Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2020-21
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Caterham, Oxted & Godstone Lions Club
a Charitable Incorporated Organisation (CIO) Registered Charity Number 1172327
Trustees Annual Report for the Year Ended 30[th] June 2021
Legal and Administrative Details:
Charity Name:
Caterham, Oxted & Godstone Lions Club
a Charitable Incorporated Organisation
formed on 1[st] July 2018
Registered Charity No: 1172327
Principal Address:
The Charity has no registered permanent address.
The Lions Club Secretary acts as the focal point for correspondence: John Quincey, Willowdene, Oxted Road, Godstone, RH9 8AD
CIO Constitution:
Constitution dated 29[th] March 2017
Current CIO Trustees, for the period 1[st] July 2021 - 30[th] June 2022:
Ex Officio Trustees: Anthony Douglas Gordon (Lions Club President & CIO Chairman) John Leonard Quincey (Lions Club Secretary) Norman Anthony Skilbeck (Lions Club Treasurer) Elected Trustees : Anthony Leslie Carter Christopher William Frith Ian Raymond Macaulay Lynne Christine Macaulay Robert Chester McLeod Rita May Reissland
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Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2020-21
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CIO Trustees for the period 1[st] July 2020 - 30[th] June 2021:
Ex Officio Trustees: Anthony Douglas Gordon (Lions Club President & CIO Chairman) John Leonard Quincey (Lions Club Secretary) Norman Anthony Skilbeck (Lions Club Treasurer) Elected Trustees : Anthony Leslie Carter Christopher William Frith Ian Raymond Macaulay Lynne Christine Macaulay Robert Chester McLeod Rita May Reissland
Bankers:
Lloyds Bank plc Blackheath London Branch P.O. Box 1000 BX1 1LT Malcolm Day 15 Heathway Chaldon Surrey, CR3 5DN
Independent Examiner: Malcolm Day
Aims and Organisation
Lions Clubs International
The Caterham, Oxted & Godstone Lions Club is a local club formed on 20[th] October 1978 as part of Lions Clubs International voluntary service organisation which helps, supports and guides local clubs to serve their local communities. Clubs are chartered as separate entities but have links to other clubs in their Zone, to their District in the South East of England, the Multiple District of the UK and to Lions Clubs International. Linkages with other Lions Clubs and the Lions Clubs structures provides a vehicle for the exchange of ideas and through co-operation the clubs work together to help on national and international charitable projects.
Caterham, Oxted & Godstone Lions Club
Caterham, Oxted & Godstone Lions Club is a voluntary organisation which exists to help the local community and support, as it sees fit, Lions Clubs’ national and international projects. The administration of the Club is mainly financed by its members. All time to organise activities to raise funds and provide community service is given freely by the members and friends of the Lions club, for no payment or reward. This is the Club’s 43rd year as part of Lions Clubs International and of serving Lions International initiatives and the local community.
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Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2020-21
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The objects of each Lions Club are to:
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create and foster a spirit of understanding among the peoples of the world;
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promote the principles of good government and good citizenship;
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take an active interest in the civic, cultural, social and moral welfare of the community;
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unite the clubs in the bonds of friendship, good fellowship and mutual understanding;
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provide a forum for the open discussion of matters of public interest; provided, however, that partisan politics and sectarian religion shall not be debated by club members;
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encourage service-minded people to serve their community without personal financial reward, and to encourage efficiency and promote high ethical standards in commerce, industry, professions, public works and private endeavours.
Membership
The Lions Club’s membership at the beginning of the year was 30 with 16 men and 14 women. At the end of the year the membership was 30 with 16 men and 14 women.
In undertaking its work the Charity relies on the members of the Caterham, Oxted & Godstone Lions Club. All members are volunteers; their time is given freely and without charge and without this support the charity would not be able to function. Family, friends and other volunteers also assist with fund raising, giving freely of their time.
The Club elects and appoints annually a number of Officers. These are the President, Secretary and Treasurer who are ex officio trustees of the charity with the President being the Chair of the Board of Trustees.. A number of additional trustees are elected annually in accordance with the CIO Constitution. These Trustees meet monthly at a Trustees Preparation Meeting to discuss strategic or important issues. Caterham, Oxted & Godstone Lions Club is managed by its members and meets monthly to determine the business of the charity at a “Regular Meeting of Members and Trustees”. Detailed affairs relating to fund raising and decisions on Community Service proposals and financial grants are considered at regular monthly committee meetings. Their recommendations are made to the monthly Members and Trustees meetings and if agreed by the members require the approval of the trustees in line with the provisions of the Constitution.
