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← Holgate Windmill Preservation Society

2024-03-31-accounts

COMPANY REGISTRATION NUMBER 05217005

HOLGATE WINDMILL PRESERVATION SOCIETY

UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2024

CHARITY NUMBER 1106115

1

HOLGATE WINDMILL PRESERVATION SOCIETY

FINANCIAL STATEMENTS

FOR THE YEAR ENDED 31 MARCH 2024

CONTENTS Page
Report of the Trustees 3
The Trustees
Objectives and Achievements
Activities and Performance
Financial Review
Risk Management
Plans for Future Periods
Responsibilities of the Trustees
Independent Examiner's Report 9
Statement of Financial Activities 10
Balance Sheet 11
Notes to the Financial Statements 12 - 16
Trading and Profit and Loss Account 17

2

REPORT OF THE TRUSTEES

THE TRUSTEES

The trustees who served the company during the period were as follows:

Jennifer Elizabeth Hartland– Chair Stephen Richard Potts – Secretary Rosemary Beatrice Hunt – Treasurer Richard Green Jennifer Margaret Hay Helen Hoult Mark Anthony William Hoult Alison Leadbetter

Resigned as trustees at the AGM on 16 November 2024

Robert Clifford Anderton Lesley Jane Jones Michael Alexander Thomson

OBJECTIVES AND ACTIVITIES

The Charity’s objectives are to restore, maintain and preserve the Holgate Windmill for the purpose of satisfying the cultural, historic, and educational needs of the local community and people of York.

The Society fulfils these objectives by

The Society’s accounts reflect these activities as follows:

4

ACHIEVEMENTS and PERFORMANCE

The Windmill is always a busy place and a great deal happened during this financial year, although it’s hard to identify key events. I plan to try to cover the full range of activities, without going into too many details.

I believe we were still (still are in some ways) feeling the effects of Covid and lockdowns. As you know, it wasn’t all bad news for a working traditional mill in that the demand for flour rose dramatically and then settled to a comfortable, but still enhanced level. However, I do think that there has been a legacy which has changed our working relations, and this has sometimes been a challenge.

Financially, we have had some interesting times. The two big problems we faced were our insurance premiums – especially the buildings insurance – and the electricity bills. The former was being passed on by our ‘Landlords’ the City of York Council. Once we sat down face to face with a councillor and two council officials in the windmill, and pointed out that they were about to bankrupt us, some serious action was taken and we now have affordable and manageable premiums. The electricity was, in many ways, harder to resolve. However, I take it you have all read the Spring edition of Mill News and will know how Mark Hoult valiantly managed to get our meter changed and, as a result, greatly reduce the standing charges.

Milling continued on a regular basis with two teams working each week on Wednesday and Friday mornings. I lead the Wednesday session, and Steve Potts does Friday. Alison Leadbetter manages all the wholesale orders (there were nine very varied outlets during that year), which are becoming a significant part of our work, and Mike Thomson takes over as lead miller if neither Steve nor I can do a session. We added rye to our range of milled flour and it is clear that spelt is becoming very popular, despite its higher cost. We raised the price of all our flour from January ’24, for the first time since we began milling in 2012. This seemed to be completely acceptable to our customers and we shall be keeping a closer eye on realistic pricing. One sadness is the rarity of occasions when we are able to mill using the wind.

As members of the Traditional Corn Millers Guild, we have a special connection in that Lesley Jones, one of our volunteers is also national secretary to the Guild. During the year in question we heard the news that the campaign, in which we had been particularly active, to get exemption for small traditional mills from adding folic acid to wheat flour had been successful. It was a great relief and joy to know that no mill producing less than 500 tonnes a year would be required to make any chemical additions to its products.

