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2021-03-31-accounts

Company registration number: 03643586 Charity registration number: 1072322

Off the Record - Bath and North East Somerset

(A company limited by guarantee)

Annual Report and Financial Statements

for the Year Ended 31 March 2021

Milsted Langdon LLP Freshford House Redcliffe Way Bristol BS1 6NL

Off the Record - Bath and North East Somerset

Contents

Reference and Administrative Details 1
Trustees' Report 2 to 10
Statement of Trustees' Responsibilities 11
Independent Examiner's Report 12
Statement of Financial Activities 13
Balance Sheet 14 to 15
Statement of Cash Flows 16
Notes to the Financial Statements 17 to 33

Off the Record - Bath and North East Somerset

Reference and Administrative Details

Trustees Peter McCowen Paul Bergin Gabriella Cox Rachael Feilden Carolyn Maggs Susan Morgan Tessa Hibbert Louise Protherough-Jones James Harrison Alice Payne Alisha Lobo Mark Ames Principal Office Open House Centre Manvers Street Bath BA1 1JW Company Registration Number 03643586

Charity Registration Number 1072322

Bankers

Independent Examiner

CAF Bank 25 Kings Hill Avenue West Malling Kent ME19 4JQ Milsted Langdon LLP Freshford House Redcliffe Way Bristol BS1 6NL

Page 1

Off the Record - Bath and North East Somerset

Trustees' Report

The trustees, who are directors for the purposes of company law, present the annual report together with the financial statements of the charitable company for the year ended 31 March 2021.

A WORD FROM THE TRUSTEES

Foreword

The world has changed a lot for young people since our last report. Uncertainty, on so many fronts has dominated. Would learning be at home in front of a screen or in classrooms and lecture halls? Would exams happen at all and if they didn’t what would the path to the future look like? Would livelihood, family ties and the health of people we love survive the onslaught of this pandemic and its repercussions? Add the growing profile of threats to the planet and systemic unfairness in society and our young people’s mental health and wellbeing have been attacked on all sides.

The team of staff, volunteers and supporters at Off the Record has strained every sinew to help them. In our 27th year, we have kept our many services running in whatever ways we could and been there for all the young people of Bath and North East Somerset who called on us. Despite a big increase in demand, that commitment to universal support, free at the point of use has not wavered.

In 2021 we:

Just some of our many successes this year were:

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Off the Record - Bath and North East Somerset

Trustees' Report

Our focus in the last year has been firmly on service user and staff wellbeing, underpinned by good governance. We have had to respond quickly to changing circumstances and the flexibility and resilience of our team has been outstanding.

We hope that the next few years will see us launching and achieving our strategy for the future. To do that we will be strengthening our corporate team to help us make best use of our resources, launching our fundraising strategy and developing our friends and supporters’ network. Huge thanks once again to all the public services, businesses, community groups, colleges, schools and individuals who support us in so many ways.

Sadly, the stream of funding that emerged during the earlier days of the pandemic has slowed to a trickle and many of the economic impacts are still to be felt. Young people need Off the Record like never before. We need parents, grandparents, uncles and aunts and everyone who cares about the wellbeing of this generation to stand with us.

Thank you for your support.

Sue Morgan – Chair of the Board of Trustees

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Off the Record - Bath and North East Somerset

Trustees' Report

STRUCTURE, GOVERNANCE AND MANAGEMENT

The Memorandum and Articles of Association of Off The Record - Bath & North East Somerset are considered to be the Governing Documents of the charity. The directors of the company are also charity trustees for the purposes of charity law and under the company’s Articles of Association the members of the Board of Directors are elected from its membership by its members either at its AGM or, where a vacancy exists, at any time between AGM’s. If there are not suitable or sufficient individuals to take on the roles as required, it is not unusual to advertise externally for appropriate experienced and qualified individuals or for the trustees’ co-option of others.

An induction pack is in operation and designed to provide an effective and informative induction process for all new trustees. The information gives individuals a clear introduction to Off The Record and includes visits to the operational side of the organisation, detailed information about the charity and further information drawn from the Charity Commission publications, as well as other partner bodies like NCVO.

Off The Record - Bath & North East Somerset has a Board of Trustees of at least 6 Trustees and may co-opt further Trustees at any time. Trustees are responsible for providing support and guidance to Off The Record - B&NES and ensure compliance with the objects, purposes, values and governing document; and with relevant laws and regulations; approve strategic plans and budgets; ensure solvency, financial strength and good performance; appoint the Director; set and maintain a framework of delegation and internal control; agree all policies and decisions on matters which might create significant risk. All trustees have due regard to the Charity Commission’s public benefit guidance when exercising any powers or duties to which the guidance is relevant.

The Trustees achieve this by approving the;

Trustees also comment upon the management accounts, the Examiner’s Letter of Comment; service plans and progress against those plans and the financial controls and procedures.

As part of the structure we have a sub-committee for Finance & Personnel which provide advice and support to the work of the Board of Trustees, as well as overseeing the arrangements for setting the pay and remuneration of the charity’s key management personnel and any benchmarks, parameters or criteria used in setting their pay. Off The Record operates with a structure led by Phil Walters, the Director and Siobainn Chaplin, the Operations Manager.

Trustees carry out an annual Staff Wellbeing Survey, which this year showed significant improvement in how positively staff regard Off the Record as an employer and in relation to its impact.

