Topsham Swimrning Pool Association Fore Street Topsham Exeter. EX3 OHF Topsham VcK¢l Charity No- 1183843 Tel- 01392 874477 Website - info@topshampool.com MINUTES Annual General Meeting Wednesday 25 March 2026- 7.30 p.m. Topsham Swimming Pool Attendanee As per attached attendance she¢t Welcome Jane welcomed everyone to the meeting and thanked them for coming along to support Apologies Val Maxfield (Nutters Club) Trevor Mills (Accountant) David Evennett (Trustee) Peter Bull (Desk Volunteer} Stan S7aroleia Reports for the year ending 31st Deeember 2024 Chairperson (Jane Thomas) Welcome to everyone and thank you for attending. Last year was a fairly good year for the pool, we had some issues throughout the season, especially with the inflaLqble but we overcame these. During the closed season now we are hal'ing various works carried out at the pool. The pool surround ts being regrouted and power washed. further works are being done in the plant roorn to ensure the equipment is nmning correctly and efficiently, we are hoping to have further solar panels fitted.
We have a team of lifeguards lined up ready to join us- some new members and some returning staff. The team will consisl of i 0-12 people which will hopefully work and ensure people g¢t sufficient hours. We are hoping to open early May and hope for a good 2026 Season. (b) Treasurer includingpre.senta¢ion ofthe Accounlsforprevious year (David Richardson) David gave his report on the accounts, talked through the pages and explained various of the entries. Copies of the documents were distributed at the meeting. Even though the accounts show a deficit was made we had a fairly good season. Th¢ gTrants have helped. We have managed so far to absorb the sharp rises in ga5 and electricity. We had 17,100 admissions for the 2025 Season which is a great number of people using the facilities. The Nutters and Swimming Club had good seasons and we thank them for their support and donations w'hich ar¢ gratefully received. David confirnied the accounts are completed by the Accounlants in accordance with the Charity Commission requirements. Eleetion of Officers & Committee for 2026 David was re-appointed as the Treasurer. It was noted that there are currently 2 vacancies for Trnstees - we have received some interest and will take this forward. The Trustees will appoint as they see fit following further consultstions with the applicants. Any other business (previously notified it¢in5 for discussion only) Thank you to Guy for providing the Safeguarding Report for the year. This has been looked at by the Trustees and will be sent to the Charity Commission with the accounts as part of the 2025 submission. A concern was raised about the increasing uttlity costs. David confirnied we are doing what we can- we are having further solar panels installed, the ones we have are working. We are also on fixed lem] contracts for our supplies until 2027.
NAME.. TOPSKUISWIMMJNG POOL ASSOCL4 TJOI. (CIL4RtTABLE INCORPOK4TED ORGANISA TION) ANNUAL REPOR T AVD FINANCLIL STA TEMENTS ADDRESS.. FORE STREET TOPSIL4M EXETER DEVON EX3 OHF ACCOUNTS.. FOR THE YEAR ST TO 31 DECEMBER 2025
To sham Swinunin PoolAssociation For the ear ended 31" December 2025 Contents eNo. Charity D¢tails Trusrees Reporl Independent Examiner's Report 3&3a Receipts andPayments Account Balance Sh¢er Notes ro the Financial Statements
