2025-12-31-accounts

Trustees’ Annual Report for the period

From 1/1/2025 Period start date To 31/12/2025 Period end date

Charity name: Hayes Village Hall

Charity registration number: 302956

Objectives and Activities

	SORP reference
Summary of the purposes of the charity as set out in its governing document	Para 1.17	To run and manage the Hayes Village Hall for the benefit of the people living in Hayes and to be the focus for community activities
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	The hall is used for meetings, exercise classes, fund raisers such as the Hayes Christmas Lights Appeal, Bingo or Quiz Nights, Children’s parties up to age 9, badminton, horticultural shows, playgroups and Gingham Goose craft fairs, art groups, Monday Tea Dances, baby showers, meetings for several local clubs, Hope Church meetings and Messy Church with Churches Together in Hayes as well as band rehearsals. There are regular exercise and line dancing classes and a monthly sound bath, drama groups and toddler activities as well as a local writing group. There is a large main hall, 2 smaller meeting rooms, 2 kitchens and disabled access. More than one group can therefore meet in different rooms at the same time. In 2025 it was decided to allow parties for over 25s where we have a known local connection. We also hire the hall for wakes and celebrations of local lives well lived.
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit	Para 1.18	In planning the lettings for the year the trustees and committee have bimonthly meetings and use these to consider the Charity Commission Guidelines on public benefit. In addition, any emails sent from the Charity Commission about important

topics are circulated to the Trustees and discussed later at the next meeting. At committee meetings we regularly discuss and review the financial guidance and refresh the committee knowledge.

Additional information (optional) You may choose to include further statements where relevant about:

	SORP reference
Policy on grant making	Para 1.38	Grants are not made
Policy on social investment including program related investment	Para 1.38	No investments
Contribution made by volunteers	Para 1.38	Family and friends of the Trustees as well as local residents help out at fundraisers. In 2025 this was an Easter Egg Hunt at the library and a Community Afternoon Tea. The new Bookings Secretary has introduced an easier booking system and the trustees can all access the online diary for bookings making information more readily available. Occasionally volunteers work on the outside garden and although we have engaged paid gardeners volunteers have painted white lines around areas to highlight (eg the sundial in the dark) and the Village noticeboard is kept tidy and up to date. A volunteer litter picks and keeps the front of the hall neat and tidy. The Hall Bookings Manager has the generic email address and responds to queries, takes bookings, issues contracts and draws up the monthly Duty trustee rota. Each trustee on average is the named contact twice per calendar year and goes to the hall to unlock and lock up after one off hirings and to show prospective hirers around. Volunteers also unlock for maintenance visits and tradespeople quoting for improvement work. A committee Whatsapp group has been set up and if there are last minute calls for volunteer help this is quickly

circulated. The Hall Manager trustee arranges all works, cleaners etc. Seeking 3 quotes for each piece of work, circulating to the Management Committee before meetings so an informed discussion can take place. However, in 2025 again sourcing three quotes for each job has proved difficult and so, on a case by case basis, we discuss the quotes that have been given. All trustees are involved in fund raising activities. We greatly appreciate all help given by volunteers. The Trustees are also volunteers and there is a Duty Trustee each month who looks after ad hoc hirers. 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 Village Hall is a busy and well-loved place for local groups and classes to meet. The monthly checklist was updated in 2025 with checks added to ensure compliance with our insurance policy. We held the annual Health and Safety Meeting at the end of the August closure for maintenance but it was poorly attended. The annual drain clean was arranged and rubbish cleared from the shed at the back. A booster Wi Fi was installed to better control the boiler and heating and an App on 2 trustee’s phones allows remote access A Counter Terrorism presentation was arranged by a Metropolitan Police Officer which was well received by regular hirers. In the August closure for maintenance £15,000 of improvements were made that had long been discussed and planned. Two new doors – one into the main hall and the other to the men’s toilet. The regular cleaning firm did a deep clean of the entire hall.

The stage floor was encapsulated and cupboards built on the back of the stage A £2,000 electricity refund was received and the solar panels were cleaned which should generate refunds again in the future. We chased planning permission guidance for the external doors which are in a poor state of repair. We sourced quotes and the hall is in a conservation area so they will need to be robust but look identical to the existing ones The overgrown back area behind the hall was covered in a weed resistant material and bark chippings. We gave permission to the Hayes Fair Committee to store their equipment at the hall and a new sound system was purchased. All of these improvements make the hall a welcoming, safe and fun space for community use. In addition, the improvements “future proof” new hirings as facilities are being updated as funds allow making it a more attractive hall to hire.

