2025-12-31-accounts - West Hill And District Community Association

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West Hill & District Community Association Annual General Meeting Saturday 1st August, 2026 11:00am - 1:00pm Mendham Hall Vicarage Road Hastings TN34 3LX

Agenda

AGM Business - Part 1

Welcome
Election of AGM Chairperson: Ant Davis
Present and apologies
Minutes of last AGM held on July 19 2025
Matters arising from AGM July 19 2025
Election of Trustees: Ant Davis
Election of Committee Members: Ant Davis
Treasurers annual account: June Prately
Chair of Trustees report: Meri Jenkins

Chair of Trustees Report

Welcome:

Thank you for joining us at the Annual General Meeting of West Hill Community Centre.

(Introduce Trustees)

Today's agenda is in two parts:

AGM Business - Chairs Report, Election of Trustees, Financial Report
Current situation, future building plans and discussion

It is my task on behalf of the Board of Trustees and the Committee, to present the Chairs report.

I'd like to begin by thanking everyone who has supported the Community Centre in the past year.

Our dedicated Trustees and Committee Members for their time, expertise and commitment.
The staff for their professionalism and flexibility.
Our volunteers, whose generosity makes so much possible, opening and closing the venue, turning out for events, with a special call out to Simon who has kept the grounds clear of rubbish week after week and watered the trees.
Everyone who has hired and used the Centre.
Hastings Borough Councilors and staff (recognise any councilors)
Local organisations and partners who continue to work with us like Hastings Voluntary Action who provide payroll and accounting support and strategic advice. Many thanks to Steve Manwaring who is here today.
Support from staff in the Estate Management Team at East Sussex County Council
Our funders and sponsors for their invaluable support.
Members of the community - that’s you!

I would like to thank everyone who believes in the importance of West Hill Community Centre.

Community centres thrive because people care enough to give their time, skills and support. Together we have achieved a great deal this year, and together we can continue to build an even stronger future.

All of you have played an essential role in making the Centre a welcoming and vibrant place. You may not know, but approximately 250 people a week participate in a variety of activities.

Election of Trustees:

Meri Jenkins remained the Chair of Trustees
June Pratley remained the Treasurer.
Ant Davis serves as Secretary.
Jim Ralley remained as Trustee.
Meraud Davis served as Committee Member

Jim Ralley is stepping down. I like to thank him for all his work as a trustee particularly with IT and technical support, bookings and events.

Looking Back on the Year

This year has been one of both opportunity and extraordinary challenge. Right now, I’ll focus on achievements which include:

New groups and events taking place at the Centre.
Improvements to the building and facilities.
Successful fundraising activities and grant funding secured.
Increased community engagement and participation.

We raised over ￡37,000 this year

The money was spent in 3 ways:

to support our Baby and Toddler group allowing us to hire 2 excellent staff and expand to 2 days per week. It is offered at no cost to anyone that comes. Parents and carers tell us that the group is a lifeline. The group paused in April following the landslip and we relocated to Mendham Hall on Vicarage Road. More than 1,100 carers, babies and toddlers attended since last November - Southern Water
to carry out building improvements such as refurbishing the storage room, the removal of the rotting canopy at the rear of the building, and painting the toilets and kitchen - Asda Foundation
to look at the barriers to participation in community activities in Tressell Ward with funding from the UK Prosperity Fund (the funds were focussed on Tressell). Many thanks to Ella Lowden and Teresa Flower for their work.
Established a gardening group - Isabel Blackman Foundation

Community Activities included a Neighborhood Knees Up with music and dancing and BarB-Q on September 6, 2026. It was a beautiful day on the hill and people lingered for a long time with more than 200 attendees over the afternoon.

The Arts and Crafts Fair on December 6 was also very well attended with 14 vendors offering a variety of handmade goods. Many mince pies were eaten that day.

Our Impact

The Community Centre provides a safe, welcoming and inclusive space for people of all ages.

