Hatfield Peverel Community Association
Registered charity number 270120
Trustees Annual Report
for the year ending 31[st] December 2023
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 2023
The hall is comprised of a large function room, several smaller rooms that are connected, and a bar/coffee shop area. The bar activities are contracted out to a third party and are used by hall hirers when events are being staged. The café was also contracted out to a third party during the year. This has been a real success and has become a focal point for the village. It is now being run daily including weekends. The hall stage has continued to be upgraded and now has better lighting and sound system. Concerts and plays have been held regularly throughout the year. It staged its first Christmas panto in December. Bands enjoy the facilities and are keen to return. However, due to the impact on the volunteers, it suits the charity to put on only one of these events per month.
Accounts for the year 2023
The accounts for the charity have been prepared using the simple receipts and payments method.
Net receipts show a surplus of £7,224. This is down from last year’s surplus of £15,544. The good news is that the hire of the hall and its rooms continues to increase. The charity took
in an extra £18.6k over the year. Monies taken from the regular events also showed a large increase. It received a one-off grant from the ECC for £5.0k. This was used to upgrade the Vic Olley Room so that it could be used for business meetings and a film club. The Parish Council also gave it a grant of £20.0k. This was to be earmarked for the capital projects and necessary repairs that the building will be needing in 2024.
The charity had sufficient reserves of its own to be able to spend £5.6k on installing better external doors, £2.7k on an improved path, and £4.0k putting in compliant fire alarms. The major shock was the huge increase in the gas and electricity bills. These have quadrupled from £7.5k in 2022, to £30.7k in 2023. The charity has taken steps to reduce this year’s expenditure by agreeing a yearly contract with Utility Aid. The management team are actively investigating how it can install solar panels, as well as other energy saving measures.
Despite the huge energy increases, the bank balances at the end of the year increased to £51,756. This is an increase of £7,224 from the previous year’s balance. The trustee is happy with this figure as it allows further capital improvements to be made in 2024.
The trustee is very pleased to note that usage of the hall continues to increase, and it 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 2023 was £25,527.
HATFIELD PEVEREL COMMUNITY ASSOCIATION Registered Charity 270120
Receipts and Payments Account for the year ended 31st December 2023
| Unrestricted Restricted TOTAL Funds Funds RECEIPTS From Trading Activities Hall lettings 72498 72498 Events income 19659 19659 Bar/cafe franchise 7170 7170 From Government Grant from BDC 0 CIF grant from ECC 5000 5000 Grant from Parish Council 20000 20000 VAT recovered 7640 7640 Grant from RCCE 0 Other receipts Donation 0 Bank interest 43 43 TOTAL RECEIPTS 127010 5000 132010 PAYMENTS Bar/cafe costs 1537 1537 Capital expenditure 13962 11230 25192 Repairs and maintenance 9611 9611 Wages 17966 17966 Rates and water 3024 3024 Light and heat 30660 30660 Cost of events 16819 16819 Telephone 930 930 Insurance 4972 4972 Professional fees and licences 159 159 VAT 7224 7224 Cleaning 4184 4184 Stationery & advertising 547 547 Bank charges 356 356 Sundries 1604 1604 TOTAL PAYMENTS 113556 11230 124786 NET SURPLUS/DEFICIT 13454 -6230 7224 Balances Brought Forward 38302 6230 44532 Balances Carried Forward 51756 0 51756 2023 |
2022 53902 7754 8205 4500 1000 10000 8546 8769 2000 9 |
|---|---|
| 104685 | |
| 2776 27100 10799 14679 1915 7478 7392 570 4924 1880 5534 2064 803 439 789 |
|
| 89140 | |
| 15545 28987 |
|
| 44532 |
HATFIELD PEVEREL COMMUNITY ASSOCIATION Registered Charity 270120
Statement of Assets and Liabilities as at 31st December 2023
| MONTARY ASSETS Deposits and Bank Balances COIF Charities Deposit Fund Bank Account Cash in Hand Debtors Creditors Amounts falling due within one year Amounts falling due after one year (Note 1) INVESTMENTS COIF Charities Investment Fund NON MONETARY ASSETS Land and buildings Keyboard Laptop Coffee machine Tables and chairs Kitchen equipment Bar equipment Stage and lighting Audio visual equipment Moveable screens Cleaning materials |
2023 1021 50735 0 51756 8289 9725 25000 25527 |
2022 979 43403 150 |
|---|---|---|
| 44532 | ||
| 6236 3941 25000 22685 |
Note 1 An 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 2023.
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 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:
-
accounting records were not kept in respect of the Trust as required by section 130 of the Act; or
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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 5[th] July 2024