The Adventure Dolphin (Pangbourne) Charity Charity Registration Number 1156978
Report of the Trustees for the Financial Year
2023 –2024
Contact Details.
( Please use email wherever possible info@adventuredolphin.co.uk Website: www.adventuredolphin.co.uk Adventure Dolphin (Pangbourne) Charity, The Dolphin Centre, Whitchurch Road, Pangbourne, Reading, Berkshire RG8 7DA Office Tel: 0118 321 7206 ( staffed by volunteers on a part time basis )
HISTORICAL BACKGROUND
The Adventure Dolphin (Pangbourne) Charity was originally established in 2005 as a fundraising organisation that would work alongside the statutory youth service of West Berkshire Council. It wanted to enhance opportunities for young people from the Pangbourne area of West Berkshire to get involved in outdoor and adventurous activities. Primarily, the focus for the period between 2005 and 2010 was to raise funds for a replacement building and projects that were outside of the scope and remit of West Berkshire Council. This included construction of a purpose designed climbing room and specialist equipment for users with mobility and cognitive limitations.
In 2014, the impact of reducing funding for Local Authority Services resulted in West Berkshire Council deciding that its role at the Dolphin Centre would be to focus on programmes supporting services to schools and other Children’s Social Services priority groups. The Council would no longer provide financial support for discretionary services during evening and weekend programmes for the wider population.
At this point, the Trustees of the Adventure Dolphin (Pangbourne) Charity decided to explore ways in which these valuable programmes of out of school personal and social development could continue to benefit the youth population of the area. A new legal entity in the form of a “Charitable Incorporated Organisation” ( CIO ) was established. The undertakings and operations of the previous charity transferred to it in accordance with a Transfer Deed dated 16[th] May 2014 when the new charity was registered. The parties to the transfer deed were:-
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(1) The Adventure Dolphin (Pangbourne) Charity (Registered Charity Number 1111555)
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(2) The Adventure Dolphin (Pangbourne) Charity (Registered Charity Number 1156978)
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Having completed the change from being a fundraising charity to being an operational organisation delivering outdoor and adventurous activities, in 2017 the Charity faced a further challenge. West Berkshire Council announced that from the start of the 2018 – 2019 financial year, they had no ongoing operational requirement for the Dolphin Centre building.
To continue to operate a programme of outdoor and adventurous activities the Charity needed to secure continuing access to suitable premises. Although several alternative options were considered, most members of the Adventure Dolphin (Pangbourne) Charity felt that the best way of continuing to meet the charitable objectives of the organisation was by seeking long term security of tenure in the Dolphin Centre. For their part West Berkshire Council first considered bids from the private sector but when these failed to result in a firm proposal, they offered the Centre to the Charity. As a result, the Charity took over the running of the Centre in its entirety on 1[st] April 2018. The intention is that West Berkshire Council, who lease the centre from Pangbourne Parish Council (the freeholder) will sub-lease the Centre to the Charity. Through no fault of the Charity negotiations on the Lease have been protracted and are still in progress at the time of this Report. During the year we have had regular meetings with the Council representatives and progress is being made. The Council have stated that the Charity will be offered a Sub-Lease of 3 years from the date of signature with an option to extend for a further 7 years. This will be at a peppercorn rent, reflecting the intended community use of the building.
PURPOSE OF ADVENTURE DOLPHIN (PANGBOURNE) CHARITY.
The charitable objectives of the CIO as set out in its constitution are:
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to promote for the benefit of the inhabitants of West Berkshire in particular Pangbourne and the surrounding area the provision of facilities for recreation or other leisure time occupation (in particular water and land based activities) for individuals who have need of such facilities by reason of their youth, age , infirmity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving their condition of life; and
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to advance the education and development of the young people in the area of benefit and to promote their mental, spiritual, moral and physical development and improvement so as to develop their full capabilities, grow to full maturity as well-rounded individuals and enable them to become responsible members of society.
The Trustees have complied with their duty to have due regard to the Charity Commission’s guidance on public benefit.
ORGANISATIONAL STRUCTURE
The Charity is managed by a Board of Charity Trustees. The constitution requires a minimum of 5 and a maximum of 15 Trustees to be registered. The founding Trustees were recruited from the Trustees of the previously existing Charity, who also invited other people with specific knowledge and skills to join them. Now that the Charity is established, Trustees are appointed through co-option and ratified at the Charity’s AGM. Each Trustee is to serve a 3-year term.
