## **Trustees’ Annual Report for the period**
**From January 2021 to January 2022**
**Charity name: West Hanningfield Village Hall**
## **Charity registration number: 301430**
## **Objectives and Activities**
||SORP reference||
|---|---|---|
|Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|**To provide West Hanningfield with a**
**village hall which is available for hire to**
**all members of the community and the**
**wider area without discrimination,**
**recognising the needs of the local**
**community and thereby contributing to**
**and promoting community cohesion.**|
|Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or
services identified in the
accounts.|Para 1.17 and
1.19|**Hire of the village hall and its amenities,**
**for local clubs, interest groups and as a**
**venue for celebration.**|
|Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|**The trustees are fully informed of their**
**roles and responsibilities.**|
## **Additional information (optional)** You may choose to include further statements where relevant about:
||SORP reference||
|---|---|---|
|Policy on grant making|Para 1.38|**The charity will seek where appropriate,**
**the award of grants which benefit the**
**upkeep and facilities available at the**
**premises.**|
|Policy on social investment
including program related
investment|Para 1.38|**The committee support the local interest**
**groups in their use of the facility and**
**seek to build community spirit through a**
**range of inclusive events and activities**|
|Contribution made by
volunteers|Para 1.38|**The committee will also contribute their**
**own time into the running of the charity**
**and holding of public engagement**
**events; which may attract donations**
**and generate revenue to support the**
**project of building a new village hall.**|
**Regular work parties are arranged, attended by volunteer villagers to help maintain the hall and the surrounding area.** Other
## **Achievements and Performance**
||SORP reference||
|---|---|---|
|Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|**The management committee regularly**
**hold the following events:**
**Bi-Monthly:**
**Afternoon tea**
**Quarterly:**
**Quiz nights**
**Bingo**
**Annually:**
**Plant sale**
**Fun Dog Show**
**Santa Sleigh Drive through (Christmas)**
**Spooky Drive through (Halloween)**
**Calendar Photographic competition**
**Community Christmas Event**|
## **Additional information (optional)** You may choose to include further statements where relevant about:
||||
|---|---|---|
|Achievements against
objectives set|Para 1.41||
|Performance of fundraising
activities against objectives
set|Para 1.41||
|Investment performance
against objectives|Para 1.41||
|Other|||
## **Financial Review**
|**Financial Review**|||
|---|---|---|
|Review of the charity’s
financial position at the end
of the period|Para 1.21|**The charity has reduced its funds since**
**the previous year by £4,934**|
|Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|**Reserves are being held to fund the**
**build of a new village hall.**|
|Amount of reserves held|Para 1.22|**£ 38,726**|
|Reasons for holding zero
reserves|Para 1.22|**No reason. 6 months minimum reserves**
