## **Trustees' Annual Report for the period**
Period start date Period end date Day Month Year Day Month Year 1[st] January 2022 30th December 2022 **From To**
## Section A Reference and administration details
**Charity name** South Hanningfield Village Hall Charity **Other names charity is known by** South Hanningfield Village Hall Management Committee **Registered charity number (if any)** 301402 **Charity's principal address** South Hanningfield Road South Hanningfield Chelmsford, Essex **Postcode** CM3 8HL
## **Names of the charity trustees who manage the charity**
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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)**|
|---|---|---|---|---|
||Clive Vallis|Chairman|||
||Debbie Owers|Treasurer|||
||Sandra Graves|Bookings
Secretary|||
||Brian Hancock|SH Church Rep|||
||Geraldine Vallis|Co-Opted|||
||Richard Cerson|SHP Council Rep|||
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||**Names of the trustees for the charity, if any, (for example, any custodian trustees)**||||
||**Name**||**Dates acted if not for whole year**||
||All Councillors of the South Hanningfield
Parish Council are Custodial trustees||||
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## **Names and addresses of advisers (Optional information)**
|**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**|
|---|---|---|
|**Type of adviser**
**Name**
**Address**|||
|**Custodial Trustee**|||
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## **Name of chief executive or names of senior staff members (Optional information)**
## **Section B Structure, governance and management**
## **Description of the charity’s trusts**
Type of governing document Scheme dated 1[st] January 1963 (eg. trust deed, constitution)
How the charity is constituted Trust (eg. trust, association, company)
Trustee selection methods
- (eg. appointed by, elected by) Voted at AGM, Representative and Co-opted members
## **Additional governance issues (Optional information)**
You **may choose** to include additional information, where relevant, about:
- policies and procedures adopted for the induction and training of trustees;
- the charity’s organisational structure and any wider network with which the charity works;
- relationship with any related parties;
- trustees’ consideration of major risks and the system and procedures to manage them.
The charity is an unincorporated association; it is governed by its constitution which has been previously approved by the Committee. Although the South Hanningfield Village Hall Committee runs as an independent charity it still is governed by the South Hanningfield Parish Council who are Custodial Trustees. The hall is owned by the Management Committee but the Parish Council have ownership of the land. Each year at the AGM a committee of trustees is appointed, consisting of a chairman, secretary and treasurer and up to at least four but no more than eleven nominated trustees. During the year up to three trustees may be co-opted if the maximum number is not achieved at the AGM. To be eligible to become a Committee Member they must reside in the Parish of South Hanningfield. If the Committee has vacancies we advertise these on our website, “in local papers”, and, “parish notice boards/newsletters”. The potential members are then invited to the open part of a committee meeting where they can see what is involved and ask questions. It also gives the other committee members a chance to meet them and formulate an opinion of their suitability. If the potential member still wants to volunteer the matter is decided at the meeting by someone proposing and a vote takes place. When we appoint committee members we try to look at individual specialist skills in order to accumulate a committee that can cover all of the required skilled areas in order for us to run a successful and efficient committee.
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## **Section C Objectives and activities**
|**Summary of the objects of the**
**charity set out in its**
**governing document**
**Summary of the main**
**activities undertaken for the**
**public benefit in relation to**
**these objects (include within**
**this section the statutory**
**declaration that trustees have**
**had regard to the guidance**
**issued by the Charity**
**Commission on public**
**benefit)**|Provision and maintenance of South Hanningfield village hall for
the use of the inhabitants and local community for meetings,
lectures, training, leisure activities and social events with the object
of improving conditions of life and interest of the inhabitants.|
|---|---|
||The Committee manage the South Hanningfield village hall for the
benefit of all the local community, to meet their needs.
The hall is used by various organisations on a regular basis and
hired by local inhabitants for leisure and learning.
The committee also organise various fund-raising events
throughout the year to benefit the local community.
It is also the poling station for the community, the emergency
assembly location and village central focal point.
The trustees have read the general guidance provided by the
Charity Commission with regard to a statement on the benefit to
the public. The charity has established activities to achieve its
objectives for public benefit.
The charity aims to achieve these objectives by promoting the hall
via social media, church newsletters, notice boards and the Parish
Council newsletters.
