## **Trustees' Annual Report for the period** Period start date Period end date Day Year Day Month Year **From 1 12 2020 To 30 11 2021** ## Section A Reference and administration details **Charity name** Lordsfield Swimming Club **Other names charity is known by Registered charity number (if any)** 1156811 **Charity's principal address** 15 Station Road, Overton Basingstoke Hampshire **Postcode RG25 3DU** ## **Names of the charity trustees who manage the charity** **----- Start of picture text -----**
Name of person (or body)
Dates acted if not for
Trustee name Office (if any) entitled to appoint trustee
whole year
(if any)
1 Tania Bridge Treasurer
2 Nicola Green
3 Martin Lebentz
4 Lauren McCann
5 Linda Parker
Jonathan
6
Pritchard
7 Janice Stott Chair of Trustees
8 Janella Thow Secretary
9 Alan Tombs
10
11
12
13
14
15
16
17
18
19
20
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## **Names of the trustees for the charity, if any, (for example, any custodian trustees)** **Name Dates acted if not for whole year** March **2012** **TAR** 1 ## **Names and addresses of advisers (Optional information)** **Type of adviser Name Address** ## **Name of chief executive or names of senior staff members (Optional information)** ## **Section B Structure, governance and management** ## **Description of the charity’s trusts** Type of governing document **ASSOCIATION CONSTITUTION** - (eg. trust deed, constitution) ## How the charity is **ASSOCIATION** constituted - (eg. trust, association, company) Trustee selection methods (eg. appointed by, elected by) **[ELECTED BY THE MEMBERS]** ## **Additional governance issues (Optional information)** You **may choose** to include additional information, where relevant, about: - policies and procedures adopted for the induction and training of trustees; - the charity’s organisational structure and any wider network with which the charity works; - relationship with any related parties; - Trustees’ consideration of ##  **Governance Structure:** ## **Trustees’ Committee:** - Core Trustees Committee: decisions on Future Strategies for the development of membership & and upgrading the facilities. **Management Committee:** - **O** perational Sub-Committee: day to day running of the pool. Consisting of: Finance Membership Volunteers Fundraising Communications Admin (insurance, GDPR, etc.) ## **Plant Operators Committee:** Plant Operations Strategy Sub-Committee - The swimming pool and the surrounding facilities have now been designated a Community Asset by Basingstoke and Deane Borough Council. - Due to Covid 19 and Government restrictions and following advice from SwimEngland, the pool opened March **2012** **TAR** 2 major risks and the system and procedures to manage them. - initially for lane swimming only to its adult Club Members in June 2021. This was trialled for 2 weeks. - Then family ‘Bubbles’ sessions were introduced, though these were not as successful as had been hoped. - The Covid officer completed a Covid Risk Assessment which was distributed to volunteers. - Bather load was restricted and the following Covid measures were introduced for the rest of the season: - Covid rules displayed. - Hand sanitizers provided. - Changing rooms closed. - 1 toilet kept open for emergencies. - Spectators encouraged to keep the required distance from each other. - Volunteers sanitized touch points, including the toilet, chairs and railings. - The pool opened for social swimming in July. - The emergency procedures are the same as the school’s to ensure clarity for the children. - Emergency Procedures will be practised with the children at different times over the season. - There are the following policies in place: - Safeguarding, - Complaints, - Photography - Reserves Policy. - Code of Conduct - Data Protection - Health and Safety (including Lone Worker.) - - Volunteers - All trained volunteers and some Trustees are DBS checked. - All trustees give of their time voluntarily and receive neither benefits nor remuneration ## **Section C Objectives and activities** March **2012** **TAR** 3 The promotion of Community participation in healthy recreation by the provision of facilities for swimming, including the teaching of swimming skills and water safety. The Club is open to all children and teenagers, living in the parish of school age, as well as any child attending an educational establishment (school, playgroup, nursery, etc.) based in the village. **Summary of the objects of the charity set out in its governing document** Swimming and Aqua Aerobics have been extended, at specific times, to adults and young adults. Our youngest swimmers have been under 1 year old and our eldest swimmer is over 90. Though constraints have been set into the Lease by the school, re times of usage, the Trustees are hoping to extend and develop the use of the pool within the allocated time so that other groups and societies can benefit from the Community Pool. **Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)** 1. Lordsfield SC runs a swimming club for the community where: - Children learn to swim and practise their learned water skills. - Children engage in a healthy, lifelong and potentially lifesaving activity. - Children learn social skills, interaction with their peers and older members of the Club. - Children learn water skills which keep them safe. - Children learn to be adventurous in a safe environment. - Children become more involved with the club through fundraising, where they can use their own initiative. - Young adults become involved by training in First Aid and shadowing Pool Rescuers. - Other youth societies/clubs use the club to gain further qualifications – i.e. Duke of Edinburgh Award, Water Skill badges, etc. - Lane Swimming is provided for adults and young adults. March **2012** **TAR** 4 - Early morning Lane Swimming is provided, twice a week, for Adult and youngsters who are proficient swimmers. - Adult Aqua Fit sessions run twice a week. - A regular session is provided for Family Swimming - One full immersion Baptism by the Community Church. 