2025-03-31-accounts - The Peopleton Village Recreation Trust

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PEOPLETON VILLAGE RECREATION TRUST

AGM

7[th] May 2025

CHAIRMANS REPORT for the year 2024/25

Introduction

I welcome everyone here to our regular AGM, and this is my last.

I will be stepping down as a trustee and Chairman. I’ve been a trustee since 2011, and after 10 years as Chair, it’s time for a new chairman who will no doubt bring new energy and their own ideas to take the Trust forward.

The new Chairman will be decided at the next committee meeting straight after this AGM.

Overview of the Year

This past year has been another very successful and very busy year for the village hall. The hall has been very popular as ever, particularly hiring bookings which provides our main income. This year is the highest it’s ever been.

This year’s bookings have remained strong now for 4 years in a row following the pandemic. And as I said this year has been our best ever year.

This gives the Trustees every confidence for the future sustainability of the hall as a lettable enterprise. Because of strong income from lettings our finances are in a healthy position which means we can continue to reinvest in the buildings and grounds.

The detail on the bookings and the finances will be covered in the Treasurers/Hall Manager part of our agenda.

BOOKING INCOME PER YEAR

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30,000
25,000
20,000
15,000
10,000
5,000
-
2013/14 2014/15 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2021/22 2022/23 2023/24 2024/25
Financial Year
£'s
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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 the maintenance, some £25,400 this year.

Competition from newer facilities on our doorstep is always a challenge. But we get some great feedback which tells us that our village hall is a preferred venue for many, and we always strive to keep our rates very competitive. But we are not complacent and we are always looking to improve the facilities given it is over 35 years old.

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 Pony and Dog Show is still our largest fundraising event, and last May’s event was very successful when we raised just under £2000 for the hall. And we look forward to this year’s show on the 18[th] May being just as successful.

We have also held a bingo night, several quizzes, our previous hall manager ran several soup lunches, we hosted the Autumn Show, and new this year was our live play “Behold ye Ramblers” on the 15[th] March. 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 of 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.

July last year we carried out a survey of the building and grounds to set out a 3 year maintenance plan, which means we can plan all the jobs and larger projects over time and have the funds ready to do them. Last year I talked about new windows and doors, but this year has been about doing lots of smaller things to keep the hall going.

These have included roof repairs and gutters, replacing a leaking water tank, repainting the spider, repairing picnic tables and chairs, new electric cables to the projector in the loft chewed by mice, a new pest control contract, and lots of grounds maintenance, and repairing alarm faults.

If there was a major project it would have to be replacing the goal posts. During our survey we identified the old posts as needing to be removed if not replaced, and because there are portable posts and nets next to the pitch, we didn’t think they would be missed anyway. But in fact they are used by Pershore Juniors who hire our pitch for the season. So we had to quickly buy new posts and on one very cold, wet and windy day in September me, David and Les set about concreting in the new posts and installing very heavy crossbars. Thankfully the pits for the concrete were already dug, but it was still very hard work and despite the weather they have been expertly constructed.

Looking Ahead

There will be a new Chair elected tonight, but as ever we need to attract new trustees to bring new ideas and support to this important village facility. We currently have two vacancies so please do all you can to encourage others to join the Trustees for what is hugely rewarding work for the village.

There will be plans to continue to deliver on the maintenance plan and take advantage of any grant funding to help make bigger investments possible. 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.

A new sign is on its way very soon to the front entrance, which was broken last year by a lorry. We had hoped that the original installers could do a new one but that has taken far too long to get a response so we have one on order from elsewhere.

And there’s plenty of events to be planned, and perhaps another play or other live drama event.

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 who are such a great team to work with.

David Manning – vice-Chair

Mark Sherward

Morag Edmondson

Lynne Mullington

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, 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.

We all know how important the role of Hall Manager is, so I also wish to thank our former Hall Manager Jo Smith, who up until early February had put in a huge amount of hard work to make sure that every day the hall and playing fields ran 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, so I was delighted when we were able to find a new Hall Manager in Ginny Farrant who has taken over the reins superbly given how varied the job is. So a huge thank you to Ginny for coming to join us and making such a good transition and smooth handover from Jo during some hectic first few months.

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

I’m also delighted that we have a new cleaner Sam Whatmore who, since the beginning of March, has really got stuck in to bring the hall up to a higher standard.

Finally, it’s no small undertaking being a volunteer and in my view there’s a lot that happens in this village that wouldn’t happen at all if it wasn’t for those volunteers, but it’s too few a group of people. But 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.

So thank you for attending today, that completes my report and I wish the Trustees, and the new Chair, every success in the coming year.

Steve Smith

Chairman, Peopleton Village Recreation Trust, 7[th] May 2025

CLAYFd femees e GBPp

;

independent Examiner’s Report to Peopieton Village Recreation Trust

Re: Receipts and payments account ending 31° March 2025

| have independently examined the accounts of the PVRT as required by the Accounting Regulations.

