## **Trustees' Annual Report for the period** Period start date Period end date **To From** 1 January 2021 31 December 2021 **Charity name** ## Sherborne Classic Cars CIO None **Other names charity is known by Registered charity number (if any)** 1172969 **Charity's principal address** Gables Gables Wash Lane Montacute, Somerset **Postcode TA15 6XA** ## **Names of the charity trustees who manage the charity** |1
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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **| |---|---|---|---| ||Neil James Bright||| ||Andrew Ernest
Davies|Chairman|| ||Nigel Edmond
Young||Resigned 30thNovember
2021| ||Mark Jonathan
Main||| ||Lesley Jane
Hamilton||| ||||| ||||| ||||| ||||| ||||| ||||| ||||| ||||| ||||| ||||| ||||| ||||| ||||| ||||| ||||| **Names of the trustees for the charity, if any, (for example, any custodian trustees)** **Name Dates acted if not for whole year** **TAR** March **2012** 1 ## **Names and addresses of advisers (Optional information)** **Type of adviser Name Address** ## **Name of chief executive or names of senior staff members (Optional information)** ## **Section B Structure, governance and management** ## **Description of the charity’s trusts** Constitution Type of governing document (eg. trust deed, constitution) Charitable Incorporated Organisation How the charity is constituted (eg. trust, association, company) By the three Rotary Clubs each appointing a Trustee. The Independent Trustee selection methods Trustees are elected by the ‘Members’ of the CIO (eg. appointed by, elected by) ## **Additional governance issues (Optional information)** In late 2021 Yeo Vale Rotary Club withdrew from the CIO and Yeovil Lions You **may choose** to include Club and Yeovil Round Table became involved. 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. ## **Section C Objectives and activities** **TAR** March **2012** 2 The purpose (the object) of the CIO is for the public benefit to advance exclusively charitable purposes (according to the laws of England and Wales) that from time to time the trustees see fit. **Summary of the objects of the charity set out in its governing document** The CIO owns Sherborne Classic and Supercars Limited, which, each year, runs a car show to raise funds for Charity. The profits from the show are transferred to the CIO which distributes these funds to charities according to the rules as set out in the Constitution. Due to the coronavirus pandemic no show took place in 2020 or 2021. **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)** ## **Additional details of objectives and activities (Optional information)** **TAR** March **2012** 3 ## **- GRANT MAKING POLICY** - 1 **About this policy** - 1.1 This policy applies to Sherborne Classic Cars CIO (the **Charity** ), a charitable incorporated organisation constituted and registered in England and Wales (number 1172969). - 1.2 Under the terms of the Charity’s constitution, the trustees of the Charity (the **Trustees** ) have a duty to apply the Charity’s funds for the following purpose (the **Object** ): - “ _For the public benefit to advance exclusively charitable purposes (according to the laws of England and Wales) that from time to time the trustees see fit_ .” - The Trustees have ultimate responsibility for all the Charity’s grant-making decisions. You **may choose** to include further statements, where relevant, about: - 1.3 This policy set outs the principles and procedures that guide the Trustees when they are making grants to further the Object, and provides information about the Charity’s grantmaking process. ## **2 Our funding priorities** - policy on grantmaking; - policy programme related investment; - contribution made by volunteers. - 2.1 The Trustees recognise that the number of projects which can be supported is, of necessity, limited by the amount of funds available for distribution each year. The Trustees’ principle funding priorities are to support one major charity, which may be a national charity, and after that only charities with a location within 30 miles of Sherborne, Dorset. - 2.2 The Trustees may occasionally award grants that fall outside the priorities stated in this policy provided they are satisfied that the grant will further the Object and is an appropriate use of the Charity’s funds. - 2.3 The amount distributed in any year may not be taken as a guide to the amount that may become available for distribution in a subsequent year. ## **3 Who can apply for a grant** - 3.1 The Trustees welcome proposals that support their funding priorities, but will usually only award grants to: - 3.1.1 charities that are registered with the Charity Commission for England and Wales; and/or - 3.1.2 organisations that qualify as charities under the law of England and Wales, but are not required to register with the Charity Commission for England and Wales. **TAR** March **2012** 4 |**4**|**What we will fund**| |---|---| |4.1|The Trustees will usually make grants of between £1,000| ||and £10,000, but may award a greater amount in the case of| ||a major charity that falls within the Charity’s funding| ||priorities.| |4.2|All grants awarded by the Charity must be used to cover| ||costs that are directly connected to carrying out the| ||charitable activities that the Charity Trustees have agreed to| ||fund (see 8.1.1 below).| |4.3|If a grant covers part of the cost of a proposal, the Trustees| ||may require the applicant to provide details of the other| ||funder(s) and the funding that they have secured or applied| ||for.| |**5**|**Principles**| |5.1|In awarding funding, the Trustees will apply the following| ||principles:| ||5.1.1 Applications will be considered on the basis of the| ||information provided by the applicant.| ||5.1.2 The Trustees will determine each application on its| ||own merits. This includes applications made by| ||previous recipients of funding or previously| ||unsuccessful applicants (although see paragraph 5.2| ||where an applicant was previously unsuccessful).