Bilbrough Village Hall. Cat Lane. BiLbrough, YORK Y023 3PJ
Charity Number 1116903
Bilbrough Village Hall
Trustees Annual Report
14110125
Th
ual
The Trustees Annual Report comprising an amalgamation of the following documents:
a) An overview of the charity providing information about the objectives of the
charity. the structure, governance and management ol the charity and the
current Trustees and roles,
b) The progress and performance of the charity as presented to the most recent
AGM,
c) The Independent Examiner's report and
d) The Reserrfes Policy as agreed at the Trustee Committee meeting foLLowing the
most recentAGM.
Charity Name and Number
Bllbrough Village Hall is a registered charlty. charity number 1116903. registered
address Cat Lane, Bilbrough, York Y0233PH. The charity is in the process of converting
to a charitable incorporated organisation (CIO) registered number 1208906 but we have
been advised that this is a lengthy process. and to date. we have no indications when
this might complete.
Objectives of the Charlty
The objective of the charity is"For the purposes of physical and mental recreation
through the medium of reading and recreation room8 library lectures cLasses
recreations or otherwise as may be found expedient forthe benafit of the inhabitants of
the parish of Bilbrough in the County of North Yorkshire without distinction of sex or of
political or other opinions subject to the provision of these premises."
The charity owns the Village Hall and meets its objectives by the provision of the village
hall for recreation purposes to the local community. Hire of the hall is paid for by the
Hirer but additional income is required to maintain the fabric of the hall. The Trustees
arrange the hire of the hall and generate additional income while meetingthe objectives
of the charity by:
arranging local events at the hall,
raising income through an annual prize draw
occasionally applying for grants to help maintain the haLI.
Structure, Governance and Management
Bilbrough Village Hall, Cat Lane, Bilbrough, YORKY023 3PJ
Charity Number 1116903

Bilbrough Village HalL, Cat Lane. Bilbrough, YORK Y023 3PJ
Charity Number 1116903
The charity is governed by the trustees. From time to time trustees resign, and new
trustees are sought from the village and surrounding area. Proposed and existing
trustees are appointed at each AGM (open to all) and assigned to the following roles..
Chair
Treasurer
Treasurervice
Hall Booking lead
Prize Draw and Communications lead
Maintenance Lead
Event Lead
The trustees meet regularly to further the business of the charity incLuding arranging haLI
hire, promoting the charity. maintaining the fabric of the building and plot, and arranging
fund raising events such as an annual prize draw and othervarious activities at the hall.
No staff are 8mployed by the charlty.
The Gharity operates in accordance with a number of agreed policies:
Health and Safety Policy
Fire Safety PoliGy
Data Protection Policy and Privacy Notice
Environmental Policy
Safeguarding PoLicy
Equity and Diversity Policy
Children's Parties Terms and Conditions
Reserve PoLicy
Financial Control Pollcy
Trustees
In the year leading up to the AGM the tru8tees and their roles were:
Role
Chair
Trustee
Ben Ru5son (resigned 1719124), Brian Bussell (temporary chair
from 1719/24)
Brian Bussell
Laura Oxley
Tom Gregory
Samantha Dalton
Elliott Noble
Treasurer
Treasurer Vice
Treasurer Vice
Booking Lead
Prize Draw/Comms
Lead
Maintenance Lead
Event Lead
Lewis Knight
Vacant
Bilbrough Village Hall. Cat Lane, Bilbrough, YORKY023 3PJ
Ch811ty Number 1116903

