2026-03-31-accounts - Bradfield Village Hall

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Bradfield Village Hall CIO - Registered Charity Number 1187316 The Street, Bradfield, Essex, CO11 2UU.

Trustees’ Annual Report

For the year ended 31 March 2026

1. Reference and Administrative Details

Trustees serving during the year

Trustees serving prior to the AGM held on 3 December 2025:

Karen Burton – Chair Grahame Points – Treasurer Tracy Weal – Trustee Trevor Weal – Trustee Peter Hunt – Trustee Graham Miller – Trustee

The following trustees served following the AGM held on 3 December 2025: Karen Burton – Trustee Grahame Points – Trustee Graham Miller – Trustee Leslie Neal – Trustee Jake Lungley – Trustee Kreon Quince – Trustee Tony Cutter – Trustee Jon Neal – Trustee Vince Osborne – Trustee Neil Deakin – Trustee Tina Burns – Trustee Charley Neal – Trustee

The following trustees served at the year-end: Leslie Neal – Chair Jake Lungley – Vice Chair Kreon Quince – Secretary and Acting Treasurer Mel Doran – Trustee Tony Cutter – Trustee Jon Neal – Trustee Graham Miller – Trustee

Charley Neal – Trustee Tina Burns – Trustee

At the date of approval of this report, the serving trustees are: Leslie Neal – Chair Jake Lungley – Vice Chair Kreon Quince – Secretary and Acting Treasurer Tony Cutter – Trustee Jon Neal – Trustee Graham Miller – Trustee Charley Neal – Trustee Tina Burns – Trustee

Following significant trustee resignations during late 2025 and early 2026, the trustees serving during 2026 undertook substantial governance, financial, operational and compliance rebuilding work.

This included reconstruction of financial, booking and administrative records, re-establishment of operational systems and procedures, rebuilding of digital and communication systems, and restoration of key governance and compliance arrangements following significant trustee resignations and the absence of any effective handover of charity records, systems or operational information.

Independent Examiner:

Jan Stobart

Bankers:

Unity Trust Bank plc

2. Objectives and Activities

The objects of the CIO are to establish and maintain a village hall for the use and benefit of the inhabitants of Bradfield and the surrounding area, without distinction, including for recreation, leisure-time occupation and activities intended to improve the conditions of life for the community.

From January 2026 onwards, following significant trustee resignations and the reconstitution of the trustee board, the trustees undertook substantial work to restore the effective operation, governance and administration of the charity.

This included rebuilding core operational, financial and administrative systems following the loss of records, documentation and operational information during the financial year.

The trustees also reviewed the operation and use of the hall to ensure that its activities and charging arrangements more closely reflected the charitable purposes for which the hall was established.

A revised Hire Charges & Community Use Policy was adopted in March 2026 in order to:

support community access to the hall;
provide fair and transparent charging arrangements;
distinguish between community, private and commercial use; and
ensure the long-term financial sustainability of the charity.

From 1 April 2026, the trustees introduced reduced and community-focused charging arrangements for local community organisations and parish residents, including discounted rates for local private hire at weekends.

Particular emphasis was placed on supporting regular community users and maintaining affordability for local residents and organisations.

Revised invoicing and payment arrangements were also introduced for regular community users, including annual invoicing with payment by monthly standing order instalments. Trustees considered this approach more practical and sustainable for both the charity and regular user groups, reducing the need for repeated invoicing and payment administration while also helping to provide more consistent income to the charity throughout the year.

3. Public Benefit

The trustees confirm that they have considered the Charity Commission’s guidance on public benefit.

The trustees believe the charity continues to provide public benefit by maintaining and operating Bradfield Village Hall as a community facility available to local residents, clubs, organisations and community groups.

From January 2026 onwards, particular emphasis was placed on improving accessibility and supporting activities which further the charity’s objects through recreational, sporting, social and community use of the hall.

4. Achievements and Performance

From 13 January 2026, the trustees undertook substantial work to restore and stabilise the operation of the charity following significant trustee resignations and the absence of any effective handover of records, systems or operational information.

