xlfCIX Xtrax (Hastings and Rother) Charitable Incorporated Organisation Registered Charity Number: 1174692 Trustees. Annual Report and Financial Statements For the year ended 31st March 2025
Xtrax {Hastings and Rotherl Registered Charity Number: 1174692 CONTENTS OF THE FINANCIAL STATEMENTS FOR YEAR ENDED 31"MARCH 2025 CONTENTS Page Report of the Trustees Independent Examinerfs Report Statement of Financial Activities Balance Sheet Notes to the Accounts 10-15 pg.2
Xtrax {Hastings and Rotherl Registered Charity Number: 1174692 REPORT OF THE TRUSTEES ST FOR THE YEAR ENDED 31 MARCH 2025 The trustees of Xtrax (Hastings and Rotherl present its annual report and financial statements for the year ended 31" March 2025. CHARifi 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 IHB Registered Charity Number: 1174692 Governing Document: CIO- Foundation Registered at Charity Commission on 18 Sep 2017, Amended on 23 Oct 2018 Trustees: S. Manwaring, Chair {elected 15/04/2018) D. Kitson (elected 13/07120231 P. Moss {Elected 04107/2024) N. Jenner {ResiEned 07/11/241 Bankers: Lloyds Bank. Hastings Branch. 17 Wellington Place, Hastings. East Sussex, TN34 INX Independent Examiner: Blue Ridge Accounting Services Ltd The Old Court House North Trade Road Battle East Sussex TN33 OEX pg.3
Xtrax {Hastings and Rotherl Registered Charity Number: 1174692 REPORT OF THE TRUSTEES (Convd) FOR THE YEAR ENDED 31" MARCH 2025 The trustees of Xtrax (Hastings and Rother) present its annual report and financial statements for the year ended 31" March 2025. STRucfuRE. GOVERNANCE AND MANAGEMENT The charity is constituted and operates under the rules of its constitution adopted and accepted onto the th register of charities as a Charitable Incorporated Organisation on the 18 September 2017, amended 23, October 2018. The charity is managed by an executive committee (the trustees) which meets monthly 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 forthe recruitment and appointmentof 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.. - al advancing in life and helping young people by developing their skills, capacities and capabil ities to enable them to participate in society as independent, mature and responsible individuals. bl advancing education. cl relieving unemployment. dl 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 duringthe reporting period: The Charity offered a comprehensive free and accessible Information Advice and Guidance service to the most vulnerable and marginalised young people supportingthem across a range of issues including housing, health, employment, education. Over 500 1-2-1 sessions were undertaken with 110 being focussed on housing and homele55ness, 222 general advice, 109 health (particularly mental health). The Charity offered So open drop-in sessions offering a safe space for young people to access activities and, for those who are insecurely housed. food washing facilities and food parcels. pg.4
Xtrax {Hastings and Rotherl Registered Charity Number: 1174692 REPORT OF THE TRUSTEES {ConVd) FOR THE YEAR ENDED 31ST MARCH 2025 Recognising that a number of the young people served by the charity are young parents we extended our provision to set up a young parents support seniice with groupwork, and access to practical support. On numerous occasions the workers and volunteers of the charity acted as an advocate for young people enabling successful referrals to other agencies. Specifically, we have worked in partnership with the Hastings Advice and Representation Centre IHARCI to offer sessions within RAx but also support young people with complex benefit claims or appeals in areas linked to health and disability. Through this service we were able to maximise young people's income from their benefit entitlements which would otherwise not be claimed. Alongside this work we have enabled young people to receive grants from the Silver Lady Fund (resources to set up homel and the Magdalen and Lasher Charity. We know that not all young people will attend the centre-based drop-in sessions or