CHARITY COMMISSION FOR ENGLAND AND WALES Trustees, Annual Report for the period From Perlod start dats 010423 To 310324 Period end date Charity name: WESTON SUB EDGE VILLAGE HALL Charlty reglstration number: 267532 Objectives and Activities SORP reference Para 1.17 Summary of the purposes of the charity as set out in its governing document To pemiit the premises to be used for the physical and mental recreation, and social, moral, and intellectual development of the arishioners. Running and maintenance of the village hall, fomier l)owling club and green as a public benefit. Keep Fit, Zumba and Yog8 classes. University of the Third Age meetings. Rural Cinema. Wedding Receptions. Funeral Wakes. Birthday Parties. QurLzes. Cycling Events. Walking Football. Social Events. Village Fetes. Dog Training. Camping. Hire to local companies for various training events. Projects to manage overhead costs and maintain revenue included.. insulation of the hall TOOf. reinforcement of the hall flat roof, the installation of solar panels and battery. and installation of a butlefs kitchen. The Trustees have taken due account of the Charty Commission's guidance on public benefit. Summary oflhe main aclivtlies in relation to those purposes for Ihe public benefit, in particular, the activities, projects or services identified in the accounts. Para 1.17 8nd 7.19 Statement confirming whether the tnjstees have had regard to the guidan issued by the Charity Commission on publi¢ benefrt P8r8 1.18 Additional inforrnation {optionall You ma choose to include further ststements where relevant about.. SORP rÈferer The Charity does not make grants. Policy on grant making P8M 1.38 Not applicable. Policy on social investment including program related investment Para 1.38 Voluntary support is given for all Ihe Hall sponsored events. The officers of ¢hair, secretary, and booking secretary are voluntary. The accounts are kept by an external bookkeeping firm. Fund raising events are supported by the Village Hall Council (Voluntary Trustees and volunteer council members) with ad hoc volunteers. In addilion to the voluntary trustees there are some eight volunteers with a wide range of organisational and practical skills without which the running, maintenance and improvement of the Village Hall would have been much more expensive and difficult. Sèveral maintenance services are provided by volunteers including a wSde variety of building, carpentry, plumbing . and electrical re airs and im rovements. Para 1.36 Contribution made by volunteers Other Achlev8ments and Performance SORP r•fer•nc• The beneficiaries of the Charrties work are mainly in the Parish bul include the wider communty. To fo¢u$ on their priorities village plan was fomiulated, In conjunction with the Parish Councll, from a represenlalive Suryey In January 2024.11 priorilised wort lo maintain thè Village Hall as a viable facilty through controlling costs, improvSng revenues, and increasing the range of events offered. In summary the work of the charity included.. Building maintenance and Improvement prolecls (see detall below) Very successful fundraising through running events, grant appli¢alion8 8nd don81ions.lsee Para 1.41) A solar energy proje¢l lo control Cosls. Isee detail below) Widening the range of revenue earning activities into camping, car parking and next year into electric vehicle charging. (See detail below) Policy drafting for implementation July 2024 for financial Controls, expenses, investments and reserves. Better use oflhe new Parish Council website to showcase the village hall, its events and lo facilitate bookings. Summary of the maln achievement8 of the charity, identifying the difference the Charity's work has mado to the circumstances of its beneficlarles and any wlder benefrts to society as a whole. 