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2022-03-31-accounts

Company Registration Number: 7470307 Charity Registration Number: 1144407

Report of the Trustees and

Unaudited Financial Statements for the Year Ended 31 March 2022

for

Marcham Community Group

(A Company limited by guarantee)

Green Accountancy Limited Association of Chartered Certified Accountants Witney Business and Innovation Centre Windrush Park Road Witney Oxfordshire OX29 7DX

Marcham Community Group

Contents

Charity information 1
Report of the trustees 2 to 5
Independent Examiner's Report 6
Statement of Financial Activities 7
Balance Sheet 8 to 9
Notes to the Financial Statements 10 to 17

Marcham Community Group

Reference and administrative details

Registered Company limited by guarantee number in England and Wales

7470307

Registered Charity number

1144407

Registered office

3 All Saints Close Marcham Abingdon Oxfordshire

Trustees

James Asher Suzanne Crafer Daniel Barnes Trevor John Hill Colin Peter Trinder Ruth Elizabeth Mander Adam Patrick Grady Michael Trevredyn Hoath Geoffrey Paul Dix

Accountant

David Wilsdon FCCA Association of Chartered Certified Accountants Green Accountancy Limited Witney Business and Innovation Centre Windrush Park Road Witney Oxfordshire OX29 7DX

Page 1

Marcham Community Group

Report of the trustees for the year ended 31 March 2022

Marcham Community Group is a Company limited by guarantee, whose members are individuals paying annual subscriptions and interested in furthering the Objects of the charity. The Objects of the charity, the powers of the trustees and the regulations concerning their appointment are set out in the Articles of Association.

Objectives and activities

The Objects of Marcham Community Group (MCG), as a charity, are the provision for the benefit of the inhabitants of Marcham and the surrounding area of facilities (including a community building and playing fields) for meetings, lectures and classes, and for other forms of recreation or other leisure-time occupation of individuals who have need of such facilities by reason of their youth, age, infirmity or disability, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the condition of life of the said inhabitants.

Structure, Governance and Management

MCG is a charity and Company limited by guarantee. It is run by a board of Trustees (also Directors under the Companies Act) which is responsible for strategic decisions, setting policies and approving material expenditure. Three committees report to the trustees: Hall Committee, Field Committee and Finance & General Purposes Committee on matters of day to day operations. Each committee is chaired by a trustee. We have a head of Finance on the board of Trustees responsible for book-keeping and setting up contracts.

The trustees have had regard to Charities Commission guidance on public benefit, which is an explicit component of the objects of the charity aimed at the local community.

The trustees present their report with the financial statements of the charity for the year ended 31 March 2022. The trustees have adopted the provisions of Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019).

Reference and administrative details

Company limited by guarantee, registered in England no. 7470307 and registered Charity no. 1144407.

Activities

The hall, Multi-Use Games Area (MUGA) and car park are owned by Marcham Parish Council and leased to MCG on a 99-year lease (from 19th June 2020); the recreation fields surrounding the village hall, in the ownership of the Arthur Anson Trust, are leased to the Parish Council and subleased to MCG, for the same 99-year period.

A paid part-time Coordinator manages bookings and hirers on a day-to-day basis and also covers a part-time cleaning role.

Page 2

Marcham Community Group

Report of the trustees for the year ended 31 March 2022

Achievement and Performance

During the financial year ended 31st March 2022, Marcham Community Group was increasing its operational role, running Marcham Centre village hall and recreation facilities to the charity as we emerged from pandemic closure restrictions.

Operations for the early part of the financial year were subject to disruption due to Covid-19 restrictions, which eased within the first few months of 2021-22. Significant interest from local people and community groups in making bookings for the facilities increased as we were able to open up more freely, income grew and we closed the year with a satisfactory surplus of £8,458 on operating activities.

Financial Review

The Budget and Business Plan for 2021-22 was subject to uncertainties attributable to Covid-19. MCG had faced continued fixed costs and utility costs and it took some time before hire levels fully covered on-going costs. We continue to monitor performance against budget to identify any significant shortfalls. MCG was eligible for and received Treasury grants via Vale Business Support for leisure businesses forced to close. These helped us to meet fixed costs during periods with no, or heavily reduced, hire income.

In our original plan, we had set out with a capital spend requirement of around £54k to fit out the facility with items necessary for the range of activities anticipated. Expenditure against this anticipated requirement was completed within the financial year.

