CHAIRMAN’S REPORT
What a year that we had! No one expected the year from March 2020 to April 2021 to be one of a Covid Pandemic.
This affected everyone throughout the World and we did not escape the issues that it through up?
What did it mean to the running of Hayle Youth Project?
We had to rethink everything we did to comply with the measures that was brought in to protect the population of the Country and the South West.
For the Youth Project team they had to react in a new way and new procedures had to be put in place to protect themselves and those they supported the young people of the Community.
One to one sessions had to be stopped, the use of the internet and telephone became the normal way of supporting individuals, those who lived closer to the Centre we catered for by an early breakfast club where they collected food parcels from outside the centre complying with all the Covid rules. This was much appreciated by those who received them several times a week. Thanks must go to all staff that put themselves out to make this happen.
The team worked brilliantly throughout the year and we were able in certain cases offer Furlough through the Government scheme to Staff. This was appreciated by those who were able to take it.
The Team managed to support numerous young people who were feeling the extra pressure put on them with home schooling and the fear of the pandemic.
The manager’s report will cover many of the issues raised by the pandemic and the response that was required by the team to support and help the young people.
The project continued to fund raise and was able to get grants in respect of the Covid crisis, this help to provide extra support to those affected.
We must thank Steve Potts and members of the team who spent many hours compiling the grant documents which were successful.
Admin continued throughout the year and thanks must go to Alisha who provided an excellent service where we continued to update Policies and Procedures as well as in cases implementing aspects of the Organisational review.
Finally the last year has shown that our team have met all the challenges that they have been faced with and have continued to provide a fantastic service to all the young people in their charge.
This is not to forget all the members of the Committee who have given up their time in difficulties that no one expected or anticipated to support the Project in numerous ways.
David Raymer Chairman Hayle Youth Project November 2021
PROJECT MANAGER’S REPORT
Covid- 19 had a massive impact on HYP shaping the way we delivered our programmes, rewriting policy/procedures and risk assessments, purchasing new equipment, staffing, and enabling HYP to find new ways of working. The only thing it didn’t impact on was the team’s determination to continue to provide young people with a service that was safe and relevant.
HYP Management responded to covid- 19, lockdown and government guidelines by equipping all staff with laptops, mobile phones, laptop bags and the appropriate software to enable the whole team to work from home within GDPR guidelines and HYP Risk Assessments. It was also a time of uncertainty for everyone, and it soon became apparent that we needed to have a safe space for the team to meet, talk and reflect. In response to this we set up two weekly meetings, one formal and the other informal. The first meeting was focused on HYP services and the young people we were working with, and the second meeting was an opportunity to talk about anything that affected us in a friendly confidential space. These weekly meetings played a vital part in keeping the teams morale and motivation at healthy levels and ensuring that no signs of any team member needing extra support were missed. Dai and I offered six weekly supervision sessions to the team via zoom or telephone.
Lockdown created time for some of the action points that were identified in the Organisational Review to be addressed. Alisha started to put together an induction pack for paid members of staff. Dai and I worked closely with Tristan, Joy Moore and Gary Anderson reviewing all HYP policies/procedures, updating them, identifying gaps and sourcing or writing new policies where needed.
HYP continued to work with young people during lockdown we offered one-to-one mentoring over the phone, zoom or if they were significant safeguarding concerns one-to-one work took place in person outside and socially distanced. We offered welfare checks and continued to offer breakfast club outside socially distanced or take away. When Government guidelines permitted, we ran small outside youth groups and started to run the Holliday Activities programme again. The team delivered wellness boxes to young people that we knew were struggling physically and mentally during lockdown they contained reading books, art and crafts, food, games, and advice for keeping well and safe during lockdown. The boxes were well received and reminded the young people that someone was thinking about them and cared for them.
Lockdown really highlighted how important social media is and Alishia was tasked with the job of ensuring that the HYP Facebook Page, Instagram and the website were regularly updated with inspirational quotes & images, information on how to keep well and safe during the global pandemic, useful links, and other information. It was also a key tool for keeping parents, carers and young people informed of any changes to HYP provision.
HYP made use of the Government furlough scheme at various points throughout the pandemic. Dai- Deputy Manager, myself and Tristan – Youth Worker were all furloughed saving HYP money and enabling us to focus on being parents and the commitments of the dreaded home-schooling!
