CHARITY COMMISSION I FOR ENGLAND AND WALES Trustees, Annual Report for the period From Perlod gtart dat• 010424 To 310325 Perlod end date Charlty name: WESTON SUB EDGE VILLAGE HALL Charlty r•glstratlon number: 267532 Objectlves and Activities SORP r•f•f•n Summary of the purposes of th& charity 8S Set out in its governing document Piii 1.17 To pennit the premise8 to be u8ed fof tho physical and m8nlal r8cre8lion, and social. moral, and intellectual development of the arishioners. Running and maintenance of the village hall, fomier bowling club and green as a publi¢ benefit. Incom8 overall was slightly increased year on year wlth notable Increa8e8 in hall and bar hire. lottery revenue and Ginema balance¢J by reductions in events. grant and donation income, Expenditure was down somewhat with a halving of electricity ¢081 (dué to the solar system impact) while gas doubled and repairs fell The following revenue e8rning activities happened during the year.. K&ep Fit, Zumba and Yoga clas8e8. University of the Third Age mé8tings. Rural Cinema. Wedding Receptions. Funeral Wakes. Birthday Parties. Quizzes. Cycling Events. Walking Footb811. Social Events. Dog Training. Camping. Hire lo local companies for various training events Projects completed included crealing an extension to the bar area for eating from an entrance lobby, redecoration of 8 new entrance area, felling of Iwo potentially dangerous elm trees, in81allalion of Iwo electric vehicle Charging points and r8furbishmenl of Ihe first-floor toilets. Grant applications were made in the period for an additional solar battery and a car park resurfa¢in The Trustees have taken due account of the Charrty Commission'8 guidance on public benefit. Summary ofthe rnain activitie8 in relation to thos8 purposes for the public benefit, in particular. the 8clivitie8, projects or services identified in the accounts. P•n 1.17•nd Statement confiming vthether the trustees have had regard to the guidance issued by the Charity Commission on public benefit P*M 1.16 Addltlonal Infomiation {optionall You ma choose to include further statements where relevant about., SORP refer•n It is not normally the policy of The Charity to make grants. Pwra 1.38 Policy on grant making Nol appliGable. Pafa 1.38 Policy on social investment including program related investment Voluntary support is given for all the Hall sponsored events. The officèrs of chair, secretary, and booking secretary are volunlary. The accounts are kept by an external bookkeeping firm. Fund raising events are supported by the Village Hall CounGil {Voluntary Trustees and volunteer council members) with ad hoc volunteers. In addition to the voluntary trustees there are some eight voltsnteers 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. Volunteer effort was instrumental in building a small kitchen before the start of the year,. the new eating area and refurbishment of the toilèts. Several maintenance seryices are provided by qualifièd volunteers including a wide variety of building, carpentry, plumbing and electrical re airs and im rovements. Para 1.38 Contribution made by volunteers Other Achievements and Performance SORP rnferenc• The beneficiaries of the Charities work are mainly in the Parish but include the wider North Cotswold communty and visitors to the village. The village hall makes a difference by providing the only communrty building in the village with a wide range of physical, social and intellectual activities al reasonable cost. Wider benefits include a significant reduction in our carbon footprint via the solar energy syslem and encouraging electric vehicle use by installing EV chargers. We have continued to focus on the Parish Council village plan priorities in January 2024. It prioritised work lo maintain the Village Hall as a viable community facility through controlling costs, improving revenues, and increasing the range of events offered. In summary the work of the charity included.. Building maintenance and improvement projects (see detail below) Fundraising through events. grant applications and donalions.