## **ANNUAL REPORT Registered Charity 1160538** **Covering the period April 2023-March 2024** ## **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. 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 2022. 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. 1 ● join community activities at low cost to participants due to grants or other funds. ## **MANAGING A COMMUNITY RESOURCE:** In **February 2023** , the committee agreed to re-introduce the hire of the hall to the residents of Eastcott for private celebrations. The previous private hire taking place in March 2020. This was a milestone in the Charity’s operational recovery from Covid-19. While Covid-19 was still a factor in our risk management of the centre, it is no longer prohibitive in the letting of the centre to groups and residents. There were 22 regular bookings in the week in which Saturday, **1st April 2023** fell. On 1st April 2022 there were 12. Long standing hirers such as Higashi Karate, Tai Chi, Jack and Jills Playgroup and U3A continue to thrive using the centre as a venue. Support and health groups, fitness activities and classes for children and young people have further increased the range of activities available. In **June 2023** , the committee agreed to increase the hourly charge to hire the centre. This decision was made to safeguard the organisation in the midst of rising costs in centre management across the board, while remaining competitive in price in relation to other venues of similar size in Swindon. In **March and April 2023** we recruited an experienced Community Centre Administrator to oversee the bookings for the Centre. In **March 2024** , we began a trial period of moving our bookings paperwork fully electronic. This had mixed success and the Community Centre Administrator will work to be as efficient with our time and resources as possible, while still meeting the needs of a diverse hirer group. Thanks to trustee Sara Fluck, we received a Level 3 Advancing certificate from the Royal Horticulture Society following our entry into the Your Neighborhood in Bloom Competition arranged by the Friends of Old Town Society/group. 2 ## **ORGANISING EVENTS AND ACTIVITIES:** Of note, the organisation in its current form will reach its 10th Anniversary in **May 2024** - plans are underway to celebrate this milestone with staff and volunteers, past and present. We have seen attendance at the Repair Cafe and Free Shop events return to pre-Covid levels. We offer our thanks to Dave Foster and the Repair Cafe and Free Shop volunteers for their commitment to continuing these events following Covid-19. Open Door, a small charity based in Swindon, has been running the refreshments cafe during these events, providing opportunities for those with learning disabilities and mental health issues to build confidence through volunteering. _**“Visited the repair cafe for the first time today. Lovely friendly repairers, nice to hear live music and the lady selling the cakes is an awesome baker! Thanks to all who run the events. We’ll be back.**_ =ef _**”**_ We held an ECO Fest in **June 2023** , incorporating ECO Talks from Ben Bell, Councillor Jane Milner-Barry, Scarlet Leowin and Steve Russell, covering a diverse range of topics centered around sustainability and the natural world. This event was made possible by funding from the Westmill Solar Co-op Ltd and included a lunch and market stalls selling a variety of handmade and sustainable items. In **August 2023** , the organisation secured 3 years worth of funding for the Community Inclusion Co-ordinator role from the Wiltshire Community Foundation. This enabled the organisation to forward plans for events in a way that has not been possible before. We held the sixth Eastcott Window Wanderland in March 2024 involving 112 window makers creating a magical illuminated walking trail for all the community to enjoy. The theme was “Favourite Book, Film or TV Programme”. We are grateful for the support of Richard James Estate Agents for printing the Window Wanderland Map. _**“I love the community feel and wandering around at night seeing other people’s creativity. I love seeing other people enjoying it and getting out with their families.”**_ 3 ## _**“I like the fact it’s a creative endeavour and brings the community together. It’s also a nice thing to do post Christmas whilst still in Winter.”