2023-03-31-accounts

Trustees’ Annual Report for the period

From 1[st] April 2022 Period start date To 30[th] March 2023 Period end date

Charity name: Millstream Day Centre

Charity registration number: 1163000

Objectives and Activities

	SORP reference
Summary of the purposes of the charity as set out in its governing document	Para 1.17	To provide relief to elderly and disabled people and in particular those living in and around Benson, Ewelme, Berrick Salome, Roke, and Preston Crowmarsh by providing day care services and such other services as the Trustees may decide from time to time
Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts.	Para 1.17 and 1.19	At the start of our year we closed the Centre for the recommended period of 10 days due to a chain of Covid infections, none serious. In April the charity was steadily acquiring the final funding required to allow the tenders to be sent out to local builders for our extension and refurbishment project. Discussions took place with Benson Parish Council about the release of a grant of £25,000 from their Community Infrastructure Levy (CIL) fund. Additionally, the descendants of the providers of our Founders’ Capital were asked for their special approval for monies to be temporarily withdrawn from our investments to fund the start of the project, pending the expected CIL money grant and capital project funding from South Oxfordshire District Council (SODC), an award of £29,678, paid in two halves. Tender documents were sent out to four builders who expressed interest and a phasing plan was agreed to ensure that the Centre could remain open throughout the period of works. Our landlord, the South Oxfordshire Housing Association (SOHA) was briefed on their earlier agreement for our extension and supplied with all the relevant documents. In May Ewelme Parish Council awarded a grant of £4,000. In June, customers were taken to and participated in Jubilee celebrations in Ewelme. Rob Wadley and Geraldine Gault exchanged roles of Chair and Vice-chair. Due to the ever-increasing administration demands on the charity the Trustees agreed to

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Summary of the main activities – continued		recruit and advertised for an administration assistant, a new treasurer was also recruited. Details of tenders received were discussed and analysed. In view of the costs, non-essential items were removed from the project and the likely contractors, Roy Passey Builders, asked to provide a revised tender. An application was made to the Oxford Community Foundation for a grant to support the Centre during the building work. In July the descendants of founders contacted confirmed their support of our exceptional need to borrow from the Founders’ Capital. Roy Passey Builders amended tender was accepted and contract signed. The Employment Tribunal raised over the summary dismissal of the charity’s former manager was held by video link with the judge reserving judgement. A new administration assistant was recruited. The first half of our revenue grant from SODC was received. Building work started on schedule in August. The only impact on our customers at this stage was the non-availability of our garden. Hot meal delivery continued throughout the project despite the work. By September the lounge area was not available, due building work. Normal activities continued but capacity at the Centre was restricted to a maximum of 24. Total meal numbers supplied continued to be buoyant averaging over 30 per day, exceeding our target. The Centre was nominated for the Queens Award for Voluntary Service (QVAS). A weekly free of charge “Millstream Mugs” initiative has started, providing a warm room, tea, coffee and companionship, run by volunteers. Donations to date, from this totalled £200. The Employment Tribunal judge’s ruling was received and published supporting summary dismissal and accordingly all the employee’s claims have been dismissed. In November the first phase of the building work was completed, the Centre’s operation was now in the new extended lounge while dining area and disable toilets were refurbished. The Centre hosted dignitaries, including an Oxfordshire Deputy Lord Lieutenant, for the

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Millstream CC Return 2022-23-v5

Summary of the main activities – continued		village Remembrance Sunday ceremony and parade. A fundraising musical evening was held in Ewelme in December raising £1,240 and a pair of Deputy Lieutenants visited in furtherance of our QVAS nomination. The Millstream Liaison Committee, which offers representatives of local Councils (parish, district, and county), local churches, local charities, and the patients panel the ability to discuss and influence the running of the Centre continued to successfully operate throughout this year. The extension and refurbishment was completed, in December, ahead of schedule and just 5% over budget. The Charity would like to record our thanks to Roy Passey Builders for both the quality of their work, co-operation with our needs, and cost saving suggestions. Final building control approval is still outstanding, including safety systems which are our landlords, SOHA’s responsibility. On Christmas Eve the refurbished foyer was damaged by a water leak above the ceiling, due to a faulty tank, not the recent building work. In January the water tank was repaired by SOHA and the paintwork damage repaired free of charge by Passey Builders. CIL funding of £25,000 was finally approved by Benson Parish Council in February. In March a new manager was recruited. A team of three experienced staff were also recruited as job-share Support Managers with complementary skills ready for the next financial year. Despite a difficult year the charity is proud to have delivered uninterrupted services throughout the period including our Millstream@Home, outreach which has continued to provide support for customers and the larger community albeit with reduced demand. Final Building Control sign-off is still outstanding due difficulty in getting responses from our landlord (SOHA).
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit	Para 1.18	In accordance with our obligations, the Trustees report that we have had regard to the Charity Commission's guidance on public benefit and that we confirm that the activities listed above meet those requirements.

