2024-12-31-accounts - West Hill And District Community Association

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West Hill & District Community Association

Annual General Meeting Saturday 19 July 2025 3:00pm - 4:30pm West Hill Community Centre Croft Road Hastings TN34 3JT

Chair of Trustees Report

AGM Business

Trustees and Committee members will give reports on various aspects of the Centre’s operations at the meeting - please see the agenda.

Change of Guard

Changes over the past year have included:

Jim Ralley rejoined the Centre as a Committee member.
Meraud Davis joined the Committee.
Sally Paffard left the Committee. Thank you for your contribution, Sally!
Meri Jenkins remained the Chair.
June Pratley remained the Treasurer.
Ant Davis serves as Secretary.
Linda Jeal remained as Trustee.

Accomplishments in the past year include:

50th Anniversary Events

Our Anniversary events to celebrate 50 years on Croft Road were extremely successful. The Association, which formed in 1949, raised funds over many years to build the Centre which opened in 1974.

During the year, we held four events which drew a broad, diverse number of people to the community centre

a. On February 24th we held the first event – “The History, the People, and the Place” with guest speaker and local historian, Steve Peak and Tush Hamilton, a long time fisherman in Hastings. Tom Kelly sang sea shanties. The event was a huge success with standing room only and good press coverage.
b. The 2nd event, “A Growing Community” took place on May 11 and focussed on growing, stewarding, and understanding our environment. As we are surrounded by community gardens this event was a tribute to local gardeners and to the community we live and work in.
c. Our third event on September 7th was the Centre’s 50th Birthday Bash with a huge birthday cake which the then Mayor Judy Rogers helped to cut. Several local councilors popped in, and Godfrey Davis brought our local MP Helena Dollimore to see the Centre. We ate cake, literally gave the building a big hug, drank lots of tea, chatted with friends and neighbors, and shared stories about the Centre.
d. On November 16th, we ran an Arts and Crafts Fair with 16 vendors offering jewelry, decorations, food, ceramics accompanied by many mince pies to kick off the holiday season.

Other Activities

In 2025, we have already held a community event - Strawberry Fair on May 31st with Eton Mess as the featured food delight. Eton mess is a meringue, strawberry and cream mash up and we served plenty of them throughout the afternoon. There were vendors, music, and face painting.

Coming up on September 6 we’ll have a Neighborhood Knees Up with music and dancing.

Our events happen because of the support of people from the community who contribute their time. We are so very grateful and can always use a helping hand. Enormous thanks go to our many volunteers who have helped with running the Centre in any way over the past year.

Awards

We are very proud that on November 24, 2024 June Prately was awarded an ‘Award for Individual Excellence’ by Hastings Voluntary Action for her exemplary voluntary work in support of the West Hill and District Community Association. Thank you, June, for all you do for the Community Centre and for your community!

Lease negotiations

Having reached agreement with East Sussex County Council (ESCC) on the Heads of Terms (which outlines the main points to be included in a lease and was approved by the ESCC lead members in July 2024) we began negotiations for a new lease of 25 years. I am very pleased to

report that lease negotiations are very close to completion and agreement has been reached. We are now waiting for a signed copy to be sent back to us by East Sussex County Council.

We are grateful to our ward councilors for their continued advice and support throughout the past few years in our discussions with East Sussex County Council as well as Steve Manwaring from Hastings Voluntary Action for his experience and advice.

We are also grateful to the many community members who were involved in negotiations with East Sussex County Council in the past four years.

I think it’s safe to say that the Centre will enjoy another 25 years on West Hill!

Throughout the year

We have sustained a strong financial picture. Please see the Annual Statement of Accounts which June Prately will discuss later.
We have maintained procedures, insurances, and safety certifications which are crucial to running the centre.
We have regularly reviewed policy documents to ensure that we are following the correct procedures.
For the most part, we have maintained bookings with variable but above average usage at different times of the year – more on this will be included in the bookings report at the AGM meeting.