Trading Company

The bar at Marcham Centre was opened for outdoor service (under Covid rules) on 30th April 2021 and was a success from the start. Following a review of the income of the bar, a trading subsidiary, Marcham Community Trading Ltd (“MCT”) was set up, operating the bar facilities from 1st June 2021.

MCT operates the bar under terms of an agreement with MCG, paying a monthly rent for the facilities and donating profits to MCG under charity Gift Aid arrangements as approved by HMRC. MCT currently has three directors (of whom two are statutory) responsible for running MCT, which is currently entirely staffed by volunteers. MCT has separate accounts which are independently reviewed by our accountant.

Reserves Policy

The trustees’ policy on reserves is to maintain sufficient cash reserves to provide working capital support for operating costs including minor repairs/maintenance for a forward period of up to 12 months. This period of cover may be reduced in future years when the longer-term pattern of income and expenses becomes more clearly established. In particular, the increasing cost of energy and the more general inflationary environment means we will have to ensure we retain adequate cash reserves and potentially review our sources of income.

Page 3

Marcham Community Group

Report of the trustees for the year ended 31 March 2022

In addition, and in line with a requirement of the leases and Management Agreement with Marcham Parish Council, the charity is required to contribute to a sinking fund (which will be held as Restricted Funds in a separate bank account) by making payments from General funds of at least £5,000 per year, starting by April 2022; this fund can be spent only on major maintenance work on the facilities with approval of the Parish Council. Reserves therefore will need to be held to cover these required annual contributions, in addition to working capital needs. The payment of £5,000 due for 2012-22 was made into that fund prior to April 2022.

Recruitment and appointment of new trustees

The trustees are accountable to the local community through the membership of the charity and are elected by votes of members at each AGM. The trustees seek to maintain a set of skills on the board that we need to operate effectively, for example, operational, financial and marketing skills. The trustees proactively invite and consider people who may have skills appropriate to becoming trustees from amongst those currently serving on one or more of the three committees that support the board. Our preference currently is to invite people interested in helping to join one of the committees first, so that they can gain an understanding of the operation of the charity. We also make an open invitation to local residents, normally in advance of the AGM, to ask anyone interested in becoming a trustee to seek more information and to make an application for election (proposed by an existing member).

Volunteers

The trustees do not run operations on their own and rely heavily on teams of volunteers to run and maintain the facilities, working alongside our one part-time paid employee. All activities, whether for general village activities (like Jubilee Weekend), private organisations (like Harmony Inspires) or commercial hirers (like Zumba), are run by others. We welcome new activities and would be happy to work with organisations (and individuals) to establish activities that are for the benefit of the village. We thank all volunteers who either run or support the activities in Marcham Centre for their time and dedication.

Exceptions from disclosure

None.

Funds held as custodian trustee on behalf of others

Damage deposits made in advance of facility hires are held on behalf of hirers ahead of the date of hire, and if all is satisfactory, these are returned to hirers. These deposits and hire fees paid in advance for hires in the following financial year are held in a restricted fund until the date of hire, when they are either re-paid or accounted for as income. During the year, we also held funds on behalf of Marcham Community Trading Ltd.

Page 4

Marcham Community Group

Report of the trustees for the year ended 31 March 2022

Trustees' responsibilities

The Trustees are responsible for preparing the Trustees Annual Report and the Trustees Report and Accounts in accordance with applicable law and regulations.

Each of the persons who is a trustee at the date of approval of this report confirms that:

-so far as each Trustee is aware , there is no relevant audit informa5on of which the charity’s auditor is unaware; and

-each Trustee has taken all steps that they ought to have taken as a Trustee to make themself aware of any relevant audit information and to establish that the charity’s auditor is aware of that information.

The annual report of the trustees was approved by the trustees on ............................................. and signed on its behalf by:

James Asher Trustee 

07/10/2022

Page 5

Independent Examiner's Report to the Trustees of Marcham Community Group

Independent Examiner's Report to the Trustees of Marcham Community Group ('the company')

I report to the charity trustees on my examination of the accounts of the company for the year ended 31 March 2022.

Responsibilities and basis of report

As the charity's trustees of the company (and also its directors for the purposes of company law) you are responsible for the preparation of the accounts in accordance 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 respect of my examination of your charity's accounts as carried out under section 145 of the Charities Act 2011 ('the 2011 Act'). In carrying out my examination 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 confirm that no matters have come to my attention in connection with the examination giving me cause to believe:

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

Green Accountancy Association of Chartered Certified Accountants Green Accountancy Limited Signal Court Old Station Way Eynsham Witney Oxfordshire OX29 4TL 

07/10/2022

Date: .............................................

