## **ANNUAL REPORT Registered Charity 1160538**
## **Covering the period April 2022-March 2023**
**Our Mission:**
To enhance the life of the Eastcott Community through the provision of events, activities and opportunities.
**Our Vision:**
To be a successful and innovative organisation, managing a vibrant and inclusive community resource.
**Our story:** Since Eastcott Community Organisation became a constituted group in February 2013, we have organised hundreds of community events and activities, to bring the community together and increase opportunities for residents.
In May 2014 we took over community management of Eastcott Community Centre (formerly Savernake Street Social Hall), with the vision to create a community hub for us all to enjoy. We are a registered charity and Charitable Incorporated Organisation.
## **Public benefit**
We are mindful of our responsibility to run our charity in a way that is beneficial to the public; and to demonstrate this in accordance with the Charities Act 2011.
1. There must be an identifiable benefit or benefits
2. The benefit must be to the public – or a section of the public.
Our mission and aims support our constitutional objectives to increase opportunities for people in our area of benefit, and this is a constant reference point for all our activities.
There are two aspects to our activity;
1. Managing a community resource
2. Organising community events and activities.
We believe that our activities this year have enabled us to follow our **mission** , by increasing opportunities for local residents to:
- attend a range of classes and activities close to home.
-
- Join community activities at low cost to participants due to grants or other funds.
## **MANAGING A COMMUNITY RESOURCE:**
On the **24th February 2022** , the government lifted all Plan B restrictions and we adopted the key principles set out by ACRE. In our regular online covid planning meetings we updated our Covid - 19 risk assessments for the building and the Covid-19 terms and conditions, which we issued to our hire groups.
We supported the local authority's response to Covid-19 in continuing to be a lateral flow test distribution point and in the hiring of the halls for a vaccination clinic.
There were 12 regular bookings in the week in which Friday, **1st April 2022** fell. These were spaced out over the week to allow for cleaning and fogging where necessary to continue to protect vulnerable groups.
In **April 202** 2 the committee decided to re-open the 2nd hall for bookings, with both halls operating at reduced capacity. In October 2022 the committee voted to lift the restrictions on numbers in the hall and return to the original capacities.
Volunteer capacity to open and close the centre for bookings remains a concern and this is reviewed regularly by the committee to ensure we can deliver the service. In June 2022, the Centre Administrator resigned and there was a period of 3 months where this position was vacant while recruitment took place. The centre had several leaks during the winter, some of which were significant. These were located in the main entryway, corridor and in Raggy Powell Hall. These are the main reasons why the hire of the halls for private parties was delayed until February 23.
In **November 202** 2 we recruited an experienced Centre Administrator to oversee the bookings for the Centre.
During the Christmas and New Year Period of 22/23 we had notification of cancellation from 4 of our regular hirers.
In **February 2023** , the committee agreed to trial private party booking on a Sunday afternoon where our own events (Repair Cafe and Window Wanderland Workshops) were not taking place. We did not have enquiries for private parties on Sundays in February and March 2023.
**We ended the reporting year with 22 regular bookings, 4 bookings for private parties from April onwards and 5 bookings for one off business and community events (City Fibre, Co-op, story telling, filming and a church event) from April onwards.**
## **ORGANISING EVENTS AND ACTIVITIES:**
Following the lifting of Plan B restrictions on 24th February 2022, in April 2022 we held our 1st indoor community event. This was co- hosted by Ellen Monray from Kapada and was attended by 14 people. We were enthusiastic to pick up a regular schedule of community events, especially around the theme of community sustainability, as well as host a community Jubilee celebration and family day. We updated our events risk assessments to proceed in the safest manner possible and all of our activities this year have been organised with covid risk assessments at the forefront of our planning.
Of note, we held the first repair cafe since before the pandemic on **Sunday 1st May 2022** with the support of Dave Foster and the Repair Cafe Volunteers. These events were hugely popular before Covid19, and it was heartening to see the community come back together.
We received funding from the National Lottery to hold a Platinum Jubilee Celebration and Family Day in **June 2022.** This included applying for use of the street outside of the Centre and the green space adjacent to the Centre. This event was a huge success, with 300 people attending the shared lunch, activities and live music.
