REGISTERED NO: 03974890 OFF THE RECORD COUNSELLING SERVICE {NORFOLKI LIMITED BY GUARANTEE ACCOUNTS YEAR ENDED 31 MARCH 2023 111 'ACIXA108• 11212023 COMPANIES HOUSE A14 #250 OFF THE RECORD COUNSELLING SERVICE {NORFOLKI LIMITED BY GUARANTEE CONTENTS YEAR ENDED 31 MARCH 2023 PAGES Charity Infomation Trustees, Report Independent Examiners ReFQrt Statement of Financial Activities Balance Sheet Notes to the Financial Statements 9-13 OFF THE RECORD COUNSELLING SERVICE (NORFOLKI LIMITED BY GUARANTEE ANNUAL REPORT The company is limited by guarantee and is a charity registered with the Charity Commission. The registered eharily number is 1088504. Directors Mrs M Herron Mr P 8urnett Ms L Ashby Company Secretary Assumed by IrLtstees Chairperson Assumed by trustees Treasurer Mr P Bumett Trustees Mrs M Herron Mr P Burnett Ms L Ashby Registered Office and Principal Address Willow Lane House 9 Willow Lane Nomich NR2 1EU Ac¢ounlanls Slephenson Smart Queens Head House The Street Acle NR13 3DY Bankers National Westminster Bank PIC 1 Smallgale Beccles Suffolk NR34 9AB Website www.otr-norfolk.org.uk OFF THE RECORD COUNSELLING SERVICE INORFOLKI LlkllTED BY GUARANTEE TRUSTEES, REPORT YEAR ENDED 31 MARCH 2023 The trustees submit their report along with the finanaal stalements of the charily for the year ended 31 March 2023. The fillan￿al slalemenls have been prepared in accordance with the ac¢ounting policies sel out in nole 1 to the financial ststemenis and comply wth the charity's goveffling documenis, the Charities Ael 2011 and the Charrties SORP IFRS 102). Governing Document The organisation is a charilable company limited by guarantee. incorporated on 17 April 2000 and registered as 8 charity. The company wa5 established under a Memorandum of Association which established the objects and ￿?werS ol the charitable company and is 9ovemed under 115 Artides of Asso¢ialion. In the event of the company being wound up members a￿ reouired to CLsntribute an amount not exceeding £1. The charity does not have a share ca￿la1 and consequentty no diwdends are payable. Review of activitiès Durin9 the year the charity's incorne InC￿aSed to £86,52912022 £70.1101. Its fijnds deficit during the year 8mounled to £2.537. A summary of the financial results is sel out on page 7. Risk Managernent The trustees have during ihe year continue{1 to review the major risks to which the charity is exposed and lo establish systems lo miiigate those risks identified nol already covered by the charity's existing systems and risk management strategies and controls. Working for the public benefit The trustees confirm that, in exerosing their powets antl duties. they have ¢￿pIled wth their duty to have regard lo the guidance on public benefit published by Ihe Charity Commission. Objects of the charity The charity's objects are the prote¢tton and preSerVat￿n of spiritual. emob.onal and psYCl￿1091Cal health by the provision ol counsélling and supporb.ve help to those in need thereof and the trxining of individuals or groups in thè provision of SLFd) counselling and supportive help. The charity is a member of the British Association for Counselling and Psychothernpy and Counsellors and Psycholherapists in Primary Care. Recruitment and appointment of Management Committee and organisation of the charty The charity's acti￿711e$ are ¢￿trOlled by the trustees. all of whom are directors. Thè tnJslees provide seNces lo the cornpany on a Voluntsry basis. There can be up lo nine al any one time. The directors named below all held office during the year. M Hermn P Bumett L Ashby Most new Iruslees are already familiar the practi(31 work of the charity and have 3 good working knowledge of its Structure and objects. Addib"onally. new trustees are required to familiarise themselves with the govèming documents and procedures of the (tharity and the context within which it operate5. The current and new trustees making up the management committee are led by its Chairperson and consider. The obligations of Management Committee members. The main documents which set out the operatsonal frameworf( for the charity including the Mèmorandum & Artides. Resourcing and the current financial position as set out in the latest published ac￿nIS. Future plans and objectives_ OFF THE RECORD COUNSELLING SERVICE INORFOLK) LIMITED BY GUARANTEE TRUSTEES, REPORT YEAR ENDED 31 MARCH 2023 Investment powers Under Ihe Memorandum and Articles of Assooation, Ihe charity has the power to make any investments which the tnjstees see fit. Spare funds are invested in inlerest bearing bank accounts which usually have inslant access. Rtsk management The trustees are reviewing the major risks lo the charity in accordance vMth thè Ststement of Recommended Pracb"ce. Achievement and performan¢¢ The financial year 2022-23 was a year of challenge, stralegic plannin9 and optimism