Bilbrough ViLiage Hall, Cat Lane, Bilbrough, YORKY023 3PJ
Charity Number 1116903
At the AGM 2/4/25 the assignment5 of trustees to roles were proposed, seconded and
passed as follows:
Role
Chair
Treasurer
Treasurer Vice
Laura Oxley
Booking Lead
Prize Draw/Comms
Lead
Maintenance Lead
Event Lead
Trustee
Brian Bussell
Tom Gregory
Brian Bussell
Laura Oxley
Samantha Dalton
Elliott Noble
Proposed
Tom Gregory
Brian Bussell
Laura Oxley
Elliott Noble
Elliott Noble
Brian Bussell
Seconded
Samantha Dalton
Laura Oxley
Tom Gregory
Lewis Knight
Lewis Knight
Laura Oxley
Lewis Knight
Sarah Cairns
Brian Bussell
Samantha Dalton
Elliott Noble
Lewis Knight
Progress and Performance
See Appendix A- The papers presented to (and approved) at the last AGM 214125.
Independerrt Examlner's Report
See Appendix B
Reserve POLICY
See Appendix C- the policy proposed and agreed at the Trustee Committee Meeting
214125.
Bilbrough Village Hall. Cat Lane. Bilbrough, YORK Y023 3PJ
Charity Number 1116903

BiLbrough vil￿ge Hall, Cat Lane, Bilbrough. YORK Y023 3PJ
Charity Number 1116903
ixA-Pr
nd Perfor
Papers presented to the AGM 214125
Chair's Raport AGM 214125
The AGM is a formal event. open to the public. where we, as trustees. reviewthe pastyear. sign
off the draft accounts. elect newtrustees. assign the trustees to variou5 roles and Lookforward
to the nextyear.
2024 marked the start of the Hall modernisation program with substantial expenditure on
replacing the kitchen and refurbishingthe toilets. The kitchen is completed with the painting of
the toilets earlier thls weekthe toilets refurbishrnent is veryclose to completion. The workwas
completed with the help of an 80% grantfrom the UK shared prosperity fund.
Further infrastructure investment (replacement of blown or cracke(S winLlows, securityfront
door, more 8turdy French windows and exterior painting) are in the plans for 2025.
Other modernlsatlon In 2024 includes the establishment of charitable incorporated
org8nisation (CIO), and the new booking system. website and software.
Hall hire hours have risen by 7% in 2025 compared to 2024 and it is hoped this WILL become a
steady increase year on year.
2024 also sawtwo newtrustees joiningthe hall committee. Samantha Dalton and Tom Gregory,
and 8 fond farewellto our Chair and long-standingtrustee Ben Russon.
Before we move onto other matters, I want to takethe opportunity to thank all the trustees p8St
8nd presentfortheirtireles8 efforts on behalf of the Willage Hall. The HaLI is a strong centre of
social contact in the Village and long may this continue. This wouLdn't be possible withoLrt the
time the trustees giving willingto the Hall. Thankyou.
Brian Bussell. Chair 2413125
Bilbrough Village Hall. Cat Lane, Bilbrough, YORKY023 3PJ
Charity Number 1116903

Bilbiough Village Hall. Cat Lane. Bilbrough. YORKY023 3PJ
Charity Number 1116903
Maintenance Report AGM 214125
The most significant maintenance costwasthe 221,975 for the kitchen and toilet improvements
in 2024 funded 80% bya grantfrom the UK Shared Prosperity Fund. The kitchen replacement is
complete and the toilet refurbishment complete save for some minor decorating. The grantwill
continue to support the kitchen and toiLet refurbishment in quarter one 2025 on an 80% basis
up to a total refurbishment cost of £24.064. Excess costs (which wiLi be modest) will be met in
full from Hall reserves.
Further signific8nt maintenance costs are expected in 2025 (supported by a grant) to coverthe
refurbishment of the externalface of the buiLding.
Lewis Knight, Tom Gregory. Brian Bussell 2413125
Bilbrough Village Hall, Cat Lane. Bilbrough. YORKY023 3PJ
Charity Number 1116903

