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2022-03-31-accounts

Trustee Annual report st 1 April 2021 to st 31 March 2022

Geek.Zone

Charity Number: 1182126 Address: UNION HOUSE 111 NEW UNION STREET COVENTRY Postcode: CV1 2NT

Telephone number: 03000 3000 30 Email address: hq@geek.zone Website: www.Geek.Zone Bank: NatWest

Contents

A Summary from chair

Social Media

Charity Officers

Objectives and Activities

Constitution

Organisational Structure

Risks

New Trustees

Achievements and Performance

Looking forward

Accounts

Chair and CEO Statement

What a Year 2021 to 2022 has been! With coming out of lockdown and, starting to meet people for first time outside of online events. With event like Drayton manor, free comic book day and West Midland Safari park for starter. We official start Coventry pint night on 17 September 2021 with bringing back other event over few months and Chelmsford pint night on 22 October with some other event. We also had are first grant with Arnold Clark community fund of £1000. Also the much large grant from National lottery community fund of £10000, which is going toward opening Geek.Zone/01. Some projects we working on like the new member management system and website the shop.

Trustees

Social Media

Geek.Zone HQ

Geek.Zone/Coventry

Geek.Zone/Chelmsford

Geek.Zone/London

Twitter @GeekZone

Facebook /OurGeekZone Twitter @GeekZoneCov

Facebook @GeekZoneCov Meetup GeekZoneCoventry Twitter @GeekZoneChelms Facebook @GeekZoneChelms Meetup GeekZoneChelmsford Twitter @GeekZoneLondon

Facebook @GeekZoneLondon

Meetup GeekZoneLondon

James Geddes: Chair & CEO Hannah Baller/Geddes: Secretary and Coventry Regent Matthew Wadland: Treasurer Giles Roberts: General Trustee 27/11/2021 Sam Winterhalder: General Trustee 27/11/2021

Chris Parry: General Trustee appointed 04/01/2022 Amanda Brock: General Trustee appointed 04/01/2022

Dr Amy Pollard: General Trustee appointed 04/01/2022

Volunteers

Michael T

Developers committee Lead : James Geddes Team: Sam Winterhalder, Tristan B, Jack B, Giulio G, Bala, Adam F

Objectves and Actvites

The objects of the CIO are:

The promotion of social inclusion for the public benefit of the public who are socially and economically excluded on grounds of mental ill-health, who experience high levels of social anxiety and difficulties with social interaction by providing assisting in the provision of advice, guidance, support and educational activities.

For the purpose of this clause ‘socially excluded’ means being excluded from society, or parts of society, including access to employment, as a result of disability or mental ill -health.

Aims:

Geek.Zone runs events in the community to promote social inclusion and mental well being by giving members a likeminded social network to become part of, including but not limited to board gaming, LAN parties, coding education.

Actvity:

This year due to Covid 19 we had events online up to the UK road map of coming out of lockdown. Our first ‘in person’ event was Drayton Manor theme park and Free Comic Book Day with Pokémon go walk also West Midland Safari Park and Birmingham gaming market. We then started with normal events like pint night and broad game events. We also carried on with

online events alongside ‘in person’ events so people could keep in contact with new friends across the country and around the world. Like cinema online with Netflix,

Online Pint Night and coding.

Consttuton:

The Geek.Zone governing document is the Geek.Zone Constitution. This is available at Geek.Zone/Constitution.

Organisatonal Structure

Geek.Zone is comprised of Four Districts;

Geek.Zone/Coventry

Geek.Zone/Chelmsford

Geek.Zone/London

Geek.Zone/Discord

These Districts work together to build the community as a whole, they are not separate charities.

Geek.Zone has a Trustee board and a "Let's Do This" or "LDT" team. The LDT team might also be known as a steering committee elsewhere. Together, they ensure that the day-to-day tasks are executed. This is coordinated using "Trello" boards at trello.com/geekzone and discord.

