2024-03-31-accounts - Butterflies - Haven

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Trustees' Annual Report for the period

Period start date Period end date Day Month Year Day Month Year From 31 3 2023 To 31 3 2024

Section A Reference and administration details

Charity name

Other names charity is known by

Butterflies-Haven NA

Registered charity number (if any)	Registered charity number (if any) Charity's principal address	Registered charity number (if any) Charity's principal address	Registered charity number (if any)1168333 Charity's principal address 20, Temple Street, Keynsham Bristol Postcode BS31 1EH ~~oe~~	Registered charity number (if any)1168333 Charity's principal address 20, Temple Street, Keynsham Bristol Postcode BS31 1EH ~~oe~~
Names of the charity trustees who manage the charity	Names of the charity trustees who manage the charity
	Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee (ifany)
	Callum lee		Date of first election to	Chair of Trustees
1			board. 1stJanuary 2022 (Chair since 1stJanuary
			2023)
2	Christine Jorgensen		Date of first election to board. 1stJanuary2023	Vice Chair / Secretary
3	Claudia barton		1st June 2023	Treasurer
4	Adrian inker		1st September 2014	Trustee
5	Matt Hunt		1stSeptember 2022	Trustee
6	Marc Purkiss		1stMay2023	Trustee
7	Gwenna Ewing		1stJune 2023	Trustee
8	Keith Burchell		1StFebruary 2019	Trustee

Registered charity number (if any) 1168333

Names of the charity trustees who manage the charity

Names of the trustees for the charity, if any, (for example, any custodian trustees) Name Dates acted if not for whole year ~~———=~~

Names and addresses of advisers (Optional information)

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Type of adviser Name Address

Name of chief executive or names of senior staff members (Optional information)

Section B Structure, governance and management

Description of the charity’s trusts

Type of governing document (eg. trust deed, constitution)

How the charity is constituted

Constitution

Charitable Incorporated Organisation (CIO)

(eg. trust, association, company)

Trustee selection methods Recruiting New Trustees (eg. appointed by, elected by) 

New trustees are chosen to bring fresh skills, ideas, and expertise to the charity.
Trustees can be recruited through public advertisements, personal recommendations, or partnerships with other organizations.
Once selected, new trustees receive an induction to help them understand their role, responsibilities, and the charity’s mission. They also undergo DBS checks and Training to help them in there Rolo.

Additional governance issues (Optional information)

You may choose to include additional information, where relevant, about:

Induction and Training of Trustees
additional information, where In 2023, a key focus for the charity was strengthening our governance
relevant, about: framework by expanding the trustee board. We successfully welcomed three
policies and procedures new trustees with expertise in education, healthcare and IT. Their skills have adopted for the induction enriched our strategic planning processes and enhanced our community and training of trustees; outreach efforts.
the charity’s organisational structure and any wider Organisational Structure and Wider Network network with which the Our organisational structure saw steady growth and strengthening charity works; connections in 2023. The proactive efforts of our Centre Manager played a
pivotal role in building and maintaining partnerships with educational relationship with any related institutions like Wellsway School, Oasis Academy, St Brendan’s Sixth Form
parties; College, and Fossway School. These collaborations have not only bolstered
trustees’ consideration of our volunteer base with enthusiastic students but also created opportunities major risks and the system for volunteer training and direct family support. and procedures to manage them.

Relationship with Related Parties Our strengthened ties with local schools and colleges have brought mutual benefits. By offering students volunteering opportunities and training, we provide real-world experience while enhancing the quality of support available to our members. These partnerships reflect a commitment to fostering meaningful and ethical collaborations with related organisations.

In 2023, Butterflies Haven strengthened its connections with key organisations to enhance support for families affected by autism. Notably,

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we established valuable relationships with Bristol Autism Support (BAS) and SENDIAS (Special Educational Needs and Disabilities Information, Advice, and Support services).

Collaboration with Bristol Autism Support (BAS)

BAS provides critical guidance and a community for families navigating autism.
By partnering with BAS, Butterflies Haven can now direct families to additional resources, workshops, and peer support groups tailored to their needs.
This collaboration has expanded the scope of help available to families attending our sessions and has improved the continuity of care for those in need of broader services.

Working with SENDIAS

SENDIAS offers impartial information, advice, and support for families of children with special educational needs and disabilities.
Our partnership with SENDIAS has been instrumental in helping families understand their rights and access appropriate educational support for their children.
Together, we’ve supported parents and caregivers through the often complex processes of securing educational plans and ensuring their children receive the support they need.

