Trustees’ Annual Report for the period
From 1[st] April 2022 Period start date To 31[st] March 2023 Period end date
Charity name: Tavistock Swimming Club (est.1990)
Charity registration number: 1157854
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The promotion of community participation in healthy recreation in particular by the provision of facilities for the teaching, development and practice of swimming for all age groups within the town of Tavistock, Devon and its locality. |
| 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. |
Para 1.17 and 1.19 |
Swimming coaching to all age groups from approximately 7 up to senior citizens, provided by Swim England qualified coaches. Training and skills development for volunteers – e.g. technical judging, team management, timekeeping and coaching skills. This includes grants towards Swim England recognised coaching and other training courses. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | Yes |
Additional information (optional) You may choose to include further statements where relevant about:
| SORP reference | ||
|---|---|---|
| Policy on grant making | Para 1.38 | Grants are available for Swim England coaching courses. The amount of grant paid depends: on the course, the financial state of the club, and the trustees being satisfied that paying the grant will benefit the club’s work (ie. the club needs coaches with the qualification in question and the person receiving the grant will use their new skills for the club’s benefit.) |
| Policy on social investment including program related investment |
Para 1.38 | The club does not hold, or make use of, social investments. |
| Contribution made by volunteers |
Para 1.38 | Volunteers are involved in all aspects of the charity: the only people who are paid are some of the coaches. • The trustees, who are all volunteers, run the club. • Two of the regular coaches are volunteers. • Volunteers also: oorganise fundraising;opublicise the club and its activities;orun and assist at swimmingcompetitions (“galas”) – e.g. helping on poolside, acting as officials and judges; ooversee the training of volunteers andcoaches; and odeal with child welfare matters. |
|---|---|---|
Achievements and Performance
----- Start of picture text -----
SORP reference
----- End of picture text -----
| Achievements and Performance | Achievements and Performance | Achievements and Performance |
|---|---|---|
| SORP reference | ||
| 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. |
Para 1.20 | • The club provided swimming coaching throughout the year. There were 73 swimming members at the start of the year and 78 by the end. Almost all the members are under 21, but adults who want to join are welcomed too. • Members included swimmers with disabilities and differences. All are fully integrated in the club’s activities. • Coaching is provided at below cost price, the difference being made up by fundraising and donations. • Refugees from the war in Ukraine were offered free membership and one took up the offer. • The club held two entry level internal galas and one informal friendly gala against another club, allowing many members to swim in a gala for the first time and all members to enjoy low level competition. • The club encourages children to volunteer, whether as part of their Duke of Edinburgh award or otherwise. • The club joined with another local charity to hold a swimming gala for local primary school children. A aquathlon (ie. swim – run) was also planned but had to be cancelled at the last minute due to the threat of thunderstorms which would have made the running element dangerous. • Four adults gained or improved upon poolside qualifications (as swimming officials or team managers) and two others began training and qualified after the year end. Galas could not be run without officials or team managers, so the recruitment and training of volunteers is |
essential for the future of the sport of swimming.
Financial Review
----- Start of picture text -----
Review of the charity’s Para 1.21 • The club aims approximately to break
financial position at the end even over the year, excluding investment
of the period in capital items or other payments of long-
term benefit.
• The main expenses are coaching costs
and pool hire.
• In 2022-3, it did not achieve its aim of
breaking even, but made a loss of £3,832.
• This is largely due to a reduced number of
members. Pre-pandemic, it had about 100
numbers; since then it has been 70-80.
• Since then, the club has put measures in
place to bring the finances back into
balance, by merging sessions (all
swimmers still get the same amount of
swimming, but there are more of them in
the pool at one time) and slightly
increasing fees. It is on course to break
even in 2023-24.
• The club’s balance sheet shows reserves
of about £20k.
Statement explaining the Para 1.22 The club holds reserves:
policy for holding reserves • to give it scope to invest in capital items
stating why they are held which will enhance its services or make
other payments of long-term benefit;
• to allow it to smooth out fluctuations and
cope with downturns and unexpected
events (eg. the pandemic and the cost-of-
living crisis); and
• because the reserves represent
contributions from previous members and
therefore, save in exceptional
circumstances, should be spent for the
benefit of the club as a whole, rather than
used to reduce fees paid by current
members.
