THE SPOTTISWOODE MEMORIAL HALL, otherwise THE WAR AND SPOTTISWOODE MEMORIAL HALL Report of the Chairman on behalf of the Trustees for year ended 31[st] March 2022
ADMINISTRATIVE DETAILS
Registered Charity Number: 200618 Principal Address: Peaslake Memorial Hall, Walking Bottom, Peaslake, Guildford, Surrey GU5 9RR (but all correspondence is addressed to the home addresses of individual trustee-officers)
Working Names: The registered name of the charity is not used, save in official, formal documents, and the charity uses the following working names – “Peaslake Memorial Hall”, “Peaslake War Memorial Hall” and “Peaslake Village Hall”
Independent Examiner: Mr Michael Harlow, FCA. Acquis Ltd. West Street Dorking, Surrey. Trustees: See below Area of Benefit: “Peaslake and the neighbourhood thereof”
STRUCTURE, GOVERNANCE AND MANAGEMENT:
Governing Document:
The charity is governed by a Scheme (“the Scheme”) sealed by the Charity Commissioners on 9[th] April 1974. With later amendments in 2019. The charity had previously been governed by the provisions of the conveyance dated 31[st] December 1915 referred to in the Scheme.
Trustees:
In November 2019 the Charity Commission agreed to our request to change part of the Halls Scheme, It was resolved to change part of The Scheme, 4. Constitution to now read:
- Constitution. Subject as hereinafter provided for co-optative Members, the Committee of Management shall consist of up to 12 persons appointed at the annual general meeting to be held as hereinafter provided and shall hold office from the end of the annual general meetings at which they are appointed.
Delete 5 and 6 of original Scheme.
This was done due to various Village institutions failing therefore unable to nominate and to maintain a variety of trustees.
The members of the Committee constitute the trustees of the charity. The elected members of the Committee are elected at the AGM at which all inhabitants aged 18 and upwards of the “Area of Benefit” are entitled to attend and vote.
There were seven (7) Trustee meetings including the AGM held during the year. Trustees attendance is shown after there names.
The Trustees who served during the year ended 31[st] March 2022 (and, unless otherwise stated, served throughout the year and remain as Trustees as at the commencement of the 2021 Annual General Meeting) were as follows:-
Mrs. Katie Whitfeld. (3/7) Secretary. Mrs. Marion Patricia Taylor-Cotter (1/7): Elected. Mrs. Margaret Sherlock : (2/4) Booking Secretary Elected. Retired 1 September 2022 Miss. Geraldine Reffo: (1/7) Elected. Mr. Ian Trevor Allen : (6/7) Elected. Mr. Robin Gregson (5/7) Elected. Mr. Kevin Stevens. (3/7) Elected. Mr. Edward Horton. (4/7) Elected. Mr. James Collin: (6/7) Elected. Mr. Sean Griffin: (5/7) Elected. Mr. Anthony Robinson : (5/7) Elected -- Treasurer Mr. Michael Urban: (7/7) Elected – chairman
Mrs Alice Williams took over the responsibilities for bookings in September 2021 but elected not to become a Trustee. (4/5)
Risk Management:
The trustees have a duty to identify and review the risks to which the charity is exposed and to ensure that appropriate controls are in place to provide reasonable assurance against fraud and error. Further risks which the trustees have identified are (1) loss or damage to the building (2) loss of funds and (3) loss of income.
The trustees have taken appropriate steps against all three; in respect of (1) by maintaining adequate buildings insurance with reputable insurers and undertaking periodic inspection of the fabric of the building with a view to maintaining it in good repair; in respect of (2), by depositing the charity’s funds with sound financial institutions; and in respect of (3), by adopting a suitable reserves policy. In the report for the year ended 31[st] March 2011 the trustees indicated that they would obtain a professional survey of the building to ascertain any wants of repair. That survey was duly obtained in 2012 and the trustees begun the programme of the necessary repairs identified by that survey, the most urgent having already been carried out. A further survey was commissioned in July 2018 and again repairs identified are being carried out.
It is intended that the programme will continue in the coming years.
OBJECT OF THE CHARITY:
Under paragraph 3(1) of the Scheme the object is “...the provision and maintenance of a village hall for the use of the inhabitants of Peaslake and the neighbourhood thereof, without distinction of political, religious or other opinions, including use for meetings, lectures and classes, and for other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the said inhabitants.”
The trustees have complied with their duties in respect of public benefit.
The trustees do not consider it their duty to run activities for the hall but rather to make a hall available for others to do so. That said, the trustees have run fund raising events and are always prepared to assist in organising suitable activities for the benefit of the inhabitants.
