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2022-03-31-accounts

Blue Ridge Accounting Services Ltd, The Old Court House, North Trade Road, Battle, East Sussex, TN33 0EX

Xtrax (Hastings and Rother) Registered Charity Number: 1174692

CONTENTS OF THE FINANCIAL STATEMENTS

FOR YEAR ENDED 31[ST ] MARCH 2022

CONTENTS Page
Report of the Trustees 3 - 7
Independent 8
Receipts and Payments Account 9
Statement of Assets and Liabilities 10
Notes to the Accounts 11 - 14

pg. 2

Xtrax (Hastings and Rother) Registered Charity Number: 1174692

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31[ST] MARCH 2022

The trustees of Xtrax (Hastings and Rother) present its annual report and financial statements for the year ended 31[st] March 2022.

CHARITY INFORMATION

Name of Charity: Xtrax (Hastings and Rother) Other Names by which the charity is known: Xtrax Principal Address: 23 Priory Street, Hastings, East Sussex TN34 1EA Registered Charity Number: 1174692 Governing Document: CIO Foundation Registered at Charity Commission on 18 Sep 2017, Amended on 23 Oct 2018 Trustees: Sue Manwaring, Chair (elected 15/04/2018) Nigel Jenner (elected 24/06/2020) Larna Pantry-Mayer (elected 01/04/2022) Sue Herriott (resigned 30/09/2022)

Bankers: Lloyds Bank, Hastings Branch, 17 Wellington Place, Hastings, East Sussex, TN34 1NX Independent Examiner: Lorraine Brown Blue Ridge Accounting Services Ltd The Old Court House North Trade Road Battle East Sussex TN33 0EX

pg. 3

Xtrax (Hastings and Rother) Registered Charity Number: 1174692

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31[ST] MARCH 2022

The trustees of Xtrax (Hastings and Rother) present its annual report and financial statements for the year ended 31[st] March 2022.

STRUCTURE, GOVERNANCE AND MANAGEMENT

The charity is constituted and operates under the rules of its constitution adopted and accepted onto the register of charities as a Charitable Incorporated Organisation on the 18[th] September 2017, amended 23[rd] October 2018.

The charity is managed by an executive committee (the trustees) which meets on a monthly basis to consider such matters as funding and staffing as the overall direction of the project. The day to day running of the project is delegated to a staff team.

The methods adopted for the recruitment and appointment of new trustees is laid down in the constitution.

Objectives

To act as a resource for young people up to the age of 24 living in the Hastings and rother area by providing advice and assistance and organising programmes of physical, educational and other activities as a means of: -

Public benefit statement

The Trustees confirm that they have complied with the duty in section 17 of the Charities Act 2011 to have due regard to the Charity Commission's general guidance on public benefit, 'Charities and Public Benefit'.

Summary of the main activities and achievements undertaken for the public benefit

In accordance with its charitable aims and to further public benefit XTRAX undertook the following activity during the reporting period:

In the last year the Charity continued to benefit from the 3-year funding secured in the previous financial year from the National Lottery and Children in Need. In addition, we were successful in securing continuation funding from the Blagrave Trust, assisting us in our continued work providing advice, advocacy and practical support to the most marginalised young people in Hastings. Our IT equipment was in desperate need of updating and so a bid was successfully made for £10,000 via IT4Charity; helping us to continue our provision of a good quality service and help tackle digital exclusion for the young people we work with. Additionally, we have been working on an updated, more accessible website which will

pg. 4

Xtrax (Hastings and Rother) Registered Charity Number: 1174692

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31[ST] MARCH 2022

provide visitors with access to useful information guides and the ability to book 1:1 appointments with an adviser, via an online portal.

We were also grateful for funding from The Tudor Trust, Trusthouse Charitable Foundation, The Magdalene & Lasher Charity, Kings Church 1066 and last but by no means least, a special thanks to The Silver Lady Fund, who offered us significant financial support at a time when we found ourselves in dire need.

The charity faced significant disruption over the previous two years due to the pandemic and spring 2021

We successfully recruited a new Service Manager in June and tasked them with relaunching the Xtrax - ook place in September 2021 and we were once again happy to reengage in person with young people and partners from services like ESCC Early Help Service, YES, The YCentre, i-Rock, Fellowship of St Nicholas and Educating Futures Trust. In addition, we continued to build on the work we had started in the previous year, both strengthening current partnerships and creating new our provision.

