## **WYE VILLAGE HALL & RECREATION GROUND CHARITY** ## **REPORT AND FINANCIAL STATEMENTS** **FOR THE YEAR ENDED** ## **31 DECEMBER 2024** **Charity Registration No. 302899** **WYE VILLAGE HALL AND RECREATION GROUND CHARITY – Registration No. 302899** ## **Report and Financial Statements for the year ended 31 December 2024** ## **CONTENTS** **Page No.** REPORT of the TRUSTEES ........................................................................................................................................... 3 Reference & Administrative Details........................................................................................................................ 3 Structure ................................................................................................................................................................ 4 Governance and Management ............................................................................................................................... 4 Recruitment, induction and training of new trustees ............................................................................................. 4 Objectives and Activities ........................................................................................................................................ 5 Achievements and Performance in the Year .......................................................................................................... 6 Report from the Chair – Jo Rall ............................................................................................................................... 6 Hall Bookings Manager Report – Justine Haskell .................................................................................................... 7 Fundraising ............................................................................................................................................................. 7 Financial Review ..................................................................................................................................................... 7 Reserves Policy ....................................................................................................................................................... 8 Statement of the Trustees’ Responsibilities ........................................................................................................... 8 INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES ............................................................................................ 9 STATEMENT OF FINANCIAL ACTIVITIES – FOR THE YEAR ENDED 31 DECEMBER 2024 ............................................. 10 BALANCE SHEET AS AT 31 DECEMBER 2024 ............................................................................................................. 11 NOTES TO THE FINANCIAL STATEMENTS .................................................................................................................. 12 Page **2** of **16** **WYE VILLAGE HALL AND RECREATION GROUND CHARITY – Registration No. 302899 Report and Financial Statements for the year ended 31 December 2024** ## _REPORT of the TRUSTEES_ ## Reference & Administrative Details ## **Trustees** |**Trustees**|| |---|---| |**Name**|**Group/Society Affiliation**| |Joanna(Jo)Rall(Chair)|Parochial Church Council/Appointed Member| |Russell Cook(Vice-Chair)|Royal Airforce Association| |Debra Endacott(Treasurer, appointed 16thApril 2024)|Appointed Member| |Diane Reece(Secretary)|Appointed Member| |David Reece|Co-opted Member| |MaryStewart|Our Place Wye| |Hagan White|Wye Gardeners| |PennyHaynes|Wye with Hinxhill Parish Council| |John Mansfield|Wye Tennis Club| |Ruth Judge|Wye Scouts| |Pat Marsh(appointed 25thSeptember 2024)|Wye with Hinxhill Parish Council| |Margaret Davies|Wye Arts| |Rose Williams|Women’s Institute| |Cadie Albertini(resigned 16thApril 2024)|LadyJoanna Thornhill(Endowed)PrimarySchool| |Fiona Miller(Treasurer,resigned 16thApril 2024)|Wye with Hinxhill Parish Council| **Charity Number** 302899 **Principal Address** Bridge Street Wye Ashford Kent TN25 5EA ## **Independent Examiner** Alex Finlow FCA 5 Wear Bay Rd, Folkestone CT19 6AT ## **Bankers** Lloyds Bank PLC Page **3** of **16** **WYE VILLAGE HALL AND RECREATION GROUND CHARITY – Registration No. 302899 Report and Financial Statements for the year ended 31 December 2024** ## Structure The unincorporated charity is registered with the Charity Commission under number 302899. The Charity was established under a Vesting Deed dated 11[th] July 1977. The custodian trustee is the Wye with Hinxhill Parish Council. ## Governance and Management Three trustees are elected at the Annual General Meeting, two