JUBILEE INSTITUTE ROTHBURY
CHARITY No 227913
ANNUAL REPORT 2021-22
Jubilee Institute Rothbury: Annual Report 2021-22
1. ADMINISTRATIVE DETAILS
1.1 Address Jubilee Institute Bridge Street Rothbury Morpeth Northumberland NE65 7SD
1.2 Trustees during 2021-22
Pat Moloney Chair and IT John Lewis Vice-chair & secretary Heather Lister Minutes secretary Shona Walker Treasurer Christine Abbs Invoicing treasurer Margaret Blanshard Services and inspections Fred Bogyor Secretary support Ken Branson Facilities management Paul Cramman Secretary support Bill Gunn Facilities support Pat Lewis Cinema services Derek Wray Social and history Gwyneth Wray Social and history
1.3 Employees
The charity has one paid employee, a part time caretaker and booking clerk.
1.4 Governing document
The governing document under which the charity operates is a Scheme (Trust Deed) adopted on 15[th] October 2009 prepared with the guidance of the Charity Commission. Title to the land and property covered by the Scheme is vested in the Official Custodian for Charities. The Scheme specifies that the trustees should be elected each year at the Annual General Meeting, and their number should be between 10 and 15. The trustees subsequently elect the chair, secretary, and treasurer from among their number. On appointment trustees are provided with copies of the Scheme and relevant Charity Commission guidance concerning their duties and responsibilities. Ten meetings of trustees are normally held each year. All trustee time is given voluntarily, and no trustee receives any remuneration or other financial benefit.
2
Jubilee Institute Rothbury: Annual Report 2021-22
2. PURPOSE AND BACKGROUND
2.1 Object of the Charity
This is stated in the Scheme as follows:
The object of the charity is the provision and maintenance of the Jubilee Institute, Rothbury, for use by the inhabitants of the area of benefit without distinction of political, religious, or other opinions, including use for:
-
(a) meetings, lectures, and classes; and
-
(b) other forms of recreation and leisure-time occupation
with the object of improving the conditions of life for the inhabitants.
2.2 The Jubilee Institute, its use and financial support
The Jubilee Institute is a large building with a variety of rooms and facilities, ranging from the 250seater Angus Armstrong Hall through three meeting rooms for up to 50 people down to several smaller rooms and storage areas. There is a kitchen and further kitchen facilities in two other rooms. The main hall has a stage, film projection and surround sound and another ground floor room has a large screen TV. The building is right at the centre of Rothbury and has provided a social centre for the area for many years. The premises are licensed for public entertainment and the licence also currently covers the sale of alcohol.
The main source of income comes from hiring rooms to individuals and organizations for a wide variety of purposes. All room hire is covered by contracts agreed between the trustees and the user or user group. Users with long-term contracts normally include the Scouts, a club for the over 60s, the Coquetdale Amateur Dramatic Society, and an RVS day care centre. Also, in normal times, there is a wide range of 20 to 30 other regular users covering such activities as Keep Fit, the study of local history, Council meetings, U3A sessions, a craft market, three cinema showings a month, music rehearsals, and wildlife and history study groups. Individual bookings include uses for wedding celebrations, music festivals, dances, parties, and local and national elections. Occasionally commercial organizations hire the facilities, but preference is always given to non-profit making organizations.
An invaluable degree of financial security to the affairs of the Jubilee Institute is provided by the Patrons Scheme through which local inhabitants make regular donations, often increased by Gift Aid. This allows the trustees to make improvements to the premises that would otherwise not be possible. The trustees also run social events of various types to raise funds. Grants for capital expenditure are obtained whenever possible. We are members of Give As You Live, an online purchasing system, through which online retailers such as Amazon and eBay, make donations to us as a nominated charity, as a percentage of the amount spent.
To help keep on top of this sometimes complex administration, the trustees receive regular advice on charitable operation from CAN (Community Action Northumberland) for which we are most grateful.
In 2009 the trustees received the Queen’s Award for Voluntary Service. In 2011 the Jubilee Institute was awarded Hallmark 1 status, a quality standard scheme overseen by ACRE (Action with Communities in Rural England) that recognises effective management. This was successfully raised to Hallmark 2 status in 2017 and is to be reviewed shortly.
