HANNA'S FIELD CHARITY Trustees of East Hanningfield Village Hall & Playlng Fleld TRUSTEES ANNUAL REPORT FOR THE PERIOD st 1st January 2024 to 31 December 2024 REFERENCE AND ADMINISTRATION DETAILS CHARITY NAME: Hanna's Field Charity OTHER NAMES CHARITY IS KNOWN BY: None REGISTERED CHARITY NUMBER: 286877 CHARl￿'s PRINCIPAL ADDRESS: CIO Honorary Treasurer, 2, Clinton Close, East Hanningfield, Chelmsford Essex, CM3 8AZ NAMES OF TRUSTEES WHO MANAGE THE CHARITY: Trustee Name Office Date acted Status Ms Jenny Mouser Mr David Bell Mr Michael Plumridge Ms Wendy Thomas Mr Malcolm Edward Ms Fiona Ward Ms Jackie Feehan Chaim)an Vits Chaimian Treasurer Secrelary All of 2024 All of 2024 All of 2024 All of 2024 All of 2024 All of 2024 All of 2024 Elected Elected Elected Elected Elected Elected Elected Mr Malcom Thomas Ms Diane Ball Ms Rachel Lambert Mr Greg Pelher All of 2024 All of 2024 All of 2024 From April 2024 Rep. (Custodian Trustee) Represenlalive Represenlalive Represenlalive 10. NAMES OF THE TUSTEES FOR THE CHARITY contlnued: Name Dates Acted East Hanningfield Parish Council (Custodian Trustees) All of 2024 NAMES AND ADDRESSES OF ADVISORS: Typè of Advisor Address Birkett Long Solicitors, Amphora Place, I Sheepen Road, Colchester. Essex. C03 3WG Solicitor 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 Constlluted By Trust Deed Truslee Selection Methods By election, and as representative members of lup to 121 village organisations ADDITIONAL GOVERNANCE ISSUES: Trustee's Conslderatlon of major rlsks and the system and procedures to manage them: The trustees keep consideration of major risks under review, and carry insurance accordingly, including trusteelemployee and public liability. The Play Area and Field Equipment such as Sports Wall, Football Goals and Youlh Sheltèr are inspected by ROSPA and checked monthly. The Hall's electrical equipment, fire detection system and fire exlinguishers are inspected annually. The field and trees around field are inspected annually for condition and dead treeslbranches rèmoved if considered a hazard. 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.. al Provision of sports, educational and recreation facilities for the local community. bl Provision of premises for the local Village Post Office and Shop to serve the community- ADDITIONAL OBJECTIVES AND ACTIVITIES: Contrlbutlon mad• by volunteers: The Charity is managed by volunteers who organise activities and aversee the resources of the organisation. The Trustees are satisfied that the Charity meets the Charity Commission's requiremenls in the provision of public benefit as defined by ils 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 communily generally. During the period covered by this report {20241 the Charity's income from hirers has finally returned to a level comparable with limes before the Covid 19 pandemic and encouraged by the Committee's efforts in SLtpporting new and existing Hall activities. Fundraising events on Hanna's Fi61d and. in the Hall continued in 2024 with the annual Village Fete in July. quarterly book sales in the Hall, and the annual Art Exhibition in early October. The Fireworks & Halloween fundraising event in Oclober was paused in 2024 to allow the Charity fund raising committee to decide whether it was worth continuing with the event after a noticeable fall in it's profitability in 2023. The Book Sales in the Hall, and the Village Fete events were organised with the support of All Saints Parochial Church Council and profits shared equally. The Charity managed to complete important improvements and tasks over the year, in particular: Th8 installation of a large-scale Solar Photo Voltaic IPVI Panel system on the Hall roof lo supply free energy lo the Hall, including the Village Shop and redu￿ our carbon footprint and energy c051s. Replacement of the Hall's failing mains power distribution board. Changes to install timers on exlemal lights lo reduce energy use at night. Evaluation of energy suppliers prior to transfer of Hall's energy supply