## **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
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3
4
5
6
7
8
9
10
11
12
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14
15
16
17
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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.