To sham Swimmin PoolAssoeiation Cha ornmiion ear ended 31st December 2025 Charity Name.. Topsham Swimming Pool Associalion Registered Charity No. 1183843 Address.. Fore Street Topsham Exefer Devopz E¥3 OHF Trustees.. Derek Whitringham (Resigned 13.3.25) Jane Thomas (Chairperson) Sharon Orchard (Secreiary) David Richardgon (Treasurer) Guy Harrill Jacqueline Minro Alan Thomas Sharon Wannell Hayley Smiih Elizabeth Trevelyan (Appoinied lJ.3.25) Paula M¢Cree (Appoinfed 13.3.25) Carol Henderson (Appointed 13.3.25) Linda Szarolea (Appoinled 13.3.25) David Evenneti (Appointed 14. 7.25) Page I
To sham Swinywn PoolAssociaiion Trustees Re ort ear endin Jist December 2025 The Trusteespreseni iheir report together wirhfinancial sta¢emeFzls covering the year $1 ending 31 December 2025. Thefinancial sraiements have been prepared 112 accordance wilh appropriaie accounting policies and comply with ihe Charities Trust Deed and ihe Charilies Acl 2911 ihe Statement of RecommeFkled Pracrice. Accounting reporting by Charities Fip7ancial Reporting Standard applicable in rhe UK and Republic of Ireland (FRS 102) and wilh Ihe Financial Reporting Siandard applicable in ihe Uniled KingdoTn and Republic of Ireland (FRS 102). The Topsham Swimming Pool Associaiion is a Charitable Incorporaled Organisaiion Ih (CIO) which commenced on the 11 June 2019 wilh assefs and liabilities ironsferred from the previous Charity no. 271 J40. rhe main objecis of the CIO 15 ¢0 promoie wiihin ihe local community swimming aclivi¢ies in the open air and li is operated as a norfor profil charity by the Board of Trus¢ees. The pool is open fropn Easter until Sepiember of each year and if fully supports a swimming club togerher with various schools who are involved in leaching their local children. The charity also stspporfs a thriving early morning swimming club which operates bertveen the Easter and summer opening ¢imes. The charity employs suitably qualified lifeguar throughouf the season who hove been trained by ihe Royal Life Saving Society and are remunerated in accordance wilh ihe appropriote lerms condif10$. The pool was origipwlly opened in IS179 and it is ihe hearf of the local compnunity where Ihe) can enjoy swimTning in the open air during the season running from Easter until September on a daily basis. The reporl was approved by the Trusiees on ihe I l F Chairperson Secretary Page 2
sham Swimmin PoolAssociation cio Char Cophm&ssion R i5tralion Jyumber 1183843 Inde ndent Eraminer, ort to the Trw¢ees o sham Swimmin ear to 31 December 2025 Association I report on ihefinLmcial statements of the Trlfvr ihe year lo 31- December 2025 se¢ oul on pages 4-8. This report is m(7de solely to the clwity s Truslee5, a body. in accord(7nce wilh SeLiiOn J45 of the Charities Acr 2011. My work been underraken so that I mighi Siale to ihe chariry's Tn4siees those matters I am required to stale io iheTn in this reporr undfor no other pwpose. To Ihefvllest exlenl permi¢red by law, I do not accept or assume responsibility to anyone oiher than Ihe charity and the charity s Tnutees as a b, fvr ry WOTkfor this repori orfor the opinlons I haveformed. Res eclive Res onsibilities o Trustees andExuminer The charity s TteeS are TespopLfiblefor the preparation offinancial statemenrs. The chariry Trwlees cOnser rhai audil is no¢ requiredfor ihis year urkler Secrion 144 of Éhe Charities Acl 2011 andihat an independent examination is needed. Ji is my responsibility io.