Whixley Village Hall, Report from the Chair
Charity Number 1200194
Period from 26th August 2022 to 9th January 2024
Introduction
This report covers the financial period from 26th August 2022 to September 30th 2023, and the period from October 1st 2023 up to the AGM on January 9th 2024.
At the Annual General Meeting of charity no. 5238992 on 22nd July 2022 approval was obtained to create a new CIO to take over the running of the hall with an updated, modern constitution. The new CIO was formed in August 2022 and prepared to take over the running of the hall.
CIO Transition
The transition to the fully operational CIO proved to be a fairly time-consuming process, but it was achieved by March 2023. In May 2023 we received notification that the land and buildings of the hall had been registered in the name of the CIO. We are most grateful for the support of Harrogate Borough Council who, in the early part of the financial period, made grants to local community buildings like ours to enable us to keep paying the bills while our income recovered from the effects of the COVID pandemic.
We remain actively engaged with Community First Yorkshire who were of great assistance with the formation of the CIO. The organisation is dedicated to the support and management of community buildings in the locality and provides a useful forum for the exchange of ideas, as well as valuable training for committee officers.
Management Committee
The committee now consists of seven trustees, although we also have a number of volunteers to assist with the running of the hall. No one on the committee receives any remuneration or other benefit for their service. The new CIO constitution removes any potential financial liability from trustees, and we are confident that the new updated and modern constitution will enable us to attract new members to the management committee, as we have done during the year.
This year we have welcomed Sally Scales and James Manley as trustees, but we're sorry to see the resignation of Claire Sharpe owing to work commitments. The committee, and indeed members of our community, are very grateful for the time and commitment they showed during their time on the committee.
I would like to express my thanks to all members of our hard-working and dedicated committee who have selflessly given their time and expertise to not only ensure the smooth running of the hall, but also to lay the foundation of plans for the future.
Hall Maintenance and Development
Our nearly 100-year-old village hall requires continual maintenance which has been carried out diligently by the team during the year. Running costs of the hall have risen during the last year owing to increased fuel costs and high inflationary costs of all the services we procure, including insurance. Running costs for the last year exceeded regular hall hire income but the hall finances for the year were just better than break-even after the income received from fund-raising activities which remain an essential part of our income stream.
A new initiative named “Building for the Future” has been commenced in the period with two major objectives:
- An extensive decarbonisation project to replace the oil-based heating system with a renewable source, to include complete insulation of the structure, replacement of the boiler with an air source heat pump, and the addition of roof-based solar panels. The design of the proposed system has been finalised and multiple sources of grant have been applied for, supported by consultation study funded by North Yorkshire Council. We are grateful to the extensive efforts of Chris Roberts in diligently responding to all the requirements of the grant applications, and to David Fraser, Mike Turner and all members of the project team for their dedicated service.
We are pleased to report that we have been successful in all four of our grant applications which total £140k, and for the contributions from local residents which were essential in order for the grant applications to proceed. These funds will be received in the next financial period when the work will be carried out.
- The replacement of the dilapidated back store of the hall, a structure which is not fit for purpose. The proposed plan would see the creation of a suitable store, an upgraded community lounge, and suitable disabled facilities and access. This project is at the planning stage and will require considerable grant funding if it is to become a reality.
In addition to these major projects the snooker room at the hall has been completely refurbished using volunteer labour, and had new carpets fitted, making it suitable for the growing snooker club.
Accounting System
Our accounting system continues to prove invaluable in easing the burden on our treasurer, Keith Tolan, who continued in that role this year; a role that also includes managing hall bookings.
Current and Planned Activities
The hall continues to be a well-used facility for the village. There is activity in the hall almost every day, including Dance classes (ballroom and tap), Yoga, Pilates, Badminton, Playgroup, cubs and scouts. In addition the hall runs a monthly lunch club for residents, WI meetings and church group meetings.
Our hall is also the venue for private parties throughout the year and fund-raising events including our annual pantomime, dance nights, quizzes, wine tasting, harvest festival and pancake night.
It is hard to imagine how our village community would continue without the focal point of our hall.
Ongoing Objectives
The village hall’s objectives remain the same, namely to provide a facility for all members of our local community which satisfies the needs of all the various community groups. Our hall hire rates are designed only to cover running costs and to contribute towards necessary enhancements to stay in line with community needs.
The committee will explore all avenues available to it to attract grant finance wherever possible in order to finance its proposed development plan.
Ian McNeill
Chair, Whixley Village Hall January 2024
Whixley Village Hall CIO, Charity Number 1200194 - Accounting Year 2022/23
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Income and Expenditure Balance Sheet
Operating Income 29,169 Assets
Grant Income 3,963 Trade Debtors 83
Interest 19
Total Income 33,151 Business Current Account 44,841
PayPal Account 667
less Cost of Sales (11,722) Cash 310
Running Costs (21,264)
Bad debt write off (4) Total Assets 45,900
Total Expenditure (32,990) Liabilities
Creditors (14,738)
Net Assets 31,162
Operating Surplus (Deficit) 162
Opening Balance (transfer from Charity No. 5238992) 31,000
Changes this period 162
Closing Balance 30 Sept 2023 31,162
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The Income and Expenditure Report and Balance Sheet have been extracted from the Books of the Whixley Village Hall. The books are maintained using an online cash accounting system and have been reviewed by an independent accountant.
| The accounts | were prepared by: | These Accounts were reviewed by | These Accounts were reviewed by |
|---|---|---|---|
| K Tolan | L Watson | ||
| Treasurer | Independent | Accountant | |
| Date: | 12.12.23 | Date: | 21.12.23 |
WATSON MORGAN & ASSOCIATES LIMITED Suite L Ri*r House. Wharf•bank Mil. Otley. Leeds, LS213 Trustees of Whixley Vsllage Hall ao. Charity number: I2194 18 January 2024 Dear Sirs We have reviewed the accounts and procedures for Whixley Village Hall for the period ending September 30 2023. and we are satisfied that the accounts show a true and fair representation of the financial activsties of the charity, and that we have found no areas of concern Yours faithfully Lynne Watson FCCA Watson Mor8an & Associates Limited Director Re8lsteYed fthce.. 67 tha¥, Gulsdey. Leed5, IS20 WQ Tel.. 07952 416445 c71•1 No.. C•X