3
Jubilee Institute Rothbury: Annual Report 2021-22
3. MANAGEMENT REPORTS FOR 2021-22
3.1 Activities and Progress (Pat Moloney)
This report covers the period April 2021-March 2022. The Financial Reporting Standard 102 requires that this report should show evidence of what the Rothbury Jubilee Institute is set up to do, how it does it, and what is achieved as a result of its work. Ultimately it is the users of the Hall, and the people of Coquetdale who must judge if we have met our purpose as set out in the Constitution (see Section 2.1 of this report: Object of the Charity). Despite the ongoing Covid-19 crisis I believe that the Hall has been managed well within the framework of restrictions laid down by central government, and the inevitable loss of income which occurred during this time.
The monthly management meetings have continued to be well supported by the thirteen Trustees, sometimes resorting to Zoom in order to meet our responsibilities, and to be able to consult and plan with each other as to the needs of the Institute.
Sadly, the two longest standing Trustees, John and Pat Lewis, are retiring this year after being involved in the running of the Institute since 2006. John has acted both as chair and vice chair, as well as taking on the not inconsiderable task of managing the administration. Pat has played a key role, both as Treasurer and cinema volunteer organiser. We wish them both well in this, their second retirement.
John has kindly agreed to stay on, temporarily, as a co-opted Trustee, in order for us to achieve the renewal of our Hallmark 2 accreditation. But long term, their combined knowledge and wise advice will be missed. Those who have worked closely with the Institute will recognise, and appreciate, just how much they have contributed to the smooth running of the establishment.
The other eleven Trustees have agreed to continue in their roles. We hope we will be joined by two new Trustees, giving us a healthy management group.
3.1.1 Objectives for 2021-2022
We continued to provide a safe environment in order that activities could continue within the Hall, once restrictions were eased. Usage picked up in September of last year with the reopening of the Friday night cinema. Other groups have gradually resumed, as confidence has returned.
Plans to refurbish the redundant Youth Project rooms had been put on hold. The Trustees were reluctant to commit any substantial monies to this project when income levels and possible hirers were unknown. It is hoped that this year will allow us to carry out the plans we made last year.
Efforts to write a full history of the Jubilee Institute have continued. Documentary and anecdotal evidence has been compiled, with use of the County Archives at Woodhorn being consulted.
The new doorway to the Institute from the lane was finally installed in April this year, after a 2 year wait. We hope this presents a more welcoming, appropriate entrance through what is the main thoroughfare to the building.
With the exception of some pointing work, the external and internal refurbishment is drawing to a conclusion. We have endeavoured to use local builders as much as possible, and our overall aim is to draw on the local area for any further works that might be needed.
3.1.2 Fund Raising and Other Events
Like many other similar organisations, we had to curtail our fundraising events. However, we did hold a quiz in April which was very successful, and the annual Duck Race returns next month.
4
Jubilee Institute Rothbury: Annual Report 2021-22
The restart of the cinema is a very welcome contribution to our funds. Our Treasurer, Shona Walker, will highlight the income and expenditure over the preceding year.
Despite the substantial rise in the cost of fuel, and other commodities, the Trustees decided not to raise the cost of hiring any facilities in the Institute for this year, in order that usage could continue to rebuild after the shutdown. We would hope to maintain this approach, but rising costs may necessitate a rethink at some point.
3.1.3 News of Users and Use
Groups are gradually returning to the “Haarl” and there is no doubt that many have missed the opportunity for social interaction in a comfortable environment. We would hope that the previous booking levels will be restored in the ensuing months.
3.1.4 Maintenance and Improvement
Various works are ongoing or planned, despite the call on our resources. One of our two boilers was replaced as it was time expired. The other, older boiler will hopefully be replaced this year.
Work is being done on replacing energy inefficient lighting with more eco-friendly led lights. To refit the whole hall in one go would be uneconomic, so a rolling programme of replacement is being undertaken, as lights fail.
We will shortly be undergoing an energy assessment to see if there are other ways we can meet our energy efficiency requirements, as well as trying to keep down the substantial costs of heating and lighting such an old building.
