Trustees' Annual Report for the period
Period start date Period end date 1[st] January 2021 31[st] December 2021 To
From
Section A Reference and administration details
Charity name CRICKLADE OPEN DOOR
Other names charity is known by Registered charity number (if any) 1124700
Charity's principal address
JENNER HALL BATH ROAD CRICKLADE Postcode SN6 6AX
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 18 19 20 |
Trustee name | Office (if any) | Dates acted if not for whole **year ** |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|---|
| Pamela Cowler | Annual General Meeting | |||
| Helen Dixon | Vice Chairperson | Annual General Meeting | ||
| Adina Grace | Chairperson | Annual General Meeting | ||
| Yvonne Hill | Trustee | 7/9/2021 to 31/12/2021 | Annual General Meeting | |
| Robert Jones | Annual General Meeting | |||
| Yvonne Keeble | Minutes Secretary | Annual General Meeting | ||
| David Tetlow | Treasurer | Annual General Meeting | ||
Names of the trustees for the charity, if any, (for example, any custodian trustees)
Name Dates acted if not for whole year
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Names and addresses of advisers (Optional information)
Type of adviser Name Address
Name of chief executive or names of senior staff members (Optional information)
Staff members: Janet Aylward (Co-ordinator) & Chris Archer (Co-ordinator)
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 EACH YEAR AT THE ANNUAL GENERAL MEETING BY THE Trustee selection methods MEMBERSHIP.
(eg. appointed by, elected by)
Additional governance issues (Optional information)
You may choose to include additional information, where relevant, about:
See the Chairperson’s report and Treasurer’s commentary, attached to this document, for any details.
-
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
The relief of the elderly, disabled, and/or vulnerable adults in any manner which now is or hereinafter may be deemed by law to be charitable, including the provision of minibus transport services to those that are predominantly disabled or ill, and in particular to provide or assist in the provision of day service facilities for the residents of Cricklade and the surrounding areas who have need of such facilities by reason of their age, disability, and/or vulnerability with the object of improving their conditions of life and promoting social inclusion
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In carrying out their duties the Trustees have had regard to the guidance issued by the Charity Commission on public benefit.
See the Chairperson’s report and Treasurer’s commentary, attached to this document, for further details.
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)
See the Chairperson’s report and Treasurer’s commentary, attached to this document, for any details.
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 See the Chairperson’s report and Treasurer’s commentary, attached to achievements of the charity this document, for any details. during the year
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Section E Financial review
The charity has set aside designated reserves for
Brief statement of the • Closure Reserve charity’s policy on reserves • Unforeseen Operational Costs • Potential Loss of Income • Minibus Replacement This policy was established in early 2019 and the amounts are reviewed by the Trustees annually. The remaining funds are the Charity’s working capital, which, during the ordinary course of events, we would not expect to exceed 50% of our annual turnover.
Details of any funds materially in deficit
None
Further financial review details (Optional information)
You may choose to include additional information, where relevant about:
See the Chairperson’s report, attached to this document, for any details.
-
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
None
Section G Declaration
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signature(s) Adina E Grace David N Tetlow Full name(s) ADINA ELIZABETH GRACE DAVID NIGEL TETLOW Position (eg Secretary, Chair, etc)[CHAIRPERSON ] TREASURER Date 26/3/2022
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Cricklade Open Door Chair’s Report 2022
Thank you all for coming today, it doesn’t seem five minutes ago since we had our last AGM in September last year. This is my fifth year as chair I am not sure where the years go. Please do shout if you have had enough of me after all this time!
We held a big celebration to mark the reopening of Cricklade Open Door at the beginning of August last year which was well attended, more than well attended when I came the hall was full and really buzzing demonstrating just how much Open Door had been missed by our members. At that point had we had 43 returning members, since then we have gained 21 new members. This is a testament to the varied, stimulating and life enhancing programme Open Door provides and how the people of Cricklade view Open Door. Please continue spreading the word of just what a good experience Open Door is.
Since August our members have enjoyed a varied and interesting programme, the usual activities have resumed, games in the mornings, knitting group on a Monday morning, bingo on a Thursday afternoon and a hot lunch on each of the days we are open.
A new session that began was seated exercise classes this has proved very popular with our members and musically there was a Music and Mirth Old Time Musical Afternoon, 60’s Music Morning, from Wiltshire Music Centre, Revd Shirley Danby visited with handbells, Music and Mirth Christmas Show and a harpist, from the Wiltshire Music Centre.
