Duxford Community Centre Trustees Annual Report 2020121 Period start date 01 May 2020 Period End Date 30 April 2021 Section A Reference and Administration Details Charity name Duxford Community Centre Registered charity number 1157964 Charity's principal address Hunts Road, Duxford Cambridge CB22 4RE Names of Trustees vA)o manage the Charty Barbara BARKER Alan Ronald BYWATERS Patricia Margaret CHUDLEIGH Treasurer Susan Joan CLARKE Timothy Nielle CLARKE Peter William DEE Lesley HALE Malcolm Patrick HYDE Michelle PRESTON Lesley Linda STRAULI Harold Adrian Stuart TARRANT Judith TARRANT Chair, re-elected 17102121 elected 17102121 Stood down at AGM 17102121 resigned 2716120 10. 12. Secretary, re-elected 1712121 Section B Structure, governance & management Type of goveming document Constitution adopted 28 April 2014, amended December 2019 and February 2021 How the Charity is constituted Charitable Incorporated Organisation Trustee selection methods Trustees are appointed or -appoInted by Members at the Annual General Meeting. Dr/Ord Community Cenlre Tntslees Annual Repori 2020/2021
Additional governance issues The Charity Trustees are responsible for the general control and management of the Charity. The Trustees give their time freely and receive no remuneration or other financial benefits. The Charity has not employed any paid staff over the reporting period. At the Annual General Meeting for 201912020 held on February 1Ph 2021 one constitutional amendment was passed. This was to allow Duxford Parish Council to nominate tsvo persons for the position of Trustee. In the previous constitution one person could be nominated but, as the Parish Council had provided all the funds for the building of the Community Centre. the lease between Duxford Parish Council and Duxford Community Centre CIO for the running of the Community Centre specified tsvo nominees to represent the Parish Council on the goveming body running the Communty Centre. These nominees are subject to appointment by members at the Annual General Meeting A 25 year lease was signed in Juty 2020 between Duxford Parish Council and Duxford Communty Centre CIO granting the Duxford Community Centre CIO the right to run the Duxford Communty Centre for 25 years. No rent is payable but if the annual income of the DCC exceeds £60,000, the surplus is split 50150 with Duxford Parish Council. The Trustees took over the responsibility for the Community Centre building on July 28th 2020. A lease was also signed in eatty September between Duxford Community Centre CIO and A LA Cuisine Ltd. which allows the latter to operate a commercial café, known as Café 19. in the Comrnunty Centre on a profit sharing basis. A Premises Licence has been granted and Trustees have taken steps to ensure that the requirements in this have been implemented. The Fundraising Committee. active in earlier years, VRS unable to function in 202012021 owing to the govemment restrictions on social activtties because of the Covid pandemic. A number of working parties continued to operate, mainly electronically, to fully equip the Community Centre and develop policies around its operations. The majorty of meetings of the Duxford Community Centre CIO were held remotely in 202012021 because of restrictions around the Covid pandemic The Trustees ensure that any activities involving children have volunteers in attendance who hold up to date Disclosure Barring Service (DBS) checks. Section C Objectives and Activities Dtsyford Community Centre Trnslees, Annual Repori 2020/2021
Summary of the objectives of the Charity set out in its governing document 1. To promote the benefit of the inhabitants of the area without distinction of sex, sexual orientation. age, disability, nationality, race or of political. religious or other opinions, by associating together the said inhabitants and the statutory authorities, voluntary and other organisations in a Common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure time occupation with the object of improving the conditions of lrfe for the said inhabitants. 2. To maintain and manage the Duxford Community Centre in furtherance of the Objects 3. To promote such charitable purposes as may from time to time be detemined. Summary of the main activities undertaken for the public benefit in relation to these objects The Trustees have borne in mind the Charty Commission guidance on public benefit in setting out their activities for the year. The Duxford Community Centre was opened to the public on August 29th 2020. Two halls and a meeting room were available to hire and Café 19 was open 7 days a week to the public. The changing room suite was unable to be used because of Covid restrictions. Because of Covid regulations, numbers able to use the facilities were limited and Trustees instituted additional cleaning and other precautions to limit the spread of infection. A Covid-19 Policy was developed and published by the Trustees and use of the facilities was monitored to ensure compliance. The Community Centre was forced to close in December and was unable to re-open until April 1 Ph in line with government regulations. During this time the Centre was able to provide a venue for counselling seniices. The Post offi continued to open hvo mornings a week. Although many Community Groups were unable to function this year. the Trustees continued to refine a scheme whereby local, voluntary groups are able to hire rooms in the Centre at a discount. To encourage involvement in, and support for. the Communty Centre. groups receiving this discount are required to be members of the Duxford Community Centre CIO (membership is freel and encouraged to hold a fundraising event for the Centre. This scheme has proved to be popular. Private hire by Duxford residents is also discounted. Trustees have also set up a grants scheme whereby local, voluntary groups or potential groups who wish to use the Centre, but are unable to afford it, may apply for funding. Trustees have made available, at no cost, facilities for the travelling Post Offi to operate two momings a week in the foyer of the Centre. Dr/Ord Community Cenlre Trnslees Annual Repori 2020/202]
Information about the Community Centre. the Trustees and the Duxford Communty Centre CIO and its policies and practices is available and regulady up-dated on the DCC website. There is also an increasingly popular DCC Facebook page and Twitter account to publicise various initiatives both by the DCC and by users of the Centre. Articles on the actrvities of the DCC and users of the Communty Centre are also published in the monthly village newsletter. Additional Details of Objectives and Activities Government regulations preventing social interaction because of the Covid pandemic had brought plans for the opening of the Community Centre in April 2020 to an abrupt halt and, until the situakn'on became clearer. planning and meetings were put on hokl. In June 2020, wf(h the situation becoming clearer, Trustees, meetings resumed and the decision was taken for the DCC lo commence the lease of the Centre on July 281h and open to the public on August 29th Thereafter meetings were held frequently, mostly electronicalty, but in person during August and September v4hen regulations allowed. The decision was made to hold only Trustees, meetings during the year. The reason for this was threefold; meetings were usually too close together to allow for required notice to be given for Gene1 Meetings 2. the meetings yre mainly about operational issues rather than broader policy 3. the need for remote meetings made occasional attendance at meetings more difficult Nevertheless any member of the DCC who was either involved in the running of the Centre or expressed an interest was welcomed to Trustees, meetings as an observer. A number of people took up this invitation and made a positive contribution. Ovepwhelmingly during the year the focus has been on opeptional issues and this was overlaid by the need to develop Covid secure policies and practices. None of the trustees had pVIouS experience of running a Community Centre, but previous life experiences, goodwill and hard work combined to set the functioning of the Centre on a secure basis. Clear policies and practiGes were established and continue to be assessed vthere necessary. Financial restrictions and the continued UnrtaInty made the employment of a manager, even on a part-time basis, unviable for this year. Therefore Trustees volunteered to act as Duty Managers and a rota was established to ensure that someone is available each day to open up and close down the Centre and be available if users of the Centre need assistance. Fundraising and social activities by the DCC had to be put on hold because of Covid reslrictions this year. A small opening reception, with restricted numbers, was held for Trustees and Parish Councillors, followed by tours of the Centre by Duxford residents. with refreshments available at Café 19. Trustees have also been available to show potential users the facilities of the Centre and DrI0rd Community Cenlre Tntsiees, Annual Repori 2020/2021