The trustees have identified and reviewed the major risks to which the charity is exposed and consider that there are adequate systems and procedures to manage those risks.

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Off the Record - Bath and North East Somerset

Trustees' Report

OBJECTIVES AND ACTIVITIES

Our Vision

Our vision is for every young person in Bath and North East Somerset and beyond to be emotionally healthy, being confident and empowered in themselves.

Our Mission

Off the Record exists to improve the emotional health and wellbeing of young people by providing them with a safe space to be themselves.

Why we exist:

Off the Record is an independent Registered Charity and Company Limited by Guarantee, which has evolved as a direct response to the needs of young people in the Bath & North East Somerset area. The objectives of Off the Record are as follows:

The range of services currently provided by Off The Record – Bath & North East Somerset includes:

Through these services we deliver;

  1. One to One Support, counselling and advocacy: These take place in a venue young people feel comfortable with; this could be their home,community venue of their choice, or on the phone or online.

  2. Positive Activities: Activities provide the opportunity for young people to develop self-esteem and confidence, share experiences and skills, support each other, develop social skills, try things they have never done before, and make new friends.

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Off the Record - Bath and North East Somerset

Trustees' Report

  1. Support for children and young people by influencing and inspiring change: .All our services encourage and support young people to get involved in evaluating the services they receive, planning activity programmes, designing publicity and staff and volunteer recruitment. Our Participation Service work with CAMHS (Child and Adolescent Mental Health) Service and the Local Authority Children’s Services to increase the involvement of young people in improving their services.

  2. Information and Education Awareness: Presentations and workshops developed both by and for young people in a range of settings to include schools and other partners and organisations, on topics such as healthy relationships, LGBT+, mental health, domestic violence and abuse and communication skills. These are delivered for a range of statutory and voluntary agencies.

Volunteers are core to the delivery of support provided for young people at OTR. In 2021 we had an average of 18 volunteers, and together provided over 2,550 hours of face to face support to young people. Most of our volunteers provide Listening Support in our community projects, offering a safe space for children and young people to be heard.

Young people who come to us use our services for a range of support issues, including but not limited to: depression/ anxiety, family and relationship breakdown, bullying, abuse, mental health issues, low self-esteem, low school attendance, isolation, difficulties with education, suicidal thoughts, self-harm, homelessness, debt, and dealing with anger.

Children and Young people aged 11-25, living, studying or working in Bath and North East Somerset use our services. They are also actively involved in evaluating service delivery, planning activity programmes, designing publicity and recruiting of staff.

All services are reviewed formally in line with funding cycles by the Trustees and by operational management on a quarterly basis.

HOW OUR ACTIVITIES DELIVER PUBLIC BENEFIT

Our services support Bath and North East Somerset Council in meeting their Local Area Plans relating to children and young people and young adults, young parents, young people in and leaving care, and disabled children and young people.

Off the Record contributes to wider public objectives including: emotional health and wellbeing of children and young people, safety, and community involvement.

The young people who use our services report increased confidence, resilience, relationship skills, leadership skills & communication skills. All of these outcomes will lead to young people being more engaged members of the community, and being better able to challenge and stand up for their own and others rights.

VALUES AND BENEFITS

The Trustees have consdiered the Charity Commission guidance on public benefit from section 17 of the Charities Act 2011. We believe that the work of Off the Record has directly benfitted people by:

Equality - in every way we believe the importance of being equal, especially in status, rights, or opportunities

Youth led - we strive for young people to take the lead across the organisation, being genuinely needs led and responsive to what young people tell us works

Person Centred - We believe that each of us can choose and define our own way forward with the right support

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Off the Record - Bath and North East Somerset

Trustees' Report

Free, confidential, and independent - we believe young people should freely access our services, as well as having the right to confidentiality, and with confidence that we’re independent

Collaborative - working together we can achieve more

Inclusive & accessible - we strive to be truly inclusive and accessible

CONFIDENTIALITY

The rule is that nothing said will be passed on outside Off the Record without the agreement of the individual user of the service, except in exceptional circumstances where there is an immediate risk of serious harm to self and / or others.

The service could not have continued without the support of a steady stream of volunteers who work as Listening Support Workers, Counsellors and with our LGBT+ team. The whole organisation, and all the clients they serve, are all grateful for the hard work of our volunteers.

STRATEGIC REPORT, ACHIEVEMENTS AND PERFORMANCE

The results for the year and the charity's financial position at the end of the year are shown in the attached financial statements. Services have met funding targets and children and young people using our service said they are:

In 2021 Off the Record worked with over 2000 young people and delivered 35357 sessions with children and young people across Bath and North East Somerset. 98% of young people that were supported by us said they’d recommend us to a friend.

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Off the Record - Bath and North East Somerset

Trustees' Report

This year was significantly impacted by the Covid19 Pandemic, and the associated ‘lockdowns’ which at points prevented some of services being delivered. OTR quickly pivoted and delivered services online, and then in a more blended (face to face and online) way to ensure young people continued to receive support at the point they most needed it. Our work with Education providers (Schools, Colleges and Universities) continued to grow, with services expanding as young people struggled with the multiple challenges the pandemic. Our community counselling and listening support services continue to provide crucial support to young people in need of safe spaces to talk, and the demand for these services have grown significantly during the pandemic.

