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2023-07-31-accounts

REGISTERED CHARITY NUMBER: 1168134

REPORT OF THE TRUSTEES AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 JULY 2023 FOR ST CUTHBERT’S SOCIETY JUNIOR COMMON ROOM

Ribchesters Chartered Accountants Finchale House, Belmont Business Park Durham City DH1 1TW

ST CUTHBERT’S SOCIETY JUNIOR COMMON ROOM

CONTENTS OF THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 JULY 2023

Page
Report of The Trustees 2-7
Independent Examiner's Report 8
Statement of Financial Activities 9
Balance Sheet 10
Notes to the Financial Statements 11-14
Detailed Statement of Financial Activities 15

1

ST CUTHBERT’S SOCIETY JUNIOR COMMON ROOM

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 JULY 2023

The Trustees present their report with the financial statements of The Charity for the year ended to 31 July 2023. The Trustees have adopted the provisions of Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities, preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS102) (effective 1 January 2019).

TERMINOLOGY

For the avoidance of doubt, please note that hereafter:

OBJECTIVES AND ACTIVITIES

Objectives and aims

We provide social, cultural, sporting and recreational activities and forums for discussion and debate for the personal development of students. We are also committed to equality by pursuing equal opportunities and equal access policies to our student associate members in line with our democratic operation.

Significant activities

As always, The Society was committed to organising a wide range of inclusive social events, furthering the social education of students during the academic year 2022-2023.

We started the academic year with Fresher’s Week. We continued to run the anti-racism workshops that were introduced last year, as well as the usual consent workshops.

We faced some challenges during the week regarding accommodation allocations, and the way some events were run. We undertook extensive investigations into the issues raised, in conjunction with the College, and learned valuable lessons. These have led to changes in procedures - particularly in how accommodation is allocated.

We established a Cost of Living Working Group, that made recommendations to College and the University on how best to support students struggling financially. We implemented several of our own measures to alleviate the impact on students, such as extending our non-means tested participation fund.

Sadly the President of the Society stepped down from their role for personal reasons in December 2022. This meant the JCR Executive Committee needed to take on a significant amount of additional work for several months. This entailed a large amount of support to each other, and the wider student community, and I am deeply grateful to the Executive, and all our volunteers, for their hard work, commitment and resilience during this time.

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ST CUTHBERT’S SOCIETY JUNIOR COMMON ROOM

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 JULY 2023

The Board of Trustees held a number of meetings during this period, and decided initially to approach the candidate who came second in the 2022 Presidential Election to see if they would be interested in returning to our Society. We were delighted that Ben Thomas agreed. He was elected as President of the Society for the remainder of the Academic Year, joining in February 2023.

A new building at Parsons Field, the Tom Percival Annexe, was opened in January 2023. Although the Annexe was built by the University, it was agreed with College that we will have access to the space and be able to use it to carry out our activities. As a larger space it has given us greater potential to carry out academic events and showcase the music and theatre activities that we run.

Over the rest of the academic year we ran a number of successful events that bought students together. Our Outreach Committee ran a number of successful charity fundraising events. This included a ‘Take Me Out’ event, and a 24hr run in the summer. Our annual Murder Mystery Formal, organised by our PGM President in conjunction with their PGM Committee, had a team of 15 writers and actors who put on a well-attended and successful evening. Our largest in-College fundraising event, the Feast of St Cuthbert, was attended by over three-hundred students, and featured live music, inflatables, and a 3 course meal.

One of the bigger changes that was made towards the end of the financial year was the decision to remove our second employed position, the FCO. This role has been replaced with a volunteer student-role, that of the JCR Treasurer, with some of the FCO’s responsibilities, especially around compliance, being given to the President of the Society.

In May we worked with Durham SU to launch a campus-wide campaign on Common Room financial sustainability, which culminated with a referendum that achieved 9% turnout and resounding support for more financial support from the University to our charity. That success was noted at Durham University Council, and conversations are still ongoing.

During exam season we ran our ‘Stress Less’ campaign, which involved a visit from a petting zoo, free ice-cream, a Eurovision watch party, and other wellbeing activities that allowed students to come together and relax during what can often be quite a stressful time of year.

Our annual Summer Ball was held at Hardwick Hall Hotel, which featured a three-course meal, fairground rides, entertainment, live music and DJs. Cuth’s Day was held at 12 South Bailey, featuring free food, live music, entertainment and a silent disco. After some minor problems with the security company we had used for this event last year, we have now moved to using a different security company, and we had no similar problems this year. Both events were successful on the whole, and provided an excellent ending to the academic year.

