Regfistered Charity Number 1077992 East Dean & Friston VILLAGE HALL East Dean and Friston Village Hall Trust Trustees, Annual Report and Accounts For the year ended 31 March 2025
East Dean and Friston Village Hall Trust Annual Report and Accounts for the year ended 31 March 2025 Contents Page Annual Report Legal and administrative information Annual review Independent Examlner's Report Recelpts and Payments Account Statement of Assets and Llabllltles Notes to the Accounts Page 2
East Dean and Friston Vlllage Hall Trust Annual Report for the year ended 31 March 2025 Legal and admlnlstrative information Legal Status The Trust Is a Registered Charity- number 1077992, established by a charltable trust deed on l July 1999. Objects The provision of a village hall for the use of the inhabitants of the Parish of East Dean and Frlston. Addltlonal Informatlon The Hall was built and equipped using funds provided by East Dean and Friston Parish Councll, the East Dean and Friston Fundraising Trust and with Natlonal Lottery and other grants. The Trust meets the cost of Insurin8 the Hall and its contents and of providing Trustee Indemnlty cover. Management Commlttee and Trustees The followln8 Trustees held office during the year ended 31 March 2025: Wllliam Hallett- Chulrmon Martyn Fletcher * . Honorary Treasurer Stephanie Jane Carter Tony Deadman Paul Seeley Jo Taylor Lesley Durso The members of the management committee are elther appointed by the organlsation nomlnatlng them or elected annually by the community. Elected members are Indlcated by an asterisk I l. Trustee for the Charltv Under the Trust Deed, the East Dean and Frlston Parish Council holds the legal, leasehold title to the Hall as Custodian Trustee on behalf of the Charity. Prlnclpal Addres5 Vlllage Hall Village Green Lane East Dean Eastbourne, BN20 ODR Independent Examlner J R Caladine FCCA CTA FCIE Caladine Limited Chantry House, 22 Upperton Road, Eastbourne. BN21 IBF Re81stered charlty number 1077992 Bankers Barclays Bank plc Market Street, Hailsham, BN27 2AB Fund managers CCLA Investment Mana8ement Limlted One Angel Lane, London, EC4R 3AB Page 3
East Dean and Friston Village Hall Trust Annual Review for the year ended 31 March 2025 The Trustees present theirAnnual Report and Accounts forthe yearended 31 March 2025. Chairman's Re ort In the mid 19905, a group of villagers had a vision to provide the village with a new village hall that befitted the Parish of East Dean and Friston. Followin8 much hard work over many years in fund raisin8 and then being heavily involved in the design and construction phases. the Hall held its inaugural event in May 2000 and was formally opened in October 2(M)O. That group of people had the foresight to turn the aspiration into 3 reality. The village now has an excellent and well equipped facility of which we should be proud. This year marks our 25th anniversaryl The Trust will be holding a sllver jubllee event later in the year- watch this space. Fast forward 25 years and the Village Hall continues to operate efficiently and to a high Standard under the control of the Committee of Trustees, the Hall Manager and the Team Asslstant. The Trustees met formally on four occaslons during the year to direct the operation of the Hall, revSew the financial position and conslder future plans. Our Village Hall provides a wonderful space for whatever event you are planning. With two Halls of very different slzes, a modern kltchen and excellent parking facilities, we can accommodate most types of events. We are especially proud of our Communlty Events. We have a small events team, headed up by two of our Trustees and supported by a large team of enthusiastic volunteers from the village. Thanks to them, monthly coffee mornlngs, afternoon teas and village lunches are organised offerin8 home-made treats, warmth and company, and all are amazing value for moneyl The event5 team and volunteers also organise regular Film events, Quizzes and Blngo evenings In addltlon to special events. Most include meals and are often completely sold out, a testimony to their popularltyl Detalls of events are on our website or on the Village Website in additlon to fliers on the village notice boards. Additional volunteers are alway5 apprecSated