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2024-03-31-accounts

Annual General Meeting Of the Trustees Bray Village Hall

Thursday 5[th] September 2024

1. Attendance

Trustees Present:

Apologies:

Secretary – Sheena Jenkins

Members of the Public Present - Nil

2. Chairman's Report

This year has seen the Hall re-established as ‘the centre for the community,’ principally through the highly successful (if exhausting!) centenary event, regular bar opening, hosting the village’s evening event for the King’s Coronation, running two very successful markets for our local businesses and opening for Christmas Eve and Boxing Day. The Hall also opened on New Year’s Day to run a ‘Survivors’ Brunch,’ assisted by staff from the Hinds Head. The centenary embraced running five events in one day, embracing a children’s play, drinks for friends of the Hall, the re-dedication of the Hall by the Rt Hon Theresa May MP and writer/artist Frieda Hughes, a senior citizens tea party, book reading by Frieda and evening fancy dress party/fund raiser.

That said, keeping that focus as the community’s centre remains challenging, given the increasing costs of utilities, the need to upgrade more of the Hall’s facilities and seeing more consistent and higher quality service and offering from the current bar team. We will need to seek corporate and more regular local sponsorship if we are to achieve our ambition within the next two years.

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3. BVH's Treasurers report for the year ending 31/03/2024

The year has been a busy one for the hall with more fund-raising events held than usual, one reason being the celebration of our centenary in July, together with rental income being up 20%. The result being total income generated of £37256 against £29053 for the previous 12 months. Expenditure was down at £32115 against £46735 for the previous 12 months.

The end result being a surplus of £5411 against a deficit of £17682 the previous year.

The bank balance increased from £22476 to £27886 for the same period last year.

Letting revenue together with fundraising is still looking good for the current 12 months,; estimates of revenue and expenditure should be similar.

The financial auditor had reviewed our accounts and no major anomalies or findings were reported. The report and accounts were being submitted to the Charity Commission.

4. House Chair's Report

Main works up until end March comprised:

Looking ahead, major maintenance will be required next year on the bar room electrical system, external security lighting, plus hall sofits, facias and main doors. Currently, there are no major health & safety issues, pending work on the power supply (see below) though action was taken to deal with mice in the kitchen/main hall during the Winter/Spring.

Lastly, it was realised that the hall has a second mains power supply that surfaces in, and services, the bar room/bar, and that its meter comprised of old 1950’s technology and has not been read for some time. We are in the process of trying to identify its ownership to both see it upgraded and correctly read and pay for power usage.

5. Fundraising Officer's Report

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Two main fund raisers held were a wine tasting evening and silent auction on 2[nd] October (raised £1388) and a Christmas Ceildh/silent auction (raising £1746). We were also successful in securing a £1500 grant from the parish council towards the cost of new main doors and courtyard refurbishment. Another grant will be sought in the coming year.

6. Health and Safety Report

There were no notable outstanding health & safety issues from the previous year and annual fire safety checks had been completed. We will be completing annual electricity and appliance testing as soon as the mains power issue has been rationalised and updated.

7. Election of Committee and Officers

Emma Carroll-Fraser was to take a year off for maternity and has stood-down, as had Clare Stuart-Adams (work pressures). All other existing Committee Members and Officers stood down and the following were then re-elected with roles as follows:

Additionally, Sheena Jenkins was appointed as a Trustee with the role of Secretariat and Ops Support.

8. Trustees Declaration

The AGM ended at 7:45pm. The Trustees are satisfied that this record correctly reflects the position of the Hall and its management at the time of meeting.

I P Jenkins

Chairman Bray Village Hall Trustees

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BrayVillage Hall
Management Accounts for the 12 months to 31/03/2024 31/03/2023
INCOME
Casual 12941 8620
Permanent 11732 11696
Total Rental Income 24673 20316
Dances/Functions 7638 4876
Snooker Meter 138
Bar 2400 1220
Sundry 205 503
Grants 2610 2000
Total Income 37526 29053
EXPENDITURE
Electricity 985 875
Gas 1900 1776
Water 1040 3751
Telephone 652 582
postage/stationery 170 132
Repairs/Maintenance 12913 26987
Cleaner 4030 3320
Rates/Insurance 1584 1678
Advertising
Broadband 503 382
Fund Raising 3499 1742
Sundries 2439 3320
Lettingofficer 2400 2190
Total Expenditure 32115 46735
Surplus/(Deficit) 5411 -17682
Bank Balance 27886 22476

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 2024.

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-Lees

Glynis Crane-Lees

FCA BFP Chartered Accountant

Lavender House Fishery Road Bray Berkshire SL61UP

Date:

1 July 2024