- examine thefinancial sta¢epnents zmder Secrion 145 ofihe 2011 Aci. io follow the procedtffes laid down in ihe General Direclions given by ihe Charity Commission tsnder Seclion 145(5)(b) of the 2011 Aci and lo slate whetherparlicular matters have come ¢0 my attention Basis o Inde endeni Eraminer's Re Afy examinalion was c(Jrried oui in accordance with ihe General Direciions given by Ihe Charity Commission. An examinaiion includes a review ofihe accounling record¥ kepi by ihe charity and a compartson of the fin(mcial Sfafemenls ppesenied wilh those records. It also includes coptsideraiion of (7ny unusual iiems or discloswes in ihe fintmcial .slatements and seeking explanations from the Trustees concerning any st4ch matfers. The procedtffe5 undertaken do notprovide all ihe evidence ihai would be required En an oudil £7nd consequently no opinion is given as lo whÉther ihe financial statemeni present a 'ln4e andfair view. and the repori is limitedto those matiers SÉI oul in ihe 51ateTnent below. Page 3
sham Swimmin PoolAss(Kiation cio Chari Commission Re istralion Number 1183843 Inde endeni Examiner's Re ort io ihe Trwiees o sham Swipnmin ear 10 31" December 2025 Cort£ Association Inde endent Examiner's Siatement In conneciion with my examinarion, no matter come lo my allenrion.. a) which gives m¢ reasonable cause to believe thai in any pnaterial reswcl the requiremenls.. lo keep accounling records in accordance wiik Section 130 ofihe 2011 Acl, To preparefinancial slatements which accord wilh ihe accounling records apkl comply wirh ihe accouniing requiremenls of the 2011 Aci.. have noi been mer,. or b) to which. in my opinion, arieniion should be drawn in order io enable a proper understanding ofthefinancial siaiements lo be reached. Mr T VMIILF FFA T YMi11s& Co 19 Richmond Road E¥eler Devon EX4 4JA ruary 2026 Page 3a
sh¢un Swimmin PoolA5sociaÉion Recei ts and Pa ments Accounls CIO Year 10 31.12.25 Year 10 31.12.24 Note Pool O erulin Accoun¢ Pool Usuge 109937 90691 Siaff Cosrs Gas Electricity (net ofsolar income) WaÈer Charges Insurance Chemicals Cleaning Mainlenance Rubbish Removal Telephone Prinling & Siationery Adverfising Professional Fees Sundries Clothing Expenses Donalions Depreciarion CardFees 44050 15196 5320 7349 i725 3729 235 18845 343 808 69 484 3319 455 163 3]401 J5459 11700 5954 5500 5201 1678 12768 238 725 19 3178 1858 J8554 1120 21811 904 125776 118454 Operating Loss (15839) (27763) General Revenue VendiNg.Stsrplus EquipmeTTt Surplu5 BankJBuilding Society Interesl Granls General Donations & GiftAid 930 985 078 IJ04 i80 1119 5900 18626 8493 21429 Overall Deficitfor the Year (7346) (6334) Page 4
sham Swimmin PoolA550Clation CIO Balance Sheet at 31" December 2025 Year to 31.12.25 Year lo 31.12.24 Nole FiredA55ets Pool andBuildings Plant and Equipmeni Furnilure andFiYtures 298290 89589 34402 298290 99543 43002 422281 440835 Current Assets virgin Ac¢ounl LI0 Bank Treasurer s Accounl Lloyds Reserve Accounl Cash in Hand Debrors 28J81 50657 27576 27827 37839 40334 7500 106414 113500 Cmrreni Liabililies Sundry Credilors (J8294) (18294) TotalAssets Less Curreni Liabiliiies 52869) 530041 rhe Funds o rhe Cha General Reserve at 31. J2.24 5J604J 505153 (7346) (6334) (52278) 89500 FYrite-offofPlant AddPIL7ni Grants 528695 536041 Jane Thomas -Chairper50n Page 5
sham Swimmin Inconw and E pl1A$sOcIallOn cio enditwe Account and Balance Sheet Ivoles to Acco Nole I Pool & Buildings Plani & Equipment Cost20J4 omvards Furnilure& Total Cos&Valuation Ai 31 December 2024 Additiop Di.Fposa151Lo55 298290 136940 77363 512593 Ai 3] December 2025 298290 lJ6940 77363 512593 recialion 10/0 SL Ar 31 December 2024 Chargefor Year On disposals 37397 9954 34361 8600 71758 J8554 At 31 December 2025 47351 42961 90312 NBV At 31 December 2025 298290 89589 34402 422281 At JI December 2024 298290 99543 43002 440835 Page 6
