Pitstone Memorial Hall Registered Charity: 300318
Trustees Annual Report
The trustees of the charity present their report and financial statements for the year ended September 30[th] 2022 .
Reference and Administrative details
Name: Pitstone Memorial Hall Registered Charity number 300318 Principle Address Pitstone Memorial Hall Vicarage Road Pitstone Buckinghamshire LU7 9EY
Objectives and activities
The provision and maintenance of a Memorial Village Hall (the Hall) and facilities ancillary thereto for the use of the inhabitants of the Parish of Pitstone and the immediate neighbourhood thereof without distinction 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 including food and beverage facilities.
It is the intention of the Trustees that the Hall is regarded as the centre of the Community especially after the hiatus caused by the COVID pandemic. The Trustees are keen to work alongside the Pitstone Parish Council, local sports clubs and groups and provide services and facilities that allow greater interaction between all parts of the local community.
In planning activities for the year, the Trustees confirm that they have given due regard to the Charity Commission’s legislative and regularity requirements to comply with Section 17 of the Charities Act 2011.
The Trust financial objective is to maintain the Hall and to improve the facilities that it is able to provide to the Community.
Achievements and performance
After an extended period where the Hall was forced to close due to the pandemic, the Trustees and staff have reopened the facilities to the community, however, insufficient revenue could be generated during the year as users of the Hall regained their confidence for social activities and the results for the year ended 30 September 2022 show a loss of £15.320 for the period.
In preparation for the reopening of the Hall the Trustees approved major refurbishment and maintenance work but recognised that further work is still required following a number of years of poor investment on the building’s structure and facilities.
Financial Review
Summary:
Total Income: £ 62,869 Total expenditure £ 78,189
The Trustees are content that the financial position of the Charity is in line with the Financial Policy and that there are sufficient funds to maintain it as a going concern,
The results for the year ended 30 September 2022 show a loss of £15,320 for the period. This is calculated on a cash basis (money actually received less amounts paid in the period) and is subject to an Independent Examination before submission to the Charity Commission. The previous year had a surplus of £6,053 (mainly due to Covid Grants from the council). As of 30 September 2022, the Hall had a total cash balance of £15,560; 30 September 2021: £34,184. Regular activity bookings and one-off Event Bookings were slow to resume after Covid restrictions were lifted, especially where a celebration included vulnerable people.
Included in the calculation is net income from the Hall’s bar of £3,363. Bar income was boosted slightly in July due to its presence at the annual Pitstone Party in the Park event. The Hall provides bar services directly, primarily to Hall functions, and Cricket match hospitality. The Hall has continued to run the profit share arrangements with the Ivinghoe & Pitstone United Cricket Club only. From bar profits arising in the year to 30 September 2022, their profit share was £1,363.
Pay rises were given to the Bookkeeper, Hall and Bar Managers from 1[st] August.
In July the Hall provided a Bar service for the community Party in the Park event. Numbers were less than expected and there was an initial outlay of supplies and equipment. Surplus stock was returned to the Suppliers and credit refunds received.
The monthly electricity payments returned to normal after the Hall reopened for Hirers in October 2021. In the previous year the Hall received a large credit for the months it had been closed. The three-year contract with Eon has been renewed and some discount obtained which will help with the rising costs imposed nationally.
The Hall insurance has been renewed with a fixed 3-year price £4,035.38 per annum. Changing practice from previous years, 10 monthly payments will be made by Direct Debit starting from 22/11/22.
Due to difficulties with employing cleaning staff the decision was made to engage a professional cleaning company. Whilst this reduced the Wages costs slightly the £7.739 costs have increased the Maintenance figure. For 2022/2023 we have appointed new cleaners and will no longer use the cleaning company. In addition, repairs and maintenance to the building includes gardening charges of £2,184; CCTV and Fire maintenance/repairs of £2,651.
