HANNA’S FIELD CHARITY Trustees of East Hanningfield Village Hall & Playing Field
TRUSTEES ANNUAL REPORT FOR THE PERIOD 1[st] January 2021 to 31[st] December 2021
REFERENCE AND ADMINISTRATION DETAILS CHARITY NAME: Hanna’s Field Charity
OTHER NAMES CHARITY IS KNOWN BY: None
REGISTERED CHARITY NUMBER: CHARITY’S PRINCIPAL ADDRESS:
286877
C/O Honorary Treasurer, 2, Clinton Close, East Hanningfield, Chelmsford Essex, CM3 8AZ
NAMES OF TRUSTEES WHO MANAGE THE CHARITY:
| Trustee Name | Office | Date acted | Status | |
|---|---|---|---|---|
| 1. | Ms Jenny Mouser | Chairman | All of 2021 | Elected |
| 2. | Mr David Bell | Vice Chairman | All of 2021 | Elected |
| 3. | Mr Michael Plumridge | Treasurer | All of 2021 | Elected |
| 4. | Ms Wendy Thomas | Secretary | All of 2021 | Elected |
| 5. | Ms Anne Walden | - | All of 2021 | Elected |
| 6. | Mr Malcolm Edward | - | All of 2021 | Elected |
| 7. | Ms Fiona Ward | - | All of 2021 | Elected |
| 8. | Ms Jackie Feehan | - | All of 2021 | Elected |
| 9. | Mr Colin Warren | - | All of 2021 | Elected |
| 10. | Mr Malcom Thomas | - | All of 2021 | Rep. (Custodian Trustee) |
| 11. | Ms Diane Batt | - | Part of 2021 | Representative |
| 12. | Ms Emma Huntley | - | All of 2021 | Representative |
| 13. | Ms Amanda Gilmour | - | Part of 2021 | Representative |
NAMES OF THE TUSTEES FOR THE CHARITY continued:
| Name | Dates Acted |
|---|---|
| East Hanningfield Parish Council (Custodian Trustees) |
All of 2021 |
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NAMES AND ADDRESSES OF ADVISORS:
| Type of Advisor | Address |
|---|---|
| Solicitor | Birkett Long Solicitors,Amphora Place, 1 Sheepen Road, Colchester, Essex. CO3 3WG |
NAME OF CHIEF EXECUTIVE OR SENIOR STAFF MEMBERS:
Not applicable
STRUCTURE GOVERNANCE AND MANAGEMENT
DESCRIPTION OF THE CHARITY’S TRUSTS:
| 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 |
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.
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.
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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 (2021) the Charity’s income from hirers and its ability to hold fund raising events continued to be curtailed by the Corona virus pandemic. At times the Village Hall was closed to hirers or hirer activity limited due to social distancing restrictions. The annual Village Fete on Hanna’s Field in July and quarterly book sales in the Hall were cancelled for the same reason. However, by July with a relaxation of Corona virus social distancing restrictions, the Charity did manage to organise the annual Art Exhibition as well as a Fireworks and Halloween fundraising event in October, the profits from these events being shared with All Saints Parochial Church Council.
Despite problems caused by the pandemic with getting contractors, the Charity managed a number of essential improvements, in particular:
-
a) Replacement of Small Hall obsolete florescent lighting with new LED lighting units.
-
b) New cabinets and Dishwasher installation in kitchen.
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c) Hall chase path softwood posts replaced with heavy oak posts.
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d) Hall chase path resurfaced and extended to join paving in front of Hall
-
e) Additional locally made wooden park benches added to cater for increased use of playing field during the Corona virus pandemic.
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f) Coppicing of trees on the Car Park mound (to improve natural ight to adjacent properties in Abbey Fields).
-
g) Resurfacing of the Hall overflow carpark with additional granite chippings to improve drainage.
Plans to replace the Sports Hall windows and the foyer entrance doors/windows in 2021 were delayed due to problems in obtaining contractor quotations but we expect to complete this work in 2022.
Time and effort were expended on updating the Hall Corona virus procedures for staff / hirers using the Hall in order to maintain the “Covid Secure” status of the Village Hall and the community Post Office/Shop.
The planned priorities for 2022:
-
a) Replace original single glazed wooden Hall foyer doors/windows and Sports Hall windows to improve energy conservation.
