Yoxall Village Hall, Haslington, Charity #1205788 2024 TAR Page 1 of 6 ## _**Trustees Annual Report 25-Nov-2024 Yoxall Village Hall, Haslington, CW1 5QZ**_ ## **Original Trustees:** Stephen Underwood, Graham Criddle (resigned 12 April 2024), Jemma Sharrock ## **Co-opted Trustees:** Jo Criddle, Judy Littlewood, John Lewis, Bev Moon, Graham Sawyer, Pete Threadgold, Rohit Topiwalla ## **Appointed Trustees:** Cllr Mark Trigger (Haslington Parish Council) ## **Volunteers:** Amy Hayhurst, Tony Peake ## **Independent Examiner:** Richard G. Hovey, 5 Mulcaster Court, Haslington, Crewe, Cheshire CW1 5WF The Trustees and Volunteers of the charity are recruited locally and work on a voluntary basis to manage the Yoxall Village Hall for the use of organisations and individuals in the area of Haslington, Cheshire. They work in line with the charity’s constitution, registered with the Charity Commission, and subject to various agreed policies which are published on the YVH website at yoxallvillagehall.co.uk. The charity was set up as a Charitable Incorporated Organisation on 13 November 2023, to take over the running of the YVH from the Yoxall Haslington Village Institute (Charity # 221859), introducing limited liability for the Trustees and a modern constitution with up-to-date policies. The Trustees normally meet six times a year, on the 4th Monday of January, March, July, September and the 2nd Monday in June. The AGM precedes the final Trustee Meeting of the year on the 4th Monday in November. Running the YVH involves Trustee and Volunteers in the following roles: - Chairman A figurehead for the YVH, running meetings in accordance with the Constitution, checking that Committees are working within guidelines & keeping overall track of the charity. - Secretary Organising Trustee Meetings & AGM, deals with correspondence & keeps records for the charity. - Treasurer Keeping track of YVH income & expenditure, book-keeping, online banking, preparing reports for the Trustee meetings & AGM, & planning the YVH finances with the Finance Committee. - Regular Liaising with groups & individuals hiring the YVH on a regular basis (weekly, monthly, annually), - Booking Clerk setting up hire agreements, populating the YVH website calendar, sending out payment invoices. Casual Liaising with groups & individuals hiring the YVH on a casual or one-off basis, setting up hire - Booking Clerk agreements, populating the YVH website calendar, taking payments, refunding cancellations. - Maintenance A small group of Trustees & Volunteers looking after the fabric of the YVH building, contents & Committee grounds, ensuring everything is well maintained. Organising contractors for repairs, arranging regular statutory inspections & replenishing consumable items used in the YVH. Researching & planning improvements to the YVH before reporting to the charity Trustees for approval. - Finance A small group of Trustees who concentrate on the finances of the YVH. They are often also - Committee signatories of the YVH bank & investment accounts. They keep an eye on financial planning, review hire charges & advise the Trustees regarding financial decisions. - Safeguarding Acting as the contact point for any Safeguarding issues & checking that Trustees, Volunteers & Team certain Hiring Groups are aware of their Safeguarding responsibilities. - Advertising Maintaining the YVH social media page on Facebook & dealing with advertising for events at the Team YVH including the AGM as well as Trustee recruitment. - Website Team Maintaining the YVH website with information about the YVH facilities, the booking calendar, hirer information, details of regular hiring groups as well as information about how the YVH is run. ## **Activities 2023-24** For the first few months of 2024, the business of the charity included cooperation with the