2022-06-30-accounts

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THE ASHFORD ROTARY CLUB TRUST STATEMENT OF ACCOUNTS FOR THE YEAR ENDED 30[th] JUNE 2022

Charity Information	2
Report of the Trustees	3-6
Report of the Independent Financial Examiner	7
Statement of Accounts	8-9
Balance Sheet and Analysis of Funds	10

THE ASHFORD ROTARY CLUB TRUST CHARITY INFORMATION

Registered charity name

The Ashford Rotary Club Trust

Working name

The Rotary Club of Ashford

Registered charity number 1011388

Governing document Declaration of Trust dated 1 July 1965 Principal address 9 Stonegate

9 Stonegate Wye Ashford, Kent TN25 5DD

Objects of charity To alleviate distress and assist any person in need primarily but not necessarily among residents in Ashford, Kent or the surrounding area prescribed by Governing Document; in particular but without prejudice to the general charitable intention to assist in suitable cases towards maintenance during education and training including educational and training grants; and such other charitable objects and purposes the trustees select in absolute and uncontrolled discretion.

Independent examiner

M Finch FAPP

Banker

National Westminster Bank plc 20 High Street Ashford, Kent TN24 8SH

Bank Accounts are entitled Rotary Club of Ashford (Charity Account)

Trustees as at 30[th] Jun 2022 R Perry (Chairperson) F J Hobbs S G McRae

THE ASHFORD ROTARY CLUB TRUST REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30 JUNE 2022

The trustees present their report and financial statements for the year ended 30 June 2022. The financial statements have been prepared in accordance with the accounting policies and comply with the charity's trust deed and applicable law.

Constitution and objects

The Ashford Rotary Club is constituted under a trust deed dated 1 July 1965 and is a registered charity no. 1011388. Its principal address is currently that of its Treasurer at 9 Stonegate, Wye, Ashford, Kent TN25 5DD. Its assets are held in current and reserve bank accounts with NatWest under the account names Rotary Club of Ashford (Charity Account). The objects of the charity are to alleviate distress and assist any person in need primarily but not necessarily among residents in Ashford, Kent or the surrounding area prescribed by Governing Document; in particular but without prejudice to the general charitable intention to assist in suitable cases towards maintenance during education and training including educational and training grants; and such other charitable objects and purposes the trustees select in absolute and uncontrolled discretion.

Organisation

The trustees who have served during the year are R Perry (Chairperson), F J Hobbs and S G McRae. Trustees are appointed by the Club Board with the approval of the existing trustees and are required to be a member of the Club. A trustee shall retire if he or she ceases, for any reason, to be a member of the Club.

Achievements, Performance and Public Benefit

The Trustees have had regard to the guidance issued by the Charity Commission on public benefit.

The Ashford Rotary Club Trust holds its money in various Funds as detailed below, with an indication of how the money in each Fund was raised and/or spent and what other public benefit has flowed from these. Some are for specific purposes and, unless agreed otherwise by the Trustees or for administrative reasons, money held in them can be used only for that specific purpose. There is also a General Charity Fund, used to make various donations to individuals or organisations as approved by the Board. Money from this Fund can also be used to supplement money spent from any of the other Funds

As a matter of policy the income and expenditure for fundraising events and projects is, whenever possible, administered through the Club Account and, on suitable occasions, the profits (if any) are transferred to the appropriate Fund within the Charity Account.

The following is a summary for each of the Funds showing the amount brought forward from the previous year, income and expenditure during the year and the amount carried forward to next year.

FUND	Brought forward	Income	Expenditure	Expenditure	Carried forward
Rotary Foundation	0.00	1210.00	1210.00		0.00
Polio Plus	0.00	91.50	91.50		0.00
Centenary Project	18803.61	0.00	18803.61		0.00
Presidents Charity 20-21 (Kennedy)	3500.00	0.00		3500.00	0.00
Presidents Charity 21-22 (Cottrell)	496.50	6658.70		0.00	7155.20
International Projects	505.68	120.00		625.68	0.00
Umtha Welanga	0.00	1826.04		1609.96	216.08
Ukraine	0.00	10254.75		9725.75	529.00
Youth Support Fund	523.78	37.50		320.00	241.28
Rotary Entertains/Seniors Events	1500.00	0.00		0.00	1500.00
Youth Party Events	836.87	0.00		105.00	731.87
Charity Auction	0.00	742.88		742.88	0.00
Duck Race	0.00	683.15		683.15	0.00
Cinnamon Spice & Burger Boys	0.00	971.62		971.62	0.00
General Charity (see below re error)	3977.71	5659.29		6295.85	3341.15
Total	30144.15	28255.43	44685.00		13714.58

In all cases described below the figures for income include the Gift Aid recovered on eligible donations.

