REGISTERED CHARITY NUMBER: 1091507
REPORT OF THE TRUSTEES AND
FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 JUNE 2025
FOR
ROTARY SHOEBOX SCHEME
ROTARY SHOEBOX SCHEME
CONTENTS OF THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 JUNE 2025
| Page | |||
|---|---|---|---|
| Reference and Administrative Details | 1 | ||
| Report of the Trustees | 2 | to | 5 |
| Statement of Trustees' Responsibilities | 6 | ||
| Independent Examiner's Report | 7 | ||
| Statement of Financial Activities | 8 | ||
| Balance Sheet | 9 | ||
| Notes to the Financial Statements | 10 | to | 13 |
| Detailed Statement of Financial Activities | 14 |
ROTARY SHOEBOX SCHEME
REFERENCE AND ADMINISTRATIVE DETAILS FOR THE YEAR ENDED 30 JUNE 2025
| TRUSTEES | P Clare (resigned 30.6.25) |
|---|---|
| N B Danby (appointed 1.7.24) | |
| Mrs G Danby | |
| C Gardiner | |
| A S Ainsworth | |
| PRINCIPAL ADDRESS | 10 Greenshank Close |
| Rochdale | |
| Lancashire | |
| OL11 5QE | |
| REGISTERED CHARITY | 1091507 |
| NUMBER | |
| INDEPENDENT EXAMINER | P B Syddall & Co |
| Chartered Accountants | |
| Grafton House | |
| 81 Chorley Old Road | |
| Bolton | |
| Lancashire | |
| BL1 3AJ | |
| BANKERS | CAF Bank Limited |
| 25 Kings Hill Avenue | |
| Kings Hill | |
| West Malling | |
| Kent | |
| ME19 4TA |
Page 1
ROTARY SHOEBOX SCHEME
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30 JUNE 2025
The trustees present their report with the financial statements of the charity for the year ended 30 June 2025. The trustees have adopted the provisions of 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).
OBJECTIVES AND ACTIVITIES
Objectives and aims
The scheme aims to serve underprivileged people of central and eastern Europe by supplying comfort and raising morale through delivering special shoeboxes filled with gifts from Great Britain and Ireland.
The scheme assists these people by transporting gifts from donors. The gifts are sent to such establishments as hospitals, children's homes, schools, community centres and long term refugee camps.
Policy
The trustees, the majority of whom must be members of clubs of Rotary International in Great Britain and Ireland, fulfil these objectives by :
a) Working with the network of clubs of Rotary International within Great Britain and Ireland plus other non Rotary based organisations and individuals to fill specially made shoeboxes with suitable gifts.
b) Encouraging these clubs to consider inviting people in their local communities to fill shoeboxes.
c) Appointing distributors in Central and Eastern Europe who are able to receive bulk loads of shoeboxes and deliver them to families and organisations where people are in great need. If possible we involve the local Rotary clubs.
d) Requiring a report to be written by the distributors giving information about the final destination and recipients of each distribution.
e) Working in partnership with other charitable organisations and individuals to maximise the effectiveness of the operation.
f) Providing continuity of supply to our overseas distributors.
g) Providing information for the people who have filled shoeboxes about the deliveries made to Central and Eastern Europe.
Public benefit
The public benefit of the scheme is to provide humanitarian aid to people in need in Eastern Europe and to spread a little happiness to those whose everyday lives are blighted by circumstance or poverty. The shoebox may be the only gift they have ever received.
The trustees also believe that there is a public benefit to the individuals who fill the boxes, especially children who experience the joy of giving and helping others who are less fortunate than themselves. Schools are particularly appreciative of this aspect of the scheme.
The trustees consider that during the year under review they have successfully achieved the objectives of providing relief for those in need and have given due regard to the guidance published by the Charity Commission on public benefit.
Volunteers
The trustees, management and helpers are all volunteers who do not receive any wages or salary.
Page 2
ROTARY SHOEBOX SCHEME
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30 JUNE 2025
ACHIEVEMENTS AND PERFORMANCE
Review of operations
In July 2024, 11280 filled shoeboxes were sent to our Rotary friends in Moldova. Supported by all the Moldovan Rotarians, the Rotary Club of Chisinau co-ordinated the distribution of those boxes to children and families in need across the country which included Ukrainian families taking refuge in Moldova having been displaced from their homes.
