WESTCOTT VILLAGE HALL TRUST CIO TRUSTEES, REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 December 2024 Reporting charity: Westcott Village Hall Trust CIO Registered Charity Number of reporting charity.. 1172629 Linked charity.. The Hut Westcott Registered Charity Number of linked charity.. 305136
WESTcorr VILLAGE HALL TRUST CIO Contents Legal and administrative information Trustees, Report .. Chairman's Report........ Statement of Trustees, Responsibilities ... Independent examiner's report to the trustees........ Statement of financial activities.. Balance sheet.... Notes to the accounts ... 10
Legal and administrative information Trustees Sally Hewetson Andrew Gray Di Helen Everett Deborah Lewis Andrew Paul Taylor Tonywinch lim Broderick Chairman Treasurer appointed 01105124 Registered Charity Numbers Weslcott Village Hall Tnjst The Hutwestcott 1172629 305136 PrlncipalAddress Westcott Village Hall I, Institute Road Westcott Village Hall Dorking RH4 3NP Websltes Examlner Nicholas Boot F.C.A. Bullimores LLP, Chanered Accountants Old Printers Y8rd. 156 South Street Dorklng Surrey RH4 2HF BankAccounts Westcott Village Hall Trust CIO Barclays Bank Current account number23905934 Sort code 20-88.13 Investment Manager CCIA Fund Managers Ltd Registered In En8land No. 8735639 SenaiorHou5e 85 Queen Victoria St London EC4V4ET
Trustees, Report For the year ended 31 December 2024 The Trustees present their report and accounts for the year ended 31 December 2024. The accounts have been prepared in accordance with the accounting policies set out in note 1 to the accounts and comply with the Trust's rules, applicable law, and the requirements of the Statement of Recommended Practice, "Accounting and Reporting by Charities ISORP 2005), applicable UK accounting standards and the Charities Act 2011" Brief Hlstory of the Charities The Westcott Reading Room Trust began in 1892 with the bequest of land in Institute Road, Westcott on which was built a Reading Room and a caretaker's house. In 2017, a Charitable Incorporated Organisation CIO - was established as the operating entity, In May 2020 the name was changed to Westcott Village Hall Trust CIO. The Hut ceased operations 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 charitable trusts which for decades have govemed the operations of the Reading Room and of The Hut were replaced by a single, modern, framework consolidated into just one charity known as Westcott Village Hall, of which Westcott Village Hall Trust CIO is the only Trustee. Objective of the Charity The Westcott Reading Room Trust and The Hut Westcott were established to provide and maintain village halls for the use of the inhabitants of Westcott, Dorking and the surrounding area, without distinction of political, religious or other opinions, including use for meetings, lectures and classes and other forms of leisure-time occupation with the object of improving conditions of life of the said inhabitants. The Trust is governed by a Board of Trustees. The board of trustees meets regularly to discuss plans, finance and fundraising. Trustees are appointed by existing trustees in General Meetings. The board is aware of the provisions of the Charities Act 2011 concerning public benefit, the guidance published by the Charity Commission on this subject and the obligation to report in ways which they believe the charity meets the public benefit which is reflected by our charitable objective. Revlew of activitles and performance See Chairman's report (page 5) Reserves Pollcy It is the policy of the Trust that unrestriGted funds which have not been designated for a specific use should be maintained at a level required to continue to meel the objectives of the Trust. The trustees consider that reserves at this level will ensure that, in the event of a significant drop in funding or increase in its costs, they will be able to continue to meet the Trust's objectives. Consideration is given to ways in which additional funds may be raised. Rlsk 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 Trust's obligations. Sally Hewetson, Chair of the Trustees, 25 Mar 2025
Chairman's Report For the year ended 31 December 2024 It has been a busy year for the Westcott Village Hall Trust IVWHT). The trustees work well together and are managing the hall efficiently, meeting statutory compliance and the expectations of our users. In addition to raising much needed funds for the redevelopment process. The building is maintained creatively on a small budget, usually involving one of the trustees to carry out any necessary repairs. ensuring that it is safe, clean and usable whilst at the same time managing to keep the hire rates reasonable. The income from users has dropped slightly, this is to be expeGted as the building is very tired and difficult to heat particularly in winter months. The trustees are comft)rtable with the development project's particular complexities, and we remain