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 - vil￿ge 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: 

1. 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