Generally, the Hall is in good condition, in no small way due to the continued hard work put in by our caretaker, Fiona Foreman, to whom yet again we owe a large debt of thanks for the care and effort she puts into her responsibilities.
3.1.5 The Jubilee Hall and Community Interests
With the gradual reopening of the Hall, we have tried to balance the ongoing safety requirements following on from the pandemic, and the need for people to meet up again in a healthy environment. The Trustees have taken the view that people should follow the general guidelines laid down by the health authorities but that we would not be in a position to enforce regulations. On the whole, people have behaved responsibly. We, in turn, have tried to provide ample space for people to circulate safely, as well as such facilities as hand sanitizers etc.
3.1.6 Priorities and Objectives for the coming year
As we gradually learn to live with the social health issues of the last two years it is hoped that some kind of normality will return. With this in mind we will aim to:
-
Complete and display the full history of the Rothbury Jubilee Institute in a format that will be readily accessible to the people of Coquetdale.
-
Continue with the plans to refurbish the Youth Project rooms in consultation with potentially interested groups.
-
Complete an energy audit of the Jubilee Institute and implement any affordable improvements, including the replacement of the 18 (or more) year old boiler and LED lighting.
-
Finish the building works to the necessary standard.
-
Make appropriate use of digital systems to manage the facility e.g. the Cloud for administration.
-
Carry out a strategic review of expenditure, given the expected future financial stresses.
-
Undertake Hallmark 2 renewal.
5
Jubilee Institute Rothbury: Annual Report 2021-22
3.2 Report on: Building Maintenance Work; Usage. (John Lewis & Christine Abbs)
3.2.1 Building Maintenance Work
This report follows up two matters referred to by the Chair in Section 3.1. The first one is the building maintenance project begun in 2019 with the assistance of Abode Chartered Surveyors. This was covered in detail in last year’s annual report, so a summary of progress to date is sufficient here.
First, the repair work to stabilise the external and internal cracks in the north and west walls of the building is complete. They will now be resistant to further movement. Rotten windows in the Debdon room, Blaeberry room, and Angus Armstrong Hall have been repaired and the upstairs windows double glazed. A new modern entrance door has been installed in the side passageway. The rotting fire door further up the side passageway has been replaced. After this work it was necessary to make good internal and external decorations. A complete re-decoration has been undertaken externally. Internally, the opportunity was taken to install hard-wearing panelling in the side entrance lobby, and all affected areas have been re-decorated.
The building project will be complete when three remaining items have been done. First, the external stonework needs pointing; after some setbacks, local contractors have finally been appointed to carry this out later in the year. Secondly, the decorations around the newly installed side entrance need minor repair. Thirdly, at the time of writing, the side entrance lock and security system are not yet fully functional.
A further suggestion made by Abode was to register the title of the Jubilee Institute, a long overdue step. With the aid of solicitors, the work to do this has been carried out and our application is currently lodged with the Land Registry. We await their confirmation that it is done.
The cost of all this work, amounts to about £28,500, most of which has already been paid. Grants of about £6,800 were obtained to cover parts of this, leaving about £21,700 to be found from Jubilee Institute funds. This is a little over the original budget of £20,000, but includes improvement work not envisaged at the start.
In last year’s report our failed attempts to remove a jackdaw’s nest from the eaves were described, expressing the hope that success would follow the end of the nesting season. Well, we tried, but sharp eyes may have noticed that the jackdaws are currently winning the battle. We intend to try once again in the coming year, perhaps in conjunction with some gutter clearance and roof inspection.
3.2.2 Usage
For many years the trustees have presented a review of the use of the Jubilee Institute facilities to the AGM and in the Annual Report, to demonstrate that we are meeting the objectives of our constitution, and that we have spent grant money wisely and effectively. Generally, this review has included a comparison with the previous year or years. At last year’s AGM no such review was appropriate because the use of our facilities was minimal during the pandemic. This year we have been in start-up mode and comparisons with previous years must be made cautiously. However, a summary of actual use during this very atypical year is clearly worth presenting in order to check that users are returning, and to gain a rough idea of the extent to which that is happening.
