2022-08-31-accounts - St Osyth Village Hall

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Trustees’ Annual Report for the period

From 01/09/21 to 31/08/22

Charity name: St Osyth Village Hall

Charity registration number: 301388

Objectives and Activities

	SORP reference
Summary of the purposes of the charity as set out in its governing document	Para 1.17	TO MAINTAIN A VILLAGE HALL FACILITY FOR THE COMMUNITY OF ST OSYTH AND OTHERS, ON A NON - PROFIT BASIS. CLEANING AND MAINTENANCE ARE CONTRACTED OUT. 16 LOCAL GROUPS AND ORGANISATIONS REGULARLY USE THIS FACILITY, ALSO MEMBERS OF THE PARISH & OUTSIDE HIRE THE HALL FOR SOCIAL AND COMMUNITY EVENTS
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	Our Aim is to provide a pleasant, safe, clean environment for a wide range of local groups and individual hirers to facilitate their activities within the Hall. We actively promote the Hall and encourage new groups to visit the premises. We have had as many as 28 groups that use the Hall on a regular basis, plus a number of private hires during the course of the year. The Hall was reopened after covid restrictions were lifted.
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit	Para 1.18	Trustees are regularly updated with regard to Charity Commission guidance. The Trustees have reviewed the activities of the Charity & confirm that they meet the public benefit requirement.

Additional information (optional) You may choose to include further statements where relevant about:

	SORP reference
Policy on grant making	Para 1.38	Not Applicable

Policy on social investment including program related investment	Para 1.38	Not Applicable
Contribution made by volunteers	Para 1.38	Volunteers help contribute to the maintenance and upkeep of the Hall, managing bookings, invoicing, and taking payments, and in the day to day running of the Hall.
Other		The Local Parish Council Office is located at the rear of the Hall, which helps to make the Hall a centre for information, administration and community use.

Achievements and Performance

	SORP reference
Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole.	Para 1.20	The Hall accommodates a wide cross section of the local Community, from babies to the elderly, from sports clubs to disabled groups and from diverse social, and religious groups. We accommodate a large range of activities which bring members of the Community together in a pleasant environment, promoting a positive Community spirit. We also accommodate the Local Parish Council; by allowing them to rent dedicated office space within the building and facilitating their meetings within the Hall. The Hall is also used for elections. The Hall often hosts “Village” and social events, so bringing together all members of the Community. The Hall also hosts a number of sports and health promoting activities, and a Baby Clinic is held in the Hall once a fortnight, so helps to fulfil the health needs of the Community. We now have a Mother and Toddler Group that meet on a regular basis. The Hall also has an external, and two internal notice boards providing a central information point for the Village.

Additional information (optional) You may choose to include further statements where relevant about:

Achievements against objectives set	Para 1.41	We aim to keep the Hall safe, in good repair and decorative order, and make it attractive for the users. We have a rolling programme of maintenance and improvements
Performance of fundraising activities against objectives set	Para 1.41	Income from the hire of the Hall and from fundraising activities pay for the ongoing programme of maintenance and improvements
Investment performance against objectives	Para 1.41	N/A
Other

Financial Review

Financial Review
Review of the charity’s financial position at the end of the period	Para 1.21	We continue to benefit from the lease signed by the Parish Council in April 2019 for 7 years at a figure of £7770pa. Lettings income has returned to pre- covid levels & should improve in the next financial year following a fee increase from 1/9/22.Energy costs will increase significantly in 2022/23 as gas & electric contracts were renewed in August 2022. For details see below. Additionally our cleaning contract has increased from £8572, last full year 2019, to £11208pa following retirement of existing contractor. However early signs are that it is money well spent. We have spent £9709 on capital projects but received a grant of £8000 from ECF to offset most of the costs. This enabled upgrades to CCTV & replacement of ageing 30 year old gas CH boiler. Future capital projects include re-felting of flat roof which covers 50% of roof area. Investigation of whole roof space with a view to improving insulation.
Statement explaining the policy for holding reserves stating why they are held	Para 1.22	As a matter of financial prudence reserves of 3 or 4 months outgoings should be held. 4 months= £12000.
Amount of reserves held	Para 1.22	£37401. We were prudent with covid grants & future capital projects are planned.
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	Energy costs. The forthcoming year will see these rise from £4400 to £11000pa. Hire fees can only be raised so much.

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	Hire of the Hall and occasional Fundraising Event
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	Our income stream in fairly steady, and at the moment covers our day to day expenses. Our main risk would be from large, unexpected expenses, such as unforeseen repairs. Reduction in income if hire fees are increased too much.

Structure, Governance and Management

Description of charity’s trusts:		Village Hall Trust
Type of governing document (trust deed, royal charter)	Para 1.25	Trust Deed
How is the charity constituted? (e.g. unincorporated association, CIO)	Para 1.25	Unincorporated Association
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	The Parish Council of St Osyth is the Custodian trustee. The other trustees are the Management Committee who are elected from the groups of regular users of the Hall.

