## LORD PIRBRIGHT’S HALL & RecReATIOn GROunD **Registered charity No. 200200** _**Report of the Managing Trustee for the year ended March 2021**_ ## **Address: The Green, Guildford Road, Pirbright, Woking GU24 0JE** **Administration: The Parish Shop, The Green, Woking GU24 0JT Tel: 01483 476432 Email: lph@pirbright-pc.gov.uk** **- www.pirbright pc@gov.uk** ## **Governing Document & Objectives** Lord Pirbright Hall’s Governing Document is a Trust Deed, based on an indenture dated 17[th] May 1901, between Lord Pirbright (the donor) and Pirbright Parish Council. The deed established Pirbright Parish Council as the Managing Trustee of the charitable trust, _Lord Pirbright’s Hall & Recreation Ground_ , for the use and benefit of the Parishioners of Pirbright. The Managing Trustee considers that the core activities are in accordance with these objectives and of benefit to the residents of Pirbright parish. ## **Managing Trustee** The Trust Deed states that the management, direction, control and governance of Lord Pirbright’s Hall & Recreation Ground shall be vested in a special committee to be called “Lord Pirbright’s Hall & Recreation Ground Committee” and consist of four elected members to be appointed by the Parish Council. During the financial year ended 31 March 2021, these members were: Cllr David Woollett (Chairman) Cllr Steven Fidgett (Chairman, Pirbright Parish Council) Cllr Rosemary Richmond Cllr Lisa Swinney ## **Policies & Procedures** As required in the Trust Deed and by the Audit Commission and Charity Commission, all Hall receipts and payments are banked & accounted for separately from the Parish Council’s. The annual accounts are reviewed by an Independent Examiner, who prepares a report. Otherwise, the Financial Regulations adopted by the Parish Council are observed in the procedures for procurement, receiving income and making payments. Other policies regularly updated by the Parish Council also apply to the Lord Pirbright’s Hall & Recreation Ground Committee and can be viewed on the website, plus price charts and hiring advice for the Hall. ## **Staff** The Parish Council employs three part-time members of staff for its work at the Hall: the Secretary (who manages the Hall hirings, invoicing and book-keeping) with a caretaker and a cleaner, who continued working on reduced hours during the Covid-19 pandemic. ## **- Hall operations during the Covid 19 pandemic** When the lockdown was introduced by the Government in March 2020, the Hall and playground were closed for the mandatory periods, although the rest of the recreation ground could remain open in line with Government instructions. Following advice from Acre (the village halls advisory service), appropriate risk assessments were prepared, and enhanced deep cleaning with recommended precautions was carried out. During the periods of closure, the Hall building was heated for short periods each day to prevent potential problems with condensation, and minor repairs and redecoration were undertaken. The Committee continued to monitor the situation as it evolved and endeavored to preserve the Hall’s reserves whilst ensuring essential maintenance was maintained. All regular and prospective hirers were contacted and assured that their booking deposits would be transferred to an appropriate date when operations could be resumed. 2. ## **- Regular operations (when not locked down)** The Hall’s accommodation consists of three lettable areas: a large room with a stage, a clubroom and smaller committee room. The separate annex has a meeting room, which is regularly used for meetings of the Parish Council and Hall management committee. Normal weekly hires include: Art classes for adults Ballet classes (for children and adults) Bounce exercise classes for adults Country Market Karate Kick-boxing classes for children Pilates classes for adults Monthly/occasional hires include: Amateur drama groups Bonsai Society Horticultural Society Over-60s Club Women’s Institute In addition, there are normally many social activities, including family celebrations, children’s birthday parties, funeral wakes and wedding receptions. During December 2020, a lit Christmas tree was erected on a low roof at the rear of the Hall, and coloured lighting was strung along the eaves. ## **Future maintenance plans** Projects for which grants have been pledged, include replacement of the cooker and hot water heaters for the kitchen and cloakrooms, plus an extension to the external electrical wiring to permit use during the Village Summer Fair (which was cancelled for 2020, but expected to take place in September 2021). ## **Notes to the accounts:** 1. The accounts have been prepared on a Receipts & Payments basis. 