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
Othe￿Ise 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
La￿ur
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 LI￿1)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