l• OCYA Annual Report 202012021 Building Change TrlI PATh PATr1 Il
Introduction from our Chair of Trustees
The OCVA board took the decision for our AGM to be another digital event again this year, disappointing as this is to not be engaging with our members in person, our decision remains a consequence of a situation which has reached into all aspects of our personal and working lives over many months.
There is much to reflect on over the past year, as communities, groups and individuals looked for new ways of remain connected with each other and we, as a support organisation, sought to facilitate those new
OCVA has needed to be responsive and adapt our plans and services quickly to new and different ways of working. I would like to take this opportunity pay tribute to the leadership of our chief executive and continued support of our staff, board members and partners for this. All helping OCVA to emerge from a difficult situation and remain well positioned for the future to continue our support to the sector where and when most needed.
The purpose of this report is to reflect on 20/21, but we have also included a section which looks to our future (p28). Our collaboration with the countywide Oxfordshire All In project has provided us with the opportunity to consider how we can adapt to best serve the needs of communities and partners. We are excited to begin to share our plans and hear the thoughts and contributions of our members, so that the organisation we build, is built together.
To all our members and everyone with a vested interest in our work, I express my sincere thanks for your continued support to OCVA.
David Agnew
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Introduction from our CEO
In March 2020 the world changed. Bubbling, isolating, social distancing and furlough became part of our daily language and although more physically separate than ever before, we also witnessed a coming together. Neighbours, informal networks and groups were galvanised into action and more established organisations had to innovate to continue delivering services, or to divert resources to where they were most needed.
OCVA exists to support others, whether that be groups facing a new challenge, or individuals with a fresh idea. For our small team during the Covid response, that meant getting creative – doing more online, making welfare phone calls to groups, and using our staff resource to support urgent work such as the Good Food Oxford mapping project. We are proud to have kept our services open throughout the pandemic and have provided a source of calm and stability to the sector at a time of huge upheaval and uncertainty.
We’ve learnt a lot from our communities too. We know that digital isn’t the answer for everyone and everything, but we have seen that online training, meetings, networks and forums have enabled more people to connect. We are committed to working with others to end digital exclusion in Oxfordshire, because we recognise that having the tools and skills to experience the world online is now a vital utility. We have seen the social inequalities that have been exposed and know that the community and voluntary sector plays a crucial role in the fight to identify and redress the imbalance. We have responded to the clear call for more to be done to address Equity, Diversity and Inclusion and believe that as a sector we can grow and thrive by embracing EDI and unlocking the talents and potential of everyone.
We have worked in close partnership with local government and national bodies to represent the voice and experiences of Oxfordshire’s voluntary and community sector, who have worked tirelessly on the frontline. OCVA is determined that the collaboration and the innovation that so many of us experienced this year isn’t lost. We enthusiastically embrace change and look to build on it.
I want to thank the staff team for their unwavering commitment to OCVA through such a disruptive period. I’m proud to have taken up my post at such a seminal point in time and look forward to our future together.
Laura Price
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Trustees Annual Report
The Trustees present their report and the audited financial statements for the year ended 31 March 2021, which have been prepared in accordance with Charity Law and the Statement of Recommended Practice: Accounting and Reporting by Charities. Reference and administrative details Oxfordshire Community and Voluntary Action is a registered charity number 1108504 and a company limited by guarantee number 5363946, registered in England and Wales. It also uses the name Volunteer Centre Oxfordshire .
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Trustees
The Members holding office as at 31 March 2021 and changes in the year were:
David Maureen Romy John Paula Chinta Agnew Elliott Briant Coutts Kallie McLaughlin (co-opted as Advisor Chair Treasurer to the Board, Mar 2018)
The Trustees are elected at the Annual General Meeting from those who are nominated by member organisations or who are individual members. Chief Executive
Angela Laura Kathy Cristofoli Price Shaw (Interim from (Appointed (until April 2020) May 2020) November 2020)
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OCVA staff 2020/21
Angela Caroline John Hayes Cristofoli Development Marques Business Officer Reception Development (Small groups) administrator Officer Angela Cristofoli Kathy Shaw Interim Chief Chief Executive Executive (to April 2020) (April - November 2020)
Tariq Khandoker Volunteer Centre Co-ordinator Laura Price Chief Executive (November 2020 to present)
Jasmine Pinney Intern (to January 2021)
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Registered office and principal address
Independent Examiners
SPX Oxford Ltd Peace House Paradise Street Oxford OX1 1LD
OCVA
The Old Court House, Floyds Row, St Aldates, Oxford, OX1 1SS Bankers Unity Trust Bank Nine Brindley Place 4 Oozells Square Birmingham B1 2HB
Bankers Triodos Bank Deanery Road Bristol BS1 5AS
Legal Advisors Blake Lapthorn Seacourt Tower West Way Oxford OX2 0FB
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Structure, governance and management
The governing document of OCVA is the Memorandum and Articles of Association of the company. The OCVA Board of Trustees comprises not less than five nor more than 15 members. Trustees are elected at the Annual General Meeting. Nominations are made in writing before the meeting. All Board members must be over 18 years of age and be a member or a representative of a member organisation of OCVA. At each AGM one third of the Board Members, made up of those who have served the longest, are required to retire.However, a Board Member who retires may, if willing to act, be re-elected for a maximum of three consecutive terms. The Board may from time to time appoint any member of the Charity to be a member of the Board provided that the maximum is not exceeded. Any such Board Member holds office only until the next Annual General Meeting but is then eligible for re-election.
All Trustees are given an induction pack containing copies of relevant Charity Commission publication and key information about OCVA including the Memorandum and Articles of Association, Trustee minutes, the current business plan and budget, a staff chart and employment policies and procedures. Trustees are required to sign a Declaration re any conflicts of interest, a company director form and a Trustee Declaration. Role descriptions are in place for Trustees and for the Chair and Treasurer.
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Cont.
