## **Vernon Institute (V.I.) - Charity No. 1156797** ## **AGM – Chair’s Report - Tuesday November 14[th] , 2023** Comments: _This report covers the period from November 2022 to October 2023 The Vernon Institute is known locally as the V.I._ ## **Name of the Trustees of the Vernon Institute CIO for this period** Chris Harman – Chair Jenny Young – Vice Chair Peter Young – Secretary Harry Dobson – Treasurer Kay Parry Claire Nicholas ## Governance This report covers the period from November 2022 through to the end of October 2023. The following trustees were re-elected as trustees at the November 2022 AGM - Chris Harman, Peter Young and Claire Nicholas. The Trustees focus this year have been continued progress on the recommendations of the comprehensive damp report commissioned in 2021. This impacted the main building and the 3 of the 4 cottages that we own. We also had to focus on the unexpected closure of the old preschool and the preparation of the VI for use by a new preschool. ## Financial Our accounts for the year ending 5[th] April 2023 showed a small loss of £414 and the treasurer’s report contains some highlights of the financials with a copy of the Charity accounts, which will be submitted to the Charity Commission before the end of January 2024. The accounts were independently audited by Dave Ash. The late Peter Harris our independent accountant, provided the Trustees with the monthly accounts, management reports, help budgeting, and advice on financial decisions, he will be greatly missed. ## Reserves The cash reserves have been maintained again this last year and we have £20,040 on deposit earning some interest. We also have around £100,000 invested in Chari-bonds. ## Main Buildings The last year we have spent money on damp repairs on the halls and snooker room. We also have partitioned off the boiler room and bin area as part of a fire safety recommendation. We have also had the 5-year electrical inspection with some remedial work completed as a result. The outside play area fence was replaced, and the paving re-laid this summer ready for the new preschool. ## Property The exterior of the tearoom has been painted along with some repairs to the flooring. The four cottages are let to the same long-term tenants and the rental income was on budget with no arrears at year end. The management of these properties is provided by Teal Estates, who continue to deliver an invaluable service, managing the tenant relationship, maintenance, and legalities on all our properties. We had the 5-year electrical survey of the properties completed earlier this year with some costs because of findings in the reports. Vernon Institute AGM – Chairs Report 2022-23 1 | P a g e The main expense on the cottages this year was the erection of 2 new fences separating cottages 2&3 and 3&4. We have also had several leaks and had to replace part of the bathroom in cottage 1 along with some old carpets. ## Land The Vernon Institute own the recreational land at CH1 6HH known as the Seahill Playing Field and this continues to be leased and used by Saughall Colts Junior Football Club. They have continued to make significant investments and improvements to the grounds with more fencing and the removal of the trees that were seen as a risk. There are now over 350 children as members of the club, and they have seen considerable growth in the number of girls joining the club in the last year. ## Development Plans 2022-23 The main development plans we had over the last year, focused on the damp report recommendations which are now 80% complete. There will be a focus on completing the remaining items by the end of this financial year. Next year we will be looking to support the redevelopment of the old preschool play area at the top of the car park. ## Bookings The Hallmaster booking system continues to be a great tool to manage our bookings and invoicing for the hall hire along and provides useful management information. The bookings/sessions over the last year are up by 58 (6%) on the same period last year, which after covid we had hoped would be the case. ## Personnel The caretakers continue to make the VI a clean and safe environment for our users. They provide support completing many minor repairs during the year. Again, we have had positive customer comments on the quality of our venue. I extend the thanks of the Trustees to both Peter Durose and Debbie Harris for their continued commitment to the VI. ## Management Committee I would like to thank the management committee members for their support. The Vernon Institute is all about being a place for the local community and the continued support of the many affiliated groups using the Vernon Institute enables us to meet our charity’s objective. ## Trustees We currently have our full complement of 6 trustees and there are 3 Trustees due to stand down as required under the constitution of the CIO and the election will be completed as part of the AGM. As Chair I would like to thank my fellow Trustees for their support and advice in the management of the Vernon Institute. I want to make a special mention to Jenny Young who has been an invaluable support in the preparation of the VI for the start of the new preschool in September. Prepared by Chris Harman ## _Cjharman_ Chair of the Vernon Institute Vernon Institute AGM – Chairs Report 2022-23 2 | P a g e Receipts and payments ac¢ountS CC16a T• A.