provide induction courses for safe use. The Café has been generally welcomed as a village asset and is well used when it is all0v to be open. The AGM for 201912020 was held in February 2021. Because of Covid restrictions this was held by Zoom. Under the Charity's Constitution three Trustees were required to stand down. One did not seek re-election while the other Trustees were re-elected and a further nominee was also elected. One other Trustee stood down during the year as she had moved away from the village. Section D Achievement and Performance In July 2020 wrth Covid restrictions eased (atthough temporarily as it turned out) the DCC signed a 25 year lease with Duxford Parish Council to run the newly built Duxford Communty Centre. After a month's preparations the Centre opened to the public on August 29th From the first there vRre substantial number of commercial bookings even though there were restrictions on numbers in place and added cleaning requirements. Booking enquiries were at a high level but many community events and private parties were unable to take place. which was a matter of regret to the Trustees. The commercial kitchen and café area had been sub-leased after open advertisement. to a local company A LA Cuisine and opened at the same time as the Communty Centre as Café 19. This also proved very popular even though it had to operate at reduced capacity. After 3 months it was clear that the Community Centre was financially viable with potential for substantial grovrth once restrictions were lifted. This raised an important question for Trustees about a potential clash between commercial interests and the benefit to the well-being of the Community. It was agreed that the benefit to the Community must be our primary cOnrn, both as a charity and as individuals, and that any potential bookings that might clash with this would be declined. In early December 2020 a new lockdown was imposed and the Community Centre was forced to close to all activities except some counselling services and the Ice-VekIY Post Office. This obviously had a serious impact on the finances of the Communrty Centre, especially as it had not been open long enough to build up reserves. The Trustees therefore gratefvlly acknowledge the support given by South Cambndgeshire District Council through Covid grants. DCC were also successful in obtaining a Communty Chest from South Cambridgeshire District Council for £1,000 towards the provision of a stage for the main hall. The Community Centre re-opened on April 1Ph 2021 under similar restrictions as the period August- December 2020. As wth so many other organisations it has been an incredibly difficult year but the Trustees are proud that they have managed to overcome so many known and unknovm hurdles. not only to get Dfford Comniunity Cenlre Trwlees. Annual Repori 2020/2021
the Communty Centre up and running but also to make it, increasingly, the focus for village activities. As a resutt of this, membership. both individual and organisational, has grown steadily during the year. Wrth more opportunities to host Communty events the Trustees hope that this will continue. Many members of the Charity have willingly given their time and expertise to make this Community Centre a reality and ensure that it runs effectively but there must be a special acknowledgement that, time after time, the Trustees have gone beyond what might be expected of them to make a su¢¢ess of a long awaited project. The Trustees provided 1.458 hours of voluntary service to the Communty Centre. which rf valued at £13 per hour. would equate to £18,954. This time did not include any nomal Trustee responsibilities but covered tasks such as duty manager, bookings. ensuring Complian with Covid 19 restrictions and publicity etc. Section E Financial Review At the start of the reporting period the amount of funds in the Charity's bank account totalled £50,775 comprising £6,023 of restricted funds carried over from the previous reporting period and £44,752 of unrestricted funds. During the current reporting period the trustees agreed to set up a second restricted fund, of £8,000. for contingency planning and to eannark a fvrther £6,800 for slaging and a further £118 of unspent fundraising income. During the year the Charty received a total of £64,150 in donations, grants, rebates and repayments. These comprised £7.865 from individual and village organisation donations, £118 in donations from commercial companies (Amazon and the Co-op). a £5,540 grant from the National Lottery and £12,908 in 'Covid Grants, from South Cambridgeshire District Council. In addition, £5.067 was received from the HMRC in tax rebates and £20,287 was received from Duxford Parish Council as repayment of the Charty's previous loan to the Parish Council. Of the grants and donations, £1.000 was specifically requested to be put towards the stage, £1.043 for the community kitchen, £5,540 was for audio-visual equipment and a donation of £250 was donated specifically towards the audiovisual costs of the Linda Martin Room. These have been treated as restricted income. During the period. the Charty's expenditure totalled £81461. The largest outlays vRre for electricity, of £5,929 (this did not include Café 19's electncity costs which are re-charged), chartered accountant fees for booking keeping and end of year examination of accounts of £5,623, insurance of £3.419 and cleaning of £3,385. Income from room hire during the reporting period totalled £23,197. Dy}0rd Community Cenlre Truslees Annual Repori 2020/2021
At the end of the period. the total amount in the Charity's bank account totalled £33,464, comprising £7.427 of restricted funds to carry over and £26,037 of unrestricted funds. External auditors were appointed to examine independently the Charity's accounts for the period. The examination was performed by Peters, EVorthy & Moore. Chartered Accountants in July 2021. Section F Declaration The Trustees declare that they have approved the Trustees, report above. Signed on behalf of the Charrty's Trustees Signature Full Name(s) Judith Tarrant Position Secretary Signature Full Name(s) Patricia Margaret Chudleigh Position Treasurer Date ISE fl -v *CpEI. L)xrford Community Cenlre TruFiees Annual Report 2020/2021
Registered No. 1157964
DUXFORD COMMUNITY CENTRE
Financial Statements For the Year Ended
30 April 2021
DUXFORD COMMUNITY CENTRE For the Year Ended 30 April 2021
| Contents | Page |
|---|---|
| Legal and Administrative Details | 1 |
| Trustees’ Annual Report | 2 - 6 |
| Independent Examiner’s Report to the Trustees | 7 |
| Receipts and Payments Account | 8 |
| Statement of Assets and Liabilities | 9 |
| Notes to the Financial Statements | 10-11 |
DUXFORD COMMUNITY CENTRE Legal and Administrative Details for the Year Ended 30 April 2021
Trustees
Dr Harold Tarrant Susan Clarke Peter Dee Dr Patricia Chudleigh Timothy Clarke Judith Tarrant Barbara Barker Lesley Hale Alan Bywaters Malcolm Hyde
Address
Hunts Road Duxford Cambridge CB22 4RE
Legal Status
The charity was formed as a Charitable Incorporated Organisation (CIO) on 23 July 2014 Charity Commission Registration No: 1157964
Bankers
Santander Bank UK Plc
Independent Examiner
M Hewett ACA DChA Peters, Elworthy & Moore Chartered Accountants Salisbury House Station Road Cambridge CB1 2LA
Website
www.duxfordcommunitycentre.co.uk
Page: 1
DUXFORD COMMUNITY CENTRE Trustees’ Annual Report for the Year Ended 30 April 2021
The Trustees present their Annual Report and the financial statements for the year ended 30 April 2021. This report has been prepared in accordance with the provisions under section 133 of the Charities Act 2011 which allows for the preparation of Receipts and Payments accounts by CIO’s with income less than £250,000 and using guidelines made available by the Charity Commission. The CIO is therefore not required to follow the requirements of the new Charity SORP (FRS 102) with regard to content and disclosure.
OBJECTIVES AND ACTIVITIES
Objects
The objectives of the CIO as set out in the governing document are as follows:
-
To promote the benefit of the inhabitants of the area without distinction of sex, sexual orientation, age, disability, nationality, race or of political, religious or other opinions, by associating together the said inhabitants and the statutory authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants.