Bilbrough Village HalL, Cat Lane. Bilbrough. YORKY023 3PJ
Charity Number 1116903
Treasurer's ReportAGM 214125
Overall. the Village Hall recorded a deficit of £3,532 in 2024 (compared with a deficit of £2,456
in 20231 reflecting a deLib8rate poLicy of expenditure and use of reserves on the modernisation
of the Hall infrastructure.
The most significant modernisation cost Was the £21.975 forthe kitchen and toilet
improvements in 2024 funded 80% bya grantfrom the UK Shared Prosperity Fund. The grant will
continue to supportthe kitchen and toilet refurbishment in quarter one 2025 on an 80% basis
up to a tot81 refurbishment cost of £24,064. Excess costs (which WILL be modestl wlll be met in
full from Hall reserves.
Other modernisation costs of £2,036 were incurred on new booking system website 8nd
software. and the conversion to a CIO (Charitable Incorporated Organisation).
Further modernisation costs 8re expected in 2025 {supported by a grant) to coverthe
refurbishment of the external face of the building.
H8LI hire income received in 2024was £3.686 up 37% on 2023 butthis is flattered by a large late
2023 payment paid in 2024 and some advance 2025 payments. Comparing invoiced hours and
money byyear shows rental hours up 7% to 328 hours and income up 15% to £3,110.50
reflecting a full year of increased hire charges of £10 p.h.
It is worth notingthat there were no sociaL orfundraising events tsklng place In 2024 but 2 to 3
events are expected in 2025.
The HaLI, after allowing for maintenance costs. currently runs as a modest loss (£3.000- £4,000)
and requires the support of grants and reserves to break even. The modernisation program Is
trying to help achieve break even by improvingthe facilities. Break-even or modest profit can
only be achieved in conjunction with increases in Hall hire charges and an increased number of
fund-raising social events.
Brian Bussell, Treasurer 2413125
Bilbrough Village Hall, Cat Lane, Bilbrough, YORK Y023 3PJ
Charity Number 1116903

Bilbrough Village Hall, Cat Lane, BiLbrough. YORKY023 3PJ
Ch8rity Number 1116903
Bllbrough witsge Hall
Charlty Number 1116903
Address:
Cat Lane
Bilbrough
Y023 3PJ
Trustees:
S Dalton
B BusselL
T Gregory
L Knight
L Oxley
E Noble
Bllbrough vil￿ge Hall
Charlty Number 1116903
Recelpts & Payments Accounts
For the Year Ended 31st December 2024
Recelpts
2024
2023
Hall & Equipment Hlre
Soclal& Fund Raising Events
Grants & Donatlons
Village Lottery Draw
Interest Recelveo
Miscellaneous
3,686,50
0.00
19,251.00
1,460.00
943.75
2.30
25,343.55
2,6%.50
533.50
0.00
1,360.00
435.61
261.33
5,286.94
Payments
Electricity Charges
Water, Sewage & Surface Water Charges
Insurance premiurns
Cleaning & Material Costs
Social & Fund Raising Events
Village Lottery Draw
Property Malntenance
Modernisatlon
Equipment
Licencing & Fees
Internet Fee
Bank Charges & Miscellaneous
726.40
231.28
719.15
507.87
0.00
710.00
1,377.53
24,011.43
0.00
110.00
373.66
108.94
28.876.26
675.94
303.72
698.20
773.26
228.17
900.00
969.12
2,646.72
0.00
70.00
417.76
60.00
7.742.89
Excess income overexpenditure
-3,532.71
-2,455.95
Unrestricted Funds brought tO￿ard
45,221.78
47,677.73
Funds carried fO￿ard
41,689.07
45,221.78
Statement otAssets
2024
2023
Bilbrough Village HaLI, Cat Lane, Bilbrough, YORKY023 3PJ
Charity Number 1116903

Bilbrough Village HalL. Cat Lane. Bilbrough, YORKY023 3PJ
Charity Number 1116903
Cash
CAF CurrentAccount- Unrestricted
CAF Deposit Account Unrestricted
CAF Deposit Account Restricted
1.742.74
38,946.84
999.49
24,568.51
20,653.27
0.00
* Counciigrant in 2024to be used on kitchen and toilet replacement and redecoration by3113125
41,689.07
45,221.78
Assets Retalned for Own Use- value unspeclfled
Kitchen & catering stems
Maintenance equipment
Sound system
Sundry incldentsis
OtherAsset
Llabllltles- Contracted for
Bilbrough Village Hall. Cat Lane, Bilbrough. YORK Y023 3PJ
Charity Number 1116903

