## **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
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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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