**are the policy so that the community,**
**stakeholders and hirers have notice of**
**the charities potential closure.**|
|Details of fund materially in
deficit|Para 1.24|**None**|
|Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|**Should the new village hall project not**
**come to fruition, the building will**
**become further fatigued and need to be**
**demolished as it becomes derelict. The**
**ongoing cost of maintenance is rising**
**and the trustees will need to consider**
**closing the venue as a matter of safety**
**and financial responsibility.**|
|**Additional information (optional)**
You may choose to include further statements||where relevant about:|
|The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|**Revenue from hire, fundraising at the**
**management committee events, grants**
**from various agencies.**|
|Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|**To maintain the growth of reserve funds**
**such that the cost of a new village hall**
**will not need to be burdened solely by**
**the local taxpayers. To improve**
**community spirit within the small**
**village.**|
|A description of the principal
risks facing the charity|Para 1.46|**Vandalism and crime against the**
**building and its grounds which has**
**previously and could again cost money**
**to rectify or put the security/safety of the**
**premises into doubt.**
**Deteriorating condition of the hall, cost**
**of ongoing repairs and maintenance.**
**Ability to raise sufficient funds to**
**construct a new village hall.**|
|Other|||
## **Structure, Governance and Management**
|Description of charity’s
trusts:|||
|---|---|---|
|Type of governing document
(trust deed, royal charter)|Para 1.25|**LEASE AND TRUST DEED DATED 2**
**MAY 1969**|
|How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|**Unincorporated association**|
|Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|**Recommendation and nomination made**
**by committee member at (monthly)**
**management committee meeting.**
**Open vote held whether to admit**
**candidate.**
**Nomination at general meeting, e.g.**
**AGM**|
## **Additional information (optional)** You may choose to include further statements where relevant about:
Policies and procedures adopted for the induction Para 1.51 and training of trustees **Rural Community Council of Essex (RCCE)** The charity’s organisational structure and any wider Para 1.51 network with which the charity works Relationship with any Para 1.51 related parties Other
## **Reference and Administrative details**
|Charity name|West Hanningfield Village Hall|
|---|---|
|Other name the charity uses|N/A|
|Registered charity number|301430|
|Charity’s principal address|West Hanningfield Village Hall
Church Road
West Hanningfield
Chelmsford
Essex
CM2 8UJ|
|||
## **Names of the charity trustees who manage the charity**
|1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**|
|---|---|---|---|---|
||Lee Davies|Chair|||
||LesleyMasterson|Secretary|||
||Daniel Crane|Treasurer|||
||Adrian Applewhite|DeputyChair|||
||Paula Davies|Bookings Manager|||
||Derek Paxman|New Hall Working
GroupChair|||
||Paul Irvine||||
||Bernice Turner||||
||||||
||||||
||||||
||||||
||||||
||||||
||||||
||||||
||||||
||||||
||||||
||||||
## – Corporate trustees names of the directors at the date the report was approved
**Director name**
Name of trustees holding title to property belonging to the charity