All Trustees give their time voluntarily and receive no personal benefits from the organisation. Any expenses reclaimed are set out in Note 6 to the accounts. The Trustees are financially and legally liable for OCVA but their liability is limited as defined by the Memorandum and Articles of Association of the limited company. The Trustees agree any delegation of their powers. Such delegations include those to the Finance and General Purposes Committee, elected annually and comprising at least two Trustees with the Chief Executive in attendance. This deals with the details of budget setting and financial management as well as staffing matters and reports and making recommendations to the Board for decision unless any decision is explicitly delegated to that committee by the Board. The committee’s terms of reference are reviewed annually by the Board of Trustees.
The Chief Executive is appointed by the Board and is responsible for advising the Trustees and for carrying out the policies and implementing the plans of OCVA. Other staff are appointed by the Chief Executive. Job descriptions and contracts of employment are in place and a staff appraisal scheme is in operation. Since 2004 OCVA has cooperated with the other members of the Oxfordshire Stronger Communities Alliance (OSCA) to plan and implement improvements to infrastructure support for voluntary organisations and community groups in Oxfordshire.
Risk management
The Trustees have identified the risks facing the Charity. They review them regularly and put systems in place to mitigate these risks
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Objectives and activities
We have referred to the public benefit guidance published by the Charity Commission in reviewing our aims and objectives. The Board particularly pays attention to its commitment to make its services accessible to the wide range of individuals and organisations, voluntary and community organisations who need its services
The objects of the charity as stated in the memorandum and articles of association are:
To promote any charitable purposes for the benefit of the public, principally but not exclusively in the local government area of Oxfordshire and its environs (hereinafter called the “area of benefit”) and, in particular, build the capacity of third sector organisations and provide them with the necessary support, information and services to enable them to pursue or contribute to any charitable purpose.
To promote, organise and facilitate co-operation and partnership working between third sector, statutory and other relevant bodies in the achievement of the above purposes within the area of benefit.
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2020-21 Strategic Aims
Support for voluntary and community group development and capacity
Charities and social enterprises are enabled to deliver high quality services by successfully securing income, improving joint working, and achieving quality standards.
Voluntary and community organisations have the practical information they need to function effectively.
Communities are supported to set up and develop structures and projects that enable them to bid for and run community services successfully where they wish to do so.
Communities at risk of exclusion are empowered to participate fully in developing services that affect them.
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What we did we do?
The Development staff gave advice on funding and development, provided tailored support and information to help organisations set up and sustain themselves and responded to the ongoing challenge of providing services during the different phases of Covid.
The Volunteer Centre worked closely with organisations and individuals looking for volunteering opportunities. We experienced unprecedented levels of interest as new people sought to become involved in the Covid response – from supporting vaccination centres to delivering emergency food.
The Training Programme included topics to meet the diverse needs of the sector. Training was moved online and included session on using digital platforms and managing teams and volunteers remotely.
Our weekly digital newsletter kept people up to date with rapidly changing information. The OCVA website had a makeover, to make it easier and more appealing to navigate. Traditional media coverage such as local newspapers and radio was utilised alongside an expansion of our use of social media platforms.
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Information and advice service
We remained open for remote access throughout the pandemic, providing groups, organisations and individuals with information and advice via:
A Monday to Friday telephone service A new, engaging and easy to access website Multi-platform social media A weekly newsletter Online forums for key issues
1074 Groups we provided with bespoke support and advice during this financial year
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Funding advice
We work with partners to ensure that the Voluntary and Community Sector knows what funding is available locally and support access to these funding streams. OCVA collates and circulates information from the County, City and District
Councils as well as information on funding from grant-making trusts and companies. In February the People’s Health Trust commissioned OCVA to support their grant fund to ensure that it reached organisations from or working with target communities. We were successful in generating 10 applications and provided ongoing help and support to groups throughout the process. Towards the end of the financial year, OCVA, 45% in partnership with Community First Oxfordshire were
Towards the end of the financial year, OCVA, in partnership with Community First Oxfordshire were commissioned by Oxfordshire County Council to distribute £250,000 to groups delivering grassroots work in communities, as part of the government’s Contain Outbreak Management Fund. The Supporting Communities Through Covid-19 Fund was developed and we were able to create a programme of support for the sector which will continue to run until March 2022.
of the organisations who we supported in 2020/21 needed advice on funding
We have continued to support Oxfordshire Community Foundation’s grant process by carrying out the OCVA Health Check for the Community Foundation's Step Change fund.
In 2021 we completed 17 Health Checks.
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‘’OCVA provides an invaluable service to the Step Change Fund by providing a ‘health check’ on charities prior to making a decision on their grant applications. Based on OCVA’s comprehensive knowledge of Oxfordshire’s charities, this service gives us confidence in the regulatory and administrative health of the charity when deciding on the merits of a particular project’’ Sandy Arbuthnot, Chair, Step Change Grants Panel
RAW Archway Telephone Support Service
Anjali Dance*
*Some of the organisations who received a grant from the Step Change Fund
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Oxford United in the Community*
In 2020/21 we delivered a total of 24 training courses to participants. 249
Training and events
All training was delivered remotely due to Covid restrictions. We worked with a combination of in house and external trainers, in order to meet the needs of the sector.
We also held a number of open access webinars on issues such as changes to covid restrictions. We delivered a bespoke Voluntary Sector Forum event for Cherwell District Council, which included sessions on Trustee Training, Funding, Volunteers and the sector response to Covid.
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Training and events
Effective People Management
Reframing Conflicts
Equity, Diversity & Inclusion
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What our attendees said...
“really enjoyable morning with potentially difficult subject” Attendee of Reframing Conflicts
“I appreciate having a forum to discuss this topic, it helps to come into the workplace/world with it fresh in mind knowing others are also interested albeit with different levels of understanding.” Attendee of Equity, Diversity & Inclusion 3pt series
“It sparked several useful ideas about areas to investigate further, including exploring what the systemic barriers to diversity and inclusion are for our organisation and what is in our power to address directly ourselves” Attendee of Equity, Diversity & Inclusion 3pt series
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Community Action
OCVA, working with key partners, has continued to play an active role in being an advocate for the sector as well as supporting communities to identify gaps in provision and to develop solutions, supporting them in their decision-making processes.
