2023-12-31-accounts

Trustee Annual Report – as at 31[st] December 2023

1. Charity Details

• Charity Name:

Charity Name: Rendlesham Community Centre  Charity Registration Number: 1125733  Legal Status: Trust  Address: 31 Walnut Tree Avenue, Rendlesham, Suffolk IP12 2GG  Trustees: Rendlesham Parish Council  Key Contact Person: Cllr. Janice Weller, Chair, Rendlesham Community Centre Committee

2. Objectives and Activities

 To run Rendlesham Community Centre for the use of the inhabitants of the Parish of Rendlesham in Suffolk without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious or other opinions, including the use of the property for recreation and leisure time occupations in the interests of social welfare for the said inhabitants.

3. Financial Review

o Total Income: £27,513

o Total Expenditure: £34,064

• Reserves Policy: Reserves will be held to ensure the centre has sufficient funds to meet all necessary expenditure

• Financial Challenges: Energy costs, property related and Capital expenditure all increased in 2023 compared to the expenditure in 2022. Energy costs in particular will continue to be a challenge in future years.

In addition, it is recognised that the centre must increase its income to become self-sufficient while still meeting the needs of the community.

4. Recommendations

The auditor made 2 recommendations

• That all invoices/vouchers be signed/initialled by the signatories to confirm the validity of the payment

• Future invoices will be discussed and approved at Community Centre Committee meetings

• That the Trustees monitor any large credits building up as a result of direct debit payments Income and expenditure, including all direct debit payments, will be reviewed on a monthly basis

5. Approval

This report was approved by Rendlesham Parish Council, as sole trustee of the Rendlesham Community Centre Committee, at a Parish meeting on 10[th] March 2025

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Your Current Tl a(th)unt transaction8: PayrMn¢s O 11112r20rJ Credit REND SOC CLU £71&00 £13,9D1.31 1W1Y2023 Credrt SCCAPORS BACS £2Q( £14.011.31 1511212023 Credrt Fuu8• Lkn £47.60 £14.05&91 19112f2023 179130 179130 £14.14&91 20112r4023 FostsrPAymént £86.00 £0.00 £14,￿•1 20J12r4023 Tr￿sIer U82.11 £0.00 £13,￿0.80 20112r21Y23 F8Btar Payment BIP to.. E ￿8c￿UM £66.00 £0.00 £13W4.80 2011W2023 Fastsr Paymgnt Do￿t BIPlo: Nktp)la l)elo¢8mp £42.76 £0.00 £13.49105 %)11212023 Fa&tsr Pa￿￿￿nI BlPto: H Trf8te¢h £274.01 £0.00 £13218.04 2011V2023 Fastgr Paymont lo: Man Frkloy £60.37 £0.00 £13.f67.67 £0.00 £46ZOO £13.629.87 £0.00 £15.00 £13.644.87 29112f4023 £0.00 £160.00 £13,804.87 31112r2023 8eryk8 C É18.lJO £13,786.67 enuthr2of3 Slthorrtnlwnbw 027 For Businesses. For Communities. For Good.

Independent Examinerfs Report to the Trustees of Rendlesham Community Centre Charity - year ended 31 December 2023 Registered Charity No: 1125733 Receipts In Year: £27,513.09 Payments in Year: £34.064.42 Reserve8 as at 31 December 2023: £12,741.08 R•$pe¢tlv• rn$port$lbllltl•s of Trust•￿ and IndoPond•nt Examln•r The Charity'$ Trust￿$ ar6 responsible for the p￿paratIon of the accounts in accordance with ttte requirement$ of the Charitigs Act 2011. The Twst&es requira an Inde￿ndant èxamination. A8 the Independent Examiner it Is my responsibility to.. a) examine the accounts under sectFon 145 of the Charities A¢t 2011. b) follow all the appli¢ablè Directions given by the CharTiy Commission under section 145 (5)(b) of the A and state whether particular matters have come to my att¢nt40n. 2. Report for the year end￿ 31 D¢cember 2023 The Goveming Document (Trust Deod) is dated 9 Apnl 2008. The Area of Benefit is the Parish of Rendlesham in the County of Suffolk. The aims and adivitie¥ of the Charity are 'to run Rendleshom Community Centre like a village hall for the use of the inhabrtants of the Parish of Rendleshom in Suffolk without distinction of sex. sexual oiientalion. 8ge. disability, n8tiorp8lity, race or polrfical. rvligious or oth8r opinit)ns. including the use of the pn)perty for recreation and leisure time occupations in the interests of social ￿lfar& for the said inhabi18nts'. Further details regardrng 'what the Charity does. who the Charity helps and h¢)w the Charrty works, have been registered with the Charity Commission. The Scribe A¢¢ounting system is in plac• wilh detail•d breakdown of receipts and payments recorded wrthsn the system. Satisfactory documentation and records a￿ maintained and payments are supported by appropriate paperwork. The Accounts are maintained on a Receipts and Payments basis. Transactions for both receipts arKI payments in the year of account We￿ examined on a sample basis. All documentation was very well presented for the Independent Examination. TREVOR BROWN CPFA Internal Audit Services Charnwood. Califomia. Woodbridge. Suffi)Ik IP12 4DE Tel: [phone] or 07587 523764 Email: [e-mail]

