## **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:
`o`organise fundraising;
`o`publicise the club and its activities;
`o`run and assist at swimming
competitions (“galas”) – e.g. helping on
poolside, acting as officials and judges;
`o`oversee the training of volunteers and
coaches; and
`o`deal 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