WESTCOTT VILLAGE HALL TRUST CIO TRUSTEES, REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 December 2023 Reporting charity: Westcott Village Hall Trust CIO Registered Charity Number of repcwb.ng charity: 1172629 Linked charity= The Hut Westcott Registered Charity Number of linked tharrty". 305136 111;
WESTCOTT VILLAGE HALL TRUST CIO Contents Legal and administrative information.............................................................................. Trustees. Report............................................................................................................. Chairman's Report........................................................................................ ................. Statement ofTrustees' Responsibilities...-.....-................................................................ Independent examinerfs report to the trustees. Statement of financial activities................. Balance sheet................................................................................................................. Notes to the accounts................................................................................................... 10
Legal and administrative information Trusieès Salty Hewetson Andrew GTry Dr Helen Everett Chairman ppoirted 1st Au8 2023 Treasurer DetrM)rah Lewis Andrew Paul Taylor Tony Winch Freddie G8)rge Grdham CLirk Justin Lowe Alan Rerf Hugh Pary HuBh Janet Phillips Steve Brook5 appointed 5th Apr2023 appointed 3rd May 2023 apFM)inted 7th Mar 2023 resigned 13th Sept 2023 resigned 13th Sept 2023 apwintd 30th Apr 2023 resigned 13th Sept 2023 resi8ned 30th Apr 2023 igned 30th Apr2023 resigned 30th Apr2023 resigned 30th Apr 2023 reSned 30th Ay 2023 apwinted May 2023 resigned 14thJun 2023 An(tyJohnso Registered Charity Number5 WestcottVi1138e Hall Tntst The Hut We5tcott 1172629 305136 Prlncipal Addre5$ westcottlrilla Hall l. lftstitute Road westcott Village Hall DoTkin8 RH4 3NP Wetsites wvh¥.weStcottl1a ehall.com Ey2miner N1dlaS Bth)t F.CA. Bullimores tLP. Chartered Accountants Old Printers Yard. 156 South Street DOlre Surrey RH4 2HF Bank Attounts Westcon Willage Hall Tnst 00 Barclays Bank Cvrrent accountnumber23W34 Sortcode 2(13 opened 1S/D512023 Westcott Reading Room Trust Baldèys B•ik CurnIacCoUnt nurrthrfAY442995 Sortcode 2(23-97 c105ed 3V0812023 Irw¢stment ManaEÉr CCLA Fund Managers Ltd R*Stered in En¥aDd 140. 8735639 Senator House 851bJeen Victoria St L(M)don EC4V 4ET
Trustees, Report For the yearended 31 December 2023 The Trustees present their report and accounts for the year ended 31 December 2023. The accounts have been prepared in acCOrdall with the accoursling policies set out In note 110 the accounts and comply with the Trust's rules, applicable law. and the requirements of the Slatement of Recommended Practice, "Accounting and Reporting by Charities {SORP 2005}, applicable UK accounting Standards and the Charities Act 2011" Brief History of the Charities The Westcott Reading Room Trust began in 1892 wtth the bequest of land in Institute Road, Westcott on which was built a Reading Room and a carelakerfs house. In 2017. a Charitsble Incorporated Organisation CIO - was established as the operating entity. In May 2020 the narne was changed to Westcott Village Hall Trust CIO. The Hut ceased operabons in 2017 and the Trust was appointed the sole corporate trustee of the charity on 6 December 2021 by the Charity Commission. On 3 May 2022 the old eharilable trusts which for decades have govemed the operations of the Reading Room and of The Hut were replaced by a single, modern, framework consolhlated into just one charity known as Weslcott Village Hall, of which Weslcott Village Hall TtU5t CIO is the only Tnjstee. Objective of the Charity The Westcott Reading Room Trust and The Hut VKÈslcott were established lo provide and maintain village halls for the use of the inhabitsnts of Westcott. Dorking and the surrounding area, wilhoul distinction of political, religious or other opinions. including use for meetings. lectures and classes and other forms of lei5ure-bme occupation wtth the object of improving conditmins of lrfe of the said inhabitants. The Trust is govemed by a Board of Trustees. The tK)ard of In]slees meets regulady to discuss plans, finance and fvndraising. Trustees are appointed by existing trustees in General Meetings. The board is aware of the provisions of the