are appointed by the Parish Council and up to sixteen are appointed by not-for-profit user organisations. The charity has entered into a lease and a licence on the recreation grounds. Wye Tennis Club manages the five tennis courts and club house on the grounds under a seven-year lease commencing on 1[st] January 2016. This came up for renewal in January 2023 and with the addition of the Padel Court increased the lease rental income. In April 2014 a licence was granted to the Parish Council for the remainder of the recreation ground. Under the terms of the licence the Parish Council maintain responsibility for this area which contains a children’s play park and a multi-use games area and the playing field. ## Recruitment, induction and training of new trustees Prospective trustees are introduced to the charity and speak to existing trustees to understand the role. If they are interested in taking this further, they are invited to observe a trustee meeting, followed by an informal meeting with the Chair. They are provided with an information pack about the Charity and the responsibilities of being a trustee, which they take away to peruse. If they decide to become a trustee, they are co-opted on to the management committee by being proposed and seconded by existing trustees at the next meeting. New trustees are inducted into the organisation through conversations with the Chair and trustees, visits to the hall and are given relevant background information about the charity. The induction process is designed to ensure that they fully understand their roles and responsibilities as well as the objectives, activities and ethos of the charity. Page **4** of **16** **WYE VILLAGE HALL AND RECREATION GROUND CHARITY – Registration No. 302899 Report and Financial Statements for the year ended 31 December 2024** ## Objectives and Activities The object of the Charity is to provide, or assist in the provision of, facilities for recreation or other leisure-time occupation, for the inhabitants of Wye and the neighbourhood thereof. The facilities are provided in the interests of social welfare with the object of improving the conditions of life for the said inhabitants. The Charity manages the Village Hall facilities, which comprise: Large hall with full kitchen facilities, patio and enclosed garden Small Hall with full kitchen facilities, patio and enclosed garden - Small Meeting Room – coffee making facilities (the sliding partition may be opened to provide an inviting reception area for large parties in the Large Hall) Pavilion with coffee making facilities and a veranda with views over the Recreation Ground Car Parking facilities The halls are hired out for private, one-off functions and for regular/semi regular use mainly by not-for-profit organisations that are providing a service to the local community. The organisations making regular use of the halls includes the following: Wye Under Fives Preschool, Wye Under Fives Parent and Toddler Group, various Pilates groups, Musika, MG Dance, Our Place Community Lunch, Wye Bridge Club, U3A Bridge & U3A Book Group, 2nd Wye Scouts (All sections), Wye Table Tennis, RAF Assoc, Wye Gardener’s Society, Wye Arts, Wye Village Community Choir, Sungate workshops, The Squirrels Home Education Group and the Sophrologists. The five tennis courts and Padel Court on the recreation ground are managed by Wye Tennis Club in accordance with a licence that ensures access to the courts by non-members of the club. There is also a small play park on the recreation ground with equipment suitable for children up to the age of about eight. The play park is open 24 hours a day throughout the year. In 2014 a multi-use games area (MUGA) was built on the recreation ground. This games court can be used for netball, football, basketball etc. The recreation ground is now managed by the Parish Council in accordance with a licence granted in April 2014. The Charity’s activities clearly provide identifiable public benefits for the community related to the Charity’s aims. Trustees have read the guidance on public benefit issued by the Charity Commission. All the Charity trustees are volunteers, all but three of whom are appointed by voluntary community groups in Wye. The chair, treasurer and secretary are elected trustees who serve in a voluntary capacity. The Charity employs a Hall Manager and contracts a cleaner however, without the extensive contribution of volunteers, could not function. Page **5** of **16** **WYE VILLAGE HALL AND RECREATION GROUND CHARITY – Registration No. 302899 Report and Financial Statements for the year ended 31 December 2024** ## Achievements and Performance in the Year ## Report from the Chair – Jo Rall Wye Village Halls go from strength to strength