## **Trustees’ Annual Report** **Charity name: The Thomas Gifford Trust** **Charity registration number: 1155669** **For the period from 1 April 2022 to 31 March 2023** ## **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 fifth 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.
The Community Centre
The Community Centre incorporates sports, leisure and
community facilities, a café and a branch of Oxfordshire
County Council’s library. 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
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 was healthy, but likewise the operational costs of
running the Community Centre – particularly energy costs –
rose, making for a challenging year.
The charity’s income from grants resulted from energetic fund-
raising by trustees and especially the Community Centre’s
Executive Director, 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.| |SORP requirement|Commentary| |---|---| |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 help 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.
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
2022-23.| ## **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|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**| 3 |SORP requirement|Commentary| |---|---| |society as a whole.
_SORP para 1.20_|In addition to information provided in the financial accounts
accompanying this report, the following points illustrate the
sound financial management undertaken during 2022-23.
TGT’s 2022-23 accounts show that a total of £14,739.02 was
attracted in donations and grants. Sources 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.
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.
In May 2022 the Community Centre hall hire fees were
increased slightly – the first time in the 5 years since opening.
This reflected rising running costs; however, the modest scale
of the increase also showed TGT’s priority for the continued
affordability of Community Centre facilities for local residents.
In the latter half of 2022 Building Management Committee
members undertook an extensive review of energy use in the
Community Centre. This was primarily driven by the need to
manage the rising cost of energy bills, though lowering TGT’s
carbon footprint was also a factor. By year end the Community
Centre was being run far more energy-efficiently and with
costs managed down to a minimum. Trustees had also
commissioned advice on potential projects such as rooftop
solar and battery storage, and before year end had resolved to
look into funding for an increased rooftop solar array.
Financial processes were kept under review to ensure
robustness.January’s meeting saw discussion of the Budget
Forecast for 2023. This enabled Trustees to consider TGT’s
projected income and expenditure in the context of uncertainty
around rising costs, fund-raising and income from activities at
the Community Centre and Playing Close. Throughout the
year Trustees took a risk-based approach, closely monitoring
income from grants and other sources to support prudent
management of the Trust’s finances and business.
**SECURITY, SAFETY AND AMENITY**
Security and safety of TGT’s customers and assets remained
a high priority all year. The Community Centre’s 5-year
electrical certificate was renewed in May 2022 and work to| 4 |SORP requirement|Commentary| |---|---| ||improve intruder alarms and security doors was undertaken.
In September 2022 Trustees produced and adopted a new
Safeguarding and Anti-Bullying Policy covering all those
involved in running or using the Community Centre. Health
and safety policies and procedures were kept under review
throughout the reporting period.
During the year the Building Management Committee –
comprising a number of Trustees and volunteers from the
local community – undertook arange of maintenance work to
keep the premises and surrounding area as safe as possible,
from gutter clearance to re-gravelling parking spots. A Trustee
also undertook weeding and other care on the Playing Close.
The Building Management Committee also produced a long-
term maintenance plan to help determine TGT’s sinking fund
and show where expenditure is likely to be needed in the
future. This approach helps to ensure both sound facilities
management and financial prudence.
**RANGE OF ACTIVITIES OFFERED**
With COVID-19 now being managed in the community, the
volume of activities on offer in the Community Centre rose.
New sessions for circuits and pilates were added. Growth of
the youth basketball session and a successful youth club were
among highlights of the year’s provision. Walking football,
pickleball, cricket and football remained among the more
popular sporting activities available, with netball and volleyball
among the other sessions on offer.
Away from sports, the Community Centre continued to offer
space for activities such as the regular Coffee Morning, parent
and baby/toddler groups and the occasional quiz and
meditation and gong bath sessions.
During the reporting year Trustees continued to energetically
develop a significant proposal for a new gym at the
Community Centre. Currently, gym equipment is set up in
either the Thomas Gifford Room or the Sports Hall 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.| 5 |SORP requirement|Commentary| |---|---| ||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 year. The project was taken forwards with professional
rigour, from test digs to detailed surveys and from public
consultation to development of design principles.
