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2023-03-31-accounts

Registration Number 8961426

Birch Hall Adventures

(A Company Limited by Guarantee)

Financial Statements

For the Period to Year End 31[st] March 2023

Contents

Report of the Trustees ............................................................................................................................ 3 Company Details.................................................................................................................................. 3 Trustees ............................................................................................................................................... 3 Company Secretary ............................................................................................................................. 3 Address (Registered Office) ................................................................................................................. 3 Bankers ................................................................................................................................................ 3 Independent Examiner ........................................................................................................................ 3 Objects of the Charity .............................................................................................................................. 4 Ensuring our work delivers it aims....................................................................................................... 4 Achievements and Performance ............................................................................................................. 4 Context ................................................................................................................................................ 4 Overview of the year ........................................................................................................................... 4 Summer Camps ................................................................................................................................... 5 Staff Team ........................................................................................................................................... 5 Thanks ................................................................................................................................................. 6 Income ................................................................................................................................................ 6 Financial planning ................................................................................................................................ 6 Plans for the development .................................................................................................................. 6 Public Benefit ...................................................................................................................................... 6 Structure, Governance and Management Report of The Trustees ......................................................... 6 Governing Document .......................................................................................................................... 6 Risk Management ................................................................................................................................ 7 Organisation ........................................................................................................................................ 7 Financial Results .................................................................................................................................. 7 Resources ............................................................................................................................................ 7 Restricted Funds .................................................................................................................................. 7 Statement of Trustees’ Responsibilities .............................................................................................. 7 Statement of Financial Activities ............................................................................................................. 9 Balance Sheet ........................................................................................................................................ 10 Notes to financial statements ............................................................................................................... 11 Accounting Policies ............................................................................................................................ 11 Journals/Analysis................................................................................................................................... 12 Fixed Assets & Depreciation ............................................................................................................. 12 Movement in Restricted funds .......................................................................................................... 12 Movement in Unrestricted Funds ..................................................................................................... 12

Report of the Trustees

The trustees, who are also the directors of the company for the purposes of the Companies Act 2006, present their report with the consolidated financial statements for the year ending 31 March 2023. The trustees have adopted the provisions of the Statement of Recommended Practices (SORP) ‘Accounting and Reporting by Charities’.

Company Details Birch Hall Adventures (A Company Limited by Guarantee) Company Registration Number 8961426 Charity Registration Number 1160251 For the Period to Year End 31st March 2023

Trustees Revd Mark Holdaway (Chairman) Dr Alasdair MacKenzie (Retired March 2023) Mr Guy Main Mr Richard Myers Mr Nicholas Singleton Revd Andrew Winter Company Secretary Mr Jordan Alex Phillips Address (Registered Office) Birch Hall Adventures Birch Hall Kirby-le-soken Frinton-on-sea Essex CO13 0EL UK Bankers CAF Bank Ltd 25 Kings Hill Avenue Kings Hill West Malling Kent ME19 4JQ Independent Examiner Mr John Lower

Objects of the Charity

  1. to advance the Christian faith in accordance with the statement of beliefs appearing in the schedule hereto in the United Kingdom or elsewhere as the trustees may from time to time think fit.

  2. to advance education, including in the areas of outdoor pursuits, environmental studies, sport, music, arts and crafts, by such means as the trustees may consider appropriate in the United Kingdom or elsewhere as the trustees may from time to time think fit.

  3. to provide facilities for recreation, sport or other leisure time occupation in the interest of social welfare for persons who have need of such facilities by reason of their youth, age, infirmity or disablement, poverty or social and economic circumstances with the object of improving the conditions of life for such persons in the United Kingdom or elsewhere as the trustees may from time-to-time think fit.

Ensuring our work delivers it aims

We review our aims, objectives and activities each year. The review looks at what we achieved and the outcomes of our work in the previous 12 months. This on-going process reviews our key strategies for the charity, the benefits it has brought to the groups, individuals, local community and people we work with. The review also helps to ensure our aims, objectives and activities remain focused on our stated purpose.

Achievements and Performance

Context

Birch Hall Adventures occupies the site of a former dairy at Birch Hall Farm. The farm covers 400 acres comprising arable land, wooded areas and coastal saltmarshes. The centre benefits from the generosity of the farm partners in being able to access the farm and sea for activities in and around the centre.