to Octopus. Resurfacing of the Village Hall ovefflow carpark with 20 tons of granite chip. Tamiac repairs lo the main carpark including 8 refresh of parking bay marking. Redecoration of Small Hall and Kitchen to improve user's experience. Creation of a new Village Hall website to replace previous website hosted on Parish Council's website. Transition of the Charity's accounts from spreadsheel-based accounts to a professional accounting software package Ixerol with the help of a professional accountant. The Village Hall's, community shoplposl Offi￿ continues to be well supported. Under the present Hall shoplpost office 7-year lease signed with the tenant in 2022 the lease will not need lo be renegotiated with the incumbent tenant until 2029. The shop now receives the benefit of its electricity supply from the Hall at a preferential rate reflects'ng savings the Charity has achieved with roof solar panel. FINANCIAL REVIEW BRIEF STATEMENT OF THE CHARITr'S POLICY ON RESERVES: The Charity aims lo 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 Village Hall, the Community Shoplposl office in the Hall and Playing Field equipment. The free reserves at the end of 2024 stand at £35,002 cL)mpared to £40,506 al the end of 2023 a deficit of approximate £5,500 as a result of investment in Solar Panels for the Hall roof. DETAILS OF FUNDS MATERIALLY DEFICIT: None. FURTHER FINANCIAL REVIEW DETAILS: The resources of the Charity consist of the hire of facilities, fund raising, Post Officelshop rental, and periodic receipts of grants for spe¢ific projects or needs. Funds are expended on maintaining the hall and field facilities, and sometimes with the aid of grants, the improvement thereof. See the Charity's Financial Report attached with this report. The installation of th8 n8w solar panels is helping help negate the worst of th8 impact of ongoing energy price rises in 2024 but will require a continuing evaluation of energy providers in 2025 to find the best possible deal for both incoming supply from the grid as well as the sale of surplus energy. The present decision lo sell surplu5 energy lo a utility company rather than purchas8 a battery to store it may need review in future if this option becomes more cost effective. The experience with the Covid pandemic in 2021 to 2022 highlighted the need for Villag8 Halls lo allow adequate reserves. The Rural Community Council of Essex IRCCE} subsequently r8commended Village Halls Iruslees should consider maintaining a ganeral reserve of 6 months operating costs lo cover unforeséen income and expenditure issues; 8mergency repairs and known future nèed5 such as equipment replacement or refurbishment. Based on the Charity's 2024 accounts and last year's operating costs, the Charity have agreed the figure of £20,000 as a general reserve. The trustees believe this is an appropriate figure lo maintain using £15,000 lo cover a major repair and £5,000 for loss of a major hirer such as Preschool. Where there is a particular purpose or project that requires funds lo be eannarked over time. designated reserve may also be identified separately from the general reserve and will be cancelled when the object of the designation no longer exists, and the funds used or returned lo the Charity's general reserve. The Charity has a number of priorities for 2025 and beyond. The most urgent one is the ￿P1aCement of a significant proportion of the Play Area equipment which is approaching the end of its life. In addition, thè Charity needs lo refloor the Hall entrance foyer corridor and add a canopy over the front entrancè. The Charity has therefore designated from ils reserves £10,000 towards new Play Area equipment, £3000 for flooring and £2.000 towards an external entrance canopy. Timescales for completion of these priorities will depend on the success of the Charity's fundraising offorts and grant applications in 2025. There are other less urgent improvements that have been identified for when effort and funding allow. In no order of priority th8se are.. Promotional video for the Charity website to showcase the Hall's facilities for hire and activities that lake place. Repaint Hall South and West w311 cladding for sun damage. Hard track grass verge at side of Hall to allow vehicle access in wet weather Add additional sun awning for Preschool Play Area. Trim Trail around the field. Resurface Sports Courts with astro turf for 5-side football? Install Skateboard ramps and half pipes (perhaps on where sports courts are?