PVH Pl;RfoRD VII,I,,IC:F W,IR Ml,'INIORIAI. H,KI,L C'oldharbour Roa(I, PyJ'fi)r(I, Surrei,, Gl'22 8SP Registered Charity No. 305095 CHAIR AND TRUSTEE'S AGM REPORT 202312024 Welcome to the 2023124 Annual General Meeting of the Pyrford Village War Memorial Hall. I would like to take this opportunity to thank each of you for joining us this evening. Overview The purpose of this report is to provide assurance to Pyrford Village and others with an interest in the Hall that through the activities of the Management Committee this building will continue to serve Pyrford for many years to come. In the words of our Constitution taken from the governing document of 1950 the objective of our charity is described as.. "The land and building thereon specified in the first said schedule shall be held as a memorial of the Great War and shall be appropriated and used as a site for and as a village hall for the purposes of physical and mental training and recreation, and social, moral and intellectual development, through the medium of reading and recreation rooms, library, lectures, classes, recreations and entertainments or OtheIse as may be found expedient, for the benefit of the inhabitants of the Ancient Parish of Pyrford and it's immediate vicinity - without distinction of sex or of political or other opinions" Seventy four years since the original constitution was written, and 102 years of continuous operation later, l am sure you will agree that the objective is still being met, which is testament to all of you and our predecessors. Bookings remain excellent, with regular bookings almost every day, and a good occasional use which is contributing to our healthy financial situation. I will detail some of our major expenditure this year, later in the report, but our financial health remains positive and has been boosted by grants from SCC and CIL, which places us in a good position to continue our plans to maintain and upgrade the Hall. The positive situation extends to composition of the Management Committee, and the sterling work that they put in to support the Pyrford Village Hall's operations. Thank you to everyone who gives so generously of their time. It is particularly encouraging we have had a couple of recent members willing to join us as Trustees this year.
The Fabric and Contents of the Building: We have undertaken significant work this year, especially to the outside of the Hall. We achieved planning and building regulations for our project to insulate and render the building. Our contractors Eco Facades and Permarock completed the project to time and budget in our maintenance window in August. We are extremely grateful to SCC (and CIL) for grants towards this major project. We replaced the back door with a more secure composite door, which also required the replacement of a lintel. In July, an unidentified vehicle struck and damaged a brick pillar at the front of the Hall and adjacent walls in the Committee Room. This was very unfortunate, not least because the Committee Room had recently been redecorated. Through our Insurers and appointed loss adjustors the damage to the fabric and interior of the building were fixed. In order to prevent this damage from re-occurring, we installed 7 wheel stops to the parking bays at the front of the Hall. Car park bays have been repainted and lan and Liz Mills spent many hours clearing the flower beds and making them look much improved. The exterior of the Hall is looking much fresher, cleaner and brighter. Pot holes in the car park continue to be patched. We also took the opportunity to apply for a DHSC Community Automated Defibrillator Fund where 50 % funding would be provided by DHSC and London Hearts. Our application was successful and with a further kind grant from SCC, the defibrillator has been installed to the front of the building. Early in the year we continued to pursue the linking of a new heater to the Hallmaster booking and invoicing system. Presentations were attended and it all looked very positive. Until it didn't. The decision was made at the end of the year to progress the heater replacement and move forward with a Google Nest type control system. This will be delivered in August 2024. Internally, maintenance and improvements have continued apace. One of the many items undertaken was maintenance to the vents of the extractor fans. These had been blocked by pigeon nests. These have been cleared and protective grids have been installed to prevent this re-occurring. Darren Collins regularly attends the Hall to undertake general maintenance tasks, and it is Darren who undertakes most of the items on a very long list of 'to be fixed, or 'to be improved, items. Looking through the list of items undertaken by Darren this year each line contains a verb such as, investigate, unblock, refit, replace, seal, clean, repair, re-route, fix, maintain. Nouns include cistern, drain, roof, ceiling, floor, urinal. I will say no more. We thank Darren for his time and good work in helping us look after this building and land. The other big ticket item that has continued to be investigated this year is the AVIAudio project. The specification of the equipment, vendor selection and quote
