CHARITY COMMISSION FOR ENGLAND AND WALES Trustees, Annual Report Charity name: The Thomas Gifford Trust Charity ragistration number: 1155669 For the period from 1 April 2020 to 31 March 2021 Contsnts 1. Objectives and activib.es 2. Achievements and perfornance 3. Financial review 4. Structure, govemance and management 5. Referen and administrative detsils 6. Names of the charity trustees 7. Declarations This report has been prepared following guidance in the Charities Ststement of Recommended Practice SORP FRS-102 second edition . SORP references in this report refer to the relevant paragraph of that guidanc*.
Objectives and Activities SORP requirement Commentary .. Summary ofthe purpose$ of the charity as set out in its governing dccumenl To provide arKI maintain a recreab'on ground tfhe Playing Close) for the benefit of the inhabitants of the parish of Charlbury and the surrounding area. To promote such other charitable purposes for the benefit of the inhabitsnts of Charfbury and the surrounding area as the Trustees shall think fft. SORP para l. IT Summary ofthe main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. During the year in question The Thomas Gifford Trust {TGT) managed the Chadbury Community Centre in its third full year of operation on a not-for-profit basis. TGT also managed The Playing Close, a public green space at the heart of Chadbury. This year TGT undertook these responsibilities in the context of the COVID-19 pandemic. TGT'S response to the pandernic was twofold: (i) support to the local community in coping with the pandemic and (li) protection of TGT'5 assets and activities through vigorous fund-raising and pragmats'c management. As one of several focal points for Charfbury's community organisations, TGT played a vital leadership role, along with the TO Council and church among others, in estsblishing and co-ordinab'ng setvices needed during the pandemic. SORPpara l. 11 and 1.19 The Commun. Centre i The Community Centre incorporates sports, leisure and community facilib"es. Charfbury's library (operated by Oxfordshire County Council) and a café. As such it provides much-needed facility for the town and surrounding communities. The Pla in Close The Playing Close is a historic and tree-lined green Spa in the town ntre, valued by residents and visitors for its amenity. It also serves as a venue for a range of events from famers, markets to outdoor educats'on. IAlhile many of TGT'S nomial activib'es were either disrupted or paused during the COVID-19 pandemic the charity maintained its position as a focal point for community benefit throughout. The charity's trustees. volunteers and contracted workers provided support to the community ranging from on-demand shopping serViS for those isolating to the provision of online fitness classes.
SORP requirement Commentary Through these activities TGT also provided an essential safeguarding and wellbeing support service, keeping in contsct with people - particularly the elderly or those clinically extremely vulnerable- to ensure connectedness and identify any needs or cOnrnS. As such the charity played an important part in the community's handling of the pandemic. During the year TGTS income from Community Centre operations decreased, as did the cost of running the Centre given that it was closed for much of the year. The charity's income from grants increased thanks to trustees. energetlc fund-raising which enabled access to money from local councils, central government and other sources. TGT does not have any employees.. Ihe Centre provid85 contract employment for a small number of local residents, helping to strengthen the town's community and economy. In addition lo Contracted slaff who manage and run the Centre, the Trust88s record their gratitude to all the volunteers who support the Centre with their time and other re80urces to ensure that it runs successfully. Statement conflrmlng that trustees have reg8rd to guidance issued by Ihe Char Commission on public nefit The trustses are mindful of the Charlties Act 2011 'public benefit requirement, in all of their activities. SORPpara 1. 18 Addltional Informatlon {optlonall SORP requiremenw. Policy on grant making SORPpth 1.38 Commentary ', TGT is reliant on donations and income from grant5 and Community Centre activities in order to cover running eo$t8 and long-term maintenance requirements. Consequently, TGT is not in a position to offer grants to other organisations. TGT is always heavily reliant on a substantial pool of volunteers from the town and surrounding area. During the pandemic the role of volunteers changed with the needs of the community. Contribution made by volunteers SORPparn 1.38 A trustee-led mana ement rou of volunteers freel rovides
