BOSTON SPA VILLAGE HALL CIO (1194792) 199 High Street, Boston Spa, West Yorkshire LS23 6AA
Trustees’ Annual Report 2024
Summary of the purposes of the charity as set out in its governing document
The objects of the CIO are to establish and run a Village Hall and to promote for the benefit of the inhabitants of the Parish of Boston Spa and surrounding parishes. This is without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious or other opinions the provision of facilities for recreation or other leisure time occupation of individuals who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the conditions of life of the said inhabitants.
Summary of the main activities
The Village Hall is in the heart of the village and is the focal point of many varied communitybased activities. These activities cater for the very young to the elderly population and everyone in between.
The building consists of the Main Hall, Jubilee Room, Lantern Room, Committee Room, Cafe area and two kitchens. On average 45 groups use the Hall on a weekly basis. These are made up of exercise classes, educational classes, music groups which includes regular live Saturday evening entertainment, elderly social gatherings, and numerous children's activities. A Community Cafe is run by Wetherby in Support of the Elderly (WISE) 4 days a week. Several local groups and schools hold annual events such as Arts Festival, Beer Festival, Summer Festival, Craft Fairs and Christmas pantomime. The Hall is also used as the local polling station and as a meeting place for Parish Council meetings.
Summary of the main achievements
The trustees work hard to ensure the Hall is attractive to users and measure success by the range of users hiring the facility. During the last twelve months we have attracted new regular hirers for several private company training events and also a new recreational activity, Facial Yoga.
Over the past year a number of improvements and repairs have been undertaken. The replacement of the flat roof in the main kitchen and café area took place over the summer and was funded from the Hall’s own reserves. It had over the years been repaired and patched a number of times and it is reassuring to know it now has a twenty-five year guarantee.
A review of the signage and branding was undertaken. A new logo was developed which was used to commission new signs which are now proudly displayed on the exterior of the building. New external notice boards have been purchased and are well used to promote activities at the hall.
The beech floor of the main floor was refurbished over Easter, with new lines put down for both badminton and walking netball to use.
Overhanging trees in the car park have been attended to and effort has been made to maintain the small garden that is used by the café. The tables and benches have been refurbished and are much appreciated by users of the hall.
Plans for the future
The trustee’s aim is to continue to maintain and upgrade the 100-year building.
There are several projects under consideration including updating the meeting room to make it more attractive to hirers, decorating and updating the Lantern room and the adjacent small kitchen.
This work is contingent on income derived from lettings and an active fund-raising programme and potentially a grant application.
Structure, Governance and Management
Boston Spa Village Hall Charitable Incorporated Organisation (the ‘CIO’) is governed by the current Constitution dated 20 May 2021. The constitution governs the appointment of trustees who can be elected or co-opted at the Annual General Meeting. In the event of a casual vacancy among elected or co-opted Charity trustees, the trustees may appoint a person who is willing to act to be a Charity trustee.
Newly appointed trustees are given the Charity Commission guidance on becoming a trustee and a copy of the Constitution, this ensures that the new trustees are aware of the scope of their responsibilities under the Charities Act. Each trustee signs the annual declaration of acceptance of office at the Annual General Meeting.
There are currently 11 trustees who aim to meet on a four to six weekly basis with attendance being good. The trustees are responsible for all decisions taken in relation to the running of the Hall, maintenance of the building and activities held within.
Each trustee has a nominated area of interest and reports back at meetings as necessary. There are times, such as when applying for grant funding or fundraising event planning, that subcommittees are formed.
The Hall employs two part-time caretakers who are responsible for cleaning and setting up rooms as required by hirers.
This year a part time administrator has been appointed. The role is to deal with hirers, bookings and invoices. The appointment has been a positive experience and hopefully, will develop further this coming year.
Risk Management
The Village Hall is insured with Ansvar Insurance Company, having buildings cover of £2,254,967, contents cover of £59,922 and business interruption cover of £159,244.
