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2023-07-31-accounts

Trustees’ Annual Report for the period

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Section A

Reference and administration details

Charity name

Danbury Village Hall

Registered charity number (if any) | 1168979

Charity's principal address | 2 Main Road

Chelmsford

Names of the charity trustees who manage the charity

F Name of person (or body) if an

4[MurrayWiman— [SCdSSCSC~“—~S~s—ssC‘<‘SSS Ce a

Names of the trustees for the charity, if any, (for example, any custodian trustees)

[Name SSSSCSC”SDat’s acted if ntot for whoolle year

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Names and addresses ofadvisers (Optional information)
Type ofadviser
Name
Address
Bank
BarclaysBank
OctagonHouse,Gadbrook Park, Northwich,CW97RB
Independent Examiner
{Mrs Sally Coughlan
 4 Hopping Jacks Lane, Danbury, Essex, CM34PN
Beavis Partnership
Rochester House, 275 Baddow Road, Chelmsford,
Essex CM2 7QA
Name ofchiefexecutive ornames ofsenior staffmembers (Optional information)
Section B
Structure, governance and management
Description ofthe charity’s trusts
—
;
Indenture dated 18 Jul 1911, as amended byScheme dated 19 Oct 1966,
row
thecharity isconstituted Asamended bySchemedated 17Jun2016, asamended by Resolution
dated 27 Jun 2016.
Thietes selection methods All trustees, otherthanex officio trustees, retirefrom office attheAGM but
may be re-elected.
Additional governance issues (Optional information)
You may choose to include
a alsini
Changes intheManagementCommittee, withtheretirementofourlong
:
‘
standing Chairperson, MargaretAxon and the appointment ofCatherine
*
policies and procedures
Ablott to Chair. Debbie Hay became Vice Chair. Two new trustees
adopted forthe induction and		 appointed and one resignation.
training oftrustees;
° the charity’s organisational
Notwithstanding the above, riskassessment continues to highlight the
structure and any wider
need formore trustees, and further recruiting is taking place.
.
°		 network with which the charity
.
;
;
works:
The hall is now over 100 years old.
In November, during heavy rain, a
itionshio
with
lated
leakappeared in the main hall. Thiswasdueto corrosion tothe spire.
=nO ip with any relate
This highlighted tothecommitteethe need to plan carefully forfuture
parties;
maintenanceandtobudgetaccordingly.
Itwasthereforeagreed to
trustees’ consideration of
appointa surveyorfora full review ofthe hall and to preparea detailed
major risksand thesystem
schedule ofmaintenance. This hasnowtaken place andthe report has
and procedures tomanage
been circulated to the trustees.
them.
Danbury Village Hall remains a busy venue for regular and casual hirers.
Trustees are working together to update our website and to introduce
Hallmaster,anewonlinebookingsystem.

Section C

Objectives and activities

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1.The Trustees shall erect or cause to be erected on or on some part of the land hereby demised within two years from the date hereof a suitable Village Hall after plans to be approved by the Grantor 2.During the said term of years the said land and buildings to be so erected shall be used for the benefit of the public: chatiy ete.[ oom] (a) toof England further thein the religious parish andof Danbury, other charitableEssex purposes of the Church governing document (b)for the purposes of a village hall for the use of the inhabitants of the parish of Danbury, Essex without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious or other opinions, including for meetings, lectures and classes or other forms of recreation and leisure time occupation in the interests of social welfare and with the object of improving the conditions of life for the said inhabitants In planning activities for the year, the Management Committee had Summary[of][the][main] regard to the Charity Commission guidance on public benefit. activities undertaken for the In addition to the benefits of improved health (dance, slimming, table public benefit in relation to tennis), learning (horticulture, radio), social interaction (WI, over 60’s), these objects (include within | and leisure (drama, plays, music) involving a wide range of Danbury this section the statutory inhabitants, a programme of community activities has continued with the declaration that trustees have | objective of had regard to the guidance - improving community spirit issued by the Charity - more people, and particularly our elderly or very young users, Commission on public taking part in village hall activities benefit) - providing support to combat loneliness, isolation and increase communication with all age groups Additional details of objectives and activities (Optional information) The policy of the Management Committee is to operate with reserves comprising at least one year’s operating expenditure for unforeseen You may choose to include Village Hall expenses, plus the estimated expenditure on programmed further statements, where renewals and improvements. relevant, about: . ; . ee Limited funds are available for making small grants to local organisations, * policy on grantmaking; which are agreed by the Management Committee to be in need. ‘Nat ala eae Surplus funds are largely placed on deposit to earn interest. A smaller ‘ amount is invested in approved funds in accordance with our governing * contribution made by document. volunteers. A significant contribution is made by volunteers on fund raising activities (jumble sales, quizzes, etc.).

