**King’s Community Church Project Report of the Trustees for the year ended 31[st] December 2020** Registered Charity: 1086226 Registered Company 4036665 www.oaktreecentre.co.uk email :admin@oaktreecentre.co.uk ## . ## **’ - Chairman s Report Rev. Matt Nott** I thought 2019 was a tough and tumultuous year for our charity yet here we are almost on the other side of a pandemic!! 2020 was the year to GROW and we’ve certainly needed to grow in adaptability as well as praying over each penny hoping it would multiply. The year began with significant decisions around our café, with a new staffing structure agreed meaning that we would entail recruitment of a new Cafe Manager. The pandemic slowed this down but this new appointment finally happened in July. LL joined the team and also took on the role of Hospitality and Welcome Co-ordinator. However the cafe was only able to be open for 5 weeks between the second and third lockdown. While this was a useful experiment we soon realised that a facility of our size was tricky to be open with social distanced restrictions and we welcomed the lockdown which meant needing to close the building to the public. Plans are afoot for a grand relaunch of the cafe in 2021 but it will need to be on a part time basis initially (Tuesday to Saturday) as the financial impact of the pandemic and other major issues has meant we are unable to employ a second member of cafe staff to replace the Assistant Cafe Manager who sadly left our employment at the end of October. We are hopeful that this recruitment can happen as soon as we can prove that the cafe is self -sustaining at that level of staffing. The Centre had to close its doors in March to outside hirers and our own groups in the national lockdowns meaning that most of our sources of income were severely limited. We were able to use the facilities to help support vulnerable people with weekly hot meals and activity packs but we used the time to carry out needed maintenance. Some groups (Zumba, choir and Slimming World) were able to reopen for about 6 weeks in the autumn. People were so positive about being able to meet again, and attendance increased that additional sessions were booked to allow social distancing. Although the cafe could only open for a few weeks customers returned in good numbers which is encouraging as we look to reopen in 2021. Early in the pandemic with the introduction of the government’s furlough scheme, we agreed to furlough our cafe and cleaning teams. We decided to continue to pay all our staff at 100% of their wages even though we only receive 80% from the government scheme. Once LL was appointed we were able to unfurlough the Assistant Cafe Manager to join her in the attempted relaunch of the cafe which was obviously short-lived due to the second lockdown. At which time we part-furloughed all staff including SF (Facilities Manager). This part-furloughing our staff team has been very difficult for them all as a team as well as us being able to move things forwards. However the team have been amazing in adapting and a massive thank you goes to each of them for their willingness to adapt to each new set of governmental guidelines and restrictions. As we’ve said in previous years the connection between the church and Centre as charities has been a positive partnership and an opportunity for greater community involvement. The church allowing their rooms to be repurposed for OTC usage gives us greater potential for multiple booking moving forwards as we seek to serve this locality. 1 During the pandemic our trustees have needed to have a greater regularity of involvement in governance as we navigated complex issues such as furloughing, restructuring of staff teams, and whether we could be open or not. Normally the trustees meet 5-6 times a year but once the pandemic hit we were meeting at least monthly. One of the things that has emerged out of this year that we take into 2021 is the need for reflection on our policies and practices at OTC. How we give voice to our paid staff and volunteers, the need to unblur the lines between the different roles within our charity (trustees, paid staff, and volunteers), simplify our financial