## **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:
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 25[th] October 2024