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Additional information (optional) You may choose to include further statements where relevant about:

	SORP reference
Policy on grant making	Para 1.38
Policy on social investment including program related investment	Para 1.38
Contribution made by volunteers	Para 1.38	It is important that Trustees recognise the continuing contribution of the resolute team of around 75 volunteers with diverse roles and skills during the year, vital to the safe, efficient and economical running of our charity.
Other		We are grateful to the range of local benefactors who enabled the Centre to be financed, and contributed significantly to our extension project, ranging from residents, local charities to local councils. Trustees continue to recognise the support received from SOFEA who distribute surplus food whilst providing training to young people. This support was important to ensure cost effective supplies were available to benefit our customers.

Achievements and Performance

	SORP reference
Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole.	Para 1.20	Activities of a team of up to 85 volunteers both at the Centre and reaching out to the community, co-ordinated from the Centre. During the year we provided a record number of 4,348 customer meals and despite all the difficulties of our building project we served an average number of 29.9 customers per day. We made a difference to the lives of over 50 local residents plus their carers and supporters both remotely and at the Centre. The charity, using an expert volunteer, obtained attendance allowance for over 10 customers including a total of over £10,000 in back allowances. The Charity provided continuing support through the Millstream@Home initiative, but with reduced demand following the reduction in Covid infections.

Additional information (optional)

You may choose to include further statements where relevant about:

Achievements against objectives set	Achievements against objectives set	Para 1.41	Centre and Millstream@Home meals averaged 20.9 and 9 respectively per day, despite significant building work at the Centre. This was in line with the 30-meal target set for the financial year.

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Performance of fundraising activities against objectives set	Para 1.41	Local fundraising raised a net amount of £6,263 against a target of £6,000. Events included the annual 400 Club, Carol Singing, Halloween Trail, Music Night and raffle.
Investment performance against objectives	Para 1.41	Investment income target was £4,700, £5,164 received, due to slightly higher than expected investment returns in the year.
Other

Financial Review

Review of the charity’s financial position at the end of the period	Para 1.21	The Centre undertook a considerable building project during the year, using significant grants, donations and reserves accumulated over several years to fund the project. A release of some of the Founders’ Capital occurred to ensure payments could be made ahead of some grant receipts, with the plan to pay back as much as possible next year. The underlying financial performance of the Centre when the building project receipts and payments were removed for management reporting purposes, indicated a small profit for the year of £1,416. Given the levels of disruption and personnel changes during the year, this is a healthy position for the Centre to move forward in 2023/24.
Statement explaining the policy for holding reserves stating why they are held	Para 1.22	Three months’ running costs in the event of no income. Restricted reserves for final completion of the building project and Founders’ Capital (described below)
Amount of reserves held	Para 1.22	£194,146, including £150,008 restricted reserves
Reasons for holding zero reserves	Para 1.22	N/A
Details of fund materially in deficit	Para 1.24	We have no deficits
Explanation of any uncertainties about the charity continuing as a going concern	Para 1.23	No uncertainties

Additional information (optional)

You may choose to include further statements where relevant about:

The charity’s principal sources of funds (including any fundraising)	Para 1.47	Unrestricted grants and donations £16,493 Customer Income £27,902 Investment income £5,164 Grants and donations relating to the building project £56,431. Fundraising net income £6,263
Investment policy and objectives including any social investment policy adopted	Para 1.46	Founders’ Capital is invested in a mixture of Charities Aid Foundation funds and Schroder Income Trust. A complete review of the investments is planned once the building work is completed and final grants received in 2023/24
A description of the principal risks facing the charity	Para 1.46	The key risk is that of accident or acute illness occurring to one of our frail customers. A protocol is in place for dealing with accidents and illness and a policy for vulnerable adults is in place. The manager, our support managers,

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and our chef are First Aid trained. Ongoing reliance on donations, fundraising and grants to support the running costs of the Centre is being addressed by increasing the capacity of the Centre and customer fees. Key issue here is in availability of cost-effective transport to draw customers from further afield.

Other		Our invested funds, Founders’ Capital, was provided by several benefactors but notably from two major donors. An agreement exists that income distributed can be used at the discretion of Trustees but that the capital may only be used in exceptional circumstances.

Structure, Governance and Management

Description of charity’s trusts:
Type of governing document (trust deed, royal charter)	Para 1.25	Constitution
How is the charity constituted? (e.g. unincorporated association, CIO)	Para 1.25	CIO
Trustee selection methods including details of any constitutional provisions e.g., election to post or name of any person or body entitled to appoint one or more trustees	Para 1.25	The existing Trustees appoint Trustees. A skills audit of existing Trustees is undertaken so that, looking forward, an assessment of unmet needs can be made to inform the search and appointment process.
Additional information (optional) You may choose to include further statements where relevant about:
Policies and procedures adopted for the induction and training of trustees	Para 1.51	Trustees are DBS checked and provided with formal documents such as accounts, constitution, and CC guidance. As part of their induction new Trustees are encouraged to visit the Centre and experience a full day's service.
The charity’s organisational structure and any wider network with which the charity works	Para 1.51	We are a small charity with a simple structure: five volunteer trustees, a professional volunteer treasurer, three paid staff (with additional admin and maintenance support from volunteers).
Relationship with any related parties	Para 1.51	The Charity maintains an informal relationship through its Liaison Group with parallel local agencies, Parish and District Councils, ensuring good communication and common supportive objectives
Other