Decision Making:

Major decisions are made by way of a ballot of all Geek.Zone members. This includes but is not limited to;

The appointment of Trustees Constitutional amendments:-Day-to-day decisions are made by a way of a show-of-hands at “Let’s Do This”, LDT, team meetings. Also some decisions have been done on discord text chat service this allowed our member to get more involved in decisions of where the charity goes.

Related Parties Geek.Zone does not have any subsidiaries.

Risks:

As with all organisations, there are many risks that Geek.Zone faces. The trustees have identified the following as major risks and mitigate them as described.

Damage to Reputaton:

Geek.Zone has always worked hard to build an excellent reputation in its communities. This has taken years to achieve, and could be destroyed in moments. Damage to the Geek.Zone reputation could lead to;

In order to mitigate this risk, the Geek.Zone Trustees think very carefully about who Geek.Zone forms any type of relationship with. Full "due diligence" research is carried out before entering into a relationship. Criteria include but are not limited to;

For example, an organisation that has;

Seen allegations of abusive leaders

Published member data against GDPR Aggravated third parties

Would not be one that Geek.Zone would ever partner with. Even if those problems were resolved, the damage to the reputation of that organisation would clearly be so severe that it could not be ameliorated overnight. Allowing Geek.Zone to associate with such an organisation would negatively impact the good reputation that Geek.Zone has worked hard to build.

Funding Decline

Geek.Zone currently receives 100% of its financial support from its members. A decline in Geek.Zone membership would impact the funds available to carry out

Geek.Zone activities, seriously limiting what could be achieved. In order to mitigate this risk, the Geek.Zone Trustees and LDT team advertise to key target groups through Facebook and Meetup and our

Membership system for those who have tick GDPR box and advert on discord and our Just Giving page which we have added.

During Covid 19 we did see funding decline in donations, we cut back basic core costs like Meetup, Insurance, Accounting package, Storage, AWS, post address as we came out lockdown we saw donations rise and when ‘in person’ events came back we started raffles again.

Inadequate Insurance:

As an unregistered charity at the time, Insurance had been very difficult for Geek.Zone to obtain. This has meant that we are risking our resources in the hope that they will not get damaged or stolen.

In order to mitigate this risk, Geek.zone has insurance which cover:

Public Liability and Employers' Liability Public Liability Limit: £5,000,000 Employers' Liability Limit: £10,000,000

Professional Indemnity and Trustees Liability

Limits: £250,000

Cyber & Data Risks

Limit: £50,000

We have renewed with Markel Direct Insurance £198.24

Loss of Data:

In the worst case scenario, loss of all Geek.Zone data would lead to a loss of income as we would not be able to contact members. Without a website, meaning we would also not be able to publicise our activities.

The Geek.Zone Trustees mitigate this risk by;

Ensuring that regular backups are taken

Dealing with providers that have resilient systems

Using LastPass to store all passwords

Fraud :

The risk of fraud is one that the Geek.Zone Trustees take very seriously. For example, identity theft could lead to debts being incurred in the name of Geek.Zone or unwanted associated being sought. The

Geek.Zone Trustees mitigate this risk by monitoring the Geek.Zone bank account very closely and by communicating with others through official channels. Currently, only Trustees and LDT Team members have @geek.zone email addresses. Anyone that is not using a @geek.zone email address is not operating with the backing of the Geek.Zone community. The Geek.Zone

Trustees are also looking to implement an SSL certificate. This will further identify that the version of Geek.Zone that a visitor is viewing is correct and secure.

We had some fraud on bank account this year with direct debit setup which was not done by any of our bank signatories’ and was not on the bank books. This was dealt with by bank and refunded back into the account.

New Trustees:

Recruitment of Trustees is carried out through member engagement. The existing Geek.Zone Trustees send communiqués to the Geek.Zone community before each Annual General Meeting, requesting that members step forward. This is sent using email, SMS and social media. Trustees are appointed through election by the

Geek.Zone community. As there is no limit on the number of Trustees that Geek.Zone can have at any one time, the ballot is held to "Appoint" or "Not Appoint" individuals, rather than having them stand against another candidate. A Trustee is expected to fulfill the commitment they have made to

our Geek.Zone community and serve for their entire 12month term. Should extenuating circumstances force them to stand down, the remaining Trustees can appoint a replacement if;

The total number of Trustees is less than three or,

One of the required positions is left vacant;

• Chair

Wherever possible, the Trustees will hold a by-election in preference to appointing a new trustee without the approval of the Geek.Zone Community. No other parties are currently permitted to appoint Geek.Zone Trustees. Trustee Induction & Training All information required by a new Trustee can be found at Geek.Zone/Trustee. Existing and outgoing Trustees also provide personal support to new Trustees.

