2021-12-31-accounts

Summaiy the charity	ofthe purposes of as sat out in its	PaN	1.17	Torun and manage the Hayes Yiltage Hall forthe benefit cfthe people living
governing	document			in Hayes and tobe afocus for
				community acbvities.
Summary ofthe main adivitias ih retatfcn tothose		1 1Q	11 and	The Hall isused for meetings, exercise classes, fund ratsers such asthe Hayes
purposes benefit, in	for tha public parficutar, the			Christmas Lights Appeal, Bingo orQuiz Nights. badminton, children's parties.
activities, projects or services identified in the				horticultural and craft shows and workshops as well asthe Deep Water
accounts.				Baptist Chtach who also use the hall for
				services and group meetings. Several
				local clubs meet attha hall. There isa
				large, main hatt and two smaller meadng
				rOOma, 2kltChene Snd Criaabled aCCeSS.
Statement	confirming	Ppa	1.1$	In planning the lattfngs forthe year the
whether the trustees have				trustees and committee attheir usually
had regard to the guidance issued by the Charity				bimonthly meetings have considered the Charity Commission Guidelines on
Commission on public				public benefit
benefit

Additional	information (optional)	information (optional)
You choose to indude		further statements	where relevant about'.
		Para 135
Policy on	grant making
			No invesbnents
Policy on	social investmcnt
including	program related
investment

				Femgy eod friends ofthe trustees and local
				esidents help outetfundrabers such asthe
				Hayes VBhtfe Hall ¹all atthe annual Hayes
				Fair in preCovid times. There were two
				advisers, both retired with prevbus
				profes¹onel experthe to inform the Trustees
				end committee kitheir speclegst areas. One
				adviser sadly died end with him ewealth of
				knowledge.
				Occasionally volunteers work onthe outs@le
				garden area tophnt, weed and generally
				irleke the outside cree lIvlblla topassers by
				end Hall visitors.
				we help
Achieve	men	ts	and Performance
				Throughout the Lockdowns in 2020and
				2021the Trustees have followed
				Government GuMelines and the advice
Summary	ofthe main			ofACRE (Action with Communities In
achievements		ofthe charity,		Rural England) as well as our Insurance
identifying the		difeeonce the		conlpany
charily's	work	hes made lo
the circumstances			ofiis	During lockdown there was arois for
beneficiaries and any wider benefils lo society asa whole.				the village hall tobe checked every day ofthe week untg itra opened in July on avery reduced hiring basis. The
				deaning frequency was increased
				between lockdowns with the cleaner
				coming in 6days aweek There were
				hand sanltiser wag mounted units
				Installed at both entrances and asupply
				ofhand gel, antibacterial wipes and
				fabric disinfecting spray available.
				Crocfcery has been locked sway. A
				cupboard has been given tothe Tea Dence Club with 26cuoe end eeucere
				sothey can provide refreshments tothe
				dancers. kistheir responsibility to wash the cups and lock them up -the
				thinking being any virus would die
				before the next weekly hiring. Aone
				way system dearly marked on all walk
				ways and asafe space made behind the stage by efire exit in case anybody ls
				taken unwell in the hall and needs to
				await evacuation by ambulance orother
				mode oftransport.

Lodufown rules meant that the Hayes
Ho 'cultural Sodeiy annual plant sale in
May coukl not be hekl in the hall, The
Society held 3outside plant sakis instead
and bu8t aone wsy system that was
policed and a limited number ofpeople
allowed on the foiecourL The feeCOuit has
been used subsequently and in fine
weather isagood additional specs.
A large Christmas Tree was very kindly
donated by James the Grower and the
trustees had an eledrical supply installed
outside and an instaiiafion area built. This
was very much more impactful and woI
received than tho 2020small tree donated
by the local garden centre end we plan lo
have e targe tree in future years, maybe
hokfing efundraiser to help towards the
Cost.
The Mayoral Eecfion look place as an
exempt activity in lockdown and the council
widened the side path to the disabled
access and inslalhd a light lo make aone
way system possible forvoters.
Not all hlrers came back towards the
end of2021 and some had credit
balances which we held fortheir 2020
prepeyments and used throughout
2021.
6grants tobdling 011,203were received
from the London Borough ofBromley,
This enabled us topay our regular bills as the insurance company required the
water and heating tobe on.
There was overlap behveen the clehnlng
ofgrants and the actual receipt ofthe
money and this occurred across the
2020and 2021financial years.
Dona5ons and fundraising amounted	to
f1,085.The trustees held a Christmas
Craft Market fundraism' on 20
November and sold raNe tickets for 2
hamoara and rafraahmants wore made
foradonation. ET5340was raised.
Outgoings totalled 021,211with the
majority spend on major essential
repairs and cleaning. ised details
can befound In the ncial accounts.
One posidvo development to report waa
the Installation ofVirgin Business
Broadband in the halL This was
welcomed by hirers and it is now
bta ror groups to have some

