Xtrax (Hastings and Rother) Charitable Incorporated Organisation Registered Charity Number: 1174692 Trustees, Annual Report and Financial Statements For the year ended 31st March 2024
Xtrax (Hastings and Rother) Registered Charity Number: 1174692
CONTENTS OF THE FINANCIAL STATEMENTS
FOR YEAR ENDED 31[ST ] MARCH 2024
| CONTENTS | Page |
|---|---|
| Report of the Trustees | 3 - 7 |
| 8 | |
| Receipts and Payments Account | 9 |
| Statement of Assets and Liabilities | 10 |
| Notes to the Accounts | 11 - 17 |
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Xtrax (Hastings and Rother) Registered Charity Number: 1174692
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31[ST] MARCH 2024
The trustees of Xtrax (Hastings and Rother) present its annual report and financial statements for the year ended 31[st] March 2024.
CHARITY INFORMATION
Name of Charity: Xtrax (Hastings and Rother) Other Names by which the charity is known: Xtrax Principal Address: Rose Cottage, 7 Gotham Alley, Hastings, TN34 1HB 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 Pantrey-Mayer (resigned 22/12/2023) Donovan Kitson (elected 13/07/2023) 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
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Xtrax (Hastings and Rother) Registered Charity Number: 1174692
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31[ST] MARCH 2024
The trustees of Xtrax (Hastings and Rother) present its annual report and financial statements for the year ended 31[st] March 2024.
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: -
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a) advancing in life and helping young people by developing their skills, capacities and capabilities to enable them to participate in society as independent, mature and responsible individuals.
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b) advancing education.
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c) relieving unemployment.
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d) providing recreational and leisure time activity in the interests of social welfare for people living in the area of benefit who have need by reason of their youth, age, infirmity or disability, poverty or social and economic circumstances with a view to improving the conditions of life of such persons.
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 final grant of 3-year funding secured from The Community Fund (Lottery). 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. We were fortunate to be awarded new 3 year funding from Tudor Trust and the UK Youth Fund.
We were also grateful for funding from SCDA, The Albert Hunt Trust and The Silver Lady Fund.
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Xtrax (Hastings and Rother) Registered Charity Number: 1174692
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31[ST] MARCH 2024
Additionally, we continue to work on an updated, more accessible website which will provide visitors with access to useful information guides and the ability to book 1:1 appointments with an adviser, via an online portal.
We continued to build on the work we had started in the previous financial year, both strengthening current our local partners and growing 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. We are continuing to support the young people involved in the Boyley Forever Skate Park project. The young people are now planning their next steps, which will include fundraising activities to raise further money needed to develop the site.
Recognising that some of the young people we work with are in relationships and having children we have worked to set up a programme through which young parents can acquire skills and support and access to other services.
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. Xtrax was able to provide young people support and guidance on a range of issues. The statistics were as follows:
We worked with 95 young people, conducting 479 appointments (an average of 5 sessions per young person). Support and guidance were provided on a range of issues including:
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110 appointments were housing focused,
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222 appointments were based around general advice and guidance, other issues,
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9 young people were supported to access Food Parcels,
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109 appointments were mental health and wellbeing focused,
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29
50 Drop-In sessions were held with 296 young people. We also provided a weekly support group to young parents and babies. We are looking to enhance and expand this provision during the next 12 months.
Our outreach team went into the community on 63 occasions engaging with 693 young people.
Young People were offered support by Xtrax in the year 1,130 times.
Future plans
Looking forward, Xtrax has plans to further enhance the website, making it more accessible in order to access current information and resources for both professionals and service users. Moreover, we will be
pg. 5
Xtrax (Hastings and Rother) Registered Charity Number: 1174692
FOR THE YEAR ENDED 31[ST] MARCH 2024
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 ensure their voices are heard and influence the services and communities they live in.
Xtrax has been exploring a partnership arrangement with the Hastings Commons who are successful as part of the Government s Youth Investment Fund, creating a new super youth hub. We are negotiating with them on how the Xtrax offer of advice and support may play a role in this new provision and we have been asked to consider supporting their newly appointed youth manager given our experience in this area. This may mean the relocation of the Charity into new custom-built accommodation.