_“Great atmosphere.” “What a lovely day; it would be nice to organise more community lunches.”_
_“A lot of hard work has gone into this event and after a difficult two years is very much appreciated. Well done to everyone involved and thank you.”_
Further to the above in 2022/23 we have
- used our social media platforms to share news and information pertaining to the centre.
- began printing and delivering the organisation’s newsletter.
- began the regular schedule of repair cafes again, the first sunday of every other month.
- held a further clothes swap, hosted by Ellen, this was attended by 50 people.
- invited the community for a Harvest shared supper in October 22.
- held a successful Christmas Wine Tasting Fundraising event with the support of Claire Flemming - From the Grapevine, raising £500 for the Centre.
- held the fifth Eastcott Window Wanderland in March 2023 involving over 90 window makers creating a magical illuminated walking trail for all the community to enjoy. The theme was “Love the Planet”. Funded by the Art Council, this was a huge success and with supportive feedback from the community.
**This has been a successful year for our events, planned and organised by the Community Inclusion Co-ordinator - Jaine Blackman. In the next reporting period there are plans to continue the programme of community sustainability events (Repair Cafe, Free Shop and Clothes Swaps) as well as a large scale community event in June. This will consist of a shared lunch and ECO Fest, including ECO Talks, which were incredibly popular before the pandemic.**
## **FINANCE**
## **Funding and support**
We have two main income streams – **grant funding/fundraising** for events, activities, training and running costs; and **revenue from hiring** out the community centre.
We have generated 54.4% (£21998) of our annual income from lettings. We have received 36% (£14615) of our income from grants. Our income from fundraising has increased to 4.8% (£1957).
## **Grant funding:**
We would like to thank our funders for 2022/23: The National Lottery and The Arts Council.
## **Revenue from hirers:**
We would like to thank all our hirers for supporting a community resource. We recognise that this year has continued to be difficult for small businesses and organisations.
## **Reserves policy**
We have seen an increase in our expenditure as the use of the hall has increased. Our previous reserves policy was six months running costs for the centre (£1667 x 6). For this reporting period our reserves reflect six months of running costs (£1916 x 6), not including our restricted funds of £4931.
We believe that this more accurately represents the current costs associated with running Eastcott Community Centre.
## **COMMITTEE AND STAFFING**
At our online AGM in November 2022, seven trustees joined the volunteer board. Seven were reappointments. We conclude our current reporting period with seven trustees. Our trustees’ experience includes finance, charity work, social work, project management, marketing, administration, IT, journalism, environmental issues and engineering.
Co-chairs: Dr Lauren Wallis and Stephanie Newton Vice-Chair: Anna Smart Secretary: Barrie Hudson Treasurer: Anne Stone Health and Safety Officer: Steve Russell Garden and Grounds: Sara Fluck
Our committee is appointed in line with our constitution and has met monthly on the 2nd Monday of the month 7.30 – 9pm. Due to Covid and hall availability, we have met both online and in person.
We have retained two part time positions: A Community Centre Administrator and Community Inclusion Co-ordinator (previously Events Co-ordinator). We use a cleaning company to clean the building.
## **VOLUNTEERS**
Our biggest thanks this year goes to our volunteers. The volunteers have given their time generously to the organisation. Recruitment of volunteers has centered around the newsletter volunteers, who have delivered leaflets and newsletters to approximately 4000 homes in the Eastcott Ward.
This year the organisation has benefitted hugely from group volunteering. The 18th Swindon Scout Group, Virgin Media and Network Rail have all attended and undertaken tasks such as gardening, building a garden shed and transforming the back room into a usable space for hirers and 1st responders.
## **FINDING OUT WHAT OUR COMMUNITY WANTS**
This year we have collected feedback which has directly influenced our plans for 2022/2023 and beyond:
Feedback forms are available at all community events. We have collected and reviewed over 50 feedback forms as well as received feedback through meaningful 1-2-1 conversations with our community. Throughout 22/23 the theme of loneliness and isolation that was experienced by the community during Covid-19 was apparent, with requests for more shared community meals to be included in our programme. We hosted a Harvest Supper in October 22, in response to these comments. There was also a request for a swimming pool to be built at the Centre (Kaleb, aged 7) which, sadly, we are unable to accommodate.
