THE LEATHERHEAD COMMUNITY ASSOCIATION REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2021 Company Number 07608015 Charity Number 1142164 tc accounts- tu- kgal- finala1 planning Suite 13 The Granary Hones Yard 1 Waverley Lane Famham Surrey GU9 8BB IINMlllllll AA79SKY8 2310612021 COMPANIES HOUSE A11
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THE LEATHERHEAD COMMUNITY ASSOCIATION FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2021 CONTENTS PAGE Trustees Annual Report Independent examinerfs reF)Ort to the Trustees 13 ststement of financial activities 14 Balance sheet 15 Notes to the financial statements 16
THE LEATHERHEAD COMMUNITY ASSOCIATION TRUSTEES ANNUAL REPORT YEAR ENDED 31 MARCH 2021 REFERENCE AND ADMINISTRATIVE DETAILS Registered name The Leatherhead Community Asso¢iation Reglstered number 07608015 Charlty reglstration nnber 1142164 Registered Office and Operational Address Leatherhead Instrtute 67 High Street Leatherhead KT22 8AH DIRECTORS AND TRUSTEES The Directors of the charitable company (the charity) are tts Trustees for the purpose of charity law and throughout this report are ferred to collectively as the Trustees. The Trustees serving during the period and since the end of the period Vre as follows.. Mrs J Robinson Mrs F Fleming Mr D W Hanson Mr J Falkner Mr D H Jackman Mr D Lamb Mrs S E LavKen Mr T A Mcmurray Mrs F Presley Mr B A Salsbury Mr G C Sevenoaks Mrs J A Slater Chairman Deputy Chairnian and Secretary Treasurer (Resigned April 2021) (Resigned March 2021) (Retired July 2020) (Resigned January 2021) COMPANY SECRETARY Mrs J A Slater ADMINISTRATOR Mrs R E Bates INDEPENDENT EXAMINER Mr S P F Howell. FCCA T C Group Suite 13 The Granary Hones Yard 1 Waverley Lane Famham GU9 8BB PRINCIPAL BANKERS HSBC Bank PLC 18 North Street Leatherhead KT22 7AR
THE LEATHERHEAD COMMUNITY ASSOCIATION TRUSTEES ANNUAL REPORT YEAR ENDED 31 MARCH 2021 The Trustees present their report and examined accounts for the year ended 31 March 2021. The reference and administrative information set out above forms part of this report. The Trustees have adopted the provisions of the Statement of Recommended Practice (SORP) 'Accounting and Reporting by Charities" {FRS 102) in preparing the annual report and financial statements of the charitable company. The financial statements comply with current statutory requirements and the Articles of Association. STRUCTURE, GOVERNANCE AND MANAGEMENT CONSTITUnON, OBJECTS. AIMS AND POLICIES Governlng Document The Association is a company limited by guarantee and is a registered charily. It is govemed by rts Articles of Association, which were registered with Companies House at rts incorporation on 18 April 2011 and registered with the Charity Commission on 31 May 2011. The company was dormant until 1 July 2011 when it took over the assets and activities of an unincorporated charity with the same name, charty number 277404. Constitution In accordance with its Articles the purpose of the Association shall be: to promote the benefit of the inhabFtants of the town of Leatherhead and its surrounding districts (defined as the area of authority of the Mole Valley District Council or any successor body, together viÉth any other area within 6 miles of the charity's registered office and hereinafter called the "area of benefit.) lthOu1 distinction of gender. sexual orientation, age, disability, nationality. race or of political. religious or other opinions, by associating together the said inhabitants and the statutory authorrties, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure-time occupation with the object of improving the conditions in lrfe for the said inhabttants- b. to establish. or secure the establishment of. a Community Centre and to maintain and manage the same (vthether alone or in co-operation ryth any statLrtory authority or other person or body) in furtherance of the ObJ"ects.' c. to promote such other charitable purposes within the area of benefit as may from ts.me to time be detemlined. The Asso¢iation shall be non-partisan in polttics arKI non-sectarian in religion. Aims and Policies The Trustees have referred to the CharTty Commission's general guidance on public benefit when reviewing our aims and objectives. In particular, the Trustees have considered how planned activities will contribute to the charitable aims of the Association as follows: Hiring rooms to over 70 organisations. for educational, recreational and social activities. Organising events and activities induding vistts to properties, gardens. museums. galleries and concerts. Providing lectures, coffee momirvJs, indoor games, organised walks. music appreciation. a book club arKI a library. Making awards to younger residents for social and educational purposes.
