Trustees Report 2021 Part time Admin post developed through funding. Done as a job share to support continuity of a definite additional staff member. Necessity developed due to new work developed by Business development Officer. They were employed to develop daytime hire and maintain nighttime hire. - Evening hire sustainability - Weekend hire developed - Day time hire starting to develop through the following - Support services with debt/employment/well being - Community Training - Groups linked to community interests - Groups & events development from networking with existing services We have not provided a full report for this account year as a lot of our work was still linked to the pandemic Covid 19 support through the following: - Foodbank - Hot meals - Clothes and show bank - Activity packs for all ages. - Telephone befriending service As restrictions eased, we began reintroducing room hires. - We used the stability given from our government grants to support groups to return at their pace with amended timetables. - A small selection of groups folded due to the pressure of Covid-19 - Most existing groups were retained due to Centre flexibility - By the end of our final quatre we had activities returned through the daytime and evening _Facebook: Seaham youth and community centre_ Seahamyouthcentre@hotmail.com **0191 581 2426** ## SEAHAM YOUTH CENTRE FINANCIAL STATEMENTS FOR THE PERIOD ENDING 31[ST] DECEMBER 2021 ## CHARITY NO. 1163327 ## OVERVIEW 1.1. Seaham Youth Centre is a Charitable Incorporated Organisation (CIO) and is governed through the Charities Act and a constitution document (dated 27th March 2014) with voting members other than its charity trustees. 1.2. The charity trustees shall manage the affairs of the CIO and have appointed a part time administrator to manages the Youth Centre on a day to day basis. 1.3. The charity trustees must comply with the requirements of the Charities Act with regard to keeping of accounting records etc. 1.4. The aims and objectives of the Youth Centre is to help young people through leisure time activities so as to develop their physical, mental and spiritual capacities that they may grow to full maturity as individuals and members of society that their conditions of life may be improved. 1.5. During the year the Youth Centre received income of £63,951 mainly from support grants, funding and room hires. This included income invoiced in 2021 but not received. During the year the Centre also managed to recover £5,472 owing from previous years (2019 and 2020), which are not included in the 2021 amounts. Previous years outstanding amounts has now been reduced to £6,491, which are mainly for 2020 and action is being taken. Expenditure for the year was £74,035 with the majority of payments for the running of the Centre such as wages. utilities, building works and maintenance. There was a deficit for the year 2021 of £10,084 1.6 The Fund Balance of £35,292 reconciled to the Bank Statement and the cash held as at 31[st] December 2021. ## Independent Examiners Report 2.1. I (Gordon Fletcher, C.M.I.I.A.) have reported on the accounts of Seaham Youth Centre for the calendar year ending 31[st] December 2021. 2.2. This report is in respect of an examination carried out in accordance with the Charities Act. 2.3. The examination includes a review of the accounting records kept by the trustees, including a review of the accounts and making such enquiries as are necessary for the purpose of this report. 2.4. Based on my examination, systems and procedures have significantly improved with the appointment of an Administrator, and no recommendations were required in an internal report, apart from follow up action on the outstanding accounts No other matter has come to my attention which the trustees are not aware of, and the accounts presented do accord with the accounting requirements of the Charities act. Gordon Fletcher (C.M.I.I.A.) Independent Auditor Date: 30[th] October 2022 The Trustees (Management Committee) are responsible for maintaining proper accounting records, which disclose with reasonable accuracy the financial position of the Charity. This report has been prepared in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities (issued March 2005). An internal audit report has been completed for the year 2021 and discussed with the Centre Manager and submitted. This report has been approved by the Trustees (Management Committee) at the Management Committee meeting on ………………………………. Income