2023-12-31-accounts

CLEMENTS ///iiiixxxX H A L L Nur.thorpe Ro2d Yark Y023 IBW erwrieoQdemerrtsh.311.OFJ.uk Clements Hall Trust Trustees Annual Report & Financial Statement 2023 For the year ended: 31 December 2023 Registered Charity Number 1084425 Contents l. Trustees Annual Report a. Structure of Clements Hall Trust b. Our aims and objectives c. Review of activities during 2023 2. Independent Examiners Report 3. Statement of Financial Activities 4. Balance Sheet 5. Notes to the Accounts

l Trustees Annual Report a) Structure Trustees during 2023 Rose Berl. Membership Secretary & Acting Chair until 22 March 2023 Ann Kurrein, Treasurer Gleanna Oland-chair from 22 March 2023 Karen Thomp50n Sharon West Company Secretary: Julia Mccabe Governing document Memorandum and Articles incorporated I1110120￿) as amended by special resolution{sl dated 02107/2001 as amended by certificate of incorporation on change of name dated 2610812011. Trustee selertion methods Any member may stand as a trustee. Trustees are proposed and eletted at each AGM. Trustees can also be co-opted at any time. Clements Hall Trust Structure chart in 2023 (April- December) Trustees Members General Manager Operations Mafiager Administrator 2 Cleaning Staff Volunteers b) Our Aims and objertives Charitable objerts To preserve for the benefit of the people of York and of the nation. the historical, architectural. and constructional heritage that may exist in and around York including, but without limiting the generality of the foregoin& acquiring. renovating and restoring for the benefit of the beneficiaries, the structure. curtilage. site and environs of St Clements Hall.

Aims To play a significant role in linking the local community together and to provide a venue in which this can happen. To deliver programmes and services in response to the wishes and needs of local people, and, finances permitting. to subsidise these activities. To offer a wide range of cultural, recreational, educational and heatrth activities so that individuals will grow, develop and feel less isolated as a result of positive involvement in programmes and services. Objectives Continue to re-develop our programffle of activvties and serwces post-pandemic. particularly those that deliver on local community aspirations and needs Continue proactive delivery of programmes and services {'development' activity) Maintain and care for the buildin& continuin8 to improve facilities and addressin8 specific issues Continue community, volunteer and staff involvement in programmes and activity Re-develop financial sustainability, building on previous progress, as well a5 experiences during the pandemic, and extending our offer Offer p051tive opportunities for all people to engage with the local community Create a sustainable, well-run and safe organi5ation and environment cl Review of activities Trustees & Staffing There were no additions to and no resignations from the Board of Trustees in 2023. However, in March 2023, Gleanna Oland took over from Rose Berl a5 Chair. Rose had been arting Chair since the beginning of 2022, following the sudden resignation of the previous Chair, and we were very grateful that she had been prepared to take on this role. Alison Reboul continued as administrator with Linda Speidel as General Manager. From April 2023 Denise Mackenzie joined the staff as Operations Manager, but she left again in December 2023. Our cleaningteam, Anne Bennison and Emma Bennison. continued to offer essential support to the Hall, and we are now in the process of reviewing the whole staffing structure- all roles are currently part-time and we are looking at ways to increase capaaty again, in order to allow us to do more, both in terms of accepting more bookings and running more projects and events of our own. Volunteers and Members Our GEM volunteers continued to deliver monthly afternoon teas throughout 2023, providing the food themselves and helping us to keep in touch with participants. However, we were very sad to lose two long term volunteers, Val Stewart and Elizabeth Melrose, who passed away in 2023. Both had been part of the 'lunch' team since we started running sessions in 2014. first as the fortnightly 'Food and Fun.. and then later as the weekly GEM lunches. They are very much missed.