THE LEATHERHEAD COMMUNITY ASSOCIATION TRUSTEES ANNUAL REPORT YEAR ENDED 31 MARCH 2021 CHAIRMAN'S STATEMENT In our Annual Report we would usually be reporting on a full range of Membership activities. communty projects and hire of rooms within the Institute to fulfil our charitable objects. Unfortunately. last March Coronavirus brought the Institute to a dose and many of our hopes and plans came to nought. After 11 years in post. the Chairman. June Robinson. had given 18 months, noti of her retiremenl at the AGM in July 2021. As no other Trustee was willing to take over. the Deputy Chairman has agreed to become Acting Chaimian for a period of one year. MEMBERSHIP Membership is open to anyone in the town of Leatherhead and tls surrounding districts. This year there Yre 344 individual members, and 1 affiliated assooation. We are always looking for new members and to this end every visitor to the Institute is encouraged to join the Association. DEVELOPMENT, ACTIVITIES AND ACHIEVEMENTS COMMUNITY CENTRE The Letherhead Institute was given to the residents of Leathethead by Abraham Dixon in 1892 for social, leisure and educational purposes. It 15 in the care of a registered charity The Letherhead Institute. Charity Number 1185057. The LCA Trustees work the Trustees of the Institute building to fulfil the charitable obj'ects of both organisations. which derive directly from the temis of the ortginal grft by Abraham Dixon, made ¥vith no endowment or provision for maintenance. The Association contributes towards the cost of any appropriate capital expenditure as it arises, focussing always on improving the experien of members. hirers and visitors alike. To deliver the charrtable objects of the charities, the Association has leased frorn the Letherhead Institute ten rooms, hvo kitchens and ten parking spaces for a ten-year terffl from 17 May 2017. with a break ¢lause after five years, at an annual rent of £15.000_ In addth'on. the Association makes a substantial contribution towards the costs of building maintenance, insurance, caretaking and cleaning. A designated fund of £10.000 VRS establrshed to cover refurbishments arKI maintenance required under the terms of the lease. The Institute is in a conseplation area and our aim is to maximise the apFearance and facilities for members and hirers. whilst maintaining the integrtty and character of the outstanding Victorian building. ADMINISTRATOR The first Covid-related action in Marth 2020 was to dose the Institute's front doors to the publi and make arrangements for our part-time Administrator, the only staff mernber of the LCA, to yrk from home. Subsequently. from 1. April. Tnjdy was furloughed under the Govemment's Job Retention Scheme. We were extremely grateful that LCA Truslees took over the monitoring of the office work, responding to enquiries from members and hirers. Unfortunatety, by the time she was able to Urn, Trudy and her husband had decided to relocate to a more rural lrfe - exactly as her predecessor had donel She left u5 in October and they are now re-settled comfortably in Devon. We recruited Ruth as her replacement. aware of the thallenges of taking over a position vthere all existing processes were in a state of flux. However, the Offi is functioning well and enquiries from hirers are increasing.
THE LEATHERHEAD COMMUNITY ASSOCIATION TRUSTEES ANNUAL REPORT YEAR ENDED 31 MARCH 2021 REFURBISHMENT AND FACILITIES Following the huge programme of conservation and improvement of the structure and facilities of the Insts'tute in the previous year. 2020 had been envisaged as a period of consolidation. However. with the absence of members and hirers. we are grateful that the Institute Tnjstees have taken the opportunity to undertake a complete redecoration of all the common parts. We have reviewed the rooms leased to the Assouation. replacing a dishwasher in the upstairs kitchen and undertaking a complete refrt of the Wi-Fi system so there is again Wi-Fi acGess throughout the building. The password is available to all members and hirers on request. A volunteer who has an expertise in sound systems, reordered the Audio equipment in the Abraham Dixon Hall. induding replacement microphones. and re-set the loop for those with hearing loss. An unexpected issue was damage to the wooden floor in the Hall. which was repaired, re- sanded and sealed in January. Unfortunately. the damage was subsequently identified as age- related and our landlords, the Instrtute Trustees. are now in the prO5S of undertaking an extremely costly complete replacement. RISK MANAGEMENT The Trustees regularly cc>nsider the major risks to which charity is exposed, inclLKJing those related to operational and financial matters and health and safety. Trustees arKI the Administrator are encouraged to attend appropriate training courses as necessary. The pandemic raised Risk Management to a vthole new level. A Trustee took on the responsibility for Risk Management policies. with special focus on updates regarding the restrictions imposed in response to the virus. The Treasurer reports further below on successful applications for financial support and grants. PUBLIC BENEFIT STATEMENT Section 4 of the Charities Act 2011 requires charity trustees to comply with their duty to have due regard to public benefit guidance published by the Charity Commission in exercising their powers or duties. As Trustees we are mindful of this obligation and have referred to the guidance when reviemng our aims. objectives and policies. and in plans for the future of the Association. COMMUNtrY INVOLVEMENT External and Partnership Meetings.. TrE Chaimian of the Association or a designated representative has previously attended meetings of other relevant community organisations, by invitation. These have been suspended during the pandemic. The Association is not a polrtical nor lobbying organisation but VR continue to advise members of local issues on which they may wish to take a view. For example, we circulated Mole Valley Distnct Council's request for public engagement on the Green Spaces issue. Heritage Open Days." We had a number of live presentations and perfomiances in preparation but, in the event, Govemment guidan dtd not allow us to welcome people to the Institute. Mole Valley's contribution was delivered electronically and we promoted those events which would have been live at the Institute. had circumstances allowed. Details are given below. The Joan Kirby Lecture: A forrner Chairman. Joan Kirby, kindly bequeathed a legacy to the Association and it was decided to commemorate this generous gfft by holding an annual event in her name. Starting in September 2009 these event5 have been lectures, each judged to have been a great Sucss. The speaker is chosen by Jane Kirby, the FourKler Chairman's daughter. This event also had to be canld in 2020.