Trustees of the YHVI charity in preparation for taking on the running of the YVH. This included transferring the assets of the YHVI charity to the new charity on 1 April 2024. Having co-opted across a number of YHVI Trustees, the new charity Trustees did a lot of administrative work, including transferring utility contracts across, establishing new hire agreements with existing hirers and drafting and adopting the policies and committee terms of reference required to 2024 TAR Page 2 of 6 ## Yoxall Village Hall, Haslington, Charity #1205788 operate the YVH. Furthermore a number of the YVH processes have been updated, including increased use of role e-mail accounts, secure on-line document storage, dual signature bank accounts and tackling Safeguarding. All this at the same time as the normal business of running and maintaining the YVH as a safe, well-functioning environment, meeting all regulatory requirements for use by hirers in the locality. There are currently around 30 community and commercial groups that hire the YVH hall or use the grounds on a regular basis and the venue is often used at the weekends for parties and celebrations by local families. The field is used by the local allotment society and to store equipment owned by a local scout group. The local amateur dramatics group puts on two performances a year and there are a series of charity craft fairs throughout the year. The buildings and grounds have been maintained to a high standard. Some roof issues have been repaired (with further repairs planned); key-code combination locks have been installed on the doors to both halls of the building; trees and bushes on the YVH grounds have been surveyed; tree surgeons are dealing with excess growth (subject to the Tree Preservation Order in place in certain areas). ## **Financial Review 2023-24** The charity’s financial year ends on 30 September each year. The charity took control of the YHVI charity assets from 1 April 2024, so the accounts only reflect 6 months’ operation _. [Figures for the whole year for both charities combined are also shown]._ Receipts from Regular Hire were £10,397, with £1,929 for Casual Hire. _[Combined: £19,080, £4158 respectively]_ Outgoings for the period were £7,987 which included over £3K in maintenance of the grounds, buildings and equipment. _[Combined: £21,273, with around £9K in maintenance, including £4K floor resurfacing]_ Overall this resulted in a surplus of £4339 for the period. _[Combined surplus: £1966]_ Investments have performed well, although interest rates are currently falling: - **Benjamin Silvester Bostock Investment Fund (CCLA) £52,070** _[Combined gain: £4531]_ The fund is subject to a separate trust agreement which allows only dividends to be used and the capital remain intact. The fund is invested in the COIF charities investment fund and was officially transferred to the new charity on 1 October 2024. The fund delivered £705 in dividends. _[Combined dividends: £1,410]_ - **Meeres White Investment Fund (CCLA) £63,389** _[Combined gain: £5516]_ The fund is invested in the COIF charities investment fund and was officially transferred to the new charity on 1 October 2024. The fund has returned £858 in dividends. _[Combined dividends: £1,717]_ - **COIF Deposit Account £13,893** The account received £318 in interest plus the dividends above. _[Combined interest: £592 interest]_ - **NatWest Reserve Account £10,636** There is currently a larger than normal balance in this account due to some potentially large roof replacement/repair bills. The account received £49 interest for the period. _[Combined interest: £95]_ CCLA investments have had 13% benefit over the full year taking dividends and fund increases into account which compares well against cash account interest. Taking the interest, dividends and other income into account the surplus was £6,418. _[Combined surplus: £5,959]_ The Annual Accounts, signed off by the independent examiner are included below. Also attached is a set of comparative accounts for the entire year for the two charities combined. Yoxall Village Hall, Haslinglon, Charity #1205788 2024 TAR Pagè 3 016 In21¥• Hall CIO *l>J5ni •t 3￿￿XI?4 IQ397 179. 