Our hirers are asked to provide a copy of their Public Liability Insurance. The trustees are conscious that a large, uninsured, event that damaged the building would be a risk to the Charity and we ensure that all such events are adequately insured before agreeing to the hire and copies of the relevant Insurance is received.
The Hall has a Premises Licence through the Local Authority which includes alcohol. The Hall also has a PPL/PRS Licence.
We undertake annual PAT testing of electrical appliances and review and testing of fire safety equipment.
Names of the Charity trustees who manage the charity
Carol Taylor – Chair Joanne Sabin – Treasurer Wendy Cochran – Secretary Les Brown Christine Harrison Phil Harrison Richard Ormondroyd Chris Rose Anne Davies David Taylor Chris Broadbent
Les Brown, Christine Harrison and Wendy Cochran plan to stand down at the AGM. The impact they have had on our charity over the years cannot be overstated. We thank them for their contribution, dedication and hard work that has enabled the hall to evolve and continue to be of service to its community.
Volunteers
Management costs are kept to a minimum by using trustees and volunteers. A number of tasks alongside the part time admin support such as bookings, invoicing, communication, maintenance of the building and fund raising are all completed by trustees and volunteers.
We would like to thank all the volunteers who have given their time to help at various fundraising events throughout the year.
Financial Review
At the start of the year our cash balance was £42,388.
The trustees have agreed to maintain a balance of £15,000 on the Bank Account which equates to approximately 6 months of ‘normal’ running costs. This is to enable us to ensure the building is maintained and serviced if we had an enforced period of closure (e.g. as happened during Covid-19).
We do not segregate reserves from cash balances however we have opened a Virgin Money Business Deposit account in order to earn credit interest on some of our reserves. On 1 September 2024 we held £54,018 in cash so we carried forward ample reserves.
The principal source of income is fees from hirers accounting for 78% of the Hall’s income, the remaining 22% comes from fundraising events such as the annual Arts Festival, Fashion Shows and the Craft Fair etc. Total administrative costs amounted to £58,292 of which 29% was for staffing.
In addition to normal operating activities, we received grant income of £24,296 towards the Jubilee room project. The remainder of the grant income for this project fell in the previous financial year. We incurred £49,233 of expenditure towards the Jubilee room project in this financial year.
The financial risk for the Hall going forward remains the current economic climate with regard to regular hirers being unable to continue running their activities. However, at present demand is still buoyant. As expected, our utilities cost increased significantly due to the previous 5-year contract coming to an end.
Our repairs and maintenance costs increased significantly. This was due to the refurbishment of the main hall floor, the installation of a web-based system to control the heating, a roof repair and some redecoration.
Accompanying this report is a copy of the Profit and Loss Account and Balance Sheet for the year ending 31 August 2024.
Declaration
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees.
