th Trustees, Annual Report- for the period 5 April 2023 to 4 April 2024 Charity Name: Brailes Village Hall and Playing Field n/a Other Names Charity Known by Registered Charity: 522897 Charltvs prlncipal address: Oxfordshire, OX15 SAS Castle Hill Lane, Upper Brailes, Banbury, Names of Trustees who manage this charity:. Famil Name Gilkes Righton Boyce Boyce Bryan Appleton Beeton Christian Name Susan Christopher Jonathan Vanessa Lis Louise David Carney Childs Edmunds Foster Manley Pendrey Shepherd Woods Jad<son Deirdre Heather Michael Brenda Barbara Malcolm Barbara Michael Maeve ames of the Trustees for the charity, if any• (for example, any custodian Name Brailes Parish Council Dates acted if not whole ar Custodian Trustee STRucfuRE, GOVERNANCE AND MANAGEMENT Type of governing document: Constitution constituted: Unincorporated association How the charity is
Trustees, selection methods: Trustees are appointed or reappointed annually at the Annual General Meeting held in May. Additional governance issues (optional information) The Village Hall and Playing fields (this includes the Play Area & Pavilion) are open for the use and enjoyment for all members of the Brailes Parish. Village organisations that use the facilities include for example the Mechanical and Craft Society, Brownies, Wl, Gardening Club, Badminton Group and for meetings for example Brailes Show & 3 Hills Walk who raise funds and donate to the Hall and Pavilion. The hall is also used by local individuals to run exercise type classes such as Yoga, Keep Fit and Zumba. The Hall, Playing Fields and Pavilion are also available for hire and is used for parties, weddings, fundraising events and band practises. The playing fields is used by visiting caravan clubs this an asset to not only the Hall but local businesses. The Hall has a large car park and is used by parents to park safely and use the path that sits at the bottom of the playing fields to gain access the school. We also if not being used by hirers of the Hall allow use of the car park for a donation to the Village Hall. We also have a sports pavilion; however, the sporting side of the village life has become less but Shipston Archery Club use the Pavilion and field on a weekly basis. We now use the Pavilion for smaller meetings and parties and local bands use to hold their practise sessions. subcommittee deal with the day to day running of the Pavilion, bookings are dealt with by the caretaker who is in an ideal place to guide would be hirers to perhaps a more suitable venue than the large hall. The Play Area and its equipment is maintained by the Management Committee and this like the Hall was subject to Government requirements. We have a separate fundraising subcommittee who have been actively raising funds by events and grants which have been renovating existing equipment and purchasing new equipment. Brailes Show which mainly supports the Village Hall went ahead in 2023, The Brailes Picture House is organised by a subcommittee and donated to the Hall when funds available In November 2022 we noticed subsidence in the Sports Pavilion and throughout this year the insurance company have been OBJEcfivES AND AcfiviTES
Summary of the objerts of the charity set out in its governing document: The main objective was to ensure that the Hall, Play Area, Playing Fields and Pavilion follow all the guidelines with the relevant policies and procedures in place. Summary of the main activities undertaken for the public benefit in relation to these objectives: Additional details of objectives and activities: ACHEIVEMENTS AND PERFORMANCE Summary of the main achievements of the charity durlng the year: We continued to monitor our financial situation each month and have emergency funds in place All sub committees have a "term of references" which are updated as needed We researched and sort quotes for a Designated Disabled parking space, although funds are not available to carry out the work we now have marked out designated parking areas with the appropriate signs. We have reviewed our policies in that were in place. We also in the process of looking to able to offer gift aid. The 100 Club was successful, and we are now continuing each yearto raise money for the Hall and Pavilion. We held a very successful fundraising events for the Hall and Pavilion. Our sub-committee have raised funds and obtained grants for the purchase of some new additional equipment and repaired and maintained some of the older equipment following the recommendations of the annual play inspection report FINANCIAL REVIEW Brief Statement on the charities policy on reserves: We have always tried to maintain a healthy balance however Covid has highlighted howvulnerable we could be so we as a committee agreed that we should set aside an amount of £10,000 minimum and when possible, we would add any money not being used for upgrading the hall will be transferred to this account. This has been put into a savings account.
