## **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
## xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
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examiner wishes to
disclose.
**----- Start of picture text -----**
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
**----- End of picture text -----**
## **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)**
**----- Start of picture text -----**
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).
**----- End of picture text -----**
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