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2021-03-31-accounts

The Space@Field Lane Group

Charity number 1170265

Annual Report and Financial Statements

for the year ended 31 March 2021

The Space@Field Lane Group

Annual Report and Financial Statements for the year ended 31 March 2021

Contents Page
Trustees' report 2 to 5
Examiner's report 6
Statement of financial activities 7
Balance sheet 8
Notes to the accounts 9 to 14

Prepared by West Yorkshire Community Accounting Service

1

The Space@Field Lane Group

Trustees' report for the year ended 31 March 2021

Reference and administrative details of the charity, its trustees and advisors

The trustees during the financial year and up to and including the date the report was approved were: Name Position Dates

Position Dates Ian David Cockerill Chair Anne Gomersal Vice-Chair Catherine Richardson Secretary Mary Green Treasurer Alison Mitchell Trustee Christine Beal Vice-Chair Resigned September 2020 Derek Dodkins Trustee Resigned September 2020 Deborah Adamson Trustee Resigned September 2020 Charity number 1170265 Registered in England and Wales

Charity number

Registered and principal address Bankers Burnsall Road HSBC Field Lane Estate 2 Cloth Hall Street Brighouse Huddersfield HD6 3JT HD1 2ES

Independent examiner

Helen Galvin FCCA West Yorkshire Community Accounting Service Stringer House 34 Lupton Street Leeds LS10 2QW

Structure, governance and management

The charity is a Charitable Incorporated Organisation (CIO) formed on 18 Nov 2016.

Method of recruitment and appointment of trustees

The trustees of the charity are appointed by the members at the AGM.

2

The Space@Field Lane Group

Trustees' report (continued) for the year ended 31 March 2021

Objectives and activities

The charity's objects

To encourage community members to participate in a wide range of activities to benefit the residents of Field Lane and the wider community of Rastrick, without distinction of sex, sexual orientation, race or of political, religious or other opinions by associating together.

To enable residents and the local authorities, voluntary and other organisations in a common effort to advance learning, education and to provide facilities in the interests of social welfare for recreation and leisure time occupation with the objective of improving the wellbeing for residents and the area.

To help community members to participate in the life of the centre, to express their views and play an active part in the planning and management of the centre and their own activities creating a sense of community ownership.

The charity's main activities

Following the total refurbishment of The Space, completed in June 2019, The Space @ Field Lane Group now runs The Space with a view to:

Encouraging participation in a wide range of activities to benefit the residents of the Field Lane Estate and the winder community of Rastrick.

Enabling residents, in partnership with local authorities, voluntary and other organisations, in a common effort, to advance learning and education.

Providing facilities in the interests of social welfare for recreation and leisure time occupation to improve the well-being of residents and the area as a whole.

Helping the community to participate in the life of the centre, to express their views and play an active part in the planning and management of the centre and their own activities creating a sense of community ownership.

Public benefit statement

In setting our objectives and planning our activities our Trustees have given serious consideration to the Charity Commission’s general guidance on public benefit and in particular the advancement of learning and education and to provide facilities in the interests of social welfare for recreation and leisure time occupation with the object of improving wellbeing.

Achievements and performance

This was a sad year for the Group, as the building was forced to close because of the Covid lockdown, and most activities had to be put on hold, just at the moment that there had been significant uptake in the use of the facility and in the engagement of local residents.

At the end of the first lockdown, and following equipping the premises with all that was needed to make it 'Covid Safe', the Space re-opened in August and functioned, albeit in a limited way, until it was forced to close again at the end of October. During that time a 'socially distanced' café operated two days per week developing a regular clientele. In addition, a large and successful Halloween event was held.

A new member of staff was recruited to run the café and he has been instrumental in organising support phone calls whilst the Space has been closed over the winter. This support activity has included running a quiz on Zoom and a virtual Cookery Class.

Separately during the first lockdown, the Space played host to local foodbank Focus 4 Hope when they needed a base for their distribution operation. This could only be a short term operation and the group has now gone on to find alternative premises. It was good that The Space could support them at a time when they needed it.

A connection has been set up with Fare Share and as a result of this The Space has been collecting surplus food from Tesco either for use in the café or for collection as needed by local residents which has been done in partnership with the local school.

