Rotary Club of Witney
Trust Fund Trustees Report for the year ended 30 June 2021
Rotary Club of Witney Trust Fund, Witney, Oxfordshire is registered with the Charity Commission, Number 1028759 and constituted by Deed of Trust dated 25 January 1971.
Trustees
Rotarians John Simpson, Mike Alexander, and Keith Crawford served as trustees throughout the year. Chris Moxon served until he resigned on 23 September 2020. Coleen Hunter became a trustee on 16 November 2020.
Appointment and induction of trustees
Trustees must be members of the Rotary Club of Witney and can be appointed or removed at a duly constituted meeting of the club. This is defined by the trust deed as any regular weekly meeting of the club. Training is given where necessary and attendance at district and national events is encouraged to gain experience of the workings and activities of Rotary on a national and international level.
Objects
The objects of the charity are “to apply both the capital and income thereof to or for the relief of the poor and needy or to or for such other charitable purpose institution or society or object as the club shall direct at a duly constituted meeting.”
In order to meet these objects, the club considers requests for assistance through the work of its committees: Elderly, Youth, Foundation and International. Fundraising events are organised to generate funds to be distributed and a budget is set at the beginning of the year.
Public benefit
Due to the Covid lockdown the club has been unable to be involved in organising local community events, such as the Witney Carnival in July and Christmas Lights switch on. We did, however, manage, in conjunction with Round Table to help Santa take his sleigh round much of Witney. Our members have not been able to socialise together and many have donated money to the Trust Fund they have not spent on such socialising. This has meant that we have been able to donate money to all three local food banks, several local schools and some other charities that needed extra help because of the Covid lockdown.
During the year total unrestricted funds raised amounted to £11,978 (2020 £10,826). Out of this we paid £10,584 (2020 £9,777) to support a variety of deserving causes both locally and abroad. Amongst the larger amounts this year were donations to the Rotary Foundation and for End Polio Now of £1,100 each and the purchase of two Shelterboxes for £1,180.
The President’s charity for the year was Global Sight Solutions, which provides eye care in the developing world. £5,605 passed through the Club’s account and, augmented by other District and international Rotary Funds, will be used to equip an eye hospital in Vijayawada, India.
The Club set up a restricted fund to help schools provide ‘catch-up’ teaching to pupils particularly adversely affected by the Covid lockdown. The Club gave £1,500 to this fund and also received contributions totalling £4,000 from three other local charities. Donations have been made to four local primary schools. There is £1,000 remaining at the end of the year still to be disbursed.
Investment policy
Excess funds (ie monies not needed for short term disbursement) are invested with Charities Official Investment Fund.
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Rotary Club of Witney
Reserves policy
The club aims to maintain unrestricted reserves at a level to ensure it can continue to carry on its activities until such time as further funds are earned from fund-raising. This is felt to be at least £2,000. Unrestricted funds at the year end, for which no designation had been made, amounted to £7,580 (2020 £6,477) which, again is a higher amount than normal. This is because funds were to some extent conserved to ensure that once the Covid 19 lockdown eased there would be funds available to permit the resumption of many of the community enhancing activities that the club had previously been able to provide.
In addition, the club holds two significant Restricted Funds. One, to be used for the benefit of the elderly of Witney, stood at £11,911 on 30 June 2021 (2020 £11,793). The other is the new fund to help schools provide ‘catch-up’ teaching described above. This stood at £1,000 at 30 June 2021 (2020 £Nil).
Major risks
All activities involving members of the public are subject to individual risk assessments and are covered by a comprehensive insurance policy arranged for all Rotary clubs by Rotary in Great Britain and Ireland.
The Club’s finances are monitored through monthly accounts presented to Club Council and through a 6-monthly budget review by the Club and the Trustees. In addition, the club does not finally commit to any events or monetary donations until it actually has generated the requisite funds. All payments require dual authorisation.
The Club takes seriously its responsibilities with regard to behaviour of its members and safeguarding of children and vulnerable adults. Any breaches or complaints would be brought to the attention of Club Council.
This report was approved by the trustees on 9 August 2021 and signed on their behalf by
K E Crawford, Chair of Trustees
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Rotary Club of Witney
Independent examiner’s report to the trustees of Rotary Club of Witney Trust Fund
I report to the trustees my examination of the accounts of the Rotary Club of Witney Trust Fund for the year ended 30[th] June 2021.