The tables below classify 2021-22 users in the same way as in previous Annual Reports, showing them classified by the extent of their use, starting with our most regular and frequent users. Table 1 shows the user groups who use the hall on a weekly basis for a significant part of the year. Table 2 also shows regular users, but those whose use is less than weekly. Table 3 shows repeat users whose pattern of use is annual or at long irregular intervals. Table 4 summarises activities that
6
Jubilee Institute Rothbury: Annual Report 2021-22
regularly take place in the hall, such as charity fund-raising, parties and concerts, but where the hirers differ on most occasions. Table 5 completes the picture, showing the remaining one-off users. Table 6 shows the trustees own use of the hall for meetings and events.
A wide range of users has returned to the Jubilee Institute during the past year. The numbers of users falling into the categories listed in Tables 1 and 2 (regular use) have nearly returned to the level of earlier years, reflecting the fact that many clubs and societies with regular meetings have been simply waiting for the opportunity to re-start. However, losses include the 1[st] Coquetdale Guides, who have relocated to Thropton, and O’Neill Richmond Solicitors, a commercial letting. The Coquetdale Amateur Dramatic Society is running meetings again but were unable to stage a pantomime in February this year, a significant loss both socially and financially, but probably a temporary one. The users represented in Table 4 (use of a regular type) have also returned, demonstrating the resurgent desire of residents to enjoy parties and other social gatherings. However, there are fewer users shown in Table 3, which displays less frequent users and annual events. This is consistent with the degree of caution still surrounding occasional and avoidable meetings. It may also reflect the time taken to organise such events as the Music Festival and the Lent Lunches. It is to be hoped that such caution will gradually diminish as our experience teaches us that it is safe to return to former habits.
It should be noted that several organisations make use of stores, cupboards and rooms to store their equipment and other possessions. For completeness this use, which has not changed, is shown in Table 7 below. Following this Table, plans of the upstairs and downstairs layouts are provided for reference.
TABLES OF USERS ACCORDING TO EXTENT OF USE
Table 1: Weekly use for all or part of the year
| Table 1: Weekly use for all or part of the year | |
|---|---|
| 2ndRothburyScouts,Cubs and Beavers | Over 60s |
| A charity givingcounselling | Northumberland County Council (assistingresidents with CVs andjob applications) |
| Age UK KeepFit | |
| Chose to Lose(replaced Weight Watchers) | RothburyHighland Pipe Band |
| Coquetdale Amateur Dramatic Society | Royal VoluntaryService DayCentre |
| Groupstudyingthe Life of Christ | Tae Kwondo |
Table 2: Regular and frequent use: fortnightly, monthly, quarterly or similar
| Accordion Club | RothburyParish Council & Burial Committee |
|---|---|
| Accordion and Fiddle Group | U3A - Main meetings and committee meetings |
| HistorySociety | U3A - Creative writing |
| Makers(Craft)Market | U3A - Discussiongroup |
| Northumberland National Park Auth | U3A – Art Appreciation |
| Rothbury Community Crisis Group (was RothburyFlood Group) |
U3A - Poetry |
| The Wildlife Trust | |
| RothburyLabour Partymeetings |
Table 3: Repeat but less frequent use: annual events, occasional bookings
| Coquetdale League of Friends | NCC(public meetings, pollingstation,etc.) |
|---|---|
| Coquetdale CommunityArchaeology | Parish Council Cluster Group |
| Cyclingdrop-in | RothburyClimate and Nature Group |
| Extreme marathons stopoffpoint | Sale of fashion |
| GrouphostingChinese students |
7
Jubilee Institute Rothbury: Annual Report 2021-22
Table 4: Regular type of use but multiple hirers
| Table 4: Regular type of use but multiple hirers | |
|---|---|
| Charity fundraising events of various types and at various times of day |
Public entertainment: concerts,dances, plays,etc. |
| Weddings,funerals | |
| Children’s and adults’parties |
Table 5: One-off occasional use
| Table 5: One-off occasional use | |
|---|---|
| Northumbrian Water | Local veterinary practices |
| ForestryCommission | Coquet Singers |
