## EXETER WEST LIONS CLUB (CIO) (Part of Lions Clubs International District 105 SW) “ We Serve ” ## **TRUSTEES REPORT OF EXETER WEST LIONS CLUB (CIO) FOR YEAR 1[st] July 2020to 31[st] June 2021** ## **TRUSTEES:** N.S Moxey MJF (President) W M Mitchell MJF (Secretary) C D Cane MJF (Treasurer) D C Lyon M. Fairley MJF S J Foster A J Boughton MJF R L Williams MJF Important to Note: Due to the COVID-19 outbreak, the club members have been unable to meet on a face to face basis or raise any funds for the whole twelve months. With meetings held by What’s app we did however manage to donate to causes as listed on the public benefits statement. The Club continues to Banks with Co-op, the account is still managed as three pots. ( **Administration** ) funded by members to cover International dues and Insurance. No Charity funds can be transferred to this pot. **(Activities** :) To cover running costs of all events. Excess funds can be transferred from this pot to the Charity account. But NOT from Charity account to this pot. ( **Charity** ) Fund used only for making grants in accordance with the clubs Grant making policy. Throughout the year, the Trustees, have ensured the club was true to its objects (listed at ANNEX A to the Grant Making policy) and was run in accordance with the approved Lions Club International Constitution and Grants have been made in accordance with the approved grant making policy and Public Benefit Statement. ## **FUND RAISING EVENTS None** ## **GRANTS MADE.** The full list of the grants made for the year is listed in the Audit Report. With a detailed breakdown on the public benefit statement. Web: http://exeterwestlions.org.uk Email exwestlions@btinternet.com ## **Attached:** The Club’s 20/21 Grant Making Policy The Club’s 20/21 Public Benefit Statement The Audited Accounts The Trustees Declare that they approve the above report and enclosed documents Signed on Behalf of the Trustees W M Mitchell (Secretary_________________________ Full Name William Michael Mitchell MJF Dated: 22nd October 2021 Web: http://exeterwestlions.org.uk Email exwestlions@btinternet.com ## **THE LIONS CLUB of EXETER WEST (CIO) Reg No. 1178698** ## _A Charitable Incorporated Organisation_ ## **Grant Making Policy** ## 1. The Objects of Exeter West Lions Club Under the terms of the Clubs’ Constitution, the club will apply funds at its discretion, making grants where they believe that their contribution will make a real difference. The Club will normally make grants in furtherance of its charitable objects; the details of the Objects of the Club are shown in the Annex to this document. ## 2. Priorities for Support The number of applications that can be supported is, of necessity, limited to the amount of funds available for distribution in any one year. The Club has determined that the priorities for funding will be: - subject to other elements of the grant-making policy, no restrictions are imposed on the purpose for which a grant may be made; thus all applications for support are considered; - as there are numerous Lions Clubs in the UK, applications from the Exeter Area and surrounding districts are generally given a priority, with those in the county of Devon also being considered. The Club also considers international funding requests referred to them and by the Lions International organisation; - candidates for support and/or grants are all considered on their own merits, following investigation by the ‘Welfare Committee’. However, given that most of the available funds are raised within the local community, those candidates that are local are given special consideration. Using the former as a guiding principle the following are examples of areas adopted for support: - Local charities - youth groups, groups working with the elderly, residential and nursing homes, individual appeals; - Youth and children’s organisations - sport related groups or individuals, scouting and guiding, youth club activities, young people undertaking overseas assignments; - Community facilities - relief of hardship for individuals and families, village hall projects, community group initiatives. The above priorities in this policy will be regularly reviewed and may be changed in accordance with the Clubs view of the most effective application of available funds at any point in time. ## 3. Principles In awarding grants, the Club will apply the following principles: - The Club will not normally support applications from large national