## **Trustee Annual report 1[st] April 2022 to 31[st] March 2023** ## **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 ## **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 ## **Trustees** **James Geddes: Chair & CEO** **Hannah Geddes: Secretary and Coventry Regent Matthew Wadland: Treasurer** **Trustees Retired** **Chris Parry: General Trustee September 2022 Amanda Brock: General Trustee January 2023 Dr Amy Pollard: General Trustee September 2022** ## **Volunteers** **CEO Shane P September 2022** ## **Developers committee Lead** : James Geddes Team: Sam W, Jack B, Giulio G, ## **Objectives and Activities** 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. ## **Activity:** This year we carry on with in person events and online events with Pint night with change of venue, Alton tower, Coventry comic con, Solo card game online, and movie nights online. We also started event Board games Parlour at Geek retreat. ## **Constitution:** The Geek.Zone governing document is the Geek.Zone Constitution. This is available at Geek.Zone/Constitution. ## **Organisational 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. **----- Start of picture text -----**
Decision Making:
**----- End of picture text -----**
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 Reputation:** 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; - Loss of members - Loss of partners - Cease of operations 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; - Financial conduct - Leadership & membership conduct - Third party reviews - Incorporation data - Known associations 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 saw a decline in donations and other income. We saw a rise after lockdown, then we have had cost living crisis which has hit funding and donations. We have also signed up to ‘easy fundraising’. ## **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** **£286.16** we paid this over 10 months £28.62 ## **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. ## **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 - Secretary - Treasurer 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:** This was held online on 26 November 2022 as the venue last time was too loud. The next one will be held on the 25 November 2023 online. ## **Grant Spending** ## **3d Printer Flashforge Adventurer 4 3D Printer** Adventurer 4 has real leveling-free design of platform and larger printing size, combining new slicer which could easily monitor and manage multiple 3D printer. To integrate interest, daily life and working efficiency with intelligent printing experience for family consumers, educators and office users. Start a fantastic 3D printing journey！ ## **Features** - fit 1kg filament spool - Hepa filter - resume print - Built-in-camera - 265 ℃ Quick Release Nozzle ## **Total cost £748.30** https://technologyoutlet.co.uk/collections/flashforge-3d- printers/products/flashforge-adventurer-4 ## **Venues/Online/Events** **Coventry Pint night:** is every week we used these venues this year The Flying Standard, JDWetherspoons, 2-10 Trinity St, Coventry CV1 1FL Golden Cross, 8 Hay Lane, Coventry CV1 5RF Town Crier, Corporation St, Coventry CV1 1PB Castle Grounds, 7 Little Park St, Coventry CV1 2UR **Chelmsford Pint night:** is every two weeks The Two Brewers, 80 Springfield Road, Chelmsford CM2 6JY The Orange Tree, Lower Anchor Street, Chelmsford CM2 0AS Wheatsheaf, 28 New Street Chelmsford CM1 1NT What happens at these events is we chat, eat and play tabletop games. The highest was 32 for Coventry pint night. ## **Online Pint Night** Online pint night is every 2 weeks we have chat and play some online games using discord, this allows members from across the country and around the world to join in Geek.Zone online community. We also carried on with solo night on Monday as well until end of June, the highest number was 12 and for Saturday