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Trustees' Annual Report for the period
Period start date Period end date
06 April 2020 05 April 2021
From To
Section A Reference and administration
details
Charity name Fittleworth Village Hall CIO
Other names charity is known by
Registered charity number (if any) 1175290
Charity's principal address Fittleworth Village Hall
Rascalls Cottage
Fittleworth
Pulborough
West Sussex
Postcode RH20 1JG
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## **Names of the charity trustees who manage the charity** **----- Start of picture text -----**
Name of person (or body)
Dates acted if not for
Trustee name Office (if any) entitled to appoint trustee
whole year
(if any)
Treasurer Elected by inhabitants of
Jamie Dunstan
over 18 of the Parish of
Fittleworth at the 2019
AGM
Isabel Braham Bookings Elected by inhabitants of
Secretary over 18 of the Parish of
Fittleworth at the 2019
AGM
Secretary and Elected by inhabitants of
Helen Cowper
acting Chair. over 18 of the Parish of
Fittleworth at the 2019
AGM
Elected by inhabitants of
Sally Tanner
over 18 of the Parish of
Fittleworth at the 2019
AGM
Fittleworth Church of
Linda Ball
England Village School
Alcoholics Anonymous
Sharon Julia
Francois
Retired 4/6/2021 Fittleworth Village Hall
Pauline Gilpin
Short Mat Bowls Club
Over 60s Club
Grace Hawkins
Fittleworth & District
Wade Houlden
Horticultural Society
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1 Christine Parker The Arts Society – South Downs and The Arts Society West Sussex Fittleworth & District Adrian Webb Association Fittleworth Parish Council Christopher Welfare ## **Names of the trustees for the charity, if any, (for example, any custodian trustees)** **Name Dates acted if not for whole year** **Names and addresses of advisers (Optional information) Type of adviser Name Address** ## **Name of chief executive or names of senior staff members (Optional information)** None ## **Section B Structure, governance and management** ## **Description of the charity’s trusts** Type of governing document Constitution - (eg. trust deed, constitution) CIO How the charity is constituted (eg. trust, association, company) Trustee selection methods The appointment of trustees, who constitute the Management (eg. appointed by, elected by) Committee of the Charity, is governed by the terms of the Constitution. The Constitution provides for:  Up to five trustees to be elected by inhabitants of over 18 of the Parish of Fittleworth at the annual general meeting of the Charity;  Up to eight representative members appointed by user organisations;  the co-option by the Management Committee of up to three members in each case to serve from the conclusion of the annual general meeting at which they are appointed (or the date of their appointment if later) to the conclusion of the next annual general meeting. ## **Additional governance issues (Optional information)** You **may choose** to include The Village Hall is a community asset. Trustees are drawn from 2 additional information, where the community and their induction and training is both informal relevant, about: through contact with existing trustees and information provided more formally at meetings of the Management Committee. - policies and procedures adopted for the induction and training of trustees; The Hall is situated adjacent to the Village School, the Playgroup and Baby Room, the village’s recreation ground, the Sports and Social Club Pavilion and Fittleworth Stores, a community-owned and run shop, café and post office. Members of the Management Committee regularly liaise with those running these other organisations to ensure a joined-up approach to matters of common interest. - the charity’s organisational structure and any wider network with which the charity works; The Trustees consider major risks at meetings of the Management Committee. These principally relate to the proper protection of the Hall, its users and employees, which is achieved through ensuring the Charity has appropriate and adequate insurance covering the Hall premises and contents, public liability and employee liability, and clear guidance to users of the Hall. The insurance cover also provides legal liability cover for the Trustees. - relationship with any related parties; - trustees’ consideration of major risks and the system and procedures to manage them. ## **Section C Objectives and activities** **Summary of the objects of the charity set out in its governing document** The objects of the Charity as set out in the Constitution are to establish and run a village hall and to promote for the benefit of the inhabitants of the Parish of Fittleworth (“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 or other leisure time occupation of individuals who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the conditions of life of the said inhabitants. **Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)** During 2020-21 use of the Village Hall has been restricted due to the COVID 19 pandemic. The trustees have followed Government guidance throughout and have been able to make the Hall available when allowed e.g. as a pick up point for “click and collect” orders from the Community Shop, for permitted support groups (AA) and for recreational activities for children attending the adjacent primary school. Prior to the emergence of COVID-19, the Village Hall was available throughout the year for bookings 7 days a week from 8am to midnight. It offers a Main Hall and two committee rooms, which can be booked individually or in combination and with or without the benefit of the Hall’s kitchen facilities, screen and sound system. During the year the Main Hall was previously in use for over 20% of the available booking hours. The Hall is especially busy in the winter months. Regular activities on offer to the community included a lunch club for the Over 60’s, a drop in craft session for children, a