2024-12-31-accounts - Fyfield Village Hall

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

FYFIELD VILLAGE HALL Annual Report 2024

FYFIELD VILLAGE HALL – ANNUAL REPORT 2024

		Trustees' Annual Report	Trustees' Annual Report	Trustees' Annual Report	Trustees' Annual Report	Trustees' Annual Report	for theperiod	for theperiod	for theperiod
		From	Period start date			To	Period end date
			01	January	2024		31	December	2024

Section A Reference and administration details

Charity name FYFIELD VILLAGE HALL

Other names charity is known by

Registered charity number (if any) 301304 Charity's principal address Houchin Drive Fyfield Ongar Postcode CM5 0RG

Names of the charity trustees who manage the charity

Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee (ifany)
Martin Baxter	Chair	To 31 August 2024
PennyOvel	Vice Chair/Chair
Steve Turner	Treasurer
Chris Collins	Secretary
Sandra Mead			Fyfield Parish Council
Patricia Jones		To 29 April 2024 and from 20 May2024	Fyfield PCC
Karla Hirst
Rachel Barlow
Lizzie Webster
Sarah McGregor		From 15 July2024
George Phimister		To 15 August 2024	WD50+ club
Debbie Spanton		To 29 April 2024
Ann Jackson		To 29 April 2024
Jenny Phimister		29 April 2024 to 2 May 2024	Fyfield PCC
Ira Mullish		From 15 July2024
Andy Lee		From 15 July 2024 to 12 August 2024

Names of the trustees for the charity, if any, (for example, any custodian trustees)

	Name	Dates acted if not for whole year
	Official Custodian of Charities

FYFIELD VILLAGE HALL – ANNUAL REPORT 2024

Names and addresses of advisers (Optional information)

Type of adviser Name Address Name of chief executive or names of senior staff members (Optional information)

Section B Structure, governance and management

Description of the charity’s trusts

Declaration of Trust Type of governing document (eg. trust deed, constitution) Trust How the charity is constituted (eg. trust, association, company) Maximum of 8 elected, 4 appointed and 4 co-opted Trustee selection methods (eg. appointed by, elected by)

Additional governance issues (Optional information)

New trustees are provided with guidance from the Charity Commission You may choose to include and ACRE on the role and responsibilities of being a trustee. The additional information, where secretary also offers individual discussions with new trustees to ensure relevant, about: they are comfortable with the role and familiar with the structure of the  policies and procedures charity and the governing document. adopted for the induction and Fyfield Village Hall join the RCCE each year, giving access to RCCE training of trustees; training courses and material which is used as and when required by  the charity’s organisational trustees. structure and any wider network with which the charity works;

relationship with any related parties;
trustees’ consideration of major risks and the system and procedures to manage them.

Section C Objectives and activities

Summary of the objects of the charity set out in its governing document

To provide a Village Hall for the use of the inhabitants of Fyfield and the neighbourhood (hereinafter called ‘the area of benefit’) without distinction of sex or of political religious or other opinions and in particular for the use for meetings lectures and classes and for other forms of recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants.

Summary of the main

FYFIELD VILLAGE HALL – ANNUAL REPORT 2024

The core activity of the charity is the maintenance and running of Fyfield Village Hall, which is offered for use in accordance with its the objects of the charity. The charity carries out four main strands of activity as part of the running of the hall: activities undertaken for the - maintaining and developing the building and the facilities offered as part public benefit in relation to of its use; these objects (include within - arranging the hire of the hall by users. This primarily consists of clubs this section the statutory and classes offered by charities, community groups or for profit declaration that trustees have instructors/teachers. In addition, the hall is hired by private individuals or had regard to the guidance companies for private functions or other events; issued by the Charity - a weekly community hub; Commission on public - organising and running fundraising events that are consistent with the benefit) objectives of the charity, for example summer barbecues, quiz nights, live music events etc. In considering all of its activities in 2024, the trustees had regard to the guidance issues by the Charity Commission on public benefit.