SORP rèquirement Commentary time and expertise to undertake routine and non-routine maintenance tasks in the building, the surrounding grounds and on the Playing Close. At the end of Ihe previous reporting year (March 2020} TGT'S proactive response to the early stages of the COVID-19 pandemic relied on a rapidly mobilised group of volunteers, with the Community Centre acting as a hub for contact support and logistics. By April 2020 TGT was co-ordinating 201 volunteers supporting at least 103 households in Charlbury. Once contacted by members of the public, volunteers- those usually connected to TGT or those newly motivated to help- undertook shopping and social care services on behalf of those in the community less able to do so themselves. Additionally, TGT distributed frozen meals donated by Cook to 5 vulnerable families in Chartbury referred to TGT by Chipping Norton School. This 'hub' role, and volunteer c04)rdination in particular, continued as the pandemic progressed. Under TGT'S co-ordination the "Veg Patch. project saw youth volunteers creating raised garden beds for local residents wishing to grow their own food, whether for consumption or as a wellbeing activity. The Trustees unreservedly express thanks to all of those people who provided their skills, expertise and time to the Community Centre and to the TGT'S other responsibilities during 2020-21 including the COVID-19 response, and who continue to do so. 2. Achievements and Performance SORP requirement Commentary i .." . Summ8ry ofthe main achievements of the charity, identifying the difference the charity's work has made to the circumstances of ils beneficiaries and a In its regular activities, the charity has fulfilled its commitments to the community through the successful management of both the Community Centre and The Playing Close. Both facilities are available for all to use, in many cases free of charge. Some highlights of the Trust's key areas of business throughout the year follow.
SORP requirement wider benefils lo society as a whole. SORPp8r8 1.20 Canmentary FINANCIAL SUSTAINABILrrY In addition to infomiation provKled in the financial accounts accompanying this report, the following points illustrate the sound ffinancial management undertaken during 2020-21. TGT'S 2020-21 accounts show that a total of £97,032 was attracted in donations and grants. Sources of grants received during 2020-21 included West Oxfordshire District Council (Business Support Grant. Leisu Support Grant), Sport England (Communty Leisure Recovery Fund), Natsonal Lottery, Charlbury Town Council. Oxfordshire Community Fund and The Glasgow Foundation. TGT secured full business rates relief from the District CoL*ncil for the year, allowing more of the Trusfs funds to be used for communty benefit and maintenance of the premises. Trustees maintsined a risk-based approach to financial forecasts'ng and planning. Worst-case projections of long-temi closure and loss of income enabled Trustees to closely monitor income from grants and other sources to support prudent management of the Trust's finan8 and business. Throughout the year Trustees agre8d to keep setting aside money in a sinking fund {sawng3 account) for long-lerm maintenance of the Community Centre and Playing Close. SECURITY, 3AFETY AND AMEIIITY Security and safety of TGT'S customers and assets remained a high priority all year. A small sub-group of trustees was assigned to keep abreast of, and implement, the latest Cov119 guidance from the Government. The subroUp carried out risk assessments before decisions were tsken about resumption of services. This ensured that those visiting or working at the Community Centre did so safely, and supported trustees. consideration of the gradual reopening of seprfices. The Centre's dosure enabled the Building Committee to undertake thorough rna1ntenan and repair work. This included, for example, clearance of the yard alongside the Centre, which had amassed building supplies and other items over time. This also enabled other TGT ambitions to be considered suth as the otential location of a ermanent
SORP requirement RANGE OF ACTIVITIES OFFERED The initial lockdown period from April 2020 saw the Centre entirely closed to the public. As lockdown restrictions began to ease from July 2020 Trustees, staff and community groups were innovative in their provision of services at the Centre. This both maintained community benefit. in terms of providing local activities. and attracted income. Each newly reopened service also laid a solid foundation on which to extend the range of activities on offer. The Centre's popular circuits and line dancing dasses moved online during the lockdown, with highquality video productions offered to participants over Zoom. This kept the Trust's customers engaged and provided a source of income. TGT established and ran a virtual coffee moming for a group of elderly residents who would usually have met regularly in various venues