sham Swimmin Pool Associalion cio Notes lo the Financial Stalemenis ear to 31" December 2025 Note 2- Pool Usa Pool Tahngs Donation- Nulters Club Donation- Swimming Club Pool Pariies/School Swimming Lessons 71404 22000 6000 IO)33 109937 Nole 3-Mdinlenahce Pool Mainlenonce & Repairs Support Software Equipmeni Renlal 10794 1362 089 18845 Nole 4- Pro es ional Fees T Vmills & Co. Waler Qwility Testing Charges J460 1859 3319 Noie S- General Dontztwns and Gi Main Income £JOOO FundRaising Co-operative Commwiity Fundscheme Inlatkl Revenue GiftAid Friendg of TSPA Jusi Giving Anonfrom CAF 780 120 2597 603 2000 5900 Page 7
sham Swimmin PoolAss(pcia¢ion cio Ivoles lo the Financial Statements ear lo 31° December 2025 Note 6- Sundries Yolunleers, Epulofseason Party andAGM 455 455 Page 8
Topsham Swimming Pool safeguarding report 2026 Safeguarding is a continuous process of development and improvement in line with current opinion and legislation. Keeping children, and at risk adults safe is esseniial to Lheir well-being, and their enjoyment of Topsham Pool. Safeguarding is about intervention before a tragedy occurs. We have considored the range of users who comc to the pool - public swimming, special needs groups, the Nutters Club lover16'5 lane swimmirngl, the swimming school/club, local schools, use for swimming lessons, and private parties. This report details what we do here. eo Desi nated Safe uardin Lead DSL.. Guy Harrill. Guy is a retired GP, and GP training programme director with experience as practice safeguarding lead, and teaching safeguarding to CP registrars. He became the DSL for Topsham Pool in October 2022. He also organises the volunteer desk rota, so. has good liaison with all of Ehe desk volunteers. He is a member of Ihe Nutters Club (Topsham Pool early morning swimming clubl, and is on the Nutters Club committee. Guy does regular update courses according to his learning needs- most recently the mandarory reporting, and managing incidents of5hared nudes, both NSPCC courses. elf Liz Trevelyan. Liz is a retired senior midwife With experience of safeguarding in a hospital setting. Liz has held this post since October 2022. During a break her role was covered by Hayley Smith, who is a social worker with extensive experience in safeguarding.
So that we can provide support for anyone affected by an ir)cident at the pool, we decided that it was essential to have both a man and a woman ava ilable in these roles. Training for the safeguarding leads previously complered includes htt fttr st.or- and Devon Countycouncil safeguarding training. Trustee with oversi ht of safe Ljardin Linda Szaroleta. Lrnda has been a receptionist at the pool since lune 2023, and a trustee and committee member since 2025. Following the St Giles Trust report Linda will oversee the work done bythe DSL and WO. None of these people has family members who could be deemed to be at risk. Guy is not a committee member to ensure there is no conflict of interest if Ihere was an incident involving a committee memberrtrustee. The DSL role description is included in the Topsham Pool safeguarding policies and procedures folder (see below) shar Safeguarding is a standing agenda item for Topsham Pool monthly committee meetings. During the season the DSL submits reports to the committee, plus an annual summary and plan for the r)ext year. All significant events and near-misses are reviewed, any preventable risks are assessed and addressed, with reflection on learning points. For example, we have reviewed lane sharing at the Nutters Club for adults and those16 or17yearg old We have also looked at our policies for dealing with sudden pool closure if there is a thunderstorm.
