## **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. 1 ## **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| 2 |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.| 3 |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| 4 |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| 5 |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| 6 |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| 7 |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| 8 |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| 9 |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.| 10 |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.| 11 ## **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.| 12 ## **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| 13 ## **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 14 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 tOT*h Cost loFth￿l urrentvaluo onal Details to whKh CuTr8nt value onal Detalls 84 Assets retained for the charity's own use Ful￿ to T*hich 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 examin*ion 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