Deepcut Village Association
Trustees’ Annual Report and Financial Statements
Year to 31 March 2021
Charity No. 1104727
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Deepcut Village Association
Trustees’ Annual Report and Financial Statements For Year Ending 31st March 2021
Contents
| Contents | |
|---|---|
| Page | |
| Trustees’ report | 3 - 7 |
| Independent Examiners report | 8 |
| Income and Expenditure Statement | 9 |
| Balance Sheet | 10 |
| Notes to Financial Statements | 11 - 13 |
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Deepcut Village Association Trustees’ Annual Report For Year Ending 31st March 2020
Reference and administrative details
Charity number 1104727 Registered office and operational address 89 Swordsman Road, Deepcut, Surrey, GU16 6BW Trustees, who are also directors under company law, who Trustees served during the year and up to the date of this report were as follows: James C Mitchell Angela J H Mitchell David Rushmer Howard J Hyde
Lloyds Bank plc Bankers 18 Prince of Wales Walk, Camberley, Surrey, GU15 3SJ Independent Examiner J Kothari LLB Hons, FCCA
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Deepcut Village Association
Trustees’ Annual Report
For Year Ending 31st March 2021
Report of the Trustees
The Trustees present their report and the independently examined financial statements for the year ended 31 March 2021.
Reference and administrative information set out on page 3 forms part of this report. The financial statements comply with the Statement of Recommended Practice - Accounting and Reporting by Charities (Charities SORP FRS 102).
Structure, governance & management
The organisation is a charity, registered on 02 July 2004 by constitution adopted on 19 January 2004.
All Trustees give their time voluntarily and receive no benefits from the charity. Any expenses reclaimed from the charity are set out in note 1 to the accounts.
The Trustees review the aims, objectives and activities of the charity each year. This report looks at what the charity has achieved and the outcomes of its work for the 12 months in the year ending 31 March 2021. The Trustees report the success of each key activity and the benefits the charity has brought to those groups of people that it is set up to help. The review also helps the Trustees ensure the charity's aims, objectives and activities remain focused on its stated purposes.
Objectives and activities
Deepcut Village Association exists to:
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To promote the benefit of the inhabitants of Deepcut (hereinafter called "the area of benefit") without distinction of sex, sexual orientation, race or of political, religious or other opinions, by associating together the said inhabitants and the local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants;
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Establish, or secure the establishment of, a community centre (hereinafter called "the centre") and to maintain and manage the same (whether alone or in co-
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Deepcut Village Association
Trustees’ Annual Report For Year Ending 31st March 2021
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operation with any local authority or other person or body) in furtherance of these objects.
Promote such other charitable purposes as may from time to time be determined.
Activities in the past year
Our Financial Year started on 1[st] April 2020, eight days after the first Covid-19 lockdown. Our activities have been dramatically impacted by Covid. This can be clearly seen by the reduction in Income from the hiring of our 2 Halls and our Meeting Rooms: total income was down by £49,926 to £17,332, a 74.2% fall. Established, long term clients, stopped using our Centre and the constraints applicable to human behaviours meant we were unable to create meaningful new revenue streams, despite efforts to do so. We became aware of Grants from various local bodies and pursued these, receiving a total of £20,808 over the period. Costs, particularly staff related (lower by £26,386 or 55.4%), were managed to try to mitigate the revenue attrition, but many elements were fixed or offered little scope for meaningful reductions. Overall our actions limited the financial performance to only being £1,158 worse than the previous year’s and our cash reserves remained strong.
Future plans
Covid’s dramatic impact upon our clients’ abilities to use our Centre has meant that we have reset our objectives and plans. In the short term we are planning to ensure our survival as a resource for our local community to use whilst we also wish to remain independent in our operation. Longer term we will plan to resume our efforts to secure high utilisation of our Centre to meet the needs of a changing community where the closure in December 2020 of our Army base will lead to a significant population growth through the provision of new housing within our village.
