## **Lympne Playing Field and Village Hall** Registered Charity No. 1178573 **Trustees’ Annual Report** 1 October 2022 – 30 September 2023 Email: chair@lympnevillagehall.co.uk Names of Trustees Mr Philip Scrivener Chair Mrs Sue MacIntyre Secretary Mr Gary Lukehurst Treasurer Mr Dave Martin Booking Clerk Mrs Meghan Kemp Fundraising Mrs Diane Latter Punch & Judy Rep Mrs Rosemary Stutchbury Guide Rep Mr Mike Boor Parish Council Rep Mrs Lisa Coffey Events Mr Elliot Kriehn (appointed March 2023) ## Sources of advice and support Bank: HSBC plc, Sandgate Road, Folkestone, Kent Lympne Parish Council PG Lemon Llp Accountants ## Governance Lympne Playing Field and Village Hall was established as a charity by a Trust deed and Lease dated the 11[th ] December 1987. At this time the term of the lease granted was 28 years. The lease was subsequently extended on 13[th ] August 2012 and will expire on the 10[th ] December 2050. The lease is a full repairing lease which means that the Village Hall management committee is responsible for keeping the building and playing field in a state of good repair. The charitable status was changed from an Unincorporated Charity to a Charitable Incorporated Organisation (CIO) and registered as such on 30[th ] May 2018. ## Appointment of Trustees The Trust Deed of the CIO governs the appointment of trustees and the management of the charity. Up to 12 trustees can be elected at the Annual General Meeting held in November. In addition, each nominated body (user group) can appoint one person to become a trustee. The trustees form the Management Committee of the Village Hall. ## Policies and Procedures To guide the management Committee in exercising its duty of care to members, employers and users of the hall, the following policy statements have been adopted. - Children and Vulnerable Users Policy - Environment Energy Efficient Policy - Equal Opportunities Policy - Health and Safety/Hygiene Policy - Hiring Policy and Procedures - Financial Policy - Fund Raising Policy - Privacy Policy - Reserves Policy - Risk Assessments - **.** Covid -19 Copies of these policies are filed in the Trustees’ Information File. ## Hiring Agreement Use of the village hall is subject to a Hiring Agreement in which the hirer must acknowledge our terms and conditions when booking. The hiring agreement sets out the conditions of hire and identifies the respective responsibilities of each party to the agreement. ## Licences The hall has a Premises Licence (not including alcohol). The hall is licenced jointly by Phonographic Performance Ltd for recorded music and by the Performing Right Society for live and recorded music. It is also licensed by Motion Picture Licensing Company (MPLC) to show Films. ## Risk Management ## Insurance The village hall is insured in conjunction with the Parish Council with respect to property damage (buildings insurance) by Hiscox Insurance Company Limited. It is insured with the same company with respect to contents and equipment of the Parish Council and Village Hall, public liability (£10,000,000) employers’ liability (£10,000,000) and legal assistance. The Parish Council pay the annual insurance premium on behalf of the Village Hall Committee. The management Committee recognises that it is under a legal obligation to protect the building, its users and employees through adequate and appropriate insurance. ## Building Issues Portable electrical appliances are tested by qualified personnel annually. Firefighting appliances are inspected annually under contract with the supplier and monthly by one of the Committee. A Fire Safety Risk Assessment is updated annually by the Committee as required by law. The mains electrical installation is checked by a qualified electrician, which is now every three years. This was last performed in February 2022 Fire alarms are checked monthly by a committee member and twice yearly by a qualified electrician. Emergency lights are checked monthly by one of the Committee and annually by a qualified electrician. Fire doors are checked monthly by one of the Committee. Volunteers from the committee carry out regular maintenance checks. ## Objectives of the Charity Provision of a Village Hall for the use of the inhabitants of the Parish of Lympne without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious or other opinions. Use of the Village Hall 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 social conditions of the life of the inhabitants. The Trustees consider these objectives to be consistent with Charity commission guidance on providing for the public benefit and these objectives have been pursued in the activities of the charity this year. ## Principal Activities in Pursuit of Objectives Our well used halls are home to a wide variety of groups and