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2025-03-31-accounts

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 2025

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 Calum Wood, ACA. Acquis Ltd. The Atrium, Curtis Road, 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:

  1. 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 nine (9) 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 2025 (and, unless otherwise stated, served throughout the year and remain as Trustees as at the commencement of the 2025 Annual General Meeting) were as follows:-

Mr. Ian Trevor Allen : (1/9) Elected. Resigned due to ill health 17 March 25 Mr. James Collin: (7/9) Elected Mr. Robin Gregson (7/9) Elected. Mr. Sean Griffin: (4/9) Elected. Resigned due to moving out of area 25 March 25 Mr. Robert Hay: (7/9) Elected. Resigned due to project managing extension 23 July 25. Mr. Edward Horton. (6/9) Elected. Miss. Geraldine Reffo: (7/9) Elected Mr. Anthony Robinson : (8/9) Elected -- Treasurer Mr. Kevin Stevens. (4/9) Elected. Mrs. Marion Patricia Taylor-Cotter (5/9): Elected. Mr. Michael Urban: (9/9) Elected – chairman Mrs. Katie Whitfeld. (5/9) Elected--Secretary.

Mrs Alice Williams took over the responsibilities for bookings in September 2021 but elected not to become a Trustee. (5/9)

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 2021 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 leisuretime 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:

As the Hall is now celebrating 102 years of service to the community we look to the next decade with the community hub and extra changing rooms.

A big thank you to our treasurer who over the last few years has kept our finances in a professional manner, along with a keen eye on overhead costs, especially utility bills.

Utility bills have stabilised this year and are a little lower than last year, £4568.00 (against £4854.00 last year) and the treasurer is constantly reviewing the situation.

Letting, have increased to: £14497.00 (£11126.00) mainly due to the diligent work of Alice Williams. We start 2025 with healthy finances.

With planning consent obtained for the extension before covid Robert Hay has done a marvellous service for the Hall by obtaining various grants which allowed work to commence in December 24 on the extension and it is planned to complete in June 25. Robert resigned as a trustee to avoid any conflict of interest but has continued as “project manager.”

The trustees would like to thank Your Fund Surrey, Bernard Sunley Foundation, Peaslake Players and Shere Parish Council for their kind grants, along with all the private donors who have made this work possible.

At the November 24 meeting, Geraldine Reffo kindly volunteered to head up a subcommittee to consider funding the improvements to the ladie’s toilets, being a part of YFS conditions.

Jim Collin continues to take on extra responsibilities to ensure the Halls every day running continues without a hitch.

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.

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 28[th] May 2024 the Committee renewed its Health and Safety, Child Protection, Fire, Hall Hire and Internet policies, together with a re-vised booking form, which can be viewed on the Halls website. The Committee acknowledges the work by Robin Gregson on revising all the policies and simplifying them at the same time. The Committee has also adopted the requirement of taking references for potential Trustees in line with the Charity Commission guide lines.

A valuation of the building was undertaken in 2016 and the building insurance increased yearly in line with this. A further valuation will be done after the extension and other work is finished.

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: 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 102 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.

Though it is, perhaps, more of the Treasurer’s prerogative, I would like to thank Calum Wood for acting as Independent Examiner this year.

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 Trustee

DATED 21 May 2025

Approved by the Trustees:

THE SPOTTISWOODE MEMORIAL HALL (Charity No. 200618)

STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR TO 31 MARCH 2025

CONTENTS PAGE
STATEMENTS OF FINANCIAL ACTIVITIES 1
BALANCE SHEET 2
NOTES 3
COMMENTARY ON RESULTS 4
INDEPENDENT EXAMINER'S REPORT 5

THE SPOTTISWOODE MEMORIAL HALL (Charity No. 200618)

STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31 MARCH 2025


1. RECEIPTS AND PAYMENTS
RECEIPTS
Unrestricted:
Lettings of Hall and equipment
Donations
Donation from Peaslake Fair Committee
Income Tax Recovered
Activities
Interest
Contributions to cost of curtains
Total Unrestricted Receipts
PAYMENTS
Unrestricted:
Cleaning
Business Rates
Utilities (note 2)
Administration expenses
Replacement curtains
Insurance
Repairs & Maintenance (note 3)
Planning costs
Sundry Payments (note 4)
Total Unrestricted Payments
NET UNRESTRICTED RECEIPTS/(PAYMENTS)
Restricted Donations and Gift Aid for Hub
Interest on Hub Funds
Grants received for Hub
Payments for Hub works
NET RESTRICTED INCOME
NET INCOME
Cash Balances at 1st April
Cash Balances at 31st March
HELD AT
Lloyds Bank, Current Account
Lloyds Bank, Deposit Account
CCLA Deposit Account
Total Unrestricted Funds
Lloyds Bank Account
Lloyds Bank, Peaslake Community Fund
CCLA Peaslake Community Hub
Total Restricted Funds
TOTAL FUNDS		 YEAR TO
31 MARCH
2025
£
14,497
1,093
2,100
263
801
1,071
461
20,286
1,783
122
4,586
522
1,722
2,779
863
133
12,510
7,776
99,450
3,058
40,000
-87,519
54,989
62,765
36,710
£99,475
1,893
7,949
21,262
31,104
700
2,565
65,106
68,371
£99,475		 YEAR TO
31 MARCH
2024
£
11,126
1,348
2,000
275
791
585
16,125
2,092
117
4,854
108
1,846
1,397
5,211
298
508
16,431
-306
2,651
229
2,880
2,574
34,136
£36,710
189
2,896
20,243
23,328
500
2,725
10,157
13,382
£36,710

PAGE 1 OF 5

THE SPOTTISWOODE MEMORIAL HALL

(Charity No. 200618)

BALANCE SHEET AS AT 31 MARCH 2025

Lloyds Bank, Current account
Lloyds Bank, Deposit account
CCLA Deposit Account
Total Cash Balances
Creditors
NET ASSETS
of which:
General Reserve
Restricted Reserve for Peaslake Community Fund
Restricted fund for new shed		 31 MARCH
31 MARCH
2025
2024
2,593
689
10,514
5,621
86,368
30,400
99,475
36,710
0
0
£99,475
£36,710
31,104
23,328
67,871
12,882
500
500
£99,475
£36,710

In accordance with The Charities Act 2011 the Trustees are not required to obtain an audit of the Financial Statements for this year.

Approved by the Trustees as of 21 May 2025 and signed on their behalf by

Michael Urban R Anthony Robinson Chairman Treasurer PAGE 2OF 5

(Charity No. 200618)

THE SPOTTISWOODE MEMORIAL HALL

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2025

1. Accounting Policies

The accounts have been prepared on a Receipts and Payments basis consistent with that used in the preceding year.

2. Utilities
This item comprises:
Gas
Electricity
Water
Total
3. Repairs and Maintenance
This item comprises:
Electrical projects
Floor Repair after water leak
Drive and drain repairs
Plumbing and heating repair
Fire protection equipment
Maintenance of grounds
Other
Total
4. Sundry Payments
This item comprises:
Fundraising costs
Performing Rights Society
Total		 2024/25
2023/24
2,325
2,444
1,986
2,168
275
242
£4,586
£4,854
2024/25
2023/24
293
782
1,114
890
1,278
508
834
370
155
670
747
48
301
£2,779
£5,211
2024/25
2023/24
377
133
131
£133
£508

5. Debtors and Creditors

There were no debtors or creditors at 31 March 2025 and 31 March 2024

6. Reserves

The General Reserve is unrestricted.The Committee set aside £10,000 last year for the Peaslake Community Hub project.

