|**Trustees' Annual Report**|**Trustees' Annual Report**|**Trustees' Annual Report**|**Trustees' Annual Report**|**Trustees' Annual Report**|**for theperiod**|**for theperiod**|**for theperiod**|
|---|---|---|---|---|---|---|---|
|**From**|Period start date|||**To**|Period end date|||
||06|April|2023||05|April|2024|



## **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 School Lane Fittleworth Pulborough West Sussex **Postcode RH20 1JB** 

## **Names of the charity trustees who manage the charity** 

|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**<br>**year**|**Name of person (or body) entitled**<br>**to appoint trustee (ifany)**|
|---|---|---|---|
|Jamie Dunstan|Treasurer||Elected by inhabitants of over<br>18 of the Parish of Fittleworth<br>at the 2019 AGM|
|Isabel Braham|Bookings Secretary||Elected by inhabitants of over<br>18 of the Parish of Fittleworth<br>at the 2019 AGM|
|Sally Tanner|||Elected by inhabitants of over<br>18 of the Parish of Fittleworth<br>at the 2019 AGM|
|Linda Ball|||Fittleworth Church of England<br>Village School|
|Sharon Julia<br>Francois|Chair of meetings||Alcoholics Anonymous|
|Wade Houlden|||Fittleworth & District<br>Horticultural Society|
|Christine Parker|||The Arts Society West<br>Sussex|
|Gary Cook|||Elected by inhabitants of over<br>18 of the Parish of Fittleworth<br>at the 2019 AGM|
|Susanne Haywood||14 Sept 2023|South Downs Arts Society|



**Names of the trustees for the charity, if any, (for example, any custodian trustees)** 

**Name Dates acted if not for whole year** 

1 



**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 Committee (eg. appointed by, elected by) 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 the additional information, where community and their induction and training is both informal through contact relevant, about: with existing trustees and information provided more formally at meetings of the Management Committee. 

- policies and procedures adopted for the induction and The Hall is situated adjacent to the Village School, the Playgroup and training of trustees; Baby Room, the village’s recreation ground, the Sports and Social Club 

- the charity’s organisational Pavilion and Fittleworth Stores, a community-owned and run shop, café structure and any wider and post office. Members of the Management Committee regularly liaise network with which the charity with  those  running  these  other  organisations  to  ensure  a  joined-up works; approach to matters of common interest. 

- relationship with any related The  Trustees  consider  major  risks  at  meetings  of  the  Management parties; Committee. These principally relate to the proper protection of the Hall, its users and employees, which is achieved through ensuring the Charity has 

- trustees’ consideration of appropriate  and  adequate  insurance covering  the Hall  premises  and 

- major risks and the system contents, public liability and employer's liability,  and clear guidance to 

- and procedures to manage users of the Hall. The insurance cover also provides legal liability cover for 

- them. the Trustees. 

## **Section C                    Objectives and activities** 

The objects of the Charity as set out in the Constitution are to establish **Summary of the objects of the** and run a village hall and to promote for the benefit of the inhabitants of **charity set out in its** the Parish of Fittleworth (“area of benefit”) without distinction of sex, 

2 



**governing document** 

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)** 

Village Hall is 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. 

The Hall is well used and is especially busy in the winter months when the Hall is booked for regular activities every evening Monday - Thursday. Regular activities on offer to the community include fitness classes, table tennis,  badminton  and  indoor  bowls.  There  is  a  weekly  Alcoholics Anonymous group.  The Hall hosts fine art lectures twice a month and a number of large WI events. There are two annual Horticultural shows. The Hall acts as a central base for other village activities such as an annual fun run and a garden trail. The Village School and the Playgroup benefit from access to the Hall for indoor sport in bad weather and use the stage for annual school plays. The local scouts and guides use the Hall when their events are too large for their own “hut”. 

The main committee room is used, inter alia, for wide range of committee meetings including those of the Parish Council and school governors. 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. Use of the Village Hall has continued to be slightly affected  by the aftereffects of the COVID 19 pandemic.  Some user groups (notably those with a  cohort of older  members) still report reduced numbers.  The trustees have continued to support those users who want to return to the Hall by accepting reduced hire fees from some hirers. This puts to good use the grants the Hall received during the pandemic. 

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 dayto-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, 

3 



all of whom give their time voluntarily and receive no remuneration or other  benefits.  In  addition  to  time  spent  attending  meetings  of  the Management Committee and carrying out their governance responsibilities, a number of Trustees commit to roles such as bookings management, employment-related administration, organisation of insurance and review and oversight of health and safety policies and procedures. 

## **Section D                      Achievements and performance** 

**Summary of the main** The provision of a well-kept hall is which is the centre for the community **achievements of the charity** of Fittleworth. **during the year** 

## **Section E                    Financial review** 

The Charity aims to set charges for hiring out the Hall so as to make a **Brief statement of the** small profit each year after meeting ongoing running costs so as to build **charity’s policy on reserves** 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 and 100 additional information, where Club contributions. relevant about: 

- Expenditure has been on running and maintenance costs for the Hall, 

- the charity’s principal which is fundamental to the objects of the Charity. 

- sources of funds (including any fundraising); 

- Funds that are not needed to meet day-to-day expenditure are currently 

- how expenditure has kept on deposit with CAF Bank Limited. supported the key objectives of the charity; 

- investment policy and objectives including any ethical investment policy adopted. 

4 



**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** 

5 



Accounts Summary Fittleworth Village Hall CIO 2023-2024 

|2023-2024||
|---|---|
|Income||
|100 Club|5551.3|
|Sales Ledger|15935.65|
|ICS|85.1|
|Grants / Loans|0|
|Key Deposit|0|
|Misc|1325.37|
|CAF interest|1048.74|
|||
|Total Income|23946.16|
|||
|Expenses||
|100 Club|£2,209.53|
|Payroll|£4,034.20|
|Repairs & Maintenance|£2,076.96|
|Rent/Utilities/Insurance/Tax|£4,584.55|
|Cleaning & Equipment|£413.96|
|Project Work|£834.00|
|Deposits|£0.00|
|Subscriptions|£0.00|
|Account Fee|£60.00|
|Sundries|£0.00|
|Misc Expenses|£770.28|
|||
|Total Expenditure|£14,983.48|
|||
|Net Toal Gain/Loss|£8,962.68|