## **KELVEDON HATCH VILLAGE HALL** **Charitable Trust** Poors’ Field, School Road, Kelvedon Hatch, Brentwood, Essex, CM15 0AX Registered Charity Number. **301350** ## **TRUSTEES ANNUAL REPORT** **1[st] April 2024 to 31[st] March 2025** 1 **TRUSTEES ANNUAL REPORT 2024/2025** ## **TRUSTEES** ## Dates Name Office Balcombe, Raymond Cumming, Richard Hughes, David Minute/Booking Secretary North, Catherine Treasurer Wright, Janet North, Richard Chairman Cockerton, Patrick Cockerton, Dawn Custodian Trustee Official Custodian for Charities Acted if not Name of body entitled to appoint for whole a Trustee year Kelvedon Hatch Football Club Kelvedon Hatch Parish Council Type of Governing Document Trust Deed dated 1[st] March 1962 How the Charity is constituted Trust ## **TRUSTEE SELECTION METHOD** Elected by Beneficiaries 5 Bodies entitled to appoint a Trustee The Kelvedon Hatch Parochial Church Council Kelvedon Hatch Parish Council The Committee of the Kelvedon Hatch Football Club Bodies entitled to appoint a Trustee no longer in existence The Committees of Kelvedon Hatch : Women’s Institute, Garden Society, Youth Club Arts and Craft Clubs. Co-opted 6 ## **Summary of the objects of the Charity set out in the governing document** : Improving the conditions of life for the inhabitants of Kelvedon Hatch and the area of benefit. ## **Summary of the main activities in relation to these objects** Maintaining a village hall for the use of the inhabitants of Kelvedon Hatch in particular for use for meetings, lectures and classes and for other forms of recreation and leisure time occupation. ## **Summary of main achievements of the Charity during the year.** Weekdays Dance Classes Children/teenagers 3 afternoons/evenings per week Baby Sensory Babies 1 morning per week Art Club All ages 1 evening per week Art Club All ages 1 afternoon per week Play and Stay Adult/Children 1 morning per week Martial Arts All ages 1 evening per week Various committee meetings Various village groups Approx. 4 per month Weekend Football Club Seasonal Use Approx 1 afternoon per week Tennis Club Seasonal Use Occasional Fundraising for Village Groups and NFPs 2 Commercial/Private Hires of the Hall are carefully monitored to ensure that these do not interfere with the availability of the hall to deliver its charitable objects. Family occasions make up all of this hire. Although the Trust has been approached to allow hire for three mornings a week, the purpose was non-charitable and would not meet the need to benefit the beneficiaries, therefore the hire was not in the beneficiaries or charity’s interest, but more of a commercial enterprise so it was not agreed to. ## **Continuing Public Benefit** Baby Sensory sessions are very popular, with three one hour sessions. It gives small children (and parent(s)) the chance to socialise in a calm and supportive atmosphere. Unfortunately, the parents running Play and Stay can now only manage one morning a week. The hire by groups is stable at present, some, like the Dance Classes having been with us for twenty years. A record is kept of all requests for hire that cannot be met and these people are contacted to see if they wish to take vacant sessions when they arise. . The PTA hire the hall for end of year parties and other fundraisers and also hire the Meeting Room for their occasional meetings. The Parish Council also hire the Meeting Room for its Council and Committee meetings. ## **Summary of Attainments** The Trustees must provide a safe facility for the community to use, we also want the hall to be welcoming, clean, attractive and importantly, affordable for all beneficiaries to hire, but without compromising the financial viability of the Charity. A list of improvement projects has been drawn up to be undertaken when funds and grants are available. Some upgrades and repairs cannot be planned for, e.g. the need to comply with new standards in a shorter time frame than expected. Works undertaken to meet the Trustees responsibilities to the Charity and Beneficiaries: The damaged stage asbestos ceiling was replaced as a matter of urgency. The Hall was closed during August and a specialist firm removed the asbestos and issued certificates confirming proper disposal. After the removal air sampling tests confirmed there were no asbestos particles in the Hall and it reopened for the Autumn term. Part of the electrical circuit had to be disconnected and could not be repaired. The insurers were informed, ensuring cover was not compromised. We were advised that the original electrical system was 'domestic' and would not meet the incoming safety standards. The Hall is over 50 years old and has undergone many additions and repurposing, and the electrical system, while safe, was altered to suit the needs at that time. To comply with HSE requirements (and be able to get insurance cover) it was decided that it would be more cost effective to re-wire the hall entirely. Plans and schedules were drawn up, with the aid of a qualified electrician and six firms were invited to tender for the work to be done at a time and within the timeframe set by the Trustees. Three firms submitted tenders. Once the cost of the works had been determined grants could be sought, a difficult task in this climate. By end March 2025 grants had been obtained or money promised, so the re-wiring of the hall will start end of July and finish end of August 2025. ## **Meetings of the Trust Board** We continue to hold meetings every other month unless there is urgent business. Although the Trust Deed does allow the Board to hold meeting in any way that is convenient, it does not give specific permission to hold video meetings, so we will have to take advice from a specialist