We expanded on the project we initially started as part of our Outreach work during Lockdown, as a result of the Blagrave funding we received. Supporting the young people involved to direct and edit a film highlighting the issues they wanted to raise regarding the free skate park they access in Hastings; Boyley Forever Skate Park. The work continues and the young people are now planning their next steps, which will include fundraising activity to raise the money needed.

We were able to open our doors to our service users once again but found that the period of closure had resulted in a significant change in the way young people were engaging with our service.

We wanted to ensure that we were continuing to meet the needs of the young people we serve in the community, so we completed two surveys; one focused on our outreach service and the other on evaluating the more intensive provision the young people access at the centre. The results demonstrated that although the service that Xtrax provides continues to be invaluable to those accessing it, the way in which young people wanted to access us had changed. We reviewed our model of working and made some significant changes to the way we operate in order to better meet the needs of the community we serve. We now work to a

are now reviewing our current data recording system and looking to update it in order to better evidence the impact our work is having on the young people the charity supports.

In addition, Xtrax has gone through a review of all of its policies and procedures and introduced updated staff contracts as part of an organisation wide exercise to embed more stable foundations for us to work from, following the period of uncertainty and instability that the pandemic presented us with.

pg. 5

Xtrax (Hastings and Rother) Registered Charity Number: 1174692

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31[ST] MARCH 2022

Due to the success of our - made to maintain this service, facilitating our ability to maintain engagement with young people we have been working with, who may not have been in contact recently and often resulting in our support workers b At the beginning of the financial year, Xtrax continued to work in line with Government and National Youth Agency COVID guidelines, providing a blended provision of online and face to face support, advice, guidance and advocacy. As guidance permitted, Xtrax was able to return to a full in-person provision. Xtrax was therefore able to provide a total of 66 group sessions and 293 face to face appointments with 124 young people, offering support and guidance on a range of issues including:

Our outreach team went into the community on 63 occasions contacting 636 young people (398 male, 225 female and 13 other)

Looking forward, Xtrax has plans to make the website more accessible, providing the ability to book appointments with our advisers, access current information and useful resources for both professionals and service users. Moreover, we will be further embedding our new working model, making certain that our provision continues to not only serve the young people that rely on our service, but also ensures their voices are heard and influence the services and communities they live in.

The charity's policy on reserves

At the balance sheet date at 31[st] March 2022 Xtrax had net assets of £48,658. The running costs for the Centre for the year amounted to £127,154. Therefore, the level of reserves at 31[st] March 2022 represented approximately 4 months funding for running costs.

The project remains dependent on relatively short-term funding for its operations. In the Trustees opinion, alternative sources of funding if the current sources cease to be available. Therefore, the charity will continue to seek opportunities to build up its reserves to this ideal level.

Risk Assessment

The trustees have identified and reviewed the risks both financial and non-financial to which Xtrax might be exposed. They have taken steps to mitigate the impact of such risks.

Responsibilities of the Trustees

The Trustees are responsible for preparing financial statements in accordance with applicable law and United Kingdom generally Accepted Accounting Practice.

pg. 6

Xtrax (Hastings and Rother) Registered Charity Number: 1174692

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31[ST] MARCH 2022

Under Charity law the trustees are required to prepare financial statements for each financial year which give a true and fair view of the charity's financial activities during the year and of its financial position at the end of the year (unless the charity is entitled to prepare accounts on the alternative receipts and payments basis). In preparing those financial statements the Trustees are required to:

The Trustees are responsible for keeping accounting records which disclose with reasonable accuracy the financial position of the charity and which enables the Trustees to ascertain the financial position of the charity and to ensure that the financial statement comply with the Charities Act 2011, the Charity (Accounts and Reports) regulations 2008 and the provisions of the constitution. The Trustees are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

This report was approved by the Trustees on:

And signed on its behalf by:

________ ~~__~~ ____ Sue Manwaring Chair/Trustee Nigel Jenner - Trustee

pg. 7

Xtrax (Hastings and Rother) Registered Charity Number: 1174692

TO THE TRUSTEES OF XTRAX (HASTINGS AND ROTHER) FOR THE YEAR ENDED 31[ST] MARCH 2022

I report to the charity trustees on my examination of the accounts of Xtrax (Hastings and Rother) for the year ended 31[st] March 2022.