We regularly attend meetings with statutory bodies such as Public Health to contribute to their work and have played an active role in the Covid ‘hub’ system which brings together County, City and District officers to address community need and plan for emerging challenges.
As part of the Covid response we seconded a member of staff to Good Food Oxford, to support their emergency food mapping. We have worked with CVS organisations in neighbouring counties on developments around the emerging Integrated Care System and Covid related support such as mass testing.
OCVA is committed to working with others through joint projects, peer forums and open networks. In 2020/21 this included:
Joint Infrastructure Contract with Community First Oxfordshire
Oxfordshire Stronger Communities Alliance (OSCA) Oxfordshire All In Team Oxford Thames Valley VCS Emergency Partnership Volunteer Link Up (West Oxfordshire) Volunteer Connect (Cherwell) Oxfordshire Community Foundation Charity Mentors
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Support for development of communities via volunteering
Voluntary and community organisations are enabled to recruit and retain sufficient volunteers for existing and new services and to manage these volunteers to a high standard. Communities are supported to provide self-help. Volunteers and potential volunteers are enabled to improve their skills and life chances. Groups that are under-represented in volunteering increase their participation.
----- Start of picture text -----
In 2020/21 our online
platform Oxfordshire
Volunteers registered 587
new volunteering
opportunities and 1392
new volunteers
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What did we do?
Our Volunteer Centre co-ordinator liaised with an unprecedented level of interest in volunteering from organisations and individuals during the pandemic response, whilst also providing best practice advice on safe volunteering in a rapidly changing environment. Monthly volunteer co-ordinator forums were held to support the sector, share knowledge and disseminate information. Free sessions on recruiting and retaining volunteers were held as online training.
Events to promote volunteering were exclusively online during this period. We held a successful campaign to encourage remote volunteering at Christmas, which drew local media interest. National Volunteers’ Week was supported with a social media campaign. As a key member of the Thames Valley VCS Emergency Partnership we supported emergency volunteer recruitment for vaccination sites and mass testing initiatives both within Oxfordshire and in partnership with our bordering counties.
Continued support for the ‘Team Oxford’ project, funded by the National Lottery to increase volunteer engagement in Oxford city through social action opportunities for businesses. We carried out a survey specifically looking at digital inclusion which has informed part of our Team Oxford work.
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"Tariq from OCVA communicated quickly with us during a period of unprecedented pressure on the public sector and saw the benefits in offering assistance not just in Oxfordshire but across borders."
Lincoln Ball, Thames Valley Local Resilience Forum
"Working in partnership with OCVA really brings the Team into Team Oxford! Working together with a shared passion for volunteering is a real pleasure."
Hannah Mackie, Team Oxford Project Co-ordinator
‘’In the past year, OCVA have supported Oxfordshire County Council Emergency Planning Unit during incident response; as well as collaborating, sharing information and services with other Voluntary agencies across the network.’’
Claudine Cassar,
Emergency Planning Officer, Community Safety Services, Commercial Development, Assests and Investment Directorate Oxfordshire County Council
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Throughout the year via our Volunteer Centre we:
Held monthly volunteer co-ordinator forums to provide ongoing advice and support to Oxfordshire organisations working with volunteers. Hosted free sessions on recruiting and retaining volunteers.
Ran a successful Christmas volunteering campaign.
Worked in partnership on Team Oxford to deliver a corporate volunteering programme.
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Support for improved communication, networks, voice and engagement
Voluntary and community organisations have appropriate information about policy and strategy that affects them and are supported to voice their responses.
Voluntary and community organisations are enabled to work effectively together.
The voluntary, public and private sectors are well-networked and supported to engage with one another and work effectively together.
The voluntary and community sector is well represented in decision making within the county.
Residents of Oxfordshire in general and local politicians and media are fully aware of the contribution made by voluntary organisations and take this into account in planning and decision making.
The voice of Oxfordshire’s voluntary sector is recognised nationally and contributes to influencing policy, both locally and nationally.
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What did we do?
The work of the Chief Executive (3 different post holders during this period) and team,who represent the interests of the voluntary and community groups on various local and regional partnerships and provide regular policy briefings. OCVA contribution to the local and regional emergency forums that were quickly formed as part of the Covid response, working with all tiers of local government and statutory partners.
In 2020/21 OCVA had 229 member organisations and groups and3313 organisations registered on our database
OCVA regular contribution to the national VCS ‘pulse check’ to report on the status of the local sector to National Government via our national membership organisation NACVA.
Networking events and forums including Oxfordshire Stronger Communities Alliance and Oxfordshire All In which provided quick and accessible support to mutual aid groups.
Ongoing work to use both traditional media and social media to connect to communities.
A weekly newsletter ‘Pulse’ to the sector, showcasing sector jobs, opportunities, funding and issues of interest.
A regular training newsletter highlighting new training for the sector, including free training and workshops.
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Representing the diverse voices of the sector at a local, regional and national level through: Membership of NACVA and our regular contribution to their monthly ‘pulse check’ Facilitation of the Oxfordshire Stronger Communities Alliance Key member of the emerging VCSE Alliance Support for the Oxfordshire All In initiative Collaboration and support for the Black and Minority Ethnic Community Group Network Our regular weekly newsletter Improved website and social media platforms Regular questionnaires on topics that matter for the sector
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“I have always relied on OCVA for consultancy, advice and mentoring particularly in the early years of our organisation. The team are very knowledgeable and were able to answer my questions, they supported me in reviewing funding applications, helped me with my reporting and generally to understand how to work with funders as stakeholders. They are such a vital partner to anyone/group working in Oxfordshire's third sector.”
