Trustees. Annual Report for the period Period start date Period end date 2023 2024 From To Section A Reference and administration details Charity name Summerheath Hall Other names charity Is known by Registered charlty number (if any) 305237 Charlty's principal address Summerheath Road Hailsham East Sussex Postcode BN27 3DR Names of the charity trustees who manage the charlty Dates acted If not for whole o•r Tru8te• name Offl¢• Ilf any) Name of pornon (or body) entitled toa oint tru8tee Ifan Hailsham Theatres Douglas James Morgan Norman John Harris Chair Hailsham Harriers Valerie Joy Elsbury Janet Prudence Cross Adam Field Summerfields Nursery Dale Stephen Richards 17 January 2024 * Instructions not required 10 12 13 14 15 16 17 18 19 20 TAR April 2009 Names of the trustees for the charity. if any, (for example, any custodian trustees) Name Dates acted if not for whole ear Official Custodian for Charities Names and addresses of advisers (Optlonal Informatlon) e of adviser Name Address Name of chief executive or names of senior staff members (Optional infornation) Section B Structure, overnance and mana ement Description of the charlty's trusts Conveyance dated 2 September 1959 of Summerheath Hall as amended by Order dated 2 August 2007 Type of governing document IVY, LI UOL IAE¥VU, WI IULIIUIIVI I I How the charity is constituted (eg. trust, as: n, company) Trust Trustee selection methods One representative requested from each regular hirer One representative requested from Hailsham Town Council The committee also co-opts additional members to fill vacancies Additional governance Issue8 (Optional information) In October 2020, the trustees received a request from Mrs VJ Elsbury who is both a Hall trustee and owner of Summerfields Nursery, which is major hirer of Summerheath Hall, to allow a longstanding member of her staff (Mrs Sarah Field) to join us as a trustee. You may choose to include additional information, where relevant, about.. policies and procedures adopted for the induction and training of trustees- the charity's organisational structure and any wider network with which the charity works., • relationship with any related parties., trustees, consideration of major risks and the system and procedures to manage them. In view of Mrs Field's employment as well as her being married to another trustee (Mr Adam Field) there was concern about potential conflicts of interest, so an in depth discussion took place at the next trustee meeting on 24 February 2021. Mrs Elsbury and Mr & Mrs Field were requested to withdraw from the meeting at this point so that the disinterested trustees could consider the proposal. Mrs Field has an additional relationship with Summerheath Hall as she undertakes relief cleaning duties at the Hall. This is a paid position and in the year covered by this Report she was paid £105. We did consider employing an extemal commercial cleaner, but found that we would have a more cost effective result by not adopting this option, as well as achievin an end result that would satisf our hirers. TAR April 2009 It was considered that Mrs Field should not be appointed as a trustee due to the originally identified conflicts of interest, but she could join us as an observer. This means that she may not vote or othep¥vise take part in decision making and may only participate in discussions if requested to do so by the Chair of the meeting. It is clearly understood that when a conflict of interest is identrfied those individuals affected will leave the meeting until a decision has been made on that matter. Any withdrawal of trustees must still leave the meeting quorate to allow valid decisions to be made. Section C Ob ectives and activities The Hall is held on trust for the purposes of a Village Hall for the use of the inhabitants of Hailsham and the neighbourhood without distinction of sex or of political religious or other opinions and in particular for use for meetings lectures and classes and for other forms of recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants. Summary of the objects of the charity set out in its governing document We confirm that the trustees have had regard to the guidance issued by the Charity Commission on public benefit, and in particular the Commission's publications PB11213 dated September 2013. The Hall is used by local residents for various types of activity. For example, regular hirers include a Theatre group and a long established Dance School for children and young adults. We also house a thriving pre-school group, Summerfields Nursery. Spare capacity is normally used by taking bookings for one off events such as children's birthday parties. Summary of the maln activities undertaken for the public benefit in relation to these objects Ilnclude wlthin this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit) To ensure that we can keep our occupancy rates as high as possible, we charge an hourly