During the 2023 – 2024 financial year the following changes in registered Trustees were recorded: -
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Trustees appointed or re-appointed at the 2022/2023 AGM (4[th] July 2023)
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Tony Fitzgerald
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Alan Brown
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Kevin Dennis
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Chris Whitehead
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Dr Brian Davies
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Anne Huddart
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Peter McIver
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Christine Campbell
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Andy Pincock
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Malcom Sanderman
Trustees to be re-elected
Tony Fitzgerald
Chris Whithead
New Trustees standing
- Robert Syfret MBE
The Board of Trustees concentrate on Strategic Planning and Oversight for the long-term development of the Charity. This covers business and financial planning; licensing, insurance and regulatory compliance; and succession planning.
OPERATIONAL MANAGEMENT
Day to day operation is vested in the Trustees who have welcomed the support of Caroline Collins who has helped to coordinate the running of the building and bookings of community groups. Over the last three years we have been going through a structural change with the move to activities running themselves either through partnerships with the Charity, or setting up affiliated clubs who deliver the activities. The final part of the is the setting up of the Pangbourne Paddlesport Club which launched its first full year of operation this year.
All activity interest groups within the charity will have a named Trustee as a liaison / support link.
FINANCIAL REVIEW
On the 1[st] April 2018 the Charity took over the running of the Centre from West Berkshire Council. The Council also handed over all the equipment in the building at no charge. Even so the Charity were aware that the Council had been running the Centre at a loss as the cost of the Council’s paid staff based at the Centre was greater than earned income.
The challenge for the Charity has been to run the Centre successfully and eliminate the deficit. This has been a great challenge this year with increased energy costs and failing equipment in the plant room..
Letting the Hall generates a steady income. The Charity now run the Duke of Edinburgh Award programme – previously run by Council staff –. Evening courses and membership subscriptions also generate income. However this year they transferred to the Pangbourne Paddlesport Club
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Against that, has to be set the cost of running a large Centre. A dedicated team of volunteers have been very successful in running the Centre both efficiently and cost effectively however we have shown a deficit this year which we forecast at last year’s AGM.
On 31[st] March 2023 the financial reserves stood at £114,610. By 31[st] March 2024 they had decreased to £101,732 due to a loss of £12,879.
During the financial year (FY) 23-24 (1[st] April 2023 to 31[st] March 2024), the Charity received donations and grants of £32,955 to be spent on new equipment. In FY23-24, £20,561 was spent on new equipment and a further £13,039 of expenditure was committed by ordering new kayaks which were due to be delivered early in FY 24-25.
The committed £13,039 was not included in the FY23-24 accounts, as the money was not actually spent in FY23-24. However, if it were to be included (as an accrual) the true loss in FY23-24 would have amounted to £25,918.
The trustees are deeply concerned by the significant loss in FY23-24 and fear that, if losses in future financial years continue at a similar rate, the Charity will face financial collapse in 3-4 years’ time. They are therefore implementing several initiatives to increase income.
Reserves: The trustees have set a target of one year’s operating costs to keep the building open. Based on estimated building costs (unknown to the charity) and charity activity costs this is set at £100,000.
The reserve figure does not include any capital expenditure for wear and tear, remedial works or depreciation of equipment. An initial review of remedial works was conducted at the time that West Berks handed over the keys and is under regular review. The list of works is extensive and includes but is not limited to painting & decorating, replacing faulty taps etc, replacing the boiler, upgrading some doors and equipment replacement. West Berkshire Council have agreed in principle to undertake some of these works but there will be a shortfall which the charity will need to meet. The Charity is waiting for a signed lease and West Berkshire Council to either undertake these works or compensate the Charity before making any significant investments.
ACCOUNTING PRINCIPLES
In FY23-24 and in previous years, the Charity has used cash-basis accounting, in which earnings are accounted for when they are actually received and expenses when they are actually paid.
From FY24-25, the Charity will move over to accrual accounting, which accounts for earnings as soon as they become due and expenses as soon as they are committed (regardless of when the transactions actually take place).
For the last 3 years the Trustees have adopted the following principles in agreeing the annual budget.
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That the cost of "Members Activity" should be covered by the contributions of "Members".
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That courses and classes should generate a surplus that can be used for charitable purposes
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That the fixed costs for premises, insurance, licences etc. is split between courses that are traded activity to raise funds, and activities that are for the benefit of Members (see below)
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That the fixed costs are split in proportion to total hours of use for each type of activity (see below)
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- Now that the Charity are running the Centre, the above two bullet points have been replaced by a requirement that the fixed costs of running the Centre should be covered by income from Centre hire.
The Trustees continue to recognise that the Charity needs to make provision to cover three specific financial risks.