Jacqui Gitau, Co-Founding Director - African Families in the UK (AFiUK) CIC
“CFO has for many years worked in partnership with OCVA, but in the last year or so our partnership working has taken a more proactive, genuine and impactful route. This impactful partnership work, I think, is evidenced particularly in the Supporting Communities Through Covid-19 fund work, which brought both CFO’s and OCVA’s strengths together as well as our other partners in the VCSE sector. We are very keen to continue developing a strong partnership with OCVA – working together is better for everyone.”
Emily Lewis-Edwards, co-CEO of Community First Oxfordshire
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Cherwell District Council are pleased to work in partnership with OCVA because we want to see the best support delivered to voluntary groups throughout Cherwell. It is paramount that the 3rd sector is respected and supported and that we as a Council can contribute locally to this essential delivery of service. OCVA successfully work across the whole of Oxfordshire and it is key that groups and partners collaborate, communicate and pull together to deliver essential services to residents whilst retaining their individuality – it is important that those groups are supported in the best way possible. Building cohesive relationships and melding best practice with a package of supported training has been and will continue to be important to strengthening and making sustainable groups in the Cherwell District. OCVA have supported the delivery of the Cherwell District Voluntary Forum for the last 5 years, have offered suitable training, breakfast clubs and 1-2-1’s to groups with wholly positive feedback in times of limited resource.
Paul Tysoe, Community Development Partner - Cherwell District Council
"The last year has changed all our lives . OAI and OCVA have been working together for most of this year to find transformational ways to bring together the history and experience of OCVA with the new learning gained from how OAI was able to respond to and work with the inspirational energy of local communities and charities across the pandemic. We are excited by our shared vision of an infrastructure organisation sitting right at the heart of the Oxfordshire system to improve the health and wellbeing of the whole population."
Helen Baker, Independent Chair, Oxfordshire All In
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The Future
OCVA’s purpose has always been to enable the community and voluntary sector to flourish in Oxfordshire.That purpose isn’t changing, but as we seek to learn from our experiences of the pandemic, we recognise that the world has changed, which means we need to change too.
With a new CEO in place and a growing Board of Trustees we will agree a new strategy in 2021/22 and outline a fresh vision. We will continue our close working relationship with Oxfordshire Community First in delivering the outcomes of the Infrastructure Contract and plan for how, together, we support and empower the community and voluntary sector in every part of Oxfordshire.
We have joined forces with Oxfordshire All In, who so successfully captured the spirit of the moment during Covid response. Together we want to create a support organisation for the future, defined by a commitment to: Trust in communities to understand their own needs and aspirations Train communities and groups of all shapes and sizes in the skills they need to make things happen Be there to help Build the relationships, understanding and connections across the sector and with statutory partners to make Oxfordshire the best version of itself.
We can’t achieve any of our aspirations alone. So we will invite our members, partners and neighbours to help us build the change that we need for a thriving future.
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Membership and charging policy
OCVA services are provided to any voluntary or community group working for the benefit of the people of Oxfordshire, and to those individual residents of Oxfordshire who wish to volunteer, whether they are members or not. Membership is open to all voluntary or community groups and individuals who support our work. We consult members regularly on all aspects of our work including our membership charging structure and benefits. Membership is on a sliding scale depending on annual income, thus ensuring that no one is excluded by an inability to pay. However, you do not need to be a member to access our support. We balance our offer to ensure that there is access to free training, alongside more specialised training where a charge is required. Members benefit from significantly reduced rates.
Equality of access
OCVA services are provided to any voluntary or community group working for the benefit of the people of Oxfordshire, and to those individual residents of Oxfordshire who wish to volunteer, whether they are members or not. Membership is open to all voluntary or community groups and individuals who support our work. We consult members regularly on all aspects of our work including our membership charging structure and benefits. Membership is on a sliding scale depending on annual income, thus ensuring that no one is excluded by an inability to pay. However, you do not need to be a member to access our support. We balance our offer to ensure that there is access to free training, alongside more specialised training where a charge is required. Members benefit from significantly reduced rates.
Volunteer services, donations and gifts in kind
During the year volunteers have provided valuable assistance with the governance and administration of OCVA. We are grateful to those people who provide their skills to the charity at no charge. The Trustees are also grateful for donations of materials as well as gifts in kind. No monetary value has been placed on these and therefore they are not included in the financial statements.
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Financial review
Overall resources at the end of the year were £174,526. Core income was received from Oxfordshire County Council, to fund our strategic aims. Income was also earned from membership fees and the provision of training courses, and sale of bespoke services. For details of restricted funds see note 10.
It is OCVA policy not to engage in public fundraising because this could put us in competition with our members.
Finance policy The annual budget is prepared and approved by the Finance and General Purposes committee and recommended to the trustees. It covers both income and expenditure. Bids for new funding are prepared by the Chief Executive, or by other members of staff, in which case they are approved by the Chief Executive. New funding received during the year is reported to trustees and if appropriate, new budget headings are put in place. Financial performance is measured against budgets at each meeting of the Finance and General Purposes committee and the Board using quarterly management accounts provided by the Finance Officer and Chief Executive.
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Reserves policy
Restricted funds: these are earmarked for particular projects and are carried over for expenditure from year to year as appropriate. The main restricted fund was the capital grant for the lease of the Old Court House and Mortuary, which is being amortised to the P&L account over 25 years.
Designated funds: A total of £20,000 has been designated to cover winding up costs including staff redundancies. In addition trustees have designated funding to cover predicted expenditure on delivering the training programme in future years. This currently has a balance of £3,419. The buildings contingency fund stands at £40,000 while £20,000 is designated as a contingency fund against predicted reductions in funding over the next two to three years (see note 11).
Unrestricted funds: OCVA aims to build up its unrestricted reserves to six months in order to cope with any unexpected downturn. The surplus brought forward at 31 March 2020 was £29,807 which increased to £33,922 at 31 March 2021.This represents reserves equivalent to about one and three quart months’ budgeted unrestricted expenditure.
