## **Rattery Village Hall Committee Minutes Annual General Meeting 29th February 2024** **Present : Peter Smerdon (Chairman), Janet Causey (Treasurer), Robert Needham, Anthony Coker, Rachel Coaker, Jack Dyson, Ann Hogan (Secretary), Alison Samuel.** 1. Apologies Mark Freeman Sally Tresidder 2. Minutes of last AGM were approved. 3. Matters arising- no matters arising. 4. Treasurer’s report As of 14.2 23 the Nat West Current Account holds £25,539 and The Virgin Charity Deposit Account £81,910. The accounts are published and ready for for upload to the Charity Commission dated 31.12.2023. They include a further £46,052 in the Nationwide Building Society. Payments for Performing Rights have been made as required (PRS/PPL). There has been an improvement in efficiency managing the accounts by subscribing to an online accounting system for Hall Hire. Invoices are notably more straightforward to manage. The Chairman thanked the Treasurer formally for her very significant contribution to the work of the Village Hall Committee. 5. Secretary’s report Kay Gautry’s resignation from the committee left a gap in booking capacity and the committee agreed to employ a booking clerk to undertake those duties going forward which the Chairman elaborates on in his report. The committee is stable currently with 9 Trustees and 1 co-opted member actively participating in meetings and business of the Village Hall. Rachel has confirmed that she will be stepping back at the next AGM. There is a need to recruit more volunteers going forward. Effort has been made to reach out to the community in respect to this need via the popular email forum. The Charity Commission Annual Returns were completed to schedule. 6. Chairman’s report Despite the difficult economic climate throughout 2023 use of our hall has remained strong, in fact hire receipts rose over 2022. The hall continues to be a modern focal point for village activities and events, and also popular with hirers from the wider South Devon area. The solar panels continue to contribute substantially to the running costs of the hall, and in conjunction with South Brent Community Energy Society we are investigating the practicality and economics of installing storage batteries. Last year the Committee had detailed discussions about the storage available for occasionally used hall equipment such as glasses, cups and plates. The conclusion we came to was that we should try not to use the loft storage for these items. To that end we decided to replace the small outdoor storage hut with a larger purpose built structure. Planning permission was obtained and an excellent new store was built over last summer by Neil Coaker, ably assisted by Tony and Rachel. We have now moved bulky items, such as the plastic chairs, surplus tables and youth equipment into the shed, freeing up space under the stage for items currently in the loft so that, ideally, we won't need to use the loft much at all. This year we've been fortunate to have the services of our new booking clerk, Jane Dunham. Jane has taken over handling bookings from Kay Gautry, who did the job for many years and has now moved to Cornwall, we wish her all the best. Jane has worked hard to update the booking system online in conjunction with Trevor Paul, and now we can make the most of the Hallmaster online booking system, to the benefit of hirers. We now also have a designated group of committee members who help by letting hirers in to the hall. We continue to benefit from the hard work and enthusiasm of Tony and Rachel, ably assisted by Neil, who take on the bulk of the halls maintenance requirements. I'd like to take this opportunity to thank committee members for their help and enthusiasm throughout the year in all aspects of the hall, either maintenance, decorating, cleaning or admissions. ## 7. Election of Trustees Rob Needham Parochial Church Council Alison Samuel Environment Group Peter Smerdon Parish Council Mark Freeman Garden Show Rachel Coaker Social Club The rest of the committee were voted en bloc onto the committee by Alison and seconded by Rachel after agreeing to continue as Trustees: Janet Causey, Antony Coker, Ann Hogan, Jack Dyson. Sally Tresidder and Jess Nash as co-opted members. ## 8. AOB There was no other business ## 9. Date of Next Meeting One year 2025 10. Meeting closed at declared time of 7.42pm THE RAThERY VILLAGE HALL (REGISTERED CHARITY NUMBER 300946) ANNUAL ACCOUNTS FOR THE YEAR ENDED 31 DECEMBER 2023 THE RAThERY VILLAGE HALL (REGISTERED CHARITY NUMBER 3009461 ANNUAL REPORT FOR THE YEAR ENDED 31 DECEMBER 2023 The Rattery Village Hall is registered with the Charity Commissioners (No. 3009461 and constltuted by Deed of Trust, The Charity is administered by a management committee, comprising: Chairman- Mr P Smerdon Secretary- Ann Hogan Treasurer- Mrs J Causey Other members- Anthony Coker, Rachel Coaker, Mark Freeman, Robert Needham, Alison Samuel. Contact Address: Ann Hogan 2 Goshen Road Torquav TQ2 68B Mrs J Causey Brownston Farm Rattery South Brent TQIO 