THE LEATHERHEAD COMMUNrrY ASSOCIATION TRUSTEES ANNUAL REPORT YEAR ENDED 31 MARCH 2021 Friday Talks: The Friday aftemoon talks followed by refreshments have been popular with core audience, induding non-members. who attended regularly. We were very disappointed not to be able to offer these to the wrder communty as W would in 'nomial' limes. However, one of our popular speakers, lan Bevan, ¢onducted a virtual walk around Tudor LorKlon. which many joined by Zoom. PUBLICITY AND COMMUNICATION Website This year has highlighted the need for, afKI success of. the ne%*ly-launched LCA websrte. tt has been invaluable in enabling us to keep members and hirers aware of the changing pattem of restrictions. Current data suggests excellent Search Engine Opiimisation. High Street Notice Board Similarly, we have been able to display posters with up-to-date Government virus advi., also contact details for the office, plus details of our online events and the one 'live' event that survived. Newsletters and Mailchlmp messages wrth no possibility of taking advantage of our team who usually hand4eliver the Members, Newsletters, wherever pjssible we have communicated electronically. A printed copy was mailed to Ihose wrthout e•mail access. We have been detemiined to stay connected to our Members and regular Mailchimps have been sent by the Chairnan, covering a variety of subjects both recreational and advisory. For example. Art exhibitions. the Restoration of BFg Ben, seasonal recipes. Local Authority and Govemment updates and Christmas and New Year greetings. We have also shared online events offered by other local organisations, vthich has vened our community engagement. GRANTS The organisations to vthom have previously awarded support grants, have themselves remained in abeyan during the lockdowns. Only one small grant was made during the year, to the Leatherhead Theatre. ACTIVITIES In previous years the Assooation has organised a range of events and a¢tNities. All events and activities are organised by our volunteer members, requiring a considerable amount of lime and dedication. We could not operate wrthout their invaluable support and they have our sincere appreciation and gratitude. Games Sessions." Temporarily susperKled. Walks Programme." Temporarily suspended. The Walking Group did undertake some successful walks in February and March 2020. then the first lockdown intervened and all eased. Since then Covid Regulations and Risk Management have made it very dfficult lo plan 2021 Programme with confidence. This has been exacert)ated while the UK infection rate remained high. We hope to arrange a limited programme in Autumn 2021 when risks of Covid are expected to be less severe and vainatIon comprehensive.
THE LEATHERHEAD COMMUNITY ASSOCIATION TrUSTEES ANNUAL REPORT YEAR ENDED 31 MARCH 2021 Art History Lectures wlth a Difference.. Tempjrarily suspended but the Mailchimps have signposted a number of Art lectures and exhibitions. Music Appreciation.. Temporarily suspended but the volunteer organisers have stayed in ontact with their pre-covid audience. offering Musical Quizzes. One quiz was fealured for all Members in the latest Newsletter Free Lenthng Library and Club Room.. Temporarily suspended. isits and Events Programme.. Temporarily suspended. Concerts." cOnrt tickets are usually organised to take advantage of group discounts. Wtth COnrt halls remaining dosed during the pandemic. the volunteer has circulated details of online concerts: these have been well received. Friday Scrabble Gmup." Temporarily suspended. HIRING ACTIVITY We would usually hire our rooms to over 70 organisations which between them make a rich Contribution to the delivery of our charitable objects of promoting educalion. social welfare and recreation for the benefrt of the inhabitants of Leatherhead and surrounding districts. With Covid restrictions making room hire impossible, or not financially viable with social distancing, there has only been a handful of hirers in the Institute since March 2020. The Treasurer focuses on the impact in his financial report. ACHIEVEMENTS Despite all the restrictions and limitations caused by Covid-19, vle have been able to maintain a rewarding interfa¢e with our Members and with the local community. In September we took part again in Mole Valley's Heritage Open Days Festival. We promoted an online Art exhibition on Mole Valley's Hidden Treasures by Leatherhead Art Club and online talks by the Leatherhead History Society on Rail Travel History and the Industrial Archaeology of Ordnance Survey Tng Points. Additionally, Simon Cowell MBE. the founder of the Wildlrfe Aid Foundation, gave an online talk about the charity, which deals wth over 20.000 wildlife emergencies every year. All these events were without charge. In October, Y presented an online lecture on Arts Crafts Gardens in Surrey as part of the Mole Valley Arts E-Live Festival - on a 'donations requested, basis with no fixed charge. The lecture given by Dr Anne Anderson of Southampton University. an accredited lecturer of the Arts Society, was offered online for the two weeks, duration of the Festival and was viewed by people from throughout Surrey and beyond. In December. after negotiating many wrus-related obstacles. we were able to stage a socially- distanced Christmas presentation live at Leatherhead Theatre. This was open to all, including non-members, Yth surplus funds donated to the Theatre. A Very Ceremonial Christmas was presented by Dr Graham Jones MBE, who retired recently as the Senior Director of Music. Household Division and Director of Music. Coldstream Guards. Graham described the various ceremonial events around Christmas. Changing the Guard at Windsor and how Ihe Chelsea Pensioners prepare for and lebrate the festive season. Thi5 woved very popular.