Page 6

Marcham Community Group

Statement of Financial Activities for the year ended 31 March 2022

Unrestricted
funds
Note
£
Incoming resources
Income and endowments from:
Donations and legacies
3.1
12,606
Charitable activities - income
3.2
44,585
Other trading activities
3.3
15,860
Total Income
73,051
Resources expended
Expenditure on:
Raising funds
739
Charitable activities - expenditure
4.1
60,035
Bar trading costs
8,239
Total expenditure
69,013
Net income/(expenditure) before transfers
4,038
Transfers between funds
25,935
Net movement in funds
29,973
Reconciliation of funds:
Total funds brought forward
51,678
Total funds carried forward
81,651		 Restricted
funds
£
14,520
-
-
14,520
-
8,987
1,115
10,102
4,418
(25,935)
(21,517)
36,132
14,615		 Total
2022
£
27,126
44,585
15,860
87,571
739
69,022
9,354
79,115
8,456
-
8,456
87,810
96,266		 Total
2021
£
49,444
3,418
-
52,862
-
30,203
6,767
36,970
15,892
-
15,892
71,918
87,810

Continuing operations

All income and expenditure has arisen from continuing activities.

Page 7

Marcham Community Group

Charity Number 1144407

Balance Sheet as at 31 March 2022

Company Number 7470307

Unrestricted
funds
Note
£
Fixed assets
Tangible assets
5.1
43,142
Investments
5.2
1
Total fixed assets
43,143
Current assets
Debtors
6
4,750
Cash at bank and in hand
7
47,545
Total current assets
52,295
Creditors: amounts falling due within one
year
8
13,787
Net current assets/(liabilities)
38,508
Total net assets
81,651
Funds of the Charity
Unrestricted funds
9,10
81,651
Restricted income funds
9,10
Total funds
81,651		 Restricted
funds
£
-
-
-
-
14,615
14,615
-
14,615
14,615
14,615
14,615		 Total
2022
£
43,142
1
43,143
4,750
62,160
66,910
13,787
53,123
96,266
81,651
14,615
96,266		 Total
2021
£
27,361
-
27,361
-
62,305
62,305
1,856
60,449
87,810
51,678
36,132
87,810

The charitable company is entitled to exemption from audit under Section 477 of the Companies Act 2006 for the year ended 31 March 2022

The members have not required the company to obtain an audit of its financial statements for the year ended 31 March 2022 in accordance with Section 476 of the Companies Act 2006.

The trustees acknowledge their responsibilities for :

a) ensuring that the charitable company keeps accounting records that comply with Sections 386 and 387 of the Companies Act 2006 and

b) preparing financial statements which give a true and fair view of the state of affairs of the charitable company as at the end of each financial year and of its surplus or deficit for each financial year in accordance with the requirements of Sections 394 and 395 and which otherwise comply with the requirements of the Companies Act 2006 relating to financial statements, so far as applicable to the charitable company.

Page 8

Marcham Community Group

Charity Number 1144407

Balance Sheet as at 31 March 2022

Company Number 7470307

These financial statements have been prepared in accordance with the provisions applicable to charitable companies subject to the small companies regime.

The financial statements were approved by the Board of Trustees and authorised for issue on and were signed on its behalf by:

.............................................

Trustee 

07/10/2022

Page 9

Marcham Community Group

Notes to the Financial Statements for the year ended 31 March 2022

1 Basis of preparing the financial statements

These accounts have been prepared under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant note(s) to these accounts.

The accounts have been prepared in accordance with:

• the Charities SORP (FRS 102) 'Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019)',

The charity is a Company limited by guarantee and constitutes a public benefit entity as defined by FRS 102.

2 Accounting Policies

Income

Income is included in the Statement of Financial Activities (SoFA) when:

Income from membership subscriptions

Membership subscriptions received in the nature of a gift are recognised in Donations and Legacies.

Investment gains and losses

This includes any realised or unrealised gains or losses on the sale of investments and any gain or loss resulting from revaluing investments to market value at the end of the year.

Grants and donations

Grants and donations are included in the SoFA when the general income recognition criteria are met.

In the case of performance related grants, income must only be recognised to the extent that the charity has provided the specified goods or services as entitlement to the grant only occurs when the performance related conditions are met.