including the Community Centre café. This took the form of a Friday moming elevenses, with a delivery of eAke and coffee supported by volunteers, phone conversations with the individuals at that time. In good weather Trustees and volunteers also supported a 'Golden Hour, in which groups of elderly residents gathered on ' the Playing Close for refreshments and conv8tsation. The Centre also provided a 'drop and quarantine, point for | jigsaws and books for community sharirKJ. | The Centre's cafe was gradually re0ned, first offering a ', tskeaway service and latterly open for customers to stsy, always in line with COVID-19 guidance. l As the pandemic developed and guidan evolved, services at the Community Centre moved from models of high social distancing {such as solo gym a¢ss) to small groups, pemiitted team sports and eventually wider community i activits"es. By mid-september online classes were being supplemented by appropnate resumption of sports activities such as pilates. badminton. pithlgball and small-group gym and circuits sessions. The Oxft)rdshire County Council library, housed within the Centre. reopened in October. SUPPORT FOR NEIGHBOVRS Throu hout the ear TGT sou httobea ood nei hbour, both
SORP requirement Commentsry to those nearby on the Nine Acres site in the town centre and to any of the town's clubs and charits'es seeking assistance. For example, Trustees supported the eskblishment of the Comerstone project in the town's Comer House, which among other community services offered the 'Give and Take. servi (essentially the town's food bank). Trustees approached Chartbury Primary School to help establish a leaming support function for students unable to attend normal classes. Tuition and homework support was duly offered via the 'Leaming Café, by volunteers, including youth volunteers. A student mentoring scheme was also established by Trustees working with Chipping Norton School. Training was provided ft)r a group of over 40 people to provide mentoring support to young people life choices and other matters. TGT'S Buildlngs Committee also contlnued to undertake maintenance of the neighbouring Nine Acres Pavilion, and volunteers helped to decorate the Cornerstone room when that project was estsblished in the Comer House. SUPPORT FOR THE WIDER COMMUIIITY TGT'S support for other community events (Such as the Charlbury Beer Festival) was necessarily constrained by the effects of the Cov119 lockdown. However, TGT continued to host a number of vendors on purpose-bullt spaS on the Community Centre site for much of the year. This included vans selling hot food, a local artisan baker, a fruit and veg supplier and Sustainable Charlbury's refill serwce for household cleaning products. This both supported vendors and the local community, and maintained an income source for TGT. Famers, markets resumed on the Playing C105e in June 2020, as soon as Govemment gUKlan permitted. PREMISES As well as routine maintenance of a well-presented Community Centre and Playing Close, Trustees- and in particular the Building Management Committ¢¢ with its group of local volunteers- worked to ensure the sustainabili of
SORP requirement Commentary ". those two property assets. Work on the Playing Close induded substantial tree rna1ntenan to improve tree health and amenity. Trustees also took substants'al time to liaise with Gigaclear, a company bringing broadband infrastructure to Chadbury, to ensure that operations around the Playing Close remained sympathetic to that community spa. Building Maintenan in the Community Centre itself focused on implementation of a Long-Temi Maintenance Plan to help ensure the fijture sustainability of the Trust's main asset. The Centre's gardens were maintained all year by a local gardener. Financial review SORP requirement Commentary Review of Ihe Charity's financial position at the end of the period The period under review included several months in which the Community Centre- TGTS main Sour of income- was unable to open. As noted above, sucsSful fijnd-raising, principally in the fom of grant applications, ensured that TGT maintained a sufficient level of income throughout the reporting period. SORPp8r8 1.21 l Operating income of£168,350 in 2020-21 compares with £219,550 generated during 2019-20, with the impact of COVID-19 on normal Community Centre business clear to The most snIficant line of income in 2020-21 (£97,032) was grants and donations. Sour$ of grants reiVed included West Oxfordshire Distn'ct Council (Business Support Grant, Leisure Support Grant), Sport England (Community Leisure Recovery Fund). National Lottery, Chadbury Town Council, Oxfordshire Community Fund and The Glasgow Foundation. Totsl expenditu of £118,069 in 2020-21 was less than the £233,476 incurred during the previous financial year, again reflecting the impact of COVID-19 on business.