-
b) Additional wooden park benches on playing field.
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c) Replace posts in verge on the ditch side of Hall Chase
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d) Resurface Hall Chase granite dust path surface with tarmac.
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e) Extension of the playing field Sports Wall located next to the Youth Shelter.
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f) Improve the condition of Football Pitch.
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g) Purchase of a Hall booking and invoice software.
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h) Improve Charity Website (to publicise the Hall facilities and make hiring easier)
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i) Complete renewal of the Hall’s Post Office/Shop premises 7-year Lease.
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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 in the Hall and community shop.
The end of year bank reserve is substantially up on 2020 and currently stands at £44,258.12. 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 remains the replacement of the Village Hall Foyer windows/doors and Sports Hall windows previously identified as a priority for completion in 2022).
DETAILS OF FUNDS MATERIALLY DEFICIT:
None.
FURTHER FINANCIAL REVIEW DETAILS:
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 or needs. Funds are expended on maintaining the hall and field facilities, and with the aid of grants, the improvement thereof. See the Charity’s Financial Report attached with this report.
2021 was another unusual year due to the social distancing restrictions in place in the first half of the year as a result of the Corona virus pandemic. The Charity again lost hirers and income but were able to offset this and stay open for Preschool and some activities with the help of local government grant help (the Charity received substantial grant help in the form of a Corona Virus Business and Leisure grant assistance as well as a reduction in the Hall business rates from Chelmsford City Council).
The Charity also continued to furlough, or partially furlough, the caretaker/booking secretary over the first part of the year until July, with the Charity paying the normal staff salary in these months and receiving a “Corona Virus Job Retention Scheme” payment from HMRC for 80% of the difference between normal salaried hours and actual reduced hours worked.
In 2021 the Charity’s 3-year fixed price energy contract with SSE expired and with the assistance of Utility Aid consultants through a competitive bid process, the Charity contracted with SSE for a new 3-year fixed price energy contract expiring May 2024 (albeit with 22% price increase over the previous fixed price contract).
The Hall shop/post office 7-year lease was due for renewal in May of this year and the Charity negotiated with the incumbent tenant/post master for a new commercial 7-year lease and rent review process. The legal detail of the new Lease should be completed in early 2022.
Looking beyond previously stated planned improvements for 2022, the list of ideas for future improvements includes (in no particular order of priority):
-
Further energy conservation measures to reduce the Hall’s carbon footprint / energy costs.
-
An additional sun awning for Preschool Playarea
-
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 and need to maintain a reserve for
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unforeseen emergencies.
OTHER OPTIONAL INFORMATION:
None
DECLARATION
The Trustees declare that they have approved the Trustees Report above.
Signed on behalf of the Charity’s Trustees:
| Signature(s) Date |
||
|---|---|---|
| Full Names | Michael Plumridge | Jenny Mouser |
| Position | Treasurer | Chairman |