rate for the use of the Hall and allow hires for as little as two hours. We are aware that other local venues charge a flat rate for a full morninglafternoonlevening hire, which means that our hirers can pay lower charge for their use of the Hall, though we remain conscious of the need to cover our current costs as well as planning for the future. We review our hiring rates periodically to ensure that we can cover our regular outgoings, plus build up a Reserve for future major works. TAR Aprll 2009 Additional detsils of objectives and activities (Optional infomiation) You may choose to include further statements, where relevant, about: policy on grantmaking; policy programme related investment; contribution made by volunteers. Section D Achievements and performance TAR April 2009 Section D Achievements and performance Summary of the main achievements of the charity during the year The Committee is always aware that potential hirers have a wide range of other venues available to them in the local area. Our objective is to maximise our occupancy and to achieve this we review our charges regularly to ensure that these are kept as low as possible whilst covering our costs. We estimate that our large hall had a 600/0 occupancy rate, whilst that for the small hall was 900/0. TAR April 2009 Section E Financial review For the last sixteen years we have had a formal resen4es policy under which we initially put aside £1,000 to cover unforeseen expenditure such as structural repairs to our main building which is now over seventy years old, as well as a hedge against reductions in income. This was augmented by transfers from income of a minimum of £150 per month and is subject to periodic reviews. Our current reserve is £15,800 and the Trustees will continue to balance the need to plan for the future, as well as meeting the needs of the present. Brief statement of the charity's policy on reserves Detsils of any funds materially in deficit We have no funds in deficit. Further financial review detslls Ioptlonal Information) In 2014 the Hall trustees embarked on a multiphase programme of renovations. This is intended to upgrade our facilities to provide a modern environment for all our users. This will be funded from our own resources wherever possible supplemented by grants. The Management Committee has always avoided repayable funding as repayment is based on letting income and as we have seen in recent years this can disappear without notice. You may choose to include additional information, where relevant about.. the charity's principal sources of funds (including any fundraising). how expenditure has supported the key objectives of the charity., investment policy and objectives including any ethical investment policy adopted. Section F Other optional information Section G Declaration The trustees deGlare that they have approved the trustees, report above. Slgned on behalf of the charity's trustees Signature{s) Full name{s) Position (eg Secretary, Chair, etc) o S Date s" TAR Aprll 2009 CHARITY COMMISSION FOR ENGLAND AND WALES Summerhoath Hall Recei ts and ments accounts CC16a For the perlod from To 01-Jul-23 30-Jun-24 Section A Receipts and payments Unrestrlcted funds Restrlcted fund8 to th• n•aTr•t £ Endowment fund8 to th• ￿￿￿￿1 £ Total funds Last ygar to th• n•amt to th• n•ar••t £ to th• n•arn•t £ A1 Recel Letting Interest on deposits Grant RecEived Compensation payment8 CJRS p8ym8nts 31,196 31.196 27,878 27 ross income or AR) 31,250 31,250 27.703 se an 8ee table . nve8 en 31.250 A3Pa men Staff Costs In$ur8nce Energy Rates and Waste Removal Printing. postage and telephones Licence5 and Subscriptions Improvements 8nd Maintenance Accounting Expenses Bank charges 11.079 1,890 7,270 4,541 435 703 5,387 11.079 1.890 7,270 4,S41 436 703 5,387 390 61 31.758 10.588 1,814 4.288 5,432 604 1B.917 390 71 42,564 61 31,758 Sub total A4 Asset and Investment Sub total 31,756 31.756 42,564 Net of receipts/{payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end $06 S06 14,861 29.571 29.065 9,57 29,065 44.43 29.571 CCXX R1 accounts ISSI 0511012024 Section B Statement of assets and liabilities at the end of the period Unrestrlctsd funds to n•ar•8t £ Restrl¢ted funds to n•ar•8t £ Endowmenl funds to n￿reSt £ Categorfes Oetsils B1 Cash fund• HS8C Bank plc 27,947 COIF Charities Dewsil Fund 1.093 Petty Cash 25 rotal cash funds 29,065 Iq9m bli*￿$ *ilh r•¢•ip¢• Ind poymonil 1cco￿tI*ll Unre8trl¢ted fund8 to n•ar•st £ Re8trlcted fund8 to n•ar•8t £ Endowment funds to n￿rn$t £ Details B2 Other monetary a88•ts Fund to whl¢h a•8Ot b•lon Curr•nt valu• tlonal Detai18 Co•t loptlonall Fund to whl¢h a•8at balon Funcb¢n¥l 88881 Curr•nt valu• lonal Details Summerheath Hall, Hgilsham Co•t loptlonall B4 A88•t8 r•talned for the charlty's own use Fund to whlch Amount du• When du• Deta118 B5 Llabllltl•8 Signed by one or tsyo trustees on behalf of all the Iruslees Date of roval Signature Print Name