3

The Space@Field Lane Group

Trustees' report (continued) for the year ended 31 March 2021

Achievements and performance (Continued)

Rastrick Big Local, one of the Group's primary funders, has become much more involved in the management of The Space and has promised support going forwards. Rastrick Big Local has also supplied additional financial support to allow the cafe to run without overly worrying about a profit. They have also provided funding for a separate subsidiary Rastrick Craft Group.

Financial review

The net income for the year was £3,841, including net payment of £21,792 on unrestricted funds and net income of £25,633 on restricted funds after transfers.

At the start of the financial year, April 2020, it was the beginning of the first lockdown so at that stage we carried out a review of our forthcoming obligations, prepared a cash flow forecast and took the following action:

Applied for the Government's Discretionary Grant for £10,000 to help with fixed costs Deferred certain contracts for the period when our building was closed (e.g. computer support) Applied for the Power 2 Change Covid Emergency Grant Fund

Applied to the Government's Job Retention scheme for, in the first instance, full furlough for our staff, and later partial furlough.

In addition to the financial support these actions gave us, we have also been fortunate in receiving much closer support from Rastrick Big Local (RBL) who were already providing revenue funding for our first three years. RBL gave us £10,000 to support the running of the café over this difficult time.

All this has meant that we have not had to spend monies previously allocated for specific projects on supporting core costs.

This means that, so as soon as we can do so, these previously planned activities can take place and at the same time our funding from RBL ensures that we can continue to pay our fixed costs, and especially our staff, until we can start to generate room hire again.

Going forwards, the hire of our rooms for a variety of users will once again build a level of financial selfsustainability.

Reserves policy

The charity's free reserves, excluding fixed assets, at the year end were £7,081. In order to ensure sufficient funds to:

  1. manage any shortfall in our income streams to cover regular costs

  2. give confidence to funders of good stewardship and financial management

  3. to support our staff through a period of financial instability or to cover redundancy payments

the Group will maintain a level of unrestricted funds as our ‘Reserves’ fund.

Our aim is that our Reserves fund should grow to reach a level of 3 months of average costs, which we have estimated to be £12,000.

4

The Space@Field Lane Group

Trustees' report (continued) for the year ended 31 March 2021

Coronavirus impact statement

At the time of signing these accounts the charity has been impacted by the global Covid-19 virus. The trustees have reassessed the charity's ability to continue for at least 12 months from the date that the accounts are approved and conclude that no material uncertainties exist that cast significant doubt on the charity's ability to continue as a going concern.

Funds held as custodian trustee on behalf of others

Grant income of £1,500 was received from Rastrick Big Local for the Rastrick Craft Group which is a newly formed constituted group. The Space@Field Lane acts as an agent in relation to these funds therefore the income is excluded from the accounts.

Signed on behalf of the board of trustees on 9/8/2021

0

5

The Space@Field Lane Group

Independent examiner's report to the trustees of The Space@Field Lane Group

I report to the charity trustees on my examination of the accounts of the CIO for the year ended 31 March 2021, which are set out on pages 7 to 14.

Responsibilities and basis of report

As the charity trustees of the CIO 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 CIO's accounts as carried out under section 145 of the 2011 Act. In carrying out my examination I have followed all 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 giving me cause to believe that in any material respect:

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

Signed: …………………………………… Name: Helen Galvin FCCA

26/8/2021

West Yorkshire Community Accounting Service

Stringer House 34 Lupton Street Leeds LS10 2QW

6

The Space@Field Lane Group

Statement of Financial Activities

(including summary income and expenditure account) for the year ended 31 March 2021