Respective responsibilities of trustees and examiner
As the trustees of the Rotary Club of Witney Trust Fund you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).
I report in respect of my examination of the accounts of the Rotary Club of Witney Trust Fund carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent examiner’s statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
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accounting records were not kept in respect of the Rotary Club of Witney Trust Fund as required by section 130 of the Act; or
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the accounts do not accord with those records; or
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the accounts do not comply with the accounting requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair view' which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
...................................... J M Russell FCA
Just Audit & Assurance Ltd 37 Market Square Witney Oxon OX28 6RE
12 November 2021
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Rotary Club of Witney
Trust Fund
RECEIPTS AND PAYMENTS FOR THE YEAR ENDED 30 JUNE 2021
| 2021 | 2021 | 2020 | 2020 | ||||||
|---|---|---|---|---|---|---|---|---|---|
| Unrestricted | Restricted | Total | Total | ||||||
| RECEIPTS | £ | £ | £ | £ | |||||
| Carnival | - | - | - | 2,070 | |||||
| Crisis atChristmas collection | - | - | - | 260 | |||||
| Children in Need Pudseymonies | - | 335 | 335 | 1,586 | |||||
| Christmas lights switch on | - | - | - | 3,064 | |||||
| Colour Run receipts for August 2021 event | 305 | - | 305 | - | |||||
| DistrictGrants | 625 | 875 | 1,500 | 1,500 | |||||
| Donation fromCarterton TCfor crocuses | - | 400 | 400 | - | |||||
| Donation for WitneyALBS | - | 400 | 400 | - | |||||
| Donations for British Heart Foundation in memoryof George Bennett |
- | 812 | 812 | - | |||||
| Donations forCovid 19fund | - | 2,673 | 2,673 | 5,473 | |||||
| Donations for Foundation | - | 575 | 575 | - | |||||
| Donations forGlobalSightSolutions | - | 5,605 | 5,605 | - | |||||
| Donations received | - | - | - | 2,026 | |||||
| Gift aid(£1,001 allocated to other headings) | 3,133 | - | 3,133 | 3,245 | |||||
| Interest received | 200 | 360 | 560 | 593 | |||||
| Miscellaneous receipts | - | - | - | 487 | |||||
| RaceNight | - | - | - | 1,244 | |||||
| Raffle at 4 November dinner for EPN | - | - | - | 215 | |||||
| Santa’s sleighdonations | - | 899 | 899 | - | |||||
| Schools catch- upFunds donations received | - | 4,000 | 4,000 | - | |||||
| Street collection – Bahamas hurricane | - | - | - | 2,201 | |||||
| Street collection –Shelterbox | - | - | - | 968 | |||||
| Sundrydonations,mainly‘lunch’ money | 7,645 | - | 7,645 | - | |||||
| Sunshine box contributions | 70 | - | 70 | 984 | |||||
| Wychwood Forest Fair | 670 | ||||||||
| Available for donations | 11,978 | 16,934 | 28,912 | 26,586 | |||||
| PAYMENTS perpages5and6 | 10,584 | 17,956 | 28,540 | 23,459 | |||||
| NET SURPLUS/(DEFICIT) FOR THE YEAR |
1,394 | (1,022) | 372 | 3,127 | |||||
| Bank balance at beginningof theyear | 6,454 | 14,470 | 20,924 | 17,797 | |||||
| BANK BALANCE AT END OF THE YEAR |
7,848 | 13,448 | 21,296 | 20,924 |