As government restrictions eased HYP Management focused on supporting the team on making the transition from working at home to working back at HYP. We gradually increased it from one day a week in the office, to two days a week until everyone was then working all there hours from the centre. This worked well with the team feeling safe and supported.
Stephen Potts and I secured £248,959 in grant funding over 3 years through the National Lottery Reaching Communities programme just before the pandemic hit and we secured a grant from Cornwall Council to run the Breakfast Club.
In a report published (March 2020) by UK Youth it reveals the impact of the COVID-19 pandemic on youth services. The preliminary data shows that 64% of youth organisations are at risk of closure in the next 12 months. I am delighted to say that HYP does not fall into that 64% statistic. We have managed to stay finically secure during this difficult time, we have seen lockdown as an opportunity to address action points raised in the organisational review and the team supported each other when there was a lot of uncertainty and fear to face. Despite all of these challenges the HYP team continued to provide professional services to over 70 young people and provide 334 meals during this challenging time. I would like to take this opportunity to thank all of you as none of this would have been possible without the dedication and professionalism of a great team and Management Committee.
Jacqueline Hart Project Manager
– HYP Finance Report (April 2020 March 2021)
It was a difficult year for HYP due to the Covid-19 pandemic and we have seen a lot of changes during this financial year compared to the previous year. Full accounts have been prepared with a summary as follows.
Income Generation
Over the year we have seen a reduction in the income being generated through referrals and from the Centre building rent. Overall there was about 48% reduction income.
For the year ending March 2020
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➢ Programme delivery income was £ £41,775
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➢ Centre rental income was £2,080
For the year ending March 2021
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➢ Programme delivery income was £11,709
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➢ Centre rental income was £50
This reduction in income was in part offset through the Government’s Job Retention Scheme, bringing in £12,149 to cover staff salaries.
Grants
Over the year we saw a reduction in income through grants, although not as substantial as income generation with a reduction of around £15,000.
Just prior to the pandemic we were able to secure a new 3 year grant programme through the National Lottery Reaching Communities programme, with a grant from Cornwall Council to run the Breakfast Club being the main funds secured.
Expenditure
As with income there was a reduction in expenditure during the year, down from £138,356 (2019/20) to £103,852 (2020/21). This was mainly due to a reduction in costs for project related costs, staff travel costs and sessional worker costs.
Overall Summary
Despite the considerable reduction in income during the year, this was offset by the reduction in expenditure.
Overall, there was a surplus in funds of £13,372, which is very comparable to the previous financial year.
As we move forward, HYP remains in a reasonably good financial position. We have a further 2 years remaining on out Lottery grant and have secured further funding from other funders recently to cover any potential shortfall in the current / coming year.
HAYLE YOUTH PR JEcr STATEMENT OF FINANCIALACTIVITIES FOR THE YEAR ENDED 31 MARCH 2021 Restricted Funds Designated Funds Unrestricted Total Funds Funds 2021 2020 INCOMING RESOURCES Activities in the furtherance Of the charlty's objects.. 111426 2500 113926 128985 Grants & Donations 23996 23996 45176 Other Income Investment Income: Interest Receivable 33 33 69 TOTAL INCOMING RESOURCES 2 111426 26529 137955 174230 RESOURCES USED Costs of activities in furtherance of the Charity's objects: Direct Charitable Expenditure 103852 103852 138356 Other Expenditure- Fund-raisin& Publicity Management & Administration 3 Depreciation 6652 922 12832 325 19484 21091 1247 938 TOTAL RESOURCES EXPENDED 111426 13157 124583 160385 NET INCOMING RESOURCES FOR THE YEAR Before Transfers Transfer Between Funds NET MOVEMENT IN FUNDS 13372 13372 13845 13372 13372 13845 TOTAL FUNDS BROUGHT FORWARD 59833 59833 45988 TOTAL FUNDS CARRIED FORWARD 73205 73205 59833 Page I