Challenges and Opportunities include:

People

The Centre is entirely run by volunteers - at present, our only paid person is our part time cleaner. We want more community members to weigh in on decision making. We would love people who have some practical skills – bookkeeping, building and construction, publicity, good at decision making, opening and closing the building before and after events, team players, people who like people to join us.

If you are interested, please see me or any of the committee members, after the meeting.

The Building

The building has a limited life. It’s a prefabricated structure built in 1973, opened in 1974 with an expected life of 25 years. Fifty years later, ongoing maintenance by the Association has enabled the building to function for an additional 25 years.

The Lease includes language that would allow us to replace the current building which is 25 years past its shelf life and is kept going with persistent and careful maintenance.

Treasurer’s Report

1.0 End of Year Accounts for 2024

Please see West Hill & District Association End of Year Accounts 2024, copies available at the meeting. The accounts have been overseen and signed off by Laura Dawson, Finance Manager at HVA, and will be lodged with the Charities Commission following this meeting.

Income received listed as Receipts include:

Hire income, a total of £28,206 and an increase on 2024.
Community events and individual donations, total £1,290.58
Grant from Southern Water to help with utility costs £1000
Grant from Transition Town Learning to Grow £150. This was used to help establish the raised planting beds in the grounds.
Donation towards overhead costs from the Baby & Toddler Group £1,000
Bank interest £66.33

Expenditure

Points to note:

Expenditure on Community Events £849.36
Repairs & Maintenance £2,917.62 – essential repairs
Electricity £364.02 does not reflect the electricity charges as WDCA received a large refund
from our supplier due previous overpayments.
Legal Bill £1,514.60 in relation to Heads of Terms for ESCC Lease.
Contracts - includes cleaning contract and ASHE Alarms contract for security.

Balance carried

£16,076.97 at the end of 2024. Balance carried forward from 01/01/24 £62,980.83 Balance Total = £79,057.80

WHDCA took the decision to set up a Build Fund of £50,000 and a Reserves Fund £20,353.83. The Build Fund money was put into a Fixed Term Savings Account to earn interest. The Reserves remained at Lloyds Bank in a savings accounts.

2.0 Grants applied for in 2025

Southern Water - Baby & Toddler Group

A grant application was submitted to Sussex Community Foundation Fund for Southern Water funds to re-establish the Baby & Toddler Group. This bid was successful and WHDCA is in the process of appointing two workers to job share and run the baby & toddler group twice a week starting in September. The session will be held on Monday and Thursday mornings.

June Pratley WHDCA Trustee & Treasurer

WHDCC Annual Maintenance Report 2025

There are up to date records of maintenance going back many years and we keep some copies of the plans going back many years too.

1) Grounds

a)Grass cutting, hedge cutting, strip of uncut grass

b)Fruit trees

c)Tubs and raised beds

d) Water capture

2) Building

a) New electricity supplier, new smart meter, reduced cost.

b) Some decoration has been undertaken
c) There are plans to undertake maintenance to the building to meet the requirement of the new lease for the building to last for 5 years from the first of May this year 2025.

West Hill Community Centre Annual General Meeting - 18-07-2025

Parent, Carer, Baby and Toddler Group

West Hill Community Centre (WHCC) successfully applied for funding from Southern Water to run a parent, carer, baby, and toddler group twice a week during term time (2 year funding). Southern Water has four priority areas for funding: Tackling Poverty, Improving Health and Wellbeing, Reaching Potential, and Acting on Climate. By supporting families to thrive with early interventions and parent support, and by supporting mental health and wellbeing, the group will achieve two of Southern Water’s priorities (Tackling Poverty and Improving Health and Wellbeing).

WHCC previously subsidised a baby and toddler group run by parents which was described as a ‘lifeline’ by families. When this group ceased to run it was clear that there was still a need, hence the application for funding for a paid position to ensure a consistent resource for the local community. £19,000 was awarded to cover an 8hr/week term time position for 2 years, as well as operational and administrative costs.

The committee successfully recruited two experienced group coordinators who wanted the position as a job share, each of them running one of the weekly groups. Initially a ‘soft launch’ was planned for the end of 2025 Summer term however this was not possible due to time constraints of the committee members and the nuances of establishing a payroll relationship with HVA.

