2022-03-31-accounts

Trustees’ Annual Report

Charity name: The Thomas Gifford Trust

Charity registration number: 1155669

For the period from 1 April 2021 to 31 March 2022

Contents

1. Objectives and activities

2. Achievements and performance

3. Financial review

4. Structure, governance and management

5. Reference and administrative details

6. Names of the charity trustees

7. Declarations

This report has been prepared following guidance in the Charities Statement of Recommended Practice (SORP, FRS-102 second edition). SORP references in this report refer to the relevant paragraph of that guidance.

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1. Objectives and Activities

SORP requirement		Commentary
Summary of the purposes of the charity as set out in its governing document SORP para 1.17		To provide and maintain a recreation ground (The 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 inhabitants of Charlbury and the surrounding area as the Trustees shall think fit.
Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. SORP para 1.17 and 1.19		During the year the Thomas Gifford Trust (TGT) managed the Charlbury Community Centre in its fourth full year of operation on a not-for-profit basis. TGT also managed The Playing Close, a public green space at the heart of Charlbury. This year TGT undertook these responsibilities as the community, and nation, emerged from the COVID-19 pandemic. Responding to the Government’s easing of lockdown restrictions from May to July 2021 TGT implemented a carefully managed re-opening of its public classes, activities and operations. In this context TGT continued to support the local community in recovering from the pandemic and ensure protection of TGT’s assets through pragmatic management. Through its ongoing activities TGT provided an essential safeguarding and wellbeing support service as the Charlbury community emerged from COVID-19. This was particularly targeted at the elderly or those clinically extremely vulnerable, to help ensure connectedness and help to address any needs or concerns. The Trustees’ Annual Report for 2020-21 included an extensive account of TGT’s contribution to Charlbury’s community response to COVID-19. An additional commemorative book was also produced to illustrate some of TGT’s contributions. The Community Centre The Community Centre incorporates sports, leisure and community facilities, Charlbury's library (operated by Oxfordshire County Council) and a café. As such it provides a much-needed facility for the town and surrounding communities. The Playing Close The Playing Close is a historic and tree-lined green space in

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SORP requirement	Commentary
	the town centre, valued by residents and visitors for its amenity. It also serves as a venue for a range of events from farmers’ markets to outdoor education, During the year TGT's income from Community Centre operations began to increase as limited ‘socially distanced’ activities reopened to the paying public. Consequently, the cost of running the Community Centre also gradually rose. The charity’s income from grants increased thanks to trustees’ energetic fund-raising which enabled access to money from local councils, central government and other sources. TGT does not have any employees: the Centre provides contract employment for a small number of local residents, helping to strengthen the town’s community and economy. In addition to contracted staff who manage and run the Centre, the Trustees record their gratitude to all the volunteers who support the Centre with their time and other resources to ensure that it runs successfully.
Statement confirming that trustees have regard to guidance issued by the Charity Commission on public benefit SORP para 1.18	The Trustees are mindful of the Charities Act 2011 'public benefit requirement' in all of their activities.

Additional information (optional)

SORP requirement	Commentary
Policy on grant making SORP para 1.38	TGT is reliant on donations and income from grants and Community Centre activities in order to cover running costs and long-term maintenance requirements. Consequently, TGT is not in a position to offer grants to other organisations.
Contribution made by volunteers SORP para 1.38	TGT is always heavily reliant on a substantial pool of volunteers from the town and surrounding area. A Trustee-led management group of volunteers freely provides time and expertise to undertake routine and non-routine maintenance tasks in the building, the surrounding grounds and on the Playing Close.

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SORP requirement

Commentary

In December 2021 Trustees hosted a Christmas party in the Thomas Gifford Room and courtyard for those who work and volunteer at the Community Centre. Trustees also agreed to host a barbecue to thank all volunteers who had supported the community during the COVID-19 pandemic. The Trustees unreservedly express thanks to all of those people who provided their skills, expertise and time to the Community Centre and TGT's other responsibilities during 2021-22.

