2024-03-31-accounts - Hollesley Village Hall CIO

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

Trustees’ annual report (including Directors’ report) for the period

From: 1 April 2023 To: 31 March 2024

Charity name: Hollesley Village Hall CIO Charity registration number: 1197877

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 improvingthe 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 includes a darts club, Hollesley Women’s Institute, Youth Club, Welcome Club, Pilates, Yoga, Tai Chi, Line-dancing, karate, short-mat bowls and Art Class. Additionally, the Parish Council and Gardening club use the hall for their meetings. The CIO works in partnership with local groups to deliver a range of events. The hall is also used for children and adult parties, dances, wakes and weddings.
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 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.

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 improvingthe 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 includes a darts club, Hollesley
Women’s Institute, Youth Club, Welcome Club, Pilates, Yoga, Tai Chi,
Line-dancing, karate, short-mat bowls and Art Class. Additionally, the
Parish Council and Gardening club use the hall for their meetings. The
CIO works in partnership with local groups to deliver a range of events.
The hall is also used for children and adult parties, dances, wakes and
weddings.

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 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

The hall relies solely on volunteers who act as trustees, and undertake minor maintenance tasks. Some of the trustees have nominated Contribution made by positions on the CIO and are heavily involved in the day-to-day volunteers 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, may also have responsibilities within their user groups. Trustees are expected to perform an ambassadorial role for the hall since all are

committed to seeing it used and ensuring that it is cost-effective and accessible to all. Volunteers assist at community functions and have helped in planning and delivering fund-raising activities. Our thanks must also go to the volunteers who have contributed their invaluable time, expertise and labour to ensure that the decoration of parts of the building and the installation of a new ramp have been completed to a high standard.

Achievements and performance

Summary of
the main
achievements
of the
charity,

The Hollesley Village Hall Community Incorporated Organisation continues to
provide facilities for a wide range of regular activities to take place, all of which are
linked to the wellbeing of our local community as mentioned above. This year we
have seen the introduction of a line dance session. The youth club continues with an
age adjustment to encourage a slightly younger attendance group. Village Voices
provided funding to_Just 42_to run some holiday events for children at the hall. A Qi-
Gong class ran for several months but sadly attendance fell and it could no longer be
sustained. Both Cricket Tots and latterly, the Women’s choir had to close due to
lack of support and Hollesley Players were not able to produce their annual
pantomime this year.
Other events this year have included support for the Fete and the Coronation event.
The Community Café continues to operate each month except in the Summer using
profits to provide donations to local charities. As well as trustees, the café is run by
volunteers and we are very grateful for their support.
We have continued to provide registered caravan clubs with the opportunity to
utilise our facilities and the recreation ground for 14 nights each year.
We were delighted to have a fund-raising event last year with a wonderful evening of
entertainment provided by the Suffolk Male Police Choir.
We successfully became a food stop for a large cycling event throughout Norfolk
and Suffolk that raises funds for charity.
The facility was also used for staff training by an Ipswich financial company and the
Prison Service.
The Peninsula Practice GP surgery utilised the hall for their flu and Covid vaccination
programme and East Suffolk, for all Elections.
We have also successfully facilitated a craft fair and an art exhibition and sale.
The village hall trustees have obtained the Deed of Surrender to legally secure the
end of the lease with the GP Peninsula Practice. Trustees were very disappointed at
the GP’s decision to close the surgery last year. However, trustees were not
prepared to sit on their haunches and agreed to develop a Wellness Centre. We
now have 11 registered Practitioners who are able to hire a room, all of which have
beenupgradedandthereis a widerange ofWellness therapiesnow available

including acupuncture, counselling, massage, support for children with dyslexia, aromatherapy and homeopathy. The CIO constitution has been amended and approved by the Charity Commission and we continue to be financially supported by a donor to ensure that we are able to employ the services of a specialist charity solicitor to conclude all necessary procedures. Following engagement with the Charity Commission by the solicitors, a letter from the solicitors, requesting support to conclude negotiations for the transfer of the village title has now been sent to the Parish Council. We remain committed to the provision of high standard facilities and are very pleased and heartened to receive the many compliments - some of whom consider that Hollesley Village Hall it is the best village hall they have visited. However, we are aware that sadly, many village halls are being forced to close as attendances at classes/clubs and events reduce whilst utility and maintenance costs increase. Your continued support in attending these clubs and fund-raising events is extremely important to the continued success of our village hall and of course, very much appreciated. We have recently established a fund-raising events group and a programme is being developed commencing in the Autumn. We do hope you will support this initiative.

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 2024.
Income
Following the closure of Trust related bank accounts, the transfer income
was £41,672.
We received £15,193 for the hire of the hall of which £2,801 was for
private hire.
£18,282 was donated with £11,750 used to offset the legal fees.
Other income was £618 which were primarily deposits for parties.
Expenditure
Cleaning costs were £3244, Maintenance, £3963 Utilities, £4,177 and
insurance of £1,189.
Projects this year included:
•
Carpet installation costing £1,325
•
the restoration of the main hall floor at £5,400
•
the replacement of the stage curtain which cost £2171 and
•
the installation of a modern compliant fire alarm system at
£2,030.
So, the total project expenditure was £10,926.
Legal and accounting fees were £12,100 with legal fees at £11,750
and accounts, £350.
Licenses this year were £1,163 which included shared use of the large
bins with the Parish Council, premises and music and performance
licenses.