} Relay 8MX Track. A long-term aim remains to create a Community Suite function room above the Small Hall if and when suitable grant funding source becomes available. The current level of cash resources does not at present justify a long-lerm investment policy given the nature of ongoing Hall and Field improvements and cost and need to maintain a reserve to cover the unforeseen. OTHER OPTIONAL INFORMATION: The Village Hall's, community shoplpost office continues to be well supported. Under the present Hall shoplposl office 7-year lease signed with the tenant in 2022 the lease will not need to be renegotiated with the incumbent tenant until 2029. The Charity main banking services are provided by the Charity Aid Foundation ICAF) Bank and has done so for some time. There may be better options in terms of community banking and standard of services, rates and account charges and we should take time in future to review the present provider. DECLARATION The Trustees declare that they have approved the Trustees Report above. Signed on behalf of the Charity's Trustees: Slgnature{sl Date Full Names Michael Plumridge Jenny Mouser Positlon Treasurer Chairperson MA NA, FIELD CHARITY Charl Number.'286 77 STATEMENT F FINANCIAI A IN E ANO EXPEN NT Unrestritted Fund £ R•stvlcted Funds E 2024 Totsl Fund5 Unrestrictsd Fund £ Restricted Funds £ 2023 Tetsi Funds £ Notes lfi¢tsrn¢ from Donatlons & Le8acles Charbtèble Attivitles Other Tfadlng ArtivI￿e$ Investment Income Other Income 585 30,Q39 22,601 672 iiz 585 30,039 22,601 672 112 29,913 17,680 663 3,785 17.L 4&913 17.680 663 3,785 Tot•1 Inwne 52,041 17,( 69,041 54,r e¥pendltur• Ralsing Funds Ch•rk•ble Actlvlles 5,435 5M35 ,177 ,177 47,705 25.052 950 Tot•1 Expendltur• 49,493 25,052 74,545 54,932 950 55,882 N•t Ime•m• 18,OS21 15,5041 19501 Tr•nsleM B•tw••n Funds 8,052 9,052 N•t Mo¥•ment ln Funth 15,5041 15,5041 19231 19501 R•ton¢lll•tlon of Fundi Totsl Funds Biouiht F￿wA 14 40,506 40,506 41.419 950 42.379 Tot•1 Fundsthrrl•d F0Th￿rd 14 35,￿1 35,002 40,506 40.506 The 5totement of flnanclal actlyltles Include5 0118alns and losses reco8filsed In the ye•r. All Income and expendTrture Is deilved Irorn contlnulng actlvltles. The notes form part of these fts4ncial statements P88e 7 HA NA, Charlt N 77 UnrÈ#rlctèd Fund E Restrlcted Funds £ 2024 Total F￿Thd5 £ Unrestrlcted Fund É Ae5tritteO Funds E 2023 Total Funds Notes Current assets Debtor5 C•sh at bank and In hand 12 4.667 36,287 4,667 36.29? 2,108 39,209 39.209 40.954 40,954 41,317 41.317 Crtdltors Amounts fallln8 due wlthln onE ye•r 13 S,9521 15,9511 Net •ssets 35.th)2 35,CQ2 40,5¢6 40,506 The attached notes for plrtof thes¢ oc¢ounts. The flnanclal 5tstements were approved by thè Board of Trvstees Ind were slin¢d on Its behalf by.. Jenny Movser- Ch r of the Trustees Date The notes form part of these¢lnancial statements Pa8È 2 HAN Charl Number.'286877 i. Statutory ithlormatlts Field Charity re8i5tered charity number, reÈi5tered olfi¢e and the noture of it'5 a￿￿tIeS can be found In the Trustees Report. The presentation currencyof the flnanclal staternent5 is Pounds Sterling 1£) Z. Accoui)tlni pollel•s bbslsof pr¢p•rlnithe fln•Dtl•l st•iemeDts These accoun15 have been prepared under the h15torlc*l ¢ost¢ofivention wlth item$ reco8n15ed ittost or trinsathon value unles5 otherwise stated In rhe relevant notelsl to rhe5e accounts. The accounts have Oeen prepared lft accordance with the Statement of Recommended Pr•ttke'. Accountlng and Reportln8 by Charltles preparln8 their ac¢ouTht5 in accerdance with the Flnancial Rtportln8 StsndHrd •pplleable In the UK and Republlc of Ireland (FR5 1021 Èffective Irom i January 2019 and wlth the Charltie5 A¢t 2011. The charlty constltutes a publ1¢ beneflt entity ès denned by FRS 102. 