2. Achievements and Performance

SORP requirement

Commentary

Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole. SORP para 1.20

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. FINANCIAL SUSTAINABILITY In addition to information provided in the financial accounts accompanying this report, the following points illustrate the sound financial management undertaken during 2021-22. TGT’s 2021-22 accounts show that a total of £46,318 was attracted in donations and grants. Sources of grants are detailed in the Annual Accounts and summarized in Section 3 below. TGT secured full business rates relief from the District Council for the year, allowing more of the Trust’s funds to be used for community benefit and maintenance of the premises. Financial processes were kept under review to ensure robustness. In September 2021 Trustees reviewed TGT’s financial approval methods, and revisedSpending Approval arrangements were agreed at a subsequent meeting. In November 2021 the draft Annual Accounts were considered. Trustees learned the benefits of TGT adopting‘Receipts and

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SORP requirement

Commentary

Payments Accounting’ principles, which is both simpler to apply and understand and is in line with Charities Commission advice. Trustees maintained a risk-based approach to financial forecasting and planning. Worst-case projections of long-term closure and loss of income enabled Trustees to closely monitor income from grants and other sources to support prudent management of the Trust’s finances and business. November’s discussion of the Income and Expenditure Budget for 2022 enabled Trustees to consider TGT’s forecast income and expenditure in the context of uncertainty around COVID recovery, fund-raising and income from activities at the Community Centre and Playing Close. Throughout the year Trustees agreed to keep setting aside money in a sinking fund (savings account) for long-term maintenance of the Community Centre and Playing Close. SECURITY, SAFETY AND AMENITY Security and safety of TGT’s customers and assets remained a high priority all year. A sub-group of Trustees kept abreast of, and implemented, the latest Government advice on COVID-19. The sub-group carried out risk assessments before decisions were taken about resumption of services, ensuring that all Community Centre users did so safely. AHealth & Safety Report was prepared and considered by Trustees in July 2021. During the year the Building Management Committee – comprising a number of Trustees and volunteers from the local community – finalised clearance of the vacant yard at the end of the building. This both increased amenity and gave rise to opportunities for use of the site. Recommendations from the most recent Community Centre Fire Risk Assessment were reviewed. Action was taken to replace external door locks on external doors and create a new fire exit to improve fire evacuation safety, and to install rubber flooring to improve plant room safety. In terms of information and business security, a revised

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SORP requirement

Commentary

document retention policy was approved during the year, and steps were taken to establish cloud storage for TGT’s electronic records. RANGE OF ACTIVITIES OFFERED The Community Centre began to cautiously reopen its services as COVID restrictions eased in Spring 2021. It was agreed that Trustees would take a cautious approach and that their first duty should be to protect Community Centre staff and customers. Activities reopened only after risk assessment and always in line with advice on COVID risk management. Trustees agreed that COVID mask-wearing should remain a requirement for everyone in the café and general circulation spaces. This was clearly stated on Community Centre entrances and reiterated online. Protective screens and sanitization arrangements remained in place, and the number of café tables was kept low to manage COVID risks safely. Trustees decided thatsports deemed to be “organised” (such as walking football sessions which were formally affiliated to Charlbury Town FC) could proceed, subject to the submission of a satisfactory risk assessment. Such sports could resume in line with guidance laid out by the sport’s governing body. However, sports deemed to be “non-organised” (i.e. without a formal club or coach present) were initially not able to restart, in line with the Government’s COVID Roadmap. Resumption of low-key indoor activities such as the Scrabble club were also delayed on the same basis. The Community Centre’s popular Sunday Circuits, which had continued as online video sessions throughout the lockdown, resumed in the hall from August 2021. The gym also reopened on an-appointment only basis. Other early resumptions included a “Bump to Two” session for parents and toddlers and Cotswold Supastrikers (football for younger children). In November Trustees were invited to attend a COVID recovery support day organised by Quest, managed by Right Directions on behalf of Sport England, for which TGT had received a financial grant. The latter part of the reporting year saw a gradual return to full activities which had been in place before the COVID