Notes
2021
Unrestricted
funds
£
Income from:
Grants and donations
(2)
10,572
Room hire income
2,731
Fundraising
-
Café sales
1,815
Lunch club income
-
Event sales
-
Other income
341
Total income
15,459
Expenditure on:
Salaries
(3)
-
Travel
-
Training
-
Project and event costs
319
Lunch club expenses
-
Insurance
936
Premises costs
2,214
Repairs and maintenance
123
Cleaning and safety checks
333
Refurbishment costs
-
Depreciation
25,419
Café expenses
5,718
Equipment
209
Advertisting and marketing
36
Accountancy fees
600
Postage, freight and courier
-
Printing and stationery
188
Subscriptions and licences
625
Computer support and consumables
-
Website domain and hosting
8
Telephone and internet
1,027
Volunteer expenses
-
Other expenses
122
Covid safe specific spends
27
Total expenditure
37,904
Net (expenditure) / income
(22,445)
Transfers between funds
653
Net movement in funds
(21,792)
Fund balances brought forward
484,395
Fund balances carried forward
(4)
462,603		 2021
Restricted
funds
£
60,491
-
-
-
-
-
-
60,491
23,790
-
30
324
-
-
-
422
570
789
-
1,354
3,618
1,140
-
-
110
103
-
-
-
-
80
1,875
34,205
26,286
(653)
25,633
51,021
76,654		 2021
Total
funds
£
71,063
2,731
-
1,815
-
-
341
75,950
23,790
-
30
643
-
936
2,214
545
903
789
25,419
7,072
3,827
1,176
600
-
298
728
-
8
1,027
-
202
1,902
72,109
3,841
-
3,841
535,416
539,257		 2020
Total
funds
£
514,819
6,426
34
2,315
464
701
659
525,418
16,772
228
439
4,956
204
1,949
4,256
463
580
3,064
25,419
2,641
12,392
625
600
35
608
562
1,187
165
1,064
716
68
-
78,993
446,425
-
446,425
88,991
535,416

All incoming resources and resources expended derive from continuing activities.

7

The Space@Field Lane Group

Balance sheet

as at 31 March 2021
2021
Unrestricted
£
Fixed assets
Tangible assets
(5)
455,522
Total fixed assets
455,522
Current assets
Debtors and prepayments
(6)
26,252
Cash at bank and in hand
(7)
(5,566)
Total current assets
20,686
Current liabilities:
amounts falling due within one year
Creditors and accruals
(8)
13,315
Deferred income
290
Total current liabilities
13,605
Net current assets
7,081
Net assets
462,603
Funds
Unrestricted funds
462,603
Restricted funds
-
Total funds
462,603		 2021
Restricted
£
-
-
-
76,654
76,654
-
-
-
76,654
76,654
-
76,654
76,654		 2021
Total
£
455,522
455,522
26,252
71,088
97,340
13,315
290
13,605
83,735
539,257
462,603
76,654
539,257		 2020
Total
£
480,941
480,941
1,084
66,167
67,251
12,776
-
12,776
54,475
535,416
484,395
51,021
535,416

The financial statements were approved by the board of trustees on 9/8/2021

C. Richardson (Trustee)

8

The Space@Field Lane Group

Notes to the accounts

for the year ended 31 March 2021

1 Accounting policies

Basis of accounting

These accounts have been prepared under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant note(s) to these accounts. The financial statements have been prepared in accordance with the Statement of Recommended Practice: Accounting and Reporting by 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) and with the Charities Act 2011.

The charity constitutes a public benefit entity as defined by FRS 102. There has been no change to the accounting policies since last year.

No changes have been made to the accounts for previous years.

Going concern

The trustees are satisfied that there are no material uncertainties about the charity's ability to continue.

Incoming resources

All incoming resources are included in the Statement of Financial Activities (SOFA) when the charity becomes entitled to the resources, it is more likely than not that the trustees will receive the resources and the monetary value can be measured with sufficient reliability.

Grants and donations

Grants and donations are only included in the SOFA when the charity has unconditional entitlement to the resources.

Where grants are related to performance and specific deliverables, they are accounted for as the charity earns the right to consideration by its performance.

Donated goods for resale are valued at the amount actually realised upon their sale.

Donated assets, facilities or services are valued at their estimated value to the charity. This is the price that the charity estimates it would pay in the open market for equivalent items; or services and facilities of equivalent utility to the charity.

Expenditure and liabilities

Expenditure is recognised on an accrual basis as a liability is incurred. Liabilities are recognised where it is more likely than not that there is a legal or constructive obligation committing the charity to pay out the resources and the amount of the obligation can be measured with reasonable certainty.

Taxation

As a charity the organisation benefits from rates relief and is generally exempt from income tax and capital gains tax but not from VAT. Irrecoverable VAT is included in the cost of those items to which it relates.

Tangible fixed assets

Tangible fixed assets costing more than £5,000 are capitalised and included at cost including any incidental expenses of acquisition. Gifted assets are shown at the value to the charity on receipt. Depreciation is provided on all tangible fixed assets at rates calculated to write off the cost on a straight line basis over their expected useful economic lives as follows:

Freehold land: nil

Leasehold improvements: over 20 years

9

The Space@Field Lane Group

Notes to the accounts

for the year ended 31 March 2021

1 Accounting policies (Continued)

Pensions

The charity operates a defined contribution scheme for the benefit of its employees. The costs of contributions are recognised in the year they are payable.