AGM: Held in the Flying standard on 27 November 2021.The next one will be held on the 26 November 2022 online, as it was hard for us to stream to other people on the call.

Venues/Online/Events

Pint night And Online pint night

Discord online pint night continued from lockdown March 2020

Coventry Re Start Date 17 September 2021 Chelmsford Re Start Date 22 October 2021 Pubs used Coventry: The Flying standard. Chelmsford: The Orange Tree, The ship, The Ivory Peg and Wheatsheaf.

Pint Night: This is our main event which is held every Friday at The Flying Standard. Chelmsford uses different pubs they have their event every 2 weeks on the Friday. What happens at these events is we chat, eat and play tabletop games. The highest was 30 for Coventry pint night.

Online Pint night: this was done on a Friday night then as of 17 September 2021 it was move to Saturday which now called Saturday night meet up is done via Discord and we used voice channel with event chat to post link to games we play. Here are some games we play: Solo, Flaming pyramids, Cubirds, Spot it, Just deserts, flux, Among us, Gartic phone, sketchful, Go, Skulls and Jack box games also Halo infinite etc. we also did are Christmas day and New Year Day online event with quiz’s and online games the highest was 19 for Christmas online pint night.

Solo night Monday night online: This

event came off the back of pint night. When members wanted to start a special night for Solo, as they enjoyed the game. We also started collecting stats on the game each week. Highest was 12 for this event.

Movie night online: This event was done on a Saturday night online via Netflix teleparty plugin and discord chat. We decide the film to watch on the night. We then moved this to Sunday night, as people want carry it on. We switched to voting on the film beforehand so more people knew if they want to watch it. Films we have watched: Yin yang master Dream Of Eternity 47 Ronin Bleach 2018 film Love and Monsters Only Yesterday MIB international The Mitchells vs. The Machines The Secret Life of Pets 2 Ghostrider Dog Gone Trouble Wild Wild west Space Sweeper Hellboy 2 Dynasty Warriors Major Grom: Plague Doctor

The Last Witch Hunter The Wind Rises Shanghai Fortress Corpse Bride Matrix reloaded The Witcher The Death Of Stalin How i became a superhero Hubie Halloween Zodiac Red notice Spectral Shaun of the Dead Father Christmas Is Back Green Snake Winter movie it is wonderful life The Wind Rises How I became a superhero The Gentlemen Tales from Earthsea Rush hour Don’t look up Skiptrace Hancock Poject Adam Equilibrium Moonrise kingdom The highest was 9 for this event.

Minecraf and Valheilm

Sunday day time and Thursday evening, these events relied on the server but were stopped after a few months due to the cost of running. Minecraft was an event which was carried on from lockdown with building and exploring the world, 4 people used it. Valheilm was done on Thursday as mutilplay with 6 people playing it, this game explored the world defeating monsters.

Dev/Code online

This event is on Sunday and a few were done on other days as well. Anyone can join in, no skill needed, as the event is about helping to learn new skills and also for people who do it for their living. We also have an online book, Refactoring UI. They have been working on the website, Minecraft server optimization and membership system using Python, Django, Html, CSS, JavaScript, terraform, AWS SQL Kubernetes etc. All this is done through our

Github account this helps the team work together on problems “Millions of developers and companies build, ship, and maintain their software on GitHub—the largest and most advanced development platform in the world” 8 was the highest number attendees for this event.

We also did two special events which were not related to website or membership system it was about teaching new people basic to coding. 4 people were the highest.

free item no cost

Most of the above item is free unless stated, the cost is in dollars and pounds, is if we had to pay for it.

