Hartington Village Hall AGM 15th October 2025: Chair’s Report
I trust that this report usefully summarises key points over the past year to members of the community. A full 2024/5 finance paper will follow along with a draft budget plan 2025/6, but it is important at this point in time that decisions about our Hall are made against a clear understanding of what is affordable.
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1) Trustees and Management Group Membership: We have seven trustees in total, supported by a Management Group of a further 8. There has been no change in membership over the year. Should further members of the community wish to join in either capacity then please let us know. The Village Hall is owned by the community and entirely run by volunteers.
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2)Cleaning and general maintenance: we are so grateful to our volunteers who clean and carry out routine maintenance such as weeding, fitting insulation, fixing lights, and painting. The number of bookings for the Hall has increased so if anyone wishes to join our cleaning teams (currently five teams so c10 weekly cleans over the year) then please let Liz Broomhead know. It’s not too time consuming and for big events a number of us ‘muck in’.
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3)2023/24 external audit: During 2023/4 the audit revealed:
| 2023/ 4 |
2022/ 3 |
2021/2 | 2020/1 | 2019/20 | 2018/19 | |
|---|---|---|---|---|---|---|
| Income from hire |
£17,20 8 |
£12,50 3 |
£8,25 7 |
£2,34 1 |
£4,489 | £8,31 5 |
| Donations | £50 8 |
£1451 | £1,22 6 |
£ 45 |
£14 5 |
£19 3 |
| Fund raising inclgrants |
£27,53 5 |
£18,20 2 |
£13,54 5 |
£36,74 6 |
£25,393 | £13,30 7 |
| Gift Aid | 0 | £638 | ||||
| TOTAL | £45,2 51 |
£32,7 93 |
£23,02 7 |
£39,56 2 |
£30,13 0 |
£21,81 6 |
| EXPENDITU RE |
£37,8 41 |
£40,5 73 |
£29,29 2 |
£51,66 0 |
£7,99 4 |
£8,7 10 |
|---|---|---|---|---|---|---|
| BALANCE on YEAR |
+ £7,41 0 |
- £7,78 0 |
- £6,265 |
- £12,09 8 |
+ £22,13 6 |
+ £13,10 6 |
NB: Funds held at the year end on 31/08/2024 were £21,254, up from £13,844. No issues of concern were identified by the external audit, and indeed that has been the case since the current Treasurer assumed the role. Our thanks go to Kate Craven as Treasurer.
4)Current financial situation:
As of 31[st] August 2025 (end of financial year) our finances stood at:
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Nat West bank account £23,491.01
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Nationwide Business Savings Account £5,410.00
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Preliminary analysis suggests an operational profit over 2024/5 of £7,820.66. However one fund is ringfenced as we hold £1,632 for Arts based initiatives.
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A full analysis will be circulated prior to the AGM. All Accounts and Minutes are published on our website www.hartingtonvillagehall.co.uk
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In summary our hire income can normally cover routine operational costs but property improvements will continue to need to be substantially reliant on our lottery and grants.
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The decision was made in March 2023 to raise our hire charges to £14ph for local use and £20ph for external hire. The Bakehouse charge is now £9ph for local use and £10ph for external use. Weekend wedding receptions are now £700. The driving force for the increases was a x4 increase in electricity costs and a sustained increase in heating costs. In March 2025 the decision was to hold our hire fees
from September 2025 at the existing rates. A new electricity contract is significantly lower in cost but other costs have increased.
5)Maintenance issues:
The maintenance issues identified in the 2020/1 AGM report have seen the following progress:
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Replacing the heating system/oil storage tank/asbestos removal (DONE Autumn 2021)
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Kitchen/bar area (COMPLETED JUNE 2023)
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Ensuring the electrical system is efficient, functional and compliant (5 YEAR INSTALLATION SURVEY DONE JUNE ’22)
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Masonry of the Bakehouse - pointing/reducing damp (SW GABLE DONE AUTUMN 2022)
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Insulation of roof voids over Bakehouse and toilets (DONE 2021)
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Painting and decorating on a regular cycle (ONGOING)
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Replacing rear fire doors (Replaced Autumn 2024.)
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Maintenance of outside areas- front and back (ONGOING)
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Maintenance of Staffs Blue roof tiles. (DAMAGED TILES REPLACED AUGUST 2022)
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Clearing of valley plus gutters. (DONE ANNUALLY)
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Install nappy/baby changing facility (DONE 2021)
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Smart meter installed (Oct 2022 and working from April 2023).
