Trustees. Annual Report for the period Period start date Period end date Year From 24 11 2023 To 31 03 2025 Charity name Maresfield Village Hall CIO Registered charity number lif any) Charity's principal address 1205893 Willage Hall, Batts Bridge Road. Maresfield East Sussex Postcode TN22 2HJ Names of the charity trustees who manage the charity Trustee name Offi¢e {rfany) Dates acted rf not forwhole y￿r Name of petson lor bodyl enlitled to appoint trustee (rf Patricia Bowler Chair & Secretary Treasurer Elected Trustee Nicola Poole ditto Patricia Langridge Laura Stevens Smith ditto ditto Names and addresses of banks and advisers Independent Examiner- Alan Sallows F.C. C.l.O.T Bank- CAF Bank 25 Kingshill Ave. Kent. ME19 4JQ Waterside Centre, Lewes, BN7 2PE Village Halls Advisory SerVi￿- Action in Rural Sussex Governance The Goveming Document for the original charity was a Trust Deed, dated 21 January 1966. Following the incorporation of the CIO this has been superseded by a new Constitution Deed dated 24th N0vemk￿r 2023. The Charity was established to maintain a village hall for the use of the inhabitants of Maresfield and the neighbourhood thereof, without distinction of sex, political, religious or other opinions. The land with the building thereon is vested in the Official Custodian for Charities. The original Title Deeds were stored in the Documents Cupboard in the hall, with the land and building registered at the Land Registry as Title No. ESX26322. Following the incorporation of the CIO, the Trustees have lodged the appropriate Land Registry application for the new Title Deed. This remains outstanding with the Land Registry. The CIO Constitution govems the appointrnent of trustees and the management of the charity. The Management Committee is fomied of up to 6 elected members. who are elected at the AGM, plus up to 7 iepresentab.ve members who may be nominated from Iheir regular user group. Policies and Procedures To guide the Management Committee in exercising its duty of care to members, employees and users of the hall, policy statements on Safeguarding, Fire Safety. GDPR and Health & Safety have been adopted and will be updated annually. Copies are available to view in the hall. Hiring Agreement Use of the village hall is subject to a Hiring Agreement which must be signed by the hirer when booking. The hiring agreement sets out the condf(ions of hire and identtfies the respective responsibilities of each party to the agreement. Licences The hall has a Premises Licence (not including alcohol) and is li￿nSed by the Performing Right Society for live and recorded music Risk Management The village hall is insured with respect to property damage, contents cover, public liability, employerfs liability and trustee indemnity. The cover is a Village Guard Village Hall Insuran￿ Policy underwritten through Allied Westminster by Aviva and DAS. The Management Committee recognises that it is under a legal obligation to protect the building, its users and employees through adequate and appropriate insuran￿. Building Maintenance A building condition survey is undertaken at 5-year intervals. Gas and electrical applIan￿S are tested by qualified personnel The mains electri&31 installation is checked every 5 years A Fire Safety Risk Assessment is updated annually by the committee's own Fire Safety OffI￿r as required by law. Fire fighting applIan￿S are inspected annually under contract. Volunteers from the committee cary out other regU￿r maintenance checks. Objectives of the Charity The said land with the buildings thereon speafied in the said first schedule shall be held upon trust for the purposes of the village hall for the use of the inhabiiants of Maresfietd and the neighbourhood thereof, without distinction of sex or sexual orientation. age, disabiltty, nationality, political. religious or other opinions Use of the village hall for meetings. lectures and classes or other forms of recreation. in the interests of social welfare and with the obj.ect of improving the social Gondrtions of the inhabitants. The Trustees consider these objectives to be consistent with Chartty Commission guidance on providing for the public benefit, as shown in the list of the activibes pursued thTrs year. Principal Activities in Pursuit of Obiectives The hall is in use most days of the week and activities continue lo be extremely VI￿de ranging. There are monthly meetings of the Village Lunch Club, and weekly Badminton. There are fitness and yoga classes, many types of dan￿ groups, and the Church groups also use the facilities. The Conservation Group, other groups and village residents use the hall for quizzes. suppers and private parties. Nov. 