**Company Number 4686738** ## **SHIREHAMPTON COMMUNITY ACTION FORUM** ## ANNUAL REPORT ## APRIL 2020 – MARCH 2021 Shirehampton Community Action Forum is a Company Limited by Guarantee Registered in England, number 4686738. Registered Charity number 1099221 **Registered Office: Shirehampton Public Hall, Station Rd, Shirehampton, Bristol BS11 9TU Email: enquiries@shirecaf.org.uk Website: www.shirecaf.org.uk** **We acknowledge and thank our funders** **THE RICHARD DAVIES CHARITABLE TRUST Co-op Local Community Fund** | **CHAIR’S STATEMENT** I am writing this in September 2021, when we are gradually restarting the full range of our activities, as the restrictions imposed by the coronavirus, and associated lockdowns, are eased. Nearly all of our normal activities, and Action Groups, were suspended for the whole year. In spite of these difficulties, SCAF has functioned well throughout the restrictions, supporting residents, community groups, and staying connected to the community. Full details of these are given below, in the Review of the Year section. Ash Bearman, our Community Development Officer, has continued in post throughout the year, although for a period she had reduced working hours, to reduce our costs. We are very grateful to Ash for ensuring that SCAF was able to offer support to many people and groups in this difficult time. In a normal year, SCAF has a wide range of activities. These include supporting the implementation of the Shirehampton Community Plan, operating a Community Safety Action Group, Shire Greens, our environmental Action Group, a Planning Group, two local Walking Groups, the launch of monthly market in the Tithe Barn, and developing improvements to children’s play areas. Virtually all of these have now restarted, and will be fully reported in next year’s Annual Report. Our Planning Watch weekly newsletter continued as normal during the year. Dianne Frances became our Chair in 2017, and many of the activities listed above were started under her auspices. Unfortunately, Dianne was taken ill shortly before the end of the year, and resigned through ill-health as Chair and as a Trustee, on 16 March. We are very grateful to her for steering SCAF through over 3 years, and wish her a full recovery. Val Jenkins, who was one of our founder trustees, stepped down at the AGM in October. We are very grateful to her for her wise counsel over 18 years. David Thomas, Acting Chair ## **REPORT OF THE TRUSTEES** ## **1. Name and Registered Office** The charity’s name is Shirehampton Community Action Forum. It is also known as SCAF. It is a registered charity, number 1099221, and a company limited by guarantee, no 4686738. The Registered Office is Shirehampton Public Hall, 32 Station Rd, Shirehampton, Bristol BS11 9TU. ## **2. Names of Charity Trustees and Company Directors** Dianne Frances Chair until 16 March 2021 David Thomas Acting Chair from 16 March 2021 Val Jenkins until 28 October 2020 Rosemary Watkins Jess Martens Treasurer John Knight In addition, Ludo Tolu, Michelle Silvestre and Kathryn Courtney were appointed as Trustees on 10 May 2021, after the period covered by this report. ## **3. Staff** The Forum employs one part-time staff member, Ms Ash Bearman, who is the Community Development Officer. She is also the Company Secretary. ## **4. Structure, Governance and Management** The Forum is a Company Limited by Guarantee, and is governed by its Memorandum and Articles of Association. These set out how individuals and organisations can become members. It is managed by the Trustees, who are elected by the members at the Annual General Meeting. Additional Trustees may be appointed by the existing Trustees, to serve until the next AGM. The Trustees are the managing body of SCAF, and are responsible for finance and assets, and employing any staff. The Board of Trustees are supported by a Steering Committee, also known as the Full Forum, and by a variable number of Action Groups, which will be formed or dissolved as the need for them arises. Three Action Groups existed throughout the year. These were Community Safety, Shire Greens, and Community Plan. The Memorandum and Articles of Association are supported by Rules. These set out the membership structure, and the relationship between the Trustees, the Full Forum, and the Action Groups. Because of the coronavirus restrictions, the Trustees only held 2 meetings during the year, but they kept in regular contact with each other and the Community Development Officer by phone and email throughout the year. The Trustees adopted a range of Policies and