## **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
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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 2024 1024 45.675 1315 38.694 4.18S 187 997 Panel P*t 829 2,1SO SI￿3 4.￿3 3.988 au9ney￿(O￿n(1 Mes 4.7&b 540 13.373 14.045 694 Wèt 17,c*)9 •AaJof FI￿dra1￿￿EA?tn$tS 2536 1.631 265 1.6SO H￿1 ￿lre klurd15 SQ316 r*.638 Thr lor p*Jr￿￿*S * £L2932ll 4nd tr* at É44.BiX Inbdnv rthJll￿ JLIU025 is£l,2r￿1 1 •• I reprt to the trnsiee5 my examInats￿ olthe a¢(¢unts of Ha￿5 HJll (Ihe Trt￿tI lof the. y•ir •ndcd 31 DecL4nber ZO?5. As the chaiiiy InJStL￿5 of the Yrust are rEswnsib* forth¢ Otthe octounts ir4 ¢th¥darte with the requireft*nts of Chanties ACE 20111.ihe Act'l. I re￿￿ in r£sPP.tt d my èy2min1t￿ft olthe Tw5l'S ac£oimts carrK4 out Undersect￿li 145 ¢Jf iht 2011 Ac[ aThd in c4frylnE my cxaminatw)fi I havr followEd.111 the ￿r￿Cti￿S 8fr¥en by the Clwtlty Commr>sitin uDde.r settW)rt 14515)Ibl ot thr Act I ha¥t compknd thy examinthon. I r(NthTm that no matErial rnattL*S have comp to my attcrttion in C￿nn¢￿￿}n wth tho examlrtation mp. cause ta brlev• tht In any material respeEL". i. nccounlinK recwdswcre not kept iti) ttg)ert of the Tntst as r•quired by Sect￿ 130 ottht Att; or 2. the actounts do not acford with th05c reto I have no concerns and ha￿ come across noo1￿ m*tLY5 M (X)rtnerth)ti With th* exam¥tution LO whkh Ill•tition should be drnwn tn thi5 feport in ofderto enable • syofw ufid•r5tsndinq of •c¢wnts to be NaTne.. AntlM)ny Mi¢hW NEwNn ddrnss". A C1￿h4￿ Aven4*. BrothL•y. KenT 8R2 71JD Date.. 13 July 2026