In 2021 we also invested in our fundraising efforts and employed a Fundraising Officer to continue to develop our fundraising activity. This included activities to engage more individuals to support the organisation through gifts and donations, and pro-active community and business engagement. Alongside this we continued to grow our applications made to trusts and foundations, whilst seeking development opportunities with our existing funders. This was all done in line with the Fundraising Regulators Code of Fundraising Practice, who we are registered with, and we had no complaints made against us.

In 2021 we will be developing an organisational strategy through consulting and working with young people, staff. Volunteers and trustees. We’ll be establishing a three to five year strategy to guide our work for the coming years ahead.

FINANCIAL REVIEW

The organisation's income decreased during the year by £16,207 across all income streams resulting in total income for the year of £811,725 compared with £835,132 in 2020.The breakdown of the income streams in the year is detailed below.

Contracts £527,223
Grants £241,899
Donations and other income £42,603
Total £811,725

The charity spent £758,205 (2020 - £691,114) on charitable activities during the year of which £734,441 related to the delivery of the activities undertaken by the charity. The charity gained an overall net surplus £52,084 compared to a surplus of £134,096 in the previous year.

The charity continues to make agreed payments under the deficit recovery agreement with Avon Pension Fund as detailed in note 17 of the accounts.

RESERVES POLICY

Reserves are needed to cover the difference between the spending of the charity and the income received and to cover any unexpected expenditure.

The overall reserves of the charity at 31 March 2021 are in surplus of £114,387 (2020 - £62,303).

The free reserves of the charity at 31 March 2021 are £62,851 (2020 - £48,219).

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Off the Record - Bath and North East Somerset

Trustees' Report

At 31 March 2021 the unrestricted reserves of the charity are in surplus of £75,863 (2020 - £48,219) and restricted funds are in surplus by £38,524 (2020 - £14,084). Included within the unrestricted reserves surplus is the balance of the pension deficit amounting to £111,172 (2020 - £121,356) which has been converted to a long term loan as detailed in note 15.

The trustees consider an optimum level of unrestricted reserves would be £150,000 which equates to approximately 3 months of the charity’s operating costs as at 31 March 2021 (excluding the balance of the pension deficit which amounted to £111,172 at the year-end).

PRINCIPAL RISKS FACING THE ORGANISATION

The following are some of the identified risks to the organisation and are factors that could affect the charity reaching its objectives.

PENSION DEFICIT

Following discussions with Avon Pension Fund (APF, which was the fund for which the charity was an admitting body) over exiting the scheme. It was agreed between the two parties that Off The Record - Bath and North East Somerset could exit the scheme. Consequently, from July 2015 the Pension Fund was closed and the revised liability of £165,000 converted into a 15-year term loan. This is being repaid annually as part of our longer term financial resilience approach.

The Board are happy that with the absence of the pension deficit on the Balance Sheet, there will be no immediate liability, and that the charity will be able to continue to operate as a going concern.

PLANS FOR FUTURE PERIODS

The charity plans to continue the activities outlined above in forthcoming years, subject to satisfactory funding arrangements.

Areas of activity that have been approved by the Trustees for future development and that will also enhance the capacity of the organisation include:

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Off the Record - Bath and North East Somerset

Trustees' Report

Off the Record has maintained its services and made strides in improving its core systems in a challenging period. Sound governance, staff wellbeing and development and financial sustainability remain essential to future success. Our focus going forward is on sustaining our core services, while developing our targeting and outreach to boys and young men and young people from economically disadvantaged backgrounds.

SMALL COMPANY PROVISIONS

This report has been prepared in accordance with the special provision for smaller companies in the Companies Act 2006 and in accordance with the Charities SORP (FRS102), effective 1 January 2019.

Signed by order of the trustees;

Paul Bergin, Treasurer

Approved by the trustees on 28 January 2022.

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Off the Record - Bath and North East Somerset

Statement of Trustees' Responsibilities

The trustees (who are also the directors of Off the Record - Bath and North East Somerset for the purposes of company law) are responsible for preparing the trustees' report and the financial statements in accordance with the United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice) and applicable law and regulations.

Company law requires the trustees to prepare financial statements for each financial year. Under company law the trustees must not approve the financial statements unless they are satisfied that they give a true and fair view of the state of affairs of the charitable company and of its incoming resources and application of resources, including its income and expenditure, for that period. In preparing these financial statements, the trustees are required to:

The trustees are responsible for keeping adequate accounting records that are sufficient to show and explain the charitable company's transactions and disclose with reasonable accuracy at any time the financial position of the charitable company and enable them to ensure that the financial statements comply with the Companies Act 2006. They are also responsible for safeguarding the assets of the charitable company and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

The trustees are responsible for the maintenance and integrity of the corporate and financial information included on the charitable company's website. Legislation in the United Kingdom governing the preparation and dissemination of financial statements may differ from legislation in other jurisdictions.

Approved by the trustees of the charity on 28 January 2022 and signed on its behalf by:

......................................... Paul Bergin Trustee

Page 11

Off the Record - Bath and North East Somerset

Independent Examiner's Report to the trustees of Off the Record - Bath and North East Somerset

I report to the charity trustees on my examination of the accounts of the Charity for the period ended 31 March 2021.

Responsibilities and basis of report

As the charity’s trustees, you are responsible for the preparation of the accounts.

Having satisfied myself that the accounts of the Charity are not required to be audited under section 144(2) of the Charities Act 2011 and are eligible for independent examination, I report in respect of my examination of the Charity’s accounts carried out under section 145 of the Charities Act 2011 (‘the 2011 Act’). In carrying out my examination I have followed the Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.