Throughout the year we have supported:

Community groups.
Children's and family activities.
Health and wellbeing programmes.
Social clubs.
Educational and recreational activities.
Local events that bring people together.

Every booking, volunteer hour and community event contributes to strengthening our local community.

Challenges

Like many community organisations, we continue to face challenges.

These include:

Rising operating and energy costs.
Recruiting new volunteers and trustees.

● Securing sustainable funding for the future.

People

The Centre is entirely run by volunteers. We want more community members to weigh in on decision making. We want people who have some skills – bookkeeping, building and construction, publicity, good at decision making, team players, people who like people to join us this year as we make what will be very important decisions for the future.

Part 2 And then there was Friday, April 10.

Background

What happened to cause the closure?

Water was first seen running across the Centre’s grounds on 9 April from the hillside on Bembrook Road. Southern Water’s emergency line was contacted.

Engineers attended the following day, a landslip above the centre was clearly visible after water saturated the hillside, causing the ground to fracture and shift toward the building, breaching the retaining wall and moving toward the rear of the building.

Southern Water turned off the water supply and the site was cordoned off by the Fire Brigade while trustees worked with local authorities to ensure public safety.

The incident was sudden and unforeseen, with no previous history of structural problems at the site.

The centre remains closed while investigations assess the extent of the damage and the work needed to make the site safe. The building currently has no water supply and concerns remain over the stability of the hillside and the threat to the building.

Most recent update

Investigations involve a number of agencies and companies. Most recently, our insurance company has agreed under a policy clause “the peril of water” to pay for the water pipe and land stabilisation. As of writing, a repair timeline has not been established.

The Building

The building is a prefabricated structure built in 1973, opened in 1974 with an expected life of 25 years. More than fifty years later, ongoing maintenance has enabled the building to function for an additional 25 years.

When we negotiated the new 25 year lease which was signed in 2024 a clause was included to allow us to demolish the building, expand the building to more rooms with better facilities and more programming.

Since the landslip, the Trustees have been encouraged to turn the situation to advantage by accelerating the timeframe for a new building (which was projected to be a five year window).

After an extensive search in 2025 we contracted architect Adam Richards in January to begin the design process. A key component to the design process included input from the community which we intended to roll out in late April. This work was paused after the landslip but recently reactivated.

The replacement of West Hill Community Centre provides an opportunity to deliver a modern, accessible and sustainable community facility that reflects the aspirations of local people while supporting the long-term needs of West Hill. The engagement programme will ensure the community plays a meaningful role in shaping the design from the earliest stages, building trust, strengthening local ownership and supporting a successful planning application to Hastings Borough Council.

This is where you come in.

Questions?

Split into groups of 3 or 4 and talk about the following

What works now?
What doesn’t work so well?
Your ideal centre
What activities and facilities you would like
The look and feel of the building
The programming that takes place in it

Benefits of professional ground maintenance.

Initial start up of gardening volunteers, aborted with shut down.

Grant from Isabel Blankman for gardening volunteers.

Success of water station for Jack of the Green.

Success of adopting a street for leafletting.

In 2023, as part of our lease negotiations with East Sussex County Council we conducted a surveyors dilapidations report which laid out the extent of repairs necessary to remediate some of the issues which at the time amounted to 80K. In conversations with ESCC it was agreed that rather than use funds to shore up the building, we could explore and develop a plan to replace the building. The plan is to expand the footprint so that More could be offered to the community in a building that generations could enjoy.

We had planned to roll out a round of focus groups this summer to get input from the community.

