Trustees’ Annual Report for the period
From 1st Sept 2019 Period start date To 31st Aug 2019 Period end date Charity name: ALPHINGTON COMMUNITY ASSOCIATION Charity registration number: 11001339
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | (A)To promote the benefit of the inhabitants of Alphington & its immediate surroundings without distinction of sex or of political, religious or other opinions by associating the Local Authorities, voluntary organisations & inhabitants in a common effort to advance education & to provide facilities in the interests of social welfare for recreation & leisure time occupation with the object of improving the conditions of life for the said inhabitants. (2)To establish or to secure the establishment of a community centre & to maintain & manage, or to cooperate with any Local Statutory Authority in the maintenance & management of such a centre for activities promoted by the Association & its constituent bodies in furtherance of the above objects. The Charity shall be non-party in politics and non-sectarian in religion |
| Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. |
Para 1.17 and 1.19 |
Maintaining the Village Hall and Community Centre by promoting and hiring out to local organisations i.e. youth and children's groups, dancing groups, church functions, Women's Institute etc. Making sure that it is affordable and accessible for everyone. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | Ensuring that we have complied with the Charity Commissions guidance on public benefit when exercising any powers or duties to which the guidance is relevant. |
Additional information (optional) You may choose to include further statements where relevant about:
SORP reference
| Policy on grant making | Para 1.38 | |
|---|---|---|
| Policy on social investment including program related investment |
Para 1.38 | |
| Contribution made by volunteers |
Para 1.38 | The Trustees, Officers and other volunteers from the committee members all help to run the halls, ensure the continuity of the spaces available, Ensure the upkeep and safety of the buildings and grounds. Work with community groups to help introduce new programmes into the halls for the benefit of all the community. All of these volunteersgive their time freely. |
| Other |
Achievements and Performance
| SORP reference | ||
|---|---|---|
| Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole. |
Para 1.20 | Our aim is hiring out the Village Hall and Community Centre at affordable costs to ensure that local groups and charities are able to afford the rent and run successfully. Any profits are reinvested into maintaining and improving the facilities for the local groups and benefitting everyone in the community. In the last year we have completely rebuild the old Shed Theatre which was had to be condemned due to the asbestos roof, corrugated iron walls and extensive damp problems. The building has been linked to the Village Hall making an L-shaped multifunctional facility, offering flexible spaces for now and the future. |
| Additional information (optional) You may choose to include further statements |
Additional information (optional) You may choose to include further statements |
where relevant about: |
|---|---|---|
| Achievements against objectives set |
Para 1.41 | Both the Community Centre and Village Hall were able to report a profit despite 5 months of the financial year being in lockdown from the Covid pandemic. Through careful planning, budgeting and strict adherence to the governament guidelines we were able to open up in August when lockdown was lifted. We are able to use the Village Hall throughout the |
| redevelopment of the Shed Theatre. We worked very closely with groups to ensure their safe return when possible. All fundraising and grants went towards the Theatre rebuild and we were able to complete the building in June 2020 and we were able to use the space from August 2020 with the concrete floor. The laminate flooring was laid in January 2021 after further fundraising took place to cover the £7k cost. |
||
|---|---|---|
| Performance of fundraising activities against objectives set |
Para 1.41 | Our aim was to complete the redevelopment of the new Alphington Theatre in 6-12 months and we were able to complete it ahead of schedule. We have raised funds and grants to cover all of the cost and pay back the £20K loans we had received. |
| Investment performance against objectives |