members in ths hall and others join
meetings via Zoom. Aregular hirer gave
his knowledge and help asto what
service togoiorand clubs and hirers
who take payments have been happy
not to have totake customers outside	In
all weathers and wave a payment
machine around togetasignal to
accept a card transaction. At least one
ofthe children's parges have eheamed
their musk service using broadband.
Itwas possible to hold the 2021 AGlh
via Zoom and we put up notkes outside theViir Hall, on the Hayes Ufe
Facebook page, Hayes Vglage
Assockdlon webelte and emailed
regular hirers. We had checked with the
Charity Commission and covered the
committee decision in Trustee meeting
minutes The AGQ serves to ratil'y the
financial accounts. The Trust Deed is
too old tocover modern eventualities
but the Trustee committee decided to
allow Zoom Committee meetings and
these continued todeal wIN any
matters that arose until we could meet
facetoface in a well ventilated hall. The
last two years accounts were dl~ased atthe AGIII held on 15"April 2021 (that
is2019and 2020accounts)
The quesdon ofa Foul Weather Policy
was discussed again and the
management committee decided and broadcast that itisthe responslbllhy	of
individual hhsrs to safeguard their
members. Asupply ofgrit and ashovel
is available but itisthe hlrers
responsibility toassess the viability ofa
meeting in bad weather.
PAT electrkal testing was delayed
because ofCovtd 19but is planned for
2022.
A local rat problem was dealt with by	a
local contractor who we have used in
the psst and k responsible 8
orrenhabla.
Afull Asbestos Refurbishment and
Demolition report was undertaken In
2019and the trustees used this asa
basis todraw up arisk assessment togeNer with recommended FireSa¹ty
Issues From that an action plan was
agreed and the essential works were	sll
put ln train. Lower priority Items will be
taclded when funds allow. Before
lockdown the shelves above the
radiators in the main hall were removed

as they contained some asbestos lining
underneath. Cracks in the stage floor
stage floor wore also sealed and there
are fllther plans to lay aveneer on top
when funds allow. In April 2021the
asbestos loofofthe Hayes H»Ncultural
Society Shed behind the Village Hall
was removed, replaced and paid for by
the S»6ety in acknowledgement that the Village Hall hsd no income. Their shed~were stcaed t»mporsNy
on the back ofthe stage as no hall
activity was happening atthat flme.
Great thanks sm due tothe tireless
work ofthe Hall Manager, the Chairman
ofthe Community Council and
Bookings Secretary who all worked to
ensure we were siwsye Covld osfe,
following guidollnos and keeping the
maintenance and safety t»sting going.
All hall archives are now stored in the
Sound Room, previously the domain o
the Hayes Players who have sadly
wound up afler a very long sssociaflon
with the halL John Ruler, a local
resident and journalist has some ofthe archives and hss been asked to write a
pamphlet forthe centenary ofthe
Vigsge Hall in 2025,
The stage curtains are tobe replaced
and funds have been allocated after the
cult»in track was damaged snd the
contractors were concerned they may
have historic asbestos dust on them.
They need tobe flte retardant snd to close (ssporfir risk plan) Also
cleaning would be very expensive so
replacements were agreed. Quotes are
being obtained toI»place
Nsw mobile phones were purchased for
tho Hall Manager and Bookings Oflicer
who were being cont»chat all hours of
the day and night on their personal ohones. These ere chess snd on a osv
as you gocontract
A What»a pp group hss been set up for the trustees and Treasurer to cpdckly
communicate with each other. The
website had asecurity issue ifaccessed
vis Bing but this was very quickly addressed when IdenNlod.
The previous HalI Manager, Laurie Mack
sadly cfied in 2021 and stribute wss
id outside the Village Hall as his

inancial Review
Review ofthe charily's				Without the London Borough of
financial posibon at the snd				Bromley grants the ViUage Hall' s
ofthe pened				financial poslbon would have been
				severely «river«sly impacted. The
				Christmas	Market made agood sum as
				fundralslng	because hall hire had been
				very low because oflockdowns. This
				made the amount raised by the
				Christmas	market a valuable
				contribution	and agthe trustees were
				involved.
Slatement explaining	lho			We keep a	minimum of6months
policy for holding reserves				anUclpatsd	expenditure atag times asa
shing why they are held				reserve toenable usto run the hall for letangs and meet our outgoings as they
				fall due.
Amount ofreserves hskl			Vaa 122	R$7,877
Reasons for holding zero
Details offund matenally		in	Pov 124
deficit
Expianaficn ofany			Pov 1.
uncertainties about Ole
charity continuing asagoing
conesm

