# **Hatfield Peverel Community Association Registered charity number 270120** 

# **Trustees Annual Report** 

## **for the year ending 31[st] December 2022** 

## **Governance** 

The charity’s address is The Village Hall, Maldon Road, Hatfield Peverel, Chelmsford, CM3 2HP. 

At a meeting of the 16[th] December 2020, it was resolved that the affairs of the Association and administration of the charity should be directed by Hatfield Peverel Parish Council acting as Sole Trustee. This would take effect from 1[st] January 2021. 

The Charity owns the hall building and the land immediately surrounding the hall. The objects of the Charity are to maintain and manage the village hall for the benefit of all the inhabitants of Hatfield Peverel. The hall is to improve social welfare of the village by providing facilities for leisure and recreation. The aim is to improve the conditions of life for the inhabitants irrespective of race, colour, sex, political and religious leanings. The trustee is satisfied that this activity meets the requirement of the public benefit test 

## **Activities for the year 2022** 

The hall is comprised of a large function room, several smaller rooms that are connected, and a bar/coffee shop area. The bar activities were contracted out to a third party and were used by hall hirers when events were staged. The café was initially run for a couple of hours weekday mornings only. Due to increased demand, the café started to open in the afternoons as well. If this proves popular, then the plan would be to open the café all day and include weekends. The hall stage has been upgraded with new lighting and a sound system. Concerts included various tribute acts covering songs by ABBA, Roy Orbison, Pink Floyd and ELO. The Pantaloons held two separate plays which were well received. Further acts are planned for 2023. 

## **Accounts for the year 2022** 

The accounts for the charity have been prepared using the simple receipts and payments method. 

Net receipts show a surplus of £15,544. This compares favourably with £6,251 that was made last year. However, the total of grants received in the year was £20,269. These grants 



were received to make improvements to the structure of the hall, as well as to upgrade the Vic Olley room (the old snooker room). Roughly £6,000 of this will be carried over to 2023 and spent then. The charity had sufficient reserves of its own to be able to spend £2.5k on upgrading the toilets, as well as £6.7k on various electrical upgrades and internal painting.  If these one-off expenses were discounted, then the charity made a surplus of just under £10k on its normal day to day activities. Cash and bank balances at the end of the year were £44,532. Again, this compares favourably with the previous year when the totals were £28,987. The trustee is happy with this figure as it allows further capital improvements to be made in 2023. 

During the first half of 2023, income from the café continued to increase. In May, the charity decided to hand over the running of the café to an outside party. They pay a monthly rental and have planned to have the cafe open during the day, seven days per week. One of the local businesses that regularly hires one of the rooms has also requested that they hire an additional room.  Further concerts and plays have been held on the main stage. The Vic Olley room has been upgraded to a multi-purpose facility. Films are now being held in there on a regular basis. More appropriate furniture will be purchased so that it can be used for businesses who wish to hire it out for conferences and meetings. On a negative side, the gas and electricity bills have risen dramatically.  The electricity contract that we signed last year reduced the bills in the winter months, but has resulted in much higher bills during the summer months. The consequence of this is that self-funded, less critical, capital projects have had to be shelved until further grant funds become available. However, the trustee is very pleased to note that the hall is increasingly being used and is well on the way of satisfying the charity’s aim of making the hall a community hub. 

The accounts show a long standing, interest free, loan of £25,000. In theory, this will be repayable in 2042 to the old, moribund, Village Hall charity. However, steps will be taken to dissolve this entity. Note that there is an investment fund set up to repay this. The value of this COIF Charities Investment Fund as at 31[st] December was £22,685. 