Bilbrough Village Hall. Cat Lane, Bilbrough. YORKY023 3PJ
Charity Number 1116903
VILLAGE HALL PRIZE DRAW REPORT FOR2024
Totsi tickets sold: 74
Total raised= £1480
Proceeds to Village Hall funds = £740
Proceeds as prizes- £740
2024ticket sales were up Slightly on the previous year, realising £740for both hall funds and
st
prizes. The decision was made to continue with five cash prizes per draw (1 prize- £50: 4
others at £30), with the remaining prize pot affording one extra prize in December.
Avenues for simplifying the ticketing process are still limited (for both ourselves and payees) as
we stlll have to distinguish dr8w payments from others 8nd manually distribute the numbers.
However, the vast majority of entr8ntS 8re'regulars'who are nowfamiliar with the routine. The
village WhatsApp group is also a helpful tool for promotion.
The draw is reliable fundraiser which also serves to keep the VH in people's minds, so it's always
worth the effort.
Elliott Noble
Prize Draw Secretary
1 April 2025
Bilbrough Village HaLI, Cat Lane. Bilbrough, YORKY023 3PJ
Charity Number 1116903

Bilbrough Viuage Hall, Cat Lane, Bilbrough. YORKY023 3PJ
Charity Number 1116903
BOOKING REPORT
Annual General Meeting- Aprll 2025
Hall hire receipts in 2024 were £3,686.50 up 37% on 2023 but are flattered by a large late
2023 payment made in 2024 and some advance 2025 payments made in 2024. Looking at
the receipts by event date shows rental hours up 7% to 328 and income up 15% to
£3,110.50 reflecting a full year in 2024 of the increased hire charges of £10 p.h.
Below is a breakdown of the income from the larger regular bookings:
Girl Guldes
Yoga
Wine Club
Partles
Dance aasses
£593
£570
£180
£235
£360
While our income has seen a modest increase, we would benefit from securlng more regular
bookin85. Earlier this year, efforts were made to attratt additional Parent and Babvnoddler
classes, but thi5 only resulted in one new booking which was a one off. If there are specific
classes or activities that villagers would like to see offered, l am happy to explore options to
bring them to the hall.
We continue to host a range of regular bookings at the hall. These include the Girl Guides
on Monday evenings, Yoga on Tuesday mornings, and a monthly Stay and Play session.
Unfortunately, the additlonal yoga class that took place on Tuesday evenings ceased in
March 2024 due to low attendance. The Wine Club and Parish Council remain frequent
users of the hall, and throughout the year, we have accommodated various adult and
chlldren's parties and hosted the General Elettlon. Vlllage Socials have also been well
attended and following the kitchen modernisation the Committee decided to offer the last
social event In 2024 and the first in 2025 free of charge to promote the Hall.
In addition to these, the hall Is used free of charge for charitable community 8atherin8s such
as the monthly village coffee mornings and church-organised events. including the
Christmas Fair.
We have welcomed several new bookings this year, including a dance class every
Wednesday afternoon. meetings for the Friends of St Marfs, other ad hoc meetings, and an
unusual request from a company using the car park as a drone landing zone. Additionally, a
musical group from Belgium, practicing in the church, used the hall for their lunch and toilet
breaks, and we also hosted the Rhythm Time toddler group on a lovely sunny Sunday
afternoon for a tea party.
A significant development this year has been the introduttion of an online booking
system, Lemonbooking, which was implemented in November. This system allow5
customers to check live availability and book directly via the website, streamlining the
Bilbrough Village Hall. Cat Lane, Bilbrough, YORK Y023 3PJ
Charity Number 1116903