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Lift and replace badminton court lines (COMPLETED SEPT 2023)
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Replace blown window panes in kitchen (JULY 2023)
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Replace the green carpet in Lower Bakehouse/entrance ( COMPLETED Jan 2024)
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Replace ‘blown’ window panes in Main Hall and replace rotted wooden frames (COMPLETED 17/10/2024)
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Monitor damp in Lower Bakehouse/Boiler room (work done on gable wall helping)
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Carpet the Upper Bakehouse (Scheduled Autumn 2025) plus add blinds (DONE AUTUMN 2024).
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Replace fluorescent tube lights in toilet corridor and entrance. (COMPLETED Spring 2024)
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Re lay drain above the Bakehouse plus use sandbags to prevent flooding of Bakehouse ( COMPLETED Autumn 2023)
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Replace 20+ year old smoke alarms and add security features (Done Autumn NOV 2024)
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Install RING alarm system (DONE AUGUST 2025)
(Blue indicates work undertaken since October 2024.)
We also need to:
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Rationalise storage areas (ongoing)
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Screen the oil storage tank + waste bin (Scheduled Autumn/Winter 2025/6)
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Modify the stage by reducing the permanent size by 50% and buying portable units (Scheduled for Autumn/Winter 2025/6)
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Carry out remedial work on gable end terrace and cellar (Scheduled for Autumn/Winter 2025/6)
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Repoint masonry wall west facing and north facing gable wall of Bakehouse
Another priority is to continue to rationalise our stock of historical documents and artefacts. The plan is to site certain materials in the Lower Bakehouse. A grant from Alstonefield Leaden Boot has part funded display cabinets. The materials will be more accessible to the community. This work will also make the Upper Bakehouse a less cluttered meeting and teaching area. A considerable amount of rationalisation and creation of folders of categorised historical materials has been done by a small team of volunteers led by Liz and Richard as a result of preparations for the centenary.
- 6)Lottery update: the 2020/21 our small society lottery raised £2850 in income towards the replacement heating costs. The 2021/2 lottery raised £4110 and the 2022/23 lottery raised £3,900 with both lottery incomes being devoted to the kitchen refurbishment, monies that were then matched by grants from The Bingham
Trust (£5K) and Foundation Derbyshire/Freemasons (£2K). The 2023/24 lottery income of £4160 was designated to go to the refurbishment of the toilets. A government grant of £13K significantly contributed to the costs.
The 2024/25 income (£4,100) was spent on replacing windows, installing the alarm system and an element remains to carpet the Upper Bakehouse. The continued support for the Hall from our community has been most heartening and we are grateful to David Graham for running the initiative.
The 2025/6 lottery will be targeted as seed monies towards stage modifications (c£5,000), a courtyard screen (£2,700) and remedial work to the terrace/cellar (c£10,00). A further government grant of £10,296 has been secured which again will meet the majority of costs.
7)Centenary Celebrations 2025
In 1925 the site where the Village Hall now stands was purchased by Victor Perry and he built the Hall a few years later. In 1944 the Village Hall came into community ownership. To celebrate we delivered a wide ranging programme of activities over 11 days in July 2025 which were well attended. As a result of two events, ‘Music thro’ the Decades’ and a ‘Race Night’ we were able to make donations of £696 to Hartington and Community First Responders and £121 to Canine Partners. While a small core team of 8 planned our programme it was so heartening that c70 volunteers were ultimately involved in one or more activities.
8)Energy scenario:
The EDF business contract from April 2023 – April 2024 was a x4 increase so we faced an almost £2,000 increase in electricity costs. Thankfully the current contract is more affordable!
In respect of oil costs, we enter the Autumn with c900 litres in storage, enough through until mid December. We are part of a bulk buying scheme and have been typically paying 56.5p/litre.
| paying 56.5p/litre. | |
|---|---|
| Month | Heating energy hours per month(=2023/24) |
| September 2023 | 37(14) |
| October 2023 | 86(79) |
| November 2023 | 133(147) |
| December 2023 | 107(223) |
| January2024 | 214(279) |
| February2024 | 125(155) |
| March 2024 | 119(166) |
| April 2024 | 52(110) |
| May2024 | 33(30) |
| June 2024 | 12(25) |
| July2024 | 8(12) |
| August 2024 | 0(4) |
| Total | 926 hours (1248 hours in 2023/4) |
Evidence of a rather warmer past 12 months!