Para 1.41 | Our investment in redeveloping the Village Hall plus building and joining the new theatre to make a multi-functional complex has provided fantastic facilities for both local residents, for Exeter and beyond. The buildings is owned on behalf of the village and is now worth well over 1.4m |
| Other |
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | We normally run in profit and during the rebuild of the theatre and a 5 month lockdown we have still reported profits on each centre - Village Hall £1980 and Community Centre £1140. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | We only hold reserves towards specific future projects otherwise we try to try to keep to a reserve of £10k. However during the redevelopment projects it was agreed that we could drop to £5k if necessary. Now the building works are all completely and the end of lockdown is approaching we are hoping to return to our £10k reserve, giving us movement to use reserve if the recovery from lockdown is slower than anticipated. |
| Amount of reserves held | Para 1.22 | £16k is currentlyheld. |
| Reasons for holding zero reserves |
Para 1.22 | We would only drop to 0 zero in exceptional circumstances and would look towards obtaining additional funding if necessary. We have access to short term loans of £10k if required during recoveryfrom thepandemic. |
| Details of fund materially in deficit |
Para 1.24 | We are in profit across all areas of the business |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | We have budgeted carefully to use the lockdown grant to get us though to 2022. One of our main costs is cleaning and we are able to use volunteers if necessary to save on costs. More lockdowns could effect us but we would hope that we would be able to access government grant again should this happen |
Additional information (optional) You may choose to include further statements where relevant about:
| The charity’s principal sources of funds (including any fundraising) |
Para 1.47 | Our normal source of funds is from hiring the various halls and rooms etc. The last few years this has been overtaken by grants and fundraising due to the large redevelopment projects we have undertaken. See above. |
|---|---|---|
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | Our investment policy is to use any profits to reinvest into the facilities we offer and help establish and encourage new community and other groups. |
| A description of the principal risks facing the charity |
Para 1.46 | Our risks are around recovery from the pandemic. We have budgeted very carefully to see us through to 2022 but will need to monitor the situation constantly. The grant received towards the Community Centre rent has ended and we have applied for other funding from the Council. However will not cover the rent in full and will need to ensure that we budget ahead to cover the additional |
rent in the future. Other
Structure, Governance and Management
| Description of charity’s trusts: |
||
|---|---|---|
| Type of governing document (trust deed, royal charter) |
Para 1.25 | Constitution |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | unincorporated association |
| Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees |
Para 1.25 | Trustees and named officers by election from members of t he community association. Must be agreed by attendees at a meeting (1st and 2nd) |
Additional information (optional) You may choose to include further statements where relevant about:
| Policies and procedures adopted for the induction and training of trustees |
Para 1.51 | From the constitution and training, additional meetings etc |
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | |
| Relationship with any related parties |
Para 1.51 | |
| Other |
Reference and Administrative details
| Charity name | Alphington Community Association |
|---|---|
| Other name the charity uses | |
| Registered charity number | 1001339 |
| Charity’s principal address | 32, Fairfield Road Alphington Exeter EX2 8UF |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 |
Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee(if any) |
|---|---|---|---|---|
| Adrian Carpenter | Chairman/Trustee | Alphington Community Association | ||
| ShelleyIngham | Treasurer | Alphington Community Association | ||
| Kathryn Sidgwick | Secretary/Trustee | Trustee from Nov 19 | Alphington Community Association | |
| Harold Seward | Trustee | Alphington Community Association | ||
| Margaret Clark | Trustee | Trustee from Nov 19 | Alphington Community Association | |
Corporate trustees – names of the directors at the date the report was approved Director name
Name of trustees holding title to property belonging to the charity
