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2023-06-30-accounts

Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2022-23

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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 2023

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 2023 - 30[th] June 2024:

Ex Officio Trustees: Anthony Douglas Gordon (Lions Club President & CIO Chairman) John Leonard Quincey (Lions Club & CIO Secretary) Norman Anthony Skilbeck (Lions Club & CIO Treasurer)

Elected Trustees : Anthony Leslie Carter Julia Anne Knowles Robert Colin Knowles Ian Raymond Macaulay Lynne Christine Macaulay Rita May Reissland

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Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2022-23

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CIO Trustees for the period 1[st] July 2022 - 30[th] June 2023:

Ex Officio Trustees: Christopher William Frith (Lions Club President & CIO Chairman) John Leonard Quincey (Lions Club & CIO Secretary) Norman Anthony Skilbeck (Lions Club & CIO Treasurer) Elected Trustees : Anthony Leslie Carter Robert John Frost Anthony Douglas Gordon Ian Raymond Macaulay Lynne Christine Macaulay 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 45[th] 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 2022-23

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The objects of each Lions Club are to:

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 29 with 15 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.

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Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2022-23

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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 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 grants to be made are individually approved by a majority of the Trustees present, subject to there being a quorum of a majority of the appointed trustees. 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:

Finance and Activities

Income

The Charity relies entirely on the members, partners and friends of Caterham, Oxted & Godstone Lions Club for its income. During the year the Club organised a wide range of fundraising events including the provision of food and drinks at Godstone Fete, Father Christmas Float Collections, Tribute Band Concert, Quiz Nights, Themed Dinner Evening, Sponsored Swimathon, etc.

During the Easter holiday the Club organised a Music Concert featuring a brilliant Abba tribute band. The concert was held at Caterham School in their Humphrey Hall which was provided free of charge by the school. The concert made a net profit of just over £4,000.

In May the club organised a sponsored Swimathon at de Stafford School, Caterham. Over a dozen teams from the local community raised sponsorship and took part in the event. A profit of £3,000 was achieved for the charity.

The Club attended Godstone Village Fete in August, providing a range of food and drinks as well as popcorn and candy floss. This event realised a net profit of £4,000.

The Club organised three Quiz Evenings with supper in September, March and June at the White Hart Barn, Godstone. These made a total net profit of £2,300.

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Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2022-23

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In November the Club hosted a fundraising Caribbean themed Dinner Evening which realised a surplus of £900.

In December the Club takes Father Christmas on a float around selected areas of Tandridge (Bletchingley, Godstone, South Godstone and Caterham Village) as well as weekend static collections at supermarkets, collecting public donations. These collections are arranged under licence from Tandridge District Council. This year these collections realised a net income of £3,700.

After the deduction of valid expenses only, surplus monies in the Activities Account are transferred to the Charity 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”.

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. A total of £2,519 was successfully claimed as Gift Aid.

Grants made by the Charity

The Members agreed and the Trustees approved a number of grants to local organisations and individuals based on recommendations from the Charity’s Community Services Committee. Caterham, Oxted & Godstone Lions gave out grants totalling over £14,700 for the year. These included over twenty 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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Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2022-23

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Significant donations made to other national and international Lions appeals, these included:

Community Service Activities

The Club organises / supports the following Community Service activities :

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 at least £500 to pre pay for fundraising initiatives or to cover any urgent needs or requests for financial grants / donations.

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Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2022-23 Risk Policy Not having propety interests or employees, the Charity's exposure to risk is relatively low. The Trustees are covered lo the level of £5 million by the Trustees. indemnity element of the Lions Multiple District Insurance policy. Due diligence in ¢he¢king the insurance details of any organisation employed at events is essential. The main perceived risk is insolvency. This is addressed by the trustees ensuring that grants I 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 2023 are attaGhed to this report. These have been independently examined and approved. Charlty Commlsslon Return Caterham, Oxted & Godstone Club CIO submitted its Annual Return to the Charity Commission for the year 1t1121 to 3016122 on 131h April 2023. within the 10 month's timescale permitted by the Charity Commission. Slgned on behalf of the Trusteos . Presidgnt & Chairman of the Trustees Anthony Douglas Gordon Secretary John Leonard Qulncey Treasurer Norman Anthony Skilbeck Page 7