and If you are Interested in Betting Involved either regularly or occasionally, please contact one of the Trustee5. Local clubs and societies meet regularly in the Hall and, In addltion, our Hall Manager, Tlna, and her assistant John, are happy to discu55 private events such as weddings, birthday celebrations and wakes to ensure that your special day Is a great success. For further details, please contact Tlna at her emall address, tina@edfvlllagehall.or8. As a reglstered charity, the Village Hall Trust has an obllgatlon to the local community to make a posltlve contrlbution to the public good. The objectlve of the Vlllage Hall Trust as written Into its constltutlon, can be paraphrased as: .to provide a Vlllage Hall for the use of the inhabitants of the Parlsh of East Dean and Fri5ton... .wlthout di5tinrtion of polltical, religious or other opinions.....for forms of recreation and leisure time occupatlon, with the objective of improving the conditions of life for those inhabitants... Throu8h the many Clubs and Societies who use and sUPPOrt the Hall regularly together with activities organised by our Community Event5 team, the Trustees believe we achieve the Hall's objective and satisfy our obligations a5 a charity. In addition to Its role as a community asset for marking landmark events, the Hall is also available for hlre to host private parties and wedding receptions, with full information on our web51te at http:l/www.edfvillagehall.org.uk. As the Hall matures, the Tru5tee5 are conscious of their duty to maintain and develop it to the high standard the community deserves. This requires prudent financial stewardship to sustain the Hall for the long term. The challenge continues. Thank you for your ongolng support in meetin8 that challenge. Page 4
East Dean and Friston Village Hall Trust Annual Review for the year ended 31 March 2025 Financial Performance The Financial statements are included at pages 7 to 9. For the year end 31 March 2025, the Hall generated total income of £84,58812024: £65,765) sUPPOrted by a very generous legacy of EIO,000 from the estate of Phyllis Burningham a long-term resident of East Dean - that the Trustees can use to support the charitable activitles of the Hall,. and a 51gnificant increase in income from fund raising events. A number of essential projett5 to maintain the fabric of the hall and upgrade fixtures were completed in the year, that together wlth Inflatlonary pressures on the cost of services and energy, increased overall expenditure to £73,421 from £67,426 in the previous year. Despite these cost pressure5, the Trustees restricted hire charge increase5 below inflation. The legacy was a key factor in the Trust delivering a surplus for the year of £11,16712024.. deficit of £1,661), The Community Events team are to be congratulated for staging a range of activities including bingo, quizzes and films that were well received and enthusiastically supported, which together with regular tea and coffee mornings made a fabulous contribution of over £12,000 to the Trust's reserves. Cash balances at the year-end amounted to £113,46312024: £102.2961, It is the Trust's policy to hold funds not Immediately required, in an interest bearln8 deposlt fund, The Trust maintalns f5nancial reserves to ensure the contlnulty of Its objectives over the long term, to enable it to respond to volatility In Income and provlde resilience to unforeseen events. The Trust has for many years operated policy of buildlng cash reserves to match annual gross expenditure, and whi15t the Trust currently operates with cash reserves comfortably above thls level, current high leve15 of inflation generate cost pressures for the future that require a prudent approach to reserve management. The Trust is well posltioned to 5UStaSn its objertives over the long term. There 15, however an Increased likelihood of cash deficit5 over the coming years as the costs of malntalning and investing In the fabric of the Hall increase. A review is undertaken annually taking account of the need to malntaln the Hall to a high Standard. The repair and operatlon of the Hall is under constant review. The need to SU5taln the fabrlc of the bulldlng will inevitably requlre regular, Incremental increases In hlre fees. The