## **Trustees’ Annual Report for the period** **From ELSTEAD VILLAGE HALLS Period start date 01.04.2024 To Period end date 31.03.2025** **Charity name: ELSTEAD VILLAGE HALLS** ## **Charity registration number:305024** ## **Objectives and Activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|Our objects under our constitution are to
use the village hall and adjoining youth
centre as village halls 'for the purposes of
physical and mental training and recreation
and social, moral and intellectual
development through the medium of
reading and recreation rooms, classes,
recreations and entertainments or
otherwise' for the benefit of the local
community without distinction of sex or
political, religious or other opinions| |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|We fulfil these requirements and achieve
significant public benefit by enabling a wide
range of organisations and individuals to
use our halls, making them a vital part of
the village community. These activities
include a community cinema, amateur
dramatic productions and classes for
pilates, yoga, dance, dog training etc.
Scouting groups use the youth centre as
well as other groups.
The halls are also available for wedding
receptions and private parties.| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|The Trustees work tirelessly to maintain
and improve the facilities on offer, having
regard to the guidance issued by the
Charity Commission on public benefit, and
this work is warmly supported by the village
community| ## **Additional information (optional)** You may choose to include further statements where relevant about: ||SORP reference| |---|---| ||Para 1.38| |Policy on grant making|| ||Para1.38| Policy on social investment including program related investment Para 1.38 Contribution made by volunteers Other ## **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|Apart from hiring out the halls for many
private functions during the year, in
addition to the regular hirings, we have
held fund raising events which have
enabled us to continue refurbishment of
both halls
We provide an essential support for the
community of the village and a focal point
for our many and varied organisations.| ## **Additional information (optional)** You may choose to include further statements where relevant about: |Achievements against
objectives set|Para 1.41|| |---|---|---| |Performance of fundraising
activities against objectives
set|Para 1.41|| |Investment performance
against objectives|Para 1.41|| |Other||| ## **Financial Review** |Review of the charity’s
financial position at the end
of the period|Para 1.21|Despite the continuing long term effects of
the Covid pandemic, and the cost of living
crisis, we continue to maintain a healthy
financial position| |---|---|---| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|We aim to hold general reserves equivalent
to around one year's hire income in
addition to funds we are building up for
specific refurbishment and improvement
projects.
We have funds on deposit and unit trusts
with COIF to cover any unexpected
expenses| |Amount of reserves held|Para 1.22|£57,849| |Reasons for holding zero
reserves|Para 1.22|| |Details of fund materially in
deficit|Para 1.24|| |Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|| ## **Additional information (optional)** You may choose to include further statements where relevant about: |The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|| |---|---|---| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|| |A description of the principal
risks facing the charity|Para 1.46|| |Other||| ## **Structure, Governance and Management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|Para 1.25|Constitution| |How is the charity
constituted?
(e.g unincorporated
association, CIO)|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|Elected at Annual General Meeting| Additional information (optional) You may choose to include further statements where relevant about: |Policies and procedures
adopted for the induction
and training of trustees|Para 1.51|We maintain a strong relationship with our
local Parish Council and a representative
Councillor attends our committee meetings.
