Trustees’ Annual Report for the period
From 01.10.2023 Period start date To 30.09.2024 Period end date
Charity name: Ashington Veterans and Elders Institute
Charity registration number: 1101024
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | To provide facilities for recreation and other leisure time occupation, in the interest of social welfare, with the object of improving the conditions of life of the inhabitants of Ashington and the surrounding areas. |
| Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. |
Para 1.17 and 1.19 |
Members continued to have 8am until 11pm access to the building which provides snooker, billiards, darts and indoor table games. They can socialise over refreshments, watch tv, or use the institute as a drop-in centre if they wish. Members can join local snooker and billiards leagues which enables contact and establishes friendship with others in the local community who have similar interests. We have five teams playing in local snooker and billiards leagues. We once again ran internal competitions and held special events including a free member’s day, two exhibition matches and six music nights during the year. We continued to include live acts, bingo and quiz sessions in these nights, run a raffle and provide pie and peas and free tea and coffee. Members and visitors continued to have access to our established community garden to either work in or relax in. We continued and extended our woodworking workshop which members can join and either help with institute projects or use equipment for their own private projects. |
| We included other organisations like Northumbria Early Intervention in Psychosis in our painting workshops. Our established local guitar group continued to practice twice a week for most of the year and small crafts and activity workshops were held occasionally. We continued to run excursions, going to York and Whitby. We sold out both trips, giving our own members first chance to buy tickets before opening sales up to the community. We combined the Whitby trip with billiards matches. |
||
|---|---|---|
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | Trustees have access to Charity Commission files which they can print off themselves if they wish to have hard copies. They are encouraged to do this. Any changes are communicated at committee meetings. Each Trustee has to log on to The Charity Commission website with their own password. The Treasurer and Secretary have advanced access which allows them to make changes to and update our details where necessary. This year we amended our Constitution in line with Charity Commission guidelines. At the next meeting following our AGM, Trustees sign a declaration confirming that they will act in the interests of our charity. |
Additional information (optional) You may choose to include further statements where relevant about:
| SORP reference | ||
|---|---|---|
| Policy on grant making | Para 1.38 | The charity does not normally make grants to other organisations. |
| Policy on social investment including program related investment |
Para 1.38 | The charity does not normally get involved in social investment. |
| Contribution made by volunteers |
Para 1.38 | The charity only normally seeks contributions from volunteers when working parties are needed for the upkeep of the premises. Volunteers help to keep the place clean and tidy, organise events and |
help to maintain the quality of the snooker tables. We had a good response from volunteers as we went through various stages of our extension project this year. Around 12 volunteers are involved in running the community garden. More volunteers joined our woodworking project again this year, raising money for local charities. Activities include cutting, painting and selling. Volunteers themselves suggested improvements and new designs all the time. We added clocks and lifeboat items to our range this year. Coffee mornings became an even stronger part of the institute again this year, and our Garden Club members continued to run these events themselves. These continue to be held on the first Saturday of every month, even during the winter. More of our volunteers got involved in these activities this year. One of our volunteers is a member of Ashington Camera Club and he continued to showcase the activities of AVAEI. He continued to photograph our music nights, excursions and exhibition matches, so these photos could be displayed around the building, used on social media and used on our website. He once again produced collages of our main activities. Another of our volunteers is a talented artist, and he has donated paintings of our premises to be displayed inside the building. Another member runs flower arranging sessions in our activity room. Other
Achievements and Performance
| SORP reference | ||
|---|---|---|
| Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole. |
Para 1.20 | Our main achievement this year was to raise enough funding to extend and modernise the institute, and to deliver the project on time and without using any of our reserve finances. We improved the layout, created a new, larger activity room, installed a fire alarm, redecorated and rewired the place, bought new furniture and equipment and upgraded our access toilet. All of this enabled us to increase numbers at our events. We also created a new Social Member option – over 30 such members joined us last year. We again increased our member numbers, introduced more Garden Club members and again encouraged more women to get involved in our activities. 47 females were members at the end of the year. One of our Trustees who was appointed Deputy Lieutenant to The Duchess of Northumberland in 2023, has been active in the community, attending functions, helping with community projects and presenting awards. We once again had representatives attend the Royal Garden Party at Buckingham Palace. For third second successive year, AVAEI has a full committee compliment of ten Trustees, the most our Constitution allows. We generated more interest from the local community by improving and extending our activities at Coffee Mornings. Live music being one example. We maintained links with ASDA, and Newcastle Building Society. We continued to sell our popular charity products at our coffee mornings, which again generated more revenue for us. Local crafts and jewellery groups continued to be part of our coffee mornings, and we invited other local charities to fundraise at these monthly events. |
We have now sold over 3,800 products and raised over £30,000 for the NHS and SSAFA locally and now for the RNLI at Newbiggin. We had stalls at several Town Council events including their Christmas lights switch-on and their Summer Fair, which again allowed us to sell these items to people from outside of our local community. Our social media groups now have over 700 members, and our website is again fully-up to date.