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Income generation from through the Paddlesport Club courses and classes is highly dependent upon good weather, water conditions, and the state of the national economy. Poor attendance can result in failure to cover the hirer costs.
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Although appropriate insurance cover is in place, the Charity recognises the need to ensure that any “Excess” provisions of an insured claim against the Charity can be covered from the reserves.
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The Centre is insured against fire by West Berkshire Council. Assurances have now been obtained from the Council that in the event of the building being destroyed by fire, it will be re-built.
The Charity still wishes to support low-cost or no-cost activity for young people who would not normally be able to participate in outdoor and adventurous activities due to their, or their families’, personal circumstances.
ACTIVITIES
This year saw the next stage of the transformation of the way activities are run at the Centre. This has been both exciting and challenging and will take a year or two to achieve the desired results.
The year started with the transfer of the previously run evening canoeing courses and club sessions to the newly inaugurated Pangbourne Paddlesport Club. This is an arm’s length members club concentrating on the development of paddlesport on the River Although the weather was not the best the club ran all sessions and two evenings for courses for potential new members. The club is fully approved by Paddle UK (Formerly British Canoeing). The year was very successful for the first year, sessions and courses well attended. The Paddlesport Club had a good results in the Regional Hasler Races and then moved on to training for the Devizes – Westminster canoe race, the Waterside Series and Thames side races
The next development was the continued support of Wild Adventures as they developed half term and summer holiday programmes. These also made a great start and are now proving popular. Wild Adventures are also piloting small day time school groups for the summer term next year.
During this time the climbing with Born to Climb also continued to develop with more additional needs groups and school groups attending. The groups usually follow the NICAS award training structure.
In January as the Paddlesport Club confirmed their usage of the Centre, the Charity started to explore the delivery of one-off taster sessions, primarily to uniformed groups from the Scout and Guide Associations to use the time unwanted by the club. To enable this to happen we held our leader’s training day in January enabling them to upskill and update their CPD requirements with their respective Governing Bodies. This was completed and thanks go to everyone who attended and delivered the training , particularly Cliff Coombes and Alan Brown.
The Duke of Edinburgh’s Award groups met on a Monday evening with those training at Bronze level attending one week and those completing Silver and Gold the following week. We had eight groups at Bronze who completed a walking expedition. At Silver we had five open canoeing groups
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completing their expeditions on the river Thames. At Gold our group chose to do a sea kayak expedition, the practice on the River Severn and the qualifying expedition on the River Wye. I am pleased to report most have gone on to achieve their full Duke of Edinburgh’s Awards. Over 75 Awards were presented to the successful candidates on 18[th] September by John Bishop MBE and his wife of the John Simmonds Trust based at Rushall Farm. The SE Operations Officer for the West of Berkshire Annette Robinson made a presentation to John for all his support for the Duke of Edinburgh’s Award. Thanks go to Linda Clark, Jake Humphries, Jan Porter, Peter Walker, Nadine Hinton, Lynne Davies, Nick Vaughan Fowler, Gwen James, Anthony Casey, Bob Sutherland, Brian Billsbury, Rob Syfret and Kevin Dennis for managing the groups. The Centre had been granted a three-year licence from the Awarding Body, one of a handful of open Award Centres. Jan Porter was recognised for her dedication to the Award with an Invite to Buckingham Palace for a Gold Award Presentation Garden Party.
Although the current financial situation is difficult, we are looking to other areas where we can generate income. The Centre has made significant expenditure on repairing plant that should have been picked up by our Landlord West Berkshire Council. These are part of the ongoing lease negotiations which are still progressing. We are disappointed not to have concluded these negotiations by the end of the financial year as indicated by West Berkshire Council. This year we have been hit by the serious increase in energy costs. The Trustees decided to absorb these costs so as not to go into a spiral of our users and community groups closing due to high costs. However, we are not in a position to sustain this any longer so inevitably our prices will increase.
The Centre has once again been used by a number of Community groups, with the Scouts increasing their use with the development of both badgers and squirrel groups.
Special Thanks
I should like to give special thanks to Tony Fitzgerald for the way he developed and managed the finances of the Charity over the last few years as he steps down as our Treasurer to be replaced by Andy Pincock. To Anne Huddart who has made several successful grant applications to various organisations which has significantly contributed to the improvement of equipment at the Centre and raising our profile within the village. Chris Whitehead, assisted by Peter McIver and Bill Whitaker who ensured that the building has been able to open, keeping running cost’s down to minimum especially as we are in a period of increased costs and inflation. To Brian Davies, the vice chairman for his work reviewing our policies and procedures assisted by Chrissy Campbell and Alan Brown and Mal Sanderman. Brian is stepping down as the Vice Chairman and is being replaced by Andy Pincock. Finally for all the support of our Administrator Caroline Collins who has done such a magnificent job in supporting the Trustees. Caroline is off to a new post and has been replaced by Carl Wenczek. The Trustees have also appointed Jade Gingell as a project support officer to develop and improve our business communications.