1.20 Buildin Maintenance and Im rovements The Village Hall, and its associated facilities. were mainlained and improved lo good standard through the year. Over £16000 was spent on maintaining the hall, former bowling club, old bowling green and facilities for the benefrt of the community. This helped to prevent any serious delerioration. This essential work on the 16th century building and 1970 extension drove the work of the council. Projects included.. 1 Insulation of the okl hall roof 2 Reinforcement of the 1970 extension roof to take the additional weighl of solar panels. 3 Refurbishment of the first-floor games room. 4 Installation of a bullerfs kitchen to modernise and make the hall more attractive for hirers. Solar Ener Pro ect March 2024 Following extensive fund raising, nforcement of the roof and regulatory approval, forty solar panels were installed on the flat roof with a battery to store excess power. The full impact on our electricity bill will be seen in the 2024125 year. In add¢tion to the carbon saving, we estimate that we will save half the bill which currently stands at £7500 annually. li.e. savings estimated al £3750} Cam Char Revenue from use of the old bowling green as a campsite increased by over 50 /4 year on year and we intend to build on an existing arrangement with a local company to use our car park (Juring non-peak hours. As part of our fund raising for a solar system, we included a budget for tsvo EV chargers which are planned for installation in Décember 2024. in Parkin and lectric V hi Over the year we eslimaled that over 4000 people visit the village Hall making some 10,500 individual visits. Additional infomiatlon {optlonal) You ma choose to include further statements where relevanl al)out'. See Para 1.20 Achievements againsl objeclNes set Para 1.41 In earfy 2023 we began a fundraisirsg campaign to raise up to £75000 for a solar PV system. battery and EV chargers {the first in the village). We achieved that target through 11 grant applications to a variety of government and other sources combined with 2} generous donation5 from our villagers which (with Gift Aid) tolalled £18K and 3) Drawing on our reservès £34500. laccumulated from several years of fund- raising evenls}. The grants came from the Foyle Foundation £10K, The Parish Council £5K, and the Village Halls Jubilee Fund IDEFRAI£12500. In addition we Secured grant from the Chipping Campden Communty Trust of over £2000 for kitchen equipment in May 2023 and a grant for the Butlers Kitchen from the Rural England Prosperity Fund via Cotgwold District Council of £6700 which covered the cost of our investment in April 2024 (the monies arrived after the end of this reporting yearl. Perfonnance of fundraising activities against objeGtives set Par8 1.41 Largety because we opened a new Chartlies Aid Foundation account, interest eaffled was over £570. Our policy is not to make medium or higher risk investments. Investment performance against objectives Pafa 1.41 Other Financial Review Review of the charity's financial position at the end of the penod P•r• 1.21 As per Profit and Loss accounts for Ihe year. The undedying position of the charity is broadly break even, without grant funding. The projects we have delivered will help to Cut energy costs and should improve revenue from hall hire in the 24125 ear. Reserves are held lo cover 1) Unforeseen expenditure on replacemenl capital items and repairs to the Hall (partly 16th Century with 8 1970$ extension) 2} Operating costs in the 8vent of108t revenue due lo an Hall closure, £40869 (However, this includes £1650010 cover the cost of the EV Ghar ers Not applicable Slalemenl explaining the policy for holding reseNes 8tsting why they are held Para 1.22 Amount of reserves held P•ra 1.22 Reasons for holding zero reseNes Delai18 of fund materially in deficrt Explanation of any uncertainties about the charity continuing as a going concern Para 1.22 P•r• 1.24 Not appllcable P•r• 1.23 No Uncertainty Addltlonal Infoimation loptlonall You ma choose lo include further statements where relevant about.. 