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2021-03-31-accounts

Foxhall Centre Charitable Incorporated Organisation

Annual Report & Financial Statements Year Ended 31[st] March 2021

Registered Charity No 1171154

110 Parliament Road Ipswich IP4 5EP

Foxhall Centre Annual Report to 31 March 2021

Trustees’ Report and Financial Statements

Contents

Page
Trustees and Administration Information 2
Report from the Chair 3
Trustees’ Annual Report 4
Review of Activities 6-8
Statement of Public Benefit 9
Review of the Transactions and Financial Position of the Charity 10
Independent Examiner’s Report 11
Statement of Financial Activities 12
Balance Sheet 13
Accounting Policies and Notes to the Accounts
14-16

1

Foxhall Centre Annual Report to 31 March 2021

Foxhall Centre

Registered Charitable Incorporated Organisation No 1171154

Trustees

Ian Meigh Chair Peter Dodd CTA Treasurer Sharron Cozens Retired 5[th] March 2021 Vicky Hosking William Henry

Registered Office Address

110 Parliament Road Ipswich IP4 5EP Bankers Co-operative Bank PLC PO Box 250, Delf House, Southway, Skelmersdale, WN8 6WT

Independent Examiner

Rachel Marsh FMAAT AATQB Marsh Accountancy 67 Gardeners Road Debenham Suffolk IP14 6RX Management Team Yvonne Kane Centre Manager Debbie Dodd Operations Manager Catherine Baker Deputy Centre Manager

Management Team

2

Foxhall Centre Annual Report to 31 March 2021

Report from the Chair

The Foxhall Centre Lavender Trust provides care and support for older people, many of whom are living with dementia and/or other long term health conditions. It provides far more than just care and support services however as it provides an opportunity for the older people of Ipswich, and the surrounding area, to meet people and enjoy regular conversation with old and new friends.

It is also a centre that helps to combat loneliness and isolation by providing a happy, welcoming environment where its members can benefit from companionship with others of a similar age; have fun; take part in a range of stimulating and fun activities and enjoy a variety of entertainment.

Unfortunately, the Covid 19 crisis severely restricted our operations this year as we were forced to close when the national lockdown was announced in March and the centre did not open again until mid August. We thank the management team who worked extremely hard putting in place appropriate safety measures to keep our returning members and staff safe on re-opening in August but sadly, due to the need for social distancing our numbers were severely restricted to just 10 per day. There was further disappointment when the second national lockdown was announced in the Autumn which led to the centre remaining closed for the rest of the financial year.

Whilst closed we were fortunate enough to be supported financially by Adult Community Services until the end of the year and were also able to apply for the government’s financial Furlough scheme support payments which meant we did not lose any staff during the pandemic.

The management team worked hard to keep in touch with members and to carry out welfare checks especially for members known to live on their own whilst the centre was closed and this was very much appreciated by both members and their families as well us the Board of Trustees.

Despite the challenges every person and organisation has faced during the year, we cannot thank those individuals and organisations enough that have continued to support us. A special mention however must be given to Fynn Valley Golf Club, the Ladies that Lunch and the White House Ladies Club for their amazing support during the year. Without such support from individuals, and local organisations and groups we would not have been able to maintain our services and be in a position to re-open again as soon as it was possible to do so.

Of course I must mention the reluctant retirement of Sharron Cozens from the Board of Trustees and thank her sincerely for her support and guidance as a board member. Sharron had a wealth of social care experience and will be greatly missed from the Board. We must also sincerely thank Sharron for her amazing fundraising efforts also having raised thousands of pounds for the organisation over the past two years.

As we enter the next financial year, our future remains uncertain. Our success will be dependent on our ability to return to operating fully and increasing our member numbers to pre-covid levels. Marketing will be essential and every effort will be made to promote the excellent services offered by our staff . I would like to thank all the staff for their support, commitment and dedication to keeping the Foxhall Centre available for the benefit of the community during these exceptional and difficult times

We remain committed to delivering safe services for the benefit the older population of Ipswich and look forward to the challenge ahead.

13 July 2021

Ian Meigh Chairman

3

Foxhall Centre Annual Report to 31 March 2021

Trustees’ Annual Report

The Trustees, submit their annual report and the independently examined financial statements for the year ended 31 March 2021.

Structure, Governance and Management.