and in 2024 we have consolidated our place in the community as an excellent venue for meetings, community gatherings and parties. In 2024, we conducted a comprehensive Car Park Survey over several days and weeks. The data revealed that Lady J Thornhill School's parents and staff were the primary users, followed by Hall users and the Tennis Club. Although the Village Hall Car Park is adequate for its intended users, parking pressure arises mainly from Lady J School users. To address this, we repainted sections of the car park, designating bays near the hall as "Hall Only," and urged the school to remind parents and staff to park elsewhere when possible. We increased signage at the entrance and around the car park and conducted spot checks throughout the year. These measures have alleviated some pressures, but continued management is needed during peak times. I would like to thank the following for their kind donations towards the project: Wye Tennis Club £2,000, the Earle-Drax Foundation £1,000, CPFC £649 and KCC £500. Unforeseen maintenance costs for electrical upgrades occurred in 2024, with more work needed in early 2025. We used budgeted funds from the boiler replacement for this maintenance, as the Large Hall boiler is stable. Our finances remain strong. The Management Committee agreed to decrease our reserves to £30,000. To maintain financial health, we need to boost our funding over the next 2-3 years. A full review of our hire charges will take place mid-2025. This year, we have observed a notably, but low number of incidents related to noise and anti-social behaviour. The Management Committee promptly convened to discuss and implement measures to prevent such issues in the future. At the end of 2024, Justine Haskell, the Hall manager for the past 14-15 years, gave her notice. Known for her quiet and diplomatic relationship with everyone, she has been an integral part of the Hall management, and we wish her success in her future endeavours. The future candidate will need to have good local knowledge and excellent communication and business skills. We aim to increase weekend bookings for our halls, Pavilion, and Meeting Room, and boost community engagement. To achieve this, we are inviting our nearest neighbours to a pre-AGM social event with a Q&A session. Page **6** of **16** **WYE VILLAGE HALL AND RECREATION GROUND CHARITY – Registration No. 302899 Report and Financial Statements for the year ended 31 December 2024** ## Hall Bookings Manager Report – Justine Haskell 2024 was another very busy year for the village hall. There were two wedding receptions in July that made full use of the halls and the beautiful outside space. The weekend bookings of children’s parties, big birthdays i.e. 50[th] , 60[th] or 80th parties, craft fairs, christenings, fundraising events for local groups e.g. WWINK & the Green Party, and Christmas parties for families and groups, remained strong all year. Also, some new groups started to use the hall as a stop for running and cycling events, so it was a rare weekend without an event of some sort. Both old and newer groups are still using the halls as their hub and home e.g. MG Dance, Wye Village Community Choir, Wye with Hinxhill Parish Council, Sungate, U3A, the Wye Gardeners, Wye Under Fives, Wye Bridge Club, Sophrologists, various Pilates classes, the 2nd Wye Scouts, Our Place Wye, Wye Arts and RAFA. Newer groups include an Ashford BME Assoc. School Holiday Club, a Sewing Bee, ACE Tutor exams and a Cross-Stitching Group. Annual or semi-regular events that returned: Pilgrims Hospice used the hall as the end point for their annual fundraising Pilgrims Hike, with sturdy support in the car park from committee members due to the Lady J Summer Fair being held on the same date. Ashford Twinning Association held a lunch at the hall for their counterparts from Bad Munstereifel and Kadampa Meditation held workshops; the Christmas Countdown fundraising Christmas fair and the Friends of Lady J Fireworks Extravaganza took place again and Tropical Crop Consultants held a weeklong international workshop in the small hall. We look forward to 2025, though I will have handed over the reins to someone else by the time of the AGM. I will miss all the activity and people that make the hall a special place but expect the hall will welcome new groups and continue to be busy or even busier. ## Fundraising The Charity’s principal sources of regular funds comprise hire fees from the letting of the Reece Pavilion, Small Hall, Large Hall and Meeting Room. Donations from 4 sources were received to fund the Hall’s car park upgrades, total £4,149. ## Financial Review There was a 4% decrease in lettings income in 2024 to £52,182 (2023: £54,352), however, all