9LQ THE RATTERY VILLAGE HALL {REGISTERED CHARITY NUMBER 300946) ANNUAL REPORT FOR THE YEAR ENDED 31 DECEM8ER 2023 (contlnuedl OBJECTIVES OF THE CHARITY 111 The object of the charlty Is the provision and maintenance of the vlllage hall for the use of the inhabitants of the parish of Rattery (the area of benefit) without distinction of political. Religious or other oplnlons, including use for meetings, lectures and classes and for other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the said Inhabitants and 121 rhe said land and building shall be held upon trust for the purposes of a village hall as foresaid. The main source of income during the year was generated from the hire of the village hall. There were various grants and donations totalling £1,624. Also received was £9,171 from Southern Electric for electricity from the PV panels. Funds on hand at the yearend totalled £153,479 of whlch none are restricted. Ics.v. Mr P Smerdon Mrs J Causey THE RATTER Y VILIAGE HALL {REGISTERED CHARITY NUMBER 300946) INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31 DECEMBER 2023 2023 Total Funds 2022 Total Funds Unrestrlcted Restricted Funds Funds Notes INCOME: Grants and donations Hire Refunds PV income IROCSI Bank interest (Grossl Sundry income 1,624 15,623 4,783 9,171 260 1,624 15,623 4,783 9,171 260 1,165 14,684 9,300 1,007 36 31,461 31,461 26,192 EXPENDITURE: Booking Clerk expen5e5 Maintenance and repairs Refunds Cleaning Equipment and improvements Insurance Fire and electric testing PRS Electricity and water Consumables Photocopier, stationery and general Subscription Depreciation of PV panels Accountant Mi5cellaneou5 5,526 13,986 200 S,S26 13,986 200 1,720 4,918 1,208 196 2.052 4.287 1,720 4,918 1,208 196 1,319 3,185 1,070 411 150 3,463 566 84 174 7,609 453 42 7,609 4S3 42 60 224 36,142 60 224 36,142 60 196 17,017 NET INCOME 14,6811 14,6811 9,175 Total assets at 1st January 20Z3 158,160 158,160 148,985 Total assets at 31st December 2023 153,479 153,479 158,160 THE RATTERYVILLAGE HALL (REGISTERED CHARITY NUMBER 3009461 STATEMENT OF ASSETS AND LIABILITIES AS AT 31 DECEMBER 2023 2023 Total Funds 2022 Totsl Funds Unrestricted Restrlcted Funds Fund5 Notes CASH FUNDS Natwest current account Nationwide Building Society Virgin Charity Deposit Account Stock Petty Cash 25,416 46,052 81,910 loo 25,416 46,052 81,910 loo 55,357 20,792 81,910 loo 153,479 153,479 158,160 A55ETS RETAINED FOR THE CHARITY'S OWN USE PV panels Le55 Grant received Less Depreciation over 10 years 89,251 147,4131 141,8381 89,251 147,4131 141,8381 89,251 147,4131 141,8381 Net book value Total a55ets at 31 December 2023 153,479 153,479 158,160 Slgned on behalf of the trustees Chairman Dated Treasurer Dated THE RArrERY VILLAGE HALL (REGISTERED CHARITY NUMBER 3009461 REPORT OFTHE INDEPENDENT EXAMINER TO THE TRUSTEES OF THE RArrERY VILLAGE HALL We have examined the flnanclal statements of the The Rattery Village Hall for the year ended 31 December 2023 on pages one to four. Respectlve responslbilitles of trustees and examiners The charity's trustees consider than an audit is not required for this year ended lunder section 43121 of the Charitles Act 1993 (the Act), as amended by s.28 of the Charities Act 20061 and that an independent examination is needed. It 15 our responsibillty to Examine the account5 lunder section 43 of the Act as amended} To follow procedures as laid down In the General Directives given by the Charlty Commisslon (under section 4317llbl of the Act, as amended) and To state whether particular matters to have come to our concern Basls of Independent examiners, statement Our examlnation was carried out in accordance with the General Directions given by the Charity Commission. An examlnation includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also illcludes consideration of any unusual items or disclosures the accounts and seeking explanations from trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be requlred in an audit and consequently, we'do not express an audit opinion on these accounts. Independent examlners statement In connection with our examination, no matter has come to our attentlon.. 111 Which gives us reasonable cause to believe that in any material aspect, the trustees have not met the requirements to ensure that,. Proper accounting records are kept Iln actordance with section 41 of the Actl,and Accounts are prepared which agree with the accountlng record5 and comply with the accountlng requirements of that Act or 121 To which ,in our opinion attention should be drawn in order to prepare a proper understanding of the accounts to be reached Tamar Accounting Citadel Lodge 2A Elliot Street The Hoe Plymouth PLI 2PP THE RAThERY VILLAGE HALL (REGISTERED CHARITY NUMBER 300946) ANNUAL ACCOUNTS FOR THE YEAR ENDED 31 DECEMBER 2023 THE RAThERY VILLAGE HALL (REGISTERED CHARITY NUMBER 3009461 ANNUAL REPORT FOR THE YEAR ENDED 31 DECEMBER 2023 The Rattery Village Hall is registered with the Charity Commissioners (No. 3009461 and constltuted by Deed of