THE LEATHERHEAD COMMUNITY ASSOCIATION TRUSTEES ANNUAL REPORT YEAR ENDED 31 MARCH 2021 When the Covid regulations allowed. the LCA explored creative ways to accommodate hirers by introducing a one•way system in the Institute. combining rooms to allow social distancing and installing sanitising facilities at every opportunity- FINANCIAL REVIEW A year like no other as so many organisations and individuals have experlenced and reported. On the membership side of our lrfe. there was an understandable fall in renewals in April 2020 with the first lockdown just started and total uncertainty about vthen any membership activities might resume. As reported above there were virtually no such events this year and the absence of the usual modest surplus on these, taken with the slight dline in membership, cost us around £2,500. The far, far greater financial impact fell, of course, on our hiring income and these accounts record a decline of £57,000 from just over £72.0(NJ to just over £15,000. As may also be seen, there are some savings arising from dosing a building. such as in heating, lighting and cleaning costs. while other items such as rent and insurance provide no such relief. That the situation was alleviated substantially was largely down to the Govemment Grants which are set out on page 18. A swtft application by a Trustee for a 'Relail, Hospitality and Leisure Grant,, was processed with equal Speed by Mole Valley Council as Agent for Central Government and it was extremely reassuring to see £25.000 in our account as early as 9 April 2020. Having qUalifd and benefitted from this grant in the first lockdown, it was very wlcOme to see further grants in each of the Iwo further lockdowns. In the first and third lockdowns we took advantage of the official furlough scheme with the benefits also set out on page 18. In total for six months of the financial year we had no Administrator in the office. while we We saving 800A of salary. Particularty in the first lod(down we are very grateful to the volunteers vtho handled enquiries and refunds to many hirers, some in more straitened circumstances than ourselves, as well as makiThJ close to a hundred refunds to members vtho had booked for various outings and concerts. all of which were cancelled. Thanks are due also to our landlord for war¥ing a quarterfs Service Charge (c£5k), to the Govemment for waiving our Business Rates {c£1k) and to donations from members and a hirer totalling £600. Wrthout all this support it would have been as dreadful a year in financial terms as it was in every other way,. with all this support the financial damage has been minimal. It is not just the typical caution of a Treasurer lo end by saying that as spirrts rise with the worst of Ihe pandemic seeming over, but the substantial support received this year falling away. the financial result in the current year may be less sattsfactory as activity rebuilds cautiously. INVESTMENT POLICY The Trustees have power to make investments YthIn the lerms set out in the Association's Articles. In accordance with the policy set by the Trustees, the Association held no investments during the period covered by this report. retaining its Iw4uid reserves in cash. By further decision of the Trustees a low risk policy aimed at protecting its assets is applied in determining where the cash balances are held. One element of this policy is that the amount deposited wth any bank or building society should not exceed the maximum sum covered by the Financial SeNices Compensation Scheme. £85.000 from 30 January 2017. Details of the cash balan$ held at 31 March 2021 are set out in Note 14.
THE LEATHERHEAD COMMUNITY ASSOCIATION TRUSTEES ANNUAL REPORT YEAR ENDED 31 MARCH 2021 THE FUTURE With Membership Renewals due on 31 March. we have already seen an encouraging number of retuming members. Reassunngly, the renewal rate is hvJher than V would usually expect at this stage. A Newsletter was published in mid-April and showed how our volunteers are planning a full programme of events. visits and a short breakaway to take pla as soon as Covid restrictions allow. We are grateful to the Institute Trustees for their supportive waiver of one quarter's service charge. By being alert to the various support grants available and with Suc$sful applications and careful financial management by the Treasurer arKI Twstees, the Leatherhead Community Association MaInS optimistic for the financial future of the charity. An important challenge for the coming year is to restore pre-covid confidence in Members and Hirers to return to the Institute. Alongside this. there will be a concerted effort to attrad more volunteers, who are so necessary to deliver the membership experience to which we aspire. A number of long-term volunteers have told us that the imposed lockdovm has caused them to review their pnonties and they have got used to a quieter, more retiring, way of lrfe. They will not bè volunteering in the future. We will be initiating a drive to encourage more volunteers. We shall also be engaging in a high-profile search for new Trustees. using social media and other appropriate websites. We have lost access to the expertise of a number of Trustees, who have felt it necessary to review and prioritise their time commitments. THANKS As noted at the start of this report. the Association's Chainnan, June Robinson, retires at the AGM in July after 11 years in the post. Counol records rts immense gratitude for the dedicated and creative attention she has paid to the interests of the Association and its members over this period. Whether dealing with the issues surrounding the goveming document that required attention at the outset. or developing the facilities of the Institute building and rts fittings. or arranging interesting events and activrties for members. the time, attention and imagination applied has been outstanding. -10-
