DocuSign Envelope ID: E6218358-7857-422F-814F-8B92CD6CE310 ## **ALLIANCE FRANÇAISE DE YORK** _Registered Charity Number: 1171386 Company Number: CE008958_ ## **TRUSTEES’ ANNUAL REPORT** ## **AND** **RECEIPTS AND PAYMENTS ACCOUNTS** **FOR THE YEAR ENDED 31 MARCH 2021** HPH, Chartered Accounts 54 Bootham YORK YO30 7XZ DocuSign Envelope ID: E6218358-7857-422F-814F-8B92CD6CE310 ## **ALLIANCE FRANÇAISE DE YORK** ## **TRUSTEES’ ANNUAL REPORT** ## **AND** **RECEIPTS AND PAYMENTS ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2021** |_Contents_|_Page_| |---|---| |Trustees' Annual Report|1 to 4| |Independent Examiner's Report|5| |Receipts and Payments Account|6| |Statement of Assets and Liabilities|7| |Notes to the Accounts|8| DocuSign Envelope ID: E6218358-7857-422F-814F-8B92CD6CE310 ## **ALLIANCE FRANÇAISE DE YORK TRUSTEES’ ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2021** The Trustees have pleasure in presenting their Annual Report together with the Receipts and Payments Account, and the Statement of Assets and Liabilities of the charity for the year ended 31 March 2021. The accounts have been prepared on the receipts and payments basis and comply with the charity's governing document and the Charities Act 2011. ## **REFERENCE AND ADMINISTRATION INFORMATION** Charity name: Alliance Française de York Registered charity number: 1171386 Company number: CE008958 Charity’s principal address:[HPH] Chartered Accountants 54 Bootham York YO30 7XZ Charity’s contact and Christine Grimaud-Brown address: Director 114 Eastgate Pickering North Yorkshire YO18 7DW Names of the charity trustees who managed the charity during the year: Suzi Bewell Chair Appointed 26 June 2020 Alison Smith Honorary Treasurer Appointed 26 June 2020 Nick Folkard Honorary Secretary Appointed 26 June 2020 Bryan Irving Appointed 26 June 2020 Kim Loader Appointed 9 November 2020 Gaëlle Claire-Marks Resigned 24 August 2020 Nadine Tilbury Chair/Treasurer Resigned 26 June 2020 Patricia Wilson Honorary Secretary Resigned 26 June 2020 Susan Carpenter Resigned 26 June 2020 Olivia Doorn Resigned 26 June 2020 Jack Donovan Resigned 26 June 2020 Clare Usher Resigned 26 June 2020 The names and addresses of the charity’s advisers: Independent Examiner: Robert William Woolley BA(Hons), BFP, FCA, MAAT, DChA, MCMI HPH, Chartered Accountants 54 Bootham, York, YO30 7XZ Bankers: HSBC Bank plc, 13 Parliament Street, York, YO1 8XS CAF Bank, Kings Hill, West Malling, Kent, ME19 4JQ Solicitors: Grays Duncombe Place York, YO1 7DY 1 DocuSign Envelope ID: E6218358-7857-422F-814F-8B92CD6CE310 ## **ALLIANCE FRANÇAISE DE YORK TRUSTEES’ ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2021** ## **STRUCTURE, GOVERNANCE AND MANAGEMENT** The charity is constituted as a Charitable Incorporated Organisation (Association model) (CIO) and was registered with the Charity Commission on 31 January 2017. Prior to this it had been an unincorporated charitable association for over 20 years. Our constitution allows for a maximum of 8 trustees and we currently have 5 in post. Trustees are selected at the AGM. Members are invited to apply before the AGM. Existing trustees may also co-opt members to become trustees if vacancies remain after the AGM. The administration of the charity is carried out by the Director and an Administrator; both are employees and native French speakers. The Director is also an experienced teacher and there are three other part-time teaching staff. In addition, we have previously regularly had postgraduate French students visiting and studying as part of their university courses but this activity has been impossible his year due to Covid restrictions. Wherever possible and in accordance with Government guidelines Trustees have continued to attend training seminars for small charities. We have been fortunate to have had trustees with legal, human resources and safeguarding expertise, but we continue to take outside legal, accounting and human resource advice as needed. During the past year we have reviewed and updated various policies including our Health and Safety and our Safeguarding of Children and Adult policies. We continue to belong to a wider UK network of Alliance Française organisations, working closely with the Institut Français. ## **OBJECTIVES AND ACTIVITIES** Alliance Française de York (AfDY) is an educational charity whose aims are: - To advance the education of the public of York and the surrounding region in French language and culture, in particular but not exclusively by: - Organising courses in French language, civilisation and literature; - Promoting social and cultural activities relating to France and for French speakers in York and the surrounding area (such as lectures, musical concerts, drama, exhibitions, film, shows); - Collaborating with the cultural service of the French Embassy in London; - Supporting French language teaching and the diffusion of French culture in schools, colleges, and universities. The Trustees believe they have complied with the duty in Section 17 of the 2011 Charities Act to have due regard to guidance published by the Charity Commission in respect of public benefit. Volunteers play a significant role in delivering the objectives and activities of the charity. In addition, members volunteer to organise and assist at many of the activities listed further below. 