Bilbrough Village Hall, Cat Lane. Bilbrough, YORKY023 3PJ
Charity Number 1116903
process. We have already received a few new bookings for 2025 through this system, which
has proven to be a more efficient approach.
Additionallyi we have updated and introduced new policies. The first change was to our
Terms & Condition5, which were previously outdated and difficult to navigate. These are
now automatically generated when a booking is made online. Furthermore, we have
established policies for Equality & Diverslty. Health & Safety. Fire Safety* Safeguardin&
Environment, and Data Protection. All of these can be accessed via our website.
2025 has started positively with a number of bookings, in particular Jazzy J's. who left a few
years ago as they had set up their own studio in Acomb, but now need additional space so
have booked 2 hours on a Thursday evening during term time up to July 2025.
We look fonNard to another year of community engagement and continued improvements
to our hall's operations.
Samantha Dalton 24/3125
Bilbrough Village Hall. Cat Lane, Bilbrough. YORKY023 3PJ
Charity Number 1116903

Bilbrough Village Hall, Cat Lane, Bilbrough, YORKY023 3PJ
Charity Number 1116903
endix B-The Inde
endent Examiner's Re
ort
The Trustees agreed to request an independent Examiner's review at the AGM 21/4125
Bilbrough Village Hall. Cat Lane, Bilbrough, YORK Y023 3PJ
Charity Number 1116903

CHARITY COMMISSION
FOR ENGLAND AND WALES
Independent examiner's
report on the accounts
Section A
Independent Examiner's Report
Report to the trusteesl
members of
Bilbrough Village Hall
On accounts for the year
ended
31 December 2024
Charity no
(If any)
1116903
Set out on pages
I report to the trustees on my examination of the accounts of the above
charity {'the Trust") for the year ended 3111212024
Responsibilities and As the charty trustees of the Trust, you are responsible for the preparation
basis of report of the accounts in accordance with the requirements of the Charities Act
2011 {°the Ad.).
I report in respect of my examination of the Trust's accounts carried out
under section 145 of the 2011 Act and in carying out my examination, I
have followed the applicable Directlons given by the Charity Commission
under section 145{5)(b) of the Act.
I have completed my examination. I confirn 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:
accounting records were not kept in accordance with section 130 of
the Act or
the accounts do not accord with the accounting records
I have no concern8 and have come across no other matters in connection
with the examination to which attention should be drawn in order to enable a
proper understanding of the accounts to be reached.
. Please delete the w0￿S in the brackets rfthey do not 8ppIy.
Independent
examlnorf8 statement
Slgned:
Date:
27 September 2025
Nam8:
M E Brown
Relevant professional
qualifiGation(s) or body
(If any):
Retired ACA
Address:
Zetland Cottage, Bilbrough, York Y023 3PH
Section B
Disclosure
Only complete if the examiner needs to highlight ffiattorgpof GOn￿M (see CC32,
Independent examination of charty accounts- diréctions and guidance for
examiners).
IER
October 2018

Give here brief details of
any items that the
examiner wishes to
disctose.
IER
October 2018

Bilbrough Willa8e Hall Charity Number 1116903
Receipts & Payments Accounts 2024
BJlbmuAhVllla8e Hall
CharJty14umberllW8
Catlane BllbroLt8h Y023PJ
Trnstse$:
S Dalton apwnted 191¥24
BBu5sell
TGre80ry appolnted 1913124
L Kni8ht
Loxley
E Noble
LGledhlll resi8ned W3124
H Hotfield ￿stEned Jy3124
B RNs50n ￿SIgned W¥24
Ashaw ￿SIgned W3n4
BIl￿vIll¥•H￿l
ChwLtyNumberlllfAiB
Retelpts & P•￿*)tsAc(OUnIs
Forthe Year Ended 3181 Lknmb•r%l
Reulp
H?11 & Equlprftentmlre
S￿181 & Fund Raislnt Events
Grants& Donatlons
Villa8e Lottery Oraw
InierestReceived
MIS￿[1•￿e0us
s,￿50
169&SO
ts,251.OJ
I4￿.0)
4135.61
261,33
343.$5
Electriclty Char8es
Water, Sew4e & Surface Watercharyes
Insuran￿ PrEmlum5
Cleènlng & Matertal Costs
Soclal & Fund Ralsln8 Events
Village Lottery Draw
Properry Molnten•n
Modernls8tlon
Equlpment
LI￿ncIng& Fees
Internet Fee
8ankCharees & MIS￿14￿￿￿e0us
T2&4)
231.
71I15
aoj
710.CQ
1,37T.53
24,011.43
228.17
164&n
rl)
373.66
417.76
876.26
7,742.89
EX￿5$ Income ovef expendltu
-1532.71
.1455.95
un￿st￿￿e￿ Funds br0u8htf0￿ard
45.221.78
47.6TI.TJ
Funds arrf•d forward
St•t•mertolAHets
C4F CutrentA((ount-Unr•strtcted
CAF Dep051tA(count Un￿$t￿tted
CAF tJeposltAtosunt Restrlttod
L742.74
a8,￿5.67
24.56851
20,653.27
Q). Council grdrt to
used on kitchen and toilet
rethcoratlon bv
3110312025
4l&89.07
45,221.78
Assets RetalnHdforOwnUs*.vlue
Kltthen &caterin8ltern5
VASntenan￿ equipment
sound systern
Sundry ifi¢identa15
Ll*bllllle5. Contrat*dloY
Pagelof2