Tax reclaims on donations and gifts

Gift Aid receivable is included in income when there is a valid declaration from the donor. Any Gift Aid amount recovered on a donation is considered to be part of that gift and is treated as an addition to the same fund as the initial donation unless the donor or the terms of the appeal have specified otherwise.

Page 10

Marcham Community Group

Notes to the Financial Statements for the year ended 31 March 2022

Volunteer help

The value of any voluntary help received is not included in the accounts but is described in the trustees’ annual report.

Expenditure

Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all cost related to the category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resources.

Governance and support costs

Support costs have been allocated between governance costs and other support. Governance costs comprise all costs involving public accountability of the charity and its compliance with regulation and good practice.

Tangible fixed assets

These are capitalised if they can be used for more than one year, and cost at least £200. They are valued at cost.

Depreciation is provided at the following annual rates in order to write off each asset over its estimated useful life.

Furniture and equipment - 25% Straight Line Basis

Work in progress

Work in progress is valued at cost less any foreseeable loss that is likely to occur on the contract.

Taxation

The charity registered as a charity on 15 December 2010 and since that date has been exempt from corporation tax on its charitable trading activities.

Fund accounting

Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees.

Restricted funds can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes.

Debtors

Debtors (including trade debtors and loans receivable) are measured on initial recognition at settlement amount after any trade discounts or amount advanced by the charity. Subsequently, they are measured at the cash or other consideration expected to be received.

Page 11

Marcham Community Group

Notes to the Financial Statements for the year ended 31 March 2022

Cash at bank and in hand

Cash at bank and cash in hand includes cash and short term highly liquid investments with a short maturity of three months or less from the date of acquisition or opening of the deposit or similar account.

Liability recognition

Liabilities are recognised where it is more likely than not that there is a legal or constructive obligation committing the charity to pay out resources and the amount of the obligation can be measured with reasonable certainty.

The charity has creditors which are measured at settlement amounts less any trade discounts

Page 12

Marcham Community Group

Notes to the Financial Statements for the year ended 31 March 2022

3.1 Income from donations and legacies

Unrestricted
funds
£
Grants Received
10,667
Donations received
1,401
Pump income
538
Total donations and legacies
12,606
Unrestricted
funds
Grants included in the above amounts:
£
Marcham Parish Council
Grant for Grass Cutting
-
Grant for Sound absorbers and patio fencing
-
Vale of White Horse
Lockdown Grant
8,000
Covid Grant
2,667
VWHDC - S106 Art project funding grant
-
VWHDC - New Homes Bonus Grant
-
Oxfordshire County Council
Councillor Priority Fund 2020/21
-
Total grants
10,667
3.2 Income from charitable activities
Unrestricted
funds
£
Field events
2,205
Fundraising Event Income
546
Hall hire
31,101
Membership subscriptions
474
MUGA - Income
759
Hall - Marcham Community Trading
9,500
Total income from charitable activities
44,585		 Restricted
funds
£
10,900
3,620
-
14,520
Restricted
funds
£
4,100
-
-
-
1,950
4,850
-
10,900
Restricted
funds
£
-
-
-
-
-
-
-		 Total
2022
£
21,567
5,021
538
27,126
Total
2022
£
4,100
-
8,000
2,667
1,950
4,850
-
21,567
Total
2022
£
2,205
546
31,101
474
759
9,500
44,585		 Total
2021
£
40,008
9,271
165
49,444
Total
2021
£
1,800
5,000
2,135
8,573
19,500
-
3,000
40,008
Total
2021
£
-
-
2,770
516
132
-
3,418

Page 13

Marcham Community Group

Notes to the Financial Statements for the year ended 31 March 2022

3.3 Income from other trading activities

3.3 Income from other trading activities
Unrestricted
funds
£
Bar income
15,860
Total income from charitable activities
15,860
4.1 Charitable activities - expenditure
Unrestricted
funds
£
Direct cost of charitable activity:
Hall Costs
30,023
Depreciation charge
19,166
Field Costs
3,326
Insurance
2,347
Pump Costs
1,717
MUGA Costs
513
Bookkeeping
234
Other Costs
100
Website
20
Governance (see note 4.2)
2,589
Total expenditure on charitable activities
60,035		 Restricted
funds
£
-
-
Restricted
funds
£
6,159
-
2,828
-
-
-
-
-
-
-
8,987		 Total
2022
£
15,860
15,860
Total
2022
£
36,182
19,166
6,154
2,347
1,717
513
234
100
20
2,589
69,022		 Total
2021
£
-
-
Total
2021
£
11,049
9,807
1,997
1,886
34
460
-
25
372
4,573
30,203

Page 14

Marcham Community Group

Notes to the Financial Statements for the year ended 31 March 2022

4.2 Support costs

All support costs are allocated to the single charitable activity of the charity and are included above.

