## **GRASSINGTON DEVONSHIRE INSTITUTE** **(A Charitable Incorporated Organisation – Registered Charity no. 1185815)** ## **April 2024** ## **CHAIRS REPORT FOR 2023** It has been a very busy year for all at GDI. We have been grateful to build on the sound foundations laid down by previous trustees and volunteers. My personal thanks go to David Wood who has been there in the background to fill in the gaps. Our board is composed mainly of new trustees stepping up and we have had a lot to learn. Each person has different skills which have enabled us to support each other and face each new challenge. All of them volunteer their time and energy freely to ensure the Charity survives and thrives. We rely on volunteers to run GDI. Special thanks must go to Andy Booth and Andy Thornton who have continued their efforts with the sound and technical side of things. Our new membership secretary, Kathy Merson, has done an amazing job keeping the records up to date, whilst Cathy Doyle continues as our effective bookings’ secretary, who not only watches over the bookings, but is able to add so much more support to the users with her experience. Special mention must be made of our caretakers, Derrick Lee and Peter Earl who ensure the effective day to day running of the facilities. Without all these individuals GDI would struggle to exist. Andy Thornton has now completed a full year as our treasurer and we are very grateful to him for all his hard work, especially in trying to sort out bank accounts and utility companies, who have been a real challenge this year. He has moved our accounting from paper to computer based, with more detail which makes it difficult to compare with previous years’ submissions. Andy will be ready to give any clarification at the meeting. Our audited accounts reflect income and funding for ongoing projects given in 2023 which we will be spending in 2024. 2024 marked the start of a new relationship between the GPC and GDI which is laid down in the terms of the new 25-year Lease. This was agreed by solicitors and ratified in a vote of the membership. We are now working in harmony to discuss maintenance and urgent issues concerning the building and how monies are spent to tackle these. Having a long-term maintenance programme will help to improve the running of the facilities and prevent serious problems arising in the future. The lease will allow the GDI not only to sub lease the undercroft but also allows us to work together to apply for grants. A Town Hall Pot, which is funded by the Parish Precept, is agreed each year and is already making a difference to what can be planned and afforded. The monies allow us to offer fund matching for grants which enabled us to turn £20k into £50k on one grant alone. The condition of the building has long been of concern due to its age and the need for major repairs and this year things caught up with us. The roof on the Institute was found to need urgent work and this was soon followed by serious damage to the roof over the stage during the recent storms. A decarbonisation report from Jan 2023 showed a list of changes needed to increase the thermal efficiency of the building which, if completed, would also reduce energy costs and be environmentally beneficial. There was no way the GPC or GDI could have covered the necessary works, so we applied for a number of grants to complete these and my grateful thanks goes to Louise Close, Clerk of the GPC, who has worked with us on this. In the last year we are delighted to have had grants from the following groups: ||| |---|---| |The Duke of Devonshire Charitable Trust|£5,000| |NY ProsperityFund|£49,950| |Yorkshire Dales Millenium Trust|£4,000| |Fundraisingfrom individuals|£10,275| |Councillor Richard Foster(Ward Member Grants)|£545| The major items covered by these grants include renewed roofing, the replacement of the final single glazed outside windows in the hall and snooker room, new doors, including an automated one at Moor Lane, insulation and essential new wiring in the hall. We could never have imagined a year ago we would have been able to complete these works within the year. Recent reports have also highlighted the age of our main boiler and expensive repairs were needed this winter. We heard at the end of March that the boiler could not be