FYFIELD VILLAGE HALL Annual Report 2025 FYFIELD VILIAGE HALL Charity number.. 301304 FYFIELD VILLAGE HALL- ANNUAL REPORT 2025
Trustees. Annual Report for the period Period start dale Period end dale 01 January 2025 31 Decernber 2025 From 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 princlpal address Hou¢hin Drive Fyfield Ongar Postcode CM5 ORG Names of the charity trustees who manage the charity Dates acted if not for whole ear Trvstee name office lif anyl Name of person lor body) entitled toa Dint tnjstee if an Penny Ovel Steve Turner Chair Treasurer Chris Collins Secretary Sandra Mead Patricia Jones Fyfield PaTish Council Fyfield PCC Karla Hir5t To 31 August Rachel Barlow Lizzie Webster Sarah McGregor Name5 of the trustees for the charlty. if any, (for example, any custodlan trustees) Name Date5 acted if not for whole ear Official Custodian of Charities Names and addresses of advisers (Optional infornation) e of adviser Name Address Name of chief executive or names of senior staff members (Optional information) FYFIELD VSLLAGE HALL- ANNUAL REPORT 2025
Section B Structure, governance and management Description of Ihe charity's trusts Declaration ol Trust Type of governing document How the charity Is constituted Trust Trustee selection methods Maximum of 8 elected, 4 appointed and 4 co-opted Additional governance issues (Optional information) New trustees are provided with guidance from the Charrty Commission and ACRE on the role and responsibilities of being a trustee. The secretary also offers individual discussions with new trustees lo ensure they are comfortable with the role and familiar with the structure of the charity and the goveming document. You may choose lo include additional information. where relevant. about.. policies and procedures adopted for the induction and training of trustees., the charity s organisational structure and any wider network with which the charity works., Fyfield Village Hall join the RCCE each year, giving access to RCCE training courses and material which is used as and when required by trustees. The Irustee5 typically meet once a month and discuss the financial position of the charity and any substantive issues arising in respect of the hall and ils use. The trustees also review and agree amendments lo policies, consider fundraising acb"vities and discuss any other major risks or issues, Substantive decisions are taken al these meetings, or delegated by the committee to individual or smaller groups of trustees as appropriate. relationship with any related parties,. trustees consideration of major risks and the system and procedures lo manage thetn. Section C Objectives and activities To piovide a Village Hall for the use of the inhabitants of Fyfield and the neighbourhood Ihereinafter called 'the area of benefit'l without distinction of sox 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 inhabilanls. Summary of the objects of the charity set out in its goveming document The core activity of the charity is the maintenance and running of Fytield Village Hall, which is Dffered 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.. Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance Issued by the Charity Cornmission on public benefit) maintaining and developing the building and the facilrties offered as part of its use., arranging the hire of the hall by Ljsers. This primarily consists of clubs and classes offered by charities, community groups or for profil instructorslteachers. In addition, the hall is hired by private individuals or companies for private functions or other events", a weekly community hub.. organising and running fundraising events that are consistent with the objectives of the charity, for example summer barbecues. quiz nights, live music events etc. FYFIELD VILLAGE HALL- ANNUAL REPORT 2025
In considering all of its activities in 2025, the trustees had regard to the guidance Issues by the Charity Commission on public benefit. Additional details of objectives and activities (Optional inforniation) The charity relies exclusively on volunteers in order to operate, primarily Ihe management committeeltruslees 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 Iocdled next lo the hall, who offer their time and expertise to carry out works in the hall whenever possible in exchange for costs and small donations. You may ch005e lo include further slalements. where relevant, about: During 2025, the number of trustees remained stable but was below both the rnaximum permitted by the governing documents and Ihe