My responsibilities are:

fl 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 properiy 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: : .
Name: KA io fe
Position: \ I re xt &—__ P
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Londen 2nd Floor, 60-66 Wardour Street, London, W1F OTA +44 2037 802 506 Midlands St Johns House, 16 Church Street, Bromsgrove, B61 8DN +44 1527 485 620 Clay GBP is the trading nome of Clay GBP Ltd ond Clay GBP (London) Ltd which are Limited companies registered in Englond and Wales. Clay GBP Ltd registered number is 08978323 whose registered office is St Johns House, 16 Church Street, Bromsgrove, Worcestershire, B6l BDN. Cloy GBP (Londen) Lid registered number is 12256708 whose registered office is 2nd Floor, Nationa! House, 60-66 Wardour Street, London WIF OTA. Clay GBP (London) Ltd is Reguicted by the Institute of Chartered Accountents in Englend ond Wales for o range of investment Susiness octivities

FINAL (draft) PEOPLETON VILLAGE RECREATION TRUST ACCOUNTS - YEAR END 31 MARCH 2025

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|||||||||| |---|---|---|---|---|---|---|---|---| |Treasurer's|Account| |Balance|Brought|Forward|£|1,870.52| |Plus|Income|£76,086.49| |“£77,957.01| |Less|expenditure|-£|78,897.75| |Total at 31.03.25|-£|[940.74]| |Business|Account| |Balance|brought|Forward|£|15,199.89| |Transfer|from|Treasurers Account|£|17,000.00| |Plus|Income|Gross|Interest|£|130.56| |t|32,330.45| |Less expenditure|Transfer to Treasurers Account|£|19,250.00| |Total|at 31.03.25|____|£13,080.45,| |Total|Both Accounts|~«£14,950.97,| |Bank|Reconciliation| |Treasurer's|Account|as|per|Bank|Statement|31.03.25|£1,870.52| |Business|Account|at|31.03.25|as|per|Bank|Statement|£13,080.45| |Total Both Accounts as per Bank Statement 31.03.25|—_|£14,950.97| |Bar Stock Holding|at|Cost as|at 31|March|2025|£520.00|

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Treasurers Account Income 2024/25

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||||||| |---|---|---|---|---|---| |Bookings|£|24,197.75| |Grants|£|15,398.00| |Donations|£|5,134.00| |Wayleave|£|8.31| |Transfers|from|Business|Account|£|19,250.00| |Damage|Deposit|£|2,300.00| |Bar Takings|£|2,104.96| |Events|£|7,693.47| |TOTAL INCOME|£|76,086.49| |INCOME OVER EXPENDITURE|£940.74|

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Treasurers Account Expenditure 2024/25

Hall ManagerWages	£4,937.87
CleanerWages	£2,636.43
Hall Manager Expenses	£176.43
Sundries	£4,288.30
Hall Maintenance	£25,400.00
Grounds Maintenance	£3,083.07
Oil	£2,910.00
Electricity	£4,723.49
Telephone / Wifi	£765.97
Refuse Collection	£490.62
Water Costs	£135.81
Insurance	£1,276.91
Bar Stock	£959.49
Licences	£842.38
Transferto Business Account	£19,750.00
Window Cleaning	£213.00
Professional Fees	£582.00
Events	£5, /20.00
TotalExpenditure	£78,897.75

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Business Account Income_and Expenditure 2024/25
B/F £ 15,199.89
INCOME
Bank Gross interest £ 130.56
Transfer From Treasurers Account £ 17,000.00
TOTAL £ 32,330.45
EXPENDITURE
Transfer To Treasurers Account -£ 19,250.00
TOTAL £ 13,080.45
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CLAYFd femees e GBPp

;

independent Examiner’s Report to Peopieton Village Recreation Trust

Re: Receipts and payments account ending 31° March 2025

| have independently examined the accounts of the PVRT as required by the Accounting Regulations.

My responsibilities are:

Where matters arise from this examination that give cause for concern, it is my duty to report it.

MY REPORT:

The accounts kept are clear and comprehensive.

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Signed: : .
Name: KA io fe
Position: \ I re xt &—__ P
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FINAL (draft) PEOPLETON VILLAGE RECREATION TRUST ACCOUNTS - YEAR END 31 MARCH 2025

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Treasurers Account Income 2024/25

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Treasurers Account Expenditure 2024/25

Hall ManagerWages	£4,937.87
CleanerWages	£2,636.43
Hall Manager Expenses	£176.43
Sundries	£4,288.30
Hall Maintenance	£25,400.00
Grounds Maintenance	£3,083.07
Oil	£2,910.00
Electricity	£4,723.49
Telephone / Wifi	£765.97
Refuse Collection	£490.62
Water Costs	£135.81
Insurance	£1,276.91
Bar Stock	£959.49
Licences	£842.38
Transferto Business Account	£19,750.00
Window Cleaning	£213.00
Professional Fees	£582.00
Events	£5, /20.00
TotalExpenditure	£78,897.75

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