Trust, The Charity is administered by a management committee, comprising: Chairman- Mr P Smerdon Secretary- Ann Hogan Treasurer- Mrs J Causey Other members- Anthony Coker, Rachel Coaker, Mark Freeman, Robert Needham, Alison Samuel. Contact Address: Ann Hogan 2 Goshen Road Torquav TQ2 68B Mrs J Causey Brownston Farm Rattery South Brent TQIO 9LQ THE RATTERY VILLAGE HALL {REGISTERED CHARITY NUMBER 300946) ANNUAL REPORT FOR THE YEAR ENDED 31 DECEM8ER 2023 (contlnuedl OBJECTIVES OF THE CHARITY 111 The object of the charlty Is the provision and maintenance of the vlllage hall for the use of the inhabitants of the parish of Rattery (the area of benefit) without distinction of political. Religious or other oplnlons, including use for meetings, lectures and classes and for other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the said Inhabitants and 121 rhe said land and building shall be held upon trust for the purposes of a village hall as foresaid. The main source of income during the year was generated from the hire of the village hall. There were various grants and donations totalling £1,624. Also received was £9,171 from Southern Electric for electricity from the PV panels. Funds on hand at the yearend totalled £153,479 of whlch none are restricted. Ics.v. Mr P Smerdon Mrs J Causey THE RATTER Y VILIAGE HALL {REGISTERED CHARITY NUMBER 300946) INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31 DECEMBER 2023 2023 Total Funds 2022 Total Funds Unrestrlcted Restricted Funds Funds Notes INCOME: Grants and donations Hire Refunds PV income IROCSI Bank interest (Grossl Sundry income 1,624 15,623 4,783 9,171 260 1,624 15,623 4,783 9,171 260 1,165 14,684 9,300 1,007 36 31,461 31,461 26,192 EXPENDITURE: Booking Clerk expen5e5 Maintenance and repairs Refunds Cleaning Equipment and improvements Insurance Fire and electric testing PRS Electricity and water Consumables Photocopier, stationery and general Subscription Depreciation of PV panels Accountant Mi5cellaneou5 5,526 13,986 200 S,S26 13,986 200 1,720 4,918 1,208 196 2.052 4.287 1,720 4,918 1,208 196 1,319 3,185 1,070 411 150 3,463 566 84 174 7,609 453 42 7,609 4S3 42 60 224 36,142 60 224 36,142 60 196 17,017 NET INCOME 14,6811 14,6811 9,175 Total assets at 1st January 20Z3 158,160 158,160 148,985 Total assets at 31st December 2023 153,479 153,479 158,160 THE RATTERYVILLAGE HALL (REGISTERED CHARITY NUMBER 3009461 STATEMENT OF ASSETS AND LIABILITIES AS AT 31 DECEMBER 2023 2023 Total Funds 2022 Totsl Funds Unrestricted Restrlcted Funds Fund5 Notes CASH FUNDS Natwest current account Nationwide Building Society Virgin Charity Deposit Account Stock Petty Cash 25,416 46,052 81,910 loo 25,416 46,052 81,910 loo 55,357 20,792 81,910 loo 153,479 153,479 158,160 A55ETS RETAINED FOR THE CHARITY'S OWN USE PV panels Le55 Grant received Less Depreciation over 10 years 89,251 147,4131 141,8381 89,251 147,4131 141,8381 89,251 147,4131 141,8381 Net book value Total a55ets at 31 December 2023 153,479 153,479 158,160 Slgned on behalf of the trustees Chairman Dated Treasurer Dated THE RArrERY VILLAGE HALL (REGISTERED CHARITY NUMBER 3009461 REPORT OFTHE INDEPENDENT EXAMINER TO THE TRUSTEES OF THE RArrERY VILLAGE HALL We have examined the flnanclal statements of the The Rattery Village Hall for the year ended 31 December 2023 on pages one to four. Respectlve responslbilitles of trustees and examiners The charity's trustees consider than an audit is not required for this year ended lunder section 43121 of the Charitles Act 1993 (the Act), as amended by s.28 of the Charities Act 20061 and that an independent examination is needed. It 15 our responsibillty to Examine the account5 lunder section 43 of the Act as amended} To follow procedures as laid down In the General Directives given by the Charlty Commisslon (under section 4317llbl of the Act, as amended) and To state whether particular matters to have come to our concern Basls of Independent examiners, statement Our examlnation was carried out in accordance with the General Directions given by the Charity Commission. An examlnation includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also illcludes consideration of any unusual items or disclosures the accounts and seeking explanations from trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be requlred in an audit and consequently, we'do not express an audit opinion on these accounts. Independent examlners statement In connection with our examination, no matter has come to our attentlon.. 111 Which gives us reasonable cause to believe that in any material aspect, the trustees have not met the requirements to ensure that,. Proper accounting records are kept Iln actordance with section 41 of the Actl,and Accounts are prepared which agree with the accountlng record5 and comply with the accountlng requirements of that Act or 121 To which ,in our opinion attention should be drawn in order to prepare a proper understanding of the accounts to be reached Tamar Accounting Citadel Lodge 2A Elliot Street The Hoe Plymouth PLI 2PP