West Hill & Distict Community Association Registered charity number 1178641 Flnanclal statements for tho perlod 1 January 2025 31 Decombor 2025 PAg Contents 24 OrganL8alonal Infomi8kn Receipts & Paents aco)unt Stotement of A$8ets & Ll8bMltbg Not88 Indgp8ndent Exarnlnerfs report

West Hill & District Community A6s0cialion Organi&itional Inforniatlon for Ihe yoar ernled 31 December 2025 11 name: West Hlll & Distirtcommunity Assoaation Other nam•s bywhlchthe charity Is known:WHDCA Re8lstered (harlty number. 1178641 Prlnclpal •ddre5S 3 Alplne Road Hostings East Sussex TN34 3JP Trust••s: Merl lenklns- Chalr lune PTatley- Treasurer Anthony Davis Ilm RallÈv Meraud Davls- Commlttee Mèmber Bankers Lloyds, Hastlngs branch Independentexarnln•r Laura Dawson, Finance Manager of Hastln8s Voluntary Actlon, Jackson Hall, Portland Place, Hastln851 TN34 IQN. oblert55 The objects of the CIO are.. 3.1 to promote the beneflt of the Inhabltants of the'area of benpfit'wlthout dlstSnctlon of sex, sexual orlentatlon. a8e, dlsablllty, natlonallty, racè or of politlcal, rellglous or othèr oplnions. by assoclatlng together the said inhabitants and the statutory auihorities, voluntary and othèr or8anlsatlons In a common effort to athance education and to provide facllitie5 In the Snterests of Social welfare for recreatlon and lelSLlf&tlme occupatlon wbth the object of Improvin8 the conditlons of Ilfe for the said inhabitants,. 3.2 to establlsh. or secure thÈ Èstab115hment of, a commun Certt and to malntaln and manage the same (whether alone or In ctroperation wrih any statutory auttrlority or other person or body) In furtheraftcè of the Objets; 3.3 to promote such other charltable purposes as may from tlme to tlme be determined. The Charity shall be non-party in pDlitlC5 and non-5ettarian in reli8ion. The, area of benefiv 55 Tressell, Castle and Old Hastlngs wards in Hastlng5. East Sussex. as deflned by the local councll ward boundary.

Wost Hill & Distrlct Community Assoclatlon Organl&7tlonal Inforniatlon for the year ended 31 December 2025 (contlnuedl Flnanclal revlew During the year the tharlty received £52,043.50 In income. The cost of operatin8 the Assoclation was É31,583.18. Th15 resulted in a 5urplu5 of £20,460.32, of whlch £16,249.69 is restricted. The remainins surplus of £4.210.63 ha5 been added to OUT reserve fund. Accounung and reportin8 rpOnsIbIlItIeS The Trvstee5 are responsible for preparing the Trvsteés Annual Report and the Flnanclal Statements In accordance with applicable law and United Kingdom Accounting Standards (UK 8enerally accepted accountirbg practlcel. The law appllcable to charltlES In England and Wales requlres trustees to prepare financial statements for each flnancial year whlrh 8lve a true and falr vlew of the state of affalrs of the charlty and of the incombng resources and appllcation of re50urce5 of the charityforthat perlod. In preparlng these financlal ststements, the trustee5 are requlred to: select 5ultable accounting pollc5es and apply them consi5tentlv,' - observè the methods and prfnclples in ihe Charltles SORP; make lud8ements and estlmatQ5 that are reasonable and prudent- - state whether appllcable accountlng stsndards have been followed, sublert to any matèrial departures di5dosed and explained in the financlal statèments,. prepare the flnanclal statement5 on a g0lngconT basls unless Ft Is Inapproprlatt to presume that the charlty will continue in operation The trustees are re5ponslble for keeping proper accountlng records which di5c195e wrth reasonable accuracy at any tlme the flnanclal positlon of the charity and enable that the flnanclal statements comply wlth the Charlties Act 2011. the Charlty (Accounts and reports) Regulation 2CK18 and the provlslon of the 8overnln8 documents. Slgned on ehalf of the charitvs tr stees: Sl8ned Merl JÈnklns- chair Date Sr6ned June Pratley- Trea5U Date