Financial review
Total income for the year was £171,141 (2023: £111,055). Total expenditure was £142,104 (2023: £133,525). At the year-end there were unrestricted funds of £41,942 (2023: £3,411), and restricted funds of £13,283 (2023: £22,777).
The charity's policy on reserves
At the balance sheet date at 31[st] March 2024 Xtrax had net assets of £55,225 (2023: £26,188). The total operating costs for the Centre for the year amounted to £142,104 (2023: £133,525). Therefore, the level of reserves at 31[st] March 2024 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.
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:
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a) Select suitable accounting policies and apply them consistently.
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b) Make judgements and estimates that are reasonable and prudent.
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c) State whether applicable accounting standards and statements of recommended practice have been followed, subject to any departures disclosed and explained in the financial statements.
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Xtrax (Hastings and Rother) Registered Charity Number: 1174692
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31[ST] MARCH 2024
- d) Prepare the financial statement on a going concern basis unless it is inappropriate to presume that the charity will continue in operation.
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 Board of Trustees on 8[th] August 2024 and signed on its behalf by:
Signed: ____ Sue Manwaring Chair/Trustee
Signed:____ Donovan Kitson - Trustee
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Xtrax (Hastings and Rother) Registered Charity Number: 1174692
TO THE TRUSTEES OF XTRAX (HASTINGS AND ROTHER) FOR THE YEAR ENDED 31[ST] MARCH 2024
I report to the charity trustees on my examination of the accounts of Xtrax (Hastings and Rother) for the year ended 31[st] March 2024.
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:
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examine the accounts under section 145 of the Charities Act 2011,
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to follow the procedures laid down in the General Directions given by the Charity Commission (under section 145(5)(b) of the Charities Act 2011, and
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 , 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:
- 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
- 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: 03 September 2024
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Xtrax (Hastings and Rother) Registered Charity Number: 1174692
STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31[ST ] MARCH 2024
| Note INCOMING RESOURCES Incoming resources from generated funds: Donations, legacies and grants: Grants and donations Fundraising 2 Other incoming resources 3 Total incoming resources RESOURCES EXPENDED Charitable activities: Support costs for grants and activities 4 Governance costs 5 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 2024 Unrestricted funds 2024 Total Funds 2024 £ £ £ 60,160 78,157 138,317 - 684 684 60,160 78,841 139,001 - 32,140 32,140 60,160 110,981 171,141 68,221 69,440 137,661 1,433 3,010 4,443 69,654 72,450 142,104 (9,494) 38,531 29,037 (9,494) 38,531 29,037 22,777 3,411 26,188 13,283 41,942 55,225 |
Total Funds 2023 £ 105,424 - |
|
|---|---|---|---|
| 105,424 5,631 |
|||
| 111,055 | |||
| 130,571 2,954 |
|||
| 133,525 | |||
| (22,470) | |||
| (22,470) 48,658 |
|||
| 26,188 |
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Xtrax (Hastings and Rother) Registered Charity Number: 1174692
BALANCE SHEET AT 31[ST] MARCH 2024
| Note Fixed Assets Tangible assets Current Assets Debtors Cash at bank and in hand Creditors Amounts falling due within one year 11 Net Current Assets Net Assets Represented by: Restricted funds Unrestricted funds Total Funds |
Total Funds 2024 - - 56,239 56,239 (1,014) 55,225 55,225 13,283 41,942 55,225 |
Total Funds 2023 - 1,242 33,394 |
|---|---|---|
| 34,636 (8,448) |
||
| 26,188 26,188 |
||
| 22,777 3,411 26,188 |
The financial statements were approved by the Board of trustees on 8[th] August 2024 and signed on its behalf by:
Signed: ~~___~~ _________ Signed: ~~___~~ _____ Sue Manwaring Chair/Trustee Donovan Kitson - Trustee
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Xtrax (Hastings and Rother) Registered Charity Number: 1174692
NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31[ST] MARCH 2024
1. Accounting Policies
Basis of accounting
The financial statements have been prepared under the historical cost convention with items recognised at cost or transaction value, unless otherwise stated in the relevant notes, in accordance porting by Charities: Statement of Recommended Practice, and UK Financial Reporting Standard applicable to charities effective 1 January 2019 and the Companies Act 2006.