charities (unless it is from and for the local branch use) or charities dedicated to issues deemed by the club to be already well funded; - The Club will work with other organisations to fund initiatives beyond the financial scope of a single organisation; Web: http://exeterwestlions.org.uk Email exwestlions@btinternet.com - all applications from previous recipients of grants or from previously unsuccessful applicants will be considered by the Club on their own merits. Although the club will have regard to the outcome of the previous grant, any new application will not receive preferential or adverse consideration. ## 4. Exclusions The Club will not normally approve the use of funds for: - purposes for which government has a statutory responsibility to provide. ## 5. Grant Application Process All applications for grants should be made to Lion Secretary through the website http://www.exeterwestlions.org.uk. Or directly by letter. Whilst the initial contact may be by any electronic means, all applications must be supported by way of a paper application document. Before awarding a grant to an organisation or an individual, the club will require the applicant to: - inform the Club of the purpose of the application, details of the project, the way in which the grant will be used and how it will be managed effectively for its intended purpose; - provide adequate information regarding the identity and status of the applicant and/or of the status of the person(s) who will carry out the project/work; - demonstrate that the recipient (whether an organisation or an individual) has and will be adequately insured both in relation to any equipment and facilities purchased by the grant; and in relation to any risk of injury by reason of the project or purpose for which the grant is awarded; - all equipment purchased with the grant is owned and remains the property of the grant recipient (whether an organisation or an individual); - on receipt of the grant, either by cheque or through bank transfer, a written acknowledgement of the receipt is to be issued to the Lion Treasurer; - to comply with the General Data Protection Act May 2018, applicants are required to consent to the use of any personal data supplied by them in the processing of their application is supplied with the individuals consent. This includes transfer to and use by such individuals and organisations as the Club deem appropriate. Applicants are asked to confirm this consent at the point of submitting the application. − ## 6. Assessment Process The assessment process will be that: - all grants applications will be subject to initial assessment to ensure that they meet the basic criteria for funding. Grants will be considered by the club at their business meetings and they will aim to write to all applicants informing them of the outcome of their application for funding within three months of the date of the application; Web: http://exeterwestlions.org.uk Email exwestlions@btinternet.com - The club will not be obliged to provide an explanation to the applicant should their application be unsuccessful, however the club does realise the importance of feedback and will, where appropriate, provide suitable comment to the applicant; - applicants should note that the Club receives far more applications than they have funds to support. Even if a project fits with the criteria and priorities of the club and a detailed assessment has been made, the club may still be unable to provide the grant. ## 7. Monitoring and Publicity It is the policy of the Club to monitor at their discretion, all grants made. Where the grant is for an extended period, project progress should be reported on a regular basis. In addition to reports detailing progress, grant recipients are expected to provide: - a statement of how the grant monies have been spent, this may be in writing or to take up the opportunity (where appropriate) to visit the club to deliver a personal report of how the grant has been spent; - details (where appropriate) of other funds applied to the same project; - The club representative(s) may, where appropriate, visit the applicant to view the progress/success of the project and see how and where the grant has been spent. The Club will ask applicants to consent to the use of their information and project details for publicity purposes, including on-line, in print and otherwise. Web: http://exeterwestlions.org.uk Email exwestlions@btinternet.com ## **ANNEX A** The