Annual General Meeting
Of the Trustees of Bray Village Hall
Tuesday¥ 8 August 2023
Trustees Present:
lan Jenkins- Chairman
Mike Charleton - Deputy chalnnan￿reaSUrer
Suzanne Cross- Parish and Borough Counullor
Richard Bai18y
Joanna Filipczak4(orczak- Partsh Councillor
Melanie Gordon
MembeT5 of the Public PresenL"
Two Bray Parishioner5 were present (also the Hall's financial auditors).
Apologies
Tnjstee Linda Saunders asked to stand4own ahead of the AGM as she had recently
change(l emploJTr*nt and would struggle to find the time to continue at the Hall.
One otherwas absent and itwas detemiined did notwantto stsnd again.
2. Chaimian's Report
In surn. our aims thts past yearwere to relum to regular fund-raising events, maximise use
of the (now) available space for hiring. seeing more and enhanced use of the hall by local
residents and to re-build ourfinanoal posilion. bolh to meet other. planned maintenance
and have sufficient contingencyto operate in the event of an unseen impact on finances.
We are also looking to rnark the Hall's Centenary this year, recNit new management
committee members and r&balance W0￿-Sha￿ng to manage the Hall. Pleasingly, we
have been largety successful on all counts.
Regular bar opening twice a week from 6pm for local residents has become estsblished
now, despite having hadto swap-outourbar management team t4vice, Once as the first left
to a busier role, and the second occasion in Mafch, when the replacement team deaded
thatthey could no longercope. The cuffent incumbents already njn an estsblished bar
and social club in Maidenhead and we hope to work with them to continue develop bolh
bar offering and utilizaticn in the yearahead, especially since local commercial aliematiNES
remain expensive and continue to redu￿ theiropening times and availability.
The Hall was the aftemoon and evening focal pointforlhe Village's very successful 'HM
The Queen's Platinum Jubilee evenc hosting a well-SUPPOrted evening of 'Tarts & tipples,
where all of Bray's'mithelin starred, and other restaurants produced quiches to feed
everyone.

Laslly, we are now seeking to push4)n with plans to see the Hall established as a
'commu nity hub., offering everyday opening and facilities for residents to meet, take
refreshments and neiwork, over and above our hosting of regu lar hirers such as the Bray
pre-sthool, Brownies and othergroups. The barroom lends itself to this and we have the
support of the Parish Council to see this become a reality, albeit itwill need careful
funding. good markeling and mre intelligent use of ouravailable space. A Land Registy
search also confimed Hall ownership of some of the adjacent land previously thought to
belong to the Parish Council and thatcan be putto use in good wealherto support
seatingAables adjacent to Ihe bar and certain hall functions.
Finally, it has been rewarding to see more local residents wishing to getinvolved and
support both the Hall and helpwith events. This augurswellforour plans and we will lod<
to extend and broaden our Tepresentabon further at both TNstee and volunteer level over
the coming year.
3. BVH'S Treasurers report forthe year ending 3110312023
The year saw a retum to nonnal fundraising aGlivities after the previou5 years of
lockdowns, with the result being income generdted of £29053 against £22027 for the
previous 12 months induding income from notable fund raiser5. Expenditure was up at
£46735 against £17095. a large part of this being the comprehensive redecoration and
refurbishment of the Bar room in May - August 2022 albeit rising utility Gharges also saw a
total increase in operating costs from some £8,000 to £12,01)O per annum.
The and resuh saw an annual deficat of £17682 against a surplus of £4932 the previous
year.
The bank balanGe de￿eaSed from £40161 to £22476 for the same period last year.
Lettsng revenue together with fundraising is looking striing for the (￿￿ent 12 monlhs and
we estimate revenue and expenditure to be similar.
House Chalfs Report
Main works up until end March have been:
. Refurbishment of the lavatories. bar room. extemal door replacement and 9 x new
windows.
Refu rbishment and redecoration of the bar room.
Replacement of coutyard tamRc. removal of bamboo infestation and
refurbIshff￿nt of the extemal fencing.
Kitchen drainage, main halllkitthen window frdmes
Pending works forthe Co￿￿ng year (subpct lo affordability) indude Main. rear &scape door
replacementlrepair, intemal painting of Ihe Main Hall lowerwall arealradiators and repair
to fascias and gutters.

Fundralslng Offlcerfs Report
Two main fund raiser5 held were a wlne tasllng evening and silènt audion on 2nd October
(raised £1388) and a Christmas Ceildhlsilent auction (raising £1746). We were also
successful in securing a £1500 grant from Ihe parish council towards the cost of new main
doors and coutyard refU￿lShment. Another grantwill be sought in the coming year.
Health and Safety Report
There were no notable outstanding health & safety issues from the previous year.
Election of Commlttee and Officers
All existing Comrnittee Members and Officers stood down and the following were elected
from the previous Trustees and those standing for eleclion for the first tiTh:
All those shown as 'presenY a￿ve were proposed and re-electsd in roles as
listed.
Two new TNstees - Clare Sluart-Adarr6 and Amanda Proctor.
Additional roles were also allocated embraang corporate sponsorship. landlgarden
management. functions, marketing and bar room décor.
Trustees Declaration
The AGM ended at 7:45pm. The Trustees are satisfied that triis record correcuy reflects
the position of Ihe Hall and its management at Ihe time of meeting.
I P Jenkins
Chairman
Bray Village Hall Trustees