In working towards a planning application for the project, local
firm Ridge & Partners were engaged to take a multidisciplinary
approach providing architectural, structural, mechanical,
electrical, plumbing and cost management services. This led
to a significant presentation to Trustees in September 2022
and frequent checkpoints throughout the year for Trustees to
challenge details and agree ongoing support for the work.
Issues such as contractors’ access, ecological impact and
neighbourliness remained constant points of discussion, as
did the overall cost and value for money of the project.
Initial exterior designs for a new gym strove to complement
the existing building and neighbouring site, while indicative
interior layouts included the equipment suggested by public
consultation, set out with the input of the Community Centre’s
own principal fitness coach.
Towards the end of the reporting period Trustees had resolved
to proceed towards a planning application for the new gym,
with stakeholder engagement beforehand and a tendering
process to find companies suitable to complete the detailed
design work and undertake construction work after 2023.
**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.
Trustees engaged supportively with a proposal for a new
Charlbury Community Workshop (inspired by the “Men’s
Shed” mental health and community skills movement) which
would ultimately be built on the vacant land at the gable end of
the Community Centre. Trustees were represented on the
working group, both for practicalities such as the building and
its operation and for the process of establishing the Workshop
as a Charitable Incorporated Organisation.
Various organisations including TGT supported the capital
build, while TGT agreed to lease the building to the| 6 |SORP requirement|Commentary| |---|---| ||Community Workshop at a peppercorn rent. TGT supported a
public consultation meeting in November 2022, and made
arrangements to ensure the Workshop would have power,
water supply and insurance. By the end of the reporting
period TGT and the community looked forward to a steel-
framed kit building being erected in time to open on 20 May
2023 and provide a valuable community asset on TGT land.
**SUPPORT FOR THE WIDER COMMUNITY**
TGT’s support for other community events continued with the
Charlbury Beer Festival and other activities.
On 17 May Trustees and the Community Centre’s Executive
Director supported a Royal Visit to Charlbury. Sophie,
Countess of Wessex, visited Charlbury Community Centre
where she watched pickleball and line dancing classes and
spent time in the Library with Coffee Morning attendees and
children from Charlbury Pre-School. The visit concluded with
the countess undertaking a tree planting ceremony on the
Playing Close. The visit attracted large crowds of residents
from Charlbury and the surrounding area and highlighted
some of the work and facilities TGT provides for the town.
Continuing the royal theme, on 5 June Trustees and
volunteers held a picnic for the Queen’s Silver Jubilee, with a
barbecue at the Community Centre as well as cakes and other
refreshments. As well as marking the national occasion this
well-attended event helped to raise funds for the Trust.
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. Beginning in September 2022 a
number of vendors combined to hold a regular Charlbury
market on the site, fulfilling the town’s long-standing market
charter. 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.
In September 2022 Trustees agreed that the Community
Centre could be designated a “Warm Space” to welcome
those struggling with the costs of heating their homes. In| 7 |SORP requirement|Commentary| |---|---| ||January 2023 the Community Centre was also identified as
the Town Council’s Emergency Plan as Charlbury’s primary
reception centre in the event of an emergency.
The Community Centre continues to host Oxfordshire County
Council’s library, run by a combination of Council staff and
local volunteers. TGT’s Building Management Committee and
Community Centre staff also played supportive roles in
running the library.
**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. Building maintenance and
enhancements are noted above; other works undertaken
during the reporting period included improvement of the
courtyard area, overhaul of the Building Management System
and sundry mechanical and electrical renovations.| ## **3. Financial review** |SORP requirement|Commentary| |---|---| |_Review of the_
_charity’s financial_
_position at the end_
_of the period_
_SORP para 1.21_|The year was the first full year since COVID-19 restrictions
were lifted (the first quarter of 2021-22 had seen activities, and
therefore income, curtailed by practices to contain the spread
of COVID). As such it was a healthy year in financial terms.
Operating income of £212,163.31 in 2022-23 compares
favourably with the £201,171 generated in 2021-22.