Bilbrough Village Hall Charity Number 1116903
Receipts & Payments Accounts 2024
Approved by the Trustees
Chair & Treasurer
27 September 2025
Independent examinerfs report
I report in respect of my examlnation of the Trust's accounts for the Year Ended 31 December 2024 and
confirm that no material matters have come to my attention in connection wlth the examination which glves
me cause to believe that in. any material respect:
appropriate accounting records were not kept or
the accounts do not accord wlth the accountin8 records
I have no concerns and have come across no other matters In connection wlth the examination to which
attention should be drawn In orderto enable a proper understanding of the accounts to be reached.
M E Brown
Retlred ACA
27 September 2025
Page2of2

CHARITY COMMISSION
FOR ENGLAND ANO WALES
811brough Willage Hall
Receipts and payments accounts
CC16a
For the perlod
from
0110112024
To
31112r2024
Section A Receipts and payments
Unre8trlct
funds
to th• n￿1•￿t
Restrlctod
funds
Endowment
funds
Total lund8
Last year
to th# ￿￿1•￿t£
to th• noNe•t£ to th• to th• n•amt£
A1 Recelpts
Hire Fee5
Fund raisin
events
Interest on rJeposit acLounts
Donations & grants
Miscellan•tyJ8
436
19,251
ub total(Gmss incoma for
AR)
19.2SI
26,343
A2 A888t and invagtmont •ale8.
(••• tsble).
Sub total
6,092
19.251
25,343
5,287
A3Pa
ment8
Lbght & heal
Watèr 8 sewago
Insurance
R•pairs 8 Maintenance
ModertgaNon
Intern&t lees
Fund raisln9 cost#
Bonk ch8rq85 & m58c•llan8OU4
Licen
& Fees
726
231
719
1,888
4,395
419
710
108
2.104
726
231
719
1.885
Z1.975
418
710
108
2.104
678
17,880
418
1,128
eo
2,71T
Sub total
11,298
17,580
28,876
7.743
A4 Asset and Investment
purchaBe8, (see table
Sub total
11,298
17,580
28076
7.743
Net 0freceI￿(PaYMents)
A5 Tran8fer8 between fund8
A6 cash funds last year end
Cash funds this year end
5.204
1.671
3.533
2,4S6
45,222
40.018
45,222
41.689
47.678
5,222
1,671
CCXX R1 a(£ounts ISSI
26109J2025

