Woodlands Village Hall Dorset Registered Charity No. 1201931
www.woodlandsvillagehalldorset.org.uk
Trustees Annual Report Nov 2022 – Oct 2023
Note: On the 26[th] of November 2022 the trustees voted to convert the Woodlands Village Hall charity (charity no 266847) into a Charitable Incorporated Organisation (CIO). This involved winding up the charity and establishing a new incorporated charity called Woodlands Village Hall Dorset CIO (charity number 1201931). The new charity was registered on the 13[th] February 2023 and all assets of the old charity were transferred to the new charity by deed of vesting on the 3[rd] April 2023. (See Financial Review section).
Objectives and Activities
To run a village hall and to promote for the benefit of the inhabitants of the Parish of Woodlands and neighbouring area the provision of facilities for recreation or other leisure time occupation of individuals who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the conditions of life of the said inhabitants.
The trustees are aware of the Charity Commission’s guidance on public benefit, and they have taken it into account when making decisions to which the guidance is relevant.
Achievements and Performance
The charity has successfully transitioned to a surplus position, marking a significant turnaround from operating at a deficit since 2020. Net income is steadily approaching pre-pandemic levels, reflecting the diligent efforts of the committee who have dedicated themselves to diversifying and enhancing the charity’s event portfolio, upgrading facilities, strengthening ties with local partners, forging new collaborations, and expanding the reach of marketing initiatives.
The committee, unafraid of innovation, has implemented strategic measures, including robust reporting mechanisms, to assess the effectiveness of its initiatives. Despite the associated increase in operating costs, gross income for the reporting period has surged by an impressive 89% compared to pre-pandemic levels.
Events
The charity has run 10 free community events during the reporting period including: Fire Pit Night, Woodlands Village Tree Planting, Decorating the hall for Christmas, Festive Winter Carols, Easter at the Hall, Wildlife in Woodlands, Charity Clothes Swap, Cider Festival, Warm Welcome. These events have attracted a diverse audience from within our area of benefit and beyond and have:
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Fostered community bonding and provided a recreational space for individuals to socialise, contributing to the overall well-being of the participants.
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Promoted environmental sustainability, awareness and appreciation for local wildlife contributing to environmental education and the well-being of both individuals and the broader ecosystem.
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Created a festive atmosphere, fostering a sense of community and bringing joy to residents during the holiday season.
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Facilitated a clothing exchange, allowing participants to acquire items without financial burden, while also promoting sustainable practices.
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Supported the charity’s commitment to enhance the social welfare of the community.
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Woodlands Village Hall Dorset Registered Charity No. 1201931
www.woodlandsvillagehalldorset.org.uk
Partnerships
The charity has partnered with a local performing arts company and Artsreach to offer ticketed performances including pantomimes, live music and children’s shows.
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Join the Company is a performing arts school based in Cranborne offering drama workshops for all ages and abilities. The partnership with Join the Company continues to be successful with productions of Alice in Wonderland and Sleeping Beauty having been well received.
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Artsreach is a registered charity which aims to make a positive difference to the lives of people living in rural Dorset, addressing rural and social isolation; developing skills and supporting health and wellbeing by providing the opportunity to participate in and engage with cultural activity in the heart of rural communities. Woodlands Village Hall and Artsreach have already run two successful ticketed events and look forward to collaborating further in 2024.
Lettings
The charity has continued to increase the number and diversity of lettings during this period. The village hall’s regular hirers include the following local community groups:
- Art class, sewing group, ukulele group, guitar practice, folk dancing, pilates class, skittles sessions for adults with special needs, respite care sessions and performance workshops for adults with additional needs.
Local individual hires have also increased in number and diversity and include:
- Child and adult birthday parties, skittles evenings, quiz and bingo events run by our local churches, Macmillan coffee mornings, Shibori workshop, first aid course, canine behavioural class, gong bath & drumming session, yoga and meditation class, Dorset button making workshop, needle felting workshop, local solar farm exhibition, use as a polling station, local pony club meeting, band practice, Verwood concert brass performance, church fellowship meetings, rural ladies in business meetings, relaxation workshop.
Hall improvements
The trustees have continued to invest funds raised from lettings, grants and donations in the charity’s premises and facilities to enable it to improve the scope and relevance of its offerings and contribute to the overall quality, safety, and sustainability of the village hall. These investments not only enhance the facility itself but also improve the experience of community members participating in various events and activities:
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Installation of stage curtains
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New, upgraded CCTV system
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Installation of new sewerage system
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Installation of new emergency exit doors
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Electrical system refurbishment
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Installation of environmentally friendly hand dryers
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Upgraded lighting in car park and garden
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Upgraded internet to full fibre broadband
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Switched to a 100% renewable electricity provider
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Purchase of garden benches
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Purchase of apple press and related equipment for our annual cider festival
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Renewal of kitchen crockery, pots & pans
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Installation of cooker extractor hood in kitchen
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Installation of water butts for water recycling
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Purchase of new stage lighting and portable dimmable up-lighters
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Woodlands Village Hall Dorset Registered Charity No. 1201931 www.woodlandsvillagehalldorset.org.uk
Financial Review
As at the end of October 2023 the charity has funds of £15,185, income of £24,189 and expenditure of £39,887. The charity’s underlying surplus is £400.18.
