(Charity Number: 1195282) ## **The Dorothea Mitchell Hall** ## **Trustees’ Annual Report for the year ending 29 February 2024** The Dorothea Mitchell Hall Charity was established in 1918. In 2021, the Hall and its assets and liabilities were updated to a Charitable Incorporated Organisation (CIO), to better manage its day-today activities and legal requirements. The main focus of the charity is with regard to the Village Hall which was built in 1913 and plays an important part in the life of Claverdon village. A variety of events & classes take place in the hall, ensuring it is well used throughout the week, thus providing health and social benefits for local residents. A professional survey of the Charity’s property was undertaken to assist the trustees in administering the hall both now & in the future. All necessary inspections and licences, together with insurance requirements have been obtained. The trustees arranged for a drone survey to identify any maintenance work needed on the hall’s roof. The comprehensive report from the survey confirmed that the majority of the roof is in good condition. This reflects the excellent work - funded by the Mitchell family - of replacing the original thatched roof with tiles in 1950. Steps are currently being undertaken to deal with the survey’s recommendations to prolong the serviceable lifespan of the roof. The attractive hall grounds have been very well maintained, including our boundary hedges. The additional voluntary efforts of some local residents in this respect are much appreciated. In order to comply with Charity Commission regulations, the Trustees have used professional advisors in regard to their tenants, namely: Claverdon Surgery, Claverdon Nursery, Claverdon Community Shop and Claverdon Lawn Tennis Club. Leases with the tenants have been renewed and rents reviewed as required. Despite increased running costs from utility prices and wider inflationary pressures in the period; the Charity has maintained a healthy cash fund to support the regular running of the facilities and to protect against large one off financial shocks. With so many users, the pressures resulting from car parking requirements on the site is increasing, to the detriment of some of the grassed areas. The Trustees are working on improving the safety of the car park and reducing the impact of increased traffic on surrounding land and boundaries. The drive has been resurfaced & traffic calming measures installed to increase the safety for users, particularly as very small children are present on a daily basis. The Trustees meet every month & have been fortunate to receive valued assistance from their Secretary/Treasurer together with their Caretaker. Village residents are regularly invited to join the present trustees to help administer this important community asset. ## **Dorothea Mitchell Hall Trustees** 20 December 2024 THE DOROTHEA MITCHELL HALL & RECREATION GROUND CIO MANAGEMENT STATEMENT OF RECEIPTS AND PAYMENTS PERIOD ENDING 28 FEBRUARY 2024 (REGISTERED CHARITY No. 1195282) Trustee 2uZ Date Trustee Date l.lo.1c)Z* Independent Examiner Date J¥,.[ THE DOROTIIF..4 %IITCHELL HALL & RF.CRF.Afioi i.'ROI.ND ('1() M.IN,ICEMLNT STATE￿IEyT OF RECF.IPT% AID PAI'IIF.NTS PEKIUD EYDING 28 FEBRI"ARV 2n24 Per￿d 25-10 22to 18 Februa 2023 Yft end 29 FEBR otes ARY 2024 REC'F.IPTS Unallocated Claverdon Nutsety Trinity Court Suigery ClaveTdon Lawn TÉnnls Club Claverdon Community Shop Total R@nial Incorne Recharges of cost5 toTenants 0.00 4.495.36 1,625.00 0.00 20.316.72 6,5W.(N) ZZ&23 &24r• L725.LY) 28.$41.72 2.l68.37 8.%)8.75 io.Lii.so 25.00 20.00 345.56 6,120.36 1,64S.O) 2.674.26 Regular weeklylmonthly halllequipment hire Grants & Donaiions Equipment Hire Coffe Box/KiD851andihg Evènts UnrecLaimed deposits Openin8 deposlt adjuliments 88nk Compensatio nk Interest To1￿1 REfeipts 356.00 -50.(N) 40. 741.07 10.795 62 50.451.97 P.%) IIEN'I'S Ground Upkeep 412.CY) 2,997.50 3.860.08 1.256.LO ISO.13 1.833.l7 144.(YJ 2.435.94 271.46 90.co 236.98 19.792.20 11.377.87 60.63 963.22 453.82 4,217.96 3,610.25 51&78 Water Rate5 Rates Elettr Broadband 525.67 36. 