Visitors come from school groups both local to the centre and further afield, but the majority come from within the Tendring peninsular. Many local groups, such as scouts, guides, church youth groups and other organisations also make use of the centre. Traditionally most groups visited for the day, but now many schools will stay overnight and make use of either our bunkhouse or tents belonging to the centre. The opening of the bunkhouse during 2022 has made an impact on the length of the season, the shift from day to residential and the type of groups welcomed to the centre. The emphasis of the remains to encourage young people to grow through enjoyment of the outdoors as well as learning about themselves and abilities through teamwork and challenge. The Christian message underpins the work of the centre with Christian staff supporting visitors and participants and where appropriate getting visitors to consider life’s deeper questions.

Overview of the year

The 2022 season saw an uptake in the number of residential groups although a drop in the total number of groups. In the previous year, 2021, we had seen an increase in day visits as schools were permitted to return to extracurricular visits hence a large number of groups. Many of these converted to residential visits at Birch Hall in the summer of 2022 which consequentially put pressure on the availability for day visits and we considered the possibility for another local site which might allow for day visits. Some of the schools that came as their first visit have resumed their previous residential commitment outside of the area, but several stayed with us.

----- Start of picture text -----
21-22 22-23
Groups 116 92
Children 4218 4779
Adults 1265 1178
Staff 452 681
Totals 5935 6638
----- End of picture text -----

Table of comparing visits between summer 2021 and summer 2022.

----- Start of picture text -----
Type of Group
35
30
25
20
15
10
5
0
----- End of picture text -----

Distribution of groups in Summer 2022

Private weekend camping groups were ceased at the end of summer 2022 which will allow more time for instructors to have time to recover at weekends after intensive weekdays. The only weekend groups now will be church and youth groups with the intention to build this aspect of the centre’s work in the quieter times of the year.

This year we have put the finishing touches to bunkhouse so that it is now a useable space. The bunkhouse accommodates up to 45 people in bedrooms with triple bunkbeds. The doors have been painted and the carpet tiles laid. The fire detection system has been installed as well as emergency lighting.

Summer Camps

This was the first year we ran four summer camps. One week was fully residential and one week had a sailing focus. Numbers for camp exceeded expectations with a waiting list for B camp and several late sign-ups for D camp based on feedback from earlier camps. Each camp provided opportunity for children to hear the bible explained and a time for questions in an informal and unpressurised setting. The camp team worked well and really enjoyed the time together fulfilling the main goal of the centre.

Staff Team

The Centre is managed by the Centre Director, Alex Phillips, who is supported by a part-time administrator, Naomi Lower. We have had a group of volunteers help us with some of our activities and several part time seasonal staff members on instruction. These have included Abby & Boo Phillips, Chris Smith, Jess Bryant and Ben Rowland. We are always so grateful for their hard work.

In January 2023, Alex Phillips finally took his sabbatical and spent 9 weeks in France, with plenty of opportunity to refresh and consider future plans for Birch Hall.

Thanks

In October, Sam announced that he would be returning to Scotland with his family as Lauren took up the job of Head of Housekeeping at Abernethy Centre. We recognise Sam’s great contribution to Birch Hall over the years he has been with us, as volunteer, instructor and latterly Senior Instructor. We have been blessed by his time with us and the help provided by Lauren in the office in their early days and wish them and their girls well in this new venture in Scotland.

Alasdair Mackenzie stepped down as a trustee at the end of March. He has been a fantastic support to the centre with his wisdom and prayer. He and Linda have been stalwart marshals in the depths of the winter on our mud run and Alasdair an able helm in the Drascombes and climbing instructor. They are moving away to Suffolk to be closer to family and we wish Alasdair and Linda well and thank him for the many years of service at Birch Hall.

Income

This year the centre as almost entirely supported itself from earned income with a small (1.2%) contribution from donations. This is positive in one regard but the busyness of the centre this year has taken our eye off submitting bids and finding grant funding to help support activities and development. In previous years we have benefitted from grant funding and without it we either end up spending income on developing in the centre which would be better spend on staffing and running costs. It is good that the centre can support itself and encouraging that the income has again gone up and we are thankful for the schools that visit, but we are cognisant of the need to seek funding to help develop facilities and the range of activities on offer.

Financial planning

The trustees recognise the need for careful stewardship of limited funds but also the need to invest in a growing business. The financial health of the charity is reviewed on a regular basis and spending plans reflect the income available.