**_ In **December 2023,** Jaine Blackman, our Community Inclusion Co-ordinator, produced a collaborative cookbook, inviting members of the community to submit their recipes. With over 30 people taking part, the “Eastcott Community Cookbook” has been well received by the community. Clothes Swap events, hosted by Ellen Wray from Kapada, continue to be popular and well attended. We have continued to share news and information pertaining to the centre on social media platforms. In **March 2023** , a social media volunteer joined the team with a view to create inclusive and diverse content as well as grow our following across existing platforms. Funding has been secured for an over 6os event in October 2024 from the Wiltshire Community Foundation Older People’s Programme, with a special extension to spend the funds by the end of 2024. ## **FINDING OUT WHAT OUR COMMUNITY WANTS** This year we have collected feedback which has directly influenced our plans for 2024/2025 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 23/24 the impact of the cost of living crisis can be seen in the feedback, with deep appreciation for events that are free to attend or are fairly priced, such as the clothes swap. Feedback forms and comment books will continue to be available at events going forward. 4 ## **FINANCE** ## **Funding and support** We have two main income streams – **grant funding/fundraising** and **revenue from hiring** out the community centre. We have generated **69.8% (£34692)** of our annual income from lettings. An increase of 15% (up from 54.4% last year). We have received **16% (£8415)** of our income from grants. This is almost a 42% decrease from the previous reporting period. A factor in this decrease is the (understandable) move from funders to prioritise activities and programmes that address the cost-of-living crisis as well as community inclusion. Even though our income from fundraising activities has remained the same it now makes up **3.9% (£1920)** of our income. With the increase in income generated by lettings, the organisation has started to invest money into community events, where it has not been possible to secure a grant e.g. Window Wanderland 2024. ## **Grant funding:** We would like to thank our funders for 2023/24: Wiltshire Community Foundation and Westmill Solar Co-op. ## **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. We also thank the residents who chose to hold their private celebrations at Eastcott Community Centre. ## **Reserves policy** We have seen an increase in our expenditure as expected in the current economic climate. Our previous reserves policy was six months running costs for the centre (£1916 x 6). For this reporting period our reserves reflect six months of running costs (£2000 x 6), not including our restricted funds of £8139. We believe that this more accurately represents the current costs associated with running Eastcott Community Centre. 5 ## **COMMITTEE AND STAFFING** At our online AGM in November 2023, six trustees joined the volunteer board. Six were reappointments. We conclude our current reporting period with six trustees. Our trustees’ experience includes finance, charity work, social work, project management, marketing, administration, IT, journalism, environmental issues and engineering. Chair: Stephanie Newton Vice-Chair: Anna Smart Secretary: Barrie Hudson Treasurer: Anne Stone Garden and Grounds: Sara Fluck Trustee: Lauren Wallis Our committee is appointed in line with our constitution and has met monthly on the 2nd Monday of the month 7.30 – 9pm. This is the first reporting year since 2020, that the committee has met fully in person. We would like to thank trustee Steve Russell, who stepped down in **November 2023** after serving on the committee for 7 years overseeing Health & Safety and facilities, for his significant contribution to Eastcott Community Organisation and Centre. We have retained two part time positions. - A Community Centre Administrator, Sophie Ashton, who oversees the booking of the centre and daily operations. - A Community Inclusion Co-ordinator (previously Events Co-ordinator) Jaine Blackman, who plans and delivers community events and co-ordinates community inclusion projects. **----- Start of picture text -----**
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## **VOLUNTEERS** As always, our biggest thanks this year goes to our volunteers. The volunteers have given their time generously to the organisation. Current Volunteer Roles include: - Committee members (Trustees) - Keyholders to support regular hirers and residents for their booking. - Events volunteers - Social Media volunteer - Newsletter volunteers - Repair Cafe and Free Shop volunteers - Gardeners Recruitment of volunteers has centered around Health and Safety, Facilities and Volunteer Management. 