Hall Refurbishment costs reflect repairs of £5,934 for the roof and £1,630 for the showers using grants given in the previous financial year. Exterior lighting requirements cost £3,948 and a new oven for the Millennium kitchen cost £1,441.
Previous Independent Examination of the Hall accounts was carried out free of charge by local accountants Ashby’s . The company was taken over during 20/21 and could not continue with the goodwill arrangement. Another Independent Examiner was found and has been re-engaged for the 2021/2022 IE.
Due to the continuing difficult conditions for 2021 and 2022 it was decided not to increase Hall Hire charges from 1[st] September to encourage regular Hirers to book for as long as possible. The situation will be reviewed in November 2022.
The financial Statement and notes are included in Annex 1
Structure, Governance and Management
Registration history: 02 July 1962: Standard registration Organisation type: Unincorporated Charity Other names: No other names Gift aid: Not recognised by HMRC for gift aid Other regulators: No information available Policies: Financial Policy Conflicting interests Paying staff Safeguarding vulnerable beneficiaries
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Land and property: The Charity leases land and Property from the local authority at a peppercorn rent.
Trustee(s)
| Trustee(s) | |
|---|---|
Name Appointment Role Date of appointment |
Other trusteeships |
| StephanieMurrell Elected atAGM Chair 15-Jul-19 |
None on record |
| Edward Johnson Co-opted Trustee 13-Feb-23 |
None on record |
| Bill Brassington Elected atAGM Treasurer 08-Nov-21 |
None on record |
| Frances Nash Elected at AGM Trustee 25-Jan-21 |
THE BUCKINGHAMSHIRE BRANCH OFTHE |
| CAMPAIGN TO PROTECT RURAL ENGLAND |
|
| David Frankum Ivinghoe and Pitstone Cricket Club Trustee 11-Nov-19 |
None on record |
| Margaret Ann Crutchfield Elected at AGM Trustee 12-Nov-18 |
None on record |
| Margaret Ann Witherden Elected at AGM Trustee 12-Nov-18 |
None on record |
| Jane Beddall Elected at AGM Trustee |
None on record |
Trustees are appointed, elected or seconded as per Annex 2
Trustees are not permitted to make any financial gain from the Trust.
Declarations
The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees.
Signature
Name Bill Brassington Position Treasurer Date July 12[th] 2023
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3
Annex 1 - Financial Statement
Pitstone Memorial Hall
Year ended 30 September 2022
| INCOME Interest Lettings Bar takings (including tfr from Main a/c) Other income EXPENDITURE Wages Cleaning Materials Water Rates Bar expenses Heating Oil and Gas Electricity Postage, stationery & telephone Insurance Repairs and Maintenance Hall Refurbishment Refuse Collection Subscriptions Professional fees (payroll and IE) Sundries . Funds brought forward Funds carried forward Funds in the form of Bank balance - Main account Bank balance - Bar account Cash in hand - Bar account |
2022 2021 £ £ Notes - - 1 38,719 14,244 2 24,150 14,800 4 - 29,354 6 62,869 58,397 14,917 16,982 7 214 334 8 1,917 524 9 20,846 16,029 4 1,037 1,441 10 1,793 646 11 938 1,021 12 - 3,690 13 16,765 3,387 14 14,664 3,729 15 1,274 1,038 16 1,939 2,498 17 740 390 18 1,147 636 19 78,189 52,345 (15,320) 6,053 38,135 32,082 22,814 38,135 15,560 34,184 6,757 3,394 496 554 22,812 38,132 |
|---|---|
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Pitstone Memorial Hall Year ended 30 September 2022
| NOTES 1 Interest The bank accounts are no longer interest bearing 2 Lettings Social Club rent Room hire 3 Social Club contribution For Social Club profits from Hall events 4 Net bar profits (Cash basis) Increase in cash in hand Income received into main bank account Income received into bar bank account Total bar income Less costs: Wages Committee Expenses/ Other Bar supplies Maintenance / refurbishment Merchant services fees Cash float Profit share to CC/FC Sales in Main account Total of monthly profits October - September Less (increase)/decrease in stock value to 30 Sept Timing differences Items expensed not in sales above Profit on cash basis above |