PAGE 3 OF 5

TREASURER'S REPORT YEAR TO 31 MARCH 2025

THE SPOTTISWOODE MEMORIAL HALL

(Charity No. 200618)

COMMENTARY ON ACCOUNTS FOR THE YEAR TO 31 MARCH 2025

TONY ROBINSON TREASURER

PAGE 4 OF 5

Independent Examiherfs ReN)rt tc Ihe Tru5tee5 of the spotty$￿￿ Melmiri￿ HMII RÈyiStered Charity No. 200618 thtrt￿r 31 Mar<h 1025 I report¢n thlinartL41 stètTn¢Ntsuf TheSpottiSWOCx1 Mmorial Hall forthc ptrw)d from 1 April 3024to 3] Marth 202S whith rt4hprtses Lhe ithcor￿ and Fxw.ndY£ufE AttuunL ond Ihe tyèlanv of funds held w byrib trunLs&nd <sh ¢Th hand. Wouron yge5 1 tLTr4. th? chJriV5 tyU>tees. you ère re%PiTh%i￿v for the prE￿ratIOn ol the •Ecounts in Wsth t uirErnehts of ihe Charities )011 l-thoAci"l. I roport in re5PLci uf my Èyami¥kgtion <)t the Tw5V5 aEtI)ufttS ¢OnietY out und4r s•cthJn 14J of the 2011 A rml in (afTyin8 rry oxatnitwtiun. I htye lol11y￿￿d all the applKJt4c Vrtrtion% Eivpn by Ihe Chail cornm￿Dn undtw SLth)n 14515)Ibl of Aci. I have¢ompl￿ed mye.xamtnation. Icvnfir1n ih4fswmaterJalrnittèr3havctornetornyaTtention in IDnnettitif wsth the eumtNIIoh whi£h Eive% beliE￿. Ihat in. an¥ rnat•rial re5po(i- the recor¢s were not kepi irbxtvdorfe with sethon 130 tharitiesArt. Or the ativuntsdid noi accord With tho 4ccountsr* recwls.. or I havp. na concerns Bnd have come JIrr￿s no othoT rnaLier5 111 ((bnnv.ttitsn with thq ￿liMmOt￿5￿ its whicF ¥ttL'ntson shwld be drlwn in thi5 r•wrt order to enab￿ a propor Ur￿c1St￿n4lfvR of the accounts tL> Ix Calutn w￿￿ ACA 16 Jufie 20?5 Ac4uiJ Lsmiicd Chartered pxcountrnts Th• Atrium Cu¢iis Hoad ()Drking Surr IXA PAGE50F5

Independent Examinees Report to the Tn￿ee5 of the Spottisw¢xxk 14emorial Hall Re9iStered Charrty No. 200618 RY the ￿•T endod 31 Marth 2025 l ￿pOrt on theb tinancial statemerts ofThe SFK)ttl5￿r￿￿•. Memorial Hall for thc Per￿ from 1 April 2024 to 3 Marth 2025 which comprnes the Income and FxptnditiJrE AcLvunl ond the balance fjt funds held in bdn and c¥¢J In hand. on pages I to 4. As the charl￿$ trUStL￿5. you are re¥￿nSIbl￿ for the prepara￿1￿ of tl ac¢fjunts In acwrdance with t requiremL'nis of the Charities Att ?011 l-the Art"). I repjrt in re5peci of my exèminatrf)n ot the Trust's acrvunis ¢aNied urKleT section 145 of the 2011 A JfKI in carrying rAft my exarninativn. I have foIEty￿ au the app{tsb￿ DirertioTr% wen by the Ch4riL Commission under scctssn 145151{bl of the Act. IndepeThlent examinerfs staterntnt I hi)¥e ¢ompl&trd my•.xamTnat)n. I confirm Ihat no material matter5 havc coffte io my•ttMtion in connecLiu with the e¥amirtil(￿rt whKh 8r4es mp. cause to believe ih•t in. any mat•rial respect the actouftting records ￿r• not ke0 in atcoYd•rKe ￿th sectton 130 ofthe charrties Att. or the accuuiits dKI noi ￿(or4 wtth the accountirf iecofds: or I hav• no concern5 and htrt ¢(*The no other maltLYS in wnn•ttitin with thp ￿mInation tn wh" •ttL'niion Sh￿k1 be dnwn in this rEport in fmder lo e.J)ablo a proper undLYSUf￿l￿ of th• accounts to .Jr.hpd. lum Wood ACA 16 Jutte 2iPS Acquis Lwmiled Chartered Accountsnts Th• Atrium Curtis X(Md ()orkin£ Surrey RH4 IXA