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Statement of Trustees’ responsibilities
The Trustees are responsible for preparing the Annual Report and financial statements in accordance with applicable law and regulations.
Company 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 company 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 the affairs of the charity and of the incoming resources and application of resources of the charity for that period. In preparing these financial statements, the Trustees are required to select suitable accounting policies and then apply them consistently; make judgements and accounting estimates that are reasonable and prudent; prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation.
The Trustees are responsible for keeping adequate accounting records that are sufficient to show and explain the charity’s transactions and 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 Companies Act 2006. 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.
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Independent Examiners Report to the Trustees of Oxfordshire Voluntary and Community Action
I report on the accounts of the company for the year ended 31 March 2021, which are set out on pages 21 to 28.
Respective responsibilities of trustees and examiner The trustees (who are also the directors of the company for the purposes of company law) are responsible for the preparation of the accounts. The charity’s trustees 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. The charity’s gross income exceeded £250,000 and I am qualified to undertake the examination by being a qualified member of the Chartered Association of Certified Accountants.
Having satisfied myself that the charity is not subject to audit under Part 16 of the Companies Act 2006 and is eligible for independent examination, it is my responsibility to:
examine the accounts under section 145 of the 2011 Act; to follow the procedures laid down in the General Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act; and
to state whether particular matters have come to my attention.
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Basis of independent examiner’s report
My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and the seeking of explanations from you as trustees concerning any 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’ and the report is limited to those matters set out in the statement below.
Independent examiner’s statement
SPX Oxford Limited provides bookkeeping services to Oxfordshire Community and Voluntary Action and I am a director of this company. In order to maintain independence, I confirm that I have not been involved in provision of the bookkeeping service.
I also confirm that as a member of the Chartered Association of Certified Accountants, I am subject to the provision of the FRC’s Revised Ethical Standards (2016). This standard has been applied throughout this independent examination.
In connection with my examination, no matter has come to my attention:
which gives me reasonable cause to believe that, in any material respect, the requirements: (a) to keep accounting records in accordance with section 386 of the Companies Act 2006, and (b) to prepare accounts which accord with the accounting records, comply with the accounting requirements of the Companies Act 2006 and with the methods and principles of the Statement of Recommended Practice: Accounting and Reporting by Charities (FRS 102) have not been met, or
to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
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Name of examiner: Simrit Sandhu
Name of firm: SPX Oxford Ltd Relevant professional body: ACCA Address: Peace House, Paradise Street, Oxford OX1 1LD Signed:
Date:
30 November 2021
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Statement of Financial Activities
| Note | Unrestricted | Restricted | Total 2021 | Unrestricted | Restricted | Total 2020 | |
|---|---|---|---|---|---|---|---|
| £ | £ | £ | £ | £ | £ | ||
| Incoming resources | |||||||
| Donations and legacies | 2 | 315 | - | 315 | 275 | - | 275 |
| Charitable activities | 232,201 | 8,475 | 240,676 | 232,416 | 2,745 | 235,161 | |
| Investments | - | - | - | 469 | - | 469 | |
| Total incoming resources | 232,516 | 8,475 | 240,991 | 233,160 | 2,745 | 235,905 | |
| Resources expended | |||||||
| Charitable activities | 3 | 230,792 | 17,340 | 248,132 | 232,093 | 11,494 | 243,587 |
| Total resources expended | 230,792 | 17,340 | 248,132 | 232,093 | 11,494 | 243,587 | |
| Net income/ -expenditure | 1,724 | - 8,865 | - 7,141 | 1,067 | - 8,749 | - 7,682 | |
| Transfers between funds | - 9 | 9 | - | - | - | - | |
| Net movement in funds | 1,715 | - 8,856 | - 7,141 | 1,067 | - 8,749 | - 7,682 | |
| Investment gains/(losses) | - | - | - | - | |||
| Net movement in funds | 1,715 | - 8,856 | - 7,141 | 1,067 | - 8,749 | - 7,682 | |
| Reconciliation of funds: | |||||||
| Total funds brought forward | 115,625 | 66,042 | 181,667 | 114,558 | 74,791 | 189,349 | |
| Total funds carried forward | 117,340 | 57,186 | 174,526 | 115,625 | 66,042 | 181,667 |
36 Income and Expenditure Account is included for the year ended 31 March 2021
Balance sheet - 31st March 2021 Company number: 5363946
| Note | 2021 | 2021 | 2020 | 2020 | |
|---|---|---|---|---|---|
| £ | £ | £ | £ | ||
| Tangible fixed assets | 7 | 56,730 | 63,428 | ||
| Current assets | |||||
| Debtors | 8 | 13,106 | 6,755 | ||
| Cash at bank and in hand | 449,461 | 160,461 | |||
| 462,567 | 167,216 | ||||
| Creditors: amounts falling | 9 | ||||
| due within one year | -344,771 | -48,977 | |||
| Net current assets | 117,796 | 118,239 | |||
| Net assets | 174,526 | 181,667 | |||
| Funds | 11 | ||||
| Restricted funds | 12 | 57,186 | 66,042 | ||
| Designated | 83,419 | 85,819 | |||
| Unrestricted funds general | 33,921 | 29,806 | |||
| Total charity funds | 174,526 | 181,667 |
For the year ending 31 March 2021 the company was entitled to exemption from audit under section 477 of the Companies Act 2006 relating to small companies. The members have not required the company to obtain an audit of its accounts for the year in question in accordance with section 476.
The directors acknowledge their responsibilities for complying with the requirements of the Act with respect to accounting records and the preparation of accounts.
These accounts have been prepared in accordance with the provisions applicable to companies subject to the small companies’ regime.