- 9) Constitution: our current constitution dates from 1944 and has only been amended once in the 1970s to permit the sale of alcohol. While the original purposes remain as objectives which we still deliver over 80 years later there is no doubt that the document would benefit from a review and revision. David G and myself have now completed this work and a draft is offered for consideration at our AGM. The Village hall is in the ‘beneficial ownership of the community so it is appropriate that those who attend our 2025 AGM have the opportunity to consider the content and potentially suggest further changes. We will need to advise the Charity Commission of our final revised constitution. Please note the final sections that detail potential routes that may be taken in the future should significant sums of money be needed, for example, to fund maintenance or, more drastically, should the Hall cease to operate. The current Constitution has similar
provisions should radical steps be needed. Two such scenarios might have arisen in the last decade – at one point a developer offered as development gain a new Village Hall should a large number of houses be built on what is now Peakland Grange, while in 2017 the Hall came very close to bankruptcy.
Keith Quine
Chair of Trustees Hartington Village Hall
28/09/2025
Charity Number 525048
Hartington Village Hall
Financial Statements
31 August 2025
Charity Number 525048
Hartington Village Hall Contents
| Trustees approval page | 1 |
|---|---|
| Receipts and Payments account | 2 |
| Statement of Assets and Liabilities | 3 |
| Notes to the financial statements | 4 |
Charity Number 525048
Hartington Village Hall Trustees approval page For the year ending 31 August 2025
We approve these accounts which comprise the Receipts and Payments account, a Statement of Assets and Liabilities and Notes to the financial statements.
We consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is not needed.
We acknowledge our responsibilities for the accounts, including the appropriateness of the accounting basis set out in note 1 and for providing all of the information and explanations necessary for their completion.
| Signature Print Name Date of approval |
Signature Print Name Date of approval |
Signature Print Name Date of approval |
|---|---|---|
| JKQuine (May 6,202617:55:59 GMT+1) J K Quine |
J K Quine | 06/05/2026 |
| Chairman | ||
| K J Craven (May 7, 2026 11:54:24 GMT+1) K J Craven |
K J Craven | 07/05/2026 |
| Treasurer |
Hartington Village Hall Hyde Lane Hartington SK17 0AP
Page 1
Charity Number 525048
Hartington Village Hall Receipts and Payments Account For the period 1 September 2024 to 31 August 2025
| A1 Receipts Hire of hall income Donations Gift aid Fund raising Interest received A2 Assets and investment sales, etc Total receipts A3 Payments Wages Repairs & maintenance Heat and light Insurance Cleaning Licences Telephone & Broadband Stationery & postage Accountancy fees Other HCG Magic Grant A4 Asset and investment purchases, etc Total payments Net of receipts/(payments) A5 Transfers between funds |
Unrestricted Restricted Endowment Funds Funds Funds £ £ £ 20,222 - - 188 2,000 - 613 11,448 460 - 77 - - |
2025 Total Funds £ 20,222 2,188 613 11,908 77 |
2024 Last Years Funds £ 17,208 508 - 27,535 - |
|---|---|---|---|
| 32,548 2,460 - |
35,008 | 45,251 | |
| - - - |
- | - | |
| 32,548 2,460 - |
35,008 | 45,251 | |
| - - - 7,892 - - 2,571 - - 1,144 - - 733 - - 584 - - 413 - - - - - 170 - - 10,507 2,000 - - - - |
- 7,892 2,571 1,144 733 584 413 - 170 12,507 - |
- 23,142 4,795 1,064 598 448 400 - 150 6,806 - |
|
| 24,013 2,000 - |
26,013 | 37,403 | |
| 765 333 - |
1,098 | 438 | |
| 24,777 2,333 - |
27,110 | 37,841 | |
| 7,770 127 - |
7,897 | 7,410 | |
| - - - |
- | - | |
| A6 Cash funds last year end Cash movement Cash funds this year end |
21,254 7,897 |
||
| 29,151 | |||
Page 2
Charity Number 525048
Hartington Village Hall Statement of Assets and Liabilities As at 31 August 2025
| B1 Cash funds Bank current account Savings account Petty cash B2 Other monetary assets Trade debtors B3 Investment assets B4 Assets retained for the charity's own use (note 2) Equipment B5 Liabilities |
Unrestricted Restricted Endowment Funds Funds Funds £ £ £ 23,491 - - 5,487 - - 173 - - |
2025 Total Funds £ 23,491 5,487 173 |
2024 Last Years Funds £ 20,671 410 173 |
|---|---|---|---|
| 29,151 - - |
29,151 | 21,254 | |
| - - - |
- | - | |
| - - - |
- | - | |
| - - - 1,978 3,162 |
- 5,141 |
- 4,043 |
|
| 1,978 3,162 - |
5,141 | 4,043 | |
| - - - |
- | - | |
Page 3
Charity Number 525048
Hartington Village Hall Notes to the accounts As at 31 August 2025
1 Basis of preparation
The accounts have been prepared under section 133 of the Charities Act 2011 ('the Charities Act') using the receipts and payments accounts method.