-
To maintain and manage the Duxford Community Centre in furtherance of the Objects
-
To promote such charitable purposes as may from time to time be determined.
Activities
The Trustees have borne in mind the Charity Commission guidance on public benefit in setting out their activities.
Information about the Community Centre, the Trustees and the Duxford Community Centre CIO and its policies and practices is available and regularly updated on the DCC website. There is also an increasingly popular DCC Facebook page and Twitter account to publicise various initiatives both by the DCC and by users of the Centre. Articles on the activities of the DCC and users of the Community Centre are also published in the monthly village newsletter.
Trustees have made available, at no cost, facilities for the travelling Post Office to operate two mornings a week in the foyer of the Centre. Trustees have also set up a grants scheme whereby local, voluntary groups or potential groups who wish to use the Centre, but are unable to afford it, may apply for funding.
ACHIEVEMENTS AND PERFORMANCE
Government regulations preventing social interaction because of the Covid pandemic had brought plans for the opening of the Community Centre in April 2020 to an abrupt halt and, until the situation became clearer, planning and meetings were put on hold.
In June 2020, with the situation becoming clearer, Trustees’ meetings resumed and the decision was taken for the DCC to commence the lease of the Centre on July 28th and open to the public on August 29th. Thereafter meetings were held frequently, mostly electronically, but in person during August and September when regulations allowed.
In July 2020 with Covid restrictions eased (although temporarily as it turned out) the DCC signed a 25 year lease with Duxford Parish Council to run the newly built Duxford Community Centre. After a month’s preparations the Centre opened to the public on August 29th. Two halls and a meeting room were available to hire and Café 19 was open 7 days a week to the public. The changing room suite was unable to be used because of Covid restrictions. Because of Covid regulations, numbers able to use the facilities were limited and Trustees instituted additional cleaning and other precautions to limit the spread of infection. A Covid-19 Policy was developed and published by the Trustees and use of the facilities was monitored to ensure compliance.
From the first there were a substantial number of commercial bookings even though there were restrictions on numbers in place and added cleaning requirements. Booking enquiries were at a high level but many community events and private parties were unable to take place, which was a matter of regret to the Trustees. The commercial kitchen and café area had been sub-leased after open advertisement, to a local company A LA Cuisine and opened at the same time as the Community Centre as Café 19. This also proved very popular even though it had to operate at reduced capacity.
Page: 2
DUXFORD COMMUNITY CENTRE Trustees’ Annual Report for the Year Ended 30 April 2021 (continued)
After 3 months it was clear that the Community Centre was financially viable with potential for substantial growth once restrictions were lifted. This raised an important question for Trustees about a potential clash between commercial interests and the benefit to the well-being of the Community. It was agreed that the benefit to the Community must be our primary concern, both as a charity and as individuals, and that any potential bookings that might clash with this would be declined.
In early December 2020 a new lockdown was imposed and the Community Centre was forced to close to all activities except some counselling services and the twice-weekly Post Office. This obviously had a serious impact on the finances of the Community Centre, especially as it had not been open long enough to build up reserves. The Trustees therefore gratefully acknowledge the support given by South Cambridgeshire District Council through Covid grants.
DCC were also successful in obtaining a Community Chest from South Cambridgeshire District Council for £1,000 towards the provision of a stage for the main hall.
The Community Centre re-opened on April 17th 2021 under similar restrictions as the period August- December 2020. As with so many other organisations it has been an incredibly difficult year, but the Trustees are proud that they have managed to overcome so many known and unknown hurdles, not only to get the Community Centre up and running but also to make it, increasingly, the focus for village activities.
As a result of this, membership, both individual and organisational, has grown steadily during the year. With more opportunities to host community events the Trustees hope that this will continue.
Many members of the Charity have willingly given their time and expertise to make this Community Centre a reality and ensure that it runs effectively but there must be a special acknowledgement that, time after time, the Trustees have gone beyond what might be expected of them to make a success of a long-awaited project.
The Trustees provided 1,458 hours of voluntary service to the Community Centre, which if valued at £13 per hour would equate to £18,954. This time did not include any normal Trustee responsibilities but covered tasks such as duty manager, bookings, ensuring compliance with Covid-19 restrictions and publicity etc.
Although many Community Groups were unable to function this year, the Trustees continued to refine a scheme whereby local, voluntary groups are able to hire rooms in the Centre at a discount. To encourage involvement in, and support for, the Community Centre, groups receiving this discount are required to be members of the Duxford Community Centre CIO (membership is free) and encouraged to hold a fundraising event for the Centre. This scheme has proved to be popular. Private hire by Duxford residents is also discounted.
The decision was made to hold only Trustees’ meetings during the year. The reason for this was threefold: meetings were usually too close together to allow for required notice to be given for General Meetings; the meetings were mainly about operational issues rather than broader policy; the need for remote meetings made occasional attendance at meetings more difficult. Nevertheless, any member of the DCC who was either involved in the running of the Centre or expressed an interest was welcomed to Trustees’ meetings as an observer. A number of people took up this invitation and made a positive contribution.
Overwhelmingly during the year the focus has been on operational issues and this was overlaid by the need to develop Covid secure policies and practices. None of the trustees had previous experience of running a Community Centre, but previous life experiences, goodwill and hard work combined to set the functioning of the Centre on a secure basis. Clear policies and practices were established and continue to be assessed where necessary.
Financial restrictions and the continued uncertainty made the employment of a manager, even on a part-time basis, unviable for this year. Therefore Trustees volunteered to act as Duty Managers and a rota was established to ensure that someone is available each day to open up and close down the Centre and be available if users of the Centre need assistance.
Fundraising and social activities by the DCC had to be put on hold because of Covid restrictions this year. A small opening reception, with restricted numbers, was held for Trustees and Parish Councillors, followed by tours of the Centre by Duxford residents, with refreshments available at Café 19. Trustees have also been available to show potential users the facilities of the Centre and provide induction courses for safe use. The Café has been generally welcomed as a village asset and is well used when it is allowed to be open.
Page: 3
DUXFORD COMMUNITY CENTRE Trustees’ Annual Report for the Year Ended 30 April 2021 (continued)
The AGM for 2019/2020 was held in February 2021. Because of Covid restrictions this was held by Zoom. Under the Charity’s Constitution three Trustees were required to stand down. One did not seek re-election while the other two Trustees were re-elected and a further nominee was also elected. One other Trustee stood down during the year as she had moved away from the village.
FINANCIAL REVIEW AND RESERVES POLICY
At the start of the reporting period the amount of funds in the Charity’s bank account totalled £50,775 comprising £6,023 of restricted funds carried over from the previous reporting period and £44,752 of unrestricted funds. Unrestricted funds brought forward included £5,800 of designated funds and during the current reporting period the trustees agreed to set up further designated funds of £8,000, for contingency planning, £6,800 for staging and a further £118 of unspent fundraising income.