Objects of the Club are: The advancement of citizenship by: - promoting the principles of good citizenship; - encouraging members to take an active interest in the civic, cultural, social and moral welfare of the community; - providing a forum for the open discussion of all matters of public interest; provided that partisan politics and sectarian religion shall not be debated by members; - encouraging service-minded people to serve their community without personal reward and encouraging the promotion of high ethical standards in commerce, industry, professions, public works and private endeavours; - supporting youth to develop their skills, capacities and capabilities to enable them to participate in society as mature and responsible individuals **;** - promoting the Voluntary Sector for the public benefit by associating with local authorities in a common effort to advance education and provide facilities in the interests of social welfare for recreation or other leisure time occupation to improve the conditions of life of people in local, national and international communities; - - promoting volunteering; - the relief of poverty and the relief of those in need in particular by providing humanitarian aid following a disaster. - the advancement of health or the saving of lives by preventing avoidable blindness, assisting disabled people to lead independent lives, or helping to prevent or manage other health issues. - promoting for the benefit of the public the conservation protection and improvement of the physical and natural environment; and/or - promoting community participation in healthy recreation. Web: http://exeterwestlions.org.uk Email exwestlions@btinternet.com ## **EXETER WEST LIONS CLUB (CIO) PUBLIC BENEFIT STATEMENT 2020 – 2021** As well as providing grants to deserving causes within the Exeter Area, District and Multiple District Lions Club. During the 2020/2021 period and because of the Covid19 pandemic, Exeter West Lions Club has undertaken a limited number of community service projects. Examples of such projects include: ## **SPECTACLE RECYCLING** Since its formation nearly 100 years ago Lions Club International has focused on sight related projects. Over the years Exeter West Lions Club have placed spectacle recycling boxes in opticians, doctors’ surgeries and other relevant locations within Exeter. The boxes are emptied regularly, and all spectacles are normally dispatched recycling however disruptions caused by Covid means we are still holding some 2000 pairs. To date we have sent or are holding over 28,500 pairs. ## **MESSAGE IN A BOTTLE** Since its introduction, Exeter West have provided the Message in a Bottle Service in the Exeter area. The purpose of Message in a Bottle is to place a plastic bottle in fridges of the infirm and elderly and particularly those living on their own so that emergency services can easily find the bottle which contains contact details plus information about the medication and requirements of the individual. The Club is currently delivering bulk supplies of the bottles to doctors’ surgeries, pharmacies, and other suitable venues in the Exeter area. The Club maintains stocks of the bottles at the venues in the Exeter area as well as supplying other Clubs in the South West. ## **HEARING AID RECYCLING** The Exeter West Lions Club has to date sent over 26,000 used hearing aids, which have been distributed to townships in Africa, changing the lives of many of the young recipients. ## **MISCELLANEOUS** The Club has continued to help provide meals for the Westbank Memory Café, providing Turkeys, Por, Beef, sausages and mince pies which provided 45 Christmas dinners. We also distributed over 100 food parcels at Christmas. These were made up and provided by Westbank. We continue to Support the Children’s Hospice SW, Hospiscare, and the St Petrock’s Homeless charity and St David’s Food bank. Web: http://exeterwestlions.org.uk Email exwestlions@btinternet.com **Certificate of appreciation being received by the President with some of the food that made up the Christmas parcels.