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Rotary Club of Witney
Trust Fund
RECEIPTS AND PAYMENTS FOR THE YEAR ENDED 30 JUNE 2021 (Continued)
| 2021 | 2020 | |||
|---|---|---|---|---|
| Unrestricted | Restricted | Total | Total | |
| PAYMENTS | £ | £ | £ | £ |
| Seniors | ||||
| Flowers | - | 15 | ||
| Grant request | - | 60 | ||
| Senior citizens Christmas concert | - | 258 | ||
| St Mary’sElderly Christmaslunch | - | 300 | ||
| Summer teaparty | - | 228 | ||
| Twixtpartyfor the elderly/lonely | - | 406 | ||
| Volunteer Link-Up | 250 | 250 | - | |
| Foundation | ||||
| Donations for End Polio Now | 1,100 | 245 | 1,345 | 1,415 |
| Contribution to Foundation | 1,100 | 330 | 1,430 | 1,210 |
| Contribution toward ‘Have Your Say’ event costs |
- | 175 | ||
| Crocuses | 96 | 400 | 496 | - |
| Global Sight Solutions | 1,000 | 1,000 | - | |
| **International ** | ||||
| Alans Africa | 400 | 400 | 2,250 | |
| Bursaries | - | 350 | ||
| CreatingBetter Futures | - | 175 | ||
| GlobalSightSolutions | 500 | 500 | 75 | |
| Learning4 life – fuel savingeco-stove | 250 | 250 | - | |
| Rotary Club of Marlow– ebola | 450 | 450 | - | |
| RotaryClub of Roxas City,Phillipines | - | 150 | ||
| Shelterbox | 1,180 | 1,180 | 590 | |
| WyeValleyZambiaproject | ||||
| Youth | ||||
| Cotswold Wild Life visit for A&W College | - | 418 | ||
| Friends of Hailey School | - | 325 | ||
| Interact expenses | 50 | 50 | 448 | |
| MulberrybushSchool outing | - | 600 | ||
| Kids Day Out | 300 | 300 | 273 | |
| Pudseycosts | - | 20 | ||
| TechnologyTournaments | - | 336 | ||
| Tower Hill Schoolyoungcarers | - | 458 | ||
| WatchOut books | - | 50 | ||
| YoungArtist Competition | 158 | 158 | - | |
| YouthSpeaks | - | 372 | ||
| **Other ** | ||||
| Sunshine box donations | 228 | 228 | 1,170 | |
| Aquabox | - | 1,100 | ||
| Bahamas Disaster Relief Fund | - | 804 | ||
| Besom Food Bank from District Grant | 450 | 450 | 450 |
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Rotary Club of Witney
| Breakfast packs for 3 local schools ‘ disadvantaged families |
700 | 700 | - | |
|---|---|---|---|---|
| British Heart Foundation in memory of George Bennett |
812 | 812 | - | |
| Children in Need | 335 | 335 | 1,586 | |
| Crisis at Christmas | 275 | 275 | 260 | |
| Donations forwarded to RotaryFoundation | - | 1,050 | ||
| Donations made fromCovid 19fund | 4,330 | 4,330 | 3,817 | |
| Donations to the 3 local food banks from Santas’Sleigh and DistrictGrant |
1,299 | 1,299 | - | |
| Global Sight Solutions | 5,605 | 5,605 | - | |
| Hampers toSt Marys and schools | 270 | 270 | - | |
| ICE videoproduction cost | 350 | 350 | - | |
| InnerWheel re Pimms Bar atCarnival | - | 250 | ||
| Kids Out | - | 200 | ||
| RFUK | - | 250 | ||
| RYLA candidate | 677 | 677 | - | |
| Schools Catch Up - Witney Community Primary |
1,000 | - | 1,000 | - |
| - Tower Hill School | 500 | 1,500 | 2,000 | - |
| -St Marys Primary | 500 | 500 | - | |
| Queen Emmas Primary | 1,000 | 1,000 | - | |
| Shelterbox | - | 1,565 | ||
| WitneyAction to LearningBeyond School | 500 | 400 | 900 | - |
| TOTAL | 10,584 | 17,956 | 28,540 | 23,459 |
Several small unrestricted donations have been made to the charity by its trustees – these amount in total to some £250.
