## **Trustees’ Annual Report for the period** **From 1/10/2022 To 30/09/2023** **Charity name: Capel-le-Ferne Village Hall** ## **Charity registration number: 281786** ## **Objectives and Activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|The village hall is held in trust for the use
of the inhabitants of Capel-le-Ferne for
meetings, lectures, classes and for other
forms of recreation and leisure time
occupation with the object of improving
the conditions of life for the said
inhabitants.| |Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or services
identified in the accounts.|Para 1.17 and
1.19|The hall provides a central point for the
activities of the village providing a home
for many local organisations such as the
Parish Council, Women’s Institute,
Badminton, Kent Active Retirement
Fellowship, Bridge, Youth Club, Short
Mat Bowls club, Pilates, Capel Cares,
Tai Chi and Car Club. Dance and fitness
clubs also hold weekly meetings. The
hall offers preferential rates for residents
and is available for private parties. The
Farmer’s Market has run all year and
now has a range of stalls including meat,
bread, cakes, eggs, cheese and honey.
A significant happening was the decision
by Farthingloe Farm to stop coming to
the Market without giving us any
warning. We managed to find a
replacement which has proved
successful. The café at the Farmers
Market continues to provide a place
where the community can meet for
coffee and a chat. The Parish council
has a regular surgery at the Farmers
Market. Community lunches have been
introduced this year and have proved
very successful. The honesty books
continue to be popular in both supply
and demand. The Garage Safari proved
very popular again this year with| |||increased footfall and the kitchen café
did exceptionally well. Major expense
has been incurred on the hall
infrastructure this year with the small
hall, foyer, corridor, Room 101 and
Room102 have being redecorated with
new flooring, and a new flat roof has
been installed complete with new roof
lantern paid for by the hall savings
account and an investment account.
Regular maintenance on plumbing and
electrics has also taken place.| |---|---|---| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|The charity trustees have complied with
their duty to have due regard to the
guidance on public benefit published by
the Commission in exercising their
powers or duties.| ## **Additional information (optional)** You may choose to include further statements where relevant about: ||
SORP reference|| |---|---|---| |Policy on grant making|Para 1.38|**n/a**| |Policy on social investment
including program related
investment|Para 1.38|**n/a**| |Contribution made by
volunteers|Para 1.38|The hall would not be able to function as
it does without its band of volunteers.
Our Trustees and volunteers who get out
and put away tables for events, help out
at boot fairs, community lunches and the
Garage Safari, run kitchens, make
cakes, put up Christmas decorations,
take them down, perform routine
maintenance, bid for funding, organise
marketing, plan events, attend meetings
about and on behalf of the hall and
generally the 101 things that ensure the
functioning of a successful community
hall| |Other||| **Achievements and Performance** ||SORP reference|| |---|---|---| |Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|Main achievements this year include the
provision of community lunches by the
hall and the complete overhaul of the
large flat roof. Normal service continued
during the latter and during the painting
and reflooring of 4 rooms. The
community lunches were an idea of a
trustee at the early part of the year when
nationwide, emphasis was being placed
on high heating costs for those on fixed
incomes and of the isolation faced by
many. These lunches have been
provided free of charge for members of
the Capel community. Initially we had 27
people attend the lunch with the latest
lunch attracting 45. We intend to repeat
these in the next reporting year and have
bid for funding from our local authority for
help with this. The redecorating has
given us an extra storage room useful for
our regular hall users and an additional
small meeting room which can also be
used as an office. Computers and a
wireless printer have been acquired for
use by the village, the former being paid
for by a grant from Dover District
Council. This will allow Capel residents
who lack the internet or the knowledge to
use IT to access a PC and be able to
print any information they need.| |**Additional information (optional)**
You may choose to include further statements where relevant about:||| |Achievements against
objectives set|Para 1.|n/a| |Performance of fundraising
activities against objectives
set|Para 1.41|n/a| |Investment performance
against objectives|Para 1.41|**n/a**| Other ## **Financial Review** |**Financial Review**||| |---|---|---| |Review of the charity’s
financial position at the end
of the period|Para 1.21|The charity remains in a strong position
despite heavy investment in the fabric of the
hall.| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|No formal policy – reserves above £3000
are transferred to a higher interest
account. Any monies in this account are
used for expansion and/or investment in
the fabric of the hall. The Committee
have agreed to maintain at least £5000
in hand as a reserve.| |Amount of reserves held|Para 1.22|**£13578**| |Reasons for holding zero
reserves|Para 1.22|**n/a**| |Details of fund materially in
deficit|Para 1.24|| |Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|**n/a**| ## **Additional information (optional)** ## You may choose to include further statements where relevant about: |
The charity’s principal
sources of funds (including
any fundraising)|
Para 1.47|
These include
Hiring of hall
Garage Safari
Boot fairs
Honesty book/puzzle sales
Farmers Market| |---|---|---| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|| |A description of the principal
risks facing the charity|Para 1.46|Our principal risk is that of personnel. Over
recent years the number of trustees has
fallen from 14 to 7, increasing by 1 this year.
