2023-12-31-accounts

Trustees’ Annual Report for the period

From 01.01.2023 Period start date to 31.12.2023 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 object 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.
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit	Para 1.18	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
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.
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	The 12 months since the 2022 Charity Commission report have seen the society fully return to pre-COVID normality with a regular rhythm of Main, Beginners’ and Informal meetings that have had pleasing and quite stable attendance figures. 33 people have paid for membership compared with 41 in 2022. Outreach events have rapidly increased. The committee has met, on average, once every 2 months and wherever necessary the trustees have been involved in decisions. Several committee members are also trustees. The ongoing ‘CDAS Objectives 2023-24 document’ shows how much has been achieved since the last report. The committee has also undertaken a SWOT (Strengths, Weaknesses, Opportunities and Threats) analysis of the society’s situation and is now working through the results of that analysis. Having obtained charitable status, the society faces the challenge of accessing grants in order to ensure its continued development. The society’s facilities are situated within the long-established Beacon Hill Allotments. The allotment holder’s society is in the process of installing much improved surveillance and intend to install a CCTV camera that will cover of our site along with neighbouring allotments. The two societies and their respective committees enjoy a close and supportive working relationship. A considerable amount of maintenance work has been undertaken both to the dome and 16” telescope as well as to the rest of the building. However, given that the facilities are over 50 years old, maintenance will continue to be an ongoing necessity. An urgent task that has been identified from the SWOT analysis is to improve the fire escape by providing external emergency lighting and a safer means of exiting the building.

The 16” Cassegrain / Newtonian telescope now has a piggyback telescope fitted with a ZWO camera. Cabling has been run from the dome to the lectern in the meeting room from where it connects to the projector. We are close to the situation where members and visitors can be physically looking through the main telescope while those who cannot access the dome can see an equivalent image on the meeting room screen. This will make the society more accessible to members with physical disabilities. A mainstay of the society are our monthly main meetings featuring speakers 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. Since last September the number of outreach events has been near the limit of what can be managed with our available resources. Events have been very successful with or without clear weather. Visitors have included schools, scouts, cubs, beavers, guides and U3A (University of the Third Age) groups. The Beginners’ sessions are attracting very healthy numbers of participants and they have settled down to an attendance pattern with a core of people who almost always attend and a considerable number of others who attend on a more irregular basis. It is not unusual to have new people joining us. Although there is progression throughout the course, the need to accommodate new people and others who have missed sessions means that we try to make individual sessions reasonably free standing. The two-year syllabus ends in June and a new one starts in September.

The Informal Meetings provide a platform for members of the Society to discuss and share their particular

astronomical interest with others. Those attending ranged from beginners to others with considerable knowledge and experience. Each evening had a different selection of topics and questions which were all well prepared. The meetings, held via Zoom, included subjects ranging from astrophotography, spacecraft and missions, scientists, astronomers, astronomical events and astrophysics. We also had a special Christmas Edition which was enjoyed by all attendees.

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 £5,063 compared with £5,178 at the end of 2022. This financial stability has been achieved through careful management and the goodwill of members which has allowed the society not only to maintain but also further improve its facilities
Statement explaining the policy for holding reserves stating why they are held	Para 1.22	The society is a straightforward and transparent organisation with generally predictable outgoings. Holding specific 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 enough members in order to provide subscriptions to cover our outgoings. We are therefore aware of the need to continuously attract new and younger members to future-proof the society. Progression from the beginners’ programme to membership of the society is one way to achieve this.

Additional information (optional) You may choose to include further statements where relevant about:

The charity’s principal sources of funds (including any fundraising)	The charity’s principal sources of funds (including any fundraising)		The society’s principal sources of funds are membership subscriptions and casual visitors at meetings, refreshment and raffle charges. These are
	The charity’s principal sources of funds (including any fundraising)	Para 1.47	The society’s principal sources of funds are membership subscriptions and casual visitors at meetings, refreshment 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. We also enjoy an established communication and outreach potential. 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:
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	Para 1.51	The society / CIO has an elected committee with 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	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

– 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 safe custody and segregation of such assets from the charity’s own assets	Not applicable

Additional information (optional)

Names and addresses of advisers (Optional information)

Names and	addresses of advisers (Optional information)	addresses of advisers (Optional information)
Type of adviser	Name Address
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

Declarations

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees Signature(s) Susan Elizabeth Parr Full name(s) Michael Victor Brightmore Position (eg Secretary, Chair Secretary Chair, etc) Date 12.09.2024

Cleethorpes and District Astronmomical Society

1186764

Receipts and payments accounts

CC16a

For the period 1-Jan-23 31-Dec-23 To from

Section A Receipts and payments
A1 Receipts MembershipSubscriptions 1,632 On the doorpayments 336 Visit Donations 220 Other donations 117 Refreshment Payments 159 Book sales - Raffle money 287 Grants - Equipment Loan Deposits - 2,751 - - Sub total - Total receipts 2,751 A3 Payments Speaker fees and expenses 317 NELC Rent and Rates - Water supply payment to allotment soc 25 Refreshements - Maintenance 163 FAS Membership& PLI 52 Other insurance 144 Electricity 291 Major buildingwork 774 Astro equipment and consumablles 504 Non-astro equiment and consumables 576 Equipment Loan Deposit Refunded - - Sub total 2,846 - - Sub total - Total payments 2,846 Net of receipts/(payments) - 95 A5 Transfers between funds - A6 Cash funds last year end 5,158 Cash funds this year end 5,063 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 £ 1,632 336 220 117 159 - 287 - - 2,751 - - - 2,751 317 - 25 - 163 52 144 291 774 504 576 - - 2,846 - - - 2,846 - 95 - 5,178 5,083	Last year to the nearest £
		- - - - - - - - - -	1,632	975
			336	178
			220	-
			117	25
			159	58
			-	-
			287	112
			-	-
			-	-
			2,751	1,348
		- - -	-	-
			-	-
			-	-
		-	2,751	1,348
		- - - - - - - - - -	317	95
			-	-
			25	-
			-	7
			163	1,001
			52	53
			144	144
			291	354
			774	2,360
			504	53
			576	2
			-	-
			-	-
			2,846	4,069
		- - -	-
			-
			-	-
		-	2,846	4,069
	-	- - - -	- 95	- 2,721
	-		-	-
	20		5,178	7,899
	20		5,083	5,178

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 £ 210 - 4,853 20 - - 5,063 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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			-
			-
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			Current value (optional)
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			When due (optional)
			Date of approval
		William Scutcher	12.09.2024
		Michael Brightmore	12.09.2024