repaired which was a blow as the replacements are not only expensive, but urgent and prevent us considering further other forms of heating at this stage. I am delighted with the way the GPC and GDI immediately started to work together to find a solution to the issue which will serve us well in the future. The Town Hall also needs constant repairs and improvements, and grateful thanks go to ‘Team M’ and the many individuals and professionals who have helped us. The number of works is far too long to mention them all here, so I have added them as an addendum at the end. Whilst many never notice the changes, they are considerable, expensive and time consuming. From the new cooker hood in the kitchen which required drilling through the wall to new sealed floors and pillars outside Moor Lane. Barrie Doyle, Rob Arnott, Derrick Lee, Peter Earl and so many others have worked their magic and shown such a wide range of skills. The changes to the bar area are a great example of how things work. A need was identified by those who use the bar and the ideal lay out found from professionals who hire it. Then we raised money at a ‘bring and buy’ sale, a grant paid for the wiring, kind gifts from The Players and Panto and the amazing skills of Team M. The results are now being enjoyed by everyone who uses the bar at the various events. Thanks also to Will Binns and his team for their hard work in running the bar at the many events and ensuring the equipment and stock is ready for action. Another concern mentioned in pasts reports is the loss in running costs we face each year which is unsustainable in the long run. Discussions for a new business plan have helped the trustees to focus on this important issue. We have limited sources of income which we need to develop to cover these costs. ## **Membership** This continues to grow, and we have now reached around 300 with a goal of 325 by Christmas 2024. We need your help to do this – please take a spare form and encourage your neighbours and friends to join us. The fee has stayed at £2 per month since its inauguration and we encourage those who can to increase their contributions. Members are important not just because they help us to raise important funds but are evidence for grant bodies that we are supported by the community. ## **Rental Income** . Our bookings are constantly increasing and there are times when we are now struggling to cover the demands at peak times as there are now 25 clubs who are based at the Halls (see list). In 2024 The Trustees had to make the hard decision to increase the cost of rentals and whilst this does not cover the true costs it is a step in the right direction. There are still times when the facilities have space so do enquire if you have a new idea. ## **Gifts and donations** These have been most welcome and continue to add to our accounts and have included some significant monies left in wills and our sincere thanks go to the families of John Benson and Andrew Jackson for recent gifts. It is worth noting that nearly all gifts and memberships can be gift-aided which allows us to get another 25% which is significant. ## **Events - GDI** We have a proud tradition of encouraging a wide variety of events and activities and this year has been no exception. Trustees have been busy running events to cater to all tastes and raise vital funds. From traditional Dales music to a great Abba tribute night, Talks about Wainwright, Silent Discos, Christmas Craft Fair, bring and buy sales and so much more. Our regular series of Live Opera and Ballets from the Royal Opera House have continued and our regular Christmas Brass Band concert. We have hosted shows, school nativity plays, concerts supporting local charities including Fell Rescue, Aid for Ukraine and Manorlands, first aid courses and public meetings including the GPC and village Forum. Part of our mission is in the interests of social welfare and hence we endeavour to offer services to all ages and social groups. GDI continues to host Lunch club and we are busy developing links with local schools offering opportunities which enrich the life of our young people. The number of Clubs and Activities have continued to grow as the list at the end shows and that does not begin to indicate all the other events we are hosting. We are always ready to listen to the request of the community and one new group in January was ‘IT for the terrified!’ Thanks to financial support from Councillor Richard Foster and a number of volunteers we were able to arrange training sessions for 1to1 help. It was great to hear people’s delight as they sent emails and pictures for the first time. On a personal note, one of the most rewarding additions this year have been the monthly children’s events which have been regularly oversubscribed. GDI is committed to providing for ever-changing local needs and the increasing number of young families who are now using the building show a healthy future for the facilities. From a Harry Potter Party, bowling evening and craft activities to a full day of Elf School where over 120 children enjoyed a magical experience it has all been happening. Many events have been sponsored by individuals in the village to whom we are very grateful. ## **THE UNDER CROFT PROJECT** A keyway to cover any deficit in running costs and to enhance what GDI can offer in the future is to find the money to convert the old flat at the front of the building. By renting it out we can give long term security for all our present users. A professional designer has been employed to draw up possible plans and we are advertising the rental. We had hoped to use a recent bequest towards this project but the boilers need to take priority so we will soon be ready to hunt grants and encourage local fund raising to enable the work to be carried out. We will keep you informed as this project develops or please do contact me should you have any ideas for fund raising. ## **Advertising and IT** Our thanks goes to Hovis Scholey for all the work he has done this year to bring the website in house and to regularly update it. Linked to this was the introduction of ‘What’s On’ which goes out to all members every month to advertise all that is happening. Our thanks go to Laura Ward for the regular articles in the Craven Herald and Parish Magazines and the effective use of social media that has really allowed us to get information out there. New notice boards inside and outside the building allow better use of traditional posters. We have been delighted to welcome Joshua Tywang as a volunteer at GDI as he completes his Gold Duke of Edinburgh Award with us. From his turn as an Elf in charge of snowballing to learning how to wind the clock his service has been much appreciated. I cannot pretend it has been an easy year but the constant encouragement from so many in the village has kept us going. Comments such as those below show how important the facilities are: ‘It is the place which holds our community together’ ‘Coming here is inspirational and helps me with socialising’ ‘It gives me a place to relax and helps with my mental well-being’ So that was last year, but I wonder what we will be saying in twelve months! I ask you to be part of the story in whatever way you can. Come and help at events, become a trustee, help us fundraise – there is something for everyone. It is your town hall! Hazel Drew Chair of Trustees **----- Start of picture text -----**
Grassington Devonshire Institute Treasurer's Report
Date: Tuesday, 9 July 2024
Opening Balances 1 January 2023
Santander £ 11,037.45
Barclays Community Account £ 13,767.50
Skipton Building Society £ 70,150.89
Cash £ 155.00
Total Funds 1 January 2023 £ 95,110.84
Income to date
Account Description Credit
Donations £ 13,649.31
GDI Events - bar £ 1,886.89
GDI Events - other £ 4,824.33
Gift Aid £ 1,214.86
GDI Events - door £ 5,941.56
Grants £ 9,450.00
Investment Income £ 1,444.41
Membership Subscriptions £ 7,146.00
Miscellaneous £ 150.98
Room Hire £ 30,992.50
Grand Total £ 76,700.84
Expenditure
Account Description Debit
Advertising £ 70.00
Bar Equipment £ 259.29
Bar Stock £ 994.45
Council Tax & Waste £ 1,025.49
Donations £ 100.00
Electricity £ 4,195.28
Employment £ 21,425.87
Fire Safety £ 190.80
Gas £ 14,072.98
GDI Events £ 5,430.45
Insurance £ 716.51
Licences £ 836.00
Lucky Dip Payout £ 600.00
Maintenance & Repairs £ 5,871.30
Miscellaneous £ 769.92
Office Expenses £ 194.54
Professional Fees £ 8,447.40
Projects £ 5,047.57
Sundries & Consumables £ 1,251.15
Telephone & Internet £ 512.62
Water £ 1,258.56
Website £ 540.72
Grand Total £ 73,810.90
Surplus/Loss to date 9 July 2024 £ 2,889.94