Two deliveries to our partner, the Prison Fellowship in Cluj Napoca, Romania, followed in December 2024 and March 2025. In total, they received 14,233 filled shoeboxes which were distributed across Transylvania to bring joy at Christmas and Easter.
In total, 25,513 boxes filled with gifts for all ages were distributed during the year. This figure remains significantly down on earlier years but it reflects the difficulties in this country resulting from cost of living restraints, post covid effects and the ability of Rotarians to generate support in their communities. To offset some of these issues the trustees were able to reduce the cost of the boxes thanks to generous donations from our supporters.
The trustees recognise the importance of providing good quality publicity and promotional material for the Shoebox project and thanks must go to Clive Gardiner for developing and maintaining an informative and attractive website together with regular updates on Facebook to keep everybody informed of the activities of our supporters and helpers. Hopefully this will continue to secure donations for the scheme.
Boxes are sorted into 3 categories:
Child - for boys and girls up to the age of 12 Teenager - for young adults Household - useful items for struggling families and something for the adults.
Boxes filled with toys account for more than half of the total many coming from primary school children who pass on cherished toys as gifts for children less fortunate than themselves.
Community groups, schools and businesses across the countries enjoy filling and donating the gift of a shoebox. Much of this activity is co-ordinated by local Rotarians who voluntarily give their time and expertise to support the charity. Their activities include school assemblies, presentations at Rotary and other meetings, delivering, collecting and storing boxes ready for transportation to our warehouse and generally supporting and promoting the scheme where possible. The trustees acknowledge with thanks the commitment that Rotarians and supporters give to the scheme and it is their goodwill that helps us to minimise the cost of distribution.
Clearly it is impossible to check all boxes for content and boxes are not opened during the sort process as we rely on the individuals who fill the box to ensure that it is of an acceptable quality. Unfortunately as many as 20% of the boxes received fail to meet that standard and where it is obvious that the box content is of poor quality they are separated for future investigation. However, resources for checking and re-packing boxes are very limited and causes severe backlogs in the sorting process. The trustees re-iterate their request that whoever fills a box makes sure that it is of a quality that can be given as a gift without additional involvement. The trustees appreciate the assistance of all the volunteers at the warehouse without whose support it would be impossible to fulfil our obligations. The trustees are also pleased to report another accident free year at the warehouse.
Marketing is primarily through our website and Facebook and once again we thank trustee Clive Gardiner for the continued maintenance and development of the sites. Our usual promotional activities including attendance at Rotary Conferences and speaking at Rotary Clubs, Inner Wheel Clubs and other interested organisations that were suspended during the pandemic are beginning to re-establish and we look forward to being able to promote the scheme through our traditional channels in the future.
The trustees understand the need to maintain close relationships with our distributors in Eastern Europe to ensure that shoeboxes are given to those most in need and to be satisfied that the selection process for the receipt of boxes is satisfactory. We also need to develop our distribution channels and look for new opportunities to expand the charity.
The Rotary Shoebox Scheme is supported by Rotary International in Great Britain and Ireland is non-political and non-denominational and boxes are distributed all year round to people of all ages on a strictly humanitarian basis.
Page 3
ROTARY SHOEBOX SCHEME
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30 JUNE 2025
The trustees wish to emphasise that the Rotary Shoebox Scheme is not associated with any other shoebox project.
FINANCIAL REVIEW
Investment policy
The trustees, collectively, decide how to utilitse the funds available in the best inerests of the charity.
Reserves policy
The charity is a non profit making organisation and any profits earned are retained within the reserves to support future years.
The trustees believe reserves of £10,000 are sufficient to collect filled boxes from locations across Great Britain and Ireland and deliver them to a distributor in Eastern Europe should the need arise.
STRUCTURE, GOVERNANCE AND MANAGEMENT
Governing document
The charity is controlled by its governing document dated 13 May 1997 as amended by supplemental deeds dated 22 February 2002 and 29 January 2011.
Recruitment and appointment of new trustees
The power to appoint or remove a trustee is vested in the trustees.
Organisational structure
The trustees, who meet regularly, control the scheme. The majority of the trustees are also involved in the daily management of the charity.
The management positions are :
Chairman - N Danby Treasurer - Mrs G Danby Transport manager - A A Ainsworth Public relations - C Gardiner `
In addition to the trustees the majority of whom are Lancashire/Cheshire based, there is a team of district representatives located around Britain and Ireland whose purpose is to represent the scheme in their region and assist with aggregating filled shoeboxes.