SORP requirement Commentary The charity must explain any policy it has ft)r holding reserves and st8te the amounts of those r8seNes and why tf)ey are held SORPper8 1.22 During thé réview period, the TGT continued with its policy of building a fund that will provide for the long-term maintenance requirements of the Community Centre. This is achieved by setting aside surplus cashflow with the aim of achieving an annual target of at least £12,000 paid into a reserve fund. At the end of March 2021 the fund contained £52,114 {£32,000 in March 2020). Reserves held SORPpar8 1.22 At the end of March 2021, Ihe TGT held cash reservas lotalling £135,077 (compared with £84,796 in March 2020) No debts have been incurred during the year. Details of fund or subsidiary undertaking materially in deficit SORPp•M 124 Explanation of any uncertainlies about the charity continuing as a going concem SORPparn 1.23 There are no uncertainties about the charlty's ability to continue as a going concern. Addltlonal Infomiatlon SORP requlremem Commentary tlonal The charity's principal sources of funds (including any fundraising) SORPpam 1.47 The charity's principal sources of funds during the year under review came frorn grants from a variety of donors as noted above. The trustees would like to express their thanks for the generosity shown by these individuals and organisations. Income from users of the Community Centre rose from a very low level at the start of the reporting period to levels increasingly in line with normal business towards the end. A description of the princip81 risks facing the charity SORPparn 1.46 The Trustees are confident that the charlty will be able to manage the risk5 It faces. The risk which the COVID-19 pandemic posed to the Centre in April 2020 was closely monitored as it evolved, with keen attention paid to financial forecasting and COVID-related risk assessments in particular.
- Structure, governance and management SORP requirement , Commentary Type of governing document Constitution SORPpara 1.25 How the charity is Gon$tituted Charitable Incorporated Organisation SORPp8rn 1.25 Truste8 selection methods including d8t8Nls of any conslilution81 provisions SORPp•rn 1.25 Of the 12 trustees, 6 are nominated as follows= three by Charlbury Town Councll three by the councillors representing Charlbury at West Oxfordshire District Council {2 councillors} and Oxfordshire County Council11 J Six trustees are appointed by agreement of the trustees Addltlonal Informatlon (optlonal) SORP requiiemont Comm8ntsry Policie$ 8nd pffjcedures adopted for the induction and training of trustees SORPp•r4 1.51 New Trustses are given the opportunity to attend Trustees, meetings as an obseNer before they are appointed. The oh8rilys organisational stru¢turg Trustees who undertake the roles of Chair, Vlce-chair and Secretary are noted in section 6 below. All Trustees undertake duties in line with the Charity's needs and their own capacity, interests or skills. Day to day management of the Community Centre is undertaken by the Gentre Manager, who is not a Trustee but who attends all Trustee meetings. SORpp 1.51 10
5. Reference and Administrative details
| SORP requirement | Commentary |
|---|---|
| Charity name | The Thomas Gifford Trust |
| Registered charity number |
1155669 |
| Charity’s principal address |
The Thomas Gifford Trust Charlbury Community Centre Enstone Road Charlbury Oxfordshire OX7 3PQ |
| Name of any chief executive officer or senior management personnel to whom the trustees delegate day-to-day management of the charity SORP para 1.52 |
n/a |
| Names and addresses of any other relevant organisations or persons providing banking services or professional advice to the charity, including its solicitors, auditor and investment advisers. SORP para 1.52 |
11
