Trustees’ Annual Report for the period
From January 2023 To December 2023
Charity name: Copsale Village Hall
Charity registration number: 1171081
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | To maintain and run the village hall as a facility for the benefit of the residents of Nuthurst Parish and the surrounding areas. |
| 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 |
Two events are held monthly, Bacon Butties and the Copsale Coffee Pot which are open to the public as well as other pop-up and one-off events. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The charity runs, maintains and strives to constantly improve the facilities offered at the Village Hall. The trustees are keen to ensure the Hall is an integral part of its community. The trustees provide a well maintained hall for hirers from the community (and beyond) to use and for events that bring together residents from Nuthurst Parish and the surrounding areas. In setting our objectives and planning our activities the trustees have given careful consideration to the Charity Commission’s public benefit guidance. |
Additional information (optional) You may choose to include further statements where relevant about:
| Contribution made by volunteers |
Para 1.38 | With the exception of cleaning, and some of the gardening, all other work arranging events and day to day running of the hall is undertaken by volunteers. |
|---|---|---|
| Other | The community contributes to the hall by offering help at events and by the many donations of items which are useful to the hirers of the hall or for events held by the committee. |
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 | Well 2023 got off to a flying start with bacon butties on Sunday 1 January and that pretty much set the tone for the rest of the year. Just a couple of weeks later we hosted Bird Box Building which is always popular. Once again Wenban-Smith generously donated the timber for the event. Village Halls week was celebrated at the January Coffee Pot where we invited regular hirers to come to the Coffee Pot and promote what they use the Hall for. Attendees included NPC, Horsham and district Archeological Group and a local Bicycle Repair workshop. Bacon Butties and the Copsale Coffee Pot continued throughout the year on the first Sunday and the last Friday of each month respectively. These events in particular are well supported and bring the local community together. The children at St Andrews school had planted spring bulbs to sell in aid of their PTA. They had some left over and we were asked if we would sell them on their behalf at the April bacon butties which we were of course happy to do. In April we also held our annual St George’s celebration. Many thanks to Nick Cowley who once again provided an excellent and entertaining quiz. At the May bacon buties the community bunting was out and the National Anthem played by the band to celebrate the coronation of King Charles III. In June we hosted a completely different type of event to celebrate Sussex Day. On 16 th June on what seemed like the hottest day of the year, Paddy and Penny Bullen led a walk from the hall through the Sussex countryside highlighting points of interest as we went. Once back to the Hall a wonderful lunch of Sussex fayre was laid on. It was deemed to be a great success and was enjoyed by all ages from as young a 4 to those who are considerably older! At the July bacon butties, we launched the Marigold project. This project was to highlight the need for a dishwasher. Throughout the rest of the year, the monies raised by the band went towards this. Additionally, Gordon donated a marvellous hamper of homegrown |
| produce to raffle off, one supporter donated an absolutely amazing cake to raffle, jams and jellies made from Copsale Hall damsons were sold and one volunteer did a sponsored silence thoughout the whole of the September bacon . IAt the end of the year we took part in what is becoming a tradition, the Christmas Tree festival in St Andrews Church. The tree was bedecked in donated green and white baubles and some home-made decorations representing events at the hall. As we had the funds and to make things easier for the volunteers, we hired a gardener who continues to keep the grass and the hedges cut. We have also worked hard at becoming more efficient within our organisation seeing the need to work smarter not harder. There is still more work to be done but we are continuing to improve by planning ahead more. We are looking at ways to increase our volunteer numbers and have started a recruitment campaign. |
||
|---|---|---|
| Financial Review | ||
| Review of the charity’s financial position at the end of the period |
Para 1.21 | The charity is in a healthy position financially. The bank account is healthy even after the contingency is set aside. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | A contingency fund is set aside in case of extreme circumstances whereby the hall can not be hired or events held but expenses still have to be met. Such a situation might be a storm which damages the hall and renders it unusable until repairs or a medical lock-down such as Covid-19. |
| Amount of reserves held | Para 1.22 | £5000 is ring-fenced by the committee |
| Reasons for holding zero reserves |
Para 1.22 | N/A |
| Details of fund materially in deficit |
Para 1.24 | N/A |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | N/A |