(see Para 1.41) Increasing and widening the range of revenue5 through better marketing of the hall and events, camping. car park rental space for local businesses, and electric vehicle charging. {See detail b8low) Policy implementation in July 2024 (updated in May 2025) for financial conlrols, expenses, investments and reserves. We've also started development of environmental and equal opportunity policies. Amendment of the Trust C)eed and gistration with the Charities Commission for greater flexibility. Summary of the main achievements of the charity, identifying the differen￿ the charity's work has made lo the circumstances of tts beneficiaries and any wider benefits to society as whole. P•r¥ 1.20 Buildin Maintenance and Im rovem By remodelling an existing lobby and altering the entran￿S lo the village hall our volunteers have been able to create a very attractive eating area to add to the existing village bar. In addrtion, they have completely refurbished the first-floor toilets. replaGing tiling. sinks and flooring to Greate modern fresh look and greater comfort for our visitors. olar Ener Pro ect The PV panels were commissioned in March 2024. With one solar battery they have provided about 600A of our power needs and saved 4600 k of C02. Our power costs have fallen from £720010 £3000 over that financial year. In October 24 an improved import l èxport meter was installed providing b8tter information aboLrt surplus power exported lo the grid. EV charging was added lo the system in November 24 at a charge rate cf £0.50plkwh and often uses 'free° solar energy Usage has been limited however but should grow with better marketing. am Car P rkin Revenue from car parking has tripled from low base 10 £1500 as a result of adding more car park space rental from another local business. There has been a modest increase in camping revenue. which suffers from a lack of fa¢ilitl88 Wè intend to add hvo showers before the slart of the season in April 2025. Nevertheless campers have given very good review8 and valuè the Iranquillity of the 81te. Over the yeor wè 8Stimated that over 4000 people visit the village Hall making some 10 500 individual ViBit8. Addltlonal InfomiatSon loptlonall You ma choo88 to include further 818lement8 where relevant about.. See Para 1.20 A¢hievemenl8 against objective8 •et Pir• 1.41 Following a very succe88ful 23124 Financial year where grant funding enabled the installation of the solar system, the EV chargers and a small kitchen, this year has been more modest, with on8 grant from the Parish Council but applications have been submitted lo support the addition of second solar battery and complete resurfacin of the larAe Car ark and drives, Interest earned on our reserves increased by 500/0 through the use of a Charities Aid Foundation interest earning account. Our policy is not to make medium or higher risk investments, Performance of fundraising aclivi118s again8t obje¢liv98 $el PAFI 1.41 Investment performance against objectives P•r• 1.41 Other Financial Revlew Review of the charity's financial position at the end of the period Parn 1.21 As per Profft and Loss accounts for the year. The underlying position of the charity is broadly break even. The projects we have delivered will continue lo help lo cut energy costs and did help improve revenue from hall hire in the 24125 ear. ReseNes are held lo cover 1) Unforeseen expenditure on replacement caprtal items and repairs to the Hall (partly 16° Century with a 1970$ extension) 2) Operating costs in the event of lost fevenue due to any Hall closure. Our reserves policy is to keep six months eratin costs in reserve. As al 31* March 2025 £53741 up by £12k on the previous year. (However, thi8 includes £16500 to cover the cost of the EV chargers. The invoice was paid in May 2025) This is in line with our reseNes olic Not applicable Stalemenl explaining the policy for holding reserves stating why they are held P4r• 1.22 Amount of reserve8 held Para 1.22 Reasons for holding zero reserves Details of fund materially in deficit Explanation of any uncertainlies about the charity continuing as a going concem Par• 1.22 Par• 1.24 Not applicable Par8 1.23 No Uncartainty Addltlonal information (optional) You ma choose to include further statements where relevant about.. 1) Re9ular hirings of the Hall. 2) Bar Hire revenue 3) Charitable grants 4) Fund raising events 5) Local .100 club" lottery 6) Camping Slte fees. Car arkin rental to local com anies Where funds allow, we invest to maintain and improve facililies for all Hall users. We place reserves and project funds, which are not needed in the short term, inlo an interest-bearing Charities Aid Foundation account. We do not buy medium or high- risk investments. 