30 volunteers contribute to the success of Eastcott Community Organisation. 11 Operational volunteers who serve on the committee and those hold keys for the centre, supporting regular hirers. And 19 volunteers supporting community events and the delivery of the newsletter and flyers. This year the organisation has benefitted from group volunteering, with groups from Network Rail attending to help clear the gardens and grounds. ## **THE FUTURE** We continue to learn, grow, and respond to interest within the community. In the year ahead we plan to: - **Celebrate the 10 year Anniversary of Eastcott Community Organisation in its current form.** - **To maximise the use of Centre** for regular hirers, community events and private parties. - **Continue to proceed towards a mutually beneficial lease** to improve our organisational security and ability to access funding. - Continue discussions about **improvements to the building** - Offer **innovative community activities** 7 ● 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. ## **The volunteers** ## **Our hire groups** **Our staff:** Sophie and Jaine ## **Our centre, event and newsletter volunteers** ## **Our funders** ## **ACRE, Community First and Voluntary Action Swindon** ## _**Annual report approved by committee at a meeting held on 09/09/2024**_ 8 EASTCOTT COMMUNITY ORGANISATION ## REGISTERED CHARITY NUMBER 1160538 ## FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2024 ||INCOME AND EXPENDITURE ACCOUNT2023| |---|---| |INCOME|TOTAL RESTRICTED UNRESTRICTED TOTAL| |Grants Received|8,415 8,415 14,615| |Donations Received|37 37 122| |Income from Fund Raising|1,725 1,725 1,957| |Lettings|34,692 34,692 21,998| |Sale / Hire of Equipment|293 293 217| |Book Sales|195 195 5| |Deposits|3,900 3,900 1,200| |Waste Collection/Grit|434 434 360| |TOTAL
|£49,691 £12,315 £37,376 £40,474| 1 EASTCOTT COMMUNITY ORGANISATION REGISTERED CHARITY NUMBER 1160538 ## FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2024 |31 MARCH 2024|31 MARCH 2024|31 MARCH 2024| |---|---|---| |2023
EXPENDITURETOTAL RESTRICTED UNRESTRICTED TOTAL
On Restricted Expenditure 9,107 9,107 11,451
Expenditure on Fund Raising Events 504 504 1,034
Rent 4,500 4,500 4,500
Cleaning 5,396 5,396 4,465
Insurance 948 948 911
Newsletters/Flyers 350 350 433
Waste /Sanitary Collection 1,055 1,055 776
Grit Bin Re-fill 126 126 0
Printing/Stationery/Postage 240 240 200
Accountancy Payroll 459 459
457
Accountancy 180 180 175
Music / Media /Premises Licence 139 139 289
Equipment 200 200 812
Gardening 0 0 63
Maintenance /Decorating/Repairs 484 484 881
Harvest Supper 0 0 48
Miscellaneous 440 440 235
Subscriptions & Memberships 430 430 430
Training 54 54 30
Staff 11,641 11,641 10,795
Window Wanderland 529 529 0
Cookery Book 283 283 0
Wi-Fi 288 288 288
TOTAL £37,353 £9,107 £28,246 £38,273
Net Surplus (Deficit for the Year)£12,338 £3,208 £9130 £2,201
||| ||TOTAL|£37,353 £9,107 £28,246 £38,273
£12,338 £3,208 £9130 £2,201
| |
Net Surplus (Deficit for the Year)||| 2 |EASTCOTT COMMUNITY ORGANISATION
REGISTERED CHARITY NUMBER 1160538
FINANCIAL STATEMENTS FOR THE YEAR ENDED
31 MARCH 2024
BALANCE SHEET
Bank & Cash
Lloyds Bank Account 40,186
Cash in Hand 68
______
TOTAL ASSETS £40,254

Represented By
Unrestricted Funds 32,115
Restricted Funds 8,139
_______
TOTAL£40,254

Approved by Eastcott Community Organisation Committee on 8th July 2024|2023
27,848
68
_______
£27,916
22,985
4,931
______
£27,916
| |---|---| 3 EASTCOTT COMMUNITY ORGANISATION REGISTERED CHARITY NUMBER 1160538 ## NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED ## ||31 MARCH 2024| |---|---| |1 Movement on Restricted Funds|| ||Balance Income Expenditure Balance| ||At in in at| ||31/03 /2023 Year Year 31/03/2024| |Deposits|1,395 3,900 3,000 2,295| |ECOFEST 2023|3,174 0 2,841 333| |Window W 2023|362 404 766 0| |WCF Grant (1)|0 5,000 2,500 2,500| |WCF Grant (2)|0 3.011 0 3,011| ||___________________________________________________| ||£4,931 £12,315 £9,107 £8,139| |2 Fundraising Even|| ||Income Expenditure Surplus| |Repair Cafe/Freeshop|329 39 290| |Clothes Swap|398 83 315| |Wine Night|998 382 616
