2025-03-31-accounts

Gifford Community Association Trustees’ Annual Report

Period 1[st] April 2024 to 31[st] March 2025

Gifford Community Association Scottish Charity Number SC012581 Gifford Village Hall The Square Gifford EH41 4QJ

Registered Address: Park Cottage, Newlands, Gifford, EH41 4PJ Contact Email: [e-mail] Website: www.gifordvillage.org/villagehall

Gifford Community Association Registered Charity No SC012581

Charity Trustees

One Trustee, Pe , resigned during the year and was not replaced. The remaining four Trustees were unchanged:

• • •

The Deed of Trust requires a minimum of three Trustees.

Objectives and Activities

The objectives of the Gifford Community Association, as outlined in its constitution, are to ‘advance education and to provide facilities in the interests of social welfare for recreation and leisure time occupation with the object of improving the conditions of life for the inhabitants of Gifford’. In practice this involves the day-to-day management and maintenance of the historic Gifford Village Hall, so that it can be used by many clubs, societies and individuals within the Gifford area. Since the GCA receives no external funding, much of its work involves fundraising to cover the ever-increasing costs of running the hall.

Structure, Governance and Management

The documents which govern the operation of the GCA are Deed of Trust, dated 28[th] April 1980 and the Constitution of the Gifford Community Association, dated 15[th] November 2007 as amended on 19[th] June 2024.

The Gifford Community Association is run by a Committee of Management comprising nine elected members, all of whom are volunteers residing in Gifford or the surrounding area. All members retire from office at the AGM, but are eligible for re-election. At the AGM, the Committee elects a Chairperson (currently Mrs Elaine Austin) and Treasurer (currently Dr John Fry). The Management Committee meets approximately every six weeks and it is now usual for at least one of the Trustees to attend each meeting.

In the past year we have seen several changes to the membership of our Management Committee. At last year’s AGM Pe stepped down after many years and a is now our secretary. At the beginning of 2025 fF , who had been a member of the committee for some ten years, also stood down and at about the same time | joined us and he has taken on responsibility for hall maintenance matters. Pe has taken on the onerous task of looking after the hall bookings and managing the calendar. All enquiries to the [e-mail] email address are now handled by a7 With a committee membership of seven they therefore, according to our constitution, have two vacancies. They can also co-opt up to three additional members and so actively encourage approaches from anyone who would like to join the committee. They also maintain a list of volunteers who would be willing to assist them on an ad hoc basis without the commitment of full committee membership.

The Trustees wish to express their grateful thanks to all these volunteers for their hard work which has allowed the hall to continue to function as a vital hub for the village, throughout the past year and into the future.

Gifford Community Association Registered Charity No SC012581

Trustee Recruitment and Appointment

Throughout the period there has been no requirement to appoint new Trustees.

Achievements and Performance

Last year we reported that we had secured funding from Tweed Forum towards the cost of external painting, lift repairs and a new fire detection system and this work was carried out during the year. We were also seeking funding to refurbish the clock tower, re-point the front steps and re-sand and seal the wooden floors in the hall. We have now secured a Community Intervention Capital Grant from East Lothian Council together with matched funding, again from Tweed Forum, and this allows the work on the steps, clock tower and floors to begin in July.

During the year, to raise funds for the hall, a number of well-supported social events were organised. These included floral workshops, the garden at Gifford Bank being opened through Scotland’s Gardens Scheme with proceeds going to the hall and running of the tombola on the Saturday of the Gifford Flower Show. We again organised a collection at the Yester Fireworks, for which we are very grateful to Garreth and Nicola Wood. In November, as part of an event organised by the Community Council in aid of their ‘Soup and a Smile’ initiative, Christmas gifts, kindly donated by a Gifford resident, were sold. Along with De Burgh Wines, a very successful wine tasting evening was hosted. This was enjoyed by all and is rapidly becoming a regular event in our diary.

In terms of regular income from users of the hall, we lost the children’s activity classes ‘Hubstars’ at the end of the 2024 session, which was a significant loss as they provided our biggest regular income. However, to counter this, yoga classes ran all through the summer holidays last year and we now have both yoga and pilates classes running on a weekly basis. Our toddler group has increased the number of sessions that it runs on Friday mornings.

A local resident, supported by the Gifford Community Council, held initial discussions regarding the running of a Youth Club. Although this unfortunately didn’t take off, we continue to be aware that teenagers are underrepresented among our hall users.

So, in addition to the many regular bookings from local clubs and societies, including bridge and art groups, horticultural society, choir and film club, we have broadened our diary both in terms of well-being classes and one-off sessions.

