Rotary Club of Witney
Trust Fund Trustees Report for the year ended 30 June 2024
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 Keith Crawford, Mike Alexander, Grace Mathews and Theresa Rees served as trustees throughout the year.
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. Trustees are normally appointed or reappointed annually. 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 & International and Community & Environment. Fundraising events are organised by the club to generate funds to be distributed by the trust fund and a budget is set at the beginning of the year.
Public benefit
This year we held our second Firewalk, this time in Carterton and the regular Christmas Lights switch on. In conjunction with Round Table, we helped Santa take his sleigh round much of Witney and with Lions, Round Table and the ATC brought Carnival to Witney.
During the year total funds raised amounted to £34,624 (2023 £24,996) and amounts paid out totalled £29,884 (2023 £22,475) to support a variety of deserving causes both locally and abroad. Amongst the larger amounts this year were donations of £4,000 to Bridewell Organic Gardens, £2,538 to Children in Need, £1,150 toward a new kitchen at Witney Community Primary School, £1,800 to the Rotary Foundation and £1,600 for End Polio Now. Street collections amounted to £1,575 for disasters that occurred during the year.
In undertaking their activities the trustees have had regard to the Charity Commission public benefit guidance where relevant.
Investment policy
Excess funds (ie monies not needed for short term disbursement) are invested with Charities Official Investment Fund.
Reserves policy
The trust 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 raised. Unrestricted funds at the year end, for which no designation had been made, amounted to £10,467 (2023 £9,367). Although this amount is higher than funds held in earlier years, it is more a matter of the timing of payments than any other specific policy decision
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Rotary Club of Witney
In addition, the club holds a Restricted Fund to be used for the benefit of the elderly of Witney, which stood at £7,334 on 30 June 2024 (2023 £10,008).
Major risks
All activities involving members of the public are subject to individual risk assessments by the club and are covered by a comprehensive insurance policy arranged for all Rotary clubs by Rotary in Great Britain and Ireland.
The Club and trust fund 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, no final commitment to any events or monetary donation is made until the requisite funds are in hand. Disbursements from the Trust Fund are either part of a budget agreed by the Club or subject to the approval of Council and a Club business meeting. 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 2024 and signed on their behalf by
T Rees, 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 June 2024
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
2024
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Rotary Club of Witney
Trust Fund RECEIPTS AND PAYMENTS FOR THE YEAR ENDED 30 JUNE 2024
| RECEIPTS Carnival Carterton Firewalk surplus Crisis at Christmas collecton Christmas lights switch on Colour Run District Grants Donaton from Bicester Rotary Donaton from Club Account for the use of Ashley’s shed Donatons in memory of Elizabeth Druce Donatons for Foundaton Donatons for Ukraine Fund from Rotary clubs Estate of JB Crawford for school kitchen Funds received for Diversion Project and D day event Funds received on behalf of WCSS Gif aid Hanson dinner Heatng money from members Inner Wheel for Kids Out Interest received Kids Out donaton Lieutenancy fund Oxford Welsh Male Voice Choir 6 April Pudsey collectons and rafe RYLA refund Santa’s sleigh Street collecton for Morocco/Libya disaster Street collecton for Medcins Sans Fronteres Street collecton in December for generators for Ukraine Street collecton and other donatons for Turkey/Syria earthquake Sundry donatons Sunshine box contributons Witney Educatonal Foundaton for Springfeld School trips Witney Firewalk surplus Youth dinner donatons from members TOTAL RECEIPTS PAYMENTS as below (pp5-6) NET SURPLUS for the year Balance at the beginning of the year BALANCE AT THE END OF THE YEAR |