CharitEs Act 2011 con¢eming public benefft, the guidance published by the Charity Commission on this subject and the obligation lo report in ways which they believe the charity meets the public benefit which is refiected by our charitable objective. Review of activities and perforn)an¢e See Chairman's report Ipage 5) Reserves Polky It is the policy otthe Trust that unrestricted funds which have not been designated for a spectfic use should be maintained at a level required to continue to meet the objecb.ves of the Trust. The trustees consider that reseNes at this level will ensure thaL in the event of a significant drop in funding or increase in its costs, they will be able to continue to meet the Trusvs objectives. Consideration is given to ways in which addffcional funds may be raised. Risk Factors The trustees consider risks as part of their ongoing planning and decision making and the trustees are satisfied that systems are in place to manage such risks. Asset cover for funds The assets are sufficient to meet the Trn5t's oblyalions. Sally Hewetson, Chair of the Trustees, 15 April 2024
Chairman's Report For tha year ended 31 DeCeber 2023 It has been a busy year for the Westcott Willage Hall Trust. 11 started with the planned retirement of four long serving trustees, and one unexpected resignatffyn. The ebb and flow of trustees conts"nued, resulting in the addition of six new members by the summer. and losing four by September.. however, the group is now a cohesive and supporn.ve uniL with each of us working hard to delwer on OLJr responsibiif(ies. I would like to thank all the trustees. These roles are b.me consuming and deTllanding, they are also sometimes stressfvl, and often educational ti)0. And not to forget that we balance this with work and family demands. Importantly, there is an upside to this role. which is ensuring that Weslcott conb'nues to have a village hall that meets the modern demands of the residents. The trustees represent a broad<ross secb.on of our village and collectively we believe we can conlinue to operate the current village hall and also make progress with the new village hall devek)pment. l also would like to thank James Leaver. Bernd Ratzke, Helen Everett, and Andy Gray, who fomi the Development Group IDG) subcommittee. This group procures and manages the professional teams that advise us on the redevelopment project They bring to the trustees "gateway decisions. where we independently assess, discuss and approve our preferred actions relab.ng to the redevelopment. Their advice and guidance has been invaluable in this pr(e$S and the tsu5tees are graleftjl for their time, professionalism, and commitment to this project. The redevelopment project has made signrficant progress over the last 12 months. including procuring, retaining and managing a core professional team comprising the following.. Architects - Matthew Church Assockites Planning consultant- Union4 Valuation consultant- Trilogy This ptofessional team, along with the DG, have successknlty tendered and m2naged several reports, including bat, topographical. highways, tree surveys, plus al searches. The DG have also produced a risk register, development programme. and budget tracker_ Their work culminated in us holding a public consultation on 1$1 Novemberwhen over 170 villagers attended two presentations, viewed the development options, and had a question-and-answer session wrth the professional team. A drop-in session followed a week later at St John's Chapel, when an addttional 20 people attended. We invited people to express their preferred options and tell us what they want from a new village hall. In total, over 256 questionnaires were received from resident5 and users of the hall, all of which have teen considered to inform the location and design of the proposed development Following this public consultab-on. a planning pre-application was submitted to Mole Valley District Council planning department in December. This step was taken to de-risk the Iinal planning application, ensuring that that the planners comment and advise on the broad ouuine of the development. therefore, increasing the likelihood of success of the final detailed application. In the last year, we have also succe55fully registered for gift aKI. successfvlly applied for CIL grant funding, established a document share drive for the team's use and we are starting to