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2020-12-31-accounts

Haslemere Hall

( A company limited by guarantee ) Annual Report and Financial Statements For the Year Ended 31 December 2020

Haslemere Hall Index to the Financial Statements For the Year Ended 31 December 2020

Officers and Professional Advisers 1
Trustees’ Report 2 - 6
Statement of Financial Activities 7
Balance Sheet 8
Statement of Cash Flows 9
Notes to the Financial Statements 10 - 16
Independent Examiner’s Report 17

Haslemere Hall Officers and Professional Advisers for the Year Ended 31 December 2020

Directors and Trustees:

Mrs L Barrow Dr K Seymour Mr S Bennett Mr A Stent Mrs L Collins Mr P Taylor Mr G Davenport Mr P Thompson Mr H Donaldson MBE DL Mr N Westcott-White Mrs J Hill Mrs S Whitehead

Haslemere Town Council Nominated Representative: Councillor Simon Dear Hall Manager: Mr Howard Bicknell Hon. Treasurer: Mr G Davenport Principal Office: Haslemere Hall Bridge Road Haslemere Surrey GU27 2AS Charity Registration Number: 1155881 Registered Company Number: 08601292 Accountants : Gent & Fell Accountants Ltd 26 High Street Haslemere Surrey GU27 2HW Bankers : Lloyds Bank plc 12 High Street Haslemere Surrey GU27 2JG Solicitors : Potter, Owtram & Peck 42 West Street Haslemere Surrey GU27 2AN

1

Haslemere Hall Trustees' Report For the Year Ended 31 December 2020

The Trustees submit their annual directors' report and the independently examined financial statements for the year ended 31 December 2020 which are also prepared to meet the requirements for a directors' report and accounts for Companies Act purposes.

The financial statements have been prepared in accordance with the accounting policies set out in note 1 to the accounts and comply with the Charities Act 2011, the Companies Act 2006, the Memorandum and Articles of Association, and Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effectives 1 January 2015).

Objects of Charity

These were defined in the Articles of Association of the Haslemere Hall, dated 10th May, 2013 and which came into force as at 1st January, 2016, when all the assets of the "Old" Haslemere Hall (Charity Number: 305058), with the exception of cash of £5,001, were taken over and the "new" Charity (Charity Number: 1155881) commenced trading.

The "new" Charity, Haslemere Hall, is limited by guarantee: (Registered Company Number: 08601292)

The "new" Charity continues the objects of the "old", these being defined in the Articles of Association as: "The Objects of the Charity are to provide and maintain a hall for the use of the inhabitants of Haslemere and the neighbourhood without distinction of sex, or of political, religious or other opinions, and in particular for use for meetings, lectures and classes, and for other forms of education, recreation and leisure-time occupation, with the object of improving the conditions of life for the inhabitants."

2

Haslemere Hall Trustees' Report For the Year Ended 31 December 2020 (Continued)

Structure, Governance and Management

Haslemere Hall, which is situated in Bridge Road, Haslemere, was erected in 1913 and “given to the people of Haslemere for their benefit and enjoyment” by Barclay Lewis Day.

Trustees

We regret to inform you that Gail Bearman died on December 27th, 2020. Appointed as a Trustee in July, 2009, Gail was a staunch supporter of the Hall and, even after her retirement, at the AGM in September 2017, she worked tirelessly in distributing the Hall's marketing information. Gail was the Trustee representitive for the Haslemere Flower Club.

The Annual General Meeting held on September 8th, 2020, was held under the rules of the constitution.

Nick Westcott-White and Hamish Donaldson stood down by rotation, (para 3.4 of the Memorandum of Association) but offered themselves for re-election.

The Society nominees – Adrian Stent, Kim Seymour, Lorraine Collins, Sue Whitehead and Stephen Bennett, had all been re-nominated by their societies and were therefore eligible to be re-elected.

There were no other nominations for the committee.

All Trustees were duly re-elected in accordance with the Trust's requirements.