The number of volunteers we can call on for
events etc has also fallen which means that
the trustees end up running nearly all of the
events themselves.| |Other||| ## **Structure, Governance and Management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|Para 1.25|Governance document| |How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|| |Trustee selection methods
including details of any
constitutional provisions e.g.,
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|Up to 6 trustees can be elected while a
number of organisations regularly using the
hall have the right under our governance
document to appoint a trustee. The
governance document allows for new
organisations to be appointed proposed by
the Committee where the existing
organisations fail to continue.| |**Additional information (optional)**
You may choose to include further statements where relevant about:|**Additional information (optional)**
You may choose to include further statements where relevant about:|**Additional information (optional)**
You may choose to include further statements where relevant about:| |---|---|---| |Policies and procedures
adopted for the induction and
training of trustees.|Para 1.51|New trustees are given a copy of the
governance document together with a rights
of trustee document when they first become
a trustee. They are required to sign a trustee
declaration after being appointed.| |The charity’s organisational
structure and any wider
network with which the
charity works.|Para 1.51|The village hall is run on behalf of the village
by its trustees. We work with other
organisations in the village such as the
Parish Council, the WI and the Church in
preparing events such as the Coronation
party.The Trustees have met 11 times
during the year and kept in touch at other
times via email and phone. Speakers
are welcome at the meetings but have
no voting rights. Lettings secretary also
in regular attendance. Urgent decisions
have been made via email and then
ratified at committee meetings.
Confidential matters are discussed by
Trustees only. All expenditure must be
approved by Trustees; specific
responsibilities are delegated as follows:
Fire Safety – Fred Leaning
Maintenance -All trustees
Garage Safari - Sally Cook
Farmers' Market – Roy Mann, Barry
Mansfield, Sally Cook
Books – Roy Mann
Promotion – All| ||Para 1.51|| Relationship with any related parties Other ## **Reference and Administrative details** |Charity name|Capel le Ferne Village Hall Management Committee| |---|---| |Other name the charity uses|-| |Registered charity number|| |Charity’s principal address|Village Hall
Lancaster Avenue
Capel-le-Ferne
Folkestone CT18 7LX| ||| ## **Names of the charity trustees who manage the charity** |1
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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||RoyMann|||| ||BarryMansfield|||Short Bowls Club| ||JerryWatson|||Church| ||Caroline Bunting|Vice Chair||WI| ||SallyCook|Chair||| ||Sarah-Jane
Leonard|Treasurer||Youth Club| ||Kath Hounsell||02/05/23 onwards|| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| – Corporate trustees names of the directors at the date the report was approved **Director name N/A** Name of trustees holding title to property belonging to the charity **Trustee name Dates acted if not for whole year N/A** ## **Funds held as custodian trustees on behalf of others** Description of the assets n/a held in this capacity Name and objects of the n/a charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for n/a safe custody and segregation of such assets from the charity’s own assets ## **Additional information (optional)** ## **Names and addresses of advisers (Optional information)** |**Names and**|**addresses of advisers (Optional information)**|**addresses of advisers (Optional information)**| |---|---|---| |**Type of**