At the point of transition to the incoming trustees, none of the operational, financial and administrative records were handed over. These included booking systems, invoicing records, deposit records, hire agreements, digital calendars, website access, email systems and supporting financial records. Trustees were therefore required to reconstruct core operational, financial and administrative systems from January 2026 onwards.

Priority was given to rebuilding governance, restoring operational systems and ensuring that key compliance obligations relating to the building and charity were brought up to date.

Trustees identified a number of significant compliance matters requiring urgent attention, including lapsed insurance arrangements, overdue electrical inspection and gas safety certification, absence of a current fire risk assessment, incomplete fire procedures and the absence of key operational and health and safety documentation.

During the year, trustees therefore prioritised:

reinstatement of appropriate insurance arrangements;
rebuilding booking, invoicing and deposit management systems;
implementation of centralised digital systems for communications, document storage and administration;
completion of electrical inspection and associated remedial works;

completion of gas safety inspection requirements;
commissioning of a fire risk assessment and implementation of associated actions;
development of operational, governance and health and safety policies;
introduction of formal hire agreements and updated booking procedures;
reconstruction of financial and administrative records;
urgent operational responses to drainage and maintenance issues affecting the hall

facilities;

improvements to key control, security and operational procedures.

From early 2026 onwards, trustees also began longer-term planning for significant future infrastructure works relating to the hall and associated facilities.

Particular concern was identified regarding the condition and suitability of the changing rooms and associated heating and plumbing systems. Trustees noted that the changing room facilities are now approximately forty years old, are in poor and outdated condition and are no longer considered fit for modern community and sporting use.

Trustees further noted that the condition and layout of the facilities currently limits wider accessibility and use by sections of the community, including women’s and girls’ sport and other community users requiring appropriate changing and shower facilities. Initial outline proposals and plans for refurbishment of the changing rooms were therefore developed during 2026, with preliminary discussions taking place with the Football Foundation and Essex FA regarding potential funding support.

Trustees also began planning for wider replacement and upgrading of ageing heating, hot water and plumbing systems serving the building. The current boiler and heating arrangements are outdated, inefficient and increasingly unsuitable for the operational needs of the hall and associated facilities.

The trustees consider these future infrastructure works essential to ensuring that Bradfield Village Hall remains safe, sustainable, energy efficient and suitable for long-term wider community use.

5. Financial Review

From January 2026 onwards, the trustees undertook substantial reconstruction and review of the charity’s financial records and financial management arrangements following trustee resignations and the absence of effective handover of operational, financial and administrative records.

This work included reconstruction and review of historic bookkeeping records, introduction of improved cashbook analysis, separate identification and recording of refundable hall hire deposits, reconciliation of historic deposit balances, creation of centralised invoicing and financial tracking records, and implementation of improved financial controls and monthly reporting arrangements.

Historic bookkeeping records also showed that refundable hall hire deposits had previously been recorded within hall hire income rather than separately identified as liabilities held by the charity.

From January 2026 onwards, trustees undertook substantial reconstruction of historic deposit balances using available bank records, transaction descriptions and limited historic deposit information retained from previous years. During this process, inconsistencies were identified including deposits repaid in previous periods which could not be matched to corresponding

recorded receipts, together with one historic deposit receipt which could not be matched to a recorded repayment.

A reconciliation adjustment was therefore made within the accounts during the year to ensure that balances carried forward properly reflected funds actually held by the charity at year end.

The charity ended the year with total funds of £37,205.98.

During the financial year, restricted funds totalling £11,700 were utilised for the purposes for which those funds had originally been designated, principally relating to refurbishment works to the toilet facilities and associated infrastructure improvements completed earlier in the year.

Additional expenditure was also incurred earlier in the financial year under the previous administration in relation to building refurbishment and furnishing improvements, including flooring replacement within the bar/lounge area and replacement seating.

From January 2026 onwards, substantial expenditure was incurred in bringing the building and its systems back into compliance and operational order, including electrical remedial works, fire safety works, gas safety requirements, fire risk assessment actions and associated operational repairs and maintenance.