The Trustee Board is as follows:

Public: Lian Barrow, Guy Davenport, Hamish Donaldson, Jenny Hill, Paul Thompson and Nick Westcott White.

White.
Society Nominations
Adrian Stent Haslemere Players
Kim Seymour Haslemere Thespians
Lorraine Collins Haslemere Musical Society
Suzanne Whitehead Haslemere Flower Club
Stephen Bennett Haslemere U3A

Peter Taylor was re-elected in order that he may continue to advise over the Hall constitution.

Councillor Simon Dear was welcomed as the Haslemere Town Council's nominated representative.

All Trustees of the Haslemere Hall are also Directors of Haslemere Hall Limited.

Details of officers and professional advisers are shown on page 1.

Organisation

The day to day organisation of the Hall is delegated to a Hall Manager, responsible to the Trustees. The Manager is responsible for all aspects of running the Hall, including the necessary compliance with the rules and regulations governing the Hall, health and safety and licensing requirements. The Manager gives a full report of the activities of the Hall at each meeting and his report is recorded in the minutes.

3

Haslemere Hall Trustees' Report For the Year Ended 31 December 2020 (continued)

Risk Management

Before the Covid outbreak, the Trustees had examined the major strategic, business and operational risks which the Trust faces and confirmed that systems have been established to mitigate those risks.

Since the first lockdown in February 2020, steps have been taken to reduce as much of our normal expenditure as possible. Where possible, advantage was taken of the Furlough arrangements which, towards the end of the year, allowed part - time furlough arrangements. This was very helpful.

Financial Review

Income

Income reduced from £440,000 in 2019 to £191,000 in 2020 (down £249,000),.

Expenditure

Expenditure reduced from £451,000 in 2019 to £240,000 in 2020. (down £211.000)

4

Haslemere Hall Trustees' Report For the Year Ended 31 December 2020 (continued)

Overall Result

There was a deficit of £49,000 (2019 - £11,000)

Achievements and Performance

The results for 2020 were disheartening, however,Trustees have confidence in the future, as long as Covid lockdown is fully removed in early June, 2021.

It will not be easy, but we have learned how to reduce expenditure and our members and patrons have been, and continue to be, very supportive.

Plans for the Future

The Trustees aim to continue offering a hall for the use of the inhabitants of Haslemere and the neighbourhood. They are committed to maintain the fabric of the Hall and to continue making it energy efficient. It is also planned to continue to increase our reserves, much depleted by the Covid pandemic.

Reserves Policy

It was the policy of the Trustees to maintain unrestricted funds, which are free reserves of the Trust, at a level of around 3 months expenses of the Hall plus sufficient to cover irregular maintenance (for example redecoration every 5 years).

Using figures for 2020 gives a false impression of our potential. In 2019, the cost of our Charitable Activities for running the Hall amounted to £197,453. and it is this figure that, under the circumstances, is the best suited to our reserves policy.

Covid has been exceptional and Trustees now believe that six months expenses of the Hall would be more appropriate. Using 2019 figures, our policy, therefore, should be of the order of approximately £100,000 compared with the £50,000 reserves policy previously.

With cash of £116,000 at the end of the year and unrestricted reserves of £106,000, we are close to our target.

5

Haslemere Hall Trustees' Report For the Year Ended 31 December 2020 (continued)

Trustees’ responsibilities in relation to the financial statements

The charity trustees (who are also the directors of Haslemere Hall for the purposes of company law) are responsible for preparing a trustees’ annual report and financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).

Company law requires the charity trustees to prepare financial statements for each year which give a true and fair view of the state of affairs of the charitable company and of the incoming resources and application of resources, including the income and expenditure, for that period. In preparing the financial statements, the trustees are required to:

The trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charity and to enable them to ensure that the financial statements comply with the Companies Act 2006. They are also responsible for safeguarding the assets of the charity and hence taking reasonable steps for the prevention and detection of fraud and other irregularities.

