CHALFONT ST GILES
MEMORIAL HALL
TRUSTEES REPORT
and
ACCOUNTS
for the year ended 31[st] December 2020
Charity No. 1163859
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CHALFONT ST GILES MEMORIAL HALL
School Lane, Chalfont St. Giles, Bucks, HP8 4JJ
Legal and Administrative Information
Chalfont St. Giles Memorial Hall is a foundation charitable incorporated organisation Charity No. 1163859 – Registered on 6 October 2015
Trustees – Mr. A. Hoare Chairman/Fund Raising Co-ordinator Miss K. Martin Deputy Chairman Mr. K. Huxham Hon. Secretary (from March 2020) Mr. A. Penson Hon. Treasurer Mr. I. A. Johnson Mr. G. Jackson Dr. R. Perkins Ms. C. Santry Mr. S. Whitehurst Mr. R. Glen (resigned October 2020) Mrs. P. Schurer (resigned March 2020)
Booking Secretary Mr. D. Howkins memorialhallbookings@gmail.com
Independent Examiner –
Mr. M.J. Bedford Retired Chartered Accountant 10 The Brow Chalfont St Giles HP8 4JD
Bankers –
Lloyds Bank plc Barclays Bank plc, NatWest Bank plc, Buckinghamshire Building Society, Chalfont St. Giles,
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Chalfont St Giles Memorial Hall
Trustees Report for the year ended 31 December 2020
Introduction
The Trustees present their report and accounts for the year ended 31[st] December 2020 together with the report of the Independent Examiner.
The Chalfont St. Giles Memorial Hall was funded by public subscription from 1919 and constructed in 1923 as a memorial to servicemen from the village, who lost their lives in the Great War. The hall was extended in 1999/2000 with the benefit of some restricted fund donations.
This current incorporated charity was formed in 2015. Previously the Hall was run as an unincorporated charity with the same name and with the same objectives.
Objects of the Charity
The Memorial Hall is operated for “the use of the inhabitants of the Parish of Chalfont St. Giles or within one mile of the Memorial Hall without distinction of political, religious or other opinions, including use for:
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a) Meetings, lectures and classes
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b) Other forms of recreation and leisure time occupation, with the object of improving the conditions of life for the inhabitants.”
Organisational Structure
The activities of the Charity are governed by the Trustees (The Committee) who meet six times during the year. Day to day management is delegated to the officers who report progress to each Trustee meeting. Trustees are elected at the Annual General Meeting (AGM) and include representatives of regular user groups of the Hall and, from time to time, from the Parish Council. Vacancies are filled by co-option during the year. None of the Trustees has any beneficial interest in the charity nor do they receive any remuneration. The trustees are closely involved in the operation and maintenance of the Hall. From March 2020, trustee meetings were held virtually via Zoom.
The Trustees take into account the Charity Commission’s guidance on public benefit when carrying out their duties.
Trustee Investment Powers
The Trustees have powers to invest monies not immediately required in accordance with the Trustee Act 2000. It is not the policy to invest long term. Funds held on deposit are regularly monitored.
Review of Activities
The Hall is the largest in Chalfont St. Giles and is hired for a variety of activities including drama, public meetings and a range of social and leisure events. In the past and in a normal year, the Hall is used most days of the year. 2020 has not been a normal year and from March has been significantly affected by the Covid-19 pandemic. The Infant School used the Hall during the autumn term for various school activities, but not for school lunches. In combination with the closure during Summer term, this has halved income from the school.
The Hall received two much appreciated grants from Buckinghamshire Council totalling £11,334 to help mitigate disruption from the pandemic. There were three other generous donations from hirers totalling £850.
Receipts from hall hire were down in 2020 by over £3,250 (over 22%). In addition to a reduction in the number of bookings, many planned events or regular series were cancelled or part cancelled. Some 2020 booking receipts are being rolled forward to 2021 in the hope that activities can restart in spring/summer. This is likely to lead to a lower level of receipts in 2021.
Our regular fundraisers have continued to organise events as best as possible. The Lottery was not affected by lockdown restrictions, but only one Quiz Night could be held. In the past Quiz Nights have provided enjoyment for all those who have taken part. Another popular event is the Open Gardens Day every two years, which will provisionally be held again in 2021. As usual we must thank the fundraising team for their unstinting support.
School Lane, Chalfont St. Giles, Bucks, HP8 4JJ
Charity No. 1163859
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Chalfont St Giles Memorial Hall
Trustees Report for the year ended 31 December 2020 – continued
The overall core running expenditure was much the same as in previous years. However, there has been a saving of £3,500 in cleaning expenditure and nearly £600 in utilities costs, mainly heating, during periods of closure. Although there is a discretionary element to some repairs and maintenance expenses, £3.400 was spent on a necessary electrical upgrade and £2,400 on improvements to a toilet.
Total payments less total receipts for the year were a cash inflow of £9,475. Cash funds at 31 December 2020 were £45,348.
Reserves Policy
It is the trustees’ policy to try to maintain at least six months running costs in unrestricted cash reserves. The trustees are satisfied that unrestricted reserves at the year-end would cover more than six months running costs. In principle, the reserves policy is also intended to ensure that the charity is able to cope with occasional significant items of expenditure to maintain or upgrade the Hall. In 2021 the Hall will probably have a significant reduction to income, although some running costs will continue much as normal.