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
The charity’s organisational structure and any wider network with which the charity works	Para 1.51
Relationship with any related parties	Para 1.51
Other

Reference and Administrative details

Charity name	St Osyth Village Hall
Other name the charity uses
Registered charity number	301388
Charity’s principal address	The Village Hall, Clacton Road, St Osyth, Essex CO168PE

Names of the charity trustees who manage the charity

Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee (if any)
Stephen Cole	Chairman		Management Committee
Stuart Brittain	Treasurer		Management Committee
Frances Brittain	Secretary		Management Committee
Catherine Venables	Booking Officer		Management Committee
Rob Bentley	Premises Officer		Management Committee
Christine Chadbourne			Horticultural Soc
Christine Harman			Historical Soc.
Maxine Baker		From Jan 2022	Priory Art Group
Pat Eagle			Tuesday Carpet Bowls
Steph Smith			Allotment Assoc
Cheryl King		From April 2022	Arts & Crafts
Michelle Thomas			St Osyth Parish Council
Paul Harman			Model Railway
Jim Bligh			British Legion
Jane Harding		From April 2022	Allstar Twirlers
Colin Westripp			Save Our St Osyth
Carol Jacobs			Greenland Grove Animal Sanctuary
Judy Ward			Women’s Institute
James McColl Smith			People’s Club
Heather Morton			Badminton Club

Name of trustees holding title to property belonging to the charity

Trustee name	Dates acted if not for whole year
St Osyth Parish Council

Funds held as custodian trustees on behalf of others

Description of the assets held in this capacity N/A Name and objects of the charity on whose behalf the assets are held and how this N/A falls within the custodian charity’s objects Details of arrangements for safe custody and segregation of such assets N/A from the charity’s own assets

Additional information (optional)

Names and addresses of advisers (Optional information)

Type of	Name	Address
adviser

Name of chief executive or names of senior staff members (Optional information)

Exemptions from disclosure

Reason for non-disclosure of key personnel details

Other optional information

Declarations

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s) Stuart Robert Brittain Full name(s) Stephen Andrew Cole Position (eg Secretary, Chair Treasurer Chair, etc) Date

ST.OSYTH VILLAGE HALL Registered Charity no. 301388

Receipts & Payments for the year ending 31st August 2022

Unrestricted Restricted £ RECEIPTS From Trading Activities Lettings 27622 27622 Recycling Credits 2592 2592 From Voluntary Sources Grants 1830 8000 9830 Fund raising 80 80 Donations 233 233 Covid Grant 2667 2667 From assets Sale of equipment 330 330 TOTAL RECEIPTS 35354 8000 43354 PAYMENTS Charitable Activities Waste collection -1444 -1444 Cleaning Contract -10798 -10798 Cleaning Supplies -1637 -1637 Rates and Water -1453 -1453 Repairs and Renewals -3628 -3628 Insurance -1622 -1622 Licences -187 -187 Gas and Electric -4696 -4696 Office Supplies -211 -211 Sundry Expenses -245 -245 Community Guard -875 -875 Administration of the charity Independent Examination -96 -96 Affiliation Fee (RCCE) -66 -66 Other Expenditure Capital Projects -9709 -8000 -17709 TOTAL PAYMENTS -36667 -8000 -44667 NET DEFICIT / SURPLUS -1313 0 -1313 Balances Brought Forward 38714 0 38714 Balances Carried Forward 37401 0 37401 2021/22	2020/21 £ 12406 2828 1830 0 350 17907 1200
	36521
	-1653 -5648 0 -612 -3493 -1642 -352 -3733 -141 -159 65 -90 -72 0
	-17530
	18991 19723
	38714

ST.OSYTH VILLAGE HALL Registered Charity no. 301388

Statement of Assets & Liabilities at 31[st] August 2022

MONETARY ASSETS Deposits and Bank Balances Bank Current Account Cash in Hand Debtors Lettings outstanding Electricity Creditors Community Guard Hockleys	2022 2021 37401 38714 0 0 37401 38714 24 36 336 360 36 545 3050 3050 545

NON MONETARY ASSETS

Land and buildings Tables and chairs Sound PA system Kitchen Equipment Cleaning materials

Independent examiner’s report to the trustees of St. Osyth Village Hall (registered charity number 301388)

I report to the trustees on my examination of the accounts of St. Osyth Village Hall (the charity) for the year ended 31 August 2022.

Responsibilities and basis of report

As the charity trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (the Act).

I report in respect of my examination of the charity’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 the Charity Commission under section 145(5)(b) 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 respect of the charity as required by section 130 of the Act; or
the accounts do not accord with those records.

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

Mrs Janet Stobart, FCCA RCCE, Threshelfords Business Park, Inworth Road, Feering CO5 9SE 29[th] September 2022