A significant line of income in 2022-23 (£14,739.02) was
grants and donations. Sources of grants received included
West Oxfordshire District Council, Charlbury Town Council,
Community First Oxfordshire, Sport England’s Community and
Leisure Recovery Fund and Quest Moving Communities
Support Package, JA Pye Charitable Settlement, the
Mid-counties Co-op Community Funding Foundation and
Charlbury Beer Festival.| 8 |SORP requirement|Commentary| |---|---| ||Total expenditure of £179,461.60 in 2022-23 was more than
the £143,243 incurred during the previous financial year,
reflecting increased running costs and particularly the
increased cost of energy.| |_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 2023 the fund contained £60,315.| |_Reserves held_
_SORP para 1.22_|At the end of March 2023 TGT held cash reserves totalling
£196,226 (compared with £193,005 in March 2022)| |_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_
_continuing as a_
_going concern_
_SORP para 1.23_|There are no uncertainties about the charity's ability to
continue as a going concern.| ## **Additional information (optional)** ||| |---|---| |SORP requirement|Commentary| |_The charity’s principal_
_sources of funds_
_(including any_
_fundraising)_
_SORP para 1.47_|The charity's main source of funds during the year wasincome
from the operation of the Community Centre.
The Trustees would also like to express their thanks for the
generosity shown by individuals and organisations from whim
grants were received during the year.| |_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.| 9 ## **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 Executive Director, who is not a Trustee but
who attends all Trustee meetings.| 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_|n/a| 11 ## **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|||OCC/WODC councillors| |Richard Lewis||To 8 March 2023|The Trustees| |Tanya Stevenson|||CharlburyTown Council| |Susan Terry||To 11 May2022|The Trustees| |Steven Fairhurst Jones|Secretary||OCC/WODC councillors| |Edward Wigzell|||The Trustees| |Stuart Duff|Vice-Chair||The Trustees| |GaryHarrison|||CharlburyTown Council| |AshleyBeighton|||The Trustees| |William Robinson|||The Trustees| |Catherine Ball||From Jan 2023|The Trustees| 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 12 Declarations The trustees declare thal they have approved tho trustees, report above. Slgned on behalf of the charlty's truste03 Slgnature Full name Cli rit kn r) c. Pottj Posltlon Dato 2 1 TofjL￿r Slgnatura Full name Posltlon Dato 13 ## **Year End TGT 22/23** |**Category**|**Amount(in £)**| |---|---| |Donations Grants|14,739.02| |Fund generation|74,409.92| |Interest on deposits|534.86| |Members subscriptions|3,332.00| |Hire of hall and equipment|119,147.51| |**Total Income**|**212,163.31**| |Cost of charitable activity|1,296.16| |Bought in goods for fund generation|18,340.25| |Wages|81,643.72| |Rent / hire of rooms|1,570.00| |Insurance|4,228.62| |Facilities maintenance, utilities, cleaning|60,972.88| |IT telephone post stationery|9,474.21| |Bank charges|1,900.76| |**Total Expenses**|**179,426.60**| |**Net income**|**32,736.71**| |**_Bank Reconciliation_**|| |---|---| |Banks and Cash|3,210.49| |Petty Cash in transit|9.95| |2022 Bank + cash reported to CC|193,006.00| |**Total amount**|**196,226.44**| ||| |Bank accounts on 31 March 2023 per|| |Balance sheet|196,226.44| |_Checksum_|_0.00_| CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examinerfs Report Report to the trusteesl members of Thomas Gifford Trust On accounts for the year ended 31.03.23 Charity no (if any) 1155669 Set out on pages I report to the trustees on my examination of the accounts of the above chartty (Ihe Trusf) for the year eThJed 3110312023 Responsibilities and the chartty tntstees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance wrth the requirements of the Charities Act 2011 (Ihe Acr). I report in resFeCt of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145{5)(b) of the Art. I have comp￿ted my examination. I confinn that no material matters have come to my attention (other than that disclosed below ") in connection wtth the examination which gives me cause to believe that in. any material resF*d: accounting records were not kept in acwrdance wrth section 130 of the Act or the accounts do not accord wtth the accounting records Independent examinerfs ststement I have no cOn￿mS and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. . Please delete the words in the brnckets rfthey do not apply. Signed: Datè: 181223 Name: Anthony Morgan Relevant professional qualification(s} or body (rf any): FCA Address: Kimber Cottage. Woodstod( Rd Charlbury OX73 IER October 2018