Club members pay an annual subscription of £70, paid half yearly. These subscriptions, and fund raising social events for members, pay for the administration of the charity and the members’ dues which are paid on to support Lions District, Lions Multiple District and Lions Club International administration as well as for the administration of this Club / Charity. These monies, relating to the administration of the club, are held entirely separately from the charitable and charity fund-raising monies in the “Administration" bank account. This Administration fund pays for the administration and day to day running of the Lions Club,
Composition
In accordance with the Constitution, the Charitable Incorporated Organisation is managed by up to twelve Trustees who are, ex-offico, the Club President, Secretary and Treasurer plus up to a further nine elected Trustees. The Trustees are elected at the same time as the Lions Club
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Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2020-21
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Officers by the members of the Lions Club at the charity's AGM in March each year. They take office on 1[st] July. Trustees are made aware of their roles and responsibilities and are provided with copies of the Charity Commission guidance CC3 "The Essential Trustee". Trustees are also encouraged to attend the Lions District 105SE Spring Forum and various other training seminars where guidance is given on the role of Trustees. On appointment / election each year, each trustee is required to complete and sign a Declaration of Eligibility to serve as a Trustee. This Declaration takes into account the Charity Commission definitions of exclusions of trustees.
Donations and grants are considered in accordance with the Lions Club CIO's Grant Making Policy. All financial expenditures and donations are individually approved by a majority of the Trustees, subject to there being a quorum of at least six trustees present to vote. The Charity Chairman, the Lion President, having a casting vote.
Purposes of the Charity
The Charitable purposes of the CIO fall into the following general categories:
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the improvement of health or the saving of lives.
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the relief of those in need, by reason of youth, age, ill-health, disability, or other disadvantage.
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the advancement of citizenship or community development.
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the relief of financial hardship.
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the advancement of environmental protection or improvement.
Finance and Activities
Income
The Charity relies entirely on the members, partners and friends of Caterham, Oxted & Godstone Lions Club for its income. The Club undertakes a variety of fund-raising activities throughout the year. The year under report was an extremely frustrating one due to Covid restrictions for the Lions as it was for most businesses and charities.
The Club normally organises a wide range of fundraising events including attendance to provide food and drinks at Godstone Fete, holding Quiz Nights, Dinner Evenings, Sponsored Swimathon, Easter Egg Raffle, etc. However, due to the Coronavirus pandemic restrictions throughout 2020 and early 2021, these were completely disrupted. Income was derived from an Easter Egg Raffle which was held in April 2020, the proceeds only being collected several months later due to Lockdown restrictions.
The only fundraising activity which it was possible to complete during the year was the Christmas house to house collections in the local area. Each December the Club takes Father Christmas on a float around selected areas of Tandridge (Bletchingley, Godstone, South Godstone and Caterham Village) collecting public donations. These collections are arranged under licence from Tandridge District Council. This year these collections realised a net income of £1,000, about a quarter of what is usually raised from a wider range of house to house collections and static collections at supermarkets. A sum of approximately £250 was claimed from HMRC under the Gift Aid Small Donations Scheme.
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Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2020-21
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After the deduction of valid expenses only, surplus monies in the Activities Account are transferred to the Charitable Trust Account. These funds may then only be donated to chosen causes on the recommendation of the Club’s Community Services Committee and the Lions Club members and approved by the Trustees. The process is conducted in accordance with the Charity's Grant Making Policy.
A separate income stream in the form of subscriptions paid by members supports the administration of the club. Occasionally fund raising social events are held for members and partners (not the public). These fund raising events are clearly designated as being for administration rather than charity. Income derived from such fund-raising is accounted for through the “Administration Account”. During the year in question such events were not possible. Only on-line social events were held to maintain contact with members.
Having established itself as a CIO the charity applied to HMRC to register for the ability to claim Gift Aid. This was successfully achieved and during the year the charity successfully claimed for the tax recovery on donations given and under the small donations scheme for its Father Christmas Float Collections income. It also claimed Gift Aid on the members' contributions to the administration of the charity.