Procedures in previous years. The Trustees consider that the range of Policies and Procedures in place meet Bristol City Council’s baseline standards. The Trustees do not have a formal Risk Management Policy at present. However, they consider that the greatest risk the Forum faces at present is uncertainty in future funding. ## **5. Charitable Objects** 1. To promote the benefit of the parish of Shirehampton and the neighbourhood without distinction of sex, or of political, religious or other opinions by associating the local authorities, voluntary organisations and inhabitants in a common effort to provide facilities in the interests of social welfare for recreation and leisure-time occupations with the object of improving the conditions of life for the said inhabitants. 2. The promotion of public safety and prevention of crime. 3. The preservation and protection of health. ## **6. Public Benefit** The charity is required to act in accordance with its objects, and for public benefit. The activities which produce public benefit are summarised in this report. The trustees consider that they have had regard to the Charity Commission’s Public Benefit Guidance when exercising their powers and duties. ## **7. Financial Review** SCAF has a Reserves Policy, which states that where possible provision should be made to hold approximately the equivalent of 6 months revenue costs of the Forum as set out in the annual budget. The Accounts for the Year are set out below. The principal sources of funds were grants from Bristol City Council, the People’s Health Lottery, Quartet Community Foundation, the Co-op Local Community Fund, and The Richard Davies Charitable Foundation. We are very grateful to these organisations for their support. Because of the major reduction in our activities caused by coronavirus, our expenditure was substantially reduced from the budget. This resulted in a large surplus for the year, so that the yearend balances substantially exceeded the requirements of the reserve policy. However, as our normal activities resume, we will be able to fund these by utilising these reserves. ## **SCAF Review of the Year** ## **Coronavirus Pandemic:** - SCAF is part of the Bristol City Council Coronavirus Response Network “Can Do Bristol” to help & support Shire local residents during lockdowns and self-isolation with shopping, picking up prescriptions etc. - Weekly zoom meetings as the Shire partner in the Avonmouth & Lawrence Weston ward Covid 19 Task Force: Disseminating info, vaccine myth busting, Lateral Flow Test Roadshows/handouts, work with local shops & businesses – supporting mask wearing (supply of masks to Shire High Street businesses) High Street signage – Lamp posts & pavements “hands, face, space” - giant footprints (social distancing) - Bi-weekly zoom meetings of the Bristol-wide Community Exchange Covid Network. - Every Tuesday & Thursday BCC COVID updates, help & advice line info sent to all 120+ contacts on the SCAF mailing list - Partnership work with Avonmouth Ladies Rugby Club – distribution of 2,600 flyers hand delivered to households across Shire (free food parcels & SCAF/BCC Community Hub free phone number) ## **Other main projects/work areas:** - Beachley Walk/St Mary’s Rec – New Childrens play area partnership Ongoing work with BCC to secure additional funding - PCRF/ _Sustrans_ - £40K Thriving High Streets - community consultations - Planning Group – supporting/objecting to local planning applications & work with BCC Consultation on the Shire Conservation Area review - Penpole Residents Association building – discussions with Guinness Trust re possibility of taking over management of the building with our Shire Youth Network partners (Oasis & Young Bristol) - Poppies on The Green Project – November - _Sustrans_ Ride & Stride – 4 Villages Light Trail (December/Christmas) - CIL Funded – Community Notice Board for the Cotswold Estate (Feb 021) - Produced weekly Planning Watch Bulletins throughout the year ## **Current 2021 - SCAF Projects, groups & activities:** - _Nomads_ Walking group meets every Tuesday - Up to 5 miles and up to 3 hour walks - Full quarterly walking programme published. - Door to Door Shopping trips – free weekly shopping trips on Wednesday mornings to a wide variety of destinations in a fully accessible minibus - _Walkie Talkies_ walking group meets every Wednesday – 2-3 miles & up to 90 minute walks. Full quarterly walking programme published - Shire Community Market – Tithe Barn, Shire High Street 10-3pm 1[st] Thursday of every month - Community Safety Action Group - Next