for Ihe organisation. The challenges we faced included getting Clients and counsel10￿ fuly back to lace-to-face counselling and securing ongoing grant support to assist the organisation with continuing to provide a much needed service to all ¢lients, including those in great need of our services but needing lo aC￿sS free or low cost counselling amidst rising cosls of living. The demand for our Servi￿ continued to grow throughout the year such that we We￿ outgrowing the available space in the former premises. The trustee5 and management team went Ihrough a period of strategic financi818nd operational planning, seekn.ng allemative premises that We￿ within an affordable and sustainable budget whilst also providing the much-neede(l additional space. They were grateful to find premises in central No￿1¢￿ owneo by an understanding landlord that was prepared lo work with the organisalion and structure temis for a lease that would suprx)rt the charity's financial posilion in the short lem), whilst m8eting our medium tem) grovAh strategy. The oryanisalion by the end of the financial year was settled into new premises with the whole team looking forward to 2023 writh optimism that the senpice would continue to grow organically and provide much nee¢Jed ￿UnSelling and psychotherapy lo people in our oty and the wider county. The trustees are grateful to the grant funding [￿0V￿￿ed by the National Lottery. Geoffrey Watling and fund5 Ihiough the Norfolk Community Foundation thal have gjpported and continue to support the work of Ihe organisation. Reserves Al the year end the Company had unrestricled (unds of £22,929. Ccxnpany policy is to match applicable expenditure to its restricted receipts. with any shortfall being made g¢x)d from unrestricted funds. The charity's policy is to establish such reseNes thal are needed to allow it to conlinue to meet Its objectives for a period of 6 months if all funding ceased. Whilst reserves are currently below this level. given funding and income from self referred dienls would gradually reduce and contract income is always paid In arrears, logelher with Ihe projected reduction in net cosls in the next fInar￿la1 year, the twstees are satisfied the reserves are sufficient for the nexi 12 months. the policy will be kept under close review, and WÈ will seek to increase reserves again in thè mèdium term. The directors therefore confimi that the company has suffiuent ￿eTheS available to fu￿11 its obligations. OFF THE RECORD COUNSELLING SERVICE INORFOLKI LIMITED BY GUARANTEE TRUSTEES. REPORT YEAR ENDEO 31 MARCH 2023 Responsibilities of the board ol trustees The trustee5 (who are also (Jireclors of Off The Rewrd Counselling Service INorfolk} Limited for the purposes of company 18wI are responsible for preparing the Truslees. Report and the financial statements in accordance with apFlicable law and Uniied Kingdom Accounting Standards {FRS 1021. Company Law requires the trustees to prepare financtal ststements for eacth finanaal year which give true and fair view of the state of affairs of the charitable ci)mpany as at the balance sheel date and of ils incorning resources and application of resources, including income and expendilure. for the financial year. In preparing ihese financial statements. the truslees are required lo- select suitable accountsng policies and apply them con5151ently.' observe the melh(*s and principles in the charkb.es SORP- make judgements and estimates that are reasonable and prudent". slale whether applicable UK Accounling Standards have been followed. subject to any material departures disclosed and explained in the financial slalemenls.. prepare the financial staiemenls on the going concem basis unless il is inappropriate to presume that the charily will continue its activities. The trustees are responsible for maintaining woper accounting records which disdose. with reasonable accuracy. the finoncial pO￿tIOn of Ihe charitable cornpany at any lime, and lo enable them as trustees lo ensure the financial statements comply wth the Companies Act 2006. The twslees are also responsible for safeguarding the assets of the charitsble company, and hence for tskirh9 reasonable steps for the prevention and detection of fraud and other irregularities. This report has been prepared in accordance wth the speual provisions of Part 15 of the Companies Act 2006 relating to small wmpanies and in attordance wth the General Directions given by the Charities Commission under Section 14515Xbl of ihe Charities Act 2011. Events sinc• the end of the peyiod Infomiation relating to events since the end of the period is given in the noles to the finan¢i81 stst8menls, where applICa￿e. Basts of preparatlon This report has been prepared in accordance with the special provisions of Part 15 of the Companies Act 2006 relating to small companies. BY ORDER OF