## **BREDFIELD VILLAGE HALL & PLAYING FIELD** ## **Registered Charity 304714** **TRUSTEES’ ANNUAL REPORT** **1 April 2022– 31 March 2023** ## **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 Resigned 15/09/2022 Chris Norman Joined 14/12/22 Parish Council & Village Shop David Hepper Parochial Church Council Janet D’Arcy _Elected In lieu organisations, i.a.w. Clause 8:_ Play Area and Tennis Courts Stephen Seargeant Joined 8/4/2022 Playing Field Matthew Blowers _Co-opted (up to 4):_ 1 Tim Dean 2 Christopher Woods _Bredfield Village Hall Trustees’ Annual Report 2022 – 2023_ ## **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. 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 2022 – 2023_ ## **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 Hall continues to attract a wide variety of hirers including: Yoga, Chi Kung and Bounce exercise classes Scottish, Morris and Ballroom dancing Music and Drama courses and rehearsal Adult and Children’s parties and weddings Sewing group Cycle racing and Youth football on the playing field The Hall organises community functions through a Pop-Up-Bar, Summer Picnic, Quiz Nights, Xmas Fair and Carols. The Platinum Jubilee was celebrated in June. ## 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 2022 - 2023 The main project undertaken this year was the installation acoustic panels in the Field Room in September. These lower reverberation in the glass roofed room to reduce the level of noise during functions, such as the monthly Pop-Up-Bar. Routine maintenance work included painting windows and doors on the Village Shop that is part of the premises and turfing the bare areas in front of the football goal mouths. The basin taps in the ladies and gents toilets were replaced with push taps to improve water efficiency. The Constitution, Governance and Operating Procedures document has been maintained and updated with Version 9 issued on 24 May. This was revised to reflect minor changes to the Operating Procedures etc. on 14 December. ## **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. A sum is ring fenced for future expenditure on maintenance of the tennis courts. _Bredfield Village Hall Trustees’ Annual Report 2022 – 2023_ The level of funds held in bank accounts at year end was £37,578 an increase of £7,387 from last year. ## PRINCIPAL SOURCE OF FUNDS & FUNDRAISING There were more hires of the hall during the year, notably for children’s parties, and income from hiring increased from £11,342 to £14,193. This was augmented by net income from the Bar of £1,570, fundraising of £3,516 and Tennis Court hire of £379. No grants were received during the year. 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** We continue to plan for the ongoing maintenance of the Hall premises, Playing Field, Play Area and Tennis Courts. An increase in water consumption was noted towards the end of the year for investigation and rectification. Quotations have been sought for reroofing the flat roof on the premises with a view to carrying out the work during the summer of 2023. The surface of the car park has been deteriorating with several pot holes forming. It is hoped to have this repaired during the coming year. 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: 7-12-23 _Bredfield Village Hall Trustees’ Annual Report 2022 – 2023_ ## **BREDFIELD VILLAGE HALL AND PLAYING FIELD CHARITABLE TRUST** ## **REGISTERED CHARITY No 304714** ## **INCOME AND EXPENDITURE FOR THE YEAR ENDING 31st MARCH 2023** |**INCOME**
Hire of Village Hall:
