_The Commemoration Hall High Street Wadhurst East Sussex TN5 6AG_ ## **WADHURST INSTITUTE HALL AND FIELD (WIHF)** _(Charity Registration Number: 1169908)_ ## **TRUSTEE’S ANNUAL REPORT FOR THE YEAR ENDING 31[ST] DECEMBER 2024** ## 1. Chairman’s Opening Remarks. a. On behalf of the Trustees, I am pleased to present the Annual Report for the financial year ending 31[st] December 2024. This report outlines the activities undertaken by the charity, the achievements made in pursuit of our charitable objectives, and our financial performance during the year. b. The year was one of continued activity and progress as we strived to fulfil our objective of providing and running the Village Hall and Recreation Field for the benefit of the inhabitants of the Parish of Wadhurst and the Wider Public. c. The Wadhurst Institute, Hall and Field was established in 1923 to commemorate the local Service Personnel who lost their lives in World War I and provide a central hub for leisure and recreation in our community. In 2024, we remained committed to these founding principles, ensuring that the Hall and Field continue to be vibrant and accessible spaces for a wide range of activities. 2. Background Information. Set out below is background information on the Organisation, including; its objectives, details of how it is constituted along with information about its Trustee and how they are selected: a. Governing Document. The Charity’s Governing Document is its Constitution adopted on 26[th] October 2016, as amended by the changes unanimously approved at the Organisation’s AGM on 3[rd] October 2024. b. How the Charity is Constituted. The Organisation is constituted as a Charitable Incorporated Organisation (CIO) c. Objectives of the Charity. The CIO’s Objective is to ‘ _To provide and run a village hall and recreation field for the benefit of the inhabitants of the Parish of Wadhurst (the "Area of Benefit") without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious or other opinions the provision of facilities for recreation and other leisure time occupation with the object of improving the conditions of life for the said inhabitants._ ’ d. Governance. The CIO’s Board of Trustees is responsible for the overall governance and strategic direction of the Charity. **[ 1]** The Trustees meet regularly to oversee its Activities, Finances, and Policies. As at 31[st] December 2024, the CIO’s Trustees were: - Craig Watson (Chair Person) > **1** The Trustees are responsible for ensuring that the CIO is administered effectively and in accordance with its Governing Document and UK Charity Law. This includes: - Ensuring that the Charity operates within its charitable objectives. - Managing the Charity's resources responsibly. - Maintaining proper accounting records. - Preparing and submitting Annual Reports and Accounts to the Charity Commission. - Ensuring the safety and well-being of all users of the Charity’s facilities. Page 1 of 5 - Chris Humphrey (Vice Person) - Michelle Carter (Treasurer) - Chris Ince (Secretary) - Roger Bishop - Jonathan Butler - Marc Cox - Serena Gadd - Robert Stovell e. Trustee Selection. In line with the Organisations Constitution, Trustees are appointed by the existing trustees. New Trustees are identified based on their skills and experience relevant to the needs of the Charity and are inducted with information about their responsibilities, the Governing Document, and the Charity's work. ## 3. Key Achievements and Activities in 2024. a. Hall Usage. The Commemoration Hall continued to be a popular venue for a diverse range of events, including wedding receptions, birthday parties, anniversaries, funeral wakes, dances, quiz nights, theatrical productions, and community cinema screenings. We were particularly pleased to see an increase in bookings from local community groups and organisations, highlighting the Hall's importance as a meeting place. Examples include regular meetings of; the Wadhurst Aloud Choir, the U3A, the Girl Guides, Cygnets To Swans dance classes, the Afternoon Fellowship, various Parish Council Meetings and the Art of Changes Tai Chi group. b. Field Usage. The recreation Field remained a vital asset for local sports clubs, including the Wadhurst Football Team, Cricket Club, and Bowls Club. The Bowls Club continues to enjoy its reputation for having one of the best greens in the South East. The field, including its Toddlers Playpark, also provided a valuable open space for informal recreation and enjoyment by residents and visitors. c. Institute Hub. The Institute Hub, our recently inaugurated smaller meeting room, saw increased usage for business meetings, workshops, educational classes, and as a quiet workspace for individuals. Its flexibility