2022 2021 £ £ 38,719 14,244 |
|---|---|
| 38,719 14,244 |
|
| - - |
|
| (59) 278 - - 24,209 14,522 |
|
| 24,150 14,800 (6,254) (6,018) (1,350) (432) (12,175) (7,045) (384) (967) (319) (288) - - (363) (1,279) |
|
| (20,846) (16,029) |
|
| - - 3,549 1,012 |
|
| 3,549 1,012 158 (501) (374) 35 - 2 |
|
| 3,332 547 |
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| Timing differences Credit card receipts not yet received Wages and tax/NI to pay Stock purchases to pay Sagepay fees to pay Cricket Club profit share to pay Football Club profit share to pay Items expensed not in sales above Remembrance Service hospitality Maintenance and refurbishment 6 Other income Grant for Roof Repairs Electricity Refund/Subscription Grant from AVDC re COVID Lockdown HMRC re Furlough Main Insurance Claim for Changing Rooms 7 Wages Facilities Manager Bookkeeper Cleaning staff Furlough - Cleaning Staff Furlough - Admin HMRC Bar Manager paid in error from Main a/c LB tax/wages tfr from Bar a/c |
- - (64) - (89) 6 (23) (38) (115) 151 (84) (84) (374) 35 |
|---|---|
| 105 (326) |
|
| - (221) |
|
| 6,000 19,099 2,280 1,975 |
|
| - 29,354 |
|
| (5,876) (5,076) (5,913) (6,007) (879) (3,569) (685) - (181) (2,179) (1,969) - -45.2 (71) 550 |
|
| (14,917) (16,982) |
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8 Cleaning materials
| From KLS Amazon (COVID supplies) From Nisbets 9 Water rates Anglian Water 10 Heating Oil and Gas Eon 11 Electricity Eon 12 Postage, stationery and telephone BT telephone BT broadband Mobile cost Postage and stationery 13 Insurance Came & Co |
(214) (215) - (120) |
|---|---|
| (214) (334) |
|
| (1,917) (524) |
|
| (1,037) (1,441) |
|
| (1,037) (1,441) |
|
| (1,793) (646) |
|
| (836) (976) - - (102) (45) |
|
| (938) (1,021) |
|
| - (3,690) |
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14 Repairs and maintenance
| Annual fees (eg servicing) Ongoing expenses and repairs Locks and security (including CCTV) Hanging Baskets Gardening Line Marking Keys Locks Fly catcher Dishwasher maint Poppy Wreath/Bracket/Drill Fire Doors Contract Cleaners 15 Hall refurbishment Outside Lighting AGA Rangemaster Roof Trollies for Hall Oven Extractor Hood Showers Lighting Soundproofing |
(768) (1,087) (1,020) (1,933) (2,651) (367) (54) (2,184) (150) (12) (450) (220) (299) (149) (1,068) (7,739) |
|---|---|
| (16,765) (3,387) |
|
| (1,810) (1,919) (5,934) (774) (1,441) (649) (1,630) (3,948) (288) |
|
| (14,664) (3,729) |
Received £6,000 from the Pitstone Parish Council as a contribution to roof repairs
16 Refuse collection
AVDC (1,274) (1,038)
Note that we recover £55 a quarter from PPC for the litter pickers using our bins (invoiced annually in December)
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19 Sundries
| Bank fees Laptop for Hall Manager Ashbys re Tax advice Covid Supplies Poppy appeal wreath and hospitality Memorial Plaque Blackout paper etc Training Laptop repair S Murrell Emma Leaving Gift Salt Grit |
(72) (72) (299) (227) (38) (93) - (239) (68) (156) (506) (12) - |
|---|---|
| (1,147) (636) |
Pitstone's remembrance service held Remembrance Sunday - Cancelled due to Covid-19
02 Mar. 24
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20 Refunds Returnable Refunds (5,053) (864) Refunds due to Covid - (984) (5,053) (1,848) Deducted from Lettings income
21 Bar Expenses - Paid to Tring Brewery from Main Tfr to Bar in error (44) (44)
02 Mar. 24
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Annex 2 - Committee of Management
(Note: extract from Sealed Scheme dated June 20[th] 2019 – The Committee of Management of the Hall Foundation is now referred to as the Board of Trustees and Members refers to individual Trustees)