Additional details of objectives and activities (Optional information)

The charity relies exclusively on volunteers in order to operate, primarily the management committee/trustees supplemented by occasional contributions from other volunteers (for example former committee members or other inhabitants of Fyfield and the surrounding area). In addition, the charity has good links with the Fyfield Men’s Shed located next to the hall, who offer their time and expertise to carry out works in the hall whenever possible.

You may choose to include further statements, where relevant, about:

policy on grantmaking;
policy programme related investment;
contribution made by volunteers.

During 2024, there was a higher than usual number of trustees, both in terms of absolute numbers and turnover. The management committee consider this to be due to a number of esoteric reasons rather than representing a structural issue relating to the governance of the charity or the demands of the role of trustees. Towards the end of the year, a more settled management committee was in place to take the charity forward into 2025, though vacancies continue to exist and, as with many rural village hall charities, there are ongoing challenges in the recruitment of trustees.

The former chair of the management committee, Martin Baxter, retired during 2024 after many years of serving as a trustee and Chair. Following the appointment of a new Chair, the committee considered it appropriate to take steps to (a) improve the documentation of processes and issues that arise in the running of the hall; and (b) seek to ensure that the Chair is not assigned tasks by default as issues arise. This work will continue during 2025 with the aim of reducing both the burden of the role of Chair and key person risk (particularly in respect of the Chair, Treasurer and Secretary).

Section D Achievements and performance

Summary of the main achievements of the charity during the year

As set out in Section C, the activities of the charity are currently focussed on four main strands. The achievements for each during 2024 are set out below.

Maintaining and developing the hall

The financial surplus generated since the end the of covid pandemic allowed significant repair, renovation and investment in new equipment

FYFIELD VILLAGE HALL – ANNUAL REPORT 2024

Section D Achievements and performance

during 2024.

Key works to the fabric of the building were window replacement and repairs, repair and renovation of the stock room door and the replacement of the fire exit door in the Monica Couling room to ensure compliance with current standards.

The oven and fridge-freezer in the kitchen were replaced and a larger fridge-freezer for the club room kitchenette was acquired and installed.

There was also significant investment in equipment, notably: - a projector and mobile large screen, which was immediately put to good use by allowing the hall to open for the England men’s Euro 2024 fixtures and which can also be hired by hirers; - a floor cleaning machine, to increase the efficiency and quality of the floor cleaning; - the installation of free high speed internet, courtesy of Gigaclear; - replacement of the outside noticeboard - the full implementation of an up to date point of sales and inventory system in the bar, including a new tablet.

In addition, the curtains in the hall underwent full cleaning and fireproofing.

Arranging the hire of the hall

The hall maintained a steady number of regular hires over 2024. Three new regular sessions were secured, being two weekly adult dance classes and the U3A Rodings and Ongar branch monthly meeting. Unfortunately this was offset by the end of Sing and Sign classes at the hall.

The number of private hires slightly decreased in 2024 against 2023, however these still secured a notable income for the hall averaging around £375 per month.

Community hub

The weekly community hub morning continued on Thursday mornings. During 2024 this became an established part of the public benefit of the charity, offering local residents a chance to meet and catch up over a drink and cake. In addition, this session now hosts the regular ‘coffee with cops’ organised by Fyfield Parish Council, providing regular access to the village police officer to raise any concerns and ask questions about crime and policing issues.

The community hub is free to attend (including hot drinks and any food offered) – whilst this represents a small cost for the charity, the trustees consider it an important offering for the village. It has also been useful to be able to provide potential hirers of the hall a time when the hall is open for viewing, so has been used a way to try to increase the income of the charity.

Fundraising events

The hall hosted a number and range of fundraising events in 2024, all of which were also consistent with advancing the objectives of the charity. The main fundraising events were:

FYFIELD VILLAGE HALL – ANNUAL REPORT 2024

Section D Achievements and performance - bingo night - two quiz nights - a series of ‘Bangin’ Friday!’ barbecue evenings during the spring and summer months - a live band night - a magic night, featuring magicians from the Ilford Magic Circle - Christmas party - Halloween event Overall the trustees consider 2024 to be a successful year. Whilst the accounts show an overall loss of around £3,500, this included the acquisition of various assets and repairs/renovations that are all expected to last in the range of 8 – 20 years. The charity remains in a robust financial position, with amounts held in excess of reserves such that significant renovations and investment can continue in 2025, including complete redecoration of the hall. Finally, the efforts of all of the trustees during 2024 and prior years were rewarded by Fyfield Village Hall achieving runner up in the 2024 RCCE community building award.

