Trustees' Annual Report for the period
To
From
Period start date Period end date Day Month Year Day Month Year 1[st] January 2025 30th December 2025
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 |
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 | Up to June 2025 | ||
| Geraldine Vallis | Trustee | |||
| Richard Cerson | Trustee | |||
| Marguerite Sharpe | SH Church Rep | From June 2025 | ||
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)
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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:
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policies and procedures adopted for the induction and training of trustees;
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the charity’s organisational structure and any wider network with which the charity works;
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relationship with any related parties;
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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:
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policy on grantmaking;
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policy programme related investment;
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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.
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, and Richard, Unfortunately Brian who represented St Peter’s Church passed away during the year and is sadly missed. St Peter’s Church nominated Marguerite to represent them and be an active member of the committee. 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
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)
The main income comes from the hall hirers some of which are regular hirers for activities such as Pilates, Dog training, Line dancing, Zumba Box fit, Upholstery Classes, 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:
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the charity’s principal sources of funds (including any fundraising);
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any fundraising); We hold various events throughout the year for the local community
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• how expenditure has including a monthly coffee morning, social dances, events celebrating St Patrick’s and St George’s Day, and other events aimed at the local
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supported the key objectives community. We also celebrated the hall’s 40[th] anniversary of the hall
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of the charity; being rebuilt by organising a summer show to celebrate and raise further
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• investment policy and funds for the hall. objectives including any ethical investment policy As the hall is run by a small group of volunteers who are dedicated in adopted. 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.
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. 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 7th July 2026
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Receipts and Payments Account
South Hanningfield Village Hall For the year ended 31 December 2025 Cash Basis
| South Hanningfield Village Hall For the year ended 31 December 2025 Cash Basis |
||
|---|---|---|
| 2025 | 2024 | |
| IncomeReceipts | ||
| Donations received | 1,487 | 13,791 |
| Fundraising Income | 24,245 | 22,725 |
| Hire charges | 17,979 | 12,128 |
| Interest Income | 426 | 410 |
| Total Income Receipts | 44,137 | 49,055 |
| Total Receipts | 44,137 | 49,055 |
| Payments | ||
| Charitable and Political Donations | 60 | - |
| Cleaning | 3,396 | 3,164 |
| Fundraising Event Costs | 18,463 | 15,122 |
| General Expenses | 152 | 122 |
| Insurance | 1,546 | 1,494 |
| Interest Paid | - | 1 |
| IT Software and Consumables | 158 | 180 |
| Light, Power, Heating | 1,967 | 3,511 |
| New Equipment & Fittings | 158 | 376 |
| Postage, Freight & Courier | - | 26 |
| Rates and refuse | 1,902 | 1,908 |
| Renovations and refurbishment | 4,160 | 18,986 |
| Repairs & Maintenance | 820 | 878 |
| Subscriptions | 490 | 80 |
| Telephone & Internet | 61 | 287 |
| Total Payments | 33,332 | 46,136 |
| Net Receipts for the year | 10,805 | 2,919 |
| Net Receipts for the year | 10,805 | 2,919 |
| Surplus/(deficit) for the year | 10,805 | 2,919 |
11 Jun 2026 Page 1 of 1
Receipts and Payments Account South Hanningfield Village Hall
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Balance Sheet
South Hanningfield Village Hall As at 31 December 2025
Cash Basis
| Balance Sheet South Hanningfield Village Hall As at 31 December 2025 Cash Basis |
Balance Sheet South Hanningfield Village Hall As at 31 December 2025 Cash Basis |
|---|---|
| 31 DEC 2025 31 DEC 2024 |
|
| CurrentAssets | |
| Cash at bank and in hand | |
| Community current account 2,683 556 |
|
| Deposit account 42,626 33,701 |
|
| Total Cash at bank and in hand 45,309 34,257 |
|
| Prepayments 10 10 |
|
| Stock - 47 |
|
| Total Current Assets 45,319 34,314 Creditors: amountsfalling duewithinone year |
|
| Damage deposits 400 200 |
|
| Income in Advance 30 30 |
|
| Total Creditors: amounts falling due within one year 430 230 |
|
| Net Current Assets (Liabilities) 44,889 34,084 |
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| Total Assets less Current Liabilities 44,889 34,084 |
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| Net Assets 44,889 34,084 Capital andReserves |
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| Current Year Earnings 10,805 2,919 |
|
| Defibrillator Maintenance Fund 41 41 |
|
| Operating Costs (6 months) Fund 7,500 7,500 |
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| Retained Earnings 26,543 23,624 |
|
| Total Capital and Reserves 44,889 34,084 |
11 Jun 2026 Page 1 of 1
Balance Sheet South Hanningfield Village Hall
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Independent examiner's report on the accounts
Section A Independent Examiner’s Report
| Report to the trustees/ members of On accounts for the year ended Set out on pages |
Charity Name South Hanningfield Village Hall Charity |
Charity Name South Hanningfield Village Hall Charity |
Charity Name South Hanningfield Village Hall Charity |
|---|---|---|---|
| 31 December 2025 | Charity no (if any) |
301402 | |
| 6 & 7 (remember to include the page numbers of additional sheets) |
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I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31 December 2025.
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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 examiner's statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect:
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accounting records were not kept in accordance with section 130 of the Act or
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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: 17 June 2026
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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