These financial statements were approved and authorised for issue by the Trustees on …………………………………. and are24/11/21 signed on their behalf by:
David Agnew Chair of Trustees
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Notes to the financial statements For the year ended 31 March 2021
1.Accounting policies
a. Basis of preparation of accounts
These financial statements have been prepared under the historical cost convention and in accordance with applicable United Kingdom accounting standards and the requirements of the Statements of Recommended Practice 2015 (SORP 2015), ‘Accounting and Reporting by Charities’, issued by the Charities Commission and the Companies Act 2006, with FRS102, update bulletin 1.
Oxfordshire Community and Voluntary Action meets the definition of public benefit entity under FRS102.
b. Donations and other forms of voluntary income
These are accounted for on a cash basis
c. Tangible fixed assets
All fixed assets are stated at historical cost less depreciation. Assets under £2,000 are not capitalised unless this is a requirement of the funder. Depreciation is provided on these assets at rates calculated to write each asset down to its estimated residual value evenly over its expected useful life as follows:
Leasehold buildings 4% per annum on a straight line basis Portal licence 33.33% per annum on a straight line basis All other assets 25% per annum on a straight line basis
d. Income
Income is generally included on a receivable basis. The only exception to this is where the donor has specified that the amount is to be expended in a following financial year in which case the amount that relates to the following financial year is deferred and included in creditors.
e. Grants payable
Grants payable are accounted for when awarded.
f. Expenditure
Expenditure is included on an accruals basis and includes irrecoverable VAT. The overheads of the Charity are allocated wherever possible to the relevant funds.
Where expenditure cannot be allocated specifically, this is apportioned between funds on an estimate of usage.
g. Fund accounting
Restricted funds are those where the donor has imposed restrictions on how the money can be spent. Designated funds are unrestricted funds set aside by the Trustees for specific purposes.
h. Pensions
The charity operates a money purchase (defined contribution) pension scheme. Contributions payable to this scheme, or appropriate scheme of the employee’s choice are charged to the profit and loss account in the period to which they relate. These contributions are invested
separately from the charity’s assets. Pension arrangements are in line with auto-enrolment requirements.
i. Taxation
Oxfordshire Community and Voluntary Action is a charitable institution with exemption from UK taxation under section 505 of the Income and Corporation Taxes Act 1998.
j. Roundings
The information in the accounts is accurate to the nearest £1.
This may cause rounding differences throughout the accounts.
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2.Income from charitable activities
3.Expenditure on charitable activities
| Unrestricted | Unrestricted | Restricted | 2021 | 2020 | Unrestricted | Unrestricted | Restricted |
Total 2021 |
Total 2020 |
|---|---|---|---|---|---|---|---|---|---|
| £ | £ | £ | £ | £ | £ | £ | £ | ||
| Contractual payments | 192,005 | 8,475 |
200,480 | 206,481 | Direct costs | - | - | - | - |
| Training fees | 18,485 | - | 18,485 | 17,455 | Consultants and partners | 50,000 | 7,950 | 57,950 | 53,400 |
| Membership income | 6,918 | - | 6,918 | 6,788 | Grants given | 2,400 | 525 | 2,925 | 2,580 |
| Provision of services | 14,435 | - | 14,435 | 1,800 | Training and events | 2,338 | - | 2,338 | 5,367 |
| Other income | 358 | - | 358 | 2,637 | Other direct costs | 7,804 | - | 7,804 | 4,958 |
| Staff costs | 77,514 | - | 77,514 | 86,024 | |||||
| 232,201 | 8,475 |
240,676 | 235,161 | ||||||
| 140,056 | 8,475 | 148,531 | 152,329 | ||||||
| Support costs | - | - | - | - | |||||
| Indirect staff costs | 53,723 | - | 53,723 | 43,350 | |||||
| General overheads | 32,663 | 8,865 | 41,528 | 43,558 | |||||
| Governance costs | 4,350 | - | 4,350 | 4,350 | |||||
| 90,736 | 8,865 | 99,601 | 91,258 | ||||||
| Total resources expended | 230,792 | 17,340 | 248,132 | 243,587 | |||||
| on charitable activities |
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4.Governance costs
| Unrestricted | Unrestricted | Restricted | 2020 2019 |
||
|---|---|---|---|---|---|
| £ | £ | £ £ |
|||
| Independent Examination fee | 750 | - | 750 750 |
||
| Accountancy, bookkeeping and | payroll fees | 3,600 | - | 3,600 3,600 |
|
| Trustee expenses and other governance costs | - | - | - - |
||
| 4,350 | - | 4,350 4,350 |
|||
| 5.Staff costs and key management | personnel | ||||
| 2021 | 2020 | ||||
| £ | £ | ||||
| Wages and salaries Social security costs |
122,358 6,017 |
118,248 6,646 |
No employees’ emoluments exceeded £60,000 in the period. |
||
| Pension costs (see note 15) | 2,862 | 3,664 | Key management personnel of the | ||
| Staff travel and subsistence | - | 821 | charity comprise the trustees and | ||
| 131,237 | 129,379 | the Chief Executive Officer. | |||
| The average number of | 4.4 | 4.2 | The total employee benefits of the key management personnel were |
||
| employees is as follows: | £31,907 (2020: £35,385). |
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6.Trustees emoluments and related party transactions
No trustees were reimbursed for any expenses (2020: nil). No trustees received any remuneration (2020: nil). There were no related party transactions (2020: nil).