REVIEW OF ACTIVITIES DURING THE YEAR:
The year due to the Covid-19 Pandemic and Government instructions the Hall has been closed for part of this time. There was no Village Fair in 2020 therefore no income was derived form important source.
The Hall received £19526 in grants from GBC which has helped our finances. There was no Village fair again in 2021 our main fund raising event. We start 2022 with healthy finances.
At the beginning of 2016 the Committee started an appeal to help with maintenance and renewals, which so far has raised £14181. including gift aid, with six people becoming Friends of the Hall. We are very grateful to our donors and our regular donors.
I would like to thank members of the Committee both for their work and also for their support during the year. All have given of their time and talents throughout the year; the charity could not operate without them. The fact that the elected membership of the committee has been so stable has been of immense benefit
Mrs. Marg Sherlock has, as always, worked tirelessly as Bookings Secretary until she resigned in September 2021, she deserves the thanks of the community for over 25 years service to the Hall. Mrs Alice Williams replaces her with a task so vital to the Hall which is very time-consuming.
We have also benefited from the continued willing support and work of Mrs. Sue Bone as cleaner. As mentioned in last year’s report we have not appointed a replacement caretaker, but have tried to share out the duties between the committee. This seems to have worked well but I am sure that this is to a large extent due to the extra effort Sue has put in. We all value and appreciate what she does for the Hall.
At the meeting held on the 15[th] March 2022 the Committee renewed its Health and Safety, Child Protection, Fire, Hall Hire and Internet policy’s, together with a re-vised booking form, which can be viewed on the Halls website. The Committee has adopted the requirement of taking references for potential Trustees in line with the Charity Commission guidelines.
A valuation of the building was undertaken in 2016 and the building insurance increased in line with this.
We talk to potential new regular community users and those from outside the Village to assist with increasing the hiring.
The Hall cannot sustain itself purely out of lettings income and we are therefore very grateful to our donors who give so generously to us to include: , Shere Parish Council for a grant towards a shed and all the kind residents who answered our appeal. The results of those acts of generosity are shown in the accounts for the year but I would again stress that all the members of the committee expend a lot of time and effort in ensuring the success of the Hall; my thanks, as ever, go to them.
This financial support is all the more important in the light of the repairs identified in the October 2012 survey obtained from Hutton and Rostron (EI) and the previous and present Robert Hay report, (2021) remembering the building is now 99 years old.
Maintenance continues, with priority on heating, lighting, general maintenance and guttering on the outside of the building, cleaning the drive-way, the roof of moss and keeping the hedges under control.
As reported last year: December2019 highlighted a serious drainage problem caused by excessive water flowing down the hill from “The Box” off the fields of “The Chalet” and the drainage from The Hurtwood. The result of a blocked storm drain caused the Hall’s car park to flood and the basement of Jasmine Cottage. No damage was noted in the Hall.
Whilst we have had the report from GBC the work agreed by them to rectify matters has not been done despite being chassed by our Parish Council members.
Important post Year End matters. There will be a Village Fair this year (2022) but much subdued.
Though it is, perhaps, more of the Treasurer’s prerogative, I would like to thank Michael Harlow for acting as Independent Examiner again this year.
I would like to thank Tony Robinson for his diligent work in obtaining Government closure grants and Jim Collin for weekly inspecting the Hall in line with insurance requirements. They both also do so much behind the scenes to ensure the hall runs in a most professional way.
Robin Gregson as done sterling work on Covid and other policies keeping us all up to date with current Government guidelines.
HEALTH AND SAFETY:
I have included this as a separate heading as the Trustees attach considerable weight to this issue. Thorough inspections of the Hall are carried out during the year and any matters requiring attention are attended to as soon as possible. Our Health and Safety representative James Collin has done sterling work inspecting and reporting on various matters.
As last year, I think it is fair to say that no major issues have arisen during the year that have not been reported.