on if and how to add this permission to the Trust Deed. ## **Online Banking** The attempts to be allowed by NatWest to access online banking was put in abeyance while grants and donations were being sought just in case the bank decided to close the account which would have meant the whole re-wiring project would fail. Once the project is finished and signed off, the bank will again be 3 approached to see if they can give clearer advice about the information they need. Other banks have been researched, one wanted the signatures of the original Trustees, the last of whom died in the 1980s, yet another wanted us to provide a ‘constitution’ not a Trust Deed. ## **Policy on Conflicts of Interest** The Trust was set up to have members of the community and specified organisations to be Trustees. The Board has had a Conflicts of Interest policy for over 20 years, although not requiring Trustees to fill in a form. The Trustees know each other and which groups etc people belong to, but the process will be formalised to meet our duties. ## **Management of Conflicts of Interest** Where a decision will affect a specific group more than everyone else, that Trustee has always been required to leave the room and take no part in the discussion or decision, and this is minuted. To ensure all beneficiaries have the same opportunity to hire the hall all hire must be booked through a single booking system and be accompanied by a Hire Agreement. The financial policy determines the annual increase in Hire Fees. ## **Policy on Risk** The Trust is required by our insurers to carry out risk assessments, which are formally undertaken annually and all Hirers are encourage to report any concerned about safety, risk or damage. Accidents are recorded and if necessary, the insurers are advised and action taken, if necessary or possible, to mitigate the risk of another accident. The boundary trees are assessed every two years by a tree surgeon, unless there are any concerns about a tree from either the public or Trustees. We take particular care of our boundary trees as most of them are the remnants of an ancient woodland and contain oaks, hornbeam and many other native species. The Trust also has Public Liability Insurance. Hirers of the land have to provide their own insurance for their activity. Hirers of the Hall must also have insurance for inflatables, including Bouncy Castles; as this is a requirement and is part of the Hire Agreement. ## **Financial Policy** Trustees are kept up to date with the finances of the charity and expenditure, unless paid by Direct Debit, and this is agreed or ratified at meetings of the board. There is an annual increase in Hire Fees to meet the needs of the coming year, as far as can be predicted, with enough money to put into reserves. We do not carry a large amount in reserves as this could be seen as making a profit, and therefore, commercial and not charitable. Trustees are reimbursed for any money paid on behalf of the Trust, these payments must be accompanied by an invoice and approved by the Trustees. No Trustees claim expenses, although they may. Hire Fees are determined in October/November of each year and the increased fees are at least the RPI published in September. If it is felt that more than that percentage needs to be charged to offset any financial risk, then that is what is charged. The percentage increase applies across the board for hire that delivers the Trusts charitable objects and Trustees understand that the Charity’s needs must come before any other consideration. The Trustees are also aware that if the fees increase too much, hire will become unaffordable. It is a fine balancing act. ## **Policy on Reserves and Financial Risk** There must be enough money reserved to undertake Emergency Repairs as they occur along with essential planned maintenance and upgrades. 4 Income from hire is critical and any emergency repairs and maintenance will be undertaken as soon as possible so that income is not compromised. ||Emergency Repairs|£3,000| |---|---|---| ||Essential Maintenance|£3,500| ||Fluctuation in Income|£3,000| |Total Reserves||£9,500| |Restricted Funds||£24,790| |Year End Cash Funds||£568| The Trust also has policies including Safeguarding and Complaints. As required in the Trust Deed, reports on the finances and fabric of the building are prepared annually for the beneficiaries. We will now include an explanation of the policy on conflicts of interest and how to raise concerns ## Approved by the Trustees on 25[th] November, 2025 _Signed Position if any_ 1 J. M. Wright ## Janet Margaret Wright Print Name ## 2. P. Cockerton ## Patrick Cockerton Print Name 5 ## **KELVEDON HATCH VILLAGE HALL** **Charitable Trust** Poors’ Field, School Road, Kelvedon Hatch, Brentwood, Essex, CM15 0AX Registered Charity Number. **301350** ## **ACCOUNTS** **1[st] April 2024 to 31[st] March 2025** 6 ## **KELVEDON HATCH VILLAGE HALL CHARITABLE TRUST** ## **STATEMENT OF ASSETS AND LIABILITIES YEAR ENDING 31/03/25** |**CASH FUNDS**
**Unrestricted Funds**
Reserved Funds
Emergency Repairs
Essential Maintenance
Fluctuation in receipts
Projects (Hall Rewiring)
**Restricted Funds**
Projects (Hall Rewiring)
**Year end cash funds**
**TOTAL CASH FUNDS**
**OTHER MONETARY ASSETS Historic Business Reserve Acc.**
**INVESTMENT ASSETS**
**ASSETS RETAINED FOR THE CHARITY'S OWN USE**
Land and Buildings at cost
Comprising:
Land
approx 5.75 acres
Building
Village Hall
1
Building
Annex
1
Cooker
Tables
Folding
24
Fridge
Fixed
8
Freezer
Chairs
Folding
133
Microwave
Fixed
20
Hoover
Trolleys
Table
2
Filing Cabinet
Chairs
1
Laminator
Food
2
Tea Urn
**LIABILITIES**
**TOTAL NET ASSETS**
Approved by the Trustees on 25thNovember, 2025
_Signed_

