Trustees’ Annual Report for the period: 01 October 2023 to 30 September 2024 Charity name: The Horam Village Hall and Recreation Ground Charity Charity Registration no.: 305257
Objectives and Activities:
| SORP Para. ref. |
||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
1.17 | The Object of the Charity is the provision and maintenance of a village hall and recreation ground for the use of the inhabitants of the Parish of Horam without distinction of political, religious or other options, including 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 main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. |
1.17 & 1.19 | The Charity exists to maintain the land and building entrusted to it, for the sole benefit of the people of Horam and its surrounding areas. It comprises a large airy hall, committee room, kitchen, toilet facilities and storage cupboards. It has an extensive range of use, from small committee meetings, a term-time weekday pre-school, through to large meetings and wedding receptions. The hall has open views over the adjacent land forming the recreation ground which also has an extensive children’s playground, and a skate-park – these latter facilities are provided and owned by Horam Parish Council. The organisations associated to the Charity, through their presence on and use of the recreation ground and buildings, provide a comprehensive opportunity for youth and all ages to use the facilities for education, recreation, and pursuit of heath. As a particular example, the Football Club (accredited by Football England) uses the majority of the available ground in season at weekends, providing football matches/training for under-sixes to under-eighteens, boys and girls, with some 300+ children on the books. The Village Hall and Recreation Ground is recognised by the whole village (of 2,500+ residents) as being on immense value and worth to the inhabitants. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The Charity Commission’s guidance on public benefit has been fully regarded in the day-to-day function and management of the facilities comprising The Horam Village Hall and Recreation Ground. |
Additional information:
| Additional information: | ||
|---|---|---|
| Policy on grant making | Para 1.38 | Whilst the Trustees would specifically discuss the merit of any grant-making need or proposal, the normal practice is that the Charity does not make grants of any kind to other Charitable bodies. |
| Policy on social investment including program related investment |
Para 1.38 | In principle, the Charity does not consider social investment opportunities as part of its normal remit. However, the Charity would be willing to consider making contributions of this nature, subject to strict criteria, but only where such arose due to stipulations of a grant-making body which may be giving direct financial support to the Charity for one of its project proposals. |
| Contribution made by volunteers |
Para 1.38 | All members of the Committee of Management (the Trustees) are volunteers, giving of their time tirelessly to support the work of the charity, and are not recompensed in any way for their efforts. Further tasks are undertaken by part-time staff, who are paid; these staff are not Trustees of the Charity. The staff include a Secretary/Fund-Raiser, a Bookings Secretary, a handyman/caretaker. There are also occasional ‘events’ which are run by both Trustees and Community Teams/volunteers, such as an Annual Horam Fun Day. Many of the regular (weekly) users of the facilities are ‘community-oriented’ groups, such as the Heathfield Choral Society. Historically, maintenance of the village hall facilities was funded from a proportion of the fees arising from the hiring of the hall, meaning there was, inevitably, constraint on this maintenance activity. Recent years, however, have seen a marked increase in fund-raising through grant applications to fund-distributing trusts. This has allowed the trustees to consider more robust improvements to the facilities over the past few years, with projects including: - Completion of refurbishment and equipping of the Hall’s kitchen - Purchase of a modular staging facility - The GAP (Get Active Pathway) project - a ‘figure- of-eight’ one kilometre Agri-Flex (recycled rubber) pathway planned eventually for the two fields comprising the Recreation Ground. Work in this financial year included the letting of a contract and completion of construction of Phase 1 of the pathway - Provision of seating around the GAP project - Replacement of all external doors and windows - Completion of an extensive upgrade in the CCTV provisions at the site |
Achievements and Performance
| 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 | The open air facility of the recreation ground continued to be used as a major place of exercise and pleasure for those seeking to maintain their own well-being. The recreation ground, with the Village Hall, children’s playground, skate park, Scouts Hall, Bowls Club, Tennis Club, children’s football club, is an extremely important ‘gem’ in the life and well-being of the village. The Gap Project Phase 1 was completed right at the end of the financial year 2022/23; it was officially ‘opened’ by our local MP Nus Ghani on 10/10/23, and has already made a huge impact on the use of the facilities, transforming the Recreation Ground’s desirability and use, and turning it into a truly all-year available opportunity for recreation, fitness and well-being. The Charity’s focus in this particular area continued on raising awareness of and finance for the planned children’s Pump Track, and an extension of the pathway into the second field of the Recreation Ground. |
