## Broadstone War Memorial Hall Trustees’ and Chairman’s report for year ending 31[st] December 2020 The year started off very well with the long planned refurbishment of the foyer ladies and gents toilets and the kitchen. New sanitary ware, waterless urinals in the gents, two washbasins in the ladies and all washbasins set into worktops plus more mirrors and new flooring planned. In the kitchen, removal of the old wall heater, cupboards and worktops, installation of new cupboards, replacement of the gas cooker with an electric hob and oven, installation of a low butler sink to enable buckets to be filled, extension of hot water to this new sink and new heaters and flooring planned. Also floodlighting to the front of the building to light up the car park and the WMH sign. However with the first lockdown and no idea of what our income for the year would be, the work stopped short of the flooring and kitchen heaters. Before we were permitted to reopen in July, we undertook a risk assessment and established our methodology and procedures for being Covid 19 secure, together with our new Covid rules and regulations which all users had to sign up to and which became part of our conditions of booking. Our priorities were the safety of all users, of Bridget our cleaner, of our volunteers on the Committee and of any tradespeople coming into the Hall. This all took a great deal of time but was rewarded by the reaction of returning users who were very pleased with our efforts and kindly made a point of letting us know how safe they felt in the Hall. We did not know how many users would return but slowly most did, albeit to the significantly lower new capacity. What we had not expected was a raft of people wanting to hire the Hall as it offered the capacity that their previous venues no longer did. Consequently we gained many new users, some just until they could return to their previous venues, others on a permanent basis. We obtained a £10,000 Covid grant from the government, via BCP council and we used some of this to install an air purification system which should help reduce the spread of different viruses within the Hall. We would like to express our appreciation of the efforts of Bridget Bustard, our caretaker in helping with making the Hall Covid-19 secure and in being such a good interface with existing, potential and new users in such a difficult year. Mar Godfrey Lyn Richell Trustee and Chairman Trustee 30[th] September 2021 ## **Broadstone War Memorial Hall Charity Number 301109** ## **Reciepts and Payments Accounts For Year ended 31 December 2020** |**RECEIPTS**
Hall Lettings -regular users
Hall Lettings -other
Bank Interest
Covid small business Grant
Damages payment
Parking charge
**TOTAL Receipts**
**PAYMENTS**
Ground Rent
Insurance
Refuse (Trade and Garden Waste)
Electricity
Gas
Water
Cleaner & Caretaker
Booking secretary - commission
Booking secretary - admin pay (data entry)
Telephone contract
Other Admin Costs
Gardening
Consumables
Repairs and renewals
2020 - Ladies toilet - new drains and gulley
2019 - Repairs to roofs
Other Repairs & Renewals
Electrical check
Gas check
Fire equipments check and costs
Hall Additions & Improvements :
Kitchen & Toilets refurbishment
Hall Front cladding & lights
2019 - Painting Hall and Jubilee Room
Music Licence
Premises (alcohol) Licence
Covid-19 Expenditure
Parking control
Examiners Fees
Sundries
Refunds
**TOTAL Payments**
**NET CASH DEFICIT**|**2020**
**2019**
Notes
**£**
**£**
9,343
19,013
9,928
12,158
5
9
10,000
-
-
18
-
10
**29,276**
**31,208**
13
13
1,194
1,184
796
461
4,045
3,951
1
5
483
422
5,486
4,444
1,995
2,712
234
198
120
110
112
90
777
777
171
138
1,126
5,250
259
486
-
-
2
-
332
3
316
-
21,712
3,687
2,235
748
592
360
180
4
709
-
230
230
360
-
43
143
1,984
199
**46,961**
**24,152**
**17,685**
**-**
**7,056**| |---|---| |**Reconciliation of Funds**
Total funds brought forward
Net Deficit (2019 Surplus)
**Total funds carried forward**|40,635
33,579
17,685
-
7,056
22,950
40,635| ## **Broadstone War Memorial Hall Charity Number 301109** ## **Statement of Assets and Liabilities at 31 December 2020** |**Current Assets**
Bank Current Account
Bank Deposit Account
**Current Liabilities**
Security deposit held
**Net Current Assets**|**2020**
**2019**
Notes
**£**
**£**
10,917
23,607
12,133
17,128
23,050
40,735
100
100
1
100
100
22,950