Grants made by the Charity
The Trustees approved a number of grants to local organisations and individuals based on recommendations from the Community Services Committee / Club members. This year the ability to give out funds was severely curtailed. Nevertheless, Caterham, Oxted & Godstone Lions made fifteen significant financial donations of £100 or more, throughout the year to local good causes as well as Lions national and International initiatives. As the funds of the charity are mainly raised locally an attempt is made to ensure that the majority of the grants given out are made to local good causes as can be seen below.
Significant donations made to local community good causes included :
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£1,500 to the Caterham Food Bank (Trussell Trust)
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£ 940 to St Catherine’s Hospice
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£ 500 to 1[st] Godstone Scout Group
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£ 350 to Surrey County Council Social Services to support local residents
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£ 225 to local RBL Poppy Appeals
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£ 235 to purchase a freezer for a local resident
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£ 200 to support East Surrey Carers
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£ 200 to Independent Housing of Tandridge
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£ 200 to St John’s Church Caterham
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£ 200 to Caterham Horticultural Society
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£ 150 towards the purchase of a bed for a local resident
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£ 100 towards the purchase of a wheelchair in conjunction with other Lions clubs
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£ 100 to Bursary given to gifted Mathematics pupil from Oxted School
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Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2020-21
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Significant donations made to other local, national and international Lions appeals included : £ 400 to Lions Disaster Relief funds
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£ 500 to Lions Sight Savers
Community Service Activities
The Club normally organises / supports the following Community Service activities :
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The provision of their 12 seater Community Minibus for community use. Due to Covid restrictions this had to be taken out of service and moth balled. The income shown in the accounts is not, as would be normal, donations received from users but rather reimbursement of insurance premium and road tax payments.
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The Collection of spectacles & hearing aids, which are recycled for use in developing countries via the Chichester Lions Club. This continued but some locations removed their collection bins from display and the Chichester centre was temporarily closed.
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The funding and organisation of the Message in a Bottle scheme, in partnership with Tandridge District Council. These bottles are intended to bring to the attention of the emergency services medical and personal details of vulnerable people, particularly those living on their own and also help, in line with the Herbert Protocol people with dementia who have gone missing. Again several locations removed their display boxes and bottles.
The following events, which the club have participated in on an annual basis, had to be cancelled this year due to the Coronavirus pandemic.
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A party for the listeners of the local Talking Newspaper for the visually impaired which was founded by the Club in 1981.
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A fun "It's a Knockout" sports event for learning difficulty and disabled youngsters in partnership with other Lions Clubs in the area.
Reserves Policy
Given the Charity's scale and manner of operation and the fact that it only dispenses grants / donations within the limit of its funds at any given time, it is not considered that there is a need for significant reserves. However the Charity looks to maintain a minimum balance in its account of £200 to pre pay for fundraising initiatives or to cover any urgent needs or requests for financial grants / donations.
Risk Policy
Not having property interests or employees, the Charity’s exposure to risk is relatively low. The Trustees are covered to the level of £5 million by the Trustees’ indemnity element of the Lions Multiple District Insurance policy. Due diligence in checking the insurance details of any organisation employed at events is essential.
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Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2020-21
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The main perceived risk is insolvency. This is addressed by the trustees ensuring that grants / donations do not exceed the available funds held by the Charity at any given time. The Risk Policy of the Charity is subject to annual review.
Review of Financial Activities and Affairs
The financial accounts of the Caterham, Oxted & Godstone Club CIO for the year ended 30th June 2021 are attached to this report. These have been independently examined and approved.
Charity Commission Return
Caterham, Oxted & Godstone Club CIO submitted its Annual Return to the Charity Commission for the year 1/7/19 to 30/6/20 on 21[st] April 2021, within the 10 month's timescale permitted by the Charity Commission.
