## **BARFORD YOUTH & COMMUNITY CENTRE** ## **Charity Number: 1166022** _(a Charitable Incorporated Organisation)_ ## **Trustees' Annual Report and Financial Statements for the Period 1[st] April 2021 to 31[st] March 2022** **June 2022** ## **Reference & Administration Details** ## **Charity name: BARFORD YOUTH & COMMUNITY CENTRE** Charity number: 1166022 Charity's operating address: The Scout Hut, Wasperton Lane, Barford, Warwick CV35 8DT Charity’s contact address: 37 Dugard Place, Barford, Warwick CV35 8DX ## **Names of the Charity Trustees who manage the Charity** |**_Trustee Name_**|**_Office_**_(if any)_|**_Appointed_**|**_Retired_**| |---|---|---|---| |**Mr Rod Scott**|**Secretary**|**03.06.19**|| |**Mrs Alex Farr**|**Treasurer**|**16.04.18**|| |**Mr Ian Paterson**|**Chairman**|**28.09.20**|**-**| |**Mr Ed Butlin**||**09.09.19**|| |**Mr Martin Russell**|**Group Scout Leader**|**_Ex officio_**|**-**| |**Mrs Jane Scott**|**Church Warden**|**_Ex officio_**|| |**Vacant**|**Guiding representative**||| |**Mrs Wendy Barlow**|**Co-opted**|**10.01.22**|| |**Mr John Murphy**|**Co-opted**|**10.01.22**|| Mr Russell and Mrs Scott are _ex officio_ Trustees as the representatives by their position of the Barford Scout Group and the local Church, respectively . Mrs Barlow and Mr Murphy were co-opted at the Trustee’s meeting on 10.01.22. Mrs Barlow’s appointment is for ratification at the charity’s AGM on 27[th] June 2022. Also at the AGM there is a resolution to amend the charities Charity’s ? Constitution to add a further ex officio Trustee, a representative of the local Joint Parish Council (JPC); if the resolution is agreed, Mr Murphy (who is Vice-Chair of the JPC) will become an ex officio Trustee. The Trustees of Barford Youth & Community Centre met 4 times during 2021/22. The charity’s AGM was held on 13[th] September 2021. According to the charity’s constitution, one third of the elected Trustees is required to resign each year, but may be re-elected if eligible. At the AGM on 13th September 2021 , Mrs Farr resigned, but was willing to be re-elected and, being eligible and there being no other candidates, she was re-elected unanimously by the members on a show of hands. Also at the AGM on 13[th] September 2021, Mr Paterson was elected to be Chairman (succeeding Mr Scott) and Mr Scott was elected to be Secretary (succeeding Mr Paterson) **Structure, Governance & Management** ## **Description of the Charity's Trusts** **Type of Governing Document:** Constitution **How the Charity is Constituted:** Charitable Incorporated Organisation **Trustee Selection Methods:** The ex officio Trustees are the Group Scout Leader and Church Warden. The ex-officio position for a Guide Leader is currently vacant. It is planned to create a further ex officio post, for a representative of the Joint Parish Council The elected Trustees are selected from the users of the Barford Youth & Community Centre. The Chairman, Treasurer and Secretary of the Group, as elected by its members, are typically elected (rather than ex officio) Trustees). **How New Trustees are** New Trustees are inducted through explanation of their roles, **Inducted and Trained:** responsibilities and accountabilities according to the charity’s Constitution. They are guided to the information available for Trustees on the Charities Commission website . ## **Objectives & Activities** ## **Summary of the Objects of the Charity as set out in its Governing Document** The objects of the CIO are, without distinction of political, religious or other opinions, - 1) To promote the development of young people in achieving their full physical, intellectual, social and spiritual potentials as individuals, as responsible citizens and as members of their local, national and international communities by providing a building and related facilities (the “Barford Youth & Community Centre”) for meetings and activities of the local Scouting and Guiding groups and providing other support to those Groups; and - 2) To provide a building and related facilities in the interests of social welfare for educational, recreational and other leisure time activities by the residents of Barford and neighbouring communities in the south of Warwickshire with the object of improving their conditions of life, and providing other support for such activities. If necessary to resolve any conflict or overlap in use of resources or finances, including requests for use of the building and facilities, Objective 1) shall have priority over Objective 2) _Note: There is currently no active Guiding Group_ ## **Summary of the Main Activities Undertaken for the Public Benefit in Relation to the Charity's Objects** Barford Youth & Community Centre (BYCC) provides and manages a venue (the “Scout Hut”) for activities vital to the local community. This includes several, regular groups providing meetings and activities for various sections of the local population. The venue and facilities are also in regular, frequent use for meetings of the Barford Scout Group. BYCC pays for the running (utilities, insurance, etc.) and maintenance of the building and facilities used for these various meetings and activities. BYCC also provides some limited financial support in paying for Scout Group leaders’ uniforms, training and annual membership fees to the Scout Association. Use of the site of the building is by Lease from the Diocesan Trustees for the Diocese of Coventry and the Rector and Church Wardens of St. Peters’ Church Barford. The venue and facilities are also used for many other, local community activities on a regular and occasional basis. The present building is well over 30 years old and in great need of replacement. BYCC is engaged in a major project to replace the existing hut with a new, larger, energy efficient and cost effective building with disabled access that meets current building and environmental standards (the “Youth & Community Centre” Y&CC) . The management of this project is via a Y&CC Committee which has met as required to monitor the progress. A Project Manager (appointed by the Trustees at the start of 2019/20 and renewed in July 2021 as a rolling contract on 3 months’ notice) reports regularly to this Committee and attends its meetings; the Committee then reports to the Trustees. ## **Additional Details of Objectives & Activities:** Barford is a small, rural village in south Warwickshire, which has expanded significantly in recent years through new housing developments. It is some 5 miles from the nearest towns and has very few social or recreational facilities for the local people. With limited public transport links to the urban centres, it is recognised by Warwick District Council as suffering a degree of ‘rural isolation and deprivation’. BYCC provides and manages the venue and facilities for a wide range of local community activities and meetings. These include the regular meetings of the weekly Hut Café, monthly Family Cafe, and of the local Art Group and Sewing Group. In providing the location for the Barford Scout Group, BYCC supports the educational, physical, emotional and ethical development of around 100 young people from the village and surrounding local area. The District Scouts Explorers Group is also based here. The venue is also frequently used for local Church meetings, a ballet class, and small local private functions such as birthday parties and christening parties. Without the venue and facilities provided by BYCC, none of these highly beneficial activities for the local community would be able to continue. The project to manage and fund a new building to replace the Scout Hut will increase the benefit provided and be suitable for increased use for a wider range of local community activities. For example, the weekly Hut Café is attended by 30 to 40 local people, many of whom are elderly. It enables them to meet and socialise (thus enhancing their quality of life). The local Art Group meets weekly and is well attended. An ecological group (Bar Zero) use the hut monthly as a meeting place to bring broken items for repair and provides tea and cakes while they wait! The former Baby & Toddler Group has evolved into a monthly young family group and is enjoyed by many young children and their parents/carers. The building is also used d for Bingo Evenings, which are enjoyed by 30 or more local people of all ages, and on an occasional but frequent basis as the venue for village people to hold events such as birthday parties and other celebrations, jumble sales and amateur drama rehearsals. BYCC hence serves the needs of local people across a very wide age range and provides great benefit to the local community as a whole . **Achievements & Performance** ## **Statutory Declaration** The trustees declare that they have complied with their duty to have due regard to the guidance on public benefit published by the commission in exercising their powers or duties. ## **Summary of the Main Achievements of the Charity for the Year 2021/2022** During the period covered by this Annual Return, the operation of the Scout Hut and the activities of the many local community groups using it began recovery from the previous year in line with the relaxation of COVID 19 restrictions. The users of the hut were encouraged to meet outside (if possible) keep doors open and maintain social distancing. The charity’s major project to replace the existing building with the new Youth & Community Centre (Y&CC) was been very severely affected by the COVID pandemic, with limited opportunity for local fundraising or to apply for grants from major funding sources. Despite the impact of the COVID pandemic, important progress was made with the Youth & Community Centre project, with the continuing support of the local community and of the Project Manager and advisors: - Professional advisors have provided reports, specifications and costings (including architect, structural engineer, mechanical & electrical engineer and quantity surveyor). - Further engagement with the local community and Hut users, to understand views on user needs, communicate progress and consider the overall design and specification. This has included displays at local events and open evenings to ensure information about the project is available to all - Written Statement of Investigation for archaeological survey prepared and submitted; - Various local fundraising events, including an online auction of art works - Application for funding, with full Business Plan, submitted to Warwick District Council and discussed constructively with them (the Council is expected to confirm in mid-2022 its funding commitment for 2023/24); As part of this work with Warwick District Council, the charity has strengthened its links with the local Joint Parish Council (JPC) and the JPC has increased its funding commitment to the Y&CC Project; - Successful bid for £65,000 to the Warwickshire County Council Greenshoots Fund; - In additional to local fundraising and donations, the Y&CC Projected gained significant funding from two significant, anonymous donations. The current economic and fiscal conditions, following Brexit and the Covid pandemic and with war in Ukraine, mean the Y&CC Project faces major challenges. Construction material and contractor costs are seeing unprecedented increases. Given this, the Y&CC Committee is assessing revised costings information from the professional advisors and reporting to the Trustees on opportunities for value engineering. ## **Financial Review** ## **Brief Statement of the Charity's Policy on Reserves** The Charity operates three current bank accounts and one savings account. The three current accounts are used separately for: - the receipts from charging for use and the expenses of operating the existing Scout Hut (utilities, cleaning, insurance, etc.) - to hold the funds for and meet the expenses of progressing the new Youth & Community Centre project - to manage the charity’s 200 Club (funds received from the annual cost for individuals to take part and to pay the quarterly prize monies) At the decision of the Trustees, surplus funds not needing to be kept in the accounts prudently to ensure the continuing operation of the Scout Hut and the 200 Club may be transferred to the Youth & Community Centre Fund. The savings account holds a residual amount from the establishment of the current Scout Hut; its funds will also be used towards final completion of the new Youth & Community Centre. ## **Details of Any Funds Materially in Deficit** None ## **Statutory Notes to the Accounts** ## **Particulars of Any Outstanding Guarantee Given by the CIO** The Lease on the building is for 30 years from 2[nd] October 2017, at an initial cost of £100 per annum (with five-yearly increase in line with RPI inflation) ## **Particulars of Any Outstanding Debt** None . ## **Declaration** ## **The Trustees declare that they have approved the Trustees' Report above.** Signed on behalf of the Charity's Trustees ## **Signature(s):** **Full** Ian Stuart Cunningham Roderick Andrew Scott **Name(s):** Paterson **Position(s):** Chairman and Trustee Secretary and Trustee **Date:** June 2022 June 2022 **Independent Examiner’s Report on the Accounts** The Annual Accounts have been independently examined; the examiner had no comments to make to the Trustees. **----- Start of picture text -----**
Charity Name No (if any)
BARFORD YOUTH AND COMMUNITY CENTRE 1166022
Receipts and payments accounts CC16a
For the period Period start date Period end date
To
from 01/04/2021 31/03/2022
Section A Receipts and payments
Unrestricted Restricted Endowment
Total funds Last year
funds funds funds
to the nearest £ to the nearest £ to the nearest £ to the nearest £ to the nearest £
A1 Receipts
Grants 32,409 1,500 - 33,909 14,522
Donations (Gift Aided) - 44,446 - 44,446 1,166
Donations (non Gift Aided) 5 42,263 - 42,268 297
Claimed Git Aid - 10,967 - 10,967 891
Rental 1,526 - - 1,526 330
Fundraising (net of costs) - 5,976 - 5,976 3,851
200 Club - 837 - 837 1,651
Water supplied 486 666
Interest 1 18
Other 221 - - 221 -
Sub total (Gross income for
AR) [ 34,646 ] 105,989 - 140,635 23,391
A2 Asset and investment sales,
(see table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 34,646 105,989 - 140,635 23,391
A3 Payments
Utilities - Water 510 - 510 683
Utilities - Electricity 106 - - 106 616
Rates 22 - - 22 -
Insurance 1,206 - - 1,206 1,161
Lease 100 - - 100 -
Maintenance 116 - - 116 637
Subsidies to Scout Group 173 - - 173 -
Transfer of 200 Club funds - - - - 727
Project Manager / Fundraiser 13,040 11,953
Architect 4,251 4,053
Consultants 1,638 2,610
Other 44 98 - 142 1,685
Sub total [ 2,276 ] 19,027 - 21,303 24,124
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - - -
Total payments 2,276 19,027 - 21,303 24,124
Net of receipts/(payments) 32,370 86,963 - 119,333 - 733
A5 Transfers between funds - 42,500 42,500 - - -
A6 Cash funds last year end 17,513 34,114 - 51,627 -
Cash funds this year end 7,383 163,576 - 170,960
**----- End of picture text -----**
CCXX R1 accounts (SS) 25/07/2022 1 ## **Section B Statement of assets and liabilities at the end of the period** |**Categories**
Signed by one or two trustees on
behalf of all the trustees
**B5 Liabilities**
**B3 Investment assets**
**B2 Other monetary assets**
**B4 Assets retained for the**
**charity’s own use**
**B1 Cash funds**|200 Club Acct'
**Details**
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
Current Acct - Nat West 6653 0709
Deposit Acct _ Santander XXXXXX
Project Acct 0 Nat West 3851 0847
**Details**
**Details**
**Details**
Signature|**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**7,383**
**-**
**7,922**
**2,488**
**-**
**153,166**
**7,383**
**163,576**
OK
OK
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**funds**
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**funds**
**to nearest £**
**to nearest £**
**-**
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Print Name|**Endowment**
**funds**
**to nearest £**
**-**
**-**
**-**| |---|---|---|---| ||||**-**| ||||OK| ||||**Endowment**
**funds**
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Date of
approval| CCXX R2 accounts (SS) 25/07/2022 2 CHARITY COMMISSION FOR ENGLhND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Rep)rt to the trustse rn8mb•rn ol Barford Youth and Communty Centre On accounts for the year ended 31 March 21Y22 Cha￿ty no Iwanyl 11th122 Setout on pages l ￿pOrt to the truste•s on my examSnatK)n ofthe acctyjnts ofthe above chafity llhg TrusVI for th8 year ended 3110312022. Respon8ibllItl￿ and basls of roport AS the charitys tnJ8tees, you are responsiblts forthe preparation of the acwunts in accordance the wuirements ofthe Chanties Act 2011 llhe Act"i. I report in ￿peCt of my examiration of the Trust's a¢counts carried out under section 145 of the 2011 Act and in Carrying out my examination. I have folh)wed 811 the apSY1¢ab￿ Direction8 given by tha Charity Commission und8r section 14515llbl of the Act. Ind•pond•nt oxaminorfs 8tstemont 4pP1b•￿ 0818t81 l ifnot applKabl8. I have com*t8d my examination. I confirm th8t no material matttsrs have corne to my attention in conneL￿On with the examination (other than tI￿t disdosed telow'l whith 9i¥es me cau58 to bel*ve that in. any material respect.. the 8ccoun￿n9 records **re not kept in accordanc• with 8er*on 130 ofthe Chants"es AL*,. or th8 acwunts d>d not accord wth the accounting records,. or accounts dKI not cornply with the applicat￿e requirem6nts conceming the tomi and cont¢nt of a￿Ul115 spl out in the chart1￿8 IAccounts and Rewrtsl Regulations 2008 otherthan any requirement that the accounts give a tru8 and fair viewwhi¢h is not a matter considered as part of an Ind8Fendent exatnination. I have no eonc8ms and have eome awss no other matters Sn conngdion wilh the ex8rninatron to whieh attention should be drawn in this report in orderto ena￿e a Kroper understanding of the aecounts to te reathèd. ' Please d6l&te th8 th• bthets rfthèydo nrtappty. s￿ned. D•t•: 31 May 2022 Narn•: Douglas F Wame R•l•vant profemlonaj quaiineatlonl$l or ljody IER Oct 2018 Ilf any): Addre￿. 9 Churth Lane Barford Warwi& CV35 8ES Section B Dis¢ltssure Only cornplete rf the exarniner needs to highlight material rnatte￿ of concem (Bee CC32. Independent wminat40n of charlty ar£ount8'. direc*on8 and gUKlan￿ for examiners). Givè here brlddetalls of any Items that the •xamln•r wb•hM to dlsclos•. I questiorr6 raised by me have Ixgn ¥*i8factority ￿$w￿red and ￿1Ved by BYCC treawrer. IER Oct 2018