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2025-12-31-accounts

THREEHOLES VILLAGE HALL & PLAYING FIELD Charity No. 304483

Squires Drove, Three Holes, Norfolk, PE14 9JY www.threeholesvillagehall00.org.uk

Trustees Annual Report Reporting Period: 1 January 2025 – 31 December 2025

Reference and Administrative Details

Names of Trustees and Committee Officers (2025)

Borough Councillor Colin Rose - Advisor to Trustees.

Operational and Administrative Review

The Three Holes Village Hall and playing field are the last remaining community facilities within the village. The Management Committee remains entirely dedicated to ensuring the long term viability of the hall and playing field, working diligently to fulfil its responsibilities to both the charity and the local community.

While cultivating local resident engagement remains an ongoing challenge, the committee has actively worked to build community connections. Although turnout at the 2025 Annual General Meeting (AGM) was low, the committee successfully maintained its regular fundraising bingo events, and hall hire income improved due to a steady increase in bookings from the local community.

The board underwent several administrative changes during the reporting period:

The Management Committee extends its sincere thanks to Borough Councillor Colin Rose for his continued service as a committee advisor; his invaluable guidance and ongoing support are highly appreciated by the board.

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Governance and Structure

The Three Holes Village Hall and Playing Field charity was formed in 2009 through the formal amalgamation of two previously independent organisations: the Three Holes Village Hall and the Three Holes Playing Field. The charity operates under the rules of its constitution, which was originally adopted in August 2009.

Key historical and structural details include:

Appointment of Trustees

The constitution dictates the management framework of the charity and the formal appointment process for its board. The document permits no less than five elected trustees, alongside 1 designated trustee representative from each community group officially listed within the constitution. These currently include the Three Holes Bowls Club, Table Tennis, Welle Film Productions, and Upwell Parish Council.

All trustees, whether elected by the public or formally appointed by member organisations, serve until the conclusion of the AGM held annually. At this time, they may stand for re-election, re-appointment, or be stepped down for replacement. The active trustees collectively form the Management Committee of the Village Hall and Playing Field, which retains the constitutional power to co-opt a maximum of two additional trustees during the financial year.

Policies and Procedures

To guide the Management Committee in exercising its statutory duty of care to contractors, volunteers, hirers, and users of the facility, the charity maintains a comprehensive suite of formal governance documents. The following policies and assessments are active, monitored, and reviewed regularly by the board:

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Hiring Agreements

The primary function of the village hall and playing field is to provide a local, safe, appropriate, and attractive facility for the use and enjoyment of the residents within our defined area of benefit. Official booking forms and formal conditions of hire can be viewed and downloaded directly via the charity's website, or obtained in physical format from the Secretary. The booking form clearly dictates the formal terms of hire and outlines the distinct responsibilities of each party to the agreement. All terms of hire and hiring rates are reviewed by the trustees on an annual basis to ensure they remain competitive yet affordable for the local community.

To support our community during ongoing economic challenges, standard hire fees were held stable throughout 2025. The charity utilises a structured tariff system based on hourly use, alongside a capped maximum daily rate. A minor supplementary charge is applied for specialised kitchen equipment usage. The Management Committee also retains the authority to offer subsidised or bespoke hiring rates for regular community groups, youth activities, and local charity fundraisers to maximise the public benefit of the facility.

Statutory Licences and Registrations

The Three Holes Village Hall and Playing Field charity maintains all required statutory licences to ensure full legal compliance across its operational activities:

Premises Licence: The charity holds an annually renewable Premises Licence that authorises regulated entertainment on the site. This includes the performance of plays, the staging of live music, the playing of recorded music, and the provision of facilities for making music and dancing. This licence also permits the supply and retail sale of alcohol. However, the Management Committee explicitly reserves the right to request individual event hirers to secure their own Temporary Event Notice (TEN) or alcohol licence for specific functions.

Film Exhibitions: Licences required for screening films are strictly obtained on a film by film basis through Creative Arts East, Filmbank Media, or equivalent authorised distribution organisations.

Music Performance: To ensure compliance with copyright law, the charity maintains a combined music performance licence (TheMusicLicence from PPL PRS Ltd), which is renewed on an annual basis to legally cover live and recorded musical entertainment.

Lottery Registration: The charity maintains an indefinite small society lottery registration to legally operate its internal "180/160 Club" fundraising draw.

Risk Management and Compliance

As a Trustee Management Committee, we recognise our responsibilities and legal obligations to protect the building, outdoor facilities, users, and contractors through adequate insurance, regular risk assessments, and proactive maintenance.