The group will commence at the beginning of Autumn term 2025 and run twice a week on a Monday and a Thursday. The coordinators will receive regular supervision from a committee member (Meraud Davis), will complete safeguarding training, and will have support from Trustees in the event of any safeguarding concerns, in accordance with WHCC Safeguarding Policy.

The group will be promoted using WHCC social media channels and via the website. The group was previously well attended so it is anticipated that it will be again. Sussex Community Foundation is administering the funding on behalf of Southern Water and will require monitoring information from the committee to ensure that the group is meeting its intended outcomes.

West Hill & Distict Community Association Reglstered charlty numbor 1178641 Flnancial 8tstements for tho period 1 January 2024 31 December 2024 P8g& Contents Organisational Inf0mtiOn Receipt5 & Payments account statement of Assets & Liabilities Notes Independent Examinel$ report

West Hill & District Community Assoclatlon Organisational Informatlon for the year ended 31 December 2024 Full namtr. West Hlll & Dlstlct Community Association Other names by whlch the ¢h¥lty Is known: WHDCA Re8lstered ¢harlty number. 1178641 prtnclpal address 3 Alplne Road Hastlngs East Sussex TN34 3JP Trusiees: Merl Jenklns- Chalr June Pratley-Treasurer Ant Davles Llnda Jeal Bankws Lloyds, H?stln85 branch Indep•ThJent examlnev Laura Dawson, Finance Manager of Hastln8s VoluntaryActlon, Jackson Hall, Portland Place, HastlnBS, TN34 IQN. Oble¢tl¥•s The obletts of thp CIO are: 3.1 to promote the beneflt of the Inhabitants of Ihe'are3 of beneflt'wlthout dlstlnctlon of sex, sexual orientation, age, dlsability, natIonalv, race or of polltlcal, rellglou5 or other oplnlons, by associatlngtogether the 5ald Inhabltgnts and the statutory authorltles, voluntary and other oiganlsatlons In a common effort to advancè educatlon and to provlde facllities in the Interests of Social welfare for recfeation and leisure-time occupatlon wlth the object of Improvln8 the condltlons of life for the said inhabltants,. 3.2 to establlsh, or secure the establlshment of, a Communitycentre and to malntaln and manage the same IwhetheT alone or In co-operation with any ststutory authorlty or other person or body) In furtherance ofthe Objects- 3.3 to promote such other charltèble purposes as mayfrom tlme to time be deternilned. The Charity shall be non-party In polltlcs and rne¢talIan In religion. The, area ot beneflt'ls Tressell, Castle and Old Hastings wards In Hastirtg5, East Sussex, a5 defined bythe local coundl ward boundary.

West Hill & District Community Association Organisational Informatlon for the year ended 31 December 2024 (continued} FSnandal revlew During the year the charity recelved £31,712.91 In Income. The cost of operatin8 the Association was £15,635.94. This resulted In a surplus of £16,076.97, whlch whlch has been added to our reserve fund. Accountlno and reporti responslbllltles The Trustee5 arè responsible for prèparing the Trustee's Annual Report and the Flnantlal Statements in accordance with appllcable law and Unlted KlnBdom Accountin8 Standards IUK generally accepted accountlng practlcel. The law applicable to charitles in England and Wales requlres trustees to prepare flnanclal statements for each financlal yeaT whb¢h glve a true and fair vlew of the state of affalrs of the charlty and of the Intomlng resource5 and appllcatlon of resources of the charlty for that perlod. In preparing these financlal statements. the trustees are requlred to= select suitable accounting pollcles and apply them conslstentlvi - observethe mèthods and prlndples In the Charlties SORP; makelud8ement$ and estlmates that arè reasonable and prudent- - state whether appllcable accounllng standards have been followed, sublect to any materlal departures dlsclosed and ¢xplalned In the financlal statements. prepare the financlal statements on a golng Conrn basls unles5 It Is Inapproprlate to presume that the charity will continue In operatlon The trustees are responslble for keeplng proper accountlng records whlch dlsclose wlth fea50nable accuracy at any tlme the finandal p051t5on of the charlty and enable that the finan¢lal Statements comply wlth the Charltles Act 2011. the Charlty (Accounts and reports) Regulation 2008 and the provlsion of the 8overnlng documents. Slgned on b ha f of the charlVs tr stees- 518ned Meri Jenklns- chalr Date 518ned June Pratley- Treasurer Date

