1 ## **COUNDON AND LEEHOLME COMMUNITY ASSOCIATION** ## **TRUSTEES ANNUAL REPORT APRIL 2020 TO MARCH 2021** ## **Registered Charity 1155072** ## **Administrative Details:** The Charity address is Coundon and Leeholme Community Centre Leeholme Road, Leeholme Co Durham DL14 8HN The Charity currently has 5 trustees: |1
2
3
4
5
|**Trustee name**|**Office (if any)**|**Dates Appointed**|**Name of person (or body)**
**entitled to appoint trustee**
**(if any)**| |---|---|---|---|---| ||Charles Kay|Chairperson|16/12/19|Existing Trustees| ||Anthea Parsley||28/6/18|Existing Trustee| ||Pam Hymas|Treasurer|1/2/21|Existing Trustees| ||Helen Hart||1/3/21|Existing Trustees| ||Sarah Brown||16/12/19|Existing Trustees| ||Patricia Clarey|||Secretary/charity
contact/Adviser| ## **Structure, Governance and Management** The Charity is set up under the **CIO Foundation’ model constitution** and was registered with the Charity Commission from 18 December 2013. It is an unincorporated organization. Trustees are appointed for a term of 3 years. New trustees can be appointed at a meeting especially convened for the purpose and where a resolution is passed by existing trustees. ## **Training for Trustees** Pam Hymas and Pat Clarey completed open learning on COVID restriction and building risk assessment management. In addition, the Trustees and committee members have been provided with written and verbal guidance on all policies and Health and Safety and Fire Risks legislation. Trustees sign a declaration to the effect that they are fully aware of the legal obligations and responsibilities of being a trustee. All trustees and those considering becoming a trustee should be fully aware of the Governance policies and procedure, the Constitution and should have accessed the information on the Charity Commission 2 website. The secretary keeps up to date with charity legislation using the Charity Commission website and Charity Commission updates. ## **Financial Review 2020/21** The Reserve Policy is as follows: ## **RESERVES POLICY 2020/2021** A fund will be held in reserve to cover 6 months running costs for Coundon and Leeholme Community Centre, a contingency fund for major building work and withdrawal of hire by a significant contributor will be added. The fund for 2019/20 which can be subject to review at any time by the Trustees has been agreed as follows: 6 months forecast running costs = £8000 Contingency for major repairs = £4000 Contingency for withdrawal of hire =£3000 ## **Total £15000** ## **RESTRICTED FUNDS POLICY (designated funds)** Restricted funds are those which have been granted by funders for a specific purpose plus those which have been earned/allocated by the association for the sustainability of a project. Receipts and expenditure are included in the main accounts however sub accounts will also be kept for restricted funds. These restricted funds will not be available towards the running costs and upkeep of the hall. Records will separate restricted funds from the hall maintenance funds showing clearly what money is available in these accounts. At the end of March 2021, the Accounts show the following: (rounded to nearest £) |Fund|Amount|Date to be
used by| |---|---|---| |Total
Funds
Held
by
Coundon
and
Leeholme Community Association as at
31/3/19|£50981|| |Restricted or Designated Funds total|£8562|| |Breakdown of Designated Funds:
Coundon and Leeholme Craft Club
Coundon and Leeholme Tea Dancers|£647
£914|Ongoing
Ongoing| 3 |Coundon and Leeholme Junior Youth Club
Bags of Help (Tesco)
Scotto Fence Fund
Remaining Hall Maintenance Fund|£250
£1351
£5391
£42429|Ongoing
Flexible
Flexible
ongoing| |---|---|---| ## **PUBLIC BENEFIT STATEMENT:** The Charity Trustees have complied fully with their duty to have due regard to the guidance on public benefit, published by the Charity Commission, in exercising their powers of duties. ## **Objects** To establish and run a community building and to promote for the benefit of the inhabitants of Coundon and Leeholme and the surrounding area without distinction of sex sexual orientation, age, disability , nationality race or political religious or any other opinions, the provision of facilities for recreation or other leisure time occupation of individuals who have need of such facilities by reason of their youth, age infirmity or disablement or 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 conditions of life of the said inhabitants ## **Main Activities (as of 31 March 2021)** Our main weekly activities for the public benefit are aimed at the very young, families and the older members of the community. They aim to provide affordable social opportunities and leisure activities in the neighborhood with the main aim of relieving social isolation by offering volunteer opportunities and a wide variety of activities to people of all ages. These activities have been seriously curtailed due to the restrictions put upon operating due to the COVID pandemic. ## **SUSPENDED FROM 15-3-20 NOT RESUMED IN FINANCIAL YEAR** 1. Mother and Toddler for 0-4 years 30 children with carers 2. Junior Youth Club 5-13years 20 children 5-13 years 3. Bowls 6 adults 4. Tea Dance 60 adults 5. Golden Hearts limited mobility exercise 20 adults ` 6. WI 10 adults 7. Craft Club 15 adults 8. Open Circle for mediums 25 adults 4 **OPEN UNDER COVID RESTRICTIONS 29 JULY TO 31 OCTOBER 2020** 9. Latino Dance 15 adults **10.** Keep Fit 15 adults 11. Yoga 12 adults 12. Jazz Band Practice 15 adults/children **13.