1.638. 375.15 5719? I?￿7$$ 147.43 offl Ikoysl JA2 ).YA4 44 705 ICCWCOIFlrn*rt 169.50 194.71 7￿.89 4?• 9$ Jty ?,30S Pl* WtEt CuryortAI M&twtSt Re5ef¥e 3.11874 .iJ Wtit C*mrtAI< D¥¥xtsto C(L*4COIFI Ilm &41R96 2Sai ).fA) rciNcoiKI ICOFI Alc 6JJgSAI 75JQ& 41&14 pJJJThx IIG Hoo S¥n*W•: Yoxall Village Hall, Haslinglon, Charity #1205788 2024 TAR Pagè 4 016 Yox•ll Vill•e• #1205788 4J7 ¢+J 1.671. 52VI.41 otsj II4S.51 .Ji OVW1014 162 4,rn.12 LJ IO*J6.14 JOhlA 11 705J* Z77 11 s￿¥1 217.85 51Ab)3.9d Yoxall Village Hall, Haslinglon, Charity #1205788 2024 TAR Pagè 5 016 Yoxall Village Hall COMBINED ACCOUNTS. YVH CIO AND YHVI. 2023-2024 202>24 2022-23 2021-22 2023-24 2022-23 2021-22 Lettlngs Incomè Lettings IregulaTI Lettin8s Icasuall EXpend￿re Admi Broadband Cbeaner CbeaninB Suppl￿$ Eledrictty Equipment Gas Gmunds Malnt Honorafia Hygiene contrart Improvements Insurance Maintenante Refunds Icasual&keysl Refuse Repairs Return of depD5it5 Safety Securiiy TV Lkence Water Window & Ceiling Cleanii 21.225 Total expendI￿re 19,080 17.283 4.158 4,295 23.239 21,578 14.946 3.853 18.799 26 359 3.199 695 1.358 155 1,232 1.350 79 107 377 2,457 390 1,238 737 1,092 1.390 2.789 491 1.352 270 1.045 3.855 700 319 General inccrtne Deposits Inew hirel Deposlts Ikeysl Other income 175 185 i(YJ 128 314 319 319 1.31x1 7.455 79 8(Kl 1.217 1.982 17 733 1.018 31 154 1,061 208 Investment incomt Bank inierest CCLA interesi Bostock dtvidends Meeres White dN'ds 95 592 1.410 1,717 3.814 32 297 1,399 1,704 3.432 li 67 1.389 859 2.326 207 418 249 170 842 260 21.273 1.331 5.675 159 $87 300 17.739 653 1.086 1&592 Total Income 27.233 25.323 Opnin8 bal•n¢e plus income less expendllure transfers Closing balan 20.876 13.292 40.659 27.233 25,323 21.225 -21.273 -17,739 -18,592 -30,1JY) 13.292 26.836 20,876 Held in Petty cash Nat West current acc Nat West deposit ac Nat West CIO current ac( N3t West CIO reserve 1¢ CCLA COIF 3.564 7.139 3.399 3.107 2,307 10,636 13,893 10.174 6.786 26.836 20.876 13.292 Investments Meeres l*Thlle fvnd Opening Transfers Gains Ilossesl Closing 80sto(k fvnd 57.123 30.868 Opening 30.iXX) Transfers -3.745 Gains Ilossesl 57.123 Ck)sing 57.874 47.540 46.923 49.919 5.516 63.389 $7.874 751 4,531 52.071 617 -2,996 47.540 46.923 Yoxall COMBINED att¢)uftts 01-l(k2023 to 3tr09-2024 ## Yoxall Village Hall, Haslington, Charity #1205788 2024 TAR Page 6 of 6 The charity Trustees are guided by a Financial Policy (24 June 2024) and a Reserves Policy (25 November 2024) available on the YVH website: https://www.yoxallvillagehall.co.uk/who-we-are/important-documents ## **Outlook 2024-25** Income for 2024-25 is likely to exceed £25k, changing the Charity Commission reporting requirements. It would be sensible for the Trustees to engage some external help to ensure that they are meeting their reporting obligations in full. Sadly, following the 2024 AGM, three Trustees vacancies will need to be filled to help share the workload of running of the YVH. Recruitment of new Trustees to maintain the lifeblood of the charity is a priority. Registration of the YVH and surrounding land with the Land Registry is another urgent project. The charity also needs to collate and store a number of historical documents held by former Trustees. Trustees must ensure that the YVH maintains (and hopefully improves) its attractiveness as a local venue for community and commercial groups and local individuals, by modernising and improving the YVH facilities. Signed: > Trustee Role: Chairman > Date: 2 / 12 / 2024