see an increase in the use of the hall and subsequent revenue. The building is maintained crealNely on a small budget, ensuring that r( IS safe, clean and usable. as well as statutr)ry compliant whilst al the same tifne we have experienced a sharp increase in utility costs_ There has been various communications with the Charity Commission ensuring that both the trustees and the Commission are comfortable with the development project's parh'cular complexities, and ensuring we remain compliant with the Chanty Acts. The trustees and DG remain fr£ussed on delivering a new village hall. There will likely be a shortfall in our funding if the reserves are lo be maintained at an appropriate level lo ensure the continued opeotion of the existing village hall. We have held a Christmas Fair and over the next few months have planned a Table Top Sale, Quiz Night and R(k Choir Night, wtlh mre events to follow. Ultimately, with the Continued enthusiastic support from the village on fund raising we are in a great position to deliver a new village hall. Sally Hewetson, Chair of the Tnjstees, 15 April 2024
Statement of Trustees, Responsibilities For the yearended 31 December 2023 The charity trustees are responsible for preparing a trustees, annual report and financial ststements in accordance wrth applicable law and Unf(ed Kingdom Accounttng Stsndards (United Kingdom Generally A¢PIed Accounting Practice). The law applicable to chanhes in EngL4nd and Wales requires the charity trustees to prepare financial statements for each year which give a true and fair view of the stste of affairs of the charity and of the incoming resources and application of resour, of the tharty for that penod. In preparing the financial statements. the trustees are required to. ' select suitable a¢¢ounting policies and then appty them consistenty", • observe the methods and principles in the applicable Charities SORP.. . make judgements and esb'mates that are reasonable and prudent state whether applicable accounting standards have been followed. subject to any material departures disclosed and explained in the financial statements- prepare the financial statements on Ihe going cOnM basis unless it ss inappropriate to presume that the charity will continue in business_ The truslees are responsible for ke8ping proper accounting reccyds that disclose with reasonable accuracy at any time the financial position of the charity and to enable them to ensure that the financial slalemenls comply with the Charities Act 2011. the applicable Charities {Aount$ and Reports) Regulations, and the provisions of the Trust deed. They are also responsible for safeguarding the assets ofthe charity and taking reasonable steps for the prevention and detecbon of fraud and other irregularities. Approved by the trustees and signed on their behalf by Sally ewetson. Chair of the Trustees. 15 April 2024
Independent examiner's report to the trustees For the year ended 31 December 2023 I report on the accounts of the CIO for the year ended 31 December 2023, which are set out on pages 8 to 12. Respectlve responsibilities of trustees and examiner The trustees are responsible for the preparation of the accounts. The trustees consider that an audit is not required for this year under section 14412} of the Charities A£t 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to" Examine the accounts {under section 145 of the 2011 Actl. To follow the procedures laid down in the General Direcb"ons given by the Char"ty Commission {under section 145151 of the 2011 Act}. and to state whether particular matters have come to my attention. Basis of the independent examinerfs statement My examination was carried out in accordance wrth General Directions given by the Charity Commission. An examination includes a review of the accounbng records kept by the charity and a MparisOn of the auounls with those records. It also includes consideration of any unsjsual items or disclosures in the a¢counts and seeking explanation frorn the truslees eonceming any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit. and consequently no opinion is given as to whether the aounts present a "true and fair vievf and the report is lirnited to those matters set out in the statement below. Independent examineVs statement In the course of my examination, no matter has come to my attent¥)n which gives me reasonable cause to believe that in any material aspect the requirements.. to keep accounting records in accordance wrth section 130 of the 2011 Act", b. to prepare accounts which accord with the accounb.ng records and comply with the accounting requireTnents of the 2011 Act have not been met, or 2. to which, in my opinion, attention shoukl be drawn in order to enable a proper understsnding of the aOUnts to be reached. Nicholas Boot F.C.A Bullimores LLP Chartered Accountants Old Printers Yard 156 South Street Dorking Surrey RH4 2HF 15 April 2024