2023 Unrestricted Restricted Total Total £ £ £ £ 915 - 915 850 2,030 1,322 3,352 - - 445 445 350 4,034 - 4,034 3,276 1,070 - 1,070 382 - 1,800 1,800 1,500 - - - 1,008 500 - 500 500 - - - 30 - 20 20 20 - - - 612 - 500 500 - - 1,500 1,500 - - 2,390 2,390 - 1,242 - 1,242 1,914 1,703 1,853 3,556 - - - - 550 - 120 120 - 321 221 542 427 - 600 600 540 - 3,750 3,750 - - 2,209 2,209 - - 685 685 300 - - - 783 735 - 735 773 - 716 716 - - 859 859 - - - - 1,138 - - - 3,202 388 - 388 310 1,108 - 1,108 1,092 - 760 760 300 828 - 828 4,754 - - - 385 2024 |
|---|---|
| 14,874 19,750 34,624 24,996 13,651 16,233 29,884 22,475 1,223 3,517 4,740 2,521 9,993 11,604 21,597 19,076 |
|
| 11,216 15,121 26,337 21,597 |
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Rotary Club of Witney
Trust Fund
RECEIPTS AND PAYMENTS FOR THE YEAR ENDED 30 JUNE 2024 (cont)
| PAYMENTS Seniors Christmas tree and presents for Cedar Court Cream tea in September Donation to Witney Talking News Ducklington Church - warm space Trip for St Marys Mead residents Twixt party for the elderly/lonely Wheelchair contributon - Alan Ellis Windrush Court Christmas tree Foundation Bridewell Organic Gardens BBOWT Crocuses and signs Donations for End Polio Now Contribution to Foundation Friends of WCSS Medcins Sans Frontieres Shelterbox Tree project International Air ambulance for Ukraine Alans Africa Aquabox Book Aid International Clay ovens Global Sight Solutions International Railway Children Mine signs for Ukraine Rotary Fellowship of Healthcare Professionals Ruth Blakey for Kosovo Academy trip Shelterbox Tree Aid Youth Abingdon & Witney college to Cotswold Wildlife Park Dinner guests - 29 April Interact expenses Kids Day Out – Summer Kids Out donation (Toy Box) Mulberrybush School RotaKids expenses RYLA Springfield school trips West Oxfordshire Boxing Club Witney in Bloom prize Community and Environment Paint for Oasis Family Church Witney Community Support Service - food for coronation party Wood for repairs to Witney Community Support Service premises Wrap Up project Carried forward |
2023 Unrestricted Restricted Total Total - 50 50 124 - 495 495 - - 400 400 - - 270 270 - - - - 245 644 644 596 - 250 250 - - 50 50 - 250 - 250 - 100 - 100 - - - - 195 1,600 - 1,600 1,600 1,800 - 1,800 1,800 250 - 250 - 250 - 250 - 250 - 250 - - - - 100 500 - 500 - 400 - 400 400 - - - 300 200 - 200 - - - - 250 - - - 200 - - - 350 - - - 100 400 - 400 400 - - - 500 500 - 500 590 200 - 200 - - - - 283 209 297 506 - 101 - 101 137 - - - 88 600 - 600 600 600 - 600 600 68 - 68 - - - - 25 307 1,360 1,667 1,505 500 - 500 - 150 - 150 100 - - - 133 - - - 250 - - - 340 183 - 183 77 2024 |
|---|---|
| 9,418 3,815 13,234 11,888 |
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Rotary Club of Witney
Trust Fund
RECEIPTS AND PAYMENTS FOR THE YEAR ENDED 30 JUNE 2024 (cont)
| Brought forward Other Sunshine box donations Adult Mental Health Care team Asylum fund donation Bridewell Organic Gardens Cemetery Flower planting - initial seed cost Children in Need Crisis at Christmas Donation for Interactors’ dinner Donation to Inner Wheel re the late Elizabeth Druce Friends of WCSS Generators for Ukraine Heating fund monies paid out to 4 local warm spaces Kids Out Lieutenancy Fund payments Medcins Sans Frontieres SeeSaw Shelterbox Ukraine fund payments West Oxfordshire Boxing Club Volunteer Link-Up West Oxfordshire Community Transport West Oxfordshire Wheelchair Dance Windrush Bike Project Witney Community Primary School Witney PCC TOTAL PAYMENTS |
2023 Unrestricted Restricted Total Total 9,418 3,815 13,234 11,888 985 - 985 466 150 - 150 - - - - 500 469 3,531 4,000 - - - - 443 - 2,538 2,538 300 - 445 445 350 - - - 320 - - 80 363 737 1,100 - - - - 1,421 - - - 550 - 120 120 - - 1,972 1,972 - 141 859 1,000 - - - - 250 - 716 716 3,957 - - - 700 625 - 625 - - 250 250 1,000 1,000 - 1,000 - - - - 250 500 - 500 - - 1,150 1,150 - - 100 100 - 2024 |
|---|---|
| 13,651 16,233 29,884 22,475 |
Several small unrestricted personal donations have been made to the charity by its trustees – these amount in total to some £205 (2023 £225).