advice provision, and we have continued our regular street outreach programme. Here a team of trained youth workers contact young people wherever they are and offer them support and access to our services. During the year 29 outreach sessions were conducted in the Town Centres, along the seafront, in parks and open spaces and other areas where young people congregate. The past year partnership work with Hastings Commons has been a success with the use of their facilities and shared staffing. Outreach work has yielded new contacts at the drop-in session and I:1 appointments. Developments in employability with young people getting closer to the job market with employment experiences that are paid. References for the young people, improved confidence and enhanced CVS. An uplift in employability related work with young people has been noted. We achieved positive outcomes during the year for 27 young people. During the financial year, the charity continued to benefit from the second year of 3-year funding secured from UK Youth and The Tudor Trust. We were successful in securing new grant funding from Sussex Community Foundation Trust and Ernest Kleinwort. In addition, The Blagrave Trust continued their financial support to the charity, assisting us in our continued work providing advice. advocacy, and practical support to the most marginalised young people in Hastings. We pride ourselves on being a charity who listen and respond to young people and provide opportunities for them to influence the services we offer is important to us Future plans During the next period, as well as delivering our core service, we envisage that we will be moving into premises which have been created for us as part of the Youth Infrastructure Fund initiative at Eagle House and recruit other trustees, donors and stakeholders to support our work. pg.5
Xtrax {Hastings and Rotherl Registered Charity Number: 1174692 REPORT OF THE TRUSTEES {ConVd) FOR THE YEAR ENDED 31" MARCH 2025 Financial review Total income for the year was £121,868 (2024: £171,141). Total expenditure was £117,579 12024: £142,104). At the year-end there were unrestricted funds of £39,564 {2024- £41,942) and restricted funds of £19,95012024: £13,283). The charity's policy on reserves At the balance sheet date on 31" March 2025, Xtrax had net assets of £59,514 {2024.' £55,225). The total operating costs for the Centre for the year amounted to £117,579 (2024: £142,104) and overall total reserves was £59,51412024: £55,225). Therefore, the level of reserves on 31" March 2025 represented approximately 6 months funding for running costs. 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: a) Select suitable accounting policies and apply them consistently. b) Make judgements and estimates that are reasonable and prudent. 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. 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 fi nancial position of the charity and which enables the Trustees to ascertain the financia I position of the charity and to ensure thatthe financial statement complywith 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. th This report was approved by the Trustees on 25 September 2025 and signed on its behalf by: ',Sep 28, L025 L3-56 S. Manwaring- Chair {Trusteel D. Kitson (Trusteel pg.6
Xtrax {Hastings and Rotherl Registered Charity Number: 1174692 INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF XTRAX (HASTINGS AND ROTHER) ST FOR THE YEAR ENDED 31 MARCH 2025 I report to the charity trustees on my examination of the accounts of Xtrax (Hastings and Rotherl for the year ended 31" March 2025. 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 responsibil ity to: examine the accounts under section 145 of the Charities Act 2011, to follow the procedures laid down in the General Directions given by the Charity Commission (under section 145(51{bl of the Charities Act 2011, and to state whether particular matters have come to my attention. Basis of independent examinerfs report 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 accounts present a 'true and fairf view, and the report is limited to those matters set out in the statement below. Independent examinerfs statement 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 2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. L. Brown Blue Ridge Accounting Services Ltd The Old Court House North Trade Road Battle East Sussex TN33 OEX Dated: 08110/2025 pg.7