After negotiations with College, we managed to secure what was formerly the gym at 8 South Bailey as a new office for the Executive Committee. This was completed in May and has thus far proved to be an extremely valuable asset, allowing the President and their Executive Committee to work together more collaboratively and work closely towards our development goals.

The JCR runs over 40 different sports clubs and societies which allow student associate members to try new sports or interests, thereby enriching their educational and cultural experience during their time at Durham University. We are committed to ensuring these opportunities are accessible to all. Sports and societies continued to have good engagement and participation. We operate on a 50:50 subsidy system, whereby half the cost of a student associate member taking part in a sport or society is covered by the individual, and half is covered by the JCR. This means that we can keep most sports and societies memberships below £15 for the year. Where membership of a sport or society costs over £20 per year, any additional cost over £20 is matched 1:3 by the JCR. This is reinforced by the JCR’s Participation Fund, a non-means tested fund which any JCR member can apply to in order to receive up to £200 funding towards participation in a JCR or University sport or society. In June we held our Sports & Socs Formal, where we give out awards to recognise the contribution of volunteers who worked so hard to keep The Society operating throughout the year.

We maintained a good proportion of the services we typically offer, including peer welfare support for personal issues, sports teams and societies, gyms, library, and representation of student views to The University and beyond. The emphasis on these, as with all other activities of the JCR, is that of student leadership and ownership. Our student associate members are expected and encouraged to initiate, participate in, and lead our activities.

3

Public benefit

We have adopted a strong democratic internal structure that places its operation securely in its student associate members’ hands. This structure allows us to work for the public benefit. Our standpoints on equality and openness allow us to foster a culture of acceptance amongst student associate members, many of whom volunteer in some capacity for the benefit of others in The University or as part of The JCR, which allows us to be strong members of the local and academic community. We keep this public benefit in mind when organising large social events that are open to all members of the public and support the welfare of our students so they can continue to work at their studies and remain part of the community in Durham.

When we fund sports and societies this allows student associate members to try new sports or activities in which they would otherwise not have had the opportunity to participate. We have many over a hundred volunteer positions that are elected or appointed, allowing anyone to apply irrespective of previous experience, and enrich the community as well as benefit them individually.

We take no political stance other than to represent our student associate members in order to maintain an inclusionary policy. We operate library and gym facilities that can be accessed by our student associate members to enhance their educational or recreational activities.

From 1 April 2008, section 4 of the Charities Act 2006 requires all charities to meet the legal requirement that its aims are for the public benefit. The Charity Commission states that there are two principles to be met in order to show that an organisation’s aims are for the public benefit: firstly, there must be an identifiable benefit or benefits and secondly that the benefit must be to the public or a section of the public. The Trustees confirm that they have complied with the duty to have due regard to The Charity Commissioner’s guidance on public benefit.

FINANCIAL REVIEW

As the financial statements below indicate, The Charity has a sound financial base. One of the aims of The Trustees is to secure the long-term future of The Charity by careful and prudent management of its assets. As of 31 July 2023 The Charity has net assets of £134,472.

Our reserves remain invested into low-risk savings accounts, so that we earn a small amount of interest and our cash does not depreciate sitting in a current account. The institutions we deposit with are covered by the Financial Services Compensation Scheme, and our deposits are below the per-institution cap for that scheme.

It is of course our intention to avoid running a deficit at all costs, and all current projections for the upcoming year show that we should end up in a healthier position.

RESERVES POLICY

We aim to hold reserves at least equal to that of the Levy and the Composition Fee that we receive from Durham University, which helps us to ensure that we could continue to meet our financial commitments to the Sports and Societies and contractual obligations to our employees if we received no funding from The University and none was received from our student associate members. This currently equates to £66,000 (that is the £16,000 we expect as a university grant and the £50,000 we raise from student levies.

STRUCTURE, GOVERNANCE AND MANAGEMENT

Governing document

Throughout the period the organisation was controlled by its governing document - the St Cuthbert’s Society JCR Constitution - adopted on 1 January 2016. The St Cuthbert’s Society JCR Constitution required there to be a minimum of three external Trustees. The byelaws require there to be up to 7 external Trustees and up to 3 student Trustees, as well as the President of the Society and one other elected member from within the Executive Committee to sit on the Board with the specific aim of using this role to provide further diversity to the Board.