Respective responsibilities of trustees and examiner

The charity's trustees are responsible for the preparation of the accounts. The trustees consider that an audit is not required for this year under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed.

It is my responsibility to:

to state whether particular matters have come to my attention.

My examination was carried out in accordance with 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 disclosures in the accounts and seeking explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the account , and the report is limited to those matters set out in the statement below.

In connection 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: to keep accounting records in accordance with section 130 of the Charities Act 2011; and to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act

have not been met; or

  1. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Signed:_________ Lorraine Brown Blue Ridge Accounting Services Ltd The Old Court House North Trade Road Battle East Sussex TN33 0EX

Dated: 20th January 2023

pg. 8

Xtrax (Hastings and Rother) Registered Charity Number: 1174692

RECEIPTS AND PAYMENTS ACCOUNT FOR THE YEAR ENDED 31[ST ] MARCH 2022

Note
INCOMING RESOURCES
Incoming resources from generated funds
Donations, legacies and grants:
Grants and donations
2
Fundraising
2
Other incoming resources
3
Total incoming resources
RESOURCES EXPENDED
Charitable activities
Support costs for grants and activities
4
Governance costs
4
Total resources expended
NET INCOME/(EXPENDITURE) FOR THE
YEAR
RECONCILIATION OF FUNDS
Net movement in funds
Total funds brought forward
TOTAL FUNDS CARRIED FORWARD		 Restricted
funds
2022
Unrestricted
funds 2022
Total
Funds
2022
£
£
£
79,968
63,504
143,472
-
633
633
79,968
64,137
144,105
-
2,404
2,404
79,968
66,541
146,509
73,233
52,729
125,962
-
1,192
1,192
73,233
53,921
127,154
6,735
12,620
19,355
6,735
12,620
19,355
8,113
21,190
29,303
14,848
33,810
48,658		 Total
Funds
2021
£
109,995
-
109,995
212
110,207
125,092
1,397
126,489
(16,282)
(16,282)
45,585
29,303

pg. 9

Xtrax (Hastings and Rother) Registered Charity Number: 1174692

STATEMENT OF ASSETS AND LIABILITIES AT 31[ST] MARCH 2022

Note
CURRENT ASSETS
Cash at bank and in hand
CURRENT LIABILITIES
NET ASSETS
REPRESENTED BY:
Accumulated fund b/f
Net profit/(loss)		 Restricted
funds
Unrestricted
funds
£
£
14,848
33,810		 Total
funds
2022
£
48,658
48,658
-
48,658
29,303
19,355
48,658		 Total
funds
2021
£
29,903
14,848
33,810
-
-		 29,903
-
14,848
33,810		 29,903
45,585
(16,282)
29,303

The financial statements were approved by the trustees on: ____ and signed on its behalf by:

` _______ ~~_~~ ______ Sue Manwaring Chair/Trustee Nigel Jenner Trustee

pg. 10

Xtrax (Hastings and Rother) Registered Charity Number: 1174692

NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31[ST] MARCH 2022

1. Accounting Policies

Receipts and Payments accounts

Receipts and payments accounts are statements that summarise the movement of cash into and out example, bank accounts where cash can be readily withdrawn to pay for debts as they become due.

Fund accounting

General funds are unrestricted funds which are available for use at the discretion of the trustees in furtherance of the general objectives of the charity and which have not been designated for other purposes.

Restricted funds are funds which are to be used in accordance with specific restrictions imposed by donors which have been raised by the charity for particular purposes. The cost of raising and administering such funds are charged against the specific fund.

Incoming resources

All incoming resources are included in the Receipts and Payments accounts when the charity is legally entitled to the income and the amount can be quantified with reasonable accuracy.

Gifts in kind donated for distribution are included at valuation and recognised as income when they are distributed to the projects. Gifts donated for resale are included as income when they are sold. Donated facilities are included at the value to the charity where this can be quantified and a third party is bearing the cost. No amounts are included in the financial statements for services donated by volunteers.

Intangible income, which comprises donated services, is included in income at a valuation which is an estimate of the financial cost borne by the donor where such a cost is quantifiable and measurable. No income is recognized where there is no financial cost borne by a third party. Income tax recoverable in relation to donations received under Gift Aid or deeds of covenant is recognised at the time of the donation.

