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2020-12-31-accounts

HANNA’S FIELD CHARITY Trustees of East Hanningfield Village Hall & Playing Field

TRUSTEES ANNUAL REPORT FOR THE PERIOD

1[st] January 2020 to 31[st] December 2020

REFERENCE AND ADMINISTRATION DETAILS CHARITY NAME: Hanna’s Field Charity

OTHER NAMES CHARITY IS KNOWN BY: __________ None REGISTERED CHARITY NUMBER: 286877 CHARITY’S PRINCIPAL ADDRESS:

C/O Honorary Treasurer, 2, Clinton Close, East Hanningfield, Chelmsford Essex, CM3 8AZ

NAMES OF TRUSTEES WHO MANAGE THE CHARITY:

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Trustee Name Office Date Status
acted
1. Ms Jenny Mouser Chairman All of 2020 Elected
2. Mr David Bell Vice Chairman All of 2020 Elected
3. Mr Michael Plumridge Treasurer All of 2020 Elected
4. Ms Wendy Thomas Secretary All of 2020 Elected
5. Ms Anne Walden - All of 2020 Elected
6. Mr Malcolm Edward - All of 2020 Elected
7. Ms Fiona Ward - All of 2020 Elected
8. Ms Jackie Feehan - All of 2020 Elected
9. Mr Colin Warren - All of 2020 Elected
10. Mr Malcom Thomas - All of 2020 Rep. (Custodian
Trustee)
11. Mr Paul Cairns - All of 2020 Representative
12. Ms Serene Brown - Part of Representative
2020
13. Ms Jean Simmons - Part of Representative
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2020
14. Ms Amanda Gilmour - Part of Representative
2020
15. Ms Emma Huntley - Part of Representative
2020
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NAMES OF THE TUSTEES FOR THE CHARITY continued:

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Name Dates Acted
East Hanningfield Parish Council All of 2020
(Custodian Trustees)
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NAMES AND ADDRESSES OF ADVISORS:

Type of Advisor Address Birkett Long Solicitors, Faviell House, Solicitor 1 Coval Wells, Chelmsford, Essex, CM1 1WZ.

NAME OF CHIEF EXECUTIVE OR SENIOR STAFF MEMBERS:

Not applicable

STRUCTURE GOVERNANCE AND MANAGEMENT

DESCRIPTION OF THE CHARITY’S TRUSTS:

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Type of Governing Document Declaration of Trust
How Is The Charity Constituted By Trust Deed
Trustee Selection Methods By election, and as representative
members of (up to 12) village
organisations
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ADDITIONAL GOVERNANCE ISSUES:

Trustee’s Consideration of major risks and the system and procedures to manage them:

The trustees keep consideration of major risks under review, and carry insurance accordingly, including trustee/employee and public liability.

OBJECTIVES AND ACTIVITIES:

SUMMARY OF THE OBJECTS OF THE CHARITY SET OUT IN ITS GOVERNING DOCUMENT:

To hold the piece of land described as “Hanna’s Field”, including the Village Hall built there on, in trust for the use of the inhabitants of East Hanningfield.2

SUMMARY OF THE MAIN ACTIVITIES IN RELATION TO THESE OBJECTS:

The main objects of the Trust are:

a) Provision of sports, educational and recreation facilities for the local community.

b) Provision of premises for the local Village Post Office and Shop to serve the community.

ADDITIONAL OBJECTIVES AND ACTIVITIES:

Contribution made by volunteers: The Charity is managed by volunteers who organise activities and oversee the resources of the organisation.

The Trustees are satisfied that the Charity meets the Charity Commission’s requirements in the provision of public benefit as defined by its Trust Deed.

ACHIEVEMENTS AND PERFORMANCE

SUMMARY OF THE MAIN ACHIEVEMENTS DURING THE YEAR:

The Charity works with the help of East Hanningfield Parish Council as Custodian Trustees to achieve the Charity’s objective of maintaining and improving the hall and playing field facilities for use by the parishioners of East Hanningfield, and wider local community generally.

During the period covered by this report (2020) the Charity’s income from hirers and its ability to hold fund raising events were severely curtailed by the Corona virus pandemic. At times the Village Hall was closed to hirers or hirer activity restricted due to social distancing restrictions. The annual September Art Exhibition in the Hall, the Village Fete on Hanna’s Field in July and quarterly book sales in the Hall were cancelled for the same reason.