By order of the board of trustees

G. Davenport

Date: 14/06/2021

6

Haslemere Hall Statement of Financial Activities For the Year Ended 31 December 2020

Note
Incoming Resources
Grants, Donations,
Legacies & Raising
Funds
2
Charitable Objects
3
Investments
4
Total Incoming
Resources
Resources Expended
Raising funds
5
Costs of charitable
activities
6
Total Resources
Expended
Net gains / (losses) on
investments
Net Income /
(expenditure)
Transfers between funds
Net movement in funds
for the year
Balances brought
forward at 01/01/2020
Balances carried
forward at 31/12/2020		 Unrestricted
Funds
Restricted
Funds
(Seating)
Restricted
Funds
(Signage)
Designated
Funds
Total
2020
£
£
£
£
£
153,239
0
3,975
0
157,214
33,513
0
0
0
33,513
78
0
0
0
78
186,829
0
3,975
0
190,804
77,862
0
0
0
77,862
157,198
764
3,975
0
161,937
235,059
764
3,975
0
239,798
0
0
0
0
0
(48,230)
(764)
0
0
(48,994)
0
0
0
0
0
(48,230)
(764)
0
0
(48,994)
154,591
3,828
0
0
158,419
106,361
3,064
0
0
109,425		 Total
2019
£
346,489
93,310
209
440,008
183,910
267,146
451,055
0
(11,047)
0
(11,047)
169,466
158,419

The notes on pages 10 to 16 form part of these financial statements

7

Haslemere Hall Balance Sheet As at 31 December 2020

Note
Fixed Assets
Tangible fixed assets
9
Current Assets
Stock
10
Debtors
11
Short term deposit
Current Liabilities:
Amounts falling due
within one year
12
Net Current Assets
Net Assets
Funds
Unrestricted
Designated
Restricted Funds
13
Cash at bank and in hand,
including £5,001 held in
Haslemere Hall Trust		 2020
£
4,410
4,410
2,866
6,135
86,579
29,601
125,181
20,166
105,015
109,425
106,361
0
106,361
3,064
109,426		 2019
£
5,847
5,847
3,871
22,638
127,820
29,601
183,930
31,358
152,572
158,419
154,591
0
154,591
3,828
158,419		 2019
£
5,847
158,419
154,591
0
154,591
3,828
158,419

The Financial statements were approved by the Board of Trustees on 14/06/2021 and signed on its behalf by:

………………………………Trustee

G. Davenport

………………………………Trustee

Mrs J. Hill

The notes on pages 10 to 16 form part of these financial statements

8

Haslemere Hall Statement of Cash Flows As at 31 December 2020

Cash flow from fund activity
Net movement in funds
Reconciliation to cash generated from operations;
Depreciation
Investment income
Decrease / (Increase) in stock
Decrease / (Increase) in debtors
Decrease in creditors
Net cash flow from fund activities
Cash flow from investing activities
Interest received
Dividends received
Net cash flow from investing activities
Cash flow from financing activities
Sale of Endowment fund investments
Net cash flow from financing activities
Net decrease in cash and cash equivalents
Cash and cash equivalents at start of 2020
Cash and cash equivalents at end of 2020
Cash and cash equivalents consists of:
Cash at bank and in hand
Short term deposit
Cash and cash equivalents at end of 2020		 2020
£
(48,994)
1,437
(78)
1,005
16,502
(11,192)
(41,319)
78
0
78
0
0
0
(41,241)
157,421
116,180
86,579
29,601
116,180		 2019
£
(11,047)
1,437
(209)
(215)
(3,265)
(8,078)
(21,377)
209
0
209
0
0
0
(21,168)
178,589
157,421
127,820
29,601
157,421

The notes on pages 10 to 16 form part of these financial statements

9

Haslemere Hall Notes to the Financial Statements For the Year Ended 31 December 2020

1 Accounting Policies

a) Accounting Convention

The financial statements have been prepared under the historical cost convention, modified for the revaluation of investments. They have been prepared in accordance with the Statement of Recommended Practice - Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK (FRS 102) (effective 1 January 2015) - (Charities SORP (FRS 102)), the Financial Reporting Standard applicable in the UK (FRS 102) and the Companies Act 2006. They have been prepared on an accruals basis of accounting.

b) Reconciliation with previous Generally Accepted accounting Practice

In preparing the accounts, the trustees have considered whether in applying the accounting policies required by FRS102 and the Charities SORP FRS102 a restatement of comparative items was needed. No restatements were required.

c) Income Recognition

Income is recognised in the period in which it is entitled to receipt and the amount can be measured with reasonable accuracy.