Independent examiner’s statement

The charity's gross income exceeded £250,000 and I am qualified to undertake the examination by being a qualified member of the Institute of Chartered Accountants in England and Wales.

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:

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.

...................................... G J Freeman ACA

Milsted Langdon LLP Freshford House Redcliffe Way Bristol BS1 6NL

31 January 2022

Page 12

Off the Record - Bath and North East Somerset

Statement of Financial Activities for the Year Ended 31 March 2021 (Including Income and Expenditure Account and Statement of Total Recognised Gains and Losses)

Note
Income and Endowments from:
Donations and legacies
3
Charitable activities
4
Other income
5
Total Income
Expenditure on:
Raising funds
6
Charitable activities
7
Total Expenditure
Net income
Transfers between funds
Net movement in funds
Reconciliation of funds
Total funds brought forward
Total funds carried forward
18		 Unrestricted
£
33,904
195,852
14,786
244,542
(1,386)
(215,176)
(216,562)
27,980
(336)
27,644
48,219
75,863		 Restricted
£
-
567,183
-
567,183
(50)
(543,029)
(543,079)
24,104
336
24,440
14,084
38,524		 Total
2021
£
33,904
763,035
14,786
811,725
(1,436)
(758,205)
(759,641)
52,084
-
52,084
62,303
114,387		 Total
2020
£
12,136
822,996
-
835,132
(9,922)
(691,114)
(701,036)
134,096
-
134,096
(71,793)
62,303

All of the charity's activities derive from continuing operations during the above two periods. The funds breakdown for 2020 is shown in note 18.

The notes on pages 17 to 33 form an integral part of these financial statements. Page 13

Off the Record - Bath and North East Somerset

(Registration number: 03643586) Balance Sheet as at 31 March 2021

Note
Fixed assets
Tangible assets
11
Current assets
Debtors
12
Cash at bank and in hand
13
Creditors: Amounts falling due within one year
14
Net current assets
Total assets less current liabilities
Creditors: Amounts falling due after more than one year
15
Net assets
Funds of the charity:
Restricted income funds
Restricted
18
Unrestricted income funds
Unrestricted
Total funds
18		 2021
£
13,012
13,012
5,624
246,272
251,896
(49,989)
201,907
214,919
(100,532)
114,387
38,524
75,863
114,387		 2020
£
-
-
64,952
167,494
232,446
(58,970)
173,476
173,476
(111,173)
62,303
14,084
48,219
62,303

The notes on pages 17 to 33 form an integral part of these financial statements. Page 14

Off the Record - Bath and North East Somerset

(Registration number: 03643586) Balance Sheet as at 31 March 2021

For the financial year ending 31 March 2021 the charity was entitled to exemption from audit under section 477 of the Companies Act 2006 relating to small companies.

Directors' responsibilities:

These accounts have been prepared in accordance with the provisions applicable to companies subject to the small companies regime.

The financial statements on pages 13 to 33 were approved by the trustees, and authorised for issue on 28 January 2022 and signed on their behalf by:

......................................... Paul Bergin Trustee

The notes on pages 17 to 33 form an integral part of these financial statements. Page 15

Off the Record - Bath and North East Somerset

Statement of Cash Flows for the Year Ended 31 March 2021

Note
Cash flows from operating activities
Net cash income
Adjustments to cash flows from non-cash items
Depreciation
6
Working capital adjustments
Decrease/(increase) in debtors
12
(Decrease)/increase in creditors
14
Net cash flows from operating activities
Cash flows from investing activities
Purchase of tangible fixed assets
11
Cash flows from financing activities
Repayment of loans and borrowings
14
Net increase in cash and cash equivalents
Cash and cash equivalents at 1 April
Cash and cash equivalents at 31 March		 2021
£
52,084
2,481
54,565
59,328
(9,438)
104,455
(15,493)
(10,184)
78,778
167,494
246,272		 2020
£
134,096
-
134,096
(44,162)
9,888
99,822
-
(9,727)
90,095
77,399
167,494

All of the cash flows are derived from continuing operations during the above two periods.

The notes on pages 17 to 33 form an integral part of these financial statements. Page 16

Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

1 Charity status

The charity is limited by guarantee, incorporated in , and consequently does not have share capital. Each of the trustees is liable to contribute an amount not exceeding £1 towards the assets of the charity in the event of liquidation.

The address of its registered office is: Open House Centre Manvers Street Bath BA1 1JW

These financial statements were authorised for issue by the trustees on 28 January 2022.

2 Accounting policies

Summary of significant accounting policies and key accounting estimates

The principal accounting policies applied in the preparation of these financial statements are set out below. These policies have been consistently applied to all the years presented, unless otherwise stated.

Statement of compliance

The financial statements have been prepared in accordance with Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019) - (Charities SORP (FRS 102)), the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102). They also comply with the Companies Act 2006 and Charities Act 2011.

Basis of preparation

Off the Record - Bath and North East Somerset meets the definition of a public benefit entity under FRS 102. Assets and liabilities are initially recognised at historical cost or transaction value unless otherwise stated in the relevant accounting policy notes.

Going concern

The financial statements have been prepared on a going concern basis.

In light of the rapid global spread of the Coronavirus 'Covid-19' in early 2020, the Trustees have reviewed and stress tested projections and budgets for the next twelve months.

