## **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
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**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