Governing instrument

The Charity is governed as a Charitable Incorporated Organisation (CIO). The constitution was agreed and registered with the Charity Commission on 17th January 2017. The Charity is governed by its Board of Trustees.

Trustees and Operational Structure

The Trustees of the Centre during the year were as shown on the previous page. The Trustees are responsible for the strategic direction, governance and policies of the CIO. The day to day operation of the Centre is delegated to the Management Team consisting of the Centre Manager, Operations Manager, and the Deputy Centre Manager.

Governance and Internal Control

Company and Charity law require the Trustees to prepare financial statements for each financial year, which give a true and fair view of the state of affairs of the charity and of the surplus or deficit of the charity for that period. In preparing those financial statements, the Trustees have:

The Trustees have overall responsibility for ensuring that the charity has an appropriate system of controls, financial and otherwise. They are also responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities and to provide reasonable assurance that:

The systems of internal control are designed to provide reasonable, but not absolute, assurance against material misstatement or loss. They include:

The Trustees are pleased to report that the charity’s internal financial controls, in particular, conform with guidelines issued by the Charity Commission.

4

Foxhall Centre Annual Report to 31 March 2021

Objectives and Activities

The objects of the CIO are:-

The Foxhall Centre is a local independent charity which provides a range of activities and services from the Foxhall Centre Lavender Trust venue, for people over the age of fifty, with the aim of improving quality of life and offering practical support, advice and information.

5

Foxhall Centre Annual Report to 31 March 2021

Review of Activities 2020/21

Achievements and performance

Services offered

The Foxhall Centre Lavender Trust continues to provide professional support for older people living in Ipswich and the surrounding areas. We are a Dementia Friendly charity and all our staff are fully trained to provide person centred care and support tailored to the individual needs of those attending the centre.

Our services are aimed at supporting older people to remain independent and living in their own homes for as long as they able to do so, and we pride ourselves in the quality of care and support provided and the friendly and relaxed atmosphere of our centre where there is always fun and laughter.

Our activities are both mentally and physically stimulating and encourage and enable our members to maintain their memory and communication skills through discussion and reminiscence especially when taking part in activities such as, musical bingo, quizzes and games. They also help members to maintain and/or improve their mobility and dexterity when, for example: doing gentle exercises, baking, gardening or moving/dancing to the musical entertainment

Our small dedicated team of staff take the time needed to get to know every individual member so that activities can be offered that will be enjoyed and engaging for everyone. This year our events have been severely limited both due to the social distancing requirements and the safety precautions required to keep both staff and members safe throughout the day.

Dignity and respect is really important to us, as is valuing every member for what they can bring to the centre. Everyone is welcome regardless of their circumstances and/or personal needs.

The safety of our staff and members is of course paramount and sadly we had to temporarily close our doors towards the end of March 2020 due to the Covid 19 crisis. During the year we were able to operate for 12 weeks between 18 August 2020 and 4 November 2020, before the second lockdown forced our closure once again.

The centre will remain closed into the new financial year until such time as the government indicates it is safe for us to reopen and all the necessary safety precautions have been implemented.

6

Foxhall Centre Annual Report to 31 March 2021

Day Services

Our services can be accessed directly or via referral from local authorities and/or other voluntary organisations.

Members can attend as many times a week as they wish/need and for the whole day, or half a day depending on their needs.

In 2020/21 we provided a total of 515 (2019/20 -3647) core sessions of which 71% (2019/20 - 73%) were privately funded. The period during which we were able to open was limited to 12 weeks due to the Covid 19 crisis

Additional Services

In addition to the care and support

----- Start of picture text -----
Attendance 2020/21
1,600
1,400
1,200
1,000
800
600
400
200
0
ACS General ACS Special Private General Private Special
2020/21 2019/20
----- End of picture text -----

provided we also offer the following additional services which can be accessed by our members as and when required:

Refreshments

We provide our members with a choice of a 2 course mid-day meal which is home cooked and nutritious and which meets the individual dietary needs of our members. In addition, we also provide the following refreshments

During 2019/20 we provided 502 lunches (2019/20 - 3818) but no other refreshments (2019/20 – 16).

Staffing.

During the year we employed an average of eleven part time staff. Due to safety concerns and the need for social distancing our volunteers were asked to keep away from the centre until such time as all restrictions were lifted. We look forward to their return as they are an important part of our team.