On behalf of the Trustees
Michael Urban
Chairman, Committee of Management, and Trust. 20 JUNE 2022
THE sporriswooDE MEMORIAL HALL (Charity No. 200618) STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31 MARCH 2022 1. RECEIPTS AND PAYMENTS YEAR TO 31 MARCH 2022 YEAR TO 31 MARCH 2021 RECEIPTS Unrestricted: Lettings of Hall and UIpMent Donatsons Income Tax Recovered Activit (note 1) Interest Grants received for COVID Lockdowr Totsi Unreslricted Restricted: Grants received -Restri¢ted Appeal donations -unrestricied Total Receipts 5.729 1.3TI 319 350 1,20 32 1.098 19.526 27,303 11.434 14.475 500 300 £15.275 £27.303 PAYMENTS Unfestricted: Cleaning Business Rates utilities (note 3) Administration expenses Insurance (note 41 Repairs & Maintenance (note 5) Building Survey Sundry Payments (note 6) Total Payments 1.395 111 2.041 577 1.448 3.795 600 293 888 625 1,477 1,146 140 £4.569 £10.655 NET RECEIPTSI(PAYMENTS) Unrestricted Restricted 16.648 10.106 500 16,648 10.606 Cash Balancos at 1st April Cash Balancas at 31st March 4,667 15,273 HELD AT Lloyds Bank. Current Account Lloyds Bank. Deposit Account Virgin Money, t)orking 3,919 28.002 1,485 13,000 788 £15,273 £31.921
THE SPolSWO0DE MEMORIAL HALL (Charty No. 200618) BALANCE SHEET AS AT 31 MARCH 2022 31 MARCH 2022 31 MARCH 2021 Lloyds Bank, Current account Lloyds Bank. Depo&t account Wirgin Money 3,919 28.002 1.485 13,000 788 Total Cash Balances 31,921 15.273 Credrtors NET ASSETS £31.921 £15,273 of which.. General reserve Restricte(I fund 31.421 500 £31,921 14.773 500 £15,273 Approved by the Trustees as oi Y June 2022 and signed on their behall by Mtchael J Urban Chaiman R Anthony Robinson Treasurer PAGE 2
THE sporriswooDE MEMORIAL HALL (CrIty No. 2618> NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2022 1. A¢¢wnting Polic6es The accwnis have been on a RecoOs PaYrrlS blS consisient Wbth that used m the pr•c•Llng y•ar. 2. Aetivlile Incixn• Irom Lti¥iti•s incJudeq P O1?019 Fl.5391 rai f(c#)) the Vhltye Fail. The Vill•9¢ Fair was cancelled in 2020. 3. Utlllths Thls rtm 2021122 2021)o1 1,4S3 552 36 £2.041 551 307 30 r888 Ekndricéiy Wattr Tolal 4. Ing¥r•n¢• In 2018 w• started lo wy Ihe ingurarK¢ rruM over 12 p8y7rnnts. In prior years th•. wemium w83 paid In one annual Inokneftt. S. R¢p•lrn and Iq•int•iianc• This iiem comprtses 2021122 2020Q1 37 150 214 440 Plum.9 ènd heiiliry rvp4 Fire pl¢)n equiQnt Mainienanc¢ of gr(Km( Pairitsng dnd wlacVn Disu¥ed c455Pt fdl 372 419 oth•r 438 £3.795 305 Total 6. Sundry P•ym•nts This Ilcrn coryrrn. Rbrvmwrt ov•nt Pedorminq Rights &(i•ty Parish MaFazin• •Jvvt• Tor 2021r22 2020r21 172 251 165 £888 140 £140 7. Ovbtorn and Cr¥dito Thprp We no detslors or ¢rethtorn * 31 Mh 2022 and 31 M•fch 2021 8. Rese The Genernl R•fft is unrestric. PA
INDEPENDENT EXAMINERS REPORT Independent Examine$ Report to the Trustees of the Spottiswoode Memorial Hall Registervd Charity No. 200618 For the yoar ond•d 31 Mar¢h 2022 I report on the fiftancial statements of The Spottiswoode Memorial Hall for the period from April 2021 to 31 March 2022 which ¢ompnses the Income and Expenditure Account and th balan of funds held In bank accounts and cash in hand. Set out on pages 1 to 3. Respeclive responsibilitics basis of report As the charity's trustees, you are responsible for the preparation of the accounts i accordancc wrth the requirements of the Charitss Act 2011 (llhe Act"). I report in rvspect of my examination of the Trust's account5 camed out under seon 14 of the 2011 Act and in carrying out my examination, I have followed all the applicab Direcb'ons given by the Charity Commission under seth.on 145(5>(b) of the ACL Independent examinerfs statement I have completed my examination. I confirm that no material matters have come to m attention in connection wrth the examination which gives me cause to believe that in, an material respect" the accounbng records were not kept in accordance with seeiion 130 of the Charrties Act; or the accounts did not accord with the accounttng records; or the accounts did not cornply wrth the applicable requirements conceming the form and content of accounts set out in the Charities (Accounts and Reports) Rcgulations 2008 other than any requirement that the accounts give a 'true and fair, view vthich is not a matter conSided as part of an independenl examination. I have no concems and have come across no other matters in connectFon with the examination to which attention shoutd be drawn in this report in ordef to enable a proper undcrstandiThJ of Ihe accounts to be reached. Michael Harlow FCA 9 June 2022 Acquis Limtted The Atrium Curtis Road Dorking Surr RH4 1XA