GeekGrub

This is held at restaurants in Coventry area at different venues including European, Asian, Middle Eastern, South American and general pub style food, highest number of attendees was 11 we chat and eat.

Venues

Christmas 2021 TGI Fridays

Pizza Hut

Nandos Turtle Bay

Ten Pin Bowling

This is held at the Tenpin in Coventry, we rsvp and pay at the venue but due to one event where did not get lanes, we started a new system using meetup add on which allows PayPal payment and geekzone pay it for those who have paid. We have

mixed ability bowlers. Highest number attended was 12. We do restrict this event to 12 then changed it to 16 people as it can be hard to book for more than that.

Drayton Manor theme park 24 July This was one of our first events after lockdown. As it was an outdoor event, we

felt it was best for that time. We had 8 people attend this event.

Free Comic Book Day And Pokémon Go Walk 28 August Forbidden Planet

This event is normally in May, But, as the lockdown was still place, they held it in August instead. This is collecting ‘free taster’ comic books and we try to support the shop as well, by buying something. We also combine this with Pokémon go walk. 4 people attended this event.

West Midland Safari Park 4 September This was a one off, where we decided to carry on our outdoor events before the 17[th] September when pint night was to start again. We went to West Midland Safari Park, we did the safari drive and saw the different animals they have. Then we went around the rest of the park after parking up. 6 people attended this event.

Birmingham Gaming Market September This was a one off event. We caught the train to Birmingham New Street station and walked to The Custard Factory, where they had retro games for sale, along with merchandise and art work you could buy. 5 people went to this event.

Cinema Odeon and Showcase

This is held at the Odeon in the city centre and Showcase at Walsgrave. The lists of films are put on meetup and the film is voted for online or at the event. The

highest number was 8. Films we saw

Shang Chi and The Legend Of The Ten Rings Venom 2 Dune 2021

Ghostbuster Afterlife

Eternals

Matrix Resurrections

Spiderman No Way Home

Save the Cinema

2[nd] Spiderman No Way Home MoonFall

The Batman

2d Parlour

This is our board gaming event which was held at Fargo Village but due to Covid 19, we stopped this event. Eventually we ended up carrying out this event at The Flying Standard. We play the large board games like Scythe, Betrayal at House on the Hill, Imperial Settlers, Cobra paw and Star Trek: Catan and other games. Highest . number attended 10 over the day

Mcm Birmingham

We attended the Birmingham NEC for the first comic con in 2 years due the pandemic stopping these events. Our members like cosplay, also getting film stars and TV stars signatures and meeting

new people. 2 people went to this event

Rainbow pixels

This event is held at The Yard in Coventry city centre it is LGBT+ Geeks Meetup where we play tabletop games, eat, drink and meet like-minded LGBT+ geeks and allies. So if you're in the mood for something different, or want to get out of the house for a little bit, then this event is perfect for you. Whether you like Munchkin, Ming or enjoy other people's company, there is something for everyone. Highest number attended was 8.

Coventry & District Pipe Band: Learn Highland Bagpipes & Drums

This event was added after a members wedding, which had bagpipes and drums. So we thought about seeing if any member would be interested in learning, it has been a hit and miss event with one or 2 people attending as it was new event.

2017 2018 2019 2019/2020 2020/2021 2021/2022
Pint Night 343 1329 1385 1444 479 1162
Geekgrub 23 117 94 124 21 36
Retro Gaming 78 361 249 267 0 0
Cinema 20 75 86 93 17 41
Free Film Fargo 23 26 0 0 0 0
Invade.. 11 21 31 31 0 0
Comic con 13 29 39 34 0 0
Geek Quiz 11 25 3 0 0 0
Home flm night 14 0 5 196 188
Halloween 5 6 2 2 0 0
Geekzone gaming 88 95 93 0 151
Theater 5 0 0 0 0
Other 69 304 266 34 35
Ten pin 49 97 93 0 37
Code 16 12 7 175 242
LGBT+geek 13 52 0 19
Per event
Pint Night 19 26 27 25 9 15
Geekgrub 5 7 8 10 4 9
Retro Gaming 20 26 21 21 0 0
Cinema 5 5 5 5 4 4
Free Film Fargo 4 3 0 0 0 0
Invade.. 6 5 6 5 0 0
Comic con 4 3 4 4 0 0
Geek Quiz 11 6 3 0 0 0
Home flm night 7 0 5 5 5
Halloween 5 6 2 2 0 0
Geekzone gaming 7 11 2 0 8
Theatre 5 0 0 0 0
Other 6 14 9 3 4
Ten pin 7 8 8 0 7
Code 2 2 1 4 5
LGBT+geek 13 9 0 5

