**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 2024** 1 **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 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 five times this year in May, 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: - a. The proper maintenance for the Hall - b. The payment of insurance, rates and other expenses incurred in the management of the Hall - c. The provision of equipment and furniture - d. The benefit of the people of Hempstead or any other charitable purpose. They may assist the Church Committee of All Saints in their responsibility of maintaining the whole site including the access paths and car park. 2 **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’. 3 **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. 4 ## **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 D Gorf Mrs V Gorf Mrs N Jarvis Mr S Manning Mrs A Salter Mr J Gilbourne **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 5 HOM￿1••d Vlllage Hall - 252744 R•c•lO1 and payTh￿ . combined funds S•l•ct•d wlod: 01 Aprll 2024 to 31 lA•￿h 2025 Fr 01 Aprfl 2024 31 IAarch 2025 01 Aprll 2023 31 Id•rch 2024 To Oon•ts)ns 1CiI 5.11 5. Ith) Fund r•rdirvJ L•l•. Gernrnl PulA 173 3,$25 21,567 10,098 35,365 4.132 23.364 9.107 A?nts- R•guLgr Uwrs 36.6T3 Sl8 518 37,662 40,98J C￿1 of g•rtr•tir4J fv 8•nk Ch•rg•s ChArtthb* •aNIt rfft•Ats"ry maint•Mnc• BulhJirvJ W¢Jrks 8u•irx•s Rate• Ch•rty tknn•iNy c*aniNd & 0rnth8 Ekntrklty Fir• Prot•d* Fund rn*l G¥ G•r*rnl G91￿01 ￿1n1•nAnC G•r￿1 wnniry co¥t¥ Housé*eeFerfy Wtha In•ur4n P•rfDmity R¥Jht• Water Raths 222 24,217 197 6,427 1.510 3.470 1.73? 12 1,341 575 2.617 33 2.768 1.449 349 1.107 15 3.C67 222 6.202 471 4.483 738 292 ,113 47.863 13 April 2025 Pap I CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trustèesl mombers of Hempstead Willage Hall Management Commrttee On accounts for the year ended 31 March 2025 Charity no (if any) 252744 Set out on pages One to Four I report to the Iruslees on my examination of ttte accounts of the above charity 1.the Trust") for the year ended 3110312025. Responsibilities and As the charity truslees of the Trusl, you are responsible for the preparation basis of rèport of the accounts in accordance with the requirements of the Charities Act 2011 I'lhe Act") I report in resp8Ct of my examination of the Trust's accounts carned out under section 145 of the 2011 A¢t and in Carrying out my examination, I have followed the applicable Direclions given by the Charity Commission under seGtion 145151(b) of the Act. I have completed my examination. I confimi Ihal no material matters have come lo my attention In connection with the examination which gives me Cause to believe Ihal in. any material respect." accounting records wer6 not kept in accordance wrth sectlon 130 of the Act or the accounts do not accord wrth thé accounting records Independent examiner's statement I have no concems and have come across no other matters in connection wilh the examination to which attention should be drawn in order to enabl8 a proper understanding of the accounts to be rea¢hed. Signed: Dato: 09 May 2025 Namè: Adam t)owdy Relevant professional ,' FCCA ACA qualifi¢ation(s} or body (if any): Address: JAD Associates Ltd 4 Bloors Lane. Rainham Kent. ME8 7EG Section B Disclosure Only complete If the examiner needs to highlight matters of concern {see CC32, Independent examination of charty accounts.. directions and guidance for examiners). IER October 2018