## **Lympne Playing Field and Village Hall** Registered Charity No. 1178573 ## **Trustees’ Annual Report** 1 October 2024 – 30 September 2025 Email: chair@lympnevillagehall.co.uk Names of Trustees Philip Scrivener Chair David Martin Treasurer Elliot Kriehn Booking Clerk Rosemary Stutchbury User Rep Michael Boor Parish Council Rep Lisa Coffey Events Gary Lukehurst Diane Latter Luke Pearcy Julie Murphy User Rep Liz Bennett User Rep ## 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. We are required to have the mains electrical installation checked by a qualified electrician every three years. The test was due this year and was carried out in February, with no issues found. The next test is due in February 2028. 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 a Nursery, a Playgroup, Guides & Brownies, Youth Club, Karate, Dancing, 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, particularly Santa’s Grotto. We ran a very successful Jumble Sale in March and we also hosted a Summer Fayre and Fun Day in July, with craft stalls, a dog show, live music and childrens’ entertainment. Funds raised from these were donated to the Playing Field Redevelopment project. The Playing Field Redevelopment project, which is the beneficiary of many of our fund raising events is an ongoing scheme to improve the natural environment and facilities as a free entry area for all ages to enjoy and use. The scheme to date has provided an all weather 400m walking track, planted over 200 nature friendly trees and shrubs around the perimeter, 12 benches for people to sit and relax, and a children’s play mound with slide and climbing equipment. The next stage is provision of an enclosed children’s play area with play equipment suitable for small children including those with mobility issues. We have continued to maintain and improve the halls over the last 12 months. Our main focus this year being the installation of acoustic tiles in the Harry Margary Hall, to reduce echo and reverberation, replacing worn weatherboarding on the main hall ## 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 7[th] December, at the time of writing all available stalls are sold out. We have managed to secure the services of Father Christmas again this year, at what is traditionally his busiest time of the year. A five-year plan has been devised to consider various items of capital expenditure required to keep our halls in good condition. These plans include redecorating the Harry Margary Hall, re-developing the garden area and external building repainting. 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: 11[th] November 2025 nePI Field and Vill e Hall (Re9iStered CIO Charity No:1178573) Recei ts and Pa ts AcCo￿t$ for the ear ended 30th Se tember 2025 Unrestricted Funds Umestricted Funds 2023r24 2024125 Openirg Financial Position Add Re¢ei Hiring Income DoTh)tions Fund Rdisir9 Sundry Income Thterest Total Receipts 33,806.52 38,049.88 38,796.95 8.IXIO.00 5.122.38 830.00 37,950.68 28.23 3.889.64 780.00 768.35 781.87 53,517.68 43,430.42 educt P aeanir¥J Services aeanith3 Materials Electricity Licences & 8ankirg Fees maInter￿nce/rrnprovemen*-Hal1 Sundry Capital Expenditure Waste Disposal Water & Waste water Post¢¥/Admin Film Club Expenses Salary Costs Fund kaisiTr3 a Misc Expenses Professional Fees Pl(ryf ield development Other projects and rnior works Total Payments 10,141.00 2.334.68 4,544.00 1,464.94 5.247.34 0.00 7,349.00 2,095.91 4.601.fy) 2.000.04 3,356.46 1.295.40 1,439.63 283.46 2,498.44 262.96 253.71 89.55 72.10 29.25 10,768.62 1.007.76 1.516.63 9,523.37 6,456.69 56,049.39 8,810.29 1,854.75 600.00 1,696.74 12,129.45 47,673.78 rplus/(Deficit) 12,531.711 14.243.36 Closin9 Financial Position 31,274.81 