We saw an improvement in attendance after lockdown as more ‘in person’ events came back. We also increased our online community as well. We have 65 paid up members at this point 01 April 2021 to 31 March 2022. Members are mainly in the Midlands area and in the South East area as well as some from the South west, there are also some from outside of the UK.

Organizaton we members of to help the charity in doing its jobs.

charity in doing its jobs.
Fundraising
Regulator		 Charity Demonstrates that we
fundraise responsibly
Natonal Council of
Voluntary
Organisatons		 Charity Helps with volunteering
maters
Voluntary Acton
Camden		 Charity Local volunteering in
Camdem
Voluntary Acton
Coventry		 Charity Local volunteering in
Coventry
World Associaton of
Non Governmental
Organisatons		 Charity Representaton of NGOs
on the global stage
Creatve Commons Community Commitment to open
source publicatons
Internatonal
Associaton for
Community
Development		 Community Helps us to develop our
community
UK Youth Community Helps us to help young
people
Natonal Suicide
Preventon
Associaton		 Mental
Health		 Guidance on how to
prevent suicide
Zero Suicide Alliance Mental
Health		 Guidance on how to
prevent suicide
Insttuton of
Analysts and
Programmers		 Tech Support for our techie
members, discount on
IAP membership for GZ
members
Linux Foundaton Tech We develop sofware for
Linux
Open API Initatve Tech Allows us to contribute to
the OpenAPI standard
Open Source
Hardware
Associaton		 Tech Commitment to open
source hardware and
greater access to the
community
Open Source
Initatve		 Tech Commitment to open
source sofware and
greater access to the
community
OpenUK Tech Represents UK open
source in Britain and
globally

Looking forward

GeekZone 01 Pending grants

New website and Membership system

Push JustGiving donations

Small Lottery license for fundraising

Treasury And Accounts

Grants

£1000 Arnold Clark Community Fund

£10000 National lottery Community Fund

Rafes and inventory

We hold a raffle each week during the pint night events, prizes consist of things like mugs, board games, key rings and vouchers etc. These are donated items or purchased items which would be refunded to the person who purchased them. We have 3

item on the inventory; Disney travel mug, Sega Saturn pin and Sega Dreamcast pin.

Geekzone Events

This is for pre payment events for instance: Drayton manor, Tenpin bowling, West midland safari park. This would use for other event as well like ticket events. Total £506.26

Web hostng Expenses

This is for website so domain names, charity digital exchange purchase items Docusign £84 and AWS admin charge £164.40 for the $2000 grant and 2 domains names £106.80 and £35.02. Total cost £390.22 as there was refund on account from shock byte of £108 Total after credit £282.22.

Donatons

This came from Members in monthly donation or from one off donation and from Amazon Smile £990.90.

JustGiving

This is from 2 campaign one for dedicated server £185.59 and for Geekzone 01 project £78.08 as donation link to Justgiving.

General expenses

This is for Tenpin bowling, West midland safari park and Drayton Manor £506.26.

DVD and other item Geekzone has well. This cost £54.12 month, year total £649.44.

Subscriptons

Account package Xero accounts software £24.60 then after £25.64 this monthly.

Meetup cost £161.51 this varies due to $ rate.

Small firms Service provides are register address for post £120 for year. Fundraising Regulator: cost for the year is £50.

Bank fees

This made up fee from membership which from Paypal and Event Brite fee. Total fee cost £40.87

Gif Aid

We calm Gift aid back on donation total for this was £65.

