Trustees’ Annual Report for the period
From February 2022 To July 2023
Charity name: Hollesley Village Hall CIO
Charity registration number: 1197877
Objectives and Activities
| Objectives and Activities | Objectives and Activities |
|---|---|
| Summary of the purposes of the charity as set out in its governing document |
The objects of the CIO are the provision and maintenance of a village hall for the use of the inhabitants of Hollesley and the neighbourhood (the “Area of Benefit”) without distinction of sex or of political, religious or other opinions and in particular for use for meetings, lectures and classes and for other forms of recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants. |
| Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. |
The CIO enables a wide range of groups and practitioners to deliver a diverse programme. Currently, this include Cricket Tots, darts club, WI, Youth Club, Welcome Club, Pilates, Yoga, Tai Chi, Qi-Gong, Line- dancing, Ceilidh, karate, short mat bowls, Art Class, Hollesley Players and a Carers’ group. Additionally, the Parish Council and Gardening club use the hall for their meetings. The CIO has worked in partnership with other local groups to deliver the Community Café, the fete and the Celebration Coronation Day. The hall is also used for children and adult parties, dances, wakes, weddings and flu jab day. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
As trustees, we are committed to ensuring that the programme and events comply with the objects of the CIO and is of public benefit to the community that we serve. In doing so, we have had regard to the Charity Commission’s guidance on public benefit, including PB1 (“Public Benefit – The Public Benefit Requirement”) and related guidance. |
| Additional information | |
|---|---|
| Contribution made by volunteers |
The hall relies solely on volunteers who act as trustees, and undertake minor maintenance tasks. Some of the trustees have nominated positions on the CIO and are heavily involved in the day-to-day management of the facility. In some cases, this can be at least 20 hours per week. The facility like all public buildings, experiences wear and tear. So as well as key management tasks including finance and bookings there is also additional cleaning and minor repairs. The user group trustees as well as attending all the meetings of the CIO, often also have responsibilities within their user groups. Trustees are expected to perform an ambassadorial role for the hall since all are committed to seeingit used and ensuringthat it is cost-effective and |
accessible to all. Volunteers also assist at community functions and have helped in planning and delivering fund-raising activities.
Achievements and Performance
| Achievements and Performance | Achievements and Performance | Achievements and Performance |
|---|---|---|
| Summary of the main achievements of the charity |
The CIO was established in February 2022, to take over the management of the hall from an existing unincorporated charity – Hollesley Village Hall (Charity No: 1002348). The primary reasons for establishing the CIO were: : • to help protect the trustees (who act in a voluntary capacity) from personal liability; and • to ensure the charity has a modern governance structure that complies with the Charity Commission’s models of good practice. Aided by professional advice, the CIO has worked hard over the last eighteen months to engage with stakeholders and the public about the nature and purpose of the CIO’s establishment, both informally and formally. The CIO took over the day-to-day operational management of the village hall from the unincorporated charity on 1 April 2023, when the financial assets of the existing charity (Hollesley Village Hall) were formally transferred. Until 1 April 2023, the CIO was effectively “dormant”, and activities were undertaken by the unincorporated charity. With the sudden and unexpected departure from the village hall’s extension surgery of the local Peninsula Practice Hollesley Branch on 31 March 2023, trustees agreed to develop a Wellness centre to provide well-being services for the community and local surrounds. A group of interested members of the community with some of the trustees, have been meeting on a regular basis to develop the new Peninsula Wellness Centre to be run by the village hall. The CIO continues to strive to update the facilities to make them accessible, modern, vibrant yet cost-effective and to offer a wide range of opportunities and experiences for the community and local surrounds that it serves. Trustees of the CIO were involved in the recent Coronation Celebration event. The afternoon programme saw a Children’s Treasure Hunt and a range of fun-sporting activities for children and adults. Line Dancing and Ceilidh was also well received. The community café has successfully operated regularly since April. Those attending vote for one of three charities that then receive a percentage of the profits. The café provides an invaluable service for local people to meet. |