| ||£1,725 £504 £1,221
| |3 Reserves

As at 31 March 2023
Surplus (Deficit) for Year
As at 31 March 2024
|TOTAL RESTRICTED UNRESTRICTED
27,916 4,931 22,985
12,338 3,208 9,130
£40,254 £8,139 £32,115

4| |---|---| Eastcott Community Organisation Registered Charity Number 1160538 Financial Statements For The Year Ended 31st Marth 2024 Independent Examiner's Report to the Trustees of Eastcott Community Organisation I report on the accounts for the year ended 3tst Marth 2024 which Are set out on page5 2 to 4 Respective responsibilities of Management committee and examiner 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 under section 144 of the Charities Act 2011 ' The Art" and that an independent examination is needed. It is my responsibility to-_ -Examine the accounts under section 145 of The Act -Follow the procedures laid down in the general directions given by the Charity Commissioners under section 145{51 Ib} of The 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 charity and a comparison of the accounts with those records. It a150 includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from the 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 15 given as to whether the accounts present a "true and fair" view and the report 15 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- I Which gives me reasonable cause to believe that.in any material respect, the requirements -To keep accounting records in accordance with section 130 of The Act -To prepare accounts which accord with the accounting records and comply wtth the accounting requirements ofThe Act have not been met or 2 To which in my opinion. attention should be drawn in order to enable a proper ac ""IXl 4 .- , /7/1 Robert Raynes FCA 85 Priors Hill Wroughton Swindon Wilts SN4 ORL Eastcott Community Organisation Registered Charity Number 1160538 Financlal Statements For The Year Ended 31st March 2024 Income and Expenditure Account Total Restricted Unrestricted 2023 Total Income Grants Received Donations Received Income from Fund Raising Events Lettings Sale/Hire of Equipment Book Sales Deposits Waste Collection/Grit Total 8.415 37 8,415 14,615 122 1,957 21,998 217 37 1,725 34,692 293 195 1,725 34,692 293 195 3,900 434 £49,691 £12,315 3.900 1,200 360 £40,474 434 £37,376 Expendlture On Restricted Expenditure Expenditure on Fund Raisin8 Events Rent Cleaning Insurance Newsletters/FSyers Waste & Sanitary Collection Grit Bin Re -fill Printing, Stationery & Postage Accountancy Payroll Accountancy Music/ Media/Premises Licence Equipment Gardening Maintenance, Decorating & Repairs Harvest Supper Miscellaneous Subscriptions and Memberships Training Staff Window Wanderland Cookery Book Wi-Fi Total 9,107 504 4,5CM) 5,396 948 350 1,055 126 240 459 180 139 200 9,107 11,451 1,034 4,500 4,465 911 433 776 504 4,5CMJ 5,396 948 350 1,055 126 240 459 180 139 200 200 457 175 289 812 63 881 48 235 430 30 10,795 484 440 430 54 11,641 529 283 288 £28,246 430 54 11,641 529 283 288 £37,353 288 £38,273 £9,107 Net Surplus ( Deficit) for the Year £12,338 £3,208 £9,130 £2,201 Eastcott Community Organisation Registered Charity Number 1160538 Financlal Statements For The Year Ended 31st March 2024 Balance Sheet 2023 Bank & Cash Lloyds Bank account Cash in Hand 40,186 68 27,848 68 Total Assets £40,254 £27,916 Represented By Unrestricted Funds Restricted Funds 32.115 8,139 22,985 4,931 Total £40,254 £27,916 Approved by the Trustees and signed on their behalf Eastcott Community Organisation Registered Charity Number 1160538 Notes to the Financial Statements For The Year Ended 31st March 2024 l Movement on Restricted Funds Balance Asat 3110312023 1,395 3,174 362 Income in Year 3,900 Expenditure in Year Balance Asat 3110312024 2,295 333 Deposits Ecofest 2023 Window W 2023 WCF Drant11) WCF Drant (2) 2,841 766 2,500 2,500 3,011 £8,139 3,011 £4,931 £12,315 £9,107 2 Fund Raising Events Income 329 398 998 £1,725 Expenditure 39 83 382 £504 Surplus 290 315 616 £1,221 Repair Café/ Freeshop Clothes Swap Wine Ni8ht 3 Reserves Total 27,916 Restricted Unrestricted 4,931 22,985 As at 31st March 2023 Surplus (Deficit) for year 12,338 3,208 9,130 As at 31st March 2024 £40,254 £8,139 £32,115