Trustees’ Annual Report for the period
From 1 April 2023 to 31 March 2024
Charity name: East Harptree Village Hall
Charity registration number: 304536
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The purpose of the charity is to maintain and administer the premises for the recreational, social and educational benefit of the people of East Harptree and the surrounding area |
| 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 premises comprise the complex of community buildings at the foot of Middle Street including the Village Hall which is also known as The Theatre. The main tenants of the buildings are as follows: • Solo Hairdressers • East Harptree Village Shop • East Harptree Nursery Preschool and Forest School • Arts Hub East Harptree East Harptree Nursery Preschool and Forest School also makes use of the hall and shares use of the hall for PE and other activities with East Harptree Primary School. All these organisations make valuable services available to the whole of the local population. The Village hall is also hired (mainly in the evenings and at weekends) by regular and occasional users from the community most of which are non-profit making organisations or individuals and usually for purposes which are relevant to the whole community. A number of community events take place at the Village Hall every year such as live performances, social evenings and quizzes for the entertainment and benefit of the Village. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity |
Para 1.18 | The Trustees are aware of and have respected the Charity Commission guidance on Public Benefit. The Committee looks to make the facilities as available as possible to all whilst ensuring that enough |
Commission on public benefit
income is generated to cover the operating costs.
Additional information
| Contribution made by volunteers |
Para 1.38 | All the management of the facilities including bookings is carried out by volunteers. In addition all improvement projects are organised by volunteers where skills permit. In addition, most of the organisations using the facilities are themselves heavily dependent on volunteers. |
|---|---|---|
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 | Arts and Crafts The Arts Hub was established in the year to host two young local artists (funded in part through a grant from CIL funds) – the artists are working with a number of groups in the community on arts and craft related projects. There have also been a number of productions put on in the Theatre during the year and the Theatre has also been used for crafting activity by local groups (ie wreath making at Christmas). Sports/exercise The main hall has been used throughout the year as a physical activity area by both East Harptree Nursery Preschool and Forest School and East Harptree Primary School. In addition the main hall has been used throughout the year by an adult circuit training group and a weekly table tennis club. Clubs and Community Events The Hall is regularly used by the Guides, Women’s Institute and the Parish Council. East Harptree Primary School PTA and Harptree Villages Cricket Club also use the Hall for dinners and fund-raising activities. Village Shop The village shop (an Industrial and Provident Society for the benefit of the community) renovated a redundant part of the building in 2008 and filled the gap left after the closure of the village’s only shop and post office. It is run entirely by volunteers and includes a coffee shop. The Village Shop continues to be a great asset to the community. |
Solo Hair Salon The hair salon provides a very valuable service to the whole community but is particularly beneficial for the older members of the community. Premises Management The users of the buildings continue to provide an income which enables us to maintain a large old building which is at the heart of a conservation area. During 2023/24 the focus has been on the establishment of the Arts Hub and preparing a fairly significant maintenance project which will take place in 2024/25. The Hall continues to be cleaned by part time cleaners and members of the Management Committee.
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | The overall financial position of the charity at 31 March 2024 was improved following the expenditure incurred during the prior financial year relating to the works on the space for the Preschool. Total cash reserves at the end of the year amounted to £41,487 of which £8,968 was unrestricted. The restricted reserves related to the Arts Hub £4,572, 2024/5 maintenance reserve £25,447 and completion of refurbishment £2,500. The excess of income over expenditure during the year of £34,133 was driven by the grant income relating to the maintenance project for 2024/25 and the Arts Hub. In a normal year almost all the income comes from the occupants and users of the facilities all of whom, to some degree or another, provide the recreational, social or educational benefits to the local community that our charitable aims expect. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | Given the nature and age of the building the Committee has always aimed to maintain an unrestricted reserve position of c£10,000 to cover emergency or unforeseen repairs or circumstances. Whilst those reserves were diminished in recent years as a result of the investment in the Preschool refurbishment works they are now being replenished by annual operating excesses whilst grant income has been accelerated to implement the maintenance project in 2024/25. |
| Amount of reserves held | Para 1.22 | As noted above the total reserved funds at 31 March 2024 were £41,487. |
|---|---|---|
| Reasons for holding zero reserves |
Para 1.22 | There are no funds with zero reserves |
| Details of fund materially in deficit |
Para 1.24 | There are no funds in deficit |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | The Committee have no current concerns about the charity continuing as a going concern. |
Structure, Governance and Management
| Description of charity’s trusts: |
||
|---|---|---|
| Type of governing document | Para 1.25 | Conveyance dated 25 July 1949 |
| How is the charity constituted? |
Para 1.25 | Trust |
| 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 | The Charity is administered by the Management Committee. Members retire annually at the Annual General Meeting. Members are appointed at the Annual General Meeting either as put forward by relevant organisations within East Harptree or elected then (as Village Reps) by inhabitants of the village. |
Additional information
| Additional information | ||
|---|---|---|
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | All decisions go through the Management Committee and most members regularly attend the Committee meetings or submit reports if unable to attend. |
| Relationship with any related parties |
Para 1.51 | The Management Committee of the Village Hall also administer the East Harptree Playing Field (charity number 1090521) |
Reference and Administrative details
| Charity name | East Harptree Village Hall |
|---|---|
| Other name the charity uses | None |
| Registered charity number | 304536 |
Charity’s principal address
East Harptree Theatre Whitecross Road East Harptree BS40 6AA
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 |
Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (if any) |
|---|---|---|---|---|
| Mark Jerzak | Trustee and CyclingClub | |||
| Alex Pearn | Trustee | |||
| Graham Harding | Hon Treasurer | Trustee | ||
| Sarah Bull | BookingClerk | (to 31 July2023) | Village Representative | |
| Zoe Kay | BookingClerk | (from 1 January2024) | Village Representative | |
| DaisyBowie Sell | Hon Secretary | EH Flower Show | ||
| Jessica Sheldon | EH NurseryPreschool | |||
| Martha Carter | EH Nursery Preschool Trustees |
|||
| Tom Cooper | Village Representative | |||
| Claire Melton | (from 1 Sept 2023) | EH PrimarySchool PTA | ||
| JodyJudd | (from 1 Sept 2023) | EH PrimarySchool PTA | ||
| Kate Gillingham | EH Village Shop EH Parish Council |
|||
| Richard Davis | Harptree Villages Cricket Club |
|||
| Anastasia Male | Roman Catholic Church | |||
| Nigel Sommerfield | Village Representative | |||
| Andrew Fox | Groundsman |
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 |
Not applicable |
| Details of arrangements for safe custody and segregation of such assets from the charity’s own assets |
Not applicable |
Exemptions from disclosure
Reason for non-disclosure of key personnel details
Not applicable
Other optional information
None
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signature(s) Graham Harding Full name(s) Mark Jerzak ~~Se~~ Position (eg Secretary, Trustee Trustee and Treasurer Chair, etc) Date 28 June 2024
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