Kevin Dennis
Chairman
June 2024
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ADVENTURE DOLPHIN (PANGBOURNE) CHARITY
Summary of Accounts 31st March 2023 - 31st March 2024
| 31st March 2024 | 31st March 2023 | Note | ||
|---|---|---|---|---|
| Annual membership | £1,523.00 | £3,638.00 | ||
| Rentals- including climbing | £20,966.00 | 1 | ||
| Rentals | £16,686.25 | 1 | ||
| Activities- Climbing | £7,655.00 | 1 | ||
| Activities- D of E | £21,408.22 | £26,401.87 | ||
| Activities- Wild Adventures | £7,125.00 | £0.00 | ||
| Activities- Scouts / Guides / Other | £1,847.99 | |||
| Pangbourne Paddlesport Club | £3,486.36 | |||
| Evening courses | £3,415.00 | |||
| Sunday morning paddle | £60.00 | |||
| Hasler 2022 | £3,999.14 | |||
| Equipment | £0.00 | £1,100.00 | ||
| Donations | £32,955.19 | £8,880.83 | 2 | |
| Social | £0.00 | £175.00 | ||
| Interest received to CCLA | £1,011.71 | £362.54 | ||
| Income | £93,698.72 | £68,998.38 | ||
| British Canoeing Affiliation | £678.20 | £779.40 | ||
| BEL / LEL Affiliation | £350.00 | £350.00 | ||
| Insurance | £1,599.28 | £3,187.68 | ||
| Activities- D of E | £6,229.68 | £12,361.02 | ||
| Activities- Climbing | £2,337.60 | £2,302.75 | ||
| Activities- Wild Adventures | £859.26 | £0.00 | ||
| Activities- Scouts / Guides / Other | £200.00 | |||
| Pangbourne Paddlesport Club (affi | £2,772.59 | |||
| Hasler Race expenditure | £1,806.55 | |||
| Utilities | £20,303.15 | £11,127.76 | ||
| Professional fees / services | £0.00 | £2,968.40 | 3 / 4 | |
| Building- running & maintenance | £7,920.25 | £5,645.84 | ||
| Building- repairs | £11,338.98 | £4,268.45 | ||
| Building- cleaning including window £9,828.98 |
£7,772.10 | |||
| Building- projects | £494.20 | £263.20 | ||
| Equipment- purchases including re £20,560.62 |
5 | |||
| Equipment- repairs & maintenance £3,014.98 |
£3,401.33 | 6 | ||
| Hirings | £13,462.50 | £6,931.08 | ||
| Office supplies & services | £2,496.09 | £2,647.87 | 3 | |
| Social events | £282.46 | £167.12 | ||
| Training | £350.00 | £120.00 | ||
| Gifts | £44.97 | £133.83 | ||
| Grants | £780.00 | £375.00 | ||
| Transaction fees | £673.52 | £604.32 | 4 | |
| Expenditure | £106,577.31 | £67,213.70 | ||
| Net surplus / (deficit) | -£12,878.59 | £1,784.68 | ||
| 31st March 2024 | 31st March 2023 | |||
| Assets Carried forward from | ||||
| Santander | £79,389.80 | £90,247.11 | ||
| CCLA | £21,822.70 | £20,810.99 |
| Paypal Marathon Account Lloyds Petty Cash Total |
£514.16 £4.98 £0.00 £0.00 £101,731.64 |
£514.16 £4.98 £2,772.59 £260.40 £114,610.23 |
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Notes
1 Rentals for prior year included climbing wall hire. This year these are shown separately.
2 Donations income shown as Gifts in prior year accounts.
3 Accounting software fees shown in professional fees and services in prior year and included in office supplies and services this year.
4 Webcollect and Paypal fees shown in professional fees and services in prior year and included in transaction fees this year.