We continue to seek more lucrative commercial lets. Along with our usual rug sales, other bookings have included basket-making classes, a jewellery valuation event and an upcoming medal valuation session.

Financial Review

The accounts for the financial year are in the Appendix.

Gifford Community Association Registered Charity No SC012581

INCOME, NOTABLE FEATURES.

Hall lets income was substantially lower than the previous year, largely due to a “windfall let” in 2023-4 where the hall was hired to a film company for five weeks during the Summer at virtually no cost to the Association. Putting this aside, the total of hours let in 2024-5 was very similar to the previous year. In the course of 20245 the hall lost a major customer who decided to focus their fitness business on their own premises. This loss was largely offset by the introduction of successful health and wellbeing classes (yoga and pilates) as mooted in the previous year’s forward plan.

Donations have also reduced in comparison with 2023-4 as the latter year featured several large one-off donations that were unlikely to be repeated. However, generous sums were received from the Scotland Gardens Scheme, Yester Fireworks, Yester Community Movie Association, the Bridge Club, the Community Choir and one Trustee, as well as collecting tins in local shops and a collection at the concert closing the annual Flower Show.

Grant income shows a dramatic increase, due to the early receipt of a grant from East Lothian Council Community Intervention Fund, monies intended for renovation works in the year 2025-6. This advance accounts for almost all the apparent surplus on the year. A small grant was also received from Tweed Forum/Fallago Environment Fund representing the final payment towards the fire alarm upgrade.

Social events yielded a lower income than previously. This was because the Burns supper, while previously a lucrative event, proved too onerous for the Management Committee to organise in addition to their other duties. The funds raised this year were from just two events, a sing along film and a popular wine tasting.

EXPENDITURE, NOTABLE FEATURES

Electricity charges were again much reduced, thanks to the continued operation of the contract with EDF that the Committee re-negotiated the previous financial year. However, the renewal terms offered were not competitive with others available and we switched to Octopus as supplier in February 2025.

Gifford Community Association Registered Charity No SC012581

Repairs & maintenance costs reduced substantially but still encompassed some unexpected items. For example, the lift needed further repair, and a boiler required replacement. In addition, a deposit was paid for floor renovation work to be carried out in 2025-6.

Social events show a much-reduced cost, reflecting the diminished activity this year.

OUTLOOK

Overall, the past year has been one of continued progress as the Management Committee strove to raise the income and, in particular, to secure grants to fund previously-identified major renovations to be carried out in 2025-6. The successful application to East Lothian Council Community Intervention Fund (ELCCIF) has already been mentioned. Matching funding was secured from Tweed Forum/Fallago Environment Fund. However, the ELCCIF monies have been received and are already allocated. The apparently large surplus on the year needs to be corrected for this commitment. The resultant picture is of adequate, but not generous, cover for daily operations, a situation which, barring the unforeseen, the Committee is confident it can maintain.

POLICY ON RESERVES

It should be recognised that the current account is for day-to-day running of the hall. Good practice would dictate that there is also a reserve to cover major, urgent, unforeseen events. The Association has no formal policy on what that sum might be, but a figure of £15-20,000 would seem prudent. There is no such reserve at present.

CONCLUSION

In conclusion, the year shows substantial success in locating grants to fund major renovations, while the dayto-day operation of the hall is adequately funded and the venue continues to be a safe, warm, welcoming environment for its many users.

Gifford Community Association Registered Charity No SC012581

Future Plans Major renovations the Committee has identified, and for which funding has been secured, include the refurbishment of the clock tOV￿r, re-poinling the stone of the front steps and re-5anding and Sealing the wooden floors. To irnprove security at the hall and better control access by hall users, the Committee wish to install a WiFi enabled electronic door lock. It was noted during the annual exhibition bythe Gifftird Art Group that many of the spotlights had failed. Since like-for-like replacernents are no longer available. the Committee will be replacing the system in the coming year. Declaratlon Signed on behalf of the charity Trustees: Trustee Dated: ¢3fford Community Association Registered Charity No SC012581

