**Trustees' Annual Report for the period** Period start date Period end date 1st Apr 2020 31st Mar 2021 **From To** ## Section A Reference and administration details **Charity name** Bitterne Manor Community Association CIO **Other names charity is known by** Clausentum Centre **Registered charity number (if any)** 1164600 **Charity's principal address** Bitterne Manor Community Centre, 48-50 Vespasian Rd, Bitterne Manor Southampton, Hants **Postcode** SO18 1AX ## **Names of the charity trustees who manage the charity** |1
2
3|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||S Longley|Chair/Treasurer||N/A| ||H Barker|||N/A| ||A Morris|||N/A| ## **Names and addresses of advisers (Optional information)** **Type of adviser Name Address** N/A **Name of chief executive or names of senior staff members (Optional information)** N/A ## **Section B Structure, governance and management** ## **Description of the charity’s trusts** Type of governing document Constitution (eg. trust deed, constitution) How the charity is constituted Association (eg. trust, association, company) Trustee selection methods Elected from membership (eg. appointed by, elected by) **BMCA TAR** Jan **2021** 1 ## **Additional governance issues (Optional information)** N/A You **may choose** to include additional information, where relevant, about: - policies and procedures adopted for the induction and training of trustees; - the charity’s organisational structure and any wider network with which the charity works; - relationship with any related parties; - trustees’ consideration of major risks and the system and procedures to manage them. ## **Section C Objectives and Activities** **Summary of the objects of the charity set out in its governing document** The objects of the Association are: - a) to promote the benefit of the inhabitants of Bitterne Manor and District and the neighbourhood without distinction of sex or of political, religious or other opinions by associating the local authorities, voluntary organisations and inhabitants in a common effect to advance education and to provide facilities in the interests of social welfare for recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants. - b) To establish or to secure the establishment of a community centre and to maintain and manage, or to co-operate with any local statutory authority in the maintenance and management of, such a centre for activities promoted by the Association and its constituent bodies in a furtherance of the above objects. The Association shall be non-party in politics and non-sectarian in religion. The association shall have power to affiliate to other organisations with similar charitable objects. **BMCA TAR** Jan **2021** 2 ## **Section C Objectives and Activities 2020 - 2021 report** : Bitterne Manor Community Association Charitable Incorporated Organisation (BMCA CIO) The Organisation has had a very challenging year in 2020-21. During the 2020-2021 lockdown the Organisation was able to offer both long term hirers (Parent Support Link (PSL) & Woolston Nature Preschool (WNP)) a funding holiday with funds from the reserve account used to fill the gaps. This ensured the hirers were able to keep operating during the lockdowns since both hirers have obtained key worker status and remained open. At this time the Organisation remains viable. SCC have indicated they want to become better acquainted with the Organisation and so meetings with the relevant SCC parties will be set up to go through the new funding structure for centres in 2022. Due to organisation changes new long term hire agreements were agreed. Signed and set in place to standardise the arrangements between the two parties. In early 2021 the Organisation was approached by the Royal British Legion, Southampton Branch, for a donation for a Defibrillator. The Organisation found the cause to be in line with the objects and the donation was approved. (Foot note – it was also decided to install such a device in the centre grounds) Bitterne Manor Community Centre (BMCC) Works have continued in the hall and infrastructure with the repairs of walls and washing facilities in line with the requirements of WNP. Due to Covid 19 restrictions hire of the community centre was not an option for the local community as the required level of cleaning between events was beyond our capabilities. The Organisation will review the situation in 2022 as the pandemic develops. The web site has been highlighted as an area for future development. We were able to open for local elections although in a limited fashion. ## Section D Achievements and performance **Summary of the main** The main achievement during 2020-2021 is to ensure the hall and offices **achievements of the charity** are in a fit state of operation to allow the two key organisations to operate **during the year** and support the local community. In 2022-2023 we are looking at installing a proper hot water system to feed all kitchens and toilets on both floors, which has funding, but lockdown and covid restrictions has not allowed work to progress. **BMCA TAR** Jan **2021** 3 ## **Section E Financial review** ## **Brief statement of the** ## **charity’s policy on reserves** BMCA CIO has a reserve