2 DocuSign Envelope ID: E6218358-7857-422F-814F-8B92CD6CE310 ## **ALLIANCE FRANÇAISE DE YORK TRUSTEES’ ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2021** ## **ACHIEVEMENTS AND PERFORMANCE** In response to the coronavirus pandemic lockdown began on 23 March 2020. We immediately took steps to convert our activities, where possible, from physical gatherings to online delivery. For example, we moved to online classes and virtual cafés. We continue to follow government guidance and to monitor the easement of restrictions, adjusting our processes as appropriate and thinking creatively about how we can deliver our services in new ways. The current uncertainty obviously makes it difficult to plan ahead for the new academic year and to begin our usual summer marketing events, but we have been fortunate in having a business model that has meant no furlough/redundancies have been needed to date. In accordance with Government guidelines , staff have worked from home and all teaching has been moved onto the Zoom platform . During this time our Landlord informed us that the rental of the premises in which we were based was no longer viable for them and we, together with all other tenants, were given notice to quit. All physical assets were removed and put into storage until such time as the Trustees decide on a future operating model. We had sufficient reserves to trade through the period and together with other UK Alliances Françaises we have benefited from a small financial grant from the Institut Français to purchase computer hardware/software and Zoom licences to enable us to provide our services online. There have been trading losses , however, our loss of booked income has not been significant, since classes form our main income and the fees for the 30-week courses are paid for at the beginning of the academic year; and a loyal learner base has indicated a willingness to continue with online classes, if this proves to be necessary in the next academic year.) The charity continued to provide language classes to a wide range of student abilities, and supplemented the tuition with lectures and social events dealing with French culture and life, including the following: - 1. Annual French language and culture courses over 30 weeks – 8 weekly courses involving just under 70 learners. 2. Individual (1-2-1) and small group (1-2-2/3/4) courses held throughout the year. 3. Summer classes between June and July: we will be running 4 such regular courses this summer2021. 4. Free Open sessions on Zoom: successful sessions for a number of people wishing to discuss their situation and options directly with the course Director. 5. Six conferences in French: online, free, and open to all with an average of maybe 15 people attending. 6. Café Conversation – Free to members and led by native French speakers, twice weekly. This year, they did run online; we’ve had 102 such sessions since our last AGM with an average of 6 people per session. 7. York-Dijon Twinnage. We are actively preparing the 70th anniversary of the twinning (in 2023) with other local partners (Twinning association, City of York) and partners in France. Various events are already taking place, all of them free. 8. In addition to our regularly updated website, and social media postings, we produce a monthly email newsletter with news of our activities and articles on French culture. 3 DocuSign Envelope ID: E6218358-7857-422F-814F-8B92CD6CE310 ## **ALLIANCE FRANÇAISE DE YORK TRUSTEES’ ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2021** ## **POLICY ON RESERVES** The charity’s policy is to ensure that there are sufficient funds to cover liabilities in the event of closure. The charity has no debt and no significant future liabilities following the closure of the office in November 2020. Our annual accounts include the cost of the office closure and storage of property. We anticipate costs for meeting rooms going forward once it is possible to meet in person again. ## **FINANCIAL REVIEW** ## **Income** Classes were quickly moved online in response to the pandemic lockdown with the result that the course fee income has remained fairly constant at £37,078, with just a small decrease of £805 from the year to 31 March 2020. We have not been able to run many social activities and events with the result that income from these has fallen to less than 20% of the previous year’s figure, however, expenditure has also fallen, albeit not by the same percentage. We are very grateful to the Institut Francaise in London for 2 grants, £603 received early in April to cover