DECEMBER 2023** ## **TANGIBLE FIXED ASSETS** |**1**|**Property**|Acquired|**£**|**£**| |---|---|---|---|---| ||Commemoration Hall|1923|2,382,709|| ||Institute|1904|926,730|| ||Cricket Pavilion||264,616|| ||Bowls Pavilion||225,474|| ||Playing Field|1921|Not valued|| |||||3,799,528| ||The cost of the above assets is not ascertainable and in||the absence|| ||of a market valuation they are recorded at their current||insured value.|| ||Any surplus arising has been credited to the Premises Valuation Reserve.|||| |**2**|**Refurbishment of Annexe**|||| ||COST|||| ||At 1 January 2023|||53,769| ||DEPRECIATION|||| ||At 1 January 2023|||53,769| ||NET BOOK VALUE|||| ||At 31 December 2023|||NIL| ||At 31 December 2022|||NIL| |**3**|**Refurbishment of Institute**|||| ||COST|||| ||At 1 January 2023|||6,892| ||DEPRECIATION|||| ||At 1 January 2023|||6,892| ||NET BOOK VALUE|||| ||At 31 December 2023|||NIL| ||At 31 December 2022|||NIL| Page 4 Classified as Internal# _x 000D _ ## **WADHURST INSTITUTE HALL AND FIELD** ## **Registered Charity No. 1169908** ## **NOTES TO THE ACCOUNTS 31 DECEMBER 2023 continued** |**4**
**Equipment**
COST
At 1 January 2023
Additions
At 31 December 2023
DEPRECIATION
At 1 January 2023
Charge for the year
At 31 December 2022
NET BOOK VALUE
At 31 December 2023
At 31 December 2022
**5**
**Debtors and Prepayments**
Rents
Managed Services
Hirings
Recoveries
**6**
**Cash at Bank and in Hand**
Current account
Reserve account
Cash
**7**
**Creditors and accruals**
Rent prepaid
Recoveries prepaid
Cost accruals|3,416
2637
0
0
**Sound**
**System**
**Ceiling**
**fans**|**Total**

