## **Trustees’ Annual Report** **Charity name: The Thomas Gifford Trust** **Charity registration number: 1155669** **For the period from 1 April 2023 to 31 March 2024** ## **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 sixth 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 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 is a historic green space in the town
centre, valued by residents and visitors for its amenity. It also
serves as a venue for a range of community events.
The charity’s income from grants resulted from energetic
fund-raising by Trustees and especially the Community
Centre’s Executive Director, securing 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.| 2 ## **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 thank all of those people who
provided their skills, expertise and time to the Community
Centre and TGT's other responsibilities during 2023-24.| ## **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 2023-24.
TGT’s 2023-24 accounts show that a total of £19,952 was
attracted in donations and grants. Sources are detailed in
the Annual Accounts and summarized in Section 3 below.| 3 |SORP requirement|Commentary| |---|---| ||TGT secured full business rates relief from the District
Council for 2023-24, 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.
The Chair, Executive Director and the Trustee with lead
responsibility for finance helped to embed financial planning
in management of the Community Centre. For example, a
move to monthly payments for most sports activities helped
to even out TGT’s budget forecastfluctuations over the year,
and in July 2024 Trustees considered the potential for
variable hire charges, stewarding and attendance limits as
part of efforts to ensure financial sustainability.
Finance processes were kept under review to ensure
robustness. A new process for regular payments was agreed
in November 2024 which strengthened control and
assurance by requiring two people to have oversight of
expenditure. A change of book-keeper during the year,
including acquisition of new software, was expected to bring
improvement and resilience to this aspect of the Trust’s
financial management.
In May 2023 Trustees reviewed the rates of pay of those
local residents who manage or provide services in the
Community Centre. Wage increases were made within the
agreed budget envelope, ensuring both appropriate reward
and affordability.
The contracting of a Trustee to manage the Community
Centre’s café led to a considerable increase in income from
that source over the year.
The Trust’s Building Management Committee members
continued to implement the findings of their 2022 review of
Community Centre energy use. 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 more energy-
efficiently and with costs kept to a minimum.
Trustees supported additional fund-raising and promotional
activities during the year; for example, running a stall at| 4 |SORP requirement|Commentary| |---|---| ||Street Fair and managing a Pimms Tent at Charlbury Beer
Festival. In September 2023 Trustees began considering a
Friends of Charlbury Community Centre initiative with
potential to attract funding, volunteers and a sense of
ownership of the Community Centre in and beyond
Charlbury. This remained an ongoing discussion at the end
of the reporting year.
**SECURITY, SAFETY AND AMENITY**
Security and safety of TGT’s customers and assets
remained a high priority all year.Health & safety was added
as a standing agenda item for Trustees’ meetings from July
2023. A reviewof Community Centre policies and risk
assessments relating to health and safety concluded that the
following policies remained relevant: Lone Worker Policy,
Visitor Policy, Safeguarding Policies and policies relating to
activities run by TGT such as circuits sessions.
Community Centre desk practices around safety risks and
incidents were reviewed in July 2023. Safety record-keeping
was emphasised as particularly important both as a way of
both ensuring that risks are managed and evidencing that
we have tried to uphold our responsibilities. Trustees also
agreed to promote a process by which sports hall users can
report accidents and near misses at times when CCC is
unstaffed.
A first aid course for Community Centre staff was held in
September 2023. Trustees also considered first aid
requirements at times when trained first aiders are off site and
resolved to encourage club participants to designate a first
aider.Trustees discussed first aid kit provision in the
Community Centre, and issues of adequate supply, cost and
liability for first aid equipment were given close thought and
attention.
An insurance claim for a fall in the car park in 2022-23
provided an opportunity to learn lessons and improve
practices around the Community Centre, as well as
prompting remedial works outside the Community Centre.
The requirement to report the accident had led directly to a
review and updating of TGT’s Management of Health and
Safety Policy.
The Building Management Committee undertook arange of
maintenance work to keep the premises and surrounding| 5 |SORP requirement|Commentary| |---|---| ||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.
In January 2024 theDiocesan Safeguarding Lead agreed to
take on the role of TGT’s Safeguarding Lead, meeting a
number of Trustees in March 2024 to review the Trust’s
safeguarding needs. As a result a new draft Safeguarding
Policy, one-page Safeguarding Statement and Safeguarding
Procedure were created which Trustees subsequently
approved. Additionally, safeguarding training had been
identified which would be promoted to all Trustees and staff.
During the year Trustees liaised with local police to manage
incidents of anti-social behaviour around the Community
Centre which had put staff and other Centre users at risk.
**RANGE OF ACTIVITIES OFFERED**
The Community Centre continued to be the focus of a wide
range of activities offered by the Trust or by those wanting to
run sessions and activities there. Well-established sessions
for circuits and pilates continued in popularity, as did walking
football, pickleball, cricket and 5-a-side football. Cricket
sessions attracted larger numbers during the year, including
for Oxfordshire Pathway (an accessible and structured talent
development programme for girls and boys aged 8 to 18).