We look at issues that especially affect the pool. Norably Ihe provision of changing areas that are safe and meet current guidance. We have separate female, male, and inclusive changing areas. We will be guided further once the new EHRC'S Services Code is approved by Parliament. The eo Topsham Pool has committee members who are also trustees of the Top5ham Swimming Pool Association (charity number11838431. Topsham Pool employs lifeguard5. There are some poolside helpers, who are not employed. Last year there were16 lifeguards, and 4 pool attendants. There are about 45 volunteer desk recepiionisis during the daytime, and a smaller number for the Nutter Club. The swimming club, which teaches children to swim, has volunteer helpers- last year Iherewere 12. Everyyear the DSL and WO organise face lo face safeguarding training at the pool, with refresher training evew 3 years.17 lifegLJards, 25 Nuiters Club receptionists, 53 daytime receptionists (including committee members), and 12 swim school volunteers have attended over the current 3 year cycle. For anyone unable to attend the face to face training the Swim England safeguarding training course is deemed essential htt i nstitijt ivimmin e-information .ora uardin -cour Guy and Hayley produced a video about low-level concerns htt s.l/ outu be k79i29Y that all staff must watch.
Fortunately, there were no safeguarding incidents last year. If there is an incident that is not an emergency Irequiring immediate police or MASH/Adult Social Services referral), then a case management group is convened- the DSL, the WO, plus an external safeguarding expert. We currently have three people who are available ta offer advice. These are local professionals with previous experience of children's mental health, the hospital Irusl and general praclice. In addition to seeking advice from MASH and Adult Social Services. we have previously accessed advice from the Local Authority Designated Officer ILADOI, the Disclosure Officer for the Disclosure and Barring Service IDBSI at Devon & Cornwall Police, and the Charity Commission reporting a serious incident service, and the Barring Referral Service. Staff em mer)t and re ruitmernt The committee recruits and employs staff according to current guidance, including the employment of offenders. Most relevant to safeguarding is thè r)ecessity to check the E)BS certificate status of employees each season, either by requesting a new DBS check, or by ensurirng employees are up to date with their subscription to the update service. Wherc the employee has worked elsewhere during our closed season, we need to obtain a reference from their employer. Disclo nd Barrin rvi eche The DSL requests D85 checks using the Royal Lilesaving Society IRLSSI as the umbrella organisation. Jo 8arrett lJo8arrettlcurlss.or kl is the volu nteer welfare and safeguarding officor who processes Ihe DBS certificates, and keeps a record to ensure that no one is missing a check. All 16 lifeguards, and all 12 swim school volunteer helpers held DBS certificates that were issued within the last 3 years las per Swim England guidelines). Everyone signs a self-declaration form each season confirming
that there is no reason to review their DBS status. Checks are at the appropriate level There is no requirement for the desk volunteers to be DBS checked. There is a safeguarding folder containing this information, along with reporting forms and body maps. There is a secure post box within reception where reporting form5 can be left. There is information on the Topsham Pool website with a link to the policies htt to sharni ool co.u uardin -agd-Ivelfare-at-to sham-swimmin 00 There are signs in the changing room giving the names of Ihe DSL and WO. (As well as signs informing pool users that mobile phone/camera use is not permitted in the changing room, and no phoiography is permitted poolside.) The DSL has arranged a meeting of safeguarding leads from local community swimming pools through hi tivedevon.or ,and attended safeguarding leads meetings through Swim Eng13nd SW welfare officers forum. The futur cession lannin The DSL, WO and trustee wilh safeguarding responsibility are appointed for the season. The DSL has recorded all actions rhat are required so that a future handover of the DSLIWO roles will be as seamless as possible. It is clear that anyone
recruited to the posi must have appropriate safeguarding understanding experience. Swim England Wavepower 'imi Ik.WJ.S' l.:brar' documèiit£' ',li iilc)ad Sport England htt en NSPCC learning htt loarnin .ns cc.or htt Ihec su.or Charity Commission htt ov.u uidance15afe uardin -duties-for-chari -trusteesk' olic les- roced u i-e -and- rJctices- ou-need-to-h.ave Devon Safeguardir)g Children Partnership htt s..Ilkvww.devonsc .oro.ul trainin -and-,,"esources Devon Safeguarding Adults Partnership nprsTri.i Ann Craft Trust rc Guy Harrill Liz Trevelyan 28th Jar)uary 2026