Feedback forms will continue to be available at events going forward.
## **PUBLICITY AND PROMOTION**
We produced our first newsletter during this reporting period since before the pandemic. We have been fortunate to be featured in the Swindon Advertiser and in the Swindon Link online on several occasions.
We maintain a Facebook page with over 2000 followers and our hirers use a joint bookings/ promotional website.
## **THE FUTURE**
We continue to learn, grow, and respond to interest within the community.
In the year ahead we plan to:
- **To maximise the use of Centre** for regular hirers, community events and private parties.
- **Continue to proceed towards a lease** to improve our organisational security and ability to access funding.
- Continue discussions about **improvements to the building**
- Offer **innovative community activities**
- Continue to **advertise for trustees and volunteers** as appropriate, to strengthen our skills base.
- **Buy in specialist help** where appropriate
## **THANK YOU to the following for help this year :**
The **members of our community** who have participated in our activities and supported us.
## **Our hire groups**
**Our staff:** Jo, Tracey and Jaine
**Our centre, event and newsletter volunteers**
## **Our funders**
**ACRE and Community First -** whose guidance regarding COVID regulations has been excellent.
## _**Annual report approved by committee at a meeting held on 11/09/2023**_
## **EASTCOTT COMMUNITY ORGANISATION**
## **REGISTERED CHARITY NUMBER 1160538**
## **FINANCIAL STATEMENTS FOR THE YEAR ENDED**
**31 MARCH 2023**
**INCOME AND EXPENDITURE ACCOUNT** 2022 **INCOME** TOTAL RESTRICTED UNRESTRICTED TOTAL Grants Received 14,615 14,615 20,849 Donations Received 122 122.00 205 Income from Fund Raising 1,957 1,957.00 380 Lettings 21,998 21,997.93 12.037 Sale / Hire of Equipment 217 217.00 75 Book Sales 5 5.00 0 Deposits 1,200 1.200 75 Transfer from Restricted Funds 0 0 Waste Collection/Grit 360 360.38 330 **TOTAL £40,474 £15,815 £24,659.31 £33,951**
1
## **EASTCOTT COMMUNITY ORGANISATION**
## **REGISTERED CHARITY NUMBER 1160538**
## **FINANCIAL STATEMENTS FOR THE YEAR ENDED**
## **31 MARCH 2023**
|2022
**EXPENDITURE**TOTAL RESTRICTED UNRESTRICTED TOTAL
On Restricted Expenditure 11,451 11,451 6,303
Expenditure on Fund Raising Events 1,034 1,034.00 264
Rent 4,500 4,500.00 4,500
Cleaning 4,465 4,465.34 4,595
|Insurance 911 910.95 904
Newsletters/Flyers 433 433.00 0
Waste /Sanitary Collection 776 776.11 744
Printing/Stationery/Postage 200 199.62 141
Accountancy Payroll 457 457.20
435
Accountancy 175 175.00 175
Music / Media /Premises Licence 289 288.88 412
Equipment 812 811.89 100
Gardening 63 63.00 0
Maintenance,Decorating & Repairs 881 881.07 0
Harvest Supper 48 47.92 0
Miscellaneous 235 235.00 564
Subscriptions & Memberships 430 430.00 430
Training 30 30.00 0
Staff 10,795 10,794.82 9,841
National Lottery CF Grant Refund 0 2,227
Wi-Fi 288 288 .00 288
**TOTAL £38,273 £11,451 £26,821.80 £31,923**
**Net Surplus (Deficit for the Year) £2,202 £4,364- £2,162.49 £2,028**|2022
**EXPENDITURE**TOTAL RESTRICTED UNRESTRICTED TOTAL
On Restricted Expenditure 11,451 11,451 6,303
Expenditure on Fund Raising Events 1,034 1,034.00 264
Rent 4,500 4,500.00 4,500
Cleaning 4,465 4,465.34 4,595
|Insurance 911 910.95 904
Newsletters/Flyers 433 433.00 0
Waste /Sanitary Collection 776 776.11 744
Printing/Stationery/Postage 200 199.62 141