procedures, as well as exploring the societal issue of system racism and exploration of unconscious bias. To name just a few of the areas we need to prioritise in 2021, as such our theme for the coming year is Being Made New: an exploration of reflection to help us change so that we are a better and healthier charity and organisation moving forwards. This is only possible with the continued and ongoing commitment for our amazing team of volunteers. While the staff each play a vital role I want to thank the many many, many volunteers who make OTC what it is and enable us to provide so many great services to our local community. In togetherness we can do more. In togetherness we are more diverse. In togetherness we can model something that seems truly counter-cultural in today’s society: A community that lives and cares for one another. ## _Rev. Matt Nott_ 2 ## **Structure, Government and Management** ## **Governing Document** King’s Community Church Project (trading name The Oak Tree Centre) is a Registered Charity No 1086226 and a Company limited by Guarantee no 4036665, established in July 2000. Its governing document is its Memorandum and Articles of Association. ## **Organisational Structure** The Charity Trustees, who are also Directors of the company, are responsible for overseeing the running of the Centre. The Chair of the Board is the minister of King’s Community Church, Rev Matt Nott The Board is made up of: seven Church members, five community members. The Board meets every three months (as a minimum), assisted by the joint operational team (made up of 7 co-ordinators) who meet fortnightly. All Directors with the exception of the Chair, the Minister of King’s Community Church, are volunteers and give their time freely. Paid staff are responsible for the day to day running of the Centre, assisted by a team of volunteers. At the end of 2020 the Centre had 5 employees; Seconded Administrator (GK), 2 Cleaners (LR & KF), Facilities Manager (SF), Cafe Manager (LL). The Treasurer, also a Trustee, oversees Centre finances and the Secretary helps keep the Charity compliant to its governing document. ## **Recruitment of Trustees** As positions become available, vacancies among the 7 Church Company members are advertised, candidates interviewed and recommended by the Church leadership team, bearing in mind the skills needed on the Board at the time, and finally appointed by the Church meeting. Community Company members are appointed taking into account their association with OTC and their contribution to skills mix and balance of the Board, and in particular appointing persons from health, education or local business sector of the community. Currently people serving on the Board have a wide range of skills including education, health, law, charity administration, and counselling. As we end 2020 we have the following trustee vacancies: - 2 Church Company members - in process at time of writing - 3 Community Company members ## **Risk Management** The Board have put in place procedures to minimise risk to Centre users. These include health and safety risk assessment, regular fire and emergency lighting checks, Safer Food Better Business checks, and regular servicing/ PAT testing. The Centre is covered by Public liability insurance, and is monitored by CCTV. All staff and volunteers working with children and vulnerable adults are DBS checked and complete Safe to Grow training. Centre finances are reviewed regularly with a reserves policy in place to minimise risks of a sudden loss in income. 3 ## **OBJECTIVES AND ACTIVITIES** - **OUR AIMS (** as set out in the Memorandum and Articles of Association) - _To operate The Oak Tree Centre for the benefit of the general public and in particular for the benefit of the inhabitants of the Benefit Area (within a three-mile radius of King’s Community Church) with the object of improving their conditions and quality of life._ - _To advance education and enhance employment and training opportunities_ - _To promote good health and the relief of sickness_ - _To relieve poverty, and_ - _To promote any other charitable purposes_ ## **OUR OBJECTIVES** - _To provide a welcoming venue accessible to the whole local community_ - _To increase Centre bookings and provide a wider range of activities_ - _To continue to facilitate excellent activities for vulnerable groups –young families, older people_ ## **AIMS + ACHIEVEMENTS for 2020** While the following were the planned priorities for 2020 the pandemic has meant we needed to adapt and reprioritise. - Environmental footprint - **changes to Sanctuary lighting (low energy), changes to cleaning products used (eco-friendly), and reduction of single use plastics/disposable packaging.