2022-03-31-accounts

PEOPLETON VILLAGE RECREATION TRUST AGM

4[th] May 2022

CHAIRMANS REPORT for the year 2021/22

Introduction

It’s not been a full year since we held the AGM in July 2021, as our annual cycle had been disrupted in 2020 by COVID and the lockdowns. But now we are back at our usual time of the year for our AGM and I welcome everyone. I’m really pleased that we are able to do it safely in person.

I want to start by paying tribute to our departed friend and fellow Trustee John Sargeant who passed away in February. John had been a Trustee for many years, so many that I can’t trace when John was first elected but he certainly was a long, if not the longest, serving Trustee and has done a huge amount for the Village Hall over the years. He was hugely supportive to me and past Chairmen, and particularly supportive of our Hall Manager and was always wanting to do his bit and not wanting to let anyone down – and of course he never let anyone down. In fact the job of keyholder for all the bookings was probably one of the most challenging jobs as no two weeks were ever the same but he still kept on top of it. He became so well known to many of our hirers a lot had an affection for him, and I know he became fond of many of them too. He was also in charge of the oil and security and there was always something to do to keep everything secure and there was many a job that he just got on with. He also looked after a number of maintenance jobs around the hall and servicing of the boiler and I could always rely on John that it was all in safe hands.

Of course John was known in the village for many things but the obvious one associated with the Village Hall playing fields is his tremendous car shows as part of the Autumn Show. Of course we are proud hosts of the annual event and as a Trust we hope to install a lasting and fitting tribute to John on the playing field in the coming weeks.

So this past year has seen a return to more regular activity and the hiring of the hall has been as busy as ever, returning to levels that were seen pre-pandemic in 2019. The finances of the Trust are in a healthy position and enable us to think about some improvements to the building in the coming year The detail on the bookings and the finances will be covered by the Hall Manager in her report.

As in previous years, our strategy has been to work hard at the income so we can reinvest every penny in to the maintenance of this important community asset and deliver some big projects. We are well aware of

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competition on our doorstep in new and refurbished halls in nearby villages, but we get regular feedback that our hall is a preferred venue for many so we are not complacent as we are always looking to add something different and new for everyone to benefit.

There haven’t been as many fundraising events compared to previous years, but we have seen a surge in bookings of all types. But it was great to see good support for our first fundraiser for a while at the Super Saturday Rugby and Fish and Chips night in March. Given that the event started in the early afternoon with the first match, we had a steady attendance throughout, culminating in the final match between France and England. Whilst there was no England win, I think we all would agree it was great to get out as a village and enjoy good company. But let’s not forget the highlight of the day seeing Italy beating Wales in the last few minutes of the game.

We hope to host more fundraising events in the near future.

Next I’d like to give a number of thank you’s to all who have contributed to another successful year. I’ll start with my fellow Trustees – such a great team to work with.

John Sargeant – for everything he’s done over so many years.

David Manning – vice-Chair

Mark Sherward

Morag Edmondson

Les Bailey representing the Parish Council

Chris Jordan representing the Cricket Club

Steve Pike representing the Parochial Church Council

Rob Phillips representing the Peopleton Players

Kim Maric representing the WI

I thank them all for their hard work and dedication throughout the year. I say it every year, but it’s always true that it’s been a big team effort all year, and everyone puts in what they can to ensure that this hall and grounds continues to be a great community asset.

I also wish to thank Hall Manager Jo Smith, who puts in a huge amount of hard work to make sure that every day the hall and playing fields run smoothly and efficiently. She has combined that with supporting other peoples events, does her bit in the Pantry, has covered to do the cleaning whilst we were between recruiting a new cleaner, and also not least delivering the most important parts of running this hall, the bookings and the accounts. This is a huge job, and it makes the role of a Trustee much

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easier and having a Hall Manager really does ensure Trustees make really good and sound decisions.

I also thank our Secretary Carole Hodgetts for all the organisation and support she provides to me and the Trustees, to make sure our committee runs smoothly.

I also thank our cleaner Sue Hill who did a great job over the pandemic two years – Sue stood down full time at the end of November, but continued to do one day a week until we were able to recruit a new cleaner earlier this year

So it’s no small undertaking being a volunteer and again I wish to thank them all for everything because without your trustees and staff, there wouldn’t be such a successful and well run village hall.

As we think about the coming year, it’s worth reminding everyone that constitutionally we can have 13 trustees – 6 elected trustees, and 7 representative trustees. And currently we have 2 elected trustee vacancies, and 2 representative trustee vacancies, one each for Brownies and Scouts.

Notable Achievements this Past Year.

The major share of the activity for the hall is running a venue for hire every day, every week and a lot of what we do keeps that going like a well-oiled machine. But we have done some other specific things worth mentioning.

Throughout the year we have kept the Village Hall COVID safe with hand sanitizer available and signage reminding people to keep COVID safe, respect a safe distance and keep the venue well ventilated.

Last July, we supported a clearing down of the players store to create some additional space for future storage needs.

We continue to invest in the upkeep of the building by replacing all the old light fittings and upgrading to new low energy long lasting LED lighting and fittings throughout, which should significantly help with running costs.

In October there was a significant external redecoration all round, thanks to Chris Rabot.

We hosted another successful Autumn Show last September and look forward to this year’s event.

A wildlife survey has been carried out by the Peopleton Wildlife Group since last summer so that we can record the species using and growing in

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our new play area. With this survey, we plan to create some boards that we can erect in the play area to further enhance the interest for young and old in what is a play area that celebrates the natural environment.

And of course we had a great time holding our first fundraiser in the Super Saturday 6 Nations Rugby.