Sales of goods

This link with raffle prize cost which for repayment back to member who purchase items and fees from the card machine we use. Total for this year is £140.75.

Sales

Total for this is £1.60 which was for Don’t send me a card payout.

Storage

This is for storage of equipment which Geekzone has, like games console, TVs,

Chair J D Geddes

Secretary Hannah Baller

Treasurer

Profit and Loss

Geek.Zone

For the year ended 31 March 2022

Profit and Loss
Geek.Zone
For the year ended 31 March 2022
2022
Turnover
Donations 990.90
Geek Zone Events 506.26
Gift aid 65.00
Grants 1,000.00
Grants Restricted funds 10,000.00
JustGiving fund Donation 263.67
Membership 65.00
Raffles 517.00
Sales 1.60
Total Turnover 13,409.43
Cost of Sales
Cost of Goods Sold 140.22
Total Cost of Sales 140.22
Gross Profit 13,269.21
Administrative Costs
Bank Fees 40.87
General Expenses 462.80
Insurance 198.24
Storage 649.44
Subscriptions 632.95
Web hosting expenses 282.22
Total Administrative Costs 2,266.52
Operating Profit 11,002.69
Profit on Ordinary Activities Before Taxation 11,002.69
Profit after Taxation 11,002.69

Profit and Loss

Geek.Zone

Balance Sheet

Geek.Zone

As at 31 March 2022

Balance Sheet
Geek.Zone
As at 31 March 2022		 Balance Sheet
Geek.Zone
As at 31 March 2022
31 MAR 2022
Fixed Assets
Tangible Assets
Computer Equipment
126.46
Games and collectibles
480.63
Less Accumulated Depreciation on Computer Equipment
(934.83)
Less Accumulated Depreciation on donation reserve
(33.04)
Less Accumulated Depreciation on Office Equipment
(296.78)
Office Equipment
372.78
Total Tangible Assets
(284.78)
Total Fixed Assets
(284.78)
Current Assets
Cash at bank and in hand
GBP PayPal
23.55
GEEK.ZONE
12,159.43
Total Cash at bank and in hand
12,182.98
Accounts receivable 2
(38.47)
MyInventory
18.77
Total Current Assets
12,163.28
Net Current Assets (Liabilities)
12,163.28
Total Assets less Current Liabilities
11,878.50
Net Assets
11,878.50
Capital and Reserves
Current Year Earnings
11,002.69
Donation reserve
(78.95)
Retained Earnings
954.76
Total Capital and Reserves
11,878.50

Balance Sheet

Geek.Zone

Geek.Zone

Notes to the Accounts

For the period 1 April 2021 to 31 March 2022

1. Accounting Convention

The accounts for the period 1 April 2021 to 31 March 2022 have been prepared on an accruals basis in accordance with applicable accounting standards and the Charities: Statement of Recommended Practice applicable to charities preparing accounts in accordance with the Financial Reporting Standard applicable to the UK and Republic of Ireland (FRS 102) (effective 1 January 2016) - (Charities SORP (FRS 102)) and the Charities Act 2011.

2. Going concern

The charity's financial statements have been drawn up on a going concern basis as the Trustees have no reason to believe that the charity will not continue in operation.

3. Income and Expenditure

Income is recognised on a receivable basis Expenditure is recognised on an accruals basis.

Accounts receivable 2 Money owed to Geekzone from card payment system £38.47 From 25 February 2022

4. Creditors

Accruals
Other creditors (unclaimed expenses)		 ===========
2022
0
0
0.00

Signature: J D Geddes

J D Geddes (Dec 6, 2022 22:05 GMT)

Email:

j@geek.zone

Signature:

Hannah Baller (Dec 17, 2022 18:13 GMT)

Email: h@geek.zone

2022-12-17

complete_T.A.R_2021_to_2022

Final Audit Report

Created: 2022-12-01 By: matthew wadland (matthew360@hotmail.co.uk) Status: Signed Transaction ID: CBJCHBCAABAAWK8vTCeLorPxQ9sAGZ3nfYlgGp1JJ8Qj

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