As usual food played a big part in the programme two lunches at Jicsaw Thai Restaurant, Christmas Lunch at The White Hart, Christmas Tea Party with ‘in house’ entertainment, a Valentine Tea Party and a Pancake Fun afternoon. Two more unusual events were the Coffee and Jigsaw Fundraising Morning and White Lodge Care Home residents visited with ‘goodie’ bags.
I would like to thank Jan and Chris for all the work they do throughout the year not just for the time they are actually in open Door but all the behind the scene work as well, especially when they provide lunches from our small kitchen.
Thank you to our fantastic volunteers without whom Open Door would be unable to function. Our drivers who bring our members to and from Open
Door and who willingly give up a whole day to drive and support our outings, and the volunteer who organises the driver’s rota not an easy task I can assure you. A special mention here to Jonathon Hill in his new role as minibus manager and who has spent a great of time in sourcing a new minibus for us, of which more later. We also have amazing team of escorts who assist on the minibus.
Now to the committed volunteers who, by coming to Open Door every week, ensure that you all have an enjoyable time here. The list of tasks undertaken by them is endless, supporting Jan and Chris, cooking, playing games, chatting and joining in activities, the list goes on and on. The amount of volunteer hours given to Open Door between August and December is 1535.5 hours. Thank you one and all.
I would like to thank my fellow trustees for their support and understanding during the past year. To David for his grasp of the finances and meticulous accounts, to Yvonne our minutes secretary, to Bob for his excellent advice on all matters relating to health and safety and ensuring our members and volunteers have a safe environment. Helen for being my vice chair and sounding board, Pam Cowler who supports us all in any way she can and our new trustee Yvonne Hill who has been active behind the scenes but has not been visible for health reasons, we wish her well and look forward to her return in the very near future.
Last but not least thank you, to you our delightful members who make all that we do so worthwhile. Your participation in events and fund-raising activities is much appreciated. We welcome your feedback and ideas and from what you are saying we seem to be on the right track, so please keep coming and tell your friends about us as well.
As to the coming year there is good news and not so good news. The not so good news is that Wiltshire Council have halved our grant for 2022-23 and ending it completely at the end of March 2023. We are in discussion with Wiltshire Council about alternative sources of funding but whatever the outcome Cricklade Open Door will survive. We have been fortunate to receive grants over the years from other sources and we continue to receive support from local businesses and the residents of Cricklade. Open Door is a true community facility and appreciated by the community and you the members
The good news we have placed an order for a brand-new minibus with money left to us in a legacy, this should be with us by the middle of April. Because it is brand spanking new, we have been able to make
adaptations specific to our member’s needs which is a huge bonus. It will be more reliable, no tail lift problems or side step issues marvellous!! The bus will have a name “The Martin Read Minibus” with a duck motif in memory of Martin who was very fond of ducks.
Once again, my sincere thanks to everyone who makes Cricklade Open Door possible and the wonderful experience it is.
Adina Grace 18[th] March 2022
CRICKLADE OPEN DOOR ACCOUNTS – 2021
Overview
The first half of 2021 saw a continuation of the Covid-19 regulations that meant we were unable to provide a service to our members. However, the rules changed by the middle of the year, and we opened on 2[nd] August in a covid secure manner. So, like 2020, 2021 has been far from a “normal” year in financial terms, as will be seen from what follows.
The Open Door centre opened on only 59 occasions in 2021 i.e., three times a week from the beginning of August, when we recommenced our service, until the end of the year. We opened on 33 occasions in 2020, but 147 occasions in 2019, which is a better indicator of “normal” conditions.
Meals have been served on the majority, but not all, of the days we were open in 2021. The take up of meals continues to decline and the following graphs are informative:
Members were served with 482 meals in 2021, an average of 9.8 every day that meals were served, and the average is a 12.5% decrease on the previous year.
Being open for only 40% of our usual opening hours has meant a reduction in the income we receive from our core fundraising activities. Whilst we continued to focus on reducing our costs, some are not capable of being reduced (e.g., the minibus insurance cover, public liability, etc) and we were only able to continue employing our two members of staff through the generosity of the Government Coronavirus Job Retention Scheme. They nonetheless had to take a drop in income whilst they were on furlough. Wiltshire Council have also supported us with the continuation of their grant agreement from the Adult Care Commissioning team.
