Trustees’ Annual Report for the period
From 01 April 2024 (Period start date) To 31 March 2025 (Period end date) Charity name: Orpen Memorial Hall Trust
Charity registration number: 208912
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | Village Hall for general use and benefit to the inhabitants of the parish. |
| Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. |
Para 1.17 and 1.19 |
Hire of the hall for regular users e.g. clubs, playgroup, local drama group, meetings etc. Hire of the hall for casual users e.g. parties, events, wedding receptions etc. Part of the hall is hired to West Bergholt Social Club during the evenings/weekends and available to hire to thepublic duringthe day. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The Trustee is satisfied that this charity meets the guidance issued by the Charity Commission on public benefit. |
Additional information (optional) You may choose to include further statements where relevant about:
| SORP reference | ||
|---|---|---|
| Policy on grant making | Para 1.38 | No comment |
| Policy on social investment including program related investment |
Para 1.38 | No comment |
| Contribution made by volunteers |
Para 1.38 | No comment |
| Other | No comment |
Achievements and Performance
| SORP reference | ||
|---|---|---|
| Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole. |
Para 1.20 | The hire charges are sufficient to cover the running costs of the hall. Use of the facilities continues to expand. Throughout the financial year 2024-25 the Orpen Memorial Hall bookings remain steady, with regular hirings, one-off parties and continuous schedule of maintenance and upgrade projects. Bluebells Pre-school continued to provide Early Years education for children Monday-Friday during term time in both the front and back halls from 8am-4pm. They were fully subscribed as always and provided a substantial part of the hall’s income during the daytime when it wasn’t generally in demand. The Hall complex was open for hirers as stated earlier, with clubs, regular hirings and on-off parties filling the diary. The Annual Village Fete was held on the 6thJuly 2024, led by the new Fete Subcommittee. £2032.40 was raised from stall booking fees and refreshment trucks, but £3,122 spent on the marquees and bands, resulting in the need to use £1,089.60 of the funds carried forward from previous years. A £200 grant was received from the City Councillor’s Locality Budget which helped with the hire of the marquees, but in 2025-26 sponsorship will be sought for them from local businesses. The West Bergholt Social Club opened during 2024-25 and paid each quarter of its licence fee in full to the Orpen Memorial Hall Trust. The use of the Social Club by the Trust as a meeting room during the day continued with the Warm Space (now renamed the Friday Club) running each week six months of the year, during the colder months. This was run by the West Bergholt Care Network and supported by the Parish Council, providing free tea & biscuits, and more importantly companionship during the difficult economic times. Other daytime use included a weekly coffee morning during term times for those Bluebells parents of SEND children, providing support and a friendly chat. |
During 2024-25 the Norwegian Bakers continued to be the only food outlet to hire a space outside in the Orpen Memorial Hall car park, providing freshly baked goods from their gazebo stall every Wednesday and has proved popular with residents & parents parking during school drop off/pick up alike. There were no major projects this year, however the retention monies that were due a year after the upgrading of the Social Club & public access toilets were paid to the relevant contractor. An emergency boiler replacement was necessary to one of the hall’s three boilers. Otherwise, only general maintenance, repairs and repainting took place, which included fitting child friendly toilet seats. An update of the hall’s electrics took place within this year’s maintenance budget with the installation of a new fuse board, the fitting of a new outdoor socket and the replacement of some very old hand dryers with newer models.