South Bank Community Cinema volunteers enabled monthly screenin85 to take place throughout 2023, with good audience numbers and a well-attended Social evening in July. The Clements Hall Local History Group also continued to be very active, holding five public talks th across the year, working on new publications and celebrating its 10 birthday in December. Volunteers also contributed in numerous other less obvious but very important ways, such as helping out with maintenance, gardening and re-decoratin& and, as always, we thank all our volunteers for their help and support. We also thank our Members fortheir continued support of the Hall. Bookings There were far fewer cancellations than in 2022. and there were some welcome new additions to our regular weekly hirers, such as Italian classes, Baby Band, new counselling sessions and educational support. We also brought the Meeting Room back into regular use in September 2023, and the programme of events and activities felt much more like pre-covid times. However, we did not manage to deliver as many events as we had hoped, and this was lar8ely due to difficulties around staffing. The majority of our long-standing pre-pandemic hirers still continued to book us in 2023 Iweekly and monthly hirers, and those who book us a fewtimes a yearl. as well as a number of new repeat Saturday and Sunday hirers Ithose who book 2 or 3 events a year), so that by the end of 2023 we already had many bookings on the calendar for 2024. The Collective Sharehouse continued to run three sessions a week and the move from the Meeting Room into the Main Hall lin autumn 20221 seemed to work well for both organisation5 (Clements Hall and the Collective Sharehouse} throughout 2023. Projects, Building and Finanos At the beginning of 2023, we were starting to run a small surplus again. allowing us to plan more confidently for the year ahead. We therefore took the decision to recruit an additional member of staff. as a lack of personnel was preventing usfrom accommodating some potential bookings and we were keen to start running our own events again. Denise Mackenzie joined us in April but left again in December: unfortunately, our expenditure on staffing therefore did not result in the increase in income. capacity and planning time that we had hoped for, and this is reflected in our figures for 2023. We were fortunate to receive two grants in 2023. We received £1,000 from the York Common Good Trust in partnership with the Mindfulness Café, to continue and extend their sessions, which support people with Dementia. We also received £4,694.00 from the City of York Council Ward Funding to run Social Table Tennis and some afternoon tea and board games se55ions, which were open to all local residents. These ran from May 2023 until March 2024, and we are now lookingto build on those sessions to run a new project in the autumn of 2024. We carried out sorne re-decorating in 2023. and we also had the Main Hall floor re-sanded and sealed. We did not undertake any other major buildingwork. other than necessary repairs to our

platform lift. our emergency lighting and some of our plumbin8 fixtures. The Meeting Room was 3150 re-decorated and brought back into use as a hire space. We continued to benefit from the 6-year energy contract agreed in 2018. which kept these costs at previou5 levels. We are now facing a significant increase in energy prices in 2024. Clements Hall (the building) turned 90 on 18 November 2023. and we held a Social event to mark the occasion on Saturday 16 December. which was well-attended, including members of St Clements Church and one of the founding trustees of the St Clement's Hall Preservation Trust Inow Clements Hall Trust). Isobel Rhodes-Bernays. Tributes were also paid to Pauline Buchanan, another founding member and a driving force behind the conseNation and refurbishment of the building for its current use. The Future In conclusion. 2023 proved to be another challenging year for Clements Hall. Although our income increased from 2022, our expenditure, primarily on staffiri& meant that we made a significant loss, which wa5 disappointing. At the end of the year, we were once again facing the problem of a lack of personnel, which has impacted on our ability to accommodate as many bookings as we would like and to expand our own programme of events. However, at the time of writinglsummer 2024), bi)okings are very steady. with significantly more on the calendar than at this point in 2023, and many date5 for 2025 are also already booked up. We have received some more Ward funding, which is allowing us to run a new 'Social Wednesda project, and a new Trustee, Hayley Lorimer. has joined the Board of Trustees. We (staff and tru5tee51 have just held two planning days. and a￿hoUgh we know that there are still many challenges ahead. we have some new idea5 for income generation and some plans for new projects. We therefore continue to be optimistic that the Hall will still provide a place for the benefit of the people of York for a while yet.

Independent examinerfs ￿pOrt to the trustees of the Clements Hall Trust (Charity No. 1084425) I report on the accounts of the Clements Hall Trust for the year ended 31 December 2023, which are set out on pages 7 to 10. Responsibilities and basis of report As the charity's trustees, you are responsible for the preparabon of the accounts in accordance with the requirements of Ihe Charities Act 2011 (the 2011 Act). I report in respect of my examination of thp Trusys accounts carried under section 145 of the 2011 Act and in carrying out my examination. I have followed the applicable Directions given by the Charity Commission under section 145{5)Ib) of the Act. Independent examinerfs statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that, in any material respect". The accounting records were not kept in accordan￿ wth secb.on 130 of the Char¢ttes Act., or The accounts did not accord with the accounting records" or The accounts did not comply with the applicable requirements conceming the form and content of accounts set Dut in the ChartlFes {Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a 'true and faif, view which is not a mattef considered as part of an independent examinats"on. I have no concems and have come across no matters in connection with the examinatiorl to which attenbon should be drawn in this report in Order to enable a proper understanding of the accounts to be reached. LIAa 3 September 2024 Michael W Siurge FCA 23 Lucombe Way, York Y032 4DS