The mill itself is in very good nick (I always like to touch wood at this point) and for this we have to thank our visiting millwright, Dave Andrews. Together with Alison and me, and from time to time, Richard Hill, he does a long day every month. Part of that day is always a regular oiling greasing and adjusting of all moving parts together with other regular maintenance tasks. The rest of the time, and sometimes an extra day, is spent checking everything that could go wrong (not least rotting wood) and doing whatever repairs are needed to keep the mill safe and working. One interesting repair happened early this year when one of the fork irons, connecting the spider to the sail shutters, was seen to be bent out of shape. There is still no conclusive explanation of why it had happened, but the maintenance team managed to remove the iron, Richard Hill straightened and strengthened it, and it went back in remarkably easily. Another unusual but more well-recognised operation was ‘pushing the sails out of the house’. In time, the weight of the sails, the iron cross and the windshaft pulls down so that the sails are slightly too close to the cap. Both of these processes were described in

5

detail in Mill News. Replacing lengths of wood in the sails (known as fitting pieces) continued to be a regular occurrence, although gradually reducing in number. However, we are constantly amazed by the fact that when we remove the shutters, almost all of them are in perfect condition – as good as the day they were made. Just a few need recovering with canvas due to the reaction between paint and bird poo.

I’m glad to say that we continued to have a very good year regarding Health and Safety. The mill is a potentially very dangerous place, and I think we have been able to prove that we take it very seriously. As well as being Treasurer, Rosy Hunt is H&S co-ordinator and she organised the first annual First Aid training session for us all through the Ambulance Service.

Opening the mill to the public is of prime importance and we constantly struggle to get the right amount of time and the right times to do this. The other struggle is getting all those folk who have signed up to come and be volunteers, to come and staff the mill when it is open. For the first time we invited the public to come in and see round the mill when we are milling. This proved very popular with visitors, for obvious reasons, but could be extremely challenging for the milling teams, especially in school holiday weeks. It was also a year in which, having tried opening on Saturday mornings and Sunday afternoons, with not entirely satisfactory results, we changed in the New Year to opening all day Saturday. The jury is still out on what works best. Nonetheless, we have continued to receive visitors from all corners of the globe, and one of the joys of being there on open days is just to engage with the level of appreciation and enthusiasm we constantly encounter. In addition to these regular open times, Jen Hay continued to organise and receive a huge number of booked visits from schools, clubs and societies. Jen’s other great project (Santa in the Mill) happened, as usual, and we also had another carol concert from the Barberellas in the week before Christmas. There were several other events during open days during the year: pop-up art displays, a pottery workshop and exhibitions. We took part in the first York Unlocked weekend, so that twice in the year we had the mill open for free for a whole weekend – the other being Residents First weekend in January. A very new way of making the mill available to the public was in the installation of a camera, sensors and links to the internet through the Smartmolen scheme. This means that at any time of the day or night, it’s possible to have a live image of the mill and technical details of wind direction, temperature and all sorts of other information.

A number of new pieces of merchandise arrived in the mill. Especially successful was the new recipe book, designed for children, as a partner volume to the adult one. Do consider one as a stocking filler – there’s even a recipe for dog biscuits.

During the year, Sarah Turbill and Helen Hoult got together to recruit, encourage and support volunteers. Also, Rosy Hunt started a monthly e-mail newsletter for all active volunteers, which has proved very popular and useful.

Anna Cook, our archivist, continued to labour away on collecting and conserving our historical records. During the year in question, she came across a newly discovered painting of Holgate Mill, which pre-dates all previous depictions and added a huge amount to our knowledge of the early years of our mill.

FINANCIAL REVIEW

The Society’s accounts for 2024-24 report no restricted funds.

6

Gross income from flour sales rose from £5,418 to £7,903, and merchandise sales increased from £3,349 to £5,371. Income from visitor entry rose from £5,118 to £6,454. Membership income dropped slightly, from £2,871 to £2,640.

All Gift Aid was claimed for the year and we received £1,093.

Maintenance costs included £2,206 for various non-routine repairs.

Overall there was an in-year deficit of £9,032 and the balance of funds stood at £62,450 (£57,204 excluding stock). The deficit is partly due to the extra £7k we were charged for electricity. In the present year these bills are back down to around £100 pm.

The Society’s cash funds are kept in a current, a deposit and two longer-term accounts. At the financial year end about £11.5k was in Charities Aid Foundation Bank current and deposit accounts, £21.8k in the longer-term interest-bearing account with Shawbrook and £25k (a legacy) with United Trust. Interest over the year was £254.

RISK MANAGEMENT

The financial position of the Society remains secure. The mill is in a sound condition and well maintained. The Trustees are confident that the costs of even a major breakdown of machinery or equipment can be met from accumulated funds. Ownership of the building remains with City of York Council who insure the property, the cost of insurance being recharged to the Society.