** - Strengthening volunteers - **not able to focus on this strategically due to pandemic** - Raising our profile in the wider community - **Increasing social media presence/flyers/promotions - this has been a major success as we’ve needed to use social media in a greater capacity as well as distributing two community flyers to all residents.** - Sustainability of cafe - **new staffing structure launched at end of July (Cafe Manager and Assistant Manager) but due to lockdown and staff leaving our employment we begin 2021 with only the Cafe Manager without the financial ability to recruit. However we have carried out a thorough review of how to hold stock, changing of suppliers, changes to the menu and diversifying refreshments offered for seasonal events.** - Diversity of room bookings - **We are primed and ready to accept a greater variety of booking in 2021 once the restrictions end.** - Greater community voice - **This will need to be explored in 2021.** - Unemployed / Computer training - **the pandemic meant this wasn’t possible.** As well as the planned aims for 2020 we also served community meals to the vulnerable and shielding weekly. We’ve also begun a review of our policies and procedures which will carry on into 2021. 5 ## **CENTRE ACTIVITIES** Our regular weekly groups are the focus of Centre life. Our charitable activities, run in partnership with King’s Community Church include groups for young families, older people, and a professional counselling service. In 2020 many groups began the year with us and we believe they will restart once they are allowed to after restrictions ease in 2021. Below is a summary of these regular groups that began 2020 and we believe will restart in 2021: - ➢ **Brandhall Community Choir** - ➢ **Tuesday Youth Club** * - ➢ **Tuesday Mums** * women’s groups with crèche provision - ➢ **Youth Cafe *** After school on a Wednesday - ➢ **Slimming World** (2 groups on a Thursday evening and a NEW Saturday morning group) - ➢ **Time Out** * Activities and Lunch for older people - ➢ **Extend** gentle exercise for over 50s - ➢ **Toddler Plus** * for preschool children and carers on a Friday - ➢ **Zumba** exercise class - ➢ **Funky Freestyle Dance** 6-9 and 10-14yrs - ➢ **Oak Tree Counselling Service** a professional service run by trained volunteers - ➢ **Black Country Mental Health Trust** use of multiple rooms for one to one counselling (Monday - Friday) - ➢ **CAP Debt Centre** weekly Coffee Morning * weekly support group for local CAP clients - ➢ **Sign Language Group** * monthly gathering offering support and refreshments for the deaf community and signers - **(*All these groups are run in partnership with King** ’ **s Community Church)** ## **COMMUNITY CELEBRATIONS - The following community events were held during the year:** - ➢ **December -** Socially distance Nativity Trail serving over 300 people across the weekend. ## **PARTY BOOKINGS** The Centre is a popular venue for parties and groups of all ages. We have maintained the services offered to our customers, buffets, room hire, use of equipment, bouncy castle. Due to the pandemic the regularity of this diverse group of bookings ended due to the closing of the centre. We are excited to welcome these booking back in 2021.Our thanks go to all staff and volunteers who hosted these events. ## **CENTRE IMPROVEMENTS** - Ongoing repairs and repainting as required throughout the year. Major focus on making environmental improvements. 