**Trustees' Annual Report for the period**
**To**
**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**
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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|||
||||||
||||||
||||||
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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
## **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)**
1
## **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.
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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.
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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.
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## **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
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## **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**|
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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**||
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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
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