THE BOARD Mr P Burnett 9 December 2023 OFF THE RECORD COUNSELLING seRWCE (NORFW() UAIITED BY GUARANTEE TRUSTEES. REPORT YEAR ENDED 31 MARCH 2023 R￿pons￿litt•S of b￿rd oflJu8*e• The twstees I￿0 are dso diffctor5 of Crfl Record C(wsding Service (Norfclkl limited for the purposes of law) a￿ ￿p￿tsitIe ts wepanffj the Trusiees, Rèport and the fm8￿181 statements in accord*Ke wlh appjicatse ¢awand United lingth)m N£coJnting Standards IFRS 1021. L8w ￿qUI￿$ Ihe trustees to wewe fir￿&81 st*mènts for èach finanrial yew which gwe a true and lair view of the state of affairs ol the tharitèbje cL¥))pany as at the baanc• sheet date 8TrJ of its Incoming resource$ and applicab.on ol resourc•s, incryne aTrJ expeTh*lure. for the finwKial year. In preparing Ihese firwrA* Slater￿ts. the tftjstees Bre re¢Bwedto.' select siNtsble xcwnling IyyK￿ and apF4y them eon&s*nty. Obser￿ Ihè methods and wwples in Ihe chari￿e$ SORP: make judgements aThJ eslimate5 t*￿t aT& reasonabte and pnJLknr. stale whelher app1K8b￿ UK Ar£ourtirvJ Stsndards have bten fol(N¥*d. sutled to afiy material Llepartures di5cb$ed and explair*l in the finanoai 8tatements'. prgpwe the finan¢iJ statements on Ihe w.wy o)r¥2m unless rt is inopw¢¥liat¢ to presume Ihat Ihe tharity continue its xbvibe5. Tha twsts8S arè ￿SportsIble for nwnta¢ning prwer aCC¥￿n9 r&al year in a¢¢>xdance wlth the requirements of SeCt￿s Y34 and 395 and whth otherwise compty with the fewirements of the Compani&s Act 2CxJ6 relating to finarrtial slatements. so far as applicable to the Company. Ttte finawal stalements havè teen prepared n accordance wilh the spec481 provtsions of Part 15 of the Cofflpanies Act 2(M]6 TeLating to small companies aThJ with the FwwKial Rewling S￿dard Smaller Entities (effecttve January 2015). Approved by the trustees on ... .... .... .. 2023 * s¥Jned on its tjehall by Mr P Burnett Dirnctorltrustse Mrs M Hewon OFF THE RECORD COUNSELLING SERVICE {NORFOLK) LIMITED BY GUARANTEE NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2023 ACCOUNTING POLICIES a. Basis of preparation These financial statements have been prepared in accordance wilh the provisions of Section 1A "Small Entities" of Financial Reporting Standard 102 'The Fin8nci81 Reporting Standard applicable in the UK and Republic ol Ireland" and the Companies Act 2Q06. The financial statements have been prepared under the historical cost convention. The financial statements have also been prepared in accordance wrth the Charities Act 2011 and the Charities SORP {FRS 102). The principal accounting polrcies adopted in the preparab.on of the financial statements are as follows:. b. Going eoneem The accounts have been prepared on a going concern basis on the grounds that current and future sour￿$ or funding support will be more than adequate for the company's immediale needs. In delermining this, the tnjstees have considered a ￿riod of tyvelve months from the date of approval of these financial statements_ However. the trustees have identified the need for greater income and reduced fixed costs to ensure that the company has sufficient fijnds to continue ils charitable objectives over a longer period of lime. Incoming resources Income from operating activities of the charity's objeeb.ves is included in the period in which the charity is entitled to the income. d. Donations and grants Income from donations and grants is included in incoming resources when these are receivable. ex￿pt as follows". Wnen dorK)rs specify that donations and grants given to the eharity musl be used in future accwnting periods. the income is deferred until those perioés. When donors specfy that donations and grants are for particular restricted purposes. which do not amount lo pre-conditions regarding enlillemenl, Ihis income is included ' in incoming resources of restricted funds when receivabje. e. Interest receivable Interest is induded when receivab￿ by the charity. Resources expended Resources ex￿nded are included in the Statement of Financial Activities on an accruals basis. inclusive of any VAT which cannot be recovered_ Expenditure relates lo-. Cost of activities in fvrtheranee of the charitys objectives Govemance cosls associated with Ihe administration of counsellors and the charity. OFF THE RECORD COUNSELLING SERVICE INORFOLKI LIMITED 8Y GUARANTEE NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2023 1. ACCOUNTING POLICIES (cont) g. Fund accounting Funds held by the charity are either.. Unreslricled general funds - these are funds which can be used in accordance with the charitable objects al the discretion of the trustees. The charity's policy is lo establish such reserves that are needed lo allow il lo continue to meet its objectives tor a period of six months if all funding ceased. At the year end the trustees consider that an unrestncted reserve of £22.929 is sufficient to meet