OLD STEVENAGE COMMUNITY ASSOCIATION CHARITABLE INCORPORATED ORGANISATION REGISTERED CHARITY NO. 1169829
ANNUAL REPORT AND ACCOUNTS FOR THE PERIOD FROM 1[st] April 2023 TO 31[ST] MARCH 2024
OLD STEVENAGE COMMUNITY ASSOCIATION For the period from 1[st] April 2023 to 31[st] March 2024
CONTENTS
| Page | |
|---|---|
| Trustees Annual Report | 1-5 |
| Reference and Administration | 1 |
| Structure, Governance and Management | 2 |
| Objectives and Activities | 2 |
| Achievements and Performance | 3 |
| Financial Review | 3 |
| Reserves Policy | 4 |
| Plans for the Future | 5 |
| Independent Examiner’s Report | 6 |
| Statement of Financial Activities (SOFA) | 7 |
| Balance Sheet | 8 |
| Notes to the accounts | 9-12 |
OLD STEVENAGE COMMUNITY ASSOCIATION
Trustees Annual Report For the period from 1[st] April 2023 to 31[st] March 2024
REFERENCE AND ADMINISTRATION
Registered Charity Name: Old Stevenage Community Association
Registered Charity Number: 1169829
24 High Street Principal Office: Stevenage Herts. SG1 3EJ Trustees and Committee: Pamela Gallagher (resigned June 2024) Barbara Howard Gregory Metcalf Richard Mott Anne-Marie Smith Jim Brown
Bank:
NatWest Stevenage Queensway Branch 26-28 Queensway, Town Centre Stevenage Herts. SG1 1YW
1
OLD STEVENAGE COMMUNITY ASSOCIATION
Trustees Annual Report For the period from 1[st] April 2023 to 31[st] March 2024
STRUCTURE, GOVERNANCE AND MANAGEMENT
The Charity is a Charitable Incorporated Organisation (the CIO) governed according to the Constitution dated 28th June 2013. It was established on 21[st] October 2016 to take forward the work of the Unincorporated Association registered charity number 308003.
The charity trustees shall manage the affairs of the CIO and may for that purpose exercise all the powers of the CIO They are appointed on an annual basis at the Annual General Meeting.
At every annual general meeting of the members of the CIO, one-third of the charity trustees shall retire from office, but are eligible for re-appointment. If the number of charity trustees is not three or a multiple of three, then the number nearest to onethird 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. If any trustees were last appointed or re-appointed on the same day those to retire shall (unless they otherwise agree among themselves) be determined by lot;
The constitution allows groups that meet the following criteria to appoint a representative to vote at General Meetings:
-
Local statutory authorities
-
Such voluntary organisations as operates in the area of benefit and satisfy the trustees that they are an independent organisation or branch of an independent national or other organisation
OBJECTIVES AND ACTIVITIES
-
(1)promote the benefit of the inhabitants of Old Stevenage and surrounding area (hereinafter called "the area of benefit") without distinction of sex, sexual orientation, nationality, age, disability, race or of political, religious or other opinions, by associating together the said inhabitants and the statutory authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants;
-
(2)establish, or secure the establishment, of a Community Centre (hereinafter called "the Centre") and to maintain and manage the same (whether alone or in co-operation with any local authority or other person or body) in furtherance of these objects;
-
(3)promote such other charitable purposes as may from time to time be determined.
2
OLD STEVENAGE COMMUNITY ASSOCIATION
Trustees Annual Report For the period from 1[st] April 2023 to 31[st] March 2024
The Association shall be non-party in politics and non-sectarian in religion
The activities of the Community Association are:-
1. The Community Centre:
This building is used throughout the year by the Stevenage Artists Society and hired to a number of local community groups and organisations. It is also used for fundraising and community events from time to time.
The Community Association has its own website - www.springfieldhousecc.org.uk
The Community Association relies on voluntary help to assist with various activities at the Community Centre. Volunteers have previously provided assistance throughout the year with gardening. There were no volunteers during the year.
ACHIEVEMENTS AND PERFORMANCE
The Community Association measures its performance in terms of quantative information rather than qualitative information (as it considers the continued use by organisations on a regular basis is almost a measure of the quality of the organisation) as it is easier to substantiate.
The Community Association has three rooms available for hire and the provision of additional services such as use of the kitchen. All of these rooms are regularly hired during weekdays by various local community groups and organisations. Other rooms have been made available for hire as office space for local organisations, as the local need has increased in recent years and the Charity has had to look at ways to increase income streams due to the withdrawal of the local authority grant. Office hours are Monday to Friday, 9.30am to 2.30pm which are within normal working hours of staff. The community centre is also usually fully booked at the weekends for various functions and activities throughout the whole year; the halls are used increasingly by private hirers for weddings/receptions, birthdays and wakes. The extensive garden is also available for hire for outside events/activities.