Additional information (optional) You may choose to include further statements where relevant about:
| Achievements against objectives set |
Para 1.41 | No comment |
| Performance of fundraising activities against objectives set |
Para 1.41 | No comment |
| Investment performance against objectives |
Para 1.41 | No comment |
| Other | No comment |
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | Cash at the bank on 31/03/25 was £28,709.48, including £6,127.77 in the Orpen Bequest account, which is to be used for internal improvements to the Orpen Memorial Hall. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | £2,146.00 is held for WB Village Fete, all of which is held in a designated fund as the previous year’s restricted funds were used up previously. The profits from the Village Fete are held with the Trust’s reserves, for use the following year or to fund other village events, if the Fete should cease. There is also £1,671.14 set aside for Improvements, donated by the now defunct WB Local History Group. This fund was transferred to the hall from the remainder of the monies in their bank account, to be used by the hall, to pay for the storage and maintenance of the WB History Archive for the benefit of residents. The hall expects to pay to clear a storeroom, purchase several 6ft high tambor cupboards to store the archive and for someone to catalogue the archive in 2025-26. The remaining reserves are set aside for future major projects and to cover unusual items of expenditure, as well as contingency for loss of income if needed, as noted below. |
| Amount of reserves held | Para 1.22 | £18,764.57 was held in unrestricted funds, enough to cover 4 months of operating costs in the event of a loss of income. |
| Reasons for holding zero reserves |
Para 1.22 | Not applicable |
| Details of fund materially in deficit |
Para 1.24 | Not applicable |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | None, even in the event of another pandemic and having to close, the hall is well prepared with contingency funds. |
| Additional information (optional) You may choose to include further statements |
Additional information (optional) You may choose to include further statements |
where relevant about: |
|---|---|---|
| The charity’s principal sources of funds (including any fundraising) |
Para 1.47 | Hire charges for the premises are the principal source of funding. Income from trading activities has remained steady during the year and as a result, they cover the charitable expenditure. The charity was in receipt of only one small Colchester City Council Locality grant worth £200 in 2024-25, for use on marque hire at the village fete. |
| The Parish Council provides an annual maintenance contribution to the Orpen Memorial Hall of £1,600. |
||
|---|---|---|
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | No comment |
| A description of the principal risks facing the charity |
Para 1.46 | No comment |
| Other | No comment |
Structure, Governance and Management
| Description of charity’s trusts: |
||
|---|---|---|
| Type of governing document (trust deed,royal charter) |
Para 1.25 | Will proved 9thFebruary 1918 and Scheme of 8thFebruary1944 |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | Trust |
| Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees |
Para 1.25 | Appointment on becoming a member of West Bergholt Parish Council |
Additional information (optional) You may choose to include further statements where relevant about:
| Policies and procedures adopted for the induction and training of trustees |
Para 1.51 | No comment |
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | No comment |
| Relationship with any related parties |
Para 1.51 | No comment |
| Other | No comment |
Reference and Administrative details
| Charityname | Orpen Memorial Hall Trust |
|---|---|
| Other name the charity uses | |
| Registered charitynumber | 208912 |
| Charity’s principal address | 80 Chapel Road West Bergholt Colchester CO6 3HL |
Names of the charity trustees who manage the charity
| 1 | Trustee name | Office (if any) | Dates acted if not for whole year |
Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee(if any) |
|---|---|---|---|---|---|
| West Bergholt Parish Council | |||||
| Corporate trustees–names of | the directors at the date the report was approved | ||||
| Director name | |||||
Name of trustees holding title to property belonging to the charity
Trustee name Dates acted if not for whole year
Funds held as custodian trustees on behalf of others
Description of the assets None held in this capacity Name and objects of the Not applicable charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for Not applicable safe custody and segregation of such assets from the charity’s own assets
Additional information (optional)
