2021-08-31-accounts

Trustees’ Annual Report for the period

From 1 Sept 2020 To 31 August 2021

Charity name: Southwold Community Association

Charity registration number: 1028761

Objectives and Activities

	SORP reference
Summary of the purposes of the charity as set out in its governing document	Para 1.17	The objects of Southwold Community Association are: a) to promote the benefit of the inhabitant on Southwold (edged in red on the plan annexed) and the neighbourhood (hereinafter called ‘the area of benefit’) without distinction of sex or of political, religious and other opinions, by associating the local authorities, voluntary organisations and inhabitants in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants; b) to establish or to secure the establishment of a Community Centre (hereinafter called ‘the Centre’) and to maintain and manage, or to cooperate with any local statutory authority in the maintenance and management of such a Centre for activities promoted by the Association and its constituent bodies in furtherance of the above objects.
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	i. Bring together in conference, representatives of voluntary organisations, Government departments, statutory authorities and individuals. ii. Arrange and provide for or join in arranging and providing for the holding of exhibitions, meetings, lectures, classes, seminars and training courses, and other leisure- time activities. iii. Collect and disseminate information on all matters affecting the said objects and exchange such information with other bodies having similar objects whether in this country or overseas.

		iv. Procure to be written and print, publish, issue and circulate either gratuitously or otherwise, such papers, books, periodicals, pamphlets or other documents or films or recorded tapes as shall further the said objects. v. Purchase, take on lease or in exchange, hire or otherwise acquire any property and any rights and privileges necessary for the promotion of the said objects and construct, maintain and alter any building or erections necessary for the work of the Association. vi. Make regulations for any property which may so be acquired. vii. Subject to such consents as may be required by law, sell, let, mortgage, dispose of or turn to account all or any of the property or assets of the Association. viii. Raise funds and invite and receive contributions from any person or persons whatsoever by way of subscriptions and otherwise provided that the Association shall not undertake any permanent trading activities in raising funds for its primary charitable objects. ix. Receive money on deposit or loan and borrow or raise money in such a manner as the Association shall think fit subject to such consents as required by law. x. Invest the moneys of the Association not immediately required for the said objects in or upon such investments, securities or property as may for the time being be imposed or required by law. xi. Do all such other lawful things as are necessary for the attainment of the said objects.
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit	Para 1.18	We confirm the trustees have had regard to the Charity Commission’s guidance on public benefit.

Additional information (optional) You may choose to include further statements where relevant about:

SORP reference N/A Para 1.38 Policy on grant making

N/A Para 1.38 Policy on social investment including program related investment N/A Para 1.38 Contribution made by volunteers N/A 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	Progress has been made getting the hall back up and running, well maintained and with procedures in place to bring the hall back into the heart of Southwold community. We have engaged several contractors to complete works including Electrical systems, Emergency Lighting, Legal requirements, I.e. New Fire Risk Assessment & Music Licence, Boiler and Heating works, Mechanical Testing, Roof and Gutter Works and Welfare facility works. The hall is currently used by several long- term user groups: Monday-Friday daytime - Bubbles Preschool Monday evenings - 1st Southwold Scout Group Tuesday evenings - Southwold and Spartans Explorer Scouts Wednesday evenings - Bicester Baptist Church Thursday evenings - Line dancing classes Saturday mornings - Bicester Ukrainian Community Support session in conjunction with Cherwell District Council. Sunday mornings - Bicester Baptist Church The hall is then available for private hire on Friday evenings and Saturday and Sunday afternoons.

The SCA now has its own Facebook page which includes lots of photos of the hall for prospective hirers unfamiliar with the hall. We also have our own website now too.

Additional information (optional) You may choose to include further statements where relevant about:

Achievements against objectives set	Para 1.41	N/A
Performance of fundraising activities against objectives set	Para 1.41	N/A
Investment performance against objectives	Para 1.41	N/A
Other		N/A

Financial Review

Review of the charity’s financial position at the end of the period	Para 1.21	Excluding government grants, our income exceeded our expenditure by just under £1.8K. This compares to a loss of £2.3K in the previous year. Our income from hire of the Community Hall was £14K; a small improvement over last year, but still £5K down on pre-Covid- 19 takings. All hire payments were received promptly throughout the year.

		There are no outstanding maintenance, service or utility debts. Cherwell District Council provided £18.7K in grants to cover loss of income during two years of Covid-19. This money also covered the salaries of our cleaners, who were kept on at full pay during the hall closure periods.
Statement explaining the policy for holding reserves stating why they are held	Para 1.22	We maintain a reserve of £15K which is the typical running cost of the Community Hall for one year.
Amount of reserves held	Para 1.22	Currently we have a balance of £20K in excess of our minimum reserve.
Reasons for holding zero reserves	Para 1.22	N/A
Details of fund materially in deficit	Para 1.24	N/A
Explanation of any uncertainties about the charity continuing as a going concern	Para 1.23	N/A

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	Fund come via hire of the community centre to long-term regular community user groups, as well as private hire to residents in the wider community.
Investment policy and objectives including any social investment policy adopted	Para 1.46	N/A
A description of the principal risks facing the charity	Para 1.46	N/A
Other		N/A

Structure, Governance and Management

Description of charity’s trusts:
Type of governing document (trust deed, royal charter)	Para 1.25	Trust – via 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	Election from membership