**adviser**|**Name**
**Address**|| |**N/A**||| |||| |||| |||| ## **Name of chief executive or names of senior staff members (Optional information)** ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details **n/a** ## **Other optional information** ## **Declarations** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature(s)** **Full name(s)** SALLY COOK **Position (eg Secretary,** CHAIR **Chair, etc)** **Date** 20/11/23 CAPEL-LE-FERNE VILLAGE HALL MANAGEMENTCOMMIThEE RECEIPTS AND PAYMENTS ACCOUNT for the ear ended 30 Se tember 2023 UNRESTRICTED FUNDS 2023 UNRESTRICTED FUNDS 2022 RECEIPTS Hall Hiring Fund RaisinE Bank Interest Received Dividends & Interest Distributions Received On Investments Coronavirus Local Authority Grants Donations Communty Grants Received Sale Proceeds COIF Charities Investment Fund 669.19 Income Unit5 22224 6701 128 18330 5608 io 317 419 2667 1041 1050 1741 12643 TOTAL RECEIPTS PAYMENTS Water Rates Insurance Lighting & Heating Telephone Lettings Secretary Services Cleaning & Refuse Repair5 & Renewals Printing, Stationery & Postage Bank CharBes Accountancy Charges Subscriptions & LI￿nceS Sundry Expenses 382 668 2629 633 3450 9117 34539 121 135 950 1649 733 55006 1685 565 1884 2331 384 3500 8910 15259 46 91 920 843 368 35101 Capital Expenditure- Fixtures, Fsttings & Equipment TOTAL PAYMENTS 351Ql NEf DEFICIT 1118871 170261 OPENING BALANCES AT BANK 25465 32491 CL ING BALANCESAT BANK & CASH IN HAND 13578 HdL STIJ luax Janoo IIèMSPJa4dè4S suapjeg pjeujag L T iuEiuno))v paJèue4) qqam IJ 9 EZOE JaqUlaAON z .'aiea '.pau8is 'uoiipuiwexè iuapuadapui ue io yed SE pajapisuo? Jaiieuj e iou Sl yJl4M MalA,Jiei pup anjj, e èAI8 siuno))e ayi Je41 iuawajinbaj AUE ue41 Ja410 8001 5uoiipin8a¥15iJoda¥ pue sJuno?)vl saiiiJe4) a41 ui ino lès sJuno>)e io juaiuo) PUE WJOJ a4J 2uiuJaJuo) SiUèLuèJinbaJ aiqp)Iiddp a4141IM Aidwoj Jou pip sJuno))e a41 Jo '.spJoJaJ 8ui)uno??P aill IIJIM PJOJJE JOU pip siuno))e a4J Jo '.pv sai JiJ?u J au J JO OET UOIJ)aS 4JIM aJuepJo))e ui Jdè¥ Jou èjam 5PJO)aJ 8uiiunoJJE a41 'i)adsaJ IElJalEW Aue 'ui jeyi ahallaq O) asne) aw saAI3 4)14M UQ!IUallE oi èwo) aAe4 sjèupw ieiJaJELU OU 'UOIJEUIWEXè ALU 4IIM u0lpailu￿ UI IN31N31VIS S.)J3NIWVX3 IN3QN3d30NI 'MOlèq juèwai?￿ ayi u! Jno ias 5JauEW as041 oi pajiwii si Jjodèj èy) pue MèIA giei PUE anji, E iuasajd sJunoJJE a41 Jaylaym 01 SE uèAI8 si uoiuido ou Ai Juanba5UOJ PUE 'Jipne ue ui pèjinbaj aq pinom IEUI a)iA?PIA? ayi lie ap!AoJd iou op ua¥eyapun saJnpa)oJd a41 'sJaupw 4)ns Aue 8uiuJè)uo) saaisnji ayi ujoji suoiieuEidxa 3uiièas puÈ'siunoJ)e èyj ui saJnsoi)sip Jo swaii ien5nun AUE 40 UOI3EJap!suoJ sapni)ui osie Ji 'spJo)aJ asou J Uilm pajuasajd s Juno))p a41 Jo uosijedwo) e pue A)iJpy) ay) Aq ida4 spJo)aJ ?ui Juno))e èyj JO M?IAaJ e sapnijui uoi J?uituexa uv -uoigsiuJuio) AJiJp4) ayl Aq UaAI8 suoi J)aJia IEJaua8 4J!M a)uepJo))p ui ino paijjv) spm uoiieuiwExa A IN3V431VIS S.¥3NIWVX3 IN3QNad3QNI *0 SISV8 'uoiJuaJip Aw OJ awo) aAPI4 SJaUEW JeinJiyEd Jayjaym alei5 01 PUE 'J)V Sall!JEi4J èyl Jo Iqlls15tr[ uoii)as Japun U015siwwoJ ￿lJE4? ayl Aq uaAI8 su01paJia ieJaLJa8 a4J Ul UMOP pipl saJnp?)oJd a41 MOIIOI 01 'uv saiiiJe4) auj Jo SVT uoipas Japun sJuno))e au J auiwexè .'oJ A)IiiqisuodsaJ Aw 51 JI -papaau si uoiieuiwEKa iuèpuadopui ue Jeyi pue Ipv sèiiiJeyJ a4)I TTO£ J)V saiJiJpu) aui Jo trtr[ uo!JJas Japun JEaA siyi Joi pajinbaj iou $1 Jlpne ue ieyi Jèpisuo) saèjsnji 5JiiJe4J aui 'siuno)Je ayi Jo u01 JeJedaJd a41 Joi aiqisuodsaj èje aèuiwwoj èyi 'AJiJey) ayi Jo saèJsnJL sv ¥3NlWVXa aNV $3aisn¥i 40 S3111l1glSNOd53113All33dS3¥ ÉZOI IJ39W31dJS 0£ 030N3 ¥V3A 3HI Yoa SINno))V 3HI NO 98LT8I )J3gwnN IIIIJVH)- 3IILINWO)IN3W39VNVW IIVH 39VIIIA 3N¥34-31-13dV) OII¥Odl¥ S,¥ININVXI LNiaNld3aNI