40,635| |---|---| The Broadstone War Memorial Hall building is valued for insurance purposes at £917,825 The contents, fixtures and fittings have an insured value of £29,757 ## **Notes to the Accounts** - Note 1 Security deposits held are not considered part of the charity's funds. Their receipt and repayment are not include in the Reciepts and Payments Account. They are deducted as a liability against the assets. - Note 2 A full electrical check was done during 2020, but was invoiced and paid in 2021. - Note 3 We no longer have any gas appliances, therefore gas checks are discontinued. - Note 4 The £360 includes the licence payments for 2019-20 and 2020-21. ## **Treasurer's Report** Financially, 2020 has been an unusual year in several respects. The Covid pandemic forced us to close down the Hall for long periods, and many users were hesitant to return even after restrictions were eased. Our income was severely reduced. I suspect it will be some time yet before use of the Hall, and our income, returns to pre-pandemic level. After building up substantial funds for several years we have at last acheived the major items of the Hall improvements - the refurbishment of the kitchen and toilets. We were fully committed to this, and the work had been started, before the pandemic hit. The closures at least gave us and the builders flexibility to schedule the work. As a result of these things we have incurred a large deficit in 2020. Fortunately we received a £10,000 Covid19 grant, which has partly offset our loss of income during 2020 and 2021. I expect we will end 2021 with a small cash deficit for the year. However our financial position remains strong and stable, with adequate cash reserves, and I look forward to a return to normal operation in the not too distant future. John Hewinson Treasurer 19 September 2021 Broadstone War Memorial Hall Charliy Number 301109 Recelpts and Payments Account Fortheyear ended 31 December2020 NEWTON MAGNUS Chartered Cert•lled Accountants Arrowsmith Court Station Approach Broadstone Dorset BH18 8AT Broadstone War Memorial Hall Contents Page Reference and Adminlstrative Detalls Trustees, Report 2to4 Independent Examiner's Report Receipt5 and Payments Accounts Statement of Assets and Liabilities Notes to the accounts Broadstone War Memorial Hall Reference and Admlnlstrative Detalls Governing Instrument Declaration of Trust Dates I t)ecember 1959 Charlty Re8iStratlon Number 301109 Trustee5 at the date of thls report Mrs L Rebbettes-Richell Ms M Godfrey Princlpal Addre55 Tudor Road Broadstone Dorset BH18 8AW 8ankers Lloyds TSB High Street Poole Branch Poole Dorset Independent Examiner C J Fairhall FCCA Newton Magnus Chartered Certified Accountants Arrowsmith Court Station Approach Broadstone Dorset BH18 8AT page I Broadstone War Memorial Hall Report Flnanclal Year ending 31 December 2020 structure Governance and Mana ernent GovernlnE Document Broadstone War Memorial Hall is a Charity (Charity Registration number 03011090, registered on 8 August 19621. The Charity was established under a declaration of trust dated l December 1959. The principal address is Tudor Road, Broadstone, Dorset, BH18 8AW. Recrultment and Appolntment of Trustees Underthe requirements of the governing document, the trustees are elected to serve for a period of one year. after which they must be re-elected at the next Annual General Meeting. All trustees give their time voluntarily and receive no benefit from the charltable company. Trustee Indurtlon andTralnlng Present Trustees have been involved with the Hall for many years and are familiar with the work of the charity. New trustees are briefed by one of the charitrfs trustees on the charity, its aims and objectives including: The obligation of board members The main documents which set out the operational framework for the charity including the Declaration of Trust. The financial position of the organisation including the last set of audited financial statements and fundlng streams. The charity values. future plans and objectives. All trustees are provided with a copy of CC3, "The Essential Trustee Guide" and CC60 "Hallmarks of an Effective Charity" Durlng the year the following people were trustees: Mrs L Rebbettes-Richell Mrs M Godfrey Risk Management The Trustees have conducted a revlew of the major risks to which the charity is exposed, in particular, those relating to its operations and finance. The trustees Committee are satisfied that systems are in place to limit exposure to the risks. Internal control risk5 are minimised by the implementation of Internal policies and procedures including policies governing the authorisation of any material disbursements. These procedures are periodically reviewed to ensure that they contlnue to meet the needs of the charity. Page 2 Broadstone War Memorial Hall Report Flnanclal Year ending 31 December 2020 Organlsation Structure The Board of Trustees Is responsible for the strateglc dlrectlon and policy of the charity. Objective. Activitles and Publlc Benefit The Trustees have given due regard to the Charlty Commission's guidance on public benefit. The charity was established as a village hall for the use of the inhabitants of the