CHALFONT ST GILES MEMORIAL HALL (Jl TRUSTEES REPORT and ACCOUNTS for the year ended 31st December 2023 Charity No. 1163859 CHALFONT ST GILES MEMORIAL HALL School Lane, Chalfont St. Giles, Bucks. HP8 4JJ Legal and Administrative Infonnation Chalfont St. Giles Memorial Hall is a foundation charitable incorporated organisation. Charity No. 1163859- Registered on 6 October 2015 Trustees- Mr. A.J. Hoare Miss K. Martin Mr. K. Huxham Mr. A. Penson Mr. l. A. Johnson Mr. G. Jackson Dr. R. Perkins Ms. C. Santry Mr. S. ￿llehurSt ChairnianlFund Raising Co-ordinator Deputy Chairman Hon. Secretary Hon. T￿aSU￿r Booking Sècretary Mr. D. Howkins memorialhallbookin mail.com Independent Examiner- Mr. M.J. Bedford Retired Chartered Accountant 10 The Brow Chalfont st Giles HP8 4JD Bankers- Lloyds Bank plc Buckinghamshire Building Society. Chaffonl St Giles, Chalfont st Giles Memorial Hall Trustees Report for the year ended 31 December 2023 Introdu¢tlon The Trustees present their report and accounts for the year ended 31* December 2023 together with the report of the Independent Examiner. The Chalfont St. Giles Memorial Hall was funded by publ￿ subscription from 1919 and constructed in 1923 as a memorial to seNicemen from the village, who lost their lives in the Great War. The hall was extended in 199912000 with the benefft of some restricted fund donab"ons. The ¢urrent incorporated charity was fomed in 2015. Objects of the Charlty The Memorial Hall is operated for Yhe use of the inhabrtants of the Parish of Chalfont St. Giles or within one mile of the Memorial Hall without distin¢ts'on of political, reloious or other opinions, in¢luding use for. al Meetings, lectures and classes bl Other foms of re¢￿atr.0n and leisu￿ time occupation. wlth the object of improvlng the conditions of life for the inhabitant5.' Organisational Structure The activities of the Charity are governed by the Trustees rfhe Committee) vtho normally meet six tlmes during the year. Day to day management is delegated to the officers who report prog￿$$ 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-oplion 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. The Trustees take into account the Charity Commission's guidance on public benefit when carying out their duties. Trustee Investment Power8 The Trustees have powers to invest monies not immedialety required in accordar)ce with the Trustee Act 2000. It is not the policy to invest long tem. Funds held on deposit a￿ regulady monitored. Revlew of A¢tivitlos The Hall is the largest in Chalfont Sl. Giles and is hired for a variety of activities includin9 drama, publi¢ meetings and a range of social and leisure events. 2023 has been a very activ• post-pandemic year. Once again, the Hall has been used most days of the year. The Infant School uses the Hall for various school activities, including notsbly for ￿h0o1 lunches. Receipts from hall hi￿ were up in 2023 by under £2,000 ts'usl over 15%). The number of bookings increased to 56 from 47 in 2022. There were seventeen familylchildren's parties and private events in 2023. This is a further remarkable post-pandemic increase. We certainly hope ihat these one-off booking5 will continue at the same level in 2024 for the benefit and enjoyment of the people of Chalfont St Giles. Our regular fundraisers have continued to organise events Su￿SS￿lIy. The Lottery had a very successftll year with an increase in subscribers and once again it was possible to organise Quiz Nights. The Open Gardens Day in 2023 was very wami and sunny and extremely well attended. Exceptionally this will be held again in 2024 see below. As usual we must thank the fundraising team fortheir unstinting support. School Lane. Chalfont St. Giles, Bucks, HP8 4JJ Charity No. 1163859 Chalfont st Giles Memorial Hall Trustees Report for the year ended 31 December 2023- continued The overall expenditure was up by £14,000 {+50%) on 2022. Most of this InC￿8$e arose from electricity costs and higher repairs and maintenance expenditure. Energy and utility costs were up over £6.700 Ineady three- fold}. This was based on one-year contracts at much higher rates. There were more one-off items in repairs and malnlenance expenses, so there was an int￿8$e of over £4,600155%+) by comparison with 2022. There was a fvrther increase of over £1.6001+23%) in cleaning expendÉture. For 2024 and 2025. the Hall has negotiated electricty and gas contracts at somewhat lower rates. Totsl re¢eipts less total payments for 2023 were an outfiow of £13. Cash funds al the year*nd were £60,814 2024 is the Hall's Centenary Year and a progamme of special fijnd-raising events is planned, including an Open Gardens Day. Reserves Policy 11 is the trustees, policy to try to maintain at least a yearfs running ￿$ts In unrestricted cash resetves. The trustees are satisfied that unreslncted reserves at the year*nd would cover more than a year's Nnning costs. In 2024 we expect to have a £1,000 per annum reduction in energy costs after signing a new tw¢>year conlracL The reserves policy is also intended lo ensure that the charity can cope with o¢¢a$ional signifieanfiteins of expenditure to maintain or upgrade the Hall. There are tsvo particular examples of possible such expenditure, which the trustees have discussed, they are.. Replacement of suspended