Names and addresses of advisers (Optional information)
| Type of | Name | Address |
|---|---|---|
| adviser |
Name of chief executive or names of senior staff members (Optional information)
Exemptions from disclosure
Reason for non-disclosure of key personnel details
Other optional information
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
| Signature(s) Full name(s) Position (eg Secretary, Chair, etc) Date |
||
|---|---|---|
| Laura Walkingshaw | Brian Butcher | |
West Bergholt Parish Clerk |
Chair of West Bergholt Parish Council | |
| 14thJanuary 2026 | ||
| 14thJanuary 2026 |
| Receipts and Payments for | yearendin | g 31st Mar | ch 2025 | 2024-25 | 2023-24 | ||||
|---|---|---|---|---|---|---|---|---|---|
| Endowment | |||||||||
| Unrestricted Funds | Restricted | Funds | Funds | ||||||
| General | Designated for | Designated for | Restricted for | Restricted | |||||
| Reserves | Improvements | Improvements | for Fete | Total | |||||
| Receipts | |||||||||
| From Voluntary Sources | |||||||||
| Grants | 0.00 | 1671.14 | 1671.14 | 9975.00 | |||||
| Fundraising (Village Fete) | 1832.40 | 200.00 | 2032.40 | 2414.36 | |||||
| Sub Total | 0.00 | 0.00 | 1832.40 | 1671 | 14 | 200.00 | 0.00 | 3703.54 | 12389.36 |
| From TradingActivities | |||||||||
| Lettings Main Hall | 26519.32 | 26519.32 | 25911.39 | ||||||
| Lettings John Lampon Hall | 16408.41 | 16408.41 | 16930.80 | ||||||
| Letting - PC |
700.00 | 700.00 | 700.00 | ||||||
| Social Club Licence Fee | 2510.00 | 2510.00 | 4840.00 | ||||||
| Social Club Meeting Room | 1307.92 | 1307.92 | 808.55 | ||||||
| Play Group Storage | 589.98 | 589.98 | 590.08 | ||||||
| Environment Storage | 451.00 | 451.00 | 440.00 | ||||||
| Maint. Contribution from PC | 1600.00 | 1600.00 | 1500.00 | ||||||
| Miscellaneous | 0.00 | 0.00 | 0.00 | ||||||
| Sub Total | 50086.63 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 50086.63 | 51720.82 | |
| From Assets | |||||||||
| Investment Income | 620.26 | 620.26 | 608.26 | ||||||
| Bank Interest | 71.28 | 83.94 | 155.22 | 105.00 | |||||
| VAT Refund | 3981.64 | 3981.64 | 6061.59 | ||||||
| Total Receipts | 54139.55 | 0.00 | 1832.40 | 1671.14 | 200.00 | 704.20 | 58547.29 | 70885.03 | |
| Payments | |||||||||
| Charitable Activities | |||||||||
| Electricity | 1861.82 | 1861.82 | 3552.04 | ||||||
| Gas | 1509.9 | ||||||||
| Rates | 168.58 | 168.58 | 56.19 | ||||||
| Water Rates | 1364.24 | 1364.24 | 1233.83 | ||||||
| Insurance | 1485.20 | 1485.20 | 1381.56 | ||||||
| Hall Consumables | 1022.17 | 1022.17 | 1270.35 | ||||||
| Cleaning | 9807.00 | 9807.00 | 9366.71 | ||||||
| Waste | 2434.77 | 2434.77 | 2468.52 | ||||||
| Administrators salary | 8855.97 | 8855.97 | 9015.52 | ||||||
| Office expenses | 1126.07 | 1126.07 | 626.57 | ||||||
| Maintenance & Servicing | 6614.58 | 6614.58 | 8058.23 | ||||||
| Fees and Licences | 390.84 | 390.84 | 707.28 | ||||||
| Public Works Loan | 5368.26 | 5368.26 | 5368.26 | ||||||
| 44752.94 | 0.00 | 44752.94 | 44614.96 | ||||||
| Other Expenditure | |||||||||
| Legal Fees | 0.00 | 0.00 | |||||||
| Fundraising Costs (Village Fete) | 1294.59 | 1827.41 | 3122.00 | 1715.14 | |||||
| VAT | 4722.47 | 4722.47 | 4471.27 | ||||||
| On Assets and Equipment Purchases | |||||||||
| Building improvements | 1582.00 | 3158.04 | 221.96 | 4962.00 | 13338.67 | ||||
| Total Payments | 51057.41 | 3158.04 | 1294.59 | 221.96 | 1827.41 | 0.00 | 57559.41 | 64140.04 | |
| Net Receipts for the year | 3082.14 | -3158.04 | 537.81 | 1449.18 | -1627.41 | 704.20 | 987.88 | 6744.99 | |
| Balances at start of year | 17318.95 | 1582.00 | 1608.19 | 221 .96 | 1627.41 | 5363.09 | 27721 .60 | 20976.61 | |
| Transfer betweenfunds | -60.48 | 60.48 | 0.00 | ||||||
| Transferbetween funds | -1576.04 | 1576.04 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | ||
| Balances at end of year | 18764.57 | 0.00 | 2146.00 | 1671.14 | 0.00 | 6127.77 | 28709.48 | 27721.60 |
| 2024-25 | 2023-24 | |||||||||
| Unrestricted | Funds | Restricted | Funds | Endowment Funds |
Total | |||||
| General | Designated | for | Designated for | Restricted for | Restricted | |||||
| Reserves | Improvements | Improvements | for Fete | |||||||
| MONETARYASSETS | ||||||||||
| Deposits and Bank Balances | ||||||||||
| CurrentAccount | 8797.06 | 2146.00 | 1671 | 14 | 12614.20 | 20401.8 | ||||
| High Interest Account | 9967.51 | 9967.51 | 1896.23 | |||||||
| Orpen Bequest Account | 6127.77 | 6127.77 | 5423.57 | |||||||
| 18764.57 | 0.00 | 2146.00 | 1671.14 | 0.00 | 6127.77 | 28709.48 | 27721.60 | |||
| DEBTORS | ||||||||||
| Outstanding Hall hire fees at 31st March | Invoice 314 | 48.15 | Paid 01/04/25 | |||||||
| Invoice 316 | 44.85 | Paid 29/04/25 | ||||||||
| Invoice 318 | 85.60 | Paid 01/04125 | ||||||||
| Invoice 332 | 84.00 | Paid 08/04/25 | ||||||||
| 262.60 |