2. Lord Pirbright’s Hall is recognized as an asset but is not included in the accounts. The reinstatement value of the Hall building is £1,196,497 and the annex is £122,987. 3. Fixtures & fittings and equipment are recognized as assets but are not valued in the accounts. 4. There are no liabilities at the year end. 5. The district council passed on funding to the LPH charity because it met the eligibility requirements under the Retail, Hospitality and Leisure grant made to mitigate the loss of Hall income during mandatory periods of closure. 3. **----- Start of picture text -----**
LORD PIRBRIGHT'S HALL
Receipts & Payments Account 1/4/20- 31/3/21
LPH RECEIPTS
2016-17 2017-18 2018-19 2019-2020 2020-2021
£ £ £ £ £
31083.58 29408.44 25767.43 27713.04 Hall lettings 5642.47
0.91 0.91 0.91 0.90 Interest 0.45
1309.02 962.00 299.50 1961.54 Grants & other income 36943
3182.42 Rechrge from PPC 888.70
4935.06 1809.75 1662.02 1329.40 VAT refund 1199.84
£37,328.57 £32,181.10 £30,912.28 £31,004.88 Total Receipts £44,674.46
LPH PAYMENTS
2016-17 2017-18 2018-19 2019-2020 2020-2021
10946.62 11688.32 13361.24 11645.13 Administration & staff payments 8637.97
7711.99 8036.65 8846.27 8911.15 Utilities 7815.88
2152.19 2262.68 2325.83 2390.87 Insurance 2360.03
2861.36 2702.23 4453.02 4034.52 Routine maintenance 5749.87
1503.51 894.40 Minor repairs
4467.11 3077.25 475.49 Non routine maintenance
561.77 0.00 375.38 2090.39 Projects 1245
1880.93 1662.02 1329.40 1199.84 VAT paid during the year 1305.76
£32,085.48 £30,323.55 £31,166.63 £30,271.90 Total Payments £27,114.51
£5,243.09 £1,857.55 -£254.35 £732.98 Deficit/surplus for year £17,559.95
£37,328.57 £32,181.10 £30,912.28 £31,004.88 Total £44,674.46
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||**Receipts & Payments Summary at 31/3/21**|**Receipts & Payments Summary at 31/3/21**|| |---|---|---|---| ||||**£**| |Balance b/f 1st April 2020|||15,352.89| |Add total receipts|||44,674.46| |Less total payments|||**-27,114.51**| |**Balance c/f 31 March 2021**|||**£32,912.84**| |**Reconciliation**|||| |Bank statement balances 31/03/2021||Lloyds current account|31,113.02| |||Lloyds Chant savings account|1,799.82| |Less uncleared payments|||0.00| |Add uncredited bankings|||0.00| |**Cash Balance**|||**£32,912.84**| ||**STATEMENT OF ASSETS & LIABILITIES AT 31 MARCH 2021**|**STATEMENT OF ASSETS & LIABILITIES AT 31 MARCH 2021**|**STATEMENT OF ASSETS & LIABILITIES AT 31 MARCH 2021**|**STATEMENT OF ASSETS & LIABILITIES AT 31 MARCH 2021**|| |---|---|---|---|---|---| ||||**31-Mar-20**||**31-Mar-21**| |**Current assets**|||||| |Cash at Bank|||||| |Current account|||13,553.52||31,113.02| |Savings account|||1,799.37||1,799.82| ||||**£15,352.89**||**£32,912.84**| ||||||| **Prepared by …………………** **Approved by……………………………** **Date……………………………** 4 c.h￿1￿￿*1 AL.1 cxJiil*1i￿% % Rr¥i%tcY¢Yl Aurfrtors MAXWELL&G.C) 4 AhPAW Ruvr*55 Vark. Mmks WJk. F*nlw• 5wYry fAPI11111 ¢ 14Y,'4 | 1111411 ￿0￿1￿￿¥￿￿11•i￿.LU.Uk Independent Examiner's Report: To the trustees of Lord Pirbrlght's Hall & R•tr•atlon Ground - Charity No. 2(K)200 I re￿(1 acco￿15 01 Lhe Charity for the y•ar ￿d￿d 31 March ?.0?1. Respective respmsibilities ol trustees ond ex(rnin Thè charity's tnJstee5 are respon51ble for the preparall￿) of ilK' JccTrJnLs. Tr charity's trustees corysider that an audit is not rMirir*d for rhis year unthr se(tlon 144121 of the Acl 2011 (Uie 2011 act) and that an indepen￿n¢ examiThation is needed. It is my rttwnsibility to: examine Ihe aCCL￿n(S under 5ectiDn 145 of tfr•. 201 I Art". t(> f