Funds at 9 July 2024 £ 98,000.78
Bank Balances as of 9 July 2024
Santander £ 89,694.13
Barclays £ 7,813.50
Skipton Building Society £ -
Cash £ 493.15
£ 98,000.78
Others
Long Term Liabilities Event deposits £ 550.00
Reserves & Ringfenced Funds £ 59,406.79
Total Restricted Funds £ 59,956.79
Available Unrestricted Funds £ 38,043.99
**----- End of picture text -----**
_Andy Thornton - Hon. Treasurer Grassington Devonshire Institute 48 Main Street_ Grassington North Yorkshire BD23 5AA _Registered Charity Number : 1185815_ Grassl Recel Mts iU58 and Pa ntsftKthe ear ended 31 D Ileceipts {ii 76.701 64,678 ments Direct char￿￿)Ie expendture Other expendlturÈ 68.234 5,577 73,811 J.661 6,617 97.278 Net recelptsllpaym￿tsI lor the year Add Cash funds at Wlnnlng ofyear Cash funds at the end of year 132,ElrfJl 127.710 95,110 95.110 Santander curr•nt account M*m￿lshIp and LLKty Oip account IBartlaysl Skipton Bulldin8 So(￿ty account Cash Cash fl¢Mt 11,037 13,767 70,151 55 7.814 492 98,000 693 98,693 -550 98,143 95,110 1,397 96,S07 Debtor.. Hall Hlre Credkors 96,507 Approved on: Frlday, 22nd March 2024 H Drew, Ch&rperx For and on beh?11 of the Tw5tees Treasurer Gra Ire Instl Notes to the accounts for the stered ar ended 31 Number: I ber 2023. 2023 2022 t)onations Grants Rent of H Local Organlsatlons Weddings Membership and Lucky Dip account Fundralsers IncludSn8 refreshments Investment income Other recdpts Gift Ald Refvnds 13,649 9.450 4,289 15.726 29,510 1.450 7,146 12,686 28,253 3,500 6,132 4,789 423 553 834 179 64,678 151 1.215 76,701 121 har Repairs and malntenan¢e 3,154 5,066 Electrlclty Gas Water Caretaklng staff costs Trade waste Licences, fees and Insurance Event fees Rates Projects Refunds Lucky Dip Payments 4,195 14.073 1,259 21,426 435 io.(M) 7,454 590 5,330 8.665 997 20.123 414 4,093 2,813 435 41,232 943 550 90,661 68,234 Stationery Telephone & Wl.Fl Purchase and replacement oFequipment AdvertIsIn￿phOtOcopyln6 M15cellaneou5 expenses Donation 656 2,813 1,893 513 191 1,321 ILK) 5,577 450 6.617 rNnerShipOfth?￿5yryt￿ f￿￿￿re IbW*thel¢heTown ￿￿111$￿￿2¢dth Gr*rf P3rfsh CouDuI. Tho Partshcw￿l al￿￿5 theTN5teest¢4x*ratethtrbJikliw and goi* resp?￿￿lity1￿lhe￿alM&¥￿r￿Q ofth@ In1￿￿al￿10rthO upkeEp. renew¥aThY impr￿ent of all the fatilitie5thuwfy Under thecurreni itvmsof the weement thè PaA5h Coundl all fwnStwe ar￿equIP￿ tythetrustee>lw*4e in D¢n•tb Grft Grants Irh*stment IrKorr M•nthrshipSubscWIs M15cellafieaus Rccffl Hlre GDI Events.d Events.trar fjcl EV￿ts. other Ji 121al.86 9ASO L444.41 7.146.O) S.941.56 4,824.33 P•rA(Q￿nts 7&7CQ.84 Coun¢ll T*¥ & W•>t• Qonatlrx75 E￿trICK¥ Empbffjent Flresalety G•s fjol Ev*its InJuTrno 025.49 IL*) 4.195.18 2L425.87 on.98 5,430A5 71&51 LUcky￿P PaY￿L MaITrteD￿CeI Rqp*s M￿el￿DE0￿￿ oirKe Expensts ProIew0￿￿ Fees Proitrts Sundrfes& Teleph￿4 Iiitvnet Water we￿ Advert￿ 8arStrKk EqulwYti•rrt s￿1.30 769.92 194.54 &447AO 5x4757 1.251. $12.62 LI￿56 S40.72 994AS 259.29 Olher 5,577 GRASSINGTON DEVONSHIRE INSTITUTE INDEPENDEIYT EXAMINER'S REPORT FOR THE YEAR ENDED 31 DECEMBER 2023 IDde Ddent Examin r's Re ort to th T tees of Gr￿An onD vonshire Institute I report to th¢ Trust¢cs on my ¢xamination of the accounts of the above Charity ('Xhe Trust.) for the year ended 31 De¢¢rnber 2023. of As the Charity's Trusttts. you are r¢sw)nsible for the preparntion of the accounts tn accordance with the requirements of th¢ Charities A￿ ?0 I i ('Ihe Act"}. I report in respect of my examination of th¢ Trust's ￿coUnts caThied out under section 145 of the 2011 Act and in carying out my examination. I have followed the applicable directions given by the Charily Commission under section 145{5)0)) of the Act. Inde endent Examin r's Statement I have complcted my ¢xamination. I confirni thai no material matters have comc to my attention in connection with thc cxamination which gives me cause to b¢lieve that in any mai¢rial respect: - Accounting records w'ere not kept in accordance with section 130 of the Act, or. - The accounts do not accord with the accounting records. I have no concerns and have come xross no other rnalt¢rs in conncclii)n with th¢ examination to which attention should bc drawn in or(kr to enable a proper understanding of the accounts to be reached. Date: Andrew Walker B Arthur E Walker & Co 6 Water Street Skipton BD23 IPB