number required to maximise the use of the hall for the benefit of the community. Efforts continued both lo recruit more trustoes, reduce key person risk and ensure the hall can be used by beneficiaries and other hirers a5 efficiently as possible without reliance on volunteer trustees. policy on granlmaking,. policy programme related investrnenl., contribution made by volunleers. Section D Achievements and performance As sel out in Section C, the activilies of the charity are currently focussed on four main slrands. The achievements for each during 2025 are Set out below. Summary of thè maln achievements of the charity during the year Maintaining and developing the hall Two substantive renovation projects were completed in 2025. These were.. the complete redecoration of both halls, club room and kitchen,. and replacement of the hot water tank and healing controls with a more efficient and modern system. Prior lo 2025, the halls were last repainted prior to reopening the hall after the first covid lockdown in 2020 and the clubroom and kitchen had not been repainted for some year5. Whilst the complete redecoration of all areas in one go was a significant expense, the charity is now in a position to implement a continuous rolling programme of upkeep and redecoration, spreading the cost and minimising disruption to users of the hall. The management committee considered that the heating and hot water system needed to be upgraded to make il more efficient, increase reliability and consistency and enable greater control over the energy usage of the hall. Following advice from a number of heating engineers FYFIELD VILLAGE HALL- ANNUAL REPORT 2025
Section D Achievements and performance l and iiistallers, the charity CDnclLJded It was unnecessary to replace the boiler at this time but that substantive improvements could be made by changing the hol water lank lo a smaller unvented tank and replacing the heating controls with the Honeywell Home smart system. This work was completed in October 2025. As well as these major projects, other more minor works were carried out as necessary through the year, including inslallalion of additional exteal power sockets. ATranging the hire of the hall The hall continued lo be used by all of its regular hirers during 2025 and also added another weekly children's dance class. Regular bookings continue to offer a range of activities al the hall. However, there remains slots available across the week for new regular hirers if required. The number of private hires increased in 2025 against 2024, including around 40 weekend hires by private functions. Income from private hires averaged around £650 per month, plus food and drinks sales when volunteers were available to manage the bar and hirers requested it. Cornmunlty hub The weekly community hub morning continued on Thursday mornings, with a regular and steady attendance. The comrnunity hub is free to attend - whilst Ihis represents a small cost for the charily, the trustees consider it an important offering for the village. 11 has also been useful to be able to provide potential hirers of the hall a tirne when the hall is open for viewing, so continues to be used a way lo try lo increase the income of the charity. Fundraising events The ha11 hosted a number and range of fundraising event5 in 2025, all of which were also Consistent with advancing the objectives of the Gharity. The main fundraising events were.. two 'paint and plonk, afternoons two quiz nights a series of 'Bangin' Fridayl, barbecue evenings during the spring and summer months a live band night a harvest festival event tiointly organised with Fyfield Parish Council and other volunteers from the village) Halloween event Overall the trustees consider 2025 to be another successful year, similar 10 2024. Whilst on a cash b8SlS the charity incurred a loss of around £4,500, this included significant renovation projects costing around £14,500. The replacement ot the hot water tank and heating controls might also allow a reduction in the amounts to be held in reserve and Ihe charity remains in a robust financial position. Currently the capacity for Gontinued renovation and investment is limited by trustee time and availabilit rather than finances Section E Financial review FYFIELD VILLAGE HALL- ANNUAL REPORT 2025
