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2024-03-31-accounts

South Bookham SPACE Limited

Report and Financial Statements

Year ended 31 March 2024

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South Bookham
S P A C E
The Sports And Community
Environment
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South Bookham SPACE in brief

South Bookham SPACE Limited is a registered charity and manages the South Bookham SPACE (SPACE ), Dorking Road, Bookham, Leatherhead, Surrey KT23 4PB, the outdoor Multi Use Games Area ( Outer SPACE ) and ( Social SPACE), the first floor extension intended to provide better social facilities for users of Outer Space and an alternative area for small exercise classes and meetings.

We have approximately 20 regular class providers who use SPACE, Social SPACE and Outer SPACE and weekly activities typically operating for local residents include:

At weekends SPACE is reserved primarily for private children’s parties.

We were also able to make SPACE available to the Leatherhead Primary Care Network to hold Well Being sessions and to Clarion Futures who have restarted their monthly Clarion House Surgery sessions. The Community Fridge also used the SPACE car park for distribution on a Thursday for much of the year.

For further details of activities, or to hire either SPACE, Social SPACE or the Outer SPACE please visit our website at www.southbookhamspace.org.uk

Directors and Trustees John Chandler Nancy Goodacre Andrew Matthews

Company Secretary Nicholas Williams

Honorary Independent Examiner

Keith Watson

South Bookham SPACE Limited Report and financial statements 2024

Trustees’ Report

The trustees are pleased to present their report with the financial statements for the year ended 31 March 2024.

Objectives and Activities

The objects of South Bookham SPACE Ltd (“the Charity”) are set out in the charity’s Memorandum of Association and in summary are:

In pursuit of those objects the Charity manages the South Bookham SPACE and hires its facilities to members of the public from Great Bookham and the neighbourhood, to members’ clubs and to those who wish to provide services to the local community consistent with the charity’s objects. The Charity seeks to ensure that the various regular users provide a diverse range of activities for both young people and adults. The trustees have had regard to Charity Commission guidance on public benefit.

Achievements and Performance

The financial year 2023/24 has been steady with regular and established hirers continuing to offer a variety of classes as in previous years. In particular the Bookham Bootcamp team have seen a significant increase in numbers attending each session as they build a supportive community for mental health and fitness of attendees.

There has been a some income growth from these regular hirers as they add extra classes but it has been offset by a number of the smaller hirers leaving for a variety of reasons not related to SPACE. There has been interest in the new regular hirers who include two U3A groups offering Chess and Archaeology sessions and Sound Bath and Singing Circle classes.

We have also been able to offer free use of SPACE to Leatherhead Primary Care Network to hold Well Being sessions and for Clarion Futures to restart their monthly Clarion House Surgery sessions. Unfortunately the numbers visiting The Community Fridge were not sufficient to maintain their presence and visitors are now directed to the same at Bookham Baptist church.

We are looking forward to the new hirer Montessori Stay and Play being able to run their sessions in Bookham as there is no local offering and new Pilates classes starting in September from an existing hirer.

Party and other one-off hire activity has grown considerably over the year with some 50 parties plus ad-hoc income from UK Cycling and polling station use.

As can be seen in note 4, heating and lighting are the charity’s most significant costs despite a fixed price contract that will expire in 2024. These costs also demonstrate the carbon footprint created by SPACE. Last year the Trustees decided to invest in a major solar panel installation that will help to offset these costs and substantially reduce the environmental impact of the charity’s activities. The installation of the new solar panels and associated control equipment took place at the end of 2023 with the formal handover early in 2024. We have a Smart Export Guarantee Tariff with Scottish Power and expect to generate a good feed-in income stream to offset our energy costs which will increase when our fixed price tariff comes to an end in August 2024. The total project cost including all planning applications, surveyor & legal fees, and installation was £33,965. We were delighted to receive the support of Mole Valley District Capital Grants and The Thomas Flack Fund, who provided grants of £12,500 and £10,000 respectively. SPACE contributed £11,500 from unencumbered reserves. We are very grateful to our Facilities Officer Andrew Matthews who worked closely with the provider to ensure a smooth installation with minimum disruption to our users.

