## **Trustees’ Annual Report for the period** ## **From 1[st] January 2023 Period start date To 31[st] December 2023 Period end date** ## **Charity name: Rayne Village Hall & Playing Fields** ## **Charity registration number:301382** ## **Objectives and Activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|**It is the main responsibility of the appointed**
**trustees to continually make sure that there is**
**efficient running of the Village Hall and all its**
**facilities.**| |Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or
services identified in the
accounts.|Para 1.17 and
1.19|**As we are a non-profit making organisation, the**
**hourly rates are set as low as possible each year by**
**the trustees. This not only benefits local**
**businesses but also numerous local groups and**
**private hires along with the local village sports**
**teams that use our facilities. It is the responsibility**
**of the duly elected officers to make sure that the**
**set levels will generate enough funds each year to**
**enable the facilities and all associated equipment**
**to be kept in a safe and useable condition.**| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|**To meet the requirements of the constitution the**
**trustees have regular structured meetings.**| ## **Additional information (optional)** You may choose to include further statements where relevant about: ||SORP reference|| |---|---|---| |Policy on grant making|Para 1.38|**All fund raising is controlled totally by the group of**
**elected trustees. It is their responsibility to make**
**sure that funds are available for them to use when**
**required. For major projects they will apply for**
**grants if available and add their own funds if**
**required to complete the project. It is the trustees**
**who are responsible for making sure that the**
**regular maintenance is completed along with**
**repairs, improvements and long-term major**
**projects. These will often be dictated by**
**amendments in legislation, repair of equipment**
**and general wear and tear whilst groups such as**
**RoSPA are employed to independently check our**
**equipment on an annual basis. Other service**
**contracts are in place where applicable to make**
**sure the equipment is serviced.**| |Contribution made by
volunteers|Para 1.38|**The trustees are all volunteers who give numerous**
**hours of their own time each year so that the**
**premises can remain open. This greatly helps the**
**manysmall businesses who regularly hire our**
**facilities. This also assists local sports teams who**
**are regular users of our facilities, whilst any**
**additional time remaining can be taken by private**
**hirers. Events in respect of fund raising are also**
**run by the trustees. It is also the trustee’s duty to**
**make sure any works carried out are done so at**
**the best value for money. This is completed by**
**continually monitoring all outgoings.**| |---|---|---| |Other||**N/A**| ## **Achievements and Performance** ||SORP reference|| |---|---|---| |**Additional information (optional)**
You may choose to include further statements||where relevant about:| |Achievements against
objectives set|Para 1.41|**N/A**| |Performance of fundraising
activities against objectives
set|Para 1.41|**N/A**| |Investment performance
against objectives|Para 1.41|**N/A**| |Other||**N/A**| ## **Financial Review** |**Financial Review**||| |---|---|---| |Review of the charity’s
financial position at the end
of the period|Para 1.21|**The charity has finished the year again in a strong**
**position. The regular hirers are again bringing in**
**monthly revenue and ad-hoc private hires have**
**increased meaning we have increased income**
**revenue in 2023.**| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|**Due to being a public building and having**
**numerous outdoor facilities we continually must**
**make sure repairs and ongoing maintenance are**
**addressed to keep the everything in line with**| |||**legislation and carry out works safely as and when**
**required. As this is an always changing remit, we**
**need to make sure reserves are there for both**
**emergency repairs and long term planned**
**works/projects. Any unused funds each year are**
**spent on improvements or added to our reserves.**| |---|---|---| |Amount of reserves held|Para 1.22|**£40,000. We aim to keep between £30-£40,000 to**
**cover for any type of emergency. **| |Reasons for holding zero
reserves|Para 1.22|**N/A**| |Details of fund materially in
deficit|Para 1.24|**N/A**| |Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|**There are no uncertainties about our charity not**
**continuing as a going concern. There are three**
**major factors that mean our Village Hall will**
**continue to remain open for the foreseeable**
**future. Firstly, there is the existing committee of**
**trustees who have made sure over many years**
**that we have built up a high level of reserves for**
**any major problem/issue that occurs. This has**
**certainly been useful and needed over the last few**
**years with enforced shutdowns due to Covid.**
**Secondly, the trustees have made sure that when**
**they can, they have applied for any grants which**
**have been made available by independent**
**organisations and Government/ Local authorities**
**which have been most welcome, appreciated and**
**a financial assist. Thirdly, the trustees work**
**tirelessly to organise additional fund raising**
**events.**| |**Additional information (optional)**
You may choose to include further statements||where relevant about:| |The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|**N/A**| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|**N/A**| |A description of the principal
risks facing the charity|Para 1.46|**N/A**| |Other||**N/A**| ## **Structure, Governance and Management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|Para 1.25|**Constitution**| |How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|**Trustee**| |Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|**Elected by nomination at each AGM**| ## **Additional information (optional)** You may choose to include further statements where relevant about: |Policies and procedures
adopted for the induction
and training of trustees|Para 1.51|**N/A**| |---|---|---| |The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|**N/A**| |Relationship with any
related parties|Para 1.51|**N/A**| |Other||**N/A**| ## **Reference and Administrative details** |Charity name|Rayne Village Hall and PlayingFields| |---|---| |Other name the charity uses|N/A| |Registered charity number|301382| |Charity’s principal address|Rayne Village Hall,
Oak Meadow,
Gore Road,
Rayne,
Braintree,
Essex.
