Trustees’ Annual Report for the period
From 01.01.2022 Period start date To 31.12.2022 Period end date Charity name: Cleethorpes and District Astronomical Society
Charity registration number: 1186764
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The objects of the CIO are to advance education in the science of astronomy and related subjects by furthering the knowledge of its members and amongst the local community, promoting and conducting observations and by providing facilities for active participation in astronomical observation. |
| Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. |
Para 1.17 and 1.19 |
We are a long-established astronomical society with our own observatory and meeting room situated at Beacon Hill, Montgomery Road, Cleethorpes, DN35 9JQ. Although a members’ society, the majority of our activities are open and welcoming to the general public and promoted on our website, on Facebook and the local press. We organise and deliver talks, informal meetings, dedicated sessions for newcomers to astronomy and outreach activities for schools, scouting groups and other organisations. The society website www.cleethorpesastronomy.org.uk Is well maintained and a regularly accessed source of up-to-date information. In addition to open evenings the society welcomes members and the public to daytime observations of Solar events such as eclipses and transits. In addition to the 16-inch aperture Cassegrain / Newtonian telescope in the purpose built observatory dome, we own and maintain a variety of smaller |
| portable telescopes for demonstration purposes and for use by members, beginners and visitors. |
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|---|---|---|
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The trustees of Cleethorpes and District Astronomical Society are acquainted with the Charity Commission’s guidance on public benefit and comply with the requirements under section 17(5) of the Charities Act 2011 to ensure that the activities of the society are available to and suitable for the public at large. The prioritisation of public benefit is regularly reviewed at trustee and committee meetings to encourage inclusion, particularly of younger members of the public, through promotion, range of activities and charges. The trustees also ensure that the society caters for a wide variety of interests, commitment and abilities. |
Additional information (optional) You may choose to include further statements where relevant about:
SORP reference |
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|---|---|---|
| Policy on grant making | Para 1.38 | The society does not make grants but is prepared to temporally loan telescopes to members |
| Policy on social investment including program related investment |
Para 1.38 | We do not engage in investment activity |
| Contribution made by volunteers |
Para 1.38 | The society has no paid staff, so all its activities are undertaken voluntarily by its members. These include secretarial, governance, organisation of meetings and speakers, practical observing, catering for beginners, upkeep of premises, grounds and equipment, website maintenance and social interaction. During the enforced closure of the observatory and meeting room some of our members have freely spent a great deal of time decorating, improving and refurbishing the premises. |
| Other |
Achievements and Performance
| SORP reference | ||
|---|---|---|
| Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole. |
Para 1.20 | As with many other organisations the Covid pandemic and the necessary closure of our premises continued to seriously impact our activities during the first part of 2022. On the positive side the opportunity was taken to continue the improvement of our facilities. This allowed a complete refurbishment of the meeting room, kitchen and toilet. The observatory dome is also now back in use having had the floor and electrics replaced. Regular scheduled committee and trustees meeting continued virtually with future actions and priorities being agreed and actioned. Once the society premises re-opened in September these meetings continued to be held via Zoom for the convenience of participants and to reduce our carbon footprint. Initially hosted on Zoom, our main meetings were resumed in person at society premises as soon as Covid restrictions were lifted in September. Prior to this, in August, we held an open afternoon to welcome members and visitors to our newly refurbished premises. A variety of speakers took part in our main meetings including our own members, Fellows of the Royal Astronomical Society, University lecturers and experts from other astronomical societies. Physical public and member meetings are socially more acceptable and inclusive and allow society funds to be generated though door charges, refreshments and raffles. Attendances at our main meetings are gradually returning to pre-Covid levels with outside speakers regularly commenting on how well attended they are. The society is researching the possibility of hybrid meetings conducted both physically at the observatory and on-line. Sessions for beginners who are relatively new to astronomy initially continued unabated, again using Zoom. Since resuming physical meetings at the observatory in September we have experienced a steady influx of new participants and we are again able to |
reinforce theory with practical observing through the variety of telescopes and binoculars owned by the society. The number of children and young persons joining these sessions has increased and the committee has decided to waive entry fees for them. Another feature of the society are the informal discussion sessions held on a monthly basis. These remain on-line and are open to all members. These meetings allow participants to meet in a relaxed atmosphere, discuss topical issues, share experience and to ask questions. The re-opening of our premises in September also allowed the society’s outreach programme to resume with parties of school children and other youth and adult groups again being welcomed to the observatory.