organisations, covering an eclectic mix of interests, hobbies and community provision including the Punch and Judy Playgroup, Guides & Brownies, Karate, Yoga, Table Tennis, Short Mat Bowls, etc. Having the two halls means that groups such as the P3 Dance Academy have been able to increase their sessions and we are able to hold two parties or celebrations simultaneously when required. The Lunch Club and the Film Club continue to attract villagers to their events. Information about events can be found in the newsletter (“green sheet”). With regards to fundraising, just post the last AGM we hosted our Christmas Fayre, which was a great success with an opportunity to meet Mother Christmas in her Donkey Grotto. In late spring we celebrated the King’s Coronation with an afternoon tea. This was organised in conjunction with the Friends of Lympne School (“FOLS”) and the Church, with profits being shared between us. We hosted a Summer Fayre, as usual and this was somewhat impacted by strong winds which upset some stallholders and hastened the demise of at least one of the Village Hall’s gazebos! Sickness meant the entertainer we’d booked had to cancel but we were fortunate to secure the services of Neil Bob Heard at the last moment to keep everyone entertained. Despite the winds, this event was a great success. Funds raised from this were donated to the Playing Field Redevelopment Fund. Our Bookings Clerk has done a lot of work to utilise current technology to improve our internal systems and online booking process. In addition, the Wi-Fi in the halls has been upgraded. A new computerised asset register has been implemented to better protect hall assets. Hand driers have been added to the toilets to reduce our use of paper towels and improve our green credentials. Emergency lighting has been installed in the toilets for improved user safety. We have continued to maintain and improve the halls over the last 12 months. Our main focus this year being the replacement of the kitchen in the main hall. To keep costs to a minimum, as much as possible was done by volunteers and our Hall Manager. Thanks to all who helped with this, but especially to Mike Boor, who drew up the plans and was on hand to project manage the work. **Commented [GL1]:** Phil to update ## Reserves Policy We are holding an Operating Reserve of £10,000 to protect us in the event of further lockdowns or other events that would force us to cease hiring the hall. We also hold restricted and unrestricted reserves to spread the cost of major works, such as redecoration every five to ten years or other major works. ## Future Plans In the immediate future, our Christmas Fayre will be held on Sunday 3[rd] December, at the time of writing stalls are nearly sold out. On 17[th] December the Nativity Procession will be setting off from the Village Hall. On New Year’s Eve we are hosting a family-friendly NYE Disco. We have successfully recruited a number of new trustees, who will no doubt bring a renewed energy and focus to the running of the committee. A five-year plan has been devised to consider various items of capital expenditure required to primarily keep the Main Hall refurbished. These include new soak-aways, refurbishment of the kitchen in the main hall (completed in 2023) and installing sound dampening systems in both halls. We plan to redecorate the Main Hall in 2024 and the Harry Margery Hall in 2025. The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees Signature: Full name: Philip Scrivener Position: Chair Date: 07[th] November 2023 ## **The Lympne Playing Field and Village Hall** (Registered CIO Charity No:1178573) ## **Receipts and Payments Accounts for the year ended 30th September 2023** |**Opening Financial Position**
Grants
Sundry Income
Interest
**Total Receipts**
Sundry Capital Expenditure
Film Club Expenses
Other projects and major works
**Total Payments**
**Surplus/(Deficit)**
**Closing Financial Position**
Electricity
**Add Receipts**
Hiring Income
Donations
Fund Raising
**Deduct Payments**
Cleaning Services
Cleaning Materials
Fund Raising Donations
Licences & Banking Fees
Maintenance/Improvement-Hall
Waste Disposal
Water & Waste water
Postage/Admin
Salary Costs
Fund Raising & Misc Expenses
Professional Fees
Playfield development|**Unrestricted**
**Funds**
**2022/23**
**45,737.20**
34,822.76
1,704.02
4,445.96
0.00
553.44
486.63
**42,012.81**
8,025.85
1,801.78
6,000.00
0.00
1,489.35
2,850.88
381.02
918.74
205.32
233.92
66.48
8,993.04
2,091.30
600.00
3,248.15
12,794.30
**49,700.13**
**(7,687.32)**
**38,049.88**|**Unrestricted**
**Funds**
**2021/22**
**46,839.73**
32,155.36
301.00
7,135.10
0.00
30.00
19.00
**39,640.46**
8,209.75
2,546.65
6,384.66
5,997.45
1,367.52
1,555.29
589.89
973.37
188.00
233.36
94.27
5,576.67
1,608.76
0.00
4,211.73