During the year the Charity received a total of £64,150. This comprised £7,865 from individual and village organisation donations, £118 in donations from commercial companies (Amazon and the Co-op), a £5,540 grant from the National Lottery, £1,000 from South Cambridgeshire Community Chest and £12,908 in ‘Covid Grants’ from South Cambridgeshire District Council. In addition, £5,067 was received from the HMRC in tax rebates and £20,287 was received from Duxford Parish Council as repayment of the Charity’s previous loan to the Parish Council. Income from room hire during the reporting period totalled £10,024 and there was other income of £1,341. Of the grants and donations, £1,000 was specifically requested to be put towards the stage, £1,043 for the kitchen, £5,540 was for audio-visual equipment and a donation of £250 was specifically towards the audio-visual costs of the Linda Martin Room. These have been treated as restricted income.
During the period, the Charity’s expenditure totalled £81,461. The largest outlays were for electricity, of £5,929 (this did not include Café 19’s electricity costs which are recharged), chartered accountant fees for bookkeeping and end of year examination of accounts of £5,623, insurance of £3,419 and cleaning of £3,385. In addition, fixtures and fittings were purchased in the year including audio-visual equipment, camera, chairs and other furniture.
At the end of the period, the total amount in the Charity’s bank account totalled £33,464, comprising £7,427 of restricted funds to carry over and £26,037 of unrestricted funds. Designated funds at the end of the period were £14,918.
External advisers were appointed to examine independently the Charity’s accounts for the period. The examination was performed by Peters, Elworthy & Moore, Chartered Accountants in July 2021.
STRUCTURE, GOVERNANCE AND MANAGEMENT
Legal Status
The Charity was formed as a Charitable Incorporated Organisation (CIO) on 23 July 2014 and is governed by its constitution of that dated, as amended by updates in December 2019 and February 2021. The CIO is registered with the Charity Commission under number 1157964.
Trustees and committees
The CIO trustees are responsible for the general control and management of the CIO. The trustees give their time freely and receive no remuneration or other financial benefits. The CIO has not employed any paid staff over the reporting period.
At the Annual General Meeting for 2019/2020 held on February 17th 2021 one constitutional amendment was passed. This was to allow Duxford Parish Council to nominate two persons for the position of Trustee. In the previous constitution one person could be nominated but, as the Parish Council had provided all the funds for the building of the Community Centre, the lease between Duxford Parish Council and Duxford Community Centre CIO for the running of the Community Centre specified two nominees to represent the Parish Council on the governing body running the Community Centre. These nominees are subject to appointment by members at the Annual General Meeting
Page: 4
DUXFORD COMMUNITY CENTRE
Trustees’ Annual Report for the Year Ended 30 April 2021 (continued)
A 25 year lease was signed in July 2020 between Duxford Parish Council and Duxford Community Centre CIO granting the Duxford Community Centre CIO the right to run the Duxford Community Centre for 25 years. No rent is payable but if the annual income of the DCC exceeds £60,000, the surplus is split 50/50 with Duxford Parish Council. The Trustees took over the responsibility for the Community Centre building on July 28th 2020.
A lease was also signed in early September between Duxford Community Centre CIO and A LA Cuisine Ltd. which allows the latter to operate a commercial café, known as Café 19, in the Community Centre on a profit sharing basis.
A Premises Licence has been granted and Trustees have taken steps to ensure that the requirements in this have been implemented.
The Fundraising Committee, active in earlier years, was unable to function in 2020/2021 owing to the government restrictions on social activities because of the Covid pandemic. A number of working parties continued to operate, mainly electronically, to fully equip the Community Centre and develop policies around its operations.
The majority of meetings of the Duxford Community Centre CIO were held remotely in 2020/2021 because of restrictions around the Covid pandemic
The Trustees ensure that any activities involving children have volunteers in attendance who hold up to date Disclosure Barring Service (DBS) checks.
Appointment of Trustees
The Trustees who held office during the period were:
Barbara Barker Alan Ronald Bywaters Patricia Margaret Chudleigh, Treasurer Susan Joan Clarke Timothy Nielle Clarke, Chair (re-elected 17/02/2021) Peter William Dee Lesley Hale Malcolm Patrick Hyde (elected 17/02/2021) Michelle Preston (stood down at AGM 17/02/2021) Lesley Linda Strauli (resigned 27/6/2020) Harold Adrian Stuart Tarrant Judith Tarrant, Secretary (re-elected 17/2/2021)
The Board of Trustees endeavours to appoint Trustees with necessary regard to the skills, knowledge and experience required for the post. New Trustees are made aware of their responsibilities under charity law.
Page: 5
DUXFORD COMMUNITY CENTRE Statement of Trustees. Responsibilitses for the Year Ended 30 April 2021 Statement of Trustees, Responsibilities The Trustees are responsible -.cr crew¥rina the annual report and financial statements in accordance with applicable law and Unrted "ng0 knunting Standards (Unrted Kingdom Generalty Accepted Aeeounting Praclicel. Law applicable to Charities in ErLularyd and Wales requires the Trustees to prepare financial statements for each financial period which gNe a ap,d rèir view of the slate of affairs of the CIO and of the incoming resources and application of resources of the CIO for that period. In preparing these financial statements, the trustees should follow best practice and: Select suitable accounting policies and then apply them consistenty- Observe the methods and principles in the Chartbe5 SORP.. Make judgements and *imaLes that are reasonable and pwdent., and The trustees are responsible for keeping proper accounting records which disdose with reasonable accuracy the financial position of the CIO and which enable therTr to ascertain the financial p05its.on of the CIO and which enable them to ensure that the financial statements compty with the Charities Act 2011, supporting regulations and the Trust Deed. They are also responsible for safeguarding the assets of the CIO and hen for taking reasonable steps for the prevention and detection of fraud and other irregularitr"es. Approved by the trustees and signod on their behalf by: J Tarrant (sretary) Trustee P Chudleigh (Treasurer) Trustee Date: Date- .q.tsd,.ooa i. Page.. 6
Independent Examiner’s Report to the Trustees of DUXFORD COMMUNITY CENTRE For the Year Ended 30 April 2021
I report on the accounts of the CIO for the year ended 30 April 2021 which are set out on pages 8 to 11
RESPECTIVE RESPONSIBILITIES OF TRUSTEES AND EXAMINER
The CIO’s trustees are responsible for the preparation of the accounts. The CIO’s trustees consider that an audit is not required for this period under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.
It is my responsibility to:
-
examine the accounts under section 145 of the 2011 Act;
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follow the procedures laid down in the general Directions given by the Charity Commission under section 145 (5)(b) of the 2011 Act; and
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state whether particular matters have come to my attention.
BASIS OF INDEPENDENT EXAMINER’S STATEMENT
My examination was carried out in accordance with general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the CIO and a comparison of the accounts prepared with those records. It also includes consideration of 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 no opinion is given as to whether the accounts present a ‘true and fair view’ and the report is limited to those matters set out in the statement below.