The Rotary Foundation Fund collects donations from members for the Rotary International Foundation and from fund-raising events held specifically for this Fund. In the current Financial Year a total of £1210.00 was raised and was duly sent to the Rotary Foundation via RIGBI.

The Polio Plus Fund collects donations from members for the Rotary International Polio Plus campaign and from fund-raising events held specifically for this Fund. In the current Financial Year a total of £91.50 was raised and was duly sent to the Rotary Foundation via RIGBI.

The Centenary Project Fund holds money specifically to pay for the estimated cost of the Club’s Centenary Project. The Fund stood at £18803.61 at the beginning of the year and £18803 was given to Ashford Borough Council who used it to pay for the Centenary Gazebo at the Conningbrook Lakes Country Park. The few pence left over was transferred to the General Charity Fund.

The President's Charity Funds are Funds holding money for the President's annual charity/charities, raised from specific events and donations. The President for 2020-21, Lester Kennedy, donated the residual £3500 in his Fund to his chosen charity, Homestart. Donations to the President’s Charity for 2021-22 (Amanda Cottrell) have already amounted to £496.50.

The International Projects Fund is, as its name indicates, a fund to deal with raising and distributing money for overseas projects including, for example, Shelterbox or disaster relief. The only activity this year has been the collection of donations totalling £120 for the Rotary Club of Ilongwi which were duly sent to them. Separate Funds were set up for the Umtha Welanga Project and for donations and collections in connection with the Ukraine crisis (see below). All the money currently in the International Project Fund at the time (£508.68) was transferred to the Umtha Welanga Project meaning that the International Projects Fund ended the year at £0.00

During the year, members made donations totalling £1320.36 specifically for the Umtha Welanga Project in South Africa in addition to the £505.68 from International Projects. Two tranches of money totalling, £1609.96 (including bank charges) was duly sent to South Africa where it has been used to fund a soup kitchen, named in memory of Past President Malcolm Brook. The residue of £216.08 has been carried forward to next year.

The Club’s response to the Ukraine crisis has been the collection of donations from members, friends and work colleagues, plus donations from the general public as a result of several street collections and the proceeds of a talk given by David Starkey. The net income during the year amounted to £9725.75. Most of this (£8681.25)was duly sent to other charities and organisations who could offer direct assistance, including £681.25 to the Disasters Emergency Committee and £2000 each to Shelterbox, the Rotary Foundation Disaster Response Fund, the International Rotary Fellowship of Healthcare (UK) and the British Red Cross. As at 30[th] June 2022 it had not been decided what to do with the residual £529 and further money donated or collected in the next financial year.

The Youth Support Fund is intended to be used for items for which it is considered inappropriate to use money raised from the general public such as Rotakids and Interact. It thus relies solely on money from individual Rotarians or from sponsorship from commercial organisations. It started the year with the £523.78 brought forward from last year and during the year the only income has been a donation of £37.50. Expenditure consisted of £120 for regalia and badges for our sponsored Rotakids and Interact Clubs and £200 prizes for various youth competitions. The residue of £241.28 is carried forward to next year.

Rotary Entertains was an annual event for deprived and older people in Ashford. At the start of the financial year it stood at £1500 in anticipation of the likely costs of future event. However, due to Covid-related restrictions the event was again not held this year and there was accordingly no expenditure. The decision was taken not to resurrect it in future years. It was agreed that the fund should be renamed the Seniors Events Fund in case a replacement event were to be organised at some stage in the future.

The Youth Party Events Fund ring-fences money needed to run various events for disadvantaged children and to provide presents as necessary. No income was received but expenditure of £105 for Christmas presents was incurred thereby reducing the £836.87 held in the Fund at the start of the year to £731.87 carried forward to next year.

The General Charity Fund . is mainly intended to provide supplements for the projects mentioned above where necessary and for donations to other charities and individuals as approved by the Board of the Club. Income came mainly from events organised at Cinnamon Spice and Burger Boys (£971.62), the Duck Race (£683.15) and a Christmas Collection at Tesco (£435.00). The use of Amazon Smile by members produced £55.81 and a similar cash-back scheme operated by EasyFundRaising a further £149.64. Donations from members amounted to £826 and Gift Aid, mainly on members’ donations added a further £319. There was a paltry £5.46 of bank interest. During the year, donations to various charities have continued. Total donations made from the General Charity Fund have totalled £2680 made up of donations to the Altzheimers Society (£100), the Battle of Britain Memorial (£300), Beehive (£250), Bloomers (£250), Challenging MND (£200), Chamberlain Manor (£250), Downs View School (£300), Guide Dogs for the Blind (£200), the Kent & Medway Medical School (£500), the UK Sepsis Trust (£200) and the Women’s Refuge (Christmas Presents) (£130).