1tlt•l atc0llhtln1lu￿•M￿nts •nd k•y*ourceiof •s￿MIlian unt*rtilnty No critical accountin8 ludlements ttave been made In the process ol applyin8the accountlna pollcles below. There are no key assumptions concernln8 the ftsture and other key souices of estlmation uncertalnty at the reportln8 dale that have $18nifi¢atht risk of causln6 3 materlal adjustment to the carryln8 •mountsof assets and Ilabllltie5 wlthln the next flnan¢lal year. Golni cotycern At the time of approvlna the flnanclal statements, the trustees have a reasonablo expertlfjon that the charlty has adequate resources to ¢ntlnue In oper3rlon31 e¥15tence for the foreseeable futurq. Thus the rrustees contlnue to adopt the 80Sng concern ba51sof accountlni In preparin8 the ftnanclal 5tatsments. Income All Income Is reco8Thls¢d In lh¢ S¢•t¢ment ol Fln•n¢l41 A¢ti¥S￿eS0nce the ¢h•rlty h•$ •ntltl•m•nt io the fvnds,111s prob•ble ¢h•i th• In¢orne w511 be reeelved and the •m)unt Can b¢ mtasured rellabty. Oon•tlons For denatlons to be reeo8nlsed the rh•rlty wlll have bepn t)otlfled of the amounts and the settternent dite In wrltln8. Ilthere are condltlon5 attached to the dollotlon and thls requlrps a level of perlorman¢e *)efert eniltlement can be obtslned then Intgme Is deferr•d unt41 those £ondSllon$ ire fijlly metorth• fulfllrnent of those condltlon5 lswlthln the control of the charlty and It Is probable that they Vol¥n¢e• The conirlbutlon ol unpakl vdunt¢¢rseannot be measured relSably. Thtretore, the contrlbution ?1 vdunteers Is not In¢lud¢d as In¢¥rn• in the fin3nc131 statements. Tr•dlt)i •on•tlons & Lw¢l Uthr•itrirf• Ftsnd É 2014 Total Fundi £ Unrestrl¢ied Fund £ A•$trlcttd Funds £ 2023Total Fund5 £ FuDd¥£ Donitlon$ 585 585 2022 don•tlons In¢lud•d i £IOKdonatlon from the s•1• Of Wl land 4. Incom• fwom ch•rt￿bla Activ1￿1$ Unrestrlctsd Fund E R•5trlr¢•d Funds 2024 Totil Funds £ Unrestrlcted Fund É Aestrlrted Funds £ 2023Total Funds £ Grant5 Rtcelved Ii•ll, Storly & Field 17,r 17.C 19.91J ,039 29,913 30,039 5. Ih¢¢m• from Oth•rTv•dlryAdlthl•s Unrestrlct•d Fund É Rtttrlrt•d Fund¥ É 1024 Tot•1 Funds £ Unrestrlcted Fund E Restri¢t•d Funds £ 2023Toral Fund5 £ P05t Ornce 5hgp rentsl Ftte Flrewwks Ari show eook Sa 6,986 4,561 6,550 6,281 3,155 6,549 66 6.550 6,281 3,155 6,549 66 4,562 5,991 5,991 141 17,680 17,680 22,601 Post k>ffirE rental Include5 Techar8e5 re electric ¢on5umed. 6. In￿Mm•h¢ Irb¢om• LlTrrestrlrted Fund Restrlcted Funds £ 2024 Tothi Funds E Unrestri¢¢ed Fund £ 2023 Tot•1 Funds £ Fund5 £ Bank interest rEcelvable 663 663 672 672 The notesform part ofthese finonrial 5tstements Page 4 HANNA'S FIELD CTriARITY Charl N¥m TEn 7. Other Incorne Unrestrlcted Fund £ Restrlrtid lund5 £ 2024 Total Unrestrlcted Fund £ Restflcted Funds £ 2023Totsi Funds £ Insurance claim Income from sale of elettrlc 112 112 3,?85 3.785 3,785 112 112 . Expendltur• QD R11slni Funds Unrestrlrt•d Fund £ Restrlrtqd Fuhds É 1014 T•t•l Funds I UnrestrScte¢J Fund Resrritted Funds £ 2023 Tot31 Funds £ Feie Flreworks Art show 8ook 5•1e 1,399 1,399 2.089 1.781 3.968 2,089 1,7BI 3,968 5,207 5,207 7.838 7,838 Share olsuppgrt¢•st5 (see nore 71 Sh•re oliovernance costs lse• note 71 191 36 192 36 264 75 264 75 5,435 5,207 ,177 8,177 9. Exp•nthtur• on Ch•rlt•bl•Artlvltl•¥ ilTrr•strlthd Fund É A￿t￿¢t1￿ Fundi £ 2024 Tot•1 Funds É unrestrlcttd Fund £ 2023Total Fund5 È Funds £ Staff costs lrt¢l hollday cover Cleanln6 consumables 11,6fj0 987 7,059 1,869 17.199 12,660 987 7,039 1,869 17,159 25,052 IOA14 1,682 7,652 1,557 7,021 14,117 10,414 1,682 7,715 1,557 7,021 14.117 63 Insurance Malntenanee, repalrs & safety In5pertlons 8ulldln8 enhancements Ch•ritable donatlons m•de to shart fundraised profits Grant fund5 returned 25,OSI 2,331 2.331 887 45,724 41,198 25,052 66,210 44,774 950 Share of sypporr costslsee note 101 Share of 8overn4n¢e cost5 Isee note 101 1,436 464 2836 464 