have been agreed and commitment made by the Trustees to purchase early next year and installation in our maintenance window in August. Meetings: At the end of this year, we revised the schedule of meetings moving from 2-3 Trustees Meetings and 11 Liaison Meetings a year, to 6-8 Trustees Meetings and 4 Liasion Meetings a year. This was done to recognise the main operational decisions for the Hall were the responsibility and remit of the Trustees. Early days, but so far this is working well. The Future: Next year will see the replacement heater and AVIAudio systems purchased and installed. The 'project list, excel spreadsheet will continue to have maintenance items added and completed. The Trustees will continue to work to complete any outstanding policies and procedures and these will be reviewed annually. Members of the Committee: This report is my chance to pay public appreciation and regard to the members of the Management Committee and Liaison Committee, those of long standing and those who have more recently joined. Each brings their own expertise, enthusiasm, and experience. It needs to be remembered that all members give their time voluntarily. We would like to note with great sadness, the death this year of Tony Pratt, a highly valued member of the Committee who gave so much of his time and energy to the Hall over decades. Nothing was too much for Tony and his passion for this building and endless ability combined, kept the Hall looking and working its, best. Tony was an inspiration and we miss him dearly. Thank you to Penny as Booking Secretary, for the liaison and professional service she provides to our regular users, and occasional clients, with her many visits to the Hall and then seeing clients in and out of the Hall. Thank you to Geoff and lan for capital project oversight and all the other maintenance work, managing Darren and providing great leadership, on top of their Treasury and Secretary positions respectively on the Committee. The hours they have put into our capital projects and maintenance items this year continues to be substantial. Thank you to the Liaison Committee for representing your organisations at the monthly meetings and to our wonderful Trustees for the time and consideration they give the Hall. We are acutely aware that this building is a hugely important asset to the village, bequeathed by former generations in honour of those who died in the Great War. It is our duty to hand onto generations to come, a Hall that is fit for purpose and still
relevant as a social space. The Management Committee will continue in its aims to ensure that we do not fail in that duty. Finally, the Management Committee would like to extend a very big thank you to Liz Bowes for her constant support and encouragement over the years through her role as a Surrey County Council Councillor, and would like to take this opportunity to present Councillor Bowes with a small token of our thanks. Sonia Hanington Chair, Pyrford Village War Memorial Hall
PVH PYRFORD VII.I.,4GF: WAR MEMORI.41. HALL C'ol(Iharbour Iloail, Pyi'ford. Suri"ey, G li22 8SP Registered Charity No. 305095 TREASURER'S REPORT 2023124 A summary of the annual accounts for 2023-24 are attached and are submitted on a receipts and payments cash basis. The year end is taken as 31 March 2024 and March 2024 invoices were sent out in April. Thus, March 2024 invoice revenue wi15 be recorded in 2024-25 accounts. Operations should now be considered normal after Covid with bookings and revenue back at a high level. We have also enjoyed generous support from Liz Bowes and Surrey County Council for project work undertaken in the year. The year saw water charges stabilise and a return to the traditional cost sharing agreement with the Pyrford and District Social Club. Whilst energy charges for gas and electricity are more than 140% higher than in the year ending March 2020 these costs have been satisfactorily assimilated and will hopefully now start to decrease. General hall maintenance increased significantly with extractor fans needing to be cleaned of pigeon nesting materials and repairs to the controls. Key to this work has been forming a new relationship with a local electrical contractor. With regard to cleaning costs these rose by 130/0 in the year due in part to special cleaning of the floor at extra cost, but our main cleaners have now been trained and are taking on the special cleans as a normal part of their cleaning duties and expenditure on cleaning materials has reduced. Insurances and Licences have increased significantly in the year due the fact that a claim for damage to the hall raised our insurance by £500, there are music royalty payments for both years 2023-24 and 2024-25 and software licences have also been included. After increasing hire charges for this year, it should be noted that before grants and donations or any expenditure on capital projects a £10k annual surplus over operating costs was generated and the general health of our operations seems to be assured for a while to come A lot of project work has been undertaken in the last 12 months with the building being externally insulated and re-rendered, considerable landscaping of the external areas, internal redecoration, improved security via a new back door and revised security lighting, wheel stops in the car park and the installation of a defibrillator accessible from outside the hall. Geoff Geaves Treasurer 1 May 2024