and expenditure records for Seaham Youth Centre for period ending 31[st] December 2021 Opening Fund Balance as at 1[st] January 2021 = £ 45,376 Income during the year 2021 = £ 63,951 Expenditure during the year 2021 = £ 74,035 Deficit for the year 2021 = £ 10,084 Closing Fund Balance as at 31[st] December 2021 = £ 35,292 For details of breakdown of income and expenditure, see next pages. |Reconciliation to Bank Statement as at 31stDecember 2021|Reconciliation to Bank Statement as at 31stDecember 2021| |---|---| |Closing Bank Balance as at 31stDecember 2021|= £ 22,855| |Less paypal cheque outstanding|= £ -26| |Less unidentifed amount|= £ - 3| |Add closing cash income held|= £ 0| |Add invoiced income outstanding 2020|= £ 6,075| |Add invoiced income outstanding from 2019
|= £ 416| |Add invoiced income for 2021 not recived|= £ 5,975| |Reconciled Balance to Fund|= £ 35,292| ## Breakdown of income Cricket = £ 285 Football = £ 1,130 Jazz band = £ 500 Sensory place = £ 420 Events/Parties = £ 120 Home group = £ 2,300 Ways to wellbeing = £ 480 Support groups = £ 1,190 Meetings = £ 250 Rent = £ 3,040 Refreshments = £ 120 Recycling = £ 249 Funding = £ 7,000 Grants = £37,691 JRS Furlough = £ 1,748 Refunds = £ 1,207 Donations = £ 246 Invoices not paid to allocate = £ 5,975 TOTAL = £63,951 ## Breakdown of Expenditure Utilities = £ 12,034 Wages and Training = £ 35,020 Licences = £ 516 Communications = £ 1,351 Postage, printing, stationery = £ 1,353 Maintenance and Renewals = £ 6,182 Insurance = £ 2,196 Expenses = £ 75 Services = £ 5,542 Stock = £ 9,675 Miscellaneous = £ 91 TOTAL = £ 74,035 ## **AUDIT REPORT** ## **Seaham Youth Centre Centre Accounts** CONFIDENTIAL ## **INTRODUCTION** 1. On completing an Examiners report an audit was carried out on the accounts of the Seaham Youth Centre for 2021. This audit is completed along with a review of the current systems in place so as to rely on the information provided for in the accounts. ## 2. **OBJECTIVES OF THE AUDIT** The objective of my review was to: - To produce a set of accounts for 2021 to be submitted to the Management committee for approval. - To examine the systems in place on producing the information for the accounts. ## **SCOPE OF THE AUDIT WORK** **3. SCOPE OF THE AUDIT WORK** The scope of the audit involved examining the accounts and the systems in place to ensure that the information contained in the accounts is correct. 4. This report is intended to present to management the observations and conclusions of the audit. Wherever possible the observations and recommendations have been discussed with the Centre Manager. ## **5. SUMMARY OF AUDIT WORK CARRIED OUT** - 5.1. During 2019 financial procedures were put in place so as to record all income and expenditure on Day Book spreadsheets, with receipts issued for all income collected. - 5.2. - From February 2020 a Centre Manager was appointed to run the Centre. ## **INCOME** - 6.1. The Centre uses duplicated receipt books to record all cash income received at the Centre. The Centre Manager also sends out invoices for those not paying cash, when payment is usually made by cheque or bank transfer. All cash income was recorded on the spreadsheet showing the receipt number. A record of all invoices not paid for 2020 and 2019 is shown separately, and during 2021, 46% had been paid the majority outstanding is for 2020 and is being chased up with some payments made in 2022. - 6.2. No Cash Expenditure was taken from cash income. - 6.3. At the end of the year no cash was held as all had been banked, ## **EXPENDITURE** - 7.1. The expenditure recorded on the Spreadsheet showed all cash and cheque payments. - 7.2. During the year the Centre received Funding and Grants because of the Pandemic to support the Centre, and good separate records were kept showing general expenditure and expenditure to support the Funding and Grants claims. ## **BANK RECONCILAITION** - 8.1. Bank reconcilaitions are carried out monthly of all income and expenditure and are shown on the. Spreadsheets. ## CONCLUSIONS - 9.1. Better records are being maintained by the Centre Manager with proper audit trails of both income and expenditure, which enabled me to produce a set of accounts for the Charity Commission. - 9.2. An attempt has been made of recovering outstanding income for 2019 and 2020 with 46 % of the income collected and this is progressing ## **10. RECOMMENDATIONS** - 10.1 . There are no recommendations Gordon Fletcher Internal Auditor Date: 30[th] October 2022