the Halls were regularly used. Total income increased to £57,503 in 2024 (2023: £55,738) as this included the donations totalling £4,149 for the car park upgrades. Total costs increased to £89,694 in 2024 (2023: £77,608) primarily due to the car park upgrades £4,140 and higher electricity and gas costs. Cash at bank decreased to £34,456 in 2024 (2023: £37,567) Page **7** of **16** **WYE VILLAGE HALL AND RECREATION GROUND CHARITY – Registration No. 302899 Report and Financial Statements for the year ended 31 December 2024** ## Reserves Policy The Trustees’ policy is to maintain a level of reserves which will provide a stable base for its continuing activities whilst at the same time ensuring that funds are not unnecessarily accumulated. The reserves policy has been reviewed by the Trustees, and they have concluded that the free reserve should be at least £30,000. This will ensure that loan repayments can be made, and the charity can continue to keep the halls and recreation ground in good order. The Trustees approved this decrease at their meeting in November 2024. If the charity is unable to generate letting or grant income, the charity will be able to pay insurance, utility, maintenance, and other fixed costs for a period of at least a year. At the end of 2024 our free reserve was £28,609 (2023: £32,865). This is below our target and was due to the significantly higher utility costs incurred in 2024. The trustees will continue to monitor reserves to ensure they remain adequate but not excessive. To meet the minimum £30,000 free reserve, we have increased our hire fees across all our facilities and will continue to monitor these versus other similar local village halls. We will also be reviewing all our contract costs even closer to ensure best value. ## Statement of the Trustees’ Responsibilities The Trustees are responsible for preparing the financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the income and expenditure of the charity for that period. In preparing those financial statements, the Trustees are required to: - select suitable accounting policies and then apply them consistently; - observe the methods and principles in the Charities SORP; - make judgements and estimates that are reasonable and prudent; - state whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements; - prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in business. The Trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity and to enable them to ensure that the financial statements comply with the Charities Act 2011. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud or other irregularities. The trustees meet quarterly and review the management accounts, fundraising forecast and cashflow analysis. The trustees believe that the charity is a going concern and for this reason, the going concern basis for the preparation of the financial statements is considered valid. Approved by the Trustees 16th April 2025 and signed on their behalf by: ………………………………………………………….. Jo Rall, Chair Page **8** of **16** **WYE VILLAGE HALL AND RECREATION GROUND CHARITY – Registration No. 302899 Report and Financial Statements for the year ended 31 December 2024** ## _INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES_ This report on the financial statements of the Charity for the year ended 31 December 2024, which are set out on pages 10 to 16, is in respect of an examination carried out in accordance with the Charities Act 2011 (‘the 2011 Act’). ## **Respective Responsibilities of Trustees & Examiner** As Trustees of the Charity, you are responsible for the preparation of the financial statements. You consider that the audit requirement of the Regulations and section 144(2) of the 2011 Act does not apply and that an independent examination is needed. It is my responsibility to: - examine the accounts under section 145 of the 2011 Act; - to follow the procedures laid down in the General Directions given by the Charity Commission (under section 145 (5) (b) of the 2011 Act); and - to state whether particular matters have come to my attention. My work has been undertaken so that I might state to the Trustees those matters I am required to state to them in an independent examiner’s report and for no other purpose. To the fullest extent permitted by law, I do not accept or assume responsibility to anyone other than the Charity Trustees, as a body, for my work, for this report or for the opinions I have formed. ## **Basis of Independent Examiner’s Report** My examination was carried out in accordance with the General Directions given by the Charity Commission under section s.145(5)(b) of the 2011 Act. That examination includes a review of the accounting records kept by the Trustees and a comparison of the accounts with those records. It also includes considering 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 I do not express an audit opinion on the view given by the accounts 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 in accordance with section 130 of the 2011 Act, and - to prepare accounts, which accord with the accounting records and comply with the requirements of the 2011 Act and the Regulations 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. 