Income
Income is recognised in the Statement of Financial Activities once the charity becomes entitled to the funds, it is probable that the income will be received and the amount can be measured reliably.
No amounts are included in the financial statements for services donated by volunteers.
Expenditure and liabilities
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Expenditure is recognised on an accruals 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.
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The charity is not registered for VAT; thus, all costs are shown inclusive of VAT charged.
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Liabilities are recognised as soon as there is a legal or constructive obligation to pay out resources. Governance costs include the costs of preparation and examination of the statutory accounts, the cost of trustee meetings and the cost of any legal advice on governance or constitutional matters.
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Grants offered subject to conditions which have not been met at the year-end date are noted as a commitment but not accrued as expenditure.
Tangible assets
Depreciation is provided at the following annual rates in order to write off each asset over its estimated useful life, based on standard rates used in the sector.
| Fixtures, fittings and equipment | - | 3 years |
|---|---|---|
| Computer equipment | - | 3 years |
Taxation
The charity is exempt from corporation tax on its charitable activities.
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.
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Xtrax (Hastings and Rother) Registered Charity Number: 1174692
NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31[ST] MARCH 2024
Debtors
Debtors are recognised at the settlement amount due. Prepayments are valued at the amount prepaid.
Cash at bank and in hand
Cash at bank and in hand includes small amounts of cash, and bank deposits repayable on demand in both current and deposit accounts.
Creditors
Creditors are recognised where the charity has a present obligation resulting from a past event that will probably result in a transfer of funds to a third party and the amount due to settle the obligation can be measured or estimated reliably. Creditors are normally recognised at their settlement amount, usually the invoice amount.
Accrued amounts are normally valued at their settlement amount.
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Xtrax (Hastings and Rother) Registered Charity Number: 1174692
NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31[ST] MARCH 2024
2. Grants, Legacies & Donations
==> picture [507 x 499] intentionally omitted <==
----- Start of picture text -----
Restricted Total Total
funds Unrestricted funds funds
Note 2024 funds 2024 2024 2023
£ £ £ £
60,160 78,841 139,001 105,424
Grants and donations including the following:
Belgrave Trust 13,900 13,900 12,000
-
National Lottery Community Fund for IT costs
National Lottery Community Fund 60,000 60,000 60,000
Ernest Kleinwort 3,000
Children in Need 10,487
Foreshore Trust 160 160 1,440
Sussex Community Foundation 10,000
-
Silver Lady Trust 2,500 2,500
The Albert Hunt Trust 4,000 4,000 -
SCDA 500 500
Trusthouse -
Tudor Trust 37,000 37,000 -
UK Youth Fund 15,000 15,000
Gift Aid 1,031 1,031 -
Fundraising 684 684 -
Donations:
Galbraith CS (Green Insurance) 889 889 793
Anjoli Stewart Charitable Trust 1,500
Hastings Charitable Institutions Trust 808
Silver Lady Trust 500
Priscilla Ann- 2,585
Martyn Hyland Memorial Fund 2,019 2,019 170
Hollington Church in the Wood 500
Hastings Methodist Church 100 100
Sundry donations 1,218 1,218 1,641
60,160 78,841 139,001 105,424
----- End of picture text -----
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Xtrax (Hastings and Rother) Registered Charity Number: 1174692
NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31[ST] MARCH 2024
3. Other incoming resources
| Misc. income Management support income Rental income |