The following obser¥ations arè made (recommerKlations and areas whèra action is required to be taken ara shown in bold): a) The Accounts for the year ending 31 Decambor 2023 have yet to be approved by the Trustees. b) The Charities Aoa 2011 rnquires all règFstered charities to prepare a Trustees, Annual Report (TAR) and Accounts and to submit them to the Charity Commission if their income was greater than £25,000. The Commission'$ websita entry for Rendlesham Community Centre Charity confimis that the reporting is Sl9nificantly out of date. The most recent submission of Accounts and the TAR was for the year ended 31 December 2021 having been received by the Commission on 13 April 2022. A submission for the year ended 31 Dècember 2022 has not be•n made to the Charlty Commission and, accordingly, the Commission's website records the Charity's submission for the year 2022 as being 228 days ov6rdu8 as at 15 June 2024. c) The curront Independent Examination covers the period 1 January 2023 to 31 December 2023. As at 31 December 2023 the End-of-year AcLounts have been constructed and balanced by the Parish Council's Locum Clerk using the Scribe Accounting system and displays a balance of £12.741.08 as at 31 Decemb8r 2023. d) Tha Charity's Accounts are supported by on-line bank stataments from Unity Trust Bank displaying Current Account balance of £13.786.67 as at 31 December 2023 and a Savings Account of £522.53. e) The bank ac¢ounts' total of £14.309.20 has been reconciled to the Accounts balance of £12,741.08 by." A deduction of unpresented payments of £1.697. 16 (itemised and preserrted to the Examiner) An wldition of unprasentad re￿iptS of £129.04 (a contribution from tha Parish Council). The Independent Examiner confimied that an adequate system is in place for the control and administration of payments made by the Charity. Invoices are filed urKler the expenditure headings (and code referen￿ numbers) with the date of payment being notated to provide a link to the bank statements. g) A sample of invoices was examined to confirm the controls exercised over the payments system. vouching the invoice through the system to the entry on the bank statements. h) From the sample examined. it was noted that invoices and vouchers supporting the onlina paymènts are no longer being initialled by signatorbes in confirniation of the payment boing correctly made. Thss important control has lapsed since the Independent Examination in rel8tion to the 2021 accounts. It l• Tecommended that all invoiceslvouchers should be signedlinitialled by tho ¥ignatories t onfinn the validity of the payment. i) The sample included invoi¢e$ rèceived from Wave for water ¢harges (paymènts are made by direct dèbit). AS at 15 May 2023 the account stood at a crèdtt of £887.63 and the company formally advised thè Centre by letter datgd 11 August 2023 that this large cr6dtt remained in place. It Is r6commondod that the Trustees In futur• should monltor any larg• cr•dlts bullt up In thls way as a result of dlrect dèbtts. Vwhllst somè rèasonabl• er•dlts on account are acceptabl•, tho retentlon by the water eompany of $ueh a large credlt ovèr that period of tlme does Indicate that a hlgher lev•1 of supèrvlslon and control over the Charlty's Ionancas by Trustees may bè roquired. TREVOR BROWN CPFA Internal Audit Services Charnwood. California. Woodbrldge. Suffolk IP12 40E Tel- 01394 384698 or 07587 523764 Email: [e-mail]

TREVOR BROWN CPFA Int•ml Audlt Servlto• Ch•rnwood. C•llfornl•, Woodbfldg•. Suffolk IP12 4DE Td: 01394 384698 or 07587 $23764 EMAII: tcdbrown01@yhoo.¢o.uk