The external Trustees are appointed by interview, the student Trustees are appointed by election by The JCR student associate membership, other than the Executive Committee student Trustee who is elected from within the Executive Committee of the JCR. The term of Trustees is a maximum of 4 years for external Trustees and 1 year for student Trustees. External Trustees may serve a maximum of 2 terms. Student Trustees may serve a maximum of 2 terms.

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ST CUTHBERT’S SOCIETY JUNIOR COMMON ROOM

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 JULY 2023

Induction and training of new Trustees

Student Trustees are elected with a vote of student associate members following a general meeting. The Executive Committee student Trustee is elected to their Executive Committee role following a general meeting, and then elected to the Board of Trustees once the Executive Committee is called to meet. External Trustees are voted upon in general meetings of the Trustee Board, holding their position for up to four years. Trustees are given in-house training on their responsibilities as well as the governing structure of Cuth's JCR. Training is delivered by the Chair of Trustees, in collaboration with The President of the Society and Student Trustees. The day-to-day management of The Charity is undertaken by The JCR Executive Committee, chaired by The President of the Society.

Organisational structure

The JCR elects student associate members to serve on The JCR Executive Committee, which acts as a Management Committee. The JCR Executive meets at least thrice-termly and there are various additional committees, including those responsible for overseeing or managing matters related to finance, music facilities, governance, outreach and welfare etc. All major financial decisions must be ratified by a JCR General Meeting, open to all student associate members, with the majority of policy, planning, and strategic decisions being reported on or ratified in JCR Meetings. The largest financial decisions must be referred to, and approved by, the Board before the charity is committed. Prior to this, such matters will have been discussed by The JCR Executive who may seek guidance from The Trustees where appropriate. Minutes of Executive and General Meetings of the JCR are freely available on our website. Operational decisions on a day-to-day basis are made by the appropriate people who have responsibility for their areas of activity.

Related parties

The Society elects a member to sit on Durham SU Assembly, their major policy-making body. The Durham SU also provides wider representation for student associate members to the University, and offers guidance and support to the JCR.

The JCR is partnered with St. Cuthbert’s Society, one of Durham University’s colleges, both of which provide space and facilities to student associate members. We partner with The University on the organisation of certain activities and events, such as post-offer open days, and academic and social events. We accept funding from Durham University, based on the number of students within St Cuthbert’s Society. We have strong links with St Cuthbert’s Society Senior Common Room, The Fellows of St Cuthbert’s Society and St. Cuthbert’s Association (an organisation for alumni of St Cuthbert’s Society).

The JCR is a member of NCVO (The National Council for Voluntary Organisations).

Risk management

The Trustees have a duty to identify and review the risks to which The Charity is exposed and to ensure appropriate controls are in place to provide reasonable assurance against fraud and error.

We have also rewritten and updated our Business Continuity Plan, as well as our process for reviewing policies to ensure that they are updated on a regular basis.

We work with Durham University as a health and safety business partner, complying with relevant University regulations to collaboratively safeguard our student associate members and manage reputational risk.

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ST CUTHBERT’S SOCIETY JUNIOR COMMON ROOM

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 JULY 2023

REFERENCE AND ADMINISTRATIVE DETAILS Registered Charity number 1168134

Principal address

Durham University St. Cuthbert Society 12 South Bailey Durham Co. Durham DH1 3EE

Trustees 2022-2023

( indicates student Trustees) Thomas Fletcher-Manuel (Chair) March 2020 – March 2023 (elected Chair July 2021) Gregory Kyle-Langley (Chair) January 2022 – present (elected Chair March 2023) Kirstin McCann (President) August 2022 – December 2023 Benjamin James Thomas (President) February 2023 – present Chiedza Mhondoro September 2020 – present Gareth Davies January 2022 – November 2022 Thomas Francis Coker September 2022 – present Anthony Charlton November 2022 – present Rebecca Malczewski November 2022 – present Karri Kasperi Vuori November 2022 – present Joseph Verdin August 2022 – July 2023 Cameron Frazer August 2022 – present Samuel James Bache August 2022 – present MK Aaroey September 2022 – July 2023 Benjamin Walton December 2023 – present Jack Simmonds July 2023 – present

Independent examiner

Robert Ribchester, FCA MA Ribchesters, Chartered Accountants Finchale House Belmont Business Park Durham DH1 1TW

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ST CUTHBERT’S SOCIETY JUNIOR COMMON ROOM

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 JULY 2023

FUTURE DEVELOPMENTS

We continue to work closely with our fellow independent common rooms to engage with the University in a productive way. We have plans to deepen links with those other common rooms at Board level to improve efficiency and effectiveness - particularly considering whether a shared services model could be established.