Additional information (optional) You may choose to include further statements where relevant about:
Achievements against objectives set |
Para 1.41 |
All the activities of the society / CIO emphasise and support our set objectives. We continue to be a valuable and needed service to the local community where members of the public are more than welcome to join or just visit in order to learn about astronomy and experience practical observing. |
|---|---|---|
| Performance of fundraising activities against objectives set |
Para 1.41 | The society raises a small amount of funds through the provision of refreshments and organising raffles during meetings. These, together with the collection of membership subscriptions and door charges for casual visitors help with the upkeep of the premises, maintenance of equipment and expenses incurred by visiting speakers. All income has been utilised in support of the society’s objectives. |
| Investment performance against objectives |
Para 1.41 | Not applicable |
| Other |
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | One of our senior committee and trustee members is elected annually to the position of treasurer. The treasurer oversees all matters relating to income and expenditure and provides this information to committee and trustees meetings. The financial position of the society remains healthy with end of year unrestricted funds totalling £5,178. This has been achieved despite the limitations caused by Covid during the first half of 2022 and necessary expenditure on buildings improvements. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | The society is a simple and transparent organisation with predictable outgoings. Holding reserves is therefore not necessary at the present time. |
| Amount of reserves held | Para 1.22 | None |
| Reasons for holding zero reserves |
Para 1.22 | Predicted expenditure such as insurance, fees and utilities can always be met through subscriptions. |
| Details of fund materially in deficit |
Para 1.24 | The society has no funds in deficit. |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | The future of the society requires a sufficient number of members to provide subscriptions. We are therefore aware of the need to attract new and younger members to future-proof the society. |
Additional information (optional) You may choose to include further statements where relevant about:
| The society’s principal sources of funds | ||
|---|---|---|
| The charity’s principal | are membership subscriptions and | |
| sources of funds (including | Para 1.47 | casual visitors at meetings, refreshment |
| any fundraising) | and raffle charges. These are | |
| supplemented by donations, including | ||
| those given in appreciation of outreach | ||
| activities. |
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | Not applicable |
|---|---|---|
| A description of the principal risks facing the charity |
Para 1.46 | The society has been in existence for over 50 years. We have our own premises and equipment and a regular membership. The only risk is not being able to attract sufficient new members and participants in the future. |
| Other |
Structure, Governance and Management
| Description of charity’s trusts: |
None | |
|---|---|---|
| Type of governing document (trust deed, royal charter) |
Para 1.25 | The society / CIO is governed by its constitution which was reviewed and amended on 29th April 2019. |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | As a Charitable Incorporated Organisation registered with the Charity Commission on 5th December 2019. |
| Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees |
Para 1.25 | Membership of the society is open to the public. The trustees, along with the society’s committee members and officers, are elected from the general membership at each annual general meeting. All posts are open to any of our members and are advertised prior to the AGM. |
Additional information (optional) You may choose to include further statements where relevant about:
| Policies and procedures adopted for the induction and training of trustees |
The society / CIO has an elected committee and executive posts of chair, secretary and treasurer. The elected trustees operate within the society’s organisational structure and constitution to ensure that its activities, priorities and expenditure are in line with and support the CIO’s charitable and public benefit objectives. Relevant circulars from the Charity Commission |
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| Para 1.51 | The society / CIO has an elected committee and executive posts of chair, secretary and treasurer. The elected trustees operate within the society’s organisational structure and constitution to ensure that its activities, priorities and expenditure are in line with and support the CIO’s charitable and public benefit objectives. Relevant circulars from the Charity Commission |
| are circulated to the trustees. | ||
|---|---|---|
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | Trustees are an integral part of the society’s organisational and committee structure. The society is a member of the Federation of Astronomical Societies (FAS) which is a national body established to promote co-operation between astronomical societies and provide information and advice. Public liability insurance is obtained annually from the FAS and the society has adopted the national policies on child protection, general data protection regulation (GDPR) and risk assessment. |