| Use of hall as emergency hub during Storm Arwen |
Northumberland Communities Together (assisting Ukrainian refugees) |
Table 6: Use by the Trustees
| Table 6: Use by the Trustees | |
|---|---|
| Cinema(roughlyfortnightly) | Fundraising quiz night |
| Committee meetings(10 eveningsperyear) |
TABLES OF STORAGE AREAS
Table 7: Substantial storage areas
| Floor | Storage area | Who uses this area for what? |
|---|---|---|
| Cellar | Cellar | Hall: Water meter, main stopcock. Hall: Trustees’ and caretaker’s storage on shelves. |
| Ground | Armstrong Hall under stage | Left side: Scout storage.Centre: Hall tables, staging, screens Right side: CADS: scenery, paint |
| Ground | On stage | CADS: scenery,flats |
| Ground | Adjacent to stage | Hall:glass and drink store, pollingbooths,loudspeaker |
| Ground | Off Cheviot Room | Over 60s store |
| Ground | Off Simonside Room | Hall: kitchen store,freezer,electrical consumer units. |
| Ground | Howarth Room | RVS: Heated trolley. Hall: Chairs. |
| Ground | Off Howarth Room | Hall: round tables,chairs,electricitymeters. |
| First | BlaeberryRoom | Hall: Chairs. |
| First | Off Coquetdale Room | Caretaker’s store: cleaning materials, etc. Hall: Securitycamera monitors,door lock system control. |
| First | In Coplish Room | CADS store: musical instruments,etc. |
| First | Opposite Cragside Room | Scout store |
| Roof | Roof space | CADS: costumes Hall: Some long-term storage Hall: Electricityconverters for solarpanels |
Table 8: Smaller storage cupboards
| Floor | Room | Cupboards |
|---|---|---|
| Ground | Simonside Room | RVS cupboards;Guides cupboard. |
| Ground | Kitchen | Kitchen equipment. Gas meter and main tap. Gas boilers. |
| Ground | On stage | Metal cupboard for cinema equipment |
| First | Cragside Room | Cupboards owned byWildlife trust,HistorySocietyand Pipe Band |
| First | Coquetdale Room | Trustees’ cupboards |
| First | Dovecote Room | Projector/computer/cinema cupboard |
8
Jubilee Institute Rothbury: Annual Report 2021-22
Jubilee Hall Ground Floor Plan
Jubilee Hall First Floor Plan
9
Jubilee Institute Rothbury: Annual Report 2021-22
3.3 Treasurer’s Report for the Year ended 31 March 2022 (Shona Walker)
The accounts are shown on the next two pages.
These accounts cover the period 1 April 2021 to 31 March 2022. They have been agreed by the Trustees, audited by an Independent Examiner and will be submitted to the Charity Commission.
The outgoing Treasurer, John Rutherford, continued in his role into the 2022/23 financial year, when his responsibilities were taken over by Shona Walker. Trustees authorised to carry out online transactions are now Shona Walker and Christine Abbs, who are also cheque signatories on the Trust’s bank accounts, with the addition of Pat Moloney and Ken Branson.
The Covid pandemic continued to affect the life of the village, and therefore the activities and finances of our village hall. The Jubilee Hall remained closed for part of the year, and restrictions and group preferences had a significant effect on revenue from room hire, Cinema and fundraising. Unfortunately, our major fixed costs, such as insurance and maintenance, continued to accrue and it is largely thanks to Covid-related grants through Northumberland County Council that our overall deficit was contained at £4979 (£1003 on our current account revenue spend).
Our Patrons continued to support the Institute, and £4000 from the accumulated fund was used to fund the major refurbishment project (now almost complete) which will benefit the village in the future. The Coop provided the balance of their community grant (£2033) which has also been applied to major works.
The overall financial impact has been a reduction in our cash balances. It has been encouraging to see that audiences and groups have been returning to the Cinema and other activities. We will however have to acknowledge that 2022/23 will be an even more challenging year than 2021/22, with increasing inflation hitting our costs hard, income still below pre-pandemic levels, and no Government bale-out grants likely.
On the positive side, some of the significant financial influences are, we hope, short term, and we are in the fortunate position that our reserves remain more than sufficient to cover any shortfall in this period. We will continue to look for opportunities to maximise effectiveness.