They give invaluable advice and support as
well as financial help with occasional fund
raising. We liaise regularly with them over
various issues affecting the village as a
whole| |---|---|---| |The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|| |Relationship with any
related parties|Para 1.51|| |Other||| ## Reference and Administrative details |Charity name|ELSTEAD VILLAGE HALLS| |---|---| |Other name the charity uses|| |Registered charity number|305024| |Charity’s principal address|Thursley Road, Elstead, Surrey GU8 6DG| ||| ## 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
17
18
19
20|Trustee name|Office (if any)|Dates acted if not for whole
year|Name of person (or body) entitled to
appoint trustee (ifany)| |---|---|---|---|---| ||Tim Davies|Chairman of
management
committee||| ||HilaryAndrews|Vice Chairman||| ||Laurence Oakden|Treasurer||| ||Gill Loveluck|Secretary||| ||Alison Clements|committee||| ||Angela Ballard|committee||| ||Kate Poulter|committee||| ||David Else|committee||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| ## – Corporate trustees names of the directors at the date the report was approved Director name ## Name of trustees holding title to property belonging to the charity Trustee name Dates acted if not for whole year Funds held as custodian trustees on behalf of others Description of the assets held in this capacity Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for safe custody and segregation of such assets from the charity’s own assets ## Additional information (optional) Names and addresses of advisers (Optional information) |Type of|Name|Address| |---|---|---| |adviser||| Name of chief executive or names of senior staff members (Optional information) ## Exemptions from disclosure ## Reason for non-disclosure of key personnel details ## Other optional information ## Declarations The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees |Signature(s)|Signature(s)
Re
AY,| |---|---| ||ara _—| |Full name(s) Timothy Vivian Davies|Full name(s) Timothy Vivian Davies| |Position (eg Secretary,|Chairman of management| |Chair, etc)|committee| ||| |Date 29.01.2026|Date 29.01.2026| ELSTEAD VILLAGE HALLS (Registered Charity No. 305024) Balance Sheet at 31st March 2025 3110312025 3110312024 FIXED ASSETS Hall Furniture and Equipment At cost (start of year) New acquisitions in year Less: Depreciation £79.392 £0 £78.602 £77,980 £1,412 £74,649 £791 £4,743 Investment COIF Investment Units (cost £5,500) £15,720 £16,488 £16,511 £21,231 CURRENT ASSETS Debtors Prepayments Leltings Others £720 £326 £720 £326 Balances at bank Lloyds Bank Cinema Account Cinema Funds FILMBANK (Deposit held by Filmbank) Cinema Petty Cash Cinema Bar stock held £10,530 £150 £150 £191 £11.021 £8,211 £150 £150 £398 £8,909 Lloyds Bank Cu￿ent account (VH) Monies held for Fundraising Account COIF Deposit Account £15,366 £3.262 £42,129 £12,842 £6,641 £39,706 £71,778 £72,498 £68,098 £68,424 CREDITORS Lettings Other Deposits held for Societies Key Deposits held £1.341 £400 £360 £1,169 £400 £345 £2,101 £70.397 £1.914 £66,510 NET CURRENT ASSETS TOTAL NET ASSETS £86,908 £87,741 Chan e in Total Net Assets durin Total Net Assets at start of year Surplus (deficit) from Village Hall Surplus (deficit) from Cinema Surplus(deficit) from Fundraising Account Increase (decrease) in value of Unit Trust holding TOTAL NET ASSETS AT END OF YEAR ar £87,741 £1,183 £2,131 -£3,379 -£768 £86,908 £85,801 -£83 £440 £196 £1,387 £87,741 Date Chairman Date Treasurer ELSTEAD VILLAGE HALLS (Registered Charity No. 305024) Independent Examiner's Report On the accounts for the year to 31 March 2025 Respective Responsibilities of As the Charity's Trustees you are responsible for the Trustees and Examiner preparation of the accounts; you consider that the audit requirements of Section 43(2) of the Charities Act 1993 ('the Act,) does not apply. It is my responsibility to state, on the basis of the procedures specified in the General Directions given by the Charity Commissioners under Section 43(7)(b) of the Act, whether particular matters have come to my attention. Basis of Independent Examiner's Report My examination was carried out in accordance with the general directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the Charity and a comparison of the accounts presented with these records. It includes the consideration of any unusual items or disclosures in the accounts and seeking explanation from you as Trustees conceming any such matters. The procedures undertaken do not provide all of the evidence that would be required in an audit. and consequently I do not express an audit opinion on the view given by the accounts. Independent Examiner's Statement In connection with my examination, no matters has come to my attention: (1) which gives me reasonable cause to believe that in any material respect the requirements: (a) to keep accounting records in accordance with Section 41 of the Act., and (b) to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the Act have not been met; or (2) to which. in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Signed Keith Olding Date 28 May 2025 Name Keith Olding Address 16 Silver Birches Way Elstead GU8 6JA