Further details of major fund-raising events are set out below:
| Christmas Lights | Choir | Firewalk | Hanson din | |
|---|---|---|---|---|
| £ | £ | £ | £ | |
| Receipts | 6,396 | 3,561 | 9,811 | 6,002 |
| Payments | 2,362 | 1,352 | 6,459 | 2,446 |
| Net as above | 4,034 | 2,209 | 3,352 | 3,556 |
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Rotary Club of Witney
Trust Fund At 30 June 2024
STATEMENT OF ASSETS AND LIABILITIES AT 30 JUNE 2024
| 2024 | 2023 | ||||
|---|---|---|---|---|---|
| Unrestricted | Restricted | Total | |||
| £ | £ | £ | £ | ||
| Assets | |||||
| Bank account | 10,337 | - | 10,337 | 5,597 | |
| COIF investment at cost* | 879 | 15,121 | 16,000 | 16,000 | |
| 11,216 | 15,121 | 26,337 | 21,597 | ||
| *At 30 June 2024 the market value of the COIF investment | was £16,298 (2023 £15,545) | ||||
| 2024 | 2023 | ||||
| Unrestricted Funds | £ | £ | £ | ||
| Designated | |||||
| Sunshine box | 749 | 626 | |||
| Undesignated | 10,467 | 9,367 | |||
| Restricted Funds | |||||
| The elderly of Witney | 7,334 | 10,008 | |||
| Donatons for a Youth Services dinner | - | 297 | |||
| District Grants not yet used | 2,079 | 1,279 | |||
| Foundaton donatons | 40 | 20 | |||
| Friends of WCSS | 2,390 | - | |||
| Funds for Diversionary Project and D Day event | 1,500 | - | |||
| Lieutenancy Fund | 1,778 | - | |||
| 11,216 | 15,121 | 21,597 |
The accounts were approved by the Council of the Rotary Club of Witney on October 2024 and signed on their behalf by:
President
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Rotary Club of Witney
CLUB ACCOUNT (not part of the accounts for the charity, the Rotary Club of Witney Trust Fund) RECEIPTS AND PAYMENTS FOR THE YEAR ENDED 30 JUNE 2024
| RECEIPTS Members’ subscriptons – 2022/23 Members’ subscriptons – 2023/24 Members’ subscriptons – 2024/25 Draw surplus Draw subscriptons received in advance Donatons Interest Ukraine donaton from South Leigh Refund of pump priming money advanced to Carnival Surplus from Handover meetng 24 June 2024 Surplus on Christmas dinner Sale of lapel badges, tabards etc PAYMENTS Cash fow 'loss' on Draw given tming of receipts Christmas dinner surplus donated to Crisis at Christmas Club clothing for resale Deposit to Blaze for 2025 Firewalk District capitaton Fees for the use of Zoom Fees paid for use of card payment system Honorarium for Independent Examinaton Incidental costs for Club Christmas dinner Insurance Lotery registraton Lunch AWOLs through error Miscellaneous PA equipment Payment to Trust Fund for the use of Ashley’s shed Plaques to signify Rotary projects President’s handover meetng costs Printng directories Pull-up banners Regalia Repayment of South Leigh money RIBI capitaton Rom hire for peripatetc lunches Speakers’/guests’ meals Trophy engraving Various IT items purchased for the Club by Tony Carter Waterheater/Urn Web expenses Net (Defcit)/Surplus for the year Bank balance at beginning of the year BANK BALANCE AT THE END OF THE YEAR |
2023 £ £ £ - 4,400 1,695 2,200 2,040 - - 1,100 1,300 1,950 148 - 70 6 - 280 - 1,000 188 - - 101 2 64 5,443 11,101 1,000 - - 101 74 - 200 - 612 720 156 144 136 196 150 150 90 105 181 176 20 20 120 13 173 190 333 - 500 500 162 - - 331 30 - - 60 51 42 280 - 2,652 2,845 363 270 494 577 54 83 - 319 - 93 50 50 7,881 6,985 2,438 - 4,116 7,423 3,307 4,985 7,423 2024 |
2023 £ £ £ - 4,400 1,695 2,200 2,040 - - 1,100 1,300 1,950 148 - 70 6 - 280 - 1,000 188 - - 101 2 64 5,443 11,101 1,000 - - 101 74 - 200 - 612 720 156 144 136 196 150 150 90 105 181 176 20 20 120 13 173 190 333 - 500 500 162 - - 331 30 - - 60 51 42 280 - 2,652 2,845 363 270 494 577 54 83 - 319 - 93 50 50 7,881 6,985 2,438 - 4,116 7,423 3,307 4,985 7,423 2024 |
|---|---|---|
| 1,000 - 74 200 612 156 136 150 90 181 20 120 173 333 500 162 - 30 - 51 280 2,652 363 494 54 - - 50 |
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| 4,985 7,423 |
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