Additional information (optional) You may choose to include further statements where relevant about:
| Achievements against objectives set |
Para 1.41 | We once again kept our table fees the same as previous years. We kept our annual subscriptions the same as the previous year. We increased our membership numbers, and we broadened our activities and increased numbers attending them. |
|---|---|---|
| Performance of fundraising activities against objectives set |
Para 1.41 | We again raised money from our refreshments sales, coffee mornings, room hire and selling through our Small Lotteries Licence. Our excursions, music nights and exhibition matches also helped increase revenue. Our coffee mornings are now a major income stream for us and help us with our connections with the local community. We continued to hold them every month, even during the winter. |
| Investment performance against objectives |
Para 1.41 | We do not invest anywhere, other than through our savings account at Lloyd’s Bank. |
| Other |
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | Trustees were once again very happy with the financial position at the end of the year. The charity is still financially sound, Our regular income is growing and we were happy that energy costs seemed to be levelling off after worrying increases in recent years. We produce regular projections on revenue and expenditure which ensures we have constant awareness of our present and anticipated finances. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | We are a not-for-profit organisation and any surplus at the end of the financial year is always put back into the future running of the institute. All surpluses are used for the benefit of members, and a year’s regular income held in reserves is our aim. |
| Amount of reserves held | Para 1.22 | £60,046 |
| Reasons for holding zero reserves |
Para 1.22 | Not applicable. |
| Details of fund materially in deficit |
Para 1.24 | Not applicable. |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | Trustees have no major concerns about the charity continuing as a going concern. |
Additional information (optional) You may choose to include further statements where relevant about:
| The charity’s principal sources of funds (including any fundraising) |
Para 1.47 | Income from snooker table usage and membership fees, room hire, refreshment sales, events and small lottery income. Room hire will increase this year. Exhibition matches, internal competitions, music nights, coffee mornings and activity sessions. |
|---|---|---|
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | None planned. |
| A description of the principal risks facing the charity |
Para 1.46 | Nothing anticipated, but an aging membership is always a concern in case membership numbers fall. We have locked energy costs into longer- term contracts so uncertainty with potential increases is not as much of a concern. |
Other
Structure, Governance and Management
| Description of charity’s trusts: |
None. | |
|---|---|---|
| Type of governing document (trust deed, royal charter) |
Para 1.25 |
Constitution |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | Charitable Institute |
| Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees |
Para 1.25 | Nominated and seconded by members, appointed at AGM. Election by ballot at AGM if required. Notices for nominations on display one month prior to AGM. Constitution allows for four Honorary Officers and up to four Lifetime Presidents to form a committee of at least six and up to ten. Non-members can be elected as trustees, but have no voting rights. |
| Additional information (optional) You may choose to include further statements |
Additional information (optional) You may choose to include further statements |
where relevant about: |
|---|---|---|
