2025-06-30-accounts

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The Rotary Club of Loddon Vale Trust Fund

Report and Financial Statements

Year ended : 30th June 2025

Charity no: 1029261

REPORT OF THE TRUSTEES FOR THE YEAR ENDING 30TH JUNE 2025

for the period from the 1 July 2024 to 30 June 2025. The trustees confirm that the Annual Report and financial statements of the company comply with the current statutory requirements and the requirements of the charity’s governing document.

REFERENCE AND ADMINISTRATIVE INFORMATION

Trustees

Jeremy Eatough Rodney Huggins Bill Soane

Independent Examiner

Chris Ashworth

Bankers

CAF Bank 25 Kings Hill Avenue, Kings Hill West Malling Kent ME19

1. STRUCTURE, GOVERNANCE AND MANAGEMENT

a) Constitution

THE ROTARY CLUB OF LODON VALE TRUST FUND is registered as a charity in England and Wales under the number 1029261 and is constituted under a Trust Deed dated 1[st] November 1993. The Trust Deed enables the Club to appoint Trustees.

b) Related Party Relationships

The Charity has no related party relationships.

c) Risk Management

The Trustees have assessed the major risks to which the charity is exposed, in particular those related to the operations and finances of the Charity, and are satisfied that systems and procedures are in place to mitigate exposure to the major risks. Public fundraising events are subject to risk assessments reviewed by the Health & Safety O�icer.

4. CHARITY ACTIVITIES AND OBJECTIVES

a) Aims and Objectives

The Charity works with its Rotary club membership and other volunteers to provide charitable support and funding to support a wide range of charities and individuals both locally and internationally. It engages with local community groups, the general public and employers to generate charitable donations to support those in need.

Objectives of the charity are:

To provide community service through projects and initiatives associated with the ideals of Rotary
To support a wide range of requests for funding to support community organisations.
providing the Charity and its Rotary club members with financial resources for subsequent years activities

b) Strategies for achieving objectives

Charity.
To provide a range of fundraising activities to support projects.
To provide a safe, supportive, and caring environment for all projects and activities
To promote to the public an open and transparent policy of accepting requests for support from all.

5. ACHIEVEMENTS AND PERFORMANCE

a) Review of activities

Club members have worked hard during the year and this has resulted in more funds raised.

Collections through December and the Charity Golf Day in June. These activities were supplemented by attendance at smaller events spread throughout the remainder of the year.

The Rotary Club of Loddon Vale has unfortunately seen a decrease in membership which now stands at 24.

During the year the charity supported 25 requests for charitable support and donations, the total charitable giving was £22,574.

b) Financial Review

The Trust had a surplus for 2023/24 of £20,622. The reserves are held to allow donations early in the following year in advance of major fundraising events, but also reflect money raised at the very end of the previous year, primarily Golf Day. At the end of the year £24,975 was held in reserve.

The principal funding sources for the Charity are the charitable donations and activities managed by Rotary club membership through the following projects (in alphabetical order)

Cash collections
Christmas Greetings
Donkey Derby
Golf Day
Prelude to Christmas
Santa Collections
Sonning Show
Woodley Carnival
Woodley Christmas Extravaganza

Much of the fundraising relies on Rotarians and volunteers, no professional fundraisers were engaged during the year.

Major donations
Age Concern Twyford & District	(£500.00)
Alexander Devine Childrens Hospice	(£2,500.00)
Berkshire Lowland Search & Rescue	(£250.00)
Berkshire Search & Rescue Dogs	(£250.00)
Chattertots	(£1,000.00)
Cowshed	(£1,250.00)
H.Goodberry (Ukraine)	(£500.00)
Hope Counselling Service	(£500.00)
Loddon District Scouts	(£1,000.00)
Piggott Interact	(£1,380.00)
Rev Elizabeth Jackson	(£200.00)
Rotary Christmas Toy Boxes	(£250.00)
Rotary Club Cagnes Gimaldi (Madagascar dispensary project)	(£1,704.00)
Rotary Foundation	(£3,200.00)
Salvation Army (Maidenhead)	(£725.00)
ShelterBox	(£1,250.00)
St John Woodley	(£700.00)
Sue Ryder	(£725.00)
Thames Valley Air Ambulance	(£210.00)
Twyford Drama	(£500.00)
Wokingham Volunteer Centre	(£500.00)
Woodley CofE School	(£500.00)
Woodley Scouts	(£880.00)
Woodley Town Council (Event lighting)	(£500.00)
Woodley Town Council (Water bottle filling station)	(£1,600.00)
	(£22,574.00)

This report was approved by the Trustees and Club Members on 8th December 2025 at the Special and Joint Council/Business meeting and signed on their behalf by:

Jeremy Eatough

Trustee of the Rotary Club of Loddon Vale

ROTARY CLUB OF LODDON VALE TRUST FUND Statement of Income & Expenditure for year ended 30.6.2025

|Income
Charity Nol afc|Charity No2 afcold Reservg ALL
Interest
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Admin
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FloatRepairs 2
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Foundation
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RE 1-9
WoodleyMemorialGarden|SHS|Income
Charity Nol afc|Charity No2 afcold Reservg ALL
Interest
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Charity
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GolfDay
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Environment
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FloatRepairs 2
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Foundation
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RE 1-9
WoodleyMemorialGarden|SHS|Income
Charity Nol afc|Charity No2 afcold Reservg ALL
Interest
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Foundation
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RE 1-9
WoodleyMemorialGarden|SHS| |---|---|---| |WoodleyWaterStation|[
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OY
39,893
eseses| |Expenditure
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Charity
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Environment
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8200
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9,094]4850)108| |Opening Cashbook||ee
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Closing30.6.25||ee
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9.094
4.850]
108]
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a 2| |Notestotheaccountsyearending30.06.2025|||