The storage batteries and control equipment for the solar panel system are located in the storage cupboard off the main hall. Work to address the ongoing damp problems in this cupboard was therefore prioritised at a cost of £3,300. This included the surveying and the internal tanking of the large storage cupboard to prevent rising damp and penetrating damp form the outside wall and was completed in July 2023.

We continued to deal with a number of sporadic maintenance issues including a blocked toilet and repairing the batteries on the stairlift to first floor Social SPACE. Routine maintenance of the fire extinguishers and fire alarm system and regular maintenance of the MUGA surface continued as usual. A new additional monthly cost is the maintenance contract for the solar panel system.

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South Bookham SPACE Limited Report and financial statements 2024

SPACE remains a Community Ally of Plastic Free Bookham. We avoid the use of single-use plastic items in our day-today activities; we include our stance on single-use plastic in communications and raise awareness and support plastic free initiatives in the community.

Financial Review

Income from hire of the South Bookham SPACE, Outer SPACE and Social SPACE totalled £21,887 (2023: £20,059) a 9% increase mostly from parties and greater use of Social SPACE, which we think reflects growing confidence post Covid. SPACE was successful in its grant funding bid to Mole Valley Community Fund and the Thomas Flack Foundation and were grateful to receive a total of £22,500 towards the cost of installing solar panels. We continue to receive small charitable amounts from the Amazon Smile programme and the Mole Valley Lottery, totalling £39 for the year. Members and users kindly made donations totalling £370 to cover the costs associated with activities to mark the retirement of the founding Chairman. Total incoming resources for the year were £44,796 (2023: £20,982).

Costs of charitable activities before impairment and depreciation totalled £13,534 (2023: £12,062).

Total resources expended including depreciation were £44,766 (2023: £21,242) leaving net incoming resources for the year of £30 (net outgoing resources for 2023: £260).

The charity ended the year with total funds of £88,860 (2023: £88,830). Cash balances were £40,488 (2023: £45,566).

Reserves policy

The reserves policy adopted by the Trustees for the Charity is to build up a maintenance reserve of £30,000 by 2025 to meet an expected increased need for expenditure on maintaining South Bookham SPACE. In accordance with this policy, the trustees have transferred £5,000 to increase the maintenance reserve to £20,000.

Plans for Future Periods

Our plans are very much focussed on promoting the range of facilities to attract new regular hirer activities as well as provide greater marketing support for our regular users. Our new Marketing Officer, Natasha Matthews continues to regularly promote SPACE on a range of social media channels and she actively works with new and existing users to help them promote their activities. These initiatives together with more traditional marketing activities has resulted in a significant increase in traffic to the SPACE website.

Structure, Governance and Management

The charity is a company limited by guarantee, registered in England & Wales, company number 7318693, and is a registered charity in England & Wales, registration number 1141705. The registered office is South Bookham SPACE, Dorking Road, Bookham, Leatherhead, Surrey KT23 4PB.

The charity was incorporated on 19 July 2010 and the governing document is the Memorandum of Association of that date. The powers of the Charity are exercised by the directors who are also trustees for the purposes of charity law. The trustees are answerable to the members of the Charity. One third of the trustees must submit themselves for re-election at each annual general meeting, together with any trustees appointed since the previous annual general meeting.

Membership of the charity is open to any individual or organisation that applies to the charity in the form required by the trustees, pays the membership fee (currently £5 for 5 years) and is approved by the trustees. The trustees welcome applications from any individuals or organisations with an interest in the charity’s objects. The liability of members is limited to £10 each in the event of a winding-up of the charity. The trustees are pleased that many regular users of the South Bookham SPACE have become members together with many local organisations, to help ensure the Charity acts in the best interests of the local community.

Day to day management of the charity’s affairs is carried out by a management committee of the trustees and other volunteers nominated by the trustees. All appropriate members of the committee have been DBS checked. The management committee meets regularly. The charity has a formal induction pack for new trustees and reviews the need for training appropriate to each trustee’s responsibilities. None of the trustees or other members of the management committee receive any remuneration for carrying out their duties.

