## **TRUSTEES’ REPORT for the year ended 31 March 2025 (“the Period”)** ## **Structure, Governance and Management** The Westcott Village Association (“the WVA”) is a Charitable Incorporated Organisation, registered on 4 October 2019 (Charity Registration number 1185622). The WVA’s governing document is its constitution. Trustees can be appointed either by the members or trustees of the WVA but are elected by members at the annual general meeting to serve for the forthcoming year. ## **Charitable objects** According to the Constitution, _“the objects of the WVA are for the public benefit to further such purposes as are exclusively charitable according to the laws of England and Wales in the village of Westcott and the surrounding area.”_ In furtherance of these objects, the Constitution grants the trustees powers relating to, in summary, such areas as: - a) Preserving, protecting and/or improving the charm and rural character of Westcott and the surrounding area; - b) Facilitating best practice regarding road safety and highways management issues; - c) Encouraging high standards in conservation, planning and development; and - d) Providing facilities for recreation and leisure time occupation. Full details can be found in the Constitution which is available on the WVA website: (www.westcottvillage.com). ## **Achievements** The WVA has achieved the charitable objects above through: - Hosting meetings open to all residents, organisations and businesses operating in Westcott; contact with residents has also been maintained via email, newsletters, the village notice board, the village magazine and through various social media channels. - Supporting the Green Westcott initiative. - Initiating a Start-up group and Village Forum to begin the process to update the Westcott Neighbourhood Development Plan (WNDP) - Making representations on behalf of Westcott in respect of the emerging Local Plan, Dorking Master plan and new developments in Sondes Place and Milton Court Lane. - Reviewing all planning applications in Westcott or of relevance to the local community and making representations in accordance with the Westcott Neighbourhood Development Plan and Mole Valley Local Plan where required. - Donating £3,000 to the Village Hall Redevelopment Fund run by the Westcott Village Hall Trust to enable them to compete and submit plans to replace the Village Hall. - Arranging and erecting an illuminated Christmas tree on the village green. - Replying formally to numerous Public consultations on a range of matters pertinent to Westcott residents being considered by both Surrey County Council and Mole Valley District Council. and maintaining and financing the two village defibrillators. ## **Trustees during the Period** The Trustees as of 31 March 2024 were: - Secretary – Paul Goddard - Treasurer & Gift Aid Co-ordinator – Edwin Harland (till June 2024)/Magesh Ramakrishnan - Highways – Nicholas Lund - Planning – James Leaver - Social Media & Communications – Jo Astor The following trustees resigned during the Period: - Sally Hewetson (resigned May 2024) - Edwin Harland (resigned June 2024) ## **Financial Review for the Period** The WVA prepares its annual accounts in the form of a Receipts and Payments Account with a Statement of Assets and Liabilities. During the Period, the WVA had total receipts of £4,702 less total payments of £5,214, a net outflow of £513. FY 2024/25 Donations of £2,277 was marginally better, being 7% more than in the previous year, in which they were themselves 15% lower than those received in the year to March 2023 – this shows the impact of the lack of door-to-door collections and other factors. Nevertheless, the WESTfest bottle tombola and the WESTfestivity Christmas table were successful. Expenses included a donation (£3,000) to the Westcott Village Hall, Donation to Westcott church and CRISIS (£351 offset by Christmas Carol collection of £351)).and the village Christmas tree (£350 offset by donations of £250). The WVA continues to operate a policy whereby cash reserves are normally maintained at a level of between approximately one and four years of annual receipts, taking account of the future needs of the village. The WVA has been compliant with this reserves policy since the point at which funds were transferred to it in 2019 by the old WVA (the predecessor organisation). ## **Public benefit statement** The trustees are of the opinion that they have complied with their duty to have due regard to the Charity Commission's public benefit guidance when exercising any powers or duties to which the guidance is relevant. WESTCOTh VILLAGE ASSOCIATION INDEPENDENTEXAMINER'S REPORTTOTHETRUSTEES I report on the financial report ofthewestcott Village Association fortheyearended 31 March 2025 which is set out on the attached pages. Respectlve responsibllltles of truste88 and examlner The trustees are responsible for the preparation ofthe accounts. The trustees consider that an audit is not required for this year (under section 144121 of the Charities Act 2011 {the 2011 Actll and that an independent examination is needed. It is my responsibility to: Examine the accounts {under section 145 ofthe 2011 Act). To followthe procedures laid down in the General Directions given by the Charity Commission {under section 145151 ofthe 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 bythe Charity Commission. An examination includes a review of the accounting records kept bythe 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 thatwould be required in an audit, and consequently no opinion is given as to whetherthe 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 attention l} which gives me reasonable cause to believe that in any material aspect the requirements: al to keep accountingrecords in accordance with section 130 ofthe 2011 Act: and bl to prepare 8ccounts which accord with the accounting records and complywith the accounting requirements of the 2011 Act. have not been met. or 21 to which. in my opinion. attention should be drawn in order to enable a proper understanding of the accounts to be reached. {Datel Hugh Parry Millway House. Westcott, Surrey RH4 3LB WESTCOTh VILLAGE ASSOOATION RECEIPTS AND PAYMENTS ACCOUNT for the year ended 31 March 2025 year year ended ended 3V3125 3113125 vear ended ended 3113124 3113124 RECEIPTS Subscriptions and donations WESTfest income Xmas Carols Westcott wives Donation Gift Aid Xmas tree contributions Bank Interest 2276.71 1152.60 351.49 2124.00 1428.80 413.37 1227.92 414.32 250.00 18.41 5876.82 444.56 250.00 226.24 4701.60 PAYMENTS Charltable Actlvities Westcott Village Hall WESTfest costs WESTfestiwty costs Defibrillator Xmas tree and lights etc Campaign for the Protection of Rural England ICPREI Westcott Church Donation 3000.00 15.00 387.24 750.00 637.57 102.90 445.80 350.00 350.00 36.00 351.49 4103.73 2322.27 Support Actlvltles Website maintenance etc Insurance Refreshments at open meetings and Village Hall Hire Sundrycosts 288.00 303.10 288.00 182.32 477.57 41.84 1110.51 160.22 9.80 Totsl payments 5214.24 2962.61 Net fecelptsl(payments) (£512.641 2914.21 Virgin Money Paypal Opening balan￿$ 11562.66 1239.97 8870.65 1017.77 12802.63 9888.42 Virgin Money Paypal Closing cash balances 12128.32 161.67 11562.66 1239.97 12289.99 12802.63 STATEMENT OF ASS￿5 AND LIABILITIES as at 31 March 2025 3110312025 3110312025 3110312024 3Y0312024 Cash Asset5 - Bank- Virgin Money 12128.32 11562.66 Bank- Paypal 161.67 1239.97 Totsl Current Assets 12289.99 12802.63 Other assets > £500- date acqulred and cost at that date Notice board Idelivered May Date acqulred Cost (£) Cost (£1 20221 2022 2318.11 2318.11 Defibrillator (The Burrell) Defibrillator locked cabinet (The Burrell) Oefibrillator (Nisa Storel- approx value of gift 2021 1675.00 1675.00 2023 1398.00 1398.00 2015 1400.00 1400.00 Christmas lighting 2020 1331.99 1331.99 Speed gun 2020 549.00 549.00 Phone box 2020 1.00 1.00 8673.10 8673.10 Net Assets 20963.09 21475.73