Asset and Liability Management: The village hall and playing field assets, including buildings and contents, are fully insured through Zurich Insurance. The charity maintains comprehensive public, employers, and hirer’s liability coverage, alongside libel, slander, and trustee indemnity insurance, ensuring all operational and governance risks are adequately managed.

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Health and Safety Compliance: Portable electrical appliances and mains electrical installations (including the fire alarm and security systems) are professionally tested each year. Fire-fighting appliances are also inspected and certified annually.

Outdoor Facility Inspections: The children’s play equipment and playing field are checked annually by a qualified independent inspector. Regular routine checks are also carried out by a designated Trustee Committee member.

Event Risk Assessments: A formal risk assessment is developed and documented before the commencement of each unique event type.

Aims and Objectives

The constitution of the Three Holes Village Hall and Playing Field states that: The object of the charity is, in the interests of social welfare, to improve the conditions of life for the inhabitants of the area of benefit without distinction of political, religious or other opinions by the provision and maintenance of:

For the purposes of this constitution, the area of benefit is defined as the Village of Three Holes in the Parish of Upwell in the County of Norfolk and the surrounding area.

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Principal Activities in Pursuit of Objectives

The Three Holes Village Hall facility is first and foremost a community asset, featuring an open community playing field and a dedicated children's play area equipped with eight individual pieces of play apparatus. While the field is hired out to groups like the local youth football club to generate vital income, the site is carefully managed so that local children are still safely able to access and use the play area at all times.

Together, the hall and open community spaces support a wide and diverse cross section of local residents, community groups, and statutory organisations. These facilities accommodate a broad range of social, recreational, and civic activities, including the Three Holes Bowls Club, youth football training and matches, Welle Cinema, the Village Hall Management Committee, Upwell Parish Council, The Friday Auction, community Bingo, Table Tennis, and Table Top sales.

In addition to these core scheduled bookings, the venue serves as a vital hub for ad hoc activities, including private domestic celebrations, targeted charity fundraising events, and one off public meetings. Furthermore, the hall fulfils an essential civic function by serving as the official polling station for local residents during public elections. By prioritising open community access alongside commercial hire, the charity successfully delivers a high standard of public benefit and fosters community cohesion across the area.

Financial Review and Reserves Policy

Total funds available to the charity at the commencement of 2025 stood at £28,616.19, closing at the end of the financial year at £41,212.49.

Core income generated via hall hire during 2025 totalled £14,220.25, remaining highly consistent with the 2024 baseline (£14,195.00).

The charity successfully secured several targeted grants during the period:

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Capital Improvements: A restricted grant of £11,500.00 was awarded by The National Lottery Community Fund. Backed by National Lottery players, these funds were fully deployed to upgrade and replace the hall's outdated heating and lighting systems with works successfully completed in the final quarter of 2025.

Community Engagement: A £150.00 grant was received from the Borough Council's Ward Members Community Fund to purchase a playing field sign. Additionally, two restricted grants £225.00 from the Norfolk Community Foundation and £100.00 from the Borough Council's Ward Members Community Fund were secured to fund a free community afternoon tea and film event. Scheduled for 1 February 2026, this event directly targets loneliness and isolation to strengthen local engagement, promote social inclusion, and enhance community wellbeing.

Core operational running costs encompassing insurance, utility tariffs, cleaning, playing field maintenance, and structural upkeep remained the charity's primary expenditure.

In strict compliance with our formal reserves policy, the Management Committee maintains a minimum baseline of £5,000.00 in unrestricted reserves to comfortably secure three months of core operating costs. With 2025 operational outgoings averaging approximately £1,250.00 per month, the charity's financial reserves remained robust, protective, and fully compliant throughout the reporting year.

Volunteer Contribution

In line with previous reporting periods, the charity does not employ any paid personnel. The administration, booking coordination, facility hiring, general maintenance, marketing, event management, and proactive fundraising remain entirely dependent upon the dedicated voluntary efforts of our trustees, committee members, and community helpers. Third party contractors were exclusively utilised for specialised technical works and for approximately four hours of essential cleaning services per week.

Achievements and Performance in 2025

Following several years where the playing field generated no income, the charity is pleased to announce it has secured a ten year contract with a local youth football club for regular field hire. The club has worked diligently to bring three pitches up to Football Association (FA) standards. Hiring commenced in August 2025, successfully generating £649.95 in new income during the year.