CM77 6T| ||| ## **Names of the charity trustees who manage the charity** |1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||Michael Bamford|||| ||Tracy Dome|||| ||Tony Dome|||| ||Christy Bamford|||| ||Celia Murton|Secretary||| ||Robert Strzelecki|Chair||| ||Russell Davis|Treasurer||| ||Simon Tibbets|||| ||Shona Kemp|||| ||Carolyn White|||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| ## – Corporate trustees names of the directors at the date the report was approved **Director name N/A** Name of trustees holding title to property belonging to the charity |**Trustee name**|**Dates acted if not for whole year**|| |---|---|---| |**N/A **||| |||| |||| |||| |||| |||| ## **Funds held as custodian trustees on behalf of others** Description of the assets N/A held in this capacity Name and objects of the N/A charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for N/A safe custody and segregation of such assets from the charity’s own assets ## **Additional information (optional)** ## **Names and addresses of advisers (Optional information)** |**Type of**
**adviser**
**Name**
**Address**|**Type of**
**adviser**
**Name**
**Address**|**Type of**
**adviser**
**Name**
**Address**| |---|---|---| |**N/A**||| |||| |||| |||| |**Name of chief executive or names of senior staff members (Optional information)**||| |N/A||| ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details **N/A** ## **Other optional information** **N/A** ## **Declarations** **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**|RA Davis|| |---|---|---| ||Russell Davis|| ||
Treasurer|| ||29/03/2024|| ||29/03/2024|| ## **Rayne Village Hall & Playing Fields Financial Activities** ## **December 2023** |**Income**
**Donation - Booking Hall Cafe**
**Donations - General**
**Event - Sale of Tickets**
**Bingo Night**
**Christmas Fayre**
**Total Event - Sale of Tickets**
**Grant - Boilers**
**Grant - Carpets**
**Sales**
**Precept**
**Regular Hirers**
**Total Sales**
**Solar Panel Income**
**Uncategorised Income**
**Total Income**
**Total**
**Expenditures**
**Anglia Fire Service**
**Braintree Trade Waste**
**Business Licenses and Permits**
**ICO**
**Total Business Licenses and Permits**
**Computer and Internet Expenses**
**Defibrillator Support Costs**
**Grass Cutting - BDC**
**Hallmaster**
**Insurance Expense-General Liability Insurance**
**Janitorial Expense**
**Cleaner**
**Cleaning supplies**
**Total Janitorial Expense**
**Outdoor Gym**
**Professional Fees**
**Accounting**
**Booking Clerk**
**Total Professional Fees**
**RCCE**
**Repair and maintenance**
**BMX Track**
**Boiler Replacement**
**CIP Painting**|**To**| |---|---| ||**Dec 2023**| ||50.00
120.00
-280.40| ||**-£ 280.40**
1,022.19
1,398.23| ||**£ 2,420.42**| ||**£ 2,310.02**| ||**£ 2,310.02**
126.51| ||**£ 0.00**
28.80
234.15
325.00| ||**£ 325.00**
45.00
100.00| ||**£ 145.00**| |**Encampment Security**
**Grass Cutting**
**Rabbit Control**
**Total Repair and maintenance**
**ROSPA**
**Uncategorised Expense**
**Utilities**
**Anglian Water**
**Electric**
**Gas**
**Mobile Phone**
**Total Utilities**
**Window Cleaning**
**Total Expenditures**
**Net Operating Income**
**Other Income**
**Interest income**
**Total Other Income**
**Other Expenditures**
**Solar Panels**
**Total Other Expenditures**
**Net Other Income**
**Net Income/(Expenditure)**|| |---|---| ||**£ 0.00**
76.57
204.02
143.34
330.54
14.34| ||**£ 692.24**
35.00| ||**£ 1,663.27**| ||**£ 646.75**
66.44| ||**£ 66.44**| ||**£ 0.00**| ||**£ 66.44**| ||**£ 713.19**| Saturday, Jan 06, 2024 02:35:20 pm GMT0 - Accrual Basis **tal** ## **Jan - Dec 2023 (YTD)** 50.00 120.00 282.20 193.50 300.00 **£ 775.70** 4,100.00 350.00 9,980.94 1,574.30 23,394.20 **£ 34,949.44** 506.83 0.34 **£ 40,852.31 £ 40,852.31** 91.32 1,381.95 180.00 35.00 **£ 215.00** 350.90 162.00 183.66 306.00 2,313.92 4,679.35 56.61 **£ 4,735.96** 474.00 540.00 1,200.00 **£ 1,740.00** 107.00 3,979.30 1,080.00 8,200.00 1,230.00 3,933.69 100.00 659.00 **£ 19,181.99** 222.00 2,071.00 669.36 1,008.39 3,754.53 154.80 **£ 5,587.08** 210.00 **£ 39,333.78 £ 1,518.53** 522.93 **£ 522.93** 0.00 **£ 0.00 £ 522.93 £ 2,041.46** ## ##