To achieve these objectives we will continue to pursue variable cost reductions/minimisation whilst looking for new clients and taking advantage of any further Grant opportunities. Discretionary expenditure, such as the installation of Solar Panels, will be delayed.
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Deepcut Village Association
Trustees’ Annual Report For Year Ending 31st March 2021
Reserves policy
The Trustees have examined the charity’s requirements for reserves in light of the main risks to the organisation. Trustees are committed to generating enough reserves to support current organisational activities to meet the following requirements:
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Safeguarding the charity’s financial obligations in the event in the event of delays in customer payments
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Providing a financial cushion against risk and future uncertainties.
To this end, the Trustees have established a reserves policy that is reviewed annually to ensure that the appropriate levels of reserves are maintained and it is able to continue to fund its activities without unnecessary disruption as a result of peaks and troughs in income.
Total unrestricted funds at the year-end were £11,647. These are represented entirely by net current assets. At 31 March 2021 we had approximately three months’ costs in reserves.
Statement of Responsibility of the Trustees
Our Trustees (who are also directors of The Small Charities Coalition for the purposes of company law) 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).
The Trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charitable company and enable them to ensure that the financial statements comply with the Companies Act 2006. They are also responsible for safeguarding the assets of the charitable company and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
In so far as the Trustees are aware:
- There is no relevant information of which the charity’s independent examiner is unaware; and
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Deepcut Village Association
Trustees’ Annual Report For Year Ending 31st March 2021
- The Trustees have taken all steps that they ought to have taken to make themselves aware of any relevant information and to establish that the independent examiner is aware of that information.
The Trustees are members of the charity but this entitles them only to voting rights. The Trustees have no beneficial interest in the charity.
James Mitchell Trustee (Chairman)
- 7[th] January 2022
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Deepcut Village Association Independent Examiners Report For Year Ending to 31st March 2021
Independent Examiner's Report to the trustees of Deepcut Village Association.
I report on the accounts for the year ended 31st March 2021 which are set out in the “The Trustees Annual Report” for year ended 31[st] March 2021.
This report is made solely to the trustees as a body, in accordance with the Charities Act 2011. My examination has been undertaken so that I might state to the trustees those matters I am required to state to them in an independent examiner's report and for no other purpose. To the fullest extent permitted by law, I do not accept or assume responsibility to anyone other than the charity and the trustees as a body, for my examination, for this report, or for the opinions I have formed.
Respective responsibilities of the Trustees and Independent Examiner
The trustees are responsible for the preparation of the accounts. They consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. Having satisfied myself that the accounts of the charity are not required to be audited and are eligible for independent examination, I report in respect of my examination of your charity’s accounts as carried out under section 145 of the Charities Act 2011 (‘the 2011 Act’). In carrying out my examination I have followed the Directions given by the Charity Commission under section 145(5) (b) of the 2011 Act.
Basis of Independent Examiner's Statement
I have completed my examination. I confirm that no matters have come to my attention in connection with the examination giving me cause to believe:
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to keep accounting records in accordance with s.130 of the 2011 Act; or
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to prepare accounts which accord with these accounting records and comply with the accounting requirements of the 2011 Act have not been met; or
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.
J Kothari LLB Hons, FCCA 7th[th] January 2022
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Deepcut Village Association Statement of Financial Activities For Year Ending to 31st March 2021
| Income from: Village Centre hire 1b Total Income Expenditure on: Charitable activities 1c Total expenditure Net income / (Expenditure) Balances brought forward as at 1 April 2020 Balances carried forward at 31 March 2021 |
2021 Unrestricted funds £ 39,489 |
2021 Total funds £ 39,489 39,489 44,376 44,376 (4,888) 16,535 11,647 |
2020 Total funds £ 67,458 |
|
|---|---|---|---|---|
| 39,489 | 67,458 | |||
| 44,376 | 71,189 | |||
| 44,376 | 71,189 | |||
| (4,888) 16,535 |
(3,731) 20,266 |
|||
| 11,647 | 16,535 |
There were no recognised gains and losses for the year other than those included in the Statement of Financial Activities. All activities of the charity were derived from continuing activities.