21/05/2025 Mr Alex Finlow FCA Date 5 Wear Bay Rd, Folkestone CT19 6AT Page **9** of **16** **WYE VILLAGE HALL AND RECREATION GROUND CHARITY – Registration No. 302899 Report and Financial Statements for the year ended 31 December 2024** _STATEMENT OF FINANCIAL ACTIVITES – FOR THE YEAR ENDED 31 DECEMBER 2024_ All transactions are derived from continuing activities. All recognised gains and losses are included in the Statement of Financial Activities. The notes on pages 12 to 16 form part of these financial statements. Page **10** of **16** **WYE VILLAGE HALL AND RECREATION GROUND CHARITY – Registration No. 302899 Report and Financial Statements for the year ended 31 December 2024** ## _BALANCE SHEET AS AT 31 DECEMBER 2024_ The notes on pages 12 to 16 form part of these financial statements Approved by the Board of Trustees on _16[th] April 2025 and signed on their behalf: ________________________________________________ Jo Rall, Chair Page **11** of **16** **WYE VILLAGE HALL AND RECREATION GROUND CHARITY – Registration No. 302899 Report and Financial Statements for the year ended 31 December 2024** ## _NOTES TO THE FINANCIAL STATEMENTS_ ## **1. Accounting Policies** A summary of the principal accounting policies adopted, judgements and key sources of estimation uncertainty in the preparation of the accounts are laid out below. ## 1.1. **Basis of accounting** These accounts have been prepared under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant accounting policies below or the notes to these accounts. The accounts have been prepared in accordance with: - The Statement of Recommended Practice: Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102), the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102). - And the Charities Act 2011. The charity constitutes a public benefit entity as defined by FRS 102. The accounts are presented in sterling and are rounded to the nearest pound. ## 1.2. **Assessment of going concern** The trustees have assessed whether the use of the going concern assumption is appropriate in preparing these accounts. The trustees have made this assessment in respect to a period of one year from the date of approval of these accounts. During 2024 the charity’s cash position weakened from £37,567 to £34,456, mainly due to the significantly higher electricity and gas costs, an increase on 2023 costs of £8,214. This was partially offset by lower repairs and maintenance costs compared to 2023. Despite this increased expenditure, the free reserve of the charity is close to its target of £30,000. This target was part of the 2025 budget setting process and gives the trustees confidence that the charity is a going concern ## 1.3. **Critical accounting estimates and areas of judgement** Preparation of the accounts requires the trustees and management to make significant judgements and estimates. The items in the accounts where these judgements and estimates have been made include estimating the useful economic life of tangible fixed assets. ## 1.4. **Income** All income is included in the statement of financial activities when the charity is entitled to the income, receipt is probable, and the amount can be quantified with reasonable accuracy. The following specific policies are applied to particular categories of income: - Donations are recognised as income when receivable. Grants and legacies accounted for as soon as notified of legal entitlement and the amount due. Funds raised by fundraising events are accounted for gross. - Investment income is accounted for in the period in which the charity is entitled to receipt. Page **12** of **16** **WYE VILLAGE HALL AND RECREATION GROUND CHARITY – Registration No. 302899 Report and Financial Statements for the year ended 31 December 2024** - Donated Services and facilities are included at the value to the charity where this can be quantified. The value of services provided by volunteers has not been included in these accounts. ## 1.5. **Expenditure** Expenditure is recognised on an accruals basis as a liability is incurred. Charitable expenditure comprises those costs incurred by the charity in the delivery of its activities and services for its beneficiaries. It includes both costs that can be allocated directly to such activities