night online pint night, the highest number who attended was 13. Games we played: Solo, Flaming pyramids, Cubirds, Spot it, Just deserts, flux, Among us, Gartic phone, sketchful, Go, Skulls, Jack box games, Fall guy, Goose Goose Duck **Movie night online:** This event is on 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. Highest number attended was 6. Films we have watched: Geostorm Army of Thieves Dune Akira Highlander Valerian The Crow Gundam 1 Serenity O bother Art You The Sea beast ## **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. They been working on website and doing testing on membership system. They have been using Python, Django, Html, CSS, JavaScript, terraform, AWS SQL Kubernetes etc. All this is done through our Github account 5 was highest who attended we also did 2 other event one was on general computer programming which 5 people attended and other was base on learning django which had 2 people. - Microsoft, USD$3500 annually, to support our technical capabilities this carry on from year before **free item no cost** - Atlassian, USD$3450 annually, to support our technical and support capabilities **free item no cost** - JetBrains, GPB£2495 annually, to improve our coding **free item no cost** - Docker, USD$300 annually, to publish our software **free item no cost** - GitHub, GBP£240 annually, to improve our coding **free item no cost** - BitFolk, GBP£64.90 annually, to support our technical capabilities **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 14 we chat and eat. Venues The Elephant Wing Wah Adana Turk Al Bader Hickory Smoke House Zizzi Fomo Gdk Jinseon Korean BBQ Pizza hut Blue Orchid Noodle Bar Zorbas ## **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 Geek.Zone pay it for those who have paid. We have mixed ability bowlers. Highest number attended was 9. ## **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 12. ## **Cinema** This is held at Showcase cinema Walsgrave. We pick a film before hand and then meet at the cinema and find best time for watching highest number attended was 10 Film we have watched: Fantastic Beasts: The Secrets of Dumbledore Doctor Strange in the Multiverse of Madness Jurassic World Dominion Thor Love and Thunder Bullet Train Top Gun Maverick Black Adam Black Panther: Wakanda Forever Avatar Way of Water Megan Ant-Man and The Wasp Quantumania Shazam! Fury of the Gods ## **Comic Con and Gaming Festivals** These event held across the country in different venues like NEC, Excel and Sports Connexion Leisure Club & Venue Insomnia the Gaming Festival I68 2 attended and I69 1 person Coventry Comic Con May and October 6 attended both events EGX September 3 attended MCM Birmingham and London May and November 2 people went both events MegaCon March 4 attended this event Comic con and gaming festivals event have comic book Tv, movie and YouTube guest, tabletop games, retail, computer and console games and Hardware software, cosplay, panels and shows and artist. ## **Boardgames Parlour** This is our board gaming event which is held Geek Retreat. 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 15 over the day _._ ## **Other event** ## **National space centre Leicester** Saturday 7 went to this event Visit to museum of space. **Pipe band** Wednesday 2 went to this event as this last one Learn to play bagpipe or drums. **Lush Coventry** Sunday 2 events 7 on first one and 4 on the 2[nd] event Make soap bomb for the bath. **Free comic book day** Forbidden planet Coventry Saturday 8 went to this event Get free taste comic books and support the shop. **Jubilee picnic** Hearsall Common Saturday, 9 went to this event Picnic in the park bring food to share and celebrate the Queen jubilee. **Model IPMS** Coventry Air museum Saturday 3 went to this event Visit the museum and buy model to make and paint. **Alton Towers** Alton Saturday 2 went to this event Theme park trip we