2 Assets retained for the charity's own use
Assets are held at cost. Depreciation is not recognised under the Receipts and Payments accounts method.
Page 4
Charity Number 525048
Hartington Village Hall Detailed income As at 31 August 2025
This page does not form part of the financial statements
| Hire of hall income Local hire General hire Dance clubs Table Tennis French Lessons Yoga Pilates Scouts Informal Flora Folk Club HYPAC Fri/Tues club Hartington Sings Pickleball Total local hire Non-local hire Donations Unrestricted Donation from Lottery Win Payment Hartington social dance licence Easy fund raising Small donations Restricted - for First Responders B Veit donation |
5,604 1,568 1,297 - 2,657 672 - 112 150 441 378 - 532 |
2025 13,411 6,811 20,222 188 2,000 2,188 |
6,022 1,424 782 303 2,183 480 140 112 175 546 - 70 - |
2024 12,237 4,971 |
|---|---|---|---|---|
| - 100 - 88 |
100 90 31 287 |
|||
| 17,208 | ||||
| 508 - |
||||
| 2,000 | - | |||
| 508 |
Charity Number 525048
Hartington Village Hall Detailed income
As at 31 August 2025
This page does not form part of the financial statements
| Fundraising & Grants Unrestricted Plant sales Folk evening Art Fair Charity discos Hungry Town Beetles Jazz in Village Rotters 100th Year Party Tenty-Wine Leaden Boot Challenge Lottery Restricted for 'Falls & prevention' NHS Derbyshire Restricted for bathroom repairs Derbyshire Dales - UKSPF Restricted for the replacement of rear fire exit doors Main Grants Restricted for pickleball activities Derbyshire Dales |
378 - 1,611 - - - - 4,453 685 50 500 3,770 |
2025 11,448 - - - 460 11,908 |
211 44 1,248 791 312 921 16 - - - - 6,510 |
2024 10,052 2,000 13,683 1,800 - |
|---|---|---|---|---|
| 460 | - | |||
| 27,535 |
Charity Number 525048
Hartington Village Hall Detailed expenses As at 31 August 2025
This page does not form part of the financial statements
2025 2024
| Repairs and maintenance Unrestricted Emergency lighting inspection test Bakehouse repairs from unrestricted funds Fire extinguisher maintenance General repairs & maintenance Toilet refurbishment (balance) Sandbags Lights Fire alarm Stand White Board Certificate frame Christmas lights Crockery for new kitchen New doors Window repairs and blinds Display boards Alarms Hob and pans Banners Toilet refurbishment Heat and light Electricity Oil Insurance |
- - 323 837 - - - - - - - - - 3,346 2,425 157 560 145 99 |
7,892 - 7,892 1,133 1,438 2,571 1,144 |
342 251 447 476 6,094 206 1,336 95 91 54 44 16 8 - - - - - - 13,683 |
9,459 13,683 |
|---|---|---|---|---|
| - | ||||
| 23,142 | ||||
| 2,646 2,149 |
||||
| 4,795 | ||||
| 1,064 |
Charity Number 525048
Hartington Village Hall Detailed expenses As at 31 August 2025
This page does not form part of the financial statements
| Cleaning Refuse collection Cleaner vouchers and reimbursements Cleaning products and handtowels Licences & Subscriptions RAD membership Local Giving subscription Tens (alcohol) licence Small lottery licence Music licence Ring subscription CVS Telephone & Broadband Stationery Accountancy Fees |
2025 548 140 45 733 40 - 63 20 300 80 80 584 413 - 170 |
2024 506 - 92 |
|---|---|---|
| 598 | ||
| 30 180 42 20 176 - - |
||
| 448 | ||
| 400 | ||
| - | ||
| 150 |
Other