7. Tangible fixed assets
| Leasehold | buildings | Equipment | Total cost |
|---|---|---|---|
| £ | £ | £ | |
| Cost | |||
| Cost at 1 April 2020 | 221,620 | 9,387 | 231,007 |
| Additions | - | 3,806 | 3,806 |
| Disposals | - | - | - |
| At 31 March 2021 | 221,620 | 13,193 | 234,813 |
| Depreciation | |||
| At 1 April 2020 | 159,568 | 8,011 | 167,579 |
| Charge for the period | 8,865 | 1,639 | 10,504 |
| Disposals | - | - | - |
| At 31 March 2021 | 168,433 | 9,650 | 178,083 |
| Net book value | |||
| At 31 March 2021 | 53,187 | 3,543 | 56,730 |
| At 31 March 2020 | 62,052 | 1,376 | 63,428 |
| 41 | |||
| - |
8. Debtors
| 8. Detors | 2021 | 2020 | ||
|---|---|---|---|---|
| £ | £ | |||
| Trade debtors | 2,380 | 848 | ||
| Prepayment and accrued income | - | - | ||
| Other debtors | 11,226 | 6,407 | ||
| 13,606 | 7,255 | |||
| Less: provision for doubtful debts | -500 | -500 | ||
| 13,106 | 6,755 | |||
| 9.Creditors: amounts falling due within one year | ||||
| 2021 | 2020 | |||
| £ | £ | |||
| Trade creditors | 1,682 | 16,833 | ||
| Accruals | 3,150 | 28,828 | ||
| Deferred income |
336,687 | - | ||
| Other taxes and social security | 2,839 | 2,763 | ||
| Other creditors | 413 | 553 | ||
| 344,771 | 48,977 | 42 |
10. Restricted funds
| Balance at 31 | Balance at 31 | Transfer (to) / from | Balance at 31 | ||
|---|---|---|---|---|---|
| March 2020 | Income | Expenditure | unrestricted funds | March 2021 | |
| £ | £ | £ | £ | £ | |
| Capital grant | 62,050 | - | - 8,865 | - | 53,185 |
| ESF – grant management | 920 | - | - | - | 920 |
| Community Ambassadors | 385 | - | - | - | 385 |
| MAD week | 2,570 | - | - | - | 2,570 |
| NHS | - 27 | - | - | - | - 27 |
| OCC CC | 153 | 525 | - 525 | - | 153 |
| VCS Alliance | - 9 | 7,950 | - 7,950 | 9 | - |
| 66,042 | 8,475 | -17,340 | 9 | 57,186 |
Notes on restricted funds
Capital Grant
This represents the net book value of the charity’s leasehold buildings (see note 7)
European Social Fund – Management
The funding received provided all the back up support for the administration of the grants allocated to organisations directly from Surrey Community Action, including administration, contract monitoring, resources, staff time and expenses and organisational overheads.
Community Ambassadors
This fund is for expenses for the Community Ambassadors, who are OCVA’s volunteers. NHS
Integrated Care System (ICS) Leadership Programme working with Voluntary, Community and Social Enterprise groups (VCSE) to develop the contribution that the voluntary sector and volunteering can have on health services.
OCC CC
Oxfordshire County Council Funding to support training for Children and Family Centres. VCS Alliance Oxfordshire County Council Funding to support development of the work related to the formation of a VCS Alliance for Oxfordshire. 43
11. Designated funds
| Balance at | Income | Expenditure | Transfer (to) / from | Balance at 31 | |
|---|---|---|---|---|---|
| 31 March 2020 | unrestricted funds | March 2021 | |||
| £ | £ | £ | £ | £ | |
| Staff contingency fund | 20,000 | - | - | - | 20,000 |
| Training fund | 5,819 | - | - 2,400 | - | 3,419 |
| Buildings contingency reserve | 40,000 | - | - | - | 40,000 |
| Contingency reserve | 20,000 | - | - | - | 20,000 |
| 85,819 | - | -2,400 | - | 83,419 |
The Staff contingency fund was set up to cover the estimated redundancy and winding up costs which would be required to be paid if the company were to cease its activities or have its funding withdrawn.
The Training fund is to cover delivery of this service in the next financial year. Plans are underway to effectively use this to the benefit of the sector. The Buildings contingency fund is held against repairs to the premises. This amount remains the same as the previous year, given the age of the buildings, which the charity has now occupied for a number of years. The Contingency reserve is to protect the organisation against predicted reductions in funding.
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12. Unrestricted funds
Balance at Income Expenditure Transfer (to) / from Balance at 31 31 March 2020 unrestricted funds March 2021 £ £ £ £ £ Designated funds 85,819 - - 2,400 - 83,419 General unrestricted funds 29,806 232,516 - 228,392 - 9 33,921 115,625 232,516 - 230,792 - 9 117,340 13. Analysis of net assets between funds Restricted Unrestricted Total cost £ £ £ Fixed assets 53,186 3,544 56,730 Net current assets 4,000 113,796 117,796 57,186 117,340 174,526
13. Analysis of net assets between funds
14. Pension funds
The charity made employer contributions to a defined contribution scheme totalling £2,862 (2020: £3,664). Outstanding employer contributions payable at the year end were £413 (2020: £553).
