2020-12-31-accounts

Charity number: 1180051

FLEET CAMPS CIO

REPORT AND ACCOUNTS

FOR THE YEAR 1 JANUARY 2020 – 31 DECEMBER 2020

FLEET CAMPS CIO

REPORT AND ACCOUNTS

For the year 1 January 2020 – 31 December 2020

CONTENTS

	Page
Charity information	1
Trustees’ Report	2
Independent Examiner’s Report	6
Receipts and Payments Account	7
Statement of Assets & Liabilities	8

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FLEET CAMPS CIO

REPORT AND ACCOUNTS For the year ended 31 December 2020

CHARITY INFORMATION

REGISTERED CHARITY No.	1180051. The charitable	incorporated organisation was registered on 24
	September 2018
CONTACT ADDRESS	Abbey Court
	Cove
	Tiverton
	Devon
	EX16 7RT
PRINCIPAL OBJECTS	To advance the Christian faith for the benefit of the public in accordance with the
	Statement of Beliefs … in	such parts of the United Kingdom or the world as the
	Trustees may from time to time think fit and without prejudice to the generality
	of the foregoing:-
	i. to seek to lead children and young people and others to a saving faith in the
	Lord Jesus Christ and to help and encourage them to grow in the Christian faith
	ii. to promote and conduct evangelistic and other services and public and private
	meetings and gatherings	and activities at camp, in the open air, in places of
	worship and elsewhere
	iii. to promote, help and encourage young people in Christian leadership.”
TRUSTEES	Luke Briner
	Christopher Newnham
	Colin Small
	Neil William Summerton	(Chairman)
	Keith William White
	Warren White	(Ceased 15 March 2020)
TREASURER & SECRETARY	Rebecca Green	(Resigned 15 March 2020)
TREASURER	Suzanna Bell	(Appointed 15 March 2020)
BANKERS	Lloyds Bank
	92 St Mary Street
	Weymouth
	Dorset DT4 8PA
INDEPENDENT EXAMINER	John Helm
	Simply Churches Ltd
	17 Heathville Road
	London N19 3AL

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FLEET CAMPS CIO

REPORT AND ACCOUNTS

For the year 1 January 2020 – 31 December 2020

TRUSTEES REPORT

The Trustees have pleasure in submitting the Report and Accounts of Fleet Camps CIO (“the CIO”) for the calendar and financial year 2020. The accounts have been prepared on a receipts and payments basis with a statement of assets and liabilities.

BACKGROUND

Fleet Camps were formerly the responsibility of the Fleet Camps Trust which was established by a deed dated 18 February 2004, taking over activities previously operated by the Cholmeley Evangelical Church (Second Century) Trust. The Camps have always provided recreation and Christian education for children, teenagers and adults.

In 2018 the trustees of Fleet Camps Trust successfully applied to the Charity Commission for England and Wales for the registration of a Charitable Incorporated Organisation (CIO) to take responsibility for the activities of the trust in future, and to transfer the assets of the trust to the CIO for that purpose. The CIO was registered and established on 24 September 2018.

The CIO took responsibility for the operations and activities of Fleet Camps as from 1 January 2019 and the assets of Fleet Camps Trust were transferred to the CIO as from that date. This report is for the CIO’s second year of operation.

TRUSTEES

The CIO has kept its composition under review and seeks to anticipate likely retirements and the need for replacements. It is actively seeking to add one or two trustees, now that the total number has fallen to five. New trustees are usually drawn from those already familiar with the camps work through participation in it (and indeed in the case of the most recent appointments through membership of the Camps Leadership Team, which is a committee of the CIO). They are therefore already familiar with the work of the camps in a practical way. However, on becoming trustees, they are briefed in detail by the existing trustees, and provided with a copy of the CIO (foundation) constitution, recent reports and accounts, and other key documents that they may not already be familiar with, as well as being directed to key items of general guidance for trustees that the Charity Commission produces, including relevant sections of the Commission’s guidance on public benefit. These key documents to which the attention of trustees is directed include the CIO's suite of policies, including its safeguarding policies, though members of the Camps Leadership Team are already familiar with these.