Additional information (optional)

You may choose to include further statements where relevant about:

Policies and procedures adopted for the induction Para 1.51 and training of trustees The SCA manages the community centre on behalf of Cherwell District Council. The charity’s organisational structure and any wider Para 1.51 network with which the charity works Relationship with any Para 1.51 related parties Other

Reference and Administrative details

Charity name	Southwold Community Association
Other name the charity uses	N/A
Registered charity number	1028761
Charity’s principal address	Southwold Community Centre, Holm Way Bicester OX26 3UU

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 (ifany)
	Kevin Barker	Chairperson
	Ken Punter	Treasurer
	Janet Knox	Secretary

– Corporate trustees names of the directors at the date the report was approved

Director name N/A

Name of trustees holding title to property belonging to the charity

Trustee name	Dates acted if not for whole year
N/A

Funds held as custodian trustees on behalf of others

Description of the assets N/A held in this capacity Name and objects of the N/A charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for N/A 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 adviser Name Address	Type of adviser Name Address	Type of adviser Name Address	Type of adviser Name Address
Name of chief executive or names of senior staff members (Optional information)
Exemptions from disclosure Reason for non-disclosure of key personnel details N/A
	N/A

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) Full name(s) Position (eg Secretary, Chair, etc) Date
	Janet Knox
	Secretary
	08/07/22
	08/07/22

CHARITY COMMISSION DATA	CHARITY COMMISSION DATA	CHARITY COMMISSION DATA
TOTAL INCOME	33,013.45 £
(including Grants)
TOTAL INCOME	14,305.62 £
(excluding Grants)
TOTAL EXPENDITURE	12,536.27 £
GRANTS	18,707.83 £
sumchek Closing Balance - Opening Balance Total Income - Total Expenditure	20,477.18 £ 20,477.18 £

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Income and Expenditure 2020 - 2021
Income
Hire £ 13,994.21
Grants Note 1 £ 18,707.83
Utilities £ 14.40
Ovepayment Refund Note 2 £ 297.01
£ 33,013.45
Expenditure
Utilities £ 2,392.71
Wages £ 4,929.63
Maintenance £ 687.97
Admin £ 275.98
Waste £ 1,873.28
COVID-19 Cost £ 297.01
HMRC £ 535.80
CAPEX £ 110.84
H&S Equipment £ 24.98
Sundries £ 165.53
IT £ 88.80
Insurance £ 1,153.74
£ 12,536.27
Excess of Income over Expenditure £ 20,477.18
Note 1 Grants were provided by Cherwell District Council
to cover Covid-19 costs and loss of income.
Note 2 Recovery of a duplicated payment (bank error).
----- End of picture text -----

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Income and Expenditure 2019 - 2020
Income
Hire £ 12,903.02
Grants £ -
Utilities £ -
Ovepayment Refund £ -
£ 12,903.02
Expenditure
Utilities £ 4,339.59
Wages £ 4,497.63
Maintenance £ 1,443.60
Admin £ 352.00
Waste £ 1,385.29
Miscellaneous £ 351.91
HMRC £ 494.60
CAPEX £ -
H&S Equipment £ 191.12
Sundries £ 34.72
Uncategorised £ 544.90
Insurance £ 1,090.49
Music Licence £ 482.16
£ 15,208.01
Excess of Income over Expenditure -£ 2,304.99
----- End of picture text -----

SOUTHWOLD COMMUNITY ASSOCIATION FINANLIAL STATEMENTS FOR THE YEAR ENDED 31" AUGUST 2021 s'rACK & JONF.S ACCOUNTAN'I'S STRA'rroN AIJDLEY OXON

Southwold Communlty Ass¢xlatlon Income & Expendlture Account For Yur End•d 31•t Augu•t 2021 Note 2021 2020 Income Private Hire Grants 13,994.21 16,707.83 12,903.02 0.00 32.702.04 12,903.02 Exp•ndlturo Admin Cleanlng Wagès & Tax Equlpmenl Insurance 275.9B 5,485.43 24.9B 1,153.74 88,80 798.81 165.53 0.00 2,378.31 1.873.28 12 224 86 352.00 4,992.23 191.12 1,090.49 0.00 1,443.60 931.53 482.16 4,339.59 1385.29 15208.01 Maintenance & Rep81r8 Miscellaneous Expenses Music Licence Utilities Waste Collecllon Ex¢M• of Expgndlturn ov•r Income 20477.18 .2 304 99

Southwold Cornmunlty A5soclatlon B•lance Sh•et For Year Ended 31 st August 2018 2021 2020 ¢urr•nt Asjots CurTenl A￿oUnt Float for Cleaning Materials Cash in Hand 37,725 17247 37,726 Flnan¢•d by: Capital Account Balance brought lO￿ard Le88 deficlvadd 8urplu8 for the year 17,248 20,477 19,553 -2.305 CERTIFICATE OF APPROVAL We approve the Fln8nci81 Slat8m8nls $91 out on the8e page8 and confim that we have made avallable all relov4nt re¢ord$ and Information for thelr preparallon. Chairperson on behalf ofthe Commlttee Date..

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Signature 1

Signed by Kenneth Punter using authentication code JGVsZEJ0PzZsT0Jt at IP address 86.178.159.68, on 2022/07/01 08:05:28 Z.

Kenneth Punter's e-mail address is: [e-mail].