| Financial Review | |
|---|---|
| Review of the charity’s financial position at the end of the period |
The CIO accounts have been audited in compliance with Charity Commission requirements for the period required to 31 March 23. Since the financial assets were not formally transferred from the Trust until 1 April, the CIO accounts show only one transaction which was a payment of £327.00 received from Lloyds bank as compensation for their mismanagement of the opening of the new CIO account. |
| Statement explaining the policy for holding reserves stating why they are held |
As part of the effective management of the financial assets of the charity, the following allocations are used:Unrestricted funds: the balance of funds held in all bank accounts not identified for specific purposes. Designated funds: Unrestricted funds designated as a contingency fund. The purpose of the contingency fund is to allow the charity to cover the running costs of the village hall for a period of one year. The contingency fund will be a minimum of the £13,000 needed to run the village hall for one year. Restricted funds: A restricted fund is identified for all donations and grants received for a specific purpose as a result of fundraising for that purpose or as specified by the donor. |
| Amount of reserves held | As at 31 March,the CIO itself held no reserves. |
| Structure, Governance and Management | Structure, Governance and Management |
|---|---|
| Description of charity’s trusts: | Charitable Incorporated Organisation |
| Type of governing document | Foundation model |
| How is the charity constituted? |
CIO |
| Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees |
Trustees are selected via two different methods – either as “Elected” trustees or “Representative” trustees. Elected trustees are appointed by a vote of eligible local residents at the CIO’s AGM. The number of Elected trustees appointed each year is 50% (or the number nearest 50% rounding up) of the number of Representative Trustees in office at the time that the AGM is held (up to a maximum of eight). Representative Trustees are appointed by different user groups who use the village hall. Up to a maximum of 16 Representative Trustees may be appointed. |
| Reference andAdministrativedetails | Reference andAdministrativedetails |
|---|---|
| Charityname | HollesleyVillageHallCIO |
| Othernamethecharityuses | |
| Registeredcharity number | 7t97877 |
| Charity's principaladdress | WoodbridgeRoad |
| Hollesley | |
| IP12 3QR |
31/03/2023
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I have no cryKerns and have rA>me acxoss no other matters in conneclion with the examinalion lo which attention should be drawn In Ihis reFrf)rt In order to enab18 a woper underslandiThJ ol Ihe accounts to be reached. ' Please delele rhe worfs in rhe brackels rflh6y d) nol apply. Slgned: Dat•: Nanw: Relèvant Pfolossional quallficatlon{s) or body Ilf any): ceA Address: If Cf .2 Disdo$ur• S•ction Only complele Il the examiner needs lo nigniighl material mattels ot corbcern {see CC32. Independent examinab.on of charity accounts: directions and guidance for examiners). Give here brief d•talls of any items that the examiner wishes to disclose.
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Hollesley Village Hall CIO Charity No 1197877
Company No
Annual accounts for the period
Period end
Period start date To
10/02/2022 date 31/03/2023
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Section A Statement of financial activities (including summary income and expenditure account)
| Guidance Note S01 S02 S03 S04 S05 S06 S07 Expenditure (Notes 6) Expenditure on: S08 S09 S10 S11 S12 S13 Tax payable S14 S15 Net gains/(losses) on investments S16 S17 Extraordinary items S18 S19 S20 Other gains/(losses) S21 S22 Reconciliation of funds: S23 S24 Net income/(expenditure) before tax for the reporting period Raising funds Separate material item of income Other Other Donations and legacies Investments Charitable activities Other trading activities Net movement in funds Other recognised gains/(losses): Total Recommended categories by activity Income (Note 3) Income and endowments from: Total funds brought forward Gains and losses on revaluation of fixed assets for the charity’s own use Charitable activities Separate material expense item Total funds carried forward Total Net income/(expenditure) after tax before investment gains/(losses) Net income/(expenditure) Transfers between funds |