Section E Financial review	Section E Financial review
Brief statement of the charity’s policy on reserves Details of any funds materially in deficit Further financial review details Youmay chooseto include additional information, where relevant about:  the charity’s principal sources of funds (including any fundraising);  how expenditure has supported the key objectives of the charity;  investment policy and objectives including any ethical investment policy adopted.
	An income and reserves policy was in effect during 2024. This provided that £37,000 be held in reserve, being: - £7,000 as an operational reserve, to cover a minimum of nine months’ operating costs assuming no income is generated during this time and variable costs are reduced to an amount consistent with the hall not operating; and - £30,000 to pay for exceptional expenditure for significant repairs and renewals. An amount in excess of this reserve amount was held on account in the charity’s bank accounts during 2024.
	None.
	(Optional information)
	The charity’s income was from three main sources during 2024: - hire income from regular users of the hall, mostly being either non-profit making/charity groups or private classes that are consistent with the objectives of the charity - income from ad-hoc users of the hall, mostly being private functions and events. Income was largely hire fees for the hall, with some ancillary trading income from the operation of the bar during such functions and events. - fundraising, largely being events held at the hall such as Friday Night BBQs, music nights, quiz nights and similar.

FYFIELD VILLAGE HALL – ANNUAL REPORT 2024

Section F Other optional information

Section G Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s) Full name(s) Position (eg Secretary, Chair, etc) Date
	Chris Collins	Penny Ovel
	Secretary	Chair
	19 May 2025	19 May 2025

FYFIELD VILLAGE HALL – ANNUAL REPORT 2024

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Fyfield Village Hall On accounts for the year ended 31" December 2024 Charity no (if any) 301304 Sèt out on pages I report to the trustees on my examination of the accounts of the above charity ('the Trust") for the year ended 3111212024. Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 {"the Act"). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5}Ibl of the Acl. I have completed my examination. I confimi that no material matters have come to my attention lolher than that disclosed below ") in connection with the examination which gives me cause lo believe thal in, any malerial respect.. accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord with the accounling records Independent examiner's statement I have no concerns and have come across no other matters in conneGlion with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Please delete the words in the brackets if they do not apply. Signed.. Date", 25.p. Zs Name.. Mr Michael Wallis Rèlevant professional qualification{s) or body lif any): FCA- ICAEW Address: 10-12 Mulberry Green Old Harlow Essex CM17 OET IER October 2018

Section B Disclosure Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts-. directions and guidance for examiners). Give here brief details of any items that the examiner wishes to disclose. IER October 2018

CHARITY COMMISSION FOR ENGLAND AND WAIE5 Receipts and payments accounts CC16a For the period frgm To 1st Janua 2024 1st Decetnber 202 Section A Receipts and payments Unrestrlcted funds Restricted funds Endowment funds Total funds Last year lo the néarést to tho newrqst £ to the near9St £ to the nearestt to the near&$l £ A1 Re¢eipts Sales Donelions 35,353 35,363 171 152 250 36,gD¥ 407 86 1.450 152 250 EFDC Granl Sub total (Gross income for AR) 35.936 35,9J6 30,B54 A2 Asset and Investment sales, {s•8 tablel. Sub total Total receipts 35,936 35.936 38,B54 A3Pa ments InsurdnGe 1,B31 1.730 1,148 807 426 1,147 5.653 2,139 1,782 2,780 1,504 380 401 1,445 5,678 1,065 1,730 1.148 Water EFDC lax Waste 426 1.147 5,653 2,139 Mainl8n¥n¢è PWLB loan 1,293 995 8.394 6,452 7,254 1.293 995 8,394 6,452 7,254 244 72 2,817 7,144 7,392 1,678 223 Vents Sundrie3 Bar Relurbi5hmenl Phon8 Sub total 39,51J 39,513 3S,537 A4 Asset and Investment urchases, see table Sub total Total payments 39,513 39,513 35,537 Net of re¢eipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end 3.577 3.577 3,317 50,249 46,672 50,249 46.672 46,932 50,249 CCXX R1 accounts ISSI 2410412025