Reference and Administrative details

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Charity name	Millstream DayCentre
Other name the charity uses	Benson Millstream Centre
Registered charity number	1163000
Charity’s principal address	Mill Stream Benson Wallingford OX10 6RL

Names of the charity trustees who manage the charity

1 2 3 4 5 6 7 8 9 10	Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee (ifany)
	Rob Wadley	Chair
	Geraldine Gault	Vice Chair
	Noelle Stallard
	Victoria Newton
	Sue Clayton

– Corporate trustees names of the directors at the date the report was approved

Director name

Name of trustees holding title to property belonging to the charity

Trustee name Dates acted if not for whole year

Funds held as custodian trustees on behalf of others

Description of the assets None held in this capacity Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects

Details of arrangements for safe custody and segregation of such assets from the charity’s own assets

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Additional information (optional)

Names and addresses of advisers (Optional information)

Type of Name Address adviser

Name of chief executive or names of senior staff members (Optional information)

Exemptions from disclosure

Reason for non-disclosure of key personnel details

Other optional information

Declarations

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

----- Start of picture text -----
Signature(s)
Full name(s) Rob Wadley Geraldine Gault
Position (e.g. Secretary,
Chair Vice Chair
Chair, etc)
Date
27 [th] January 2024
----- End of picture text -----

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Millstream Day Centre

Receipts and pay

4/1/2022

For the period from

Section A Receipts and payments

Unrestricted funds Restricted funds

to the nearest £ A1 Receipts Fund Raising 8,899 Grants & Donations 16,493 Meals & Cofee 27,902 Hall Hire 821 Investment Income 5,164 Other 924 Garden Room Grants/Donations - Sub total(Gross income for AR) 60,203 Liquidation of Schroder funds - - Sub total - Total receipts 60,203 A3 Payments Staff Costs/Salaries 28,460 Classes 900 Groceries & Provisions 11,558 BuildingCosts 7,558 Supplies & services 1,521 Office Expenses 3,042 400 Club Prizes 2,636 Miscellameous 168 Garden Room - Sub total 55,843 - - Sub total - Total payments 55,843 A2 Asset and investment sales, (see table). A4 Asset and investment purchases, (see table)	to the nearest £
	-
	1,740
	-
	-
	-
	-
	56,431
	58,171
	40,000
	-
	40,000
	98,171
	-
	-
	-
	740
	-
	-
	-
	-
	155,736
	156,476
	-
	-
	-
	156,476

Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end **Cash funds this year end **	4,360		- 58,305
	- 64,870		64,870
	105,336		6,125
	44,138		12,690

Section B Statement of assets and liabilities at the end of the

Categories

Details

B1 Cash funds

Barclays - Main Account Barclays - Colln Account Cash

Total cash funds

(agree balances with receipts and payments account(s))

Details

B2 Other monetary assets

Details

B3 Investment assets

Schroder Income Trust CAF Account

Details

B4 Assets retained for the charity’s own use

Details

B5 Liabilities

Signed by one or two trustees on behalf of all the trustees

Signature

VALUE!

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1163000
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ments accounts

CC16a

3/31/2023

To

Endowment funds

Total funds Last year

to the nearest £

to the nearest £ to the nearest £

-		8,899		6,654
-		18,233		47,950
-		27,902		22,638
-		821		1,041
-		5,164		4,473
-		924		895
-		56,431		9,293
-		118,374		92,944

		-				40,000
		-				-				-
		-				40,000				-
		-				158,374				92,944
	-					28,460				28,231
	-					900				570
	-					11,558				8,027
	-					8,298				7,520
	-					1,521				1,844
	-					3,042				2,864
	-					2,636				2,498
	-					168				250
	-					155,736				9,529
	-					212,319				61,333

	-				-
	-				-
	-				-				-
	-				212,319				61,333

-		- 53,945		31,611
-		-		-
-		111,461		79,850
-		57,516		111,461

e period

period
Unrestricted funds to nearest £ 42,838 1,240 60 44,138	Restricted funds to nearest £ 12,690 - 12,690	Endowment funds to nearest £
42,838	12,690
1,240
60	-	-
44,138	12,690	-

OK OK OK

Unrestricted funds Restricted funds Endowment funds

to nearest £ - - - - - -	to nearest £ - - - - - -	to nearest £
-	-	-
-	-	-
-	-	-
-	-	-
-	-	-
-	-	-

Fund to which asset belongs	Cost (optional) 58,333 88,667 - - -	Current value (optional)
	58,333	46,440
	88,667	90,190
	-	-
	-	-
	-	-

Fund to which asset belongs Fund to which liability relates	Cost (optional) - - - - - - - - - Amount due (optional) -	Current value (optional)
		-
		-
		-
		-
		-
		-
		-
		-
		-
		When due (optional)
	-

			-
			-
			-
			-
Print Name					Date of approval
R Wadley					16-Jan-24
G Gault					16-Jan-24