## **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** |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)**| |---|---|---|---|---| ||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: 1. accounting records were not kept in respect of the charity as required by section 130 of the Act; or 2. 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