Caterham, Oxted & Godstone Lions Club Charitable Incorporated Organisation Trustees Annual Report 2022-23 Caterham, Oxted & Godstone Lions Club Examination of accounts 110712022 to 3010612023 Basls of Indopendont Examlner's Report My examination was carried out in accordance with the General directions given by the Charity Gommission. An exarninalion includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those f6cords.11 also includes consideration of any unusual items or di5c105ures in the accounts and seeking explanations from you as trustees conceming such matters. The procedures undertaken do not provide all Ihe evidence that would be required in an audit and Consequently I do not express an audit opinion on the view given in the accounts. Independent Examiner's Statement In consideration with my examination, no matter has come to my attention.. (1) which gives me reasonable cause to believe that in any material respect the requirements (i) lo keep accounting records in accordance with section 41 of the Act (li) to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the Act have nol been met or (2) to which, in my opinion, attention should be drawn in order a proper underslanding of Ihe accounts to be reached Malcolm Day Independent Examiner Date Page 8

----- Start of picture text -----
Charity Name No (if any)
Caterham Oxted & Godstone Lions Club (CIO) 1172327
Receipts and payments accounts CC16a
For the period Period start date Period end date
To
from 01 July 2022 30 June 2023
Section A Receipts and payments
Unrestricted Restricted Endowment
Total funds Last year
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Fund Raising Income 20,521 20,521 17,305
Xmas Float Collections 4,376 4,376 5,612
Minibus Income 3,410 3,410 1,465
Donations received 468 468 3,610
Gift Aid 2,519 2,519 2,889
Other income 431 431 127
Sub total (Gross income for
31,725 - - 31,725 31,008
AR)
A2 Asset and investment sales,
(see table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 31,725 - - 31,725 31,008
A3 Payments
Cost of Fund Raising 8,072 - - 8,072 5,222
Cost of Christmas Float Collections 577 - - 577 523
Minibus Expenses 2,359 - - 2,359 3,313
General 1,565 - 1,565 1,219
Grants Given 14,777 - 14,777 9,280
- - - - -
Sub total [ 27,350 ] - - 27,350 19,557
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - - -
Total payments 27,350 - - 27,350 19,557
Net of receipts/(payments) 4,375 - - 4,375 11,451
A5 Transfers between funds - - - - -
A6 Cash funds last year end 31,174 - - 31,174 19,723
Cash funds this year end 35,549 - - 35,549 31,174
----- End of picture text -----

CCXX R1 accounts (SS)

07/12/2023

1

Section B Statement of assets and liabilities at the end of the period

Categories
Signed by one or two trustees on
behalf of all the trustees
B5 Liabilities
B3 Investment assets
B2 Other monetary assets
B4 Assets retained for the
charity’s own use
B1 Cash funds		 Details
Details
Total cash funds
(agree balances with receipts and payments
account(s))
Charity Accounts
Details
Details
Marquees
Trailer
Fundraising Equipment
Generators
Details
Signature		 Unrestricted
funds
Restricted
funds
to nearest £
to nearest £
35,549
-
-
-
-
35,549
-
OK
OK
Unrestricted
funds
Restricted
funds
to nearest £
to nearest £
-
-
-
-
-
-
-
-
-
-
-
-
Fund to which
asset belongs
Cost (optional)
-
-
-
-
-
Fund to which
asset belongs
Cost (optional)
Charity
-
Charity
-
Charity
-
Charity
-
-
-
-
-
-
Fund to which
liability relates
Amount due
(optional)
-
-
-
-
-
Print Name		 Endowment
funds
to nearest £
-
-
-
-
OK
Endowment
funds
to nearest £
-
-
-
-
-
-
Current value
(optional)
-
-
-
-
-
Current value
(optional)
-
-
-
-
-
-
-
-
-
When due
(optional)
Date of
approval

CCXX R2 accounts (SS)

07/12/2023

2

Caterham, Oxted & Godstone Lions Club Examination of accounts 110712022 to 3010612023 Basls of Independent Examlner's Report My examination was carried out in accordance with the General directions given by the 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 disc105ures in the accounts and seeking explanations from you as trustees concerning such matters. The procedures undertaken do not provide all Ihe evidence that would be required in an audit and consequently I do not express an audit opinion on Ihe view given in the accounts. Independent Examinerfs Statement In consideration with my examination, no matter has come to my attention: (1) which gives me reasonable cause to believe that in any material respect the requirements (i) to keep accounting records in accordance with section 41 of the Act (li) to prepare accounts which accord with the accounting records and to comply with the accounting 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 Day Independent Examiner Date