Signed on behalf of the Trustees :
| President & Chairman of the Trustees |
Anthony Douglas Gordon | |
|---|---|---|
| Secretary | John Leonard Quincey | |
| Treasurer | Norman Anthony Skilbeck |
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Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2020-21
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| Charity Name | Charity Name | Charity Name | Charity Name | Charity Name | No(if any) | No(if any) | CC16a | |||
|---|---|---|---|---|---|---|---|---|---|---|
| Caterham Oxted & Godstone Lions Club (CIO) | 1172327 | |||||||||
| Receipts andpayments accounts | ||||||||||
| For the period from |
Period start date | To | Period end date | |||||||
| 01-Jul-20 | 30-Jun-21 | |||||||||
| Section A Receipts and payments Unrestricted funds Restricted funds Endowment funds Total funds Last year |
||||||||||
| to the nearest £ |
to the nearest | to the nearest £ | to the nearest £ | to the nearest £ | to the nearest £ | |||||
| A1 Receipts | ||||||||||
| Fund RaisingIncome | - | 239 | - | 239 | ||||||
| Xmas Float Collections | 1,320 | 1,320 | 8,588 | |||||||
| Minibus Income | 1,092 | - | - | 1,092 | 3,848 | |||||
| Donations received | 1,073 | - | - | 1,073 | 1,015 | |||||
| Gift Aid | 962 | - | - | 962 | 867 | |||||
| Other income | 140 | - | 140 | 2,306 | ||||||
| - | - | 1,000 | ||||||||
| Sub total (Gross income for AR) 4,587 239 - 4,826 17,624 |
||||||||||
| ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ |
| A2 Asset and investment sales, (see table). ~~—————~~ |
~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ |
| ~~—————~~ | - ~~—————~~ |
~~—————~~ | - ~~—————~~ |
~~—————~~ | - ~~—————~~ |
~~—————~~ | - ~~—————~~ |
~~—————~~ | ~~—————~~ | ~~—————~~ |
| ~~—————~~ | - ~~—————~~ |
~~—————~~ | - ~~—————~~ |
~~—————~~ | - ~~—————~~ |
~~—————~~ | - ~~—————~~ |
~~—————~~ | - ~~—————~~ |
~~—————~~ |
| Sub total - - - ~~—————~~ |
- - ~~—————~~ |
|||||||||
| ~~—————~~ | ~~—————~~ | 4,826 ~~—————~~ |
~~—————~~ | ~~—————~~ | ||||||
| ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ | ~~—————~~ |
| A3 Payments ~~SS~~ |
~~SS~~ | ~~SS~~ | ~~=—~~ | ~~=—~~ | ~~=—~~ | ~~=—~~ | ~~=—~~ | ~~=—~~ | ||
| Cost of Christmas Float Collections ~~SS~~ |
320 ~~SS~~ |
~~SS~~ | - |
~~=—~~ | - ~~=—~~ |
~~=—~~ | 320 ~~=—~~ |
~~=—~~ | 5,748 ~~=—~~ |
~~=—~~ |
| Minibus Expenses ~~SS~~ |
447 ~~SS~~ |
~~SS~~ | - |
~~=—~~ | - ~~=—~~ |
~~=—~~ | 447 ~~=—~~ |
~~=—~~ | 2,007 ~~=—~~ |
~~=—~~ |
| General ~~SS~~ |
565 ~~SS~~ |
~~SS~~ | - |
~~=—~~ | - ~~=—~~ |
~~=—~~ | 565 ~~=—~~ |
~~=—~~ | 1,098 ~~=—~~ |
~~=—~~ |
| Grants Given ~~SS~~ |
5,462 ~~SS~~ |
~~SS~~ | 239 |
~~=—~~ | - ~~=—~~ |
~~=—~~ | 5,701 ~~=—~~ |
~~=—~~ | 15,625 ~~=—~~ |
~~=—~~ |
| ~~SS~~ | - ~~SS~~ |
~~SS~~ | - |
~~=—~~ | - ~~=—~~ |
~~=—~~ | - ~~=—~~ |
~~=—~~ | - ~~=—~~ |
~~=—~~ |
| ~~SS~~ | - ~~SS~~ |
~~SS~~ | - |
~~=—~~ | - ~~=—~~ |
~~=—~~ | - ~~=—~~ |
~~=—~~ | - ~~=—~~ |
~~=—~~ |
| Sub total 6,794 239 - 7,033 24,478 ~~SS=—~~ |
||||||||||
| ~~SS~~ | ~~SS~~ | ~~SS ~~ | ~~=—~~ | ~~=—~~ | ~~=—~~ | ~~=—~~ | ~~=—~~ | ~~=—~~ | ~~=—~~ | |
| A4 Asset and investment purchases, (see table) ~~=~~ |
~~=~~ | ~~=~~ | ~~=~~ | ~~=~~ | ~~=~~ | ~~=~~ | ~~=~~ | ~~=~~ | ~~=~~ | ~~=~~ |
| ~~=~~ | - ~~=~~ |
~~=~~ | - ~~=~~ |
~~=~~ | - ~~=~~ |
~~=~~ | - ~~=~~ |
~~=~~ | ~~=~~ | ~~=~~ |
| ~~=~~ | - ~~=~~ |
~~=~~ | - ~~=~~ |
~~=~~ | - ~~=~~ |
~~=~~ | - ~~=~~ |
~~=~~ | ~~=~~ | ~~=~~ |
| Sub total - - - ~~=~~ |
- - ~~=~~ |
|||||||||
| ~~=~~ | ~~=~~ | ~~=~~ | ~~=~~ | ~~=~~ |
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Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2020-21