pricing structure continue5 to 5ubsld15e local organisation5 at below cost rates. The Trustees have not identified any unlnsured major rlsks to which the Charlty Is exposed. Public Beneflt A5 a Charltable Trust, the Trustees have an obli8atSon to the local communlty to provide a public benefit, the Sustainable delivery of which form5 a key objective In their stewardship and management of the Hall. The Trustees maintain the Hall to an excellent standard, and aim to provide affordable hire rates to Users of the Hall, whllst carefully monitoring and controlling operating and maintenance costs to ensure cash reserves remain sufficient. The Trustees remain confident that they are compliant wlth their duty to provide public benefit in accordance with the guidance given by the Charity Comrni551on. They continue to explore Innovative ways of providing the required benefits. Acknowledgements My heartfelt thanks to Tina and John for the efficient operation of the Hall throughout the year. They are on hand at all hours to support our collective endeavours and we never take their labours for granted. Thank you to all the Trustees who seNed during the year, for givlng up so much of your time freely to play your vital role in effective and supportive governance. Your energetic support and unstintlng contribution helps the Hall thrive and be the asset to the community that It Is. Wllliam Hallett Chairman Dated.. 24 June 2025 Page 5
East Dean and Friston Village Hall Trust Independent Examiner's Report to the Trustees of East Dean and Friston Vlllage Hall Trust I report to the Members of the Management Commlttee on my examination of the accounts of East Dean and Friston Village Hall Trust for the year ended 31 March 2025. Responsibilltles and basls of report As the trustees of the charity, you are responslble for the preparation of the accounts in accordance with the requlrements of the Charltles Act 2011 (the 2011 Act). I report In respèct of my examination of the charlty's accounts carrled out under sertlon 145 of the 2011 Act. In carrying out my examlnatlon, I have followed all the appllcable Directions given by the Charlty Commission under section 145151 Ibl of the 2011 Act. My examination was carried out In accordance with the general Directlons glven by the Chèrity Commlsslon. An examlnation Includes a review of the accountlng records kept by the charlty and a comparison of the accounts presented wlth those records. It a150 Include5 Conslderatlon of any unusual items or disclosures In the accounts, and 5eeklng explanatSons from you as tru5tee5 concernln8 any such matters. The procedures undertaken do not provide all the evldence that would be requlred in on audlt and consequently no opinion Is glven a5 to whether the account5 present a 'true and falr vlew, and the report Is limlted to those matters set out in the next statement. Independent examiner'$ Statement I have completed my examlnatlon. I cornfirm that no matters have come to my attention in connectlon wbth the examSnation giving me cause to belleve in any materlal respect: 11 accountlng records were not kept In respect of the charity as requlred by section 130 of the 2011 Act.. or 21 the accounts do not accord with those records. I have no concerns and have come across no other matter5 In connectlon wlth the examinatlon, to which attentlon should be drawn In thls report, in order to enable a proper understanding of the accounts to be reached. J R Caladlne FCCA cfA FCIE Caladlnè Umlted Chantry House, 22 Upperton Road, Eastbourne, 8N21 IBF Dated: luz Page 6
East Dean and Frlston Village Hall Trust Receipts and Payments Account for the year ended 31 March 2025 Notes 2025 2024 Income Hall hire S3,701 378 49,474 663 Donatlons received, Including gift aid Interest from funds on deposit 4,218 58,297 54,200 Community fundraising event5 income Legacles received 16,291 10.000 11,565 Totsl Income 84,588 65,765 Expendlture staff costs 18,102 468 17.672 432 Pension contrlbutlons 18,570 Premlses and fa¢llltles Rent Rates 807 758 10,725 6,538 841 12,495 5,932 731 CleanlnB Garden and landscaping Equipment Expensed Repairs and malntenance 2.400 22,650 43,961 1,121 19,857 40,894 Admlnlstratlon Println& postage and statlonery Licences and subscrlptlons In5uran¢e 334 525 1,857 1,748 1,386 922 1,438 1,601 1,602 Independent examlnatlon & other professlonal fees Webslte Charltable donatlons made Sundry 150 345 410 6,742 6,484 Total expendlture, ex¢ludlng fundralsing 69,273 65.482 Community fundralslng event5 expenditure 4,148 1.944 Total expendlture 73,421 67,426 Cash 5urplusldeflclt for the year 11,167 (16611 Opening Cash Balances l April 102,296 103 957 aoslng Cash Balance5 31 Mar(h 113,463 Page 7