HAYLE YOUTH PROJECT ST BALANCE SHEET AS AT 31 MARCH 2021 Restricted Funds Designated Funds Unrestricted Total Funds Funds 2021 2020 3179 2800 5979 4133 TANGIBLE FIXED ASSETS CURRENT ASSETS 614 614 549 Debtors Bank Deposits, Current Account Balance & Cash In Hand 4582 70686 75268 63756 7761 74100 8186168438 CREDITORS Amounts Falling due Within One Year Deferred Income 895 949 996 7707 7609 54 7707 7761 895 8656 8605 73205 73205 59833 NET ASSETS FUNDS (Per Schedule) Restricted Designated Unrestricted 73205 73205 59833 73205 73205 59833 Approved by the Trustees on Chairman of the Trustees Date Page 2
INDEPENDENT EXAMINERS REPORT TO THE TRUSTEES OF HAYLE YOUTH PROJECT We report on the accounts of the charity for the year ended 31" March 2021 which are set out on Pages I to 8. RESPECTIVE RESPONSIBILITIES OF TRusfEES AND EXAMINERS As the charity's trustees, you are responsible for the preparation of the accounts; you consider that the audit requirement of section 144 of the Charities Act 2011 Ithe Act) does not apply. It Is our responsibility to State, on the basis of procedures specified in the General Directions given by the Charity Commissioners under section 14515llbl of the Act, whether particular matters have come to our attention. BASIS OF INDEPENDENT EXAMINERS REPORT Our examination was carried out in accordance with the General Directions given by the Charity Commissioners. 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 disclosure in the accounts and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence required by an audit and consequently, we do not express an audit opinion on the view given by the accounts. INDEPENDENT EXAMINERS STATEMENT In connectlon with our examination, no matter has come to our attention; l. Whlch gives us reasonable cause to believe that in any material respect the requirement . to keeping accounting records in accordance with section 130 of the Act, and to prepare accounts which accord with the accounting records and to comply with the accountin8 requirements of the Act have not been met, or,. 2. To which, In our opinion, attentlon should be drawn in order to enable a proper understanding of the accounts to be reached. YOR BEGENT Chartered Accountants 13-15 Commercial Road Hayle Cornwall TR27 4DE 3, September 2021 Pa8e 3
HAYLE YOUTH PROJECT NOTESTOTHE FINANCIAL STATEMENTS ST FOR THE YEAR ENDED 31 MARCH 2021 I ACCOUNTING POLICIES Basis of Preparation These financial statements have been prepared under the historical cost convention and in accordance with applicable Accounting and Financial Reporting Standards and the Charities Statement of Recommended Practice 2015. Fund-Accounting Unrestricted funds are funds, which as such are available for use or retention at the discretion of the executive committee, In accordance with the Charitls Objects. Restricted funds are trust funds subject to specific restrictive conditions imposed as donors or by the declared purpose in appeals literature. Incoming Resources All income is accounted for on a receivable basis. Any general-purpose grants whose use is restricted by the grantor to some future accounting period are accounted for as deferred income until the restriction has been satisfied. Resources Expended All expenditure is accounted for on an accruals basis. Where incurred directly to further the Trust's Charitable Objects, it 15 shown under the heading of direct Charitsble expenditure. Depreciatlon of Fixed Assets Depreclation is provided for on Fixed Assets at IO% per annum on a straight line basis. Expenditure on smaller items is written off in the year incurred. Items acquired are normally quickly depreciating and this policy is deemed prudent by the executive committee. Capital Grants The Charity h35 not been in receipt of capital grants. Page 4