and central location make it a valuable resource for smaller groups and businesses. d. Community Events. We were delighted to support and host several community events throughout the year, including the local Farmers & Crafters Market and jumble sales, further embedding the Hall and Field as a focal point for Village life. The Wadhurst Warriors, a local Charity, also organised their annual Country Fair and Fireworks Display, utilising the Field and Hall facilities. e. Facility Improvements. In 2024, we continued our programme of maintaining and improving the facilities. This included; the installation of a new staircase to the projection balcony, the repurposing of the old projection room as an office/storeroom, a Kitchen refit, the creation of the Institute Hub and the fitting of Smart Locks to all external doors. These improvements ensure that the Hall and Field remain safe, welcoming, and fit for purpose for all users. f. Partnership Working. We continued to work closely with other local organisations and the Wadhurst Parish Council to ensure that our facilities meet the needs of the Community and contribute to the overall well-being of the Parish. We also host the local East Sussex County Council Library within the complex, providing a valuable asset/service for Residents. In the above context, the Trustees confirm that they have taken account of the Charity Commission’s Guidance on Public Benefit when planning and carrying out the Organisations activities. Page 2 of 5 4. Financial Review. A copy of the CIO’s, Independently Examined, Full Financial Statement for the Year Ending 31[st] December 2024 can be found attached at Annex A - an extract of which is set out below. In this context, as Trustees, we have maintained a prudent approach to financial management, ensuring that resources are used effectively and in furtherance of the Charity's objectives and we continue to explore opportunities for fundraising and grant applications to ensure the long-term sustainability of the CIO. **INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31 DECEMBER 2024** |||**2024 (£)**|**2023 (£)**| |---|---|---|---| |**INCOME**|||| ||Rentals|48,016|26,709| ||Managed Services|11,264|12,377| ||Hirings|40,079|33,138| ||Events|2,719|9,911| ||Grants, Donations & Misc||6,811| ||Insurance claims - against expenditure||| ||Bank interest received|808|735| |||102,886|89,681| |**EXPENDITURE**|||| ||Employment costs|23,440|24,561| ||Rates & Council Tax|3,722|3,525| ||Light and heat|24,421|31,636| ||Water|3,037|2,330| ||Refuse collection|1,871|2,730| ||Cleaning|1,788|1,704| ||Cleaning support|13,271|5,149| ||Telephone & broadband - cottage|0|30| ||Hall Wi-Fi|1,127|662| ||Insurances|5,215|3,539| ||Website, marketing and advertising|240|184| ||Licences and subscriptions|694|677| ||Legal and professional fees|4,201|7,449| ||Repairs, maintenance and Projects|21,891|23,307| ||Remedial works flood damage|0|14,396| ||Events|2,640|7,597| ||Office costs inc mobile|576|735| ||Miscellaneous|506|637| ||Paypal and other fees|62|70| ||Depreciation|0|864| ||Utility Recoveries|-14,180|-6,991| ||Insurance claims|-3,128|-19,431| |||91,394|105,360| ||**SURPLUS/(DEFICIT) for the year**|11,492|-15,679| ||**GENERAL FUND**||| ||Balance at 1 January|64,814|80,493| ||(Deficit)/Surplus for the year|11,492|-15,679| ||Balance as at 31 December|76,306|64,814| Page 3 of 5 5. Reserves Policy. The Trustees have reviewed the Charity's reserves policy and are satisfied that the current level of reserves is adequate to meet the CIO’s operational needs and to provide a buffer for unforeseen circumstances, in line with our stated policy of maintaining reserves equivalent to approximately 80% of operating expenditure. 6. Principal Risks and Uncertainties. The Trustees regularly consider the principal risks facing the Charity and have implemented procedures to mitigate these risks. Key risks include: a. Building Maintenance. The age of the Commemoration Hall requires ongoing maintenance. Regular inspections and a planned maintenance schedule are in place to address this. b. Financial Sustainability. The Trustees actively seek to maintain diverse income streams through Hall hire, Institute rental, Field usage, and fundraising activities to ensure the long-term financial viability of the CIO. c. Volunteer Capacity. The Organisation relies on volunteers both as Trustees **[2]** and for various other activities. Efforts are made to recruit and retain volunteers and to ensure adequate support is provided. d. Single Points of Failure. The CIO has identified a number of potential single points of failure, both within the structure of its Board of Trustees and Workforce; efforts are now being made to build greater levels of resilience into the way in which the Organisation is both structured and operates as a whole. 