| Policies and procedures adopted for the induction and training of trustees |
Para 1.51 | New trustees receive links to The Charity Commission website and are encouraged to read about their role as a Trustee. They receive a copy of our Safeguarding, Health and Safety and Equal Opportunities Policies at their first meeting following their appointment. These policies are all on display on the main notice boards. Trustees have access to Charity Commission files which they can print off themselves if they wish to have hard copies. They are encouraged to do this. Any changes are communicated at committee meetings. Each Trustee can log on to The Charity Commission website with their own password. The Treasurer and Secretary have advanced access which allows them to make changes to and update our details where necessary. This year we amended our Constitution in line with Charity Commission guidelines. At the next meeting following our AGM, Trustees sign a declaration confirming that they will act in the interests of our charity. |
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | Chair, Vice Chair, Treasurer, Secretary, and six other trustees. We currently have no vacancies on the committee. One Lifetime President acts as an Advisor but is not now one of our ten Trustees following our las AGM. We are an individual charity. |
|---|---|---|
| Relationship with any related parties |
Para 1.51 | Regular contact with Age UK, Newcastle Building Society, Earth Balance, RNLI, NHS and SSAFA. |
| Other | Networking with similar snooker clubs in the area and in wider locations. Developing our website and social media pages. We now have over 700 members of our own Ashington Community Garden Facebook page, (double last year) the institute’s main way of informing the public what is happening in the garden and around the institute itself. We regularly update our website to show the latest news and activities around the institute. We contact the local press and local radio station if we feel they might be interested in the activities we run. |
Reference and Administrative details
| Charity name | Ashington Veterans and Elders Institute |
|---|---|
| Other name the charity uses | |
| Registered charity number | 1101024 |
| Charity’s principal address | Woodhorn Road Back Ashington Northumberland NE63 9AG |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 |
Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (if any) |
|---|---|---|---|---|
| William Thompson | Chair | |||
| Kenneth Hicks | Treasurer | |||
| Lynn Gray | Vice Chair | |||
| Keith Green | Secretary | |||
| Ian Besford | Trustee | |||
| Alan Oliver | Trustee | |||
| Diane Reed | Trustee | |||
| Colin Neary | Trustee | |||
| Helen Anderson | Trustee | |||
| John Hume | Lifetime President | |||
– Corporate trustees names of the directors at the date the report was approved
Director name
Name of trustees holding title to property belonging to the charity
| Trustee name | Dates acted if not for whole year | |
|---|---|---|
| Keith Green | ||
| John Hume | ||
Funds held as custodian trustees on behalf of others
Description of the assets Not applicable. held in this capacity Name and objects of the Not applicable. charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for Not applicable. safe custody and segregation of such assets from the charity’s own assets
Additional information (optional)
Names and addresses of advisers (Optional information)
| Names and addresses of advisers (Optional information) | Names and addresses of advisers (Optional information) | Names and addresses of advisers (Optional information) |
|---|---|---|
| Type of adviser Name Address |
||
| Name of chief executive or names of senior staff members (Optional information) | ||
Exemptions from disclosure
Reason for non-disclosure of key personnel details