The 2025 Annual General Meeting (AGM) saw low attendance from local residents, highlighting an ongoing challenge with community engagement. In response to the pressing need for new trustees and volunteers, the management committee intensified its outreach efforts. This included targeted advertising and direct community door knocking to generate interest. While a few residents attended subsequent meetings, they were ultimately unable to commit their time to the hall. The board remains committed to exploring new ways to involve the community.

Operationally, due to unforeseen circumstances, KC Auctions closed on 15 November 2024. Trustees proactively sourced an alternative operator to preserve this income stream. Following a successful meeting with the management committee, Purdys Auctions took over the slot on 7 March 2025.

To minimise operational costs, general maintenance and grass cutting were carried out voluntarily by a trustee alongside three young adults from the community, with the charity covering petrol costs only. Additionally, a local resident restored the children’s play horse to a high standard for the cost of materials alone, ensuring it successfully passed its annual safety inspection.

Plans to resurface and extend the car park over the playing field planned for 2025 were put on hold due to unrealistic statutory Biodiversity Net Gain (BNG) requirements. The trustees successfully

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retrieved the planning application fee, and all architectural work was generously provided by Borough Councillor Colin Rose on a pro bono basis.

A planning application south of the Hall caused an ongoing boundary dispute that required a significant commitment of trustee time during the first quarter of 2025. Trustees dedicated additional voluntary hours to ensure day to day operations remained entirely unaffected. While we were successful with a LawWorks application for pro bono legal assistance, the time sensitive nature of the dispute required the committee to instruct a paid solicitor while waiting for a pro bono match. A further £372 was spent from charity funds this year to manage the matter (following £3,358.80 incurred in the prior year). To protect the charity's reserves, trustees organised additional fundraising events during the year, successfully recovering these costs.

Separately, a long standing arrangement permitting a local bus service to utilise Trust land for turning when the hall was not in use has been withdrawn. Over time, traffic volume escalated from six to forty vehicles per day with extended operating hours, causing recurring physical damage to the tarmac and drainage systems at the charity’s expense. Despite extensive efforts by the committee to liaise with the operators and local authorities, the terms of the original agreement were consistently breached, resulting in vehicles blocking vital building access points and fire exits. The situation deteriorated further with documented incidents of confrontational behaviour from drivers toward volunteers and visitors, creating operational disruptions and safety hazards.

As a non-profit facility relying entirely on hiring revenue to remain viable, the trustees must safeguard the site. Formal notice was issued in July 2025, and the relevant authorities confirmed that buses would cease using the car park from 1st October 2025. Alternate routing remains exclusively under local authority jurisdiction. As the notice has only been partially observed, the charity plans to install a secure entrance to prevent continued trespass. This will safeguard parking facilities essential for hall hire and protect neighbours from anti-social behaviour by other unauthorised users at night.

A Trustee successfully submitted a nomination to the Community Payback scheme to secure assistance with maintaining the perimeter of the playing field. The application was approved, and a formal site visit was conducted during the final quarter of the year. Physical works are scheduled to commence in early 2026.

Fundraising and Capital Projects

To secure essential funds for a new insulated flat roof, the trustees launched a monthly Table Top sale in October 2023. Due to a decline in public and vendor engagement, this specific initiative concluded operations in February 2025. Following this, priority was pivoted toward sourcing external funding; significant grant income has already been secured, and the charity is awaiting outcomes on further applications to cover the remaining capital costs.

Additionally, a Trustee has successfully coordinated dedicated fundraising events since October 2024. Throughout 2025, these events raised an exceptional £8,230.40, fully offsetting all legal fees and providing a vital financial foundation for the upcoming roof project.

Plans for Future Periods (2026)

Capital Projects & Infrastructure Priorities: The Village Hall and playing field continue to operate entirely through voluntary management, with no paid employees. In common with the wider community sector, the charity faces ongoing challenges regarding increased regulatory compliance, rising utility tariffs, and a limited pool of volunteers possessing specialised skill sets.

Insulated Flat Roof Replacement: Replacing the failing side extension flat roof remains our critical safety priority. At the 2025 financial year end, the total project cost stood at £66,131.11, with £34,227.11 already secured. This baseline funding includes £3,227.11 generated from our successful

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internal charity events, leaving a temporary funding deficit of £31,904.00. The charity is actively pursuing external grant funding to secure this remaining balance. Existing funders remain supportive of the project timeline.

Site Access & Car Park Security: Remediating the tarmac and drainage damage caused by unauthorised bus traffic in the village hall car park is essential. The trustees will submit a planning application to secure and extend the car park area over the playing field to safely accommodate our event patrons and ensure the long term viability of our youth football club partnership.