account, which is to be used to hold such funds as required to facilitate major repairs and minor works projects. BMCA CIO has lifted the sets the cap on total funding reserves to be from £5k to £20k at any one time. The current fund stands at £19,508 which £5,000 has been highlighted for the new hot water system to be installed in 2022-2023 and £5,000 to be used for ground works. **Details of any funds materially in deficit** None ## **Further financial review details (Optional information)** You **may choose** to include additional information, where relevant about: - the charity’s principal sources of funds (including any fundraising); - how expenditure has supported the key objectives of the charity; BMCA CIO principle source of funding is from hire of the facilities and grounds under its control. Parent Support Link and Woolston Nature Preschool are the major funding sources with £13,454 per annum between them. The hall hire from the community has been very weak with overall funding coming from only polling station rent in 2019-2020. Repairs and improvements to the infrastructure remain the highest expenditure. - investment policy and objectives including any ethical investment policy adopted. **BMCA TAR** Jan **2021** 4 ## **Section F Other optional information** |||||||||||||Exp
code
1
1
1
1
1
1
11
11
5
11
11
11
11
5
11
11
11
11
11
11
5
15
5
3| |---|---|---|---|---|---|---|---|---|---|---|---|---| |||||||||**ACCOUNTS FOR 2020/2021**||||| ||||Expenses Codes
1 Building repairs /
Maintenance & Garden
2 Council rates
3 Water Rates
4 Phone
5 Electricity
6 Insurance
7 Bank Charges
8 Council licence
9 Legal Fees
10 Rebate
11 Waste
12 Reserve transfer
13 Corporation tax
14 Charitable donations
15 Community Event|||||||||| |||Vch
No|||Amount|||||||| |||1|||-£12.00||
UNPAID ITEM FEE,|26FEB A/C 70516529||CHG||1| |||2|||-£309.00||000634 - Door repairs|||CHQ||1| |||3|||-£80.00||000639 - Handyman/Gardener|||CHQ||1| |||4|||-£180.00||000635 - Paintingworks|||CHQ||1| |||5|||-£106.00||000636 - Hot water heater|||CHQ||1| |||6|||-£250.00||000638 - Fence repairs|||CHQ||1| |||7|||-£44.40||SCC AGRESSO PAYMENT|||D/D||11| |||8|||-£44.40||SCC AGRESSO PAYMENT|||D/D||11| |||9|||-£451.19||SOUTHERN ELECTRIC|||D/D||5| |||10|||-£46.60||SCC AGRESSO PAYMENT|||D/D||11| |||11|||-£58.25||SCC AGRESSO PAYMENT|||D/D||11| |||12|||-£44.00||SCC AGRESSO PAYMENT|||D/D||11| |||13|||-£58.25||SCC AGRESSO PAYMENT|||D/D||11| |||14|||-£366.28||SOUTHERN ELECTRIC|||D/D||5| |||15|||-£46.60||SCC AGRESSO PAYMENT|||D/D||11| |||16|||-£46.60||SCC AGRESSO PAYMENT|||D/D||11| |||17|||-£58.25||SCC AGRESSO PAYMENT|||D/D||11| |||18|||-£46.60||SCC AGRESSO PAYMENT|||D/D||11| |||19|||-£46.60||SCC AGRESSO PAYMENT|||D/D||11| |||20|||-£58.25||SCC AGRESSO PAYMENT|||D/D||11| |||21|||-£384.65||SOUTHERN ELECTRIC|||D/D||5| |||22|||-£428.00||VE DAY ROAD PARTY|||DPC||15| |||23|||-£452.00||SSE BUS SSE ELECTR|||DPC||5| |||24|||-£137.00||BUSINESS STREAM|||DPC||3| **BMCA TAR** Jan **2021** 5 ||||25|-£1,100.00|-£1,100.00|Royal British Legion, Southampton Branch,
DEFIBRILLATOR|DPC|DPC|DPC|14|14| |---|---|---|---|---|---|---|---|---|---|---|---| ||||26|-£100.00||Royal British Legion, Southampton Branch,
DEFIBRILLATOR|DPC|||14|| ||||27|-£366.28||SSE BUS SSE ELECTR|DPC|||5|| ||||28|-£76.41||BUSINESS STREAM|DPC|||3|| ||||29|-£219.04||CHURCHESFIRE LTD|DPC|||1|| ||||30|-£219.04||CHURCHESFIRE LTD|DPC|||1|| ||||31|-£250.00||CHURCHES FIRE|DPC|||1|| ||||32|-£274.00||SOUTHAMPTON CITY C,INSURANCE-246053|DPC|||6|| ||||33|-£144.00||CHURCHES FIRE|DPC|||1|| ||||34|-£3,000.00||VIA ONLINE - XFER to reserve account|DPC|||12|| ||||35|-£783.40||CHURCHES FIRE - New firepanel|DPC|||1|| ||||36|-£48.00||BUSINESS STREAM|DPC|||3|| ||||37|-£688.31||SSE BUS SSE ELECTR|DPC|||5|| ||||38|-£85.00||BUSINESS STREAM|DPC|||3|| ||||39|-£57.00||BUSINESS STREAM|DPC|||3|| ||||40|-£2,000.00||VIA ONLINE - XFER to reserve account|DPC|||12|| ||||41|-£481.59||ZURICH INSURANCE|DPC|||6|| |||||-£13,646.99|||||||| ||||Income Codes
1 Lettings
2 Community Events
3 Grants
4 Council Business
5 Hire
6 Reserve transfer
7 Interest
8 Invoice credit||||||||| ||||Vch
No|Amount|Customer||||Chq /
Mon||Inc
Code| ||||1|£1,800.00|PARENT SUPPORT LINK||||BAC||1| ||||2|£1,800.00|PARENT SUPPORT LINK||||BAC||1| ||||3|£1,004.00|WOOLSTON AND WOOLS,NATURE PRESCHOOL||||BAC||1| ||||4|£1,050.00|WOOLSTON AND WOOLS,NATURE PRESCHOOL||||BAC||1| ||||5|£1,800.00|PARENT SUPPORT LINK||||BAC||1| ||||6|£1,080.21|'SOUTHERN ELECTRIC,523040230||||BAC||8| ||||7|£1,050.00|WOOLSTON AND WOOLS,NATURE PRESCHOOL||||BAC||1| ||||8|£1,800.00|PARENT SUPPORT LINK||||BAC||1| ||||9|£1,050.00|WOOLSTON AND WOOLS,NATURE PRESCHOOL||||BAC||1| ||||10|£1,050.00|WOOLSTON AND WOOLS,NATURE PRESCHOOL||||BAC||1| ||||11|£1,050.00|WOOLSTON AND WOOLS,NATURE PRESCHOOL||||BAC||1| ||||12|£257.00|Election hire||||C/R||4| ||||13|£219.04|'FP REJECT 25/08/20, 15221013607240000N, REJ CODE
1160||||DPC||8| ||||14|£219.04|'FP REJECT 16/09/20, 45224738905795000N, REJ CODE
1160||||DPC||8| |||||£15,229.29|||||||| **BMCA TAR** Jan **2021** 6 ## **Section G Declaration** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** ## **Signature(s)** **Full name(s) Position (eg Secretary, Chair, etc)** **Date** Stephen Longley Chair 18/12/21 **BMCA TAR** Jan **2021** 7