11 Regular hirings of the Hall. 21 Fund raising events 3) Ch8rilable grants 41 Local "100 club. lottery 51 Personal donation8 C8r arkin Where funds allow, we invest to maintain and Improve facllllles for all Hall users. Vve place reseThes and project funds, whi¢h are not needed In the short term, into an inlerest-bearing Charities Aid Foundatlon aecounl. We do not buy m•dlum or hi9h- risk investments. 11 Major unforeseen expenditure on the fabric of the building, part of which Is listed. 21 Inabilty to ggnerate &ufficienl revenue to cover operating costs wlthout using reseNes. Energy costs have more than doubled. While we can reduce electricity costs via the solar PV system, the cost of gas ntinues to rise. The charlty's princSpal sources of funds Ilneluding any fundraising) Para 1.47 Investment policy and obl&ctive$ including any social investment policy adopted Pirn 1.46 A descriptlon of the princlpal ri$k8 facing the charity P•f• 1.48 Olher Structure, Govemance and Management Description of char￿8 trusts.. Type of governing document Pqfa 1.25 Trust Deed How is the ¢harity conslituted? Para 1.2S Truslees plus three'ex officio. trustees.. Parish Vicar Icurrenlly vacanll,. Parish Council Chair,. Responsible person holding the occu ational licence for the villa e bar. Trustees are nominated by local organisations using the Hall and whose aims are consistent wtth the Charty's objectives. We also ask the local ommunty for volunteer trustees. Trustee selection methods including details of any constitutional provisions e.g. election lo posl or name ol any person or body entttled to appoint one or more trustees Para 1.25 Additional infonnation loptlonal You ma choose lo include further statements where relevant about.. The standard Charity Commission materials have been used for Ihe induction and training of new Irustees. While the Charrty doés not run activities specifically aimed al unsupervised children, or vulnerable adults, it has introduced Safeguarding policy and briefed tnrstees. Policies on financial controls, expenses, investments and reserves were drafted and will be introduced in July 2024. Poli¢res and procedures adopted for the induction and training of trustees Para 1.51 The Charity works closely with the Parish Council, and the Gloucestershire Rural Communty Coun¢il lo meet the need8 of people in Weston SU￿Edge and Ihe surrounding areas. The charty's organisational structure and any wider network with which the charity works Para 1.51 The Village Bar is in the Village Hall and pays its share of the running costs and makes a consistent charstable donation to the charity. Relationship with any related part￿$ Para 1.51 Not applicable Other Reference and Administrative details Charity name Other name the chari uses istered char number WESTON SUB EDGE VILLAGE HALL Nola licable 267532 Charity's principal address The Village Hall. Evesham Road, Weslon sub-Edge, Chipping Campden, GlOUce￿er$h1[e, GL55 6QJ Names of the charity trustees who manage the charlty Dat•8 aetod If not for who •ar Tru8te• namo Offle• Ilf any) Name of pernon lor l)odyl 8ntitled Int trusts• ffan Not Applicable William Carruthers Chair of Parish Council and ex officio Chair Village Hall Council Trustee Trustee Ex Officio Trustee and Bar Occupational Licence holder Tfuslee and Sècretary Trustee Susan Prest8ge Anthony Prestsge Rebecca ￿lte Not Applicable Not Applicable Not Applicable Rupert Brice Not Applicable Simeon Hudson- Evans Nol AppliGable 10 12 13 14 15 16 17 18 19 20 Cor rate trustees - names of the dlreclors al the dale the re Dlr•¢tor name Not licable ortwasa roved Name of truslees holdlng trtle to property belonging to the char Tw•ts• nam• Dats• #et•d If not forwhol• Nola licable •Ar Funds held as custodian trustees on behalf of others Description of the assets None held in this capacty Name and objects of the charity on whose behalf the assets are held and how this fall wrthin the custodian charity's objects Not applicable Details of arrangements for safe custody and segregation of such assets from the charity's own assets Nol applicable Addltlonal infonnation (oplional) Narnes and addresses of advlsers {Optional informatlon) Type of Name Addre$$ advlser Treasurer David Horton david@booksnaccounls.co.uk Name of chiaf executive or names of senlor stsff members (Optional Information) Exemptions from disclosure Reason for non4isclosure of ke Not appll¢able ersonnel details Other o tional infomiation Declarations Tho tru8tses decla￿ that they have appro stses, report above. Slgned on behalf of the c ity's trustee8 Slgnaturels) Full nam William Carruthers Rupert Brice Posltlon18g Secretsry, Chalr, Otc) Acting Chair Village Hall Trustees Trustee and Secretsry Dats 18th January 2024 18 January 2024 Weston4ub-Edge Village Hall Financial Activities April 2023- March 2024 Apr 2023- Mar 2024 Apr 2022- M•r 2023 PY 4000 MA1* Hill Hlrn 4001 Bowllng Club Hlr• 4002 Ryr•l Cln•m• 4004 Snooker 4008 Clmplng Hlr•lSlt• F 4ty)7 Hall Ev•nt• 4010 B•r Hlr• WSE Vlllag• B•r 4020 100 Club 8ub•CrIp￿0n• 4100 Utiirtkn R•¢harg• 4101 Cir Parklnq 4102 Equlpm•nt Hlrn 4100 M18C In¢or 6,273,64 1,139.88 477.31 972.00 1.177.93 10,912.69 7,094.42 2.933.00 S.960.76 450.00 10,008.97 1,205.50 581.50 480.00 1.008.00 7,382.47 7,462.00 4.937.90 600.00 24.00 29.71 33,720.12 132.79 39,S24.42 To¢•1 lTrcom• K4)D ￿11 E￿￿¢0#1• 1002 ¢ln•Th Fllm Hlr• 1200 El•ctr1c￿. Old H•1 6X*l Oa•. Old H411 1.988.73 951.60 3.883.05 l.Ch)5.93 2.257.4e 88.34 9.•10.11 29.M•.J1 1.501.24 1,043.94 3.930.40 858.gg 2.762.73 163.33 1fy.278.03 23.411.49 78011 Cl••Thlng.M•t•rt•l & 8uppl•• Toial Co•tol 811•ts T¢ial E%p•ndltu 270. 25.62 70.1?) 390.19 238.SO 20.frj I,n2.82 63.32 509,48 3,865.28 34.14 49.50 12QO Ao*•thlng O Llc•nc••. Pr•mlM• 8301 Ll¢•n¢M. Mwl¢ •J02 Ll¢•n¢M. TV IJ03 Ll¢•n¢u. Loti•ry •OO Alh¢￿￿￿•0YI •xp•n• 7101 Wat•r rnt•• 7103 G•n•r*l Nt•• 7200 El•¢trklty. M•ln H•M 7201 Gi%. Mlln H•ll 7102 T•l•phtsM 7104 3tatlon•ry & oinco 5uppll•B 7107 Compvtoi ￿rIPh•￿￿ & *oifw•r• 7100 Prof•i•loMI Admlm & L•yl f• 7601 Accountsn¢y t• T￿0 Pr•mlM• r•ylr¥ 7110 M•lnt•n•nc• & rtp•l 7900 Bank ch•w 7106 Cr•dlt r•vd ¢hafg•• 8100 B•d debts virltt•n off 8201 IMuMne• 8300 SubKrlgtlpr 40.Ch) 70. 316.Cp) 20. 155.82 2.122.29 994.89 31.50 188.75 224.40 170.37 386.46 1.107.00 2.724.60 4.199.60 12.183.96 25.00 74.85 1.t70.00 11,201.49 60.00 1,945.85 180.00 31.220.51 1.65723 TotAI ExwndMurn¥ N•1 Op•v*iing In¢om• 1a.006.52 4434.97 Otl*r Ineomè 4200 Gfft• & Donatlons 490t Baftk lfitore$t ro¢olved 4902 Other Incom•- GRANTS 20.256.15 S70.34 156.75 26.974.92 57,801.41 Total Othprl#com• 201.27 Other Expendttvr IC4)D D0pnc￿ffjOn expe￿• 8￿1 Profftl la•8 on dhpwl tyfequlpmont Totsi Oth•r Eyndttu 11.579.21 100.00 11,679.21 2.134.31 2.134.31 ll*tln¢om￿IEx￿￿dItUrn1 44.404.97 3.001.93 Weston-Sub-Edge Village Hall Balance Sheet As of March 31, 2024 Totsl A8ofM4r31, 2024 AsofMar31, 2023 IPY) FLYed Asset T•nglbkn •u•t• VIl￿ge H•ll Pmwrty 488trf¢ttd prO￿nY Improvow*rts AddlbOf¥ vtllag• Hall Propgrty 4•strlcied FU￿￿vr• Hall Equlpfflent 1.3S4,000.00 12,312.00 1,378,312.00 5,332.lJ 210.06 36,092.08 6.618.36 1.424.666.IB 1.424,566.18 1,364.(*)O.tX) I,a64,000. 8.eos.62 26&20 607.30 2,681.12 1.372.537.24 1,372,637.24 Ktt¢hen E4ulpm•nt Total Tanqlblp 15¥¢t* Total FL¥•d Auot ¢4¥h •¢ b•nk •nd In hand 1200 Uoyd• Bank. CumTrnt•c¢.-1902 1210 LLoyds 2763 1220 Lloyth Ban* 2￿3 1230 Lloyd8 2208 1270 IIX) Club Bank 4488 12NP USa¥lngs 129D CAF 2 Totsl C•gh 4t bpnk •nd lfi hand D•btor8 Trade 4•btor¥ Tothi Dgbto Cr•drtorn.' •mounts f•lllnq du•wlthln y•*r Total Tradè cr0dtt￿l 10.301.21 20.986.32 19.OCQ.00 12,848.71 1Z,514.D7 2,320.00 1.434.66 1,096.46 4.713.00 22,134.73 1,?89.45 40.869.51 87.Wg.1Q 3,400.66 3,400.66 2.426.29 2,426.29 922.07 243.32 Cvrrerrt Lkibllftk 2102 Othèr er•dliOrn 1QQ Club Club Prlz¢ Fund PF•pald Èooklng• Total Curyont Li•bllrtkn8 19.r*)o.c 1.740.00 a17.00 21,300.32 48.79&07 1.200.00 916.00 3,03I.Q7 41,222.10 Totsl 1•86 ¢ury•nt Illblllt 1.166.T97.28 1 J21,J31J1 chrtty funo 3200 Oponlng Capltal and 32Mn Retsln¢d E•rnlng¥ Suvplu¥llDthGrtI Tottl cmrtty funds 1.417.830.