The charity has continued to deliver our services to young people through the Covid-19 pandemic and lockdowns. The charity has provided much of these services remotely using online or phone, and when able to, and safe to do so, these services have been delivered face to face. Looking ahead, the charity is reviewing and thinking carefully how we can continue to provide timely, relevant and much needed to support to young people across Bath & North East Somerset – we will continue to work alongside and learn from young people to understand how we can best be of service to them.

Following this review, the Trustees consider there to be little impact on the charity's ability to act as a going concern.

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Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

Income and endowments

All income is recognised once the charity has entitlement to the income, it is probable that the income will be received and the amount of the income receivable can be measured reliably.

Donations and legacies

Donations are recognised when the charity has been notified in writing of both the amount and settlement date. In the event that a donation is subject to conditions that require a level of performance by the charity before the charity is entitled to the funds, the income is deferred and not recognised until either those conditions are fully met, or the fulfilment of those conditions is wholly within the control of the charity and it is probable that these conditions will be fulfilled in the reporting period.

Grants receivable

Grants are included in the Statement of Financial Activities on a receivable basis. The balance of income received for specific purposes but not expended during the period is shown in the relevant funds on the balance sheet. Where income if received in advance of meeting any performance-related conditions there is not unconditional entitlerment to the income and its recognition is deferred and included in creditors as deferred income until the performance-related conditions are met. Where entitlement occurs before income is received, the income is accrued.

Government grants are recognised as income over the periods necessary to match them with the related costs which they are intended to compensate.

Donated services and facilities

Where services or facilities are provided to the charity as a donation that would normally be purchased from our suppliers, this benefit is included in the financial statements at it's fair value unless it's fair value cannot be reliably measured, then at the cost to the donor or the resale value of goods that are to be sold.

Investment income

Interest is recognised on a receivables basis.

Expenditure

All expenditure is recognised once there is a legal or constructive obligation to that expenditure, it is probable settlement is required and the amount can be measured reliably. All costs are allocated to the applicable expenditure heading that aggregate similar costs to that category. Where costs cannot be directly attributed to particular headings they have been allocated on a basis consistent with the use of resources, with central staff costs allocated on the basis of time spent, and depreciation charges allocated on the portion of the asset’s use. Other support costs are allocated based on the spread of staff costs.

Raising funds

These are costs incurred in attracting voluntary income, the management of investments and those incurred in trading activities that raise funds.

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Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

Charitable activities

Charitable expenditure comprises those costs incurred by the charity in the delivery of its activities and services for its beneficiaries. It includes both costs that can be allocated directly to such activities and those costs of an indirect nature necessary to support them.

Governance costs

These include the costs attributable to the charity’s compliance with constitutional and statutory requirements, including audit, strategic management and trustees’s meetings and reimbursed expenses.

Taxation

The charity is considered to pass the tests set out in Paragraph 1 Schedule 6 of the Finance Act 2010 and therefore it meets the definition of a charitable company for UK corporation tax purposes. Accordingly, the charity is potentially exempt from taxation in respect of income or capital gains received within categories covered by Chapter 3 Part 11 of the Corporation Tax Act 2010 or Section 256 of the Taxation of Chargeable Gains Act 1992, to the extent that such income or gains are applied exclusively to charitable purposes.

Tangible fixed assets

Individual fixed assets costing £500.00 or more are initially recorded at cost, less any subsequent accumulated depreciation and subsequent accumulated impairment losses.

Depreciation and amortisation

Depreciation is provided on tangible fixed assets so as to write off the cost or valuation, less any estimated residual value, over their expected useful economic life at 25% per annum on the straight line basis for all items costing over £500.

Trade debtors

Trade debtors are amounts due from customers for merchandise sold or services performed in the ordinary course of business.

Trade debtors are recognised initially at the transaction price. They are subsequently measured at amortised cost using the effective interest method, less provision for impairment. A provision for the impairment of trade debtors is established when there is objective evidence that the charity will not be able to collect all amounts due according to the original terms of the receivables.

Cash and cash equivalents

Cash and cash equivalents comprise cash on hand and call deposits, and other short-term highly liquid investments that are readily convertible to a known amount of cash and are subject to an insignificant risk of change in value.

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Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

Trade creditors

Trade creditors are obligations to pay for goods or services that have been acquired in the ordinary course of business from suppliers. Accounts payable are classified as current liabilities if the charity does not have an unconditional right, at the end of the reporting period, to defer settlement of the creditor for at least twelve months after the reporting date. If there is an unconditional right to defer settlement for at least twelve months after the reporting date, they are presented as non-current liabilities.

Trade creditors are recognised initially at the transaction price and subsequently measured at amortised cost using the effective interest method.

Borrowings

Interest-bearing borrowings are initially recorded at fair value, net of transaction costs. Interest-bearing borrowings are subsequently carried at amortised cost, with the difference between the proceeds, net of transaction costs, and the amount due on redemption being recognised as a charge to the Statement of Financial Activities over the period of the relevant borrowing. Interest expense is recognised on the basis of the effective interest method and is included in interest payable and similar charges.

Borrowings are classified as current liabilities unless the charity has an unconditional right to defer settlement of the liability for at least twelve months after the reporting date.

Fund structure

Unrestricted income funds are general funds that are available for use at the trustees's discretion in furtherance of the objectives of the charity.

Designated funds are unrestricted funds set aside for specific purposes at the discretion of the trustees.

Restricted income funds are those donated for use in a particular area or for specific purposes, the use of which is restricted to that area or purpose.

