## **Trustees' Annual Report for the period**
Period start date Period end date 1 April 2019 31 March 2021
**From**
**To**
## Section A Reference and administration details
**Charity name** Coulsdon Community Centre Association **Other names charity is known by Registered charity number (if any)** 1117130 **Charity's principal address** Coulsdon Community Centre Chipstead Valley Road Coulsdon, Surrey. **Postcode CR5 3BE**
## **Names of the charity trustees who manage the charity**
**----- Start of picture text -----**
Name of person (or body)
Dates acted if not for
Trustee name Office (if any) entitled to appoint trustee
whole year
(if any)
Richard Lloyd Chair
1 The AGM of the
association
2 Paul Ford
3 Steve North
4
5
6
7
8
9
10
11
12
13
14
15
16
17
**----- End of picture text -----**
## **Names of the trustees for the charity, if any, (for example, any custodian trustees)**
**Name Dates acted if not for whole year**
**April 2009**
**TAR**
1
**Names and addresses of advisers (Optional information) Type of adviser Name Address**
## **Name of chief executive or names of senior staff members (Optional information)**
Janice Pratley, part-time administrator, Coulsdon Community Centre
## **Section B Structure, governance and management**
## **Description of the charity’s trusts**
Type of governing document
Constitution
- (eg. trust deed, constitution)
Association How the charity is constituted
(eg. trust, association, company)
Elected by Annual General Meeting of the Association Trustee selection methods
- (eg. appointed by, elected by)
## **Additional governance issues (Optional information)**
You **may choose** to include additional information, where relevant, about:
- policies and procedures adopted for the induction and training of trustees;
- the charity’s organisational structure and any wider network with which the charity works;
- relationship with any related parties;
- trustees’ consideration of major risks and the system and procedures to manage them.
## **Section C Objectives and activities**
**April 2009**
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2
## **Summary of the objects of the charity set out in its governing document**
Coulsdon Community Centre Association exists to manage the buildings and facilities of Coulsdon Community Centre for purposes of education, training, sport, recreation, arts, culture and community development.
Provision, management and development of good quality and flexible facilities for use by local community groups for arts, sport, educational and social activities
**Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)**
## **Additional details of objectives and activities (Optional information)**
**April 2009**
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3
The association is managed by volunteers, principally by the three trustees, supported by other elected committee members. And with the support of a paid part-time administrator who also manages the day-to-day affairs of the community centre related to lettings, cleaning, maintenance, utilities, accounts and so on.
You **may choose** to include further statements, where relevant, about:
- policy on grantmaking;
- policy programme related investment;
- contribution made by volunteers.
Section D Achievements and performance
**April 2009**
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Section D Achievements and performance
**Summary of the main achievements of the charity during the year**
Unfortunately, for almost the entire financial year 2020/21, the Centre was partially or entirely closed due to the Covid-19 pandemic and its attendant lockdowns and restrictions. The year involved putting in place a great many measures relating to enhanced cleaning, sanitation and social distancing. And a programme of continual communication with all our user groups, trying to help them negotiate the ever-changing government rules and regulations relating to the pandemic – in particular, understanding which activities and groups were allowed to continue and in what form, and which were not. Eight months on from the end of the 2020/21 financial year, we’ve managed to get the Centre back up and running to something resembling its previous capacity – although some groups and individuals were, alas, lost along the way, and have not returned. We have however picked up a couple of new user groups, and party and event bookings have sky rocketed since the end of lockdowns.
Despite the significant hit to the Centre’s income from the collapse of lettings (and credits issued to regular hirers who had paid in advance), accessing Government Covid grants to the tune of £15K helped offset the damage to a large degree. These have helped the Association weather the storm on a more or less even keel – in part because, with only skeleton usage of the Centre, cleaning, utilities and admin costs were commensurately reduced.
Meanwhile, the planned relocation of the Centre - a process that’s taken five years of hard work and negotiations - also ended in disappointment. Following the demise of the council’s development company, Brick by Brick Ltd, the council at first indicated its intention to press ahead with the relocation of the community centre to the Malcolm Road site. But over the last several months it has emerged that the site is now going to be sold to the NHS as a dialysis centre, and the likelihood appears to be that the community centre will remain where it is, with the promise of a new long lease being granted. Assurances have been given that there is no intention of trying to get rid of the community centre - and thankfully we have a degree of legal protection, with almost 5 years remaining on our existing lease. At the time of writing, the situation remains fluid, so we will see how events finally play out. The current trustees continue to work very hard behind the scenes with the council and with our local councillors to achieve clarity and ensure a positive outcome for the Centre and all its users.
The council’s dire financial situation has meant that many essential maintenance issues and repairs have not taken place, although after a great deal of badgering, some work has finally taken place to address the ingress of damp to the upper southwest corner of the building (causing unsightly erupting décor at
**April 2009**
**TAR**
5
## Section D Achievements and performance
the southern end of the upstairs hall and stairwell). The council failed however, to repair / replace multiple doors throughout the building, damaged by a series of break-ins at the end of 2019. The Association therefore paid directly for these doors to be repaired and / or replaced.
The council’s financial meltdown has also meant the withdrawal of the £10K annual rent subsidy, which will provide an additional financial challenge for the years ahead.