1. CLEMENT5 HALL TRUST IRegistered Charity Number 10844251 STATEMENT OF FINANaAL AcllviTIES FOR THE 12 MONTHS TO 31 DECEMBER 202 Unrestricted Rettrirted Funds Fund5 INCOMING RESOURCES Note Hall LettinES OfFice Rents Bar Takirkgs Membefship Subscriptions Donations and fundraising Greet. Eat and Meet luncheon donations Collective Sharehouse York Common Good Trustgrant CYC Ward Grant Other Income Totsl 2022 36.551 11,167 3,055 104 47 36,551 11,167 3,055 104 47 28,514 10,907 2,034 65 270 270 355 3,650 3.650 2,600 4.694 4,694 496 496 175 TOTAL INCOMING RESOURCES 55.340 5,694 61,034 45,098 RESOURCES EXPENDED Charitable Activities- Salaries and Wages Bar Heat and light Insurance 49.833 49,833 28,710 976 9,785 2,447 1,665 5,597 27 8.854 2,685 668 8,635 107 8,854 2,685 668 8,635 107 Rates Building Repairs and Maintenance Equipment E !:!! Cleaning Telephones and IT Office Costs Others Performing Rights Society Projects Depreciation Governance Costs 1.906 2.361 233 1,906 2,361 233 1,354 2,154 366 550 876 287 1,085 528 528 TOTAL RESOURCES EXPENDEO 78,373 528 78,901 55,879 NEf{OUTGOINGIIINCOMING RESOURCES TRANSFERS BEnVEEN FUNDS FUNDS BROUGHT FORWARD {23,0331 3,956 40,282 21.205 5.166 13,9561 57 {178671 110,7811 40,339 22.472 51,120 40,339 FUNDS CARRIED FORWARD 1.267

2. BALANCE SHEFf AT31 DECEMBER 2023 31 December 2022 Total Notes TANGIBLE FIXED ASs￿S CURRENT ASSErs Debtors and Prepayments Bar Stock Bank and Cash 3,207 559 3.988 451 23,789 27,555 39,600 44,039 LESS CURRENT UABIUTIES Creditors and Accruals NET CURRENT ASSErs 15,(1831 22.472 22,472 I3,7￿) 40,339 40,339 NET ASSEf5 REPRESEKfED BY Unrestricted funds Restricted Funds 21.205 1,267 22,472 40,282 57 40,339 For the 12 months ending 31 December 20212 the company was entitled to exemption from audtt under Section 477 of the Companies Act 2tKJ6 relating to small companies. The members have not required the company to obtain an audit ill accordance wtth section 476 of the Companies Act 2(X)6. The Director5 (Trusteesl acknowledge their restx)nsibilities for complying with the requirements of the Art in respect of accounting records and the preparation of accounts. The financial statements have been prepared in accordance with the special provisions of Part 15 of the Companies Act 2006 relating to small companies and with the Financial Reporting Standards for Smaller Entities 2016. These financial statements were approved by the Board of TrL¢Stees on 30 August 2023 and signed on its behalf by- oz Gleanna Oland Jkn loq114 Chair Ann Kurrein Treasurer

Notes to the Accounts forthe 12 months ended 31 De￿rnber 2023 Basis of preparation The accounts have been prepared on the basis of historic costs in accordance with Accounting and Reporting by Charities- Ststement of Recommended Practice, applicable accounting standards. and with the Companie5 Act 2Q￿. The charity has taken advantage of the exemption in Financial RetM)rting Standard No. I from the requirement to produce a cash flow statement on the ground5 that it is a Small charity. Accountlng Pollcies Depreciation.. Tangible fixed assets a￿ depreciated over 5 years comrnencing in the year following their year of acquisition. Expenditure on individual items of equipment of up to £2,500 is charged to the Ststement of Financial Activities in the year in which it is incurred. Restritted Funds Restricted Funds are subject to specific conditions by donors as to how they may be used. Unfestrirted Funds Unrestricted Funds are funds that can be used in accordance with the objects of the charity at the discretion of the Trustees. Govemance Costs Governance Costs consist of the re-imbursement of Tnjstees. expenses incurred in carrying out their statutory responsibilities. Tangible Fixed Assets Building Improv ments Fumiture r￿tureS & equipment Total 2022 C05t At l January 2023 Additions 1,847 56.850 58.697 58,697 At 31 December 2023 1,847 56.850 58,697 58.697 Depreciation At l January 2023 Charge for year At 31 December 2023 1.847 56850 58,697 57,612 1,085 58,697 1.847 56,850 58,697 Net book value

Clements Hall is occupied by the Charity under a 99 year lease with the City of York Council dated 30 November 2010. Expenditure on the conversion of the Hall, which was funded by the Community Assets Programme of the Office of the Third Sector, Cabinet Office was met by the City of York Council Restrlcted Funds 2022 Brought forward at l January Received during year Expended during year Carried forward at 31 December 57 5,694 14,4841 1,267 488 14311 57 Reserves Policy The Trustees, objective is to establish Unrestritted Funds of between 3 months, and 6 months, wenue expendtture. Company LTrrnited by Guarantee The company is limited by guarantee. having no share capital. Each member is liable to contribute to a sum not exceeding £l.l)O in the event of the company being wound up whilst they are members or one year thereafter. io