BREDFIELD VILLAGE HALL & PLAYING FIELD
Registered Charity 304714
TRUSTEES’ ANNUAL REPORT
1 April 2023– 31 March 2024
A: REFERENCE AND ADMINISTRATION
Trustees
Elected (4)
1 Anne Henderson 2 Stephen Cook 3 David Harker 4 Tony Bence Appointed Members of Organisations (up to 10): Bowls Club Chris Norman 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 Playing Field Matthew Blowers Co-opted (up to 4): 1 Tim Dean 2 Christopher Woods
Chair Treasurer Secretary Booking Secretary
Bredfield Village Hall Trustees’ Annual Report 2023 – 2024
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 2023 – 2024
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 rehearsals 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 Coronation was celebrated in May.
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 2023 - 2024
The main projects undertaken this year were the re-felting of the flat roof over the hall and the village shop and the repair and resurfacing of the car park.
Routine maintenance work included replacement of the leaking stop tap in the outside toilets, replacement of cistern flushes in the ladies’ toilets and the annual deep clean of the hall.
The Constitution, Governance and Operating Procedures document has been maintained and updated with Version 10 issued on 16 May.
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.
The level of funds held at year end was £37,572 a decrease of £6 from last year.
Bredfield Village Hall Trustees’ Annual Report 2023 – 2024
PRINCIPAL SOURCE OF FUNDS & FUNDRAISING
Hiring of the hall continued to be strong during the year with hiring income of £12,734; although this was £1,459 less that the previous year. This was augmented by net income from the Bar of £1,385, fundraising of £2,820 and Tennis Court hire of £100; all marginally lower than the previous year.
A grant of £10,000 was received from the Parish Council’s Community Infrastructure Levy Fund towards the cost of re-felting the flat roof over part of the premises.
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 2023/24 and published on the Hall’s website.
F: FUTURE PLANS
We continue to plan for the ongoing maintenance of the Hall premises, Playing Field, Play Area and Tennis Courts.
The Tennis Courts were passed to the Village Hall when the Tennis Club was disbanded in 2018 and its remaining funds were transferred to the Village Hall. The Hall has carried out minor maintenance of the courts, but the chain link fencing is in need of replacement. Following discussion with the previous members of the Tennis Club it is proposed to replace the fencing with wire mesh and to covert one of the courts into a multi use games area.
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: 17-10-24
Bredfield Village Hall Trustees’ Annual Report 2023 – 2024
BREDFIELD VILLAGE HALL AND PLAYING FIELD CHARITABLE TRUST REGISTERED CHARITY No 304714
INCOME AND EXPENDITURE FOR THE YEAR ENDING 31st MARCH 2024
| 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 Electricity Waste management Water Depreciation of Solar Panels TOTAL EXPENDITURE Surplus for the year |
31.03.24 12,734 4,365 243 2,820 10,000 380 3,372 100 163 34,178 1,987 577 409 1,193 504 901 555 377 70 117 23,593 2,837 342 670 883 35,017 (839) |
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 |
|---|---|---|
BREDFIELD VILLAGE HALL AND PLAYING FIELD CHARITABLE TRUST
REGISTERED CHARITY No 304714
BALANCE SHEET AS AT 31st MARCH 2024
FIXED ASSETS
| Solar Panels at Cost | 17,665 | 17,665 |
|---|---|---|
| Less: Accumulated Depreciation on straight line basis over 20 years | (2,599) | (1,766) |
| Written Down Value carried forward | 15,066 | 15,899 |
| CURRENT ASSETS | ||
| Cash at bank : Current account | 14,550 | 17,391 |
| : Deposit account | 20,433 | 20,187 |
| : PayPal | 1,302 | 0 |
| Cash in hand | 1,287 | 0 |
| Total Assets represented by General Fund: | 52,637 | 53,477 |
| Restricted Funds - Tennis Courts | 7,162 | 7,164 |
| BADS | 221 | 221 |
| Available funds | 45,254 | 46,092 |
| GENERAL FUND | ||
| Balance brought forward - 1st April: | 53,477 | 46,973 |
| Add Surplus of Income over expenditure for the year: | (839) | 6,504 |
| Balance carried forward – 31st March | 52,637 | 53,477 |
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SectionA Independent Examiner’s Report 7 Report to thememberstrustees/of | Bredfield Village; Hall and Playing Field; Charitable Trust On accounts for the year | 31st March 2024 Charity no | 304714 ended (if any) Set out on pages | 1 to 2 | report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31/03/2024. Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). | report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, | have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. Independent | have completed my examination. | confirm that no material matters have examiner's statement come to my attention in connection with the examination which gives me cause to believe that in, any material respect: e accounting records were not kept in accordance with section 130 of the Act or e the accounts do not accord with the accounting records | have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Signed: WE < Date: | 14/10/2024 | Name: | Linda Button | Relevant professional | MAAT - Member of the Association of Accounting Technicians qualification(s) or body (if any): | Address: | 239 Sidegate Lane | Ipswich Suffolk IP4 3DG
IER
1
October 2018
Section B Disclosure
Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
Give here brief details of any items that the examiner wishes to disclose.
| | ee |
IER
2
October 2018