meeting Tuesday 12[th] October 11-12.30 at Shire Public Hall, Station Road - Shire Greens – Regular Shire station tidy up’s/planting - Shire Planning Group – Next meeting Wednesday 13[th] October 7pm at Shire Methodist Church - BEE Happy Shire – Community Bulb Planting Event, 10-1pm Saturday 23rd October, meeting On The Ridge (opposite Penpole Residents Association) - Community Living Room (with Friends of Shire Library) open sessions 3-5pm every Tuesday afternoon in Shire Library - Shire Community Plan Steering Committee – restart meeting in late October ## **Shirehampton Community Action Forum** ## **Accounts for year ending 31 March 2021** ## **Statement of Financial Activities for year ended 31 March 2021** **----- Start of picture text -----**
Notes 2020-2021 2019-2020
Incoming resources Restricted Unrestricted Total Restricted Unrestricted Total
Incoming grants &
1 £0.00 £33,124.18 £33,124.18 £39,680.00 £6,033.75 £45,713.75
donations
Income from Investments £121.81 £121.81 £252.73 £252.73
Other incoming
£0.00 £2,420.60 £2,420.60
resources
Total Incoming
£0.00 £33,245.99 £33,245.99 £39,680.00 £8,707.08 £48,387.08
resources
Resources Expended
Activities to support
2 £2,040.00 £450.00 £2,490.00 £26,790.00 £1,402.23 £28,192.23
Objects
Release restriction 3 £1,510.00 -£1,510.00 £0.00
Management &
4 £1,760.00 £15,008.30 £16,768.30 £6,968.00 £13,710.43 £20,678.43
Administration
Total Resources
£5,310.00 £13,948.30 £19,258.30 £33,758.00 £15,112.66 £48,870.66
Expended
Net Movement of Funds -£5,310.00 £19,297.69 £13,987.69 £5,922.00 -£6,405.58 -£483.58
Balances B/F on 1 April £12,905.55 £6,639.27 £19,544.82 £6,983.55 £13,044.85 £20,028.40
Balances CF on 31
£7,595.55 £25,936.96 £33,532.51 £12,905.55 £6,639.27 £19,544.82
March
Balance Sheet as at 31 March 2021
2020-2021 2019-2020
Restricted Unrestricted Total Restricted Unrestricted Total
Current Assets
Current Account £0.00 £2,211.20 £2,211.20 £2,921.88 £2,921.88
Aldermore Savings 5 £7,595.55 £23,919.00 £31,514.55 £12,905.55 £5,487.19 £18,392.74
Total Current Assets £7,595.55 £26,130.20 £33,725.75 £12,905.55 £8,409.07 £21,314.62
Liabilities
Trade creditors £193.24 £193.24 £0.00 £420.00 £420.00
Salary payment £0.00 £1,349.80 £1,349.80
Net Assets/Total
£7,595.55 £25,936.96 £33,532.51 £12,905.55 £6,639.27 £19,544.82
Reserves
**----- End of picture text -----**
Forthe year ended 31. March 2021 the company was e￿itled to exernplion under sertion 477 of the Companies Act 2006 relating to sm311 companies. The tnetnber5 have not required the company to oblain an audit in accordance with section 476 of the Companie5 Art 2006. The directors acknowledge their responsibilities for tomplwng wtth the requirements of the Companie5 Act 2006 with re5pert to accounting records and preparation of accounts. The accounts have been prepared in actordance to companies subject to the small companie5 regime. Approved by the board on OLI And signed on their beha￿ by.. David Thomas, Arting Chair and Dirertor NotÈs to the financial ststements *oryeaT ended 31 March 2021 Accounting Policies Ba515 of accounting The financial 5taternerrts have been prepared underthe historical cost conventFon with items recognised at cost or transaction value unless otherwise stated. The accounts have been preparÈd in accordance with the Statetnent of Recornrnended Practice. Accounting and Reporting by CharTties preparing their actounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland IFRS 1021 issued on 16 July 2014- And with the Financial Reporting siandard applicable in the Untted Kingdorn and Republic or Ireland IFRS 1021 And with the Charities Act 2011 Going concern The accounts have been prepared on a going cOn￿r￿ basis. in the opinion of the trustees the charity is able to continue it5 activitie5 and will be able to meet its debts as they fall due. Fund5 Restricted funds can only be used orthe purposes specrfied by those who supplied the fvnds. un￿$tri￿ed funds tan be used for any purpose to further the charttable objeds of the companv. Detailed Notes Incoming grants and donations. These indude the followinggrants.. Co-op Local Community Fund £5,029.18 Bristol City Council £17.LMXI.CQ People's Health Lottery £2.LKK).(K) Quartet Community Foundation £4.20). Rlchard Davies Chaiitable Found*ion £3.3Q).C Other donations £1.595.(Kl Tot31 £33.124.18 2. The aLtivities to support objects were primarily projetts funded by ￿$tr1ded grant income reteNed in prevlous year5, 50 their costs reduce the restricted balances. 