**REGISTERED CHARITY NUMBER: 300318**
## **Report of the Trustees and**
**Receipts and Payments Accounts**
**for the Year Ended 30th September 2020**
**for**
**Pitstone Memorial Hall**
## **Pitstone Memorial Hall**
## **Contents of the Report of the Receipts and Payments Accounts for the Year Ended 30th September 2020**
||Page|
|---|---|
|Report of the Trustees|1 to 3|
|Receipts and Payments Account|4|
|Reconciliation to Amounts Held|4|
|Statement of Assets and Liabilities|5|
|Independent Examiners Report|6|
## **Pitstone Memorial Hall**
## **Report of the Trustees for the Year Ended 30th September 2020**
The Trustees are pleased to present their report together with the receipts and payments account of the charity for the year ended 30 September 2020.
## **REFERENCE AND ADMINISTRATIVE DETAILS**
## **Charity Name**
Pitstone Memorial Hall
## **Registered charity number**
300318
## **Charity’s principal address**
Vicarage Road Pitstone Leighton Buzzard LU7 9EY
## **Trustees during the year**
Robert Aldridge (resigned December 2020) Tony Clare (resigned September 2020) Jane Beddall Margaret Ann Crutchfield Margaret Ann Witherden Stephanie Murrell Richard Tanswell (appointed November 2020) Frances Nash (appointed January 2021) David Frankum (appointed November 2019)
## **Trustees appointed after the year end**
Alec Henson (appointed May 2021)
## **Independent Examiner**
J Andrews FCA Ashbys Chartered Accountants Morton House 9 Beacon Court Pitstone Green Business Park Pitstone LU7 9GY
[1]
## **Pitstone Memorial Hall**
## **Report of the Trustees**
## **for the Year Ended 30th September 2020**
## **STRUCTURE, GOVERNANCE AND MANAGEMENT**
## **Governing document**
Scheme made by the Secretary of state for Education and Science on the 20th June 1973 in which Pitstone Memorial Hall is referred to as the foundation hall.
## **Constitution of Charity**
The charity is constituted by a Trust. At the year-end there were 5 Trustees.
## **Trustee Selection**
Trustees may be:
- appointed by local groups that use the hall
- elected at AGM
- co-opted by management committee.
## **Additional governance issues**
Pitstone Parish Council is designed as Custodian Trustee for the Memorial Hall Foundation. The Memorial Hall Management Committee maintains close links with the Parish Council to ensure that the hall facilities are appropriate to the needs of local residents, and are included in strategic discussions on the future development of the village.
## **OBJECTIVES AND ACTIVITIES**
## **Summary of the objects of the charity set out in its governing document**
The provision and maintenance of a Memorial Village hall and facilities ancillary thereto of the use of the inhabitants of the Parish of Pitstone and the immediate neighbourhood thereof without distraction of sex or 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 referred to the Charities Commission’s general guidance on public benefit when reviewing the aims and objectives and in planning future activities.
## **Summary of the main activities undertaken for the public benefit in relation to these objects**
Providing and maintaining Pitstone Memorial Hall, comprising: main hall and kitchen, Millennium Room and kitchen, meeting room, sports changing rooms, memorial bar and toilets. Advertising these facilities and hiring them at appropriate rates to local groups and individuals.
## **Additional details of objectives and activities**
The management committee employs a facilities manager, a bookkeeper, part-time paid cleaners, a bar manager and bar staff. All other matters related to the running of the Memorial Hall are dealt with by members of the committee who are all volunteers.
[2]
**Report of the Trustees for the Year Ended 30th September 2020**
## **Pitstone Memorial Hall**
## **ACHIEVEMENTS AND PERFORMANCE**
## **Summary of the main achievements of the charity during the year**
The first 6 months of the year the Hall continued to benefit from a healthy revenue stream and through all the regular hirers it continued to offer a wide range of activities, keeping the Hall as an important centre for the village. This included hosting the annual Remembrance Service in November at the site of the Pitstone War memorial. Both the Hall Manager and Hall Bookkeeper moved on at the beginning of 2020 and we have managed to find excellent replacements for both roles. In March 2021 it became apparent the coronavirus pandemic was taking hold and following government guidelines the hall was closed thus immediately stopping all income. This had a significant impact on the Hall’s finances however through utilising the governments furlough scheme and a grant from Bucks County Council received in August the losses have been minimised. The Hall instigated several adaptations to allow a tentative reopening in September.