variety of fitness classes, table tennis, a choir, indoor bowls and two Horticultural shows. The Hall hosted fine art lectures twice a month and a number of large WI events. The Village School and the Playgroup benefitted from access to the Hall for indoor sport 3 in bad weather and, as in previous years, used the stage for annual school plays. The local scouts and guides used the Hall on several occasions when their events were too large for their own “hut”. A weekly Alcoholics Anonymous group used the main committee room, which was also used for meetings by the Parish Council, the local running club and those who organise the Community Mini Bus. The Hall is also available for hire for private functions and a number of such events were held during the year, the most frequent being children’s birthday parties. There were also various other social functions and several fund raising events for charities other than the Hall itself. The Trustees have regard to the Charity Commission guidance on public benefit. They consider the Charity’s objectives to be consistent with Charity Commission guidance on providing for the public benefit as reflected in the activities which the provision of the Hall has facilitated to the benefit of the local community. ## **Additional details of objectives and activities (Optional information)** You **may choose** to include further statements, where relevant, about: - policy on grantmaking; - policy programme related investment; - contribution made by volunteers. The Charity has one part-time employee who is responsible for keeping the interior and carpark areas of the Village Hall clean and tidy on a day-to-day basis, for acting as the contact person for users of the Hall in the event of an emergency and for carrying out certain other duties to ensure the safety and security of the Hall, all as agreed with the Management Committee. Management costs are otherwise kept to a minimum through contributions by volunteers. These include contributions to maintenance of the Hall by local inhabitants for which the Trustees are very grateful. They also include substantial contributions by the Trustees themselves, all of whom gave their time voluntarily and received no remuneration or other benefits. In addition to time spent attending meetings of the Management Committee and a number of sub-committees and carrying out their governance responsibilities, a number of Trustees spent considerable time on bookings management, employment-related administration, organisation of insurance and review and oversight of health and safety policies and procedures. 4 **Section D Achievements and performance** **Summary of the main** The Trustees have taken advantage of the enforced period of **achievements of the** closure to maintain and update the Hall. A new fire alarm has **charity during the year** been installed, curtains replaced and the floor re-surfaced. A review of storage during lockdown led to a thorough clear out and creation of better more organised space. The Trustees manage the Hall by way of sub-committees and the delegation of certain responsibilities to individual Trustees. This has worked extremely well in the periods of limited social interaction. The trustees have also held meetings via online portals. Online booking and banking and the sharing of responsibilities for the latter amongst trustees has meant that income and outgoings are have remained transparent despite the lack of physical meetings. ## **Section E Financial review** **Brief statement of the charity’s policy on reserves** The Charity aims to set charges for hiring out the Hall so as to make a small profit each year after meeting ongoing running costs so as to build up reserves for ongoing capital maintenance and unforeseen expenditure. In addition, the Charity raises funds through its 100 Club principally for future necessary repairs or improvement projects. The Management Committee is mindful that it needs to retain adequate reserves to ensure that the Charity has sufficient funds for future repairs, for example, to repair the flat roof area of the Hall when that becomes necessary. At the year end the Charity had total reserves of some £XXXXX **Details of any funds materially in deficit** None ## **Further financial review details (Optional information)** - You **may choose** to include The Charity’s principal sources of funds are from hire charges additional information, and 100 Club contributions. Whilst the latter has been minimal where relevant about: in the last financial year, the 100 Club has continued to support  the charity’s principal us. The CIO received a COVID related grant from CDC sources of funds (£10,000). (including any Expenditure has been on running and maintenance costs for the - fundraising); Hall, which is fundamental to the objects of the Charity. - how expenditure has supported the key Funds that are not needed to meet day-to-day expenditure are objectives of the charity; currently kept on deposit with CAF Bank Limited. - investment policy and objectives including any ethical investment policy adopted. 5 **Section F Other optional information** ## **Section G Declaration** **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** 6 ## Fittleworth Village Hall Accounts 2020 - 2021 **----- Start of picture text -----**
Accounts Summary
Income
100 Club 4603.8
Sales Ledger 2792.65
£1,264.5
ICS 0
£10,000.
Grants / Loans 00
Key Deposit £20.00
Misc £92.62
Total Income 18773.57
Expenses
£2,220.1
100 Club 6
£3,180.0
Payroll 0
£1,888.8
Repairs & Maintenance 8
Rent/Utilities/Insurance/T £6,407.
ax 29
Cleaning & Equipment £265.04
£19,185.
Project Work 40
Deposits £25.00
Subscriptions £144.00
Account Fee £69.00
Sundries £0.00
£33,384.
Total Expenditure 77
-
£14,611.
Net Toal Profit/Loss 20
Bank Account Opening
Balance 53609.29
Bank Account Closing
Balance 38999.09
Difference (Inc
Rounding) 14611.2
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