West Hill & Dlstict Community Association pts & PaentS accoJnts fc*iM 1 January 2024 31 December 2024 PrewwsY6ar Curn•rtYr R8atrktod fund Tijtsl frjnd Notos fijnds 24.036 Hlre of Centra Ccffirnunity EvgntS- Raffle Community Events- Stsm takings Comrnunty Events- IndivKlual donalon8 tjonatn$ & Grarts- Govtrtwnent Don3tk)ns & Grants- Indlvlthjals Baby & Toddl8r Group Bank Inlorest recefved 28,2L%.00 235 00 458.20 535.88 1.1.00 81.50 28,206.(M) 235.1Y) 458.20 535.88 1,160. 81.50 1.LlXJ 00 66.33 31.712.91 359 1,Crt)O.Th) 66.33 30,712.91 24.W3 1,C(KJ.C() Security 8M CCTV Malntenanc Atherlising & Promotlon Community Events Glfts from WHCC PrlrblirwJ. Stationary a P05tag• Po8lage, Ffèight & Couri8r Ckaning & WashToom Mglerf818 In3uran¢e8 General Ral¢s Rent RepalrB & MaIntonC• Gr¢)und FlaSrtena Ele(Iiicty Water Telephone. Broadband, Web811• & Intsmet Cawi81 Exp8ndltur• Attountsn¢y Professional FeeB.' Legal SuNeyDr ConlrafA8'. Cleaning Booking Coordinator General Supplies MedIcl Supplles Program Expen6e8 Staff Training 421 869 197 478.80 849.36 225.40 293.96 478.80 849.36 225.40 293.96 9.45 542.31 1,4SY).18 87.32 169.26 2.917.62 415 1.303 542.31 1,490.18 87.32 189.26 2,917.62 594.04 3,571 314 9.215 389 523 69 300 1,570 639.91 5&8.02 312.99 500.00 1.514.80 83D.91 S.02 312.99 500.00 1,514.60 3,080.40 3.080.40 270 7BI.12 9.18 781.12 9.18 2CK).00 20.00 21 2(MJ.O) 20.00 28,910 TOTAL PAYmErS 2CKJ.00 15,435.94 15.635.94 2,307 Not surpiusl4efficit 15,276.97 16.076.97 65,288 8Alanc4 trfought fcwrd 111ra4 62.980.83 82,981 Bal#n¢e carri foThvard 31112rd4 8rxJ.(x) 257.80

West Hill & Distict Community Association Statemont of As88ts & Liabilities as4t 31 December 2024 PrtsiouJ yèar Restricted I10[roj UnTeBtrtLtsd Income Tolal Total Currnnt a88•ts CunI ACUnt R08eivos Fund Patty Cash BuSld Fund Oebtors 31112r24 31112r24 31112r24 31112r24 7,841.33 20,353.83 126.14 ,oco.(K) -83.50 8,641.33 20.353.83 126.14 So.0.00 -83.50 62,839 142 8,237. 79.037.80 Curr•nt Il•bSllU CredltOf8 -20.00 78,257.80 -20.00 79 057.80 .00 Charfty LRW r•qulre8 Twstees to PrnP8(o financial 8tat8rMnta for each flnand81 8rwhiCh comply I rngulalknn8 $?t out in tha Ch8rfe8 Act 1993. Thg tnMt•88 have elgcted to lok8 thantage ol the provi&ion5 that appty t? small charlttos and ha* pr•p4r8d 8 Rec4lpts and Pwnents 8eeount and Ststewrnnt ofAu•ts and Liatxlitw. Approved by the Trustees ( and sbned on thelr hOw by klns- Chalr June Pratley- Treasurer