The Hall committee also continues to offer volunteering
opportunities for those who wish to support our work, including
Trusteeship, fundraising, and social media.|
## **Additional details of objectives and activities (Optional information)**
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We are fortunate that the current committee actively get involved in the hall with its up keep. There are a couple of volunteers who come and assist with some of the heavier maintenance of the hall on a regular basis. We would like to thank Simon and Richard for all of their hard work over the last year.
You **may choose** to include further statements, where relevant, about:
- policy on grantmaking;
- policy programme related investment;
- contribution made by volunteers.
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Section D Achievements and performance
It has been a busy and trying year for the committee. We had a new table **Summary of the main** and chair storage area made in the main hall, which keeps all the tables **achievements of the charity** and chairs tucked away. We also purchased 15 more 6ft tables for the **during the year** hall to benefit the hall users and for hall events. We also refurbished the top hall toilets which were finished early December. Unfortunately, on 17[th] December the hall suffered a burst water pipe in the attic which flooded the newly refurbished toilets bringing down the ceilings, soaking the walls, flooding the cellar. This was an old pipe that burst. Thankfully we were covered by the hall insurance, and it has all been rectified along with us having to have a new floor installed in the top hall due to the water damage. We ran successful fundraising events which included a St George’s Day Dinner and Dance, Live band (Reservoir Dogs) with real ale night. We had a very successful Queen’s Platinum Jubilee event in June, it was well attended, and it raised sufficient funds to enable the purchase and the installation of a defibrillator for the hall, and we then organised first aid training. This is located outside on the left-hand side of the hall. We were successful in securing funding towards the live entertainment for the day and also for a commemorative bench which was installed outside the front of the hall. We had our traditional Harvest Supper where we had a great meal and were entertained by a live band. Another very successful fundraising event was our Christmas Craft and Gifts fair in November. We have already planned out numerous fundraising events for the coming year which will include celebrating tabletop sale, St Patricks Day dance, a summer show, race night, murder mystery night and a Christmas Craft and Gifts Fayre plus more! We have managed to replace some of the exterior rotten wood cladding with maintenance free cladding and we intend to replace the rest subject to funds. We have had all new UPVC windows to the main hall and top hall which makes the hall even more insulated and by having them opening from the bottom it decreases noise escaping from the hall. We have also installed a new noticeboard outside the hall and in the main hall. We have been extremely lucky in obtaining numerous funders grants in order to make these improvements and the success of these is mainly down to Geraldine who on behalf of the rest of the committee, I would like to give a big thank you to. This hall is currently being run by a very small committee and without their support we wouldn’t be where we are. I would like to thank the other committee members, Debbie, Sandra, Richard, and Brian. In addition to the committee, I would also like to thank our other volunteers who help out. Please keep an eye out for future events we are organising. Details will be on the village noticeboard, the hall website, the Herald magazine, other local publications and on Facebook pages. The committee are always looking for more volunteers to either serve on the committee or help at events so please get in touch. The committee still have a wish list of items we want to update along with many more improvement projects.
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## **Section E Financial review**
**Brief statement of the charity’s policy on reserves**
Our reserves policy is to ensure that we retain sufficient funds to cover at least six months of running costs at any one time. As trustees we are aware of our responsibilities to the charity and consider these prior to making financial decisions that may or may not have an impact on the charity’s financial position. We seek advice where necessary and financial expenditure decisions are only taken after careful informed consideration is given to the matter. Our financial position and our reserves policy are regularly reviewed.
**Details of any funds materially** None **in deficit**
## **Further financial review details (Optional information)**
The main income comes from the hall hirers some of which are regular hirers for activities such as Pilates, Karate, Zumba, West Hanningfield Parish Council meetings and upholstery classes. We are now taking more bookings for children’s parties and other activities.
You **may choose** to include additional information, where relevant about:
- the charity’s principal sources of funds (including any fundraising);
We hold various events throughout the year for the local community including a monthly coffee morning, social dances, harvest celebration meal, and other events aimed at the local community.
- how expenditure has supported the key objectives of the charity;
- As the hall is run by a small group of volunteers who are dedicated in making the hall the best facility possible for users any monies over our reserve policy are re invested back into the hall for upgrading and maintenance.
- investment policy and reserve policy are re invested back into the hall for upgrading and objectives including any maintenance. ethical investment policy adopted. We also are constantly looking out for and applying for grant funding for any major improvements.