Village Shop (electricity payment)
Interest received - Deposit account
Refund Electricity
Fund raising
Grants
Charges & Fees
Bar Income
Income from Tennis Courts
Donations
Use of Playing Field
TOTAL INCOME
**EXPENDITURE**
Bar Stock
Broadband and Web Hosting
Event Expediture
Cleaning - Labour
Heating Oil
Insurance
Licences
Music Licence
New equipment
Audit Fee
PayPal Fees
Maintenance Hall
Maintenance Tennis Courts
Solar Panels
Electricity
Waste management
Water
Depreciation of Solar Panels
TOTAL EXPENDITURE
Surplus for the year|**31.03.23**
14,193
1,987
44
500
3,516
380
4,278
379
1,000
145
**26,422**
2,756
564
1,903
1,135
560
1,016
502
139
1,161
60
135
5,495
2,556
309
744
883
**19,918**
**6,504**|**31.03.22**
11,342
2,203
3
970
13,000
380
2,187
374
**30,458**
1,095
564
206
1,130
408
1,016
493
132
60
86
5,212
30
272
2,712
592
518
883
**15,409**
**15,049**| |---|---|---| ## **BREDFIELD VILLAGE HALL AND PLAYING FIELD CHARITABLE TRUST REGISTERED CHARITY No 304714** ## **BALANCE SHEET AS AT 31st MARCH 2023** ## **FIXED ASSETS** |Solar Panels at Cost|17,665|17,665| |---|---|---| |Less: Accumulated Depreciation on straight line basis over 20 years|(1,766)|(883)| |Written Down Value carried forward|15,899|16,782| |**CURRENT ASSETS**||| |Cash at bank : Current account|17,391|9,255| |: Deposit account|20,187|20,143| |: PayPal|0|793| |Cash in hand|0|0| |Total Assets represented by General Fund:|**53,477**|**46,973**| |Restricted Funds - Tennis Courts and BADS|7,383|7,004| |Available funds|46,094|39,969| |**GENERAL FUND**||| |Balance brought forward - 1st April:|**46,973**|**31,923**| |Add Surplus of Income over expenditure for the year:|**6,504**|**15,049**| |Balance carried forward – 31st March|**53,477**|**46,973**| CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Roport to the trustee81 momborn of Brod[￿￿ Village Hall and PlayiThJ Field Charilabl8 Trust On aecount• for th• y•ar •nd•d 318t Mwch 2023 Charlty no 111 any) 304714 8•t out on pag•• I reFrt)rt to the trustees c￿ my •xamin•tion of the acwjnts of tho atAwo ¢harity1lhe Trusfi for tro year ended 31103r2023. RHpon•lbllltl•• and AS the chanty trustees of thè Trust. you arè rnsp(￿sitslO for the preparati*Jn ba•1• of r•port of the accOUr￿ in accordanra *ith tho requirernents of the Charities A 2011 ftr* Acr>. I report in wpo(a of my ex4min•tion of fv TNst'8 account8 carried out under 8O¢tion 145 01 the 2011 Act arKI in ¢aryiNJ out my examination, I have foiiowea me awKaDl8 Directson8 gNen by Iho Charty Gomml8sion under section 14515){b) ol tho Ala. Ind•p•nd•nt I have crAnpleted my examination. I confimi that no materbal matt•rn have •xamlnorf• •tatsm•nt ¢om8 to my attention in eonntiction with the •xamlnatlon which giv•• mo ¢au80 to believe that in, any material resF¢¢*.' •ccountiNJ r•corth Th*r• not k•pt In a¢wdanc4 with aection 130 of th• Act or I have no concerrr4 and have corne across no Ott￿ mattarn in ￿nneCtion Yéith the examinalK)n lo ￿lch attentTron 8houkY drawn In order to enabkn a opor under8tandirvJ of thè accounts to be roachod. 81gn•d: Dat•: 28111r2023 Linda Button R•lov•nt prof•Mlonal qu•imutlon(•> or IMMIY Ilf any): MAAT. Mernber ofts AMocIati￿ of A￿￿J￿ing Technician8 Addr￿*. 239 Sthoate Lane Ipswich Suffolk IP4 30G IER October 2018 Section B Disclosure Only ¢￿￿pI¢l¢ il vxamiw￿[ lo highlyht rnatter5 of COfKem {see CC32, IndeFenderrt 8x•ninotion crf c*arty accourts: dirocliorn and guid•n¢e for exami￿18). Qlv• h•r• brl•f d•talb• of any Itom• that th• •xamln•r wl•hM to dlKIoM. IER Octobor 2018