5 A further £13,039 remains due to be paid to complete the purchase of new equipment already ordered.
6 Equipment- repairs & maintenance was shown as Equipment in prior year accounts.
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trustees THE ADVENTURE DOLPHIN (PANGBOURNE) CHARITY On accounts for the year ended 31st March 2024 Charlty no (if any) 1156978 Set out on pages 1&2 'femembw to Include the page nuriberb ol iddii10105 sfiè£-;"' I report to the trustees on my examination of the accounts of the above charity {"the Trust.) forthe year ended 31 os As the charity's trustees. you are responsible for the preparation of the accounts in accordan with the requirements of the Charities Act 2011 {"the Act.) I report in respect 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 all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. Independent IThe charity's gross income exceeded £250,000 and l am qualified to examinerfs statsment undertake the examination by being a qualified member of [insert name of applicable listed body]]. Delete [ ] if not applicable. I have completed my examination. I confim that no material matters have come to my attention in connection with the examination (other than that disclosed below ') which gives me cause to believe that in, any material respect.. the accounting records were not kept in accordan with section 130 of the Charrties Act., or the accounts did not accord wtth the accounting records; or the accounts did not comply with the applicable requirements concerning the fOn and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a 'true and fair. view which is not a matter considered as part of an independent examination. I have no cOnmS and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to en ble a proper understanding of the accounts to be reached. the words in t brackets if they do not apply. Responsibilities and basis of report se dele Signed: Date: 4th June 2024 Name: ROBERT H C PLUMB Relevant professional qualificationls) or body B COMM CA(SA) IER
(if any): FRICS Address: Uplands Cottage Whitchurch on Thames RG8 7HH Section B Disclosure Only complete If the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners). Give here brief details of any items that the examiner wishes to disclose. IER
ADVENTURE DOLPHIN (PANGBOURNE) CHARITY Summary of Accounts 31st March 2023- 31st March 2024 31st March 2023 31st March 2024 Note Annual membership Rent315- including climbing Rentals Activities- Climbing Activities- D of E Activities- Wild Adventures Activities- Scouts / Guides / Other Pangbourne Paddlesport Club Evening courses Sunday morning paddle Ha51er 2022 Equipment Donations Social Interest received to CCLA Income £1,523.(KJ £3.638.00 £20,966.(K) £16.686.25 £7,655.(J) £21,408.22 E7,125.tK) £1,847.99 £3,486.36 £26,401.87 £0. £3,415.(Xl £60.(X) £3.999.14 £i.100.(y) £8,880.83 £175.(Y) £362.54 £68,998.38 £O.(M) £32,955.19 £0.00 £1,011.71 £93.698.72 British Canoeing Affiliation BEL / LEL Affiliation Insurance Activities- D of E Activities- Climbing Activities- Wild Adventures Activities- Scouts / Guides / Other Pangbourne Paddlesport Club laffil Hasler Race expenditure Utilities Professional fees / 5ervice5 Building- running & maintenance Building- repairs Building- cleaning including windoi Building- projects Equipment- purchases including re Equipment- repairs & maintenance Hirings Office supplies & services Social events Training Gifts Grants Transaction fees Expenditure £678.20 £350.00 £1.599.28 £6.229.68 £2,337. £859.26 £200.LX) £2.772.59 £779.40 £350.CM) £3,187.68 £12,361.02 £2.302.75 £0.00 £1,806.55 £11,127.76 £2.968.40 £5,645.84 £4,268.45 £7,772.10 £263.20 £20,303.15 £o.cK) £7,920.25 £11.338.98 £9,828.98 £494.20 £20.560.62 £3,014.98 £13.462.50 £2,496.09 £282.46 £350.C £44.97 £780.C £673.52 £106,577.31 314 £3,401.33 £6.931.08 £2,647.87 £167.12 £120.(X) £133.83 £375.00 £604.32 £67.213.70 Net surplus l (deficit) 12,878.59 £1.784.68
ADVENTURE DOLPHIN IPANGBOURNE) CHARITY Summary of Accounts 31st March 2023- 31st March 2024 Jtst 2024 M•rth 2023 Assets Carrw loryva from £90,247.11 Santander £PJ.389.80 CCLA £11.822.70 f20.810.YJ £514.16 Paypal 514.16 £4.98 £4.98 MaTrthon kcount Lloyds £o.co £2.7n59 £2(7.10 Petty C&5h £0. £101,731.64 £114.61023 Totsl Notes the unis l Rentals for prior year included ctsmbiw wall hire. Thi% yearthe5eare seprntety- 2 Donations Incame shown as Gtft5 sn prior year accounts. 3 Accountiry software fees shown in professional fees and servKes in pmryearand Iluded In office SuleS and services year. 4 Webcollect and Paypal fees shown In prafessior4al fees and ser¥te5 in oryear and includÈd in iTrnsacK¢n fees this vear. 5 A further £13,039 remain5 dueto be paid to comete the wrchase of newequipmenialreth ordered. 6 Equipment- repair5 & maintpnance w05 shown a5 EquipmeDt if* prioryearactounts.