Youth basketball, netball and occasional volleyball were
among the other sports 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. A new regular booking
for the History of Art Group also widened the Centre’s offer,
as did occasional activities such as children’s runabouts in
the sports hall.
The TGT Youth Club successfully restarted in November
2023 with approximately 20 young people attending. A new
youth worker role was recruited “to develop and deliver an
engaging and inclusive youth programme, particularly for
young people aged between 13 and 18 years old” which
TGT would fund with additional contributions anticipated
from other local organisations. In January 2024 Trustees
considered a proposal for a Youth Ambassador, operating
under a steering group including the Town Council, St| 6 |SORP requirement|Commentary| |---|---| ||Mary’s Church and other local bodies to develop Charlbury’s
youth offer. As the reporting year drew to a close,
preparations were being made to recruit to that role.
A significant element of Trustees’ activity in 2022-23 – the
project to develop a new gym at the Community Centre –
continued apace in 2023-24. Current provision remains that
gym equipment is set up in either the Thomas Gifford Room
or the Sports Hall. While adequate for low levels of demand
this misses the opportunity to satisfy local demand and
generate additional income for TGT’s ongoing provision of
community use facilities.
The ‘new gym’ project was taken forwards with professional
rigour, informed by test digs, detailed surveys and public
consultation resulting in the submission of a planning
application for the gym which was approved in principle on
24 July 2023. Detailed drawings for the 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.
Trustees were given multiple opportunities to engage with
the detailed gym proposals during the year, duly discussing
issues including the entrance and access at unstaffed times,
connections with the neighbouring Football & Sports Club
and a range of matters concerning the building’s design,
fabric and construction. The gym project remains a
significant undertaking for the Trustees and optimism is high
that the work will come to fruition in the near future.
**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 the creation of a new
neighbour: Charlbury Community Workshop was developed
with TGT assistance during 2022-23 and ultimately opened
in May 2023 in a new building constructed on TGT land
alongside the Community Centre.
The Workshop (inspired by the “Men’s Shed” mental health
and community skills movement) included a Trustees’| 7 |SORP requirement|Commentary| |---|---| ||representative 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
Community Workshop build. TGT leased the base building to
the Workshop, for which others then provided the capital to
fit it out in lieu of a loan which TGT had offered for this
purpose. TGT also provided access to power, water supply
and insurance.
Following Trustees’ discussions it was agreed that a new
community noticeboard near the traders’ spaces (in the
Community Centre car park) would be constructed by the
Community Workshop.
**SUPPORT FOR THE WIDER COMMUNITY**
Charlbury is a market town, with its market charter first
granted in 1256. During the year Trustees agreed that a
renewed Charlbury Market could be held in the Community
Centre car park, offering a group of stallholders the
opportunity to sell fruit, vegetables, bread and other products
to local residents on a weekly basis. Trustees also
subsequently agreed that the Charlbury Farmers’ Market –
already well-established on the Trust’s Playing Close in the
centre of town – could be held in the Community Centre car
park if wet weather made the usual Playing Close
unsuitable.
The Community Centre car park also hosts a number of
traders – vans selling takeaway food – on a weekly basis. A
lead Trustee liaises directly with the owners to ensure good
relations and sustainable operations. Trustees made
continual efforts to ensure that designated parking bays
remained available for traders to use despite private car
owners repeatedly parking in those bays. Information
notices, signs and ultimately large wooden planters have
been deployed to help protect this valuable commercial and
catering asset.
In May 2023 some Trustees, staff and volunteers assisted in
the Big Help Out, an event run by the Lord Lieutenant to
connect local people with voluntary organisations.| 8 |SORP requirement|Commentary| |---|---| ||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.
The Building Committee’s efforts to understand and reduce
the Community Centre’s energy use were very successful.
Following a review and adoption of revised building
management methods (largely turning off air handling units
and using natural air circulation) consumption of electricity
and gas was reduced by 18% and 32% respectively in April
2023 compared with the same period in 2022. The resulting
cost savings were in the order of £900 per month.
In addition to routine maintenance and ongoing
implementation of the Trust’s 5-year Maintenance Plan,
Building Committee gravelled the five remaining unpaved car
parking spaces and serviced the car park lights to reduce the
risk of tripping in that area.
Contractors continued to be engaged to provide care for the
large trees on the Playing Close. Repair to the Playing Close
access railing was also undertaken by a local blacksmith.
In March 2024 a new Trustee was appointed with
responsibility for establishing the Trust’s Net Zero journey.
Issues to be considered would include improved provision
for rooftop solar power and associated battery storage with a
view to removing the gas supply and decarbonising the
Community Centre, and other elements such as the potential
for electric vehicle charging points to be installed in the car
park.| 9 ## **3. Financial review** |SORP requirement|Commentary| |---|---| |_Review of the_
_charity’s financial_
_position at the end_
_of the period_
_SORP para 1.21_|2023-24 was a healthy year in financial terms.
Operating income of £ 244,879 in 2023-24 compares
favourably with the £212,163.31 generated in 2022-23. The
rise in income is primarily due to higher café sales, achieved
through volume and without significant price adjustments,
along with increased revenue from sports hall rentals.