Section B Statement of assets and liabilities at the end of the period
Unrestricted
funds
to ￿areStE
Restrlctod
fund8
to nearest£
Endowment
fun(ts
to n••r•st £
B1 Cash funds
CAF ￿rrent ￿)Unt
1.743
CAF depo8itacÈount
38,275
1.671
Total cash funds
40.018
1,671
acowrt(ill
Unrestrlcted
funds
to nDJr8St£
Restrl¢t•d
funds
to ng•r•gt£
Endowment
fund8
to nearesl £
Fund towhlch
Co•t loptlonal)
eurr•nt Valu•
onal
Dptail$
Tables & chalre
Fund to whlch
a•••t bglon
Cmt (optlonal}
Current ￿1￿9
tlonal
B4 Ag8ets r•talnod for the
Gharlty'8 own u8•
Canteen & caterlng item$
mBinIenan￿ eq￿prnent
Sourtd. Wifi & intem&l system
Fund to whlch
r•lat•8
Amount du•
nal
Vlhèn duo
ttOMI
B5 Llablliti08
Stgn8d by on8 or tru$t88S On
behalf of all th8 trustees
&gnatuie
print Name
Date of
roval
B BussoEI
2711)912025
CCXX R2 accnunts {SSI

Bilbrough Village Hall. Cat Lane. Bilbrough. YORK Y023 3PJ
Charity Number 1116903
endix C- The Reserves
(presented and agreed at the Trustee Committee meeting 214125)
oli
Introductlon
The trustees considerthe level of reserves held are an important part of the financial
management and forward financial planning of the Village Hall charity. Currentlythe Hall
broadly runs at a lost of £3,000 p.a. allowing for maintenance costs over a financial year leaving
it exposed to the risk of significant necessary additional expenditure and the potential loss of
hire income. Plans are in place to increase income overtime to at least a break-even level.
The H811 has received generous COVID-19 gr8nts frorn the local council in the past and this
prompted the development of a Reserves Policy.
The Hall has r8ceived a grant from the UK Shared Prosperity Fund for the replacement and
renovatlon of the kitch8n and toilets.
Pollcy
The policy is to'build resilience" while recognising that:
higher than expected reserves may tie up money unnecessarily and riskthe charity's
reputation by holding substantial unspent funds at the year-end without explanation,
too lower a level may increase the risk to the Village Hall of being unable to Carry on its
activities.
Consideration is therefore given to:
The risk Of unforeseen emergencies and day-to-d8y operational costs,
Grant funding sourcing being unavallable in the future,
Planned commitments or proposed schemes that cannot be met byfuture income
alone,
The need to fund short-term deficits in a cash budget before any funding grant is
received,
Loss of revenues from hire income Which is dependent on a narrow user base,
Lack of income from the fund-raising events,
An increaso in village housing stock, population mix and growth.
The Village Halltherefore seeks to maintain unrestricted reserves capable of covering".
Required working capital to cover day-to-day expenditures and cope with lost short-
term revenues.
Medium-term liquidity in the event of losing a major hirer,
Maintenance and repair of the Village Hall to maintain the fabric in good condition and
meet the needs ofthe community.
Quantum of Reserve
Bilbrough Village Hall. Cat Lane. Bilbrough, YORKY023 3PJ
Charity Number 1116903

Bilbrough Village Hall. Cat Lane. Bilbrough, YORKY023 3PJ
Charity Number 1116903
With the above points in mind the trustees consider that ideally 8 reserve shouLd be held that
covers the higher of:
£25,000 to cover an unexpected, one-off material investment in infrastructure of the
Hall,
Sustained loss for up to 5 years of hire income totalling some £9.000 p.a. Say- i.Q.
£45,000.
So a suitable reserve is calculated to be between £25,000- £45,000.
Bilbrough Village Hall, Cat Lane, Bilbrough. YORKY023 3PJ
Charity Number 1116903

Bilbrough Vill8ge Hall, Cat Lane. Bilbrough, YORKY023 3PJ
Charity Number 1116903
Current funds
As 31" December 2024the Hall has a total of c£41.689 at its disposal. Approximately £1,000 is
earmarked forthe completion of the kitchen and toilet renovation. The trustees are planning
further significant work on the exterior {painting, replacing doors, replacing cracked and blown
windows).
Annual Review
It Is recommended that the reserves policy is reviewed annually at the AGM.
Brian Bussell
Chair l Treasurer
114125
Bilbrough Vil18ge Hall. Cat Lane. Bilbrough, YORKY023 3PJ
Charity Number 1116903