The Board is working more closely with the Alumni Association and the Development Officer to improve engagement with Alumni, and is building a strategy to raise significant funds to further our charitable aims. We continue to receive support from an alumnus to support our Music Room, and the performance of live music at the Society, and are keen to find further interested donors.

The Board is further focused on moving the organisation into a more financially sustainable position, after some years of deficit following the pandemic. This will be a top priority for the Academic Year 23/24.

Last year’s report said we would work on reducing turnover of external trustees, and I’m pleased to say that we are in a better position here now, with more stability. We continue to pay close attention to the diversity of our Board, particularly that of external trustees, in terms of gender, race, experiences, professional expertise, amongst other areas.

We all aim to run St Cuthbert’s Society JCR well, and to hand it on to those that follow us in a better condition than we found it.

ON BEHALF OF THE BOARD OF TRUSTEES :

Greg Kyle-Langley Chair of The Board of Trustees St. Cuthbert’s Society JCR

Xx April 2024 3 May 2024

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INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF ST CUTHBERT’S SOCIETY JUNIOR COMMON ROOM

Independent examiners report to The Trustees of St Cuthbert’s Society Junior Common Room

I report to The Charity Trustees on my examination of the accounts of St Cuthbert’s Society Junior Common Room for the year ended 31 July 2023.

Responsibilities and basis of report

As The Charity Trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ('the Act').

I report in respect of my examination of the Trust's accounts carried out under section 145 of the Act and in carrying out my examination I have followed all applicable Directions given by The Charity Commission under section 145(5)(b) of the Act.

Independent examiner's statement

I can confirm that I am qualified to undertake the examination because I am a registered member of the ICAEW which is one of the listed bodies.

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

true and fair view which is not a matter considered as part of an independent examination.

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn to enable a proper understanding of the accounts to be reached.

Robert Ribchester, FCA MA Ribchesters, Chartered Accountants Finchale House Belmont Business Park Durham DH1 1TW

XX April 2024

The notes form part of these financial statements

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ST CUTHBERT’S SOCIETY JUNIOR COMMON ROOM

STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31 JULY 2023

Unrestricted Restricted 2023
 2022
funds funds Total funds Total funds
Note £ £ £ £
INCOME AND ENDOWMENTS FROM:
Donations and legacies 2 44,333 - 44,333 34,235
Other trading activities 3 213,720 - 213,720 196,558
Investment income 4 475 - 475 793
Total incoming resources 258,528 - 258,528 231,586
EXPENDITURE ON:
Raising funds - - - -
Charitable activities
Costs of charitable activities 5A 286,275 - 286,275 275,983
Total resources expended 286,275 - 286,275 275,983
NET INCOME/(EXPENDITURE)
(27,747) - (27,747) (44,397)
RECONCILIATION OF FUNDS
Total funds brought forward 162,219 - 162,219 206,616
TOTAL FUNDS CARRIED FORWARD 134,472 - 134,472 162,219

9

ST CUTHBERT’S SOCIETY JUNIOR COMMON ROOM

BALANCE SHEET AT 31 JULY 2023

Unrestricted Restricted 2023 2022
funds funds Total funds Total funds
Note
£		 £ £ £
FIXED ASSETS
Tangible assets
8		 6,739 - 6,739 12,297
CURRENT ASSETS
Debtors 61,154 - 61,154 12,342
Prepayments and accrued income 1,496 - 1,496 1,972
Cash at bank and in hand 114,629 - 114,629 184,293
177,279 177,279 198,607
CREDITORS
Amounts falling due within one year 9 (49,546) - (49,546) (48,685)
NET CURRENT ASSETS 127,733 - 127,733 149,922
TOTAL ASSETS LESS CURRENT
LIABILITIES 134,472 - 134,472 162,219
NET ASSETS 134,472 - 134,472 162,219
FUNDS 10
Unrestricted funds 134,472 162,219
Restricted funds - -
TOTAL FUNDS 134,472 162,219

The financial statements were approved by the Board of Trustees on …………….. and were signed on its behalf by: 3 May 2024

Greg Kyle-Langley Chair of The Board of Trustees St. Cuthbert’s Society JCR

3 May 2024

10

ST CUTHBERT’S SOCIETY JUNIOR COMMON ROOM

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 JULY 2023

1. ACCOUNTING POLICIES

Basis of preparing the financial statements

The financial statements of the charity, which is a public benefit entity under FRS 102, have been prepared in accordance with the Charities SORP (FRS 102) 'Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019)', Financial Reporting Standard 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland' and the Charity Act 2011. The financial statements have been prepared under the historical cost convention.