**Trustee name Dates acted if not for whole year**
## **Funds held as custodian trustees on behalf of others**
Description of the assets held in this capacity
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for safe custody and segregation of such assets from the charity’s own assets
## **Additional information (optional)**
## **Names and addresses of advisers (Optional information)**
|**Type of**|**Name**|**Address**|
|---|---|---|
|**adviser**|||
**Name of chief executive or names of senior staff members (Optional information)**
## **Exemptions from disclosure**
Reason for non-disclosure of key personnel details
## **Other optional information**
## **Declarations**
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
**Signature(s) Full name(s) Position (eg Secretary, Chair, etc) Date**
## **West Hanningfield Village Hall**
## **Statement of Financial Activities Year End 31 March 2022**
**----- Start of picture text -----**
Unrestricted Restricted 2022 2021
Funds Funds Total Funds Funds
Receipts
Rental £ 4,428 £ - £ 4,428 £ 165
Solar Panels £ 1,121 £ - £ 1,121 £ -
Interest £ - £ - £ - £ -
Grants £ 13,574 £ - £ 13,574 £ 19,332
Misc £ 1,658 £ - £ 1,658 £ 2,096
Fundraising £ 2,079 £ - £ 2,079 £ 890
Gift Aid £ 479 £ - £ 479 £ -
Donation £ 3,421 £ - £ 3,421 £ 1,130
Amazon Smile £ 77 £ - £ 77 £ -
New Village Hall Income £ - £ - £ - £ -
Subtotal Receipts £ 26,838 £ - £ 26,838 £ 23,613
Assets & Investments Sale
none £ - £ - £ - £ -
Subtotal Assets&Investments Sales £ - £ - £ - £ -
Expenditure
Chelmsford City £ 110 £ - £ 110 £ -
Liabilities £ - £ - £ - £ -
Water £ 151 £ - £ 151 £ 244
Insurance £ 1,127 £ - £ 1,127 £ 1,088
Electricity £ 509 £ - £ 509 £ 1,440
Cleaning £ 1,218 £ - £ 1,218 £ 592
Safety £ 272 £ - £ 272 £ 159
Maintenance £ 977 £ - £ 977 £ 1,040
Misc £ 1,164 £ - £ 1,164 £ 282
Exceptional Expenditure £ 3,038 £ - £ 3,038 £ 9,811
Security £ - £ - £ - £ 460
Fundraising Supplies £ 1,682 £ - £ 1,682 £ 80
New Village Hall Costs £ 21,523 £ - £ 21,523 £ 1,875
Subtotal Expenditure £ 31,771 £ - £ 31,771 £ 17,071
Asset & Investment Purchases £ - £ - £ - £ -
none £ - £ - £ - £ -
Subtotal Asset&Investment Purchase £ - £ - £ - £ -
NET INCOME (-EXPENDITURE) -£ 4,934 £ - -£ 4,934 £ 6,542
Cash Balance Brought Forward £ 43,660 £ - £ 43,660 £ 37,118
Balance Carried Forward £ 38,726 £ - £ 38,726 £ 43,660
FUNDRAISING Overview
Income (donations) £ 6,057 £ - £ 6,057
Expenditure (incidental costs) -£ 1,682 £ - -£ 1,682
BUSINESS OPERATIONS overview
Income (rent, grants and sales) £ 20,781 £ - £ 20,781
Expenditure (Hall running costs) -£ 8,566 £ - -£ 8,566
NEW HALL Overview
Income (grants) £ - £ - £ -
Expenditure (planning amd build) -£ 21,523 £ - -£ 21,523
**----- End of picture text -----**
## **West Hanningfield Village Hall Statement of Assets and Liabilities Year End 31 March 2022**
**----- Start of picture text -----**
|||||||
|---|---|---|---|---|---|
|2022|2021|2020|
|CASH FUNDS|
|Barclays Current Account|£|761|£ 761|£22,761|
|Barclays Savings Account|£ 1,272|£ 1,272|£1,271|
|Metro Bank Business Current Account|£|15,692|£|41,516|£11,495|
|Metro Bank Savings Account|£|22,012|£|-|£ -|
|Subtotal CASH IN BANK|£|39,737|£|43,549|£ 35,527|
|OTHER MONETRY ASSETS|
|none|£|-|£|-|£ -|