TREASURER & SECRETARY

In the course of 2020, Rebecca Green resigned as Hon. Treasurer and Hon. Secretary. Suzanna Bell took her place as Hon. Treasurer as from 15 March 2020. Suzanna has been familiar with Fleet Camps for many years as a camper and then as a camp leader.

REVIEW OF ACTIVITIES AND FUTURE DEVELOPMENTS

Up to the year of report, the CIO’s main activities have been to organise three week-long camps for children and young people at Fleet House Farm, Fleet, Weymouth in July and August. However, because of the COVID-19 pandemic beginning in February 2020, the trustees and camps leadership team concluded in May 2020 that it would not be feasible to hold any camps in summer 2020. This was because of the nature of the camps which entail children and leaders living under canvas in close proximity, giving much opportunity for spreading the virus, in circumstances in which no vaccine was yet available and maintenance of social distancing and contact ‘bubbles’ was not possible.

Instead, much detailed planning was done to enable campers to meet electronically during the normal camp weeks through the media of Zoom (for youth) and Google Classroom (for children). (The choice of media took account in particular safeguarding concerns so far as children were concerned.) Take-up by children up to the age of 14 was limited. A group of those in the 15 to 20+ age group did meet by Zoom.

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FLEET CAMPS CIO

REPORT AND ACCOUNTS

For the year 1 January 2020 – 31 December 2020

TRUSTEES REPORT

What was possible was of limited effectiveness, but the trustees are nevertheless grateful for the extensive efforts which volunteers made to mount these activities.

Because of the nature of the activities that were possible, income and expenditure in 2020 were much reduced, compared to the norm.

For the future, the trustees intend to continue with broadly the past pattern of activities for the time being. The scale of its activities is constrained by the fact that all associated with the work do so on an entirely voluntary basis, give up personal holidays for the purpose, and pay camp fees if they are present at the camps (in some cases, supported by camp bursaries if their personal circumstances make that appropriate). However, in view of the continuance of the pandemic into 2021, notwithstanding the gradual availability of vaccination, it was concluded in the spring of 2021 that it would not be possible to have campers on site overnight in August 2021, and that it would not be possible to do more than hold a day-camp for local children. The trustees are pleased to report that such a camp for 70 eight to fifteen year-olds proved possible (though the activity had to be truncated in the event, because a leader tested positive for COVID), and it is hoped that camps with children staying overnight in tents will be possible in 2022.

In normal times, training sessions for tent leaders and others are conducted in order to ensure that they are fitted for their duties and that they are fully familiar with Fleet Camps’ policies and procedures, including on safety and safeguarding children matters (policies and procedures which are approved by the trustees). These sessions also serve the wider purposes of the CIO, including training in Christian leadership. In addition, reunion meetings for campers, and other ways of following up and reinforcing the work at the camps, are arranged. Adapted training sessions were held for camp leaders in 2021.

PUBLIC BENEFIT

The CIO provides public benefit within the ambit of its objects in the following main ways:

• Advancing the Christian faith in accordance with the CIO’s statement of faith, including by means of (i) – (iii) of its objects. This is done by presenting biblical truth in a clear and relaxed way which is calibrated appropriately to the age of each group of campers. The effectiveness of the camps can be judged in the way that over recent years campers who may have begun at the camps at the age of eight have developed into camp leaders and are now active Christian work and leadership in other ways.

• Providing informal spiritual and moral education to campers and camp leaders which will fit and develop them

• for involvement in Christian worship, life and work, and in leadership of churches and other bodies;

• to be excellent citizens; and

• to encourage them to contribute to the good of society in the future both at home and abroad

• Providing an educational and spiritual environment, and recreation, conducive to the development of moral character which will contribute to the quality of personal life and to society more widely

• Providing summer recreation for children, adolescents and young adults

• Developing leadership potential which will benefit the Church and society more widely.

The quality of the work and activities is testified to both by the enthusiasm of children and young people for the camps, and the endorsement which is given by parents and guardians, and by representatives of local social services departments.

