## **Trustees' Annual Report for the period**
## **From**
Period start date
**To**
Period end date
01 January 2021
31 December 2021
Section A Reference and administration details
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## **Charity name**
Wylye Valley Disabled Children’s Charity
**Other names charity is known by**
**Registered charity number (if any)**
1171356
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**Charity's principal address**
## 3 Drury Close
## Thornhill
## Cardif
## **Postcode CF14 9BJ**
## **Names of the charity trustees who manage the charity**
**Trustee name TAR**
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**Office (if any) Dates acted if not for whole year Name of person (or body) entitled to appoint trustee (if any)**
1
John Wyeth
First charity trustee
2
Teresa Fox Chair First Charity Trustee
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Anne Irvine Secretary First Charity Trustee
Paul Butcher
Treasurer
Trustee appointed by a resolution passed at a properly convened meeting of the charity trustees.
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Brendan Smith
Trustee appointed by a resolution passed at a properly convened meeting of the charity trustees
Wendy Graham
Trustee appointed by a resolution passed at a properly convened meeting of the charity trustees
Emma Waters
Designated safeguarding officer
Trustee appointed by a resolution passed at a properly convened meeting of the charity trustees
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io
li
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**Names of the trustees for the charity, if any, (for example, any custodian trustees)**
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## **Name Dates acted if not for whole year**
## **Names and addresses of advisers (Optional information)**
**Type of adviser Name Address**
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**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)
Foundation Model Constitution
How the charity is constituted (eg. trust, association, company)
CIO Charitable Incorporated Organisation
Trustee selection methods (eg. appointed by, elected by)
Appointed by a resolution passed at a properly convened meeting of the charity trustees
## **Additional governance issues (Optional information)**
You **may choose** to include additional information, where relevant, about:
- policies and procedures adopted for the induction and training of trustees;
- the charity’s organisational structure and any wider network with which the charity works;
- relationship with any related parties;
- trustees’ consideration of major risks and the system and procedures to manage them.
## **Delegation by charity trustees**
The charity trustees delegate organisation of our annual camp to a camp committee, consisting of 8 members including 3 trustees. The committee is empowered by the full **TAR** 10
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trustee panel with all necessary decision making and budgetary authority required for the Camp organisation. This includes capital expenditure where required.
Decision making requires a minimum quorum of the committee.
The trustees are kept informed by the inclusion of 3 trustees on the camp organisation committee and feedback at the Trustee AGM and bi-annual meetings.
Delegation is in accordance with governance set out in the charity constitution document.
## **Section C Objectives and activities**
## **Summary of the objects of the charity set out in its governing document**
Our object relates to the relief of disabled, ill or disadvantaged children by assisting in the provision of facilities for riding and other activities, in particular, but not exclusively by providing an annual riding camp to benefit their health and well-being. Reflecting the long history and roots of the charity, focus continues primarily on disabled children and disadvantages arising from their physical challenges in particular”.
## **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)**
Regard has been taken of the guidance on public benefit issued by the Charity Commission when exercising any powers and duties.
Delivery of our primary objective of the charity focuses on the organisation of an annual riding and activity camp. Sadly, as with the 2020 camp, the 2021 camp was also cancelled due to the Covid crisis.
As in 2020, the camp committee worked hard to keep all children and families included in our plans, with an activity box focused on achievable activities for all recipients and committee and led zoom meetings between volunteers and children.
The committee took the opportunity to review and revise policies and processes in line with any adjustments needed due to COVID regulations in preparation for Camp 2022. This included regularly reviewing all guidelines available as well as connecting with similar charities and discussing best practices to avoid last minute changes. This also meant we could correctly assess any possible additional expenditure and transparency for our attendees and suppliers.
Additionally, we were able to upgrade our website with all relevant information and modernising our reach with a mobile friendly platform with a view to creating a more inclusive experience for our holiday children. This was actioned entirely by volunteers and committee members who completed the work within their own time with no charge to the charity.
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## **Additional details of objectives and activities (Optional information)**
You **may choose** to include further statements, where relevant, about:
- policy on grant making;
- policy programme related investment;
- contribution made by volunteers.
With the cancellation of the annual camp, expenditure for the year was minimal. Our main fundraiser was again cancelled, but moderate income continued with our loyal supporters continuing to make donations via our 100 Club and advocacy fundraisers.