Xtrax {Hastings and Rotherl Registered Charity Number: 1174692 STATEMENT OF FINANCIAL AcfiviTIES FOR THE YEAR ENDED 31"MARCH 2025 Restricted funds Unrestricted 2025 funds 2025 Total Funds 2025 Total Funds 2024 Note INCOMING RESOURCES Incoming resources from generated funds- Donations, legacies and grants: Grants and donations Fundraising 10.215 75.2f 85.475 138,317 684 10.215 75.2f>O 85.475 36.393 36.393 111.653 121.868 139,001 32,140 171,141 Other incoming resources Total incoming resources 10.215 RESOURCES EXPENDED Charitable activities- Support costs for grants and activities Governance costs Total resources expended 112.194 115.742 1.837 1.837 114.030 117.579 137,661 4,443 142,104 NET INCOME/(EXPENDITURE) FOR THE YEAR 6.667 (2.378) 4.289 29,037 RECONCILIATION OF FUNDS Net movement in funds 6.667 (2.378) 4,289 29,037 Total funds brought fonplard 13.283 41.942 55.225 26,188 TOTAL FUNDS CARRIED FORWARD 19.950 39.564 59.514 55,225 pg.8
Xtrax {Hastings and Rotherl Registered Charity Number: 1174692 BALANCE SHEET AT 31" MARCH 2025 Total Funds 2025 Total Funds 2024 Note Fixed Assets Tangi ble assets Current Assets Debtors Cash at bank and in hand io 272 73.467 73.739 56,239 56,239 Creditors Amountsfalling due within one year li (14.225) 11,0141 Net Current Assets 59,514 55,225 Net Assets 59.514 55,225 Represented by: Restricted funds Unrestricted funds 19,950 39,564 13,283 41,942 Total Funds 59,514 55,225 th These financial statements were approved by the Board of Trustees on 25 September 2025 and signed on its behalf by: Sue Manbvaring Isep 28, 2025 13..5 ".42 GMT+ll D Kitson (Oct 7, 2025 09".57."19 GMT+il S. Manwaring- Chair (Trusteel D. Kitson (Trusteel pg.9
Xtrax {Hastings and Rotherl Registered Charity Number: 1174692 NOTES TO THE ACCOUNTS ST FOR THE YEAR ENDED 31 MARCH 2025 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 with the Charities Act 2011; Charities SORP 'Accounting and Reporting by Charities: Statement of Recommended Practice, and UK Financial Reporting Standard applicable to charities effective l January 2019 and the Companies Act 2006. Income Income is recognised in the Statement of Financial Activities once the charity become5 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 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. The charity is not registered for VAT; thus, all costs are shown inclusive of VAT charged. 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. 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 Computer equipment 3 years 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. pg. 10
Xtrax {Hastings and Rotherl Registered Charity Number: 1174692 NOTES TO THE ACCOUNTS {ConVd) ST FOR THE YEAR ENDED 31 MARCH 2025 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. pg. 11
Xtrax {Hastings and Rotherl Registered Charity Number: 1174692 NOTES TO THE ACCOUNTS {ConVd) ST FOR THE YEAR ENDED 31 MARCH 2025 2. Grants, Legacies & Donations Restrirted funds Unrestrirted 2025 funds 2025 Total funds 2025 Total funds 2024 Note 10.215 75,260 85.475 139,001 Grants and donations including the following: Blagrave Trust National Lottery Community Fund for IT costs National Lottery Community Fund Ernest Kleinwort Children in Need Foreshore Trust Sussex Community Foundation Silver Lady Trust The Albert Hunt Trust SCDA Trusthouse Tudor Trust UKYouth Fund Gift Aid Fundraising Donations: Galbraith CS (Green Insurance) William Shadwell Charity Hastings Charitable Institutions Trust The Frances & Eric Ford Charity Trust Martyn Hyland funeral donations Hastings Methodist Church Sundry donations 12,000 12,000 13,900 60,000 160 10.000 215 5,000 15,000 215 2,500 4,000 500 35,000 15,000 825 35,000 15,000 825 37,000 15,000 1,031 684 889 250 250 1,000 1,000 2,019 loo 1,218 139,001 5,240 75,260 5,240 85,475 10,215 pg. 12