The CIO does not have any restrictive criteria governing who may be accepted as a camper and gives financial assistance both to campers and young leaders who need it insofar as resources are available

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FLEET CAMPS CIO

REPORT AND ACCOUNTS

For the year 1 January 2020 – 31 December 2020

TRUSTEES REPORT

from time to time and such assistance would be appropriate in the particular case. The CIO raises money for a bursary fund for this purpose. The CIO's general practice is to use all Bursary Fund resources that are in hand at the time of the camps in any year to subsidize fees for particular individuals, and, if further funds are needed for that purpose, to draw from its general funds as necessary and available. From time to time, the CIO (and the Trust before it) has received grants from other trusts and individuals to support its activities. These have usually been tied to some specific purpose, such as the replacement of equipment.

The trustees have had regard to relevant aspects of the Charity Commission’s guidance on public benefit of charities in shaping its polices and undertaking its activities.

FINANCIAL, FUND-RAISING AND GRANT-MAKING POLICIES

The CIO’s activities are funded mainly by camp fees raised from campers and camp leaders. These fees are held as low as is consistent with covering costs from year to year and providing for the gradual replacement and improvement of equipment (to the extent that that is not met by specific grants from other trusts and individuals). No person associated with Fleet Camps receives any remuneration for work for the camps: all are volunteers. Camp leaders normally pay camp fees in order to contribute, indispensably, to the viability of the work and thus facilitate the public benefit which it gives.

Some campers, and younger camp leaders (normally those still in full-time education), need financial assistance with their fees if they are to participate. The CIO maintains a Bursary Fund to provide this assistance, in the form of abatement of camp fees (both for campers and junior leaders) to individuals who need assistance if they are to be able to participate in the camps. Normally this assistance is at a standard rate of grant per individual. In particular cases of hardship, the trustees might decide to give a higher rate of assistance. The CIO solicits donations to the Bursary Fund from the churches and individuals associated with the camps, but not more widely.

In addition, when necessary, the CIO seeks grant funding from selected funders who might be interested in the activities of the camp. Normally, these funds are for the acquisition of specific pieces of equipment, whether new or replacement, for the camps. Details of any such grants received in the course of the year are given in the notes to the accounts.

The CIO does not solicit funds from the general public.

By holding down fees to the minimum feasible level in the ways described above, and through bursaries, the CIO seeks to ensure that the opportunity to benefit from its work is not limited by financial constraints on the part of possible users.

The CIO keeps these policies and approaches under review, modifying them gradually as changing circumstances dictate.

RESERVES POLICY

The CIO budgets on a break-even basis, allowing for expected income from fees, likely grants and the need to replace, improve and add to equipment on a planned basis. The CIO and the predecessor trust has not employed staff. Normally, surpluses have not been large and deficits have been avoided if possible, though estimating income and expenditure in any year cannot be exact, and small surpluses or deficits may arise. The aim has been to correct any deficits in the immediately following years. Given the present nature of the activities, the trustees have not considered that there is a need to build up significant reserves except from time to time when there is a need to replace major items of equipment and these cannot be funded by grants. The CIO expects that the present balance of funds being carried forward in the General Fund will gradually be drawn down over time, in particular to fund replacement

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FLEET CAMPS CIO

REPORT AND ACCOUNTS

For the year 1 January 2020 – 31 December 2020

TRUSTEES REPORT

and additional camp equipment, though the balance is now approaching the level that it will be necessary to treat it as an appropriate operating reserve.

RISK MANAGEMENT

In particular because the camps are mainly for people under the age of 18 and are held in temporary tented accommodation with temporary electricity, gas and water services, the trustees have taken, and their successors will take, risk management very seriously. Camp procedures and policies have been drawn up, covering, among other things, health and safety (including of specific activities on and off the site), and child protection (Safeguarding Children). They are reviewed regularly. Risks arising in erecting and breaking the camps are also assessed, and remedial measures identified where appropriate. The trustees have considered appropriate procedures in the unfortunate event of individual physical violence between campers or between campers and leaders. Camp leaders are instructed about risks, and key issues are drawn to the attention of children at the start of and during each camp, including in the form of rules which must be followed at all times. Camp leaders are also subject to appropriate rules and guidelines, for their own protection as well as that of the campers. DBS checks are carried out on all British residents who are associated with the work of the camps, both trustees and others. Policies and procedures which bear on the protection of both children and adolescents are kept under review in the light of recent experience and assessments of current needs. The trustees are aware that the CIO’s safeguarding obligation is regarded by the Charity Commission as applying to all persons who have any connection with the CIO and its work, whether or not they are children or adults at risk. This is borne in mind in reviewing the relevant policies annually. Physical risks arising both on the camp site and in the course of off-site activities have been and continue to be carefully assessed and remedial action is taken where necessary, in the form of physical measures or procedures and policies as appropriate. Risks are re-assessed on a regular basis and, exceptionally, as may appear necessary.

SUMMARY OF FINANCIAL OUTTURN

The total income for the period was £3,164 (2019: £22,263). Total expenditure was £4,410 (2019:£24,808) The overall deficit for the year was £1,245 (2019: surplus of £15,388) and the cash balance carried forward on 31 December 2020 £14,143 (2019: £15,388).

STATEMENT OF TRUSTEES’ RESPONSIBILITIES

Charity law requires us as trustees to prepare accounts for each accounting year which record the receipts and payments of the charity for the year. The trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity and enable us to ensure that the financial statements comply with the Charities Act 2011. The trustees also have a responsibility to safeguard the assets of the charity and to take reasonable steps to prevent fraud or any other irregularities.

The trustees confirm that to the best of their knowledge these accounts comply with applicable law.

BY ORDER OF THE TRUSTEES

……………………………………………………..

Date: 6 November 2021

N W Summerton (Chairman)

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FLEET CAMPS CIO

REPORT AND ACCOUNTS

For the year 1 January 2020 – 31 December 2020

INDEPENDENT EXAMINER’S REPORT

I report on the accounts of the charity for the period ended 31[st] December 2020, which are set out on page 7 and 8.

Respective responsibilities of trustees and examiner

The 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 2011 Act) and that an independent examination is needed.

It is my responsibility to:

• examine the accounts under section 145 of the 2011 Act;

• to follow the procedures laid down in the general Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act; and

• to state whether particular matters have come to my attention.

Basis of independent examiner’s report

My examination was carried out in accordance with the 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 you as 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 fair view’ and the report is limited to those matters set out in the statement below.

Independent examiner’s statement

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

1. accounting records were not kept in respect of the church as required by section 130 of the Act; or

2. the accounts do not accord with those records; or

3. the accounts do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair view’ which is not a matter considered as part of an independent examination.

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

John Helm ACA Simply Churches Limited November 2021

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FLEET CAMPS CIO

REPORT AND ACCOUNTS

For the year 1 January 2020 – 31 December 2020

RECEIPTS AND PAYMENTS ACCOUNT

Receipts Voluntary Receipts (for bursaries) Charitable Activities Initial transfer from Fleet Camps Trust Bank interest Total Receipts Payments Activities and teaching materials Camp equipment (purchase & hire) Clothing Camp Applications Food Insurance Site maintenance & utilities Travel Trips Administration Miscellaneous Governance Total Payments Net Receipts Cash balances brought forward Cash balances carried forward		Total 2020 Total 2019
		£ £
		0 1,850
		3,160 20,408
		- 17,933
		5 5
		3,165 40,196
		0 706
		0 4,238
		2,446 2,377
		0 4,535
		930 1,079
		206 1,412
		0 4,443
		0 4,190
		268 1,059
		80 313
		480 456
		4,410 24,808
		(1,245) 15,388
		15,388 -
		14,143 15,388

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FLEET CAMPS CIO

REPORT AND ACCOUNTS As at 31 December 2020

STATEMENT OF ASSETS AND LIABILITIES

Assets Notes Equipment Various camping equipment is held, although it is not possible to place a value on it. The insured value is £48,732 Debtors Bank balances Total Assets Liabilities Fee for Independent Examination Total assets less total liabilities	2020 2019
	£ £
	- -
	- -
	14,143 15,388
	14,143 15,388
	(500) (500)
	13,643 14,888

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