## **BREDFIELD VILLAGE HALL & PLAYING FIELD** **Registered Charity 304714** **TRUSTEES’ ANNUAL REPORT** **1 April 2021– 31 March 2022** ## **A: REFERENCE AND ADMINISTRATION** ## **Trustees** _Elected (4)_ 1 Anne Henderson Chair 2 Stephen Cook Treasurer 3 David Harker Secretary 4 Tony Bence Booking Secretary _Appointed Members of Organisations (up to 10):_ Bowls Club Lesley Jessup Parish Council & Village Shop David Hepper Tennis Club Patsy Ginn Stood-down at AGM 8/4/22 Play Area Denise Causier Resigned 12/12/21 Parochial Church Council Janet D’Arcy _Elected In lieu organisations, i.a.w. Clause 8:_ None _Co-opted (up to 4):_ 1 Tim Dean 2 Matthew Blowers 3 Christopher Woods Joined 17/5/21 _Bredfield Village Hall Trustees’ Annual Report 2021 – 2022_ ## **B: STRUCTURE GOVERNANCE and MANAGEMENT** ## DESCRIPTION OF THE CHARITY Bredfield Village Hall is a Registered Charity (304714), run and maintained by Trustees, for the benefit of the residents of Bredfield and its immediate vicinity. Its status arises from and is defined by a Trust Deed dated 5 April 1949 in which William Kenneth Richardson conveyed a four-acre field to the Trustees. The Charity is considered to include both the activities on behalf of Bredfield Village Hall and the physical property described in the Trust Deed. The Charity is managed and administered by a Committee of Management, to act as the Charity Trustees within the meaning of Section 46 of the Charities Act 1960. The Committee is to comprise not more than fourteen members, exclusive of members co-opted: There are four Elected members and up to ten of Appointed or Representative Members. The Appointed members are from organisations within the village and are nominated by their organisation. In addition, the Committee may co-opt not more than four members to represent interests other than the organisations. Under Clause 8 of the Trust Deed, if any organisation ceases to exist the Committee can appoint members at the Annual General Meeting. These members assist with specific areas for management of the Hall and Playing Field. All members retire from office at the next Annual General Meeting after they come into office but may be re-elected or re-appointed at the same meeting. ## POLICIES AND PROCEDURES The Trustees have adopted a Constitution, Governance and Operating Procedures that defines their responsibilities and the management of the Hall. The use of the Hall is subject to a Hiring Agreement, which sets out the conditions of hire and identifies the responsibilities of each party. The Hall has a Premises Licence to include the sale or supply of alcohol, with the Trustees as the licensees. The Booking Secretary will establish whether it is intended to sell or supply alcohol during an event that is not covered by the Premises Licence and if so, advise of the necessity of applying for a Temporary Event Notice (TEN). The Committee purchases the combined annual licence from the Performing Right Society (PRS) and a Phonographic Performance Licence (PPL) which allows the playing of incidental music in the Hall. The Charity holds a licence for Small Society Lotteries under the Gambling Act 2005. The Hall is licensed for Public Entertainment under the Licensing Act 2003 which allows the premises to be used for such purposes until 12.00 midnight. The Committee maintains building, contents and liability insurance to reasonably discharge its duties regarding its own responsibilities and activities. The Certificate of Insurance is on display in the Hall. _Bredfield Village Hall Trustees’ Annual Report 2021 – 2022_ The Committee of Trustees recognises its responsibility in law, to maintain a safe environment for users and hirers of the Hall. and reviews the provisions arising annually. _Bredfield Village Hall Trustees’ Annual Report 2021 – 2022_ ## **C: OBJECTIVES AND ACTIVITIES** ## OBJECT OF THE CHARITY The Charity exists to maintain and provide