confident that we are compliant with the Charity Acts. James Brodrick joined the trustees this year and we are grateful for his involvement. Annually we invite new trustees to join our ranks and place a noti in the Village Magazine asking people to put themselves forward. We want as many people as possible from across the community to get involved and be part of this exciting time for the Village Hall. I would like to thank all the trustees. These roles are time consuming, require focus and simple hard work. Our objective remains ensuring that Westcott continues to have a usable village hall, whilstthe development process for a new flexible. modern, warmer building remains on track. The trustees continue to represent a broad-cross section of our village. A large focus of our work this past year has been to raise funds for the redevelopment program, ensuring that the process continues and that we have funds available to meet the every-day expenses of the village hall. These events have included a Tabletop Sale, Quiz Night, Barn Dance, Choir Night and Westfestivity. The village residents have also made several donations to the WVHT for which we are extremely grateful, not only for the money but also the moral support it has demonstrated. We wish to thank the committees of Westfest, Westcott Wives, the 100 Club and Westcott Residents Association all of whom have been extremely generous. We have engaged with the neighbours of both sites during the year and organised a meeting updating them on the progress that had been made and of what to expect in the future. A presentation was given by our professional team with a question-and-answer session at the end. Broadly speaking, the presentation was well received, and we were able to addres5 some outstanding concerns. l also would like to thank James Leaver, Bernd Ratzke, Helen Everett, and Andy Gray, who form the Development Group IDG) subcommittee. This group continues to procure and manage the professional team that advise us on the redevelopment project. They bring to the trustees "gateway decisions" where we independently assess, discuss and approve our preferred actions relating to the redevelopment. Their advice and guidance have been invaluable in this process and the trustees are grateful for their time, professionalism, and commitment to this project. The redevelopment project made significant progress during 2024, culminating in a planning application being submitted in September. Significant work went into this application process both by the professional team and the DG for which we are extremely grateful. We look forward to receiving planning permission to develop the Furlong Road site and redevelop the existing village hall. Ultimately, with the continued enthusiastic support from the village, on fund raising and sourcing grant funding we are in a good position to deliver a new village hall. Sally Hewetson, Chair of the Trustees, 25 Mar 2025
Statement of Trustees, Responsibilities For the year ended 31 December 2024 The charity trustees are responsible for preparing a trustees, annual report and financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice). The law applicable to charities in England and Wales requires the charity trustees to prepare financial statements for each year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources, of the charity for that period. In preparing the financial statements, the trustees are required to.. select suitable accounting policies and then apply them consistently., observe the methods and principles in the applicable Charities SORP; make judgements and estimates 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 the going concern basis unless it is inappropriate to presume that the charity will continue in business. The trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charity and to enable them to ensure that the financial statements comply with the Charities Act 2011, the applicable Charities (Accounts and Reports) Regulations, and the provisions of the Trust deed. They are also responsible for safeguarding the assets of the charity and taking reasonable steps for the prevention and detection of fraud and other irregularities. Approved by the trustees and signed on their behalf by Sally Hewetson, Chair of the Trustees, 25 Mar 2025