1) Major unforeseen expenditure on the fabric of the building, part of which is listed. The main car park is in a poor state of repair, part of the building is in need of rewiring, and the septic tank foul water system is in need of improvement. 2) Inability to generate sufficient revenue to cover operatin9 costs without usin9 raserves. The charity's principal sources of funds (including any fundraising) Pam 1.47 Investment Folicy and objectives including any social investment policy adopted Par• 1.46 A description of the principal risks facing the charity P*rn 1.46 31 Generally, the risks associated with operating a Community building safely for ublic benefit. While we can reduce electricity costs via the solar PV system, Ihe cost of gas has doubled year on year. Other Structure. Governance and Management Description of charity's trusts. Type of governing document P•rn 1.25 Trust Deed How is the Gharity ¢onstituted? Par• 1.25 Trustees plus three "ex officio Iru8tee8'. Parish Vicar; Parish Council Chair,. Responsible person holding the occu ational licence for the villa Trustees are nominated by local organisalions using the Hall and vtho8e aims are ¢onsistenl with the Charrty's objectives. We also ask the local communrty for volunteer trustees. e bar. Trustee selection methods including delails of any con8tilulional provisions e.g. eléction lo post or name of any p8r80n or body entrtled to appoint one or more Iru8tee8 P•r• 1.25 Addltlonal Inforniallon loptlonal) You ma choose to include further statement8 where relevant about: The standard Charity Commission materials have bèen u88d for the inductlon and training of new trustees. While the Charity does not run activiti88 specifically aimed at unsup8rvi88d children, or vulnerable adults. It ha8 introduced a Safeguarding policy and briefed trustee8. In addition, appropriate policies on financial controls, expenses, inv881ments arKI re8er488 were introduced in July 2024. Polici88 and procedures adopted for the induction and training of Iru$t888 P•M 1.51 Tho Charity works closely with the Parish Council, and the Gloucestershirè Rural Community Council to meet the needs of people in Weslon 8ulkEdge and th8 Surrounding areas. The charity's or9anisational structure and any wider ne￿Ork with which the charity work8 P•rn101 The Village Bar is in the Village Hall and P8ys Ils share of the running costs and makes a consist8nl charitable donation to the charity which acts as it8 landlord. Relationship with any related parties P•1• 1.$1 Not applicabl8 Other Reference and Administrative details Charity name Other name the charil uses islered chari number WESTON SU8 EDGE VILLAGE HALL Nola licable 287532 Charity's principal address The Village Hall, Evesham Road. Weston sub-Edge, Chipping Campden. Gloucestershire, GL55 6QJ Names of tho charity trustses who manage the charity Dates act•d If not for whol• •ar Tru•t•• nam• Offlcè Ilf any) Nam• of prnon lor body) ontrtl•(I Int tru#tO0 Ifan Not Applicab16 William Carruthers Chair of Parish Council and ex officio Chair Village Hall Council Revd Canon Craig Robert Bishop Ross David Cranney Rebecca White Ex Officio Trustee From 110424 Not Applicable Trustee From 211024 Not Applicable Ex Officio Trustee and Bar Occupational Licence holder Not Applicable Rupert Brice Trustee and Secretary Trustee Not Applicable Simeon Hudson- Evan8 Not Applicable 10 12 13 14 15 16 17 18 19 20 orate truste8s- names of the diréctors at th8 date th6 re Dlrnctor name Not A licable ortwasa roved Name of trustees holding title to property belonging to the charity D•ts• act•d Sf not lorwholè Mr Tru8tg0 rnm• Nota licable Funds held as custodian trustees on behalf of others Descnpiion of the assets None held in this capacity Name and objects of the charity on whose behalf the a$set8 are held and how this fall within the custodian charity's objects Not applicable Details of arrangements for safe custody and segregation of such assets from the charity's own assets Not a￿lCable Addltlonal Infomiatlon (optlonal) N•mo• and •ddrn••a• of advls•r• {Optlonal Infomiatlon) Typo 01 Nam• Addro•• •dvlur Tr••*ur•r David Holton counts. Audltor Ilndopend onl Ex•mln•rl SophSa Whitehou8e whi hous so Namo of chl•f •x•cutlv8 or nam•• of Mnlor stsff m•mborn (Optlonal Infomi•tlon) Exemptions from dlsclosure Reason