Section B Statement of assets and liabilities at the end of the period
| Section B Statement of assets and liabilities at the end of the period | Section B Statement of assets and liabilities at the end of the period | Section B Statement of assets and liabilities at the end of the period | Section B Statement of assets and liabilities at the end of the period | Section B Statement of assets and liabilities at the end of the period | Section B Statement of assets and liabilities at the end of the period | Section B Statement of assets and liabilities at the end of the period | Section B Statement of assets and liabilities at the end of the period | Section B Statement of assets and liabilities at the end of the period | |
|---|---|---|---|---|---|---|---|---|---|
| Categories | Details | Unrestricted funds |
Restricted funds |
Endowment funds |
|||||
| to nearest £ | to nearest £ | to nearest £ | |||||||
| B1 Cash funds | Charity Accounts | 19,724 | - | ||||||
| - | - | ||||||||
| - | - | - | |||||||
| Total cash funds | 19,724 | - OK |
- | ||||||
| (agree balances w ith receipts and payments account(s)) |
OK | OK | |||||||
| Unrestricted funds |
Restricted funds |
Endowment funds |
|||||||
| Details | to nearest £ | to nearest £ | to nearest £ | ||||||
| B2 Other monetary assets | - | - | - | ||||||
| - | - | - | |||||||
| - | - | - | |||||||
| - | - | - | |||||||
| - | - | - | |||||||
| - | - | - | |||||||
| Cost (optional) | |||||||||
| Details | Fund to which asset belongs |
Current value (optional) |
|||||||
| B3 Investment assets | - | - | |||||||
| - | - | ||||||||
| - | - | ||||||||
| - | - | ||||||||
| - | - | ||||||||
| Details | Fund to which asset belongs |
Cost (optional) | Current value (optional) |
||||||
| B4 Assets retained for the charity’s own use |
Marquees | Charity | - | - | |||||
| Trailer | Charity | - | - | ||||||
| Fundraising Equipment | Charity | - | - | ||||||
| Generators | Charity | - | - | ||||||
| - | - | ||||||||
| - | - | ||||||||
| - | - | ||||||||
| - | - | ||||||||
| - | - | ||||||||
| Amount due (optional) |
|||||||||
| Details | Fund to which liability relates |
When due (optional) |
|||||||
| B5 Liabilities | - | ||||||||
| - | |||||||||
| - | |||||||||
| - | |||||||||
| - | |||||||||
| Signed by one or two trustees on behalf of all the trustees |
Signature | Print Name | Date of approval |
||||||
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Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2020-21 Caterham. Oxted & Godstone Lions Club Examination of accounts 1 /07/2020 to 30/06/2021 Basis of Independent Examiner's Report My examination wos carried out in accordonce with the 6eneral directions given by *he 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 seekirg explanations f rom you (ts trustees concernin9 such matters. The procedures undertoken do not provide all the evidence that would be required in an audit and consequently I do not express an audit opinion on the view given in the occounts. Independent Examiner's Statement In Consideration with my examination, no matter has come to my attention: (l) which gives me reasonable cause to believe that in any material respect the requirements (i) to keep accountin9 records in accordance with section 41 of the Act (li) to prepare accounts which accord with the accountin9 records and to comply with the occounting requirements of the Act have not been met or (2)to which, in my opinion. attention should be drawn in order a proper understanding of the accounts to be reached Malcolm t)ay Independent Examiner Date Page 10