- (1) The Committee of Management of the Hall Foundation (hereinafter called ‘the Committee’) shall, when complete, and except as in this Part of the Scheme provided, consist of twenty-three Members, that is to say,
EIGHT Elected Members to be appointed (except in the case of such Members appointed to fill casual vacancies) at the Annual General Meeting to be held as hereinafter provided;
ELEVEN Representative Members, of whom one shall be appointed by each of the following organisations:
The Pitstone Parish Council
The Committee of the Ivinghoe and Pitstone Amateur Dramatic Society
The Committee of the Ivinghoe and Pitstone Cricket Club
The Committee of the Ivinghoe and Pitstone Darby and Joan Club
The Committee of the Pitstone and Ivinghoe Football Club
The Committee of the Pitstone Garden and Allotment Association
The Committee of the Pitstone Local History Society
The Committee of the Pitstone Pre-School Play Group
The Committee of the Ivinghoe and Pitstone Troop of Boy Scouts and
The Committee of the Ivinghoe and Pitstone Women’s Institute and
not more than FOUR Co-optative Members to be appointed by the Committee, if it thinks fit, at a duly constituted meeting.
-
(2) The constitution of the committee as in this clause before provided may, on the application of the Committee, be altered from time to time by Order of the Charity Commissioner.
-
(3) The name of each Representative Member shall be notified to the Secretary of the Committee by the organisation by which he is appointed.
(4) A person who has previously been a Member of the Committee may be re-appointed.
Additional Representative Members
- The Committee may, by a resolution passed at a duly constituted meeting by the votes of not less than two-thirds of the Members for the time being, allow any organisation operating in the Parish of Pitstone which is not empowered to appoint a Representative Member by or under Claus 9 of this Scheme to appoint such a Member.
Commencement of Membership
-
The period of office of a Member of the Committee shall commence:
-
a. In the case of an Elected Member (other than such a Member appointed to fill a casual vacancy), at the end of the Annual General Meeting at which he is appointed;
-
b. In the case of a Representative Member appointed within one month before an Annual General Meeting, at the end of the Annual General Meeting next after his appointment; and in the case of any other Representative Member, on the day on which notification of his appointment is received by the Secretary of the Committee from the organisation appointing him, and
-
c. In the case of a Co-optative Member, at the end of the meeting at which he is appointed.
Determination of Membership
- (1) Any Member of the Committee who is adjudicated a bankrupt, or who makes a composition or
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arrangement with his creditors, or who is incapacitated from acting, or who communicates in writing to the Committee a wish to resign, shall thereupon cease to be a Member.
- (2) All Members of the Committee shall cease to hold office at the end of the Annual General Meeting next after the date on which they came into office.
Casual Vacancies
-
(1) Upon the occurrence of a casual vacancy the Committee shall cause a note thereof to be entered in their minute book at their next meeting and such a vacancy in the office of Representative Member shall be notified as soon as possible to the proper appointing organisation.
-
(2) A casual vacancy in the office of Elected Member may be filled by the Committee and the period of office of a Member appointed to fill such a vacancy shall commence at the end of the meeting at which he is appointed.
Failure to Appoint
- The proceedings of the Committee shall not be invalidated by any vacancy among its Members or by any failure to appoint or by any defect in the appointment or qualification of any Member.