	Refunds and donations totalled £1,776 of which £1,190 through profit from the community café, was shared between other chosen charities. The accounts closed with a balance of £36,742
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 - these are held as reserves to pay for special projects. 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 is £13,000 needed to run the village hall for one year without income
Reserves held	As at 31 March, the CIO itself held unrestricted funds of £23,742 and a contingencyfundof£13,000

Refunds and donations totalled £1,776 of which £1,190 through profit
from the community café, was shared between other chosen charities.
The accounts closed with a balance of £36,742

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 - these
are held as reserves to pay for special projects.
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 is £13,000 needed to run the village hall for one year without
income

Reserves held

As at 31 March, the CIO itself held unrestricted funds of £23,742 and a
contingencyfundof£13,000

Structure, governance and management

Descriptionofcharity’s trust	CharitableIncorporatedOrganisation
Type ofgoverningdocument	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 Trusteesmay be appointed.

Reference and administrative details

Charityname	Hollesley VillageHallCIO
Registeredcharitynumber	1197877
Charity’sprincipal address	Woodbridge Road,Hollesley,Woodbridge IP12 3QR

1 2 3 4 5 6 7	Trustee name	Office(if any)
	Tara Foy	Chair
	Ruth Bentley	Treasurer
	Cheryl Gray	Secretary
	Catherine Carr
	Joan Brookes
	JulietJohnson
	Anna Yates

8 9 10 11	Meryl Montague	Bookings manager
	JudyPerry
	Angie Mills
	GerryBathe

Declarations

The trustees declare that they have approved the trustees’ report) above.

Signed on behalf of the charity’s trustees

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Signature(s)
Full name(s) Cheryl Gray
Ruth Bentley
Position Secretary Treasurer
Date
10/7/24
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3 and 4

Section B Disclosure Only Gomplete if the examiner needs to highlight material matters of nrn (see CC32, Independent examination of ¢harrty accounts: directions and guidance for examiners). Give here brief details of any Item8 that tho examlner wlshes to disclos8. IER Oct 2018

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Charity Name No (if any)
Hollesley Village Hall CIO 1197877
Receipts and payments accounts CC16a
For the period Period start date Period end date
To
from 01/04/2023 31/03/2024
Section A Receipts and payments
Unrestricted Endowment
Restricted funds Total funds Last year
funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Transfer from Antecedant Organisation 41,672 - - 41,672 -
Hall Hire 15,193 - - 15,193 -
Donations 17,229 - - 17,229 -
Interest 242 - - 242 -
Other 618 - - 618 327
- - - -
- - - -
- - - - -
Sub total (Gross income for AR) 74,954 - - 74,954 327
A2 Asset and investment sales, (see
table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 74,954 - - 74,954 327
A3 Payments
Cleaning 3,244 - - 3,244 -
Maintenance 3,963 - - 3,963 -
Utility 4,177 - - 4,177 -
Insurance 1,189 - - 1,189 -
Projects 10,926 - - 10,926 -
Acc&Legal 12,100 - - 12,100 -
Licenses 1,163 - - 1,163 -
Refunds and donations 1,776 - - 1,776 -
- - - - -
Sub total 38,539 - - 38,539 -
A4 Asset and investment purchases,
(see table)
- - - -
- - - -
Sub total - - - - -
Total payments 38,539 - - 38,539 -
Net of receipts/(payments) 36,415 - - 36,415 327
A5 Transfers between funds - - - - -
A6 Cash funds last year end 327 - - 327 -
Cash funds this year end 36,742 - - 36,742 327
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CCXX R1 accounts (SS)

13/06/2024

Section B Statement of assets and liabilities at the end of the period

Categories Signed by one or two trustees on behalf of all the trustees B5 Liabilities B4 Assets retained for the charity’s own use B3 Investment assets B2 Other monetary assets B1 Cash funds	Signature Details Details Details Details *Total cash funds* (agree balances with receipts and payments account(s)) Details	Unrestricted funds Restricted funds to nearest £ to nearest £ 36,742 - - - - - 36,742 - OK OK Unrestricted funds Restricted funds to nearest £ to nearest £ - - - - - - - - - - - - Fund to which asset belongs Cost (optional) - - - - - Fund to which asset belongs Cost (optional) - - - - - - - - - Fund to which liability relates Amount due (optional) - - - - - Print Name Ruth Bentley Geraldine Bathe	Endowment funds to nearest £ - - -
			-
			OK
			Endowment funds to nearest £ - - - - - - Current value (optional) - - - - - Current value (optional) - - - - - - - - - When due (optional) Date of approval 10/07/24 10/07/24

CCXX R2 accounts (SS)

13/06/2024