Section D Achievements and performance Summary of the main . ; . : . See attached Chairman’s Report for the Annual General Meeting of during the year .

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Section E
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Financial review
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Brief statement of the Total cash and investment funds at year end were £243,290.00
charity’s policy on reserves The policy is to hold at least 1.0 years of expenditure in reserve for
unforeseen Village Hall expenses plus the estimated expenditure on
programmed renewals and improvements (current total £150,000).
Repairs and improvements are always costly as the hall is over 100
years old and in the centre of a conservation area.
Details of any funds materially :
indalicht Not applicable
Further financial review details (Optional information)
You may choose to include
additional information, where See attached Treasurer's Report.
relevant about:
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Section F

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Other optional information
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In line with Village Halls Week, the committee held an open day in January 2023 to allow residents to view the village hall, meet with organisers of various clubs and activities and to attract hirers. This was a wellattended event. Several regular hirers also attended the AGM in November and made useful contributions. As a result, it was agreed to pursue the installation of Wi-Fi for the benefit of hall users.

Section G Declaration The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

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Full name(s) {Catherine Ablott Theresa Byles
Position (eg Secretary, Chair, |Chairman Treasurer
etc)
14™ January 2024
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March 2012

Chairperson’s Annual Report 2023

Welcome everyone to the 2023 Danbury Village Hall Committee AGM. This is my chair person’s report for 2023. Danbury Village Hall has continued to thrive throughout 2023. Margaret Axon retired as chairperson in January 2023 and| took on the chairperson role, and Debbie Hay took on the role of Vice Chairperson at the same time.

We still have many regular bookings at the hall, including Heathcote School, Table Tennis, Bridge, a number of exercise classes, Danbury Players, Cars, the Rock Project, Tea Dancing, Tai Chi, the WI and more that | haven't listed here. We have also had a significant number of one-off bookings; the hall is definitely a well-used facility for the community. | look forward to the Treasurer, Theresa’s report on the financials to demonstrate the health of the hall finances which are primarily dependent on the bookings. Over this year, we have had a number of building related incidents. Earlier in the year we had several drain blocking incidents, which seemed to have been resolved through a combination of updating the toilet cisterns and using thinner toilet paper. Thank you to Debbie for her tireless investigations into the best toilet paper to use! However, | will come back to the drains shortly...

A few weeks’ ago, the table tennis club alerted me to a leak in the main hall ceiling roof. | was able to ask the company that maintain Heathcote School buildings to quickly investigate the cause, which was found to be rotting of the spire. The insulation inside the loft was also soaked through, creating the risk that the ceiling may collapse. We are in the process of having a temporary fix put in for this spire as this is not the right time of year to be fixing it properly.

We made a decision at a recent committee meeting to request a surveyor to do a full review of the hall so that we can understand any urgent repairs that are needed but also to make a longer-term plan to ensure the safety and soundness of the hall, understanding what funding would be needed for this. We were able to use the scaffolding that was put up to investigate the leaking ceiling to enable a full survey of the roof.

That survey has now taken place and although we are awaiting the full report, three areas were flagged as needing urgent repair — the drains again, the rotten spire, and another part of the roof. We are in discussions between the surveyor and the building company to determine what we need to do immediately to fix these issues.

| am confident that over the coming months we will make the urgent repairs and create the plan for the future.

In addition to this, sadly, a few weeks ago, our Booking Clerk Cheryl was taken ill, and is currently unable to manage the village hall bookings. Our thoughts are with Cheryl and we are wishing her a strong and speedy recovery. While she is not able to manage the hall bookings, a few of the committee has stepped in to cover where we can — thanks so much to Theresa, Helen and Debbie. We have been implementing a new booking system that allows people to automatically make their own bookings and will continue to roll this out. Alongside this we are planning to update the Hall website next year. For those of you who are not members of our committee, | hope that this gives you a taster of the work that goes into maintaining the hall as a vital resource for our local community. We have gained committee members this year but still need more volunteers who are willing

to help us with these plans. Thank you to those of you who have come along tonight and | hope that you might consider joining our team.

| would like to sincerely thank the committee for all of your commitment this year. | have felt really supported since | took on this role and that is definitely down to knowing there’s a group of people willing to help make decisions and step in when needed.