Site Improvements & Asset Maintenance: Budgeted works for 2026 include essential tree lopping, minor playground equipment repairs, interior redecorating, new flooring for the toilet, and the purchase of two new cookers for the kitchen. While these collective requirements represent significant capital expenditure, the management committee aims to maintain affordability by aggressively pursuing external grants, sourcing cost effective local suppliers, and encouraging community volunteer assistance wherever possible.

The trustees look forward to building on recent operational turnaround successes throughout the coming year.

Compiled by Yasmin Wallbanks Trustee, approved by the Trustees of Three Holes Village Hall & Playing Field regd. Charity 304483.

12[th] May 2026

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Three Holes Village Hall and Playing Field

Charity No 304483

End of Year Financial Statement for year 2025

Treasurer Y Wallbanks

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2025
2025 Petty
Description Bank Acc Cash 2024 2023
Income
Carried Over £23,446.96 £90.79 £22,494.00 £21,118.26
Unrestricted
Regular Hire
Table Tennis £1,500.00 £1,530.00 £635.00
Bingo £4,320.00 £4,230.00 £2,000.00
Friday Auction £5,280.00 £5,400.00 £4,623.00
Short Mat Bowls Club £1,410.00 £1,580.00 £1,265.00
Playing Field £649.95 £0.00 £0.00
Fund raising
160/200 Club £1,656.00 £180.00 £2,700.00
180 Club £356.00 £1,608.00 £0.00
Table Top Sale £131.80 £707.15 £550.90
Christmas Bingo £0.00 £0.00 £1,470.40
Spare £0.00 £0.00 £0.00
Charity Bingo
Hall Hire £780.00 £60.00 £0.00
Income £7,450.40 £623.50 £0.00
Donation £0.00 £10.70 £0.00
Special
Events
Bill Smith sing-a-long £0.00 £0.00 £101.70
Event 2 £0.00 £0.00 £0.00
Event 3 £0.00 £0.00 £0.00
Event 4 £0.00 £0.00 £0.00
Occasional
Hall Hire
Film Screening £0.00 £312.00 £780.00
Hall Hire Only £930.25 £1,083.00 £685.00
Hall Hire Only £0.00 £0.00 £192.00
Hall Hire Only £0.00 £0.00 £82.00
Hall Hire Only £0.00 £0.00 £0.00
Table Top £0.00 £0.00 £56.00
General
General Donation 1 £18.00 £22.00 £128.00
General Donation 2 £0.00 £0.00 £80.00
Agrimec £0.00 £0.00 £500.00
Kings Coronation £0.00 £0.00 £153.43
KIER Car Park Charges £0.00 £60.00 £0.00
Playing Field Planning
refund £271.55 £0.00 £0.00
Other Income £0.00 £0.00 £0.00
Jubilee £0.00 £0.00 £0.00
Grants BCKLWN £0.00 £0.00 £0.00
Spare £0.00 £0.00 £0.00
Community Services
Welle Cinema £2,634.50 £2,468.51 £2,762.03
Welle Film Production £483.30 £0.00 £0.00

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Restricted

NFC Jubilee NFC Jubilee NFC Jubilee £0.00 £0.00 £0.00
BCKLWN Jubilee £0.00 £0.00 £0.00
UPC Jubilee £0.00 £0.00 £0.00
BCKLWN Sign Post £150.00 £0.00 £0.00
BCKLWN Cooker Hood £0.00 £0.00 £300.00
Lottery Fund Heating /
Lighting £11,500.00 £0.00 £0.00
NCF FREE Community
Event £225.00 £0.00 £0.00
BCKLWN FREE Community
Event £100.00 £0.00 £0.00
Total Income £39,846.75 £0.00 19.874.86 £19,064.46
Plus Carried Over £63,293.71 £90.79 £42,368.86 £40,182.72
Expenditure Description
Clubs
Table Tennis Club £0.00 £0.00 £0.00
Short Mat Bowls Club £0.00 £0.00 £0.00
Bingo £0.00 £0.00 £0.00
Friday Auction £0.00 £135.00 £0.00
160/200 Club £315.60 £730.00 £1,270.00
180 Club £648.00 £125.96 £0.00
Table Top Sale £0.00 £54.89 £184.01
Charity Bingo £0.00 £0.00 £0.00
Christmas Bingo £0.00 £0.00 £0.00
Playing Field £358.93 £0.00 £0.00
Spare £0.00 £0.00 £157.36
Overheads
General
Training £0.00 £0.00 £0.00
Subscriptions £0.00 £0.00 £0.00
New/Replacement
Equipment £176.97 £64.86 £0.00
General office expenses £47.91 £0.00 £0.00
Refreshments £0.00 £0.00 £0.00
Office Equipment Purchase £181.80 £0.00 £0.00
Petty Cash (19) £0.00 £0.00 £27.63
Legal Fees £372.00 £3,358.80 £0.00
Other £200.00 £30.00 £0.00
Bill Smith sing-a-long £0.00 £0.00 £0.00
Special Event 2 £0.00 £0.00 £0.00
Special Event 3 £0.00 £0.00 £0.00
Special Event 4 £0.00 £0.00 £0.00
Community
Services
Welle Cinema £1,321.89 £1,538.68 £2,217.75
Welle Film Production £483.30 £0.00 £170.00
Salaries £0.00 £0.00 £0.00
Temp Salaries £0.00 £0.00 £0.00