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PITSTONE MEMORIAL HALL
Pitstone Memorial Hall
Year ended 30 September 2022
| INCOME Interest Lettings Bar takings (including tfr from Main a/c) Other income EXPENDITURE Wages Cleaning Materials Water Rates Bar expenses Heating Oil and Gas Electricity Postage, stationery & telephone Insurance Repairs and Maintenance Hall Refurbishment Refuse Collection Subscriptions Professional fees (payroll and IE) Sundries . Funds brought forward Funds carried forward Funds in the form of Bank balance - Main account Bank balance - Bar account Cash in hand - Bar account |
2022 2021 £ £ Notes - - 1 38,719 14,244 2 24,150 14,800 4 - 29,354 6 62,869 58,397 14,917 16,982 7 214 334 8 1,917 524 9 20,846 16,029 4 1,037 1,441 10 1,793 646 11 938 1,021 12 - 3,690 13 16,765 3,387 14 14,664 3,729 15 1,274 1,038 16 1,939 2,498 17 740 390 18 1,147 636 19 78,189 52,345 (15,320) 6,053 38,135 32,082 22,814 38,135 15,560 34,184 6,757 3,394 496 554 22,812 38,132 |
|---|---|
Pitstone Memorial Hall Year ended 30 September 2022
| NOTES 1 Interest The bank accounts are no longer interest bearing 2 Lettings Social Club rent Room hire |
2022 2021 £ £ 38,719 14,244 |
|---|---|
| 38,719 14,244 |
3 Social Club contribution
For Social Club profits from Hall events
| bar profits (Cash basis) Increase in cash in hand Income received into main bank account Income received into bar bank account Total bar income Less costs: Wages Committee Expenses/ Other Bar supplies Maintenance / refurbishment Merchant services fees Cash float Profit share to CC/FC Sales in Main account Total of monthly profits October - September Less (increase)/decrease in stock value to 30 Sept Timing differences Items expensed not in sales above Profit on cash basis above |
- - |
|---|---|
| (59) 278 - - 24,209 14,522 |
|
| 24,150 14,800 (6,254) (6,018) (1,350) (432) (12,175) (7,045) (384) (967) (319) (288) - - (363) (1,279) |
|
| (20,846) (16,029) |
|
| - - 3,549 1,012 |
|
| 3,549 1,012 158 (501) (374) 35 - 2 |
|
| 3,332 547 |
4 Net bar profits (Cash basis)
| Timing differences Credit card receipts not yet received Wages and tax/NI to pay Stock purchases to pay Sagepay fees to pay Cricket Club profit share to pay Football Club profit share to pay Items expensed not in sales above Remembrance Service hospitality Maintenance and refurbishment 5 Party in the Park Event (July 2022) Cancelled due to Covid 6 Other income Grant for Roof Repairs Electricity Refund/Subscription Grant from AVDC re COVID Lockdown HMRC re Furlough Main Insurance Claim for Changing Rooms 7 Wages Facilities Manager Bookkeeper Cleaning staff Furlough - Cleaning Staff Furlough - Admin HMRC Bar Manager paid in error from Main a/c LB tax/wages tfr from Bar a/c |
- - (64) - (89) 6 (23) (38) (115) 151 (84) (84) |
|---|---|
| (374) 35 |
|
| 105 (326) |
|
| - (221) |
|
| - - |
|
| 6,000 19,099 2,280 1,975 |
|
| - 29,354 |
|
| (5,876) (5,076) (5,913) (6,007) (879) (3,569) (685) - (181) (2,179) (1,969) - -45.2 (71) 550 |
|
| (14,917) (16,982) |
8 Cleaning materials
| From KLS Amazon (COVID supplies) From Nisbets 9 Water rates Anglian Water 10 Heating Oil and Gas Eon 11 Electricity Eon 12 Postage, stationery and telephone BT telephone BT broadband Mobile cost Postage and stationery 13 Insurance Came & Co |
(214) (215) - (120) |
|---|---|
| (214) (334) |
|
| (1,917) (524) |
|
| (1,037) (1,441) |
|
| (1,037) (1,441) |
|
| (1,793) (646) |
|
| (836) (976) - - (102) (45) |
|
| (938) (1,021) |
|
| - (3,690) |
Both of these payments are under a fixed price three year contract, with increases only arising from changes to insurance tax rates, and the impact of RPI on insured assets.