| Unrestricted Coronation plinth Donation - Blythe House Donation - Parkinsons UK Donation - First Responders Donation - QE 2 Plaque Donation - Buxton Mountain Rescue Donation - St Giles Church Donation - Canine Partners Hungrytown Concert Arts fair Silver bad Advertising for fund raising events Drinks for fund raising events Food & other event stock Hartington Cheese for event Lottery prizes First aid supplies Hartington social NHS Fund Gift voucher Plant buys Restricted NHS Fund Donation - First Responders Asset and investment purchases during the year Chairs for Bakehouse Pickleball equipment Filing cabinets Display cabinet Market stall kit |
- - - 2,805 85 1,440 100 122 - 773 300 137 207 2,269 533 1,400 14 34 240 50 - 10,507 - 2,000 12,507 - 333 230 285 250 1,098 |
259 457 457 - - - - - 400 402 - - 1,901 - - 1,600 28 |
|---|---|---|
| 5,504 1,302 |
||
| 6,806 | ||
| 438 - - - |
||
| 438 |
Charity Number 525048
Hartington Village Hall Asset Schedule As at 31 August 2025
This page does not form part of the financial statements
| Date Purchased Asset Description 29/08/2018 New chairs [purchased from Calor Gas Grant] 14/04/2020 New sound system 01/02/2021 Projector 01/02/2021 Projector screen 01/02/2021 Coffee table 01/02/2021 2 x computer desks 01/02/2021 Bookcase 01/02/2021 Portable heater 01/02/2021 2 x ACER Chromebook 01/02/2021 Balance from unrestricted funds 16/05/2023 Bowling equipment 18/07/2023 Wine cooler 29/08/2023 Gazebo 12/04/2024 Chairs for Bakehouse 17/02/2025 Pickleball Equipment 24/03/2025 Filing cabinets x 2 24/03/2025 Ikea display cabinet 14/04/2025 Market stall kit |
Cost 760 350 469 110 83 145 58 95 598 316 320 301 438 333 230 285 250 |
Unrestricted Restricted 760 350 469 110 83 145 58 95 598 91 91 - 15 301 320 - 301 438 333 230 285 250 Purchased from funds: |
|---|---|---|
| 5,141 | 1,978 3,162 |
|
2026-05-07
Accounts to 31.08.2025
Final Audit Report
Created: 2026-05-06 By: Sarah Lovatt (sarah@lovattaccountancy.co.uk) Status: Signed Transaction ID: CBJCHBCAABAA4Q0tUgjuLV08tN9gCyH8aWscjfBGToCl
"Accounts to 31.08.2025" History
Document created by Sarah Lovatt (sarah@lovattaccountancy.co.uk) 2026-05-06 - 4:48:21 PM GMT
Document emailed to K Quinn (johnkeithquine@gmail.com) for signature 2026-05-06 - 4:48:25 PM GMT
Document emailed to K Craven (kj_craven@yahoo.co.uk) for signature 2026-05-06 - 4:48:25 PM GMT
Email viewed by K Quinn (johnkeithquine@gmail.com) 2026-05-06 - 4:54:38 PM GMT
- Signer K Quinn (johnkeithquine@gmail.com) entered name at signing as J K Quine 2026-05-06 - 4:55:57 PM GMT
Document e-signed by J K Quine (johnkeithquine@gmail.com)
Signature Date: 2026-05-06 - 4:55:59 PM GMT - Time Source: server - Signature Appearance Selected: TYPE
Email viewed by K Craven (kj_craven@yahoo.co.uk) 2026-05-07 - 10:52:53 AM GMT
Signer K Craven (kj_craven@yahoo.co.uk) entered name at signing as K J Craven 2026-05-07 - 10:54:22 AM GMT
Document e-signed by K J Craven (kj_craven@yahoo.co.uk)
Signature Date: 2026-05-07 - 10:54:24 AM GMT - Time Source: server - Signature Appearance Selected: TYPE
Agreement completed.
2026-05-07 - 10:54:24 AM GMT
Charity Number 525048
Hartington Village Hall Independent examiner's report on the accounts For the year ending 31 August 2025
I report to the trustees on my examination of the accounts of the above charity ("the Trust") for the year ended 31 August 2025.
As the charity trustees of the Trust, 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 the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, an material respect: accounting records were not kept in accordance with section 130 of the Act or
the accounts do not accord with the accounting records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Sarah Lovatt BFP FCA MAAT
1a Sandringham Drive Spondon Derby DE21 7QL