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SORP requirement

Commentary

lockdown. During the reporting year Trustees began actively developing a significant proposal for a new gym at Charlbury Community Centre. Currently, gym equipment is set up in the Thomas Gifford Room to support customer bookings. While adequate for low levels of demand, community engagement and other intelligence strongly suggests a proper permanent gym would be a welcome asset for Charlbury and also provide additional income for TGT’s ongoing provision of facilities for community use. Initial steps to develop a proposal with the neighbouring Charlbury Medical Centre, focusing on the health and wellbeing ambitions of the two organisations, proved inconclusive. Subsequent attention focused on the development of a standalone gym connected to the Community Centre and enabled by TGT and TGT fund- raising. A small sub-group of Trustees, including a new Trustee with a construction background, explored possible sites and delivery models, on which all Trustees were fully engaged throughout the second half of the year. At the time of writing the project continued to be developed by TGT and remains a very active project going into 2022-23. SUPPORT FOR NEIGHBOURS Throughout the year TGT sought to be a good neighbour, both to those nearby on the Nine Acres site in the town centre and to any of the town’s clubs and charities seeking assistance. TGT’s Chair worked with representatives of Charlbury’s Corner House Committee to support that organisation’s consideration of becoming a Community Interest Organisation. There were also initial discussions, unresolved at the end of the reporting year, about the possibility of Corner House Committee and TGT sharing a single booking system for activities and rooms. In March 2022 Trustees were supportive of a proposal by Charlbury Cricket Club and theNine Acres Management Committee to store grass cutting equipment on the Community Centre site. As the reporting year ended plans were in hand to locate a suitably adapted shipping container on the vacant end of the Community Centre site for this

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SORP requirement

Commentary

purpose, initially for a year and free of charge. Trustees continued to support a scheme established with Chipping Norton School to provide mentoring support to young people with life choices and other matters. Although take-up was not as high as anticipated the scheme helped to build positive relationships between TGT and communities further afield than Charlbury. SUPPORT FOR THE WIDER COMMUNITY TGT’s support for other community events continued with the resumption of Charlbury Beer Festival and other activities. TGT continued to host a number of vendors on purpose-built spaces on the Community Centre site. This included vans selling hot food, a local artisan baker, a fruit and veg box supplier and Sustainable Charlbury’s refill service for household cleaning products. This both supported vendors and the local community, and maintained an income source for TGT. Regular Farmers’ markets continued to be held on the Playing Close, and the funfair returned to the Playing Close as part of Charlbury Street Fair in September. During the year the Building Management Committee undertook maintenance of acoustic panels in the ceiling above Oxfordshire County Council’s library service. As the host of the county’s library in Charlbury TGT Trustees also liaised with the County Council on reopening the service after COVID restrictions had eased. PREMISES As well as routine maintenance of a well-presented Community Centre and Playing Close, Trustees – and in particular the Building Management Committee with its group of local volunteers – worked to ensure the sustainability of those two property assets. Priorities and achievements during the year included improving contractual arrangements for maintaining the air handling units, servicing the gas boiler, gutter clearance and improvements to Building Management Software. Efforts to improve the Community Centre’s energy use arrangements also proceeded, including rationalising utility supplier contracts

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SORP requirement

Commentary

and trialling heating efficiency procedures. The courtyard area at the Community Centre also benefited from the installation of sails to act as shelters from sun and rain. Trustees metwith Charge My Street with regard to a potential battery storage installation at the Community Centre to support electric vehicle chargers. If installed, the chargers would provide a community asset supportive of the climate and transport ambitions of both Charlbury Town Council and Oxfordshire County Council. The project remained in consideration at the end of the reporting year. Contractors carried out tree surgery work on the Playing Close in August 2021. As well as improving the canopy and aspect of trees, and enhancing Playing Close amenity, the work resulted in an accurate list of trees being provided to Charlbury Primary School as an outdoor education aid. Trustees enabled a Playing Close bollard – part of the historic perimeter fence – to be removed to improve access for those in wheelchairs or with pushchairs. Trustees additionally carried out weed-killing work to maintain the area around the Victorian fountain. Throughout the year Trustees supported engagement with residents regarding parking on the two private roads around the Playing Close. Parking had led indirectly to highway surface damage, for which TGT is responsible. TGT’s Building Management Committee oversaw efforts by a group of volunteers in August 2021 to repair potholes and improve the road surface. This also provided an opportunity to support good relationships between TGT and the local community.