Income

All income is recognised in the Statement of Financial Activities once the charity has entitlement to the funds, it is probable the income will be received and the amount can be measured reliably.

Expenditure

Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all cost related to the category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resources.

Tangible fixed assets

Depreciation on fixtures, fittings and equipment is provided at 20% on cost in order to write off each asset over its estimated useful life.

Taxation

The charity is exempt from tax on its charitable activities.

Fund accounting

Unrestricted funds could be used in accordance with the charitable objectives at the discretion of the Trustees.

Restricted funds could only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes.

Further explanation of the nature and purpose of each fund is included in the notes to the financial statements.

2 . DONATIONS AND LEGACIES

2023 2022 £ £ Donations 19,209 18,329 Grants 25,124 15,906 44,333 34,235 Included in grants is £25,124 received from Durham University (2022: £15,906).

3.
OTHER TRADING ACTIVITIES

Social events income
Levies
Facilities income
Sports and societies subscriptions income		 2023
£
130,382
41,465
2,090
39,783
213,720		 2022
£
120,821
47,866
1,393
26,478
196,558

11

ST CUTHBERT’S SOCIETY JUNIOR COMMON ROOM

NOTES TO THE FINANCIAL STATEMENTS - CONTINUED FOR THE YEAR ENDED 31 JULY 2023

4
INVESTMENT INCOME

Bank interest received		 2023 2022
£ £
475 793

5A. CHARITABLE ACTIVITIES COSTS

Costs of charitable activities
See detailed statements of financial activities.
5B.
SUPPORT COSTS

Costs of charitable activities		 Direct costs
Support costs
(See note 5B)
£
£
283,875
2,400

Governance
costs
£
2,400		 Totals
£
286,275

12

ST CUTHBERT’S SOCIETY JUNIOR COMMON ROOM

NOTES TO THE FINANCIAL STATEMENTS – CONTINUED FOR THE YEAR ENDED 31 JULY 2023

8. TANGIBLE FIXED ASSETS
Fixtures, fittings
and equipment
£
COST
At 1 August 2022 27,786
Additions -
At 31 July 2023 27,786
DEPRECIATION
At 1 August 2022 15,489
Charge for year 5,558
At 31 July 2023 21,047
NET BOOK VALUE
At 31 July 2023 6,739
At 31 July 2022 12,297
9.

CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR

Trade creditors

Other creditors
 2023
£

44,614
4,932

49,546		 202 2
£
-
48,685
48,685

13

ST CUTHBERT’S SOCIETY JUNIOR COMMON ROOM

NOTES TO THE FINANCIAL STATEMENTS - CONTINUED FOR THE YEAR ENDED 31 JULY 2023

10. MOVEMENT IN FUNDS

Net movement
At 1.8.22 in funds At 31.7.23
£ £ £
Unrestricted funds
General fund 162,219 (27,747) 134,472
TOTAL FUNDS 162,219 (27,747) 134,472
Net movement in funds, included in the above are as follows:
Incoming Resources Movement in
resources expended funds
£ £ £
Unrestricted funds
Part 1 258,528 (286,275) (27,747)
TOTAL FUNDS 258,528 (286,275) (27,747)

11. RELATED PARTY DISCLOSURES

There were no related party transactions for the year ended 31 July 2023.

14

ST CUTHBERT’S SOCIETY JUNIOR COMMON ROOM

DETAILED STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31 JULY 2023

INCOMING RESOURCES
Donations and grants
Donations
University grants
Other trading activities
Social events income
Levies
Facilities income
Sports, clubs and societies income
Investment income
Bank interest received
Total incoming resources
RESOURCES EXPENDED
Charitable activities
Sports, clubs and societies expenditure
Social events expenditure
Welfare
Administration expenditure including wages
Facilities expenditure
Committees and awards
Donations
Merchandise costs
Depreciation
Bad
debts

Governance costs
Accountancy & Independent examination
Total resources expended
Net incoming/(outgoing) resources		 2023
£
19,209
25,124
44,333
130,382
41,465
2,090
39,783
213,720
475
258,528
25,212
159,678
1,947
63,283
16,382
3,223
8,593
-
5,557
-
283,875
2,400
286,275
(27,747)		 2022
£
18,329
15,906
34,235
120,821
47,866
1,393
26,478
196,558

793
231,586
11,604
188,722
1,070
46,895
6,361
7,562
5,877
-
5,557
325
273,973
2,010
275,983
(44,397)

15