Thank you

Catherine Ablott

DANBURY VILLAGE HALL MANAGEMENT COMMITTEE

DANBURY VILLAGE HALE IS A REGISTERED CHARITY¥No. 1168979

Treasurers Report

Accounts for the year ending 31 July 2023

The accounts were sent out by email to all committee members on 28 August and agreed at the meeting held on 4 September. They were then presented to the Independent Examiner. No changes were required, nor comments made. Paper copies are available on request.

income __ Hire income has returned to its pre-pandemic levels. The income from Heathcote School provides a good financial basis for the Hall, and we have a good range of both regular and casual hirers. Casual bookings remaina little under our previous best years. Even without the benefit of any government grants, income has exceeded that of the previous year in part from the increase in interest achieved on the cash savings account.

Expenditure The Hall is not immune from the inflation of the past year; our day-to-day expenditure has risen considerably, up by £5152, an increase of 26%. Our aim is to cover the day-to-day costs of running the Hall by the hire income. We did achieve that but we will need to monitor that closely in the 2023/24 financial year. It will mean that the hire rates will have to be increased shortly.

We have achieved a reasonable net surplus of £7168.

Reserves Over the past few years we have been able to increase our reserves. Even through the difficult period caused by the Covid pandemic, we have not had to call on those reserves.

The Hall is over 100 years old, and repair and maintenance costs will inevitably increase. Some major works in the future years will be necessary. We have instructed a surveyor to undertake a building inspection for a condition report. This will help us to plan the necessary repairs and maintenance for the next 5 years.

TB 24/10/2023

DANBURY VILLAGE HALL MANAGEMENT COMMITTEE

DANBURY VILLAGE HALL IS A REGISTERED CHARITY No. 1168979

STATEMENT OF ASSETS AND LIABILITIES AS AT 31 JULY 2023

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2022/2023 2021/2022
CASH FUNDS
Current Account £ 34,310.25 £ 29,502.75
COIF Charities Deposit Fund £ 85,814.92 £ 83,354.57
Petty Cash £ 27.89 £ 127.89
Total Cash Funds £ 120,153.06 £ 112,985.21
INVESTMENT ASSETS
COIF Charities Investment Fund £ 114,139.39 £ 113,013.71
Total Investment Funds £ 114,139.39 £ 113,018.71
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Prepared by Theresa Byles

Treasurer

Notes to the Accounts

Page 1 of 3

DANBURY VILLAGE HALL IS A REGISTERED CHARITY No. 1168979

DANBURY VILLAGE HALL MANAGEMENT COMMITTEE

STATEMENT OF ASSETS AND LIABILITIES AS AT 31 JULY 2023

Independent Examiner's Report to the Trustees of Danbury Village Hall

I report on the accounts of the charity for the period ended 31* July 2023 which are set out on pages | and 3.

Respective responsibilities of trustees and examiner

The charity’s trustees are responsible for the preparation of the accounts. The charitys trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.

It is my responsibility to:

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 in the statement below.

Independent examiner's statement

In connection with my examination, no matter has come to my attention:

Sally Coughlan Chartered Accountant 4 Hopping Jacks Lane Danbury Essex CM3 4PN

Date../...<A DecenbeL‘. 2023

Page 2 of 5

DANBURY VILLAGE HALL MANAGEMENT COMMITTEE

DANBURY VILLAGE HALL IS A REGISTERED CHARITY No. 1168979

RECEIPTS AND PAYMENTS FOR YEAR TO 31 JULY 2023

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||||||||| |---|---|---|---|---|---|---|---| |INCOME RECEIPTS|Unrestricted|Restricted|Total|Total| |funds|funds|21/22|20/21| |E|£|£|£| |From|Trading|Activities| |Lettings|30885.60|0.00|28559.43|8486.12| |From|Voluntary|Sources| |Grants|&|Donations|10.00|0.00|3167.00|33436.51| |Fund|Raising|1285.22|0.00|1528.76|80.00| |Book|Sales|9.52|0.00|104.00|17.00| |From|Assets| |Interest|2460.35|0.00|197.10|23.43| |Total|Receipts|34650.69|0.00|33556.29|42043.06| |PAYMENTS| |Charitable|Activities| |Cleaning,|Gardening|&|Matls|8363.30|0.00|6241.77|2639.35| |Booking|Agent|3103.04|0.00|2873.92|2746.80| |Repairs|&|Maintenance|3575.34|0.00|4013.32|874.51| |Utilities|4788.21|0.00|3019.52|1611.83| |Rates|&|Refuse|1759.30|0.00|1498.42|274.04| |Insurance|1231.85|0.00|1397.86|1296.18| |Other|Items|2059.37|0.00|672.96|1005.24| |On|Assets|&|Equipment| |Renewals|&|Improvements|2602.43|0.00|10359.26|14622.52| |Total|Payments|27482.84|30077.03|25070.47| |Net|Receipts|for the|year|7167.85|3479.26|16972.59| |Transfer|to|Investment|Assets|0.00|-30000.00| |Cash|funds|last year end|112985.21|139505.95|122533.36| |Cash|funds|this|year end|120153.06|112985.21|139505.95|