1 R. North|**2024/2025**
**2023/2024**
**£**
**£**
3,000
2,000
3,500
2,750
3,000
2,000
4,000
9500
10,750
24,790

568
263
34,858
11,013
529
521
0
0
57,988
57,988
8 burner range
1
1
1
1
1
1
A4
1
1
0
0
93,375
69,522
_Position if any_
Chairman|**2023/2024**
**£**
2,000
2,750
2,000
4,000
10,750
263
11,013
521
0
57,988
0| |---|---|---| |||69,522| Print Name Richard North 2. R. Cumming Print Name Richard Cumming 7 ## KELVEDON HATCH VILLAGE HALL CHARITABLE TRUST ## **NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2025** - **1 ACCOUNTING CONVENTION AND POLICIES** The accounts have been prepared under the historical cost convention on the "receipts and payments" basis. - **2 TRUSTEE EXPENSES** There were no expenses paid to or claimed by the Trustees. - **3 REIMBURSEMENT TO TRUSTEES** - D. Hughes £12,390.62p payments by electronic banking insisted on by suppliers of crucial services. - **4 ASSETS RETAINED FOR THE CHARITY'S OWN USE** Upkeep, refurbishment and repair costs relating to the buildings are written off to the Receipts and Payments account, with the buildings themselves being carried forwards in the Statement of Assets and Liabilities at their original cost. - **5** No valuation survey of the property has been undertaken 8 |**KELVEDON HATCH VILLAGE HALL CHARITABLE TRUST**
**RECEIPTS AND PAYMENTS ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2025**
**2024/2025**
£
£
**RECEIPTS**
Hire of Hall delivering charitable objects
£10,147
Hire of Land
£10,097
Private Hire of Hall (net of returned damage deposits)
£1,376
Nat West Compensation/Insurance repayment
£0