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OCVA Member Organisations as at March 2021
13th Theatre Company Abbeyfield Oxford Society Ltd Abingdon Breakaway Club Abingdon Carousel Abingdon Good Neighbour Scheme Abingdon Green Gym Abingdon Music Festival Association ACE Training & Consultancy Ltd ADHD Oxfordshire Aesop Arts and Society Ltd African Families in the UK (AFiUK) CIC Against Breast Cancer Age UK Oxfordshire Agnes Smith Advice Centre Archway Foundation Asian Cultural Centre Aspire Oxfordshire Community Enterprise Limited Assisted Reading for Children Asylum Welcome Banburyshire Citizen Project Barnes Memorial Trust and Hall Beacon Centre Be Free Young Carers Bicester Green Blackbird Leys Adventure Playground Bookfeast BORIEN EDUCATIONAL FOUNDATION FOR SOUTHERN AFRICA (BEFSA) Bridewell Organic Gardens Bullingdon Community Centre
Charlbury Day Centre Charity Mentors Oxfordshire Cherwell Theatre Company CHF Oxford Chinnor Good Neighbours Scheme Chinta Kallie
Chipping Norton Green Gym Church Cowley St James Primary School Citizens Advice NOSN Citizens Advice West Oxfordshire Clear Sky Children’s Charity Climate Outreach Cllr Timothy Hallchurch, MBE Cluster Care Day Centre Cluster Care Group Combe Mill Society Community First Oxfordshire (CFO) Connection Oxford Contented Dementia Trust Court Place Farm Allotment Association Cowley Road Works Creative Dementia Arts Network Crisis Skylight Oxford Cutteslowe Community Association David Agnew Daybreak Oxford Dean Court Community Association Deddington Windmill Community Centre Ltd Didcot, Abingdon & Wantage Talking Newspaper (DAWN)
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OCVA Member Organisations as at March 2021
Didcot Railway Centre Didcot Volunteer Centre Donnington Doorstep Dorchester Abbey Dovecote Voluntary Parent Committee Earth Trust East Oxford Good Neighbour Scheme EMBS Emmaus Employment Action Group Enrych Oxfordshire Eynsham Day Centre FairPlay Fairtrade at St Michael’s Family Links Fellowship Educational Society Fernham Village Trust Film Oxford Fleet Meadow Community Association Flexicare Flo’s – The Place in the Park FND Hope UK Footsteps Centre / Foundation Friends of Hook Norton Community Library Full Circle Global Canopy Good Food Oxford Grove Day Centre for the Elderly Guideposts Trust Ltd
Harwell Village Hall Health Watch Oxfordshire Healthy Abingdon Helen & Douglas House Hill End Centre Hinksey Sculling School Ltd Homeless Oxfordshire Home-Start Banbury & Chipping Norton Home-Start Oxford
Home-Start Southern Oxfordshire Island Farm Donkey Sanctuary JACARI Jennings John McLaughlin Katharine House Hospice Kidlington & District Information Centre Kiera Bentley-Mouat Kingwood Leys CDI Life at No.27 Ltd Making Families Count Mates N Dates Maureen Elliott Maymessy CIC MEET in Oxford MENCAP South Oxfordshire Montala Ltd Museums Volunteers Service Nai’s House
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OCVA Member Organisations as at March 2021
Nomad Youth & Community Project North East Abingdon Community Association Nuneham Courtenay Sports & Playing Fields Association OASIS One-Eighty Open Door OSWA OVADA Oxfordshire Visual Arts Development Agency Oxford Afghan Community Oxford Against Cutting Oxford & District Mencap Oxford Citizens Advice Bureau Oxford Civic Society Oxford Diocesan Council for the Deaf and Hard of Hearing Oxford Friend, LGBT Helpline Oxford Hindu Temple and Community Centre Project Oxford International Women’s Festival Oxford Nepalese Society Oxford Office Furniture Oxford Poetry Library Oxford Quakers Oxford Ramallah Friendship Association Oxford Sea Cadets Oxford Swahili Community Oxford Swans – Swimming Club for Disabled People Oxford United in the Community Oxford Wood Recycling Oxfordshire Association for the Blind Oxfordshire Breastfeeding Support
Oxfordshire Chinese Community and Advice Centre Oxfordshire Community Foundation Oxfordshire Community Land Trust Ltd Oxfordshire Credit Union Oxfordshire Family Support Network Oxfordshire M.E. Group for Action Oxfordshire MIND
Oxfordshire Multiple Sclerosis Therapy Centre Oxfordshire NPC Group Oxfordshire Outdoor Learning Trust Oxfordshire Parenting Forum Oxfordshire Play Association Oxfordshire Playing Fields Association Oxfordshire Sexual Abuse & Rape Crisis Centre Oxfordshire South & Vale Citizens Advice OXNAV OXPIP OXTRAG OYAP Trust Paula Coutts Peeple Pendon Museum Quest for Learning Rainbow House Project Red Kite Family Centre Reducing the Risk of Domestic Abuse Refugee Resource Regal Community Centre Relate
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OCVA Member Organisations as at March 2021
Resolve Mediation Berkshire and Oxfordshire Restore Rethink Mental Illness River Thame Conservation Trust Riverside Counselling Service Romy Briant Root & Branch Westmill Royal Voluntary Service Rt Revd Bishop Colin Fletcher SAFE! Sandford Talking Shop Ltd Sarah Buxton Shed Oxford SeeSaw Simon Payne Sinodun Players Six Counties Kidney Patients Association Sobell House Hospice Charity Ltd South Oxford Community Centre (and Association) South Stoke Community Shop Spelling Limited St Ethelwold’s Fellowship St Matthew’s Church Oxford Standlake Care Scheme Stroke Association Sunningwell School of Art Sunrise Multicultural Play Project Susan Ralphs Syrian Community in Oxford and Oxfordshire SYRCOX
Tandem Mental Health Befriending Tetsworth Memorial Hall Thame Barns Centre Thame Players Theatre Company Thame Town Council
The Abbey Sutton Courtenay The Centre for Sustainable Healthcare The Children’s Allotment The Chiltern Centre for Disabled Children The Chinnor Village Centre The Comfort Trust The Ethical Property Company The Fellowship of Reconciliation (England) The Florence Park Community Association The King’s Centre The Listening Centre The Maple Tree The North Wall Trust The Real Farming Trust The Valentine Club
The Village Hall, Littlemore The Wallingford Sports Trust The Ways & Means Trust Tim Stevenson
Thuppoko Thebe Limbu Society UK Thursday Lunch Club Trinity Learning UDAYAN Universify Education
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OCVA Member Organisations as at March 2021
Villager Community Bus Services Visit Banbury Community Interest Company Volunteer Link Up West Oxfordshire Wantage Independent Advice Centre We Own It Ltd (CIC) Wendy Spray Coaching Wesley Memorial Oxford Methodist Church West Ox Arts West Oxford Community Association Where The Fruit Is Wilts & Berks Canal Trust: West Vale Branch Witney and West Oxfordshire Foodbank Witney Buttercross Scout Group Witney Talking News Wolvercote Young People’s Club Word Fountain Christian Ministries Workers Educational Association Yellow Submarine Young Dementia UK Youth Challenge Oxfordshire (YoCO)
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