## **FINANCIAL REVIEW**
## **Policy on reserves**
The management committee aims to set the hire charges for the hall to achieve an operating surplus which is held in reserve to pay for:
- Anticipated maintenance (e.g. redecoration, equipment renewal) that occurs less frequently than annually
- Planned preventative maintenance
- Planned improvements to facilities
- Unforeseen expenditure
## **Funds materially in deficit**
None
## **Further information**
The Trustees declare that they have approved the trustee’s report above. Signed on behalf of the charity’s trustees.
**Name: Alec Henson**
**Date:** 26 July 2021
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141
## **Pitstone Memorial Hall**
## **Receipts and Payments Account for the Year Ended 30th September 2020**
## **RECIEPTS AND PAYMENTS**
|**Income**
Lettings
Bar Takings
Other Income
Government grants
**Total**|**2020**
**2019**
**Expenditure**
**2020**
**2019**
**£**
**£**
**£**
**£**
23,635
42,099
Wages
18,529
17,854
9,452
32,767
Cleaning Materials
924
901
33
4,131
Water Rates
775
968
13,507
0
Bar Expenses
12,982
29,130
Heating Oil and Gas
1,908
1,410
Electricity
3,141
1,829
Postage stat. & telephone etc.
947
1,234
Insurance
2,256
2,171
Repairs and Maintenance
2,633
9,108
Hall Refurbishment
3,144
3,862
Refuse Collection
1,072
1,360
Subscriptions
1,914
2,047
Professional fees (payroll)
522
669
Sundries
305
972
51,052
73,515
Surplus / (deficit) for the year
(4,425)
5,482
46,627
78,997
**Total**
46,627
78,997|**2020**
**2019**
**Expenditure**
**2020**
**2019**
**£**
**£**
**£**
**£**
23,635
42,099
Wages
18,529
17,854
9,452
32,767
Cleaning Materials
924
901
33
4,131
Water Rates
775
968
13,507
0
Bar Expenses
12,982
29,130
Heating Oil and Gas
1,908
1,410
Electricity
3,141
1,829
Postage stat. & telephone etc.
947
1,234
Insurance
2,256
2,171
Repairs and Maintenance
2,633
9,108
Hall Refurbishment
3,144
3,862
Refuse Collection
1,072
1,360
Subscriptions
1,914
2,047
Professional fees (payroll)
522
669
Sundries
305
972
51,052
73,515
Surplus / (deficit) for the year
(4,425)
5,482
46,627
78,997
**Total**
46,627
78,997|
|---|---|---|
|||51,052
73,515
(4,425)
5,482|
|||46,627
78,997|
No restricted funds were received in the year
## **RECONCILIATION TO AMOUNTS HELD**
|**CONCILIATION TO AMOUNTS HELD**|||
|---|---|---|
|Funds brought forward
Surplus / (deficit) for the year
**Total funds carried forward**|**2020**
**£**
36,506
(4,425)
32,081|**2019**
**£**
31,024
5,482|
|||36,506|
[5]
## **Pitstone Memorial Hall**
## **Statement of Assets & Liabilities As at 30th September 2020**
|**CASH FUNDS**
Bank Current Accounts
Cash
**ASSETS**
Electricity refund due
Stock
**LIABILITIES**
Sundry creditors
Signed on behalf of all the Trustees
**Alec Henson**|**2020**
31,805
276
32,081
1,230
1,958
3,188
336||**2019**
35,220
1,286
36,506
-
2,259
2,259
403|
|---|---|---|---|
||
|||
|||||
Date: 26 July 2021
[6]
## **Pitstone Memorial Hall**
## **Independent Examiners Report of the Trustees and Accounts for the Year Ended 30th September 2020**
I report on the accounts of the charity for the year ended 30 September 2020 which are set out on pages 4 and 5.
## **Responsibilities and basis of report**
As the charity’s 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 charity’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:
1. accounting records were not kept in respect of the charity as required by section 130 of the Act; or
2. the accounts do not accord with those records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
J Andrews FCA Ashbys Chartered Accountants Morton House, 9 Beacon Court, Pitstone Green Business Park, Pitstone LU7 9GY
Date: 27 July 2021
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