## **The Grand Pavilion Ltd** ## **Report of the Operations Committee for the year ended 31 March 2023.** The Directors present their report and self-audited financial statements for the year ended 31 March 2023. ## **Reference and Administrative Information** Charity Name: The Grand Pavilion Ltd Charity registration number: 1140608 Company registration number: 7295460 Registered Office: South Parade, Matlock Bath, Derbyshire, DE4 3NR Operational Address: The Grand Pavilion, South Parade, Matlock Bath Derbyshire, DE4 3NR. ## **Charity Trustee Board** Mr Dave Mowle Chair Mr Nick Whitehead Treasurer Mrs Tanya Taylor Mr Andrew Brazewell ## **Operations Committee** Mr Nick Whitehead Chair Mrs Tanya Taylor Mr David Catchpole Mrs Lucy Woodhouse Mrs Jenifer Jacobs ## **Auditors –** N/A **Bankers –** NatWest Banking Group ## **Our Aims and objectives** Purposes and Aims Our charity’s purposes as set out in the objects contained in the company’s memorandum of association are to: - 1) To further or benefit the residents of Matlock Bath, Derbyshire and the neighbourhood, without distinction of sex, sexual orientation, race or of political, religious or other opinions by associating together the said residents and the local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for sport and recreation leisure time occupation with the objective of improving the conditions of life for the residents. In furtherance of these objectives but not otherwise, the trustees shall have the power:- - To establish or secure the establishment of a community centre and to maintain or manage or co-operate with any statutory authority in the maintenance and management of such a centre for activities promoted by the charity in furtherance of the above objectives. - 2) To advance the education of the public in the understanding and appreciation of the arts. - 3) Such charitable purposes for the benefit of the public as the trustees shall think fit. ## Ensuring our work delivers our aims We review our aims, objectives and activities each board meeting, generally twice per year. This review looks at what we achieved and the outcomes of our work since the previous meeting. The review looks at the success of each key activity and the benefits they have brought to the local community. The review also helps us ensure our aims, objectives and activities remained focused on our stated purposes. We have referred to the guidance contained in the Charity Commission’s general guidance on public benefit when reviewing our aims and objectives and in planning our future activities. In particular, the trustees consider how planned activities will contribute to the aims and objectives they have set. ## The focus of our work Our main objectives for the year continued to be the promotion the Grand Pavilion and our plans to bring it back to life as “A sustainable and beautifully restored **theatre, venue** and **community space** at the Grand Pavilion in Matlock Bath, **restoring pride** within Derbyshire Dales in perpetuity” The strategies that we have employed to achieve this objective in 2012 have been as follows: - To Use the Building Now - To Engage the Community - To Ensure Financial Viability - To Prepare for Bids to fund the re-development ## **How our activities deliver public benefit** Our main activities and who we try to help are described below. All our charitable activities focus on the building itself and bringing it closer to the community. Use the Building Now We have developed into a real community hub for many local groups including but not limited to: Pre-School Mining Museum Youth Theatre Dance Yoga Keep Fit Classes Theatre performances Music Performances Comedy Song writing Group Heritage Group Artist Studios The building is seeing more use now than in the last 30 years. ## Engaging the Community We have an outreach programme that involves a significant number of areas. The objective is to build up support within the community, so as to have a body of the public who support the plans, which we propose and the events which will take place once the plans have been implemented. - We have around 1,100 members of The Friends of the Grand Pavilion. - We organise regular tours of the Grand Pavilion building, explaining our plans for the future and inviting views of those who attend. During these tours, we also have a history section to explain the context of our project. - We use the press extensively to inform the public of what we are trying to achieve and what progress we have made. - We respond to other voluntary organisations when they need speakers. This presents another opportunity to discuss and consult with the public. - We regularly discuss the plans with potential users in the area and those who are already able to use the building in its current state. Through all these activities, The Grand Pavilion Ltd believes that it is meeting its strategy to engage the Community. ## Ensure Financial Viability The Grand Pavilion Ltd has the desire to retain funds to ensure that there is no circumstance when the building is unable to be used by an unaffordable maintenance issue to arise. During the year the charity has made a surplus. It is the intention to keep the spending pattern such that there will be a reserve built up each year which will keep The Grand Pavilion Ltd financially viable. ## - Prepare for Bids to fund the re development We actively look at grant opportunities to help restore and or improve the building for now and in the future. ## **Financial Review** We have moved away from being overly reliant on Membership fee income, with our main source now coming from rental and events income, although our Membership fees still play a vital role ensuring our viability. The more diverse income portfolio safeguards our short-term future and ensures that all