Risk management
The trustees have a duty to identify and review the risks to which the charity is exposed and to ensure appropriate controls are in place to provide reasonable assurance against fraud and error.
Page 4
ROTARY SHOEBOX SCHEME
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30 JUNE 2025
ACKNOWLEDGEMENTS
The scheme could not operate without the support and goodwill of many people. In particular, Rotarians and the members of Inner Wheel, Rotaract and Interact in Great Britain and Ireland who promote and co-ordinate shoebox campaigns in their local communities.
We acknowledge with appreciation the teams of Rotarians and friends who sort the thousands of boxes received into the warehouse, ready for despatch.
We recognise the tremendous work carried out by Rotarians, friends and organisations across Eastern Europe who receive our boxes, identify suitable recipients and undertake the distribution, often under very difficult circumstances.
Management
The trustees were disappointed the receive notification from Peter Clare, the last remaining founder trustee, of his intention to retire from the scheme with effect from 30 June 2025. Peter had been involved with the scheme for over 30 years and his experience and knowledge will be greatly missed. Since he resigned as chair of trustees, Peter has co-ordinated the international distribution of filled boxes and developed relationships with our partners abroad. This is an essential function and it will be thanks to Peter's commitment that those strong links will enable us to develop our distribution network in the future.
The trustees wish to express their sincere gratitude to Peter for his years of service to the charity and wish him a long and happy retirement.
We welcomed Rotarian Graham Yardley to the management team as our new Secretary and hope that he will have a long and rewarding association with the scheme.
Approved by order of the board of trustees on 31 March 2026 and signed on its behalf by:
Mrs G Danby - Trustee
Page 5
ROTARY SHOEBOX SCHEME
STATEMENT OF TRUSTEES' RESPONSIBILITIES FOR THE YEAR ENDED 30 JUNE 2025
The trustees are responsible for preparing the Report of the Trustees and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).
Charity law requires the trustees to prepare financial statements for each financial year. Under that law, the trustees have elected to prepare the financial statements in accordance with United Kingdom Generally Accepted Accounting Practice (United Kingdom Accounting Standards and applicable law).
Under charity 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 charity and of the incoming resources and application of resources, including the income and expenditure, of the charity for that period. In preparing those financial statements, the trustees are required to
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select suitable accounting policies and then apply them consistently;
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observe the methods and principles in the Charities SORP;
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make judgements and estimates that are reasonable and prudent;
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prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in business.
The trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity and to enable them to ensure that the financial statements comply with the Charities Act 2011 and The Charity (Accounts and Reports) Regulations 2008. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
Page 6
INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF ROTARY SHOEBOX SCHEME
Independent examiner's report to the trustees of Rotary Shoebox Scheme
I report to the charity trustees on my examination of the accounts of Rotary Shoebox Scheme (the Trust) for the year ended 30 June 2025.
Responsibilities and basis of report
As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ('the Act').
I report in respect of my examination of the Trust's accounts carried out under Section 145 of the Act and in carrying out my examination I have followed all applicable Directions given by the Charity Commission under Section 145(5)(b) of the Act.
Independent examiner's statement
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:
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accounting records were not kept in respect of the Trust as required by Section 130 of the Act; or
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the accounts do not accord with those records; or
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the accounts do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a true and fair view which is not a matter considered as part of an independent examination.
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.
A J Syddall M.A., F.C.A.