INDEPENDENT EXAMINER’S STATEMENT
In connection with my examination, no matter has come to my attention:
-
1 which gives me reasonable cause to believe that in any material respect the requirements:
-
to keep accounting records in accordance with sections 130 and 131 of the 2011 Act; and
-
to prepare accounts which accord with the accounting records,
have not been met; or
- 2 to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
M Hewett ACA DChA
For and on behalf of PETERS, ELWORTHY & MOORE
Chartered Accountants Cambridge
Date: 24 August 2021
Page: 7
DUXFORD COMMUNITY CENTRE Receipts and Payments Account
| DUXFORD COMMUNITY CENTRE Receipts and Payments Account |
||||||
|---|---|---|---|---|---|---|
| for theyear ended 30 April 2021 | 2020 Total £ - 42,500 33,725 3,352 - - - - |
|||||
| Receipts Charitable Activities (room hire) Grants Donations Fundraising Electricity recharges Covid-19 business support Duxford Parish Council refund Other income Total receipts for period Payments Community Centre costs: Audio & visual equipment Fixtures & fittings Repairs & maintenance Telephone & internet Electricity Insurance Cleaning Furnishings expense Supplies Contribution to build costs Other costs Professional: Independent examination (IE) & accountancy/bookkeeping (2021: IE £1,475) Professional fees: Legal fees Event refreshments Advertising Sundry expenditure IT software & consumables Total payments for period Net receipts being net movement in funds Cash funds brought forward Cash funds at the period end |
2021 Restricted £ - 6,540 1,293 - - - - - 7,833 5,521 - 908 - - - - - - - - - - - - - - 6,429 1,404 6,023 |
2021 Unrestricted £ 10,024 - 11,757 60 927 12,908 20,287 354 56,317 2,310 30,692 4,947 570 6,856 3,419 3,385 937 5,954 - - 5,623 7,800 - 72 1,012 1,455 75,032 (18,715) 44,752 |
2021 Total £ 10,024 6,540 13,050 60 927 12,908 20,287 354 64,150 7,831 30,692 5,855 570 6,856 3,419 3,385 937 5,954 - - 5,623 7,800 - 72 1,012 1,455 81,461 (17,311) 50,775 |
2020 Restricted £ - 2,000 10,433 - - - - - 12,443 - - - - - - - - - 6,420 - - - - - - - 6,420 6,023 - |
2020 Unrestricted £ - 40,500 23,282 3,352 - - - - 67,134 - - - - - - - - - 34,602 1,589 2,892 - 1,007 353 50 - 40,493 26,641 18,111 |
|
| 79,577 | ||||||
| - - - - - - - - - 41,022 1,589 2,892 - 1,007 353 50 - |
||||||
| 46,913 | ||||||
| 32,664 18,111 |
||||||
| 7,427 | 26,037 | 33,464 | 6,023 | 44,752 | 50,775 | |
| Page: 8 |
DUXFORD COMMUNrrY CENTRE Statement of Assets and Liabiliti9$ for tho year ended 30 April 2021 2021 Restricted 2021 Unrestricted 2021 Total 2020 Roslricted 2020 Unroslricled 2020 Total Monetary Assets Sanlander- GBP 7.427 26,037 33.464 6,023 44,752 50.775 Cash fund s at end Monètary A88at8 of tha perlod Tota I 7,427 28.037 33,464 6,023 44,752 50,755 Non-monetary A¥89ts Fixed assets al cost Fixed assets (donations at 88limaled value) Refund du8 from Duxford Parish Council Insurance paid in advance for 2021122120201211 38,523 1,750 38,523 1.750 20,228 428 20,228 428 2,175 2.175 Total Non-mongtary A88ets 42,448 42 448 Llabllltl68 Accountancy fee accrual 2,286 2,286 2,220 2,220 Total Llabllltles 2,286 2.286 Approvgd by thg Trust8e3 and slgned on tholr bohalf by,. JTa nt jsecrataryl Trustee P Chudlgigh {Treasurarl Trustee Datè: ..4)....'"Ltr)'Ll Date.. Page.. 9
DUXFORD COMMUNITY CENTRE Notes to the Financial Statements Year Ended 30 April 2021
1 Accounting Policies
The financial statements have been prepared under Section 133 of the Charities Act 2011 and in accordance with Charity Commission guidance.
Particular accounting policies adopted by the trustees are described below.
a) Income and Expenditure
Income and expenditure is accounted for on a receipts and payments basis.
Trustees’ Expenses
No trustees received any remuneration during the year (2020: £Nil).
No trustees had any expenses reimbursed to them or paid directly to a third party on their behalf (2020: £Nil).
3 Related Party Transactions
There have been two related party transactions during the year ended 30 April 2021. A receipt of £20,287 was received from Duxford Parish Council of which Peter Dee (Trustee) and Malcolm Hyde (Trustee) are members. Edward Harris who is also a Duxford Parish Council member donated £1,000 for use of a storage cupboard for five years for the local youth club.
4 Restricted Funds
Restricted funds are to be used for the purposes stated
| Restricted funds brought forward Income Expenditure Restricted funds carried forward |
Kitchen Stage Audio-Visual Equipment Total £ £ £ £ 6,023 1,043 (908) - 1,000 - - 5,790 (5,521) 6,023 7,833 (6,429) |
|---|---|
| 6,158 1,000 269 7,427 |
5 Designated Funds
The trustees have designated funds for the use of the CIO of administrative and operational costs. This fund could also be used at the trustee’s discretion to further promote the CIO’s charitable objectives within the community by supporting other local events and charities. Additionally, funds have been set aside by the trustees for working capital requirements, the stage and fundraising. These funds form part of the CIO’s unrestricted funds.
| Designated Fund Designated funds brought forward Income Expenditure Transfers from/(to) General Funds Designated funds carried forward |
Professional Fees Fundraising Stage Working Capital Reserve £ £ £ £ 5,800 - (5,800) - 118 - - - - - - - - - 6,800 8,000 |
Total £ 5,800 118 (5,800) 14,800 |
|---|---|---|
| - 118 6,800 8,000 |
14,918 |
Page: 10
DUXFORD COMMUNITY CENTRE Notes to the Financial Statements Year Ended 30 April 2021
6 Community Centre Lease
The Community Centre is owned by the Duxford Parish Council and leased to the Duxford Community Centre on a profit share basis for a period of 25 years as per the Lease agreement dated 27 July 2020. No payment was necessary for 2020/21 under the terms of the agreement.
7 Fixed assets
| Fixed assets held at cost Fixed assets at cost brought forward Additions Disposals Fixed assets at cost carried forward |
Audio and Visual Equipment Fixtures and Fittings Total £ £ £ - 7,831 - - 30,692 - - 38,523 - |
|---|---|
| 7,831 30,692 38,523 |
During 2020/2021 a piano, pool table and football table were donated to the Community Centre. The estimated value of these items is £1,750.
Page: 11
Registered No. 1157964
DUXFORD COMMUNITY CENTRE
Financial Statements For the Year Ended
30 April 2021
DUXFORD COMMUNITY CENTRE For the Year Ended 30 April 2021
| Contents | Page |
|---|---|
| Legal and Administrative Details | 1 |
| Trustees’ Annual Report | 2 - 6 |
| Independent Examiner’s Report to the Trustees | 7 |
| Receipts and Payments Account | 8 |
| Statement of Assets and Liabilities | 9 |
| Notes to the Financial Statements | 10-11 |
DUXFORD COMMUNITY CENTRE Legal and Administrative Details for the Year Ended 30 April 2021
Trustees
Dr Harold Tarrant Susan Clarke Peter Dee Dr Patricia Chudleigh Timothy Clarke Judith Tarrant Barbara Barker Lesley Hale Alan Bywaters Malcolm Hyde
Address
Hunts Road Duxford Cambridge CB22 4RE
Legal Status
The charity was formed as a Charitable Incorporated Organisation (CIO) on 23 July 2014 Charity Commission Registration No: 1157964
Bankers
Santander Bank UK Plc
Independent Examiner
M Hewett ACA DChA Peters, Elworthy & Moore Chartered Accountants Salisbury House Station Road Cambridge CB1 2LA
Website
www.duxfordcommunitycentre.co.uk
Page: 1
DUXFORD COMMUNITY CENTRE Trustees’ Annual Report for the Year Ended 30 April 2021
The Trustees present their Annual Report and the financial statements for the year ended 30 April 2021. This report has been prepared in accordance with the provisions under section 133 of the Charities Act 2011 which allows for the preparation of Receipts and Payments accounts by CIO’s with income less than £250,000 and using guidelines made available by the Charity Commission. The CIO is therefore not required to follow the requirements of the new Charity SORP (FRS 102) with regard to content and disclosure.