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Rotary Club of Witney
Trust Fund
STATEMENT OF ASSETS AND LIABILITIES AT 30 JUNE 2021
| 2021 | 2021 | 2021 | 2021 | 2021 | 2021 | 2021 | 2021 | 2021 | 2021 | 2020 | |||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Unrestricted | Restricted | Total | |||||||||||
| £ | £ | £ | £ | ||||||||||
| Assets | |||||||||||||
| District 1090 for a District Grant | - | - | - | 450 | |||||||||
| Bank account | 5,296 | - | 5,296 | 4,924 | |||||||||
| COIF investment at cost* | 2,552 | 13,448 | 16,000 | 16,000 | |||||||||
| 7,848 | 13,448 | 21,296 | 21,374 | ||||||||||
| *At 30 June 2021 the market value of the COIF investment was £17,926 (2020 £18,736) |
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| 2021 | 2020 | ||||||||||||
| Unrestricted Funds | £ | £ | |||||||||||
| Designated | |||||||||||||
| Sunshine box | 268 | 427 | |||||||||||
| Undesignated | 7,580 | 6,477 | |||||||||||
| Restricted Funds | |||||||||||||
| The elderlyof Witney | 11,911 | 11,791 | |||||||||||
| Donations for a Youth Services dinner |
512 | 512 | |||||||||||
| Covid 19Fund | - | 1,657 | |||||||||||
| Anon donation for International | - | 500 | |||||||||||
| Donation for Foundation | - | 10 | |||||||||||
| District Grant notyetpaid over | 25 | ||||||||||||
| Schools Catch-up fund monies notyet disbursed |
1,000 | ||||||||||||
| 7,848 | 13,448 | 21,374 | |||||||||||
The accounts were approved by the Council of the Rotary Club of Witney on 13 September 2021 and signed on their behalf by:
J Hunter President
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Rotary Club of Witney
RECEIPTS AND PAYMENT FOR THE YEAR ENDED 30 JUNE 2021
CLUB ACCOUNT (not part of the accounts for the charity which is the Rotary Club of Witney Trust Fund)
| of WitneyTrust Fund) | |||||
|---|---|---|---|---|---|
| 2021 | 2020 | ||||
| £ | £ | £ | |||
| RECEIPTS | |||||
| Members’ subscriptions – currentyear | 4,797 | 4,840 | |||
| Members’ subscriptions – 2021/22 | 220 | - | |||
| New member bountyreceived from District | 80 | - | |||
| Draw surplus | 1,500 | 1,376 | |||
| Draw subscriptions received in advance for 2021/22 | 900 | - | |||
| Interest | 1 | 13 | |||
| Drawprizes not taken up | 25 | - | |||
| Lunch moneydonationpaid into this account in error | 44 | - | |||
| Sales of Storyof WitneyBlankets | - | 26 | |||
| Received for 30 June 2018 President’s event | - | 50 | |||
| Sale of lapel badges,tabards etc | - | 17 | |||
| Recoveryof costspaid in 2019 for Wychwood Forest Fair | - | 327 | |||
| 7,567 | 6,649 | ||||
| PAYMENTS | |||||
| RIBI capitation | 2,992 | 2,934 | |||
| District capitation | 462 | 810 | |||
| Trailerpurchaseplus clamp | - | 551 | |||
| Trophyengraving | - | 83 | |||
| WitneyLakes and Blue Boar staffgratuities | - | 100 | |||
| Speakers’/guests’ meals | - | 382 | |||
| Lunch AWOLs through error | - | 2 | |||
| Fundingfor 2021 WitneyCarnival | 1,000 | - | |||
| Web expenses | 50 | 181 | |||
| Payment to Trust Fund for the use of Ashley’s shed | 500 | - | |||
| Expenses for collection of face masks etc | - | 70 | |||
| Presents for Club Christmasparty | 222 | - | |||
| Fees for the use of Zoom | 144 | 98 | |||
| Regalia | 70 | 43 | |||
| Bank charges | - | 59 | |||
| Flowers/cards for illness/bereavement etc | - | 34 | |||
| PAT testing | 35 | 34 | |||
| Draw moneydonated to Covid 19fund/End Polio Now | - | 591 | |||
| Feespaid for use of cardpayment system | - | 146 | |||
| Insurance | 155 | 183 | |||
| Miscellaneous | 70 | 122 | |||
| Honorarium for Independent Examination | 150 | 150 | |||
| 5,850 | 6,573 | ||||
| Net Surplus for theyear | 1,717 | 76 | |||
| Funds held on behalf of Bicester Pioneer RotaryClub | 946 | - | |||
| Bank balance at beginningof theyear | 3,392 | 3,316 | |||
| BANK BALANCE AT THE END OF THE YEAR | 6,055 | 3,392 |
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