$8 3,501.93 44.464.97 1,466,797.28 1.417,830.38 3.501.93 1h21.33Z31 ## **Independent Examiner’s Report to the members of the Weston Subedge Village Hall (‘The Charity’) Reg Charity No. 267532, Weston Subedge, GLOS GL55 6QH** I report on the accounts of the Charity for the year ended 31 March 2024 Respective responsibilities of officers and examiners: - assessing the ability to continue as a going concern, disclosing, as applicable, matters related to going concern and using the going concern basis of accounting - those charged with governance are responsible for overseeing the financial reporting process. It is my responsibility to: - examine the accounts to ensure that they have been prepared in accordance with general accounting principles. - state whether any particular matters have come to my attention. ## Basis of independent examiner’s report An examination includes a review of the accounting records kept by the Charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from you as officers concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a ”true and fair view” and the report is limited to those matters set out in the statement below. ## Independent examiner’s statement In connection with my examination, no matter has come to my attention: 1. which gives me reasonable cause to believe that in any material respect the requirements: - to keep accounting records and - to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charity have not been met; or 2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Signature: Print Name: Sophia Whitehouse, Certified Practising Accountant 9232492 Date: 06 August 2024 ## MANAGEMENT LETTER 06 August 2024 ## To: **Bill Carruthers** Acting Chair C/- Weston Subedge Village Hall Reg Charity No. 267532 Weston Subedge, GLOS GL55 6QH ## **MANAGEMENT LETTER** Independent Examination of Financial Statements For the Year Ended 31 March 2024 Dear Bill, I have conducted an independent examination of the financial statements of Weston Subedge Village Hall for the year ended 31 March 2023. The independent examination was conducted in accordance with International Financial Reporting Standards (IFRS). These standards require that the examination be planned and performed to obtain reasonable assurance that the financial statements are free of material misstatements whether due to fraud or error. During the audit, certain items for improvement were identified and issues in the accounting and internal control systems, including entries that need some focus when the accounts are prepared for the 2025 financial year. The purpose of this letter is to communicate these matters arising from the independent examination that I believe warrants your attention. I wish to express my appreciation to all the staff and officers of the Weston Subedge Village Hall for the courtesy and assistance extended during the independent examination. Sophia Whitehouse Certified Practising Accountant 9232492 21 Church Street Weston Subedge GL55 6QT ## **A. Financial Issues** ## **1. Maintenance and Repairs Account.** - i. Observation: Maintenance and Repairs seem quite large in comparison to previous years as well as Miscellaneous Expenses – this looks as though it has incorporated some events expenses as well as upgrades needed to the kitchen plus the roof for solar panels. - ii. Risk: Capital expenditure being recorded in this account rather than day-to-day expenses and credit control needs to be monitored in terms of Ageing analysis. - iii. Recommendation: Review Maintenance and Repairs quarterly and then use judgement as to whether to either record as capital expenditure or create another expense account to isolate any big items. Also review Ageing debtors and creditors monthly to ensure working capital is sufficient and ensure cash reserves cover expenses. Any items of concern to be brought forward to Chair. - iv. Management Response: Agree with finding and as organisation has now rectified its accounting software with current bookkeeper allocating expenses accordingly and monitoring.