this policy. Designated funds these funds are sel aside by the trustees out of unrestricted general funds for specific fuiure purposes or projects. Further explanations of the nature and purpose of each fund is included in the notes to the financial statements_ LEGAL STATUS OF THE CHARITY The charity is a company limited by guarantee and has no share capital. The liability of each member in the event of winding up is limited to £1. DONATIONS 2023 2022 Donations. grants and training income Gift aid tax Contract income Subletting 66.441 10.851 8.867 241 52.835 6.412 5.621 £86.4CM) £64.868 INVESTMENT INCOME Investment income represents interest receivable on bank and building society deposits. COST OF ACTIVITIES IN FURTHERANCE OF THE CHARITY'S OBJECTS Total 2023 Total 2022 Counselling slaff Training 28.781 26,060 15 £28,781 £26.075 10 OFF THE RECORD COUNSELLING SERVICE {NORFOLK) LIPAITED BY GUARANTEE NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2023 MANAGEMENT AND ADMINISTRATION OF THE CHARITY Total 2023 Total 2022 Est8blishmenl expenses Administration and running costs 12,500 47.785 10.992 50.780 £60.285 £61,772 These cosls include the cost of premises used by the counselk)rs in the performance of their duties. The trustees do not receive reimbursement of expenses for their duties as trustees. INDEPENDENT EXAMINER'S REMUNERATION Total 2023 Total 2022 Independent examinerfs remuneration 1,254 1.374 DEBTORS Amounts due within one year Total 2023 Total 2022 Other debtors 16.788 6,000 £16.788 £6.000 CREDITORS- Amounts falling due within one year Tolal 2023 Total 2022 Trade credttors Accwals 5,565 1,386 2.095 1.450 £6,951 £3.545 There were no creditors due after more than one year. OFF THE RECORD COUNSELLING SERVICE INORFOLK) LIMITED BY GUARANTEE NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2023 10. RESTRICTED FUNDS There are no restricted funds in the company al the year end. 11. UNRESTRICTED FUNDS At 1 April 2022 Nel movement in funds for the year At 31 March 2023 25,466 2.537 £22,929 12. ANALYSIS OF NET ASSETS BETWEEN FUNDS Unrestricted Funds Cash at bank Other debtors Credilors 13,092 16.788 6.951 £22.929 13. RELATED PARTY TRANSACTIONS Lisa Bumett, the wife of Paul Bumell. a Irustee and director of the company, is employed by Ihe company as an administrator. The cost of employing her for the year was £12,173 (2022 £12.0791 13. TAXATION The charity is exempl from tax on income and gains arising from its eharrtable objectives. 14. TRUSTEES During the year, no remuneration or re-imbursement of expenses was paid to the charity's trustees. 15. STAFF COSTS Wages and salaries 28,538 No employee earned £60.000 p.a. c* m￿e in either year. AVERAGE NUMBER OF EMPLOYEES The average number of employees during the year was 312022- 3)- 12 OFF THE RECORD COUNSELLING SERVICE {NORFOLKI LIMITED BY GUARANTEE NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2023 17. ULTIMATE CONTROLLING PARTY The trustees (who are also directors of the company for the purposes of company lawl have ultimate conlrd over all the affairs of the Organisat￿n. 13 OFF THE RECORD COUNSELLING SERVICE (NORFOLKI LIMITED BY GUARANTEE NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2023 2023 2022 INCOME Donations. grants and training income 66.441 52.834 Contract income 8.867 5,622 6.412 Gift aid tax 10.851 Job Relent￿n Scheme 5.194 Sublelling Interest received 241 129 48 86.529 70,110 EXPENDITURE Share of utility expenses Administration. bookkeeping and counselling coordinatson costs Counselling staff and supeNision Telephone . Postage. stationery and books Advertisin 12,51YJ 10.993 42.417 28.780 545 41.413 26.060 994 1,024 162 203 Insurance 1.578 1.429 3.747 15 Repairs and renewals Training Subscriptions and donations Accountsncy 40 636 1.254 1.374 (89.066) {87.847) Net Ideficitllsurplus {2.537) {17,7371 IDEFICITIISURPLUS TRANSFERRED TO RESERVES {£2.5371 (£17,737) 14 OFF THE RECORD COUNSELLING SERVICE (NORFOLK) LIMITED BY GUARANTEE EXTRACTS FROM FINANCIAL STATEMENTS FOR YEAR ENDED 31 MARCH 2023 STATEMENT OF FINANCIAL ACTIVITIES Totsl Funds 2023 Total Funds 2022 Income Resources Donations and gr8nts Job Retention Scheme Sublelling Investment income 86.159 64.868 5.194 241 129 48 86.529 70,110 Charitable Expenditure Cost of activities in furtherance of Ihe charity's objectives 28.781 27,016 Managing and administering the charity 60.285 60.831 89.066 87.847 Net movement in funds in year {2.5371 117,737) Total funds brought forward Total funds at year end 25.466 43,203 £22.929 £25,466 BALANCE SHEET AT 31 MARCH 2023 2023 2022 Current assets Debtors 16.788 6,000 Cash al bank and in hand 13.092 23.011 29.880 29.011 Current liabilities Creditors Amounts falling due within one year Net ¢urr¢nt assets and net assets 6,951 3.545 £22,929 £25.466 Funds Unrestricted funds 22,929 25.466 £22,929 £25,466 15