- Names of the charity trustees who manage the charity Tru$ts* n#m• lrfanyl Datss aclod If notfora whol¢ y•at Namè of body efttitd to appoinlthi8 trustso Christopher Potts Eileen Kenrick Chairman OCCNVODC councillors The Trustees Richard Lewis The Trustees OCCIWODC councillors Charlbury Town Council The TrL6Stees Roger Venthen Tanya Stevenson Susan Terry Steven Fairhurst Jones Guy Waller Edward Wigzell Marjorie Glasgow Paul Jenkins Stuart Duff Secretsry OCCIWODC councillors The Trustees The Trustees Charlbury Town Council Charlbury Town Council The Trustees To January 2021 To January 2021 From 1411012020 Vice-chair Corporate trustees at the date the port was approved DIM¢tor nam• Datss a¢lgd il notforw1kn ygaT nla Name of trustees holding tide to propety belonging to the chanty Tru6tse name D4ts¥ a¢lpd 11 notforwholg ywr nla Names and addresses of advisors Trpe ot advlsor nla Names and addresses of Chief Executive and senior staff Position Name Addrws nla Exemptions from disclosure wtth reason for non-disclosure of key personnel details nla 12
Declarations The trustees declare that they have approved the trustg0s' report abovo. Slgnod on behalf ol the charlty's tni8tee8 Signature Full name Ck t D.c. P.tt, Posltlon Date 2022. Signature Full name Posltlon Dats 13
CHARITY COMMISSION FOR ENGLANO ANO WALES Recei tsand ments accounts CC16a For the perlod from 01-Apr-20 To 31-Mar-21 Section A Receipts and payments Unrestricted funds to tho nearest Restrlcted funds to th¢ n8aroSt £ Endowment funds to tho n9aYesl £ Totsl funds Last year to th• ngarest £ to thg nearo8t£ A1 Recei DOnaOnS GTrnts Fund eneratlon Interest on de Munbers subscrl Hire of hall and 97,032 28,499 168 13,300 31.351 97,Q32 26.499 188 13.300 31.351 sits ions ent n)ss incon70 AR) 168,3SO 168,360 219,SSQ nve$ men sa See tabl• . Tot81 recelpts 168,350 A3 Pa ménts Cost of tharitsble acdvlty Bou ht in ood5 for fund Wa es Rent hire of rooms Insuran Facilities maintenan, utiities, deanin IT tele hone ost stitione Bank cha es 229 229 5,884 71.268 2.125 4.447 24.024 B.474 1,618 enernon 71,268 2.125 4.447 ¥024 BA74 1,618 Sub total 118,089 118,069 233,476 A4 Asset and Investment Sub total 118,069 ql8,089 233,476 Net of re¢eipts/(payments) A5 Transfers between funds A6 Cash funds last yearend Cash funds this year end 50,281 50,281 13,926 135,077 135,077 84,796 Section B Statement of assets and liabilities at the end of the period Unrestricted funds to noor08t£ Rèstri¢ted funds Endowment funds Categories CCXX R1 accounts ISSI Detai15
B1 Cash funds Santandgr current account 35,1B9 Santarvjer sawngs a¢¢ount NalionwK1e Re5etve AGcouni 51114 47,688 Cash Float 70 C01F Account 16 Total cash funds 135,077 1agr¢eb3rS lpts ano payments attount(511 Unrestrlcted funds to Mara8t £ Restricted funds Endowmerrt funds Dotalls to néar08t £ 82 Other monetsry assets Fund to whlch 4SS•t bo10 Curr¥nt valuo kional Details Cost loptlonall Fund to whlch a8s8t bolon unrestricted Current value ional Detail$ Ch3dbury CommurHty Centre Cosi loptlonall B4 Assets retained for the charity's own uso Ttte Playiro Ckose Fund towhlch Amount duo lonal WhgTr dua Detaits 85 Liablliti9$ za•• Signed by one or trustees on bghalf of all the trustees Dale of roval Signature Print Name CCXX R2 accounts ISSI $sEO4 1810112022
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examlnerfs report on the accounts Section A Independènt Examlner's Report R•port to th• trn•l••sl , On a¢Unts for th• y•Ar •nd•d 31 O?. Li Chaflty n (K •ry) I r•wt lo th• tr8 on my eMinatIOn Ihe a¢¢th of above charty {Ihe Tnrf) fw yoar erKlod 3 J 03 Lo Zl ••ponslblllll•• and As It ch•nty truslee• ol Tru81. Y ¥• respte for the prep¥atn 2011 A( ). I rep In resFed of my examinati of TrLffji'8 accwrts carried (xrt Uer 8efAsM 145 of the 2011 Acl and in carrywvJ oth my examrtlon. I have followed the applKable ThreCt grven by Ihg Chanty Commrnglon urthr 8•cIKXI 145(5)Ib) of the Act, I have completed my examinat1. I C Ihal malw1 matter3 have •xamln•rf• •tst•nwrt corne lo my attentbon {ottw than Ihat d8cIo86d t5tr cormthn with Ihe eX1natIon Yéhith gives me cause lo belve Ihat kn: any matLYTal accounting reuKd8 were rKrt keo in aoctydwv with So(1 130 of the Ad or . the do n¢X acc(Kd tr acCotry rocor(Is I have no conom$ and have come auoss no rjlher m8ller9 in Cly0¢ wrth tt examinabon lo ¥thKh attOrt shwkl b8 drawn in to enabkn a proper untsrstafwjing of the accounts to bo reactd. . F¥e88e delote th8 m the bfaGkels rfllw do not apply z? )q.24>LI AnJTMoVY &C4/4L b rti o R R•l•vant profeulonal ' qu•llficatioNs) or body Irf any): Fc Addr•88: Tffl &t- JovbJfaC* rt 0¥1 3£r IER Octob•r 2018