The trustees have agreed a reserves policy of £7,000. The policy, which explains the reasons for holding reserves, is published on the charity’s website.
The trustees have no uncertainties about the charity continuing as a going concern. The rationale for this position is explained in the charity’s annual financial report which is available on request.
The receipts and payments accounts for this period show the merged position of the unincorporated charity and the new CIO as if they were one organisation. This is because when the CIO was created the charity continued to use the same bank account as the unincorporated charity and it was therefore not necessary to reflect a transfer of assets in the accounts. On 21[st] January 2024 the trustees applied for the charity to be included on the register of mergers.
Structure, Governance and Management
The charity is a CIO, and its governing document is a CIO constitution.
The members of the CIO are its trustees and are appointed for a term of three years by a resolution passed at a properly convened meeting of the charity trustees.
The charity is run by a management committee comprising of five trustees and two non voting associates.
| Name | Trustee? | Role | Note |
|---|---|---|---|
| Iain Salmon | N | Events,Maintenance | Resigned Sep2023 |
| Janet Scammell | Y | Secretary,Events,Website | |
| JudyKimber | Y | Events,Church representative | |
| LucyAndrews | N | Health & Safety,Safeguarding,Events | |
| Mark Jones | N | Maintenance,Health & Safety,Website | |
| Rupert Andrews | Y | Chair,Lettings,Data Protection | |
| Sheila Wade | Y | Treasurer,Website | |
| Winnie Stevens | N | Resigned Sep2023 | |
| Yuliya Surnina | Y | Marketing,Events,Lettings |
❖ Trustees are actively recruiting additional committee members
New trustees are inducted into the charity by the chair and complete the Trustee Eligibility Declaration. They are given a copy of the Charity Commission’s Trustee Welcome Pack, the charity’s annual report and are made aware of the charity’s policies, procedures and financial reports. All committee members also receive safeguarding training.
Declaration
The trustees declare that they have approved the trustee’s report above.
Signed on behalf of the charity’s trustees:
Full Name: Rupert Andrews Position: Chairman
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CHARITY COMMISSION FOR ENGLAP4D AND WALES Woodlands Vlllage Hall Dorsèt 1201931 Receipts and payments accounts CC16a For the perlod 01111r2022 3111012023 Section A Receipts and payments Unro$lriGt•d fun Rèsificl•d funds Endowm•Tht fund• Total fund• It y•r , toth• n•w•w t t•th• n•w••t£ toth• ft•w••t£ tots n••r••t£ A1 R•c•l 5,563 1,100 1.•50 maell $1 Donations Evenl Incomo Gfonts Councll lax mfvnd SSEW e com8&. 25 26 11,Qt7 173 120 12.•00 126 12,900 70 Sub tot•l(Gross incom8 forAR) A2 A••t and Inv••lvn•nt ••l••. l••• t•bl•l. 24.18• 24,189 11,4n Sub to¢•1 24,109 24,1B9 16,4TI A3Pi UU1ti•6 In¢ern¢l •nd t•lephone F•tylll1 maini?n•n¢• In•ur•n LICn¢•I •nd 8ub*on• Markalln8 2.1J9 &1JO 13,976 10.L131 722 139 157• 1,992 J72 1,397 32• 372 1,317 J21 $7• Trusl?e expvn•e• Gov•rnanc• Lymts Miscellanaous Depo1 r•fundi So 380 1.IMS 13.7SO 12.750 39,1•7 Sub lot•1 A4 AM•t and ItMent rchu••. ••• t•bl• Sub tot•1 39.887 39,IB7 19.143 Net olr•¢elpts/(paym•nts) AS TMn•fern botween fund• A6 Cash funds l#¥t ye¥r end Cash funds thls year end 14698 15.898 2.680 30,883 1S185 30,U3 15,185 33.S49 30,8B3
Section B Statement of assets and liabilities at the end of the period UnrestrlGted fund Restricted funds Endowment tund• io n••r••t£ Cal•gortes Detalls B1 Cash funds 15.1•5 Total cash funds 15.185 Unr•strlct•d fund• Rutrlctsd fund Endowm•nt fund to n1••1£ D•t•ll• 82 Oth•r rnon•tsry as••ts whlth D•tsll• Curr•nt vak on• D¢tsll• 84 As8•ts retsln•d for th• chaTIty's own u•• du• D•lail IL*bl B5 Llabllltle• Slonad by one or trU•le M bBh¥M of Éll the truale Oate of roval Pn'nt Name L314ILg