The activities taking place at the community centre have returned to a normal level, following the pandemic, however some disruption to hire due to extensive maintenance works during the summer months. There remains a diverse range of hirers from within the local community. We have had many new enquiries for bookings, although the lack of parking for the community centre and local restrictions is a common problem amongst hirers. The community centre returned to providing refreshments at Remembrance Day and the Old Town Christmas lights switch on.
FINANCIAL REVIEW
The attached financial statements show the current state of the finances that the Trustees recognise the need to improve the centre’s income to ensure sustainability. Careful regular monitoring is carried out to ensure the Association operates efficiently for the community of Stevenage.
We would like to build up greater reserves so as to ensure stability and security. Our
3
OLD STEVENAGE COMMUNITY ASSOCIATION
Trustees Annual Report For the period from 1[st] April 2023 to 31[st] March 2024
main risk relates to low reserves. We are working to rectify this. The trustees, committee and centre staff are continuously looking for other funding opportunities and other initiatives for the centre so it can be financially self sufficient.
The committee usually meet on a quarterly basis (an average of 160 hours for the year), receiving reports from the centre manager and treasurer. Stevenage Borough Council officers and local councillors are allocated to the centre and attend meetings to give advice. The prime objective is to increase the number of lettings and keep costs down so the Centre is sustainable. The committee are mindful of regularly reviewing the centre’s policies and procedures to ensure good working practice and satisfy Stevenage Borough Council’s monitoring requirements.
RESERVES POLICY
The Community Association’s reserves policy aims to keep undesignated (general) funds at a level equal to three months budgeted expenditure. The committee consider this level is required to demonstrate stability and security to beneficiaries, funders, supporters and employees.
The trustees consider it prudent to hold this level of reserves to:
-
a) Fund the start up costs of developments that will enable the Association to meet its aims and objectives
-
b) Allow for fluctuations in income due to delayed receipt of statutory and/or contract payments
-
c) Meet unplanned but necessary expenditure
At the year end the level of unrestricted reserves was £25,145. The level of reserves is monitored and reviewed by trustees twice a year.
PLANS FOR THE FUTURE
The Community Association continues to focus on looking at ways in which it can attract new organisations to hire the premises and therefore provide more diverse skills and activities to local residents.
The Community Association will continue to explore grant funding opportunities and initiatives to allow the centre to become self-sufficient.
The Community Association held a licence to be an approved venue for civil marriages and partnerships until June 2019. The committee has no plans to renew the licence, due to the demands these events have on the small staff team. Springfield House still remains a popular venue for receptions. It will continue to be actively promoted as offering a very traditional and picturesque setting for receptions at an affordable price. The social enterprise of offering ceremonies and receptions has provided a benefit to members of the local community in the beautiful surroundings of Springfield House.
Whilst the lunch club stopped in April 2018, the catering for functions and events remains an optional service and will continue to be promoted to anyone hiring the facilities. There are no plans to re-start the lunch club.
4
OLD STEVENAGE COMMUNITY ASSOCIATION
Trustees Annual Report For the period from 1[st] April 2023 to 31[st] March 2024
The Community Association has developed and continues to maintain strong relationships with local networks and will continue to develop working partnerships with other voluntary and statutory organisations.
The centre has hosted regular volunteers in the past who have provided much needed skills in garden maintenance, assistance in the kitchen and helping with functions and events. The Association will continue to offer volunteering opportunities at Springfield House.
The Community Association will continue to host social events for regular service users and participate in local community events throughout the year.
Due to changes with activities at the community centre over the past few years, it was necessary to review the staffing structure in the previous year. Two employees who had previously been sub-contracted to another local charity were transferred permanently and OSCA sub-contract for just the hours that are needed at the community centre. This arrangement has resulted in substantial savings in employer staff costs will continue to help with rebuilding the reserves of the charity.
Approved by the trustees and signed on their behalf by:
Barbara Howard
Date: 31[st] January 2025
5
OLD STEVENAGE COMMUNITY ASSOCIATION
REPORT OF INDEPENDENT EXAMINER For the period from 1[st] April 2023 to 31[st] March 2024
I report on the accounts for the year ended 31[st] March 2024, which are set out on pages 7 to 17.
Respective responsibilities of trustees and examiner
The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.
It is my responsibility to:
-
examine the accounts under section 145 of the 2011 Act
-
to follow the procedures laid down in the general Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act: and
-
whether particular matters have come to my attention.