(1) Grants and Donations

Free donations are taken to unrestricted funds. Tied gifts are separately accounted for to ensure that they are utilised in accordance with the purpose for which they #REF! were given. Where grant income is used to purchase fixed assets, a restricted fund is established which will reduce annually in line with depreciation of the fixed assets purchased.

(2) Investment Income

Investment income is stated at the amount received in the year.

(3) Trading Activities

Income received from trading activities is shown in the Statement of Financial Activities and broken down to show gross income and expenses in the notes to the financial statements.

FALSE

d) Fund Accounting

(2) Unrestricted Funds

The general funds are the free funds of the hall. They are not tied as are the restricted funds for a specific use.

(3) Restricted Funds

Where a donor has specified a particular purpose for a donation or gift, the donation or gift is separately accounted for to ensure that it is only used for the purposes originally specified by the donor.

(4) Designated Funds

Designated funds are amounts which have been set aside at the discretion of the trustees for a specific, but not legally binding, purpose.

e) Expenditure Recognition

Liabilities are recognised as expenditure as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that settlement will be required and the amount of the obligation can be measured reliably.

All expenditure is accounted for on an accruals basis.

The notes on pages 10 to 16 form part of these financial statements

10

Haslemere Hall Notes to the Financial Statements For the Year Ended 31 December 2020 (continued)

1. Accounting Policies (continued)

f) Fixed Assets

Fixed assets comprising the freehold land and buildings at Bridge Road, Haslemere are used to provide hall services. They are the permanent endowment property of the charity. Their provision and maintenance is in fulfilment of the objects of the charity and as required by the Charities SORP they have not been capitalised. The freehold land and buildings have been insured for £3,884,441.

Depreciation is provided on all tangible fixed assets at rates calculated to write off the cost, or valuation of each asset as follows:-

44067.88 Tiered Seating -FALSE 5% straight line basis on the floor works Digital Projector - 20% straight line basis

g) Stock

508.95

Stock is stated at the lower of cost and net realisable value.

Grants, Donations, Legacies & Raising Funds

note
2
Friends of Haslemere Hall
Haslemere Town Council
General Donations
Government Covid Grant
Government Furlough
Other
The Late D B Hammond
Tesco's
The Late J A Banks
Cinema and other hall activities
Advertising
Box Office fees
Bar, Ice creams and confectionary
TOTAL		 Unrestricted
Restricted
Designated
Total
Funds
Funds
Funds
2020
(Signage)
(SAP)
£
£
£
£
7,056
0
0
7,056
0
3,975
0
3,975
22,189
0
0
22,189
10,000
0
0
10,000
23,267
0
0
23,267
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
62,512
3,975
0
66,487
64,487
0
0
64,487
350
0
0
350
(605)
0
0
(605)
26,495
0
0
26,495
90,727
0
0
90,727
153,239
3,975
0
157,214		 Total
2019
£
9,061
1,500
0
0
0
12,235
35,000
3,000
5,000
65,796
198,814
1,450
5,260
75,169
280,693
346,489

The notes on pages 10 to 16 form part of these financial statements

11

Haslemere Hall Notes to the Financial Statements For the Year Ended 31 December 2020 (continued)