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Utilities
Phone/Broadband £650.16 £580.20 £520.55
Electricity (EON) £4,759.75 £5,545.31 £5,065.88
Water £302.50 £384.98 £479.16
Maintenance
Electrical £0.00 £0.00 £0.00
Security £227.40 £227.40 £2,546.17
Cleaning Products £587.45 £14.00 £770.69 £665.07
Hall Cleaning £1,355.07 £1,499.84 £1,210.00
Hall Maintenance £453.08 £277.95 £184.99
Playing Field Maintenance £271.55 £370.00 £160.77
Regular Payments
Building/Contents(Insurance) £2,602.80 £2,333.45 £2,111.07
PPL/PRS £213.52 £209.92 £139.20
Yearly Inspections £62.22 £91.02 £144.00
Close Premium Fin £0.00 £0.00 £0.00
Memberships £0.00 £153.94 £142.00
Small Lottery Licence £0.00 £20.00 £20.00
Premises Licence £180.00 £180.00 £70.00
Restricted
NCF Jubilee £0.00 £0.00 £156.36
BCKLWN Jubilee £0.00 £0.00 £46.75
UPC Jubilee £0.00 £0.00 £0.00
BCKLWN Community Grant £0.00 £0.00 £0.00
BCKLWN Cooker Hood £0.00 £239.01 £0.00
Lottery Fund Heating /
Lighting £11,500.00 £0.00 £0.00
NCF FREE Community
Event £0.00 £0.00 £0.00
BCKLWN FREE Community
Event £0.00 £0.00 £0.00
Total Overheads £23,165.50 £14.00 £12,883.71 £13,661.97
Total Expenditure £27,271.90 £14.00 £18,921.90 £17,688.72
SUMMARY
2025 2025 2024 2023
Lloyds Bank Account £36,021.81 £23,446.96 £22,494.00
Shawbrook Bank £5,113.89 £5,078.44 £5,043.04
Petty Cash £76.79 £76.79 £90.79 £90.79
Working Balance £36,098.60 £23,537.75 £22,584.79
Total Funds Available £41,212.49 £28,616.19 £27,627.83

Total Income including Shawbrook Bank interest £39,882.20 Total Expenditure including Petty Cash £27,285.90

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Independent Examiner CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Exarniner's Report Report to the trusteesl momb•rs of Three Holes Village Hall and Playing Field On accounts lor the year endèd Charlty no Ilf any) 31112/25 304483 t out on pages I repcfft to the trustees on my examination of the a￿￿Unts of the above ¢h8rity (Ihe Twsf) for the year onded 31112125 R￿POnsIbIlItIeS and As the charity tTUStees of the Trust. you are iesponsible for the PrePara￿n basi• ol report of the accounts in ac¢J)rdance the requirements of the Chaiitss Act 2011 llhe Aet"). I report In respect of my examlnatlon of the Trust's accounts cafrfed out uTrJer section 145 of the 2011 Act and in carrying out my examination. I have followed the applical￿e DirectM)ns given by the Charity Commission urkler sectbon 149SKbl of the A¢t. I have comF4eted my examinat￿. I ￿nfirni that no material matters have come to my attenti￿ { "l in connedion with the examinatson whith gives me ￿use to b￿l￿ve that in, any material respect.. accwnting re¢￿d$ were not kept in a¢cordanc4 with section 130 of the Act or the a￿>unts do not accord with the accounting records Independent examlner's statement I have no concerns and have come auoss no olher matters in connection with the examination to which attenlk)n should be drawn in order to enab18 a prop8r understanding of the accounts to b8 reathed. . Please delete the wonls in the brackels rfthey do not appty. Slgned: Date: 25/2/26 Name: Amanda Yvonne De'ath Relevarrt professlonal quallfication{s) or body (11 any): RM 12