## **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:**
**----- Start of picture text -----**
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
1
**----- End of picture text -----**
**----- Start of picture text -----**
2020
14. Ms Amanda Gilmour - Part of Representative
2020
15. Ms Emma Huntley - Part of Representative
2020
**----- End of picture text -----**
## **NAMES OF THE TUSTEES FOR THE CHARITY continued:**
**----- Start of picture text -----**
Name Dates Acted
East Hanningfield Parish Council All of 2020
(Custodian Trustees)
**----- End of picture text -----**
## **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:**
**----- Start of picture text -----**
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
**----- End of picture text -----**
## **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:
- Replacement of Sports Hall obsolete florescent lighting with new LED lighting.
- Installation of a new secure outdoor equipment container for Preschool.
- Repairs to the main carpark and, additional gravel surfacing on overflow carpark.
- Heating and control improvements in Meeting Room and Small Hall
- Provision of locally made wooded park benches to cater for increased use of playing field during the pandemic.
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.
3
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.
- b) Addition of more wooden park benches on playing field.
- c) Replace posts in verge down Hall Chase and resurface path with tarmac.
- e) Extend path to join paving in front of Hall entrance.
- c) Extension of the Sports Wall by Youth Shelter.
- d) Improve Charity Website (to publicise the facilities and make hiring easier)
## **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):
- Hall energy conservation measures.
- -Heating Ploughing, levelling and reseeding the football pitches.
4
- Completing a trim trail around the field & skate board ramps.
- Relaying the mountain bike track.
- Sports court regeneration.
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:
**----- Start of picture text -----**
Signature(
s)
Date
Full Names Michael Plumridge Jenny Mouser
Position Treasurer Chairman
**----- End of picture text -----**
5
HANNA'S FIELD CHARir
FINANCI*L 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. f*ld. 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 $ts
25,708.51
6,881.28
28.146.06
3.244.1Q
Toial
18
TR¢8 D8biof8
È4.259.44
£3.918.83
LO.. CUnI
£3.e75.24
£3,279.57
C88h & pl
P(4
W*ICIty•Gfwty'sGL*Wb1Tri41E•S
P898 1
HANNA'S FIELD CHARITY
140TES TO THE ACCOU14T
Note 1
t14.312.97
£0.00
£14,312.97
£25,11e.43
£0.00
£25.116.43
10.803.4e
£o,00
10.803.48
Add- C*p08tt3 RC&•d
L88s- R6fund¥ & LknptssRs rBtum
Insurnnca recoverf08
Expen8e fundS
Total otbeF kncom&
£0.00
£0.00
£0.00
Note 2
BookhO8. Chanhg & CarArAk•r PAYE
Cbanlng Klaletsls
Adrnkntatrdtbn..
- T*bphone
E8.820.01
£757.15
£8.698.61
E918.65
£121.50
161.70
£783.38
£2,832.70
£1e.74
£8e.00
£238.74
È1.484.97
£779.88
£3,495.55
t51.41
£110.00
£104.51
£1.450.83
£3.50
-e862.B5
434.67
424.00
t134.23
t34 34
- PostBP•, Prtnkng. Slaibntrry
- Ltantss and Trkmber8h
-Sub$Wenc¥rtok8ns of apprndèibn
- InsurdllGQ
Rèlè$, Water. and R8lu8e Comaciknn".
. C8C. Wal8r & se08 Rale8
- Refus8 CO1¢1n
88nk Charges
Maittienance. Repak8 & S#fety In¥pgdbno
al
.Fh$. Chas8 & CarPB
.P4y Arè
- Sports Courts
- L#ter Pk 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