## **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**||
|---|---|
|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|
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GerryBathe
Ruth Bentley
Cheryl Gray
Catherine Carr
Joan Brookes
JulietJohnson
Anna Yates|**Office(if any)**|**Office(if any)**|
|---|---|---|---|
|||Chair||
|||Treasurer||
|||Secretary||
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||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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**----- Start of picture text -----**
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
**----- End of picture text -----**
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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