Despite these problems, the Charity managed a number of essential improvements, in particular:

Plans to apply for grants to fund the replacement of the Sports Hall windows and the foyer entrance doors/windows in 2020 were delayed due to problems in completing contractor quotations coupled with having to bring forward planned replacement of the obsolete sports hall lighting.

Time and funds were also expended on producing a Corona virus risk assessment and resulting procedures for staff / hirers using the Hall and in procuring signs and materials in order to achieve “Covid Secure” status for the Village Hall and the Hall community Shop.

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The planned priorities for 2021:

a) Update 2020 planning and cost estimates to allow grant applications for upgrade of Hall main front foyer doors/windows and replacement Sports Hall windows.

FINANCIAL REVIEW

BRIEF STATEMENT OF THE CHARITY’S POLICY ON RESERVES:

The Charity aims to maintain a flexible reserve, available to cover the cost of unforeseen problems and new initiatives whilst still supporting replacement of equipment approaching end of life.

The end of year bank reserve is slightly down on 2019 and currently stands at £34,299. This reserve includes £2,336 transferred to HFC after closure of the Village Design Group in 2019 and earmarked by Hanna’s Field Charity for a specific project which will benefit the community (at present, this is replacement of the Village Hall Foyer Windows/Doors previously identified as a 2021 priority).

DETAILS OF FUNDS MATERIALLY DEFICIT:

None.

FURTHER FINANCIAL REVIEW DETAILS:

See the Charity’s Financial Report attached with this report. The resources of the Charity consist of the hire of facilities, fund raising, Post Office/Shop rental, and periodic receipts of grants for specific projects.

Funds are expended on maintaining the hall and field facilities, and with the aid of grants, the improvement thereof. This year included major spend on replacement of lighting in sports hall. However, in a highly unusual year due to the Corona Virus pandemic, the Charity also spent a considerable sum in making the Hall and Shop “Covid Secure” through the addition of social distancing signs, hand sanitiser stations, shop counter screens, disinfection/cleaning kits and an enhanced cleaning/disinfection regime.

The Charity did receive substantial financial help in the form of a Corona Virus Business and Leisure grant from Chelmsford City Council as well as a reduction in the Hall business rates.

The Charity furloughed the caretaker/booking secretary during the Corona virus “lockdown” months when the Hall was closed or partially closed due to Covid restrictions, but continued to make normal staff salary payments. The Job Retention Grant claimed from HMRC for these months however did recover 80% of the salary paid by HFC.

Looking beyond previously stated planned improvements for 2021 (and managing the ongoing Corona virus pandemic requirements), the list of ideas for future improvements includes (in no particular order of priority):

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A long-term aim still remains to create a Community Suite function room above the small hall if and when a suitable grant funding source becomes available.

The current level of cash resources does not at present justify a long-term investment policy given the nature of ongoing planned improvements and cost.

OTHER OPTIONAL INFORMATION:

None

DECLARATION

The Trustees declare that they have approved the Trustees Report above. Signed on behalf of the Charity’s Trustees:

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Signature(
s)
Date
Full Names Michael Plumridge Jenny Mouser
Position Treasurer Chairman
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HANNA'S FIELD CHARir FINANCIL REPORT FOR THE YUR TO 31•lOECEMBER 2020 Valunl•ry In¢•m• Ci>nbl)tslh)n8, Sab8 & Oonadons ¥Z1.Z¥ 2.SSS.SS tIv￿•S for i•niMiJrrg fund• Hal. fld. court plus 8torage & equ￿.1 otc GraDis r8¢&fved Fundr￿￿￿• (hi¢ bookBbb&l 14ot8 14.192.82 11,727.15 27.169.50 0,00 2a,923.97 31.37020 Imi••tn•ntln¢tyM Po¥t orfth 6hap rtntal Bank knler86t 4.142.95 4,849.56 TatAI In¢omg Note C418t of 9eneratkng fund¥ CapX81 oxpèndtture G0veMan￿ ￿$ts 25,708.51 6,881.28 28.146.06 3.244.1Q Toial 18 TR¢8 D8biof8 È4.259.44 £3.918.83 LO￿.. CU￿nI £3.e75.24 £3,279.57 C88h & pl P(4 WICIty•Gfwty'sGLWb1Tri41E•S P898 1