Fund accounting

Unrestricted funds are available for use at the discretion of the trustees in furtherance of the general objectives of the charity.

Restricted funds are subjected to restrictions on their expenditure imposed by the donor or through the terms of an appeal.

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

10

The Space@Field Lane Group

Notes to the accounts continued

for the year ended 31 March 2021

2 Grants and donations
The Tudor Trust
The National Lottery
Rastrick Big Local
Community Foundation for Calderdale (CFFC)
Calderdale MBC (CMBC)
Co-op Community Fund
Foyle Foundation
SSE
PCC Safer Communities
Halifax Children's Welfare League
Power to change
North Halifax Partnership
HMRC - Covid19 Job Retention Scheme
Donations
3 Staff costs and numbers
Gross salaries
Social security costs
Employment allowance
Pensions		 2021
Unrestricted
funds
£
-
-
-
-
10,000
-
-
-
-
-
-
-
-
572
10,572		 2021
Restricted
funds
£
-
-
25,000
2,335
1,950
1,192
-
4,000
-
6,019
9,343
2,751
7,901
-
60,491		 2021
Total
funds
£
-
-
25,000
2,335
11,950
1,192
-
4,000
-
6,019
9,343
2,751
7,901
572
71,063
2021
£
23,542
804
(804)
248
23,790		 2020
Total
funds
£
111,000
264,366
110,000
4,466
2,450
2,886
5,000
6,750
5,913
-
-
-
-
1,988
514,819
2020
£
16,670
600
(600)
102
16,772

The average number employees during the year was 2.5, being an average of 1.2 full time equivalent (2020: 2, 1 FTE). There were no employees with emoluments above £60,000.

Defined contribution pension scheme 2021 2020
£ £
Costs of the scheme to the charity for the year 248 102
Amount of any contributions outstanding at the year end 80 -
Amount of any contributions prepaid at the year end - -

11

The Space@Field Lane Group

Notes to the accounts continued

for the year ended 31 March 2021

4 Restricted funds
Balance b/f
£
The National Lottery
10,522
Rastrick Big Local
19,551
RBL Cafe Support Fund
-
Garfield Weston Fund
3,668
CFFC (1)
630
CFFC (2)
3,970
CFFC Accessibility
-
CMBC
1,950
SSE (1)
5,647
SSE (2)
750
PCC Safer Communities
4,333
Co-op Community Grant
-
Hx Children's Welfare
-
P2C Covid Emergency Fund
-
Staying Well Garden Project
-
HMRC- Job Retention Scheme
-
51,021		 Incoming
£
-
15,000
10,000
-
-
-
2,335
1,950
4,000
-
-
1,192
6,019
9,343
2,751
7,901
60,491		 Outgoing
£
-
6,536
6,945
1,679
635
-
789
-
-
330
45
-
-
9,345
-
7,901
34,205		 Transfers
£
-
(10,920)
10,920
-
5
-
-
(300)
-
-
(360)
-
-
2
-
-
(653)		 Balance c/f
£
10,522
17,095
13,975
1,989
-
3,970
1,546
3,600
9,647
420
3,928
1,192
6,019
-
2,751
-
76,654

Fund name

Purpose of restriction

The National Lottery Towards the capital refurbishment Rastrick Big Local Towards revenue funding

Transfer relates to moving costs between Rastrick Big Local funds as agreed by the funder

RBL Cafe Support Fund

Garfield Weston Fund CFFC (1)

CFFC (2)

CFFC Accessibility CMBC

To support the running of the café

Transfer relates to moving costs between Rastrick Big Local funds as agreed by the funder Towards the capital refurbishment

For the young people working as Engagement Champions to deliver the Christmas Lunch and Space Launch Family Fun Day

For the young people working as Engagement Champions to deliver the Christmas Lunch and the Summer coach outing

Towards capital works to improve 'accessibility'

To pay premises costs for the lunch club

As the activity was held at The Space premises, the transfer is the amount agreed in the grant for rent which can move into our general unrestricted fund each time the activity is run

SSE (1)

SSE (2) PCC Safer Communities

For expenses to attend SSE training sessions and to fund a development worker

Towards financial training and systems improvement

To run after-school 'Fun and Learning Group' for 8-13 year olds centred around reading

