2024-12-31-accounts - South Hanningfield Village Hall Charity

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Trustees' Annual Report for the period

From

Period start date Period end date Day Month Year Day Month Year 1[st] January 2024 30th December 2024

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 2 3 4 5 6 7 8 9 10	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
	Richard Cerson	Trustee

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.

Section C Objectives and activities

Provision and maintenance of South Hanningfield village hall for Summary of the objects of the the use of the inhabitants and local community for meetings, charity set out in its lectures, training, leisure activities and social events with the object governing document 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. Summary of the main It is also the polling station for the community, the emergency activities undertaken for the assembly location and village central focal point. public benefit in relation to these objects (include within The trustees have read the general guidance provided by the this section the statutory Charity Commission with regard to a statement on the benefit to declaration that trustees have the public. The charity has established activities to achieve its had regard to the guidance objectives for public benefit. issued by the Charity Commission on public The charity aims to achieve these objectives by promoting the hall benefit) 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)

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.

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. 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 who help if they can. 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.

Section E Financial review

Our reserves policy is to ensure that we retain sufficient funds to cover at Brief statement of the least six months of running costs at any one time. As trustees we are charity’s policy on reserves 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)

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 We hold various events throughout the year for the local community any fundraising); including a monthly coffee morning, social dances, events celebrating St
• how expenditure has Patrick’s and St George’s Day, and other events aimed at the local community. Next year as it is the 40[th] anniversary of the hall being rebuilt
supported the key objectives we are organising a summer show to celebrate and raise further funds for
of the charity; the hall.
• investment policy and objectives including any As the hall is run by a small group of volunteers who are dedicated in ethical investment policy making the hall the best facility possible for users any monies over our adopted. 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.

After a very successful Christmas Ball last year it has now become an annual event organised to raise funds for South Hanningfield Village Hall and St Peter’s Church. The hall also held a very successful Christmas event which again was jointly organised between the church and the hall. Another one is being planned for the coming year. We are hoping to do more joint events with other organisations.

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 22nd July 2025

Receipts and Payments Account

South Hanningfield Village Hall For the year ended 31 December 2024 Cash Basis

South Hanningfield Village Hall For the year ended 31 December 2024 Cash Basis
	2024	2023
Income Receipts
Donations received	13,791	1,646
Fundraising Income	22,725	12,749
Government Grants	-	10,152
Hire charges	12,128	11,950
Interest Income	410	222
Total Income Receipts	49,055	36,719
Total Receipts	49,055	36,719
Payments
Bank Fees	-	-
Cleaning	3,164	2,062
Fundraising Event Costs	15,122	3,099
General Expenses	122	467
Insurance	1,494	1,447
Interest Paid	1	-
IT Software and Consumables	180	155
Light, Power, Heating	3,511	1,272
New Equipment & Fittings	376	292
Postage, Freight & Courier	26	-
Printing & Stationery	-	25
Rates and refuse	1,908	1,529
Renovations and refurbishment	18,986	11,387
Repairs & Maintenance	878	10,794
Subscriptions	80	72
Telephone & Internet	287	406
Total Payments	46,136	33,008
Net Receipts for the year	2,919	3,711
Net Receipts for the year	2,919	3,711
Surplus/(deficit) for the year	2,919	3,711

Receipts and Payments Account South Hanningfield Village Hall

20 Jun 2025 Page 1 of 1

Balance Sheet

South Hanningfield Village Hall As at 31 December 2024

Cash Basis

Balance Sheet South Hanningfield Village Hall As at 31 December 2024 Cash Basis	Balance Sheet South Hanningfield Village Hall As at 31 December 2024 Cash Basis
31 DEC 2024 31 DEC 2023
Current Assets
	Cash at bank and in hand
	Community current account 556 531
	Deposit account 33,701 31,145
	Total Cash at bank and in hand 34,257 31,676
	Prepayments 10 10
	Stock 47 119
Total Current Assets 34,314 31,805 Creditors: amounts falling due withinone year
Damage deposits 200 640
Income in Advance 30 -
Total Creditors: amounts falling due within one year 230 640
Net Current Assets (Liabilities) 34,084 31,165
Total Assets less Current Liabilities 34,084 31,165
Net Assets 34,084 31,165 Capital and Reserves
Current Year Earnings 2,919 3,711
Defibrillator Maintenance Fund 41 41
Operating Costs (6 months) Fund 7,500 7,500
Retained Earnings 23,624 19,913
Total Capital and Reserves 34,084 31,165

Balance Sheet South Hanningfield Village Hall

20 Jun 2025 Page 1 of 1

Independent examiner's report on the accounts

Section A Independent Examiner’s Report

Report to the trustees/ Charity Name members of South Hanningfield Village Hall Charity On accounts for the year Charity no ended 31 December 2024 (if any) 301402 Set out on pages 6 & 7 (remember to include the page numbers of additional sheets)

I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31 December 2024.
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: 21July 2025 Name: Robert Andrews MA, ACIB, FCIE Relevant professional Fellow of the Association of Charity Independent Examiners qualification(s) or body (if any): Address: 3 Sewards End Wickford SS12 9PB