6,053

0| |---|---|---| ||3,416
2,637|
6,053| ||3,212
1977
204
660|5189

864| ||3,416
2,637|
6,053| ||0
0|0| ||204
660|
864| ||**2023**
**£**
0
0
0
0
0
**2023**
**£**
9,742
55,072
0
64,814
**2023**
**£**
0
0
0
0|**2022**
**£**
0
0
0
0| |||0| |||**2022**
**£**
8,792
70,837
0| |||79,629| |||**2022**
**£**
0
0
0| |||0| **NOTE There are no Debtors or Creditors at 31.12.2023 and 2022 as the accounts have been prepared on the cash basis.** Page 5 Classified as Internal#_x000D_ ## **DRAFT** ## **WADHURST INSTITUTE HALL AND FIELD** **Registered Charity No. 1169908** **Report and Accounts for the Year Ended 31 December 2023** Classified as Internal #_x000D_ ## **WADHURST INSTITUTE HALL AND FIELD** **Registered Charity No. 1169908** **Content of the Report and Accounts** |**for the Year ended 31 December 2023**|| |---|---| ||Page| |Report of the Independent Examiner|1| |Income and Expenditure Account|2| |Balance Sheet|3| |Notes to the Accounts|4 - 5| Classified as Internal #_x000D_ ## **INDEPENDENT EXAMINERS REPORT TO THE TRUSTEES OF THE** ## **WADHURST INSTITUTE HALL AND FIELD (Registered Charity No. 1169908)** ## **For the year ended 31 December 2023** Report to the Trustees of Wadhurst Institute Hall and Field for the year ended 31 December 2023 Charity No 1169908 set out on the proceeding pages ## **Respective Responsibilities of Trustees and Examiner** The Charity’s Trustees consider that an audit is not required for this year (under section 144 of the Charities Act 2011 (the Act) and that an independent examination is needed It is my responsibility to: Examine the accounts (under section 145 of the Act) To follow procedures laid down in the General Directions given by the Charity Commission (under section 145(5) of the Act) and to state whether matters have come to my attention ## **Basis of independent examiner’s statement** My examination was carried out in accordance with General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the Charity and in comparison, of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from the Trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently, I do not express an audit opinion on the accounts. ## **Independent Examiners statement In the course of my examination, no matter has come to my attention:** met the requirements to ensure that: Proper accounting records are kept (in accordance with section 130 of the Act); and accounts are prepared which agree with the accounting records and comply within the accounting requirements of the Act; or 2. To which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached Signed Dated 16th August 2024 Mr G Khan ACMA G3J Limited 32 Abinger Drive Redhill Surrey, RH1 6SY Page 1 Classified as Internal #_x000D_ ## **WADHURST INSTITUTE HALL AND FIELD** ## **Registered Charity No. 1169908** ## **RECEIPTS AND PAYMENTS ACCOUNT FOR THE YEAR ENDED 31 DECEMBER 2023** |**INCOME**
Rentals
Managed Services
Hirings
Events
Grants, Donations & Misc
Insurance claims - against expenditure
Bank interest received
**EXPENDITURE**
Employment costs
Rates & Council Tax
Light and heat
Water
Refuse collection
Cleaning
Cleaning support
Telephone & broadband - cottage
Hall wif
Insurances
Website, marketing and advertising
Licences and subscriptions
Legal and professional fees
Repairs, maintenance and Projects
Remedial works food damage
Events
Ofce costs inc mobile
Miscellaneous
Paypal and other fees
Depreciation
Utility Recoveries
Insurance claims
**SURPLUS/(DEFICIT) for the year**
**GENERAL FUND**
Balance at 1 January
(Defcit)/Surplus for the year
Transfer from New Hall Fund
Balance as at 31 December|**2023**
**£**
26,709
12,377
33,138
9,911
6,811
735
89,681
24,561
3,525
31,636
2,330
2,730
1,704
5,149
30
662
3,539
184
677
7,449
23,307
14,396
7,597
735
637
70
864
(6,991)
(19,431)
105,360
(15,679)
80,493
(15,679)
0
64,814|**2022**
**£**
[restated]
35,114
6,875
21,673
0
6,116
154| |---|---|---| |||69,932| |||18,661
3,588
15,338
3,206
2,310
1,063
1,615
488
450
2,780
758
692
4,376
12,137
11,730
0
399
51
1,013
(6,649)
(3,091)| |||70,915| |||(983)| |||81,476
(983)
0| |||80,493| Page 2 Classified as Internal#_x000D_ ## **WADHURST INSTITUTE HALL AND FIELD** ## **Registered Charity No. 1169908** ## **BALANCE SHEET AS AT 31 DECEMBER 2023** |**Notes**
**Fixed Assets**
Freehold premises at Insured Value
1
Annexe refurbishment at cost
2
Institute refurbishment at cost
3
Less: Depreciation of refurbishments
Equipment at cost
4
Less: depreciation
**Net book value of Fixed Assets**
**Current Assets**
Debtors and prepayments
5
Cash at bank and in hand
6
**Current Liabilities**
Creditors and accruals
7
**Net current assets**
**Total Net Assets**
**REPRESENTED BY:**
Premises valuation reserve
General Fund
**Signed:**
**Dated:**
**ON BEHALF OF THE BOARD OF TRUSTEES**|**2023**
**£**
**£**
3,799,528
53,769
6,892
60,661
(60,661)
6,053
(6,053)
0
3,799,528
0
64,814
64,814
0
64,814
**3,864,342**
3,799,528
64,814
**3,864,342**|**2022**
**£**
**£**
3,123,712
53,769
6,892
60,661
(60,661)
6,053
(5,189)
864
3,124,576
0
79,629
79,629
0
79,629
**3,204,205**
3,123,712
80,493
**3,204,205**|**2022**
**£**
**£**
3,123,712
53,769
6,892
60,661
(60,661)
6,053
(5,189)
864
3,124,576
0
79,629
79,629
0
79,629
**3,204,205**
3,123,712
80,493
**3,204,205**| |---|---|---|---| ||6,053
(6,053)|6,053
(5,189)|| ||0
64,814|0
79,629|| ||||3,124,576| ||||79,629
0| ||||| ||||79,629| ||||| ||||**3,204,205**| ||||3,123,712
80,493| ||||**3,204,205**| ||||| ||||| ||||| Page 3 Classified as Internal#_x000D_ ## **WADHURST INSTITUTE HALL AND FIELD** ## **Registered Charity No. 1169908** ## **NOTES TO THE ACCOUNTS 31 DECEMBER 2023** ## **TANGIBLE FIXED ASSETS** |**1**|**Property**|Acquired|**£**|**£**| |---|---|---|---|---| ||Commemoration Hall|1923|2,382,709|| ||Institute|1904|926,730|| ||Cricket Pavilion||264,616|| ||Bowls Pavilion||225,474|| ||Playing Field|1921|Not valued|| |||||3,799,528| ||The cost of the above assets is not ascertainable and in||the absence|| ||of a market valuation they are recorded at their current||insured value.|| ||Any surplus arising has been credited to the Premises Valuation Reserve.|||| |**2**|**Refurbishment of Annexe**|||| ||COST|||| ||At 1 January 2023|||53,769| ||DEPRECIATION|||| ||At 1 January 2023|||53,769| ||NET BOOK VALUE|||| ||At 31 December 2023|||NIL| ||At 31 December 2022|||NIL| |**3**|**Refurbishment of Institute**|||| ||COST|||| ||At 1 January 2023|||6,892| ||DEPRECIATION|||| ||At 1 January 2023|||6,892| ||NET BOOK VALUE|||| ||At 31 December 2023|||NIL| ||At 31 December 2022|||NIL| Page 4 Classified as Internal# _x 000D _ ## **WADHURST INSTITUTE HALL AND FIELD** ## **Registered Charity No. 1169908** ## **NOTES TO THE ACCOUNTS 31 DECEMBER 2023 continued** |**4**
**Equipment**
COST
At 1 January 2023
Additions
At 31 December 2023
DEPRECIATION
At 1 January 2023
Charge for the year
At 31 December 2022
NET BOOK VALUE
At 31 December 2023
At 31 December 2022
**5**
**Debtors and Prepayments**
Rents
Managed Services
Hirings
Recoveries
**6**
**Cash at Bank and in Hand**
Current account
Reserve account
Cash
**7**
**Creditors and accruals**
Rent prepaid
Recoveries prepaid
Cost accruals|3,416
2637
0
0
**Sound**
**System**
**Ceiling**
**fans**|**Total**

6,053

0| |---|---|---| ||3,416
2,637|
6,053| ||3,212
1977
204
660|5189

864| ||3,416
2,637|
6,053| ||0
0|0| ||204
660|
864| ||**2023**
**£**
0
0
0
0
0
**2023**
**£**
9,742
55,072
0
64,814
**2023**
**£**
0
0
0
0|**2022**
**£**
0
0
0
0| |||0| |||**2022**
**£**
8,792
70,837
0| |||79,629| |||**2022**
**£**
0
0
0| |||0| **NOTE There are no Debtors or Creditors at 31.12.2023 and 2022 as the accounts have been prepared on the cash basis.** Page 5