West Hill & Distict Community Association Ro¢K¥ &P8nO¢Jrt Itsr perknj 1 January 2025 31 Do¢omber 2025 Prevlous Ya4r Cvrr•nt Yth Rocoi HI of Centre Cornmunty Event> RafAe Communlty Evonts- Stal tmgs Cotnmunity Events- In(knttlual th)naon3 Oonalkjns 8 Grants- Govemrnnt Oonatk)n3 & Grants- Foundatic3 IASDA Fou[at?l DonatKJns & GrdnlB- FoUndatIc9 IS(xJthem Waterl Don8thins & Grants- Indl¥lu BaN( Interest received Trfal lund5 28.21 235 458 536 1,150 23,641.$0 23,641.50 295.00 2.(9.( 295.00 2.089.04 12,eco.00 8.457.54 12,800.00 .577.54 970.32 2,870.10 $2,043.50 1,000 62 68 31,713 1.120.00 970.32 2.870.10 30.985.96 21.057.54 Securtty Alarm CCTV fvlalnlenan&8 AdvèrtBiThJ & Promolle Coffmunity Evants GKts frcffl WHCC Prlntlng. StstK)nary & Post8 F5xed As8818 Cleanlng & Wg8hrotyn MBIeI In8ur8ncg General Rat•s Renl Repaks & MAinton*Ko Gwtyund Maintenance Etr WBt8r T818phon8. Bndb8. Webstte & Iniamèt Capftal Exp8ndfture Accountancy Profe89(on81 Fee5.. Legal Surveyor Contracls.. Cloan Booklng Coord10r Gengral Supfvs 4edlcBI SuprAle Program Expe•S Staff Traknlng Salartes Travel c. EnSeS 1.050.00 658.90 904.42 59.69 59.17 1,050.00 828.80 904.42 59.69 59.17 479 171.90 225 542 1,4 67 189 2.918 243.58 1,539.78 179.5B 49.98 1,011.60 2,187.18 2,768.30 614.04 587.18 35.98 219.40 10,803.eo 243.58 1,539.76 179.58 49.98 4.178.40 2,187.18 2.768.30 614.04 567.18 35.98 335.40 10,803.60 3.166.80 S56 313 5DO 1,515 118. 3,080 3.289. 3,289.00 781 233.14 233.14 200 1,322.88 1,322.88 7.60 325.50 30.27 295.23 15.636 TOTAL PAYNENTS 4,807.85 26,775.33 31,583.18 16.077 Net SulUSIoCll Balar broh1 forwa 16.249.69 4.210.63 20,460.32 62,981 111125 79,057.9) 79,057.90 79.058 Baknce card foThv•tl 31112125 16 249.69 99 51822

West Hlll & Distict Community Association SLthmont of Assots & Liabilities asat 31 Dècember 2025 Re51rided Income Unr88trfcled Inclxne Tot Totsl Curr•nt a55•ts Current Account R8sorves Fund Petty C8sh Build Fund Saffron BS Cèmbrldge Counll8s Debtors 31112r25 16,249.69 31112125 31112125 31112125 311?2125 31112125 1,870.24 5,501.26 126.14 0.00 45,922.67 30,000.00 195.401 18.119.93 5.501.26 126.14 0.00 45,922.67 30.000.00 195.401 8.641 20.354 128 50,000 1841 16.249.69 83,324. 99,574. 79,038 Curr•nt Ilabllltl•• Creditorn 56.38 83.268.53 56.38 99.516.22 120 79,058 18,249.89 Chnrlty Law Ihe TfU8t•e8 to pTep8re finan¢W $tst8ments fc< es¢h finandBI whkh comptywlih Ihe r8gu181bns sel out in thè Charrtw Acl 1993. The tWUsleN$ h& 816Ctad to tske th8n¢8g6 of the provl$lon8 that apv to sr11 charit188 and h#v• y6par&d a and Payts a¢¢ount and Statgrnenl ol As8818 and Lkgbllti¢s. Approvrjl by the ThLStees on and Bigned on their b8h811 by Ctyair lune Pratley- TreasUr