Impact on Families

These partnerships have significantly strengthened Butterflies Haven’s ability to offer holistic support. Families now benefit from:

Specialist Advice : Clear guidance on navigating education systems and accessing local services.
Emotional Support : Greater opportunities to connect with others who understand the challenges of autism.
Empowerment : Improved access to information and advocacy, enabling families to feel more confident in securing the best outcomes for their children.

Our work with BAS and SENDIAS reflects Butterflies Haven’s commitment to fostering collaboration and building networks that provide meaningful and practical assistance for the autism community.

Major Risks and Risk Management

In 2023, trustees prioritised risk management to ensure sustainable operations. Recognising challenges like volunteer retention, long-term funding, and safeguarding, we implemented measures to mitigate these risks. For instance:

Our volunteer recruitment strategy successfully attracted younger volunteers, addressing the potential for turnover and ensuring continuity.
We engaged a fundraiser to help build financial reserves and secure future funding. This step is part of our broader strategic plan to sustain and expand services over the next three years.

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Looking Ahead

2023 was a year of rebuilding and growth, with a focus on strengthening governance, expanding our outreach, and securing future stability. Our "Options Plan," developed collaboratively by trustees and staff, provides a clear roadmap for the next three years. Priorities include increasing volunteer training, broadening session offerings, and setting up new groups.

With a stronger foundation, increased community engagement, and a committed team, we are well-positioned for continued success. Thank you to everyone who has contributed to help Butterflies. Together, we are creating brighter futures for the families we support.

Section C Objectives and activities

The relief of children and young persons affected by the complex Autism Spectrum (with or without diagnosis) or with a development delay, by the provision of support, facilities and services for them and their families. Summary of the objects of the This service is provided to families from Bath and North-East Somerset, charity set out in its governing document Bristol, South Gloucestershire, North Somerset, Somerset and Wiltshire

Assisting the children and young people to engage in community involvement and social inclusion by accessing facilities enjoyed by other non-Autistic members of the community

Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)

Additional details of objectives and activities (Optional information)

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You may choose to include further statements, where relevant, about:

policy on grantmaking;
policy programme related investment;
contribution made by volunteers.

Section D Achievements and performance

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Section D Achievements and performance

Butterflies Has made a great process on Forward planning for the Charity Summary of the main and has managed to expand our Servies to support more families. We achievements of the charity have been doing more Extra evens. For example, Coffee Morning, where during the year we are working with other organisations to support families.

Section E Financial review

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Brief statement of the charity’s policy on reserves

Before the start of each financial year, the Trustees will approve an income and expenditure budget for the following year. The Trustees will consider the level of reserves that is prudent for Butterflies Haven. A comparison of actual income and expenditure against budget will be presented to the trustees every three months.

Details of any funds materially in deficit

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;
investment policy and objectives including any ethical investment policy adopted.

Section F Other optional information

The year 2023 began with a sense of optimism as we were able to continue face-toface sessions without the restrictions seen in previous years. Our in-person sessions resumed fully, providing much-needed interaction and support for our families. We also started to run drop in coffee mornings open to the public to help and support families with autism. We also Looked at Butterflies Expansions Plans looking at 3 to 5 years plans to grow the Chairty.

Volunteer numbers remained steady, with a small turnover, reflecting the challenges many organisations face in retaining long-term volunteers. However, our recruitment efforts were more successful than the previous year, with several younger volunteers joining us from local schools and colleges.

At the start of 2023, our Centre Manager continued to develop partnerships with local organisations. Her proactive approach strengthened our connections with Wellsway School, Oasis Academy, and St Brendan’s Sixth Form College, which have all contributed volunteers and provided opportunities for student involvement. Additionally, our collaboration with Fossway School expanded, offering valuable training for our volunteers and support for the families attending our sessions.

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We also continued our creative workshops with Graffarty. In autumn, they ran a second street art session, building on the success of the previous year. These workshops have proven particularly popular with our teenage members, and we plan to continue offering similar activities throughout 2024.

A key focuses this year has been expanding the trustee board to ensure we have the skills and experience necessary to move the charity forward. In early 2023, we welcomed three new trustees, both with backgrounds in education and health care. Their insights have already made a positive impact on our strategic planning and community outreach.

Membership numbers have grown steadily over the year. Our outreach efforts have drawn families from a wider geographical area, with members attending from Bristol, BaNES, and South Gloucestershire.

We are working with a fundraiser to help build butterflies reserves and future funding. Looking ahead, we aim to focus on securing long-term funding to sustain and expand our services. To guide this, the trustees and staff participated in a strategy and have come up with our Options plan. This is helping development of a clear action plan for the next three years. Our priorities include increasing volunteer training, expanding our session offerings, and further developing our partnerships with educational institutions.