|INVESTMENT ASSETS|
|none|£|-|£|-|£ -|
|ASSETS RETAINED FOR THE CHARITIES OWN USE|
|Hall Premesis and equipment|£|-|£|-|£ -|
|LIABILITIES|
|items 123 and 124 paid in next FY|£ 1,009|£|-|£|204|
|TOTAL FINANCIAL ASSETS|£|38,728|£|43,549|£ 35,323|
**----- End of picture text -----**
DETAILS OF RESTRICTIONS AND EXCEPTIONS
Accounts Prepared by Daniel Crane 21/11/2022 Trustee - Treasurer
Accounts Authorised by (on behalf of terustees) Lee Davis __/__/____ Trustee - Chairperson
**Remuneration NCheque#**
**ID Source**
||**Source**|**Ref**|**Type**|**Cost**||**Date of invoice**|**Date paid**|**Remu**|
|---|---|---|---|---|---|---|---|---|
|69|Chubb|Extinguisher service|Safety||£136.08|13/03/2021|15/04/2021||
|70|Banks wood and partners|Quantity surveyer|New Village Hall Costs||£1,500.00|31/03/2021|15/04/2021||
|71|Ian Anderson|New Worktops for kitchen|Maintenance||£360.00|28/04/2021|28/04/2021||
|74|Various - in envelope|Flower and garden sale, kitchen and promo|Fundraising Supplies||£97.18|02/06/2021|09/06/2021|Lesley|
|75|Screwfix|Matierals for floor levelling|Maintenance||£24.98|09/04/2021|09/06/2021|Paul|
|76|Various - in envelope|Kitchen refurb|Maintenance||£277.12|20/05/2021|09/06/2021|Lee|
|9a|Asda|Afternoon tea|Fundraising Supplies||£5.95|19/06/2021|27/06/2021|Lesley|
|9b|Makro|Some afternoon tea, cleaning supplies|Cleaning||£53.84|19/06/2021|27/06/2021|Lesley|
|0ab|Tradepoint|New kitchen hall repairs|Maintenance||£85.35|26/04/2021|27/06/2021|Derek|
|0c|Ryders rosettes|Rosetts for dog show|Fundraising Supplies||£42.90|17/06/2021|27/06/2021|Derek|
|82|Poundland|Teaspoons and knives|Misc||£5.00|25/06/2021|27/06/2021|Lesley|
|83|Maria Lawrence|Cleaning April|Cleaning||£84.00|04/06/2021|14/07/2021||
|84|Be Nice and Clean|Cleaning June|Cleaning||£150.00|02/06/2021|14/07/2021||
|85|Tesco|Coffee morning and dogshow|Fundraising Supplies||£267.76|10/07/2021|14/07/2021|Lesley|
|86|Costco|Cooler box for events|Fundraising Supplies||£64.99|02/07/2021|14/07/2021|Lesley|
|87|Amazon|Dog show supplies and paper|Fundraising Supplies||£15.03|03/07/2022|14/07/2021|Lesley|
|88|Amazon|Paper and Laminating puches|Fundraising Supplies||£15.93|01/07/2021|14/07/2021|Lesley|
|89|Be Nice and Clean|Cleaning July|Cleaning||£105.00|14/08/2021|11/08/2021||
|90|Various|Dog show receipts|Fundraising Supplies||£330.93|11/07/2021|11/08/2021|Lee|
|91|Munday and Cramer|RIBA stages 0-2pt2|New Village Hall Costs||£1,680.00|27/04/2021|11/08/2021||
|92|Be Nice and Clean|Cleaning August|Cleaning||£90.00|01/08/2021|12/08/2021||
|93|Be Nice and Clean|Cleaning September|Cleaning||£131.25|14/10/2021|10/10/2021||
|94|Instaprint|New hall posters|New Village Hall Costs||£120.99|05/10/2021|10/10/2021|Lesley|
|95|Pep Ltd|Display boards hire - new hall|New Village Hall Costs||£408.00|06/10/2021|10/10/2021||
|96|eBay and Amazon|New lighting and Projector|Misc||£373.10|12/09/2010|10/10/2021|Dan|
|97|Amazon and Dancover|Gazebo - covid|Exceptional Expenditu||£3,038.36|12/10/2021|31/10/2021|Lee|
|98|RCCE|New hall consultation and postage|New Village Hall Costs||£621.68|11/11/2021|21/11/2021||
|99|Be Nice and Clean|Cleaning October|Cleaning||£120.00|14/11/2021|21/11/2021||
|100|Norris and Fisher|Liability insurance|Insurance||£1,126.75|28/10/2021|22/11/2021||