OBJECTIVES AND ACTIVITIES
Objects
The objectives of the CIO as set out in the governing document are as follows:
-
To promote the benefit of the inhabitants of the area without distinction of sex, sexual orientation, age, disability, nationality, race or of political, religious or other opinions, by associating together the said inhabitants and the statutory authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants.
-
To maintain and manage the Duxford Community Centre in furtherance of the Objects
-
To promote such charitable purposes as may from time to time be determined.
Activities
The Trustees have borne in mind the Charity Commission guidance on public benefit in setting out their activities.
Information about the Community Centre, the Trustees and the Duxford Community Centre CIO and its policies and practices is available and regularly updated on the DCC website. There is also an increasingly popular DCC Facebook page and Twitter account to publicise various initiatives both by the DCC and by users of the Centre. Articles on the activities of the DCC and users of the Community Centre are also published in the monthly village newsletter.
Trustees have made available, at no cost, facilities for the travelling Post Office to operate two mornings a week in the foyer of the Centre. Trustees have also set up a grants scheme whereby local, voluntary groups or potential groups who wish to use the Centre, but are unable to afford it, may apply for funding.
ACHIEVEMENTS AND PERFORMANCE
Government regulations preventing social interaction because of the Covid pandemic had brought plans for the opening of the Community Centre in April 2020 to an abrupt halt and, until the situation became clearer, planning and meetings were put on hold.
In June 2020, with the situation becoming clearer, Trustees’ meetings resumed and the decision was taken for the DCC to commence the lease of the Centre on July 28th and open to the public on August 29th. Thereafter meetings were held frequently, mostly electronically, but in person during August and September when regulations allowed.
In July 2020 with Covid restrictions eased (although temporarily as it turned out) the DCC signed a 25 year lease with Duxford Parish Council to run the newly built Duxford Community Centre. After a month’s preparations the Centre opened to the public on August 29th. Two halls and a meeting room were available to hire and Café 19 was open 7 days a week to the public. The changing room suite was unable to be used because of Covid restrictions. Because of Covid regulations, numbers able to use the facilities were limited and Trustees instituted additional cleaning and other precautions to limit the spread of infection. A Covid-19 Policy was developed and published by the Trustees and use of the facilities was monitored to ensure compliance.
From the first there were a substantial number of commercial bookings even though there were restrictions on numbers in place and added cleaning requirements. Booking enquiries were at a high level but many community events and private parties were unable to take place, which was a matter of regret to the Trustees. The commercial kitchen and café area had been sub-leased after open advertisement, to a local company A LA Cuisine and opened at the same time as the Community Centre as Café 19. This also proved very popular even though it had to operate at reduced capacity.
Page: 2
DUXFORD COMMUNITY CENTRE Trustees’ Annual Report for the Year Ended 30 April 2021 (continued)
After 3 months it was clear that the Community Centre was financially viable with potential for substantial growth once restrictions were lifted. This raised an important question for Trustees about a potential clash between commercial interests and the benefit to the well-being of the Community. It was agreed that the benefit to the Community must be our primary concern, both as a charity and as individuals, and that any potential bookings that might clash with this would be declined.
In early December 2020 a new lockdown was imposed and the Community Centre was forced to close to all activities except some counselling services and the twice-weekly Post Office. This obviously had a serious impact on the finances of the Community Centre, especially as it had not been open long enough to build up reserves. The Trustees therefore gratefully acknowledge the support given by South Cambridgeshire District Council through Covid grants.
DCC were also successful in obtaining a Community Chest from South Cambridgeshire District Council for £1,000 towards the provision of a stage for the main hall.
The Community Centre re-opened on April 17th 2021 under similar restrictions as the period August- December 2020. As with so many other organisations it has been an incredibly difficult year, but the Trustees are proud that they have managed to overcome so many known and unknown hurdles, not only to get the Community Centre up and running but also to make it, increasingly, the focus for village activities.
As a result of this, membership, both individual and organisational, has grown steadily during the year. With more opportunities to host community events the Trustees hope that this will continue.
Many members of the Charity have willingly given their time and expertise to make this Community Centre a reality and ensure that it runs effectively but there must be a special acknowledgement that, time after time, the Trustees have gone beyond what might be expected of them to make a success of a long-awaited project.
The Trustees provided 1,458 hours of voluntary service to the Community Centre, which if valued at £13 per hour would equate to £18,954. This time did not include any normal Trustee responsibilities but covered tasks such as duty manager, bookings, ensuring compliance with Covid-19 restrictions and publicity etc.
Although many Community Groups were unable to function this year, the Trustees continued to refine a scheme whereby local, voluntary groups are able to hire rooms in the Centre at a discount. To encourage involvement in, and support for, the Community Centre, groups receiving this discount are required to be members of the Duxford Community Centre CIO (membership is free) and encouraged to hold a fundraising event for the Centre. This scheme has proved to be popular. Private hire by Duxford residents is also discounted.
The decision was made to hold only Trustees’ meetings during the year. The reason for this was threefold: meetings were usually too close together to allow for required notice to be given for General Meetings; the meetings were mainly about operational issues rather than broader policy; the need for remote meetings made occasional attendance at meetings more difficult. Nevertheless, any member of the DCC who was either involved in the running of the Centre or expressed an interest was welcomed to Trustees’ meetings as an observer. A number of people took up this invitation and made a positive contribution.
Overwhelmingly during the year the focus has been on operational issues and this was overlaid by the need to develop Covid secure policies and practices. None of the trustees had previous experience of running a Community Centre, but previous life experiences, goodwill and hard work combined to set the functioning of the Centre on a secure basis. Clear policies and practices were established and continue to be assessed where necessary.
Financial restrictions and the continued uncertainty made the employment of a manager, even on a part-time basis, unviable for this year. Therefore Trustees volunteered to act as Duty Managers and a rota was established to ensure that someone is available each day to open up and close down the Centre and be available if users of the Centre need assistance.
Fundraising and social activities by the DCC had to be put on hold because of Covid restrictions this year. A small opening reception, with restricted numbers, was held for Trustees and Parish Councillors, followed by tours of the Centre by Duxford residents, with refreshments available at Café 19. Trustees have also been available to show potential users the facilities of the Centre and provide induction courses for safe use. The Café has been generally welcomed as a village asset and is well used when it is allowed to be open.