P B Syddall & Co Chartered Accountants Grafton House 81 Chorley Old Road Bolton Lancashire BL1 3AJ
31 March 2026
Page 7
ROTARY SHOEBOX SCHEME
STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 30 JUNE 2025
| 2025 Unrestricted fund Notes £ INCOME AND ENDOWMENTS FROM Donations 3,424 Shoebox income 2 38,171 Investment income 3 151 Total 41,746 EXPENDITURE ON Other 52,107 NET INCOME/(EXPENDITURE) (10,361) RECONCILIATION OF FUNDS Total funds brought forward 74,070 TOTAL FUNDS CARRIED FORWARD 63,709 |
2024 Total funds £ 4,094 65,708 124 |
|---|---|
| 69,926 | |
| 46,047 | |
| 23,879 50,191 |
|
| 74,070 |
The notes form part of these financial statements
Page 8
ROTARY SHOEBOX SCHEME
BALANCE SHEET 30 JUNE 2025
| 2025 Unrestricted fund Notes £ CURRENT ASSETS Stocks 5 2,792 Debtors 6 537 Cash at bank 61,080 64,409 CREDITORS Amounts falling due within one year 7 (700) NET CURRENT ASSETS 63,709 TOTAL ASSETS LESS CURRENT LIABILITIES 63,709 NET ASSETS 63,709 FUNDS 8 Unrestricted funds 63,709 TOTAL FUNDS 63,709 |
2024 Total funds £ 13,105 750 65,915 79,770 (5,700) 74,070 74,070 74,070 74,070 74,070 |
|---|---|
The financial statements were approved by the Board of Trustees and authorised for issue on 31 March 2026 and were signed on its behalf by:
G Danby - Trustee
The notes form part of these financial statements
Page 9
ROTARY SHOEBOX SCHEME
NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 JUNE 2025
1. ACCOUNTING POLICIES
BASIS OF PREPARING THE FINANCIAL STATEMENTS
The financial statements of the charity, which is a public benefit entity under FRS 102, have been prepared in accordance with the Charities SORP (FRS 102) '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)', Financial Reporting Standard 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland' and the Charities Act 2011. The financial statements have been prepared under the historical cost convention.
The presentation currency of the financial statements is the Pound Sterling (£).
INCOME
All income is recognised in the Statement of Financial Activities once the charity has entitlement to the funds, it is probable that the income will be received and the amount can be measured reliably.
EXPENDITURE
Liabilities are recognised as expenditure as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that a transfer of economic benefits will be required in settlement and the amount of the obligation can be measured reliably. Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all cost related to the category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resources.
STOCK
Stock is valued at replacement cost as at the end of the financial year.
TAXATION
The charity is exempt from tax on its charitable activities.
FUND ACCOUNTING
Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees.
Restricted funds can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes.
The scheme does not have any restricted funds.
GOING CONCERN
At the time of approving the accounts the trustees have a reasonable expectation that the charity has adequate resources to continue in operational existence for the foreseeable future. Thus, the trustees continue to adopt the going concern basis of accounting in preparing the accounts.
continued...
Page 10
ROTARY SHOEBOX SCHEME
NOTES TO THE FINANCIAL STATEMENTS - continued FOR THE YEAR ENDED 30 JUNE 2025
2. SHOEBOX INCOME
| 2. SHOEBOX INCOME |
||
|---|---|---|
| Shoeboxes 3. INVESTMENT INCOME Bank interest received |
2025 £ 38,171 2025 £ 151 |
2024 £ 65,708 |
| 2024 £ 124 |
4. TRUSTEES' REMUNERATION AND BENEFITS
There were no trustees' remuneration or other benefits for the year ended 30 June 2025 nor for the year ended 30 June 2024.
TRUSTEES' EXPENSES
The trustees receive expenses for the reimbursement of travelling and similar expenditure incurred on the scheme's behalf.
| 5. STOCKS Stocks 6. DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR Amounts due for shoeboxes 7. CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR Accruals and deferred income Provision for unreturned shoeboxes |
2025 £ 2,792 2025 £ 537 2025 £ 700 - 700 |
2024 £ 13,105 |
2024 £ 13,105 |
|
|---|---|---|---|---|
| 2024 £ 750 |
||||
| 2024 £ 700 5,000 |
||||
| 5,700 |
continued...
Page 11
ROTARY SHOEBOX SCHEME
NOTES TO THE FINANCIAL STATEMENTS - continued FOR THE YEAR ENDED 30 JUNE 2025
8. MOVEMENT IN FUNDS
| MOVEMENT IN FUNDS | ||
|---|---|---|
| Net | ||
| movement | At | |
| At 1.7.24 | in funds | 30.6.25 |
| £ | £ | £ |
| Unrestricted funds | ||
| General fund 74,070 |
(10,361) | 63,709 |
| TOTAL FUNDS 74,070 |
(10,361) | 63,709 |
| Net movement in funds, included in the above are as follows: | ||
| Incoming | Resources | Movement |
| resources | expended | in funds |
| £ | £ | £ |
| Unrestricted funds | ||
| General fund 41,746 |
(52,107) | (10,361) |
| TOTAL FUNDS 41,746 |
(52,107) | (10,361) |
| Comparatives for movement in funds | ||
| Net | ||
| movement | At | |
| At 1.7.23 | in funds | 30.6.24 |
| £ | £ | £ |
| Unrestricted funds | ||
| General fund 50,191 |
23,879 | 74,070 |
| TOTAL FUNDS 50,191 |
23,879 | 74,070 |
| Comparative net movement in funds, included in the above are as follows: | ||
| Incoming | Resources | Movement |
| resources | expended | in funds |
| £ | £ | £ |
| Unrestricted funds | ||
| General fund 69,926 |
(46,047) | 23,879 |
| TOTAL FUNDS 69,926 |
(46,047) | 23,879 |
continued...