Statement of financial activities for thg yeorendeé 31 December2023 2023 2022 INCOME Hire of VillBge Hall Regular CasuBI 11114 12.327 1.095 Totsi Hire Income £ 14.113 13,422 Car Patking Donation Xmas FaiT 2.439 5Q) MVtK Stnall business Étsnt Barclaysex-gratia payment 4,667 150 Totsl Income £ 17,893 22,076 ÈXPENDITURE Westfottvillage Hall- Operations In5urantr Premium Gè5 1,631 665 Electrlclty Water 1.206 662 CleaniTrg Maintenan 3,131 3,346 2.110 1,232 762 Administrarion Villège Hall Web&te Rebranding c05t5 Boiler/O/W replètrmeni Le8?1 fees Xmas Fair co HSE & Firp alami 6a5 BoilerseN 815 25 3,489 2,424 2366 126 167 267 The Hut, WestCOtt-Operations Insurance premiurn Hut Bank account Boarfin¥ Up 24 iio 1,884 Operatingcosts -£ 20,014 19.973 WVHT Development ProieLt Surveys Ecolwcal rowwaphtrcal 4.740 ProtE55ionèl Fees Project Mana8emeni Town 37.539 10.159 32.Lf4) Archiiett IriabiliiyCongJiia D&Elopment Proiertcosrs .£ 93,945 Toial C05ts.E 113,959 19.973 Net inLvme befwe8ainsll1055e5lor• investmEnts -£ 96,066 2,103 Realised gainsondi5P05a15 Unwlised eainsand IJ055eslon in%stmertassets 4.364 17.776 Netfflo¥ infund5 83,658 15,673 RECONCIUATION OF FLINDS Total funds brOght forward 185.074 2Tr),747 Total funds<anTEd forward E The t)oteson paw loto 12fowm p4rtofihesÈfinanctral gaiements 101.416 185.074
Balance sheet for the year ended 31 December2023 2023 2022 Note5 xed Assets Land, Buildings & Fittires Investmerrt5 £ 72.242 £ 179,834 Current A55ets Prepayments Cash at Bank 2,147 £ 30,038 445 6,251 Current Lialxlities Creditors 3,010 1.456 Net Current Assets £ 29,175 5.240 Net Assets £ 101,418 £ 185.074 The hjnds of the trust Unrestrirted Funds £ 101.416 £ 101.416 £ 185,074 £ 185,074 Total Tnst Funds Sally Hew Z Trustee 15 Apiil 2024 on (Chair person) The notes on pages 10 to 12 fomi part of these financial statements
Notes to the accounts For the year ended 31 December 2023 1 BASIS OF PREPARATION 1.1 Basis of accounb.ng The accounts (financial ststements} have been prepared under the historical cost convention wtth items reeognised al cost or transaction value unless otherwise stated in the relevant riotels} lo these accounts. The financial statements have been ppared in accordance with the Statement of Recommended Practice.. Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland {FRS 102} issued on 16 July 2014 and the Financial Reporting Standard applicable in the United Kingdom and Republic of Irela IFRS 1021 and the Chanlies A¢t2011 2 ACCOUNTING POLICIES 2.1 Income Recognition of incoming resources These are included in the Statet of Financial Activities ISOFAI when.. - the Tmst becomes entrtled to the resOus", - the trustees are virtually certain they will receNe the resources., and - the monetary value can be measured with sufficient reliability. The value of any voluntary help r1Ved is not included in the accounts but is described in the Chaimian's report. Volunleer help Investment income This is included in the accourts when recewed. 2.2 Exponditure and liabilities Liability recognition Liabilities are ognISed as stx)n as there is a legal or constmcb.ve obligation commith.ng the Trust to pay out resources. 2.3 Assets Investments Investments in COIF Chanties Investment Fund - Accumulation Units are valued at market value at the year end. Depreciation policy Building sts Sin 1967.. fully written off as of 31 December 2016 All other assets.. 25% straight line 2A Linked charities The trustees maintain separate 0u"n9 records for linked charities and ensure that the funds for each charity are applied onty in accordance wrth each charity's separate trusts in accordance with section 130 of the Charities Act 2011. The linked chartty's acb"vities are aggregated into the Statement of Financial Act"e$ of the Trust and shown on the balance sheet. 2.5 Taxation The Charity is exempt from taxatioll on its ordinary activities.