7. Future Plans. Looking ahead to 2025, the CIO’s key priorities include: - a. Continuing to enhance the facilities to meet the evolving needs of the Local Community. - b. Exploring opportunities to increase the usage of both the Hall and the Field. - c. Strengthening our partnerships with local organisations. - d. Maintaining a sound financial position to ensure the long-term sustainability of the charity. In this context, the CIO is looking to leverage the national celebrations for the 80[th] Anniversary of the end of WW II to launch a Marketing, PR and Donation Campaign with the aim, amongst other things, of both replacing the Hall’s Floor and giving its Frontage a Facelift; all within year. 8. Conclusion. 2024 has been another successful year for the Wadhurst Institute Hall and Field. The CIO has continued to provide valuable facilities for the benefit of the Local Community and has seen strong engagement across its range of activities. The Organisation would like to express its thanks to its Staff and all those who have supported this work. Together, we are ensuring that the Wadhurst Institute Hall and Field remains a vital and cherished asset for the Parish of Wadhurst. 9. Declaration. We, the Trustees, declare that we have approved this Report and are satisfied that it accurately reflects the activities and financial performance of the Wadhurst Institute, Hall and Field for the year ended 31[st] December 2024. Signed on behalf of the Charity’s Trustees: Chris Humphrey Chris Ince Vice Chair of Trustees Secretary to the Board of Trustees Date: 11[th] August 2025 Date: 11[th] August 2025 > **2** All Trustees give their time voluntarily and receive no remuneration for their services. Page 4 of 5 ## Annexes: - A. AGM Approved CIO Accounts for 2024. Page 5 of 5 ## **Annex A** ## **AGM Approved CIO Accounts for 2024** Page 6 of 5 Page A1 of 5 WADHURST INSTITUTE HALLAND FIELD CIO Registered Charity No. 1169908 INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31 DECEMBER 2024 2024 2023 INCOME Rentals Managed Services Hirings Events Grants, Donations & Misc Insurance claims - against expenditure Bank interest received 48,016 11,264 40,079 2,719 26,709 12,377 33,138 9,911 6,811 808 102,886 735 89,681 EXPENDITURE Employment costs Rates & Council Tax Light and heat Water Refuse collection Cleaning Cleaning SLtpport Telephone & broadband - cottage Hall wifi Insurances Website, marketing and advertising Licences and subscriptions Legal and professional fees Repairs, maintenance and Projects Remedial works flood damage Events Office costs inc mobile Miscellaneous Paypal and other fees Depreciation Utility Recoveries Insurance claims 23,440 3,722 24,421 3037 1871 1,788 13,271 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 1,127 5,215 240 694 4,201 21,891 2,640 576 506 62 -14,180 -3,128 91,394 SURPLUSIIDEFICITI for the year 11,492 -15,679 GENERAL FUND Balance at l January 64,814 80,493 IDeficitl1Surplus for the year 11,492 -15,679 Balance as at 31 December 76,306 64,814 Page 2 Page A2 of 5 WADHURST IP4STITUTE HALLAND FIELD CIO Re*ste￿I Ch¥lty No, 116 8ALANCE SHEET AS AT 31 DECEMBER 2024 Notes 2024 fixed A55ets Fre?hold prernt5es at lfisured Value 3.921.113 3.799.528 Annexe refurbishment at cost Institute ￿turb15hrnertt at cost 53,769 53,769 6.892 60.661 160,6611 60.661 160.661 Le55: Depreclatlon ot re(urblshment5 Equipment at cost Le55'. depreciation 6.053 6.053 Net boo& ¥alue of Fixed Assets 3.921.113 3,799.528 Debtor5 and pr¥￿ymentS Cash al bank and in hand 64.814 76.306 64.814 Cwrent Liab•liliES CrÈdil+YS and accwals Net wrrert assets T￿•1 tr4et Assets 3,997 419 REPRE5EIITED B*. PTemi5es ¥3luation reseNe General Fund 3,921.113 76,306 3,799,528 64.814 3,997,419 3W,342 S*ned: MICHELLE CARTER CHRISTOPHER HUMPHREY 31A)Èr2025 0110912025 ON BEHALF OF THE BOARD OF TRUSTEE5 P4e3 Page A3 of 5 WAt*lURST INSTITUTE HALL AND RELD ao Registered Ch arity No. I169￿)8 NOTES TO TTrE ACCOUNTS 31 t￿cEm BER 2024 TANGIBLE FIXEDASSEIS Property CommemuaionHai Ingrtute Cricket Pavi&cn Bcw& Pavific P*ng Feld Acqu red 1923 2.366,708 1904 1.016.716 29).310 247,379 1921 Nct valued 3 921 113 The cog of the at￿¥ve assets is nct ascertainable and in the abser￿e of a market Valuati￿ th* are rec¢xded a their current insured value. Any gJrpkJs arisirE has been cred rted to the Premises Valuaricfi R￿erVe. Refurbish ment of Annexe cosr At l January 2024 53,769 DEPRECIATK)N At l January 2024 53,769 NET BOOK VALUE At 31 December 2024 NIL At 31 December 2023 NIL Refurbish rnent of1115tiiute cosr At l January 2024 6,892 DEPREC LATV)N At l January 2024 6,892 NET BOOK VALUE At 31 December 2024 NIL At 31 Dec￿b￿ 2023 NIL P