Xtrax {Hastings and Rotherl Registered Charity Number: 1174692 NOTES TO THE ACCOUNTS {ConVd) ST FOR THE YEAR ENDED 31 MARCH 2025 3. other incoming resources Restricted funds Unrestricted Total funds 2025 funds 2025 2025 Total funds 2024 Misc. income Management support income Premises sessional hire income 395 12,404 23.594 395 12,404 23.594 4,484 13,200 14,456 36,393 36,393 32,140 CHARITABLE ACTIVITIES COSTS: 4. Support Costs for grants and activities Restricted funds 2025 Unrestricted funds 2025 Total funds 2025 Total funds 2024 Staff costs Rent Rates Water rates Light & heat Waste disposal & cleaning Telephone and internet Equipment Insurance Travel/parking expenses Printing, postage & stationery Advertising/publicity/events/recruitment Refurbishment / Repairs & maintenance Office expenses/general admin. Satel lite TV and licence IT equipment costs Professional Services/Accountancy DBS charges Bank charges Subscriptions/licences Sundry expenses Training/Volunteer/Welfare expenses Project costs/yp activities 2.482 851 68,808 27.803 2.179 71.291 28.654 2.179 95,740 28,654 49 445 188 803 575 3.130 631 302 1.425 1.096 235 131 792 1.837 26 149 1,037 445 188 803 790 3.130 631 302 1.425 1,096 235 131 792 1.837 26 149 1,037 {25} 114 1,049 1,207 3,358 312 564 2,322 407 644 164 454 4,443 153 128 1,036 io 194 1,129 142,104 215 I,ooi 1,437 114,030 I,ooi 1,437 117.579 3,548 pg. 13
Xtrax {Hastings and Rotherl Registered Charity Number: 1174692 NOTES TO THE ACCOUNTS {ConVd) ST FOR THE YEAR ENDED 31 MARCH 2025 5. Governance Costs 2025 2024 Legal fees Accountancy fees Independent Examiners fee 1,242 3,848 595 595 1,837 4,443 6. Support Costs for grants and activities Staff costs and numbers Staff costs were as follows: 2025 2024 Wages and salaries Employer's National Insurance Pension costs 70,527 302 462 94,275 427 1,038 95,740 71,291 The average monthly number of employees during the year was as follows: 2025 2024 Project Worker, Management and Administration No employee received remuneration amounting to more than £60,000 in either year 7. Trustees. remuneration, expenses and benefits During the year ended 31" March 2025, no trustee undertook paid work and only expenses incurred during the ordinary course of the charity's activities were reimbursed to trustees in the amounts of £290 to S. Manwaring and E405 to D. Kitson. 8. Previous period comparison The financial year end of the charity is 31" March 2025. The previous period's figures have been included for comparison. Related party disclosures There were no related party transactions for the year ended 31st March 2025. 10. Debtors and prepayments 2025 2024 Debtors Prepayments 272 272 pg. 14
Xtrax {Hastings and Rotherl Registered Charity Number: 1174692 NOTES TO THE ACCOUNTS (Convd) FOR THE YEAR ENDED 31" MARCH 2025 11. Creditors: amounts falling due within one year 2025 2024 Trade creditors HMRC PAYE Liabilities N EST Pension Liabilities Accruals Deferred income 170 1,089 104 418 97 852 65 12,443 14.225 1,014 12. Movement in funds Net Movement in funds At 114124 At 31/3125 Unrestricted funds General fund 41.942 41.942 (2.378) (2,378) 39.564 39,564 Total Funds Net movement in funds, included in the above are as follows- Incoming Resources Resources expended Movement in funds Unrestrirted funds General fund 111.653 111.653 (114.030) 1114,030) {2.378) (2,378 Total Funds 13. Leasing Agreements Minimum lease payments under non-cancellable operating leases fall due as follows.. 2025 2024 Within one year Between one and five years 13.750 23,130 36,880 13,750 36,880 50,630 th The lease on 23 Priory Street was signed on 6 December 2017. It is for the period of 10 years from that date. The rent review date was due and exercised on 6th December 2022, when the rent was increased by £1,000 from £12,750 per annum to £13,750 per annum. No further rent th reviews are due until the lease expires on 5 December 2027. pg. 15