HANNA'S FIELD CHARITY 140TES TO THE ACCOU14T Note 1 t14.312.97 £0.00 £14,312.97 £25,11e.43 £0.00 £25.116.43 10.803.4e £o,00 10.803.48 Add- Cp08tt3 RC&￿•d L88s- R6fund¥ & LknptssRs rBtum Insurnnca recoverf08 Expen8e ￿fundS Total otbeF kncom& £0.00 £0.00 £0.00 Note 2 BookhO8. Chanhg & CarArAk•r PAYE Cbanlng Klaletsls Adrnkntatrdtbn.. - Tbphone E8.820.01 £757.15 £8.698.61 E918.65 £121.50 161.70 £783.38 £2,832.70 £1e.74 £8e.00 £238.74 È1.484.97 £779.88 £3,495.55 t51.41 £110.00 £104.51 £1.450.83 £3.50 -e862.B5 434.67 424.00 t134.23 t34 34 - PostBP•, Prtnkng. Slaibntrry - Ltantss and Trkmber8h -Sub$Wenc¥rtok8ns of apprndèibn - InsurdllGQ Rèlè$, Water. and R8lu8e Comaciknn". . C8C. Wal8r & se￿08 Rale8 - Refus8 CO1￿¢1￿n 88nk Charges Maittienance. Repak8 & S#fety In¥pgdbno al .F￿h$. Chas8 & CarPB .P4y Arè - Sports Courts - L#ter P￿k Up -V•nd8lbm and BYeak.kn8 Advan¢8$ la Vllboè Fets & Art exhN)tth)n £418.04 £717.08 £68.DO ti.329.33 E879.64 £60.00 921 29 £37.44 e8.5Q £520.73 £5,409.50 £3.282A7 £0.00 E292.50 £0.00 £3.831.t1 £4.162.74 £164.40 £0.00 £437.50 £0.00 -E3.110.38 £1.246.78 £3,098 07 EO.00 145.00 £0.00 Note 3 Deb￿￿-T{3d0 & Re¢èfv¥b CredfftoTS Cash And at bank - Current artoun18 bnd pslly r*sh - Post Offks rent acwunt E4,259.44 4634.20 £3.918.63 639.26 43.053.79 £20.774.84 £0.00 £3.137.45 £15,809.60 £0.00 -£6,191.24 £4.965.24 £0.00 . Captsl Re88N8 actaunt Sljned.. P#Jmfd}q- Honor8ry T1686uMr g£,oi.Zi P•ga 2

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner'5 Report Report to the trusteesl members of HANNA'S FIELD CHARITY On accounts for the year endad st 31 December 2020 Charlty no (If any) 286877 Set out on pages I report to the trustees on my examination of the accounts of the abov8 charfty ('Ihe Trust'l for the year ended Responsiblllties and basls of report As the charivs trust88s, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 {Ihe Act"). I report in respect of my examination of th8 Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination, I have followed all the applicable Direclions given by the Charity Commission under section 145(5)(bl of the Act. Independent fThe charity's gross income exceeded £250,000 and l am qualified to examlnerfs statement undertake the examinallon by being a qualtfied member of [insert name of applicable listed bodyl]. Delete [ ] rfnot applicable. I have completed my examination. I confinn that no material matters have come to my attention in connection with the examination (other than that disclosed below ') which gives me cause to believe that in, any material respecL" the accounting records were not kept in accordance section 130 of the Charities Act,. or the accounts did nol acix)rd with the accourrting records; or the accounts did not comply wth the applicable requirements conceming the fom and content of accounts set out in the Charities {Accounts and Reports) Regulatlons 2008 other than any requirement that the accounts give a ttrue and fair, view which is not a matter considered as part of an independent examination. 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. Please delete the words in the brackets rfthey do not apply. Signed: Date: Name.. Martin HARCOURT WILLIAMS Relevant professional quallfication{s) or body F C A (Retired) IER Oct 2018

(ff any): Address: THE OLD FORGE, THE TYE EAST HANNINGFIELD. ESSEX CM3 8A4 Section B Disc105ure Only Gomplete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts.. directions and guidance for examiners). Glve here brief details of any items Ihat Ihe examiner wlshes to disclose. IER Oct 2018