Exwick Community Association AGM 13/11/25 Exwick Community Centre, Exeter
Agenda Confirm meetings of AGM held 29/01/2025 (covering 2023-24) are fair representation of the meeting Appoint officers of ECA Financial Report Chairman’s Report Future ideas and events Ongoing Business AOB
Chair’s report 2024-25
This past year has been a steady year with events going on. Some new projects, some coming to an end.
ECA existed to help local residents to help themselves as much as anything else.
Charity
We voted in a new constitution in January which was a relief.
The job now is to review and update all our policies and add others which we don’t have. We are always keen to have people help with this. We will use some standard policies developed by organisations who help charities to do this.
We continue to work closely with Rachel Gilmore (Community Builder)
Events
This year we held the summer fete in mid-August. This was jointly with St Andrews Church and the Parish Hall. Lots of people came along and it went very well.
With the new play equipment in the park, we spread things over St Andrews, the Parish Hall Jubilee Garden and the park.
The cricket club ran games in the park. Parish Hall did the drinks and ice creams. St Andrews the BBQ.
Free bouncy castle (sponsored by the Exwick Ark Preschool) was a big draw. Needed better signage and maybe a barrier to help children flow on and off more easily.
We made money on the table hiring and raffle, but lost money on the facepainting.
On reflection the free face-painting did not work out as we should have either stipulated only very small designs were painted or got people to pay for the work. People had to wait a long time, and we had some people disappointed. It also cost a lot of money.
This event is very worthwhile. We plan to do it again. Date worked well too I felt. Next event is a Christmas Fair on 29[th] November 1-4pm
Building
City council removed the tree blocking the drains. They worked on the lift. Some parts in the lift shaft have been repainted and the system to drain away any moisture build up has been updated.
We need to address the need to extend the fire alarm system to cover extra areas and update some fire extinguishers.
There was a leak from a water heater which was quickly shut off. This needs to be replaced. We did a bit of a community clean-up of the yard with the Tots families. However, it needs to happen again to help sort out the back yard (pressure wash floor, move shed, paint fence etc)
Hiring out the hall
Slimming world ended at the end of October.
However, Magical Tots dancing started at the beginning of November.
Potentially new yoga group starting in the new year.
We now have all day Monday, Tuesday morning, Wednesday daytime, Thursday afternoon and evening and Friday afternoon and evening available. Also Saturday after 11am and Sunday after 4pm
Linked groups
Art group
Seems to be going well. Council have offered some funding that keeps the cost down for attendees Exwick Tots
Does need to have more volunteers to keep it going, but it is running OK for now. Funding is an issue. County council have offered some. We need to see how we can address income while keeping it affordable.
Crafty Chat
We are holding their funds
Summer youth work
Very successful Cardboard crafts. Leader has not been available recently. I have been talking with Space (Devon youth work) to see if they can help. We are again looking for funding to do this.
Future events
What do people want?
Christmas Fair – is happening
Summer fete = yes
I hear that there may be a music and arts festival in July on Flowerpots – good to get involved.
Youth work? Youth festival? Kinnerton Way event?
Exwick Community Associaton – Treasurers Report
Summary of bank activity 01/04/2024 to 31/03/2025
| £ | ||
|---|---|---|
| Opening Balance | 8,834.68 | |
| Grant Income Art Group Crafy Chat Group Exwick Pantry Exwick Tots Exwick Youth Council Gardening Group General Fund Home Educaton |
1,250.00 350.00 200.00 1,650.00 5,000.00 350.00 100.00 900.00 |
10,150.00 |
| Other Income Adult Social Club Art Group General Fund Kinnerton Way Summer Fete |
229.81 1,018.00 182.00 21,365.45 325.00 |
23,120.26 |
| Expenditure Adult Social Club Art Group Exwick Pantry Exwick Tots Exwick Youth Council Gardening Group General Expenditure Home Educaton Kinnerton Way Mental Health Summer Fete |
218.75 1,520.00 200.00 1,926.89 1,480.00 348.00 309.91 106.99 21,751.99 902.75 178.71 |
28,943.99 |
| Deposits Held Received Returned |
1,150.00 828.00 |
322.00 |
| Closing Balance Adult Social Club Art Classes Crafy Chat Group Exwick Tots Exwick Youth Council General Funds Home Educaton Kinnerton Way |
50.49 1,181.62 350.00 86.02 3,520.00 1,646.66 793.01 5,855.15 |
13,482.95 |
Notes
The accounts are prepared on an income/expense basis, so do not include items which have not yet cleared the bank. In addition to the above, there are 7 outstanding cheques which have not yet been presented (totalling £1,705.22, all relating to Kinnerton Way). There are also a small number of outstanding accounts mostly in relation to Kinnerton Way (total value £2,461.77).