| Additional information | ||
| Achievements against objectives set |
Para 1.41 |
The Trustees remain more than satisfied with what has been achieved in the running, maintenance and improvement of the Village Hall and its surrounding Recreation Ground. |
| Performance of fundraising activities against objectives set |
Para 1.41 | The Trustees have been, perhaps, a little reticent in the past about being responsible for running ‘fund-raising activities’ in support of the Charity, primarily due to the nature of the Charity and its function. Notably, however, since 2021/22, including during 2023/24, various outward-facing events have been held such as a ‘Get-to-know- your-village Hall’ was held. |
| Investment performance against objectives |
Para 1.41 |
Not applicable. |
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | During the course of the 2023/24 financial year, the decision to move the charity’s banking from Barclays to Charities Aid Foundation (CAFBank) was implemented. This process meant a gradual transition away from Barclays to CAFBank, a process which will finally be completed during the 2024/25 year. Additionally, the recording of income and expenditure for the charity moved from Excel spreadsheets to Quick Books. The year beginning/year end positions are recorded in the submitted accounts (in CC16a format). The opening balances, as at 01/10/2023, stood at £14.845 in the Charity’s current account, and £6,150 in the reserve account (both Barclays accounts, CAFBank accounts not yet in operation at year opening). Hall hire income (including Representative Groups’ fees) totalled £25,480; Grant Income totalled £140,070; other income totalled £6,790. ‘Normal’ running costs totalled £41,405, with ‘project’ expenditure of £128,375. The end-of-year position was £18,910 in the Charity’s current accounts (B: £7,220 & CAF: £11,690), with £4,650 in the reserve accounts (B: £10 & CAF: £4,640). Overall, the picture is of a satisfactory stable year. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | The policy for holding reserves is the ‘usual prudence’ one of having sufficient funds secured so that the Charity can continue to run, covering its costs, for a sufficient length of time to enable income/expenditure streams to be adjusted or restored. We are currently holding reserves equivalent to some 4 months of operating costs, which the Trustees are content to continue, keeping a watchful eye for any pressure that might necessitate a smaller reserve. |
| Amount of reserves held | Para 1.22 |
At year-end 30/09/2024: £4,650 (B: £10 & CAF: £4,640) . |
| Reasons for holding zero reserves |
Para 1.22 |
Not applicable |
| Details of fund materially in deficit |
Para 1.24 |
Not applicable |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | There are none. |
Additional information
| Additional information | ||
|---|---|---|
| The charity’s principal sources of funds (including any fundraising) |
Para 1.47 | There are four main sources of funds, as follows: • Hall hire income – this is the income primarily associated with the ‘existence’ of the Charity, its raison d’être – approximately £22,010, which includes the significant income from the Pre-School. • Representative Groups’ Fees, comprising some £3,470 (from Football Club, Tennis Club, Bowls Club, Scouts and Allotments). • Other Income: totalling £6,790 • Project grant income – some £140,070 in this year. |
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | We have insufficient longer-term held funds to either warrant or enable any concept of an ‘investment policy’. In principle, the Charity does not consider social investment opportunities as part of its normal remit. |
| A description of the principal risks facing the charity |
Para 1.46 | Currently, as an unincorporated organisation, the level of risk, particularly to the Trustees, is considerable, albeit that extensive insurances are in place. However, should those insurances be called upon in any significant fashion, downstream increases in insurance premiums are considered a risk. Possible future changes of an inflationary nature need to be identified early enough to offset those effects on our stability by balanced but prudent hire-cost increases, and effective marketing of the facilities. The Trustees frequently rehearse possible risks to the Charity’s well-being, in order to make sufficient remedial decisions. |
Structure, Governance and Management
| Description of charity’s trusts: | Original trusts established for Village Hall (1951), and for Recreation ground (1948). |
|
| Type of governing document | Para 1.25 |
Original Constitution dated 10 June 1993 – amended by a Resolution passed on 26 November 2019 |
| How is the charity constituted? |
Para 1.25 |
Unincorporated 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 by open public election, at the Annual Meeting held in November each year |
| Additional information | ||
| Policies and procedures adopted for the induction and training of trustees |