** Slimming world 30 adults in 2 sessions **14.** Dance Clubs 45 adults in 3 sessions In this financial year we have not been able to have fund raising or family events or private party hires considerably reducing revenue We chose not to reopen our children and family events due to equipment handling and households likelihood to mix. ## **Partnerships** The trustees are continually seeking new partners to increase the diversity of activities we offer. Among the new partnerships we have built are ## **Northern Heartlands** ## **Durham County Council Community culture and development** We are working in partnership with the above art organisation on the development of an arts and heritage projects. ## **Asda and Tesco and Sainsburys Community Champions** We are developing relationships with our local supermarkets to see how they can support the activities we offer in their communities. ## **Existing Partnerships:** - DCC Community Building Support Team: Support Officer - Durham Community Aid and learning network. - Beamish Museum Community Team - Local Durham County Councillor - AAP Team - DCC Electoral Services – Use of a polling Station. - County Durham and Darlington Fire Service - Sainsbury’s Local) - Asda Spennymoor - Tesco Newton Aycliffe - Police and Community team Although there were very few opportunities to network in this financial year we hope to resume working together with partners as soon as we can. ## **Hall Hire:** 5 The total revenue from hall hire in was £2952 a decrease on previous year of £13271. The hire revenue has obviously been badly affected by the suspension of activities due to COVID. ## **Fund Raising and Donations** We were unable to raise additional revenue from funding events although opening of 3 small dance clubs for the period July to October raised £744. ## **Improving the Condition of the building** The trustees have continued with their program to improve the fabric of the building following asset transfer. All maintenance issues and compliance checks are up to date and the building has been been passed as fully compliant with public building regulations and health and safety law by an independent assessor from Durham County Council. Funding of £1500 was awarded from the Area Action Partnership neighbourhood budget towards the cost of redecorating the main hall. The main hall floor has also been refurbished. ## **Volunteers/Management Team** Services delivered by Coundon and Leeholme Community Association including the management and administration of the building and charitable organization are entirely carried out by volunteers. We employ a part time paid cleaner who has remained employed throughout the COVID pandemic receiving 80% of her wage. There are 20 regular volunteers including the management team. Their duties have been suspended this year. The management of the hall including Covid Risk, building maintenance, management of hire and cleaning has been covered by 2 designated members of the management team Pam Hymas and Pat Clarey. A talk group was set up to communicate remotely with other members. ## **COVID PANDEMIC** We have followed all COVID guidance during the pandemic. Although limited we have opened to hirers where it was possible making sure that the building was COVID ready and hiring agreements were suitably adapted. The loss of revenue from hire and events has been well covered by COVID grants of £12238 with a further £10000 to cover building costs. ## **Future Developments** Our focus in the 2021-22 will be to continue to manage our way through and out the pandemic and gradually re-introduce our suspended activities. We hope to develop the outside space of the building once planning permission is received. The funding is in place. 6 We will continue to promote the hire of our hall to increase revenue and the diversity of the activities we offer as soon as it is safe to do so. Succession planning will be a focus of all our activities in the future. We aim to encourage young volunteers who have used the hall as children to become volunteers and members of our management committee. ## **Budget Forecasting for 2021/22 (excluding projects and restricted funds)** Due to COVID 19 grants and our own efforts to open when allowed to, we are currently in a strong financial position. ## **Income Forecast 2021/22 is** : £ 8000 COVID restart grant Limited hire and activities based on Stage 3 and stage 4 opening £4000. Total: £12000 ## **Expenditure forecast** : £12000 It is expected that our current financial position at the end of 21-22 financial year will be well within the current reserve of £15000. **Increasing Reserve Fund:** It will be put to the Trustees as to whether we should increase our reserve fund to consider further closures and loss of revenue from hirers not returning following the pandemic. ## **Verification and Acceptance of Report** **This report has been accepted and verified by 2 trustees. All trustees have been sent a copy.** **Signed: Trustee** **Signed: Trustee** **22-6-21** |**COUNDON AND Leeholme Community Association**|**COUNDON AND Leeholme Community Association**|**1155072**||| |---|---|---|---|---| |**Receipts andpayments accounts**||||**CC16a**| |01-Apr-20
Period start date
**For the period**
**from**|**To**|31-Mar-21
Period end date||| |**Section A Receipts and payments**|**Section A Receipts and payments**|**Section A Receipts and payments**||||||| |---|---|---|---|---|---|---|---|---| |**A1 Receipts**|**Unrestricted**