These accounts were prepared by Jeremy Eatough (Treasurer) and audited by Chris Ashworth

To: Jeremy Eatough, Treasurer, Rotary Club of Loddon Vale

cc. John Saunders (President), Ted Davey (Immediate Past President), Melanie Eatough (Secretary), Rodney Huggins (Rotary Foundation)

Date: 27 November 2025

Re: Audit Report on the Rotary Club of Loddon Vale Financial Accounts/Books: General Account (CAF No. 1) 2024-2025 Trust Charity Account (CAF No.2) 2024-2025, CAF Gold Account 2024-2025 and NatWest Special Events Charity Account 2024-2025.

The following process was used by Chris Ashworth, Internal Examiner of Accounts, in examining the RCLV Financial Accounts for the year 2024-2025:

1. Check correct balances carried forward from previous year in all main accounts - General Account (CAF No 1), Trust Account (CAF No 2), CAF Gold Account & Special Events Charity Account (NatWest).

Completed by CA – 24th October 2025

2. Check Entries from Bank Accounts into Cash Book for all accounts and do preliminary reconciliations.

Completed by CA – 23rd October 2025

3. Check Receipts vouchers and Invoices to Cash Book Entries for all main accounts. Completed by CA - 26 October 2025

4. Check analysis of receipts/payments in Cash Book s into different analysis accounts e.g., Meals, International, Social, Subscriptions, Raffle, and Sundries (all transactions).

Completed by CA-

Meals & Subs complete 5/11/25

5. Reconcile Closing Balances General Account (CAF No 1), Trust Account (CAF No 2), CAF Gold Account & Special Events Charity Account (NatWest). and Sign that Books have been satisfactorily examined and date (including Totals and Individual Account totals).

Completed by CA- 26 October 2025

6. CONCLUSIONS & RECONCILIATIONS:

Summary of conclusions & reconciliations are:

a) The Accounts have been kept with good supporting documentation.
b) Reconciliation of the closing balance as of 30th June 2025 of the General (Members) Account (CAF No. 1) with its relevant bank balance has been achieved.
c) Reconciliation of t h e closing cashbook balance as of 30th June 2025 of the Charity Account (CAF No. 2) with its relevant bank statement balance has been achieved.
d) Reconciliation of the Gold Reserve Account cashbook balance as of 30th June 2025 with its bank statement balance has been achieved but except for small amounts of interest few transactions taking place.
e) Reconciliation of the closing Cashbook balance as of 30th June 2025 of the NatWest Special Events Charity Account with its relevant bank statement balance has been achieved.
f) Differences in cashbook balances v. banks statements of all the accounts investigated and adjusted where necessary.
g) Voucher 10030 the flowers purchase is evidenced by email rather than receipt. Agreed as sufficient by treasurer and auditor.
h) Non material payment variance of 20p voucher 10064, 22/1/25. With the payment made it was not material for correction.
i) Voucher 10075, noting the payment was £20 for a horse sponsor by Ted, which was not clear by the email.

These reconciliations and conclusions, plus some queries on the handling of items in the cashbooks and in the meals/subs-books have been discussed with RCLV Treasurer, Jeremy Eatough, and satisfactory action has been agreed and taken

COMMENTS

7. General (CAF No. 1) Account

The Cashbook closing balance as of 30[th] June 2024 of £10,486.96 fully reconciled with the closing Bank Statement balance for the same period.
No further analysis required
Closing Cashbook balance as of 1[st] July 2025 is £7,754.54.96

8. Trust (CAF no.2) Account

The Cashbook closing balance of the 30[th] of June 2024 of £12,191.46 fully reconciled with the closing Bank Statement balance for the same period.
No further analysis required
Closing Cashbook balance as of 1[st] July 2025 is £21,285.69.

9. Deposit (CAF Gold) Account

Reconciled
No analysis required
Opening Balance for 30[th] June 2024 is £4,802.98 .
Closing balance for 1[st] July 2025 is £4,911.16.

10. NatWest Special Events Charity Account

Reconciled
No analysis required
Opening Balance for 30[th] June 2024 is £6.023.12.
Closing Balance for 1[st] July 2025 is £1,173.12.

RECOMMENDATOINS

11.

To meet General Data Protection Regulations (GDPR) only clean paper (i.e., not containing any third-party data) be used to ensure no personal data is inadvertently passed on.
To address the issue of unpresented cheques, it is recommended that, unless necessary, all donations should be made by BACS after the formal presentation. Where it is deemed necessary to pay by cheque, then the cheque should be made out on the day, not in advance.
Ensure cheque stubs are fully and accurately completed for each-and-every cheque.
All requests for reimbursements by Members for any purchase they have made on behalf of the Club to be submitted on a valid official invoice from supplier or by detailed email from the member so ascertaining that there is an audit paper trail for such reimbursements.

This ends my report.