a Hall and associated Playing Field for the use of the inhabitants of the Parish and its immediate vicinity, without distinction of political, religious or other opinions etc. It works to advance education and provide facilities in the interest of social welfare for recreational and leisure time activities with the object of improving the conditions of life for the community. ## ACTIVITIES IN PURSUIT OF THE OBJECTIVE The relaxation of Covid restriction enabled exercise classes to commence from early in April and the Hall could be used for all activities from the middle of May. The reopening of the Hall saw the return of most of the regular hirers and brought new hirers, notably Bounce workout classes and the use of the Playing Field as the ‘home ground’ by Kesgrave Kestrels U13 football team. The holding of a Pop-Up-Bar started again in June and community functions for a Summer Barbeque, Quiz Night, Xmas Fair and Carols all returned. ## CONTRIBUTION OF VOLUNTEERS Management costs are kept to a minimum by the Trustees giving many hours of their time at no cost to the Hall. Such tasks include maintenance and development, upkeep of the playing field and tennis courts; organising and supporting fund raising events; keeping accounts and taking bookings. ## **D. ACHIEVEMENTS AND PERFORMANCE** ## MAIN ACHIEVEMENTS DURING 2021 - 2022 The main project undertaken this year was the installation of solar panels and battery storage in September. These will benefit the Hall and will largely be used by the Village Community Shop, which is part of the Hall premises. A saving up to a third of electricity costs is expected over a full year. Routine maintenance work included augmenting bark chippings on the Play Area, the replacement of the sign on the hall wall and tree surgery and brush clearance. The Constitution, Governance and Operating Procedures document has been maintained and updated with Version 8 issued on 17 May. This was revised to reflect minor changes to the Operating Procedures etc. on 10 August. ## **E: FINANCIAL REVIEW** ## RESERVES POLICY The level of reserves is reviewed by the Committee regularly. At present it has been agreed that a reserve fund of £5,000 be maintained to cover unforeseen emergencies and requirements. _Bredfield Village Hall Trustees’ Annual Report 2021 – 2022_ The level of funds held in bank accounts at year end was £30,191 a decrease of £1,732 from last year. ## PRINCIPAL SOURCE OF FUNDS & FUNDRAISING The income from hiring this year returned to pre-Covid levels at £11,342. This was augmented by income from the bar of £2,187, fundraising of £970 and Tennis Court hire of £374. The Charity received grants during the year of £13,000, largely from the Covid business support grant. The regular source of funds normally comes from the hire of the Hall. The level of charges is set to achieve a reasonable income to secure the day to day running of the Hall, with a surplus available for maintenance and improvements. The charges are reviewed each year and were agreed in February for 2022/23. ## **F: FUTURE PLANS** The Hall has completed an extensive programme of development over the last 5 years with refurbishment of the kitchen, development of a new bar and patio, replacement of lighting and heating with more efficient installations and the installation of solar panels and storage batteries. This completes work outlined in the Groundwork East for the hall in January 2017 under the Thriving Community Buildings scheme sponsored by local government. We continue to plan for the ongoing maintenance of the Hall premises, Playing Field, Play Area and Tennis Courts. The flat roofing on the Hall has required patching in recent years and needs replacing. We are investigating funding and hope to progress this in the summer of 2023. The Trustees declare that they have approved the above report. Signed on behalf of the Charity’s Trustees: Signature: Full name: David Harker Position: Secretary Date: 23-08-22 _Bredfield Village Hall Trustees’ Annual Report 2021 – 2022_ ## **BREDFIELD VILLAGE HALL AND PLAYING FIELD CHARITABLE TRUST REGISTERED CHARITY No 304714** ## **INCOME AND EXPENDITURE FOR THE YEAR ENDING 31st MARCH 2022** |**INCOME**
Hire of Village Hall:
Village Shop (electricity payment)
Interest received - Deposit account
Village Shop use of Card Reader
Refund Electricity
Refund Water
Fund raising
Grants
Charges & Fees
Bar Income
Income from Tennis Courts
TOTAL INCOME
**EXPENDITURE**
Cleaning - Labour
Maintenance Hall
Maintenance Tennis Courts
Bar
Solar Panels
Web Hosting
Licences
Music Licence
Audit Fee
PayPal Fees
Insurance
Electricity
Fuel Oil
Water
Waste management
Fund Raising
Village Shop use of Card Reader
New equipment
New Patio
Refund & Donations
Depreciation of Solar Panels
TOTAL EXPENDITURE
Surplus for the year|**31.03.22**
11,342
2,203
3
970
13,000
380
2,187
374
**30,458**
1,130
5,212
30
1,095
272
564
493
132
60
86
1,016
2,712
408
518
592
206
883
**15,409**
**15,049**|**31.03.21**
3,995
2,686
7
2,217
552
1,338
21,521
460
342
546
**£33,664**
375
9,662
15
136
0
812
377
306
20
1,016
3,693
249
269
2,217
205
2,144
216
0
**£21,712**
**11,952**| |---|---|---| ## **BREDFIELD VILLAGE HALL AND PLAYING FIELD CHARITABLE TRUST** ## **REGISTERED CHARITY No 304714** ## **BALANCE SHEET AS AT 31st MARCH 2022** |**FIXED ASSETS**||| |---|---|---| |Solar Panels at Cost|17,665|0| |Less: Accumulated Depreciation on straight line basis over 20 years|(883)|0| |Written Down Value carried forward|16,782|0| |**CURRENT ASSETS**||| |Cash at bank : Current account|9,255|10,933| |: Deposit account|20,143|20,141| |: PayPal|793|678| |Cash in hand|0|172| |Total Assets represented by General Fund:|**46,973**|**£31,923**| |Restricted Funds - Tennis Courts and BADS|7,004|6,660| |Available funds|39,969|25,301| |**GENERAL FUND**||| |Balance brought forward - 1st April:|**31,923**|**£19,971**| |Add Surplus of Income over expenditure for the year:|**15,049**|**11,952**| |Balance carried forward – 31st March|**46,973**|**£31,923**| (HARITY COMMISSION FOR E￿lAND AW) v￿lEs Independent examinerfs report on the accounts Section A Independent Examiner s Report membets of On accounts for the year ended Charity no (rf any) Set out on pag I repyt to the irustees on my e¥amination of the a£counts of the atthe tharity llhe Trusf) the year ended Respornlbililies and basls of roport counts in acc￿￿ ￿￿th the requirewts of the CharIt￿S Act 2011 rthe A￿1. I reFort in resFEd of my e)2minatb)n of the TTusYs ￿Unts carried out under section 145 of ￿ 2011 Act and in carying out my examinabon, I fc41cN*d all the apF4lCab￿ Di￿￿￿S given by the Charity Commission Und￿ sedion 145(5Xb) ofthe A oxaminerfs statemont I ctJmFdeted my examination. l confirm that no material malters have Ct)me to my atten￿n in connthn the eXaminat￿l￿t￿ of the char￿eS Act.. or the ￿Yjnts rK)t a)xrd ￿1th the accounting records., or the ￿￿Jnts dKI rK)t compty *ith the applicatJe requiremenis concemiThJ the form aThJ content of a¢counts set ¢yJl in the Chartties (AU￿Unts and Re￿￿￿ts1 Regulations 2008 other than any rw4uirement that the accounts gNe a 1rue and faif view vthich is not a matter considered as part of an irKlependent exarninatit￿. I no cOn￿mS and ha￿￿ come across no ¢Jther matters in connection with the ey2mlnab"r￿ to atten￿n shoukj be dravm in this rep)rt in to enable a Kwer ur¥Jerstanding of the accounts to be T￿hed. . Please (klete Ibe iii Ihe bTrckets rfth8y (*) not appty. Slgn•d: 2OZ i trJT) Relevant professlonal qualificalion(sl or body flfi IER Oct 2018 {If anyl: Addr•ss: z3q Arf trhJG-LB Section B Disclosure Only cornplete rf the examiner needs to highlight material matters of cOn￿rn (see CC32, Indep￿ent examination of thwity m￿nts. o￿tiOrS aTh guKJaTre for examirErs). Give here brief detslls of any iterns that the examiner wi8hes to di8clo8e. IER Oct 2018