Other optional information
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
| Signature(s) Full name(s) Position (eg Secretary, Chair, etc) Date |
Keith Green | Kenneth Hicks |
|---|---|---|
| Keith Green | Kenneth Hicks | |
Secretary |
Treasurer | |
| 09.11.2024 | ||
| 09.11.2024 |
( Period from: 01-Oct-2023 to 30-Sep-2024)
Balances
| Cash in hand as at 01-Oct-2023 | £339.82 | ||||||
|---|---|---|---|---|---|---|---|
| Opening Bank Balance | £36,085.28 | ||||||
| Available Opening Balance | £36,085.28 | ||||||
| Ashington Veterans and Elders Institute 2023/24 | Transferred to Savings A/Cs | £60,000.00 | |||||
| Transferred from Savings A/Cs | £60,000.00 | ||||||
| Profit & Loss Statement | Profit (Loss) to 30-Sep-2024 | (£6,377.67) | |||||
| £30,047.43 | |||||||
| Income | Category | ||||||
| Associate Membership | £150.00 | £150.00 | Cash in Hand as at 30-Sep-2024 | £495.99 | |||
| Community Garden Membership | £69.50 | £219.50 | Current Bank Balance | £29,551.44 | |||
| Community Garden Income | £219.50 | - Accruals for this Year | |||||
| Garden Club Income | £5,203.65 | £5,423.15 | Available Bank Balance | £29,551.44 | |||
| Competitions Income | £5,423.15 | + Payments from Previous Year | |||||
| Chalk & Tips Money | £20.40 | £5,443.55 | £30,047.43 | ||||
| Donations | £5,443.55 | ||||||
| Third Party Donations Income | £4,366.26 | £9,809.81 | Current Savings Balance | £30,000.00 | |||
| Full Membership | £2,107.00 | ######## | Total Cash (including Cash in Hand) | £60,047.43 | |||
| Social Membership | £390.00 | ######## | |||||
| Grants (Restricted Income) | ######## | ||||||
| (18) | Roy and Pixie Baker Trust 2023/24 | £1,000.00 | ######## | ||||
| (13) | W A Handley Trust 2023/24 | £5,000.00 | ######## | ||||
| (14) | C.F. (Coquet Fund) 2023/24 | £4,000.00 | ######## | ||||
| (15) | National Lottery 2023/24 | £6,500.00 | ######## | ||||
| (9) | ASDA Foundation 2023/24 | £400.00 | ######## | ||||
| (10) | Comm Action North'Land | 2023/24 | £500.00 | ######## | |||
| (12) | Ashington LP 2023/24 | £20,000.00 | ######## | ||||
| (11) | Co-op Grant 2023/24 | £1,429.22 | ######## | ||||
| (16) | Ballinger Trust 2023/24 | £21,000.00 | ######## | ` | |||
| (17) | YAPP 2023/24 | £1,000.00 | ######## | ||||
| (19) | Wolfson Foundation 2023/24 | £22,500.00 | ######## | ||||
| (20) | Barbour Foundation 2023/24 | £4,000.00 | ######## | ||||
| (21) | R W Mann 2023/24 | £1,000.00 | ######## | ||||
| Miscellaneous Income | £1,215.02 | ######## | |||||
| Meters | £5,452.40 | ######## | |||||
| Refreshments Income | £2,419.53 | ######## | |||||
| Room Hire | £576.00 | ######## | |||||
| Small Lottery Income | ######## | ||||||
| Special Events Income | £3,428.92 | ######## | |||||
| Tea & Coffee Money | £516.99 | ######## | |||||
| Visitors Fees | £71.50 | ######## | |||||
| Total Income | £114,316.39 | ||||||
| Total Grant Income | £88,329.22 | ||||||
| Total Non-Grant Income | £25,987.17 | ||||||
| Expenditure | Category | ||||||
| Community Garden Expenditure | £52.98 | £52.98 | |||||
| Garden Club Expenditure | £1,758.08 | £1,811.06 | |||||
| Competitions Expenditure | £1,811.06 | ||||||
| (2)(6)(17) | Gas and Electric | £4,037.52 | £5,848.58 | ||||
| Insurance | £1,218.77 | £7,067.35 | |||||
| League Fees | £7,067.35 | ||||||
| Maintenance & Repairs | £109.13 | £7,176.48 | |||||
| Grant Expenditure | £7,176.48 | ||||||
| (5) | Earth Balance Fitting Out | £110.49 | £7,286.97 | ||||
| (8,12,13,14,15)(16)(18)(19)(20)(21) Building Extension | £98,807.18 | ######## | |||||
| (1) | NCC E.C.P.I. 2022/23 | £168.05 | ######## | ||||
| (9) | Volunteers thank you music night | £386.17 | ######## | ||||
| (10)(11) | Pro-Score Snooker/Billiards Equipment | £1,824.51 | ######## | ||||
| Third Party Donations Expenditure | £4,366.26 | ######## | |||||