Section D Achievements and performance
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Section D Achievements and performance
## **Summary of the main achievements of the charity during the year**
As with many charities WVDCC were limited in their ability to deliver fully on our objective. However, with a team of determined and committed committee members and volunteers, contact was maintained with the families and children we endeavour to support.
Trustee and committee meetings continued as normal, albeit via zoom rather than face to face.
Increased visibility and information of our charity through upgraded website with inclusivity and transparency in mind.
Policies and procedures updated in line with COVID regulations, safeguarding guidelines etc.
Data collection and retention audit completed to ensure all personal and sensitive data is collected and stored safely and correctly.
Training and volunteer codes revised and improved to create clear expectations and shared accountability.
Contingency plan created.
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**Section E Financial review**
**Brief statement of the charity’s policy on reserves**
**Details of any funds materially in deficit**
The main event run by the charity, a weeklong holiday camp for disabled children, costs around £18k each year to hold. A reserves policy is in place to ensure that should fundraising be insufficient from the previous year to cover the cost of the subsequent year the event can still be held. To date the charity has sufficient reserves to hold the next three years’ worth of events.
None
## **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.
The charity’s principal source of funding comes from donations and fundraising events, parents and carers of the holiday children attending our camps are not charged and volunteers helping at our events are asked to contribute towards the cost of their catering for the week.
In a ‘standard’ year, fundraising is achieved in many forms; volunteers will often take part in sponsored events and the charity sometimes benefits from donation / charitable duty fund matching schemes setup by some of our volunteer’s employers. In addition, volunteers organise and hold an annual weekend music festival with all profit being donated to the charity. The Punchbowl Fest in support of the Charity is now a significant date on the calendars of many. Whilst advocating fundraising continued, sadly employer donations were suspended, and the Punchbowl Fest could not take place. We are confident that these initiatives will revive in future years.
All expenditure is to support the goals of the charity; the relief of disabled, ill, or disadvantaged children by assisting in the provision of facilities for riding and other activities. Costs are split between rental equipment (marques, tables, and chairs etc), retained equipment (specialist horse riding equipment, mattresses, tents, catering equipment, lighting and electrical equipment etc) and consumables (food, toileting etc).
That being said, as with 2020, 2021 was an unusual year for the charity as the main charity event, the riding camp, could not be held due to COVID-19. This had an impact on the outgoing expenses and resulted in much less income being required in 2021 to maintain our funds. Any funds raised during 2021 have been moved over to the budget for future events or used to improve the quality of the equipment the charity relies upon to hold the event.
All children who were confirmed to attend yet missed out on the Camp in 2021 were also sent a £100 gift voucher to
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spend in either a restaurant or activity with their families.
The major equipment addition was that of a purpose-built outdoor shower suitable for use by both holiday children and volunteers, providing both space and a suitably private and safe environment.
With hopeful anticipation of facilitating the camp again in 2022 we needed to secure equipment needed such as booking the hired tents, fire safety equipment and any additional electrical safety equipment, Without clarity as to whether the pandemic would impact our ability to provide the camp the charity needed to balance timely organisation with possible financial losses due to paying deposits etc, therefore we instigated a financial risk review assessing the maximum expenditure should these funds be lost if cancellation was once again necessary.
Finally, the trustees consider insurance a prerequisite to the Camp taking place, and Insurance was reviewed, considering any additional protection needed for 2021/22. As the renewal lands every April, it was important to understand, communicate and implement any changes to align with updated policies and budget for any possible increases insurance costs.
Notwithstanding the uncertainties of the year and restriction of fundraising, our financial balance remains solid and provides a cushion of 3 years future camps without further income.
Critical to maintaining the profile of the Charity with both our holiday children and their families and our volunteers, our Camp manager and camp committee have worked to ensure the Charity remains active.
With the Committee’s work, the trustees remain confident of the robustness of the Charity finances and its profile with interested parties.
## **Section G Declaration**
**The trustees declare that they have approved the trustees’ report above.**
## **Signed on behalf of the charity’s trustees**
**TAR**
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**Signature(s)**
## **Full name(s)**
Teresa Joan Fox
**Position (eg Secretary, Chair, etc)**
Chair
**Date**
2021
**TAR**
September 2022
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## Wylye Valley Disabled Children’s Charity
1st of January 2021 - 31st of December 2021 Financial Report **www.WylyeValleyCamp.Org**
**info@WylyeValleyCamp.Org**
**Unaudited Financial Report for the Year Ended 21 December 2021**
**Prepared by Paul Butcher (Honorary Treasurer) on behalf of the board of Trustees**
**General Ledger Summary Wylye Valley Disabled Children's Charity**
## Wylye Valley Disabled Children’s Charity
1st of January 2021 - 31st of December 2021 Financial Report **www.WylyeValleyCamp.Org**
**info@WylyeValleyCamp.Org**
|||||||
|---|---|---|---|---|---|
|**From 1 January 2021 to 31 December 2021**||||||
|||||||
|**Account**|**Debit**|**Credit**|**Net Movement**|||
|||||||
|100 Club In (999_1)|£0.00|£4,715.00|-£4,595.00|||
|100 Club Out (999_2)|£2,475.00|£0.00|£2,475.00|||
|Activities (999_10)|£1,923.22|£0.00|£1,923.22|||
|Charity_Insurance (999_11)|£949.34|£0.00|£949.34|||
|Donation (999_4)|£0.00|£1,797.31|-£1,797.31|||
|Fundraising (999_7)|£0.00|£1,616.30|-£1,616.30|||
|Site Upgrade / Maintenance
(999_8)|£2,779.67|£0.00|£2,779.67|||
|Storage rental (999_16)|£2,400.00|£0.00|£2,400.00|||
|XERO Subscription (999_17)|£439.20|£0.00|£439.20|||
|**Total**|**£10,966.43**|**£8,128.61**|**£2,837.82**|||
|||||||
|**Balance Sheet**||||||
|Wylye Valley Disabled Children's Charity||||||
|As at 31 December 2021||||||
|**Current Assets**||||||
||Cash at bank and in hand|||||
||**Account**|**31 Dec 2021**|**31 Dec 2020**|**31 Dec**
**2019**|
**31 Dec**
**2018**|
||Wylye Valley
Disabled Children|58,638.50|61,476.30|53,228.92|39,870.24|
## Wylye Valley Disabled Children’s Charity
1st of January 2021 - 31st of December 2021 Financial Report **www.WylyeValleyCamp.Org**
**info@WylyeValleyCamp.Org**
||**Total Cash at bank**
**and in hand**|**58,638.50**|**61,476.30**|**53,228.92**|**39,870.24**|
|---|---|---|---|---|---|
|||||||
|**Total Current Assets**||**58,638.50**|**61,476.30**|**53,228.92**|**39,870.24**|
|||||||
||**Net Current Assets**|**58,638.50**|**61,476.30**|**53,228.92**|**39,870.24**|
||**(Liabilities)**|||||
|||||||
|||||||
||**Total Assets less**|**58,638.50**|**61,476.30**|**53,228.92**|**39,870.24**|
||**Current Liabilities**|||||
|||||||
|||||||
||**Net Assets**|**58,638.50**|**61,476.30**|**53,228.92**|**39,870.24**|
|||||||
|||||||
|**Capital and Reserves**||||||
||Current Year
Earnings|(2,837.82)|8,247.40|13,358.68|39,870.24|
||Retained Earnings|61,476.32|53,228.92|39,870.24|0.00|
|**Total Capital and Reserves**||**58,638.50**|**61,476.32**|**53,228.92**|**39,870.24**|
|||||||
|**Profit and Loss**||||||
|Wylye Valley Disabled Children's Charity||||||
|For the year ended 31 December 2021||||||
|||||||
|**Account**|**2021**|**2020**|**2019**|**2018**||
|||||||
|**Turnover**||||||
|100 Club In|4,715.00|2,550.00|2,800.00|0.00||
## Wylye Valley Disabled Children’s Charity
1st of January 2021 - 31st of December 2021 Financial Report **www.WylyeValleyCamp.Org**
## **info@WylyeValleyCamp.Org**
|Donation|1,797.31|5,969.38|13,079.28|0.00||