Pensions and other post retirement obligations

A defined contribution plan is a pension plan under which fixed contributions are paid into a pension fund and the Company has no legal or constructive obligation to pay further contributions even if the fund does not hold sufficient assets to pay all employees the benefits relating to employee service in the current and prior periods. Contributions to defined contribution plans are recognised as employee benefit expense when they are due. If contribution payments exceed the contribution due for service, the excess is recognised as a prepayment.

Financial instruments

Classification

Financial assets and financial liabilities are recognised when the charity becomes a party to the contractual provisions of the instrument.

Financial liabilities and equity instruments are classified according to the substance of the contractual arrangements entered into. An equity instrument is any contract that evidences a residual interest in the assets of the charity after deducting all of its liabilities.

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Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

Recognition and measurement

All financial assets and liabilities are initially measured at transaction price (including transaction costs), except for those financial assets classified as at fair value through profit or loss, which are initially measured at fair value (which is normally the transaction price excluding transaction costs), unless the arrangement constitutes a financing transaction. If an arrangement constitutes a financing transaction, the financial asset or financial liability is measured at the present value of the future payments discounted at a market rate of interest for a similar debt instrument.

Financial assets and liabilities are only offset in the statement of financial position when, and only when there exists a legally enforceable right to set off the recognised amounts and the charity intends either to settle on a net basis, or to realise the asset and settle the liability simultaneously.

Financial assets are derecognised when and only when a) the contractual rights to the cash flows from the financial asset expire or are settled, b) the charity transfers to another party substantially all of the risks and rewards of ownership of the financial asset, or c) the charity, despite having retained some, but not all, significant risks and rewards of ownership, has transferred control of the asset to another party.

Financial liabilities are derecognised only when the obligation specified in the contract is discharged, cancelled or expires.

Page 21

Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

3 Income from donations and legacies

Donations and legacies;
Donations from individuals
Donated services		 Unrestricted
General
£
23,959
9,945
33,904		 Total
2021
£
23,959
9,945
33,904		 Total
2020
£
1,636
10,500
12,136

£37,504 (2020 - £12,136) of the income above was attributable to unrestricted funds and £nil (2020 - £nil) attributable to restricted funds.

4 Income from charitable activities

LGBT
Participation
MSN/Keynsham
BANES - SEND
BANES - Schools
BANES - Advocacy
Youth Voice
Bath University
Counselling
Schools
18-25
Quartet Foundations
MSN Youth Hub
Core
Rank Foundation		 Unrestricted
funds
General
£
-
-
-
-
-
-
-
-
40,450
107,402
-
-
8,000
40,000
-
195,852		 Restricted
funds
£
102,876
62,000
48,336
34,922
84,294
92,237
-
-
-
-
107,871
-
-
-
34,647
567,183		 Total
2021
£
102,876
62,000
48,336
34,922
84,294
92,237
-
-
40,450
107,402
107,871
-
8,000
40,000
34,647
763,035		 Total
2020
£
92,731
62,100
47,708
19,444
104,613
92,237
4,916
22,000
40,000
182,638
97,000
9,620
4,250
43,739
-
822,996

£195,852 (2020 - £292,627) of the income above was attributable to unrestricted funds and £567,183 (2020 - £530,369) attributable to restricted funds.

Page 22

Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

5 Other income

Furlough income Unrestricted
funds
General
£
14,786		 Total
2021
£
14,786

£14,786 (2020 - £nil) of the income above was attributable to unrestricted funds and £nil (2020 - £nil) attributable to restricted funds.

6 Expenditure on raising funds

a) Costs of generating donations and legacies

Costs of generating donations and legacies Direct costs
£
1,436		 Total
2021
£
1,436		 Total
2020
£
9,922

£1,386 (2020 - £9,922) of the expenditure above was attributable to unrestricted funds and £50 (2020 - £nil) attributable to restricted funds.

Page 23

Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

7 Expenditure on charitable activities

Wages
Travel
Training
Volunteers
Recruitment
Supervision and sessional fees
Project work
Advertising
Independent examination
Accountancy fees
Cleaning
Miscellaneous
Insurance
Professional fees
Rent and rates
Repairs and maintenance
IT and Website
Printing, postage and stationery
Non-capitalised equipment
Telephone and internet
Gas, electricity and water
Publications, subscriptions and
affiliations
Loan interest
Monitoring and evaluation
Trustee expenses
Donated services
Venue hire
Depreciation		 Activity
undertaken
directly
£
615,322
1,206
6,018
63
466
25,636
-
256
1,110
3,241
-
5,538
-
22,241
12,491
-
3,502
1,863
2,353
6,502
-
57
4,566
-
350
9,945
11,715
-
734,441		 Activity
support
costs
£
4,101
-
-
-
-
-
-
-
-
-
4,701
881
4,420
-
-
1,334
1,116
-
-
-
3,123
1,607
-
-
-
-
-
2,481
23,764		 2021
£
619,423
1,206
6,018
63
466
25,636
-
256
1,110
3,241
4,701
6,419
4,420
22,241
12,491
1,334
4,618
1,863
2,353
6,502
3,123
1,664
4,566
-
350
9,945
11,715
2,481
758,205		 2020
£
487,339
4,790
5,681
3,006
1,172
20,890
92,007
2,114
1,080
2,580
123
3,968
1,235
3,612
16,104
1,787
8,725
1,871
2,428
8,068
57
750
5,023
5,402
802
10,500
-
-
691,114

£215,176 (2020 - £149,858) of the above expenditure was attributable to unrestricted funds and £543,029 (2020 - £541,256) to restricted funds.

