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2023-03-31-accounts

Hempstead Village Hall Management Committee

Management Committee Serving the Community of Hempstead Registered Charity No. 252744

Hempstead Village Hall 169 Hempstead Road Hempstead ME7 3QG

Hempstead Village Hall Management Committee

Registered Charity No. 252744

Trustees’ Report for the year ended 31 March 2023

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Hempstead Village Hall Management Committee Management Committee Hempstead Village Hall 169 Hempstead Road Serving the Community of Hempstead Hempstead ME7 3QG Registered Charity No. 252744

The Trustees present their report and accounts for the year.

Structure, governance and management

All of the Trustees listed under ‘Administrative Information’ (page 5) have served throughout the year.

The Trustees form the Management Committee of the Hempstead Village Hall which is elected/confirmed at the AGM under its constitution. Four trustees are elected at the Annual General Meeting held in June: each trustee serves for a minimum of 1 year. In addition, each regular user group are invited to nominate two affiliated trustees. The trustees form the Management Committee of the Village Hall has the power to co-opt further trustees on an annual basis.

The committee met four times this year in July, September, November and March. The AGM took place in June.

Object

  1. The object of the Committee shall be to manage the Hempstead Village Hall for the benefit and welfare of the people of Hempstead on behalf of the Managing Trustees of the Diocese of Rochester.

The Committee shall be registered as a charity and shall be responsible for all matters relating to the use, administration and maintenance of the Hall.

Aim and Purposes

The Committee are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. They shall submit the independently examined accounts at the AGM next following the end of the financial year.

They shall dispose of and apply the income and equipment of the Hall for:

They may assist the Church Committee of All Saints in their responsibility of maintaining the whole site including the access paths and car park.

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Hempstead Village Hall Management Committee

Management Committee

Serving the Community of Hempstead

Hempstead Village Hall 169 Hempstead Road Hempstead ME7 3QG

Registered Charity No. 252744

Objectives and Activities

The Committee are dedicated to serving the Community of Hempstead in providing a facility for regular and occasional recreational activities and an independent pre-school. The Village Hall is hired out to villagers and nonvillagers and is used by a number of community organisations as well as being used for parties, etc.

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 conditions of hire and identifies the respective responsibilities of each party to the agreement.

Achievements and Performance

Regular Users

This year regular bookings have continued to be consistent. Hedgehogs Preschool continue to occupy the Hall Mon – Fri during the day (term-time only). In the evenings the Hall is used weekly by a children’s dance school (term-time only), a yoga class, Zumba class, Karate Club and Hempstead Players drama group. Regular weekend users include All Saints Church, Parish of South Gillingham and the children’s dance school (term-time only).

Occasional Users

Regular enquiries are made regarding the booking of the Hall from a wide variety of organisations and the local community for anniversary parties, baby showers, children’s birthday parties and charity fundraising events (eg Quiz Nights). This year enquiries and occasional bookings have been regular.

We continue to receive positive feedback from users regarding the standard of cleanliness and maintenance of the Hall. Vast improvements have been made to the Hall in recent years including a new kitchen, new ceiling, new light fittings and new tables and chairs.

Maintenance and Cleanliness

A caretaker and cleaner are employed to undertake the daily servicing of the hall. On top of this, regular maintenance continues including annual checks and necessary inspections including emergency lighting, electronics and appliance testing, fire safety tests and boiler maintenance and certificates obtained. The Committee has a desire to continuously improve the facility for the benefit of all regular and occasional users.

Marketing and Fundraising

The Hall operates a website and Facebook page offering updated user information and bookings contact information. A noticeboard in the entrance hall displays information regarding all the regular users of the Hall. In May 2023 the committee held a stall at the Hempstead Village Fayre, fundraising and advertising the Hall to residents and nonresidents of the area. We also continue to receive a small donation through the website ‘Easy Fundraising’.

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Hempstead Village Hall Management Committee

Management Committee

Serving the Community of Hempstead

Hempstead Village Hall 169 Hempstead Road Hempstead ME7 3QG

Registered Charity No. 252744

Policies and Procedures

To guide the Management Committee in exercising its duty of care to members, employees and users of the hall, the following policy statements have been adopted: Risk Management Policy, Health and Safety Policy, Safeguarding and Vulnerable Persons Policy, Complaints Handling Policy, Conflicting Interests Policy, Reserves Policy, Data Protection and Privacy Policy, Emergency Closure Policy.

Reserves/Investment Policy

It is management policy to maintain a balance on unrestricted funds which equates to £15,000 held in a bond to cover emergency situations that may arise and to ensure maintenance of the hall can continue should our income from hirers be prevented. The account to be spent by the management committee for the benefit of the hall.

