Trustees' Annual Report for the period
Period start date Period end date Day Month Year Day Month Year From 01 09 2020 To 31 08 2021
Section A Reference and administration details
Charity name York Astronomical Society Other names charity is known by YAS, YorkAstro
Registered charity number (if any) 1174488 Charity's principal address 21 Lord Drive Pocklington York Postcode YO42 2PB
Names of the charity trustees who manage the charity
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Dates acted if not for whole Name of person (or body) entitled
Trustee name Office (if any)
year to appoint trustee (if any)
1 Simon Howard Treasurer
2 Paul Thornley
Andrew Chairman
3
Stephenson
4 David Friend
5 John Wood 20 [th] November 20 - On
6
7
8
9
10
11
12
13
Names of the
trustees for the
charity, if any, (for
example, any
custodian
trustees)
Dates acted if not
Name
for whole year
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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
Type of governing document
Constitution
- (eg. trust deed, constitution)
How the charity is constituted
CIO
- (eg. trust, association, company)
Election at AGM and appointment by Trustees Trustee selection methods
- (eg. appointed by, elected by)
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.
Trustees are provided with Charity Commission Trustee guidance, a copy of the current constitution and a copy of last full year financial accounts. The Charity Trustees maintain overall control and responsibility, however delegate limited financial decisions (£500) and day to day operation of Charity in terms of Observatory Management and Events to a Management Committee.
The society is in the third year of a five-year lease for the land at Beetle Bank Open Farm on which the observatory is located along with access to a facility building for meetings (café & toilets) the use of outside areas for observing sessions and option to hire café area and other areas for fundraising events.
The major risk to the society during 2020 has been the challenges around the COVID 19 crisis, operating in a safe way whilst keeping engagement with the members and wider public.
It must be noted that a few members of the society continued in so many ways to freely give their time and in some cases money to progress the refurbishment of the observatory.
Section C Objectives and activities
The objectives of the CIO are to advance public education and interest in the science of astronomy and its related sciences, in the Yorkshire Summary of the objects of the region, in particular by the education, encouragement and pursuit of charity set out in its astronomical knowledge and observational astronomy, and by such governing document means as the trustees may determine.
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The York Astronomical Society was unable to hold in person public events which the rules around Social Distancing were in place to prevent the transmission of COVID-19.
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)
We held Management Committee meetings, and Trustee meetings as needed over Zoom. The Management Committee meetings included significant Trustee presence.
Membership of the society is open to all with standard and concession annual membership fees (£30 and £15) with under 16's free however due to the lack of face-to-face meetings we reduced the membership fee (£15 and £7.50) until September 2021. In providing online events the trustees have paid due regard to the public benefit arising from these activities. The society will return to a programme of paid events to raise funds for infrastructure and equipment in support of the charitable objects.
Additional details of objectives and activities (Optional information)
The society works on a totally voluntary basis. Members receive no expenses or refund of transport costs. Members give willingly of their time and experience to share the awe of astronomical observation.
You may choose to include further statements, where relevant, about:
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policy on grantmaking;
-
policy programme related investment;
-
contribution made by volunteers.
Section D Achievements and performance
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Section D Achievements and performance The York Astronomical Society has held 21 online meeting/lectures and Summary of the main donations for attending the meetings were requested. The meetings achievements of the charity proved to be very well attended with some having 40 plus attendees, during the year made up of members and event subscribers. The Online lectures were amongst others presented by society members, university lecturers and PHD Students. The membership of the Society remained strong with 72 members. In August 2021 we held a Crescent Moon Watch from Sutton Bank which was attended by 10 people and raised £15. Also in August we assisted in the Beetle Bank Farm Camping weekend by opening up the Observatory to visitors to showcase the refurbished facility. Sadly, all public outreach events between August 2020 and July 2021 inclusive were cancelled. A small socially distanced group of members met weekly for observing sessions when lockdown restrictions allowed.
Section E Financial review
No significant reserves
Brief statement of the
charity’s policy on reserves
Details of any funds materially N/a in deficit
Further financial review details (Optional information)
You may choose to include additional information, where relevant about:
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the charity’s principal sources of funds (including any fundraising);
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how expenditure has supported the key objectives of the charity;
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investment policy and objectives including any ethical investment policy adopted.
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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 Stephenson Position (eg Secretary, Chair, Chair etc) Date 10/10/2021
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York Astronomical Society No (if any)
Receipts and payments accounts CC16a
For the period 01/09/2020 31/08/2021
To
from
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
- - - - -
Donations 210 210
Sale of Generator 30 30
Sutton Bank collections 15 15
Members Subscriptions 978 978
-
-
- - - - -
Sub total (Gross income for
- - 1,233 -
AR) [ 1,233 ]
A2 Asset and investment sales,
(see table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 1,233 - - 1,233 -
A3 Payments
- - - - -
Equipment for Observatory 907 907
Observatory Rental 1,470 1,470
Observatory Insurance 591 591
Electrician Fee for observatory 204 204
BAA Subscriptions 51 51
FAS Renewal 58 58
Group IO fee 20 US dollars 15 15
Lecture Fees 160 160
-
- - - - -
Sub total [ 3,455 ] - - 3,455 -
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - - -
Total payments 3,455 - - 3,455 -
Net of receipts/(payments) - 2,222 - - - 2,222 -
A5 Transfers between funds - - - - -
A6 Cash funds last year end 3,937 - - 3,937 -
Cash funds this year end 1,715 - - 1,715 -
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Section B Statement of assets and liabilities at the end of the period CCXX R1 accounts (SS) 1
21/11/2021
| Categories Signed by one or two trustees on behalf of all the trustees B1 Cash funds B2 Other monetary assets B4 Assets retained for the charity’s own use B5 Liabilities B3 Investment assets CCXX R2 accounts (SS) |
Signature Details Details HBSC Account Cash Account Details Details Total cash funds (agree balances with receipts and payments account(s)) Details 2 |
Unrestricted funds Restricted funds to nearest £ to nearest £ - - 1,685 - 30 - 1,715 - OK OK Unrestricted funds Restricted funds to nearest £ to nearest £ - - - - - - - - - - - - Fund to which asset belongs Cost (optional) - - - - - Fund to which asset belongs Cost (optional) - - - - - - - - - Fund to which liability relates Amount due (optional) - - - - - Print Name Andrew Stephenson |
Endowment funds to nearest £ - - - |
|---|---|---|---|
| - OK |
|||
| Endowment funds to nearest £ - - - - - - Current value (optional) - - - - - Current value (optional) - - - - - - - - - When due (optional) Date of approval 21/11/2021 21/11/2021 |