Wgst Hlll & Distict Community Association Notss to the accounts for the year ended 31 December 2024 1 R•c•lpt8 & payrnents •¢¢ounts Receipts and aLwJnl8 are ststements that summarf8e the mov8menl of cash into and tyjt of the tharity during the final81 year. In thls context"c88h" includes cgsh equlvBlents, for example. bank 8coJunts where c4sh Can b8 reodity vthjrawn to pay for debts a8 they become dug. 2 TnAl•' r•munoratlon Trustees fac8fv8d no expeMe8, r¢mLm¢f8fj or benefft8 in th18 perknd. 3 R*l•t¢d p•rty tranCtiOn There were rKJ relale(I porty trnnBactlon8 durlw tho pehjd. 4 Pr•vlou• porlod ¢omp•rf•on The previous pvdods figures are induded to gno14e Ihe reader of the gccounts to make rms0n6 ¥th ts prev•)us year. S qlo•••ry of twms Reslrfcted fund6'. Th069 are funds gIV to lh8 charlty. subiecl lo sp8dfic rgstrldons sel ty the donor, bJt still wthin the genetal objects of th8 tharlty. Ilo•trlct•d fund• We received t1,(WJ for the Parent. 88by & Toddler Group whkh18 re8trfct•d. We went £2ry) 099in8t IN8 money dLn9 th18 1Inanthl year.

Inthwnd8nt Examlns R8POrt to the Committ•È ol the We81 Hlll & D15tlet CommunltyAssociatlon I report on the accounts of West Hlll & Distict commut Assoaation for the Nvelve mgnth perlod ended 31 Dacember 2024 are set out on Ihe pwous pages. ROpocVe rn•ponslbilitlM of committ¢• & •xamlner The ch8ritys trustees arè r88ponsible for the prep8felbn of th8 a(zounts. Thg chaws tW5tges consmler that an audit is not [eqUid for this y88f under Sect{L 144 of thg Charitles Ad 2011 (the Charit8 Acti, and th8t independent 8X8mSngtion is needed. It is my responsibilty.. lo examkne Ih& undar sectlon 145 Of1 Charfties Act lo folow the pn)cadures laid down in th& General Oirtrctknng given by the Charfty Comffli85ion lund•r section 145151{b} ol the Charitie8 Ad), ond lo stole V+tther partkulor matters have come to my attentlan B•l$ of Indewnd•nt •x•mlnerf• rnport My examlnatlon was ¢8rrled oul in a¢eord8nce th the General OlreGtionB glv8n by Charity Commissltsn. An axamination includes a Tevlew of Ilw 8ccwnting rec(xdB k8pt by the thwity and a compBrison of the 8vppoth.ng doDJrnenlellon pre88nted wlh thos& record8. 118180 kncludes con8ider8tlon of any unusual item8 or di8¢108ure8 in the acryjunts, and Beeklng gxpL8nallon8 from the ttustee8 concemlng any suth matters. The pro¢odures undèrtaken do not provid8 811 thè ewderKe Ihat woukl be requlred In an audll, and Consequently no oplnkjn is gNen as to vJh8ther the accounts present a Irue and fair vlow 8nd the rept IB lknited to thoBe matter8 Bet oul in the Btalemènt bglow. Ind•p•nd•nt •x•mln•f• •ttsmont In QOnn)n my exarnlnatlon, no matter ha3 u)m• to my attention.. l) vthlch give8 mo f•asonable CaUBe to bo118v6 that In #ny material re8P8¢t tho r•qulrements'. lo keep accounting records in accordgnce wbth sedon130 of the Charlties Act lo prepgre accounls which accord wlth th• 8(xryJnlkng f•cwd6 ond lo c(Thpty wlth the accounting requirement8 of the Act have not bn met., or 21 to vthkh, In my opinion, atttion 8hould bv drawn kn OTdeT to en8bl8 a propèr under8tsnthThJ of Ihe occounts to be re8th8d. Dawson Finance Manager Ha8ting8 Voluntary Action Jadtson Hall, PortL8nd Flace. Hastin, TN34 1QN Dated: