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2021-12-31-accounts

Chairman’s Report for the Annual General Meeting

for the financial year January 1[st] 2021 to December 31[st] 2021.

Another challenging year.

We have over fourteen regular hirers, some of whom use our facilities more than once a week. For example, the Montessori Nursery uses one of the halls five times a week, Martial Arts three times and two different dance classes twice a week. The hirers range from U3A Bridge, Ballroom Dancing, Popcorn Theatres, Russian School, Irish Dancing, Woking Opera, The Woking Ladies Choir and Welcome Bridge Club.

Having our own cleaners allows us to be more flexible with the cleaning, which was essential during Covid, as we are being used by Woking College for providing a Common Room.

Louise Morales and Will Forster, two of our Trustees and local Councillors, have done as much as they could in raising funds for the Old Woking Community Centre. Another two Trustees – Tracey Nunn and Ian Hay – have worked extremely hard for the Community Centre with regards to negotiating with Woking College about updating our building so that the College can use our facilities.

When the renovations and alterations of the Community Centre start in April 2022 the College have agreed to facilitate our evening hirers where possible.

The future of the Old Woking Community Centre is bright. It will be used all day and evening, making it the most used and enjoyable building in Old Woking.

Signed: (Interim Chairman)

Trustees of the Old Woking Community Centre

(hereafter known as the OWCC)

Annual Report for the Charities Commission

for the financial year January 1[st] 2021 to December 31[st] 2021.

Objectives and Activities Objectives and Activities
1. Summary of the
purposes of the
charity as set out in
its governing
document		  The charity’s objectives are the provision of facilities to advance
education, for recreation and for other leisure-time occupation in
the interests of social welfare with the objective of improving the
conditions of life for the inhabitants of the Hoe Valley Ward of
Woking Borough Council (hereafter called the Area of Benefit)
 To maintain and manage Old Woking and District Community
Centre for the benefit of residents of the Area of Benefit
 To promote community development and the advancement of the
voluntary sector within the area of benefit for the benefit of its
residents
2. 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.		  The use of the halls for hire for social activities for the local
residents that are approved by the Trustees (clubs, societies,
groups, dance, Sunday religious meetings of any faith, birthday
parties…) and meet the purposes of the charity as written in Note
1
 The use of the halls for hire for educational activities for the local
residents that are approved by the Trustees (cubs, scouts, girl
guides, English as a foreign language….) and meet the purposes of
the charity as written in Note 1
 The use of the halls for no hire or reward for the activities for the
local residents that are approved by the Trustees (eg committee
meetings held on behalf of other local charities) and meet the
purposes of the charityas written in Note 1
3. Statement confirming
whether the Trustees
have had regard to
the guidance issued
by the Charity
Commission on public
benefit		 The Trustees have paid due regard to guidance issued by the Charities
Commission in deciding what activities the charity should undertake.
The Trustees are also responsible for the preparation of the accounts
for the financial year having had the accounts examined by a person
with accountancy/financial training and occupation. The Trustees
consider that an audit is not required under section 144(2) of the
Charities Act 2011 (the 2011 Act) that an independent examination is
needed and has been satisfactorily concluded for the financial year in
question.
Additional information
4. Policy on grant
making		 The OWCC does occasionally make grants to other charities or
organisations. But these are always in accordance with the purposes
of the charity as set out in its governing document. Details of any
grants are set out in the annual accounts (below) and are detailed at
the AGM.
However, during the year, the Trustees have approved the free use of
our halls to other charities and local community groups for their
committee meetings and some free hall use for social functions to the
local residents bylocal charities.
5. Policy on social
investment including
program related
investment		 N/A
6. Contribution made by
volunteers		 Occasional small financial donations are given to the OWCC by users
and volunteers.
However, the greatest contribution made by the volunteers is their
time, energy, enthusiasm and good-heartedness. For example:
 All the Trustees are volunteers
 The office management team are all volunteers
 The local on-site library is run by three volunteers when it
resumes after covid
 The local on-site Internet Café is run by three volunteers when it
resumes after covid
 Some of the evening activities are run by volunteers
 Much of the day to day “jobs” and DIY are undertaken by
Trustees and other volunteers
It is true to say two very important observations:
 There are only two paid persons within the OWCC and they are
the cleaners
 Without the time, energy, enthusiasm and good-heartedness so
freely given by our Trustees and other volunteers, the OWCC
would not be able to exist as it is now
7. Other The OWCC has a floor area (within its six halls, two meeting rooms
and an artificial turf outdoor space) of about 720 square metres (the
equivalent of 12 cricket pitches) as well as 44 abled car parking
spaces and three disabled car parking spaces.
The OWCC has three pairs of toilets (male and female), one disabled
toilet and disabled access with a ramp and a door wide enough for
wheelchair access.
On top of this, there are several storage rooms and cupboards and a
raised stage of 45 square metres suitable for productions.
The building has three dedicated fire exits with crash bars as well as
three further entrances/exits for use by all users.
All in all, the OWCC is one of the largest and one of least expensive
communitycentres in the whole of Surrey.
Achievements and Performance
8. 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
societyas a whole.		 Please refer to Note 2 and it is fair to say that without the availability
of the halls that we have at our disposal for the use by our local
residents, many/most of these meetings and activities would not be
able to go ahead as planned as:
 Our hall hire rates are amongst the lowest (if not the lowest) in
the area so local groups would have to pay more elsewhere and
would then, probably, have to charge their members more
 Other local halls may not have the capacity that we have and
these local groups may find it difficult to find alternative venues
Additional information
9. Achievements against
objectives set		 N/A
10. Performance of
fundraising activities
against objectives set		 N/A
11. Investment
performance against
objectives		 N/A
12. Other As stated before in Note 1, we are part of the local community and
we aim to helpthe local communityin anywaythat we can
Financial Review
13. Review of the
charity’s financial
position at the end of
theperiod		 Please refer to the detailed accounts given in the attachments below.
14. Statement explaining
the policy for holding
reserves stating why
they are held
It is the Trustees’ view that the reserves should provide the
charity with adequate financial stability and the means for it
to meet its charitable objectives for the foreseeable future.
There was no formal reserves policy prior to 2012 so reserves
had been run down to an inadequate level

The Trustees propose to maintain the charity’s reserves to a
level which is at least equivalent to three months operational
expenditure, and have done so having regards to its manner
of operation of likely funding streams

The Trustees are simultaneously working towards a buildings
reserve fund for future major repairs or replacement of the
boiler or roof, both of which could be in excess of one year’s
annual expenditure. The cost for full roof replacement will be
£60,000 at current costs as reserves will work towards this
figure

The management committee review the amount of reserves
that are required to ensure that they are adequate to fulfil
the charity’s continuing obligations on a bi-monthly basis at
their meeting

However, no one could have predicted the Covid-19
pandemic and the effects that it could have / did have on all
sectors of society. It is only through furlough payments that
has allowed the OWCC to remain solvent to the extent that
we have

The OWCC has been able to “ride this particular storm” with
grateful thanks to Central Government and, once Covid-19 is
over, the Trustees will need to formulate financial policy
decisions for future pandemics and interruptions of business.

The much needed refurbishment of the OWCC building is way
beyond our means in terms of the grants which we could
apply for and the reserves that we hold. However, our
embryonic partnership with Woking College and the funds
that are available within this partnership should allow a more
than partial refurbishment of the building and its internal
facilities.
15. Amount of reserves
held		 Based on Note 14, a sum of £20,000 is designated as our reserves
though this is continually under review in light of both Covid-19 and
the refurbishmentplans within ourpartnershipwith WokingCollege.
16. Reasons for holding
zero reserves		 N/A
17. Details of fund
materiallyin deficit		 N/A
18. Explanation of any
uncertainties about
the charity continuing
as a going concern		  All charities which rely on funding from users and from grants
face an uncertain financial future
 The Trustees address this by reviewing the hall hire charges on an
annual basis and, where appropriate, raise these charges
 The Treasurer provides detailed financial reports every month
and at every two-monthly Trustees meeting for scrutiny and
discussion
 However, no one could have predicted the Covid-19 pandemic
and the effects that it could have / did have on all sectors of
society. It is only through furlough payments that has allowed
the OWCC to remain solvent to the extent that we have
 The OWCC has been able to “ride this particular storm” with
grateful thanks to Central Government and, once Covid-19 is
over, the Trustees will need to formulate financial policy decisions
for futurepandemics and interruptions of business
Additional information
19. The charity’s principal
sources of funds
(including any
fundraising)		 The vast majority of income comes from the hire of our halls and we
do, when necessary, apply for grants for large repair and replacement
of items.
20. Investment policy
and objectives
including any social
investment policy
adopted		 N/A
21. A description of the
principal risks facing
the charity		  The increased maintenance costs of this building which was
opened in 1961
 The rising costs of running such a large and energy inefficient
building in terms of all utilities and cleaning costs.
 Vandalism
 The diminishing number of people willing to be volunteers
 The absence of “staff” on site in afternoons and evenings
 And,since March 2020,the effects of covid-19
22. Other The examination of the accounts for the financial year was carried
out in accordance with the general directions given by the Charities
Commission.
This examination included a review of the accounting records kept by
the Charity and a 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 is given as to whether the accounts present a “true and fair
view” and the report is limited to those matters set out in the
statement below.
Independent examiner’s statement (please refer to the attachment
below):
In connection with my examination, no matter has come to my
attention:
(a) which gives me reasonable cause to believe that in any
material requirements:
(i)
to keep accounting records in accordance with
section 130 of the 2011 Act; and
(ii)
to prepare accounts which accord with the
accounting records and comply with the accounting
requirements of the 2011 Act:
have not been met; or
(b) to which, in my opinion, attention should be drawn in order
to enable a proper understanding of the accounts to be
reached.
Structure,Governance and Management
23. Type of governing
document (trust
deed, royal charter)		 Constitution as can be found on our website at:
http://www.oldwokingcommunitycentre.co.uk/about-
us/our-constitution/
24. How is the charity
constituted? (e.g
unincorporated
association,CIO)		 CIO
25. Trustee selection
methods including
details of any
constitutional
provisions e.g.		 Elected at the AGM (which is open to all local residents) as detailed
within the Constitution.
election to post or
name of any person
or body entitled to
appoint one or more
Trustees
Additional information
26. Policies and
procedures adopted
for the induction and
training of Trustees		 The Office Manager(s) will introduce new Trustees to the position
and a different current Trustee provides new Trustees with Charity
Commission documents on responsibilities of Trustees as well as
answering any queries new Trustees have.
During this financial/calendar year, there have been two persons
approached to become Trustees as well as one trustee who retired
from his position. It is felt that the number of nine Trustees is
sufficient to maintain and further the objectives of the OWCC.
27. The charity’s
organisational
structure and any
wider network with
which the charity
works		 The OWCC is structured as such:
 Please refer to Note 34
 The general day to day running of the Centre is undertaken
mainly by Mrs Nunn as the Office Administrator, Mr Marsen as
Chairperson and Mr Hay as Treasurer. They are responsible for
the hall bookings, the financial side of all transactions, general
maintenance together with the employ of professionals, the
security/locking up of the Centre and the maintenance of good
clean order --- including overseeing the paid cleaners.
 The other Trustees attend the regular two-monthly trustee
meetings and advise on issues then and in between if required
 All Trustees are responsible for the OWCC and will, often, meet
and act accordingly
28. Relationship with any
related parties		 There are no official relationships with other charities or
organisations except for those already mentioned above.
However, we do have close working links with the local residents who
hire our halls because we are part of this local community and we
aim to serve the local communityas alreadydetailed above.
29. Other N/A
Reference and Administrative details
30. Charityname Old WokingCommunityCentre
31. Other name the
charityuses		 Old Woking and District Community Centre
32. Registered charity
number		 1164738
33. Charity’s principal
address		 Sundridge Road
Kingfield Woking
SurreyGU22 9AT
34. Names of the charity
Trustees who
manage the charity		 Trustees with office for the entire financial year:

Mr Holger Marsen (Chairperson)

Mrs Tracey Nunn (Secretary & Office Manager)

Mr Ian Hay (Treasurer)

Trustees and committee members for the entire financial year:

Mrs Peggy Goring

Mrs Christine Grant

Mr Norman Johns

Mrs Louise Morales
Trustees and committee members for part of the financial year:

Mr William Forster --- retired at the 2021 AGM

Ms Helen Grant --- elected at the 2021 AGM

Mrs NickyMurza-Murzicz --- elected at the 2021 AGM
35. Office(if any) As above in Note 34.
36. Dates acted if not for
wholeyear		 As in Note 35.
37. Name of person (or
body) entitled to
appoint trustee (if
any)		 The appointment of Trustees is through an election at the AGM
(which is open to all local residents) as detailed within the
Constitution.
Reference and Administrative details
38. Corporate Trustees –
names of the
directors at the date
the report was
approved		 N/A
39. Name of Trustees
holding title to
property belonging to
the charity		 N/A
40. Funds held as
custodian Trustees
on behalf of others		 N/A
41. Description of the
assets held in this
capacity		 The building and the contents within are owned by the OWCC.
42. Name and objects of
the charity on whose
behalf the assets are
held and how this
falls within the
custodian charity’s
objects		 N/A
43. Details of
arrangements for
safe custody and
segregation of such
assets from the
charity’s own assets		 N/A
Additional information
44. Names and addresses
of advisers		 N/A
45. Name of chief
executive or names
of senior staff
members		 N/A
46. Exemptions from
disclosure
and reason for non-
disclosure of key
personnel details		 N/A
Declarations Declarations
47. The Trustees declare
that they have
approved the
Trustees’ report
above.		 The Trustees declare that they have
approved the Trustees’ report above.
Mr Holger Marsen (Chairperson)
Mrs Tracey Nunn (Secretary & Office Manager)
Mr Ian Hay (Treasurer)
Mrs Peggy Goring
Mrs Christine Grant
Mr Norman Johns
Mrs Louise Morales
Ms Helen Grant
Mrs Nicky Murza-Murzicz
Signed on behalf of the Trustees
(Holger Marsen --- Chairman)
Date: 16-02-2022

Further attachments below:

A detailed examination of the accounts for the financial year 2021.

INCOME 2020 2021
Lettings, Deposits, Hires £21,113.59 £31,882.60
Donations £880.00 £0.00
Events £0.00 £0.00
Reversedpayments/Refunds £5,176.78 £1,404.11
Grants £26,000.00 £1,000.00
TOTAL £53,170.37 £34,286.71
EXPENDITURE 2020 2021
Wages £12,859.45 £13,834.29
HMRC & National Insurance £33.96 £0.00
Pension £580.74 £679.24
Training £0.00 £107.98
Others £635.00 £835.00
Gas £5,059.70 £5,538.02
Electricity £3,041.00 £2,054.00
Water & Sewage £563.00 £827.46
Maintenance/Repairs £3,019.20 £3,085.01
Night Cleaning £2,028.00 £0.00
Cleaningsupplies £1,718.39 £1,427.57
PHS(sanitarysupplies) £482.60 £549.14
PumpServices £0.00 £0.00
Waste & Recycling £3,009.44 £2,337.30
Window Cleaning £350.00 £0.00
Security& Fire £3,305.29 £2,985.34
BT Phone & Internet £1,861.80 £1,257.08
Music Licence £253.16 £132.00
Insurance £5,045.48 £5,344.75
Office Supplies £96.76 £19.20
Equipment £519.45 £1,247.60
Audit of Accounts £50.00 £50.00
Legal £0.00 £2,370.00
Advertising £0.00 £9.00
Office Expenses £0.00 £5.40
Ground Rent/payroll to WBC £157.39 £246.04
Events £330.82 £0.00
Donations £170.00 £100.00
AGM Costs £0.00 £42.22
Refunds & returned deposits £3,242.39 £980.00
Anyothers £108.13 £0.00
Bank Charges £118.95 £81.25
TOTAL £48,640.10 £46,144.89
2020 2021
Difference between Income & Expenditure £4,519.90 -£11,858.18
Savings account interest £10.37 £2.81
Profit or Loss £4,530.27 -£11,855.37
Jan 1st ChequingAccount Bank Balance £6,647.29 5677.56
Dec 31st ChequingAccount Bank Balance £5,677.56 9920.50
Jan 1st Savings Account Balance £32,588.65 £38,098.49
Dec 31st Savings Account Bank Balance £38,098.49 £22,000.18
Jan 1st Bank Totals £39,235.41 £43,776.05
Dec 31stBank Totals £43,776.05 £31,920.68

Independent Examiner's Report for the accounts for the

Old Woking Community Centre for the financial year 2021

I am reporting on the accounts of the Old Woking Community Centre (hereafter known as “OWCC”) for the financial year between January 1[st] 2021 and December 31[st] 2021, which are set out on the attached pages.

The accounts have been presented by Mr Ian Hay (Treasurer and Trustee of the OWCC) and have been agreed to by a meeting of the trustees.

Signed: Name:
Ian Hay
Treasurer & Trustee		 Date:
13-1-2022

Respective responsibilities of said members and examiner.

Basis of independent examiner's report

Independent examiner's statement

Signed: Name: Elizabeth Pullen Address: 32 Westfield Avenue, Woking, GU22 9PH Date: 15[th] Jan 2022

---------- End of Report ----------