14 Repairs and maintenance
| Annual fees (eg servicing) Ongoing expenses and repairs Locks and security (including CCTV) Hanging Baskets Gardening Line Marking Keys Locks Fly catcher Dishwasher maint Poppy Wreath/Bracket/Drill Fire Doors Contract Cleaners |
(768) (1,087) (1,020) (1,933) (2,651) (367) (54) (2,184) (150) (12) (450) (220) (299) (149) (1,068) (7,739) |
|---|---|
| (16,765) (3,387) |
15 Hall refurbishment
| efurbishment | |
|---|---|
| Outside Lighting AGA Rangemaster Roof Trollies for Hall Oven Extractor Hood Showers Lighting Soundproofing |
(1,810) (1,919) (5,934) (774) (1,441) (649) (1,630) (3,948) (288) |
| (14,664) (3,729) |
Received £6,000 from the Pitstone Parish Council as a contribution to roof repairs
16 Refuse collection
AVDC (1,274) (1,038)
Note that we recover £55 a quarter from PPC for the litter pickers using our bins (invoiced annually in December)
17 Subscriptions
| PRS/PPL music licence Premises licence Hallmaster Community Impact Bucks Hall website Office 365 TV licence Quickfile ICO |
(1,119) (1,896) (180) (180) (164) (164) (95) (60) (115) (66) (159) (158) (40) (40) |
|---|---|
| (1,939) (2,498) |
18 Professional fees (payroll)
| Payroll services (390) (390) Independent Examination (350) (740) 19 Sundries Bank fees (72) (72) Laptop for Hall Manager (299) Ashbys re Tax advice (227) Covid Supplies (38) Poppy appeal wreath and hospitality (93) - Memorial Plaque (239) Blackout paper etc (68) Training Laptop repair (156) S Murrell Emma Leaving Gift (506) Salt Grit (12) - (1,147) (636) 20 Refunds Returnable Refunds (5,053) (864) Refunds due to Covid - (984) (5,053) (1,848) Deducted from Lettings income 21 Bar Expenses Paid to Tring Brewery from Main - Tfr to Bar in error (44) (44) Pitstone's remembrance service held Remembrance Sunday - Cancelled due to Covid-19 |
(390) (390) (350) (740) (72) (72) (299) (227) (38) (93) - (239) (68) (156) (506) (12) - |
(390) (390) (350) (740) (72) (72) (299) (227) (38) (93) - (239) (68) (156) (506) (12) - |
|---|---|---|
| (1,147) (636) |
||
| (5,053) (1,848) |
||
| - (44) |
||
| (44) |
PITSTONE MEMORIAL HALL (PMH) Independent examinerfs report to the trustees of PMH I report to the trustees on my examination of the accounts of PMH (Charity number 300318) for the year ended 301h September, 2022. Responsibilities and basis of report As the trustees of the Charty you are responsible for the preparation of the accounts in accordance with the r8quirements of the Charities Act 2011 {Ih8 Act,). I report in respect of my examinalion of the Charity's accounts carried out under section 145 of the 2011 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 examinerfs statement I have completed my examination. I confimi that no material matters have come to my attention in connection with the examination giving me cause to believe that in any matarial respect: 1. accounting records were not kept in respect of the Trust as required by section 130 of the 2. the accounts do not accord with those records. I have no concems and have come across rK> 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. Signed. MJL /J. •w> Name: Malcolm W Rcoers Relevant professional qualification or m8mbership of professional bodies . ACIE Address: 24a, Friars Walk, Tring. Hertfordshire, HP23 4AY Date: 20th July, 2023