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Approved by Danbury Village Hall Management Committee on 4‘ September 2023

sested dannii cticeomnscereewes Catering Ablott

LDreseseeeeees. Theresa Byles ThyCo.

DANBURY VILLAGE HALL MANAGEMENT COMMITTEE

DANBURY VILLAGE HALL IS A REGISTERED CHARITY No. 1168979

STATEMENT OF ASSETS AND LIABILITIES AS AT 31 JULY 2023

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2022/2023 2021/2022
CASH FUNDS
Current Account £ 34,310.25 £ 29,502.75
COIF Charities Deposit Fund £ 85,814.92 £ 83,354.57
Petty Cash £ 27.89 £ 127.89
Total Cash Funds £ 120,153.06 £ 112,985.21
INVESTMENT ASSETS
COIF Charities Investment Fund £ 114,139.39 £ 113,013.71
Total Investment Funds £ 114,139.39 £ 113,018.71
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Prepared by Theresa Byles

Treasurer

Notes to the Accounts

Page 1 of 3

DANBURY VILLAGE HALL IS A REGISTERED CHARITY No. 1168979

DANBURY VILLAGE HALL MANAGEMENT COMMITTEE

STATEMENT OF ASSETS AND LIABILITIES AS AT 31 JULY 2023

Independent Examiner's Report to the Trustees of Danbury Village Hall

I report on the accounts of the charity for the period ended 31* July 2023 which are set out on pages | and 3.

Respective responsibilities of trustees and examiner

The charity’s trustees are responsible for the preparation of the accounts. The charitys trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.

It is my responsibility to:

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 in the statement below.

Independent examiner's statement

In connection with my examination, no matter has come to my attention:

Sally Coughlan Chartered Accountant 4 Hopping Jacks Lane Danbury Essex CM3 4PN

Date../...<A DecenbeL‘. 2023

Page 2 of 5

DANBURY VILLAGE HALL MANAGEMENT COMMITTEE

DANBURY VILLAGE HALL IS A REGISTERED CHARITY No. 1168979

RECEIPTS AND PAYMENTS FOR YEAR TO 31 JULY 2023

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||||||||| |---|---|---|---|---|---|---|---| |INCOME RECEIPTS|Unrestricted|Restricted|Total|Total| |funds|funds|21/22|20/21| |E|£|£|£| |From|Trading|Activities| |Lettings|30885.60|0.00|28559.43|8486.12| |From|Voluntary|Sources| |Grants|&|Donations|10.00|0.00|3167.00|33436.51| |Fund|Raising|1285.22|0.00|1528.76|80.00| |Book|Sales|9.52|0.00|104.00|17.00| |From|Assets| |Interest|2460.35|0.00|197.10|23.43| |Total|Receipts|34650.69|0.00|33556.29|42043.06| |PAYMENTS| |Charitable|Activities| |Cleaning,|Gardening|&|Matls|8363.30|0.00|6241.77|2639.35| |Booking|Agent|3103.04|0.00|2873.92|2746.80| |Repairs|&|Maintenance|3575.34|0.00|4013.32|874.51| |Utilities|4788.21|0.00|3019.52|1611.83| |Rates|&|Refuse|1759.30|0.00|1498.42|274.04| |Insurance|1231.85|0.00|1397.86|1296.18| |Other|Items|2059.37|0.00|672.96|1005.24| |On|Assets|&|Equipment| |Renewals|&|Improvements|2602.43|0.00|10359.26|14622.52| |Total|Payments|27482.84|30077.03|25070.47| |Net|Receipts|for the|year|7167.85|3479.26|16972.59| |Transfer|to|Investment|Assets|0.00|-30000.00| |Cash|funds|last year end|112985.21|139505.95|122533.36| |Cash|funds|this|year end|120153.06|112985.21|139505.95|

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Approved by Danbury Village Hall Management Committee on 4‘ September 2023

sested dannii cticeomnscereewes Catering Ablott

LDreseseeeeees. Theresa Byles ThyCo.