Resources expended

All expenditure is accounted for on receipts and payments basis and has been included under expense categories that aggregate all costs for allocation of activities. Where costs cannot be directly attributed to particular activities they have been allocated on a basis consistent with the use of the resources.

Fund raising costs are those incurred in seeking voluntary contributions and do not include the costs of disseminating information in support of the charitable activities. Support costs are those costs incurred directly in support of expenditure on the objects of the charity and include project management carried out at the principal address or outreach.

Governance costs are those incurred in connection with administration of the charity and compliance with constitutional and statutory requirements.

pg. 11

Xtrax (Hastings and Rother) Registered Charity Number: 1174692

NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31[ST] MARCH 2022

2. Grants, Legacies & Donations

Note
Grants and donations including the following:
Belgrave Trust
National Lottery Community Fund for IT costs
National Lottery Community Fund
Chalk Cliff Trust
Children in Need
Galbraith CS (Green Insurance)
Hastings Charitable Trust
Hastings Lion
HBC
Isabella Blackman Centre
Kings Church
Lloyds Bank Foundation
Magdalen & Lasher Charity
Silver Lady Trust
The Francis & Eric Ford Charity
The Bedgebury Foundation
Trusthouse
Tudor Trust
Winkle Club
Gift Aid
Fundraising
Sundry donations		 Restricted
funds
2022
Unrestricted
funds 2022
Total
funds
2022
£
£
£
79,968
64,137
144,105
23,400
23,400
9,981
9,981
60,000
60,000
-
9,987
9,987
-
-
-
-
-
-
-
-
749
749
500
500
-
10,000
10,000
25,000
25,000
-
416
416
633
633
3,439
3,439
79,968
64,137
144,105		 Total
funds
2021
£
109,995
12,000
0
20,052
5,000
13,282
1,000
764
1,000
3,294
1,000
3,100
7,795
1,000
3,900
500
2,000
0
27,000
200
240
0
1,970
109,995

pg. 12

Xtrax (Hastings and Rother) Registered Charity Number: 1174692

NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31[ST] MARCH 2022

3. Other incoming resources

Misc. income
Rental income		 Restricted
funds
2022
Unrestricted
funds 2022
Total funds
2022
£
£
£
-
626
626
-
1,778
1,778
0
2,404
2,404		 Total
funds
2021
£
212
-
212

4. Support and governance costs

Staff costs and numbers

Staff costs were as follows:
2022
£
Wages and salaries
76,041
Payroll bureau
344
Pension costs
1,986
78,370
The average monthly number of employees during the year was as follows:
2022
Project Worker, Management and Administration
9		 2021
£
82,587
338
1,647
84,572
2021
10

No employee received remuneration amounting to more than £60,000 in either year

pg. 13

Xtrax (Hastings and Rother) Registered Charity Number: 1174692

NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31[ST] MARCH 2022

Staff costs
Rent
Rates
Water rates
Light & heat
Waste disposal & cleaning
Telephone and internet
Equipment
Insurance
Travel/parkingexpenses
Printing, postage & stationery
Advertising & recruitment
Refurbishment / Repairs & maintenance
Office expenses/general admin.
Satellite TV and licence
IT costs
Events
Professional Services/Accountancy
DBS charges
Bank charges
Subscriptions/licences
Sundry expenses
Provisions
Training/Volunteer/Welfare expenses
Project costs/activities		 Restricted
funds
2022
£
52,016
5,996
466
1,315
552
449
358
441
112
8,968
880
1,681
73,233		 Unrestricted
funds 2022
£
26,354
6,980
499
216
894
91
945
402
295
715
696
438
7,631
1,657
164
-
1,466
1,192
275
194
1,606
248
-
749
213
53,921		 Total funds
2022
£
78,370
12,977
964
216
2,208
643
1,394
402
653
715
696
879
7,743
1,657
164
8,968
1,466
1,192
275
194
1,606
248
-
1,629
1,894
127,154		 Total
funds 2021
£
84,572
12,395
824
240
1,405
1,987
1,196
6,048
660
74
674
164
5,962
906
163
1,334
-
5,129
-
187
-
811
1,350
375
34
126,490

5. , expenses and benefits Trustees received no remuneration, expenses, or benefits in this period.

6. Previous period comparison

The financial year end of the charity is 31[st] March 2022. The previous period's figures have been included for comparison.

pg. 14