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 exte￿al
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) o￿L
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