THE LEATHERHEAD COMMUNITY ASSOCIATION TRUSTEES ANNUAL REPORT YEAR ENDED 31 MARCH 2021 RESERVES POLICY Council considers the level of unrestricted funds that rt holds on an on-going basis. alongside its Risk Management Policy. At 31 March 2021. the Association held £133.010 of unrestricted funds. after deducting the following.. 1. £380 of Restricted Funds raised in the memory offi)unding member. Mrs Mollie Canning. to be used in holding a lecture in her memory. 2 £11.645 of Designated Funds that the Trustees have voted to be set aside for the following particular purposes". Joan Kirb Be uest Institute Dila idations Fund £3.825 £7.820 3. £3,564 of net Fixed Assets which are ntral to the Association's running of the Communty Centre. Currently the Association considers the level of unrestrided funds to be hekl for the followng purposes.. IDENTIFIED EMERGENCY COVER Departure of a major hirer Temporary loss of premises- 6 months loss of hiring6 incc¥ne - in the event of a fire. etc. Relocation costs due to permanent loss of premises Paid OffIrs-temporary cost of replacing Gurrent honorary officers with remunerated sts £8,000 £35,000 £50.000 £35,000 TOTAL £128,000 -11
THE LEATHERHEAD COMMUNITY ASSOCIATION TRUSTEES ANNUAL REPORT YEAR ENDED 31 MARCH 2021 RESPONSIBILITIES OF THE TRUSTEES The Trustees (who are also direGtors of The Leatherhead Community Association for the purposes of company law) are responsible for preparing the Trustees Annual Report and the Financial Statements in accordance wtth applicable law and United Kingdom Accounting Standards (Unrted Kingdom Generally Accepted Accounting Practice). Company law requires Trustees to prepare financial staternents for each financial year which give a true and fair view of the state of affairs of the charitable company and of the incoming reSOurS and application of resources. including the income and expenditure. of the charitable company for that period. In preparing these finanaal statements, the Trustees are required to.. select suitable accounting practices and then apply them consistently., observe the methods and principles in the Charrties SORP 2019 {FRS102); make judgements and estimates that are reasonable and prudent". state whelher applicable UK Accounting Standards have been followed. subject to any material departures disGlosed and explained in the financial statements.. prepare the financial statements on the going concem basis unless tt is inappropriate to presume that the charity will continue in operation. The Trustees are responsible for keeping adequate accounting records that disclose with reasonable accuracy at any time the financial position of the charitable company and enable them to ensure that the financial statements comply with the Companies Act 2006. They are also responsible for safeguarding the assets of the charrtable company and hen for taking reasonable steps for the prevention and detection of fraud and other irregularities. In so far as the Trustees are aware". there is no relevant infonatIon of which the charitable wmpany's Examiner is unavMr8; and the Trustees have taken all steps that they ought to have taken to make themselves aware of any relevant infomialion and to establish that the Examiner is aware of that information. INDEPENDENT EXAMINER At the Annual General Meeling to be held on 30 July 2021 a resolution will be proposed to appoint Mr S P F Howell of T C Group, Suite 13, The Granary, Hones Yard. 1 Waverley Lane, Farnham. GU9 888 as Independent Examiner for the year ending 31 March 2022. Signed on behall of the Trustees Mrs June Robinson, Chairman 10 June 2021 -12-
INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF THE LEATHERHEAD COMMUNITY ASSOCIATION A CHARITABLE COMPANY UMITED BY GUARANTEE I rekX)rt to the charity trustees on my examination of the accounts of the company for the year ended 31 Marth 2021, which are set out on pages 14 to 24 RESPONSIBILITES AND BASIS OF REPORT As the charity trustees of the company (and also its directors for the purposes of company law) you are responsible for the preparation of the accounts in accordan with the requirements of the Companies Act 2006 {'the 2006 Act.). Having satisfied myself that the accounts of the company are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination, I report in re5pert of my examination of your company's accounts as carried out under section 145 of the Charities Act 2011 ('the 2011 Act,). In carrying out my examinalion I have followed the Directions given by the Charity Commission under section 145(5) (b) of the 2011 Act. INDEPENDENT EXAMINER'S STATEMENT I have completed my examination. I confimi that no matters have come to my attention in connection with the examination giving me cause to believe that in any matenal respect: accounting records were not kept in resFect of the company as required by section 386 of the 2006 Act,. or 2. the accounts do not accord with those records" or 3. the accounts do not comply bwth the accounting requirements of section 396 of the 2006 Act other than any requirement that the accounts give a 'lrue and fair view, which is not a matter considered as part of an independent examination.. or 4. the arxounts have nol been prepared in accordan with the methods and prinGiples of the Statement of Recommended Practice for accounting and reporting by charities [applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102)]. I have no concems and have come across no other matters in connection wilh the examination to which attention should be dravffl in this report in order to enable a proper understanding of the accounts to be reached. 211o4/zo21 Mr S P F Howell. FCCA T C Group Suite 13 The Granary Hones Yard 1 Waverley Lane Farnham Surrey GU9 8BB -13-