|101|Instaprint|2021 Calendars|Fundraising Supplies||£196.68|29/11/2021|01/12/2021|Lesley|
|102|RCCE|Public consultation report analysis|New Village Hall Costs||£252.00|25/11/2021|19/12/2021||
|103|Various|Christmas Event|Fundraising Supplies||£195.66|01/12/2021|19/12/2021|Lesley|
|104|Tesco and CCC|Spooky disco and Christmas drive|Fundraising Supplies||£73.83|24/11/2021|19/12/2021|Paula|
|105|ScrewFix Amazon Aliexpress|Lighting and timer Switches|Maintenance||£84.54|02/12/2021|19/12/2021|Dan|
|106|Be Nice and Clean|Cleaning November|Cleaning||£108.75|02/12/2021|19/12/2021||
|107|Chelmsford City|Planning Discussion|New Village Hall Costs||£1,090.00|01/11/2021|01/11/2021||
|108|Chelmsford City|Business Rates|Chelmsford City||£109.77|01/07/2021|08/12/2021||
|109|Crystal Print|Public consultation prints|New Village Hall Costs||£626.00|12/10/2021|20/12/2021|Lee|
|110|Be Nice and Clean|Cleaning December|Cleaning||£56.25|15/12/2021|15/01/2022||
|111|Be Nice and Clean|Cleaning January|Cleaning||£67.50|31/01/2022|08/02/2022||
|112|FA Bartlett Tree surgery|New hall tree / Bat survey|New Village Hall Costs||£1,074.00|28/01/2022|08/02/2022||
|113|James Wiffen|Kitchen Roof repair|Maintenance||£145.00|26/01/2022|08/02/2022||
|114|RCCE|2022 2023 membership|Misc||£66.00|01/02/2022|08/02/2022||
|115|Herpetalogic|Ecological Survey|New Village Hall Costs||£712.20|16/02/2022|23/02/2022||
|116|Aldi|Bottle Stall Tombola|Fundraising Supplies||£74.98|30/11/2021|23/02/2022|Paula|
|117|Be Nice and Clean|Cleaning February|Cleaning||£75.00|15/03/2022|15/03/2022||
|118|Amazon|Two coffee urns hot water dispensers|Misc||£75.98|01/03/2022|15/03/2022|Paula|
|119|Zoom|2022-2023 subscription|Misc||£143.88|11/03/2022|11/03/2022||
|120|Munday and Cramer|Stage 3,-4a Planning application|New Village Hall Costs||£12,538.00|02/03/2022|24/03/2022||
|121|Chubb|Extinguisher service|Safety||£136.08|04/03/2022|24/03/2022||
|123|Be Nice and Clean|Cleaning March|Cleaning||£108.75|31/03/2022|02/05/2022||
|124|Munday and Cramer|Principal Designer support|New Village Hall Costs||£900.00|31/08/2022|02/05/2022||
||Bulb||Electricity||£50.00||08/04/2021||
||ANGLIAN WATER BUSI||Water||£57.64||24/05/2021||
||BULB ENERGY||Electricity||£50.00||10/05/2021||
||BULB ENERGY||Electricity||£50.00||10/06/2021||
||BULB ENERGY||Electricity||£50.00||12/07/2021||
||Cash Withdrawal|Float for Dog Show|Fundraising Supplies||£300.00||06/07/2021||
||BULB ENERGY||Electricity||£50.00||10/08/2021||
||Setfords Law Ltd Client A/C W5497/1|Legal Advice for charities inc registration|Misc||£500.00||09/08/2021||
||BULB ENERGY||Electricity||£50.00||10/09/2021||
||Chelmsford City|Bin Bags|Cleaning||£67.80||24/09/2021||
||BULB ENERGY||Electricity||£50.00||11/10/2021||
||BULB ENERGY||Electricity||£50.00||10/11/2021||
||ANGLIAN WATER BUSI||Water||£93.74||23/11/2021||
||BULB ENERGY||Electricity||£27.24||10/12/2021||
||BULB ENERGY||Electricity||£27.24||10/01/2022||
||BULB ENERGY||Electricity||£27.24||08/02/2022||
||BULB ENERGY||Electricity||£27.24||27/03/2022||
79a Asda
79b Makro
80ab Tradepoint
80c Ryders rosettes 82 Poundland 83 Maria Lawrence 84 Be Nice and Clean 85 Tesco 86 Costco
**ID Date of Receipt Source**
|**of Receipt**|**Source**||**Cash/Cheque/Paypal/BACS**|**Value**|**Type**|**Dest ACC**|**Restricted Y/N**|