meet there and go around theme park. **Kitty Cat Café** Birmingham Saturday 6 went to this event Cat café where there are cats, food and drink **Pokemon Halloween** Saturday 2 went to this event Walking around Coventry getting Pokemon on Halloween event on the Pokemon go App and have food in a coffee shop. **Ladies do lunch** Saturday 3 went to this event Karen café Birmingham this was a lunch experience event. **Pancake Day** Hickorys, this was done on Sunday 4, went to this event Celebrate pancake day with Hickory smokehouse brunch. ||2017|2018|2019|2019/2020|2020/2021|2021/2022|**2022/2023**| |---|---|---|---|---|---|---|---| |Pint Night|343|1329|1385|1444|479|1162|**912**| |Geekgrub|23|117|94|124|21|36|**103**| |Retro Gaming|78|361|249|267|0|0|**0**| |Cinema|20|75|86|93|17|41|**57**| |Free Film Fargo|23|26|0|0|0|0|**0**| |Invade..|11|21|31|31|0|0|**0**| |Comic con|13|29|39|34|0|0|**26**| |Geek Quiz|11|25|3|0|0|0|**0**| |Home film night|14||0|5|196|188|**45**| |Halloween|5|6|2|2|0|0|**0**| |Geekzone gaming||88|95|93|0|151|**209**| |Theater||5|0|0|0|0|**0**| |Other||69|304|266|34|35|**57**| |Ten pin||49|97|93|0|37|**57**| |---|---|---|---|---|---|---|---| |Code||16|12|7|175|242|**127**| |LGBT+geek|||13|52|0|19|**38**| |per event|||||||| |Pint Night|19|26|27|25|9|15|**12**| |Geekgrub|5|7|8|10|4|9|**8**| |Retro Gaming|20|26|21|21|0|0|**0**| |Cinema|5|5|5|5|4|4|**5**| |Free Film Fargo|4|3|0|0|0|0|**0**| |Invade..|6|5|6|5|0|0|**0**| |Comic con|4|3|4|4|0|0|**3**| |Geek Quiz|11|6|3|0|0|0|**0**| |Home film night|7||0|5|5|5|**4**| |Halloween|5|6|2|2|0|0|**0**| |Geekzone gaming||7|11|2|0|8|**9**| |Theater||5|0|0|0|0|**0**| |Other||6|14|9|3|4|**5**| |Ten pin||7|8|8|0|7|**6**| |Code||2|2|1|4|5|**3**| |LGBT+geek|||13|9|0|5|**8**| We saw an improvement in attendance after lockdown as more ‘in person’ events came back. But with the cost living kicking in we saw membership drop off. We also increased our online community as well. We have 53 paid up members at this point 01 April 2022 to 31 March 2023. 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. |FundraisingRegulator|Charity|Demonstrates that we
fundraise responsibly| |---|---|---| |National Council of Voluntary
Organisations|Charity|Helps with volunteering
matters| |VoluntaryAction Camden|Charity|Local volunteering in
Camdem| |VoluntaryAction Coventry|Charity|Local volunteering in
Coventry| |World Association of Non
Governmental Organisations|Charity|Representation of NGOs on
theglobal stage| |Creative Commons|Community|Commitment to open
sourcepublications| |International Association for
CommunityDevelopment|Community|Helps us to develop our
community| |UK Youth|Community|Helps us to help young
people| |National Suicide Prevention
Association|Mental
Health|Guidance on how to
prevent suicide| |Zero Suicide Alliance|Mental
Health|Guidance on how to
prevent suicide| |Institution of Analysts and
Programmers|Tech|Support for our techie
members, discount on IAP
membership for GZ
members| |Linux Foundation|Tech|We develop software for
Linux| |Open API Initiative|Tech|Allows us to contribute to
the OpenAPI standard| |Open Source Hardware
Association|Tech|Commitment to open
source hardware and
greater access to the
community| |Open Source Initiative|Tech|Commitment to open
source software and
greater access to the
community| |OpenUK|Tech|Represents UK open source
in Britain andglobally| |Inclusive NamingInitiative|Community|Guidance on Language