the cost of IT equipment used for online classes, and £1,818 received in November towards running costs. We also received £510 to fund the development of a pop video to be used in schools. ## **Expenditure** By far the largest running cost for AfDY are staff costs, both for the course tutors and administration. Our grateful thanks go to Christine, Mina, Kristell and all of the tutors for keeping AfDY active through the year. The office in the Railway Institute was closed at the start of lockdown and as we had no access no rent was due. We were given notice to move out in September 2020 when they decided to close the building. All of the furniture and paperwork was put into storage and remains there as we wait to see how things develop. Approved on behalf of the board by: Suzi Bewell Trustee and Chair 17 May 2021 4 DocuSign Envelope ID: E6218358-7857-422F-814F-8B92CD6CE310 ## **INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF ALLIANCE FRANCAISE DE YORK** I report to the trustees on my examination of the accounts of Alliance Francaise De York (“the charity”) for the year ended 31 March 2021. This report is made solely to the charity’s trustees, as a body, in accordance with section 154 of the Charities Act 2011. My independent examiner’s work has been undertaken so that I might state to the charity’s trustees those matters I am required to state to them in an independent examiner’s report and for no other purpose. To the fullest extent permitted by law, I do not accept or assume responsibility to anyone other than the charity and the charity’s trustees as a body for my independent examiner’s work, for this report, or for the opinions I have formed. ## **Responsibilities and basis of report** As the charity 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 all the applicable Directions given by the Charity Commission under section 145(5)(b) of the 2011 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: 1. accounting records were not kept in respect of the charity as required by section 130 of the Act; or 2. the accounts do not accord with those records. 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. Robert W Woolley BA(Hons), BFP, FCA, MAAT, DChA MCMI HPH, Chartered Accountants 54 Bootham York YO30 7XZ 1 June 2021 5 DocuSign Envelope ID: E6218358-7857-422F-814F-8B92CD6CE310 ## **ALLIANCE FRANCAISE DE YORK** ## _**Registered Charity Number: 1171386 Company Number: CE008958**_ **RECEIPTS AND PAYMENTS ACCOUNT FOR THE YEAR ENDED 31 MARCH 2021** |**Receipts**
Course fees
Membership fees
Events and social activities
Other receipts
Grants from Institut Francais
Other receipt - landlord settlement
Bank interest received
**Payments**
Tutors' salaries and pensions
Lecture costs
Activities and events
Rent and service charges
Subscriptions, including French Institute Delf-Dalf
Administration salary and pensions
Insurance
Telephone and internet costs
IT equipment and website costs
Stationery, postage and photocopying
Office relocation
DBS check
Publicity and advertising
Legal and professional fees:
Accountancy and payroll fees
Independent examination fees
**Total payments**
Cash funds brought forward
**Cash funds carried forward**
**Net of (payments over receipts) / receipts over payments for the year**
**Total receipts**|**Unrestricted**
**Funds**
Year to
31/03/2021
£
37,078
1,045
535
106
2,421
-
25
**41,209**
17,093
535
914
-
-
26,874
710
671
188
93
1,455
23
-
1,130
250
49,936
**(8,727)**
56,043
**47,316**
**£**|**Unrestricted**
**Funds**
Year to
31/03/2020
£
37,883
865
2,886
-
-
6,205
108| |---|---|---| |||**47,947**| |||11,825
150
1,375
4,829
31
23,758
750
591
1,337
249
575
-
557
1,130
250| |||47,407| |||540
55,503| |||**56,043**
**£**| The notes on page 8 form part of these accounts. 6 DocuSign Envelope ID: E6218358-7857-422F-814F-8B92CD6CE310 ## **ALLIANCE FRANCAISE DE YORK** ## **STATEMENT OF ASSETS AND LIABILITIES AS AT 31 MARCH 2021** |**Cash funds**
Bank current accounts
Bank savings account
**Other assets**
Debtors and prepayments of expenses
**Liabilities**
Creditors and accruals for expenses|**31 March**
**31 March**
**2021**
**2020**
**£**
**£**
36,851
3,105
10,464
52,938
47,316
£
56,043
£
932
789
932
£
789
£
952
2,524
952
£
2,524
£
**Unrestricted Funds**|**31 March**
**31 March**
**2021**
**2020**
**£**
**£**
36,851
3,105
10,464
52,938
47,316
£
56,043
£
932
789
932
£
789
£
952
2,524
952
£
2,524
£
**Unrestricted Funds**| |---|---|---| |||56,043
£| |||789| |||789
£| |||2,524| |||2,524
£| The notes on page 8 form part of these accounts. Approved by the board on 17 May 2021 and signed on its behalf by: Alison Smith _Trustee & Treasurer_ 7 DocuSign Envelope ID: E6218358-7857-422F-814F-8B92CD6CE310 ## **ALLIANCE FRANCAISE DE YORK** ## **NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2021** ## **1. ACCOUNTING POLICY** - a) Basis of Preparation The accounts are prepared on the receipts and payment basis. ## **2. FUNDS** The charity only has unrestricted funds. 8