|---|---|---|---|---|---|
|Fundraising|1,616.30|311.22|2,238.45|0.00||
|Other Revenue|0.00|0.00|0.00|39,870.24||
|Punchbowl Festival|0.00|1,347.00|9,559.87|0.00||
|**Total Turnover**|**8,128.61**|**10,177.60**|**27,677.60**|**39,870.24**||
|||||||
|**Cost of Sales**||||||
|||||||
|Charity_Insurance|949.34|605.33|1,290.16|0.00||
|DBS Check|0.00|0.00|170.50|0.00||
|Gambling Licences|0.00|20.00|40.00|0.00||
|Site Upgrade / Maintenance|2,779.67|319.91|1,263.09|0.00||
|**Total Cost of Sales**|**3,729.01**|**945.24**|**2,763.75**|**0.00**||
|||||||
|**Gross Profit**|**4,279.60**|**9,232.36**|**24,913.85**|**39,870.24**||
|||||||
|||||||
|**Administrative Costs**||||||
|100 Club Out|2,475.00|1,525.00|1,275.00|0.00||
|Activities|1,923.22|11.70|3,944.88|0.00||
|Coaches|0.00|0.00|1,101.95|0.00||
|Food|0.00|0.00|4,111.10|0.00||
|Hire equipment|0.00|0.00|4,359.54|0.00||
|Staff Training|0.00|0.00|151.20|0.00||
|Storage rental|2,400.00|200.00|0.00|0.00||
|XERO Subscription|439.20|115.20|0.00|0.00||
## Wylye Valley Disabled Children’s Charity
1st of January 2021 - 31st of December 2021 Financial Report **www.WylyeValleyCamp.Org**
**info@WylyeValleyCamp.Org**
|||||||
|---|---|---|---|---|---|
|**Total Administrative Costs**|**7,237.42**|**1,851.90**|**14,943.67**|**0.00**||
|||||||
|**Operating Profit**|**(2,957.82)**|**7,380.46**|**9,970.18**|**39,870.24**||
|||||||
|||||||
|**Other Income**||||||
|DBS Payment|0.00|0.00|93.50|0.00||
|Gift Aid|0.00|866.94|0.00|0.00||
|Helpers food contribution|0.00|0.00|3,295.00|0.00||
|**Total Other Income**|**0.00**|**866.94**|**3,388.50**|**0.00**||
|||||||
|**Profit on Ordinary Activities**|**(2,957.82**|**8,247.40**|**13,358.68**|**39,870.24**||
|**Before Taxation**||||||
|||||||
|**Profit after Taxation**|**(2,957.82**|**8,247.40**|**13,358.68**|**39,870.24**||
|||||||
I have examined the above accounts in conjunction with the supporting accounting records for the purpose of establishing whether there are material matters of concern which need to be brought to the attention of the charity commission and the trustees of the charity.
After due consideration, I have concluded that there are no such concerns.
## Signed:
David W Peters Independent Examiner 2 Dairy Cottages Chitterne Road Codford St Mary Warminster
Wylye Valley Disabled Children’s Charity 1st of January 2021 - 31st of December 2021 Financial Report **www.WylyeValleyCamp.Org**
**info@WylyeValleyCamp.Org**
Wiltshire BA12 OPG
We, the trustees of the charity, are happy that these accounts are accurate and correct.
Signed:
Teresa Fox (Chair) 3 Drury Close, Thornhill, Cardiff, CF14 9BJ Signed:
Brendan Smith Empire Bungalow, Tilshead, Salisbury, Wilts. SP3 4 RZ
Signed:
John Wyeth Old Police station, Chitterne Road, Codford. BA12 0PG Signed:
Wylye Valley Disabled Children’s Charity 1st of January 2021 - 31st of December 2021 Financial Report **www.WylyeValleyCamp.Org info@WylyeValleyCamp.Org**
Annie Irvine 60 St Johns Road, Warminster BA12 9LY Signed:
Paul Butcher 19 Nash Lane Yeovil Somerset BA20 2HN
Signed:
Emma Waters Thimble cottage 6 Court Hill Potterne Nr Devizes Wiltshire SN10 5PN
Wylye Valley Disabled Children’s Charity
1st of January 2021 - 31st of December 2021 Financial Report **www.WylyeValleyCamp.Org info@WylyeValleyCamp.Org**
Signed:
Wendy Graham Hillview, Salisbury Road, Shrewton Salisbury SP3 4EQ