building and other running costs can be met, as well as unforeseen costs. ## **Plans for Future Periods** All our public events over the past year have been successful and met our objectives. The charity plans to continue the activities outlined above in the forthcoming years. ## **Structure, Governance and Management** ## Governing Document The organisation is a charitable company limited by guarantee, incorporated on 25[th ] June 2010 and registered as a charity on 28[th ] February 2011. The company was established under a Memorandum of Association which established the objects and powers of the charitable company and is governed under its Articles of Association. In the event of the company being wound up members are required to contribute an amount not exceeding £10. All Directors give their time voluntarily and received no benefits from the charity. Any expenses reclaimed from the charity are set out in note 7 to the accounts. Recruitment and Appointment of Operations Committee The Directors have appointed members of the Operations Committee. ## Trustee Induction and Training Most trustees are already familiar with the practical work of the charity having been with it since the start. Potential new trustees are encouraged to take up the “Cooks Tour” of the building and have the history explained to them. ## Risk Management The Operations Committee has conducted a review of the major risks to which the charity is exposed. A risk register has been established and is updated at least annually. Where appropriate, systems or procedures have been established to mitigate the risks the charity faces. Significant external risks to funding have led to the development of a strategic plan which will allow for the diversification of funding and activities. Internal control risks are minimised by the implementation of procedures for authorisation of all transactions and projects. Procedures are in place to ensure compliance with health and safety of staff, volunteers, clients and visitors to the Grand Pavilion. These procedures are periodically reviewed to ensure that they continue to meet the needs of the charity. ## Organisational Structure The Grand Pavilion has an Operations Committee who meet monthly and are responsible for the strategic direction and policy of the charity. The makeup of the committee is described in the section above. ## **Responsibilities of the Operations Committee** Company law requires the Operations Committee to prepare financial statements for each financial year which give a true and fair view of the state of the affairs of the charitable company as at the balance sheet date and of its incoming resources and application of resources, including income and expenditure, for the financial year. In preparing those financial statements, the Operations Committee should follow best practice and: - select suitable accounting policies and then apply them consistently; - make judgements and estimates that are reasonable and prudent; and - prepare the financial statements on the going concern basis unless it is not appropriate to assume that the company will continue on that basis. The Operations Committee is responsible for maintaining proper accounting records which disclose with reasonable accuracy at any time the financial position of the charitable company and to enable them to ensure that the financial statements comply with the Companies Act 1985. The Operations Committee is also responsible for safeguarding the assets of the charitable company and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. ## Members of the Operations Committee Members of the Operations Committee, who are mostly also directors for the purpose of company law and mostly trustees for the purpose of charity law, who served during the year and up to the date of this report. In accordance with company law, as the company’s directors, we certify that: - so far as we are aware, there is no relevant information of which the company has not disclosed in its accounts; and - as the directors of the company we have taken all the steps that we ought to have taken in order to make ourselves aware of any relevant information and account for it. The accounts are approved by the Directors in a virtual meeting on 8[th] June 2023 and signed on its behalf by: ## **Mr Nicholas Whitehead (Managing Director / Trustee)** ## The Grand Pavilion Ltd ## End of Year P&L Accounts April 2022 - March 2023 ||TOTAL| |---|---| |Income|| |Cafe/Bar|26,595.59| |Event Ticket Sales|5,345.73| |Grants|12,000.00| |Membership Fees|205.00| |Rent|28,257.68| |Room Hire|15,321.00| |**Total Rent**|**43,578.68**| |Services|6,504.00| |Ticket Sales|11,475.08| |Unapplied Cash Payment Income|0.00| |**Total Income**|**£105,704.08**| |TOTAL|**£105,704.08**| |Expenditures|| |Accountancy|432.00| |Admin|2,929.92| |Bar Stock|8,935.26| |Cleaning|330.50| |Company Expenses|13.00| |Donation|-18.44| |Equipment|5,556.31| |Equipment Rental|954.00| |Event Expense|8,202.02| |Insurance Expense|16,715.93| |Miscellaneous Expense|2,682.34| |PayPal Fees|4.40| |Professional Fees|31,014.83| |Fire Safety Service|1,715.76| |**Total Professional Fees**|**32,730.59**| |Promotion|70.00| |Online Marketing|99.99| |Printing|1,093.40| |**Total Promotion**|**1,263.39**| |Refunds|50.00| |Repairs and Maintenance|8,208.42| |Utility Bill|10,638.79| |Website|35.88| |**Total Expenditures**|**£99,664.31**| |NET OPERATING INCOME|**£6,039.77**| |NET INCOME/(EXPENDITURE)|**£6,039.77**| **1/1** **Cash Basis Friday, 16 February 2024 08:25 am GMT+00:00** The Grand Pavilion Ltd is a small self-auditing organisation that prepares its own account. We used volunteers with accountancy and auditing background and skills to give support to the Operations Committee and Board and offer assurance to our membership. 07/06/2023 –GPL ops Committee