33.806.52 Pagelof3 Recei ts ¢Jnd Pa ments Accounts ear ended 30th Se tember 2025 ne Pl Field and Villa e Hall (Registered CIO Charity No',1178573) or the Statement of Assets & Llabllltles or the ended 30th Se tember 2025 Unrestricted Funds 2024125 Unrestricted Funds 2023124 A￿ets Debtors 1.394.40 595.00 Cash FWKIS HS8C Current A/c P￿Par Stripe HoldiThJ A/c HSBC Savin9s A/c Security Deposits A/c {re9ulars) Petty cash Floats Total Cash Funds 338.99 1.524.83 400.00 190.04 45,143.90 792.60 122.47 0.00 40,912.25 821.60 0.00 20.00 0.05 20.00 42,215.31 48,071.42 Total Assets 43,609.71 48,666.42 Liabilities Creditors Security Deposits Held 2.545.00 1.401.60 3,946.60 1,421.60 1.421.60 Net Assets 42,188.11 44,719.82 Reyesented by: Prof it & Loss Account P&J kin9 Fenced fund 31,274.81 10,913.30 33.806.52 10,913.30 42,188.11 44,719.82 Page2of3 Recei ts tyK4 P ments Acccunts or the ar ended 30th Se tember 2025 TheL nePI Field and Vill Hall (Registtred CIO Chority No:1178573) tes to the Accounts Antslysi$ of Reserves in Savlrys Alc Contingency Reserve P&J Ring Fenced Fund t)ecoration Reserve Development Reserve Unspecif led Reserve 2024125 2023124 10.000.00 10,913.30 10,000.00 5,000.00 4,998.95 40.912.25 10.000.CM) 10.913.30 5,C(JO.C 9,050.C() 10,180.60 45,143.90 Unrestricted Unrestricted Funds 2023124 2024125 Secwlty Dewits Held Bal¢MCe f rom Prev year Deposits Received Deposits Repaid 1.401.60 2.279.30 12.259.301 1.421.60 1,044.61 1,670.00 11,313.01 1,401.60 Notes l. The charity has 9iven no 9LKwantees. 2. No outstanding debt of the charity is secured on ary asset. 3. The charity holds no restricted funds 4. The Audio Visual equipment in the Harry Margary hall wtss up9raded in 2025 5. The CGfv was up9raded in 2025 6. Sound deadenin9 Y￿$ added to the Harry Margary Hall in 2025 7. The P&J Ring Fenced Fund represents monies held on behalf of the Punch ond Juty charity to be spent on items benef ittin9 the Nursery children roval o Accounts. Signed on Behalf of Marryement Committee'.- t)ate:_ ALrthorised Committee Member'.- David Martin - Treasurer Page3of3 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts S•ctlon A Indepefbdent Examinerfs Report R&port io the trusteesl mem￿r￿ of ! Lyrn￿ Pla￿￿ F*kl anEIVIl* Hall On actourbts for the year ended 30 Septernber 2QS Charity no lif any) 1178573 Set out on pages 14 I rewt to the In&ees ￿ tny exaMInatK￿ of xcount5 ofthe at•)ve ity fcrfthe ye￿eThJed 30 Septetnber 2023 Re5pon$ibilities and As the ch&ity trustees. yau a￿ ofthe basis of report accwnt5 In a¢cudan￿ ¥￿th requirements ofthe Chartses Act 2011 lllhp Art"). I report in re5Wt of rnyexamination oftre d)anty's acctyjnts rarried Okrt urthr secbon 145 of the 2011 Act and In carrying OLrt rny examination. I have fol￿We4 the arWKable Lirethons given by the Charity CoMmiss￿n uThJer sectH)n 1451Sllbl of the A I have ctsnpleted my examination l Confirm that rt m*erial matters have corre to my attentK)n in connection %viih the examinaton wluch give5 me t3use to belthieth3t in. any matenal reswi" xcounting records *Ere not kept in ac)ydancewith secbts) 130 of the Act cr Independent examinerfs Statement I have Th) c<￿￿M5 and have ccAne across no Olher matters in connedi wth the examination 10 whith attention shoukl be drawn In ￿￿ert0 enab FXOP8r understandirvj of accounts to te reached. Sign8d: kn.lr IArs maxi￿ Gam￿11 FCCA Date.. sIc*i Ixox Name.. Relevant professional qualification($l or body lif anyl-. Assoo8thW ofchartwed Cerbw Accwntanls Addre85.' PG Lemon LLP 134 H¥h Street. Hythe. Kent CT21 SL Se¢Uon B Disclosure Only comFl¥te ,1 tne examioer needs 10 hi9hlighl mattets ol concem (see CC32. Independent eKamin*V)n of ch￿lty accounts. direction5 and guidance for examiners). October 2018 IER