The Society has robust Health and Safety policies in place, and they are continually reviewed in the light of accumulated experience of operating the mill and receiving visitors to it. The improved volunteer training system continues to reflect this gathered experience. Grain for milling is purchased from certified suppliers and arrangements for storing, milling and bagging are maintained at approved hygiene standards.

Apart from regular maintenance the mill and the Society are run entirely on a voluntary basis by the Trustees and others. The Trustees identify as the greatest risks to the Society’s continued operation a possible dwindling of support among members and volunteers or lack of candidates to fill Trustee positions as they fall vacant.

PLANS FOR FUTURE PERIODS

A new and very vigorous sub-committee has grown up around the areas of our website, advertising and social media. They are full of ideas and are hoping to enhance and standardise the visual image of the society.

We also hope to recruit more volunteers to get involved in all aspects of running the mill and to start taking over from us ‘old guard’.

We recently noted that it takes about £100 per day to run and maintain the mill. We hope that this neat figure will become something of a rallying cry to encourage everyone who visits and loves the windmill to contribute to the ongoing project.

7

RESPONSIBILITIES OF THE TRUSTEES

The Trustees confirm that the Annual Report and financial statements of the charity comply with the current statutory requirements, the requirements of the charity’s governing document and the provisions of the Statement of Recommended Practice (SORP), applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2015).

Registered Office: Robison House Lang Road Bishopthorpe York YO23 2QJ

Signed by order of the trustees Stephen Potts Company Secretary

8

HOLGATE WINDMILL PRESERVATION SOCIETY

INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES/MEMBERS OF THE HOLGATE WINDMILL PRESERVATION SOCIETY

FOR THE YEAR ENDED 31 MARCH 2024

I report on the accounts of the charity for the year ended 31 March 2024 set out on pages 9 to 16.

RESPECTIVE RESPONSIBILITIES OF TRUSTEES AND INDEPENDENT EXAMINER

The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year (under section 144 of the Charities Act 2011(the 2011 Act) and that an independent examination is needed.

Having satisfied myself that the charity is not subject to audit under company law and is eligible for independent examination, it is my responsibility to:

BASIS OF INDEPENDENT EXAMINER'S STATEMENT

My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination 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 in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently I do not express an audit opinion on whether the accounts present a 'true and fair view' and the report is limited to those matters set out in the statement below.

INDEPENDENT EXAMINER'S STATEMENT

In connection with my examination, no matter has come to my attention

M Brooks Independent examiner

40 Moss Green Lane Brayton Selby YO8 9EN

9

HOLGATE WINDMILL PRESERVATION SOCIETY

STATEMENT OF FINANCIAL ACTIVITIES (INCORPORATING THE INCOME AND EXPENDITURE ACCOUNT) FOR THE YEAR ENDED 31 MARCH 202

Note
Incoming resources
Incoming Resources from generating
funds:
Voluntary income
Visits, subscriptions & donations
2
Activities for generating funds
Flour & merchandise sales
3
Investment income
4
Total Incoming resources
Resources expended
Costs of generating funds:
Fundraising trading costs
Costs of goods sold & other costs
5
Other fundraising costs
6
Charitable activities
7
Governance costs
8
Depreciation
10
Total resources expended
Net incoming/(outgoing) resources for
the year
Reconciliation of funds
Total funds brought forward
Total funds carried forward		 Unrestricted Restricted
Total
Total
Funds
Funds
Funds
Funds
2024
2024
2023
£
£
12,734
-
12,734
37,545
13,274
-
13,274
8,767
254
-
254
187
26,262
-
26,262
46,499
(10,103)
-
(10,103)
(8,391)
(3,906)
-
(3,906)
(2,700)
(13,679)
-
(13,679)
(14,697)
(7,557)
-
(7,557)
(606)
(49)
(49)
-
(35,294)
-
(35,294)
(26,934)
(9,032)
-
(9,032)
20,105
71,482
71,482
51,377
62,450
-
62,450
71,482

The Statement of Financial Activities includes all gains and losses in the year and therefore a statement of total recognised gains and losses has not been prepared. All of the above amounts relate to continuing activities.