HAYLE YO TH PROJECT NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2021 Restricted Fund5 Designated Funds Unrestricted Funds Total Funds 2021 2020 INCOMING RESOURCES GRANTS & DONATIONS BLF- Reaching Communities ccc Elm Grant Trust Trysil Charity Barbara Ward Paphitis Trust Tudor Trust other Grants 92388 17538 1500 92388 90925 17538 25(Kl 1500 ioooo 5060 500 200CK) 25(X) 2500 111426 2500 113926 128985 OTHER INCOME Fees from School & Families Income From Centre HMRC-JRS Other Income 11709 50 12149 88 23996 11709 41618 50 2080 12149 88 1478 23996 45176 EXPENDITURE Direct Charitable Expenditure Staff Costs Project Related Expenses Consultancy Fees Project/Devèlopment Co-ordinator Minibus Expenses Travel & Miscellaneous Expenses Sessional Worker Costs 96582 97650 2410 10648 2812 5623 441 1136 834 8123 773 15176 103852 138356 103852 OTHER EXPENDITURE Organisational Review Miscellaneous Establishment Costs Administrative Cost5 Independent Examiner 1024 7799 10532 11085 8535 6CK) 61)0 19484 21091 6652 12832 Page 5
HAYLE YOUTH PROJECT NOTES TO THE FINANCIAL STATEMENTS 5T FOR THE YEAR ENDED 31 MARCH 2021 Restricted Funds Unrestricted Total Funds Fund5 2021 2020 DEBTORS Prepayment- Insurance Minibus Expenses 614 614 549 614 614 549 CREDITORS Telephorie/Broadband Hayle Town Youth Club Payroll Services Accountancy 172 172 54 123 600 949 246 54 96 6110 996 123 6(N) 895 54 Opening Deferred Income Received Closing Deferred Income Allocated MOVEMENTOF RESTRICTED FUNDS Restricted BLF Reaching Communities ccc Elm Grant Trust 7609 92486 17538 1500 111524 7707 92388 17538 1500 111426 7609 7707 Page 6
HAYLE YOUTH PROJECT NOTES TO THE FINANCIALSTATEMENTS ST FOR THEYEAR ENDED 31 MARCH 2021 CONTINUED Motor Vehicle Equipment Shed Total TANGIBLE FIXED ASSETS Cost as at 01104120 Additions During Year Cost as at 31103121 21830 8972 3093 12065 1700 32502 3093 35595 21830 171XJ Depreciation as at 01104120 Provided During Year Depreciation as at 31103121 21830 6029 1077 7106 510 170 28369 1247 29616 21830 Net Book Value as at 31103121 4959 5979 Net Book Value as at 01104120 2943 1190 4133 Page 7
HAYLE YOUTH PROJECT INCOME & EXPENDITURE ACCOUNT FOR THE YEAR ENDED ST I MARCH 2021 INCOME Grants= BLF Reaching Communities ccc Elm Grant Trust Other Grants 92388 17538 1500 25(J) 113926 OTHER INCOME Deposit Account Interest Fees From Schools & Families other Income Income From Centre HMRC-JRS 33 11709 88 50 12149 137955 Deduct.. EXPENDITURE Salaries & NIC Staff Training Payroll Services Sessional Worker Costs Telephone & Internet Project/Development Co-ordinator Insurance Project Related Expenses Minibus Expenses Young Persons Travel Computer Supplies, Sundry, PPS, PPE Etc. Centre Costs.. Utilities, Waste, Cleaning & Maintenance Accountancv Depreciation Marketing External Supervision Volunteer Costs 96326 256 979 773 1627 2812 2068 2410 441 834 1972 5731 6(X) 1247 6435 59 13 124583 EXCESS OF INCOME OVER EXPENDITURE FOR THE YEAR £13372 Page 8
INDEPENDENT EXAMINERS REPORT TO THETRU TEES OF HAYLE YOUTH PROJECT We report on the accounts of the charity ft>r the year ended 31. March 2021 whSch are set out on pages I to 8. RESP IVE RESPONSIBILMES OF TRUSTEES AND EXAMINERS As the charity's trustees. you are resp)nsible for the preparation of the accounts.. you consider that the audit requirement of section 144 of the Charities Act 2011 (the Act) does not apply. It 15 our responsibtlity to state, on the basis of procedures specified in the General Direction5 given by the Charity Commissioners under 5ectlon 14515llbl of the Act. whethef Particular matters have come to our attention. 8ASIS OF INDEPENDENT EXAMINERS REP RT Our èxamlnation was carried out in accordance with the General Directlons 8iven by the Charity Commissioners. An examlnation includes a review of ihe accountin8 records kept by the Charity and comparison of the accounts presented with those re¢ords. It also includes consideration o* anv ursusual iiems or disclosufe in the accounis and seekin8 explanations Irom you as trusiees concerning any such matiers. The procedures undertaken do not pfovlde all the evldence required by an audit and consequently, we do not express an audit opinion on the vlew 8iven by the accounts. INDEPENDENT E MINERS TATEMENT In ¢onnectlon wlth our examinJtb)n, no matter has come to our aiiention: l. Which 8lves us reasonable cause to belle¥e that In any material respect the rèqulrement io keeping accountln8 record5 in accordance with section 130 of the A¢1, and to prepare accounts which accord with the accounting records and to comply with the accountin8 requirement5 of the Act have not been met. or: 2. To whlch, In our oplnion. attention should be drawn in ordèr to ènable a Proper understanding of ihe accounts to be reached. RYOR 8EGENT Chartered Accouniants 13-15 Commercial Road Hayle Cornwall TR27 4DE 3, September 2021 Page 3