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Independent Examiner’s Report to Peopleton Village Recreation Trust
Re: Receipts and payments account ending 31°t March 2024
| have independently examined the accounts of the PVRT as required by the Accounting Regulations.
My responsibilities are:
- 1 Identify whether or not proper accounting records have been kept. 2 Check that the bank Accounts agree with the accounting record. 3 Check that the accounts have been properly prepared in accordance with the Accounting Regulations in so far as these apply to the receipts and payments basis.
Where matters arise from this examination that give cause for concern, it is my duty to report it.
MY REPORT:
| 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 understanding of the accounts to be reached.
The accounts kept are clear and comprehensive.
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Signed:
Date; | |= | 2
Name: KS \q _— ( ? eos
Position: \ Ire =—\ a A
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London 2nd Floor, 60-66 Wardour Street, London, W1F OTA +44 2037 802 500 Midlands St Johns House, 16 Church Street, Bromsgrove, B618DN +44 1527 883 620 Clay GBP is the trading name of Clay GBP Ltd and Clay GBP (London) Ltd which are Limited companies registered in England and Wales. Clay GBP Ltd registered number is 08978323 whose registered office is St Johns House, 16 Church Street, Bromsgrove, Worcestershire, B61 8DN. Clay GBP (London) Ltd registered number is 12256708 whose registered office is 2nd Floor, National House, 60-66 Wardour Street, London WIF OTA. Clay GBP (London) Ltd is Regulated by the Institute of Chartered Accountants in England and Wales for a range of investment business activities clavahn cam infoM@clavahn cam
PEOPLETON VILLAGE RECREATION sur accounts - YEAR END 31 MARCH 2024
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Treasurer's Account
Balance Brought Forward £ 2,008.32
Plus Income £44,903.55
£ [46,911.87]
Less expenditure £ 45,041.35
Total at 31.03.23 £:1,870.52_
Business Account
Balance brought Forward £ 13,025.55
Transfer from Treasurers Account £ 8,000.00
Plus Income Gross Interest £ 174.34
£21,199.89
Less expenditure Transfer to Treasurers Account £ 6,000.00
Total at 31.03.24 —«£15,199.89
Total Both Accounts ~«£17,070.41
Bank Reconciliation
Treasurer's Account as per Bank Statement 31.03.24 £1,870.52
Business Account at 31.03.24 as per Bank Statement £15,199.89
Total Both Accounts as per Bank Statement 31.03.24 ~—«£4.7,070.41.
Bar Stock Holding at Cost as at 31 March 2024 £963.83
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Treasurers Account Income 2023/2024
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||||||
|---|---|---|---|---|
|Bookings|£|21,889.50|
|Grants|£|3,850.00|
|Donations|£|1,550.00|
|Wayleave|£|16.62|
|Transfers from|Business Account|£|6,000.00|
|Bank Adjustment|(double|payment)|£|95.00|
|Damage|Deposit|£|1,000.00|
|Bar Takings|£|2,790.22|
|Events|£|7,712.21|
|TOTAL INCOME|£|44,903.55|
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INCOME OVER EXPENDITURE
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437.80
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Treasurers Account Expenditure 2023/2024
| Hall Manager Costs | £ | 4,977.33 | |
|---|---|---|---|
| Cleaner Costs | £ | 2,634.33 | |
| Hall Manager Expenses | £ | 17.55 | |
| Holiday Cover Cleaning costs | 30.00 | ||
| Chairman Expenses | £ | - | |
| Sundries | £ | 1,047.15 | |
| Hall Maintenance | £ | 13,140.44 | |
| Grounds Maintenance | £ | 2,922.00 | |
| Oil | £ | 1,940.00 | |
| Electricity | £ | 1,729.88 | |
| Telephone /Wifi | £ | 456.58 | |
| Refuse Collection | £ | 639.34 | |
| Water Costs | . | 128.51 | |
| Insurance | £ | 1,240.73 | |
| Bar Stock | £ | 975.94 | |
| Licences | £ | 1,016.52 | |
| Refund Damage Deposit | £ | 29.00 | |
| Transfer to Business Account | £ | 8,000.00 | |
| Window Cleaning | — | £ | 210.00 |
| Events | £ | 3,811.05 | |
| BankAdjustment | £ | 95.00 | |
| TotalExpenditure | £ | 45,041.35 |
Business Account Income _and Expenditure 2023/2024
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B/F £ 13,025.55
INCOME
Bank Gross interest £ 174.34
Transfer From Treasurers Account £ 8,000.00
TOTAL £ 8,174.34
EXPENDITURE
Transfer To Treasurers Account £ 6,000.00
TOTAL £ 15,199.89
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PEOPLETON VILLAGE RECREATION TRUST
AGM
5‘ June 2024
CHAIRMANS REPORT for the year 2023/24
Introduction
| welcome everyone here to our regular AGM, this time held in June due to needing to concentrate all our efforts on this year’s Pony and Dog Show held last month which meant a slight delay in giving proper notice of this year’s AGM and hence holding it a month later than normal.