3. Financial review

SORP requirement	Commentary
Review of the charity’s financial position at the end of the period	The period under review included several months in which the Community Centre – TGT’s main source of income – was not able to offer its full range of activities and services, due to COVID-19 restrictions not having been fully lifted. Successful

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SORP requirement	Commentary
SORP para 1.21	fund-raising, principally in the form of grant applications including several received in March 2021, ensured that TGT maintained a sufficient level of income throughout this constrained period. Operating income of £201,171 in 2021-22 compares favourably with £168,350 generated in 2020-21 but is still below the £219,550 generated during 2019-20. This reflects the negative impact of COVID on TGT’s activities in 2020-21, and the gradual return towards normal business after COVID in 2021-22, including operating under COVID restrictions for the first quarter of 2021-22. A significant line of income in 2021-22 (£46,318) was grants and donations. Sources of grants received includedWest Oxfordshire District Council, Charlbury Town Council, Community First,Sport England’s Community and Leisure Recovery Fund and Quest Moving Communities Support Package, JA Pye Charitable Settlement and the Co-op Foundation. Total expenditure of £143,243 in 2021-22 was more than the £118,069 incurred during the previous financial year, again reflecting the costs associated with recovery from COVID-19 and progress towards business as usual.
The charity must explain any policy it has for holding reserves and state the amounts of those reserves and why they are held SORP para 1.22	During the review 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 2022 the fund contained £63,106.
Reserves held SORP para 1.22	At the end of March 2022 TGT held cash reserves totalling £193,005 (compared with £135,077 in March 2021)
Details of fund or subsidiary undertaking materially in deficit SORP para 1.24	No debts have been incurred during the year.
Explanation of any uncertainties about the charity	There are no uncertainties about the charity's ability to continue as a going concern.

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SORP requirement	Commentary
continuing as a going concern SORP para 1.23
Additional information (optional)
SORP requirement	Commentary
The charity’s principal sources of funds (including any fundraising) SORP para 1.47	The charity's principal sources of funds during the year under review came from 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 low level at the start of the reporting period to levels increasingly in line with normal business towards the end.
A description of the principal risks facing the charity SORP para 1.46	The Trustees are confident that the charity will be able to manage the risks it faces. The risk which the COVID-19 pandemic posed to the Centre at the start of the reporting year was closely monitored as it evolved, with keen attention paid to financial forecasting and COVID-related risk assessments in particular.

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4. Structure, governance and management

SORP requirement	Commentary
Type of governing document SORP para 1.25	Constitution
How the charity is constituted SORP para 1.25	Charitable Incorporated Organisation
Trustee selection methods including details of any constitutional provisions SORP para 1.25	Of the 12 trustees, 6 are nominated as follows: three by Charlbury Town Council three by the councillors representing Charlbury at West Oxfordshire District Council (2 councillors) and Oxfordshire County Council (1) Six trustees are appointed by agreement of the trustees

Additional information (optional)

SORP requirement	Commentary
Policies and procedures adopted for the induction and training of trustees SORP para 1.51	New Trustees are given the opportunity to attend Trustees’ meetings as an observer before they are appointed.
The charity’s organisational structure SORP para 1.51	Trustees who undertake the roles of Chair, Vice-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 Centre Manager, who is not a Trustee but who attends all Trustee meetings.

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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	n/a

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6. Names of the charity trustees who manage the charity

Trustee name	Office (if any)	Dates acted if not for a whole year	Name of body entitled to appoint this trustee
Christopher Potts	Chairman		OCC/WODC councillors
Eileen Kenrick*			CharlburyTown Council
Matthew Scott		May2021 onwards	OCC/WODC councillors
Richard Lewis			The Trustees
Sir Stephen Bubb		To 14 Nov 2021	OCC/WODC councillors
Tanya Stevenson			CharlburyTown Council
Susan Terry			The Trustees
Steven Fairhurst Jones	Secretary		OCC/WODC councillors
GuyWaller		To 24 Oct 2021	The Trustees
Edward Wigzell			The Trustees
Stuart Duff	Vice-Chair		The Trustees
GaryHarrison		Jun 2021 onwards	CharlburyTown Council
AshleyBeighton		Nov 2021 onwards	The Trustees
William Robinson		Feb 2022 onwards	The Trustees

• Eileen Kenrick began the reporting year appointed by the other Trustees. In January 2022 Eileen was nominated as a Trustee by Charlbury Town Council.

