## **Trustee Annual Report** ## **For the year ended 31 October 2024** **Whipton Community Association (Charity Number: 275417)** ## **Reference and Administrative Details** - **Charity name:** Whipton Community Association - **Registered charity number:** 275417 - **Principal address:** Whipton Community Hall, Pinhoe Road, Exeter, EX4 8AD ## **Structure, Governance and Management** Whipton Community Association is governed by its constitution and managed by a committee of volunteer trustees. Trustees are elected annually and are responsible for the overall management and strategic direction of the charity. ## **Objectives and Activities** The objects of the charity are: - To provide and maintain a community hall for the use of the inhabitants of Whipton and the surrounding area. - To provide facilities for social welfare, recreation, and leisure activities with the aim of improving the quality of life for local people. In planning our activities, the trustees have had regard to the Charity Commission’s guidance on public benefit. ## **Who We Are** Exeter, welcoming both local residents and visitors from further afield. The main hall is a versatile venue used for a wide range of activities, including: - Children’s parties and events - Fundraising events - Clubs and society meetings - Social and recreational gatherings - Co�ee mornings - Educational sessions  Fitness classes ## **Achievements and Performance in 2024** In 2024, Whipton Community Hall continued to provide an a�ordable, well-maintained community space, supported by a mix of grant funding, regular and ad hoc hires, and charityrun events. - **Regular hires** remained the backbone of operations, with around 10 groups contributing approximately £10,000 per year. - **Ad hoc hires** provided additional income through one-o� bookings, supported by deposits and small surcharges. - **Charity-organised events** , such as discos and Easter parties, were run entirely by volunteers, raising both funds and community engagement. This year saw the addition of new groups (such as _Dragon Slayers_ and _Age UK_ ), and the departure of others (such as _Singing With Kelly_ and _River City Chorus_ ). A temporary closure in August for refurbishment slightly reduced hire income, but relationships with hirers remain strong. **Capital improvements** funded through grants included: - Full toilet block rebuild (£20,000) - Complete interior repaint (£2,600) building for the future. ## **Financial Review** At year-end, the hall held: - £731 in its current account - £10,300 in savings - £7,677 in its investment account (unchanged during the year) Post year-end, the Association received **£20,000 of lottery funding for a new kitchen build** , bringing total available cash savings to **£26,797** , in addition to £2,773 in the current account and the unchanged investment balance of £7,677. Operating costs remain minimal beyond occupier costs (rates, utilities, waste), with discretionary spend on grounds maintenance and occasional repairs. The hall relies on maintaining 7–10 regular hirers to cover ongoing running costs and build reserves for future projects. The trustees aim to maintain reserves su�icient to meet at least three months of operating costs while holding designated funds for major refurbishments. ## **Risk Management** The trustees have reviewed the major risks to which the charity is exposed. The main risks include: - **Financial sustainability** – dependence on a small number of regular hirers. - - **Rising utility and maintenance costs** – increasing pressure on reserves. - **Volunteer reliance** – management of the hall depends on a small group of trustees and volunteers. - **Compliance risks** – including health and safety and safeguarding responsibilities. Mitigation measures include: maintaining strong relationships with regular hirers, securing external grant funding for capital projects, careful financial monitoring, and ongoing trustee and volunteer recruitment. ## **Plans for the Future** Looking ahead, the trustees intend to: - Deliver the **new kitchen build project** funded by lottery grant income. - - Develop new partnerships with local organisations to diversify hall use. - Strengthen volunteer and trustee capacity to secure the long-term sustainability of the hall. ## **Trustees’ Responsibility Statement** in accordance with applicable law and regulations. Profit and Loss Whipton Community Association For the year ended 31 October 2024 Account 2024 2023 Turnover Adhoc rental Electricity Surchanoe Event Grant income General Grant Income Interest Income Other Income R8gular H811 rent81 WCA Event income Total Turnover 2,657.38 3,512.71 191.16 230.00 0.00 500.00 20,500.00 26,150.00 680.74 479.54 668.1e 2,037.27 9,892.50 11,421.75 6,471.26 8,116.02 41.061.22 52,447.29 Cost of Sales Event expenses Total Cost of Sales 6,076.90 7,344.22 6,076.90 7,344.22 Gross Profit 34 984.32 45 103.07 Administrative Costs Ad Hoc Repairs & Maintenance Bank and Credit Gard Fees Buildings l Grounds Cleaning I Waste Council Tax DBS Checks Depreciation Fixed Assets- Buildinqs Electricity Furniture and Equipment Gardening Health and Safety Insurance Intemet IT systems Mis￿lIaneOUS PPL PRS Subscriptions Telephone Utilities l Rates I Phone Water Total Adrninistrative Costs 47.65 0.00 92.37 158.96 4,285.03 5,719.37 1,085.25 1,058.00 185.39 120.32 0.00 9.90 3,876.00 1,821.00 3,939.15 4.628.53 1,746.30 1,556.35 608.75 151.00 0.00 227.10 814.32 330.69 582.70 475.20 699.19 552.60 193.19 152.80 205.00 0.00 114.00 0.00 123.42 109.50 0.00 9.09 438.00 438.00 19.035.71 17.518.41 eratin Profit 15 948.61 27 584.66 Profit on Ordina Activit185 Before Taxation 15 948.61 27 584.66 Profit aft8r Taxation 15 948.61 27 584.66 Balance Sheet Whipton Community Association As at 31 October 2024 Account 31 Oct 2024 31 Oct 2023 Flxed Assets Tangib18 Assets Fixed Asset- Buildinqs Depreciation Fixed Assets- Buildinqs Total Tangible Assets Total Fixed Assets 15,697.001 50,149.73 44,452.73 44A52.73 11,821.001 29,877.73 28.056.73 28,056.73 Current Assets Cash at bank and In hand WCA 8MM WCA Curient Total Cash at bank and in hand Accoun￿ Receivable COIF Inv8Stfflenl Account Other debtors Petty Cash Prepayments Total Current Assets 10.300.59 731.78 11.032.37 1,630.00 8,077.00 7.50 596.95 218.00 21,561.82 9,704.68 2,414.43 12.119.11 331.32 7,677.78 1,289.50 479.89 236.20 22,133.80 October Invol￿$. Interest eamed. Pr8payment on PRS. Credltors.. amounts fallln Accounts Payable Income in Advance Total Creditors= amounts falling due within due wlthln one ar 0.00 630.00 630.00 203.09 551.50 754.59 Deposits received for next year. Net Current Assets Liabilities 20 931.82 21 379.21 Totsl Assets less Current Liabili¢ie$ 65 384.55 49 435.94 Net Assets 65 384.55 49 435.94 Ca itsl and Reserves Current Year Earninqs Retained Eainings Total Capital and Reserv85 15,948.61 49,435.94 65.384.55 27,584.66 21,851.28 49.435.94 ## **Independent Examiner’s Report to the Trustees of Whipton Community Hall (Year ended 31[st] October 2024)** ## **Respective responsibilities of trustees and examiner** The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the Act) and that an independent examination is needed. It is my responsibility to: - examine the accounts under section 145 of the Act; - to follow the procedures laid down in the General Directions given by the Charity Commission under section 145(5)(b) of the Act; and - to state whether particular matters have come to my attention. ## **Basis of independent examiner’s report** My examination was carried out in accordance with the General Directions given by the Charity Commission. 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 trustees 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 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 in accordance with section 130 of the Act; and - to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Act; 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. ## **Name: Bilal Khurram** ## **Address: 43 Heidelberg road, Portsmouth ,PO4 0AS** ## **Date: 26/08/25**