Pyrford Village War Memorial Hall- Income and Expenditure Accounts 1 April 2023 to 31 March 2024 2023-24 to 31-Mar-24 2022-23 to 31-Mar-23 Chan Comment RECEIPTS Lettln Donations Interest tal Club Lease 39 469.00 16 637.99 34 589.23 0.00 365.04 2 342.00 14.1 10/0 CIF Grdnt SCC Grant- Ins & Deflb 185.740 2 342,00 Total Recei 59 492.07 37 296.27 59.510k) EXPENDITURE uttlities Water Gas Elettrlcl WiFi Nett 729.36 0.00 6 556.79 495.21 27.88 3 204. 10 2 280.27 337.92 seems sorted. Joint account now Gross Increase - as & elec as+elec 19.55% 46.55010 Hall Upkeep Cleanln Laur Cleanin Malerlals Maintenance Su ort 14 874.06 929.70 4 834.72 282.24 13 159.78 749.85 3 005.80 629.01 13.03% 23.980 60.858 -55.13% AdditK)nal cleanin uested w Ilc moved to LI1)ceS Capital Re-Renderin Landsca in Hall Refurb Securi Deflbrlllator 25 241.82 2 062,11 2 174.88 3 341.46 912.00 0,00 0.00 0.00 0.00 Secur4 11 hts & back dcK)r Other Insurance Licen Ins Ions Bank AC Fees Admln Ex nses Mlsc 1418.60 836.15 72.00 375.30 496.32 117.19% -56.22% -16.670/0 -16.57% -34.28% Ins Incr PPL PRS*2 and s w Incl 366.07 60.00 313.10 326.17 Total Ex ndlture 66 580.78 28 305.66 135,22% Cash Movement 8 990.61 Bank Balance 52 535.91 59 624.62 -11.890/0 Held By Current Account Savln s Account 6 735.36 45 800.55 52 535.91 4 765,19 -2 491.25 0.00 6 300.22 53 324.40 50 624.62 3 187.29 -2 077.50 -3 000.00 -8 700.00 -13 576.00 -10 758.67 Cherk fotal Pendlng Debtors Creditors - Clienfs Outstandin Maintenance Heater Re lace AV S stem Other Incl Feb Invol$ and £900 ba Com. R'furbs 50% sponsorshlp offered 5086 sponsorship offered -14 600.00 Workin Balance 31609.85 24 699.74 Total Occupted Hou 2,918.25 2,890.75 -6.52% Operating Surplus 10,005.57 10,703.29 Ecl. Grants, and cap projects Cap Project Costs -33,732.27 -1,712.68 Nett SurplugLos5 -7,088.71 8,990.61 -178.85%
Pyrford Village War Memorial Hall- Income and Expenditure Accounts Auditors Report- 1 April 2023 to 31 March 2024 Signed Geoff Geaves Treasurer Independent Examiners, Report The above accounts are certtfied in accordance with the Charity Commissionerfs Independent Examiners, Report {IER) Slgned A Grimshaw Dated;
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 PYRFORD VILLAGE WAR MEMORIAL HALL On accounts for the year ended 31 ¥¢ March 2024 Charity no (if any) 305095 Set out on pages 1&2 I report to the trustees on my examination of the accounts of the above charity ("the Trust.) for the year ended 31 March 2024 Responsibilities and basis of report As the charity's trustees, 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 tThe charity's gross income exceeded £250,000 and l am qualified to examinerfs ststement undertake the examination by being a qualified member of [insert name of applicable listed bodyl]. Delete [ ] if not applicable. I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination (other than that disclosed below ') which gives me cause to believe that in, any material respect.. the accounting records were not kept in accordance with section 130 of the Charities Act; or the accounts did not accord with the accounting records; or the accounts did 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. Please d ete the words in the brackets if they do not apply. Signed: Date: 14 May 2024 Name: Andrew Nigel Grimshaw Relevant professional qualification(s) or body Member of Chartered Management Accountants (retired) IER Oct 2018
(if any): Address: 66 Lincoln Drive, Pyrford, Woking, Surrey. GU22 8RR Section B Disclosure Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners). Give here brief details of any items that the examiner wishes to disclose. None. IER Oct 2018
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 PYRFORD VILLqGE WAR MEMORIAL HALL On accounts for the year ended 31st March 2024 Charity no (if any) 305095 Set out on pages 1&2 I report to the trustees on my examination of the accounts of the above charity ("the Trust") for the year ended 31 March 2024 Responsibilities and basis of report As the charity's trustees, 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 IThe charity's gross income exceeded £250,000 and l am qualified to examiner's statement undertake the examination by being a qualified member of [insert name of applicable listed body]]. Delete [ l if not applicable. I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination (other than that disclosed below ") which gives me cause to believe that in, any material respect: the accounting records were not kept in accordance with section 130 of the Charities Act; or the accounts did not accord with the accounting records., or the accounts did 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. Please d ete the words in the brackets if they do not apply. Signed: Date: 14 May 2024 Name: Andrew Nigel Grimshaw Relevant professional qualification(s) or body Member of Chartered Management Accountants (retired) IER Oct 2018
(if any): Address: 66 Lincoln Drive, Pyrford, Woking, Surrey. GU22 8RR Section B Disclosure Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners). Give here brief details of any items that the examiner wishes to disclose. None. IER Oct 2018