parlsh of Broadstone and neighbourhood. Performance The year stsrted off very well WAth the long planned refurbishment of the foyer ladi¢s and gents toilets and the kitchen. New sanitary ware, waterless urinals in the gcnts. two washbasin5 in the ladies and all washbasins set into worktops plus more mirrors and new flooring planned. In the kitchen, removal of the old wall heater. cupboards and worktops, installation of new cupboards. replacement of the gas cooker with an electric hob and oven, installation of a low butler sink to enable buckets to be filled, extension of hot water to this new sink and new heaters and flooring planned. Also floodlighting to the front of the building to light up th¢ Car park and the WMH sign. However with the first lockdown and no idea of what our income for the year would be, the work stopped short of the flooring and kitchen heaters. Before we were permitted to reopen in July. we Undertook a risk assesslnent and eslablished our methodology and procedures for being Covid 19 se¢ure, together with our new Covid ￿leS and r¢gulations which all user5 had to sign up to and which became part of our Conditions of booking. Our priorities were ihe safety of all users, of Bridget our cleaner, of our volunteers on the Committee and of any tradespeople coming into the Hall. This all took a great deal of time but was rewarded by the reaction of returning us¢rs who were very pleased with our ¢fforts and kindly made a point of letting us know how safe they felt in the HalI. W¢ did not know how many users would return but slowly most did, albeit to the significantly lower new capacity. What we had not expected wa5 a raft of people wanting to hire the Hall as it off¢red th¢ capacity that their previous venues no longer did. Consequently. we gained many new users, some just until they could return to their previous v¢nues, others on a permanenl basis. We obtained a £IO.000 Covid grant from the government. via BCP council and we used some of this to install an air PUTification system which should help reducc th¢ spread of different viruses within the Hall. We would lik¢ to express our appreciation of the efforts of Bridget Bustard, our caretaker in helping with making the Hall Covid-19 secure and in being such a good interface with existing, pot¢nttal and new users in such a dI￿l¢U11 year. Reserve Policy and Covid-19 Sltuatlon The charity has adopted a reserve policy which holds funds to cover emergencv situations. At present the charlty holds in excess of this. As of October 2021. the Charities funds are sufflcientto contlnue operating as a going concern even with half its nomial income, but with normal expendlture, to the end of 2021 and beyond. Page 3 Broadstone War Memorial Hall Report Flnanclal Year ending 31 December 2020 Trustees Responsibilities Charity law requires the Trustees to prepare flnanclal statements for each financial year, which give a true and fair view of the State of affalrs of the charity and of its financial activities forthat period and adequately distinguish any material special trust or other restricted fund of the charity. In preparing those financial statements the trustees are required to: a) select sultable accounting policies and then apply them con51Stently; b) make judgements and estimates that are reasonable and prudent; c) state whether the policies adopted are in accordance with the appropriate SORP on AccountinE by Charities and the Accounting Regulation5 and with applicable accounting standards, subject to any material departures disclosed and explained in the financial statements: and d) prepare the financial statements on the going concern basis unless it is inappropriate to a55ume that the charity will continue. The Trustees are responsible for keeping proper accounting retords whlch disclose, with reasonable accuracy at any time, the financial position of the charity, and to enable them to ensure that the financlal statements comply with the Charities Act. They are also responsible for safeguardlng the assets of the harity and hence for taklng reasonable steps for the prevention and detection of fraud or other irregularities. pbl. , ..l......... Approved by the Trustees on ...... and signed on it5 behalf by: (Trustee) .paEe4 Broadstone War Memorfal Hall Finandal Statements Year Ended 31 December 2020 Independent Examinerfs Report to Broadstone War Memorial Hall I report on the financial statements of Broadstone War Memorial Hall for the year ended 31 December are set out on pages 6 to 8. Respectlve responsibilities The charity's trustees are responsible for the preparation of the accounts. The charivs trustees consider that an audit is not required for this year under section 144 of the Charlties Act 2011 Ithe 2011 Act) and that an independent