2021 Key Financial Performance Figures
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The Charity made an operating surplus of £10,942.19.
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The balance sheet correspondingly increased to £138,735.81.
-
We received 7 Government Job Retention Scheme grants from the Government during the year, that amounted to £5,894.55.
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We received a grant from Wiltshire Council’s Adult Care Commissioning team of £8,982.00.
-
Donations of £6,994.90 were 140% of target and a 31.2% increase on last year’s figure of £5,331.94.
-
The Minibus made an operating loss of £2,122.33.
Operating Surplus
Last year we ignored the grant from Wiltshire Council but as we have again received a grant in 2021 for the provision of our services, we have restated last year’s operating surplus to £11,303. To provide a better comparison to our results this year.
The following graph shows the Charity’s operating surplus over the last eight years.
Key contributors to our finances are the grants for which we apply and our core fundraising activities. The grants received in 2021 have been, as was the case in 2020, significant. They are much needed and appreciated at this time of crisis, and without which we would have been reporting an operating loss.
Our core fundraising activities include the money we raise from providing refreshments, raffles, bingo, bonus ball, book sales, quizzes and/or beetle drives and any other fund-raising activities such as a sales table. The following graph, despite lacking a legend, is informative and demonstrates the most important contributions (in order) continue to be refreshments, the weekly bonus ball, and raffles:
The amount raised from all our core fundraising activities was £2,592.79. The impact of only being open for 40% of our usual annual opening hours can clearly be seen.
Balance Sheet
Our balance sheet continues to grow:
The bulk of the funds (£132,966.46) are invested in a Lloyds Bank instant access deposit account, £70.00 is held as petty cash and the remainder is sat in a Lloyds Bank current account.
We have again reviewed our designated reserves. The reserve we put to one side should we ever have to close the service we provide has been increased to £3,250 (to meet our contractual liabilities). The other designated reserves have been held at their previous levels and will be reviewed again after we have purchased a replacement Minibus, planned for 2022. This means that our working capital has increased to a level that represents somewhere between six and twelve months anticipated expenditure.
Donations
This year we once again hit our donations target, which continues to be a creditable performance given the circumstances. We had 131 separate donations during 2021 compared to 116 from the previous year. This reflects the fact that we were open for more days. The corresponding figure for 2019 was 159.
In total £6,994.90 was donated to the Charity and this included a couple of larger donations - £1,404.00 from the Cricklade Open Gardens event, courtesy of Graham & Gloria Light, and £1,149.80 from the winding up of Cricklade Show. The remaining cash donations were well spread across a wide range of supporters. I should also mention that we are given many items that are of value, be they raffle prizes or more significant items like the kind donation of a flat screen TV and DVD player courtesy of Michael & Belinda Baverstock. We continue to write to personally thank each person who contributes £100 or more.
We currently have six regular standing orders for a total of £115 a month and a small one on an annual basis – the same as last year.
The Minibus
If we look at the Minibus income and expenditure items they are as follows:
| Minibus fares | £419 | Fuel | £327 | |
|---|---|---|---|---|
| Hiring charges | £0 | Minibus Insurance | £1,224 | |
| Fuel Duty Rebate | £348 | Maintenance Costs | £1,173 | |
| Road Tax | £165 | |||
| Income | £767 | Expenditure | £2,889 | |
| Minibus Operating Loss | £2,122 |
The minibus was bought in late 2012 and we have nine whole years of experience running the bus. During this time, the minibus has only made an operating surplus on two occasions and, on a cumulative basis, has been run at an operating loss. The average annual operating loss is £752 a year and the higher than average loss in 2020 and 2021 of £2,405 and £2,122 respectively is primarily down to the lack of income through being off the road during the pandemic.
The minibus was first registered on 26[th] August 2008 and is now over 13 years old and has been written off in terms of the balance sheet. A brand-new Vauxhall Movano 17-seater minibus currently costs around £47,500 plus VAT (we might not have to pay VAT). This includes all the options that we are likely to require.
2022 Budget
The Trustees have set a budget for next year, based on their best view of both income and expenditure against the background of a gradual recovery from the Covid-19 pandemic. The budget for 2022 shows a planned operating loss, which reflects increasing wage costs (driven by the continuing increase in the National Minimum Wage) and reduced attendance levels (as illustrated by the reducing number of meals served).
The planned operating loss is both a conservative estimate and a small fraction of our working capital.