**funds**
**to the nearest**
**£**||**Restricted**
**funds**
**to the nearest £**||**Endowment**
**funds**
**to the nearest £**|**Total funds**
**to the nearest £**||**Last year**
**to the nearest £**| |Restricted Funds small Grants|||**1,500**|||**1,500**||**700**| |Hall Hire|**2,953**|||||**2,953**||**12,924**| |Fund Raisingevents|**-**|||||**-**||**5,217**| |Clubs|**745**|||||**745**||**9,112**| |Donations|**44**|||||**44**||**1,854**| |Bank Interest|**28**|||||**28**||**21**| |Covidgrants|**22,239**|||||**22,239**||**-**| |||||||**-**||**-**| |**_Sub total_**_(Gross income for_
_AR)_|**26,009**||**1,500**||**-**|**27,509**||**29,834**| |||||||||| |**A2 Asset and investment sales,**
**(see table).**||||||||| ||**-**||||**-**
**-**
**-**|**-**||| |||||||**-**||**-**| |**_Sub total_**|**-**|||||**-**||**-**| |**_Total receipts_**
**A3 Payments**||||||||| ||||||**-**|**27,509**||**29,834**| |||||||||| |Electric|**827**||||**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**|**827**||**1,466**| |Gas|**365**|||||**365**||**1,796**| |water|**404**|||||**404**||**-**| |wages|**3,628**|||||**3,628**||**6,083**| |Insurance and licences|**909**|||||**909**||**1,612**| |buildingchecks|**1,438**|||||**1,438**||**2,161**| |repairs maintenance replacements|**2,637**|||||**4,137**||**5,316**| |events and clubs|**157**|||||**157**||**6,741**| |planningapplication|**609**|||||**609**||| |**_Sub total_ **|**10,974**|||||**12,474**||**25,175**| |||||||||| |**A4 Asset and investment**
**purchases, (see table)**||||||||| ||**-**||||**-**
**-**
**-**|**-**||| ||**-**|||||**-**||| |**_Sub total_ **|**-**|||||**-**||**-**| |**_Total payments_**
**_Net of receipts/(payments)_**
**A5 Transfers between funds**
**A6 Cash funds last year end**
**_Cash funds this year end_**||||||||| ||||||**-**|**12,474**||**25,175**| |||||||||| ||**15,035**||||**-**|
**15,035**||**4,659**| ||**-**||||**-**
**-**|**-**||**-**| ||**35,246**|||||**35,946**||**35,246**| ||**50,281**||||**-**|**50,981**||**39,905**| CCXX R1 accounts (SS) 09/05/2021 1 ## **Section B Statement of assets and liabilities at the end of the period** |**Categories**
Signed by one or two trustees on
behalf of all the trustees
**B1 Cash funds**
**B2 Other monetary assets**
**B4 Assets retained for the**
**charity’s own use**
**B5 Liabilities**
**B3 Investment assets**|Signature
**Details**
**Details**
**Details**
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
**Details**|**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**50,981**
**-**
**-**
**-**
**-**
**50,981**
**-**
Agreement Error
Agreement Error
**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**liability relates**
**Amount due**
**(optional)**
**-**
**-**
**-**
**-**
**-**
Print Name
Pam Hymas|**Endowment**
**funds**
**to nearest £**| |---|---|---|---| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||OK| ||||**Endowment**
**funds**
**to nearest £**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**Current value**
**(optional)**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**Current value**
**(optional)**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**When due**
**(optional)**| ||||| ||||| ||||| ||||| ||||| ||||| ||||Date of
approval| |||Pam Hymas|07/05/2021| ||||| CCXX R2 accounts (SS) 09/05/2021 2 ## **Independent examiner’s report to the charity trustees of ‘Coundon and Leeholme Trust** I report on the accounts of the Trust for the year ended31 March 2021 which are set out on pages 1 to 2. ## **Respective responsibilities of charity trustees and examiner** As the charity’s trustees you are responsible for the preparation of the accounts in accordance with the Charities Act (. It is my responsibility to: • examine the accounts under section 65 of the Charities Act • follow the procedures laid down in the general Directions given by the Commission under section 65(9)(b) of the Charities Act • state whether particular matters have come to my attention. ## **Basis of independent examiner’s report** I have examined your charity accounts as required under section 65 of the Charities Act and my examination was carried out in accordance with the general Directions given by the Charity Commission for Northern Ireland under section 65(9)(b) of the Charities Act. My examination included a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also included consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as charity trustees concerning any such matters. My role is to state whether any material matters have come to my attention giving me cause to believe: 1. That accounting records were not kept in accordance with section 63 of the Charities Act 2. That the accounts do not accord with those accounting records 3. That the accounts do not comply with the accounting requirements of the Charities Act 4. That there is further information needed for a proper understanding of the accounts to be reached. ## **Independent examiner’s statement** I have completed my examination and have no concerns in respect of the matters (1) to (4) listed above and, in connection with following the Directions of the Charity Commission for Northern Ireland, I have found no matters that require drawing to your attention. Name: Christine Bates Relevant professional qualification or body: retired Finance Officer DWP Address: 107 ETHERLEY LANE BISHOP AUCKLAND DL146UQ5 1 June 21