Plans for the development

Public Benefit

The Centre is open to all people of all ages and benefits individuals, groups, staff volunteers and the local community in a wide range of ways. These include:

Structure, Governance and Management Report of The Trustees

Governing Document

The Company was formed on 26 March 2014. The directors of the company are also charity trustees for the purpose of charity law and under the company’s Articles are known as members. All members of the trustee board give their time voluntarily and receive no benefit from the charity.

There have been no changes to the trustee board this year. Every effort is made to ensure that we have a broad range of skills on the board, with training and support where appropriate. Members of the board volunteer and support the centre throughout the year in various forms.

Risk Management

A structured matrix of potential risks (Governance, Financial, External and Compliance) is in place, and regular review is maintained. The trustees have examined the major strategic, business and operational risks which the charity faces and confirm that systems have been established to enable regular reports to be produced so that necessary steps can be taken to reduce those risks as necessary.

Organisation

The Directors/Trustees determine the general policy of the charity. The day-to-day management of the Centre is delegated to the staff team members led by the Centre Director. The Centre has a team of experienced instructors who deliver the various activity and residential programmes.

Financial Results

The results for the year to 31 March 2023 are set out on pages 9 to 12.

Resources

As stated, the funds are split between those held for restricted purposes and those available for the day-to-day requirements of the Centre.

Restricted Funds

Funds raised for specific purposes are disclosed in the notes and show balances held towards future expenditure. The Centre’s assets are sufficient to meet its current obligations. Additional, fundraising efforts are being made to support the core costs of the centre as well as towards the funding of future projects.

Statement of Trustees’ Responsibilities

Company law requires the directors/trustees to prepare accounts for each financial year which give a true and fair view of the state of affairs of the company and of the profit or loss of the company for that period. In preparing those accounts the trustees are required to:

  1. Select suitable accounting policies and then apply them consistently;

  2. Make judgements and estimates that are reasonable and prudent;

  3. Prepare the Accounts on the going concern basis unless it is inappropriate to assume that the company will continue in business.

The trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the company and to enable them to ensure that the accounts comply with the Companies Act 2006. They are also responsible for safeguarding the assets of the company and hence for taking reasonable steps for the prevention and detection of fraud or other irregularities.

This report and the accounts have been prepared in accordance with the provisions applicable to companies subject to the small companies’ regime in accordance with the Companies Act 2006.

Approved by the board on 14/10/2023 and signed on its behalf by:

Revd Mark Holdaway

Chairman

Independent Examiner's report to the charity trustees of Birch Hal I Adventures I report on the accounts of the cornpany for the year ended 31, March 2023, which are set out on pages 9t0 11. Respective respoiisibilities of cliarity trustees and examiner As the charity trustees land also the directors of the companyf or the purposes of company lawl you ar@ responsible for the preparation of the accour)ts in accordance with the requirements of tho Companie5 Act 2006. Having satisf led myself that the charity is not subject to audit under company law, and is eligible for inde pendent examination, it is my responsibility to.. examine the accounts under section 65 of the Charities Act follow the procedures lald down in the general L)Irectlons given by tlle Charjty Commission for Norihern I reland under soction 6519llbl of the Charities Act state whether particular matters have come to my attention. Basis of independent examiner's report I have examined your charity accounts as required under section 65 of the Charitles Act and my examination was carried out in accordance with the general Directions given by the Charity Commission for Northern Ireland under sectlon 6519llbl of the Charitie s Act, The examination included a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also included conslderation of any unusual items or clisclosures In tl.ie accouiits and seeking eyplanat oris from yoii (15 charity tru5tee5 concerp.jnftT any such matte.rs. My role is to state whether any material matters have come to my attention giving me cause to believe.. 11 That accounting records were not kept in accordance with section 386 of the Companies Act 2006 21 That the accounts do not accord with those accounting records 31 That the accounts do not comply with the accounting requirements of section 396 of the Companies Act 2006 and with the methods and principles of the Charities Statement of Recommended Practice CCNI ARR07- supporting document 7August 2016applicable to charities preparing thoir accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland 41 That there is further information needed for a proper understanding of the accoullts to be reached. Independent examiner's statement I have completed my examination and have no concern5 in respect of the matters (11 to141 listed above and I have found no matters that require drawing to your attention. Name:John l.ower Relevant professional qualification if any: FIA[E£&rfJ Addres5.' ql, Date:

Statement of Financial Activities

For the year ending 31st March 2023

Accounts April 2022 - March 2023

Income and Expenditure Account for year ended 31 March
2023
INCOME
Group Income
Restricted donations
Unrestricted donations
Total Income
EXPENDITURE
Activity Costs
Centre Costs
Catering Costs
Equipment
Marketing
Office Costs
Salaries
Training
Depreciation
Total Expenditure
Surplus for year
Movements in Funds
Unrestricted Funds at beginning of year
Add: Surplus for the year
Unrestricted Funds at end of year		 2022/23
2021/22
141,922
95,713
0
4,052
1,785
14,146
143,707
113,911
6,576
11,764
12,393
5,429
10,355
5,142
3,951
542
564
7,734
7,128
86,497
62,600
523
1,477
12,926
8,672
142,687
101,585
1,020
12,326
70,980
58,654
1,020
12,326
72,000
70,980

Balance Sheet

As at 31st March 2023

Fixed Assets
Fixed Assets-Cost
Less: Depreciation
Net Fixed Assets
Current assets
Cash at Bank
Debtors
Creditors: Amounts falling due within one year
Net Current Assets
Creditors: Amounts falling due after more than one year
Total Net Assets
Represented by:
Funds/Reserves
Unrestricted funds
Restricted funds
Trustee loan
Total reserves		 31/03/2023
31/03/2022
91,852
69,679
(22,604)
(9,678)
69,248
60,001
7,442
12,326
0
0
7,442
12,326
(818)
0
6,624
12,326
0
0
75,872
72,327
72,000
70,980
872
1,347
3,000
0
75,872
72,327

In approving these financial statements as directors of the company, we hereby confirm:

Notes to financial statements

Accounting Policies

Basis of Accounting

The financial statements have been prepared under the historical cost convention and in accordance with the Companies Act 2005 and the Statement of Recommended Practice: Accounting and Reporting by Charities issued in March 2005.

Fund accounting

Unrestricted funds are available for use at the discretion of the trustees in furtherance of the general objectives of the charity.

Incoming resources

All income is recognised in the Statement of Financial Activities when the conditions for receipt are met and there is a reasonable assurance of receipt. It comprises donations, fees and charges excluding VAT. The following accounting policies are applied to income:

Fees and similar income

Fees receivable are accounted for in the period in which they are received.

Resources expended

Expenditure is accounted for on a payments and receipts basis. Expenditure is allocated to expense headings either directly or apportioned according to time spent.

Charitable Activities comprises all expenditure directly related to the objects of the centre.

The Centre is not registered for Value Added Tax.

Journals/Analysis

Fixed Assets & Depreciation

Journals/Analysis
Fixed Assets & Depreciation
Fixed Assets at 1/4/22
additions
during year
at 31/3/23
Bunkhouse
Other
Depreciation		 42,579.53
11,862.12
54,441.65
27,099.27
10,311.06
37,410.33
includes £2k for
Ford pickup in 22/23
69,678.80
22,173.18
91,851.98
at 1/4/22
depreciation
foryear
at 31/3/23
Bunkhouse
4,257.95
5,444.17
9,702.12
at 10% pa on
balance at year end
Other
5,419.85
7,482.07
12,901.92
at 20% pa on
balance at year end
9,677.80
12,926.23
22,604.03
Net Fixed Assets at 31/3/23
60,001.00
69,247.95
Movement in Restricted funds
Restricted Funds
at 1/4/22
additions
utilised
at 31/3/23
Notes
Tesco Groundworks
475.00
0.00
475.00
0.00
Utilised in purchase
of equipment
Tendring District
Council
872.00
0.00
0.00
872.00
Total
1,347.00
0.00
475.00
872.00
Trustee Loan received during the year of £3,000 will be repaid over 1 years at the rate of 0% pa,
commencing on 30th Apr 2023

Creditor at year end-money owed for equipment to Cotswold Outdoors repaid on 1/6/23 of £818.40. Utilised in purchase of equipment

Current assets At 1/4/22 At 31/3/23
Current Assets-CAFBank 12,106.58 4,469.82
Current Assets-Paypal 219.75 2,922.74
Current Assets-Petty Cash 49.89
12,326.33 7,442.45
There was a petty cash balance of £181.32 at 31/3/2022 excluded from last year’s accounts. Thus
reduce centre costs in accounts to 31/3/2023 by this sum
Movement in Unrestricted Funds
Balance at beginning of year 70,980.33
Add: Surplus for the year 1,019.67
Balance at end of year 72,000.00