David Tetlow Treasurer January 2022
CRICKLADE OPEN DOOR - ACCOUNTS
| Accounts period: 01/01/2021 to Revenue Account INCOME: Receipts Grants 14,876.55 £ Donations 6,994.90 £ Gift Aid 788.71 £ Interest on Savings 12.45 £ Meals 2,219.00 £ Refreshments 1,416.86 £ Raffles 457.30 £ Bingo 95.70 £ Bonus Ball 469.00 £ Book sales 85.95 £ Quizs/Beetle Drives 114.00 £ Sales Table/Other 271.50 £ Whist - £ Special Events - £ Minibus Fares 419.00 £ Minibus Hire Charges - £ Fuel Duty Rebate 347.96 £ Sundry Income 422.00 £ Total Income 28,990.88 £ Excess of Income over Expenditure |
31/12/2021 2021 Income Budget EXPENDITURE: Payments Expenditure Budget 14,876.55 £ 8,982 £ Co-ordinator Wages 11,673.35 £ 11,673.35 £ 13,400 £ 6,994.90 £ 5,000 £ Rent 1,330.00 £ 1,330.00 £ 5,250 £ 788.71 £ 460 £ CRB Checks - £ - £ 100 £ 12.45 £ 30 £ Volunteer costs 277.17 £ 277.17 £ 200 £ Training costs 120.00 £ 120.00 £ 250 £ 2,219.00 £ 9,500 £ Cost of Meals 395.65 £ 395.65 £ 8,550 £ 1,416.86 £ 4,000 £ Cost of refreshments 219.35 £ 219.35 £ 450 £ 457.30 £ 1,500 £ Raffle expenses - £ - £ 25 £ 95.70 £ 575 £ Bingo expenses 26.49 £ 26.49 £ 225 £ 469.00 £ 1,425 £ Quizs/Beetle Drives 42.33 £ 42.33 £ 170 £ 85.95 £ 300 £ Sales Table/Other 29.35 £ 29.35 £ 200 £ 114.00 £ 300 £ 271.50 £ 500 £ - £ Whist expenses - £ - £ 25 £ - £ Special Events 284.14 £ 284.14 £ 350 £ Grant expenditure - £ - £ Stationery 304.60 £ 304.60 £ 325 £ Kitchen Supplies 60.04 £ 60.04 £ 250 £ Telephone 84.00 £ 84.00 £ 125 £ Insurance 96.00 £ 96.00 £ 300 £ 419.00 £ 2,500 £ Minibus Insurance 1,223.75 £ 1,223.75 £ 1,200 £ - £ 650 £ Maintenance 1,173.04 £ 1,173.04 £ 1,600 £ 347.96 £ 350 £ Fuel 327.50 £ 327.50 £ 1,350 £ Road Tax 165.00 £ 165.00 £ 165 £ 422.00 £ Sundry Expenses 216.93 £ 216.93 £ 200 £ 28,990.88 £ 36,072 £ Total Expenditure 18,048.69 £ 18,048.69 £ 34,710 £ 10,942.19 £ 1,362 £ |
|---|---|
Charity Reg No. 1124700
CRICKLADE OPEN DOOR - ACCOUNTS
| Balance Sheet b/f | £ | 127,793.62 |
as at | 01/01/2021 | 01/01/2021 | Balance Sheet c/f | £ | 138,735.81 |
as at | 31/12/2021 | 31/12/2021 | 2021 | |||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Investments: | Investments: | ||||||||||||||||
| Bank Current A/c | £ | 3,821.61 |
Bank Current A/c | £ | 5,699.35 |
||||||||||||
| Savings A/c | £ | 123,972.01 |
Savings A/c | £ | 132,966.46 |
||||||||||||
| Petty Cash | £ | 0.00 |
Petty Cash | £ | 70.00 |
||||||||||||
| Reserves | Reserves | ||||||||||||||||
| Restricted Reserves | Wiltshire Council Grant | £ | 8,982.00 |
Restricted Reserves | Wiltshire Council Grant | £ | 2,245.50 |
||||||||||
| £ | 8,982.00 |
Creditors | £ | 1,757.00 |
|||||||||||||
| £ | 4,002.50 |
||||||||||||||||
| Designated Reserves: | Closure Reserve | £ | 3,000.00 |
Designated Reserves: | Closure Reserve | £ | 3,250.00 |
||||||||||
| Unforeseen Operational Costs | £ | 1,000.00 |
Unforeseen Operational Costs | £ | 1,000.00 |
||||||||||||
| Potential Loss of Income | £ | 10,000.00 |
Potential Loss of Income | £ | 10,000.00 |
||||||||||||
| Minibus Replacement | £ | 100,000.00 |
Minibus Replacement | £ | 100,000.00 |
||||||||||||
| £ | 114,000.00 |
£ | 114,250.00 |
||||||||||||||
| Free Reserves: | Working Capital | £ | 4,811.62 |
Free Reserves: | Working Capital | £ | 20,483.31 |
||||||||||
| £ | 4,811.62 |
£ | 20,483.31 |
||||||||||||||
| 127,793.62 £ |
138,735.81 £ |
Notes to the Accounts:
1) Where a charity’s annual income is over £25,000, the Trustees must arrange for an independent person or accountancy firm to carry out either an audit or an independent examination of the Charity'saccounts.