6 ## **FINANCIAL REVIEW** We had a very significant drop in income as the Centre was closed from mid March, and then open for 6 weeks in the autumn for a just limited number of groups. We were able to continue to pay all our staff in full, thanks to the Job Retention Scheme. We also received 2 Coronavirus Government grants of £25,000 and £2,000, which offset the majority of loss of income, and also enabled us to become ‘Covid secure’, and to purchase items such as sanitising stations and Perspex screens for the cafe. During the year we were able to repay the interest free loan for the cafe building. We enter 2021 in a better position financially thanks to Government support received through grants from Sandwell Council. 7 KING'S COMMUNlff CHURCH PROJECT Va THE OAK TREE CENTRE Registered Charity: 1086226 Registered Company: 4036665 STATEMENT OF ACCOUNT AND INDEPENDENT EXAMINATION REPORT 8T 12 MONTHS ENDED 31 DECEMBER 2020 Luke Silver Accountancy & Taxation Services 1 London Road Tiffield Tow¢ester Northamptonshire NN12 8AS Mobile: 07710 456376 E4nail". luke-silve uresilver.or Independent Examiner's Report on the A¢¢ounts Rec&lpts and Payment Accounts Report to the trusteeslmembeTS of King's Community Church Project R&gistored Charity Number 1086225 On the accounts for the 12 Months ended 31" December 2020 Sot out on th& following pages RespectSve responsibilities of trustees and examiner The charity's trustees are responsible foi the prepar81ion of the accounts. The charity's Iruslees ¢onsider that an audrt is not required for th15 year under section 144121 of the Charilies Act 2011 Ilhe 2011 Acll and that an independent examination is needed. 11 is my fesponsibilily lo-. examine the accounts under section 145 of the 2011 Act, follow the procedures laid down in the General Directions given by the Charity Commission under section 1451511bl of the 2011 Act". and slate whether particular matters havè Come lo my attention. Bas1$ ol Independent examlnerfs report My examination was carried out in 8¢¢ordance with the General Di￿110n8 given by the Charity Commissioners. An examination includes a review ol the aeeounling records kept by the charity and a companson of the accounts presented with Ih¢)sè records. 11 also includes consideration of any unusual rtems or disclosures in the accounls, and seeking explanations from you as Iruslees concerning any such matters. The pr¢xedures undertaken do not prgvide all the evKlence that woukl be required in an audit, and Consequgnlly no opinion is given as lo whether the aecounls presenl a 'true and fair view, and the report is limited lo those matters sel out In the statement below. Independent examiner's statemanl In connection wrth my examination. no maiter has eome to my attention.. 111 which gives me reasonable cause lo believe that In any material respect the requirements To keep accounting records in aCc￿dance with section 130 of the 2011 Act.. and To p￿pa￿ accounts which accord the accounling records and lo comply with the accounting requirements of the 2011 Ac¢ Have not been mel., or 121 lo which, in my opinKJn. atlenlK)n should be drawn in order lo enable a proper understanding of the accounts lo be reached. Slgngd L A Saver Date.. 17 February 2021 Luke Silver HNC Business & Finance Accountancy Praclilioner Accountancy & Taxation Services 1 Easlcole Road. Tiffield, Towcester. Northamptonshire. NN12 8AS Independent Examiners Report to the Trustees Introduction Thank you for submrtting the accounts for independent examination. They have been well maintained and the trèasurer and others responsible are lo be commended for their hard work Therefore I will keep my comments to a minimum. Charlty Law and Financial R8gulation$ The independent examination has been earried out in accordance wtth the Charities IA¢¢ounls and Report51 Regulations 1995 Istatutory Instruments No 27241 and the Accounting by Charrties Statement of R￿0Mmen￿ Practice ISORPI. Slgnlng of Accounts l Shall be obliged if you will please fO￿ard a copy ol the synature page for my records after the accounts have been signed by 8 representative appointed by the Trijstees. Conclusion There are no other matters I feel need lo be brought lo your attention. Please do not hesitate to contsct me for further clarific*wJn or for further assistance. Luka Sllvor Date: 17 Fgbruary 2021 KING'S COMMUNITY CHURCH PROJECT Report of the Trustees l