Future plans

The charity was successful during the first three years operation and built up both its finances and members to ensure the charity’s sustainability. The Covid19 crisis has and continues to significantly impact on the charity both in terms of its financial resources and its membership as was expected. Our numbers dropped by more than 50% for the short period we were open and we expect it will drop further once we reopen.

7

Foxhall Centre Annual Report to 31 March 2021

Whilst the future therefore remains uncertain the management team remain positive and in terms of the immediate future, they will focus of getting the centre fully operational again taking into account any precautions that will be required to be kept in place to keep staff and members safe whilst at the centre. Work will also be focused on attracting new members to the centre.

Funders

We wish to express our sincere thanks for all the support and enthusiasm of all our funders and fundraisers without whom the continued success of the Centre, and survival of the temporary enforced closure due to Covid 19 could not happen.

Specific mention should be made of the Suffolk County Council Adult Care Services support grant and the government’s Job Retention Scheme as well as the donations made by individuals, families and clubs which combined have enabled us to limit the amount of the deficit to a reasonable level

Betty Ortiz Mr and Mrs Hunt Edna Garnham family (Dec’d) Mr Kemish Fynn Valley Golf Club Ladies that Lunch Eve Greenhaugh family (Dec’d) White Horse Ladies Club Mr and Mrs Gunnell and the many others.

8

Foxhall Centre Annual Report to 31 March 2021

Reserves Policy

At their meeting on 9 May 2017, the Trustees reviewed the charity’s needs for reserves in line with the guidance issued by the Charity Commission and resolved that:

a) That the General Reserve should be established and built up to a level which would finance a reasonable period in which to run down the organisation’s operations in the event of a major loss of funding.

b) That the level of General Reserve should be reviewed in line with this policy on an annual basis.

Approved by the Board of Trustees Reviewed 17 April 2018

Supporting Statement

A target figure of £15,000 based on a three month winding-down period, was initially set in the 2017/18 budget. At the end of 2017/18, through prudent financial planning and a highly successful year, we were able to reach and exceed the recommended level of general reserves.

Having reviewed this figure, this level was thought insufficient to ensure sufficient time and facilities would be available to ensure all customers are able to secure alternative care arrangements, and to enable smooth transition, in the event of the Centre’s closure.

At their meeting on 17th April 2018 the Trustees agreed that a target figure of £60,000 based on a six month winding-down period should be set and maintained.

Statement of Public Benefit

The objectives, and review of achievements and performance sections of this report clearly set out the activities which the Charity undertakes for the public benefit.

The Trustees confirm that they have complied with the duty in section 4 of the Charities Act 2006 to have due regard to the public benefit guidance published by the Commission in determining the activities undertaken by the Charity.

9

Foxhall Centre Annual Report to 31 March 2021

Review of the transactions and financial position of the charity

The format of the financial statements and accounts is in accordance with the recommendations of the Statement of Recommended Practice for Charity Accounts. Income and expenditure is analysed between restricted and non-restricted funds in the Statement of Financial Activities on page 12 and the balance sheet is included on page 13.

Results for the period

The Income and Expenditure Account shows net deficit on unrestricted funds for the year ended 31 March 2021 of (£837) (2019/20 -surplus £46,858) . There is a surplus on all unrestricted funds of £183,937 (2019/20 – £184,775) at 31 March 2021

The project funds have also been closely monitored. At the end of the period, one fund is showing a financial surplus on Revenue Funds due to the fact that expenditure on the underlying activities will be made in future periods.

.

Financial position at balance sheet date

The Board considers that the charity’s financial position at the balance sheet date is satisfactory.

Degree of financial dependency

As mentioned above, the charity is dependent on the voluntary efforts of its members and volunteers. However, there is no significant degree of dependence on any single member or small group of members in respect of voluntary effort or financial contributions.

Political contributions

The charity made no political contributions during the year.

Independent Examiner

In accordance with the Charities Act 2011, the financial statements have been independently examined by Rachel Marsh FMAAT AATQB .

By Order of the Board

Signed Date 13 July 2021

Peter Dodd CTA

Hon. Treasurer

10

INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES

I report on the accounts of the Foxhall Centre for the year ended 31 March 2021.