The Trustees wish to thank all the volunteers who give their time and expertise to support SPACE for free. They enable the charity to offer excellent facilities to the local community, while offering extremely low hire rates. We particularly thank our Booking Officers for maintaining excellent communications with existing and potential new hirers.

Very special thanks go to the Charity’s Chair of Trustees, Trevor Goul-Wheeker, who formally retired from his 14 year tenure at the end of the financial year on 31 March 2024. Trevor’s enthusiasm and vision saved this Community Facility which was in danger of falling out of use when he stepped in with a group of colleagues back in 2010. He led his fellow volunteers to refurbish the building with extensive improvements to the main hall, the outdoor multisport court, kitchen

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South Bookham SPACE Limited Report and financial statements 2024

Unaudited Statement of Financial Activities (including Income & Expenditure Account) for the year ended 31 March 2024

Year ended 31 March Year ended 31 March 2024 Year ended 31
March 2023
Note Unrestricted
Funds
£		 Restricted
Funds
£		 Total
£		 Total
£
Incoming resources
Voluntary income
-
Fundraising
-
Grants and donations		 2 -
39		 -
22,500		 - 792
Income from charitable activities 3 21,887 - 20,059
Other incoming resources 4 370 - 131
_____ _____ _____
Total incoming resources 22,296 22,500 44,796 20,982
===== ===== ===== =====
Resources expended
Costs of charitable activities (incl. dep)
Fundraising costs
Governance costs		 5
5		 13,534 31,232 44,766 21,242
_____ _____ _____ _____
Total resources expended 13,534 31,232 44,766 21,242
===== ===== ===== =====
Net incoming/(outgoing) resources 8,762 (8,732) 30 (260)
Funds at beginning of period 88,830 89,090
_____ _____ _____ _____
Total Funds at end of period 88,860 88,830
===== ===== ===== =====

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Unaudited Balance Sheetasat31March2 024
Fixed assets
Tangible fixed asseis
Note
6
Currentassets
Debtorsandprepayments
Cashatbankandinhand
7
8
Total assets
Current liabilities
Non-current liabilitIes
9
10
Total liabilities
Net assets
Funds
Unrestricted
11
Restricted
11
TotalFunds		 £
1,272
40,488		 2(124
£
60,210
101,970
13,110
88,860
88,860
88,860
£
2,181
45,566
--------­

3,246
10,527		 2023
£
54,856
47,747
102,603
13,773
3,517
9,593
88,830
87,922
908
88,830

South Bookham SPACE Limited Report and financial statements 2024

Notes to the accounts

1. Accounting policies

Accounting convention

The financial statements have been prepared under the historical cost convention and are in accordance with applicable United Kingdom accounting standards.

Funds accounting

Unrestricted funds are available for use at the discretion of the Trustees in furtherance of the general objectives of the Charity.

Restricted funds are subject to the restrictions on their expenditure imposed by the donors.

Incoming resources

Grants are included in the accounts when received.

Goods and services donated by third parties are included in income at their estimated value. In accordance with the Statement of Recommended Practice for Charities the accounts do not include either the value of services supplied by trustees and other volunteers or discounts provided by suppliers.

Income from charitable activities, comprising hire fees, is recognised as income in the period of hire.

Interest is accrued on a daily basis.

Tangible fixed assets

Depreciation is provided at the following annual rates in order to write off each asset over its estimated useful life.

Short leasehold premises - 8.33% on cost less impairment provision
Fixtures & fittings and plant & equipment - 20% on cost less impairment provision

Impairment provisions are made where necessary to reduce the carrying value of tangible fixed assets to their economic value to the charity having regard to the terms of the lease.