Amount of reserves held Para 1.22 £20k
Reasons for holding zero Para 1.22 N/A
reserves
Details of fund materially in Para 1.24 N/A
deficit
Explanation of any Para 1.23 None, but see the list of threats below.
uncertainties about the
charity continuing as a going
concern
----- End of picture text -----
Additional information (optional) You may choose to include further statements where relevant about:
| The charity’s principal sources of funds (including any fundraising) |
The charity’s principal sources of funds (including any fundraising) |
Para 1.47 | The club’s principal source of funds are: • membership and training fees • gift aid on membership fees • grants from Apple, as one of the volunteer coaches works for Apple and the company |
|---|---|---|---|
----- Start of picture text -----
makes a donation for each hour he
volunteers
• fundraising – cake sales at galas, bucket
collections, donations from parking at a
local fair
----- End of picture text -----
| makes a donation for each hour he volunteers • fundraising – cake sales at galas, bucket collections, donations from parking at a local fair |
makes a donation for each hour he volunteers • fundraising – cake sales at galas, bucket collections, donations from parking at a local fair |
makes a donation for each hour he volunteers • fundraising – cake sales at galas, bucket collections, donations from parking at a local fair |
|---|---|---|
| A description of the principal risks facing the charity |
Para 1.46 | The principal risks facing the club are: • long-term or permanent closure of the local swimming pool • an inability to get sufficient pool time, even if pools remain open (e.g. due to other demands on the facilities) • a significant increase in costs, particularly pool hire costs, such that it can no longer provide coaching at an affordable cost. • loss of the main donor (Apple), if we cease to qualify for the match funding which Apple provides – eg. the relevant volunteer coach leaves/ we reach the match funding limit/ the company’s policy changes • a significant drop in membership, whether caused by increased costs or otherwise. • Inability to replace key coaches. The head coach is moving on and will need to be replaced We have enough coaches to continue for now but other coaches might have to leave – eg.ill health/ injury/ interpersonal conflict/ allegations of misconduct which, even if unsubstantiated, take a long time to resolve/ other – or it might not be possible to replace the head coach • insufficient volunteers to carry on the work of running the club, especially with ever increasing administrative and regulatory demands. |
Structure, Governance and Management
| Description of charity’s trusts: |
N/A | |
|---|---|---|
| Type of governing document (trust deed, royal charter) |
Para 1.25 | Written constitution, based on the Charity Commission’s model constitution for Charitable Incorporated Organisations (2014) and the Swim England model constitution for swimming clubs. |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | CIO |
| Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees |
Para 1.25 | • Trustees are appointed by the members at the AGM, with one third of the trustees retiring each year but being eligible for re- election. • Up to three trustees can be appointed during the year by the other trustees; such trustees serve until the conclusion of the following AGM. |
Reference and Administrative details
----- Start of picture text -----
Charity name Tavistock Swimming Club (est.1990)
Other name the charity uses Tavistock Swimming Club; TSC
Registered charity number 1157854
Charity’s principal address 2 Barley Market St,
Tavistock
Devon
PL19 0JF
----- End of picture text -----
Names of the charity trustees who manage the charity
----- Start of picture text -----
Dates acted if not for Name of person (or body) entitled
Trustee name Office (if any)
whole year to appoint trustee (if any)
1 Caroline Furze Chairman
2 Claire Palmer Secretary
3 Melanie Oxborough Treasurer From May 2022
4 Lisa France
5 Sarah Rice Until January 2024
6 Samantha Lake
7 Ian Higham
8 Liam Sebag-Montefiore
9 Lyn McKechnie Since November 2022
10 Hazel Walker Until January 2023
11 Katrina Shipp Until November 2022
12
13
14
15
16
17
18
19
20
----- End of picture text -----