Overview of the Year
This past year has been another very successful and very busy year for the village hall, with the use of the hall, and in particular the bookings continuing to be high after the dramatic fall we experienced in 2020 due to COVID.
This year’s bookings have remained strong at almost identical in cash terms, in fact just slightly higher in value compared to last year which makes it 3 years in a row of steady income. This gives us every confidence for the future sustainability of the hall as a lettable enterprise. This puts our finances in a healthy position and enable us to think about more and more 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.
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BOOKING INCOME PER YEAR
20,937 —_ 22,194 31,791 21,892
a oe = -
20,000 758 . : - a
15,000 13,590 . - a - .
10,000 a . -
2014/15 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2021/22 2022/23 2023/24
Financial Year
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As in previous years, our strategy has been to work hard at the income with as many events as possible so we can reinvest every penny in to the maintenance, some £13,000 this year. .
Competition on our doorstep from other venues for hire is always a challenge, but when we do get feedback, it’s always positive and it tells us that our village hall is a preferred venue for many. But we are not complacent and we are always looking to add something different and new for everyone to benefit.
We appointed a new secretary to the Trustee committee in Sarah Howe, who can’t be with us today, but she has kept us both organised and ensured the smooth running of our monthly meetings.
Events
This is still a very important part of our charity constitution and so we have held a number of fundraising and community events over the year, the most recent being the Pony and Dog Show last month. The Hall Manager will cover other events over the course of the past year in her report.
All these types of events, whether they are fundraisers, or for the benefit of our community, are really important to keep our village hall the important and vibrant asset that it is, and we hope to see as many of the village as possible turn out to support our future events.
Investment
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.
The major project this past year has been replacing all the windows and doors. In February this year, thanks to tireless work by Steve Pike we were successful in securing a grant from Wychavon’s Rural Fund for over £19,000 and together with our own investment of over £8,000, we were in a position to contract with Pears of Worcester to install all new windows and external doors throughout the building..
We have also done some essential roofing repairs by replacing tiles to the valley and thereby ensure that we are completely watertight.
At the time of committing to do the windows and doors, we found a major problem with our drainage. Toilets were backing up and not flushing, and so after costly and time consuming investigations we found we had a broken drain, something like 40 meters away in the play area. We contracted drainage experts recommended to us McBreen from Worcester, who were excellent by the way, It cost over £4,000 and 12 hours continuous work to repair the drain and the Trust are very grateful to Parish Lands who were able to generously help us with the cost as we were at the time committed to paying our share of the cost of the windows and doors.
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Other essential maintenance includes the relining of the car park, electrical repairs and annual testing, fire extinguishers and emergency lighting servicing, boiler servicing which all adds up.
We have also been able to go some way to tackle the acoustics in this small hall. We’d had quotes before for very expensive acoustic solutions but we decided to go with simple do it yourself acoustic tiles which have made a good enough difference and cost only a few hundred pounds and we were very grateful for a contribution from Peopleton Scouts who were finding the acoustics the most difficult.
Looking Ahead
We need to have a push on recruiting new trustees. We currently have two vacancies and some of us have done quite a stint on the committee, so we are looking for new recruits to ensure we have a good plan for succession and make room for different ideas and people who can give their time and energy.
We also want to take advantage of any grant funding to help make bigger investments possible. We’ve considered solar panels and had submitted an unsuccessful bid for a grant from Wychavon, but we will continue to look for ways to do it another way.
And there’s plenty more to do inside the building. These are more modest improvements like redecorating, repair and replace internal doors and the kitchen will soon need a refresh.
We have also spent some time throwing out stuff, getting more organised and making room in our various stores. This can still make way for the village archive which we’ve spoken about before and | hope we make progress on that this coming year.
Thanks
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.
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
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| thank them all for their hard work and dedication throughout the year. | 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, particular to various working parties and supporting fundraising events where we all roll up our sleeves to ensure that this hall and grounds continues to be a great community asset.
| 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 people’s events, does her bit in the Pantry, has covered to do the cleaning when our cleaner is on holiday, and 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 easier - having a Hall Manager really does ensure Trustees make really good and sound decisions.
| also thank our new Secretary Sarah Howe for all the organisation and support she provides to me and the Trustees, to make sure our committee runs smoothly.
| also thank our cleaner Cath Allen for keeping the venue in good order.
It’s no small undertaking being a volunteer and again | 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, and | would invite anyone interest in becoming a trustee to get in touch with any of your current trustees or the Hall Manager.
Thank you for attending today, that completes my report and here’s to another successful year to come.
Steve Smith
Chairman, Peopleton Village Recreation Trust.
5% June 2024
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