1,205.62
**40,742.99**
**(1,102.53)**
**45,737.20**|**Unrestricted**
**Funds**
**2021/22**
**46,839.73**
32,155.36
301.00
7,135.10
0.00
30.00
19.00
**39,640.46**
8,209.75
2,546.65
6,384.66
5,997.45
1,367.52
1,555.29
589.89
973.37
188.00
233.36
94.27
5,576.67
1,608.76
0.00
4,211.73
1,205.62
**40,742.99**
**(1,102.53)**
**45,737.20**| |---|---|---|---| ||||**Funds**
**2021/22**
**46,839.73**
32,155.36
301.00
7,135.10
0.00
30.00
19.00
**39,640.46**
8,209.75
2,546.65
6,384.66
5,997.45
1,367.52
1,555.29
589.89
973.37
188.00
233.36
94.27
5,576.67
1,608.76
0.00
4,211.73
1,205.62
**40,742.99**
**(1,102.53)**
**45,737.20**| Page 1 of 3 ## **Receipts and Payments Accounts for the year ended 30th September 2023** ## **The Lympne Playing Field and Village Hall** (Registered CIO Charity No:1178573) ## **Statement of Assets & Liabilities for the year ended 30th September 2023** |**Unrestricted**
**Funds**
**2022/23**
**Assets**
**Cash Funds**
870.25
PayPal
50.00
36,954.63
Security Deposits Held
994.61
Petty cash
205.00
Floats
20.00
**Total Cash Funds**
**39,094.49**
**Liabilities**
Security Deposits Held
**1,044.61**
**1,044.61**
**Net Assets**
**38,049.88**
**the Accounts**
**Analysis of Reserves in Savings A/C**
Contingency Reserve
10,000.00
Decoration Reserve
8,000.00
Development Reserve
9,050.00
Unspecified Reserve
9,904.63
**36,954.63**
HSBC Current A/c
HSBC Savings A/c|**Unrestricted**
**Funds**
**2021/22**
2,200.10
49.10
43,468.00
1,533.30
-
20.00
**47,270.50**
**1,533.30**
**1,533.30**
**45,737.20**
10,000.00
6,000.00
18,050.00
9,418.00
**43,468.00**|**Unrestricted**
**Funds**
**2021/22**
2,200.10
49.10
43,468.00
1,533.30
-
20.00
**47,270.50**
**1,533.30**
**1,533.30**
**45,737.20**
10,000.00
6,000.00
18,050.00
9,418.00
**43,468.00**| |---|---|---| |||**Funds**
**2021/22**
2,200.10
49.10
43,468.00
1,533.30
-
20.00
**47,270.50**
**1,533.30**
**1,533.30**
**45,737.20**
10,000.00
6,000.00
18,050.00
9,418.00
**43,468.00**| ## **Notes to the Accounts** Page 2 of 3 ## **Receipts and Payments Accounts for the year ended 30th September 2023** ## **The Lympne Playing Field and Village Hall** (Registered CIO Charity No:1178573) |**the Accounts (continued)**
Balance from 1/10/22
Deposits Received
Deposits Repaid
**Deposits Account**|**Unrestricted**
**Funds**
**2022/23**
1,533.30
2,490.01
(2,978.70)
**1,044.61**|**Unrestricted**
**Funds**
**2021/22**
973.40
3,243.30
(2,683.40)
**1,533.30**|**Unrestricted**
**Funds**
**2021/22**
973.40
3,243.30
(2,683.40)
**1,533.30**| |---|---|---|---| ||||**Funds**
**2021/22**
973.40
3,243.30
(2,683.40)
**1,533.30**| ## **Notes to the Accounts (continued)** ## **Notes** 1. The charity has given no guarantees. 2. No outstanding debt of the charity is secured on any asset. 3. The charity holds no restricted funds 4. The Main Hall is scheduled to be redocorated in 2024 5. The Main Hall kitchen was replaced in 2023 ## **Approval of Accounts.** Signed on Behalf of Management Committee:- Date:26 January 2024 Authorised Committee Member:Gary Lukehurst - Treasurer Page 3 of 3 CHARITY COMMISSION, FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examinerfs Report Report to the trusteesl members of The Lympne Playing Field and Willage Hall On accounts for the year 30 September 2023 ended Charity no lif any) 1178573 Set out on pages , 1-3 I report to the trustees on my examination of the accounts of the above charity for the year ended 30 September 2023. Responslbllltles and As the charity trustees, you are responsible for the preparalion of the basis of report accounts in accordance with the requirements of the Charities Act 2011 ('the Act"). I report in respect of my examination of the charity's accounts carried OLrt under section 145 of the 2011 Act and in carying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145151{b) of the Act. I have completed my examination. I confimi that no material matters have come lo my attention in connection with the examination which gives me cause to believe that in, any material respect.. accounting records were nol kept in a¢¢ordance with sedion 130 of the Act or the accounts do not ac¢ofd with the accounting records. Independent examiner's statement I have no concems and have ￿ffle across no olher matters in connedion with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Stgned: Date: 29 February 2024 Name: Mr Philip Gambrill MAAT FCCA Relevant professional Association of Chartered Certffied Accountants qualification{s) or body lif any): I Address: PG Lemon LLP 134 High Street, Hythe. Kent CT21 5LB Section B Disclosure Only complete rf the examiner needs to highlight matters of concem (see CC32, Independent examination of charrty accounts.. directions and guidan￿ for examiners}. Give here brief details of any items that the examiner wishes to disclose.