10
Jubilee Institute Rothbury: Annual Report 2021-22
Receipts and Payments Account for the year ended 31 March 2022
| 2021/22 | 2020/21 | ||
|---|---|---|---|
| General Account | £ | £ | |
| Income | |||
| Room Hire | 9,440 | 1,553 | |
| Cinema & Fundraising | 3,606 | 41 | |
| Insurance & Utilities | 272 | 358 | |
| Admin & Misc | 17 | - | |
| Gift Aid &GASSD | 702 | 1,318 | |
| Patrons Donations | 1,903 | 1,926 | |
| Grants | 14,843 | 15,155 | |
| Gifts & Donations | 100 | - | |
| Patrons Funding for Major Works | 4,000 | - | |
| Transfers from Fundraising | 4,000 | - | |
| Interest other accounts | 21 | ||
| Total Income | 38,903 | 20,350 | |
| Expenditure | |||
| Room Hire | 1,664 | - | |
| Cinema & Fundraising | 514 | - | |
| Insurance & Utilities | 9,523 | 6,497 | |
| Admin & Misc | 3,473 | 2,764 | |
| Land Registry | 740 | - | |
| Maintenance: major | 12,462 | 8,215 | |
| Maintenance: minor | 7,506 | - | |
| Transfers to Fundraising | 2,100 | - | |
| Allocation to Patrons Account | 1,903 | 1,926 | |
| Allocation of interest | 21 | ||
| Total Expenditure | 39,906 | 19,401 | |
| Gen A/c Surplus/ (Deficit) for year | (1,003) | 949 | |
| Movement on other Accounts | |||
| Patrons A/c Income | 1,903 | ||
| Patrons A/c Expend | 4,000 | ||
| Patrons A/c change | (2,097) | ||
| Fundraising A/c Income | 2,101 | ||
| FundraisingA/c Expend | 4,000 | ||
| Fundraising A/c Change | (1,899) | ||
| CCLAa/cIncome | 20 | ||
| CCLAa/c Change | 20 | ||
| Net Surplus/(Deficit) for year | (4,979) |
11
Jubilee Institute Rothbury: Annual Report 2021-22
Balance sheet for the year ended 31 March 2022
Net Current Assets: Cash at Bank
| Account | B/fwd 04/04/2021 | Movement inyear | C/fwd 05/04/22 |
|---|---|---|---|
| £.p | £.p | £.p | |
| General | 4,756.43 | (1,002.60) | 3,753.83 |
| Patrons | 15,468.84 | (2,097.20) | 13,371.64 |
| Fundraising | 7,286.23 | (1,899.21) | 5,387.02 |
| CCLA | 48,185.07 | 20.48 | 48,205.55 |
| Total | 75,696.57 | (4,978.53) | 70,718.04 |
4. SPECIFIC OBJECTIVES FOR 2022-23
These specific objectives are intended to be supplementary to the underlying overall objectives of maintaining the Jubilee Institute facilities, attracting and serving the community needs of Coquetdale through our users, and ensuring financial stability. They require confirmation by the new management committee of trustees for 2022-23 after election and are inevitably dependent upon available finance.
-
Complete and display the full history of the Rothbury Jubilee Institute in a format that will be readily accessible to the people of Coquetdale.
-
Continue with the plans to refurbish the Youth Project rooms in consultation with potentially interested groups.
-
Complete an energy audit of the Jubilee Institute and implement any affordable improvements, including the replacement of the 18 (or more) year old boiler and LED lighting.
-
Make more use of digital systems, where appropriate, to manage the facility e.g. use of the Cloud for administration.
-
Carry out a strategic review of expenditure, given the expected future financial stresses.
-
Undertake Hallmark 2 renewal.
12
Jubilee Institute Rothbury: Annual Report 2021-22
Report signed on behalf of the trustees .
Signature:
Name: Patrick Moloney Position: Chair of Trustees Date:
Attachment
Independent Examiner’s Report
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which give me cause to believe that, in any material respect,
-
accounting records were not kept in accordance with section 130 of the Charities Act or
-
the accounts do not accord with the accounting records.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Signed: Dated: Name:
13
Jubilee Institute Rothbury: Annual Report 2021-22
March 2020: Mural painted by Joan Pattison in the Armstrong Hall
Late 1940s or 1950s: Drama in the Jubilee Hall
14