Trustees’ Annual Report for the period
From 01/09/24 to 31/08/25
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. 25 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 donating sessions now regularlytakeplace. |
| 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 |
Para 1.38 | Not Applicable |
| investment | ||
|---|---|---|
| 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. The Local Parish Council Ofce is located at the rear of the Hall, which helps to make the Hall a centre for informaton, administraton 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 secton 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 actvites which bring members of the Community together in a pleasant environment, promotng a positve Community spirit. We also accommodate the Local Parish Council; by allowing them to rent dedicated ofce space within the building and facilitatng their meetngs within the Hall. The Hall is also used for electons, Covid Vaccinatons and blood donatng sessions. The Hall ofen hosts “Village” and social events (for example an annual pantomime and regular quiz nights), so bringing together all members of the Community. The Hall also hosts a number of sports and health promotng actvites, and a Baby Clinic is held in the Hall once a fortnight, so helps to fulfl the health needs of the Community. We have a Mother and Toddler Group that meet on a regular basis, and also a Cofee and Chat session for the elderly, providing a warm hub. A bereavement group has recently started in the hall. The Hall also has an external, and two internal notce boards providing a central informatonpoint 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 decoratve order, and make it atractve for the users. We have a rolling programme of maintenance and improvements. A new eternal notce board has been purchased to advertse village events and parish news along with news blinds and a screen for the projector. |
|---|---|---|
| Income from the hire of the Hall and from fundraisingactvitespayfor the ongoing |
| Performance of fundraising activities against objectives set |
Para 1.41 | programme of maintenance and improvements. |
|
|---|---|---|---|
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 remained consistent and demand remains strong. We have managed to keep energy costs roughly the same as last year through the use of energy efficiency measures (a warm deck on our new flat roof for eample) and the help of an energy consultant. Our financial position remains healthy and we are able to cover normal running costs and wear and tear repairs from our lettings income. |
| 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 | £37,000 of unrestricted reserves. This is an increase of £3,000 on last years unrestricted balance. 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 | Condensation issues with the roof of our main hall are currently being investigated and grants will be needed to fix the problem. Advice has been sought and an initial estimate of approximately £40,000 has been given. |
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 Parish Council rent. |
|---|---|---|
| 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 Associaton |
| 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 Commitee 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 20 |
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 | |||
| Claire Bentley | 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 | |||
| Paul Harmon | Thamesiders Model Railway | |||
| Jim Bligh | British Legion | |||
| Ken Guilder | Rotary | |||
| JudyWard | W.I. | |||
| James McColl Smith |
Peoples Club | |||
| Heather Morton | Badmington | |||
| Jane Harding | Allstar Twirlers | |||
| Sue Wheeler |
– 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) Stephen Cole Full name(s) Colin Westripp ~~ee~~ Position (eg Secretary, Treasurer Chairman Chair, etc) ~~ee~~ Date 15/11/2025 ~~pF~~
ST.OSYTH VILLAGE HALL Registered Charity no. 301388
Receipts & Payments Account for the year ended 31[st] August 2025
| RECEIPTS From Trading Actvites Letngs Deposits Recycling Credits From Voluntary Sources Grants Fund raising Donatons Misc From assets Sale of Surplus Equipment TOTAL RECEIPTS PAYMENTS Charitable Actvites Waste collecton Caretaking/Cleaning Contractor Consumables and Cleaning Supplies Rates and Water Repairs and Renewals Insurance Licences Gas & Electric Ofce Supplies Advertsing Sundry Expenses Community Guard Administraton of the charity Independent Examinaton Afliaton Fees Other Expenditure Capital Projects & Equipment TOTAL PAYMENTS NET DEFICIT / SURPLUS Transfer between funds Balances Brought Forward Balances Carried Forward |
2024/25 £ £ £ Unrestricted Restricted Total 32838 460 1676 3830 0 408 7043 |
|---|---|
| 46255 0 0 |
|
| -1755 -1755 -9310 -9310 -1526 -1526 -3035 -3035 -13356 -13356 -2363 -2363 -468 -468 -7586 -7586 -45 -45 0 -239 -239 -3218 -3218 -353 -353 0 -114 -114 -100 -100 0 0 0 |
|
| -43228 -239 -43467 |
|
| 3026 -239 2787 0 34597 34597 |
|
| 37624 -239 37385 |
ST.OSYTH VILLAGE HALL
Registered Charity no. 301388
Statement of Assets & Liabilities at 31[st] August 2025
| MONETARY ASSETS Deposits and Bank Balances Bank Current Account Cash in Hand Debtors Letngs outstanding Creditors Deposits held NON MONETARY ASSETS Land and buildings Tables and chairs Sound PA system & screen Kitchen Equipment Cleaning materials |
2025 37384 0 |
|---|---|
| 37384 | |
| 984 | |
| 984 | |
| 611 | |
| 611 | |
Notes for auditor
Debtor figure is taken from Hallmaster system as anything over 28 days old as per 2024 a
2023/24 £
36851 508 2193 23130 69 100 0 0 62851 -2397 -11389 -1787 -723 -4886 -2292 -536 -6933 -114 -177 -173 -353 -114 -80 -49001 -80955 -18104 0 52701 34597
2024
34597 0 34597 307 307 508 508
ccounts.
ST.OSYTH VILLAGE HALL Registered Charity no. 301388
Receipts & Payments Account for the year ended 31[st] August 2025
| RECEIPTS From Trading Actvites Letngs Deposits Recycling Credits From Voluntary Sources Grants Fund raising Donatons Misc From assets Sale of Surplus Equipment TOTAL RECEIPTS PAYMENTS Charitable Actvites Waste collecton Caretaking/Cleaning Contractor Consumables and Cleaning Supplies Rates and Water Repairs and Renewals Insurance Licences Gas & Electric Ofce Supplies Advertsing Sundry Expenses Community Guard Administraton of the charity Independent Examinaton Afliaton Fees Other Expenditure Capital Projects & Equipment TOTAL PAYMENTS NET DEFICIT / SURPLUS Transfer between funds Balances Brought Forward Balances Carried Forward |
2024/25 £ £ £ Unrestricted Restricted Total 32838 460 1676 3830 0 408 7043 |
|---|---|
| 46255 0 0 |
|
| -1755 -1755 -9310 -9310 -1526 -1526 -3035 -3035 -13356 -13356 -2363 -2363 -468 -468 -7586 -7586 -45 -45 0 -239 -239 -3218 -3218 -353 -353 0 -114 -114 -100 -100 0 0 0 |
|
| -43228 -239 -43467 |
|
| 3026 -239 2787 0 34597 34597 |
|
| 37624 -239 37385 |
ST.OSYTH VILLAGE HALL
Registered Charity no. 301388
Statement of Assets & Liabilities at 31[st] August 2025
| MONETARY ASSETS Deposits and Bank Balances Bank Current Account Cash in Hand Debtors Letngs outstanding Creditors Deposits held NON MONETARY ASSETS Land and buildings Tables and chairs Sound PA system & screen Kitchen Equipment Cleaning materials |
2025 37384 0 |
|---|---|
| 37384 | |
| 984 | |
| 984 | |
| 611 | |
| 611 | |
Notes for auditor
Debtor figure is taken from Hallmaster system as anything over 28 days old as per 2024 a
2023/24 £
36851 508 2193 23130 69 100 0 0 62851 -2397 -11389 -1787 -723 -4886 -2292 -536 -6933 -114 -177 -173 -353 -114 -80 -49001 -80955 -18104 0 52701 34597
2024
34597 0 34597 307 307 508 508
ccounts.