Page: 3
DUXFORD COMMUNITY CENTRE Trustees’ Annual Report for the Year Ended 30 April 2021 (continued)
The AGM for 2019/2020 was held in February 2021. Because of Covid restrictions this was held by Zoom. Under the Charity’s Constitution three Trustees were required to stand down. One did not seek re-election while the other two Trustees were re-elected and a further nominee was also elected. One other Trustee stood down during the year as she had moved away from the village.
FINANCIAL REVIEW AND RESERVES POLICY
At the start of the reporting period the amount of funds in the Charity’s bank account totalled £50,775 comprising £6,023 of restricted funds carried over from the previous reporting period and £44,752 of unrestricted funds. Unrestricted funds brought forward included £5,800 of designated funds and during the current reporting period the trustees agreed to set up further designated funds of £8,000, for contingency planning, £6,800 for staging and a further £118 of unspent fundraising income.
During the year the Charity received a total of £64,150. This comprised £7,865 from individual and village organisation donations, £118 in donations from commercial companies (Amazon and the Co-op), a £5,540 grant from the National Lottery, £1,000 from South Cambridgeshire Community Chest and £12,908 in ‘Covid Grants’ from South Cambridgeshire District Council. In addition, £5,067 was received from the HMRC in tax rebates and £20,287 was received from Duxford Parish Council as repayment of the Charity’s previous loan to the Parish Council. Income from room hire during the reporting period totalled £10,024 and there was other income of £1,341. Of the grants and donations, £1,000 was specifically requested to be put towards the stage, £1,043 for the kitchen, £5,540 was for audio-visual equipment and a donation of £250 was specifically towards the audio-visual costs of the Linda Martin Room. These have been treated as restricted income.
During the period, the Charity’s expenditure totalled £81,461. The largest outlays were for electricity, of £5,929 (this did not include Café 19’s electricity costs which are recharged), chartered accountant fees for bookkeeping and end of year examination of accounts of £5,623, insurance of £3,419 and cleaning of £3,385. In addition, fixtures and fittings were purchased in the year including audio-visual equipment, camera, chairs and other furniture.
At the end of the period, the total amount in the Charity’s bank account totalled £33,464, comprising £7,427 of restricted funds to carry over and £26,037 of unrestricted funds. Designated funds at the end of the period were £14,918.
External advisers were appointed to examine independently the Charity’s accounts for the period. The examination was performed by Peters, Elworthy & Moore, Chartered Accountants in July 2021.
STRUCTURE, GOVERNANCE AND MANAGEMENT
Legal Status
The Charity was formed as a Charitable Incorporated Organisation (CIO) on 23 July 2014 and is governed by its constitution of that dated, as amended by updates in December 2019 and February 2021. The CIO is registered with the Charity Commission under number 1157964.
Trustees and committees
The CIO trustees are responsible for the general control and management of the CIO. The trustees give their time freely and receive no remuneration or other financial benefits. The CIO has not employed any paid staff over the reporting period.
At the Annual General Meeting for 2019/2020 held on February 17th 2021 one constitutional amendment was passed. This was to allow Duxford Parish Council to nominate two persons for the position of Trustee. In the previous constitution one person could be nominated but, as the Parish Council had provided all the funds for the building of the Community Centre, the lease between Duxford Parish Council and Duxford Community Centre CIO for the running of the Community Centre specified two nominees to represent the Parish Council on the governing body running the Community Centre. These nominees are subject to appointment by members at the Annual General Meeting
Page: 4
DUXFORD COMMUNITY CENTRE
Trustees’ Annual Report for the Year Ended 30 April 2021 (continued)
A 25 year lease was signed in July 2020 between Duxford Parish Council and Duxford Community Centre CIO granting the Duxford Community Centre CIO the right to run the Duxford Community Centre for 25 years. No rent is payable but if the annual income of the DCC exceeds £60,000, the surplus is split 50/50 with Duxford Parish Council. The Trustees took over the responsibility for the Community Centre building on July 28th 2020.
A lease was also signed in early September between Duxford Community Centre CIO and A LA Cuisine Ltd. which allows the latter to operate a commercial café, known as Café 19, in the Community Centre on a profit sharing basis.
A Premises Licence has been granted and Trustees have taken steps to ensure that the requirements in this have been implemented.
The Fundraising Committee, active in earlier years, was unable to function in 2020/2021 owing to the government restrictions on social activities because of the Covid pandemic. A number of working parties continued to operate, mainly electronically, to fully equip the Community Centre and develop policies around its operations.
The majority of meetings of the Duxford Community Centre CIO were held remotely in 2020/2021 because of restrictions around the Covid pandemic
The Trustees ensure that any activities involving children have volunteers in attendance who hold up to date Disclosure Barring Service (DBS) checks.
Appointment of Trustees
The Trustees who held office during the period were:
Barbara Barker Alan Ronald Bywaters Patricia Margaret Chudleigh, Treasurer Susan Joan Clarke Timothy Nielle Clarke, Chair (re-elected 17/02/2021) Peter William Dee Lesley Hale Malcolm Patrick Hyde (elected 17/02/2021) Michelle Preston (stood down at AGM 17/02/2021) Lesley Linda Strauli (resigned 27/6/2020) Harold Adrian Stuart Tarrant Judith Tarrant, Secretary (re-elected 17/2/2021)
The Board of Trustees endeavours to appoint Trustees with necessary regard to the skills, knowledge and experience required for the post. New Trustees are made aware of their responsibilities under charity law.
Page: 5
DUXFORD COMMUNITY CENTRE Statement of Trustees. Responsibilitses for the Year Ended 30 April 2021 Statement of Trustees, Responsibilities The Trustees are responsible -.cr crew¥rina the annual report and financial statements in accordance with applicable law and Unrted "ng0 knunting Standards (Unrted Kingdom Generalty Accepted Aeeounting Praclicel. Law applicable to Charities in ErLularyd and Wales requires the Trustees to prepare financial statements for each financial period which gNe a ap,d rèir view of the slate of affairs of the CIO and of the incoming resources and application of resources of the CIO for that period. In preparing these financial statements, the trustees should follow best practice and: Select suitable accounting policies and then apply them consistenty- Observe the methods and principles in the Chartbe5 SORP.. Make judgements and *imaLes that are reasonable and pwdent., and The trustees are responsible for keeping proper accounting records which disdose with reasonable accuracy the financial position of the CIO and which enable therTr to ascertain the financial p05its.on of the CIO and which enable them to ensure that the financial statements compty with the Charities Act 2011, supporting regulations and the Trust Deed. They are also responsible for safeguarding the assets of the CIO and hen for taking reasonable steps for the prevention and detection of fraud and other irregularitr"es. Approved by the trustees and signod on their behalf by: J Tarrant (sretary) Trustee P Chudleigh (Treasurer) Trustee Date: Date- .q.tsd,.ooa i. Page.. 6
Independent Examiner’s Report to the Trustees of DUXFORD COMMUNITY CENTRE For the Year Ended 30 April 2021
I report on the accounts of the CIO for the year ended 30 April 2021 which are set out on pages 8 to 11
RESPECTIVE RESPONSIBILITIES OF TRUSTEES AND EXAMINER
The CIO’s trustees are responsible for the preparation of the accounts. The CIO’s trustees consider that an audit is not required for this period under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.
It is my responsibility to:
-
examine the accounts under section 145 of the 2011 Act;
-
follow the procedures laid down in the general Directions given by the Charity Commission under section 145 (5)(b) of the 2011 Act; and
-
state whether particular matters have come to my attention.