2. Professional Certificated Training is given to volunteers in: - Pool Rescue - First Aid - Pool Plant Operations  ASA Swimming Teachers’ Award 3. Though constraints have been set by the school into the Lease re times of usage, the Trustees are hoping to extend and develop the use of the pool within the allocated time specified in the lease. 4. The school uses the pool for a week during the Summer Term for Curriculum Swimming. ## **Additional details of objectives and activities (Optional information)** March **2012** **TAR** 5 - As the pool is in urgent need of refurbishment, the Club is looking to access such grants as are available. - The Club has been offered a five year rolling grant by both the Parish Council and a local business. - The club would be unable to run without volunteers - they fill all the necessary trained and untrained roles required by law for running the swimming pool. You **may choose** to include further statements, where relevant, about: - policy on grantmaking; - policy programme related investment; - contribution made by volunteers. - Volunteers indicated on Volunteer forms where they would like to use their expertise. As a result we have different groups working to improve the pool and its environment in terms of painting and decorating, building sheds, improving the fabric of the buildings, gardening, etc. Other volunteers man the desk and provide refreshments from the kitchen. Trained Volunteers also run all poolside activities as trained Pool Rescuers, First Aiders, Swimming Teachers, Water Testers and Pool Operators. - Volunteers are also crucial to all fund-raising activities and communication with all club members and the rest of the village. - Volunteers are presently drawing up a strategy for the improvement of the pool and its premises as well as the sustainability of the Pool and the Club. March **2012** **TAR** 6 Section D Achievements and performance **Summary of the main achievements of the charity during the year** 1. Because of Covid 19 and Government restrictions, the pool did not open in early May, as planned. 2. In spite of the Closure, family pairs of volunteers continued to work on the maintenance of the pool and plant room: - The boiler was serviced. - The pool regularly vacuumed (faulty hoses were replaced). 3. Also over the Summer, Working Parties of Volunteers kept the premises weed free and the grass mown. 4. A weekly, Winter rota was established in October, to:  Clear the pool of weeds.  Rescue any wildlife that had fallen in.  Generally ensure that the pool remained secure. 5. The changing room’s roof has become part of a feasibility study by Sustainable Overton to install solar panels. 6. To keep the community up to date, information on what was happening at the pool was detailed both in the monthly News and Views and the Parish Magazine. All updates, policies, etc. including the Covid Risk Assessment and Covid policy, are on the Club’s Website. 7. The Club continues to benefit from individual donations, though fund raising was necessarily curtailed by the pandemic. 8. The school was able to use the pool for two weeks for Curriculum swimming thanks to volunteers daily testing the quality of the water and keeping the pool and surroundings in good order. 9. The Club provided training for : 21 First Aiders, 22 Pool Rescuers and Water Testers 10. The Club and the pool have been supported by: - A Grant from the Overton Parish Council with a promise to continue this for 5 years. - An equivalent donation from a local business to run for 5 years. - Unfortunately, because of Covid restrictions, our larger, more profitable fund raising events were not held. March **2012** **TAR** 7 Section D Achievements and performance  The generosity of many donations from individuals and groups in the village and beyond. 11. A new online Membership form was trialled during this season. This was very successfully embedded, though paper forms will still be available where online application proves difficult. 