Directors for the 12 Months Ended 31 December 2020 The trustees and directors during the year were as follows.. Andy Nott 19 Brunel Road. Oldbury Julia Button 61 Perry Hill Road, B68 OAW Mlke Jordan 41 Halesowen Road, Halesowen. B62 9AY Patrl¢la Shèrldan 87 Cockshed's Lane, Halesowen. B62 8LL Matthew Nott 27 Elm Croft , Oldbury. B68 OBG Michaela Beavan 51 Kingsway. Oldbury, B68 OQD Derek Fevrtrell 32 Hartside Close. Halesowen. B63 1 HP Matthew M¢Ardle 47 Worcester Road. Oldbury 868 OHU ststement We certify that the books, vouchers and information produced to enable the independent examination of our accounts lo be conducted contain a full and correct record of our financial transactions and activities lo the best of our knowledge and belief. SIGNED O ALF OF THE TRUSTEES Please print name.. Oale King's Community Church Project Registergd Charity Number 1086226 Company Number4036665 Accounting Statgment: Receipts and Payments Accounts for the year ended 31 December 2020 UnrgStri¢ted Restrlcted Funds Funds Total 2020 Total 2019 INCOME Incorning Resource5 from Donors (Note 11 Charity Acliwty Receipts (Note 21 Other Incoming Resources Investment Income 69,591 69,591 66,193 20 20 31 Total 69,611 69,611 66,224 EXPENDITURE Costs of Generating Funds Charitable Objects Activities INote 31 Support Costs INote 41 Management & Adminislralion (Note 51 47,564 13.385 620 15.393 62,957 13,385 620 80,628 10,37S 570 Total 61.569 15.393 76,962 91,573 Capital Costs (Note 61 Loan Repayments Capital Repaid 3,437 500 3.437 500 404 1,200 Total 3,937 3.937 1,604 King's Community Church Project Unrestricted Restricted Fund$ Funds Total 2020 Total 2019 INCOME Incoming Resources from Donors (Noto 11 Donation towards repayment of Interest Free Loan Inland Revenue Gift Aid Refund Total Charlty Actlvlty Recelpts (Note 21 Roorn Hire,. KCC grDUPS & other activities Bookings by other groups & individuals Calè Donations I In¢c￿e Grants Sandwell MBC COVID Scheme HMRC Job Retention Schem$ Reimbursements Other Income 3.994 15.651 8,003 1.998 27,1)00 6.817 209 5,919 3,994 15.651 8.003 1.998 27.000 6,817 209 5,919 5,010 22,426 37,983 491 2B3 Total 69.591 69,591 66,193 EXPENDITURE Charitable Objects Actlvitlgs (Nole 31 Catering l Traidcraft Wage Costs Community Events Café Food & Drink Licences Charitable Donations Depre¢iolion 33,682 33,682 42,829 5,976 574 1.222 6.110 5,976 574 1,222 21,503 13,17S 988 605 23.030 15.393 Total 47.564 15,393 62,9S7 80,628 Support Cogtg (Note 41 Building Running Costs General Costs 8.198 5.187 8.198 5,187 5.972 4.403 Total 13.385 13.385 10,375 Management & Admlnistratlon (Note Sl Audit & Companies House Bank Charges 440 180 180 180 Total 620 620 570 Capltal Costs INot• Sl BLJilding Computers Equipment 3.437 3.437 404 Total 3,437 3.437 404 King's Community Church Project Registered Charity Number 1086226 Company Number 4036665 Balance Sheet for 12 Months Ended 31 December 2020 Unrestricted Restricted Funds Funds Total 2020 Total 2019 FIXED ASSETS Tangible Assets Leasehold Propety Depreciation Additions Furniture & Equipment Depreciation Addition8 258,279 115.3931 258.279 115,3931 273,672 115,3931 30.549 16.1101 30,549 16,1101 38,186 17,6371 Total Tanglblè Assets 24.439 242.886 267,325 288.828 CURRENT ASSETS Cash at Bank The Coventry WC C61037251 CAF Bank AIC 00024597 CAF Bank AJC 00025286 CAF Bank AJC 00029905 Pelly Cash 6,955 4,742 240 413 6,955 4.742 240 413 1.935 356 252 180 1121 Total Current Assets 12,350 12.3SO 2,711 Credrtors due within 1 year Credrtors falling due after 1 year 576 Total Llabllltl88 576 NET ASSETS 36,789 242,886 279,675 290,963 Accumulated Fund Balance brought forward Funds Generated by Operations Transfers 147.2341 4,105 338.197 (15,3931 29),963 (11.2881 317.916 126,9531 Total 43,129 322,804 279,675 290,963 Balance Sheet continued Klng's Communty Church Project Reglstgred Charlty Number 1086226 Company Number 4036665 Accountants R& ort For the year ende(131 Deeembei 2020 the C(￿panY was enlrtled to exemplK)n from audit under section 477 of the Companies Act 20C6. The members have not required the Company lo cblain an audit in #C￿rdanCe wlh section 476 of the Companies Act 20C6. The dirèctors ackn¢)wledge their resF