## **HATFIELD PEVEREL COMMUNITY ASSOCIATION Registered Charity 270120** 

## **Receipts and Payments Account for the year ended 31st December 2022** 

||**2021**<br>**Unrestricted**<br>**Restricted**<br>**TOTAL**<br>**Funds**<br>**Funds**<br>**2022**|
|---|---|
||£<br>£<br>£<br>£|
|**RECEIPTS**<br>**From Trading Activities**<br>Hall lettings<br>Bar/cafe takings<br>Sale of snooker table<br>**From Government**<br>HMRC Job retention scheme<br>Grant from BDC<br>Grant from ECC<br>Grant from Parish Council<br>VAT recovered<br>Grant from RCCE<br>**Other receipts**<br>Donation<br>Events Income<br>Bank interest<br>**TOTAL RECEIPTS**<br>**PAYMENTS**<br>Bar/cafe costs<br>Repairs and maintenance<br>Wages<br>Rates and water<br>Light and heat<br>Cost of events<br>Telephone<br>Insurance<br>Professional fees and licences<br>Building survey<br>VAT<br>Cleaning<br>Laptop<br>Coffee machine<br>Keyboard<br>Bank charges<br>Sundries<br>**TOTAL PAYMENTS**<br>**NET SURPLUS/DEFICIT**<br>Balances Brought Forward<br>Balances Carried Forward|53902<br>53902<br>27764<br>8205<br>8205<br>4478<br>0<br>200<br>0<br>5333<br>4000<br>500<br>4500<br>25572<br>1000<br>1000<br>0<br>10000<br>10000<br>0<br>8546<br>8546<br>0<br>8769<br>8769<br>6136<br>2000<br>2000<br>0<br>7754<br>7754<br>0<br>9<br>9<br>0<br>84416<br>20269<br>104685<br>69483<br>2776<br>2776<br>4086<br>23660<br>14039<br>37699<br>7992<br>14679<br>14679<br>18849<br>1915<br>1915<br>544<br>7478<br>7478<br>6691<br>7392<br>7392<br>244<br>570<br>570<br>725<br>4924<br>4924<br>4817<br>1880<br>1880<br>2921<br>0<br>0<br>1875<br>5534<br>5534<br>5415<br>2064<br>2064<br>795<br>0<br>0<br>250<br>0<br>0<br>6847<br>200<br>200<br>0<br>439<br>439<br>449<br>1592<br>1592<br>732<br>75102<br>14039<br>89141<br>63232<br>9314<br>6230<br>15544<br>6251<br>28987<br>28987<br>22736<br>38302<br>6230<br>44532<br>28987|





## **HATFIELD PEVEREL COMMUNITY ASSOCIATION Registered Charity 270120** 

## **Statement of Assets and Liabilities as at 31st December 2022** 

||**2022**<br>**2021**<br>£<br>£|
|---|---|
|**MONTARY ASSETS**||
|**Deposits and Bank Balances**<br>COIF Charities Deposit Fund<br>Bank Account<br>Cash in Hand|979<br>969<br>43403<br>27813<br>150<br>205<br>44532<br>28987|
|**Debtors**|6236<br>5655|
|||
|**Creditors**||
|Amounts falling due within one year<br>Amounts falling due after one year (Note 1)|3941<br>1578<br>25000<br>25000|
|**INVESTMENTS**||
|COIF Charities Investment Fund|22685<br>24927|
|**NON MONETARY ASSETS**||
|Land and buildings<br>Keyboard<br>Laptop<br>Coffee machine<br>Tables and chairs<br>Kitchen equipment<br>Bar equipment<br>Cleaning materials||



Note 1An interest free loan granted by Hatfield Peverel Community Association (registered charity number 210134) repayable in 2042 



## **Independent Examiner's Report to the Trustees of Hatfield Peverel Community Association (Registered Charity No. 270120)** 

I report to the trustees on my examination of the accounts of Hatfield Peverel Community Association for the year ended 31st December 2022. 

## **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 I was unable to verify some of the receipts because of incomplete documentation presented. 

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

1. accounting records were not kept in respect of the Trust as required by section  130 of the Act; or 

2.   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. 

J Stobart FCCA RCCE House, Threshelfords Business Park, Inworth Road, Feering CO5 9SE 30[th] June 2023