Restricted funds 2024 Unrestricted funds 2024 Total funds 2024 £ £ £ - 4,484 4,484 - 13,200 13,200 - 14,456 14,456 - 32,140 32,140 |
Total funds 2023 £ 609 - 5,023 |
|---|---|---|
| 5,631 |
CHARITABLE ACTIVITIES COSTS:
4. Support Costs for grants and activities
| 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 Professional Services/Accountancy DBS charges Bank charges Subscriptions/licences Sundry expenses Training/Volunteer/Welfare expenses Project costs/activities |
Restricted funds 2024 £ 49,936 11,757 49 0 0 114 618 0 909 303 564 1,605 407 323 164 193 1,433 0 0 151 0 184 933 69,654 |
Unrestricted funds 2024 £ 45,804 16,897 0 0 (25) 0 431 1,207 2,449 9 0 717 0 321 0 260 3,010 153 128 884 10 0 195 72,450 |
Total funds 2024 £ 95,740 28,654 49 0 (25) 114 1,049 1,207 3,358 312 564 2,322 407 644 164 454 4,443 153 128 1,036 10 194 1,129 142,104 |
Total funds 2023 £ 97,984 13,299 1,047 156 2,792 524 3,525 400 1,543 236 865 883 362 164 1,465 2,954 228 133 2,945 77 812 1,131 133,525 |
|---|---|---|---|---|
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Xtrax (Hastings and Rother) Registered Charity Number: 1174692
NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31[ST] MARCH 2024
5. Governance Costs
| Legal fees Accountancy fees Independent Examiners fee |
2024 £ 3,848 - 595 4,443 |
2023 £ 2,079 - 875 |
|---|---|---|
| 2,954 |
6. Support Costs for grants and activities
Staff costs and numbers
| Staff costs were as follows: Wages and salaries Payroll bureau National Insurance Pension costs |
2024 £ 94,275 - 427 1,038 95,740 |
2023 £ 96,018 697 1,269 |
|---|---|---|
| 97,984 |
The average monthly number of employees during the year was as follows:
| 2024 | 2023 | |
|---|---|---|
| Project Worker, Management and Administration | 7 | 9 |
No employee received remuneration amounting to more than £60,000 in either year
7. , expenses and benefits
During the year ended 31[st] March 2024, no trustee undertook paid work and only expenses incurred during the ordinary course of the charity activities were reimbursed.
8. Previous period comparison
The financial year end of the charity is 31[st] March 2024. The previous period's figures have been included for comparison.
9. Related party disclosures
There were no related party transactions for the year ended 31st March 2024.
10. Debtors and prepayments
| 2024 | 2023 | |
|---|---|---|
| £ | £ | |
| Prepayments | - | 1,242 |
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Xtrax (Hastings and Rother) Registered Charity Number: 1174692
NOTES TO THE ACCOUNTS
FOR THE YEAR ENDED 31[ST] MARCH 2024
11. Creditors: amounts falling due within one year
| Trade creditors HMRC PAYE Liabilities NEST Pension Liabilities Accruals Deferred income |
2024 2023 £ £ 97 2,705 852 1,452 65 242 - 2,849 - 1,200 1,014 8,448 |
|---|---|
12. Movement in funds
| Unrestricted funds General fund Total Funds |
At 1/4/23 £ 3,411 3,411 |
Net Movement in funds £ 38,531 38,531 |
At 31/3/24 £ 41,942 41,942 |
|---|---|---|---|
Net movement in funds, included in the above are as follows:
| Unrestricted funds General fund Total Funds |
Incoming Resources £ 110,981 110,981 |
Resources expended £ -72,450 -72,450 |
Movement in funds £ 38,531 38,531 |
|---|---|---|---|
13. Leasing Agreements
Minimum lease payments under non-cancellable operating leases fall due as follows:
| Within one year Between one and five years |
2024 £ 13,750 36,880 50,630 |
2023 £ 13,299 50,630 63,929 |
|---|---|---|
The lease of 23 Priory Street was signed on 6[th] December 2017. It is for the period of 10 years from that date. The rent review date was due and exercised on 6[th] December 2022, when the rent was increased by £1,000 from £12,750 per annum to £13,750 per annum. No further rent reviews are due until the lease expires on 6[th] December 2027.
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Xtrax (Hastings and Rother) Registered Charity Number: 1174692
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