The trustees have ageed to present the accounts for an independent examination to be carried out in accordance with the Charity Commission Directions and guidance for examiners (CC32).
2) The investments making up the balance sheet value at the end of the year have been allocated, by the Trustees, to the reserve categories as shown above.
Accounts prepared by the Treasurer, David Tetlow, 1 Pleydells, Cricklade, Wiltshire, SN6 6NG
Accounts independently examined by Hayden Foxton, 3 Pleydells, Cricklade, Wiltshire, SN6 6NG on 3rd January 2022, there being no matter which came to my attention which gives me reasonable cause to believe that, in any material respect, the trustees have not met the requirements to ensure that:
-
proper accounting records are kept (in accordance with Section 41 of the Charities Act 1993); and
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accounts are prepared which agree with the accounting records and comply with the accounting requirements of the Act
or to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
To be presented at the 2022 AGM
Charity Reg No. 1124700
Cricklade Open Door Independent examinefs report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of CRICKLADE OPEN DOOR On account$ for the year ended 31- DECEMBER 2021 Charity no <rf any) 1124700 Set out on pages Respectlve The chartys tnJ&e6s are r@SnSIble for the preparation of Ihe a(xUnts. The responsibilities of Charity's trustees consKler th81 an audil 15 not required for this year under seclion trustees and examlner 43(2) ofthe Charities Aca 1993 Oh8 1993 Ad) and that an b)dependent ey2mination is needed It is my respoftsibilty lo.. examine the accounts under seclion 43 oflhe 1993 Acl, lo folknv the procedures lahj down in the gener81 Directions gNen by the Chartiy Commission (under secth)n 43(T)(b) of the 1993 Ad, and to state whether partlar mattets hav8 com8 to my attention. Basis of independent My examination was c4tTied out in accordan¢e wrth general Direcaions given by Ihe 6xamineVs statsment Ch8rriy Commissn. An ex8mination indudes 8 remew of the accounting records ke0 by the charty aTrJ a comparison ofthe ac¢ounls wesented with those cordS. It also indudes consKler8tion of any unusual items or disclosu$ in the accounts arKI seeking explanat#)ns from the twstees concemiNJ 8ny such matters. The procedures undertaken do not kYov•Je 811 Ihe evhaence that would be required in an aLMlit. and consequently no opinion is given as to whether the accounts present a Inje and fairf vlth¥. and the rewrt L8 limited to those matters set OLrt in the statement Independent In connection wrth my exarninalion. no matter has to my attention tottw examlnerfs statement Ih8trd whicfi gives m reason8bl6 cause to belleNB th8t in, 8ny m818rf81 respgct, Ihe requirements.. to keep acuunting recxYd5 accordanc8 wllh secalon 41 of the 1993 Acl.. and to ppare accounts which accord wlh the arxountirKJ records and comply with the accounting requirements of the 1993 Ad hava not been rnet: or 2. to which. in my opinn. attentn shoukj be drawn in order lo enable a proper Understandi of the aUnts to be reached. . Plpase delete the Iwrds in the tfad(ets irthey do Th)t apply. Signed: Name: HAYDEN FOXTON Relevant professional qualifJcation{s) or body (if any): Address: 3 PLEYDELLS CRICKLADE WILTSHIRE 6NG
Section B Disclosure Only complete rf the examiner needs to highlight material problems. Give here brief details of any items that the examiner wishes to disclose.