Page 12
ROTARY SHOEBOX SCHEME
NOTES TO THE FINANCIAL STATEMENTS - continued FOR THE YEAR ENDED 30 JUNE 2025
9. RELATED PARTY DISCLOSURES
There were no related party transactions for the year ended 30 June 2025.
Page 13
ROTARY SHOEBOX SCHEME
DETAILED STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 30 JUNE 2025
| 2025 | 2024 | |
|---|---|---|
| £ | £ | |
| INCOME AND ENDOWMENTS | ||
| Donations | ||
| Donations | 3,424 | 4,094 |
| Shoebox income | ||
| Shoeboxes | 38,171 | 65,708 |
| Investment income | ||
| Bank interest received | 151 | 124 |
| Total incoming resources | 41,746 | 69,926 |
| EXPENDITURE | ||
| Other | ||
| Shoeboxes | 17,076 | 14,231 |
| Overseas transport | 9,857 | 7,474 |
| Local transport | 8,615 | 9,229 |
| Rent | 9,225 | 9,000 |
| Marketing | 653 | 835 |
| Miscellaneous expenses | 462 | 363 |
| Mileage and fuel | 2,793 | 1,463 |
| Subsistence | 32 | 128 |
| Bank charges | 85 | 110 |
| Warehouse expenses | 1,077 | 394 |
| Computer and software expenses | 1,200 | 1,800 |
| 51,075 | 45,027 | |
| Support costs | ||
| Governance costs | ||
| Independent examination | 1,032 | 1,020 |
| Total resources expended | 52,107 | 46,047 |
| Net (expenditure)/income | (10,361) | 23,879 |
This page does not form part of the statutory financial statements
Page 14
ROTARY SHOEBOX SCHEME C/O 10 Greenshank Close Rochdale Lancashire OL11 5QE
P B Syddall & Co Chartered Accountants Grafton House 81 Chorley Old Road Bolton BL1 3AJ
Dear Sirs,
ROTARY SHOEBOX SCHEME
We confirm to the best of our knowledge and belief, and having made appropriate enquiries of other trustees and staff of the charity, the following representations given to you in connection with your review of the charity’s accounts for the year ended 30 June 2025.
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We acknowledge as trustees our responsibility for the accounts, which you have prepared for the charity. All the accounting records have been made available to you for the purpose of your review and all the transactions undertaken by the charity have been properly reflected and recorded in the accounting records.
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We confirm that there have been no changes in the accounting policies. In our opinion, the accounting policies are appropriate to the charity and conform with generally accepted accounting principles. We confirm that all transactions and balances have been accounted for in accordance with these accounting policies.
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We confirm that all assets have been included in the balance sheet.
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We confirm that all assets included in the balance sheet exist.
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We confirm that the charity owns all the assets included in the balance sheet, unless otherwise stated in the accounts.
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We confirm that the cost (or value) of all the assets in the balance sheet are fairly stated.
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We confirm that all liabilities have been fully recorded in the balance sheet.
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We confirm that all liabilities recorded in the balance sheet are properly those of the charity.
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We confirm that all liabilities have been recorded at a fair value.
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We confirm that there has been no netting off of assets and liabilities.
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We confirm that all income has been fully recorded and correctly classified.
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The charity has not at any time during the year had any transactions with trustees and connected parties.
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The charity has no contingent liabilities.
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There has been no event since the balance sheet date which requires disclosing or which would materially affect the amounts in the accounts.
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The charity has not entered into any charitable commitments.
Yours sincerely Signed on behalf of the trustees
Mrs G Danby Trustee / Treasurer Date 31 May 2026