wooden floor £20,000 Replacement of parts for air Source heat pump-£12,500 Rlsk Factors The Trustees assess the major risks to which the charity is exposed and are sab'sfied that sy$tem$ are in place lo mitigate exposure to them. Insurance covers employers. public and product liability, personal a￿ident, and trustees, indemnity as well as buiidin9s and contents. Volunteers and staff Members of the Committee and the fund-raising group assist wtth various administrative and practical matters during the year. These services are greatly app￿tated as is the contribution of olher volunteers who provide $arvi¢es to the Hall. Indep9ndont Examlner Mr. M.J. Bedford has indicated that he is wlling to continue in office. Statement of Trustees, Responslbilltles Charity law requires the TNslees lo prepare financial stalenients for each financial year. In preparing those financial statements the Trustees are required to.. select suitable accounting policies and apply Ihem consislenty. state whether the policies adopted are in 8ccordance with the regulations and Charity Commlssion guidance. The Trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial posrtion of the charity and to enable them lo ensure that the financial ststements comply with the Charities Act 2011. They are also ￿sponSible for safeguarding the assets of the charity and hence for taking reasonable steps for the detection and ￿vention ol fraud or other irregularities. Approval This report has been approved by the Trustees and signed on their behalf. A.J.Hoare Chairman l March 2024 School Lane, Chalfont St. Giles, Bucks. HP8 4JJ Charity No. 1163859 Chalfont St Giles Memorial Hall Independent Examiner's Report on the Accounts I report to the Trustees on my examination of the accounts of ihe Chaffont St Giles Memorial Hall {Charity No. 11638591 for the year ended 31 December 2023. Responsibilities and basis of report As the charity trustees you are responsible for the preparation of the acwunts in aC￿roanCe with the requirements of the Charities Act 2011 {"the Acri. l ￿port in respect of my examination of the Memorial Hall's xccounts carried out under section 145 of the Act and in carrying out my examination. I have followed all the applicable Directions given by the Charity Commission under se¢bon 145{Sllbl of the Aci Independent Examine￿$ statement I have Gompleted my examination. I confimi that no material matters have come to my attention in ¢onne¢tion with the examination giving me cause to believe that in, any material ￿SpeCt accounting records were not kept in a¢wrdance with section 130 of the ACL or 2. the ac¢ounts do not ac￿rd with the accounting records. I have no ¢on¢erns and have come across no other matters in COnn￿tiOn 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 Chalfonl St Glles HP8 4JD 13 M8rch 2024 Chalfont St Giles Memorial Hall Receipts and Payments For the year ended 31 December 2023 2022 2023 Receipts 13,839 7,843 1.500 6,192 2,667 re of Hall Schjol STr)oker Cltt* RaisirKJ (rtt) CO￿11 Grants Dorotws irterest 15,831 15,286 1.500 8,665 -220-. 257 34 32.075 Total Receipts 41,759 Paym&nts 7,166 3,858 3,445 1,427 3,509 8,357 Cle*rurBJlCaretakirvJ GasIWaterlE￿itY In$￿arte Garde￿￿j AdmiThstratiorVS(Thlries RepairslRerewals 8,816 10,620 3,599 2,030 3.692 13,015 27,762 Total Paymerts 41,772 4,313 R￿eIpts less {payments) 1131 56.514 Cash Funds on 1 January 60,827 60,827 Cash Funds on 31 December 60,814 Chalfont St Giles Memorial Hall Statement of Assets and Liabilities at 31 December 2023 2022 2023 Cash Funds 45.057 15,770 60.827 Building Society Banks 53,557 7,257 60,814 Unrestrlcted Funds 60,827 General Purposes Fixed Assets at cost (note 41 2,300 182,488 Land and buildings Extensions 2,3 182,488 184,788 184,788 Restricted Funds 184,788 Fixed Assets 184,788 Reslricled funds have been established specifficalty in connection with the premises including extensions. Signed on behalf of the trustees.. Chainnan Treasurer I l March 2024 Chalfont St Giles Memorial Hall Notes to the Accounts for the year ended 31 December 2023 Accounting policy These Accounts have been prepared on the receipts and payments basis in a¢eord8nce with the Charities Act 2011 and the Charity Commission's guidance for preparing receipts and payments accounts. Fundralslng 2022 Net 2023 Net Receipts PaymentslPrizes 'Open Gardens. day Quiz Nights Lottery 4.510 3.851 4.350 1.304 1.679 1.063 3.206 2.172 3,287 1,960 4,232 6,192 12.711 4,046 8,665 Expendlture The largest recurring expense Category and one Ihal fluctuates from year to year is repairs I renewals. This can be analysed as follows.. Repairs 2022 2023 3,750 Building repair work Special floor treatment/repairs Other general maintenance New floor cleaning machine New water heater Tree surgeon work 4.6IXI 2,7Crf) 1,904 1,675 1,236 9Crf) 3,407 1,200 8,357 13,015 4. Fixed Assets Land and Buildings are shown at original cost in 1923 of £2.300 and Extensions at cost in 199912000 of £182,488. The building w2s professionally valued in October 2020 by Roger Falcon MRICS FCloB of Josling & Hamtyn ofAmersham. who assessed a reinstatement value at £2.11m + VAT. On this basis the Hall is insured for £3.43m on an index linked basis_ 5. Secured debts and guarantees The charity has no secured debts and has not provided any guaranlees.