|||||
|---|---|---|---|
|||||
|BrayVillage Hall||||
|Management Accounts for the 12 months to|31/03/2023||31/03/2022|
|||||
|**INCOME**||||
|Casual|8620||9623|
|Permanent|11696||10959|
|**Total Rental Income**|**20316**||**20582**|
|Dances/Functions|4876|||
|Snooker Meter|138||565|
|Bar|1220||330|
|Sundry|503||550|
|Grants|2000|||
|**Total Income**|**29053**||**22027**|
|||||
|**EXPENDITURE**||||
|Electricity|875||506|
|Gas|1776||885|
|Water|3751||5|
|Telephone|582||548|
|postage/stationery|132||64|
|Repairs/Maintenance|26987||5931|
|Cleaner|3320||3320|
|Rates/Insurance|1678||1338|
|Advertising|||55|
|Broadband|382||368|
|Fund Raising|1742|||
|Sundries|3320||2205|
|Lettingofficer|2190||1870|
|**Total Expenditure**|**46735**||**17095**|
|||||
|Surplus/(Deficit)|-17682||4932|
|||||
|**Bank Balance**|**22476**||**40161**|
|||||
|||||
|||||





## 22/23 Breakdown of Repair and Maint 

|11/04/22|Berkshire Home Improvements|Windows deposit|£1,471.50|
|---|---|---|---|
|12/04/22|Paul Smith|S/F Cellar door and remedial work|£961.63|
|27/04/22|Paul Smith|Bar doors internal + external|£2,505.00|
|28/04/22|Veolia|Bin|£101.76|
|18/05/22|Excel Flooring|Bar Floor panels|£2,636.84|
|30/05/22|Veolia|Bin|£64.85|
|30/05/22|Paul Smith|To fit Bar Floor|£4,312.00|
|07/06/22|Berkshire Home Improvements|Windows|£4,414.50|
|28/06/22|Veolia|Bin|£68.63|
|28/07/22|Veolia|Bin|£94.56|
|03/08/22|Paul Smith|S/f kitchen door, Bar Fan work + painting|£1,355.00|
|30/08/22|Veolia|Bin|£84.20|
|12/09/22|Paul Smith|Restoration of Window frames|£2,174.00|
|28/09/22|Veolia|Bin|£1.92|
|28/10/22|Veolia|Bin|£61.56|
|28/01/23|Veolia|Bin|£62.81|
|28/12/23|Veolia|Bin|£83.58|
|10/01/23|Chubb|Service|£299.70|
|30/01/23|Veolia|Bin|£61.66|
|20/02/23|S Durrant|Elec Repair|£35.00|
|28/02/23|Veolia|Bin|£69.12|
|03/03/23|Paul Smith|Bar Redecoration|£935.00|
|28/03/23|Veolia|Bin|£77.78|
|28/03/23|Four Seasons Amenitys|Tarmacing Courtyard|£4,740.00|
|28/03/23|Paul Smith|Gates/Fencing|£750.00|
||Contribution towards the Bins||-£435.00|
|||Total|£26,987.60|





## 22/23 Breakdown of Sundries 

|03/05/22|Keys|£19.80|
|---|---|---|
|30/05/22|Keys, Hand Towels Toilet Rolls|£137.98|
|28/06/22|Paper, Bin Bags|£33.36|
|04/07/22|Web hosting site|£68.00|
|30/08/22|Piano Tuner, Bleach, Hand Towels, Toilet Rolls|£107.67|
|09/09/22|Printing|£50.00|
|26/09/22|Bar tables and Stools|£359.94|
|30/09/22|Diary, Bleech, Paper Towels, open evening drinks|£151.99|
|31/10/22|Bleach|£5.25|
|24/11/22|RBWM Premises licence|£70.00|
|28/11/22|Toilet Rolls, Paper Towels, Printing, Tea Urn, Gifts|£200.29|
|05/12/22|Xmas Tree|£70.00|
|05/12/22|Shot Glasses|£56.17|
|05/12/22|Bowls, storage boxes for kitchen, cluster lights|£189.55|
|05/12/22|Kitchen items|£52.19|
|08/12/22|Prints and frames|£156.40|
|20/12/22|Toilet Rolls, Lock, Xmas gifts + vouchers|£131.99|
|12/01/23|Door Handle|£26.12|
|30/01/23|Hand Towels, soap, bags, Trustees Meal, Rad screen|£354.93|
|06/02/23|Cutlery and storage boxes|£90.80|
|22/02/23|Cushions, + covers, sample paint lights for the Bar|£264.99|
|27/02/23|Fridge, Bar Camera, Toillet Rolls, bleach, batterys|£298.28|
|10/03/23|Bar floor lamps, tea lights large cushions|£245.81|
|20/03/23|Cushions + plastic container|£33.68|
|27/03/23|Keys + wi-fi booster|£44.49|
|28/03/23|Hand towels, toilet rolls, mouse trap|£100.13|



£3,319.81 



## **Independent examiner’s report to the trustees of the Village Hall at Bray** 

I report to the trustees on my examination of the accounts of the Village Hall at Bray for the year ended 31 March 2023. 

## **Responsibilities and basis of report** 

As the charity trustees of the Trust, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the 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 Commission under section 145(5)(b) of the Act. 

## **Independent examiner’s statement** 

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: 

1. accounting records were not kept in respect of the Trust as required by section 130 of the Act; or 

2. the accounts do not accord with those records; or 

3. the accounts do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair view which is not a matter considered as part of an independent 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 understanding of the accounts to be reached. 

Signed: 

## GlynisLCrane 

Glynis Crane 

FCA BFP Chartered Accountant 

Lavender House Fishery Road Bray Berkshire SL61UP 

Date: 

20 October 2023