examination is required. It is my responsibility to.. examine the accounts under section 145 of the 2011 Act, to follow the procedures laid down in the general Directions glven by the Charity Commission (under sertion 1451Sllbl of the 2011 Art,. and to state whether particular matters have come to my attention. Basis of independent examinees report My examination was carried out In accordance with the General Directions of the Charity Commissioners. An examinatSon includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures the flnancial statement5, and seeking explanations concerning any such matters. The procedures undertaken do not provlde all the evldence that would be required in an audit, and consequently no is given as to whether the accounts present a "true and falr" view and the report Is limited to those5 Independent examlner's statement In connection with my examination. no matter has come to my attention, which gives me reasonable cause to believe that in. any material respect, the requirements to keep accounting records in accordance with sec. of the Charities Act and to prepare accounts which accord with the accounting records and complv with the accounting requirements of the Charities Act have not been met; or to whlch, in my opinion, attent should be drawn in order to enable a proper understandlng of the accounts to be reached. Date: CJ Falrhall FCCA Newton MaEnus Chartered Certlfied Accountants Arrowsmlth Court Station Approach Broadstone l)orset BH18 8AT Page 5 Broadstone War Memorlal Hall Receipts and Payments Accounts For the year ended 31 December 2020 2020 2019 Receipts Hall lettin85 - regular users Hall letting5-Other Bank Snterest Covid sm811 business Grant Dama8e payment Parking charge 9,343 9,928 19,013 12,158 10.000 18 io Total receipts 29.276 31,208 Ground rent Refuse (trade & garden wastel Insurance Electricity Gas Water Gas check Fire equipment C05t5 Telephone Repair to flat roofs Repair to toilet, drains and gullv Repair5 and renewals Hall additions & Improvements- 2020 Kitchen and toliet refurbishment Hall cladding and lights Hall additions & improvements- 2019 Paintin8 hall & Jubilee Room Gardening Data entry and administration costs BookiT)g secretary- commission Cleaner and caretaker costs Other admin cost5 Covld 19 expendiure Consumables cost5 Music Licence Independent examination Premises lalcoholl licence Sundry Parking control Refunds 13 796 1.194 4,045 13 461 1,184 3,951 483 422 332 316 120 iio 5,250 1,126 259 486 21,712 3,687 2,235 777 198 2.712 4.444 Note 2 777 234 1.995 5.486 112 709 171 748 360 360 43 230 1,984 138 592 180 143 230 199 Note 3 Totsl payments 46,961 24,152 Net recelpts 117,6851 7,056 Reconciliatlon of Funds Total funds brought fomard Net deficit12019 surplus) 40,635 117.685) 33,579 7,056 Total funds carried fr•nvard 22,950 40,635 page 6 Broadstone War Memorlal Hall Statement of assets and Ilabilltles as at 31 December 2020 2020 2019 Current Assets Bank Current Account Bank Deposit Account 10,917 12.133 23.607 17,128 23.050 40,735 Current Liabllities Security deposit ICK) 100 100 loo Net current assets 22,950 40,635 The funds of the charity Unrestricted Funds 22,950 40,635 Total charity funds 22.950 40,635 The buildlng occupled by the Broadstone War Mernorial Hall has a value of £917.825 for Insurance purposes. The fixture and fittings have a value of £29,757. The trustee's are satisfled that the charity is entitled to exemption from the requlrement to obtain an audit under section 144 of the Charities Act 2011 and that an independent examination is The trustee5 acknowledge their responsibilities for complylng with the requlrements of the Charltles with respect to accounting records and the preparation of accounts under section 130 of the the trustees acknowledge their responsibilities to prepare accounts which accord with the records and comply with the accounting requirements of the Charities Act. Approved by the Board on.. and signed on their b hal ..l.bl. I z./..Z4 pa8e 7 Broadstone War Memorlal Hall Note5 to the accounts For the year ended 31 Oecember 2020 Notes to the Accounts Security deposits received and repaid a￿ not shown in the published accounts Security deposits held are not regarded as part of the Hall's Funds, and those held at Year End are recorded as 8 liability against the bank balanGes. A full electrul check was done during 2020, bul was invoiced and paid In 2021 There are no longer any gas appliances at the premises and therefore gas cheGks have been discontinued. The £360 includes the licence payments for 2019-20 and 2020-21 The accounts a￿ prepared on the receipts and payments basls. All income received and all expenditure during 2020 and the previous year is considered lo bo in the form of unrestricted funds. page 8