Woodlands Village Hall Dorset Registered Charity No. 1201931
## www.woodlandsvillagehalldorset.org.uk
## Trustees Annual Report Nov 2023 – Oct 2024
## 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
## _Events_
The charity has run eight free community events during the reporting period including: Festive Winter Carols, Easter at the Hall, Renewable Energy Talk, Open Public Meeting, Partnership with the church for the Flower & Arts Festival, Charity Clothes Swap, Apple Festival and Warm Welcome. These events have attracted a diverse audience from within our area of benefit and beyond and have:
- Fostered community bonding and provided a recreational space for individuals to socialise, contributing to the overall well-being of the participants.
- Promoted environmental sustainability, awareness and appreciation for local wildlife and the arts.
- Created a festive atmosphere, fostering a sense of community and bringing joy to residents during the holiday season.
- Facilitated a clothing exchange, allowing participants to acquire items without financial burden, while also promoting sustainable practices.
- Supported the charity’s commitment to enhance the social welfare of the community.
## _Partnerships_
The charity continues to partner with a local performing arts company and Artsreach to offer ticketed performances including pantomimes, live music and children’s shows.
- 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 the production of Treasure Island having been well received and 275 tickets sold over four performances.
- 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. We have hosted two Artsreach performances this year selling 155 tickets.
_1_
## Woodlands Village Hall Dorset Registered Charity No. 1201931
## www.woodlandsvillagehalldorset.org.uk
## _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, biodanza group, sewing group, acoustic guitar group, ukulele group, guitar practice, folk dancing, dog training classes, spiritual meditation classes, Tai Chi classes, respite care sessions and performance workshops for adults with additional needs. In 2024 the charity hosted 13 groups of regular hirers – an increase of four over last year (44%).
Individual hires continue to increase in number and diversity and include:
- Child and adult birthday parties, family get togethers, wedding reception, skittles evenings, quiz and bingo events run by our local churches, Macmillan coffee mornings, first aid courses, use as a polling station, local pony club meeting, woodland planting talk, antiques fair, healing day retreat, baby shower, willow weaving workshop, yoga classes, drum making classes. In 2024 the charity hosted 60 individual hires – an increase of 17 over last year (40%).
## _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:
- Took over responsibility for managing the on-site defibrillator from the parish council
- Full internal redecoration and repaint
- Achieved Hallmark 1 & 2 certification
- Additional improvements to outside lighting and electrical supply
- Purchased three additional picnic style tables for the garden
- Installed a heat detector in the kitchen
- Purchased 20 new chairs and a chair trolley
- Conducted a feasibility study into the installation of a solar PV array on the roof of the hall
_2_
Woodlands Village Hall Dorset Registered Charity No. 1201931 www.woodlandsvillagehalldorset.org.uk
## Financial Review
As at the end of October 2024 the charity has funds of £12,506, income of £14,939 and expenditure of £17,618. The charity’s underlying surplus is £1,937.
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.
## 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 four trustees and four nonvoting associates.
|Name|Trustee?|Role|Note|
|---|---|---|---|
|Janet Scammell|Y|Secretary,Treasurer,Events||
|JudyKimber|Y|Events,Church representative||
|LucyAndrews|N|Health & Safety,Safeguarding,Events||
|Lynn Holden|N|Events,Marketing||
|Mark Jones|N|Maintenance,Health & Safety,Website||
|Rupert Andrews|Y|Chair,Lettings,Data Protection,Vice Treasurer||
|Sheila Wade|Y|Treasurer,Website|Resigned Feb 2024|
|Tori Deffee|N|User representative||
|Yuliya Surnina|Y|Marketing,Events,Lettings||
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:
Rupert Andrews Full Name: Rupert Andrews Position: Chairman
_3_
**Woodlands Village Hall Dorset**
**1201931**
## **Receipts and payments accounts**
**CC16a**
**For the period** 01/11/2023 31/10/2024 **To from**
## **Section A Receipts and payments**
|**A1 Receipts**|**Unrestricted**