Basis of independent examiner’s report
My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as 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 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
In connection with my examination, no matter has come to my attention:
-
(1) which gives me reasonable cause to believe that in any material respect the requirements
-
to keep accounting records in accordance with section 130 of the 2011 Act; and
-
to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act and FRS 102
-
have not been met; or
(2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Dated 14[th] January 2025
N Manning
6
OLD STEVENAGE COMMUNITY ASSOCIATION
Statement of Financial Activities For the period from 1[st] April 2023 to 31st March 2024
| Notes Income Donations 2 Charitable activities 3 Other trading activities Investments 4 Other 3 Total income Expenditure 5 Raising funds Charitable Activities Other Total resources expended Net income Funds brought forward Total funds carried forward 13 |
2024 Unrestricted Funds £ 5,888 49,978 - 147 1,764 57,778 - 57,107 - 57,107 671 24,474 25,145 |
Restricted Funds £ - - - - - - - - - - - - - |
2024 Total Funds £ 5,888 49,978 - 147 1,764 57,778 - 57,107 - 57,107 671 24,474 25,145 |
2023 Total Funds £ 5,888 55,692 - 48 1,634 |
|---|---|---|---|---|
| 63,263 | ||||
| - 58,115 |
||||
| 58,115 | ||||
| 5,148 19,327 |
||||
| 24,474 |
7
OLD STEVENAGE COMMUNITY ASSOCIATION NOTES TO THE ACCOUNTS For the period from 1[st] April 2023 to 31[st] March 2024
Balance Sheet as at 31[st] March 2024
| Note FIXED ASSETS 7 CURRENT ASSETS Sundry debtors and prepayments 8 Cash at bank and in hand CURRENT LIABILITIES Sundry creditors 9 NET CURRENT ASSETS NET ASSETS FUNDS OF THE CHARITY 13 Unrestricted funds (general funds) Restricted funds |
31st March 2024 £ £ 1,483 639 32,116 32,754 9,093 23,662 25,145 25,145 - 25,145 |
31st March 2024 £ £ 1,483 639 32,116 32,754 9,093 23,662 25,145 25,145 - 25,145 |
31st March 2023 1,855 773 25,437 26,210 3,590 22,620 24,474 24,474 - 24,474 |
31st March 2023 1,855 773 25,437 26,210 3,590 22,620 24,474 24,474 - 24,474 |
||
|---|---|---|---|---|---|---|
| £ 639 32,116 |
773 25,437 |
|||||
| 32,754 9,093 |
26,210 3,590 |
|||||
| 25,145 | 24,474 | |||||
| 25,145 - |
24,474 - |
|||||
| 25,145 | 24,474 |
Approved by the trustees on the 31[st] January 2025 and signed on their behalf by:
Barbara Howard
The notes on pages 9 to 12 form part of these accounts
8
OLD STEVENAGE COMMUNITY ASSOCIATION NOTES TO THE ACCOUNTS For the period from 1[st] April 2023 to 31[st] March 2024
1. Accounting policies
The accounts have been prepared under the historical cost convention and in accordance with FRS 102, Accounting and Reporting by Charities: Statement of Recommended Practice (revised 2015); Charities Act 2011 and Regulations made thereunder; and with applicable accounting standards.
Depreciation Policy
All assets costing more than £100 are capitalised. The cost of tangible assets are their purchase cost, together with any incidental expenses of acquisition.
Depreciation is calculated the reducing balance basis.
The principal annual rates for this purpose are:
Fixtures and fittings Meals/Kitchen assets
20% reducing balance 20% reducing balance
Funds accounting
Funds held by the charity are either:
Unrestricted general funds
These are funds which can be used in accordance with the charitable objectives at the discretion of the trustees
Designated funds
These are funds set aside by the trustees out of unrestricted general funds for specific future purposes or projects.
Restricted funds
These are funds that can 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.
Resources expended
Resources expended are included in the Statement of Financial Activities on an accruals basis, inclusive of any VAT which cannot be recovered. Resources expended have been analyzed and where a cost can be directly attributed to a function of the charity we have allocated 100% of the cost to this function.
Incoming resources
All income is accounted for when the Charity has entitlement, there is certainty of receipt and the amount is measurable. Income is accounted for on a receivable basis, except for hall bookings in a future accounting period, the income is deferred until those periods.
Exemption from preparing a cash flow statement
The charity opted to adopt Bulletin 1 published on 2 February 2016 and have therefore not included a cash flow statement in these financial statements.