1.541 1,541 440 44,058 25,OS2 69,110 46,755 950 47,705 10. Support Colts Svppwt Costs£ Go¥wn•ne• C41ts É 1024 Tot•1 Funds Svpport Costs É Govemance Costs £ 2023 Total Fund5 £ Membershlp5 Bank charBe5 Telephoney & Sundry expenses Accounting & Bookeeplnl fees Independent examl#er5 fee5 155 155 147 147 1,187 726 1.287 726 1.327 271 1,327 286 Is SW SW 2,628 so 3,128 I￿05 515 2,320 Support ond 8overnance costs are allocated acr055 Funralsln8 ènd Charitable Activities based on total expenditure. The note5 form part ofthese financial statements Page S HANNA'S FIELD RITY rEn rlo 10. Trustees No trustees reeelvett remunefatlon and no trustees expen5e5were reimbursed durin8 the year ended 315t December 201412023.. £01, Trustee5 reièive a 50% discount of any hill hires. 11. St•fl Costs 2024 2023 Salarie5 Pen51on costs SoclJl 5ecurlty Costs 1I263 9.885 281 55 175 10.746 10,225 The averale monthly number ofempl¢ye¢s durlni the year was 05 lollow5', 2024 202Y Charltsble Actlvltles No Key M•nayment Personn•l recelved remunerètlon In 202412023 £01. 12. D•btori'. •mounts l•lllni dyewlthln on• yur u￿r￿1￿CtI￿ Fund E 1.663 R•stdrt•d Fur*diÉ 2024 Total Fufids £ 2.663 Unrt5trl¢t?d Fund £ 2,108 Re5trlcted Funds £ 2023 Total Fund5 £ 2.108 Trade Debtors Other Oebiors 4,667 2.108 2,108 IJ. Cr•dlt•rs.' •mountsf4lllni d¥• wlthlTr y••i Unr•strlrt•d Fund É 1,660 251 128 3,913 2014 Total Funds £ 1,660 Unrestrlctrd Fund £ Atstrlrt•d Funds £ 2023 Tot•1 Funds £ 33 278 Funds É Tr&de C￿dItOrS Soclal 5ecurlty and other taxe5 Other credltors Accruals and deferred Income 33 278 3.913 500 5(Xl 5,952 811 811 14. Mo¥ement In Funds 1014 Fundi Brou8M Fovw•r6£ Income EMpendltur• Tr•nsfvrs Funds Carrled Forw•rd É Solar Panel Project Re5tr1ct•d Funds 17,C#)J 17,WO 125,052 125.0521 8,052 8,051 solar Panel Project- fijndlng from Chelmlord Cltycouncll, ACRE and Tom Amos towards installatlon costs of solar panels. The note5 fomi part of these ffnanthl statements Page 6 NA'5 EL h rl Numb AT 15. l•lovement In fvDd5 Prforymf . 2023 Fund% ou8ht Forw8rd £ Income Expendlture Transfers Funds Carrled Fprward É Chelmsford Clty Worm Hub Grant R•strlct•d Fundi 993 19931 993 993 Chelmsforrt Clty Warm Hub Grant- 5UPPOrtln8 the prov151on of warm and welcomlnl drop In seS￿On5 In comrnunlty spaces. The notes form partof rhese flnan£lal statements PaÉe 7 INDEPENDENT EXAMINER'S REPORT for the Year Ended December 31 2024 I report to the charity trustees on my examination of the accounts of the Charlty for the year ended 31 December 2024. Responslbilitles and basis of report As the charity's trustees. you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011. I report in respect of my examination of your charity's accounts as carried out under section 145 of the Charities Att 20111'the 2011 Act'l. In carying out my examination I have followed the Dirertions given by the Charity Commission under section 145151 Ib) of the 2011 Act. Independent examlner's statement I have completed my examination. I confirm that no matters have come to my attention in connection wlth the examination giving me cause to believe that in, any material respert: accountin8 records were not kept in respect of the Company as required by section 386 of the 2(X)6 Act: or the accounts do not accord with those records: or the accounts do not comply with the accounting requirements of section 396 of the 2CM)6 Act other than any requirement that the account5 give a true and fairview which is not a matter consldered as part of an independent examination; or the accounts have not been prepared in accordance with the methods and prlnciples of the Statement of Recommended Practice for accounting and reportin8 by charities (applicable to charities preparin8 their accounts In accordance with the Financial Reporting Standard applicable in the UK and Ireland IFRS 102)). I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in thi5 report to enable a PrO￿r understanding of the accounts to be reached. Jaclyn Bennett ACMA 7 Church Hill Little Waltham Chelmsford CM3 3LR Date: LI