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HANNA'S FIELD CHARITY F114A14CIAL REPORT FOR ThE YEAR TO 31tCEMBER 2021 V•luM•fy In¢on Contrf)ulh)n$. Saks & Donatknns 978.25 821.25 Advffjos for Hau. tsld, court p8 tordge & equp'tr niTe elc Gr¥nts rec4N80- Counc otg 17,723.47 18,193.29 2,391.84 14,19282 11,727 15 HMR Fundraldng (h)¢ èoDkGab51 40,362.41 25.922.97 Inv18bnorrt In¢ome Pci Oltsx Shop ren181 Bank Inte$1 4.9S1.44 4.942 95 Tutyi IDcom• Note C481 of genèrath)g lund Capttal 8xpendure Go¥8manee o)8t# 28,2S3.76 4.012.QO 26.708.51 6.881.2 TLI ¢osts RESOURCE$ Nolo Deblorn £1,031.73 t4.259.44 Less.. Curyeni LIabs t1.01874 £3.625.24 Cash kn Hand & al 6aD 10t1r4cyl1Y,5CtsTI Page 1
HANNA'S FIELD CHARITY IIOTES TO ThE ACCOUNT 21J21 Note 1 Hall £16.285,47 £714.00 £0.00 £724.00 £0.00 £%4,107.27 £205.70 £0.00 to.00 £0.00 £3,178.20 t508,30 £0.00 £724.00 £0.00 htre Court hl eih9 FOOrn SlordgÈ hkt R•lund¥ £17.723.47 £14.192 B2 23,53D.65 IDsuranGO coVe[b& Total other hcom8 Totsl £1 140ts 2 Bookkn98. Canlng & Carètakerlne PAYe Cknaning MBlefk A0mlnblratfi". -T&pD8 £9,39e.75 £618.17 Ea.820.01 £757.15 £S7e.74 138.98 £805.11 £3,33e.fj9 £171.80 £237.00 £75.00 t1,240.39 t783.38 £2.832 70 £1674 £8e.00 £238.74 £1,494.97 £21.73 £603.99 £t54.8e £%51.00 ie3.74 .£244.56 - posta9£. Pnntin9. Slaibn8ry - LhxDGe$ 8nd l%tsners - Subsblenc8rtcken¥of apprncll8th)n R81es, W8ier. and Rolusg collBt1Th.. - CBC. WateF & wag9 R8les . RÉ.u3$ colkctbn Bank ChaF9a# M•lnlenance. Repats & Safety In8pecknon$ e31 t.04 £678.24 £117.50 £418.04 £717.08 £88.50 107.00 38.84 £45.00 £2.789.38 £7.560.72 £463.67 EO.00 £452.50 £0.00 E52D.73 ES.409 50 E3.262 47 £000 £292.50 £000 £2,288.85 £2,151 22 2,798.80 £0.00 £160.00 £0.00 - FI. Chase & carpa - Pby Area . Sport8 Court¥ Lllt6r Plck Up -v¥ndallgm and Boak41S AaY8nGes lo Vilbqe Faie & Art ExhlbAbTr tq 3 D8bioTrTraG• & GBDIS £1,031.73 12.99 14.289.44 634.20 Cash ni Nano and at b&nk . Currsnl 3CGOUN16 and patty G8S -Post Oflke nI - eopfval Regerve acDJUAI £3,628.02 £9,727.44 -£3,053.79 £20.774.84 £6,679.81 -£11,047.40 Shad.. M Flurn¢rtlge- Honordry Tr*aSrOr Dale., tsslo31£3 Pago 2
CHARITY COMMISSION FOR ENGLAND ANO WALES Independent examinerfs report on the accounts Section A Iiidependeiit Examiner s Report mombors of Hanna's Fleld Charity De(xnber 2021 Charity no (If any) 2868TI gnded I report to the trustees on my &xamInali d the ac)Unts of the alxwe tharity {Ih8 TTusf) for the ypar ended 31112 12021. Responslbllltle8 and As the (knrity tsustees of the TrusL you are resp(Thlble for the preparation 2011 fthe Acr). I report in rw8Ct of my examlnatSon of th8 Trusfs acccrtmts carrled out urvjer secOon 145 of the 2011 Act and in carrylng out my 8xamlnation, I have followEd the applicable Directtons gIn by the Chaiity CommÉsslon under section 145(5Xb) of the Act. Indwndent I have CoMpd my examination. I cAJrfrm that no rnaterlal mattws have •xamln•Vs statsmthrt wne to my attenti(Jn (other than ttot dtscEosed beEow') in wnnection vAth the examination vknith gives me use to betieve that in. any material theAdor I have no conc8ms and have cA)m8 a(xoss no olher malter5 In c4)nnectv vllth tha examinati1 to whith attention sr#Id be drawn in order to enable a oper Understandi of the aUnts to be reached. ' FY8ase delete th8 words In the brackets rfth8y do not aWy. Dat&" ,A43 ,S,WTil I+l¥RQo v - LJ ILL4 S R•lovant prof•sslonal quallfic•tlon(s) or body (If any): Addross: OL? 71+c 7¥ti, £-A&T I¥AfvJVI ThJ4n rsS& e fv13 f/hl IER OGtob•r 2018
.JPCtion B DiscIosLire Only axnplete rf the examiner ne8ds to hlghltght matters of concem {8ee CC32. ayaminers). any Items that tha examlner wlshos to disclos•. With regard to the delay in filing of this account and report, l understand that it has been d¢Je to a combination of circumstsnces, affected by Covid, a major break in to the premises, a new computer 5YStem and a number of upgrades. The trust has presented a letter of apology and l am assured that there should be no repeat. IER October 2018