Independent examiner's report to the trustees For the year ended 31 December 2024 I report on the accounts of the CIO for the year ended 31 December 2024, which are sét out on pages 8 to 12. Respective 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 144{2} of the Charities Act 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 Act), To follow the procedures laid down in the General Directions given by the Charity Commission (under section 14515) of the 2011 Act), and to state whether particular matters have come to my attention. Basis of the independent examlner'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 a comparison of the accounts with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanation 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 no opinion is given as to whether the accounts present a "true and fair view" and the report is limited to those matters set out in the statement below. Independent examiner's statement In the course of my examination, no matter has come to my attèntion which gives me reasonable cause to believe that in any material aspect the requirements.. to keep accounting records in accordance with section 130 of the 2011 Act., b. to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act have not been met, or 2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Nicholas Boot F.C.A Bullimores LLP Chartered Accountants Old Printers Yard 156 South Street Dorking Surrey RH4 2HF 26 Mar 2025
Statement of financial activities for the year ended 31 Dècgmber2024 20241 2023 INCOME Mi of VIIEage Hall Regular Casual 11,642 2.171 12,114 2.000 Total Hire Income £ 13,813 14.113 C3rParking Donations Xrnas Fair& OtherfLJnOialsln MVDC SrTTrall business I CIL grant Barclays ex-gratsa paymerrt 4.276 7,391 7.040 2.600 3,130 500 150 Total Income £ 35.121 17,893 EXPENDITURE Westcottvillage Hall- Operatlons Insurance Premium Gas Electricity Warei Cleanln8 Maintenance 1.655 598 1.631 1,580 1,663 662 1,078 758 2,751 1,165 764 3.131 2,8S9 595 Administration Vlllage HallWeDslte Rebrandingcogts BoSlerl DIW replacement Legal fees In#ependent examlnatlon Xmas Falr & otherfundralslngevenieosts HSE & Fire alarm Gas 8oller5etvl¢e 522 81S 25 2,368 2,596 1.500 1.349 3.008 258 126 4.050 267 The Hut.Westcott- Operatlons Insurance prernlum Hut 8ank account Boardlng Up 140 135 iio Operating Cosis -£ 18,140 20,014 WVHT Development Pioject Surveys Ecological Highways Other Topographlc81 4,416 6.164 1,500 4.084 4.406 4,740 Professlonal Fees Project Manaqemeni Town Piannlng& planning appllcatlon Architect VlaLiility Consuiiani Legal 37,539 10,IS9 32,180 3,600 1.340 37,661 26,640 4,434 6,021 Developrnent Proleci Costs -E 90,919 93,945 Total Cosis .£ 109,059 113.959 Net Sncome before galnslllossesl on investments -£ 73.938 96.066 Realised gains on disposals Unreallsed galns and Ilossesl on Snvestment assets 493 14 4,364 Net movement In lunds -£ 73.431 83,658 RECONCILIATION OF FUNDS Total funds brougnt foNard 101.41fj 185,074 Totalfun¢s carried forwar(J È 27.985 101.416 The notes on pa es 10 to 12fom) p3rtofthese lin3ncSalstatements
Balance sheet ror the yearended 31 December2024 2024 2023 Notes Fixed Assets Land, Buildings & Fittings Investments 295 72.242 Current Assets Prepayments Cash atBank Cash in hand Current Liabilities Creditors and accruals 1.664 £ 26,030 243 2,147 £ 30,038 246 3.010 Net Current Assets £ 27,691 29.175 Net Assets £ 27.985 £ 101,418 The funds of the trust Unrestricted Funds £ 27,985 £ 27,985 £ 101,418 £ 101,418 Total Trust Funds yHew Trustee 25 March 2025 (Chair person) The notes on pages 10 to 12 form part of these flnanclal statements
Notes to the accounts For the year ended 31 December 2024 1 BASIS OF PREPARATION 1.1 Basis of accounting The accounts (financial statements) have been prepared under the historical cost convention with items recognised at cost or transaction value unless othemise stated in the relevant notelsl to these accounts. The financial statements have been prepared 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 IFRS 102) issued on 16 July 2014 and the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102) and the Charities Act 2011 2 ACCOUNTING POLICIES 2.1 Income Recognition of incoming resources These are included in the Statement of Financial Activities {SoFAI when.. the Trust becomes entitled to the resources- the trustees are virtually certain they will receive the resources. and the monetary value can be measured with sufficient reliability. Volunteer help The value of any voluntary help received is not included in the accounts but is described in the Chairman's report. Investment income This is included in the accounts when received. 2.2 Expenditure and Ilabilities Liability recognition Liabilities are recognised as soon as there is a legal or constructive obligation committing the Trust to pay out resources. 2.3 Assets Investments Investments in COIF Charities Investment Fund - Accumulation Units are valued at market value at the year end. Depreciation policy Building costs since 1967.. fully written off as of 31 December 2016 All other assets= 25 /0 Straight line 2A Linked charities The trustees maintain separate accounting records for linked charities and ensure that the funds for each charity are applied only in accordance with each charity's separate trusts in accordance with section 130 of the Charities Act 2011. The 5inked charity's activitie5 are aggregated into the Statement of Financial Activities of the Trust and shown on the balance sheet. 2.5 Taxation The charity is exempt from taxation on its ordinary activities.