Page 24

Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

In addition to the expenditure analysed above, there are also governance costs of £4,351 (2020 - £19,085) which relate directly to charitable activities. See note 8 for further details.

8 Analysis of governance and support costs

Support costs allocated to charitable activities

Basis of
allocation
Governance
costs
£
MSN/ Keynsham
3%
-
Advocacy B&NES contract
6%
-
Total Banes Contract - Schools
3%
-
Big Lottery Fund grant LGBT
3%
-
Participation - B&NES contract
3%
-
SEND Advocacy - B&NES contract
-
18-25
7%
-
Unrestricted
75%
4,500
4,500		 Finance
costs
£
Information
technology
£
Premises
costs
including
depreciation
£
-
-
-
-
-
1,400
-
-
-
-
-
600
-
-
600
-
-
-
-
-
1,623
81
1,116
7,415
81
1,116
11,638		 Other
support
costs
£
804
-
803
-
-
-
-
4,822
6,429		 Total
2021
£
804
1,400
803
600
600
-
1,623
17,934
23,764		 Total
2020
£
300
23,195
15,513
14,725
7,775
4,200
10,929
39,214
115,851

Page 25

Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

Governance costs

Independent examiner fees
Examination of the financial statements
Other fees paid to examiners
Trustees remuneration and expenses
Professional fees
Donated services
Other governance costs		 Unrestricted
General
£
1,110
3,241
-
-
-
-
4,351		 Total
2021
£
1,110
3,241
-
-
-
-
4,351		 Total
2020
£
1,080
2,580
802
160
10,500
3,963
19,085

9 Trustees remuneration and expenses

During the year the charity made the following transactions with trustees:

Susan Morgan

£Nil (2020: £713) of expenses were reimbursed to Susan Morgan during the year.

Louise Protherough-Jones

£Nil (2020: £77) of expenses were reimbursed to Louise Protherough-Jones during the year.

No trustees, nor any persons connected with them, have received any remuneration from the charity during the year.

No trustees have received any other benefits from the charity during the year.

During the year Trustees were reimbursed expenses of £Nil (2020 - £802). Trustees' expenses represents the reimbursement of travel costs to Nil (2020 - 2) members relating to attendance at meetings of Trustees and recruitment. Trustee expenses are also in relation to DBS checks and membership ticket for The National Council for Voluntary Organisations.

Page 26

Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

10 Staff costs

The aggregate payroll costs were as follows:

The aggregate payroll costs were as follows:
Staff costs during the year were:
Wages and salaries
Social security costs
Pension costs		 2021
£
573,553
36,333
9,536
619,422		 2020
£
451,038
28,315
7,986
487,339

The monthly average number of persons (including senior management team) employed by the charity during the year was as follows:

Average head count 2021
No
40		 2020
No
39

The monthly average number of persons employed by the charity expressed as full time equivalent during the year was 22 (2020 - 18).

No employee received emoluments of more than £60,000 during the year.

The total employee benefits of the key management personnel of the charity were £80,012 (2020 - £74,619).

Page 27

Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

11 Tangible fixed assets

11 Tangible fixed assets
Cost
At 1 April 2020
Additions
At 31 March 2021
Depreciation
At 1 April 2020
Charge for the year
At 31 March 2021
Net book value
At 31 March 2021
At 31 March 2020
12 Debtors
Prepayments
Accrued income
Other debtors		 Furniture and
equipment
£
57,296
15,493
72,789
57,296
2,481
59,777
13,012
-
2021
£
990
4,084
550
5,624		 Total
£
57,296
15,493
72,789
57,296
2,481
59,777
13,012
-
2020
£
-
-
64,952
72,789
57,296
2,481
59,777
13,012
-
2021
£
990
4,084
550
5,624
64,952

Other debtors relates to grants receivable at the year end.

13 Cash and cash equivalents

Cash on hand
Cash at bank		 2021
£
387
245,885
246,272		 2020
£
332
167,162
167,494

Page 28

Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

14 Creditors: amounts falling due within one year

Trade creditors
Other loans
Other taxation and social security
Other creditors
Accruals		 2021
£
11,265
10,640
16,624
4,687
6,773
49,989		 2020
£
4,770
10,183
15,744
3,302
24,971
58,970

15 Creditors: amounts falling due after one year

2021 2020
£ £
Other loans 100,532 111,173

The charity has a deficit recovery agreement with the Avon Pension Fund for a pension deficit of £165,000. This deficit was converted into a long term loan with 9 years of the term remaining. Interest paid on the loan during the year amounted to £4,566 (2020 - £5,023). The amount of interest payable on the loan after 5 years is £4,566 (2020 - £6,850).

16 Obligations under leases and hire purchase contracts

Operating lease commitments

Total future minimum lease payments under non-cancellable operating leases are as follows:

Land and buildings
Within one year
Between one and five years
Other
Within one year
Between one and five years		 2021
£
16,667
23,667
40,334
2,174
4,168
6,342		 2020
£
15,667
40,333
56,000
2,174
6,342
8,516

The amount of non-cancellable operating lease payments recognised as an expense during the year was £17,840 (2020 - £17,503).