12. A new payment system was also introduced using Sumup 13. A weekly payment system was also set up for large/ low income families ## 14. **Membership** : 807 members in 2021, of which: 204 Under 18 Season Ticket holders 132 Adult Season Ticket Holders 15. As a result of Swimming lessons: 43 trained for the **ASA Challenge Awards** and 40 successfully passed their tests. a) Challenge 1: 6 b) Challenge 2: 13 c) Bronze: 11 d) Silver: 6 e) Gold 4 **Tiddlers and Tadpoles** – those who could not swim a width- 15 children completed the 5 week course _Some children attend the lessons but do not take the Test because of conflicting dates._ ## **16. Future Plans** The Club is currently working with a company to upgrade the pool. We are at the planning stage and are awaiting their estimates as to the costs. The Club plans to hold a Public Meeting to inform the community and get their agreement as to the way forward. This will help the Club to apply for funds/grants with a specific plan in mind. March **2012** **TAR** 8 Section D Achievements and performance ## **Section E Financial review** **Brief statement of the charity’s policy on reserves** A Policy on Reserves has been written and is available for inspection by Club members. T his will allow the Club to support two seasons of poor. membership and fundraising as well as some capital expenditure March **2012** **TAR** 9 The Trustees propose to keep £20K in reserve to cover both loss of income and any unexpected capital expenditure. Approximately £12.5 K would allow the Club to run for one season without any expenditure on Training and/or refurbishment of equipment. Donations and Grants have continued to build up the Club’s Reserves which will be used for the planned refurbishment. ## **Details of any funds materially in deficit** ## **Further financial review details (Optional information)** You **may choose** to include additional information, where relevant about: - the charity’s principal sources of funds (including any fundraising); - how expenditure has supported the key objectives of the charity; - investment policy and objectives including any ethical investment policy adopted. - The Charity’s principal sources of funds are: - Membership and Swimming Income - - Local Fundraising and Donations - - Grants and Sponsorship. - Key Objectives: - Keeping the pool operational throughout the summer in order to provide swimming facilities for the children of the village. - Training Volunteers ( see Section D) to enable the operation of the pool, the safety of the children and the - teaching of swimming skills - The all income from the membership is spent on the actual costs needed to run a pool – Water, Gas and Electricity bills, etc. There is a shortfall which is covered by Fundraising in various forms The Club keeps the cost of membership as low as possible so that **all** children in the community can afford to swim. ## **Section G Declaration** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature(s) Full name(s) Position (eg Secretary, Chair, etc) Date** March **2012** **TAR** 10 Membership fees Season tickets u8's Season tickets over 8's Adults season tickets Challenges Ad hoc swim members Ad hoc swim visitors Adults session Adult aqua classes Lane swimming Tiddlers Tea money (net) ## **Total income** ## **Running costs** Share of joint costs Pool running costs Utilities Solicitors costs Insurance Printing and stationary General expenses ## **Total running costs** ## **Training costs** First aid Pool Rescuer Plant Operator Teaching Total training costs ## **Operating profit/(shortfall)** ## **Equipment/One off costs** Equipment Fence Pool covers Shed CCTV Path Utilities split Consultancy Total equipment costs ## **Total profit/(shortfall)** ## **Grants and Donations** Sponsored swim County Councillor - for training Four Lanes trust for training Parish council/S106 Basingstoke and Deane Council Covid support Lordsfield Big Dip Charlies Angels Business Sponsorship &Donations Lambing (Event 1) Event 2 Clothing (net) Scarecrow festival Pop Up Shop Gift Aid Other events Donations and other events Fundraising costs/Donations out Net donations ## **Overall profit/(shortfall)** Total income Total expenditure Bank balance as at 30 November _*2020-2021 numbers include £2,000 accrued for our be_ 2021 2,197.50 738.00 4,457.50 3,685.00 1,173.50 1,401.50 514.00 467.00 1,704.00 49.00 - - **16,387.00** 6,732.79 6,829.02 725.80 567.58 1,615.19 **16,470.38** 4,162.84 **(4,246.22)** 304.11 - 1,800.00 2,104.11 **(6,350.33)** 5,000.00 17,374.00 5,200.00 1,425.01 1,988.83 - 30,987.84 **24,637.51** 47,374.84 (22,737.33) 84,480.98 _est estimate of electricity and gas owed to school_ Sa 2020 Membershlpfee5 5ea50n tr(kets u8% ontickets o¥erB's s se3sontickF thalleng hotswim memter5 Ad ho[SWlTnvL%itQfS AdukssÈsslon Adultaqua ctssses 13The Swimrnlng ddlers Tea monry Inetl 4.457.50 3.685. i.lnso I.4￿.50 514.r%i 49 Total inwme I6J87A￿l Runnir* costs 5hareofjornt rosts Poul runnin£ costs Utilitles (Nots 11 50licrtor5 Costs In5Utance Printillg and 5tatK>#ary Gener31 pxpen5es 3.8n.65 1.18 6.731.79 6m.02 705. 56758 L615.19 125.95 Total runnlr¥c05ts 16A7038 47x65 TrailliThg Costs Firstaid PODI Rescuer Plant Operator Teathin8 8S.SD Totsl trainiTh8COSts 4162.84 17a.a) Opuatlrywowlshortlalll 14XV.651 Equipmentl(kne off cos15 Equiptnent FBrttÈ Pool cfftr5 Sh 3￿.11 LW.31 L173.24 P3th Utilit￿sPlil ConsuttarLy Total eouipmentC05ts 4,953.55 Ttrtal profftllshortfalll 16350331 I9￿61￿0) Grdrts and Do￿1￿0r Swnsored 5Wltn CDuntyCounallor-forttaining FourLane5tryJstforttainire Par￿h counclllS106 B35ingstokeand Dp3neCounc4 C￿d 5UFS Lordsfield Big Dip Charfies An8eL% BuSiness5pon5Q¥5hip &Doftations Lambing I£￿t 11 EvÈftt2 Cbthinglretl Starecrow fertivoi Pop up Shop s.fxx)m 17374fj) L3,252.QY) 11334.(X) 5.Xil.( 646.17 1,716.9D Otherevents Donations and otherevents Fundrai51ll8C05ts10onatbns o 1,425.01 1,342.66 1,171.64 11,491.41 Netdofiatlons 30.987.84 48,965.95 O¥w411 profivlshorthlll 14,637.51 39.104.7S Total Incorne Totalexpendiiure 47,374.84 122,737.331 48,965.95 19.861.201 ank balance a5 at30 November 84.4￿.￿8 57,843.47 Notel.202Q.2011 numbersln¢lUdtEI,￿￿7occfUe&jOroUrbe5testlMgIe0ftlertr￿ltYlrDdg￿s&￿￿eo¢oS¢hOQl