## **Section E Financial review**
**April 2009**
**TAR**
6
## **Brief statement of the charity’s policy on reserves**
The Association operates a modest reserve account. Monies from this account are periodically used to fund improvement projects agreed by the general committee of the Association. Given the uncertain economic times however, high fluctuations in utility prices, our liabilities for redecoration under the terms of our lease, and the varying nature of our income, based on hire charges for the Centre (which cannot be guaranteed) we are planning to continue ringfencing a significant operational reserve against contingencies.
The amount will be agreed and reviewed quarterly by the general committee of the Association.
**Details of any funds materially in deficit**
None
## **Further financial review details (Optional information)**
You **may choose** to include additional information, where relevant about:
- the charity’s principal sources of funds (including any fundraising);
- how expenditure has supported the key objectives of the charity;
- investment policy and objectives including any ethical investment policy adopted.
## **Section F Other optional information**
## **Section G Declaration**
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
**Signature(s)** Richard Lloyd **Full name(s)** Richard Lloyd **Position (eg Secretary,** Chairman and Trustee **Chair, etc) Date** 03 January 2022
**April 2009**
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## **Balance Coulsdon Community Centre Sheet**
## **Year Ended 31 March 2021**
|**21**||
|---|---|
|Current account
Reserve account
Petty cash
Opening reserves
Surplus for the year
Closing reserves|**03/31/2021 03/31/2020**
54,713.55
43,242.10
72,410.51
72,285.53
40.14
40.14|
||127,164.20
115,567.77|
||115,567.77
102,765.54
11,596.43
12,802.23|
||127,164.20
115,567.77|
**Coulsdon Community Centre Year ended 31 March 2021 Income and Expense Account**
## **Income**
Letting Fees - regular Letting fees - one offs Bank Interest Grant covid Grant rent
## **Expenses**
Caretaking/ Cleaning Rent Net admin Gas Electricity Water Rates Insurance Postage &Stationery Refuse Consumables Equipment / furnishings Broadband Repairs and decoration Repairs to double glazing Gardening Website Licences Covid signage etc Keys Refunds Sundries
## **Surplus after operating costs**
|**Year ended**|**31**|**March**||**Year ended**||
|---|---|---|---|---|---|
|**2021**||||**310320**||
|||26,929.96||54,972.00||
|||||1,747.50||
|||124.98||433.22||
|||15,286.00||||
|||10,000.00||10,000.00||
||||52,340.94||67,152.72|
|||7,806.81||14,076.93||
|||10,000.00||10,000.00||
|||5,423.62||9,956.95||
|||4,307.86||4,309.77||
|||3,634.09||4,603.54||
|||-2,700.00||3,298.14||
|||382.29||375.2||
|||324.96||8.72||
|||1,866.52||1,902.34||
|||1,419.56||1,506.13||
|||246.69||477.15||
|||416.56||391.56||
|||2,065.93||2,453.95||
|||2,972.40||||
|||722.5||315||
|||256||256||
|||74.99||69.99||
|||562.86||||
|||170||||
|||362.5||||
|||428.37|40,744.51|349.12|54,350.49|
||||11,596.43||12,802.23|
(HARIIY
Independent examinerfs report on the
accounts
Section A
Independent Examiner's Report
Report to the trusteesl Coulsdon Community Centre Association
mombors of
On accounts for the y•ar . 31 March 2021
•nd•d
Charity no
(if any)
1117130
Set out on pages
No additional sheets
IP.hr lii inrllidp. thp rnimhprq nl Alet8
Respectlve The charity's trustees consider that an audit is not required for this year
responsibilities of (under section 43(2) of the Charities Act 1993 (the Act).as amended by 5.28
trustees and examiner of the Chariiies Aci 26) and that an independent examination is needed.
It is my responsibility to:
examin8 the accounts (under seLlion 43 of Ihe Act, as amended).
to follow the wocedLKes laid down in the General Directions given by the
Charity Commission (under se(*on 43(7Xb) of the Act. as amended).
and
to state whether particular matters have come to my attention.
Basis of indepondont My examination carried out in accordancAg With General Dire¢tions given
examIne5 statement by the Charity Commission. An examination includes a review of the
accounting records kept by the charity and a comparison of Ihe acrnunts
presented wth those records. It also indudes consideration of any unusual
items or disclosures in the accounts. and seeking explanations from the
trustees conmIng any such matters. The procedur8s undertaken do not
provide all the evidence that would b8 required in an athlit. and
consequentty I do not express an alIt opinion on the accounts.
Independent In the course of my examination. Th) matter has come to my attention
examiner's statement 1. vthich gives me reasonable cause to believe that in. any material réspect.
the trustees have nol met the requirements to ensure that..
proper accounting records are kept (in accordance ¥th section 41 of
the Act); and
accounls are prepared vthich agree with the accounting records and
comply with Ihe accounting requirements of the Act: or
2. to which. in my opinion. attentNJn should be dravm in order to enable a
proper understanding of the accounts to be reached.
' Pleas8 delete the wLYds in the brackats rfthay do not apply.
Signed:
3011112021
Name:
Catherine Vines
Relevant professional
qualIfi&lOn{s) or body
{If any):
Institute of Chartered Accountants EnglaTrJ and WaS (9136617}
Address:
5 Mariette Way
wallitOn Surrey SM6 9NL
IER
April 2007
Section B
Disclosure
Only complete if the examiner needs to hhlIght material problems.
Glvè here brlef dètalls of
any Items that the
oxamlner wlshes to
dlsclose.
IER
Aprfl 2007