Para 1.51 | Comprehensive manual of relevant documents and operating methods handed to new Trustees upon election. ‘Loose’ system of mentoring for those entirely new to Charity oversight and management. |
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | The Constitution limits the number of Trustees to seven. The Charity is an entirely independent body. |
Reference and Administrative details
| Charity name | The Horam Village Hall & Recreation Ground Charity |
| Other name the charity uses | None |
| Registered charity number | 305257 |
| Charity’s principal address | Horam Village Hall A267 Horam Road Horam Heathfield East Sussex TN21 0JE |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 |
Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (if any) |
| Michael Woodhouse |
Chairman | |||
| Phil Williams | ||||
| Brian Arnott | ||||
| Paul de Bruin | ||||
| Stephen Fisher | ||||
| Lisa Stevens | ||||
| Keith Benson |
Corporate trustees – names of the directors at the date the report was approved
Director name None
Name of trustees holding title to property belonging to the charity
| Trustee name | Dates acted if not for whole year | |
|---|---|---|
| None |
Other information
Declarations
The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees
Signature Full name Phillip John Williams Position Treasurer Date 28[th] July 2025
CHARITY COMMISSION raffl 7Jillagp H¢l111-1 rt P-i.rc 11! n K.Iround Charity FOR ENGLAND AND WALES Receipts and paym•nt¥ accounts CC16a For th• p•rlod from To 0111012023 3010912024 SectiJn A Receipts and payments Unrestrlcted fund$ to the néar•st R8strlct8d funds Endowment funds Total funds Last yr to Ihe noar•$t £ to the noar•sl £ to the noarngt £ to the neayest £ A1 R¢¢81 pts Regular users Pre-school users Ground rent Donations received CCTV income Solar income Sundry receipts Pro ct grant income Bank interest 1.102 2.143 279 734 140.069 178 178 tota ross Income or A2 Asset and investment Sales, soo tablel- Total recelpts A3Pa 6nts Rates & water Insurance t&heat 768 1.357 1.357 4.287 6,218 1.819 954 415 532 13,084 2,230 6.418 848 81 1.620 1.316 980 5,483 1918 823 Wa Garden u Tele one Post, stat & advert Licences Re airs & renewals Refuse & re¢ Cleanin Com ter ex Sund Accountsnc Consultanc Le ofessional Dama ede sits relumed 8,218 1.819 954 415 532 13,084 2230 6A18 ee 7,301 1,607 1,136 633 81 1,620 346 2,663 774 7T4 Sub tot•1 41,405 A4 Asset and investment urchases see tablg Pro rant ex nditure 128.373 12J,373 Sub lotsl Total p4ym8nts 169.778 Net of rnceipts/(paym8nts) AS Transfers botwe6n funds A6 Cash funds last year ond Cash funds this y•ar ond CCXX R1 accounts ISS) 2910712025
Section B Statement of assets and liabilities at the end of the p8riod Unrestrlcted funds Restrlcted funds Endowment funds to nearest £ Categoriés Details to noargst £ 23.558 to nearost £ B1 Ca8h funds roto1 ¢•sh funds (agree balan¢es vAth receipts and payments account(511 23,558 Unregtrlctod funds Restrfcted funds Endowmant funds to neawest £ Details to n•arnst £ to nearest £ 82 Other monetary assgts Fund t¢ whieh assét Dètails Shares in new pavilion Cost (optional} Current value o tlonal B3 Investment assets 15,000 Fund to which a¥sot belon Details Fixtures & fittings Ppayments Cost Ioptlonall Current valuo tional B4 Assats r•taingd for the charfty's own use 8,419 265 Fund lo whlch Ilability relatos 2.309.00 Amount due tional When due o tlonal Dotails Creditors B5 Llabilities Slgned by one or trustees on behalf of all the trustees Signatur Print Name Dale of approval Phillip John Wllllams 2410712025 CCXX R2 accounts {SSI 2910712025
HORAM VILLAGE HALL AND RECREAnON GROUND CHARITY REGISTERED CHARITY NUMBER 305257 Indopondent oxamin¢rs's report to the tNstso5 of Horam Vlllaga Hall •nd R•cr•ation Ground I f6POrt lo Ihe Iru$tee5 on my e¥Amination of the accounts of Horam Village Hall and Recreation Ground for the year ended 30 September 2024. R•sponslbllltle¥ and basls of r•port A8 the charily trustèes of the Association you are responsible for the preparatlon of Ihg accounts in accordance wlh the rsgquiremenl8 of the Charities AGt 20111.tha Act'l. I report in respèct of my examinalion of the Asso¢iation'$ accounts carried out undgr section 145 of the 2011 Acl and in carying out my gxamination I have followed all applicable Directions given by the Charity Commission undgr section 14515Mbl of the Act. Independent examlnorfs slatemént I havg completod my examin81ion. I can confirm that no material matters havg come to my attention in conneclion with the examination giving me cause to believe that in any ma19rial rnspecl= 1. accounting records were not kept in respect of the Association as required by section 130 of the Act., or 2. Ihe accounts do not accord with those records; 3. th6 acwL¢nts do nol comply wilh the applicable requirements concgming the form and content of accounts set out In the Charitie8 (Accounls and Reports) Regulations 2008 other than any requiremgnt Ihat thè accounts glve a 'lnJe and fair view which is not a matter considered as part of an indgpendont examination I have no concems and have come a¢ros$ fto other matters in conngction with the examination to vthich atlgntion should be dravm in this report in order to enable a proper understanding of the accounts to be Teachad Slgned by Mr Paul A Sevem FCA {Indepondont Examin•r} 30-34 North Strèèt Hailsham East Su55ex BN27 1DW Dale.. Q4171 LS Page 3