Governance costs included above
Unrestricted
funds
£
Audit & Accountancy
1,200
Legal Fees
728
Statutory Returns
13
Independent examination
648
Total governance costs
2,589		 Restricted
funds
£
-
-
-
-
-		 Total
2022
£
1,200
728
13
648
2,589		 Total
2021
£
960
3,000
13
600
4,573

Trustee remuneration

None of the trustees were remunerated during the year or the previous year. No trustee expenses were paid during the year.

4.3 Staff costs

Average headcount in the year: 2022 2021
Charitable activities 1 1

There were no ex-gratia payments made and no redundancy payments made. There are no staff working for the charity who were paid more than £60,000.

5.1 Tangible fixed assets
Cost
At 1 April 2021
Additions
At 31 March 2022
Depreciation
At 1 April 2021
Charge for year
At 31 March 2022
Net book value
At 31 March 2022
At 31 March 2021		 Furniture &
Equipment
£
42,039
34,947
76,986
14,678
19,166
33,844
43,142
27,361		 Totals
£
42,039
34,947
76,986
14,678
19,166
33,844
43,142
27,361

Page 15

Marcham Community Group

Notes to the Financial Statements for the year ended 31 March 2022

5.2 Investments

Market value
At 1 April 2021
100% Share in Marcham Community Trading Limited
Revaluations
At 31 March 2022
6
Debtors
Unrestricted
funds
£
Debtors
1,571
Hall hire to be billed
3,179
Deposit for sign
-
Total debtors
4,750
7
Cash at bank and in hand
Unrestricted
funds
£
Current Account
47,502
Deposit Account
-
Unbanked donations
43
Total cash at bank and in hand
47,545
8
Creditors: amounts falling due within one year
Unrestricted
funds
£
Hall deposits
1,800
Prepaid hall bookings
1,871
Accrued expenditure
5,518
Owed to the trading company
4,598
Total creditors due within one year
13,787		 Restricted
funds
£
-
-
-
-
Restricted
funds
£
9,615
5,000
-
14,615
Restricted
funds
£
-
-
-
-
-		 Total
2022
£
1,571
3,179
-
4,750
Total
2022
£
57,117
5,000
43
62,160
Total
2022
£
1,800
1,871
5,518
4,598
13,787		 Share in
Subsidiary
£
-
1
-
1
Total
2021
£
-
-
1,100
1,100
Total
2021
£
62,305
-
-
62,305
Total
2021
£
-
-
2,956
-
2,956

Page 16

Marcham Community Group

Notes to the Financial Statements for the year ended 31 March 2022

9 Charity funds - current year

Unrestricted funds
Designated fund
Restricted funds
Furniture & equipment grant
Lottery grant
Vale of White Horse art project grant
MPC grass cutting grant
Capital fund required by lease
MPC sound absorbers grant
Total funds
10
Charity funds - previous year
Fund name:
Unrestricted funds
Designated fund
Restricted funds
Furniture & equipment grant
Lottery grant
Legal fees
Vale of White Horse art project grant
MPC grass cutting grant
MPC sound absorbers grant
Total funds		 At 1 April
2021
£
44,678
7,000
8,972
977
18,309
2,874
-
5,000
87,810
At 1 April
2020
£
35,039
-
22,599
9,920
2,110
-
2,250
-
71,918		 Net
movement
in funds
£
11,038
(7,000)
1,822
(977)
1,891
1,682
-
-
8,456
Net
movement
in funds
£
(2,002)
-
(3,379)
(1,650)
(2,110)
19,409
624
5,000
15,892		 Transfers
between
funds
£
25,935
-
(6,395)
-
(19,540)
-
5,000
(5,000)
-
Transfers
between
funds
£
11,641
7,000
(10,248)
(7,293)
-
(1,100)
-
-
-		 At 31
March 2022
£
81,651
-
4,399
-
660
4,556
5,000
-
96,266
At 31
March 2021
£
44,678
7,000
8,972
977
-
18,309
2,874
5,000
87,810

Page 17