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 the year under section 114 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed.

It is my responsibility to:

Basis of independent examiner’s report

My examination was carried out in accordance with the General Directions given by the Charity Commissioners. 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 for you as trustees concerning such matters. The procedures undertaken do not provide all the evidence that would be required in an audit 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:

have not been met, or

Rachel Marsh FMAAT AATQB Marsh Accountancy 67 Gardeners Road Debenham Suffolk IP14 6RX

Date: 27 August 2021

Foxhall Centre Lavender Trust Year ended 31 March 2021

Statement of Financial Activities

Note
Unrestricted
Restricted
Total
£
£
£
INCOMING RESOURCES
Grant income
3
102,457
-
102,457
Charitable activity income
3
23,358
-
23,358
Fundraising and donations
3
4,435
163
4,598
Investment Income
514
514
TOTAL INCOMING RESOURCES
130,764
163
130,927
RESOURCES EXPENDED
Charitable Expenditure
Staff costs
4
119,381
-
119,381
Accommodation and office costs
4
6,196
6,196
Operational costs
4
2,633
-
2,633
Other costs
4
3,387
-
3,387
Charitable Expenditure
131,597
-
131,597
Fundraising Costs
5
5
TOTAL RESOURCES EXPENDED
131,602
-
131,602
SURPLUS /(DEFICIT)
(837)
163
(674)
Reserves B/F
184,775
1,617
186,392
Balance carried forward
183,937
1,780
185,717
Note
Unrestricted
Restricted
Total
£
£
£
INCOMING RESOURCES
Grant income
3
102,457
-
102,457
Charitable activity income
3
23,358
-
23,358
Fundraising and donations
3
4,435
163
4,598
Investment Income
514
514
TOTAL INCOMING RESOURCES
130,764
163
130,927
RESOURCES EXPENDED
Charitable Expenditure
Staff costs
4
119,381
-
119,381
Accommodation and office costs
4
6,196
6,196
Operational costs
4
2,633
-
2,633
Other costs
4
3,387
-
3,387
Charitable Expenditure
131,597
-
131,597
Fundraising Costs
5
5
TOTAL RESOURCES EXPENDED
131,602
-
131,602
SURPLUS /(DEFICIT)
(837)
163
(674)
Reserves B/F
184,775
1,617
186,392
Balance carried forward
183,937
1,780
185,717
2019-20
£
1,954
169,318
19,175
379
190,826
114,662
9,929
14,322
3,636
142,549
226
131,602
-
131,602
142,775
(837)
163
(674)
184,775
1,617
186,392
183,937
1,780
185,717
48,051
138,340
186,392

12

Foxhall Centre Lavender Trust Balance Sheet as at 31 March 2021

Note
FIXED ASSETS
Furniture and Equipment
2
Tangible Fixed Assets
Current Assets
Debtors
Debtors
Accrued income
Payments in advance
Total Debtors
Bank and Cash
Current Account
Deposit Account
Petty Cash Core
Petty Cash kitchen
Undeposited Funds
Cash at bank and in hand
Net Current Assets
Current Liabilities
Creditors
Tax and National Insurance
Current liabilities
Net Current Assets
FUNDS
Unrestricted Funds
Restricted Funds
31 March 2021
5,311
5,311
713
-
1,506
2,219
130,192
50,000
300
120
5
180,617
182,836
418
2,012
2,430
180,406
185,717
183,937
1,780
185,717
31 March 2020
7,567
7,567
10,869
1,954
12,823
61,367
100,000
422
390
4,303
166,482
179,305
480
480
178,824
186,392
184,775
1,617
186,392

At the end of the period, restricted funds show a surplus balance due to the fact that income has been received in advance of expenditure on the projects' activities which will be made in future periods.

These financial statements were approved by the Board of Trustees on 13 July 2021

Signed:-

Ian Meigh - Chair

13

Foxhall Centre Lavender Trust Year ended 31 March 2021

Notes to the Financial Statements Year ended 31 March 2021

Note 1 Basis of Accounting

The financial statements have been prepared under the historical cost convention and 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) issued on 16 July 2014

The depreciation rates in use are as follows: Furniture - 5 years Computers and equipment- 1 year Office Equipment - 1 year Other Equipment - 5 years Assets with a purchase price of less than £50 are written off in the year of purchase.

e) Unrestricted funds are donations and other incoming resources receivable or generated for the objects of the Trust.