for non-di8cIo8ure of ke Not appllcable rsonnel d8tai18 Other o tional infomiatlon Il Declarations The trustoes declaro that they have ap ed th• tru*toes' report abov•. Signed on behalf of th charlty's tru$ Slgnaturels) Full name{g1 Ru￿rt Brice Posltion leg Secretsry, Chalr, etcl Chair Village Hall Trustees Trustèe and Secretary Date 14th January 2026 ## End of Year Financial Report. Weston-Sub-Edge Village Hall For the period ended 31 March 2025 Prepared on 9 September 2025 Prepared on behalf of the Trusties ## **Table of Contents** Statement of Activity........................................................................................................................................3 Statement of Financial Position.......................................................................................................................5 2/7 ## **Statement of Activity** April 2024 - March 2025 |**Statement of Activity**
April 2024 - March 2025||| |---|---|---| |||**Total**| ||**Apr 2024 - Mar 2025**|**Apr 2023 - Mar 2024(PY)**| |INCOME||| |4000 Main Hall Hire|13,472.03|8,273.64| |4001 Bowling Club Hire|812.00|1,139.86| |4002 Rural Cinema|790.08|477.31| |4004 Snooker|794.00|972.00| |4005 Camping Hire/Site Fees|1,505.00|1,177.93| |4007 Hall Events|6,202.73|10,912.69| |4010 Bar Hire WSE Village Bar|8,406.58|7,094.42| |4020 100 Club Subscriptions|3,560.00|2,933.00| |4100 Utilities Recharge|3,850.56|5,960.78| |4101 Car Parking|1,500.00|450.00| |4102 Equipment Hire|60.00|| |4900 MISC Income|179.68|132.79| |**Total Income**|**41,132.66**|**39,524.42**| |COST OF SALES||| |5000 Hall Event Costs|2,466.19|1,968.73| |5002 Cinema Film Hire|913.52|951.60| |5200 Electricity - Old Hall||3,683.05| |5201 Gas - Old Hall|1,229.99|1,005.93| |7801 Hall Cleaning|3,132.25|2,257.46| |7801a Cleaning- Material & Supplies|742.91|88.34| |**Total Cost of Sales**|**8,484.86**|**9,955.11**| |TOTAL|**32,647.80**|**29,569.31**| |EXPENDITURES||| |5102 Service Contracts||370.00| |6200 Advertising|55.22|25.62| |6300 Licences - Premises|70.00|70.00| |6301 Licences - Music||390.19| |6302 Licences - TV|373.50|238.50| |6303 Licences - Lottery|20.00|20.00| |6900 Miscellaneous expenses|2,348.85|1,772.82| |7101 Water rates|142.47|83.32| |7103 General rates|169.91|509.48| |7200 Electricity - Main Hall|3,074.35|3,865.26| |7201 Gas - Main Hall|1,951.09|834.14| |7502 Telephone|45.00|49.50| |7504 Stationery & Office Supplies|145.72|170.37| |7507 Computer peripherals & software|284.34|386.46| |7600 Professional Admin & Legal fees|120.00|1,107.00| |7601 Accountancy fees|1,672.80|2,724.60| |7800 Premises repairs|8,411.85|4,199.60| |7802 gardening|2,414.95|235.00| 3/7 Weston-Sub-Edge Village Hall |||**Total**| |---|---|---| ||**Apr 2024 - Mar 2025**|**Apr 2023 - Mar 2024(PY)**| |7810 Kitchen Equipment maintenance & repairs|1,873.16|11,948.98| |7900 Bank charges|64.25|25.00| |7905 Credit card charges|67.23|74.85| |8201 Insurance|2,274.89|1,945.85| |8202 Premises insurance|50.50|| |8300 Subscriptions|180.00|180.00| |**Total Expenditures**|**25,810.08**|**31,226.54**| |NET OPERATING INCOME|**6,837.72**|**-1,657.23**| |OTHER INCOME||| |4200 Gifts & Donations|238.88|20,256.15| |4901 Bank interest received|866.18|570.34| |4902 Other income - GRANTS|6,748.00|36,974.92| |**Total Other Income**|**7,853.06**|**57,801.41**| |OTHER EXPENDITURES||| |8000 Depreciation expense|9,998.20|11,579.21| |8001 Profit / loss on disposal of equipment||100.00| |**Total Other Expenditures**|**9,998.20**|**11,679.21**| |NET OTHER INCOME|**-2,145.14**|**46,122.20**| |NET INCOME/(EXPENDITURE)|**£4,692.58**|**£44,464.97**| 4/7 Weston-Sub-Edge Village Hall ## **Statement of Financial Position** As of March 31, 2025 |||**Total**| |---|---|---| ||**As of Mar 31, 2025**|**As of Mar 31, 2024(PY)**| |FIXED ASSET||| |**Tangible assets**||| |0000 Village Hall Property -Restricted|1,376,312.00|1,364,000.00| |0012 PropertyImprovements -Additions|0.00|12,312.00| |**Total 0000 Village Hall Property -Restricted**|**1,376,312.00**|**1,376,312.00**| |0020 Furniture|28,616.62|26,957.02| |0021 Furniture - Deprecation b/f|-23,284.44|-21,951.40| |0022 Furniture - Additions|854.32|1,659.60| |0023 Furniture- Depreciation in Year|-1,237.30|-1,333.04| |**Total 0020 Furniture**|**4,949.20**|**5,332.18**| |0030 Hall Equipment at Cost|329.00|329.00| |0031 Hall Equipment Depreciation B/F|-118.44|-65.80| |0033 Hall