Charitable Objects
note
3
Letting charges and commission
Investment Income
note
4
COIF deposit account interest
Resources Expended:
On Raising funds
note
5
Film hire and projection costs
Staff costs
Other costs
Performing rights society
Net Purchases		 Unrestricted
Restricted
Designated
Total
Funds
Funds
Funds
2020
£
£
£
£
33,513
0
0
33,513
Unrestricted
Restricted
Designated
Total
Funds
Funds
Funds
2020
£
£
£
£
78
0
0
78
78
0
0
78
Unrestricted
Restricted
Designated
Total
Funds
Funds
Funds
2020
£
£
£
£
44,068
0
0
44,068
20,877
0
0
20,877
650
0
0
650
509
0
0
509
11,758
0
0
11,758
77,862
0
0
77,862		 Total
2019
£
93,310
Total
2019
£
209
209
Total
2019
£
132,606
22,454
540
(646)
28,956
183,910

The notes on pages 10 to 16 form part of these financial statements

12

Haslemere Hall Notes to the Financial Statements For the Year Ended 31 December 2020 (continued)

Costs of charitable activities
note
6
Unrestricted funds
Staff salaries and NIC
Heat, light and water
Council tax
Insurance
Repairs and maintenance
Cleaning
Databox licence and
computer support
services
Stationery, printing,
telephone and postage
Miscellaneous
Depreciation
Independent examination
Bank charges
Air Conditioning
Restricted funds
Depreciation		 Activities
undertaken
directly
Governance
and Support
Costs
Restricted
Funds
(Seating)
Restricted
Funds
(Signage)
Designated
Funds
Total
2020
Total 2019
£
£
£
£
£
£
£
101,456
0
0
0
0
101,456
107,908
0
6,547
0
0
0
6,547
11,026
0
0
0
0
0
0
887
0
18,717
0
0
0
18,717
16,579
12,050
0
0
3,975
0
16,025
72,863
0
5,146
0
0
0
5,146
7,594
5,925
0
0
0
0
5,925
13,270
0
4,371
0
0
0
4,371
7,142
0
1,038
0
0
0
1,038
1,486
0
673
0
0
0
673
673
0
775
0
0
0
775
775
0
500
0
0
0
500
1,179
0
0
0
0
0
0
25,000
119,431
37,767
0
3,975
0
161,173
266,382
0
0
764
0
0
764
764
119,431
37,767
764
3,975
0
161,937
267,146

The notes on pages 10 to 16 form part of these financial statements

13

Haslemere Hall Notes to the Financial Statements For the Year Ended 31 December 2020 (continued)

Allocation of governance and support costs

Allocation of governance and support costs Haslemere Hall
Notes to the Financial Statements
For the Year Ended 31 December 2020
(continued)
note
7
Unrestricted funds
Heat, light and water
Council tax
Insurance
Cleaning
Stationery, printing,
telephone and postage
Miscellaneous
Depreciation
Independent examination
Bank charges
Restricted funds
Depreciation		 Total
allocated
2020
2020
2019
2019
£
Governance
Costs
Support Costs Governance
Costs
Support
Costs
£
£
£
£
£
6,547
0
6,547
0
11,026
0
0
0
0
887
18,717
0
18,717
0
16,579
5,146
0
5,146
0
7,594
4,371
0
4,371
0
7,142
1,038
0
1,038
0
1,486
673
0
673
0
673
775
775
0
775
0
500
0
500
0
1,179
764
0
764
0
764
38,530
775
37,755
775
47,330

Wages

note 8

The average number of employees during the year was 1 full time and 6 part time (2019 - 1 full time and 7 part time).

The total emoluments before Furlough were: - £122,333 (2019 - £130,362 ).