A significant line of income in 2023-24 (£19,952) was grants
and donations. Sources of grants received included West
Oxfordshire District Council, Charlbury Town Council, JA
Pye Charitable Settlement, Charlbury Beer Festival and
Sustainable Charlbury.
Total expenditure of £184,017 in 2023-24 was more than the
£179,461.60 incurred during the previous financial year,
reflecting increased energy costs, but also an increase in
wages.| |_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_|For some years it has been TGT policy to build a fund that
will help to provide for the long-term maintenance
requirements of the Community Centre. This is achieved by
setting aside surplus cashflow specifically for this purpose.
At the end of March 2024 the fund contained £60,760.| |_Reserves held_
_SORP para 1.22_|At the end of March 2024 TGT held cash reserves totalling
£244,630 (compared with £196,226 in March 2023)| |_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.| 10 ## **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 was
income 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
whom 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.| ## **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.| 11 |SORP requirement|Commentary| |---|---| |_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.| 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 Trustees who managed the charity in 2023-24** |**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| |Matthew Scott|||OCC/WODC councillors| |Steven Fairhurst Jones|Secretary||OCC/WODC councillors| |Eileen Kenrick|||CharlburyTown Council| |Tanya Stevenson||To 8 Nov 2023|CharlburyTown Council| |Arne Kuehl|||CharlburyTown Council| |Erica Benka||From 2 Feb 2024|CharlburyTown Council| |Stuart Duff|Vice-Chair||The Trustees| |Kim Harrison||From 10 May2023|The Trustees| |Edward Wigzell|||The Trustees| |AshleyBeighton|||The Trustees| |William Robinson|||The Trustees| |Catherine Ball|||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 14 Declarations The Trustees declare that they have approved the Trustees, report above. Signed on behalf of the charity's Trustees Signature Full name £-, L4L-r F- Position L-i- Lk14 L Date Signature Full name Position Date 15 CHARITY COMMISSIO FOR ENGLAND AND WALE Thomas Glfford Tntst Receipts and payments accounts CC16a For the period from 0110412023 31IQ312024 To Section A Receipts and payments Unr06trict•d funds Rfrt+tficled fund• Endowment funds Totsl funds L••t yo•r to th• n•*r•#t to th• n•ar•it £ to th• n•ar••t £ to th• n••r••t £ to th• nur••t É Al R•c•lpt• Donaliow Grant8 Fund gen8ration Inloresi on dep05115 Membern sub5cr4ptions Hire of hall and 8quipm•n¢ 19,952 94,457 2.353 14.600 113,517 19.951 4,457 74.410 535 14,800 113517 119148 mss income ARJ 244,879 24(879 212,113 sat an nvgstment Sa Total r•colpts 244.879 A3Pa ents Cost of charitabk actlvl ht in for fund 304 20,600 88.37B 1,570 5,204 1,2 18,340 81,844 1,570 4,229 60,973 9,474 eneratfion 20.800 .378 1,ts70 Wa Rent hlre of rcK)ms Insurance Facilitie5 maintenance ut51tles deanin IT tele Kjne stadone Bank char es 6S,326 10,726 1.908 10.728 Sub total 184.017 184.017 179,427 A4 Al￿t and Invostm•nt tsrcha8e¥ see lable xforG 12.458 12,IS8 Sub total 12.4 12.451 Total paym•nts 196,475 191.475 179,427 Net of recelp¢8/(payments) A5 Trnnsfers b9tW0en funds A6 Cash fund¥ last swar end Cash funds thls year end 48,404 32,737 48,404 48,404 32.737 CCXX R1 accounts ISSI 29101r2025 Section B Statement of assets and liabilities at the end of the period Unrestricted fundj CatO9arleB Restricted funds Endowment funds Detall to n8ar•8t £ to near•st £ to near•st É B1 Cash funds S8ntander Current Aw)uftt 74,537 Sanlander Savings Ac£ount 60,780 Nationwde Sayings Account 109.334 Cash fioat rotal cash funds 244.830 b•lonc•E ￿th rb¢8ityJ #rhd payTh•nts 4CC4Mtl•ll A(." Unrgstrlcted funds to n•ar••t £ Restrtcted tunds to n•4r••¢ £ Endowment funds lo n••r••t £ 08talls Fund to whl¢h a•a•t b•lon • D•tall8 Co•t loptbon•ll Curr•nt ¥alu• tlon81 Fund to whleh a•••t lJolon Details Gym plannw dra**ig8. Rldg8 8nd PartT18f5 TGT Communlly WCrfkfy￿)P Co•t lapdonill Curr•nt ¥•lu• B4 A•sots rntalned for tho charlty'8 own use 1812 11J)78 0ffi¢o oquipmanl S70 Delalls Fund t• whl¢h r•l*l•• Jnount du• onal Wh•n du nal B5 Llabllltles Signfyd by one or two Irustoes on behalf of all the trust8&s Signature Print Name Date of roval £T CCXX R2 8ccLJunts {SSI 29101