ASHDON VILLAGE HALL-A CP,AR.,TABLc TRUST TRUSTEE'S REPORT YEAR ENDED 31 MARCH 2025 This report il'as approved by APC on 19th May 20?5 and signed on its behalf by Councillor Moran Structure, governance and manageiner: Ashdon village hall is a retrisiered ~haTity number 802864 Ashdon Parish Council (APC) as a body is botli th= managing trnstee and the custodian trustee of the charity. The chariTy s land and buildings at CB10 2HA comprise the p.ew village hall, the old v-.Ilage hall and White Horse House and car park. They are held on trust for the pUOSeS of a village hall for the use of the inhabitants of Ashdon without dist121ction of political, reli(TiOUS or other opinions. This includes use for m=etings, lectures, 'and classes and other forn)s of recreation and leisure-time occupation willi the object of i:nproving the conditions of life for the said inhabitanls. APC is run by councillors, who can be elected by the public or co-opted. The managing trustee appoints a secretary and treasurer to the charity and the independent examiner. Much day-to-day management of the halls is deleoated to Ashdon Village Hall Management Committee (AVMCI under TeTn]s of Reference. Two APC councillors (currently Gray and Olle:,.) are representatives of the truJ-tee on AVHMC. Duiing the year. there was an alteration to the Tern]s of Reteience allowing an extra two places on the AVHMC. That means there are now a maxiinum of12 non-council mem places on the AVHMC. They either represent Ashdon village organfjsations or are appointed members. Vill<ige organisations selept their own representatii'es and AVHMC has the power to ro-upt meTr.bers. APC hopes that the curtent vacancies for volunteers on AVHMn will be fillec shortly. AVHMC appoints its own chair and secretary. Achievements and activitie5 During the year thc halls and facililies were used forcoiincil, trustee. gardening club, and other meetings, sport and pastimes including dog training, musical theatre, dance, yog4 pilates, kick boxing. indoor bowls and table tennis. They also host1 safari supper, a wam] huh. wakes and various childrens, parties and adult gathering& Such a range of activities has greatly b4rfnefited the l?I'es of the local inhabitants.
The trustee has had regard to Charity Comniittee guidance on public benefit. Report from the chair of tkie trJstee It has been a year of significant progress as'outlined above and &s described in the Management Committee's chair aD_d treasurer s reports below. Many thanks to all my fellow councÉllors li.no sen.ed Juring the financial year, f( attending the trusiee meetin(Fs and pIllIpatIn in thediicussions on how the hal]s can Progress. I also thank.41is01 Eddershaw for keepin(r our minutes: Stuart Hastie for maintaining the Charitj i finances and all the other volunteers who keep the village hall in good shape al Ihe lieart of our comniunity. Councillor John Moran Report from the chair of tkte b'jllage AB l 4FN.-la73gey&Tht 0MMIttee During the past twelve lonthS, our Cornrniltee and Trustee have been busy with day to day maintenance, bookings alla nnance. .Siei on-line booking sysÈe Our bookings are now bein(F arranged through IIallm" andwe thank Laura Lloyd for setting up this new system forus. Wenow have a new Bookings Secretary in Clare Anstead. Bookiiigs remain steady but could do with more weekend events. This Jeeims to be the trend with most other halls. Many thanks to Clare tor takino on this job. We have ongoing naintv*ian work -our exterior painting is being done this spring and a new additional Piimi p for the =ellar. The lobby L¥rea is now repaired due to unfortunate flooding in trie loft area, A'i +h a new carpet, Indt, and redecoration. This was an insurance clairn tlirougyi the NFU. Dlsabled ioilet area is now on hold for an upgrade although we Iiave installed a baby changing unit. Garden work will be maintained periodicaliy by a gardeneranG coni.munily i:olunteers and we will ensutE strimming of the bank <lA'ea once a year. The White Horse House lease W<L% rcnewcd this Apr_il for a furtber year at an increased rent. During the year health and safety work i4Ias undertaken and risk &8sessments including obtaining a s-..tlifactory asbestos r-port, inproved signage has been