THE LEATHERHEAD COMMUNITY ASSOCIATION STATEMENT OF FINANCIAL ACTIVITIES YEAR ENDED 31 MARCH 2021 Yearto 31 March 2021 Unrestricted Restrided Total Funds Fund Fund$ Year to 31 Mah 2020 Total Funds INCOME from Donations. Subscriptions and Grants 2 47,036 1,160 48.196 2.442 Charitable Activities 15.485 15.485 75.877 Investments 1.601 64,122 1,601 65.282 2.201 TOTAL INCOME 1,160 80.520 EXPENDITURE on Raising funds Chantable activities {979) 169,517) 170.496) (6.374) {979) (780) (70,297) (780) (71,276) 380 (5.994) 12.375) (94,538) {96,913) (16.393) TOTAL EXPENDITURE NET (EXPENDITURE) I INCOME RECONCILIATION OF FUNDS Total funds brought forward TOTAL FUNDS CARRIED FORWARD 154,592 148.218 154.592 148.598 170.985 380 154,592 The Statement of Financial Activities indudes all gains and losses in the period and therefore a statement of total recognised gains and losses has not been prepared. All of the above amounts relate to continuing activrties. There VRS no Restricted Fund in the year to 31 March 2020. The notes on p•ge8 16 to 24 form part of these financial ¥tslem•nts. -14-
THE LEATHERHEAD COMMUNITY ASSOCIATION BALANCE SHEET 31 MARCH 2021 31 March 2020 31 March 2021 FIXED ASSETS Tangible assets 12 6,711 CURRENT ASSETS Debtors Cash at bank and in hand 13 14 8.4S3 149.138 157,591 9,757 153.183 162,940 CREDITORS: Amounts falling due within one year 15 112,557) {15,059) NET CURRENT ASSETS 145,034 147,881 TOTAL ASSETS LESS CURRENT LIABILMES 148,598 148.598 154,592 154,592 NET ASSETS FUNDS Restricted Fund Unrestricted Funds General Designated TOTAL FUNDS 17 16 16 16 380 136,574 11,644 148,598 141.287 13,305 154.592 For the year ending 31 March 2021 Ihe company was entitled to exemption from audit under section 477 of the Companies Act 2006 relating to small companies. Trustees. responsibilities.. The members have not required the company to obtain an audrt in accordance wrth section 476" The Trustees acknowledge their responsibilities for complying with the requirements of the Companies Act wilh respect to accounting records and the preparation of accounts. These accounts have teen prepared in arKordan with. the provisions applicable to small companies subj.ect to the small companies. regime. They were approved by the Trustees on the j OLI S4w*.2•lP.. and are signed on their behalf by.. Mrs J Robinson Chaimian Company Registration No. 07608015 Mr D W Hanson Director Th• noles on pay 16 to 24 forni part ofthese financial statemtnts. -15-
THE LEATHERHEAD COMMUNITY ASSOCIATION NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2021 ACCOUNTING POLICIES Basis of accounting The Leatherhead Community Association a tharitable company limited by guarantee incorporated in England and Wales. In the event of ynding up. each member may be required to contribute an amount, not exceeding £10, towards the settlement of the company's liabilities. The registered office is Letherhead Institute. 67 High Street, Leatherhead, Surrey KT22 8AH. The financial statements have been prepared in accordance with Accounting and Reportirtg by Charilies.- Statement of Recommended practi applicable to charities preparing their accounts in accordance wth the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (issued in October 2019) - (Charities SORP (FRS 102)). the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) and the Companies Act 2006. The financial statements are prepared on a going concem basis under the historical cost convention, modrfied to indude rtain items at fair value. The financial statements are presented in steding which is the functional currency of the charitable company and rounded to the nearest £. The Leatherhead Community Association meets the definition of a public benefit entty under FRS 102. Assets and liabilities are initially recognised at historical cost or transaction value unless otherwise stated in the relevant aCCou1n9 policy note(s). Tangible Fixed assets All fixed assets are initially recorded at cost. They are ¢apitalised if they can be used for more than one year and cost more than £100. Depreciation Depreciation is cal¢ulated so as to write off the cost of an asset over the useful enoMiC life of that asset as follows.. Fixtures. Fittings & Equipment - 250h straight line. Income Income is included in the Statement of Financial Activities (SOFA) when The charty becomes entitled to the resource" It is more likely than not that the charity wtll re1ve the resource= The monetary value can be measured with sufficient reliabilty. Members, subsuiptions paid in advan are deferred to the relevant year. Income received in advan of an event is similarfy deferred until the event date. Grft Aid is included in income when there is a valid declaration from the donor ar#J any Gift Aid recovered on a donation is considered to be part of that grft. The value of volunteer help received is not included in the accounts bLrt is described in the Trustees, Report. Income from interest is included in the accounts when reipt is probable and the amount receivable can be measured reliatAy. -16-