Section B Statement of assets and liabilities at the end of the period Unre$tri¢ted funds ReslTiCted funds lo nearest £ Endowment funds lo nearest £ Categories Details to n9arg81 £ B1 Cash funds Current account 32,092 Deposit accoufjl 4210 Deposit acGounl 10,370 Total cash funds 46,672 lay bAlan$With fyCÈipts and paymEll Unrest¥lcted funds to noar¥¥t £ Restrlctod funds to nearest £ Endowm8nt funds lo nearest £ Details Fund to whlch assgt baSon Curronl valug onal Detalls Co¥t Iopiion•ll 83 Investment assets Fund to whi¢h asset belon Detail Cost (oponall Current value B4 Assets retained for the charity's own use Fund lo whlch Amount dua due Det811$ BS Liabilitles Signed by one Of two Iruslees o behallof all the trust88s Signature Print Name Date of roval CCXX R2 accounts ISSI 2410412025

Financial Statement5 forthe year ended 31" December 2024 for Fyfield Village Hall

Independent Examiner's Report Registered Charity Number= 301304 To the Trustees of Fyfield Village Hall For the year ended 31" December 2024 I report to the trustee5 on my examination of the accounts of the above charity I'the Trust") for the year ended 31" December 2024, set out on pages 2 and 3. Responsibilities and Basis of Report As the charity trustees of the Trust, you are responsible for the preparation of the accounts in èccordance with the requirements of the Charitie5 Act 20011"the Act"). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination. I have followed the applicable Directions given by the Charity commission under section 145lSllbl of the Act. Independent Examiner's Statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination, which gives me cause to believe that in any material respect.. accounting records were not kept in accordance with section 130 of the Act or the accoLJnts do not accord with the accounting record5 I have no concern5 and have come across no other matter5 in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Michael Wallis FCA Chartered Accountant 10-12 Mulberry Green Old Harlow Essex CM17 OET

ield Villa e Hall Income and ex enditure account For the ear ended 31 December2024 2024 2023 Income Sales Donations Interest received EFDC- Grant 35,363.55 171.15 151.63 250.00 36,909.58 406.85 88.37 1,450.00 35,936.33 38,854.80 Expenditure Insurance 1,831.00 1,729.89 1,148.00 807.36 426.26 1,146.86 5,653.00 2,138.78 1,781.64 2,779.88 1,504.00 379.87 401.52 1,444.80 5,678.00 1,064.87 1,176.56 72.00 2.816.95 7,143.70 7,391.70 1,678.00 223.52 Electric Water EFDC Tax Waste Cleaning Maintenance PWLB Loan Fees Events Sundries Bar Refurb Phone 1,292.78 995.00 8,394.70 6,451.73 7,253.79 244.12 39,513.27 35,537.01 IDeficitl/Surplus for the year 13,576.941 3,317.79 Client approval certificate l approve the financial statements and confirm that I have made available all relevant record5 and information for their preparation. Stephen Turner - Treasurer

ield Vi113 e Hall Balance Sheet For the ear ended 31" December 2024 2024 2023 Current assets Bank current account Bank deposit account I Bank deposit account 2 30,091.73 4,210.27 10,370.35 35,820.30 4,166.49 10,262.50 Net assets 46,672.35 50.249.29 Capital accounts 46,672.35 50,249.29 Capital account Balance bld Surplu5 in the year Balance c/fwd 50,249.29 13.576.941 46,672.35 46,931.50 3,317.79 50,249.29

Financial Statement5 forthe year ended 31" December 2024 for Fyfield Village Hall