- Section A Receipts and payments 51Mlri¢lwt AI RK*piA hire o divKlpnd5 8nd inlwv*t 'proFérty fenlals .council ￿an15 .luno raiging d)natsJns ,car pafk and heid rentsi 'orest and sJndrv 23.450 3.750 .32.8f, - 32.811 12.1)00 1,326 4.042 32.817 1.187 1.372 1,371, 166 2.262 Aki ..71 71 drMI 29,94 9.223 6,018 8.471 7.172,. v I fe Irs and t￿lIag9 T•￿1r5 and mainlenanee prtal expetsa kb%iJr#ntA* hAI Aiid ent rn tees cltr8nin rnisc expenses el 7.695 5.431. 3,210 J.575 661 7.338 7,485: 72.>1 Tol•l p•yM￿ts 39.564. Tl,923 C•Ah •nd L*%L'I XX WT 81 Ca¥h luftds 19,030 80 70,040 ' ccwratyrfp oewsrt rot•1 cash lunds lagr•è tkAiance5 V rtMTrPTS and Urwwtnct•d hJrbd* fvJn J41fj7 KI&GLMklBtIONDS KIACif'.HRIFLpND 31757.00 41,4581 PL?rm 8LACKRIiCKCrtlRINLO -CL*i CFbViII Y perm 19.355 9.781 102351.00, Current value (optional} 850.000 840.000 5.2118 25.000 84 Asi•ts 1•t*ir￿d lor I ch•illy * u IERNVN IN.STITUTE CO".-AGES 14 FURldlTU41 GRfEN LANE PERIA IPERIA l)E r<¥ 85 Ltabilil1•1 Slgngd by on• or hvo truJt••s on b•haff ol all $1gn•tur• Prinl Nam• D&t• of approval CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Vernon Institute, Saughall On accounts for the year ended 5 April 2023 Charity no lif any) 1156797 Set out on page8 I report to the trustees on my examination of the accounts of the above charity I'the Trust'l for the tax year ended Responsibilities and basis of report As the chadty's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 {"Ihe Act"). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commi88ion under section 145(5llbl of the Act. Independent I have compleled my examination. l confirm that no materlal matters have examlner's statsment come lo my attention in connection with the ex8minalion which gwe8 me cause to believe that in, any material respe¢t'. the accounting records were kept in accordan¢e wlth section 130 of the Charities Act.. the accounts did comply with the applicable requirements concerning the form and conlenl of 8c¢ounl$ set out in the Charities {Accounls and Reports) Regulations 2008 other than any requirement that the accounts give a 'lru8 and falr, vlew which is not a matter considered as part of an independent examinatlon. I have no concerns and have come acr0$5 no other matters in ¢onneGlion with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reaehed. Signed: Dave Ash Date: 3010812023 Namo: Dave Ash Relevant professional qualification{sl or body {If any): Address: 27, The Ridings Saughall I Chester. CH16AX IER Oct 2018 Vernon Institute Inde endent Examiners notes tax earended 5 A ril 2023 Introduction Most of the report is similar to last year. as 9 months had already elapsed when last years audit was completed Having previous had experience of a charity commission audit, and having to file the annual report. l obtained their guidelines. bearing in mind this was not a complete audit, just an independent examination of accounts. I have previously examined the Vernon Institutes account, and found them to be true and accLI rate. I took a selection of various aspects of the accounts to perform selected checks. First Im rassions The accounts were reasonable set out, but not easy to follow, some receipts were not dated or clearly itemised, mainly cash. A receipt book or other documentation would be advisable, so that all payments are clearly documented, and could ne checked more easily against the petty cash report. I did not perfomi a full check, only a few months, which were correct, although the documentation was a little long, unfortunately this comes with the payroll software. Easier and more simplified reports, should be in the payroll software General Documentation General documentation was good with plenty of computerised reports to assist in balancing the accounts. Overall Recommendatlons The main area of concern would be cash and cheque reconcilialion. As in a previous year, where possible more sections should be encouraged to pay directly into the Vernon Institute bank account, which would avoid cash and cheque reconciliation. and potentially less work for the treasurer. Dave Ash Independent examiner 30 August 2023