From January 2026 onwards, trustees also introduced improved financial reporting, recordmanagement and monitoring procedures, including monthly financial reporting to trustee meetings, centralised financial records, improved cashbook analysis and ongoing review of bank transactions and balances.

6. Reserves Policy

The trustees adopted a formal Reserves Policy during 2026.

The trustees consider it necessary to retain sufficient reserves to support the ongoing operation, maintenance, repair and compliance requirements of the hall, together with anticipated future expenditure relating to significant infrastructure works and replacement of ageing building systems and facilities.

Particular consideration has been given to future expenditure associated with refurbishment of the changing rooms and replacement or upgrading of heating, plumbing and associated infrastructure systems.

Approved by the trustees on: 29 May 2026

Signed on behalf of the trustees:

Lesley Neal

Lesley Neal Chair

Bradfield Village Hall

Registered Charity No.1187316

Receipts and Payments Account for the year ended 31st March 2026

RECEIPTS From Trading Activities Lettings From Voluntary Sources Fundraising income Grants	Unrestricted Restricted Total £ £ £ 19,653.81 19,653.81 0.00 0.00 0.00 0.00 2025/26	2024/25 £ 17,182.25 4,250.23 20,000.00
Donations From Assets Sale of asset	0.00 0.00 0.00	0.00 40.00
Interest TOTAL RECEIPTS PAYMENTS	667.90 667.90 20,321.71 0.00 20,321.71	859.44 42,331.92
Charitable Activities
Rates Water Insurance	639.74 639.74 1,079.48 1,079.48 576.75 576.75	213.25 498.20 726.40
Electricity	2,217.94 2,217.94	1,549.84
Gas Licences and Subscriptions Website, Internet & Telephone Repairs, Maintenance and Sundries Administration of the charity Accounting and Examination Affiliation Fee (RCCE) Bank charges Other Expenditure Community donation (Grapevine) Fundraising expenses Equipment & Enhancements TOTAL PAYMENTS	791.99 791.99 554.22 554.22 38.05 38.05 4,645.53 4,645.53 126.00 126.00 84.60 84.60 55.00 55.00 100 100.00 367.50 367.50 11,085.75 11,700.00 22,785.75 22,362.55 11,700.00 34,062.55	583.05 389.74 319.20 3,571.62 114.00 80.40 60.00 248.56 8,300.00 16,654.26

SURPLUS Balances Brought Forward Balances Carried Forward	-2,040.84 -11,700.00 -13,740.84 39,246.82 11,700.00 50,946.82 37,205.98 0.00 37,205.98	25,677.66 25,269.16 50,946.82

Bradfield Village Hall

Registered Charity No.1187316

Statement of Assets and Liabiities at 31st March 2026

MONETARY ASSETS Deposits and Bank Balances CAF Cash Account CAF Gold Account CURRENT ASSETS Hire fees unpaid CURRENT LIABILITIES Refundable hall hire deposits held Accounts and Independent Examination Invoice for refurbishments NON MONETARY ASSETS Fixtures, fittings and soft furnishings Tables and chairs Sports and Games Equipment PA System Kitchen Equipment Office Equipment Cleaning materials	2026 £ 691.46 36,514.52 37,205.98 1731.00 550.00 132.00	2025 £ 687.55 50,259.27
		50,946.82
		1093.00 126.00 17216.60

Approved by

Chairman Date 28/06/2026

Treasurer Date 28/06/2026

Independent Examiner's Report to the trustees of Bradfield Village Hall (Registered Charity Number 1187316)

I report to the trustees on my examination of the accounts of Bradfield Village Hall (the Trust) for the year ended 31st March 2026, set out on pages 1 to 8.

Responsibilities and basis of report

As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner’s statement

I have completed my examination. I have identified a matter of concern that some bank transactions could not be matched to source documents because of incomplete information presented to me.

I confirm that no other matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

accounting records were not kept in respect of the Trust as required by section 130 of the Act; or
the accounts do not accord with those records.

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

Jan Stobart

RCCE House, Threshelfords Business Park, Inworth Road, Feering CO5 9SE 16[th] June 2026