2023 - March 2025 Results and Achievements This year, the focus has been on transttioning the legal identity of the village hall from being an Unincorporated Association to being a Charitable Incorporated Organization (CIO). The process started in November 2023 Caroline Cohen. our Solicitor at Thomson, Snell and Passmore, has been acting for us to complete the transfer of the original Village Hall Maresfield to the new Maresfield Village Hall CIO. together with Angela Milligan, our Advisor at AIRS, (Action in Rural Sussex). The necessary documentation has been prepared to officially transfer the rrtle. That transfer was completed by a signed Pre-merger Vesting Declaration dated 13th January 2025. Following that, an application was made to the Land Registry for the offiaal transfer, but we are told that there are considerable delays at the Land Registry, so we are not sure when we Villll re￿1ve the fomial noti￿. Daily operating activities have been transferred from the old charity to the new, induding setting up a new bank account with CAF bank. It has taken time for hirers and the utilty companies to embra￿ the change but things are sething down. The year has continued to see a steady foorfall in the hall. Our regular weekly hirers include Universal Dance, Paracise, Pilates and Badminton. Ballroom Dancing and Yoga. The monthly lunch club continues to be very successful & achieved a 5-Star food hygiene rating. Evening meetings and events are held by the ConseNation Group and the hall is used by the thurch on two Sunday mornings each month. The number of weekend bookings has been a little lower than past years - maybe a refiection ()f the continuing cost of living drfficulties. Funding. The Committee works hard to make the hall attractive to potential users and the heatthy financial position has been achieved due to the range of users and high occupancy rate. We are very grateful for our users, continuing commitment which contributes to the financial stabilty of the hall. We are also very gratefvl for the Parish Counal's grarrt arNJ individual donations. Reserves Policy It is the Trustees, policy to maintain unrestricted reserves of beiween 1000h and 1500h of annual revenue budget expenditure. This is available for unforeseen expendtiure in relation to building maintenance or equipment rePla￿Ment. In addition, the commtttee agreed to build a ￿ghtIng fund, reserve (held in the separate CAF savings account) which will be available should there be any future progress made towards achieving a new Gommunty building for the village. Long temi plans and the future of the village hall In the longer term, the commrttee will conts.nue to explore how to accommodate the needs of a growing community. In the next financial year we are planning to re-decorate the main hall and upgrade the lighting to an eco- friendlier solution. Maresfield Villa e Hall CIO 24.11.2024-31.03.25 Cha Commission Accounts Receipts and Payments Accounts Maresfield Willage Hall CIO (with assets transfeTred from Village Hall Maresfield) harity name 1205893 Charity number lrfanyio 24.11.23 Forthe peri(Kl from Istart datel to lerxj date) 31.03.25 Section A: Receipts and payments A1 Receipts Unrestricted funds Endowment nds funds Total funds Last year Hirers Hirerfs deposits Unrestricted donatio Fund Raising Restricted donations Interest on depostts Other £12.048.00 £600.00 £25.00 £0.00 £0.00 £972.44 £50.00 £0.00 £0.00 £0.00 £0.00 £0.00 £400.00 £0.00 £0.00 £0.00 £o_oo £0.00 £000 £0.00 £0.00 £0.00 £0.00 £0.00 £12,048.00 £600.00 £25.00 £0.00 £400.00 £972.44 £50.00 £0.00 £12,970.00 £185.00 £0.00 £0.00 £435 00 £885.44 £67.20 sub £12,393.30 £0.00 £12.393.30 £400.00 £0.00 £0.00 £0.00 £14.095.44 £0.00 £14,542.64 £0.00 £14,542.64 A2 AssÈt and Inveslrnent sale5. etc £400.CKJ £0.00 £14.095.44 A3 Paymerts Rates Water & Se*Era £132.23 £393.29 £1.862.$4 £904.78 £148.18 £1,760.00 £1,119.94 £7.445.05 £410.04 £0.00 £0.00 £162.00 £414.64 £2,194.70 £96.20 £414.72 £540.00 £133 12 £298 70 £2,545.13 £1,367.12 £119.43 £1,788.00 £1,071.41 £8,199.61 £403.92 £0.00 £0.00 £298.80 £238 82 £1,038.00 £76.02 £78.37 £250.00 Electri(¥ty Cleaning rnatenajs Cleaning *rvices land￿ling *indcthE} Insurance Repairs, renewaL%, maintenan Vvifi installation & running Costs Annual impmvernent prilert Fund raising costs SubsGryptions Administration & bookiw e￿nseS Miscelbneous Bank Charges Equjpment urehase Hirer refvnds sub lotal £0.00 £0.00 £0.00 £17.998.31 £0.00 £17.906.45 £0.00 Tolalpayrnents £17.998.31 3,902.87 £0.00 £17,906.45 -£3,363.81 £0.00 £61,907.61 £58,543.80 Net ot re￿iPts1(PaY1nentsI Transfèi t*knn funds A6 Cash fijndsfrorn LqstyearwKI Cash funds at this year end £54,640.93