East Dean and Friston Village Hall Trust Statement of Assets and Liabilities at 31 March 2025 2025 2024 Notes Cash Funds CCLA interest bearing Money Market fund Barclays Cash in hand 81,193 32,270 87,197 15,099 As per Recelpts and Payments Account 113,463 102,296 2025 2024 Other Current Assets and Llabllltles Debtors and prepayments Stock Creditors and accruals Donation in 2015 held forfuture maintenance 1,696 3,902 70 {10,540J (5,434) (9,745) Net Current Llabllltles {8,0491 (12,002) The decrease in net current liabilitie5 shown above of £3,95312024.. decrease of £3,394) is shown for information only and is not included in the receipts and payments account. 2025 2024 Assets retained for the Charlty's own use Leasehold land and buildings at cost Net book value on depreclated cost basis 458,445 363,224 458,445 366,892 Furniture, fixtures and fittings at cost Net book value on depreciated cost basis 63,138 1,826 63,138 2,148 The net book values above are stated on the basis that the village hall and the land on which it stands are written off on a straight line basis over 125 years, being the period of the leasehold interest and that furniture, fixtures and fittings are written off over their anticipated useful life on the reducing balance basis, unless such assets have previously been expensed. The financial statements on pages 7- 9 were approved by the Trustees on 24 June 2025 and signed on their behalf by: William Hallett- Trustee Martyn Fletcher- Hon Treasurer Page 8
East Dean and Friston Village Hall Trust Notes to the Accounts for the year ended 31 March 2025 l. Basis of Accountlng al In accordance with Charlty Commission Regulations, the Trust Is not required to prepare accounts on the Accruals AtcountlnB basis as the Trust's gross income falls below the minimum level required. These account5 have therefore been prepared on the Receipts and Payments basls. Thls method of reporting takes account of the movement in cash balances only and does not Include changes to other net current assets and liabilities which would otherwise have a material impatt on the financial results. In viewlng the accounts due attention should therefore be given to the worklng capital analysis shown on page 8. bl Cash recelved In respett of hall hire5, includlng advances and refundable deposlts, Is recognised as Hall Hire Retelpts when the cashls received. cl Recelpts and payments In respect of communlty events are retognised In the accounts when the cash Is recelved or pald, dl Other payments are recognlsed in the accounts when payment is made. el Grants applied for, donation5 and legacies. and any Income Tax refunds on deeds of covenant and glft ald donation5 are cognlsed In the accounts when recelved. 2. Investment polky and oblectlves The Trust ha5 no long term Investments. Cash balances are held In money-market and deposlt accounts. 3. Credltors •nd gc¢rua15 2025 2024 Amounts received In advance for future events Accruals 4,541 5,204 4,609 5,931 9,745 10,540 4. Donatlon In 2015 held for future malnteThan¢e 1025 2024 Original donatlon brought forward Applled In year 5,434 15,4341 5,434 Donatlon carried forward 5,434 S. Trustees Durlng the year ended 31 March 2025 there were no transactlons wlth related partles12024.' none). None of the Trustees recelved any remuneratlon for thelr servlces to the Trust durlng the year.12024., NIII. Included wlthln the Recelpt5 and Payments account on page 7 are various payments totallln8 £1,576 made during the course of the year ended 31 March 2025 to 4 Trustees12024.. £2,099 to 4 Trustees) as reimbursement of expenditure wholly and necessarilv incurred In the runnin8 of the hall or supporting fundralslng events. 2025 2024 Premlses and facilitie5 Administration Community fundraising events expenditure 71 270 1,235 409 283 1,407 1,576 2.099 Page 9