## **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
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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**
**£**|| **----- Start of picture text -----**
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 -----**
**----- Start of picture text -----**
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.. ## **Virtual Cabinet Portal Digital Signatures** ## **Digital Signature Verification** You can verify that this is a genuine Virtual Cabinet Document Portal signed document by uploading it to the following secure web page: https://www.virtualcabinetportal.com/VerifySignedDocument ## **Signature Dates and Times** All dates and times shown in the signatures below are expressed in Coordinated Universal Time (UTC), which is generally equivalent to GMT. You can find out more about UTC at the following web page: http://www.virtualcabinetportal.com/WhatIsUTC ## **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: ken.punter44@gmail.com.