Near the end of the year a transfer of £1275 was made in error from the Charity Account into the Club Account. Thus the Club Account carries forward to next year an extra £1275 in error while the Charity Account is “short” by a similar amount. It is the intention to transfer this £1275 back from the Club Account to the Charity Account (General Charity Fund) next year.

A further £2157.50 passed through the General Charity Fund having been paid into the Charity Account in error and was redirected to the intended recipient fund in the Club Account in due course.

Thus at the end of the Financial Year £3341.15 is carried forward to next year, when it will be enhanced by a further £1275 resulting from the correction of the transfer error explained above.

A total of £2020.75 of Gift Aid was recovered from HMRC (down from £3304.09 last year) which was allocated pro rata to the various Funds as described above.

Financial review and investment policy

The charity's investment funds are kept in interest bearing and current bank accounts.

Reserves policy

It is the policy of the charity to hold money in specific Funds for the anticipated expenditure on specific projects such as international projects and the charities being supported by the President each year and to maintain free reserves of the charity, at a level which equates to likely charitable expenditure. The charity by and large has no long term commitments.

Risk management

At the date of these accounts, the charity's funds were sufficient to cover any commitments.

Statement of Trustees' responsibilities - unincorporated charities

The trustees are responsible for preparing the financial statements in accordance with applicable law and United Kingdom Generally Accepted Accounting Practice. The law applicable to charities in England and Wales (SORP 2005) requires the trustees to prepare financial statements for each Financial Year which give a true and fair view of the state of the affairs of the charity and of the income and expenditure of the charity for that period. In preparing those financial statements, the trustees are required to

select suitable accounting policies and then apply them consistently;
observe the methods and principles in the Charities SORP;
make judgements and estimates that are reasonable and prudent;
state whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements;
prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation.

The trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act 2012, the Charity (Accounts and Reports) Regulations 2008 and the provisions of the trust deed. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

The trustees are responsible for the maintenance and integrity of the charity and financial information included on the charity's website. Legislation in the United Kingdom governing the preparation and dissemination of financial statements may differ from legislation in other jurisdictions.

Accounting Policies

General Policy

The accounts have been prepared on a Receipts (Income) and Payments (Expenditure) basis.

Preparation of financial statements

The financial statements are prepared under the historical cost convention, in accordance with the Charities Act 1993, and with applicable Accounting Standards and the Statement of Recommended Practice 2005.

Donations

Donations are recognised in the financial statements when they are received. Donations and other income in respect of specific activities which are restricted by the wishes of the donor, or by purpose or by geographical location are allocated to the appropriate Fund. Donations and other income for the general purposes of the Charity are allocated to the General Charity Fund

Resources Expended

Resources are expended and accounted for on an accruals basis.

Interest and Gift Aid Received

Interest and Gift Aid are accounted for when received and are proportionately allocated to the appropriate Fund.

Taxation

No provision is made in the financial statements for taxation as the Trust's activities are of a charitable nature and are therefore outside the scope of taxation.

Transactions with Trustees

No expenses or remuneration were paid to the charity's Trustees.

Approved by the trustees and signed on their behalf by:

Signed

Date

Robert Perry Trustee

THE ASHFORD ROTARY CLUB TRUST REPORT OF THE INDEPENDENT EXAMINER FOR THE YEAR ENDED 30 JUNE 2022

I report on the accounts for the year ended 30 June 2022 set out on pages 13 to 16 inclusive.

Respective responsibilities of the Board and examiner

The Club's Board are responsible for the preparation of the accounts. The Club's Board consider that an audit is not required for this year under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed.

It is my responsibility to:

examine the accounts under section 145 of the Charities Act;
follow the procedures laid down in the general Directions given by the Charity Commission under section 145(5)(b) of the Charities Act and
to state whether particular matters have come to my attention.

Basis of independent examiner's report

My examination was carried out in accordance with general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts present a "true and fair view” and the report is limited to those matters set out in the statement below.

Independent examiner's statement

In connection with my examination, no matter has come to my attention:

which gives me reasonable cause to believe that in any material respect the requirements to keep accounting records in accordance with section 130 of the Charities Act; and to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the Charities Act have not been met

to which, in my opinion, attention should be drawn in order to enable proper understanding of the accounts to be reached.