– Corporate trustees names of the directors at the date the report was approved
Director name None
Name of trustees holding title to property belonging to the charity
----- Start of picture text -----
Trustee name Dates acted if not for whole year
None
----- End of picture text -----
Funds held as custodian trustees on behalf of others
Description of the assets None held in this capacity
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects
Details of arrangements for safe custody and segregation of such assets from the charity’s own assets
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signature(s) Full name(s) Caroline Furze Melanie Oxborough Position (eg Secretary, Chairman Treasurer Chair, etc) Date 23/01/2024
TAVISTOCK SWIMMING CLUB (EST.1990) Charity No.1157854 ACCOUNTS FOR YEAR ENDED 31 MARCH 2023
----- Start of picture text -----
Profit and loss account 2021-22 2022-23
Membership Fees £11,788 £10,488
Training Fees £27,947 £27,174
Direct Income £39,735 £37,662
Less :
Coaches Wages -£13,952 -£14,913
Pool Hire Fusion -£24,691 -£23,783
MK -£6,719 -£5,561
Direct Costs -£45,362 -£44,257
Profit/loss on Coaching -£5,627 -£6,595
Other Income
Joining Fees £614 £470
Swim England Income £2,663 £2,185
Costs -£2,998 -£2,687
Total -£335 -£502
Galas Income £3,769 £3,580
Costs -£3,850 -£3,574
Team unify transaction fees -£89
Total -£81 -£82
Dartmoor Gala Income £3,425 £0
Costs -£1,899 £0
Total £1,526 £0
Presentation event Income £375
Costs -£333
Total £0 £42
Swimshop Income £942 £638
Costs -£682 -£583
Total £260 £55
Fundraising Easy Fundraising £128 £118
Donations £1,015 £2,509
Other fundraising £530
Club Champs £767
Total £1,143 £3,923
Other Income £1,043 £263
Gift Aid £2,278 £2,162
Other Income £3,321 £2,425
Other Income £6,448 £6,330
Other Expenses (next page) -£3,242 -£3,568
Total Profit/Loss -£2,421 -£3,832
----- End of picture text -----
Balance sheet
| Starting Balance Profit/loss over year Ending Balance Consisting of: Current account Deposit account Stock Prepayments/accruals Breakdown of "Other Expenses" in profit & loss account Tethrathlon costs Coaches Expences Bank Charges -£15 Alora Register -£29 Award -£40 Clock -£64 Domian Name Training -£166 Card Reader and fees Flyers - printing costs Team Unify -£971 Gifts -£41 Printing & Stationery -£50 Trophy Engraving Trophies and awards SE Licence -£70 Zoom -£14 Transaction fees -£82 Equipment -£1,700 |
31.03.22 31.03.23 £27,898 £25,477 -£2,421 -£3,832 £25,477 £21,645 £18,726 £11,214 £4,653 £4,676 £680 £1,314 £1,418 £4,440 £25,477 £21,644 2021-22 2022-23 -£2 -£905 -£60 -£29 -£29 -£290 -£41 -£60 -£958 -£47 -£25 -£314 -£805 -£3 -£3,242 -£3,568 |
|---|---|
Independent Examiner's report to the Trustees of Tavistock Swimming Club
This report on the financial statement of the Trust for the year ended 31 March 2023 is in respect of an examination carried out in accordance with s.145 of the Charities Act 2011.
Respective responsibilities of the trustees and the examiner
The Trustees are responsible for the preparation of the financial statement. You consider that the audit requirement of s.144(2) of the Charities Act does not apply. It is my responsibility to issue this report on those accounts in accordance with the terms of the Regulations.
Basis of this report
My examination was carried out in accordance with the General Directions given by the Charity Commission under s.145(5)(b) of the Act. That examination includes a review of the accounting records kept by the Charity and a comparison of the accounts with those records. It also includes considering any unusual items or disclosures in the accounts and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently I do not express an audit opinion on the view given by the accounts.
Independent examiner’s statement
In connection with my examination, no matter has come to my attention:
i. which gives me reasonable cause to believe that in any material respect the requirements
-
to keep accounting records in accordance with section 130 of the Act; and
-
to prepare accounts which accord with the accounting records and comply with the requirements of the Act and the Regulations have not been met; or
ii. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Signed
Robert Leigh Palmer House Brentor Road Mary Tavy TAVISTOCK PL19 9PY
Dated 29 November 2023