**To** ## **Trustees' Annual Report for the period** **From** Period start date Period end date Day Month Year Day Month Year 1[st] January 2023 30th December 2023 ## 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** |1
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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|Trustee|27/07/2023 at AGM
PreviouslyCo-Opted|| ||Richard Cerson|Trustee|27/07/2023 at AGM
PreviouslyCo-Opted|| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| 1 **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|| |||| ## **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**||| |||| |||| |||| ## **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. 2 ## **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)** 3 We are fortunate that the current committee actively get involved in the hall with its up keep. There are other volunteers who come and assist with some of the heavier maintenance of the hall when required. The committee would like to thank those individuals. You **may choose** to include further statements, where relevant, about: - policy on grantmaking; - policy programme related investment; - contribution made by volunteers. 4 Section D Achievements and performance **Summary of the main achievements of the charity during the year** It has been another busy year for the committee. We held numerous successful fundraising events which raised much needed funds to continue the maintenance of the hall. We held a summer show in July but unfortunately the weather was not kind to us and we battled against high winds. The show however was still very successful. Our Christmas Crafts and Gifts Fayre which we held in November was extremely successful and we plan on another one next year. All of our other events throughout the year all proved to be very successful. We intend to have more fundraising events next year. We have been extremely lucky in obtaining numerous funders grants in order to make improvements to the hall 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 still 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, Geraldine, Richard and Brian. In addition to the committee, I would also like to thank our other volunteers Simon, Paul, Stella and Emma. 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 hall is being used more and more for regular activities, parties and get togethers. The increase of usage is mainly down to all the improvements that the committee have made to the hall. In addition to this a neighbouring village hall has been closed down permanently. 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. We have also been building up good relations with neighbouring villages and have begun sharing resources benefiting a wider community. 5 ## **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 in deficit** None ## **Further financial review details (Optional information)** You **may choose** to include additional information, where relevant about: - the charity’s principal sources of funds (including any fundraising); - how expenditure has supported the key objectives of the charity; - investment policy and objectives including any ethical investment policy adopted. 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. We hold various events throughout the year for the local community including a monthly coffee morning, social dances, events celebrating St Patrick’s and St George’s Day, and other events aimed at the local community. 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. - We also are constantly looking out for and applying for grant funding for any major improvements. "The 2023 accounts show Fundraising Income receipts of £12,749. This includes £7,183 of deposits received for a Christmas Ball held in January 2024. Similarly Fundraising Event Costs of £3,099 include a £1,500 deposit paid to the venue where the ball was being held. This means that the £3,711 surplus shown in the 2023 accounts includes a surplus of £5,683 relating to this 2024 event. Ignoring the surplus for the 2024 event, there would have been a deficit of £1,972 for the year ended 31 December 2023. The Christmas Ball was an event organised to raise funds for South Hanningfield Village Hall and St Peter’s Church, a church in the parish of Downham with South Hanningfield and Ramsden Bellhouse, an excepted charity. The total surplus for the Christmas Ball held in January 2024 was £1,976 of which £1,050 was distributed to Downham Parochial and £926 to South Hanningfield Village Hall." As this joint event was successful we are planning a similar joint event this coming year. 6 ## **Section F Declaration** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature(s) Full name(s)** Clive Vallis **Position (eg Secretary, Chair,** Chairman **etc) Date** 7 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusleesl members of South Hanningfield Village Hall Charity On accounts for the year ended Charity no lif any) 31 December 2023 301402 Set out on pages 9&10 I report lo the trustees on my examination of the accounts of the above charity I'lhe 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 1"Ihe Act.). I report in respect of my examination of the Trust's accounts ￿rrIed 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 14515llbl of the Act. I have completed my examination. I confimi that no material matters have come lo my attention in connection with the examination which gives me cause lo believe that in, any materi81 respect.. accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord with the accounting records Independent examiner's statement I have no concerns and have come across no other matters in connection with the examination lo which attention should be drawn in order lo enable a proper understanding of the accounts to be reached. Please elete the words in the brackets if they do not apply. Signed: Date: 6 July 2024 Name: Robert Andrews MA, ACIB, FCIE Relevant professional qualificationlsl or body lif any): Fellow of the Association of Charity Independent Examiners Addre$$.' 3 Sewards End Wickford SS12 9PB Receipts and Payments Account South Hanningfield Village Hall For the year ended 31 December 2023 Cash Basis 2013 1022 Income Recei ts Donauons reteived 1,646 20,718 l2.749 10,465 Government Grants 10.152 4,9S7 Hire charges Interest Income 11,9SO 222 Total Income Recwpts 36.719 44.877 Total Receipts 36.719 44.877 Payment5 Bank Fees 2.062 2,841 FundraisingEveDt Costs General Expenses 3.099 6.213 467 706 1,447 1,146 IT Software and Consumables L55 149 Light. Power. Heating New Equipment& FittinES Printing& Stationery Rate5and refuse 1,272 292 2,498 25 1,529 11,387 1,635 32,609 Renovations 2nd relurblshment Repair5 & Maintenance Subscriptions Telephone& Internet Totsl Payments LO.794 2.913 72 72 406 33,008 6J,OJ9 Net Receipts for the year 3.711 116.1421 Net Receipts for the year 3.711 116.1421 Surpluslldeficitl for the year 3.711 116.1421 Receipts3nd Paymentskcount5wth HanningfieldVillaEeHall 5Ju12024 Pagelofl Balance Sheet South Hanningfield Village Hall As at 31 December 2023 Cash Basis 31DEC2023 31DEC2022 CurrentA5sets Cash atbank and inhJnd Communitycuirentaccouni 531 1.116 Deposii account Totalcashatbankand in hand 31.145 31,676 27.206 28.322 Pr￿Payments Stock io io 119 TotalCurrentAssets 31,8Q5 20.332 Creditors: amounts fallin Damagedepowt5 TotJlCreditors'. amountsfJllingduewithin oneyeir due within one ear 800 Net CurrentAssets (Liabilities) 31,165 27.$32 TotalAssets less Current Liabilities 31,165 27.$32 Net Assets 31,165 27,532 Capital and Reserves CurrentYearEarnings 3,711 41 119 Op8ratingC05t516 month51 Fund Retained Earnings Totalcapital and Reser¥e5 7,5 7,500 19.913 36.055 31,165 27,$32 Balance5htpt 5¢vthH4nninrfi44VillwHè payitsfi 10