2023 has been a year of rebuilding and growth. With a stronger team, increased community connections, and a growing membership base, we are optimistic about the future. Thank you to our staff, volunteers, families, and supporters for their dedication and hard work in making this a successful year.

Callum Lee (Chair of Trustees) 9th January 2024

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) Callum Lee Position (eg Secretary, Chair, Chair of trustees etc) Date 21/01/2024

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		Butterflies-Haven			1168333
		Receipts andpayments accounts				CC16a
	For the period from ~~ee~~		4/1/2023	To	3/31/3024
Section A Receipts and payments
		Unrestricted funds	Restricted funds	Endowment funds	Total funds	Last year
		to the nearest £	to the nearest £	to the nearest £	to the nearest £	to the nearest £
A1 Receipts
Subscriptions		7,167	-	-	7,167	3,570
Grants		6,227	49,408	-	55,635	18,290
Event Income		528	-	-	528	-
Donations		15,579	-	-	15,579	2,990
		-	-	-	-	-
		-	-	-	-	-
		-	-	-	-	-
		-	-	-	-	-
*Sub total*(Gross income for AR)		29,501 (Gross income for AR)	49,408	-	78,909	24,850
- - - - - - - - - Sub total - - - - - Total receipts 29,501 49,408 - 78,909 24,850 A2 Asset and investment sales, (see table). ~~——————~~
A3 Payments
Payroll/Services		3,958	15,000	-	18,958	10,525
Venue Costs		-	3,665	-	3,665	3,531
Session Costs		1,232	-	-	1,232
Equipment		-	-	-	-	753
IT/Phone Costs		2,251	-	-	2,251	1,296
Consumables		-	-	-	-	613
Insurance		308	-	-	308	308
Sundries/Refreshments		159			159	219
Expenses Reimbursement		93			93
Toys		-			-	990
Training		-			-	99
Professional Fees		975			975	420
Volunteer/Trustee Expenses		258			258
Events & Other Expenditure		1,589			1,589	2,085
**Sub total **		10,824	18,665	-	29,489	20,839
- - - - - - - - Sub total - - - - - Total payments 10,824 18,665 - 29,489 20,839 A4 Asset and investment purchases, (see table) ~~——————~~
*Net of receipts/(payments)* A5 Transfers between funds A6 Cash funds last year end **Cash funds this year end **		18,677 30,743 - 49,419 4,011 - - - - - - - - - 16,813 18,677 30,743 - 49,419 20,825 ~~===>~~

Section B Statement of assets and liabilities at the end of the period

				Unrestricted	Restricted	Endowment
Categories		Details		funds	funds	funds
				to nearest £	to nearest £	to nearest £
B1 Cash funds	Working Balance (Metro) 27,395 - - Reserves (Santander) 42,850 - - - - - 70,244 - - *Total cash funds* ~~————~~
		(agree balances with receipts and payments account(s))	(agree balances with receipts and payments	Agreement Error	Agreement Error	OK
				Unrestricted	Restricted	Endowment
				funds	funds	funds
		Details		to nearest £	to nearest £	to nearest £
B2 Other monetary assets	- - - - - - - - - - - - - - - - - - ~~—=>=~~
		Details		Fund to which asset belongs	Cost (optional)	Current value (optional)
B3 Investment assets	- - - - - - - - - - ~~—~~
		Details		Fund to which asset belongs	Cost (optional)	Current value (optional)
B4 Assets retained for the charity’s own use	- - - - - - - - - - - - - - - - - - ~~==555~~
				Fund to which	Amount due	When due
		Details		liability relates	(optional)	(optional)
B5 Liabilities					-
					-
					-
					-
					-
Signed by one or two trustees on behalf of all the trustees		Signature		Print Name	Print Name	Date of approval
				C Barton		1/24/2025

Independent examiner's report on the accounts

Section A Independent Examiner’s Report

Report to the trustees/ members of

Charity Name Butterflies-Haven

On accounts for the year ended

31[st] March 2024

Charity no (if any)

1168333

Set out on pages

(remember to include the page numbers of additional sheets)

Responsibilities and basis of report

I report to the trustees on my examination of the accounts of the above charity for the year ended 31[st] March 2024

As the charity’s trustees 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 Charity’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner's statement

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

accounting records were not kept in accordance with section 130 of the Act or
the accounts do not accord with the accounting records

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

Signed:

Date

24[th] January, 2025

October 2018

IER

Name:

John Robert Eke

Relevant professional qualification(s) or body (if any):

Fellow of the Association of Charity Independent Examiners

Address:

Soarview, 4 Stable Court

Malborough

Devon TQ7 3FB

Section B Disclosure

Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).

Give here brief details of any items that the examiner wishes to disclose .

October 2018

IER