BASIS OF INDEPENDENT EXAMINER’S STATEMENT
My examination was carried out in accordance with general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the CIO and a comparison of the accounts prepared with those records. It also includes consideration of 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 no opinion is given as to whether the accounts present a ‘true and fair view’ and the report is limited to those matters set out in the statement below.
INDEPENDENT EXAMINER’S STATEMENT
In connection with my examination, no matter has come to my attention:
-
1 which gives me reasonable cause to believe that in any material respect the requirements:
-
to keep accounting records in accordance with sections 130 and 131 of the 2011 Act; and
-
to prepare accounts which accord with the accounting records,
have not been met; or
- 2 to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
M Hewett ACA DChA
For and on behalf of PETERS, ELWORTHY & MOORE
Chartered Accountants Cambridge
Date: 24 August 2021
Page: 7
DUXFORD COMMUNITY CENTRE Receipts and Payments Account
| DUXFORD COMMUNITY CENTRE Receipts and Payments Account |
||||||
|---|---|---|---|---|---|---|
| for theyear ended 30 April 2021 | 2020 Total £ - 42,500 33,725 3,352 - - - - |
|||||
| Receipts Charitable Activities (room hire) Grants Donations Fundraising Electricity recharges Covid-19 business support Duxford Parish Council refund Other income Total receipts for period Payments Community Centre costs: Audio & visual equipment Fixtures & fittings Repairs & maintenance Telephone & internet Electricity Insurance Cleaning Furnishings expense Supplies Contribution to build costs Other costs Professional: Independent examination (IE) & accountancy/bookkeeping (2021: IE £1,475) Professional fees: Legal fees Event refreshments Advertising Sundry expenditure IT software & consumables Total payments for period Net receipts being net movement in funds Cash funds brought forward Cash funds at the period end |
2021 Restricted £ - 6,540 1,293 - - - - - 7,833 5,521 - 908 - - - - - - - - - - - - - - 6,429 1,404 6,023 |
2021 Unrestricted £ 10,024 - 11,757 60 927 12,908 20,287 354 56,317 2,310 30,692 4,947 570 6,856 3,419 3,385 937 5,954 - - 5,623 7,800 - 72 1,012 1,455 75,032 (18,715) 44,752 |
2021 Total £ 10,024 6,540 13,050 60 927 12,908 20,287 354 64,150 7,831 30,692 5,855 570 6,856 3,419 3,385 937 5,954 - - 5,623 7,800 - 72 1,012 1,455 81,461 (17,311) 50,775 |
2020 Restricted £ - 2,000 10,433 - - - - - 12,443 - - - - - - - - - 6,420 - - - - - - - 6,420 6,023 - |
2020 Unrestricted £ - 40,500 23,282 3,352 - - - - 67,134 - - - - - - - - - 34,602 1,589 2,892 - 1,007 353 50 - 40,493 26,641 18,111 |
|
| 79,577 | ||||||
| - - - - - - - - - 41,022 1,589 2,892 - 1,007 353 50 - |
||||||
| 46,913 | ||||||
| 32,664 18,111 |
||||||
| 7,427 | 26,037 | 33,464 | 6,023 | 44,752 | 50,775 | |
| Page: 8 |
DUXFORD COMMUNrrY CENTRE Statement of Assets and Liabiliti9$ for tho year ended 30 April 2021 2021 Restricted 2021 Unrestricted 2021 Total 2020 Roslricted 2020 Unroslricled 2020 Total Monetary Assets Sanlander- GBP 7.427 26,037 33.464 6,023 44,752 50.775 Cash fund s at end Monètary A88at8 of tha perlod Tota I 7,427 28.037 33,464 6,023 44,752 50,755 Non-monetary A¥89ts Fixed assets al cost Fixed assets (donations at 88limaled value) Refund du8 from Duxford Parish Council Insurance paid in advance for 2021122120201211 38,523 1,750 38,523 1.750 20,228 428 20,228 428 2,175 2.175 Total Non-mongtary A88ets 42,448 42 448 Llabllltl68 Accountancy fee accrual 2,286 2,286 2,220 2,220 Total Llabllltles 2,286 2.286 Approvgd by thg Trust8e3 and slgned on tholr bohalf by,. JTa nt jsecrataryl Trustee P Chudlgigh {Treasurarl Trustee Datè: ..4)....'"Ltr)'Ll Date.. Page.. 9
DUXFORD COMMUNITY CENTRE Notes to the Financial Statements Year Ended 30 April 2021
1 Accounting Policies
The financial statements have been prepared under Section 133 of the Charities Act 2011 and in accordance with Charity Commission guidance.
Particular accounting policies adopted by the trustees are described below.
a) Income and Expenditure
Income and expenditure is accounted for on a receipts and payments basis.
Trustees’ Expenses
No trustees received any remuneration during the year (2020: £Nil).
No trustees had any expenses reimbursed to them or paid directly to a third party on their behalf (2020: £Nil).
3 Related Party Transactions
There have been two related party transactions during the year ended 30 April 2021. A receipt of £20,287 was received from Duxford Parish Council of which Peter Dee (Trustee) and Malcolm Hyde (Trustee) are members. Edward Harris who is also a Duxford Parish Council member donated £1,000 for use of a storage cupboard for five years for the local youth club.
4 Restricted Funds
Restricted funds are to be used for the purposes stated
| Restricted funds brought forward Income Expenditure Restricted funds carried forward |
Kitchen Stage Audio-Visual Equipment Total £ £ £ £ 6,023 1,043 (908) - 1,000 - - 5,790 (5,521) 6,023 7,833 (6,429) |
|---|---|
| 6,158 1,000 269 7,427 |
5 Designated Funds
The trustees have designated funds for the use of the CIO of administrative and operational costs. This fund could also be used at the trustee’s discretion to further promote the CIO’s charitable objectives within the community by supporting other local events and charities. Additionally, funds have been set aside by the trustees for working capital requirements, the stage and fundraising. These funds form part of the CIO’s unrestricted funds.
| Designated Fund Designated funds brought forward Income Expenditure Transfers from/(to) General Funds Designated funds carried forward |
Professional Fees Fundraising Stage Working Capital Reserve £ £ £ £ 5,800 - (5,800) - 118 - - - - - - - - - 6,800 8,000 |
Total £ 5,800 118 (5,800) 14,800 |
|---|---|---|
| - 118 6,800 8,000 |
14,918 |
Page: 10
DUXFORD COMMUNITY CENTRE Notes to the Financial Statements Year Ended 30 April 2021
6 Community Centre Lease
The Community Centre is owned by the Duxford Parish Council and leased to the Duxford Community Centre on a profit share basis for a period of 25 years as per the Lease agreement dated 27 July 2020. No payment was necessary for 2020/21 under the terms of the agreement.
7 Fixed assets
| Fixed assets held at cost Fixed assets at cost brought forward Additions Disposals Fixed assets at cost carried forward |
Audio and Visual Equipment Fixtures and Fittings Total £ £ £ - 7,831 - - 30,692 - - 38,523 - |
|---|---|
| 7,831 30,692 38,523 |
During 2020/2021 a piano, pool table and football table were donated to the Community Centre. The estimated value of these items is £1,750.
Page: 11