East Mallin Villa e Hall Registered Charity No. 278521 Trustees Annual Report 1st April 2024 - 31st March 2025 Clerk to the Council: Mrs Valerie Severn East Malling & Larkfield Parish Council Church Farm 198 New Hythe Lane Larkfield Aylesford Kent ME20 6 Tel: 01732 844546 E-mail: office emandl c.co.uk Name of Trustees East Malling & Larkfield Parish Council - Custodian Trustee Governance East Malling Village Hall was established as a charity on the 21￿ September 1979. The hall was built on part of the South Ward Playing Fields, in the late 1960's. The East Malling & Larkfield Parish Council own the building and land as Sole Custodian Trustee and are responsible for its day to day running and keeping it in a good state of repair. There are 4 Caretakers that work on a rots basis and one early morning cleaner for the hall. Hirin reement Use of the village hall is subject to a Hiring Agreement which must be signed by the hirer when tK)oking. The hiring agr&ment sets out the conditions of hire and identifies the respettive responsibilities of each party to the agreement. Licences The hall has a Premises Licence including the sale of alcohol and has a Designated Premises Supervisor for the sale of alcohol - Mr Darren Brown Kent & Sussex Drinks 20 Sabre Court Gillingham Business Park Gillingham Kent ME8 ORW The hall is licensed by the PPL PRS Ltd for live and recorded music. Risk Mana ement The village hall is insured with Zurich Municipal for buildings and contents. It is insured with the same company with respect to public liability, employers, liability and hirer's liability cover. The Parish Council recognises that it is under a legal obligation to protect the building, its users and employees through adequate and appropriate insurance. Risk Assessments are carried out annually as part of the Parish Councils full assessment. Buildin Issues Gas appliances are tested annually and a gas safety certificate issued by qualified personnel - Kent Boilercare Ltd. A Fire Safety Risk Assessment is updated annually. Originally prepared by Russel Troth of Quality Fire Safety Management Ltd. Firefighting appliances are inspected annually under contrart with Kent County Council Inspettion Services. Emergency lighting inspected and maintained annually by Churches Fire and checked periodically by the Parish Council Handyman. PAT Testing for all Electrical appliances are performed annually and 5 Yearly Electrical Inspections are carried out by AKS Electrical (Kent) Ltd. The Intruder and Fire Alarms are insperted and maintained annually by Amiga Fire & Security Ltd. The defibrillator is checked on a regular basi5, details stored on the National defibrillator network"The Circuit" and it is noted and actioned appropriately when the pads and battery are to be replaced. The internal heaters are annually serviced by Hadene Building Services Ltd. The Sanitary and Nappy Waste is colletted and disposed with appropriately via contract with PHS Group. The Parish Council Handymanlcaretaking Supervisor carry out regular maintenance checkslRepairs. Ob-ectives of the Chari Provision of a village hall for the benefit of the inhabitants of the Parish of East Malling and Larkfield without distinction of sex, sexual orientstion, age, disability, nationality, race or political, religious or other opinions. Use of the village hall for meetings, lectures and classes or other forms of recreation and leisure time occupation in the interests of social welfare and with the object of improving the social conditions of the life of the inhabitants. The Trustees consider these objectives to be consistent with Charity Commission guidance on providing for the public benefit as shown in the list of activities pursued this year. Princi al Activities in ursuit of Ob"ectives The hall is in use Monday to Friday by block bookings for a variety of activities including Junior and Senior (3 evenings a week) Dance Lessons, Pre-school singing & dancing group, Attive Retirement Bowls Group, Bingo, Dog Training and once a month a Carers Café and Men's Support Group run by the KCC Comrnunity Warden. The hall is available for hire (mainly at weekends) for private funttions including children's parties, wedding receptions, funeral teas, village social functions and occasional fund-raising fayres such as St James the Great Church Christmas Market. 2024 25 Achievements The Parish Council works hard to make the hall attractive to potential users and measure their success by the range of users and the hall occupancy. In this financial year the Parish Council has had to have major repairs carried out to part of the roof by Kent Ashphalt. A new Disabled Toilet was installed by the Caretaking Supervisor and Parish Handyman following a breakage and the main external door needed emergency repairs by Astra Security Systems Ltd. A water leak was identified and works were carried out by Waterlink but further works are recommended. Future Plans The Parish Council as Custodian trustees will monitor the current climate and will ascertain any necessary works to be completed. If any are identified, quotes will be obtsined and works carried out. Quotes will be obtained in 2025/2026 for further works to the roof, floor refurbishment works and water pipe replacement to avoid any further leaks. Signed on behalf of the Charity's Trustees Signature Full Name J NLII ty TH-QRtr4EWJELL (K) C |&L 102 Position Date 1811112025 East Malling & Larkfield P.C. Page 1 10-.41 Detslled Income & Expendilure by Budget Heading 3110312025 Month No= 12 Adualy YOD 501 WLLACE HALLS E.M. IOW VILLAGE HALL INCOME 27.795 LLAGE HALLS E.M. :_ 27.795 4WO NI COSTS 4001 SALARIES AND WAGES 48.707 4003 PENSION 4009 CAR AND MILEAGE ALL 4012 WATER PATES 1,146 4013 VH BUSINESS RATE 4014 ELECTRICITY 5,528 3.613 4015 GAS 4016 WINDOW CLEANING 315 4017 REFUSE COLLECTION 2.421 4018 CLEANING MATER￿Ls 4021 TELEPHONE INC ALARM 2.252 4038 GENERAL REPAIRSIMAIN 4050 SERlnCE CONTRACTS 4058 PRSIPREMISES LICENCE 68.276 2.277 4100 COts￿INcENCIES 4900 TFR TO EARM4RKED RESER￿Es 4901 TFR FROM EARMARKED RESERVES 270 17,LU) 167.1301 VILLAGE HALLS E.M. :. Inditect Eynditure 95.353 Net In¢ome over Expenditure 167.5581 Grand Totals:_ [r￿ome 27.795 Expend¥ture 95,353 Net Income over Expenditure 167.SS81 Movèment tol{froml Gen Reserve 167,5581 Inde endent Examiners Re ort on the Accounts Report to the Custodian Trustees of East Malling Village Hall for the year ended 31st March 2025. Charity No. 278521 The charTty's trustees consider that an audit is not required for this year under section 144 (2) of the Charities Art 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to: Examine the accounts under secbon 145 of the 2011 Act: To follow procedures laid down in the General Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act: and To state whether particular matters have come to my attention My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination indLsdes review of the accounting records kept by the charity and a comparison of the accounts presented those records. It also includes consideration of any unusual items or disdosures in the accounts. and seeking explanations from you as trustees conceming any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a true and fair view and the report is limited to those matters set out in the statement below. In connection with my examination, no matter has come to my attention: l. Which gives me reasonable cause to believe that in any material respect the requirements: a. To keep accounting records in accordance with section 130 of the 2011 Act, and b. To prepare accounts with accord with the accounting records and comply with the accounting of the 2011 Act have not been met: or 2. To which, in my opinion, attention should be drawn in order to enable a proper understsnding of the accounts to be reached. Signed Narne £YoErrA n IA NE ELAINE Address 10 t R&ÉLANJT) £ 12oF¥Fs, .£NJOThLA￿T) kE.N I IM ￿[&-. Date IE/i 1 /15 The Parish Council as a whole are also subject to an Internal & Extemal Audit which encompasses the East Malling Village Hall accounts. The Internal Audit is performed by Audib'ng Solutions Ltd and the Extemal Audit is perfornied by Forvis Mazars.