Trustees' Annual Report for the period
To
From
Period start date Period end date 1st April 2023 31st March 2024
Section A Reference and administration details
Charity name Viables Community Association CIO
Other names charity is known by Registered charity number (if any) 1177363
Charity's principal address Viables Craft Centre
The Harrow Way Basingstoke RG22 4BJ
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 Bruce Hibbert Chair
2 Kevin Roche Vice Chair
3 Ian May-Miller Treasurer
4 Leigh White Secretary 1-Apr-23 to 21-Apr-23
5 Jason Fraser
6 Nicola Hicken
7 Jeanette Hobden
8 Claire Taylor
9 Lindsay Hogan
10 Lesley Rust
11
12
13
14
15
16
17
18
Names of the trustees for the charity, if any, (for example, any custodian trustees)
Name Dates acted if not for whole year
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Names and addresses of advisers (Optional information)
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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 to post by residents of the Association’s Area of Benefit at a Trustee selection methods public AGM.
(eg. appointed by, elected by)
Additional governance issues (Optional information)
You may choose to include additional information, where relevant, about:
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policies and procedures adopted for the induction and training of trustees;
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the charity’s organisational structure and any wider network with which the charity works;
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relationship with any related parties;
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trustees’ consideration of major risks and the system and procedures to manage them.
Section C Objectives and activities
The objects of the charity are to:
a) Promote the benefit of the inhabitants of the Viables area and the neighbourhood together defined by the attached map (hereinafter called Summary of the objects of the ‘the area of benefit’) without distinction of sex, sexual orientation, race or charity set out in its of political, religious or other opinions, by associating together the said governing document inhabitants and the local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants;
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b) Establish, or secure the establishment of, a Community Centre (hereinafter called ‘the Centre’) and to maintain and manage the same (whether alone or in co-operation with any local authority or other person or body) in furtherance of these objects; c) Promote such other charitable purposes as may from time to time be determined. The Association shall be non-party in politics and non-sectarian in religion.
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)
Our aim this year was to continue to meet community needs by reviewing our approach.
Improve social media marketing and increase our audience base for the Roger Morris Centre and the Community Wardrobe.
You may choose to include further statements, where relevant, about:
Recruit volunteers to help run and support our events.
Increase revenue and reduce costs to ensure longevity.
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policy on grantmaking;
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policy programme related investment;
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contribution made by volunteers. Our goals fr
Increasing occupancy rates in line with our aims.
Continue to attract grants and other funding for specific projects. Maintain and develop our buildings at both community centres to meet community needs effectively.
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Section D Achievements and performance
Summary of the main achievements of the charity during the year
Viables Community Association has had a productive year, marked by significant improvements to our facilities, expansion of community services, and adaptability in the face of challenges during the extensive building work at Viables Community Centre. We have continued to develop the activities at both of our community centres.
Community Engagement Activities
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"Weigh and Play" sessions at Roger Morris Centre, which have been hugely popular with 25-30 people attending each session.
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Reintroduced Park Tots at Roger Morris Centre due to local demand.
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Expanded Memory Club services, including a new Carers' support group and a second weekly session.
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Organised successful community events, including a Summer Fayre, Christmas Fayre and Kings Coronation celebration.
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Expanded the Basingstoke Community Wardrobe initiative, including fashion shows and support for local students with prom wear.
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Facility Management Improvements Successfully completed significant roof replacement works at Viables Community Centre.
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Renovated the Osborne Room, enhancing its appeal and functionality. Including a new Accessible Toilet and Storage.
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Installed new fire doors at Roger Morris Centre to improve safety.
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Secured funding for a fixed canopy in the Roger Morris Centre garden to extend usable space.
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Conducted fire risk assessments and implemented necessary safety measures at both centres.
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Carried out Legionella risk assessment works to ensure water safety.
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Volunteer Recruitment Employed a Volunteer and Marketing Coordinator to boost recruitment efforts.
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Gained new volunteers for Memory Club, children's activities, and gardening.
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Organized a team-building workshop for Memory Club volunteers.
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Continued to seek volunteers for various roles, including site supervision and children's activities support.
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Grants and Funding Secured various grants throughout the year, including: Funding for a new Volunteer and Marketing Coordinator role,
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Grant from CIF for improvements at Roger Morris Centre,
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Councillor grants for kitchen appliance replacements and lobby area redecoration,
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Funding for Memory Club music sessions through the purchase of a laptop computer and software,
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Successfully applied for warm spaces funding and other small grants to support specific initiatives.
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Section E Financial review
Brief statement of the charity’s policy on reserves
Details of any funds materially in deficit
Our policy on reserves is to hold 6-12 months of expenditure as free reserves. Additionally, we hold:
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Restricted reserves where, for instance, we have been given grants for a specific purpose
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Unrestricted designated reserves earmarked for use on a particular project or activity such as refurbishment of premises. Free reserves currently stand at £122,000 i.e. about 8 months of expenditure.
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.