| Miscellaneous Expense | £1,455.67 | ######## | (1)NCC E.C.P.I. 2022/23 | ||||
| Miscellaneous Supplies | ######## | (2)James Knott Trust 2022/23 | |||||
| Refreshments Expenditure | £1,853.33 | ######## | (3)Co-op Society Garden Grant 2021/22 | ||||
| Council Rates | ######## | (4)NCC Covid Grant 2020/21 | |||||
| Security | £114.40 | ######## | (5)Persimmon Homes 2022/23 | ||||
| Small Lottery Expenditure | £20.00 | ######## | (6)John Bell Trust CF 2022/23 | ||||
| Snooker Equipment/Maintenance | £816.73 | ######## | (7)NCC Covid Grant 2021/22 | ||||
| Special Events Expenditure | £1,064.00 | ######## | (8)NCC Comm Extension 2022/23 | ||||
| Stationery | £127.67 | ######## | (9)ASDA Foundation 23/24 | ||||
| Tea and Coffee Supplies | £155.16 | ######## | (10)Comm Action Northumberland 2023/24 | ||||
| Telephone & Broadband | £697.96 | ######## | (11)Co-op Grant for 23/24 | ||||
| Cleaner | £847.15 | ######## | (12)Ashington LP 2023/24 | ||||
| Toilet/Cleaning/Kitchen Supplies | £198.38 | ######## | (13)W A Handley Trust 2023/24 | ||||
| TV Licence | £159.00 | ######## | (14)C.F. Coquet Fund 23/24 | ||||
| Water Rates | £345.47 | ######## | (15)National Lottery 23/24 | ||||
| (16)Ballinger Trust 2023/24 | |||||||
| Total Expenditure | £120,694.06 | (17)YAPP 2023/24 | |||||
| Total Grant Expenditure | £101,296.40 | (18)Roy and Pixie Baker Trust 23/24 | |||||
| Total Non-Grant Expenditure | £19,397.66 | (19)Wolfson Foundation 2023/24 | |||||
| (20)Barbour Foundation 2023/24 | |||||||
| Total Profit/Loss | (£6,377.67) | (21)R W Mann 2023/24 | |||||
| Regular Profit/Loss | £6,589.51 | ||||||
| Grant Excess/Depletion | (£12,967.18) | ||||||
| Accrued Expenditure | |||||||
| Adjusted Regular Profit/Loss | £6,589.51 |
From: Ken Conroy 6 Carolyn Cres Whitley Bay NE26 3ED Phone." 01912530863 Mob: 07514498558 Ashington Veterans and Elders Institute Back Woodhorn Road Ashington NE63 9AG To Chair of Trustees, I report on the receipts and payments accounts for the Institute for the year ending 30 September 2024. The trustees are responsible for the preparation of the accounts. The trustees consider than an audit is not required for this year under section 144(2) of the Charities Act 2011 and that an independent examination is needed. l am satisfied that the charity is eligible for an independent examination. An independent examination is a form of external scrutiny that provides a limited check on specifkc matters. This limited form of check contrasts with an audit. I am only required to confirm whether any material matters of concern have come to my attention. whilst an auditor is required to provide an opinion on whether a chariws accounts give a 'true and fair view. As an independent examiner it is my responsibility to: Examine the accounts under section 145 of the Charity Act, Follow the procedures specified in the general directions given by the Charity Commission under section 145(5b) of the Charity Act, State whether any particular matters have come to my attention. My examination was carrled out in accordance with the directions given by the Charity Commission. The examinatRon included a review of the accounting records maintained by the charity and a comparison to the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations concerning such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a 'true and fair, view. The report is limited to those matters set out in the following statement
Independent Examiners Statement In connection with my examination, no matters have come to my attention, which gives me reasonable cause to believe that, in any material respect, the requirements: To keep accounting records in accordance with section 130 of the Charities Act 2011, and To prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charities Act have been met. Signed Ken Conroy 16 October 2024