HMG Furlough Payments Received during the year £23,267

Net cost of Wages and Salaries in 2020 was £99,066

The notes on pages 10 to 16 form part of these financial statements

14

Haslemere Hall Notes to the Financial Statements For the Year Ended 31 December 2020 (continued)

Tangible Fixed Assets
note
9
Cost:
As at 1 January 2020
Additions in the year
As at 31 December 2020
Accumulated Depreciation:
As at 1 January 2020
Charge for Year
As at 31 December 2020
Net Book Value
As at 31 December 2020
As at 31 December 2019
Stock
note
10
Goods for resale
Value 1st January 2020
Value 31st December 2019
(Decrease) / Increase during the year
Debtors
note
11
Trade Debtors
Other Debtors
Taxation and Social Security
Creditors
note
12
Trade Creditors
Other Creditors		 Restricted
Funds
Unrestricted
Funds
Seating
Other
Totals
£
£
£
15,285
27,611
42,895
0
0
0		 Restricted
Funds
Unrestricted
Funds
Seating
Other
Totals
£
£
£
15,285
27,611
42,895
0
0
0
15,285
27,611
42,895
11,457
25,592
37,049
764
673
1,437
12,221
26,265
38,486
3,064
1,346
4,410
3,828
2,019
5,847
2020
£
3,871
2,866
(1,005)
2020
£
1,672
0
4,463
6,135
2020
£
334
19,832
20,166		 2019
£
3,656
3,871
215
2019
£
3,405
15,697
3,536
22,638
2019
£
1,623
29,735
31,358

The notes on pages 10 to 16 form part of these financial statements

15

Haslemere Hall Notes to the Financial Statements For the Year Ended 31 December 2020

(continued)

Haslemere Hall
Notes to the Financial Statements
For the Year Ended 31 December 2020
(continued)
Restricted Funds
note
13
Seating Appeal
Signage
Analysis Of Net Assets Between Funds
note
14
Restricted Funds
Unrestricted Funds
Designated Funds		 Balance
Balance
31 Dec
Additions
Resources
31 Dec
2019
2020
Expended
2020
£
£
£
3,828
0
764
3,064
0
3,975
3,975
0
3,828
3,975
4,739
3,064
Tangible
Net
Fixed
Current
Assets
Investments
Assets
Total
£
£
£
£
3,064
0
0
3,064
1,346
0
105,015
106,361
0
0
0
0
4,410
0
105,015
109,426

Trustees' Remuneration and Reimbursed Expenditure

note 15

The Trustees were not entitled to and received no remuneration from the charity during the year.

No expenditure was reimbursed to Trustees during the year.

The cost of indemnity insurance in respect of the trustees for the charity for the year was £538 (2019 - £538)

The notes on pages 10 to 16 form part of these financial statements

16

Haslemere Hall Independent Examiner's Report to the trustees of Haslemere Hall

I report to the charity trustees on my examination of the accounts of the charity for the year ended 31 December 2020 which are set out on pages 7 to 16.

Respective responsibilities of trustees and examiner

As the charity’s trustees of Haslemere Hall (and also its directors for the purposes of company law) you are responsible for the preparation of the accounts in accordance with the requirements of the Companies Act 2006 (‘the 2006 Act’).

Having satisfied myself that the accounts of Haslemere Hall are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination, I report in respect of my examination of your charity’s accounts as carried out under section 145 of the Charities Act 2011 (‘the 2011 Act’). In carrying out my examination I have followed the Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.

Independent examiner’s statement

Since Haslemere Hall's gross income exceeded £250,000 in 2019, your examiner must be a member of a body listed in section 145 of the 2011 Act. I confirm that I am qualified to undertake the examination because I am a member of Chartered Certified Accountants, which is one of the listed bodies.

I have completed my examination. I confirm that no matters have come to my attention in connection with the examination giving me cause to believe:

1 accounting records were not kept in respect of Haslemere Hall as required by section 386 of the 2006 Act; or 2 the accounts do not accord with those records; or 3 the accounts do not comply with the accounting requirements of section 396 of the 2006 Act 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; or 4 the accounts have not been prepared in accordance with the methods and principles of the Statement of Recommended Practice for accounting and reporting by charities [applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102)].

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.

......................................

P J E Gent FCCA Chartered Certified Accountants

Gent & Fell Accountants Ltd 26 High Street Haslemere Surrey GU27 2HW Date: 14/06/2021

17