The Association remains in a strong and stable financial position. Over 80% of our income is from hall hire and activities we run for the community.
Major improvements to our buildings this year included refurbishment and addition of a disabled toilet in the Osborne Room and replacement of the main hall roof. The short-term downside of this was that those areas were unavailable for long periods of time causing income from hall hire and activities to be significantly reduced. Together with an increase in costs and despite some good income from grants this lead to a deficit of £19,000 in the year.
- This is not a cause for concern as we have healthy reserves and now that the works are complete we expect to return to a surplus.
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) Kevin Roche Ian May-Miller Position (eg Secretary, Chair, Chair Treasurer etc) Date 21 January 2025 21 January 2025
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Charity Name No (if any) Viables Community Association CIO 1177363 Receipts and payments accounts CC16a For the period Period start date Period end date To from 01-Apr-2023 31-Mar-2024
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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
Hall hire 97,626 - 97,626 114,305
Community Development 35,998 - 35,998 43,093
Donations 2,280 - 2,280 3,822
Grants 5,909 9,600 - 15,509 2,821
Other income 8,819 - 8,819 14,487
- -
- -
- - -
Sub total (Gross income for
150,632 9,600 - 160,232 178,528
AR)
A2 Asset and investment sales,
(see table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 150,632 9,600 - 160,232 178,528
A3 Payments
Utilites, insurance and licences 21,880 - - 21,880 20,623
Property Repairs and Maintenance 46,341 - - 46,341 41,128
Community functions and devt 13,037 3,055 - 16,092 23,586
Staff costs 83,105 - - 83,105 73,701
Office and general expenses 11,865 - - 11,865 7,118
Governance - - - -
- - - - -
Sub total [ 176,229 ] 3,055 - 179,284 166,157
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - - -
Total payments 176,229 3,055 - 179,284 166,157
Net of receipts/(payments) - 25,596 6,545 - - 19,051 12,372
A5 Transfers between funds - - - - -
A6 Cash funds last year end 186,690 2,125 - 188,815 176,444
Cash funds this year end 161,094 8,670 - 169,764 188,815
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| Section B Statement of assets and liabilities at | Section B Statement of assets and liabilities at | the end of the period | |
|---|---|---|---|
| Categories Signed by one or two trustees on behalf of all the trustees B2 Other monetary assets B1 Cash funds B3 Investment assets B5 Liabilities B4 Assets retained for the charity’s own use |
Details Details Unity Trust Current account Flagstone deposit accounts Cash floats Fixtures and fittings (eg cupboards) Details Total cash funds (agree balances with receipts and payments account(s)) Details Heating system including boilers Audio visual installation and PA system including projector PCs and Laptops Tables (approx 60) and chairs (approx 300) Details Hirer's Security Deposits Bouncy Castle Skittle Alleys (2) Tovertafel Signature |
Unrestricted funds Restricted funds to nearest £ to nearest £ 3,862 157,062 8,670 170 - - 161,094 8,670 OK OK Unrestricted funds Restricted funds to nearest £ to nearest £ - - - - - - Fund to which asset belongs Cost (optional) - - - Fund to which asset belongs Cost (optional) Unrestricted - Unrestricted - Unrestricted - Unrestricted - Unrestricted - Unrestricted - Unrestricted - Restricted - - Fund to which liability relates Amount due (optional) Unresticted 5,830 - Kevin Roche (Chair) Print Name Ian May-Miller (Treasurer) |
Endowment funds to nearest £ - - - |
| - | |||
| OK | |||
| Endowment funds to nearest £ - - - Current value (optional) - - - Current value (optional) - - - - - - - - - When due (optional) various dates Date of approval 21 Jan-2025 21 Jan-2025 |
Inde dent examiner's re ort to the trustees of Viables CommuDI Association I report to the trustees on my examination of the accounts of the Viables Community Association for the year ended 3 1st March 2024. Res nsibilities and bL%is of re As the charity trustees of the Viables Community Association you are responsible for the prepaTation of the accounts in accordance with the requiretnents of the Charities Act 2011 {'the Act,). I report in respect of my examination of Viables Community Association accounts carried out under section 145 of thc 2011 Act and in carying out my examination I have followed all the applicable directions given by the Charity Commission under section 145(5)0)) of the Act. Inde endent examiner's statement I have completed my examination. I confllm that no material matters have come to my attention in ¢OTmection with the examination giving me Cause to believe that in any material respect: l. Accounting records were not kept in respect of the Trust as required by section 130 of the Act: or 2. The accounts do not accord with those records. I have no concerns and have con]e across no other matters in connection with the examination to which attention should be drawn in this rewrt in order to ¢nable a proper understanding of the accounts to be reached. Signed.. Name: Andrew Reuben Durling Relevant professional qualification or membership of Professional bodies . A.C.M.A. C.G.M.A. - Associate member of the Chartered Institute of Management Aontants and Chartered Global Management AccounlanL Address: 97 Cumberland Avenue. Basingstoke. Hants. RG22 4BQ Date: 19th January 2025