## **CROYDON ASTRONOMICAL SOCIETY** ## **TRUSTEES’ REPORT AND ACCOUNTS** **FOR THE YEAR TO 31[st ] MARCH 2022** ## **1. LEGAL AND ADMINISTRATIVE INFORMATION** **CHARITY REGISTRATION NUMBER:** 1187803 **LEGAL FORM:** Charitable Incorporated Organisation (CIO) formed under the Charities Act 2011 (the “Act”). **CHARITY TRUSTEES (COMMITTEE):** 6 (see section 3). **GOVERNING DOCUMENT:** Constitution dated 7th Feb 2020 as amended on 5th June 2021. ## **OBJECTS:** To advance education in the science of astronomy and related subjects for the public benefit in Croydon and the surrounding area by - a) encouraging a popular interest in astronomy and allied subjects; b) helping beginners, irrespective of their age, to acquire a knowledge of astronomy and allied subjects; and ## **ANNUAL MEMBERSHIP:** **WEBSITE:** c) providing facilities for practical work and active participation in astronomical observation. 84 as of 31st March 2022. https://croydonastro.org.uk ## **2. ACTIVITIES IN PERIOD** The society holds meetings about astronomy (and related subjects) approximately every two weeks during school term time on a Friday evening. These are held at a school located close to, and with good transport links with, central Croydon. Our current aim is to alternate between having a ‘short talks’ meeting where typically two or three members of the society each present a short talk, and a ‘long talk’ meeting where we invite an expert third party speaker – perhaps from a university or from another society. As an ancillary activity, the society maintains the self-built Norman Fisher Observatory. The observatory dates from 1979, and is located on a small plot of land in a relatively dark sky location on Kenley historic aerodrome. Although the observatory site is within easy reach by car from central Croydon, it is not close to public transport links. - The observatory is open to the public every Saturday evening when it is clear and dark, provided qualified volunteers are available. Information about observatory openings and other outreach events is posted on the society’s Facebook page and website. - Pre-arranged visiting groups (Scouts organisation, Schools, U3A etc) are welcomed at the observatory at other times during the week. The society is unusual amongst astronomy societies in that it is funded by donations from its members and visitors and does not charge a membership fee. The society is a member of the Federation of Astronomical Societies (FAS) and the Southern Area Group of Astronomical Societies (SAGAS). ## **Response to Coronavirus Restrictions** Following the introduction of Coronavirus restrictions in March 2020, the society was unable to either hold in-person talks or open its observatory until the latter part of 2021. During the restrictions the society arranged a programme of online talks and a number of social meetings at the society’s virtual pub, the ‘Altair Arms’. The society’s online Forum (hosted by Google Groups) also remained active throughout, particularly in respect of astrophotography. 2 Croydon Astronomical Society – Trustees’ Report and Accounts for the year to 31[st] March 2022 ## **Regular Activities** ## _Friday Talks_ - In-person talks recommenced in September 2021. - Unfortunately, due to the rapid spread of the Omicron coronavirus variant around Christmas 2021, it was considered prudent to protect members by cancelling the two meetings either side of the Christmas break. - During the period to 31[st] March 2022 the society held 10 talk evenings, with average attendance of 27. ## _Norman Fisher Observatory_ - Committee re-opened the society’s observatory in August 2021. - _Outreach_ - During the period to 31[st] March 2022 the observatory was opened to the public 11 times with the number of visitors on each evening varying significantly from a low of three to an overwhelming 80+. Additionally 19 group visits took place comprising 14 visits from Scout association groups and 5 visits from local schools. - § There is a shortage of volunteers who are willing and able to run such outreach events at the observatory and, if this situation does not change, regrettably the society will need to scale back or cease such activities entirely. - _Members’ Usage_ - Few members choose to use the observatory facilities. - § Members interested in observing or astrophotography generally prefer to use their own astronomical and photographic equipment, and would choose to set up at home (or another convenient location) rather than making the journey and setting up at the observatory. 