Note 2 Fixed Assets

Fixed Assets
Cost
At 1 April 2020
Additions
Disposals
At 31 March 2021
Depreciation
At 1 April 2020
Charge for the year
Disposals
At 31 March 2021
Net book value
At 31 March 2021
At 31 March 2020
Computers
Furniture
Other
Total
Equipment
£
£
£
£
7,049
4,229
11,278
896
-
896
-
-
-
896
7,049
4,229
12,174
(1,770)
(1,941)
(1,455)
(896)
(1,410)
(846)
(5,408)
-
-
(896)
(3,180)
(2,787)
(6,863)
-
3,869
1,442
5,311
-
5,279
2,288
7,567

14

Foxhall Centre Lavender Trust Year ended 31 March 2021

Note 3 Analysis of incoming resources

Analysis of incoming resources
Unrestricted Restricted 2020/21 2019/20
£ £ £ £
Grant Income
Government Grants 102,457 - 102,457 1,954
Trust Grants - - - -
Other Grants - - + +
Grant Income 102,457 - 102,457 1,954
Charitable Activity Income
Private Attendance Fees 13,792 13,792 101,913
ACS Attendance Fees 6,721 6,721 45,419
Taster Day Fees 210 210 390
Meals Fees 2,613 2,613 19,859
Breakfast / Refreshment Fees - - 29
Bathing / Hairdressing Fees 22 22 1,708
Total Charitable Activity Income 23,358 - 23,358 169,318
Donations
Fundraising General 4,435 4,435 15,833
Fundraising Client - 163 163 3,342
Total Donations 4,435 163 4,598 19,175
Analysis of resources expended
Unrestricted Restricted 2020/21 2019/20
Analysis £ £ £ £
Staff Costs - -
Salaries 115,261
-
115,261 109,837
Pension costs 3,580 3,580 3,643
Recruitment - - 919
Staff training 540 540 262
Total 119,381
-
119,381 114,662
No employees received employee benefits (excluding employer pension costs) for the reporting period of more than £60,000
Accommodation and Office Costs
Property expenses 2,621 2,621 4,586
Telephone 628 628 614
Printing and publicity - - -
Stationery 85 85 413
Postage 108 108 212
Equipment maintenance - - 1,139
It Costs 112 112 349
Insurance 1,569 1,569 1,538
Other office 359 359 465
Finance and payroll costs 715 715 614
Total 6,196
-
6,196 9,929
Operational - -
Activity Costs 124
-
124 5,086
Kitchen Costs 1,305 1,305 6,481
Cleaning / Protective Clothing 1,203 1,203 2,755
Total 2,633
-
2,633 14,322
Other Costs - -
Marketing Costs - - - 975
Miscellaneous Centre Costs 235 - 235 405
Restricted Funding Expenditure - - - -
Depreciation 3,152 - 3,152 2,256
Total 235
-
3,387 3,636
Fundraising costs
Fundraising Costs 5 5 226

Note 4 Analysis of resources expended

Fundraising costs Fundraising Costs

15

Foxhall Centre Lavender Trust Year ended 31 March 2021

Note 5

5.1 Trustee Expenses

No trustees were paid expenses during the year

5.2 Fees for examination or audit of the accounts

5.2 Fees for examination or audit of the accounts
Note 6
Staff Costs
Recruitment Costs
Staff Training
Independent examiner’s or auditors' fees
Other fees (for example: advice, consultancy, accountancy services) paid to the
independent examiner or auditor
6.1 Gross wages, salaries and benefits in kind
Employer’s National Insurance costs
Pension costs
Total staff costs
2019/20
2019/20
£
£
200_200_
None
None
2019/20
2019/20
£
£
115,261_109,160_
-677
3,580_3,643_
-919
540_262_
119,381
114,662

6.2 The average number of employees employed in the year was 11

Note 7
Movement in Restricted Funds
Client Fundraising
Total Funds
At the start
of the Year
Incoming
Resources
Resources
Expended
Balance at
Year end
£
1,617
£
163
£
-
£
1,781
1,617 163 0 1,781

Note 8 Purposes of Restricted funds

Client Fundraising

Funds raised by clients to be used to fund activities and events directly benefiting the clients

16