W•st Hill & Dlstict Communlty A680clatlon Notès to the accounts for th• year eTrd 31 December 2025 1 R•e•lpts & paym•nts accounts R8c8ipts and payTh8nts accounts ar6 stalom8nts thAt sumrnHrtse th& nY)vemenl ol cash into and out of lh8 tharity durfng the financial year. In this context'cash. indudes cash equiva1&S. for exarnple. bank accoLmts %41)8re cash can bè readily thdrawn to pay lor debts as th8y b8o)me duB. 2 TnHt•e8' rnmun•r•tlon Tru8ts98 r1v&1 no gypgn8e6. wNn•Tation or benefflts In thls parlod. 3 R•latgd partytran•a¢tbon• Th8r8 re no relaled PaTty ban6acon8 during the poriod. 4 Prnvlou• comparlson The prèvious perlod's flgures are IndLtd8d to enabl8 th• raader of the 8¢coun18 to mak& compariBons th8 prevlous y•ar. 5 Qlo••ary of torni• Restrlcted funds.. Thesa we fundj to ¢h¥Aty, 8ublect to epoclflc rstrlcUons sat tythe donor. but stlll Yhthin th8 gènwal Oblts of the charfty. 8 R••td¢t•d lund We r8celv8d £8457.54 fortho Parent, Baby & To&Jler Group & £12,600 from A5da bthich Is &tra¥d.

I on the arAwnls d We8t HIU & Disti(a Ccffimunbty A88oddon for thè h¥elve pwiod ended 31 DeLwntsr 2025 %thlch are sotwt on tho prgvious pagas. ¥pg¢dw rn8pon81b1lttl of commltlo0 & •xamlnw Th¢ charity's In&%t8es ar8 reSpCs1bIe lorlhe preparalkjn of th8 accounis. The charitys Irust885 tthslder that an audll Is not wulr8d for thls year under t44 ofthe Chartties Act 2011 (th8 Charib&s Act). antl Ih8t an indap•ndent exafflinaln 1$ ne9d8d. It is nry reSpsIbIl.. to exaryyne the acrA)unls uTha•r socllon 145 of the Charities Act to follow th8 procothJr•s lald in Ihe Gerra1 Oirection$ glven by Iha Charlty Cornmis8ion lund&r seclion 1451SXbl of the Chorities Actl. 8nd to 8tste vhther partKular hav• rA)mg to my attentbon BaBl• of Ind•p•nd•nt Twport My ax8nln8tlon wa6 carrted out In acrd91 thfr General Dlrectlons given by thè Chartty Commi8slon. An 8xarTlnatlon In¢d•S o rov16w of lh8 ac£ountiTrJ records kopt by th• charfty and comparlson of Ihg wpwrtlng locurlatIon presented wilh tho8¢ r4<)yds. It also Indud83 conglderallon of 8ny unusual ItemB ordisdoswes In th9 ac(wwts, 8nd soothg eyanatIonS from Ihe trust eoncAmlng any such mthTS. The FKor*dur88 undertaken do not provlde all the gvldence thAt would be required in an Judlt, 8nd Lxm$eqnI1Y no opinion Is glven a8 to whether th¢ a¢¢ounts present a'lrue 8nd fair. vlew 8nd Iho ryrt Is Ilm to thoB8 mBltern Bet out In tha slAtèThnt b8b)w. Ind•p•nd•nt •xwnln•f• •t•t•mDn¢ In connectlon vth ry •x8mlnatlon. Th) rnatter has to my 8ttèntlon.' tl Vthlch gives ffla reasonable ¢au$& to bollwe that in any terIal re3ped th• requirnmtsnts.. to keep 8ccthJnling rat$ In accordanc8 wlth section130 (Jfihè Ch8dtlos Act to proparn accounts %thlch 8c¢J)rd tho 8CLounUThJ record8 and to (xjmpty vAth th attYtIng r8qulraments of the Act have not boen m&t'. or 21 to whSch, In my oplnion, attontkn should be drawn In order to enabl$ a pmper understsnding of the awounts to b8 r88ch8d. Dawson Flnancé M8nageT HaslingB Voluntary Action Jackson Hall. Poand Pl8¢&. HasttrrfJs, TN34 1QN Datsd: 2& 13 W2b