As the activity was held at The Space premises, the transfer is the amount agreed in the grant for rent which can move into our general unrestricted fund each time the activity is run

Co-op Community Grant Hx Children's Welfare P2C Covid Emergency Fund Staying Well Garden Project HMRC-Job Retention Scheme

To fund activities to combat isolation and loneliness

Towards any activity to support children and young people in the area To support the running of the charity during Lockdown

To fund development costs of garden project

For staff who have been furloughed due to Covid-19

12

The Space@Field Lane Group

Notes to the accounts continued

for the year ended 31 March 2021

5
6
7
**8 **		 Tangible assets
Cost
At 1 April 2020
Additions / disposals
At 31 March 2021
Depreciation
At 1 April 2020
Charge for year
At 31 March 2021
Net book value
At 31 March 2021
At 31 March 2020
Debtors and prepayments
Debtors
Prepayments
Cash at bank and in hand
Current account
PayPal
Petty cash
Creditors and accruals
Creditors
Accruals		 £
508,350
-
508,350
27,409
25,419
52,828
455,522
480,941
2021
£
24,760
1,492
26,252
2021
£
70,817
-
271
71,088
2021
£
12,715
600
13,315
Leasehold
improvements		 Total
£
508,350
-
508,350
27,409
25,419
52,828
455,522
480,941
2020
£
1,084
-
1,084
2020
£
65,537
3
627
66,167
2020
£
12,176
600
12,776

9 Related party transactions

Trustee expenses

No trustee received any expenses during this year or the previous year.

Trustee remuneration and benefits

No trustee received any remuneration or benefit during this or the previous year.

13

The Space@Field Lane Group

Statement of Financial Activities including comparatives for all funds (including summary income and expenditure account) for the year ended 31 March 2021

2021
2020
Unrestricted Unrestricted
funds
funds
£
£
Income
Grants and donations
10,572
1,988
Room hire income
2,731
6,426
Fundraising
-
34
Café sales
1,815
2,315
Lunch club income
-
464
Event sales
-
701
Other income
341
659
Total income
15,459
12,587
Expenditure
Salaries
-
-
Travel
-
-
Training
-
439
Project and event costs
319
409
Lunch club expenses
-
204
Insurance
936
1,949
Premises costs
2,214
1,010
Repairs and maintenance
123
463
Cleaning and safety checks
333
580
Refurbishment costs
-
-
Depreciation
25,419
25,419
Café expenses
5,718
2,567
Equipment
209
268
Advertisting and marketing
36
583
Accountancy fees
600
600
Postage, freight and courier
-
35
Printing and stationery
188
608
Subscriptions and licences
625
562
Computer support and consumables
-
1,187
Website domain and hosting
8
165
Telephone and internet
1,027
668
Volunteer expenses
-
67
Other expenses
122
33
Covid safe specific spends
27
-
Total expenditure
37,904
37,816
Net (expenditure) / income
(22,445)
(25,229)
Transfers between funds
653
473,774
Net movement in funds
(21,792)
448,545
Fund balances brought forward
484,395
35,850
Fund balances carried forward
462,603
484,395		 2021
Restricted
funds
£
60,491
-
-
-
-
-
-
60,491
23,790
-
30
324
-
-
-
422
570
789
-
1,354
3,618
1,140
-
-
110
103
-
-
-
-
80
1,875
34,205
26,286
(653)
25,633
51,021
76,654		 2020
Restricted
funds
£
512,831
-
-
-
-
-
-
512,831
16,772
228
-
4,547
-
-
3,246
-
-
3,064
-
74
12,124
42
-
-
-
-
-
-
396
649
35
-
41,177
471,654
(473,774)
(2,120)
53,141
51,021		 2021
Total
funds
£
71,063
2,731
-
1,815
-
-
341
75,950
23,790
-
30
643
-
936
2,214
545
903
789
25,419
7,072
3,827
1,176
600
-
298
728
-
8
1,027
-
202
1,902
72,109
3,841
-
3,841
535,416
539,257		 2020
Total
funds
£
514,819
6,426
34
2,315
464
701
659
525,418
16,772
228
439
4,956
204
1,949
4,256
463
580
3,064
25,419
2,641
12,392
625
600
35
608
562
1,187
165
1,064
716
68
-
78,993
446,425
-
446,425
88,991
535,416

14