Accountancy Payroll 457 457.20
435
Accountancy 175 175.00 175
Music / Media /Premises Licence 289 288.88 412
Equipment 812 811.89 100
Gardening 63 63.00 0
Maintenance,Decorating & Repairs 881 881.07 0
Harvest Supper 48 47.92 0
Miscellaneous 235 235.00 564
Subscriptions & Memberships 430 430.00 430
Training 30 30.00 0
Staff 10,795 10,794.82 9,841
National Lottery CF Grant Refund 0 2,227
Wi-Fi 288 288 .00 288
**TOTAL £38,273 £11,451 £26,821.80 £31,923**
**Net Surplus (Deficit for the Year) £2,202 £4,364- £2,162.49 £2,028**|
|---|---|
||**TOTAL**|
|
**Net Surplus (Deficit for the Year)**||
**2**
**EASTCOTT COMMUNITY ORGANISATION REGISTERED CHARITY NUMBER 1160538 FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2023 BALANCE SHEET** 2022 Bank & Cash Lloyds Bank Account 27,848 25,646 Cash in Hand 68 68 ______ _______ **TOTAL ASSETS £27,916 £25,714** Represented By Unrestricted Funds 22,985 25,147 Restricted Funds 4,931 567 _______ ______ **TOTAL £27,916 £25,714**
**3**
**EASTCOTT COMMUNITY ORGANISATION REGISTERED CHARITY NUMBER 1160538 NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2023** 1 Movement on Restricted Funds Balance Income Expenditure Balance At in in at 31/03 /2022 Year Year 31/03/2023 Deposits 495 1,200 300 1,395 NL Jubilee Grant 0 7,780 7,780 0 ECOFEST 2023 0 3,196 22 3,174 Parish Grant (WW 2022) 67 67 0 Window W 2023 0 3,639 3,277 362 Donation 5 5 0 ___________________________________________________ **£567 £15,815 £11,451 £4,931** 2 Fundraising Events Income Expenditure Surplus Repair Cafe/Freeshop 303 76 227 Clothes Swap 504 340 164 Wine Night 990 421 569 Jubilee Event Bar 160 197 -37 **£1,957 £1,034 £923** 3 Reserves TOTAL RESTRICTED UNRESTRICTED As at 31 March 2022 25,714 567 25,147 - Surplus (Deficit) for Year 2,202 4,364 2,162 As at 31 March 2023 **£27,916 £4,931 £22,985**
Eastcott Community Organisation
Registered Charity Number 1160538
Flnandal Statwnents For The Year Ended
3tst Marth 2023
Independent Examlner's Report to the Trustees of Eastcott Communlty Organlsatlon
I report on the accounts for the year ended 3tst Marth 2023 whlch Are set out on pages 2 to 4
Respectlve responslbllltles of Management commlttee and examlner
The charity's trustees are responsible for the preparation of the accounts. The charity's trustees
consider that an audit is not required for this year undef se¢tlon 144 of the
Charities Act 2011" The Art. and thai an independent examination is needed.
It Is my responsiblllty to=_
-Examlne the accounts under settion 145 of The Act
.Follow the procedures laid down In the general dlrertlons Biven by
the Charlty Comrnlssloners under seaion 145151 Ibl of The Act. and
-state whether partlcular matters have come to my attentjon
Basls of Independent Examlner'$ Statement
My examlnatlon was cariled out In accordance wlth General dlrertlons glven by the
Charlty Commlsslon. An examlnation Indudes a re¥lew of the accountln8 records kept
by the charSty and a comparlson of the accounts wtlh those records. It also Indudes
conslderatlon of any unusual Items or dlsclosures in the accounts. and seeking
explanations from the Trustees concernlng any such matters. The procedures
undertaken do not provlde all the ewdence that would be requlred In an aud1(
nd nSequentlY no oplnlon bs glven as to whether the accounts present
"true and falr. vlew and the report Is Ilmrned to those matters set out In the
Statement below.