Equipment -Depriciation in Year|-42.12|-52.64| |**Total 0030 Hall Equipment at Cost**|**168.44**|**210.56**| |0040 Fixtures and fittings|45,298.17|759.13| |0041 Fixtures and fittings depreciation B/F|-9,206.09|-151.83| |0042 Fixtures and fittings- Additions|341.84|44,539.04| |0043 Fixtures and Fittings -Depreciation in Year|-7,286.78|-9,054.26| |**Total 0040 Fixtures and fittings**|**29,147.14**|**36,092.08**| |0050 Computer equipment cost|5,000.00|5,000.00| |0051 Computer equipment depreciation B/F|-5,000.00|-5,000.00| |**Total 0050 Computer equipment cost**|**0.00**|**0.00**| |0060 Kitchen Equipment|7,997.95|2,926.40| |0061 Kitchen Equipment Depreciasion B/F|-1,379.59|-365.28| |0062 Kitchen Equipment - Additions|541.73|882.00| |0062a Butlers Kitchen Additions|0.00|4,189.55| |0063 Kitchen Equipment -Depreciation in Year|-1,432.00|-1,014.31| |**Total 0060 Kitchen Equipment**|**5,728.09**|**6,618.36**| |**Total Tangible assets**|**1,416,304.87**|**1,424,565.18**| |**Total Fixed Asset**|**1,416,304.87**|**1,424,565.18**| |CASH AT BANK AND IN HAND||| |1200 Lloyds Bank- Current acc. -1902|9,424.34|10,301.21| |1220 Lloyds Bank 2263|0.01|1,434.66| |1230 Lloyds Bank 2208|0.02|1,096.46| |1270 100 Club Bank 4468|4,768.75|4,713.00| |1280 Caf Savings 1316|38,488.68|22,134.73| |1290 CAF 6609|1,060.06|1,189.45| |**Total Cash at bank and in hand**|**53,741.86**|**40,869.51**| |DEBTORS||| |1100 Trade debtors|4,833.08|3,400.66| |**Total Debtors**|**4,833.08**|**3,400.66**| |CURRENT ASSETS||| 5/7 Weston-Sub-Edge Village Hall |||**Total**| |---|---|---| ||**As of Mar 31, 2025**|**As of Mar 31, 2024(PY)**| |1240 Undeposited Funds|428.97|0.00| |3109 Prepayments|0.00|-916.00| |**Total Current Assets**|**428.97**|**-916.00**| |NET CURRENT ASSETS|**59,003.91**|**43,354.17**| |CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR||| |**Trade Creditors**||| |2100 Trade creditors|1,705.92|922.07| |**Total Trade Creditors**|**1,705.92**|**922.07**| |**Current Liabilities**||| |2102 Other creditors|0.00|0.00| |2102a 100 Club Prize Fund|1,200.00|1,200.00| |**Total 2102 Other creditors**|**1,200.00**|**1,200.00**| |2110 Customer Prepayments|1,813.00|| |2150 Damage deposits held|100.00|0.00| |**Total Current Liabilities**|**3,113.00**|**1,200.00**| |**Total Creditors: amounts falling due within oneyear**|**4,818.92**|**2,122.07**| |NET CURRENT ASSETS(LIABILITIES)|**54,184.99**|**41,232.10**| |TOTAL ASSETS LESS CURRENT LIABILITIES|**1,470,489.86**|**1,465,797.28**| |TOTAL NET ASSETS (LIABILITIES)|**£1,470,489.86**|**£1,465,797.28**| |CHARITY FUNDS||| |3200 Opening Capital and Reserves|1,465,797.28|1,421,332.31| |3200a Retained Earnings|0.00|0.00| |Surplus/(Deficit)|4,692.58|44,464.97| |**Total Charity funds**|**£1,470,489.86**|**£1,465,797.28**| 6/7 Weston-Sub-Edge Village Hall Note to the accounts. The sum of £16467 (Including £675 first years maintenance charge) is set aside and held in the bank accounts listed above for the EV charger project payment to Eon Drive. Weston-Sub-Edge Village Hall 7/7 ## **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 2025 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: 01 October 2025 ## MANAGEMENT LETTER 01 October 2025 ## 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 2025 Dear Bill, I have conducted an independent examination of the financial statements of Weston Subedge Village Hall for the year ended 31 March 2025. 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, registered also by HMRC Orchard Leigh Station Road Chipping Campden GL55 6LB ## **A. Financial Issues** ## **1. Maintenance and Repairs Account.** - i. Observation: Premises Repairs: Roman Glass 27/8/24, paid 11/9/24 - £518.40 – source document is Quotation but this is all that was given at time of work so accepted as invoice. - ii. Risk: letting these issues lapse, especially if it is a bigger amount. - iii. Recommendation: Review Maintenance and Repairs quarterly and then use judgement. 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. ## **2. Depreciation** - i. Observation: Amount for year is £9,998 – this seems high as income is only around £40,000 - ii. Risk: High cost perhaps distorting profit - iii. Recommendation: Review quarterly and use judgement – take note of impact this is having on profit. - iv. Management Response: Reducing balance method is applied and depreciation will decrease accordingly.