1,283.96 J38.CO Sundry Éxpenses Refuse Advertl¥n8 & Stat￿nery 181.15 SS2.L¥J 251.04 1,457.78 1.009.05 180. 1.054.20 Repairs & Renewals Hall lrnprovements C1è3nin8, Laundry cenco5 Caretaker Trea5uryCost5 MDbile phone ftsi*l Pivrnrnts Surplu¥llDeficitl ol rtfeipts ￿'tr pM!tnt￿ts 170. 7.251.75 3,543.87 S4.270.09 -3.818.l2 Tr'l NJ) OpÈnin4 Balantè B/fv4d Transferred from Trust Surplusfortheye31 Closin8 balance C/fwd 86.269.86 O.OD -3,818.12 82,4SL.74 82.725.99 3.543.87 86.269.86 KetKcw*d byclosirg cash ￿l￿ne¢S ￿.1th Uoyd5 Bank. Transferred FU￿d5 Fro￿ DM Hall Tru51 Char Total 86.269.86 82,451.74 5.(¥JO.(N) 87,451.74 86.269.86 4,845.CO •* F.Ncluths de￿￿1t balance hcld Agrccs to Bank SidiemLniS 89.6i1.74 8ANK BAL414CES PER LLOYOS BANK 89,651.74 Phillips and Becker Ltd. ACCOUEllANCY HOUSE 4 PRJORY ROAD KENILWORTH WARWICKSHIRE CV8 ILL Chartered Management Accountants Mllnogement & FinJneial ALYounts Sm811 Btsine&qSwcioli4L PaiYoll%. VAT&T￿Ltivn Pe￿)nal TLyatso TL,I.. I01926}51￿ 514 Independènt Examinerfs Report on the Accounts of The Dorothea Mitrhell Hall Trust for the Flnanclal Yearto 28102124. I met with Mar80 Key who gave me all the paperwork for the latest accounts she ha5 produced. The accounts are a mirror image of the bank statements with all ￿ceipts and payments analysed over the headings shown on the Receipts and Payments Statement attached. Unlike tradltional company accounts where provision5 are made for recelpts and payments that have not gone through the bank, the DMH accounts are based on money received and paid so the Surplus or Oeficlt for the year is the difference between the closing bank balances at 28102123 and at 28102124 after adjusting for Income that belongs to the next year and received in advance. See flgure5 on the Receipts and Payments accounts attached. l. Receipts. These a￿ made up from the sums banked and are Itemlsed over the usual headings and all seemed in order. 1 Bank Balance. The last bank statement in the file is dated 28102124 and the accounts are dated 28102124. The bank balonces in both accounts ag￿e with the accounts at 28102124 so all is good here. 3. Cost Analysls Sheets. All extremely accurate and very well detsiled over the cost headings in the accounts. 4. Deposlts Held. There is a Lloyds Deposit Account at 28102124 which earns interest which is shown in the Receipts in the accounts at £741.07 5. Accounts- Receipts. Similar details to the last yearfs receipt5 and there are very good records and detailed summary sheets that agree with the bank statement5. No problems here. 6. Accounts-Payments. The file was extremely goo(1 containing the invoices and a550ciated c05t papeNork and in the Same sequence as the payments on the bank statements, so the checking was made easy. Also the Cost analysis sheets that detailed all expenditure with the same headings as in the accoursts were very well produced and accurate. It meart that payments heading5 in the accounts were easy to check and were in very good order with no real problems. All seemed OK with the invol￿$ and bank slatements. 7. Self Employed People. This has now been sorted and the backlog Is all in order and corrert and 80ing forward all will be in accordance wlth HMRC'S rules and regulation5. 8. Accounts Payment& See detai15 in actount5 and they all seem in order with the invoices and payments made. 9. Receipts and Paymeftts Flnal Accounts. These seem financially correct and represent the receipts and expenditure in the year so there are no more comments to add. 10. Summary. Everything ha5 been very well kept by Margo and the accounting file is very comprehensive so all is in good Shape and accurate. The compLrter records are very good and extremely well kept and show full detsils of every item in the accounts 50 well done again Margo. Call me on any queries. regards, Davld M. Phillips BllDk dcili1￿.: HSBC Konili%nrth Sort r(KIL'. 40-46-04:..Iccuiini'. SI4￿9809 RcKi%EcrL.d in LnBlond. Rc￿1&Lr*1}tsn N'o. 7￿.¥l4￿.1,.4T RL.,,_'tnti(Trii Ns1. 989 9291 27 Re￿oIrEre.. Ac¢oiintan¢Th' Houbtr, 4 Prion. Ruod, KisniliiDrth. CV8 ILL