Details of any funds materially in deficit: not applicable Further financial review details: Our focus for this next financial year is to increase our number of rentals. To grow our social media presence and build our website and facebook pages We have started investigations into a new website and actively looking for funding. The Treasurer has implemented a financial appraisal to be completed each year to confirm that all procedures are in place and reviewed annually. This has been updated as appropriate OTHER OPTIONAL INFORMATION
DECLARATION: The trustees declare that they have approved the trustees, report above. Signed on behalf of the charivs trustees. Slgnature(s) Full Name: Susan Gilkes Position e.g. Secretary. Chalr etc Chair Date: March 6th 2025 Signature(s) Full Name: Llsa Bryan Positlon e.g. Secretary. Chalr etc Secretsry Date: March 6th 2025
Bank Reconcilation Year endin Balances as atthe 5th April 2023 Treasurers- Viikge Hall Play Area Picture House Treasurers- Pavilion 4thA ri12024 3,391.45 12,989.68 933.99 3,659.62 Savings Account- Emergency Hall Savings Account - Emergency Pavilion Savings Account- Maintenance Savings Account- Website Savings Account- W.1 Savings Account- Calendar Savings Account- 100 Club Savings Account- Car Park 11,394.43 2,500.64 5,226.78 352.36 2,764.46 1,7%.65 2,797.30 1,327.44 Add Income Treasurers - vilge Hall PlayArea Picture House Treasurers - Pavilion 37,034.54 5,787.35 2,078.46 12,043.38 Less Expendlture Treasurers - Village Hall Play Area Picture House Pavilion -35.540.72 -1,205.00 -11,026.80 -12,968.65 Balance 45,337.36 Current Assets Bank Account Aprfl 5th 2024 Treasurers - Village Hall Play Area Picture House Treasurers- Pavilion Savings Account 100 Club Car Park Emergency Fund Hall Maintenance Pavilion Emergency Fund W.1 Special Project Website Friends of Braiies Village Hall 3,815.93 7,725.23 1,893.45 2,734.35 3,479.45 2.630.32 11,515.78 4.882.30 2,527.25 3,381.19 341.77 410.34 45,337.36
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Brailes Village Hall Castle Hill Lane Upper Brailes Banbury OX15 5AS
10[th] March 2025
Dear Vanessa,
Subject: Review Summary for the Year Ended 2024
Below is a summary of our recent review of Brailes Village Hall accounts for the financial year ending March 2024.
Financial statements
Your financial records, all look accurate and reflect the organisation's financial position for the year ending 2024.
Compliance Check
We checked that your organisation is following the rules and regulations that apply to it, it appears that everything seems to be in order.
Internal controls
We also looked at how you manage your finances internally. Your internal controls are doing their job well, helping to keep everything organised and preventing any significant errors.
Improvements
The improved date recording recommendation made last year has clearly been instigated and this has made a positive improvement to the auditing process. Every transaction across bank statements, cashbook, clerk notes can all be cross checked easily.
5 Manor Lane, Shipston-on-Stour, Warwickshire. CV36 4EF. Company registration no: 07668357
Recommendations
The overall organisation and record keeping for the charity is very good. However, we would suggest the following to help improve the accounts even further:
- Each project/sub-committee has its own savings account which is great. However, these saving account ‘funds’ are not used directly. The treasurer account is used primarily to pay/receive all transactions then each savings account is reconciled at a later date. When reconciling, each transaction is not accounted for as the payments to and from the savings accounts are completed using a bulk transaction. We would suggest if not using these savings accounts directly, then each transaction should be reconciled against the Treasurer’s account individually or referenced to indicate the original transactions.
Conclusion
Overall, the review went smoothly, and we're pleased to tell you your financial statements are reliable, and your organisation is doing a great job in terms of compliance and internal controls.
If you have any questions or need more details about the review, please feel free to contact me at kate@paperworkteam.com.
Best regards,
Kate Clifton Director The Paperwork Team
5 Manor Lane, Shipston-on-Stour, Warwickshire. CV36 4EF. Company registration no: 07668357