charity c conesm	ontinuing asa	ontinuing asa	going	going
Additional	informatkNl		(oPtloM
You ma	choose lo include			further statements	where raieva1U about
					In ag previous years the principal
					source ofIncome was hall hire. In 2020
Thc charity's principal sources ofIixxls (induding any fundraising)				Pov 147	and 2021 itwas Pandemic Business Support Grants from Bromley Councg together with hall hire In the second half
					of2021
					Under the atm«ardshlp ofthe prevknrs
					Hag Manager who sadly died in 2021
					there had been an embargo on holding
					parties asthe noise and cleaning up
					wars thought to betoo arduous. This
					wss revkrltsd in 2021 by the current
					trustees and advisers and itwas
					decided to allow children's parties up to the sgs or9yeats oru. vvs stspursrs wnst type of enterlainment Issfiowed and
					prohibit bouncy casdes, bubble
					machines etcbecause ofhealth and
					salety conslderabons. Chikben's parties
					have turned out to beagood source of income. We take sf100deposit which is
					returned «lier the event ifthe hall is left
					Immaculate. parents have been seger to
					help celebrate their children's birthdays
					in a large hall and the demand has been high «iter the end of locadovvns. H

					thanks tothe Bookings Ofhcer for
					showing parents the hag and arranging
					atrustee to unlock and lock. Ithas been
					rewarding toseethe enjoyment the
					parties have created for local families.
					The rei'unded deposits shown in the
					accounts isfor key hhe and party
					deposits. In August 2021 the locks wwe all
					changed and new keys issued to regular hirers with af50deposit taken foreach
					key. The Hall Manager has a record of tha keys. Itwas necessary totake sedan
					because over the years the whereabouts
					ofkeys in circulagon were unknown and the trustees wanted hilels tobe more
					accountable and also fortrustees to
					knaw who was coming Into the hall.
					On one routine visit tothe hall itwee
					obvkxrs someone with akey had cut
					carpet on the floor and not tidied up
					sftenamds.
					The Treasurer has managed to move the
					hall toa betbrr tariff with Brlbsh Gas.
Ihvcsbncnt policy Dfld objectives induding any social investment policy				Pma 1AS	No Invesbnetus are held, merely a bank deposit account to keep surplus funds and there lsan automadc sweep facility daily to mave incoming funds from the cunent tothe deposit account
adopted
					Historically income 8om hall hire has
Adescription risks facing	ofthe pnncipal the charity			P~ 1AS	been the prinrdpal source ofrevenue and in 2020the Covtd 1$global pandemic saw income cease abruptly on 1$ March 2020. This continued in
					2021.Reserves would have been
					severely depleted were itnat forthe Business Rale ROQef Granla made by
					the London Borough ofBromley.
					During the lockdawns the insurance
					company required us to keep the
					heating switched on and water was on with weekly nmning ofall taps and
					flushlrlg oftolkrts as apreventative rnc:caaure aoelnsr Lacginnnalre'e CHseesa.
					Eiectncky was also consumed with emergency lighting etc. Sobills were
					st0I being paid and the largest ones
					related to Insuranoe, statutory
					ilipactjofts and licancse. The principal
					risk isthe loss ofincome from hall
					hbels, the Inabgity to fundralse and
					further lockdawns.
					Another limdfng factor was the lack of
					income genelauon which meant
					planned maintenance works were put on
					hold. Works have been prkntbsed asa

Type of governing docunvmt
	PPP 1.25	Under the Hall Trust Deed each ofthe
		organisations alliated tothe Hayes
		Community Council become member
		organisations and are due for re- election every 3years on a rolling basis.
Trustoo selecboll methods		Trustees are Individtads nominated	and
induding details ofany cons bjtkNlai provisions e.g.		appointed from these member organlsatlons.
elecbon to pOSt Or name of
any person or body entiged
to appoint one or more
trustees

cfo2a Hayes Road
Bromtey
Kent
BR29AA
This being the address ofthe Charity Commission	Uaison
Trustee. The Hayes Village Hall buikSng itself does	not have
a post box and cannot acoept mail there.

Description ofthe assets	Description ofthe assets
held tn this capacity
Name snd objects ofthe charity on whose behalf	the	Not applicable
assets are held and how	this
falls within the custodian
chanty sobjects
Details ofarrangements safe custody and	for	Not applicable
segraga5on ofsuch assets
from Ihs charity's own
assets

1.1 ?Y.4X

7J 2110? JZoiL