|---|---|---|---|---|---|---|---|
||||****** IMPORTANT** Once cheques have cleared, obscure this data**|||||
|16/06/2021|||cash||£38.15 Donation|Metro|N|
|16/04/2021|||Cheque||£50.00 Donation|Metro|N|
|09/06/2021|||cash - birdboxes||£62.00 Donation|Metro|N|
|09/06/2021|||Redacted for privacy||£83.10 Donation|Metro|N|
|09/06/2021|||Cash - couldn't make garden show||£20.00 Donation||N|
|09/06/2021|||Brain Carline donated all proceeds||£1,320.00 Donation||N|
|22/06/2021|||Lesley deducted total from funds owed - to keep?||£38.15 Fundraising|Metro|N|
||||Bar - £674.55|||||
||||Smash the Crockery - £76|||||
||||Toss the bottle - £23|||||
||||Dog show and agility - 434.30|||||
||||Tombola - 175.5|||||
|11/07/2021|||Guess the buttons - 46.50||£1,429.85 Fundraising|Metro|N|
|22/10/2021|||Returned Floats||£120.00 Misc||N|
|03/11/2021|||Change collected at roadside||£8.00 Fundraising||N|
|02/06/2021|||Donation from meats at dog show||£240.00 Fundraising||N|
|13/07/2021|||Pizzas from dog show + dibbers||£29.25 Donation|Metro|N|
|15/06/2021|||Solar panels||£837.14 Solar Panels|Metro|N|
|08/04/2021|||Covid support||£8,000.00 Grants||N|
|07/04/2021|||Justr Giving||£1.69 Donation||N|
|29/04/2021|||Donation for pool table||£200.00 Donation||N|
|13/04/2021|||Repayment in error||£38.55 Misc||N|
|24/05/2021
24/05/2022
04/06/2021
02/07/2021
13/07/2022
15/07/2021
17/08/2021||Redacted for privacy|Egg Box
Smile
Business rebate
Pizzas from dogshow
Additional monies
Smile||£30.00 Donation
£20.11 Amazon Smile
£20.00 Donation
£180.00 Misc
£26.25 Donation
£68.85 Donation
£20.09 Amazon Smile||N
N
N
N
N
N
N|
|04/08/2021|||Star wars Andor filimng in village donation||£1,000.00 Donation||N|
|27/09/2021|||Refund of credit||£862.54 Misc||N|
|16/09/2021|||Solar panels||£284.23 Solar Panels||N|
|19/11/2021|||Just Giving Spooky drive through||£309.12 Donation||N|
|17/11/2021|||Refund of credit||£456.66 Misc||N|
|13/12/2021|||Smile||£17.23 Amazon Smile||N|
|06/12/2021|||||£363.20 Fundraising||N|
|19/01/2022|||Gift aid||£479.02 Gift Aid||N|
|13/01/2022|||Just Giving Christmas Drive through||£163.07 Donation||N|
|23/02/2022|||Smile||£19.90 Amazon Smile||N|
|31/03/2022|||||£4,402.50 Rental||N|
|16/09/2021|||Covid Support||£5,574.00 Grants||N|
|14/05/2021|||Carpark and toilet donation||£25.00 Rental||N|
## **Independent examiner's report on the accounts**
**Section A Independent Examiner’s Report**
**Report to the trustees/** Charity Name **members of** West Hanningfield Village Hall **On accounts for the year Charity no** March 2022 301430 **ended (if any) Set out on pages** 1-4 (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 **DD / MM / YYYY** 31 / 03 / 2022 .
- **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 (other than that disclosed below *) 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:** 27/01/2023 **Name:** Cameron Munro **Relevant professional** CIMA **qualification(s) or body (if any): Address:** 192 Beaulieu Gardens,Camberly, Surrey, GU17 0LF
**October 2018**
1
**IER**
## **Section B Disclosure**
Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
**Give here brief details of any items that the examiner wishes to disclose** .
I can confirm the accounts are presented accurately for 2022 and are not materially mistated.
**October 2018**
2
**IER**