## **Section F Declaration**
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
**Signature(s)** Clive Vallis **Full name(s)** Clive Vallis **Position (eg Secretary, Chair,** Chairman **etc) Date** 27th July 2023
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**Independent examiner's report on the accounts**
## **Section A Independent Examiner’s Report**
## **Report to the trustees/**
South Hanningfield Village Hall Charity
## **members of**
**On accounts for the year** 31 December 2022 **Charity no** 301402 **ended (if any) Set out on pages** 8 & 9 I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31 December 2020.
- **Responsibilities and** As the charity trustees of the Trust, you are responsible for the preparation **basis of report** of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).
I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
**Independent** I have completed my examination. I confirm that no material matters have **examiner's statement** come to my attention in connection with the examination which gives me cause to believe that in, any material respect:
- accounting records were not kept in accordance with section 130 of the Act or
- the accounts do not accord with the accounting records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
- _Please delete the words in the brackets if they do not apply._
**Signed: Date:** 14 July 2023 **Name:** Robert W Andrews **Relevant professional** Fellow of the Association of Charity Independent Examiners **qualification(s) or body (if any): Address:** 3 Sewards End Wickford SS12 9PB
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## **Receipts and Payments Account**
## **South Hanningfield Village Hall For the year ended 31 December 2022 Cash Basis**
|**South Hanningfield Village Hall**
**For the year ended 31 December 2022**
**Cash Basis**|||
|---|---|---|
||**2022**|**2021**|
|**Income Receipts**|||
|Donations received|20,718|223|
|Fundraising|10,465|1,392|
|Government Grants|4,967|18,594|
|Hire charges|8,688|6,431|
|Interest Income|40|4|
|**Total Income Receipts**|**44,877**|**26,643**|
|**Total Receipts**|**44,877**|**26,643**|
|**Payments**|||
|Cleaning|2,841|1,812|
|Fundraising Event Costs|6,213|1,175|
|General Expenses|706|600|
|Insurance|1,146|1,083|
|IT Software and Consumables|149|119|
|Light, Power, Heating|2,498|601|
|New Equipment & Fittings|9,779|846|
|Printing & Stationery|8|-|
|Rates and refuse|1,635|79|
|Renovations and refurbishment|32,609|930|
|Repairs & Maintenance|2,913|3,519|
|Subscriptions|72|66|
|Telephone & Internet|449|-|
|**Total Payments**|**61,019**|**10,830**|
|**Net Receipts for the year**|**(16,142)**|**15,814**|
|**Net Receipts for the year**|**(16,142)**|**15,814**|
|**Surplus/(deficit) for the year**|**(16,142)**|**15,814**|
Receipts and Payments Account South Hanningfield Village Hall
## **Balance Sheet**
## **South Hanningfield Village Hall As at 31 December 2022**
## **Cash Basis**
|**Balance Sheet**
**South Hanningfield Village Hall**
**As at 31 December 2022**
**Cash Basis**|**Balance Sheet**
**South Hanningfield Village Hall**
**As at 31 December 2022**
**Cash Basis**|
|---|---|
|**31 DEC 2022**
**31 DEC 2021**||
|**Current Assets**||
||**Cash at bank and in hand**|
||Community current account
1,116
1,048|
||Deposit account
27,206
43,117|
||**Total Cash at bank and in hand**
**28,322**
**44,164**|
||Prepayments
10
10|
|**Total Current Assets**
**28,332**
**44,174**
**Creditors: amounts falling due withinone year**||
|Damage deposits
800
500||
|**Total Creditors: amounts falling due within one year**
**800**
**500**||
|**Net Current Assets (Liabilities)**
**27,532**
**43,674**||
|**Total Assets less Current Liabilities**
**27,532**
**43,674**||
|**Net Assets**
**27,532**
**43,674**
**Capital and Reserves**||
|Current Year Earnings
(16,142)
15,814||
|Defibrillator Maintenance Fund
119
-||
|Operating Costs (6 months) Fund
7,500
-||
|Retained Earnings
36,055
27,860||
|**Total Capital and Reserves**
**27,532**
**43,674**||
## Property
The land on which the village hall stands is currently the property of South Hanningfield Parish ward residents. The building only is owned by the South Hanningfield Village Hall charity and the Parish Council are the Custodial trustees. The Parish Council can appoint two representatives to the management committee if they wish. The land used for the car park is solely owned by the South Hanningfield Parish Council. If the village hall were to cease operating then the property would revert to the Parish Council, therefore no value is recorded in the accounts of the charity.
South Hanningfield Village Hall
Balance Sheet