For the yearended 31 December 2023 3 Trustees. Remuneration and benefrts There were no trustees, remunerats.on or other beneffts for the year ended 31 December 2023 nor for the year ended 31 Dember 2022. Likewise, there were no trustee expenses incurred by the charity for these years. 4 Volunteer5 The charity has no employees_ The charty is very gratefijl for the volunteers who have given up their time and expertise to administer the charity, and the renting and upkeep of the hall. and assist with the ongoing redevelopment applications. Fixed Assets Land, fittings & buildings: Net book value of land, I)uildi5 and ffttir¥s: Westcott Reading Room Trust The Hut Westcott Net book value 31 December 2023 The land on which the Reading Room is buih was acquired by three sisters- Maria Fuller, Julia Barclay and Emily Barclay- (Barclay Sisters) in 1874. In 1876tT7 the BaTclay Sisters built a Reading Room and caretaker's house Inow Draycotel on the land acquired. The Reading Room was 'for the recreab.on and benefit of the inhabitants of Westcow. On 11 March 1892 the Barclay Sisters endowed the buildings and land to a Trust called the Weslcott Reading Room Trust (Registered Charity Number 3119901. The present Reading Room was erected in 1967 on land that was the kitchen garden for the Carelakerfs house IDrayeolel. In 1980 Draycote was sold and the proceeds amounting to £18,675 were used lo extend and improve the Reading RCKJM facilities. Further renovations were carried out in 2004 and 2009. In 2017 the trustees adopted the Chanty Commission Charitable Incorporated Organisation ICIOI model as the operating entity for the land and buildings owned by the Westcott Reading Room Trust. This constitution was approved by the Chanty Commission on 19 April 2017 and has been entered onto the Register of Chanbes with the RegiSted Charity Number of 1172629. As a resutt, all the assets and liabilities of the Westcott Reading Room Tmst (Registered Charity Number 311990) were transferred lo the CIO during 2017. However, the beneficial ownership of the Reading Room land which is permanent endowment created in 1892 remains with the Westcott Reading Room TnJst (Registered Charity Number 3119901. Under a Charity Commission Scheme dated 19 Novetnber 2020, the Trust was formally apFX)Inted as the sole corporate trustee of the Westcott Reading Room Trust (Registered Chartty Number 3119901 and the individual trustees retired as trustees. The Hut Westcott charity is govemed by a consblution dated 20 February 1959 following a bequest of land in Furlong Road, Westcott beeen Edsall Hunt 2nd three others of the first part and Robert Edward Barclay and three other5 of the second part. The Hut ceased operabons in 2017 and the Trust was apF)ointed the gole corporate Iruslee of the chanty on 6 December 2021 by the Charity Commission.
Notes to the accounts for the yerJr ended 31 December2023 Note Inve5tmert Assets Pri@unit Unit Value Carrying Icostl valve at l January 2023 £ 220.39 815.99 £ 179,834 0810612023 Sale of units 2910612023 Sale of units 1310712023 sale of units 1911012023 sale of unrts £ 230.29 £ 230.48 £ 227.36 £ 228.68 43.42 £ 130.16 £ 219.92 £ 131.19 £ 524.69 291.30 £ 8,043.61 9.999 29,999 50.001 30,000 Add= net gainlllossl on revaluation 27.61 Carrying Imarketl value èt 31 December 2023 £ 72.242.5 Analysis of Investments a5 at 31 Dec 21)23 Market price at 31112123 Market value Total units at 31112123 COIF Chartties Inv Fund-Actumulation Units Alc 515570001R I C03063201 AIC 515570002R I C03063202 £ 248.00 £ 248.00 203.17 £ 88.13 £ 50.386 21.856 Totsl £ 72.242 Prepayments 2023 2022 2.147 £ 445 Prepayments 2,147 £ 445 CreditOTS and attruals 2023 2022 3.010 £ 1.455 A¢¢wals and deferred income 3,010 £ 1.455