Trustees' Annual Report for the period Period start date Period end date 1 April 2022 31 March 2023 To
From
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
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 |
Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee(if any) |
|---|---|---|---|---|
| Richard Lloyd | Chair | The AGM of the association | ||
| Paul Ford | ||||
| Steve North | ||||
| Names of the trustees for the charity, if any, (for example, any custodian trustees) | ||||
| Name | Dates acted if not for wholeyear | |||
Names and addresses of advisers (Optional information)
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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
Constitution
Type of governing document (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. trust, association, company)
(eg. appointed by, elected by)
Additional governance issues (Optional information)
You may choose to include additional information, where relevant, about:
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policies and procedures adopted for the induction and training of trustees;
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the charity’s organisational structure and any wider network with which the charity works;
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relationship with any related parties;
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trustees’ consideration of major risks and the system and procedures to manage them.
Section C Objectives and activities
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.
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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)
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-today 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:
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policy on grantmaking;
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policy programme related investment;
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contribution made by volunteers.
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Section D Achievements and performance
| Summary of the main achievements of the charity during the year |
We’ve experienced a difficult year with huge jumps in utility and maintenance costs, and the withdrawal of the £10K annual rent subsidy thanks to Croydon Council’s dire financial situation. The increase in costs has resulted in a very small and much reduced operating surplus in Financial Year ending 31 March 2023, and is going to present significant financial challenge for the Centre in the year ahead, with a break-even position being the best we can hope for. We raised 2023 hire fees to all hirers in an attempt to attempt to offset the hit to our costs, and we will need to raise them again in 2024. In an attempt to further bear down on costs, following the installation of LED lighting throughout the building last year, we have also installed WiFi controlled smart radiator valves throughout the building. Unfortunately these have not proved effective to date and have caused a number of operational difficulties. We have had the upper hall south wall re-plastered and redecorated, following the completion of works by the Council to address the ingress of damp. Unfortunately, whilst the problem is better than it was, it is not completely solved, and we continue to work with the Council to try to get further remedial works carried out. Unfortunately, at the end of FY 2022/23 we had a night time break-in by vandals who caused a very significant amount of damage to many doors throughout the building. It has taken several months working with the Council and their contractors to get all the necessary repairs and replacements carried out, and some items are still outstanding. Despite these problems, our levels of usage remain good, and we saw a sizeable increase in both regular and occasional lettings fees in Financial Year ending 31 March 2023 – only in small part down to the increase in hire charges. We have also seen some improvement in utilisation of the upstairs hall over the last year, although we have lost one of our regular groups (pole fitness) who were using that space for classes. However, the Centre is well-used overall and our future looks fairly secure as we near the end of negotiations with Croydon Council on the terms of a new, 25- year lease to follow on from the expiry of our current lease in 2026. We look forward to better times ahead, with the new lease finalised, utility prices dropping back to more manageable levels, and the chance to finally pursue a programme of significant improvements to the Centre and its facilities. |
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Section E Financial review
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:
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the charity’s principal sources of funds (including any fundraising);
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how expenditure has supported the key objectives of the charity;
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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, Chair, Chairman and Trustee etc)
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Date 24 January 2024 TAR April 2009
Coulsdon Community Centre Association Reg No: 1117130 Receipts and Payments Y/e 31 March 2023
Unrestricted funds
| Unrestricted funds | |
|---|---|
| Receipts Lettings Grants Bank Interest Total Payments Rent Cleaning Water Rates Gas Electricity Admin Insurance Refuse Equipment Broadband Tree surgey Gardening Website Consumables Licences Plumbing services Locksmith Redevelopment plan Sundries Total Cash Funds 31/3/ 2022 Cash Funds This Yr/end Repairs and decoration Postage &Stationery Installation LED lighting Purchases Total Payments Net Receipts/(Payments) Total Receipts Asset and Investment Sales |
71,075.00 7,125.00 335.21 |
| 78,535.21 | |
| 78,535.21 | |
| 9,460.00 8,265.78 650.99 4,395.99 11,355.08 11,314.79 446.02 5,939.41 217.05 2,716.56 1,259.55 337.43 1,287.75 516.25 1,535.93 198.67 4,893.84 3,365.00 244.70 6,600.00 257.32 |
|
| 75,258.11 | |
| 75,258.11 | |
| 3,277.10 £164,515.40 |
|
| 167,792.50 |
Last year
£61,385.20 £30,875.00 11.33 £92,271.53 Nil £92,271.53
£10,000.00 £8,379.32 £486.70 £4,531.47 £5,967.45 £7,944.54 £394.88 £7,216.97 £130.06 £2,014.88 £244.77 £375.51 £1,728.00 £1,030.00 £286.80 £2,154.23 £276.04 £573.96 £443.50 £54,179.08 741.25 £54,920.33 £37,351.20 127,164.20 £164,515.40
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
| Report to the trustees/ members of On accounts for the year ended Set out on pages |
Coulsdon Community Centre Association | Coulsdon Community Centre Association | Coulsdon Community Centre Association |
|---|---|---|---|
| 31 March 2023 | Charity no (if any) |
1117130 | |
| No additional sheets (remember to include the page numbers of additional sheets) |
Respective 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 s.28 trustees and examiner of the Charities Act 2006) and that an independent examination is needed. It is my responsibility to:
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examine the accounts (under section 43 of the Act, as amended),
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• to follow the procedures laid down in the General Directions given by the Charity Commission (under section 43(7)(b) of the Act, as amended), and
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to state whether particular matters have come to my attention.
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Basis of independent My examination was carried out in accordance with General Directions given examiner’s statement 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 seeking explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently I do not express an audit opinion on the accounts.
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Independent In the course of my examination, no matter has come to my attention (other
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examiner's statement than that disclosed below *) 1. which gives me reasonable cause to believe that in, any material respect, the trustees have not met the requirements to ensure that:
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proper accounting records are kept (in accordance with section 41 of the Act); and
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accounts are prepared which agree with the accounting records and comply with the accounting requirements of the Act; or
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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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Please delete the words in the brackets if they do not apply.
| Signed: Name: Relevant professional qualification(s) or body (if any): Address: |
CAVines | 22 January 2024 |
|---|---|---|
| Catherine Vines | ||
| Institute of Chartered Accountants England and Wales | 9136617 | |
| 5 Mariette Way Wallington Surrey SM6 9NL | ||
IER
April 2007
1
Section B Disclosure
Only complete if the examiner needs to highlight material problems.
Give here brief details of any items that the examiner wishes to disclose .
IER
April 2007
2