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 | The majority of the funds are raised by events held by the committee and hall hires. |
|---|---|---|
| A description of the principal risks facing the charity |
Para 1.46 | Whilst there are plenty of people who volunteer to help, there is a lack of people coming forward to become a Trustee may be an issue in the future. |
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 | CIO |
| 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 | Election |
Reference and Administrative details
| Charity name | Copsale Village Hall |
|---|---|
| Other name the charity uses | Copsale Hall |
| Registered charity number | 1171085 |
| Charity’s principal address | Copsale Hall Copsale Road Copsale Horsham West Sussex RH13 6QE |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 |
Trustee name | Office (if any) | Dates acted if not for whole **year ** |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|---|
| Michele Harrison | Chairman | |||
| David Toye | Vice Chair | |||
| Julie Fordyce | Secretary | |||
| Dennis Livingstone | Treasurer | |||
| Susan Livingstone | ||||
| Andrew Fordyce | ||||
| Gordon Cooper | ||||
| Valerie Sutlieff | ||||
| Wallis Ingram | ||||
| Jan Pieniazek | ||||
| Biff Manvel | ||||
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 Position (eg Secretary, Chair, etc) Date |
)M Harrison )Michele Harrison Chairman 30.09.24 |
|
|---|---|---|
| Charity Name | Charity Name | Charity Name | No (if any) | No (if any) | No (if any) | CC16a | |
|---|---|---|---|---|---|---|---|
| For the period from |
Period start date | To | Period end date | ||||
| Section A Receipts and payments | |||||||
| A1 Receipts | Unrestricted funds to the nearest £ 8,426 8,309 - - 66 2,456 535 - 19,792 - - - 19,792 535 537 3,432 77 200 1,754 1,771 1,585 113 239 245 914 145 725 - - 12,270 - - - 12,270 7,522 - 5,727 13,249 |
Restricted funds to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - |
Endowment funds to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - |
Total funds to the nearest £ 8,426 8,309 - - 66 2,456 535 - 19,792 - - - 19,792 535 537 3,432 77 200 1,754 1,771 1,585 113 239 245 914 145 725 - - 12,270 - - - 12,270 7,522 |
Last year to the nearest £ |
||
| Hall Hire | 8,426 | 10,825 | |||||
| Events | 8,309 | 8,121 | |||||
| Grants | - | - | |||||
| Donations | - | 49 | |||||
| Savings Account Interest | 66 | 6 | |||||
| Misc | 2,456 | - | |||||
| Cash held from events(pettycash) | 535 | 351 | |||||
| - | - | ||||||
| Sub total(Gross income for AR) |
19,792 | 19,352 | |||||
| A2 Asset and investment sales, (see table). |
|||||||
| - | |||||||
| - | - | ||||||
| Sub total | - | - | |||||
| Total receipts A3 Payments |
|||||||
| 19,352 | |||||||
Expenses from events(pettycash) |
535 | - | |||||
| Deposit Return | 537 | 1,794 | |||||
| Electricity | 3,432 | 1,056 | |||||
| Water | 77 | 69 | |||||
| Gardening | 200 | 32 | |||||
| Cleaning | 1,754 | 1,914 | |||||
| Repairs & Maintenance | 1,771 | 4,952 | |||||
| Event Materials | 1,585 | 1,696 | |||||
| Equipment Purchase | 113 | 70 | |||||
| Ground Rent | 239 | 229 | |||||
| Business Rates | 245 | 233 | |||||
| Insurance | 914 | 838 | |||||
| Web Site | 145 | 145 | |||||
| Misc | 725 | 138 | |||||
| Redevelopment Costs | - | 16,788 | |||||
| Airs Subscription | - | 144 | |||||
| **Sub total ** | 12,270 | 30,098 | |||||
| A4 Asset and investment purchases (see table) |
|||||||
| , | - | ||||||
| - | |||||||
| **Sub total ** | - | - | |||||
| Total payments Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end |
|||||||
| 30,098 | |||||||
| 7,522 | - | - | 7,522 |
- 10,746 | |||
| - | - | - | - | - | |||
| 5,727 | - | - | 5,727 | - | |||
| 13,249 | - | - | 13,249 | - 10,746 |
CCXX R1 accounts (SS)
31/10/2024
1
| Section B Statement of assets and liabilities at the end of the period | Section B Statement of assets and liabilities at the end of the period | Section B Statement of assets and liabilities at the end of the period | |
|---|---|---|---|
| Categories Signed by one or two trustees on behalf of all the trustees B1 Cash funds B2 Other monetary assets B4 Assets retained for the charity’s own use B5 Liabilities B3 Investment assets |
Signature M Harrison Details Details Tables and Chairs Kitchen Appliances Crockery Village Hall Building Cash Current Account Deposit Account Details Details Total cash funds (agree balances with receipts and payments account(s)) Details |
Unrestricted funds Restricted funds to nearest £ to nearest £ - - - - Agreement Error OK Unrestricted funds Restricted funds to nearest £ to nearest £ - - - - - - - - - - - - Fund to which asset belongs Cost (optional) - - - - - Fund to which asset belongs Cost (optional) Unrestricted - Unrestricted - Unrestricted - Unrestricted - - - - - - Fund to which liability relates Amount due (optional) - - - - - Print Name Michele Harrison |
Endowment funds to nearest £ |
| - | |||
| - | |||
| - | |||
| - | |||
| OK | |||
| Endowment funds to nearest £ |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Current value (optional) |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Current value (optional) |
|||
| 500 | |||
| 500 | |||
| 300 | |||
| 395,000 | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| When due (optional) |
|||
| Date of approval |
|||
| M Harrison | Michele Harrison | 30.09.2024 | |
CCXX R2 accounts (SS)
31/10/2024
2