APPENDIX TO TRUSTEES, REPORT Glfford Communlty Assoclatlon SC012581 202412025 Accounts for Year Ending 31 March 2025 Statement of Recelpts and Payments Recel ts 202+5 2023-4 Payments 202+5 20Z3-4 Hall Lets Donations Grants Social event5 Sundries 11,611.50 3,944.63 9,422.75 1,651.17 887.54 15,454.23 5,972.16 2,519.30 4,949.05 436.46 Hall Cleaners Electricitv Insurance Fixtures & fittin Hall Repairs and Maintenance Licences Social Events Sundries 5,221.50 4,049.05 1,851.47 695.97 3,994.68 386.09 235.S4 398.S9 4,457.25 6,485.24 1,691.03 369.92 9,441.04 331.22 1,369.30 360.65 Total receipts 27,S17.S9 29,331.20 Total Payments 16,832.89 24,SOS.65 Total Recei Total Pa ments Sur lus Deficit ts 27,517.59 16,832.89 10 684.70 29,331.20 24,50S.65 4 825.55 Statement of Balances as at 31 March 2025 Funds Reconciliation Cash at Bank year start Surplus/lDeficitl for year Ledger 202*5 18,969.$0 10,684.70 29.654.20 202>4 14 143.95 4,825.55 18,969.50 8ank and C•$h Balanceg Bank Current Account Cheques Outstanding Account Reconciliation 29.654.20 18,969.50 29,654.20 18,969.50 END

Independent Examiner's Report For the Year Ended 31 March 2025 Independenl Examiner's Report to the Trustees of Cyifford Community Association I report on the financial statements ot the charity for thc year cnded 31 March 2025, whicli ate set out on the attached pagc. Respeclive reypoD¥ibililiey of Truslees and Examlner Thc Lharity's tnistces a￿ ￿SponSible for the p￿paratIOn of the accounts in accordance with th¢ temis of the Charities and 'l'rustee Investment (Scotland) Act 2005 ('the 2005 Act") and the ChaTiti¢s Accounts (Scotland) Regulations 2006 (&g amended) ('tthe 2006 Regulations"). The charity's trustees ￿nSider that the audit require]nent of Regulation l O(l)(d) of the 20Q6 Regulations does not apply. It is my responsibilit), to examine the accounts as required under section (44)(1)(c) of thc 2005 Act and to .8tate whether particular matters have corne to my attention. BA4ig of Independent Examiner?s Statement My examination is carried out in accordance with Regulation I l of thc 2006 Rcgulations. A examination includcs a review of thc accounting Iccords k¢pt by thc Ch￿ltY and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or discloburcs in the accounts and secks explanations from the ttuslees conceming any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and, consequently, I do not express an audit opinion on the view given by the accounts. Independent Examiner's Statemeni In connection with mv examination, no matter has come to my attention'.- which Elves me reasonahle cause to believe that, in any malerial respect, the requiremcnts to keep accounting records in accordance with section 44(1)(a) of th¢ 2005 Act and R¢gulation 4 of the 2006 Regulations, and to prepare accounts which accord with the accounting records and comply with R¢gulation 9 of thc 2006 Regulations hav¢ not been met, or li. to which, in my opinion, attenlon should be drawn in order to enable a proper underbtsnding of the accounts to be reacheLt Gifford EH414QW 9 May 2025

Gifford Community Association SC012581 202412025 Account5 for Year Ending 31 March 2025 Statement of Receipts and Payments Receipts 2024-5 202>4 Payments 20￿5 7 20234 Hall Lets '. Donations Grants Soaal event5 Sundries 11.611.50 3,944.63 9.422.75 1.651.17 887.54 15,454.23 5.972_16 2,519.30 Hall Cleaners Electricity Insurance Fixtures & fittinBs Hall Repairs and Maintenènce Licences Social Events Sundries 5,221.50 4,049.05 1,851.47 695.97 3,994.68 386.09 235.54 398.59 4,457.25 6.485.24 1.691.03 369.92 9,441.04 331.22 1,369.30 360.65 jTotal receipts 27,517.5gT 29,331.20 ITotal Payrnents 16,832.891 24,505.65 Total Receipts Total Payments ISurplus/lDeficitl 27,517.59, 16,832.89 10,684.70 29.331.20 24,505.65 4,825.55 Statement ol Balances as at 31 March 2025 Funds Reconciliation Cash at Bank year start Surplusl(Deficit) for year Ledger Signed by Jolln Fry GCA Treasurer 202+5 18,969.50 £ 10.684.70 £ 29,654.20 £ 20234 7 14.143.95 4,825.55 18.969.50 Bank and Cash Balances Bank Current Account Cheques Outstanding Account Reconciliation Signej by Sandra 82nks 1ndependg.nt FxAmin¥hr 29.654.20 E 18,969.50 . 29,654.201 £ 18.969.50 These accounts were approved by the irustees and signed on their behalf by'.-