2024-12-31-accounts

Trustees’ Annual Report for the period

From 1[st] January 2024 Period start date To 31[st] December 2024 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
Review of the charity’s financial position at the end of the period	Para 1.21	The charity completed two very large projects that had been planned for some years resulting in a negative cash flow position for the year. However the funds used had been ear marked for these projects and we still retained our required reserves held along with other funds for 2025 projects planned.

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	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(if any)
	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
	28/03/2025
	28/03/2025

Statement of Activity Rayne Village Hall & Playing Fields January-December, 2024

Distribution account	Total
Income Donations - General Donation - Table Tennis Event - Sale of Tickets Christmas Fayre Christmas Panto Total for Event - Sale of Tickets Grant - Floor Refurbishment Grant Playground fence replacement Total for Grant Sales Precept Regular Hirers Total for Sales Solar Panel Income Total for Income Cost of Sales Gross Profit Expenses Advertising/Promotional Anglia Fire Service Braintree Trade Waste Business Licenses and Permits ICO Total for Business Licenses and Permits Computer and Internet Expenses Defibrillator Support Costs Dues and Subscriptions Grass Cutting - BDC Hallmaster Insurance Expense-General Liability Insurance Janitorial Expense Cleaner Cleaning supplies Holiday Cleaners Total for Janitorial Expense New digital display for Hall	105.00 550.00 0.00 353.56 144.22
	£497.78 350.00 0.00 10,000.00
	£10,000.00 11,617.34 1,131.00 24,361.87
	£37,110.21 1,002.60
	£49,615.59
	£49,615.59 72.00 232.44 1,225.17 340.33 35.00
	£375.33 398.40 162.00 13.50 -2,052.20 310.60 2,497.69 0.00 4,950.00 61.06 30.00
	£5,041.06 1,141.59

Outdoor Gym Professional Fees Accounting Booking Clerk Total for Professional Fees PRS and PPL PRS/PPL RCCE Repair and maintenance Asbestos Report Boiler Servicing Car Park Barrier Car Park Works Encampment Security Floor Refurbishment Grass Cutting New Carpets New Hall Doors & Costs associated Painting Entrance Hall & Toilets Playground Fence Replacement Playground Repairs Total for Repair and maintenance ROSPA Uncategorised Expense Utilities Anglian Water Electric Gas Mobile Phone Total for Utilities Window Cleaning Total for Expenses Net Operating Income Other Income Interest income Total for Other Income Other Expenses Net Other Income Net Income	370.80 0.00 540.00 1,280.00
	£1,820.00 254.02 289.24 80.40 495.86 270.00 264.00 801.69 1,306.40 43.29 1,182.00 2,552.71 1,542.00 17,522.52 1,830.00 13,013.42 1,577.29
	£42,401.18 235.20 1,549.76 0.00 892.52 1,417.36 2,974.82 78.23
	£5,362.93 210.00
	£61,991.11
	-£12,375.52 629.03
	£629.03
	£629.03
	-£11,746.49

Accrual Basis Sunday, April 13, 2025 08:33 AM GMTZ