**funds**
**to the nearest £**
**-**
**10,499**
**2,450**
**783**
**-**
**393**
**468**
**215**
**31**
**14,839**|**Unrestricted**
**funds**
**to the nearest £**
**-**
**10,499**
**2,450**
**783**
**-**
**393**
**468**
**215**
**31**
**14,839**|**Restricted**
**funds**
**to the nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**100**
**-**
**-**
**100**|**Endowment**
**funds**
**to the nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**|**Total funds**
**to the nearest £**
**-**
**10,499**
**2,450**
**783**
**-**
**393**
**468**
**100**
**215**
**31**
**14,939**|**Last year**
**to the nearest £**|
|---|---|---|---|---|---|---|
||**-**|||||**-**|
|Lettings|**10,499**|||||**8,640**|
|Deposits|**2,450**|||||**1,950**|
|Ticketed events|**783**|||||**40**|
|MarketingSales|**-**|||||**25**|
|Donations|**393**|||||**508**|
|Event income|**468**|||||**126**|
|Grants||||||**12,900**|
|Other|**215**||||||
|Bank Interest|**31**||||||
|**_Sub total_**_(Gross income for AR)_|**14,839**|||||**24,189**|
||||||||
|**A2 Asset and investment sales,**
**(see table).**|||**-**
**-**|**-**
**-**|**-**
**-**||
||**-**||**-**|**-**|**-**||
||**-**||**-**|**-**|**-**|**-**|
|**_Sub total_**|**-**||**-**|**-**|**-**|**-**|
|**_Total receipts_ **|||||||
||**14,839**|||||**24,189**|
|**_Sub total_**_(Gross income for AR)_|**,**||||**-**||**,**||**,**|
|---|---|---|---|---|---|---|---|---|---|
|**A2 Asset and investment sales,**||||||||||
|**(see table).**||||||||||
||**-**||**-**||**-**||**-**|||
||**-**||**-**||**-**||**-**||**-**|
|**_Sub total_**|**-**||**-**||**-**||**-**||**-**|
|||||||||||
|**_Total receipts_ **|**14,839**||**100**||**-**||**14,939**||**24,189**|
## **A3 Payments**
|**A3 Payments**|||||||||||
|---|---|---|---|---|---|---|---|---|---|---|
|Utilities|**2,418**||**-**||**-**|||**2,418**||**2,139**|
|Internet and telephone|**487**||**-**||**-**|||**487**||**409**|
|Facilities maintenance|**4,075**||**-**||**-**|||**4,075**||**3,144**|
|Refurbishment|**4,782**||**100**|||||**4,882**||**10,832**|
|Insurance|**885**||**-**||**-**|||**885**||**889**|
|Licences and subscriptions|**340**||**-**||**-**|||**340**||**56**|
|Marketing|**97**||**-**||**-**|||**97**||**372**|
|Event expenses|**843**||**-**||**-**|||**843**||**1,397**|
|Trustee expenses|**76**||**-**||**-**|||**76**||**329**|
|Professional fees|**1,407**||**-**||**-**|||**1,407**||**5,690**|
|Miscellaneous|**182**||**-**||**-**|||**182**||**-**|
|Deposit refunds|**1,925**||**-**||**-**|||**1,925**||**1,880**|
|Sewage treatmentplant install|**-**||**-**||**-**|||**-**||**12,750**|
|**_Sub total_ **|**17,518**||**100**||**-**|||**17,618**||**39,887**|
||||||||||||
|**A4 Asset and investment**|||||||||||
|**purchases,(see table)**|||||||||||
||**-**||**-**|||**-**||**-**|||
||**-**||**-**|||**-**||**-**|||
|**_Sub total_ **|**-**||**-**|||**-**||**-**||**-**|
||||||||||||
|**_Total payments_ **|**17,518**||**100**|||**-**||**17,618**||**39,887**|
|**_Net of receipts/(payments)_**|**- 2,679**||**-**|||**-**||**- 2,679**||**- 15,698**|
|**A5 Transfers between funds**|**-**||**-**||**-**|||**-**||**-**|
|**A6 Cash funds last year end**|**15,185**||**-**||**-**|||**15,185**||**30,883**|
|**_Cash funds this year end_**|**12,506**||**-**|||**-**||**12,506**||**15,185**|
|**Section B Statement of assets and liabilities at the end of the**|**Section B Statement of assets and liabilities at the end of the**|**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
**B1 Cash funds**
**B2 Other monetary assets**
**B4 Assets retained for the**
**charity’s own use**
**B5 Liabilities**
**B3 Investment assets**|Signature
Lloyds Bank - Treasurer's Account
Lloyds Bank - Reserves Account
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
**Details**
**Details**
**Details**
**Details**|**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**5,475**
**-**
**7,031**
**-**
**-**
**-**
**12,506**
**-**
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||**Endowment**
**funds**
**to nearest £**|
|||||**-**|
|||||**-**|
|||||**-**|
|||||**-**|
|||||OK|
|||||**Endowment**
**funds**
**to nearest £**|
|||||**-**|
|||||**-**|
|||||**-**|
|||||**-**|
|||||**-**|
|||||**Current value**
**(optional)**|
|||||**-**|
|||||**-**|
|||||**-**|
|||||**-**|
|||||**-**|
|||||**Current value**
**(optional)**|
|||||**-**|
|||||**-**|
|||||**-**|
|||||**-**|
|||||**-**|
|||||**-**|
|||||**-**|
|||||**When due**
**(optional)**|
||||||
||||||
||||||
||||||
||||||
|||||Date of
approval|
||||||
||||||