Risk Factors
The Trustees assess the major risks to which the charity is exposed and are satisfied that systems are in place to mitigate exposure to them. Insurance covers employers, public and product liability, personal accident and trustees’ indemnity as well as buildings and contents.
Volunteers and staff
Members of the Committee and the fund-raising group assist with various administrative and practical matters during the year. These services are greatly appreciated as is the contribution of other volunteers who provide services to the Hall.
Independent Examiner
Mr. M.J. Bedford has indicated that he is willing to continue in office.
Statement of Trustees’ Responsibilities
Charity law requires the Trustees to prepare financial statements for each financial year. In preparing those financial statements the Trustees are required to:
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select suitable accounting policies and apply them consistently.
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state whether the policies adopted are in accordance with the regulations and Charity Commission guidance.
The Trustees are responsible for keeping proper accounting records which 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 Charities Act 2011. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the detection and prevention of fraud or other irregularities.
Approval
This report has been approved by the Trustees and signed on their behalf.
A.J.Hoare Chairman
26 March 2021
School Lane, Chalfont St. Giles, Bucks, HP8 4JJ Charity No. 1163859
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Chalfont St Giles Memorial Hall Independent Examiner’s Report on the Accounts
I report to the Trustees on my examination of the accounts of the Chalfont St Giles Memorial Hall (Charity No. 1163859) for the year ended 31 December 2020.
Responsibilities and basis of report
As the charity 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 Memorial Hall’s accounts carried out under section 145 of the 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 Examiner’s statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in, any material respect:
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accounting records were not kept in accordance with section 130 of the Act; or
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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.
Signed
Mr. M.J. Bedford Retired Chartered Accountant 10 The Brow Chalfont St Giles HP8 4JD
31 March 2021
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Chalfont St Giles Memorial Hall
Receipts and Payments For the year ended 31 December 2020
| 2019 £ Receipts 14,488 Hire of Hall 10,817 School 2,750 Snooker Club 8,068 Fund Raising (net) 1,200 Council Grants 1,301 Donations 100 Interest 38,724 Total Receipts Payments 8,176 Cleaning/Caretaking 4,236 Gas/Water/Electricity 2,631 Insurance 1,770 Gardening 2,665 Administration/Sundries 9,329 Repairs/Renewals 28,807 Total Payments 9,917 Receipts less (payments) 25,956 Cash Funds on 1 January 35,873 Cash Funds on 31 December |
2020 £ 11,210 5,688 2,750 3,959 11,334 850 100 |
|---|---|
| 35,891 | |
| 4,633 3,645 2,952 1,380 3,180 10,555 |
|
| 26,345 | |
| 9,547 35,873 |
|
| 45,420 |
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Chalfont St Giles Memorial Hall
Statement of Assets and Liabilities at 31 December 2020
| 2019 | 2020 | ||
|---|---|---|---|
| £ | £ | ||
| Cash Funds | |||
| 20,057 | Building Society | 25,057 | |
| 15,816 | Banks | 20,362 | |
| 35,873 | 45,419 | ||
| Unrestricted Funds | |||
| 35,873 | General Purposes | 45,419 | |
| Fixed Assets at cost (note 4) | |||
| 2,300 | Land and buildings | 2,300 | |
| 182,488 | Extensions | 182,488 | |
| 184,788 | 184,788 | ||
| Restricted Funds | |||
| 184,788 | Fixed Assets | 184,788 |
Restricted funds have been established specifically in connection with the premises or raised for particular purposes (e.g. extensions).
Signed on behalf of the trustees
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Chairman
26 March 2021
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Treasurer
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Chalfont St Giles Memorial Hall
Notes to the Accounts for the year ended 31 December 2020
1. Accounting policy
These Accounts have been prepared on the receipts and payments basis in accordance with the Charities Act 2011 and the Charity Commission’s guidance for preparing receipts and payments accounts.
2. Fundraising
| 2019 Net £ 2,967 "Open Gardens" day 1,989 Quiz Nights 3,112 Lottery 8,068 |
2020 Income Costs/Prizes Net £ £ £ - - - 1,969 877 1,092 3,752 885 2,867 5,721 1,762 3,959 |
|---|---|
3. Expenditure
The largest recurring expense category and one that fluctuates from year to year is repairs / renewals. This can be analysed as follows:
Repairs
| 2019 | 2020 | |
|---|---|---|
| £ | £ | |
| 6,680 | Building repair work | 3,560 |
| 2,649 | Other general maintenance | 2,755 |
| - | Electrical safety upgrade | 3,364 |
| - | Special floor sealant | 876 |
| 9,329 | 10,555 |
4. Fixed Assets
Land and Buildings are shown at original cost in 1923 of £2,300 and Extensions at cost in 1999/2000 of £182,488.
The building was professionally valued in October 2020 by Roger Falcon MRICS FCIoB of Josling & Hamlyn of Amersham, who assessed a reinstatement value at £2.11m + VAT. On this basis the Hall is insured for £2.4m on an index linked basis.
5. Secured debts and guarantees
The charity has no secured debts and has not provided any guarantees.
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