10

HOLGATE WINDMILL PRESERVATION SOCIETY

BALANCE SHEET 31 MARCH 2024

Fixed assets
Tangible assets
10
Current assets
Stock
11
Debtors & prepayments
12
Cash at bank
Cash in hand
Creditors: amounts falling due
within one year
13
Net current assets
Total assets less current liabilities
Creditors: amounts falling due
after one year
Net assets
Funds
Restricted income funds
14
Unrestricted income funds
15		 2024
£
4,826
1,250
56,444
115
62,635
(605)		 2024
£
4,826
1,250
56,444
115
62,635
(605)		 420
62,030
62,450
-
62,450
-
62,450
62,450		 2023
£
6,188
282
65,144
115
71,729
(247)		 2023
£
6,188
282
65,144
115
71,729
(247)		 -
71,482
71,482
-
71,482
-
71,482
71,482

For the financial year in question the company was entitled to exemption under section 477 of the Companies Act 2006 relating to small companies. No members have required the company to obtain an audit of its accounts for the year in question in accordance with section 476 of the Companies Act 2006. The directors acknowledge their responsibility for complying with the requirements of the Act with respect to accounting records and for the preparation of accounts. These accounts have been prepared in accordance with the provisions applicable to companies subject to the small companies' regime. These financial statements were approved by the members of the committee on the 26th November 2024 and are signed on their behalf by:

J. HARTLAND, Chair COMPANY REGISTRATION NUMBER 05217005

11

HOLGATE WINDMILL PRESERVATION SOCIETY

NOTES TO THE FINANCIAL STATEMENTS

FOR THE YEAR ENDED 31 MARCH 2024

1. ACCOUNTING POLICIES

Basis of Accounting

These financial statements have been prepared under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant notes to these accounts. The financial statements have been prepared in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) issued on July 2014 and Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102) and Charities Act 2011.

Fixed Assets

All fixed assets are initially recorded at cost.

Depreciation

Depreciation is calculated so as to write off the cost of an asset, less its estimated residual value, over the useful economic life of that asset as follows:

Plant and Machinery

25% reducing balance

Donations

Voluntary income is received by way of both grants and subscriptions and donations and is included in full on the statement of financial activities when receivable.

Resources expended

Resources expended are recognised in the period in which they are incurred.

2. VOLUNTARY INCOME

Visits
Subscriptions
Donations & Grants
Gift Aid		 Unrestricted
Restricted
Total
Total
Funds
Funds
Funds
Funds
2024
2023
£
£
6,454
-
6,454
5,118
2,640
-
2,640
2,871
2,547
-
2,547
27,154
1,093
-
1,093
2,402
12,734
-
12,734
37,545

12

3. INCOMING RESOURCES FROM ACTIVITIES FOR GENERATING FUNDS

Sales
Flour sales
Merchandise sales
INVESTMENT INCOME
Bank interest
Designated
Undesignated
FUNDRAISING TRADING
Operating costs:
Grain cost of sales
Milling & visitor
expenses
Milling utilities
Merchandise cost of sales
Packaging costs		 Unrestricted
Restricted
Total
Total
Funds
Funds
Funds
Funds
2024
2023
£
£
7,903
-
7,903
5,418
5,371
-
5,371
3,349
13,274
-
13,274
8,767
Unrestricted
Restricted
Total
Total
Funds
Funds
Funds
Funds
2024
2023
£
£
153
-
153
115
101
-
101
72
254
-
254
187
COSTS
Unrestricted
Restricted
Total
Total
Funds
Funds
Funds
Funds
2024
2023
£
£
2,839
-
2,839
2,085
1,097
-
1,097
2,268
1,140
-
1,140
1,367
4,059
-
4,059
2,398
968
-
968
273
10,103
-
10,103
8,391