3 Croydon Astronomical Society – Trustees’ Report and Accounts for the year to 31[st] March 2022 ## **Special Outreach Activities** _Astronomy at the RAF Kenley Historic Airfield_ - Coronavirus lockdown and work-from-home advice has resulted in many exploring their local area. Walks in and around the RAF Kenley historic airfield (which is adjacent to the society’s Norman Fisher Observatory) have become popular. - During the period, the society organised three public events on the RAF Kenley Historic Airfield. - _Annual Perseid Meteor Shower (August 2021)_ - § The Perseid Meteor shower occurs when the Earth passes through debris left by comet 109P Swift/Tuttle. - § About 30 members of the public attended in addition to society members, and it is thought that everyone saw at least one meteor with one observer spotting nearly two dozen. - § As well as meteor observing, the society provided telescopes to view the planets, and a system to detect meteors using radar. Members of the society were kept busy answering questions and pointing out astronomical sights. - § Some members of the public stayed until well after midnight. Many of our visitors expressed their intention to visit the observatory during one of our Saturday public openings. ## `o` _Moon-lit night walks around the perimeter of RAF Kenley Historic Airfield_ - _(February and March 2022)_ - § The society organised two family-oriented moon-lit night walks around the 1.8-mile airfield perimeter track, pointing out features of interest in the night sky. A third walk themed around the September 2021 Harvest Moon was planned but was cancelled due to cloud cover. - § At the end of the second walk, a telescope was provided to view the Moon and other objects. - § Both walks were well attended with around 30 visitors for each. 4 Croydon Astronomical Society – Trustees’ Report and Accounts for the year to 31[st] March 2022 ## **Other Notable Changes** Other changes that took place during the period include the following: - _Refractor Telescope Loan_ - a high quality 165mm aperture refractor telescope has been loaned to the society. Views through this refractor are often sharper than through the society’s principal telescope – a 14-inch Meade LX-200 Schmidt Cassegrain - as a smaller aperture is less impacted by poor atmospheric conditions. - _Improved Website and Membership Application Process_ - The society has moved to a premium website service. This now allows membership applications to be made online and for the website to be kept up to date more easily. - _Online donations through CAF Donate_ – Many members choose to donate to the society when they join or renew their membership. As membership applications are now made online, the society has set up an account with CAF Donate (a service run by Charities Aid Foundation) to collect online card and Paypal donations, and to claim Gift Aid on the society’s behalf. - _Email Communications_ – The society has set up a pay-as-you-go account with a specialist email marketing firm. This allows the society to send bulk emails which are optimised for viewing on mobile devices, and which provide convenient links to the society’s website, Facebook page, and Twitter feed. - _Registration of Observatory Site_ – On 29[th] July 2021 the land on which the observatory is built was transferred from the four ‘land trustees’ (who held the land as nominees) into the society’s name. ## **Public Benefit** Committee members confirm that they have had regard to the Charity Commission’s guidance on public benefit. 5 Croydon Astronomical Society – Trustees’ Report and Accounts for the year to 31[st] March 2022 ## **3. COMMITTEE** The Committee can have up to ten charity trustees. - All Committee members (apart from the offices of Chair, Secretary and Treasurer) retire at every AGM. - Those holding the offices of Chair, Secretary and Treasurer are required to retire at every second AGM, with the Chair and Treasurer retiring in the same year and the Secretary in the alternate year. - Retiring trustees are immediately eligible for re-election. ## **Committee Members during the period 1[st] April 2021 to the date of this Trustees Report** |**Name**|**Role as at the**
**date of this**
**report**|**On**
**Committee**
**1st April**
**2021**|**New Joiners -**
**Date Joined**
**Committee**|**Date Left**
**Committee**|**On Committee**
**as at the date**
**of this report**| |---|---|---|---|---|---| |**Tony Roberts**|Chair|•|||•| |**Graham Cluer**|Secretary &
Vice-Chair|•|||•| |**Colin Weightman**|Treasurer &