Signature Carol Taylor. Signature Joanne Sabin Full Name Carol Taylor Full Name Joanne Sabin Position Chair Position Treasurer Date. 13 January 2025
Profit and Loss
Boston Spa Village Hall For the year ended 31 August 2024
| Profit and Loss Boston Spa Village Hall For the year ended 31 August 2024 |
||
|---|---|---|
| 2024 | 2023 | |
| Turnover | ||
| Antique Fair | - | 146.27 |
| Art Festival | 4,581.00 | 3,506.07 |
| Beer Festival | 2,300.00 | - |
| Bookings | 62,381.53 | 58,365.12 |
| Concerts | - | 3,212.97 |
| Donation | 1,565.71 | 1,675.00 |
| Family Day | - | 1,067.45 |
| Fashion Show | 2,184.08 | 2,516.27 |
| Fundraising | 4,948.06 | 2,979.35 |
| Miscellenous | - | 177.58 |
| Nostalgia | 1,430.00 | 975.00 |
| Parish Council | 3,500.00 | 3,500.00 |
| Xmas Fair | 297.35 | 1,501.75 |
| Total Turnover | 83,187.73 | 79,622.83 |
| Gross Profit | 83,187.73 | 79,622.83 |
| Administrative Costs | ||
| Audit & Accountancy fees | 54.00 | - |
| Bank Fees | 87.12 | 83.39 |
| Cleaning | 1,128.77 | 1,587.02 |
| Electricity | 5,821.35 | 1,974.59 |
| Employers National Insurance | 0.62 | - |
| FCC Project | - | 15,798.03 |
| Fundraising expenses | 2,500.66 | 3,291.73 |
| Gas | 4,511.33 | 3,747.64 |
| General Expenses | 1,042.61 | 290.58 |
| Insurance | 2,162.09 | 2,147.89 |
| IT Software and Consumables | 669.60 | 941.21 |
| Jubilee Room Refurbishment | 49,232.53 | 85,666.59 |
| Licences | 1,575.36 | 180.00 |
| Misc Expenses | 100.00 | 43.99 |
| Printing & Stationery | - | 5.90 |
| Rates | 265.97 | 485.80 |
| Repairs & Maintenance | 19,237.62 | 4,034.75 |
| Salaries | 16,945.34 | 14,573.27 |
| Waste | 1,340.38 | 1,265.82 |
| Water | 848.96 | 655.87 |
| Total Administrative Costs | 107,524.31 | 136,774.07 |
| Operating Profit | (24,336.58) | (57,151.24) |
Operating Profit
Profit and Loss Boston Spa Village Hall
2 Jan 2025 Page 1 of 2
Profit and Loss
| 2024 | 2023 | |
|---|---|---|
| Other Income | ||
| Grant income | 24,295.97 | 75,438.63 |
| Savings interest | 312.21 | - |
| Total Other Income | 24,608.18 | 75,438.63 |
| Profit on Ordinary Activities Before Taxation | 271.60 | 18,287.39 |
| Profit after Taxation | 271.60 | 18,287.39 |
Profit and Loss Boston Spa Village Hall
2 Jan 2025 Page 2 of 2
Indep•ndont •Lwnlner'g report to th• trust• o18oston spa Vlllag• Hall Chwftabl• I rep(xt to IIK) tnjstees rny examinatbn ol the accounts of Ihe Bos1( Spa Vlllage Hall Chaflth Chganlsth" n Tt) for tt)e YBW OTKlod 31 August 2024. Rogponsiblllti•s and basls of report As Ihe charlty trle@S of Ihe Trust YOU 8fe reswtsible l(x Ihe WBpwabon of the a(xxMx)ts In ac(xydafKe with ts rwAromgnls of the Clwrtaos Act 2011 ('ttw Ad). I report kn rnsp8cl of my axamhth of the Trustb acaxNts ¢arrknJ out undef 145 of tho 2011 Ad a(KJ In wing out my exarnknll( I have folkmed all tho appth'catle Orecti¢m en by the Chffj Crnissth under SeCtk 145(SMb) ot the A Independent exanne9 stst•fflert I hav8 cunpl8t8d my oxaminatTh. I cxjnfirm thal no mat8rlal mattor3 ha c(Mno lo my attertion in connection wtth the examlnatlon gmng mo cause to belpehT that kn any matenal 1. ac(xwnlwvJ racAxds kaiA In respect of tha Trusl as rwrod by seclk)n 130 of th8 2. ts a(x4Jwts do not accord wlth rocofds or 3. the acfxxN)ts (kn nol (xxnply wrth the appli(>ble reqUIrts cymcemkng the fMn and lh any requtrpmert thai Ihe ac(xxrt5 gi4* a 1Tue and falr whth Is N)t a mater I have no o)ncwrts and have c(Yne acx08s no other matters fft coru)èdTh wlth tr undndIng of the a(xounts lo be reachod. sned. Rolevart wofessmxwl (warflckni mefrtjwshlp of eSsal t>odles (ff anyl. ICAS Ajdrpss: 10 Sp8 Mew4 LS23 6TR Date: 0610112025