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Deepcut Village Association
Balance Sheet
As at 31st March 2021
| Current Assets Debtors2 Cash at bank and in hand Total Current Assets CREDITORS: amounts falling due within one year Net Current Assets Net Funds Funds General Fund Funds carried forward |
2021 £ 3,653 12,700 16,353 (4,706) 11,647 11,647 11,647 11,647 |
2020 £ 5,728 16,477 |
|---|---|---|
| 22,205 (5,670) |
||
| 16,535 | ||
| 16,535 | ||
| 16,535 | ||
| 16,535 |
Approved by the Trustees on 7[th] January 2022 and signed on their behalf by:
James Mitchell
Trustee (Chairperson)
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Deepcut Village Association Notes to the Financial Statements
For Year Ending to 31st March 2021
1. ACCOUNTING POLICIES
The principal accounting policies adopted by the Trustees in the preparation of the financial statements are set out below. The accounting policies have been applied consistently throughout the year and in the preceding year.
a) Basis of Accounting
The financial statements are prepared in accordance with 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 I02), the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS I02) and the Charities Act 201l. They are drawn up on the historical accounting basis. The charity meets the definition of a public benefit entity under FRS I02.
The financial statements have been prepared on a going concern basis.
b) Income
All income is recognised in the Statement of Financial Activities when the conditions for receipt have been met and there is reasonable assurance of receipt and the amount can be quantified with reasonable accuracy.
2021 2020 Total Total £ £ Village centre hire 39,489 67,458
c) Expenditure
Expenditure is recognised on an accrual basis when a liability is incurred. Expenditure include any VAT which cannot be fully recovered and is reported as part of the expenditure to which it relates.
Expenditure on charitable activities comprise those costs incurred by the charity in the delivery of its activities and services for its beneficiaries. It includes both costs that can be allocated directly to such activities and those costs of an indirect nature necessary to support them.
All costs are allocated between expenditure categories of the Statement of Financial Activities on a basis consistent with the use of resources. Costs relating to a particular activity are allocated directly, others are apportioned on an appropriate basis.
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Deepcut Village Association Notes to the Financial Statements For Year Ending to 31st March 2021
2021 2020 Total Total £ £ Charitable activities 44,376 71,189
d) Fund accounting
Unrestricted fund
This represents unrestricted income which is expendable at the discretion of the Trustees in furtherance of the objectives of the charity. Such funds may be held to finance both working capital and capital investment. The charity at present has no restricted or designated funds.
e) Tangible Fixed Assets
The charity acquired no large assets during the year. Any assets that cost less than £1,000 are written off in the year in the statement of financial activities.
f) VAT
The charity is exempt from VAT under HMRC registration threshold.
g) Charitable commitments
Charitable commitments which are legally binding on the Trustees are accounted for as expenditure in the Statement of financial Activities. Where the promise of financial support is not binding on the Trustees, such intentions are accounted for by a transfer to a designated reserve. Activities that are to be wholly financed from future income do not form part of such designation and are disclosed in a note to the accounts.
h) Employee
The charity had no employees throughout the year.
i) Payments to trustees
No Trustee or person related to or connected by business to them has received any remuneration from the charity during the year for carrying out their duties as Trustees.
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Deepcut Village Association Notes to the Financial Statements For Year Ending to 31st March 2021
2. DEBTORS
2021 2019 Total Total £ £ Debtors 3,653 5,728
3. CREDITORS: amounts falling due within one year
2021 2020 Total Total £ £ Creditors 4,706 5,670
4. TAXATION
The charity's activities are exempt from taxation under Section 505 of the Income and Corporation Taxes Act 1998.
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