| Trustee name | **Dates acted if not for whole year ** | |
|---|---|---|
| Harold Seward | ||
| Margaret Clark | From Nov 2019 | |
| **Adrian Carpenter ** | ||
| **Kathryn Sidgwick ** | From Nov 2019 | |
Funds held as custodian trustees on behalf of others
Description of the assets held in this capacity
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects
Details of arrangements for safe custody and segregation of such assets from the charity’s own assets
Additional information (optional)
Names and addresses of advisers (Optional information)
Type of Name Address adviser
Name of chief executive or names of senior staff members (Optional information)
Exemptions from disclosure
Reason for non-disclosure of key personnel details
Other optional information
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signature(s) SIngham Full name(s) Shelley Ingham Position (eg Secretary, Treasurer Chair, etc) Date 30/06/2021
Receipts and Payments
Alphington Community Association For the year ended 31 August 2020 Cash Basis
2020
Receipts
| Receipts | |
|---|---|
| Collection Tins | 92 |
| Deposit | 14 |
| Donation for Tiles - Theatre Rebuild Appeal | 295 |
| Donations | 2,650 |
| Fundraising | 3,679 |
| Grants DCC/ECC | 126,000 |
| Interest Income | 8 |
| Miscellaneous Grant | 670 |
| Room Hire | 28,186 |
| Short Mat Bowls | 407 |
| Theatre - Floor fundraising campaign | 1,595 |
| Total Receipts | 163,596 |
| Cost of Sales | |
| Direct Wages | 1,296 |
| Total Cost of Sales | 1,296 |
| Total Receipts | 162,300 |
| Payments | |
| Advertising & Marketing | (55) |
| Audit & Accountancy fees | 324 |
| Bad Debts | 306 |
| Caretaking | 2,660 |
| Cleaning | 4,967 |
| Equipment | 1,060 |
| Garden Expenditure | 223 |
| General Expenses | 81 |
| Insurance | 1,720 |
| IT Software and Consumables | 224 |
| Light, Power, Heating | 7,237 |
| PPE Costs | 1,180 |
| Rates | 515 |
| Rent | 3,072 |
| Repairs & Maintenance | 3,071 |
| Salaries | 6,843 |
| Subscriptions | 73 |
| Telephone & Internet | 348 |
| Waste Collection | 194 |
| Total Payments | 34,044 |
Receipts and payments
Alphington Community Association
Receipts and Payments
| 2020 | |
|---|---|
| Surplus/(Deficit) | 128,255 |
| Other Income | |
| Government Grant | 8,231 |
| Total Other Income | 8,231 |
| Surplus/(Deficit) | 136,487 |
| Surplus/(Deficit) | 136,487 |
Receipts and payments
Alphington Community Association
01392 692 192 www.taxandfinancial.uk Tax 6 Flnanclal admin@taxandfinancial.co.uk Independent Examiner's Report To the Alphington Community Association Report on the accounts of the Associatlon for year endln8 31 Au8USt 2020. Respectlve responslbllltles of trustees and examlner The committee of the associatlon is responsible for the preparatlon of the accounts. The committee onsiders that an audit is not required for this year under section 144 of the charlties act 2011 (the charities act) and that an Independent examination is needed. It is my responsiblllty to.. Examine the accounts under sectlon 145 of the charltles act; to follow the procedures lald down in the general directlons 8lven by the Charity Commission under sectlon 145151{bl of the charities act; and to state whether partlcular matters have come to my attention. Basls of Independent examlnerfs report My examinatlon was carried out in accordance wlth the general directions glven by the Charlty Commisslon. An examination includes a review of the actountin8 records kept by the charlty and comparison of the accounts presented wlth those record5. It also Includes conslderation of any unusual items or dlsclosures in the accounts and seeking explanatlons from the committee concernlng any such matters. The procedures undertaken do not provlde all the evldence that would be requlred In an audit and consequently no opinion 15 8iven as to whether the accounts present a "true and fair" view and the report is Ilmited to those matters set out In the statement below, Independent Examlners Statement In connection with my examlnatlon, no matter ha5 come to my attentlon.. l. Whlch glves me reasonable cause to believe that In any material respect, the requlrements: lal To keep accountin8 records In accordance with section 130 of the charltles act; and Ib) To prepare the accounts that accord with the accountlng record and comply with the accounting requirements of the Charltles Act 2. Have not been met,. or to which, in my oplnlon. attentlon should be drawn to enable a proper understanding of the accounts to be reached. Tuesday, 28th June 2021 Anita Cocks Director 3 The Space Place Alphinbrook Road, Exeter EX2 8RG Company Reg.. IOS21395 VAT: 260987472