An income and reseNes policy was in effect during 2025. This provided that £37,200 be held in reseNe, being.. £7,200 as an operational reserve, to cover a minimum of nine months, operating costs assuTning no income is generated during this time and variable costs are reduced to an amoLJnt consislenl with the hall not operating., and £30,000 to pay for exceptional expenditure for significant repairs and renewals. Brief Statement of the charity's policy on reserves An amount in excess of this reserve amount was held on account in the charit 's bank accounts durin 2025. Details of any funds rnaterially in deficit None. Further financial review details (Opttonal information) The charity'5 income was from three main sources during 2025= YOU may choose to include additional inforrnation, where relevant about". hire income from regular users of the hall, mostly being either non-profit makinglcharity groups or private classes Ihat are consistent with the objectives of the charity income from ad-hoc users of the hall, mostly being private funclions and event5. Incorne was largely hire fees for the hall, with some ancillary Irading 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. At such events funds are raised through ticket sales and through the sale of food and drink, including by opening the bar the charity's principal sources of funds (including any fundraising)., how expenditure has supported the key objectives of the charity., inveslmeni policy and objectives including any ethiL81 investment policy adopted. 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 tTUStees Signaturels) oL Full name{s) Chris Collins Position Secretary Date 9 February 2026 Penny Ovel Chair 9 February 2026 FYFIELD VILLAGE HALL- ANNUAL REPORT 2025
Fyfield Village Hall Income and Expenditure Account For Year End 31st December 2025 2025 2024 Income Sales Hire fees - regular hirers Hire fees - single hirelfunclion Fundraising lickels, raffles etc Food and drink sales Misc other Donations Interest Received EFDC- Grant 35,363.55 11,990.84 8,157 21 3,367.02 13,728.37 2,666.82 15390 149.05 0.00 171.15 151.63 250.00 40,213 21 35,936 33 Expenditure Insuran 1,696.37 2,514.77 2,071.30 804 62 513.32 894 74 5.700.71 1,156.44 0.00 2,211 16 1,521.68 5,101.98 5.767.07 14,508 88 297 87 1,831.00 1.729.89 1,14800 807 36 426.26 1.146.86 5,653.00 2, 138.78 0.00 1,292.78 995 00 8.394.70 6,451.73 7,253.79 244.12 Electric Water EFDC Tax Waste Cleaning Maintenance PWLB Loan Fees Events Sundrie5 Bar Refurbishment Phone 44,760 91 39,513 27 Deficitlsurplus for the year Client approval certificate l approve the financial statements and confirm that I have made available all relevant records and information for their preparation Stephen Turner Treasurer
Fyfield Village Hall Balance Sheet For Year End 31st December 2025 2025 2024 Current assets Bank current account Bank deposit account 1 Bank deposit account 2 27,394.98 4,253.20 10,476.47 32,091 73 4,210 27 10,370 35 Net assets 42,124 65 48,672.35 Capital accounts 42,124.65 46,672 35 Capital account 8alance blmd Deficillsurplus for the year Balance dfwd 46,672.35 50,249.29 42 12465 46 672.35
Fyfield Village Hall statement of assets and liabilities For Year End 31st December 2025 2025 2024 Unrestricted cash fund5 Bank current account Bank deposit accournl 1 Bank deposit account 2 27,394.98 4,253.20 10,476.47 32,091 73 4,210 27 10,370 35 Total Cash funds 42,124.65 46,672 35 Assets retained for the charity's use. Hall chairs - approx 130 Round tables15ft1- 8 Trestle tables 8 Bar coolers 4 Projector Projector screen Fridge freezers 2 Chest freezer Outdoor picnic benches - 8 Floor cleaner Cash register Hall curtains Bar tables - 5 Bar seats - approx 20 Bar stock Oven BBQ 'Only ae8et8 Worth more than £100 lieted
Independent Examiner's Report to the Trustees of Fyfield Village Hall (Registered Charity No. 301304) I report to the trustees on my examination of the accounts, on pages 1 to 9, of Fyfield Village Hall (the Trust) for the year ended 31 st Dece.mbcr 2025. Responsibilities and basis of report As the charity trustees of the Trust, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 I'the Act'l. 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 all the applicable Directions given by Ihe Charity Commission under section 14515llbl 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 giving me cause to believe that in any material respect.. accounting records were not kept in respecl of the Trusl as required by section 130 of the Acl-, or 2. the accounts do not accord with those rewrds. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this reporl in order lo enable a proper underslanding of the accounts to be reached. J Stobart FCCA RCCE House, Threshelfords Business Park, Inworth Road, Feering C05 9SE 41h March 2026