and those costs of an indirect nature necessary to support them. All costs are allocated between the expenditure categories in the statement of financial activities based on the use of the resource. Governance costs are included with support costs. ## 1.6. **Assets and Liabilities** - 1.6.1 Tangible fixed assets for use by the charity - Expenditure on buildings or fixtures and fittings are capitalised if more than £2,000, and are depreciated at the following rates: - Buildings - 2% straight line per annum. - Fixture and fittings – 20% straight line per annum. - The value of the land and occupational leases is unknown and is not contained in the asset values. ## 1.6.2 Debtors Debtors are recognised at their settlement amount, less any provision for non-recoverability. Prepayments are valued at the amount prepaid. They have been discounted to the present value of the future cash receipt where such discounting is material. ## 1.6.3 Cash at bank and in hand Cash at bank and in hand represents such accounts and instruments that are available on demand or have a maturity of no more than six months from the date of acquisition. ## 1.6.4 Creditors and provisions Creditors and provisions are recognised when there is an obligation at the balance sheet date as a result of a past event, it is probable that a transfer of economic benefit will be required in settlement, and the amount of the settlement can be estimated reliably. Creditors and provisions are recognised at the amount the charity anticipates it will pay to settle the debt. They have been discounted to the present value of the future cash payment where such discounting is material. ## **1.7 Funds** Unrestricted funds are donations and other income receivable for the objects of the charity without further specific conditions and are available as general funds. Designated funds relate to those capital assets which cannot be easily liquidated by the charity, such as land and buildings. This also includes donations with specific conditions and so not available as general funds. ## **1.8 Taxation** Wye Village Hall and Recreation Ground Charity is a registered charity and therefore is not liable to income tax or corporation tax on income derived from its charitable activities, as it falls within the various exemptions available to registered charities. Page **13** of **16** **WYE VILLAGE HALL AND RECREATION GROUND CHARITY – Registration No. 302899 Report and Financial Statements for the year ended 31 December 2024** ## **Trustees’ expenses** No expenses were paid to any trustees in 2024 (2023: £nil) ## **Independent Examination** The Independent Examiner received no remuneration in respect of the 2024 examination. The Independent Examiner received no remuneration in respect of the 2023 examination. ## **Paid employees** The charity employed 1 employee during the year (2023: 1) ## **Related party transactions** There were no related party transactions (2023: none) Page **14** of **16** **WYE VILLAGE HALL AND RECREATION GROUND CHARITY – Registration No. 302899 Report and Financial Statements for the year ended 31 December 2024** The Charity Commission 'Scheme' 302899 dated 11 July 1977 merged the two charities of the Wye Public Hall and the The Sports Field under the title of The Wye Village Hall and Recreation Ground Charity. It appointed Wye Parish Council as Custodian Trustee. The deeds for the land 'and the buildings thereon' were 'vested' in the Custodian Trustee. The PC is therefore the titular owner. Page **15** of **16** WYE VILLAGE HALLAND RECREATION GROUND CHARITY- Registration No. 302899 Report and Financial Statements for the year ended 310ecember 2024 Analysis of net assets bEfv￿n ffiJnd$ 2024 Totsl 2023 Total Unrèstr1ct￿ Dèslgnatèd Unrestrlcted Daslgnatad Fixed assets Current assets Cu￿ent lia￿-litieS Long tèrm liabilrties 1.052,220 1.052.220 35.942 35 942 16.3431 16.3431 990 990 28.609 1.052.220 1.080.829 1.080.155 1.080,155 40.281 40,281 13.5031 13.5031 3.913 3.913 32.865 1.080.155 1.113.020 Funds Unre5tiicted fund5 ale donations and other incotne iecewatAe foi the objects of the charity bTrithout further specthc conditions and are available as general funds. AS at Incoming Resources 01.01.24 Resources Expended Movefflent for year Transfers for year Asat 31.12.24 Unre5tiicted Designated 32.865 1.080.155 1,113.020 57.503 161.7591 27.935 89,694 14.2561 27.935 32,191 28.609 1.052.220 1,080,829 57,503 Dejignaied comprise ihe Wye Village hall buildingj. AS ai Incomlng Rasourcès 01.01.23 Resources Expended Mo¥èmènt foi yeai Transfèrs foi yeai Asat 31.12.23 9b 9b Unrestricted Designated 43.338 1.091552 1,134.890 55.738 151.5951 26.013 4.143 26.013 21,870 114.6161 32.865 14,616 1.080.155 1,113,020 55.738 Page 16 of 16