Page 29

Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

17 Pension and other schemes

Defined contribution pension scheme

The charity operates a defined contribution pension scheme. The pension cost charge for the year represents contributions payable by the charity to the scheme and amounted to £9,536 (2020 - £7,986).

18 Funds

Unrestricted funds
General
Unrestricted funds
Designated
Designated fund
Total unrestricted funds
Restricted funds
MSN/Keynsham
Advocacy BANES
contract
Total BANES Contract -
Schools
Big Lottery Fund grant
LGBT
Quartet / Online
counselling
Participation - BANES
contract
SEND Advocacy - BANES
contract
18-25
Rank Foundation
Total restricted funds
Total funds		 Balance at
1 April
2020
£
38,219
10,000
48,219
6,478
308
57
-
6,234
1,007
-
-
-
14,084
62,303		 Incoming
resources
£
244,542
-
244,542
48,336
92,237
84,294
102,876
-
62,000
34,922
107,871
34,647
567,183
811,725		 Resources
expended
£
(216,562)
-
(216,562)
(53,678)
(85,145)
(78,026)
(100,440)
(6,570)
(59,014)
(34,804)
(98,132)
(27,270)
(543,079)
(759,641)		 Transfers
£
2,734
(3,070)
(336)
-
-
-
-
336
-
-
-
-
336
-		 Balance at
31 March
2021
£
68,933
6,930
75,863
1,136
7,400
6,325
2,436
-
3,993
118
9,739
7,377
38,524
114,387

Page 30

Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

Unrestricted funds
General
Unrestricted funds
Designated
Designated fund
Total unrestricted funds
Restricted
MSN/Keynsham
Advocacy BANES
contract
Total BANES Contract -
Schools
Big Lottery Fund grant
LGBT
Quartet / Online
counselling
Participation - BANES
contract
SEND Advocacy - BANES
contract
Independent support
Youth Voice
18-25
Rank Foundation
Total restricted funds
Total funds		 Balance at
1 April
2019
£
(82,980)
-
(82,980)
9,594
-
-
-
-
-
-
1,593
-
-
-
11,187
(71,793)		 Incoming
resources
£
304,763
-
304,763
47,708
92,237
104,613
92,731
9,620
62,100
19,444
-
4,916
97,000
-
530,369
835,132		 Resources
expended
£
(159,780)
-
(159,780)
(50,824)
(91,929)
(104,556)
(96,605)
(3,386)
(61,093)
(27,153)
(1,593)
(5,373)
(97,926)
(818)
(541,256)
(701,036)		 Transfers
£
(23,784)
10,000
(13,784)
-
-
-
3,874
-
-
7,709
-
457
926
818
13,784
-		 Balance at
31 March
2020
£
38,219
10,000
48,219
6,478
308
57
-
6,234
1,007
-
-
-
-
-
14,084
62,303

Page 31

Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

The specific purposes for which the funds are to be applied are as follows:

Designated fund - In readiness for the work to be completed on the charity's internal database, which is highlighted in our plans for the future.

MSN/Keynsham - Community counselling and listening service.

Advocacy BANES contract – Delivering Advocacy support to children and young people in Care, going through child protection proceedings or with a disability in BANES.

Total BANES Contract – Schools – Providing counselling in schools across BANES.

BANES Supporting people (YP) – Working with young parents.

Big Lottery Fund grant LGBT – working with young people that identify as Lesbian, Gay, Bisexual, Trans, Asexual, and /or questioning their sexuality and/or gender identity, and delivering weekly LGBT+ youth group sessions called SPACE and a range of other support.

Online counselling – Research project into online and phoneline support for young people.

Participation - BANES contract – delivering BANES Youth Forum, Youth Parliament and In Care Councils.

SEND Advocacy - BANES contract – Advocacy for young people with special educational needs.

Independent support – Providing support to young people and families around getting an Educational Health and Care Plan.

Quartet – Phoneline pilot project providing young people the chance to engage in listening services through a freephone line.

Youth Voice - Young people helping Off The Record to be more youth led and focused.

18-25 - Provides specific services for this group that includes counselling, listening support, as well as groups and safe place to be themselves.

Rank Foundation - Improve the lives of people and their communities across the UK.

Page 32

Off the Record - Bath and North East Somerset

Notes to the Financial Statements for the Year Ended 31 March 2021

19 Analysis of net assets between funds

Tangible fixed assets
Current assets
Current liabilities
Creditors over 1 year
Total net assets
Current assets
Current liabilities
Creditors over 1 year
Total net assets
20 Analysis of net funds
Cash at bank and in hand
Net debt
Cash at bank and in hand
Net debt		 Unrestricted
funds
General
£
13,012
213,372
(49,989)
(100,532)
75,863
Unrestricted
funds
General
£
218,362
(58,970)
(111,173)
48,219
At 1 April
2020
£
167,494
167,494
At 1 April
2019
£
77,399
77,399		 Restricted
funds
£
-
38,524
-
-
38,524
Restricted
funds
£
14,084
-
-
14,084
Financing
cash flows
£
78,778
78,778
Financing
cash flows
£
90,095
90,095		 Total funds
at 31 March
2021
£
13,012
251,896
(49,989)
(100,532)
114,387
Total funds
at 31 March
2020
£
232,446
(58,970)
(111,173)
62,303
At 31 March
2021
£
246,272
246,272
At 31 March
2020
£
167,494
167,494

21 Related party transactions

There were no related party transactions transactions in the year, other than those stated in note 9.

Page 33