¢rected for safety, incluGing fe procedures. Many thanks to Martine and Jane for their hard work. On the social side- we held a succesKful quiz night makinga total of £644. Looking forward, a wine tasting evenino is an'anoed, tsardenints club show also and Open Gardens in June. I thank the Treasu". er Stuart Hdstie: ii.ho keeps OU-L finances in (rood order. We have had a great deal ot larue lainenanCe vioik done so sliould noi& proceed %%Tlth caution diie to risino costs of .a:er, electricity, servicinG of equipment etc. Thanks also to Stuart for doing inanv oiher tasks. Thank you to our Trustee for continued sUPPOrt and Wo)Tk on various projects, and to the Committee and Secretary for their input. Janet andmalcolm Moore have now TetiTed from the Committee and we thank them for their many years OI service to the village. We are trying to recruitnew members. The Gardening Club have been approaLhed and All Saints church. HopeIlywIth a new vicar aTrivinO in the summerwe may be able to get a church representative. Barbara bl.arshall has been approachcd En the meantime and will hopefully attend thc next feM' meetings. We were sory to he of ihe passino ol Rav Hammon(L who formany years was our Treasurer and Chairnian tor three ye(Irs. Sue Smith Report from the-. reGsurer of Ihe Village Hal:. MaD.agemeni Cotn.rr,ittee I am pleased to report that unlike the prC-10US year. reccipis during tbe financial year significantly exceeded payments. One reason was the tranbfer made in April 2024 of over £20,000 from APC. It was for 6 5'ears of the charity's Investment property rental income, insofar as it had Dot beeii bpent on maintaining the charity's properti There was also a signi ficant boost to V AT recoiiered on the charily's expenditure. The car park resurfacing was the largest of many maintenance Projects paid for in the year. During the year the trustre decided 10 set up a designaied thatch reserve, as we have the only thatchedviilage hall in Essex and it is a listed building. Our other reserv&s will help fund more maintenance projects and mi due course improvements to ibe facilities, without borrowino Stuart Hastie
ASHDON VILLAGE HALL Registered charity number 802864 Year ended Year ended 31 March 2025 31 March 2024 Receipts Hall lettings White Horse House rent VAT retunds Quiz Lottery Insurance recharged Maintenance contributions Other Donations Interest Reipts before eXPtIOnal items APC Settlement (note 2) Water leak insurance (note 3) Total receipts Payments Routine Lottery pri2es Insurance Electricity Water Cleaning Fire extgrs. inspn & emgcy.exit Minor repairs & renewals Bookings software Sundry Pest control Sub-total Water leak insurance lnote 3) Projects Car park Electrical repairs Trolley & chairs Gutters Outside paintwork Vegetation & shed removal Baby chanEe & cig. Bin Legionella & asbestos Front door replacement Kitchen heater & microwave Decorating Blinds Roof repairs sub-total Total expenditure Surplus/ (deficit) for period These accounts were approved by the trustee and signed on their behalf by: 14,582 7,170 2,772 13,671 7,170 5.213 1,320 929 1.426 l.(K)5 305 63 745 30,242 20.562 501 51.305 193 319 27,285 27.285 862 3.010 8,588 378 939 3.236 3,902 383 744 573 727 651 185 228 276 11527 2,081 58 372 15434 10,420 2,129 1,569 1.060 2,358 610 337 883 3.653 3,587 1,725 1,513 507 6,864 3,348 2,940 24.137 39,571 -12,286 19.366 32.974 18,331 Date
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CHARITY COMMISSION FOR ENGLAND AND WALES Indèpendent examiner's report on the accounts . Section A Report to the trusteesl members of h'JDDhJ VIL,LACYG bAL ty . On accounts for the year ended 31 LOIQ Charity no (if any) ÉL)-u E E{D- Set out on pages I report to the trustees Lin my exarriÉnatjGil of the accounts of the above charity ("the Trust") for the year ended Responsibilities and As tiie charity trustees o! the Trust, you are responsible for the preparation basis of report of the accounts in accoraance with the requirements of the Chartties Act 2011 ("the Act"). I report sn respect of my examination ntf tk ? Trust's accounts carried out under section 145 of the 2011 Act and in carrying ouLmy examination, I have followed the applicable Directions given by the Charity Commission undpr section 145(5)1Cb) of the A.ct. I have completed my examination. I conflrm that no m2terial matters have come to my attention connection with the RJxamination which gives me cause to believe that in, any material respect: accounting records were not kept in accordance with section 130 of the Act or the accounti do not accord with the accounting records Independent examiner's statement I hal'e no concerns and ha'de come acros:> no other matters in connection V1th the examÉnation to I,1=h attention si-.auld be drawn in order to enable a proper understanding Oi the accounts to be reached. Please delete the words in the brackets if they do not apply. Signed: Date: Name: LiorJy hioDIc& Relevant professional qualification(s) or body (if any): ACA Address: LOLJIC_L ConN6 ts QAoiQiiféL QQJ AJU3J okj CBIO 1VI IER October 2018