9
OLD STEVENAGE COMMUNITY ASSOCIATION NOTES TO THE ACCOUNTS For the period from 1[st] April 2023 to 31[st] March 2024
| 2 | Unrestricted | Restricted | 2024 | 2023 | |
|---|---|---|---|---|---|
| Income from donations and legacies | £ | ||||
| Donations | - | - | - | 20 | |
| Grants | - | - | - | - | |
| Gifts in kind | 5,888 | - | 5,888 | 5,888 | |
| 5,888 | - | 5,888 | 5,908 | ||
| The charity benefits from the involvement and support of volunteers, | details of which are | given in the annual report. In | |||
| accordance with FRS 102 and the Charities SORP (FRS 102), the economic contribution of | general volunteers is not recognised in | ||||
| the accounts. | |||||
| 3 | Unrestricted | Restricted | 2024 | 2023 | |
| Income from charitable activities | £ | £ | |||
| Fundraising | - | - | - |
- | |
| Hall Hire | 46,418 | - | 46,418 |
52,608 | |
| Buffets and refreshments | 3,560 | - | 3,560 |
2,285 | |
| Services | - | - | - | 780 | |
| Chairs | - | - | - |
- | |
| Other (HMRC employment allowance) | 1,764 | - | 1,764 | 1634 | |
| - | - | - | - | ||
| - | - | - | - | ||
| 51,743 | - | 51,743 | 57,307 | ||
| 4 | Investment income | Unrestricted | Restricted | 2024 | 2023 |
| £ | |||||
| Interest | 147 | - | 147 | 48 | |
| 147 | - | 147 | 48 | ||
| Analysis of charitable | |||||
| 5 | expenditure | 2024 | 2023 | ||
| (unrestricted funds) | £ | £ | |||
| Raising Funds | - | - | |||
| Notional rent and rates | 5,888 | 5,888 | |||
| Food and kitchen supplies | 1,393 | 1,759 | |||
| Event supplies and equipment | 750 | 650 | |||
| Depreciation | 371 | 464 | |||
| Community centre costs | 19,046 | 16,030 | |||
| Support costs | 29,259 | 32,924 | |||
| Governance costs | 400 | 400 | |||
| Bank charges | - | - | |||
| 57,107 | 58,115 | ||||
| General | |||||
| 6 | Analysis of governance and support costs | support | Governance | Total | |
| £ | £ | £ | |||
| Salaries, wages and related costs | 29,659 | - | 29,659 | ||
| General community centre costs | - | - | - | ||
| Accountancy fee | - | 400 | 400 | ||
| AGM expenses | - | - | - | ||
| 29,659 | 400 | 30,059 |
10
OLD STEVENAGE COMMUNITY ASSOCIATION NOTES TO THE ACCOUNTS For the period from 1[st] April 2023 to 31[st] March 2024
| 7 Fixed assets Cost At 1 April 2023 Additions Disposals At 31 March 2024 Depreciation At 1 April 2023 Charge for the year Eliminated on disposal At 31 March 2024 Net book values At 31 March 2023 At 31 March 2024 8 Debtors & Prepayments Debtors Prepayments: 9 Creditors: Amounts falling due within one year Accruals Income prepayments Hall deposits Other creditors |
General furniture & equipment £ 33,446 - - 33,446 32,790 131 - 32,921 657 525 |
Kitchen furniture & equipment £ 17,214 - - 17,214 16,016 240 - 16,256 1,198 958 2024 £ - 639 639 2024 £ 1,573 - 1,475 6,045 9,093 |
Total £ 50,660 - - |
|---|---|---|---|
| 50,660 | |||
| 48,806 371 - |
|||
| 49,177 | |||
| 1,855 | |||
| 1,483 | |||
| 2023 £ - 773 |
|||
| 773 | |||
| 2023 £ 482 - 950 2,158 |
|||
| 3,590 |
10 Trustees' Remuneration and Expenses
No trustee remuneration has been directly or indirectly paid or payable for the year out of the funds of the charity to any trustee or to any person or person connected with any of them.
11 Employees' Remuneration
Total remuneration for the year (excluding employer's contributions) amounted to £29,659. No employees had benefits in excess of £60,000. The average numbers of paid staff for the year were 2.
- 12 Related party transactions
Stevenage Borough Council nominates a representative to the trustee board. No funding has been provided by Stevenage Borough Council to assist the charity in carrying out its charitable objectives within this financial year. The total amount of funding in 2022/23 was zero.
11
OLD STEVENAGE COMMUNITY ASSOCIATION NOTES TO THE ACCOUNTS For the period from 1[st] April 2023 to 31[st] March 2024
13 Fund Analysis
| General (unrestricted) Restricted: |
Balance b/f Incoming resources Outgoing resources Transfers Balance c/f £ £ £ £ £ 24,474 57,778 (57,107) - 25,145 - - - - - - |
Fixed assets Current assets Current liabilities Total £ £ £ £ 1,483 32,754 (9,093) 25,145 - - - - |
|---|---|---|
| 24,474 57,778 (57,107) - 25,145 |
1,483 32,754 (9,093) 25,145 |
15 Independent Examiner's Remuneration
Fees of £400 have been accrued for the 2024 examination and preparation of accounts.
12