** **Some of the meat for Christmas Dinners** ## **Other Public Benefit Assistance and Donations for 2020 -2021 were very limited due to being unable to fund raise, but include>** £500 to LCIF (Lions Club International Foundation) £200 to Westbank to provide meals £120 towards Christmas Meals £200 to help survivor of tragic fire that killed parents and siblings £250 to Children’s hospice SW £250 to Hospiscare £100 to Dunsford Memory Café £100 to Exeter Community Initiative £100 to Westbank Centre - £100 to Hospiscare Following member Wing walk. Web: http://exeterwestlions.org.uk Email exwestlions@btinternet.com CHARITY COMM155ION FOR ENGLANO AND WAiES EXEtER Y￿ST LW)NS CLUBICIO Receipts and payments accounts CC16a For pèriod from To Jul 1st 2020 June 30th 2￿21 Section A Receipts and payments Unrestiictèd funds fbe nearp5t t to the ¥wresl£ Restricted funds Endowment funds Total funds year lothe nearest£ r￿lESt£ tolh8 T1•a￿l£ A1 Recèipts Memb&ff8 Subscrip￿Tr5 Soual Acwbes Fundi8EI DDnatson¥ CollÈctons Sundrie5 740 740 451 4.760 to 52S 63S 141 Sub total fGn)ss inconE for 2,016 6,863 AR) 1.49t A2 Asset and inv•stment salès, Isee table)- ub total Totsl receipts 1.491 525 2,016 6,863 A3Pa embers Dues STrueJ Activrrie8 1.426 1,675 Giants & Donatio Bank ChaFgeffiees SunJlh3S 1.446 143 111 7.69ri 143 111 21 Sub totsl 1061 3.507 t1,433 A4 Asset and in￿3tMent ur¢hases see table Sub total 2,061 3.51]7 11A33 Net of receiptsl(payments) AS Transfèrs behveen funds As Cash funds Last year end Cash funds this year end S7 921 1.491 4.570 2.000 iooo 27 92 4,42 3.60 8.031 9.52 CCXX R18¢¢ounts {SS) 1610712021 Section B Statement of assets and liabilities at the end of the period Unrèstricted fund$ ne8restÉ R•stri¢ted fund5 to nearEStt Endowment funds to ne8west£ B1 Cash funds CwpErthe 8anK-Cvrrer￿tak 4.425 3.QOb Total cash funds 4A25 3,606 ￿￿$1) UnrestriGtsd funds funds ) Tr¢a￿St£ fut￿$ to n¢aresl£ Fuwd 1owh Currerbtvalue Costlopbonall Fund to wh￿h Cost loptwJ CuTTeTrtvalue B4 Ass•ts retalned for th• charfty's own use F￿Trd tovknKh Amoutttdue When du¢ BS Liabllities SvJn8d by onÈ or trustees on behalf of 811 the truste8S Dat¢ of rov81 Svanature Print Name NEIL fv￿XFy re5Klent MIKE MITCHELL(Secretaryl CCXX RZ accounts (SSI 1610712021 EXETER WEST LIONS CLUB{CIO) Registered No: 1178698 BALANCE SHEEr A5 AT 30TH JUNE 2021 ASSErs: 2021 2020 2021 Balan￿ at Cfr4Jperative Bank 8030.60 30.60 9522.36 952236 Represented bv".- ADMINISTrATION Opening 8?lance Plus:Excess of Expenditure ￿er Income 2601.70 3075.83 -￿0.81 .474.13 2060.89 260L70 FUNDRA151NG FUND Opèning Balance Plus:Excess of Income over EXpendI￿re 4393.57 1273.53 -2030.IxI 3120.04 236157 4393.57 CHARrrY FUND: OpenirE Balance Plus:Excess of Income over Expenditure 2527.09 9742.48 1079.05 -7215.39 2527.09 9522.36 I have ey3mined the b￿kS and records fortheyearthded 30June 2021 and confirfn thatadequate records have been kept In my opinion the financial statements shown on pges 2 to 4 give a true and fair viewof the state Df the club's affairs at 30 June 2021 and of tts surplu5ldefscit kn the year then endèd. Signed Mr C.Archer Approved Apwoved Neil Moxey President 202012021 Mike Mitrhell Secretsry 202012021 Pag@ I EXETER WEST LIONS CLUB cio ered No: 1178698 INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 30 JUNE 2021 ADMINISTRATION FUND 2021 2020 INCOME 2021 2020 50.00 Chart4r N¥ht Sock81 Events-Inc¢)me & Sundry Receipts Caf ParklTY8-Admin. Ornws 500.00 iio.oi f￿.00 81. 708.40 450M) Dues in a￿anCe Lion5 Fine5 LiDns farBcrt SBle5 Lions Treasure Hunt 75.fr) 0.00 119.86 197,30 149L09 1670 EXPENDITURE Due5-Intern8tio￿I Due5-MD105 Ou¥.Dtstr￿t 1055W Lions-lhaurnnce 701.12 592.50 88184 584. Char£er N¢ht Social Events-cpsts Oillt7er GuE5ts ).oo E I I Fk)wers P￿S[dent'S Vi*ts & Gift SuThdr4ès-Adrnln ICO.Dats Protection Audit F&s Webs￿¢ 88rclayslommi551on f S4trnUpQayrnentfees 74.50 21.08 35. 72.00 9754 L83 203L 21w79 2144.79 EXCESS OF EXPENDrtURE OVER INCOME .54011 474.13 Page 2 EXETER WEST UONS CLU cio R Istered No: 1178698 INCOME AND EXPENDMJRE ACCOUNT FOR THE YEAR ENDED 30 JUNE 2021 FUNDRAISING Ir4COME 2021 2020 2021 2020 Easter Egg RafRE5 Bi￿0 & RafflE Evening 8arnfiekl Parkir Charity Car Boot S218 Nl8ht atthè Races 5 Ort 2019 Ch?rity I￿pIn Bowli￿% 160ct FO￿ collecti0TrPowdert￿rn ELF thlectV)Ft 18 Dec 19 435. o.oo 2320.20 1400. 204.37 ono 229.35 4n9m EXPENDrruRE Easter Eggs Exeter GolF-Dep.Coslno N*ht Spe¢ta¢le Collectititi Bins TrophleslPrize5 TrANSFER TO Ct4ARtTY •lc 301(Bl ¢xi 14.98 20(X). 9&98 EXCESSOF INCOME OVER EXPEt4DITURE 3120.04 EXEfER WES[ LlOtIS QUBIOOI INCOME AND EXPENorruRE AC£(XIN_T THEYEAR ENDED XITH (JIARITYFUND 20Xs zo INCOME 250.DQ SurpluSlr￿..fvtD]0S Foundation Giai IndryfthaiÈ#)s 7*iWS kn rThemfjry late J Adam5 Tr3r•Ster￿ Fwthi5Mw3019120 335.00 225.QD 190_OD O.OD 2(VJO.O 2525.00 475A ify). 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