THE LEATHERHEAD COMMUNITY ASSOCIATION NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2021 Expenditure and Liabilities Expenditure is CogniSed in the year in which it is incurred. Payments made in advance of social events, for example advance payments for concert tickets. are deferred until the date of the event. Governance costs comprise all costs involving public a¢countabilty of the charity and its Compliance wth regulation and good practice. Cash and cash equivalents Cash and cash equivalents include ¢a5h in hand, deposits held at call with banks and other short-term liquid investments vith original maturbties of twelve months or less. Baslc financial assets Basic financial assets. which include debtors and cash and bank balances, are initially measured at transaction pn including transaction costs and are subsequently carrted at amortised cost. Finanoal assets clasSifd as r1Vable within one year are not amortised. Classification of financial liabilities Financial liabilities are classified according to the substsn¢e of the Contractual aangeMentS entered into. Baslc financlal Ilabilities Basic finanal liabilities. including creditors. are initially recognised at transaction price. Financial liabilities classified as payable within one year are not amortised. Taxation The charitable company is an exempt charity within the meaning of schedule 3 of the Charities Act 2011 and is considered to pass the tests set out in Paragraph 1 Schedule 6 Finance Act 2010 and therefore it meets the definition of a Charitab company for UK tax purposes. Fund accountlng -General funds are unrestricted funds. which are available for use at the discretion of the Trustees in furtherance of the general ofy'ectives of the charity. - Designated funds are unrestricted fiJrKls earmarked by the Trustees at their discretion for a specffic purpose. - Restricted funds are monies given to the Charity for a purpose specified by the donor(s>. -17-
THE LEATHERHEAD COMMUNITY ASSOCIATION NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2021 INCOME FROM DONATIONS, SUBSCRIPTIONS AND GRANTS Year to 31 March 2021 Unrestricted Restricted Total Year to 31 March 2020 Total Donations Members, subscriptions Affiliation lees Gift Aid Grants # 576 2,743 1,030 1.606 2.743 59 2,035 10 338 453 43,264 47.036 130 583 43.264 48,196 1,160 2.442 There Vre no Restricted t)onations in the year to 31 March 2020. Government Grants recetved In the year to 31 March 2021 RHL and CJRS Total slmilar (Furlough) Lockdown 1 Lockdown 2 Lo¢kdown 3 25.000 1.286 12.143 38,429 4.185 29,185 1.286 12,793 43,264 650 4.835 RHL = Retail. Hospitality and Leisure INCOME FROM CHARITABLE ACTIVITIES Year to 31 March 2021 Year to 31 March 2020 Communrty Centre Room Hirings 13.141 67.842 Community Centre Parking Fees 2,282 4.782 Community Centre Mr11aneouS Ticket sales for Kirby Lecture 1.180 Social Events and Ouiings 62 2.073 75,877 15.485 INCOME FROM INVESTMENTS Year to 31 March 2021 Year to 31 March 2020 Bank interest re1vable 1,601 2,201 -18-
THE LEATHERHEAD COMMUNITY ASSOCIATION NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2021 EXPENDITURE ON RAISING FUNDS Year to 31 March 2021 Year to 31 March 2020 Membership expenses- newsletters and publicity 979 2.375 EXPENDITURE ON CHARITABLE ACTIVITIES Year to 31 Mah 2021 Year to 31 March 2020 Community awards Community centre expenditure Grant for 'ln Memoriam, bench Govemance Costs 100 67.021 780 2,396 2.030 90.006 2.502 70.297 94.538 COMMUNif( CENTRE EXPENDITURE Year to 31 March 2021 Year to 31 March 2020 Salary and wages Rent and rates Licences Insurance Light and heat Cleaning Caretaker Repairs and rnaintenance Telephone Printing. postage and stationery Computer costs General expenses Payroll expenses Sundry equipment Depreciation of fixtures. ring$ and equipment Refurbishment furKI expended Joan Kirby bequest expended Staff training 14450 15,178 47 6.117 4,904 4.820 7,964 4,058 377 270 3.326 16,510 16,989 (96) 6,000 7.103 16,923 10,320 4,606 429 608 1,236 180 25 180 337 3.445 1.790 5.764 2.978 55 67.021 90,006 -19-
THE LEATHERHEAD COMMUNITY ASSOCIATION NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2021 GOVERNANCE EXPENDITURE Year to 31 Mah 2021 Year to 31 March 2020 Independent Examination Fee Professional Fees Subscriptions 1,896 450 50 1.932 520 so 2.396 2.502 NET INCOME FOR THE YEAR This is ststed after charging". Year to 31 March 2021 Year to 31 March 2020 Depreciation Independent Exarnination Fee Accountancy and Payroll Services 3.445 1,896 5.764 1,932 180 180 10. STAFF COSTS AND EMOLUMENTS Total staff costs were as follows: Year to 31 March 2021 Year to 31 March 2020 Wages and salaries Social security Costs # 14.450 16.510 14,450 16,510 Particulars of employees: The average number of employees during the year, calculated on the basis of full-time equivalents, was as foll0v.. 2021 No 2020 No Number of administrative staff No employee received remuneration of more than £60,000 during the year (2020- Nil).
