Trustees’ Annual Report for the period
From 01/09/23 to 31/08/24
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. 19 LOCAL GROUPS AND ORGANISATIONS REGULARLY USE THIS FACILITY, ALSO MEMBERS OF THE PARISH & OUTSIDERS 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 many groups that use the Hall on a regular basis, plus a number of private hires during the course of the year. The Hall is also used for Covid Vaccinations and elections and blood doning sessions may soon take place as well. |
| 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 |
| Other | 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 communityuse. |
||
|---|---|---|---|
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 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 and for Covid Vaccinations. The Hall often hosts “Village” and social events (for example the Royal British Legion anniversary tea and quiz nights), 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 have a Mother and Toddler Group that meet on a regular basis, and also a Coffee and Chat session for the elderly, providing a warm hub. 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. Our leaky flat roof was replaced this financial year. |
|---|---|---|
| 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. |
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 increased by £2,700 on previous year and demand remains strong. We have managed to keep energy costs on a par with last year through the use of energy efficiency measures and the help of an energy consultant. Our cleaning contract has increased by 5% in line with current wage inflation. We have spent £49,000 on capital projects, on repair of our roof and received further grants of £15,000 specifically toward this. We also received a £6,000 Multiply grant of which £2,500 has been used towards the roof repair. |
|---|---|---|
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | As a matter of financial prudence reserves of 6 months outgoings should be held. (Total expenditure – capital projects) divided by 2 = £16,000. |
| Amount of reserves held | Para 1.22 | £31,216 of unrestricted reserves. This is a reduction of £11,485 on last years unrestricted balance of £42701 but we spent £21,316 of our reserves to fund the balance of the roof repairs. Despite this our finances remain in a healthy state and we comfortably meet our reserves policy. |
| 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 currently no major anticipated works in the near future. |
| Additional information (optional) You may choose to include further statements |
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 |
| A description of the principal risks facing the charity |
Para 1.46 | Our income stream is 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 | We are members of RCCE. We are in the process of changing our constitution to become a CIO. |
| Relationship with any related parties |
Para 1.51 | We regularly attend Village Hall Forum meetings, organised by CVS Tendring and benefit from RCCE forums and advice. |
| Other |
Reference and Administrative details
| Charityname | St Osyth Village Hall |
|---|---|
| Other name the charity uses | |
| Registered charitynumber | 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 |
Trustee name | Office (if any) | Dates acted if not for whole **year ** |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|---|
| Stephen Cole | Chair | Management Committee | ||
| Colin Westripp | Treasurer | Management Committee | ||
| Liz Guilder | Secretary | |||
| Christine Harman | BookingOfficer | Management Committee | ||
| Rob Bentley | Premises Officer | Management Committee | ||
| Christine Chadbourne |
Horticultural Soc. | |||
| Christine Harmon | Historical Soc | |||
| Brenda Carpenter | PrioryArt Group | |||
| Pat Eagle | Carpet Bowls | |||
| Steph Smith | Allotment Association | |||
| Cheryl King | Arts and Craft Group | |||
| Michelle Thomas | St Osyth Parish Council | |||
| Paul Harmon | Thamesiders Model Railway | |||
| Jim Bligh | British Legion | |||
| JudyWard | W.I. | |||
| James McColl Smith |
Peoples Club | |||
| Heather Morton | Badmington | |||
| Jane Curtis | Allstar Twirlers |
– Corporate trustees names of the directors at the date the report was approved
Director name
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
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects
Details of arrangements for 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 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) Full name(s) Position (eg Secretary, Chair, etc) Date |
||
|---|---|---|
| Colin Westripp | ||
Treasurer |
||
ST.OSYTH VILLAGE HALL
Registered Charity no. 301388
Receipts & Payments Account for the year ended 31[st] August 2024
| £ £ £ RECEIPTS Unrestricted Restricted Total From Trading Activities Lettings 36851 36851 Deposits 508 508 Recycling Credits 2193 2193 From Voluntary Sources Grants 2130 21000 23130 Fund raising 69 69 Donations 100 100 Bank compensation 0 0 From assets Sale of Surplus Equipment 0 0 TOTAL RECEIPTS 41851 21000 62851 PAYMENTS Charitable Activities Waste collection -2397 -2397 Caretaking/Cleaning Contractor -11389 -11389 Consumables and Cleaning Supplies -1787 -1787 Rates and Water -723 -723 Repairs and Renewals -4886 -4886 Insurance -2292 -2292 Licences -536 -536 Gas & Electric -6933 -6933 Office Supplies -114 -114 Advertising -58 -119 -177 Sundry Expenses -173 -173 Community Guard -353 -353 Administration of the charity Independent Examination -114 -114 Affiliation Fees -80 -80 Other Expenditure Capital Projects & Equipment -21501 -27500 -49001 TOTAL PAYMENTS -53336 -27619 -80955 NET DEFICIT / SURPLUS -11485 -6619 -18104 Transfer between funds 380 -380 0 Balances Brought Forward 42701 10000 52701 Balances Carried Forward 31216 3001 34597 2023/24 |
2022/23 £ 34137 250 1697 12630 349 122 50 0 |
|---|---|
| 49235 | |
| -1752 -11473 -1103 -1150 -2278 -1989 -477 -7611 -342 -14 -240 -353 -108 -92 -4953 |
|
| -33935 | |
| 15300 37401 |
|
| 52701 |
ST.OSYTH VILLAGE HALL Registered Charity no. 301388
Statement of Assets & Liabilities at 31[st] August 2024
| MONETARY ASSETS Deposits and Bank Balances Bank Current Account Cash in Hand Debtors Lettings outstanding Creditors Deposits held NON MONETARY ASSETS Land and buildings Tables and chairs Sound PA system & screen Kitchen Equipment Cleaning materials |
2024 34597 0 34597 307 307 508 508 |
2023 52701 0 |
|---|---|---|
| 52701 | ||
| 597 | ||
| 597 | ||
| 250 | ||
| 250 | ||
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 2024.
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 25[th] October 2024