Volunteers

The committee provide their services on a voluntary basis to this village amenity and thanks is extended to each and every one of them for their continued commitment. Many have served for several years and for their dedication and support we are extremely grateful.

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Management Committee

Serving the Community of Hempstead

Hempstead Village Hall Management Committee

Hempstead Village Hall 169 Hempstead Road Hempstead ME7 3QG

Registered Charity No. 252744

Administrative Information

Trustees Mrs M Chipperfield Mrs S Cross Mr D Fuller Mrs V Fuller Mr J Gilbourne Mrs H Gilbourne Mr D Gorf Mrs V Gorf Mrs N Jarvis Mr S Manning Mrs A Salter Charity Number 252744 Charity Address 169 Hempstead Road Hempstead Gillingham Kent ME7 3QG Independent Examiner JAD Accountants 4 Bloors Lane Rainham Gillingham Kent ME8 7EG Bankers HSBC Bank plc 231 High Street Chatham Kent ME4 4BQ

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Hempstead Village Hall Management Committee Management Committee Hempstead Village Hall 169 Hempstead Road Serving the Community of Hempstead Hempstead ME7 3QG Registered Charity No. 252744

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Hempstead Village Hall - 252744 Receipts and payments - combined funds Selected period: 01 April 2022 to 31 March 2023

From
To
Note		 31 March 2023
31 March 2022
01 April 2022
01 April 2021
Receipts
Incoming resources from generated funds
Voluntary income
Donations
Total: Voluntary income
Activities for generating funds
Fund raising
Lets - General Public
Rents - Pre-School
Rents - Regular Users
Total: Activities for generating funds
Investment income
Interest from Investments
Total: Investment income
Total receipts
Payments
Cost of generating funds
Investment management costs
Bank Charges
Total: Investment management costs
Charitable activities
Boiler/heating maintenance
Building Works
Business Rates
Charity Donations
Cleaning & Drains
Electricity
Fire Protection
Fund raising
Gas
General Admin
General Maintenance
General running costs
Housekeeper's Wages
Insurance
Performing Rights
Water Rates
Wi-Fi/Telephone
Total: Charitable activities		 100
89
100
89
1,540
994
3,578
3,074
19,790
19,278
9,370
7,496
34,279
30,843
73
15
73
15
34,453
30,948
61
16
61
16
222
222
80
—
276
276
985
—
2,948
2,904
1,358
820
67
107
23
—
2,007
946
365
249
7,944
1,111
482
499
4,105
3,946
1,802
1,054
735
336
479
375
205
310
24,090
13,161

There may be minor discrepancies in the totals if the pence are not being shown

01 November 2023 Page 1

From 01 April 2022 01 April 2021 To 31 March 2023 31 March 2022

Note

From
To		 31 March 2023
31 March 2022
01 April 2022
01 April 2021
Governance costs
Accountancy
Total: Governance costs
Total payments
Excess of Incoming resources over Resources used
Brought forward balance
Total carried forward balance		 288
276
288
276
24,439
13,453
10,013
17,494
78,945
61,451
88,959
78,945

There may be minor discrepancies in the totals if the pence are not being shown

01 November 2023 Page 2

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report R•port to the trustèesl members of Hempstead Village Hall Management Commrttee On accounts lor the year ended 31 March 2023 Charity no (if any) 252744 Set out on pages One to four he adL*ilional shtse. I report to the trustees on my examination of the accounts of the above charity ('the Trust'l for the year ended 31 March 2023 Responsibililles and As the charity trustees of the Trust, you are responsible for the preparation basi$ of report of the accounts in accordance wrth the requirements of the Charities Act 2011 ("the Act.). I report in respect of my examination of th8 Trust's accounls carried out under section 145 of the 2011 A￿ and in carying out my examination, I have followed the applicable Directions given by the Charty Commission under section 145(5){bl of the Act. I have completed my examination. I confimi that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect.. accounting records were not kept in accordance with section 130 of the Ad or the accounts do not accord wrth the accounting records Independent examiner's statement I have no concerns and have ¢(Yne across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Slgn•d: Date: 19 June 2023 Nam•: Adam Dowdy Rolevant professional qualificatlon(sl or body (if any): FCCA Address: JAD Associates Limited 4 Bloors Lane. Rainham Kent. ME8 7EG Section B Disclosure Only complete If the examiner needs to highlight matters of Con￿[￿ (see CC32, Independent examination of chartty acLounts'. directions and guidance for examiners). IER October 2018