Unrestricted funds Restricted income funds Endowment funds £ £ £ F01 F02 F03 - - - - - - 327 - - - - - - - - - - - |
Total funds Prior year funds £ £ F04 F05 - - - - 327 - - - - - - - |
|---|---|---|
| 327 - - |
327 - |
|
| - - - - - - - - - |
- - - - - - |
|
| - - - |
- - |
|
| 327 - - |
327 - |
|
| - - - |
- - |
|
| 327 - - |
327 - |
|
| - - - |
- - |
|
| 327 - - |
327 - |
|
| - - - - - - - - - - - - |
- - - - - - - |
|
| 327 - - |
327 - |
|
| - - - |
- - |
|
| 327 - - |
327 - |
| o | |||||||
|---|---|---|---|---|---|---|---|
| ooaos1 | Unrestricted funds € |
Restricted income funds € |
Endowment funds €€ |
Totalthis year |
Totallast year e |
||
| Fixed assets | F01 | F02 | F03 | F04 | F05 | ||
| lntangible assets | (Note15) | 801 | |||||
| Tangible assets | (Note14) | ||||||
| Heritageassets | (Note16) | 803 | |||||
| lnvestments | (Note17) | 804 | |||||
| Totalfixed assets | 805 | ||||||
| Current assets | |||||||
| Stocks | (Note18) | 806 | |||||
| Debtors lnvestments Cash at bankandin |
(Note19) (Note17.4) hand(Note24) |
Bo7 Bo8 Boe |
32t | 327 | |||
| Totalcurrentassets | B1o | 5Zt | 321 | ||||
| Creditors:amounts | fallingduewithin | ||||||
| oneyear (Note20) |
81'1 | ||||||
| Netcurrent | assets/(l iabiliti es) | ||||||
| Iofalassefslesscurrentliabilities | |||||||
| Creditors:amounts | fallingdueafter | ||||||
| oneyear (Note20) |
814 | ||||||
| Provisions for liabilities | 815 | ||||||
| Totalnet assetsor liabilities | B16 | 327 | 327 | ||||
| Fundsofthe Charity | |||||||
| Endowment funds(Note27) | 817 | ||||||
| Restrictedincomefunds(Note27) | 818 | ||||||
| Unrestricted funds | 819 | 327 | 327 | ||||
| Revaluationreserve | 820 | ||||||
| Fairvaluereserye | 821 | ||||||
| Totalfunds | 327 | 3Zt |
Section C
Notes to the accounts (cont)
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Note 3 Income
Restricted
Unrestricted income Endowment
Analysis of income funds funds funds Total funds Prior year
£ £
Donations Donations and gifts - - - - -
and legacies: Gift Aid - - - - -
Legacies - - - - -
General grants provided by government/other
charities - - - - -
Membership subscriptions and sponsorships
which are in substance donations - - - -
Donated goods, facilities and services - - - - -
Other 327 - - 327
Total 327 - - 327 -
Charitable
activities: - - - - -
- - - - -
- - - - -
Other - - - - -
Total - - - - -
Other trading
activities: - - - - -
- - - - -
- - - - -
Other - - - - -
Total - - - - -
Income from Interest income - - - - -
investments: Dividend income - - - - -
Rental and leasing income - - - - -
Other - - - - -
Total - - - - -
Separate - - - - -
material item - - - - -
of income - - - - -
- - - - -
Total - - - - -
Other: Conversion of endowment funds into income - - - - -
Gain on disposal of a tangible fixed asset held
for charity's own use - - - - -
Gain on disposal of a programme related
investment - - - - -
Royalties from the exploitation of intellectual
property rights - - - - -
Other - - - - -
Total - - - - -
TOTAL INCOME 327 - - 327 -
Other information:
All income in the prior year was unrestricted except for:
(please provide description and amounts)
Where any endowment fund is converted into income in the
reporting period, please give the reason for the conversion.
Where any endowment fund is converted into income in the
prior period, please give the reason for the conversion.
Within the income items above the following items are
material: (please disclose the nature, amount and any prior
year amounts)
This year: Where sums originally denominated in foreign
currency have been included in income, explain the basis on
which those sums have been translated into sterling (or the
currency in which the accounts are drawn up).
Last year: Where sums originally denominated in foreign
currency have been included in income, explain the basis on
which those sums have been translated into sterling (or the
currency in which the accounts are drawn up).
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CC17a (Excel)
22/05/2023
3
Section C Notes to the accounts (cont)
| Other Short term deposits Cash at bank and on hand Total Note 24 Cash at bank and in hand Short term cash investments (less than 3 months maturity date) |
This year Last year £ £ - - - - 327 - - - 327 - |
|---|---|
CC17a (Excel)
22/05/2023
4