used| ## **Looking forward** Working towards Geek.Zone 01 New Website and membership system Setting up merchandise like t shirts and other items New project called ## **Geek Guardians: Nerdy Parents in Coventry** 1[st] event was in March with 3 people this was set for people with kids or starting out in earlier pregnancy the events are like coffee morning and lunches, walk in a park day trip out, picnic and other events. ## **Treasure and Accounts** ## **Donations** This came from Members in monthly donation or from one off donation and from Amazon Smile Total £1038.55. ## **Geekzone Events** This is for pre payment events for instance: Kitty cat café, Tenpin bowling and Geekgrub pre booking fee. This would use for other event as well like ticket events. Total £629.47 ## **Web hosting Expenses** This is for website Amazon web service cost and Microsoft Azure we had credit for Microsoft azure due to the grant. Total after credit £151.29. ## **JustGiving** This is from one of the campaigns for Geek.Zone 01 Total £550.52 ## **General expenses** This is for Tenpin bowling; Karen dinner and prepayment for meal on debit card for Geekgrub £630.17 ## **Storage** This is for storage of equipment which Geek.Zone has, like games console, TVs, DVD and other item Geek.Zone has well. This cost £56.40 month, year total £338.40. ## **Subscriptions** Account package Xero accounts software £25.64 then after £27.44 this monthly. Meetup cost £185.58 this varies due to $ rate. Fundraising Regulator: cost for the year is £50. Membermojo £40 Total £634.06 ## **Bank fees** This made up fee from membership which from Paypal and EventBrite fee. Total fee cost £49.38 ## **Gift Aid** We calm Gift aid back on donation total for this was £224.54. ## **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 £9.10 ## **Raffles 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. Raffle total £94 Inventory Man of steel Book Death of the planet of ape Book Arrow book 5 funko pops Gremlins mug Alien book Uno Wild 3 copy og Monopoly Back to the future mug Cluedeo Mario Checkers Puzzler cube Herd Mentality Matchify Among us Battleship card game Batman funko Connect 4 grab and go Draughts Monopoly grab and go Ludo ## **Profit and Loss** ## **Geek.Zone** ## **For the year ended 31 March 2023** |**Profit and Loss**
**Geek.Zone**
**For the year ended 31 March 2023**|| |---|---| ||**2023**| |**Turnover**|| |Donations|1,038.55| |Geek Zone Events|629.47| |Gift aid|224.54| |JustGiving fund Donation|550.52| |Membership|56.00| |Other Revenue|179.22| |Raffles|94.00| |**Total Turnover**|**2,772.30**| |**Cost of Sales**|| |Cost of Goods Sold|9.10| |**Total Cost of Sales**|**9.10**| |**Gross Profit**|**2,763.20**| |**Administrative Costs**|| |Bank Fees|49.38| |General Expenses|630.17| |Insurance|228.94| |Storage|338.40| |Subscriptions|634.06| |Web hosting expenses|151.29| |**Total Administrative Costs**|**2,032.24**| |**Operating Profit**|**730.96**| |**Profit on Ordinary Activities Before Taxation**|**730.96**| |**Profit after Taxation**|**730.96**| Profit and Loss Geek.Zone ## **Balance Sheet** ## **Geek.Zone** ## **As at 31 March 2023** |**Balance Sheet**
**Geek.Zone**
**As at 31 March 2023**|**Balance Sheet**
**Geek.Zone**
**As at 31 March 2023**| |---|---| |**31 MAR 2023**|| |**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
379.49| ||Plant and Machinery
748.30| ||**Total Tangible Assets**
**470.23**| |**Total Fixed Assets**
**470.23**
**Current Assets**|| ||**Cash at bank and in hand**| ||GBP PayPal
30.79| ||GEEK.ZONE
11,979.28| ||**Total Cash at bank and in hand**
**12,010.07**| ||MyInventory
167.63| ||**Total Current Assets**
**12,177.70**| |**Net Current Assets (Liabilities)**
**12,177.70**|| |**Total Assets less Current Liabilities**
**12,647.93**|| |**Net Assets**
**12,647.93**
**Capital and Reserves**|| |Current Year Earnings
730.96|| |Donation reserve
(78.95)|| |Retained Earnings
11,995.92|| |**Total Capital and Reserves**
**12,647.93**|| Balance Sheet Geek.Zone ## Geek.Zone ## Notes to the Accounts For the period 1 April 2022 to 31 March 2023 ## 1. Accounting Convention The accounts for the period 1 April 2022 to 31 March 2023 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. ## 4. Creditors |Accruals Markel insurance 2 months total
Other creditors (unclaimed expenses)|===========
2023
57.22
0
57.22| |---|---|