Reserves and Budgeting
In June 2023 the charity took on the management of the Kinnerton Way Community Centre. In the 2024/25 Financial year the charity made a deficit of £386.54 in relation to this site.
Exwick Community Association has no other regular running costs.
All activities are planned to be self-funding, either by means of income for the activity exceeding expenditure, or by means of grant funding to cover the costs.
The main annual cost is Public Liability and Trustee Insurance (£218.31 in 2024). Based on this I propose maintaining a minimum reserve of £500.00 in the general funds.
Marie Langdon Treasurer – Exwick Community Association 04/04/2025
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts - Section A Independent Examiner's Report Report to the trusteesl members of EXWICK COMMUNITY ASSOCIATION On accounts for the year ended 31st March 2025 Charity no (if any) 1043677 Set out on pages I report to the Irustees on my examination of the accounts of the above charity ('the Trust") for the year ended 31103 12025 As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charrties Act 2011 ('the Acf). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. Independent I have completed my examination. l Gonfirni that no material matters have examiner's ststement come to my attention in connection with the examination which gives me cause to believe that in, any material respect: the accounting records were not kept in accordance with section 130 of the Charities Act" or the accounts did not accord with the accounting records" or tho accounts did not comply with the applicable requirements concerning the forn and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a Irue and fair, view which is not a matter considered as part of an independent examination. I have no concems 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. Responsibllities and basis of report Signed: Date: 14th May 2025 Name: Hugh S RODWAY Relevant professional qualiflcation(s) or body (If any): Address: 21 Maudlin Drive Teignmouth Devon TQ14 8RZ IER Oct 2018
Financial Statement for the period Ending 1 stApril 2024 to 31st March 2025 &XWICK COMMUNITY ASSOCIATION CHARITY NO.1043677 GENE114L RECEIPTS & PAYMENTSACCOUNT 2024125 Rp( pipi£ Adt SKoatClub I.2.¥ o. .(N) CT• Chtlknjp i.w.oD 1{.j S,.00 loo.00 lanneri Way Ment31 Hea 0.00 7520.00 1Tr)0.00 3SO.f Totsl Grantlncomp 00 229.81 118.69 rt ctasses 1018.I#J o.oo 249.40 o. rn.so 181(Q 30. 1(knnwtcwaY SummerFete 21.45 1341159 2312028 15357.68 TOTAL RECEUryS 332TO.26 31745. Adutt Club 218.75 427.28 Group 1520. 1.916.35 1926.89 1900.59 7,249.53 1480.00 GeneAI 309.91 106.99 224.32 21,751S9 15.589.+ o. 423 178.71 235.54 TOTAL EXPENDilliRE 28.943.99 29,058.37 Surplu$14efi¢W forth¢ year 8818nc? broughtlorward Deposts Rewv¢d £1150. Less D¢pMits Retumed 4$28 4,928.27 8,834.68 2.667.81 S,869.37 27aOO 834.68 4148195 ORGANISAnoN CLOSINS BALANCES tScaCI 50.49 Agroup 1.181.62 336.37 EckTOts 3fj2.91 3WO.CO 1,646.88 793.01 BiKI.16 SA55.15 5.919.69 100ts.OD Totsl olOrwisa1Tr3n Funts 13A8195 8W&68 STATÉMENT OF ASSETS Bank and other(ash balances.. N8IWe5t8ank311812025 1848195 8.834.68
Independent Examlner's Raport to tha Trustses of Exwlck Community Assoclation Charlty Number 1043677 I report to the trustees on my examination of the accounts of E¥1¢k Communty Association for the year ended 31st March 2025 Responsibilities and basis of the report As the charity trustees you are responsible for the preparatton of the acci)unts in accordance with the requirements of the Chants"es Act 2011 (the Act) I report in Tespect of my examination of the Charrties account caThied out under section 145 of the 2011 Act and in carrying out my examination, I have follow8d all the applicable Directions given by the Charf(y Commission under sectlon 145(5)(b) of the Act Independent Examlner's statement I have completed my examination,. I confm) that there are no material matters have corne to my attention in connection with the examination givtng me cause to believe that in any material respect 1 Accounting records were n()t kept 8s required by section 130 of the Act: or 2 The accounts do not accord with those records I have no concems and have come across no other matters in connection with the examination to which attention should be drawn in thi8 report in order to enable a proper understanding of the accounts to be reached Hugh S Rodway 21 Maudlin Drtve Teignmouth DevonTQ148RZ 11M N Jol