## ## ## |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