Membership|•|||•| |**Martin Gaiger**|Outreach|•|||•| |**Carolyn Raishbrook**||•|||•| |**Paul Stenning**||•|||•| |_Alice Ardis_||•||4 Jun 21|| |_Joanne Ardis_||•||4 Jun 21|| |_Jonathan Barrott_||•||19 May 22|| |_Will Stewart_||•||4 Jun 21|| |**TOTAL**||10||4|6| 6 Croydon Astronomical Society – Trustees’ Report and Accounts for the year to 31[st] March 2022 ## **4. FINANCIAL STATEMENTS** ## **Basis of Accounting** - Under Section 133 of the Act, since the society’s gross income is below £250,000, we have elected to prepare accounts on a ‘receipts and payments’ basis, together with a statement of our assets and liabilities (with the net of the assets and liabilities being our ‘Accumulated Fund’). - We do not meet the threshold required for an audit nor for an independent examination of the accounts. However, it is our practice to ask a member of the society (the ‘CAS Accounts Examiner’) to examine the society’s accounting records and confirm to the Committee that nothing has come to their attention that would cause them to believe in any material respect that accounting records were not kept in accordance with Section 130 of the Act, or that the accounts do not accord with the accounting records. ## **Financial Review** We present on page 8 accounts for the year to 31[st] March 2022: - On 1[st] April 2021, the Accumulated Fund stood at £5,842. During the period the society made a surplus of £2,322 and, as of 31st March 2022, the Accumulated Fund stood at £8,165. - Donations of £3,981 include amounts collected through CAF Donate, ‘Grey Box’ cash donations made at Friday meetings, cash donations boxes at the observatory and donations for Group Visits. The Society claimed a total of £632 from HMRC in Gift Aid and under the Gift Aid Small Donations Scheme. - The Observatory Buildings expense include an amount of £367 to create a rainwater soakaway (being the cost of materials used and the disposal of surplus soil). - The Observatory Equipment expense includes £113 for the purchase of a Celestron Finder-scope and £123 on dovetails. - Bank charges of £87 principally relate to the costs of using the CAF Donate system. 7 Croydon Astronomical Society – Trustees’ Report and Accounts for the year to 31[st] March 2022 Croydon Astronomlcal Socloty Amrmmts kn£ Statement of Assets and Llabllltles ag at 31st March 2022 Cash 01 Bank and Hand Add.. Deblots and Prepayments DeducL' Creditors and Accru813 A¢¢wnuknt•d Fund 8,165 Movements In Accumulated Fund as at 31st March 2022 A¢¢wnul•t•d Fund Brought Do¥m Surplus IIDefidll of Income over Expendlknre for Perlod Accwiuknt•d Fund C•rrl•d FoThi•rd 5,842 2,322 Incom• and Exp•ndlturn forth• Year ended 31•t March 2022 kncom• Donations GiftAd and C4ftAd Small DonalSon8 Stheme Raffles Refreshments Other Totsl In¢om• 3,981 632 95 Costof Frid8y Al88lings Sthool Hall Hlre Speakefs, Expenses Cost of Raffle 8nd Refreshm8nts Other {630) 120) {45) {37 732 Kenley Obs6fV8knryM8lnt6n8nce & Costs Observatory Buildlngs Ctsservatory Equipmntand Compulng ElethcSty Volee and Data Coundl Tax Other {564) {300) {210) {67) {32 0th8r costs Website, Emall & Videoe4)nferendng Insurance Member8hlp Fees IFAS and SAGAS) 88nkCh8rges M18cellaneou8 1238) {28) {45) 187) 83 480 Total Exp•ndltw• 85 SwpluB IID•lich) of Incom• ov•r Exp•ndhw• 22 NB.'_ Columns rn8 not 8dd du& to roundin Croydon Astronomical Society-Trustees' Report and Accounts for the year to 31" March 2022 ## **Reserves Policy** - Committee is required to retain only those cash reserves that are appropriate to the society’s needs and ambitions. However, in reviewing the amount of the reserves to be retained, Committee’s aim is to ensure the society will be able to continue to fulfil its charitable objectives even if there is a temporary shortfall in donation income or if unexpected expenditure arises. - A significant item of expense (and Committee time) is the ongoing maintenance of the self-built Norman Fisher Observatory. The observatory is located within a small fenced-in site within the RAF Kenley historic aerodrome with access provided by the London Loop long distance footpath which runs directly through the society’s land. The observatory consists of a brick-built building with a fibreglass dome which was constructed in 1979 to house the society’s then self-built 18-inch telescope, and a substantial self-built felt-roofed wooden clubhouse which was constructed and then extended in the 1990s. Additionally, there is a small commercially made fibreglass dome which is believed to be of a similar date to the clubhouse. - The site is in an elevated and exposed position. The buildings are likely to require substantial future maintenance. Fortunately, the buildings managed to weather Storm Eunice in February 2022 without evidence of damage or leakage. - Although the observatory and clubhouse were originally self-built, ongoing building maintenance will need to be done professionally. The substantial costs of professional maintenance, the limited number of members who now use the facilities, and the shortage of volunteers to run outreach events at the Observatory need to be balanced against the society’s other priorities, its limited income and Committee time. At some stage Committee may conclude that it is appropriate to reduce the size of the Observatory facilities, and funds will be required to make this adjustment. This Trustees’ Report and Accounts was approved by Committee on 24[th] May 2022. Signed: Tony Roberts, Chair Colin Weightman, Treasurer 9 Croydon Astronomical Society – Trustees’ Report and Accounts for the year to 31[st] March 2022