Independent Examlner's Statement
In connectlon wlth my examlnatbon. no matter has come to my attentlon..
I Whlch glve5 me reasonable cause to belleve that,In any matertal respert. the requlrements
-To keep accountlng records in accordance with secbon 130 of The Acl
-To prepare accounts whkh accord with the accountinB records and comply with the
accountlng requirements of
have not been met or
2 To which In my oplnlon. attentlon should be drawn In orderto enable a proper
understandlng of the accounts to
reac
Date
10)0713033
Robert Raynes FCA
85 Priors Hill Wroughton
Swindon
Wilts
SN4 ORL
Eastcott Community Organisation
egistered tharity Number 1160538
Flnanclal Statements For The Year Ended
31st March 2023
Income and Expendlture Account
Total
Restricted Unrestricted
2022
Total
Income
Grants Received
Donations Received
Income from Fund Ralslng Events
Lettlng5
SalelHire of Equlpment
Book Sales
Deposlts
Transfer from Restritted Funds
Waste CollectionlGrit
Total
14.615
122
1.957
21.998
217
14,615
20.849
205
380
12,037
75
122.(Ki
1.957.iJ)
21.997.93
217.LK)
1.200
1,2(K)
75
360
£40,474 £15,815
360.38
24.659.31
330
£33.951
Expendlture
On Re5trirted Expenditure
Expenditure on Fund Raising Events
Rent
Cleanlng
Insurance
NewsletterslFlyers
Waste & Sanitary Collection
Printin8, Stationery & Postage
Accountancy Payroll
Accountanry
Musicl Media/Premises Licence
Equipment
Gardening
Maintenance, Decoratlng & Repalrs
Harvest Supper
Miscellaneous
Slsbscriptions and Memberships
Training
Staff
National Lottery CF Grant Refund
Wi-Fi
Total
11.451
1.034
11.451
6,303
264
4,500
4,595
904
1,034.CKI
4.500.
4,465.34
910.95
433.IX)
776.11
199.62
457.20
175.00
288.88
811.89
63.00
881.07
4,465
911
433
776
2CW)
457
175
289
812
63
744
141
435
175
412
47.92
235.00
430.00
30.00
10,794.82
235
430
30
10.795
564
430
9.841
2.227
288
£31,923
288
£38,273 £11.451
288.00
26.821.80
Net Surplus ( Deficlt) for the Year
£2.202
£4.364
-2,162.49
£2,028
Eastcott Communlty Organlsatlon
Registered Charity Number 1160538
Flnanclal Statements For The Year Ended
31st March 2023
Balance Sheet
2022
Bank & Cash
Lloyds Bank account
Cash in Hand
27,848
68
25,646
68
Total Assets
£27,916
£25,714
Represented By
Unrestricted Funds
Restricted Fund5
22,985
4,931
25,147
567
Total
£27,916
£25,714
Approved by the Trustees and signed on their behalf JIT-
Eastcott Communlty Organlsatlon
Registered Charity Number 1160538
Notes to the Financlal Statements For The Year Ended
31st Marth 2023
l Movement on Restrirted Funds
Balance
Asat
3110312022
495
Income
Expendltu
in
Year
8alance
Asat
3110312023
1.395
in
Year
1.200
7,780
3.196
Deposits
NL Jubllee Grant
Ecofest 2023
Parish Grant IWW 2022}
Window W 2023
Donation
7,780
22
67
3,277
3,174
67
3,639
362
£567 £15.815
£11.451
£4,931
2 Fund Ralslng Events
Income
303
Expenditure
76
340
421
197
Surplus
227
164
569
-37
Repalr Cafél Freeshop
Clothes Swap
Wlne Night
Jubilee Event Bar
160
£1,957
£1,034
£923
3 Reserves
Total
25,714
Restricted Unrestricted
567
25,147
As at 315t March 2022
Surplus IDeflcit} for year
2,202
4.364
-2.162
As at 315t March 2023
£27.916
£4.931
£22.985