Poole Sailability
Trustees’ Annual Report
From 1st January 2022 to 31st December 2022
1. Reference and Administrative Details
Charity’s name: Charity Registration Number: Principal office: Email address: Website:
Poole Sailability
1166542 (Registered 14th April 2016) 2 Quarry Road, Wimborne, Dorset, BH21 2NP poole.sailability@gmail.com poolesailability.org.uk
Charitable Objective
To provide and assist in the provision of water-based activities in Poole Harbour and the surrounding area for people with disabilities, in the interest of social welfare and with the object of improving the condition of their lives.
Poole Sailability - Trustee's Annual Report
Charity Trustees
Poole Sailability became a Charitable Incorporated Organisation (CIO) in April 2016, with a Constitution as its governing document. At that time a new board of Trustees was appointed.
All trustees are unpaid.
Trustees for the year ended 31st December 2022
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Trustee Role Elected
Peter Davies Chair March 2020
Vice Chair March 2020
Nicky Pain
Andy Smethurst Treasurer March 2019
David Latimer March 2021
March 2019
Brian Eyres
Nick Berendt March 2021
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Appointment and Election of Charity Trustees
At every annual general meeting of the members of the CIO, one-third of the charity trustees shall retire from office. The charity trustees to retire by rotation shall be those who have been longest in office since their last appointment or reappointment.
Andy Smethurst and Brian Eyres will retire from office in line with our Constitution. Both will be putting themselves forward for re-election at the AGM.
2. Structure, Governance and Management
Organisational structure
The Board of Management of Poole Sailability consists of both trustees and other club officers. The primary focus of the Board of Management is the ongoing governance of the Charity, control of its finances, for setting strategic direction and reviewing progress.
In addition to the Board of Management we have also established an Operations Committee which is responsible for planning and delivery of the annual sailing programme and the maintenance of our fleet.
Affiliation
Poole Sailability is affiliated to the Royal Yachting and is a RYA Sailability Centre.
Risk Management
The Board of Trustees of Poole Sailability believe that sound risk management is integral to both good management and good governance practice. A culture of risk management is embedded throughout the charity.
Poole Sailability - Trustee's Annual Report - 1st January to 31st December 2022
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Poole Sailability - Trustee's Annual Report
Charity Objectives
Poole Sailability implements its charitable object by providing sailing opportunities for people with disabilities, impaired physical health, mental and developmental disorders. The Trustees have had due regard to the guidance from the Charity Commission on Public Benefit, and our activities are in accordance with our charity’s purpose, and are for the public benefit.
We understand from RYA studies that sailing is an ideal way of increasing physical activity. Learning to sail focuses the mind and body in the moment. Sailing boosts self-esteem, improves confidence, and reduces tension and stress. Learning a new skill allows our sailors to momentarily leave their comfort zone and immerse their thoughts on the experience of being out on the water
3. Summary of Main Achievements
Sailing Calendar
Our sailing calendar for 2022 ran from mid April until the end of October. We scheduled almost 100 sailing sessions, a total of over 1,000 individual sailing places.
| | Regular Sailors | 54 | 648 |
|---|---|---|---|
| | Schools | 24 | 288 |
| | Groups | 16 | 192 |
| Totals | 94 | 1128 |
Cancellations
In 2022 we had to cancel about 15% of our sessions due to wind speeds above our safety limits which is higher than in previous years.
Regular Sailing - we define a regular sailing member as someone who attends at least twice in a month. Post pandemic, we are well down on our regular sailing members having about 15 who fall into that category. We have a further 15 who fall into the infrequent sailor category. We managed to achieve boat occupancy in excess of 85%, by introducing trial sails and small groups along with our regular sailor members.
Schools Sailing - in 2022 we worked with two local special needs schools to run sailing sessions for their pupils during their 12 week summer term. Most of the pupils had never been in a boat before so we followed an RYA entry level syllabus to introduce them to sailing. We were delighted that most of the pupils achieved an RYA Entry Level certificate and some went on to the RYA Bronze Level
Groups Sailing - In 2022 we worked with a number of local groups representing both physical and mental disabilities. We were also pleased to include Poole Young Carers, under 18s who provide care for another person. New groups with us this year included the Youth Cancer Trust and the BOWRA Foundation, supporting people suffering from neurological disorders.
Poole Sailability - Trustee's Annual Report - 1st January to 31st December 2022
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Poole Sailability - Trustee's Annual Report
Volunteers
Poole Sailability is entirely run by unpaid volunteers, they are the backbone of what we do, and the time and skills that volunteers bring are invaluable. Volunteers run the sailing sessions, and also all the background activities such as administration, finances, funding, maintenance, etc. In 2022 had 54 active volunteers, the level of commitment and support shown by our volunteers is wonderful to see.
Vessels
Hawk 20 - There were no changes to our fleet of four Hawk 20s during the 2022 season. On occasions we went out with just three Hawks due to non availability of crew members or a maintenance incident. There are no plans to change the number of Hawk 20s in our 2023 season.
Safety Boat - Our Pioneer safety boat was used at all but volunteer training sessions. We recognise that if our safety boat were to be unavailable for any reason sailing sessions would have to be cancelled.
Summary of 2022 Season
In 2022 we sailed more sessions for more sailors than in previous years with a fantastic level of support from our volunteers
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Continuity - Our future at Rockley is still uncertain, the planned re-development at our base has been withdrawn, but a recent buyout by Blackstone, an American alternative investment management company, still leaves our future uncertain.
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Community – we participated in the RYA post pandemic programme to re-connect with our base and re-build local Sailability activity in our area for the benefit of the local community. The task has started but there is still a way to go to get us back to our pre-pandemic regular sailor numbers.
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Youth – this year we engaged with two schools and a young carer group. We need to bring more young people into our regular sailing sessions.
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Partnerships - we have developed strong links with local sailing clubs and where possible like to include them in our sailing programme and other activities.
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Inclusivity – membership fees are maintained as low as affordable to ensure all can participate. As in previous years, we continue to work with carers to give them the opportunity to come sailing as well.
4. Future plans - 2023 and Beyond
Local Need - We need to keep in mind that the need does not go away, in fact it grows. It is estimated that over 18% of the population say that their day-to-day activities were limited by a long term health problem or disability. Some of the most common mental health problems such as depression and anxiety are on the increase, affecting around one in six of the adult population.
Regular Sailors - We need to re-connect and rebuild our regular sailor membership to prepandemic numbers. It is equally important to retain the members that we already have by working with the RYA to match programmes to the ambitions of our sailors.
Poole Sailability - Trustee's Annual Report - 1st January to 31st December 2022
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Poole Sailability - Trustee's Annual Report
Community Outreach – To fulfil our charitable objective we need to continue to focus on schools and disability groups and create pathway for those wishing to take up sailing as a regular sporting activity.
Volunteers - As well as growing our membership, we need to develop the skills of our volunteers through regular training activities. In 2023 we need to increase our safety boat crew numbers and building skills. It is recognised that we need more on-shore volunteers supporting the efficient running of the charity.
5. Financial Review
Expenditure
The main fixed costs are marina fees, insurance, and fleet maintenance. Our fuel bill has increased this year and we made one-off purchases of buoyancy aids and waterproof clothing for our schools programme. There were no other capital purchases this year.
Sources of funds
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Member Contributions - represents less than 25% of our income and we work to maintain fees at an affordable level.
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Grants - we secured some grants towards our general running costs, although most of our grant income was for specific projects or equipment.
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Donations - local organisations and individuals have supported us with donations, particularly appreciated both as this helps our finances considerably, and because of the local support it demonstrates.
Bankers: Lloyds Bank, 3, South Street, Wareham, BH20 4LX
Reserves Policy
Poole Sailability Reserves policy is to hold in reserve funds which cover:
Operational Costs - at the start of 2022 we held a reserve of £12,000 to cover the costs of 12 months operational costs net of membership contributions. We recognise that this amount is above guidelines but reflects the reality of fundraising in the post-Covid environment. Over time we would we plan to reduce this amount to cover at least 4 months’ running costs which will be within Charity Commission recommended range.
Emergency Fund – of £6,000 is held to enable us to cover unplanned maintenance or replacement of any essential equipment quickly. This sum needs to be held in the current account.
Relocation Fund - our future at Rockley is still remains uncertain. We should be secure for the 2023 season but there is a strong possibility that we would have to relocate our Hawk winter storage to another location. In 2023 it would be prudent to build a fund to cover the cost of this relocation. We will need to carry the relocation fund forward into future years until the situation at Rockley becomes clear.
Carry forward to 2023
At the end of our financial year we will carry forward £xx k of unrestricted funds to the start of 2023 to cover operating costs and the emergency fund.
Poole Sailability - Trustee's Annual Report - 1st January to 31st December 2022
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Poole Sailability - Trustee's Annual Report
Declaration
Signed on behalf of the charity trustees:
Peter Davies
Peter Davies Print name Chairman Designation March 2023 Date
Poole Sailability - Trustee's Annual Report - 1st January to 31st December 2022
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Charity Name
Poole Sailability 1166542
Receipts and payments accounts CC16a
For the period Period start date Period end date
To
from 01-Jan-22 31-Dec-22
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 - 2,602 - 2,602 3,321
Donations (Individual) + gift aid 3,647 - - 3,647 5,359
Fundraising/Donations 7,838 - - 7,838 5,055
Interest - - 37
- -
- - -
- - -
- - - - -
Sub total 11,485 2,602 - 14,087 13,772
A2 Asset and investment sales,
etc. - -
Total receipts 11,485 2,602 - 14,087 13,772
A3 Payments
Mooring and Harbour Fees 6,682 - 6,682 2,830
Insurance
2,050 - 2,050 1,987
Administration
775 - 775 337
Training 984 - 984 -
Boat and engine maintenance 5,180 - 5,180 1,168
Fuel
963 - 963 334
Publicity 693 - 693 295
-
- - - - -
- - - - -
Sub total 17,328 - - 17,328 6,951
A4 Asset and investment
purchases, etc. 1,776 - 1,776
Total payments 17,328 1,776 - 19,104 6,951
Net of receipts/(payments) - 5,017 826 - 5,017 6,821
A5 Transfers between funds
- - -
A6 Cash funds last year end 37,669 - 37,669
Cash funds this year end 32,652 - 32,652
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CCXX R1 accounts (SS)
30/06/2023
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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 Independent review by B3 Investment assets Details B4 Assets retained for the charity’s own use Details Outboard engines (6) Hawk 20 storage cradles Signature Signed copy on file Waterproof clothing Set of sails Pioneer Safety Boat (Malcie) Storage sheds(2) Hawk 20 Dayboat (Nadia) Hawk 20 Dayboat (Twin Sails) Hawk 20 Dayboat (Blue dolphin) Hawk 20 Dayboat (Valentine) B2 Other monetary assets Details Total cash funds (agree balances with receipts and payments account(s)) Details Current accs. Savings accs Petty cash B1 Cash funds |
Unrestricted funds Restricted funds to nearest £ to nearest £ 12,576 - 20,000 76 - 32,652 - Unrestricted funds Restricted funds to nearest £ to nearest £ - - - - Fund to which asset belongs Cost (optional) - - Fund to which asset belongs Cost (optional) Unrestricted 15,220 Unrestricted 15,260 Unrestricted 9,914 Unrestricted 7,253 Unrestricted 12,627 Unrestricted 2,317 Unrestricted 3,240 Unrestricted 1,506 Unrestricted 291 Unrestriced 1,485 Vantage Accounting Print Name Andrew Smethurst Peter Davies |
Endowment funds to nearest £ - - - |
|---|---|---|
| - | ||
| Endowment funds to nearest £ - - Current value (optional) - - Current value (optional) Date of approval 12-Jun-23 13-Jun-23 12-May-23 |
CCXX R2 accounts (SS)
30/06/2023
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