Trustees’ annual report for the period
From: 1 April 2024
To: 31 March 2025
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 |
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, Line Dance,Youth Club, Welcome Club, Pilates, Yoga, Tai Chi, Karate, Short-mat Bowls, Art Class and the Wellness centre. 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 adultparties, 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
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committed to seeing it used and ensuring that it is cost-effective and accessible to all. Our thanks must also go to the community volunteers who have contributed their invaluable time, expertise and labour to ensure that the events programme has been so successful.
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 the Peninsula Men's Shed. Hollesley Players were able to produce their annual pantomime this year. Unusual bookings included a venue for the National Long Distance Walking event, in which walkers travel non stop over 100 miles. Our hall was open throughout to accommodate the needs of 500 stoic ramblers. This year we saw the introduction of a programme of events. Aimed at raising some funds but also to enable a diverse range of entertainment to come to Hollesley, the group is led by Andrew Barlow. Comprised of both trustees and members of the community, the group has organised a programme including Quiz Night, music from The Three Chordettes, a cabaret evening, Suffolk Phoenix Brass Band, Artisan Market and Boot Fair and Jazz night. Forthcoming attractions include the return of the Suffolk Police Choir and a special Dusty and Cilla evening. We have continued to provide registered caravan clubs with the opportunity to utilise our facilities and the recreation ground for 14 nights each year. This provides invaluable income which helps to offset the increasing operational costs. We also acted as a food stop for a large cycling event throughout Norfolk and Suffolk that raises funds for charity. The Peninsula Practice GP surgery utilised the hall for their flu and Covid vaccination programme. 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. |
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Financial review
| Financial review | |
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| 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 2025. Income amounted to £26,547 with an additional grant of £1,273 from Councillor Mallinder towards the installation of a projector, screen and sound system. Donations included offset costs of legal fees of £2,768. The items under other include deposits for bookings. Expenditure was £29,044. Upgrades included: • Stage Flooring installation costing £2,145 • Decoration and curtain dying £500 • New chairs and 2 tables £2,365 • Defibrillation installation and electrics £1,461 The accounts closed with a balance of £35,518 Expenditure for the community cafe and the events to March totalled £3,824 and the income set against that was £5,478. As our insurance crossed into two financial years - the total cost for insurance for 2024/5 was £1,899. This included a supplement of £710 when the hall was valued for full replacement in the event of total destruction. Our rebuild which covers all costs, has gone from £750,000 to £1.5 million. Our insurance has cost £2,600 as a result in the new financial year 2025/6. |
| 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 held unrestricted funds of £21,245, a contingency fund of £13,000 and restricted funds £1,273. |
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Structure, governance and management
| Description of charity’s trust | 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 Trusteesmay be appointed. |
Reference and administrative details
| Charity name | Hollesley Village Hall CIO |
|---|---|
| Registered charity number | 1197877 |
| Charity’sprincipal address | Woodbridge Road,Hollesley,Woodbridge IP12 3QR |
| 1 2 3 4 5 6 7 8 9 10 11 |
Trustee name GerryBathe Ruth Bentley Cheryl Gray Catherine Carr Joan Brookes JulietJohnson Anna Yates |
Office(if any) | Office(if any) |
|---|---|---|---|
| Chair | |||
| Treasurer | |||
| Secretary | |||
| Meryl Montague | Bookings manager | ||
| JudyPerry | |||
| Angie Mills | |||
| Linda Winslade |
Declarations
The trustees declare that they have approved the trustees’ report) above.
Signed on behalf of the charity’s trustees
Signature(s) Full name(s) Cheryl Gray Ruth Bentley Position Secretary Treasurer Date 18 June 2025
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Charity Name No (if any)
Hollesley Village Hall CIO 11977877
Receipts and payments accounts CC16a
For the period Period start date Period end date
To
from 01/04/2024 31/03/2025
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
Hall Hire 16,937 - - 16,937 15,193
Donations 8,900 1,273 - 10,173 17,229
Interest 302 - - 302 242
Other 408 - - 408 618
- - - -
- - - -
- - - - -
Sub total (Gross income for AR) 26,547 1,273 - 27,820 74,954
A2 Asset and investment sales, (see
table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 26,547 1,273 - 27,820 74,954
A3 Payments
Cleaning 3,262 - - 3,262 3,244
Maintenance 5,406 - - 5,406 3,963
Utility 4,332 - - 4,332 4,177
Insurance 710 - - 710 1,189
Projects 10,302 - - 10,302 10,926
Acc&Legal 3,028 - - 3,028 12,100
Licenses 680 - - 680 1,163
Refunds &Donations 1,324 - - 1,324 1,776
- - - - -
Sub total 29,044 - - 29,044 38,539
A4 Asset and investment purchases,
(see table)
- - - -
- - - -
Sub total - - - - -
Total payments 29,044 - - 29,044 38,539
Net of receipts/(payments) - 2,497 1,273 - - 1,224 36,415
A5 Transfers between funds - - - - -
A6 Cash funds last year end 36,742 - - 36,742 327
Cash funds this year end 34,245 1,273 - 35,518 36,742
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CCXX R1 accounts (SS)
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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 £ 34,245 1,273 - - - - 34,245 1,273 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 |
Endowment funds to nearest £ - - - |
|---|---|---|---|
| - | |||
| OK | |||
| Endowment funds to nearest £ - - - - - - Current value (optional) - - - - - Current value (optional) - - - - - - - - - When due (optional) Date of approval 18 June 25 |
CCXX R2 accounts (SS)
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