**Subtotal**
£21,620

**Restricted Funds (Hall re-wiring)**
Donations
Private
£16,500
Kelvedon Hatch Football Club
£2,500
Grants
Kelvedon Hatch Parish Council
£5,000
Walter Farthing Foundantion
£2,500
**Subtotal**
£26,500

**Total Receipts**
**£48,120**

There were no asset or investment sales
0.00

**PAYMENTS**
Utilities
£2,759

Insurance
£2,839

Buildings maintenance
£8,647

Grounds maintenance (Weed Clearing, BoundaryTrees & Sewers)
£1,415

Cleaning
£4,605

Refuse Collection
£1,456

Administration/Stationary/Computers/telephones etc
£0

Rates & Licences
£843

Hire Cancelled - returned hire fee
£0

**Sub total**
£22,565

**Restricted Funds (Hall re-wiring)**
Report on the works to be undertaken to comply with regulations
£1,710

**Sub total**
£1,710

Asset Purchases
£0
Sub total
£0
**Total Payments**
**£24,275**

Surplus (deficit) of income over expenditure
£23,845
Reserves brought forward 1 April 2024
£69,293
Reserves carried forward 31 March 2025
£93,138

**Reserved Funds**
£9,500

**Restricted Funds (Hall re-wiring)**
£24,790

**Total Cash Funds**
£34,858|
**2023/2024**
£
£
£9,632
£9,415
£1,085
£175
£20,307
£0
£1,585
£1,585
**£21,892 **
0
£4,566
£2,840
£1,392
£970
£4,445
£1,404
£0
£742
£127
£16,486
£1,585
£1,585
£0
£0
**£18,071**
£3,822
£65,471
£69,293
£10,000
£0
£11,013|
**2023/2024**
£
£
£9,632
£9,415
£1,085
£175
£20,307
£0
£1,585
£1,585
**£21,892 **
0
£4,566
£2,840
£1,392
£970
£4,445
£1,404
£0
£742
£127
£16,486
£1,585
£1,585
£0
£0
**£18,071**
£3,822
£65,471
£69,293
£10,000
£0
£11,013| |---|---|---| |||£0
£1,585
£1,585| |||| |||**£21,892 **| |||0
£16,486
£1,585
£0
£0| ||£1,585|| |||| |||**£18,071**| |||£3,822
£65,471
£69,293
£10,000
£0| |||£11,013| |||| 9 ## **Independent examiner's report on the accounts** **SSection A Independent Examiner’s Report on** _A Independent Examiner’s Repo_ **Report to the trustees/ members of** Charity Name **KELVEDON HATCH VILLAGE HALL CHARITABLE TRUST** |**31 MARCH 2025**|**31 MARCH 2025**||| |---|---|---|---| ||**31 MARCH 2025**|**Charity no**
**(if any)**|**301350**| **On accounts for the year ended** 1 & 2 **Set out on pages** (remember to include the page numbers of additional sheets) - I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended **DD / MM / YYYY** . - **Responsibilities and basis** As the charity trustees of the Trust, you are responsible for the preparation **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 carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. I have completed my examination. I confirm that no material matters have Independent examiner's come to my attention (other than that disclosed below *) in connection with statement 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 accounts do not accord with the accounting records I have no concerns and have come across no other matters in connection 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:** M. W. Tatner **Date:** 4/1/26 **Name:** Michael William Tatner ## **Relevant professional qualification(s) or body (if any):** Company Director **Address:** Mikalian Blackmore Road Kelvedon Hatch, Brentwood, Essex CM15 0AP 1 10 _Sect Section_ **B Section B Disclosure** _Disclosure ion 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** . 11 2