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
Statement explaining the policy for holding reserves stating why they are held	Para 1.22	We keep a minimum of 6 months anticipated expenditure (£20,000) at all times as a reserve to enable us to run the hall for lettings and meet our outgoings as they fall due.
Amount of reserves held	Para 1.22	£68,945
Reasons for holding zero reserves	Para 1.22	Not applicable
Details of fund materially in deficit	Para 1.24	Not applicable
Explanation of any uncertainties about the charity continuing as a going concern	Para 1.23	Not applicable

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	The principal source of funds remains hall hire both to regular groups and for one off events such as First Aid Training, funeral wakes, children’s parties (up to age 9), Hayes Village Association and Hayes Christmas Lights fundraisers, ad hoc meetings etc. All booking requests out of the ordinary are discussed by the Trustees before going ahead. The Trustees organised a very successful Community Afternoon Tea in November which was attended by 100 local residents at which we also held a raffle for a Christmas Hamper and other prizes. £720 in ticket sales and £352 raffle tickets sold with expenses of £220 not only provided funds for improvements but we also gave the local people a fun afternoon and delicious afternoon tea. Every member of the committee was involved.
Investment policy and objectives including any social investment policy adopted	Para 1.46	No investments are held, merely a savings bank account to keep surplus monies with a daily automatic sweep to maintain the current account at £100. Bank interest was £829 in 2025
		Historically income from hall hire has

A description of the principal risks facing the charity	Para 1.46	been the principal source of revenue. The principal risk is the loss of income from hall hirers, the inability to fundraise and any further lockdowns in the future. Works have been prioritised as funds allow and trustees are very aware of their duties and we discuss health, safety and maintenance at every committee meeting. A very real risk is the rising cost of running and maintaining the hall and the committee research and discuss costs and proposed plans at each trustee meeting. Energy prices are high but the Treasurer looks for competitive deals Three quotes are always sought for planned works although it is sometimes hard to get work men to visit to see the job involved. But the “cost of living crisis” has meant increased expenses in all areas and we decide at the AGM in April annually the proposed price rise for hall lettings to start the following January. We balance the need for funds with the viability of the regular hirers and what is reasonable for them to pay. Inflation is a real risk and we set hall hire prices annually at the AGM in April for implementation on 1st January the following year so hirers can plan accordingly. The Pantomime Theatre Group hired the hall for a fortnight and were very difficult throughout. In the end they didn’t pay the agreed fee stipulated in their booking contract despite chasing and eventually the committee decided it was not productive to pursue. So, the risk of non -payment exists. This is mitigated with regular hirers paying annually in advance or monthly as their funds allow.
Other

Structure, Governance and Management

Description of charity’s trusts:
Type of governing document (trust deed, royal charter)	Para 1.25	Trust Deed
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	Under the Hall Trust Deed each of the organisations affiliated to the Hayes Community Council become member organisations and are due for re- election every 3 years on a rolling basis Trustees are appointed from these member organisations, and also from local volunteers with similar experience.

Additional information (optional)

Additional information (optional)	Additional information (optional)	Additional information (optional)
You may choose to include further statements where relevant about:
Policies and procedures adopted for the induction and training of trustees	Para 1.51	Prospective trustees are invited to Management Committee meetings to familiarise themselves with the workings of the charity and if they then decide to take on the role shadowing and 1:1 training is given. A character reference is also sought as required by our insurance company.
The charity’s organisational structure and any wider network with which the charity works	Para 1.51	Management of the Village Hall is done by a committee of trustees, 2 committee members and also the Treasurer who is not a Trustee
Relationship with any related parties	Para 1.51	None
Other

Reference and Administrative details

Charity name	Hayes Village Hall
Other name the charity uses
Registered charity number	302956
Charity’s principal address	c/o 2a Hayes Road Bromley Kent BR2 9AA This being the address of the Charity Commission Liaison Trustee. The Hayes Village Hall building itself does not have a post box and cannot accept mail there.

We now have a post box outside the hall as utility companies send mail, but the box is not emptied on a regular basis and so the correspondence address remains the Charity Commission Liaison Trustee’s home address.

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)
	Jennifer Ann Miah	Charity Commission Liaison
	Pamela Joyce Anderson	Hall Manager and fundraising
	Oliver Derek Pereira	Chairman
	MaryWhytock	Secretary
	Helen Lightoller
	Lisa Farley

– 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 None

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

The Committee all agreed the wording for the Trustee Annual Return at our meeting on Thursday 9[th] July 2026.

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)	Jenny Miah	Oliver Pereira
	Mrs Jennifer Ann Miah	Mr Oliver Derek Pereira

Position (eg Secretary, Charity Commission Liaison Chair, etc) Trustee

Chairman

Date 13[th] July 2026

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