For the year ended 31 December 2024 3 Trustees, Remuneration and benefits There were no trustees, remuneration or other benefits for the year ended 31 December 2024 nof for the year ended 31 December 2023. Likewise, there were no trustee expenses incurred by the charity for these two years. 4 Volunteers The charity has no employees. The charity is very grateful for the volunteers who have given up their time and expertise to adminisler 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, bulldlngs and flttings: Westcott Reading Room Trust The Hutwestcott Net book value 31 December2024 The land on which the Reading Room is built was acquired by three sisters- Maria Fuller, Julia Barclay and Emily Barclay - (Barclay Sisters) in 1874. In 1876177 the Barclay Sisters built a Reading Room and caretaker's house {now Draycote) on the land acquired. The Reading Room was "for the recreation and benefit of the inhabitants of Westcott On 11 March 1892 the Barclay Sisters endowed the buildings and land to a Trust called the Vvestcott Reading Room Trust (Registered Charity Number 311990). The present Reading Room was erected in 1967 on land that was the kitchen garden for the caretaker's house {DrayGOte). In 1980 Draycote was sold and the proceeds amounting to £18,675 were used to extend and improve the Reading Room facilities. Further renovations were carried out in 2004 and 2009. In 2017 the trustees adopted the Charity Commission Charitable Incorporated Organisation {CIOI model as the operating entity for the land and buildings owned by the Westcott Reading Room Trust. This constitution was approved by the Charity Commission on 19 April 2017 and has been entered onto the Register of Charities with the Registered Charity Number of 1172629. As a result, all the assets and liabilities of the Westcott Reading Room Trust (Registered Charity Number 3119901 were transferred to 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 Trust (Registered Charity Number 3119901. Under a Charity Commission Scheme dated 19 November 2020, the Trust was formally appointed as the sole corporate trustee of the Weslcott Reading Room Trust (Registered Charity Number 311990) and the individual trustees retired as trustees. The Hut Westcott charity is governed by a constitution dated 20 February 1959 following a bequest of land in Furlong Road, Westcott between Edsall Hunt and three others of the first part and Robert Edward Barclay and three others of the second part. The Hut ceased operations in 2017 and the Trust was appointed the sole corporate trustee of the charity on 6 December 2021 by the Charity Commission.
Notes to the accounts for the year ended 31 December2024 Note Investment Asset5 Pricelunit Unlt Value Carrying (cost} value at l January 2024 £ 248.00 291 £ 72,242 1210112024 sale of units 1510312024 sale of units 1510312024 sale of unlts £ 244.68 £ 254.58 £ 254.58 143 -£ 35,000 15.020 22,436 59-£ 88-£ Add: Add: unrealised gain reali5ed gain Carrying{maiketl value at 31 December2024 14 493 £ 260.62 1.13 £ 295 Analysls of Investments as at 31 Dec 2024 Market price at 31112124 Marketvalue Total units at 31112124 COIF Charities Inv Fund - Accumulatlon Units AIC 515570001R / C03063201 £ 260.62 1.13 £ 295 Total £ 295 Prepayments 2024 2023 Prepayments 1,664 £ 2,147 Prepayments 1,664 £ 2,147 Crediiors and accruals 2024 2023 Accruals 246 £ 3,010 Creditors anL1 accruals 246 £ 3.010