4. INVESTMENT INCOME

5. FUNDRAISING TRADING COSTS

13

6. OTHER FUNDRAISING COSTS

6. OTHER FUNDRAISING COSTS STS
Unrestricted
Funds
Advertising & publicity
1,699
Fundraising expenses
754
Member communications
1,244
Volunteer expenses
209
3,906
7. CHARITABLE ACTIVITIES
Unrestricted
Funds
Security & maintenance
5,717
Insurance
7,922
Skills/knowledge
-
Community involvement
-
13,679
8. GOVERNANCE COSTS
Unrestricted
Funds
Utilities
7,236
Admin/Fees
13
Bank Charges
308
Depreciation
-
7,557		 Unrestricted
Funds
1,699
754
1,244
209		 Restricted
Total
Total
Funds
Funds
Funds
2024
2023
£
£
1,699
1,282
754
86
1,244
1,267
209
65
3,906
2,700
3,906
Restricted
Total
Total
Funds
Funds
Funds
2024
2023
£
£
-
5,717
10,243
7,922
4,454
-
-
-
-
-
-
-
13,679
14,697
13,679
Unrestricted
Funds
7,236
13
308
-		 Restricted
Total
Total
Funds
Funds
Funds
2024
2023
£
£
-
7,236
263
-
13
51
-
308
292
-
-
-
-
7,557
606
7,557

14

9. TRUSTEE EXPENSES

9. TRUSTEE EXPENSES
Number of Trustees who were paid expenses
Nature of expenses: Reimbursement of expenditure on
printing & stationery, postage, publicity, merchandise,
fees, maintenance & operating costs, equipment
purchases
10. TANGIBLE FIXED ASSETS
Cost:
At 1 April 2023
Additions
At 31 March 2024
Depreciation:
At 1 April 2023
Charge during the year
At 31 March 2024
Net book value:
At 31 March 2023
At 31 March 2024
11. STOCKS
Grain
Merchandise
12. DEBTORS AND PREPAYMENTS
Debtors
Prepayments		 2024
7
£
1,757
1,757		 2023
8
£
2,712
2,712
2024
£
1,155
3,671		 Plant &
Machinery
£
8,303
469
8,772
8,303
49
8,352
-
420
2023
£
707
5,481
6,188
4,826
2024
£
-
1,250		 2023
£
-
282
282
1,250

15

13. CREDITORS: Amounts falling due within one year

13. CREDITORS: Amounts falling due within one year
Trade creditors
Accrued expenses
14. RESTRICTED INCOME FUNDS
Balance at 31 March 2023
Outgoing resources
Balance at 31 March 2024
15. UNRESTRICTED INCOME FUNDS
Balance at 31 March 2023
Incoming resources
Outgoing resources
Balance at 31 March 2024
Unrestricted funds analysed as follows:
Designated contingencies fund
Interest on designated fund
Undesignated funds		 2024
£
-
605
-		 2023
£
-
247
-
247
605
£
-
-
-
£
71,482
26,262
97,744
(35,294)
62,450
11,653
153
11,806
50,644
62,450

16. COMPANY LIMITED BY GUARANTEE

The company, being limited by guarantee, has no share capital. Every member is liable to contribute a sum not exceeding £1 in the event of the company being wound up whilst still a member or within one year thereafter.

16

The following pages do not form part of the statutory financial statements

HOLGATE WINDMILL PRESERVATION SOCIETY

DETAILED STATEMENT OF FINANCIAL ACTIVITIES

FOR THE YEAR ENDED 31 MARCH 2024

ETAILED STATEMENT OF FINANCIAL
OR THE YEAR ENDED 31 MARCH 2024		 ACTIVITIES
INCOME:
Subscriptions
Visits
Flour Sales
Merchandise
Visits/Members/Sales Total
Donations received
Gift Aid received
Interest Received
TOTAL INCOME RECEIVED
EXPENSES:
Cost of Grain Milled
Milling & Visitor Expenses
Merchandise Cost of Sales
Packaging Costs
Fundraising Expenses
Maintenance/Security
Insurance
Utilities
Advertising & Promotion
Member Communications
Skills & Knowledge
Volunteer Expenses
Community Involvement
Administration & Fees
Bank Charges
Depreciation
TOTAL EXPENDITURE
NET SURPLUS/(DEFICIT) FOR
THE YEAR		 2024
2,640
6,454
7,903
5,371
22,368
2,547
1,093
254
26,262
2,839
1,097
4,059
968
754
5,717
7,922
8,376
1,699
1,244
40
209
-
13
308
49
35,294
(9,032)		 2023
2,871
5,118
5,418
3,349
16,756
27,154
2,402
187
46,499
2,085
2,268
2,398
273
86
10,243
4,454
1,630
1,282
1,267
-
65
-
51
292
-
26,394
20,105
16,756
27,154
2,402
187
46,499
26,394
20,105

17