2. Grants

Grants:
Effingham Bridge Club
Amazon Smile
Mole Valley Lottery
MVDC Grants:
Thomas Flack Fund:
MVDC Capital Grant:		 Year ended 31
March 2024
Year ended 31
March 2023
£
£
686
22
12
17
94

-
10,000

12,500
_
22,539
792

3. Income from charitable activities

Income from charitable activities
Year ended 31 Year ended 31
March 2024 March 2023
£ £
Income from hire of SPACE/combined 16,800 15,376
Income from hire of Social SPACE only 2,559 2,134
Income from hire of Outer SPACE only 2,528 2,549
21,887 20,059

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South Bookham SPACE Limited Report and financial statements 2024

Notes to the accounts (continued)

4.
Other incoming resources
Year ended 31 Year ended 31
March 2024 March 2023
£ £
Membership fees 6
Interest income -
Key Deposits Received in year 125
Donations for Chair’s Retirement Activities 370
370 131
5.
Costs of charitable activities
Total Total
£ £
Rent and rates 556 606
Heat and light 3,859 4,336
Insurance 1,203 1,190
Subscriptions/PPL/PRS 202 158
Cleaning, including supplies 3,901 3,973
Maintenance, decoration & small fittings 2,513 1,019
Water 309 141
Marketing 213 122
Legal, professional & accountancy costs 430 442
Other expenses 128 75
Chair’s Retirement Activities 220
Subtotal: 13,534 12,062
Impairment provision 20,954 -
Depreciation 10,278 9,180
Total: 44,766 21,242
NB – The costs of the solar panel project and the damp proof work in the storeroom are on the balance sheet as
Leasehold improvements. Appropriate provision for impairment and depreciation are included in the above figures.
6.
Fixed assets
Leasehold land Plant and Fixtures and
& Buildings Machinery fittings Total
£ £ £ £
Cost
Balance brought forward 282,877 10,025 66,434 359,336
Additions 36,586 - 36,586
Balance carried forward 319,463 10,025 66,434 395,922
Accumulated depreciation and impairment provision
Balance brought forward 231,817 9,858 62,805 304,480
Depreciation charge & impairment
provision for the year 29,058 59 2,115 31,232
Balance carried forward 260,874 9,917 64,920 335,712
Net book value
Brought forward at 1 April 2023 51,060 167 3,629 54,856
Carried forward at 31 March 2024 58,589 108 1,514 60,210

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South Bookham SPACE Limited Report and financial statements 2024

Notes to the accounts (continued)

**Notes to the accounts (continued) ** **Notes to the accounts (continued) ** **Notes to the accounts (continued) ** **Notes to the accounts (continued) ** **Notes to the accounts (continued) **
7.
Debtors: amounts falling due within one year
2024
£
2023
£
Debtors
153
739
Prepayment of expenses
1,119
1,316
1,272
2,055
8.
Cash at Bank
2024
£
2023
£
Current account at HSBC Bank PLC
40,488
45,566
All cash at bank is guaranteed by the UK Financial Services Compensation Scheme
9.
Current liabilities: due in less than one year
2024
£
2023
£
Trade creditors
1,922
1,013
Other creditors
-
-
Income received in advance
1,295
1,483
Accrued expenses
-
405
Key deposits held
300
300
Cancelled Covid party, unclaimed fees
-
45
3,517
3,246
10.
Non-current liabilities: due in greater than one year
2024
£
2023
£
Income received in advance
9,593
10,527
11.
Funds
Brought forward
1 April 2023
£
Movement
in year
£
Transfer
£
Carried forward
31 March 2024
£
Undesignated reserves
18,973
(10,323)
-
8,650
Unrestricted funds - fixed assets
53,949
6,261
-
60,210
Designated fund – maintenance reserve
15,000
5,000
-
20,000
Total unrestricted funds
87,922
938
-
88,860
Restricted funds – fixed assets
908
(908)
-
0
Total funds
88,830
30
-
88,860
87,922
908
88,830		 938
(908)
30		 -
-
-		 88,860
0
88,860

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South Bookham SPACE Limited Report and financial statements 2024

12. Capital commitments

Capital commitments
2024 2023
£ £
Capital expenditure authorised:
Solar Panels Project* 33,965 -
Damp proof treatment storeroom 3,300 -

*including the £22,500 grant funding

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