| |5.2|The Trustees will not award grants to an organisation that| ||has previously submitted a proposal where the applicant| ||failed the Trustees’ due diligence checks and the issues| ||identified at that time have not been addressed.| |**6**|**Exclusions**| |The|Trustees will in no circumstances approve the use of the| |Charity’s funds for purposes which fall outside of the Object set out|| |in paragraph 1.2.|| |**7**|**Grant application process**| |7.1|All applications for funding must be made using the online| ||process through the application page on the website| ||https://classic-supercars.co.uk.| |7.2|The closing date for applications each year will be displayed| ||on the Charity’s website.| |**8**|**Information requirements before awarding funding**| |8.1|Before awarding funding to an applicant, the applicant must:| **TAR** March **2012** 5 - 8.1.1 inform the Trustees of the purpose of the application, details of the purpose and the way in which the funding will be used in the furtherance of the applicant’s charitable purposes; and - 8.1.2 provide adequate information regarding the identity, charitable status and financial status of the applicant. - 8.2 When the Trustees are considering a grant-funding proposal, they will undertake due diligence checks, which may include requesting further details of the proposal. - 8.3 No funding will be considered retrospectively. ## **9 Assessment process** - 9.1 All funding applications will be subject to initial assessment to ensure they meet the basic criteria for funding. The Trustees will aim to notify all applicants, informing them of the outcome of their application for funding, within eight weeks of the closing date for applications. - 9.2 Initial decisions regarding successful applications will be made prior to the Sherborne Classic and Supercars Show in any year and therefore before the Trustees know the amount of money available for grants. Once the Show has been held and the sum available for grants is known, the Trustees will decide on the final allocation of funding and notify the successful applicants accordingly. - 9.3 Applicants should note that, as with many other charitable trusts, the Charity is expected to receive far more applications that it has funds to support. Even if a project fits within the criteria and priorities of the Charity and a detailed assessment has been made, the Charity may still be unable to provide funding. - 9.4 The decision of the Trustees is final. The Trustees will not be obliged to provide an explanation to the applicant should their application be unsuccessful. ## **10 Reporting requirements and monitoring** Evidence may be required to confirm the funds have been used in accordance with the purpose of the funding. ## **11 Repayment** The Trustees may require repayment of all or part of the grant if: - 11.1 the project or purpose for which it was awarded does not proceed; 11.2 part of the grant remains unused when the activities that the **TAR** March **2012** 6 grant was intended to fund have been completed; or 11.3 the grant is used for a purpose other than that which has been agreed. **12 Reviewing and amending this policy** The Trustees may vary the terms of this policy from time to time. ## Section D Achievements and performance **TAR** March **2012** 7 ## Section D Achievements and erformance p **Summary of the main achievements of the charity during the year** Due to the coronavirus pandemic no show took place in 2021 so the income from that source was £Nil. The CIO did, however, receive an incentive fee of £1,500 for switching its bank account from Nat West Bank to Metro Bank. A successful show did take place in 2022. **TAR** March **2012** 8 ## **Section E Financial review** **Brief statement of the charity’s policy on reserves** The Trustees have determined that a level of reserves of approximately £15,000 are required to enable the car show to survive unplanned losses. **Details of any funds materially** None **in deficit** ## **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. ## **Section F Other optional information** ## **Section G Declaration** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature(s)** **Full name(s)** Andrew Ernest Davies **Position (eg Secretary, Chair,** Chair **etc)** **Date** 31st October 2022 **TAR** March **2012** 9 Sherborne Classoc Cars CIO Regtstered Charlty Number: lin969 Recelpts and payn)ent5 accounts For the year ended 31st December 2021 2021 Recelpts Donati￿ from Sherbome aassk & Supercars Umlted Incentlve fee fty swltrhlr* bank acC￿ftt from Nat West to Metro Bank Totsl receipts 696 Donations Total payments 7.656 7.656 Recelpts less payments Cash fund5 last year end Cmh lunds thls y•w •KI (6,960> 16,IXJ) 9,040 10,540 These aetounts were appr¢Md by the tntstL*S on 13th October 2022 and are sl8ned on thelr behalf by: E. Davles Trustee Notes to the •ccthM The CIO owns IC#￿ of the share capltal of Shertjorne Classk & Superurs Umlted whlch, each year, runs a car show to raise funds for the CIO. The proffts from the show are donated to the CIO which dlstributes these funds to charltles accordln8 to the rules set out In the ao's C<￿$tItuTIon. All funds of the CIO are unrestrlcted. The CIO Is retslnln8 reserves Jud8ed suffident to support the car show In the event of a bad flnartthl ￿tCome due to events beyond the cMtrol of the show or8anlser& Sherborm aassk Cars CIO Is a tharltsble Inc(ryrated ￿ganISatI(￿ con5tltuted and re8Sstered under the law5 of En8land and Wales. whose re8iStefed office Is Gables. Wash Lane, Montacute. Somerset TAIS 6YA. DIYw1¢￿ to nrnl actlvttles As a result of the c(xor￿v1rU5 pandemk. the car show planned fry Juty 2020 did not tske place. This resutted In • loss belrw made by Sherborne aassk & Supercars Umlted as a resuft of Irrecoverabk costs necessarlty Incurred lor to ￿ evenL Consequentty, the CIO was asked to donate funds to Shertwne aassic & Supercars Limited to •vold its kns(thncy and pernilt the show to 80 ahead in future year& No Sh¢￿ took pl•ce In 2021 elther, but the car show resumed successfulty In July 2022. There Is onfy one pa8e to these accounts