3. The re5triction5 released relate to fvnd5 froTn the People's Hea￿h Trust retrNed for specified activitie5 which did not take place because of Covid. The Trust agreed to relèase the restriction. 4. The m3jor c05t of managernent and administratioTh was salary cost5. Part of thi5 was restrirted funds paid to U5 in previous year5. 5. The restricted cash balance includes £5240 which remains unspent from a large youth supportgrant from Quartet Community Foundation in the previous year. The youth artivities were suspended because of Covid. The balance of restricted funds carried forward to next year relates to workto supportthe Community Plan. Signed by 2 trustees on behalf of all ihe trustees: Independent Èxaminerf5 report to the Trustee5 of Shirehampton Community Action Forum ISCAFI Chaiitable Company I report to the ch3ritytrustee5 on my examination of the accounts of the cornpanyforthe year ended 315t March 2021 which are set out on pages 9 to 10. Responsibilities and ba515 of report As the charitws trustees of the company land also tES d1￿ctorS forthe purp05e5 of company lawl you are re5POnsible for the preparation of the accounts in accordance with the requirements of the Cornpanies Act 2006 I'the 2(K)6 Act'l. Havin8 sat151iecf rny5elf that the accounts of the company are not requiied to be audited under Part 16 of the 2006 Att and are eligible lor independent examinatton. I report in respect of tny exarnination of your charit(5 accounts as carried out under5ertion 145 of the Charities Act 2011 Ithe'2011 Act'l. In carrying out my examination I have followed the D1￿ctionS given bythe Charity Commission under section 14515llbl of the 2011 Act. Independent examinerfs Teport I have cornpleted my exarnination. I confirm that no matter5 have come to my attention in connection with the examin*ion giving rne cause to belie¥e= 11 accounting records were not kept in ie5pect ol the cownpany as required by section 386 of the 2006 Act- or 21 the account5 do not accord with Ihose atcounting ￿[￿rds.. or 31 the accounts do not cornply with the accountin8 requirements of section 396 of the 2(K)6 Art other than anv requirement that the attounts give a 'true and lairf view which 15 not a matter considered as part of an independent examination." or 41 the atcounts have not been prepared in accordance with the methods and principles of thÈ StatÈment of Recommended practice for accountin8 and reporting by charities lapplicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland IFRS 10211. I have no concerns and have come across no other matte[5 in convection wtth the exafflination to which attention should be drawn in this report in order to enable a prO￿r UndeF￿anding of the accounts to be reached. Signed.. Name.. Edward Holcornbe FMAAT ACA Instttute of Chartered Accountants ir* England & Wales IICAEWI- 3174840 Address-. 4 BranscombÉ Road, Bristol. 859 ISN Date.. 0511012021 ## PLEASE SUPPORT SCAF SCAF is a registered charity. We need to raise a minimum of £25,000 per year to keep going, and we rely on donations and grants for our survival. Please support us if you can. Your donation can make a real difference to the Community Action Forum. ## **HOW TO GIVE** ## **£ I enclose a donation of** I want to give regularly (Ask us for a Standing Order Form) I would like to receive regular updates On how my donation is working Title Name: Address: Postcode: Gift Aid Donation? Are you a UK tax payer? Yes No Tel No: Email: Receipt required: YES NO ## **SCAF MEMBERSHIP** SCAF is a membership based organisation open to all, living and/or working in Shirehampton – why not join us? Individual: As a member you will have voting rights at general meetings of the Forum, choose the Trustees and influence the general policies of the Forum. You will also be kept regularly informed of Forum Activities. The annual membership subscription is £5. Group: As a member your organisation will have voting rights at general meetings of the Forum, choose the Trustees and influence the general policies of the Forum. You will also be kept regularly informed of Forum Activities. The annual membership subscription for organisations is a minimum of £5, but we hope you may be able to donate a larger amount. Local Companies: Please consider us for support, or join us as affiliate members for an Annual rate of £50 per year Name/Group/Company: Address: Postcode: Amount of Membership Subscription £ ________________ Gift Aid Donation? Are you a UK tax payer? Yes No Tel No: Email: Receipt required: YES NO Please return this membership slip to: Ash Bearman, Community Development Officer Shirehampton Public Hall, Station Road, Shirehampton, Bristol, BS11 9TU