The National Insuran Contributions Employment Allowance reduces Employers, National
Insuran Contributions by up to £4.OCNJ for each tax year. For the Association this allowance offset the vthole of the NIC tharge in this year and the previous year.
THE LEATHERHEAD COMMUNITY ASSOCIATION NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2021 11. TRUSTEE REMUNERATION The Trustees, any person connected with them, have not reiVed any remuneration from The Leatherhead Community Association during the year. Amounts totalling £334 (2020 £6,572) were reimbursed to four Trustees {2020 six) for expenses in relation to postage, entertainment. travel and stationery paid by them on behalf of the Association. 12. TANGIBLE FIXED ASSETS Flxtures & Ftttlngs COST At 1 April 2020 Additions 103,895 298 At 31 March 2021 104,193 DEPRECIATION At 1 April 2020 Charge for the period At 31 March 2021 97,184 100,629 NET BOOK VALUE At 31 March 2021 At 31 March 2020 6,711 13. DEBTORS At 31 March 2021 At 31 March 2020 Trade debtors Prepayrnents and accrued income 247 8,206 8.453 1,419 8.338 9,757 -21-
THE LEATHERHEAD COMMUNITY ASSOCIATION NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2021 14. CASH AT BANK At 31 March 2021 At 31 March 2020 Cambridge & Counties Bank (95 Day noti account at 1.00%) Clydesdale Bank 12 Month Deposit (@1.400h from 12.05.19) Metro Bank {Instant Access a¢¢ount @ 0.30%) HSBC current accounts 65,000 85,000 33.748 33.281 36.405 21,796 13.985 13.106 149,138 153,183 15. CREDITORS: Amounts falling due within one year At 31 March 2021 At 31 Marth 2020 Accruals arKI deferred income 16. UNRESTRICTED INCOME FUNDS- Current year Balance at Incoming 1 April 2020 resources Outgoing Balance at resources 31 March 2021 Institute dilapidations fund Joan Kirby legacy fund General Fund 9,519 3.786 141,287 154.592 91 38 63,993 64.122 (1.790) 7,820 3,824 136,574 148,218 168,706) (70,496) UNRESTRICTED INCOME FUNDS- Previous year Balance at Incoming 1 April 2019 resources Outgoing Balance at resOue$ 31 March 2020 Institute dilapidations fund Joan Kirby legacy fund General Fund 9.425 5,539 156,021 170.985 9.519 3,786 141,287 154,592 1,225 79,201 80.520 (2,978) 193,935) 196.913)
THE LEATHERHEAD COMMUNtrY ASSOCIATION NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2021 17. RESTRICTED INCOME FUND- Current year Balance at Incorning 1 April 2020 resources Outgoing Balance at resources 31 March 2021 In Memoriam fund 1780) (780) 380 1.160 380 RESTRICTED INCOME FUND- Previous year There was no Restricted Fund in existen in the year to 31 March 2020. PURPOSE OF UNRESTRICTED FUNDS The General fund is an unrestricted fund used for the day to day running of the community ¢entre and membership services. The dilapidalions fund is an unrestricted fund to be used to refurbish the Community centre in accordance with the lease agreement. The Trustees decided to hold the sum of £10,000 in this fund at the start of the current lease in May 2017. The Joan Kirby legacy fund is an unrestricted furKI, which is beiTh3 held as a designated fund to support events in memory of the late Chaimian. PURPOSE OF RESTRICTED FUND To receive donations in memory of foundin9 member Mrs Mollie Canning who died in 2020 at the age of 100, such donations to be used to WOVKle a public bench and a lecture in her memory. 18. ANALYSIS OF NET ASSETS BETWEEN FUNDS - Current year Tangible fixed Current assets assets Total Net Assets Cash Current liabilities Unrestrlcted Income Funds Restricted Fund 8,453 148,758 112.557) 148,218 380 380 Total Funds 3.564 8.453 149.138 (12,557> 148.598 ANALYSIS OF NET ASSETS BETWEEN FUNDS - Previous year Tangible fixed Current assets assets Total Current Net liabilities Assets Cash Unrestricted Income Funds Restricted Fund 6,711 9,757 153,183 115,059) 154,592 Total Funds 6.711 9.757 153,183 (15,059) 154,592 -23-
THE LEATHERHEAD COMMUNITY ASSOCIATION NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2021 19. INDEMNITY INSURANCE The Gharity paid for the insurance premiums to indemnfy Trustees from any loss arising from neglect or defaults of Trustees and any consequent loss. 20. LEASE COMMITMENTS The Assouation has a ten year lease from May 2017 at a rent of £15.000 per annum with infiation-linking every three years based on the Retail Prices Index. At the review date in May 2020 there was no increase in the rent charged. There is a five year break clause. exercisable at 12 montfts, notice. 21. RELATED PARTY TRANSACTIONS There are no related party transactions during the year (2020- nil)