Looking Ahead

This year we will deliver a major investment to replace our 30 year old boiler to something much more efficient and again help in reducing our running costs. We are also looking to upgrade all the doors to make sure they are all in working order and look more modern .

The Pony and Dog Show 2022 will take place in a few weeks which is a major fundraising event. We also have the Picnic in the Park in early June to celebrate the Queen’s Platinum Jubilee.

We look forward to the Autumn Show in September, and are already thinking of other events for later in the year.

Here’s to another successful year to come.

Steve Smith

Chairman, Peopleton Village Recreation Trust.

4[th] Mat 2022

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CLAY I(NOX Private & Confidential Aceountants.Tax & Business Advisers Emall.. Our ref: [e-mail] PVRTINCIJM Date: 30 May 2022 Inde ndent Examlnerfs R Peo leton Vllla e Recreation Trust PVR I report to the trust with regards to the recelpts and payments account for the year endlng 31 March 2022 ResponsSbllltSes I have independently examined the accounts of PVRT as required by the accountin8 regulations. my responsibilities are.. Identlfy whether proper accounting records have been kept. Verify that the bank accounts have been correctly recorded In the accounts. ConfSrm that the accounting records have been properly prepared in accordance with the accountin8 regulations in so far as these apply to the receipts and payments basi5. It Is my duty to report any matters arising from this examlnation that are a cause for concern. Independent Examlnerfs Statement I have completed my examination. I have no concerns and have come across no other matter5 in connection with the examination to which attention should be drawn In this report in order to enable a proper understanding of the accounts to be reached. Signed....-......... Jared McKerron. Independent Examiner CLAY KNOX LIMITED First Floor. St Johns House. 16 Chui¢h StTeet. Bromsgrove. B618DN T.. [phone] E.. infoeclayknox.com W.. www.dayknox.com Reglstered Office.. First Floor, St Johns House. 16 Churth Street. Brgmsgiove. B618DN R8gistered Comp8ry No. 08978323

FINAL draft PEOPLEfoN VILLAGE RECREATION TRUST Accoupifs YEAR END 31 MARCH 2022 Treasurer's Account Balance brought Forward 2,695.26 Plus Income £39,572.41 42,267.67 Less expenditure 38,114.90 Total at 31.03.22 4,152.77 Business Account Balance brought Forward Transfer from Treasurers Account Plus Income Gross Interest 23,781.02 11,500.00 2.91 35,283.93 Less expenditure Transfer to Treasurers Account 3,000.00 Total at 31.03.22 £32,283.93 Total Both Accounts £36.436.70 Bank Reconclllatlon Treasurer's Account as per Bank Statement 31.03.22 £4,152.77 Business Account at 31.03.22 as per Bank Statement £32,283.93 Total Both Accounts as per Bank Statement 31.03.21 £36,436.70 Bar Stock Holding at Cost as at 31 March 2022 £919.89

Treasurers Account Income 2021 2022 Bookings Grants £ 22,192.75 £ 10,667.00 Donations 1,937.46 Wayleave Transfers from Business Account 16.62 3,000.00 Damage Deposit BarTakings Events 350.00 838.58 570.00 TOTAL INCOME £ 39,572.41 INCOME OVER EXPENDITURE 1.457.51

Treasurers Account Ex enditure 2021 2022 Hall Manager Wages Cleaner Wages Hall Manager Expenses Treasurer Expenses Chairman Expenses Sundries £4,139.30 £2,130.35 £0.00 £0.00 £0.00 £1,670.78 £7,552.06 £1,750.06 £1,700.00 £357.88 Hall Maintenance Grounds Maintenance Electricity Telephone / Wifi Refuse Collection £836.38 £602.68 Water Costs £88.69 Insurance £1,033.91 £862.92 Bar Stock Bar Float £0.00 Play Area Auditor £242.47 £100.80 Licences £1,392.49 £11,500.00 £528.00 Transfer to Business Account Refund (Covid19} Refund Of Damages Deposits Window Cleaning Donations £0.00 £175.00 £800.00 Events £651.13 Total Expenditure £38,114.90

Business Account Income and Ex enditure 2021 2022 BIF £ 23,781.02 INCOME Bank Gross interest Transfer From Treasurers Account TOTAL 2.91 £ 11,500.00 £ 35,283.93 EXPENDITURE Transfer To Treasurers Account 3,000.00 TOTAL £ 32,283.93

CLAY I(NOX Private & Confidential Aceountants,Tax & 8usiness Adtrisers Emall.. Our ref.. [e-mail] PVRTINCIJM Date.. 30 May 2022 Inde ndent Examlnerf R Peo leton Vllla e Recreation T￿￿¢ PVR I report to the trust with regards to the receipts and payments account for the year ending 31 March 2022 Responslbllltles I have independently examined the accounts of PVRT as required by the accountln8 regulation5. my responsibilities are.. Identlfy whether proper accounting records have been kept. Verify that the bank accounts have been correctly recorded In the accounts. Confinn that the accounting records have been properly prepared in accordance with the accountlng re8ulations in so far as these apply to the recelpts and payments basis. It Is my duty to report any matters arisin8 from this examlnation that are a cause for concern. Independent Examlnerfs Statement I have completed my examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn In this report in order to enable a proper unde￿tanding of tho accounts to be reached. Slgned....... ...... Jared McKerron, Independent Examiner CLAY KNOX LIMITED First Floor, St Johns House. 16 Church Street, Bromsgrove. B618DN T.. [phone] E.. infoedayknox.com W." www.dayknox.com Registered C>FFice'. First Floor, St Johns Hou5¢, 16 Church Street. Bromsgrove. B618DN Registèrgd Company No. 08978323