Corporate trustees at the date the report was approved

Director name	Dates acted if not for whole year
n/a

Name of trustees holding title to property belonging to the charity

Trustee name Dates acted if not for whole year n/a

Names and addresses of advisors

Type of advisor	Name	Address
n/a

Names and addresses of Chief Executive and senior staff

Position	Name	Address
n/a

Exemptions from disclosure with reason for non-disclosure of key personnel details

n/a

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Declarations The trustees declare that they have approved the trustees, report above. Signed on behalf of the charity's trustees Signature Full name Ckr.rtopker PottJ Posltlon Date 2 7 Tart￿- 2023 Signature Full name Position Date 15

CHARITY COMMISSION FOR ENGLAND AND WALES Receipts and pa ments accounts CC16a For the period from 01-Aw.21 To 31-Mar-22 Section A Receipts and payments Unrestricted funds Restricted Endowrnent funds funds to th& n•arost £ lothp neare8tÉ tothe near05t£ toth? nEarE5t£ tothe T￿1$t£ Total funds Last y••r A1 Recei Donations Grants Fund eneration Interest on de Members sub5cripts.ons Hire of hall and 46.318 52.916 33 13.638 46.318 52,916 33 13,638 88,266 97,032 26,499 16B 13,300 31,351 ent ss income ARJ 201,171 201,171 188.350 sse an Inves soa table ota .171 201,171 ,35 A3Pa ments Cost of charrtable a Bought in gotyjs for fund Wages Rent / hire of rcx)ms Insurance Facilities maintenan￿, utirties deanin tr telephone Bank cha 415 14.335 70,847 415 14,335 70.B47 1,500 4.027 39.378 11.165 1￿76 229 5,884 71.268 2.125 4.027 39,378 11,165 1.576 24024 8,474 1,618 Sub total 143,243 143.243 118.069 A4 Asset and investm•nt Sub total Total payments 143,243 143.243 118.069 Not of receipts/(payments) A5 Transfors between funds A6 Cash funds last year end Cash funds this year end 57,928 57,928 50,281 77 13 193.0 193.005 135.077 Section B Statement of assets and liabilities at the end of the period Unrestricted Restricted funds funds to rwares1£ t¢ rnarest£ Categories CCXX R1 accounts ISSI Endowment Details 231q4 st£

B1 Cash funds Santander Current A￿Vrrt 69,789 Sanlander SawThJ$Aixx)unt NalionwKle Savings A￿Unt 60.120 63,016 Cash fk￿l 80 193,005 xxwsll Restrlctsd funds to nè8e•st£ Endowment funds funds Dots11$ to rwv05t£ 19 nearest£ 82 Other monetary assets Fund tOTh Cost loFth￿l urrentvaluo onal Details to whKh CuTr8nt value onal Detalls 84 Assets retained for the charity's own use Ful￿ to Thich lat05 Amount duo ional Wh&n due onal Details 85 Llabllitleg Signed by one or two trustees behalf of all the trustees Date of roval S￿natltFe Print Name cHkis Porr CCXX R2 ￿COUnts ISS}

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the Irust••sl members of Thomas Trust - On accounts for the y•ar 31.03.22 Charity no lrfany) 1155669 Set out on pages I report to the trustees i)n my examinion of the accounts of the al￿)Ve (arty (Ihe Trusf} for the year ended Re8ponsibilities and As the charity trustees of the Tfust. you are responsrble for the prepaTrlion basls of report of the accounts in accordan￿ vrith the requirements of the Charities Act 2011 (Ihe Acf). I re[￿ in restEd of my examination of the T￿S accounts carried out under secaion 145 of the 2011 Act and in carying out my examination, I have followed the applicable Directions gNen by the Chanty Commission under sedion 145(5)(b) of the A(1. I have c￿p￿ted my examinalion. I Conffi￿ that no malerial matters have come to my attèntion {0th8r than that disdosad ￿lOw.) in connèction with the examination whith gives m¢ cause to believe that in, any rnaleTial spect. accounting records were not kept in accordance with section 130 of theAdor accounts do not accord with the accounting records Independent oxaminerf¥ statement I have no concems and have come a￿osS no other matters in connection wrth the examination to which attention should te drawn in order to enable a proper understanding of the accounts to be reached. . Please delete the in the brackets rfthey do not apply. Slgned: 130722 Name: Anthony Morgan Relevant professional quallficatlon{s) or body Ilf any): FCA Addre89: Kimber Cottage. Wo(xJstock Rd Charlkxjry OX73ET IER October 2018

Section B Disclosure Only complete rfthe examiner needs to highlight matters of concem (see CC32, lThleF*ndent examinats.on of tharity accounts.. directions and guidance for examiners). Giv• here brief details of any Items that the examiner wishes to disclose. IER October 2018