| Relationship with any related parties |
Para 1.51 | Not applicable. |
| Other |
Reference and Administrative details
Charity name Cleethorpes and District Astronomical Society Other name the charity uses None Registered charity number 1186764 Charity’s principal address 144 Chichester Road Cleethorpes Lincolnshire DN35 0JJ
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 |
Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|---|
| Michael Brightmore | Chair | Societymembership | ||
| Barrie Watts | Vice Chair | Societymembership | ||
| Susan Parr | Secretary | Societymembership | ||
| William Scutcher | Treasurer | Societymembership | ||
| Christopher Truelove |
Trustee | 10.03.21 to 27.09.2022 | Society Membership | |
– Corporate trustees names of the directors at the date the report was approved
Director name Not applicable
Name of trustees holding title to property belonging to the charity
| Trustee name | Dates acted if not for whole year | |
|---|---|---|
| Not applicable | ||
Funds held as custodian trustees on behalf of others
| Description of the assets held in this capacity |
Not applicable |
|---|---|
| Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects |
Not applicable |
| Details of arrangements for | Not applicable |
safe custody and segregation of such assets from the charity’s own assets
Additional information (optional)
Names and addresses of advisers (Optional information)
Type of Name Address adviser
Name of chief executive or names of senior staff members (Optional information)
Not applicable
Exemptions from disclosure
Reason for non-disclosure of key personnel details
Not applicable
Other optional information
Not applicable
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signature(s) Susan Elizabet Parr Full name(s) Michael Victor Brightmore Position (eg Secretary, Chair Secretary Chair, etc)
Date 26. September 2023
Cleethorpes and District Astronmomical Society
Cleethorpes and District Astronmomical Society 1186764 Receipts and payments accounts CC16a For the period 1-Jan-22 31-Dec-22 To from
| Section A Receipts and payments | ||||
|---|---|---|---|---|
| A1 Receipts MembershipSubscriptions 975 On the doorpayments 178 Visit Donations - Other donations 25 Refreshment Payments 58 Book sales - Raffle money 112 Grants - Equipment Loan Deposits - 1,348 - - Sub total - Total receipts 1,348 A3 Payments Speaker fees and expenses 95 NELC Rent and Rates - Water supply payment to allotment soc - Refreshements 7 Maintenance 1,001 FAS Membership& PLI 53 Other insurance 144 Electricity 354 Major buildingwork 2,360 Astro equipment and consumablles 53 Non-astro equiment and consumables 3 Equipment Loan Deposit Refunded - - Sub total 4,070 - - Sub total - Total payments 4,070 Net of receipts/(payments) - 2,722 A5 Transfers between funds - A6 Cash funds last year end 7,879 Cash funds this year end 5,158 Unrestricted funds to the nearest £ Sub total(Gross income for AR) A2 Asset and investment sales, (see table). A4 Asset and investment purchases, (see table) |
to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 20 20 Restricted funds |
to the nearest £ Endowment funds |
Total funds to the nearest £ 975 178 - 25 58 - 112 - - 1,348 - - - 1,348 95 - - 7 1,001 53 144 354 2,360 53 3 - - 4,070 - - - 4,070 - 2,722 - 7,899 5,178 |
Last year to the nearest £ |
| - | 975 | 629 | ||
| - | 178 | 40 | ||
| - | - | - | ||
| - | 25 | 71 | ||
| - | 58 | 16 | ||
| - | - | - | ||
| - | 112 | - | ||
| - | - | - | ||
| - | - | 40 | ||
| - | 1,348 | 796 | ||
| - | - | |||
| - | - | - | ||
| - | - | - | ||
| - | 1,348 | 796 | ||
| - | 95 | 70 | ||
| - | - | - | ||
| - | - | 50 | ||
| - | 7 | - | ||
| - | 1,001 | 524 | ||
| 53 | 58 | |||
| 144 | 115 | |||
| 354 | 207 | |||
| 2,360 | 5,595 | |||
| - | 53 | - | ||
| - | 3 | - | ||
| - | - | 20 | ||
| - | - | - | ||
| - | 4,070 | 6,639 | ||
| - | - | |||
| - | - | |||
| - | - | - | ||
| - | 4,070 | 6,639 | ||
| - | - | - 2,722 | - 5,843 | |
| - | - | - | - | |
| 20 | - | 7,899 | 13,742 | |
| 20 | - | 5,178 | 7,899 |
Section B Statement of assets and liabilities at the end of the period
| Categories B1 Cash funds B2 Other monetary assets B3 Investment assets B5 Liabilities B4 Assets retained for the charity’s own use Signed by one or two trustees on behalf of all the trustees |
Details Cash held as cash NatWest current account Details Details Details Details Signature Total cash funds (agree balances with receipts and payments account(s)) |
to nearest £ to nearest £ 117 - 5,041 20 - - 5,158 20 OK OK to nearest £ to nearest £ - - - - - - - - - - - - Cost (optional) - - - - - Cost (optional) - - - - - - - - - - - - - - Print Name William Scutcher Michael Brightmore Unrestricted funds Restricted funds Unrestricted funds Restricted funds Fund to which asset belongs Fund to which asset belongs Fund to which liability relates Amount due (optional) |
to nearest £ Endowment funds |
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| OK | |||
| to nearest £ Endowment funds |
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| Current value (optional) |
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| When due (optional) |
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| Date of approval |
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| William Scutcher | 24-Sep-23 | ||
| Michael Brightmore | 24-Sep-23 |