Bexky& Sid¢upLlons CIublCIOITNsteeAnnua Report202ty25 Bexley & Sidcup Lions Club (CIO) Registered Charity Nurnber 1189785 Trustees Annual Report for the Year Ended 30th June 2025 Legal and Administrative Details: Lions Club Name.. Bexley & Sidcup Lions Club ICIOI Formation Date.. 27, December 1962 Charity Namè: Bexley and Sidcup Lions Club ICIOI Reglstered Charlty No: 1189785 Prlntlpal Address.. The Charity has no registered permanent address,. the Lions Club Secretary acts as the focal point for correspondence.. Lion Gurdial Bharj, 2 Hazel Road. Dartford, Kent, DAI 2SE CIO Constitution.. Constitution and Club By Laws dated 4, June 2020 (Formally 1006867 Trust Deed dated 30th January 19691 Current Lion YearTrusteès, 2025-26.. Ex Officio Trustees.. Kalwant Main (Lions Club President) Gurdial Bharj (Lions Club Secretary) Mohinderpal Ghatoare (Lions ClubTreasurerl Elected Trustee5 Tejinder Aulak lappointed asTrustee August 20241 Parmjit Chana Gurdial Rai lappointed Trustee July 20221 lappointed a5 Trustee August 20231 BeMty&SidcupLions ClublCIOITtusteeAnnua Report202&25 Trustees for the Year 2024- 25.. Ex Officio Trustees.. Kalwant Main (Lions Club President) Gurdial Bharj (Lions Club Secretary) Baldev Bahr l Lion Treasurer) Elected Trustees Gurdial Rai lappointed Trustee August 20231 Parmjit Chana lappointed as Trustee July 20221 Mohinderpal Ghataore lappointed as Trustee February 20201 Bankers: Barclays Bank PLC 6 Market Place Bexleyheath Kent, DA6 7DY Independent Examiner.. Mantax Lynton 2nd Floor Equitable House 7 General Gordon Square London SE18 6FH Aims and Organisation Lions Clubs International The Bexley & Sidcup Lion5 Club ICIOI 15 a local club formed as part of Lions Club5 International, which is a voluntary charitable service organisation that helps, 5UPPOrt5 and guides local clubs to serve their local communities, also nationally and internationallv. Clubs are chartered as separate entities with their own constitutions and by laws but have links to other clubs in their Zone, to their District organisation in the South East of England, the Multiple District of the UK & Ireland and to Lions Clubs International. Linkages with other Lions Clubs and the Lions Clubs structures provides a vehicle for the exchange of idea5 and through co-operation the Clubs work together to help on national and international charitable projects. 8exley & Sidcup Lions Club ICIOI Bexley & Sidcup Lions Club ICIOI is a voluntary Drganisation which exists to help and service the local community. It also proposes and supports, as it deems fit, Lions Clubs, national and international projects. T he Club is in its 63rd year a5 part of Lions Clubs International. BeMty&SidcupLions ClublCIOITtusteeAnnua Report202&25 The administration of the Club is wholly financed by its members. The expertiseandtime to organise activities in raising funds and provide community service is given freely by the members and friends of the Lions club, for no payment or reward. From time to time external expertise and provisions may be sought to facilitate its ability to function, ie setting up and maintaining web pages, hire marquees, furniture, caterin& etc. These costs are fully accounted for when balancing the accounts for each service activity. The objectives of each Lions Club are to.. create and foster a spirit of understanding among the peoples of theworld,. promote the principles of acceptably good governance ènd good citizenship,. take an active interest in the civic, cultural, social and moral welfare of the community- unite the clubs in the bonds of friendship, good fellowship and mutual understanding,. provide a forum for the open discussion of matters of public interest,. provided, however, that partisan politics and sectarian religion shall not be debated by club members- Encourage service-minded people to serve their community without personal financial reward. and to encourage efficiency and promote hi8h ethical standards in ctsmmerce, industry, profe55i0ns, public works and private endeavour5. Purposes of the Charltable Incorporated Organlsatlon The Charitable purposes of the Bexley & Sidcup Lions Club ICIOI fall into the following general categorie5'. The improvement of health or the saving of lives. The relief of those in need, by reason of youth, age, ill-health, disability, or another disadvantage. The advancement of citizenship or community development. The relief of financial hardship. The advancement of environmental protection or improvement. Membership and Funding The Lions Club's membership at the beginning of the year was 21 thèt was made of 16 males and 5 female members. In undertaking its work, the Charity heavily relies on the members of the Bexley & Sidcup Lions Club, to participate. All members are volunteers,. their time is given freely and without charge and without this support the charity would not be able to function. Family, friends and other volunteers also assist with fund raising, giving freely of their time. Bexley & Sidcup Lions Club ICIOI is managed by its members and meets monthly at a 'Business Meeting" The Club elects and appoints annually a number of Officers and Directors who meet regularly to discuss strategic and important matters that support the functioning of the Club. There are also detail meetings for specific activities l ie the fund-raising events), plus rneetings held by the Trustees. Club members contribute an annu31 donation, which was £80 per member at the beginning of the year to provide support to the Club. These and similar donations including fund-raising from members social events pay for the Clubs Administration, including support cost from Lions District, Lions Multiple District and Lions Club International. These rnonies, relatln8 to the administration of the club, are held entirely separately from the charitable and charity fund-raising rnonies in a "Administration" bank account. BeMty&SidcupLions ClublCIOITtusteeAnnua Report202&25 All funds raised specifically for Charitable causes, either as donations or as part of Fund Raising Events can onlv be be used for the stated cause and kept in the "Charity" bank account. until donated. From time to time and with membership agreement, monies may be used from the Administration account to improve donations from the Charity account. Trustee'scomposition In accordance with the Charity Constitution and the By Laws for the Club, assets are managed by a maximum of seven Trustees who are, by default the current Club President, Secretary and Treasurer for the Lion Year, plus four elected Trustees from the membership. One new Trustee is elected each year to serve for a minimum three-year period, however with membership consent, Trustees may be re- elected to serve further. The Trustees are elected at the same time as the Lions Club Officers and Directors by the members of the Lions Club in April each year and take office on I" July of that year. Trustees are made aware of their roles and responsibilities and are provided with copies of the Charity Commission guidance CC3 "The Essential Trustee Trustees are also encouraged to attend the Lions District 105SE Sprin8 Forum where guidance is given on the role of Trustees. The Club's charitable work and donations are administered through the Trust. Donations and grants are considered in accordance with the Lions Club / Trust's Grant Making Policy. All financial expenditures and donations are individually approved by a majority of the Trustees, subject to there being a quorum of 4. The Chairperson, Lion President, having a casting vote. A Charity Commission Contact is selected when appropriate. For Lion Year 2024-25, it is Lion Gurdial Bharj, who also manages any matters relating to the Charity Commission and the Trustees. ICO Reglstratlon Bexley & Sidcup Lions Club ICIOI are registered with the Information Comrni55ionerf5 Office IICOI, reference number ZA787926 Finance and Activities Income The CIO relies entirely on the activitie5 of the Bexley & Sidcup Lions Club ICIOI for its income. Members and friends of the Club undertake a variety of fund-raising activitie5 throughout theyear to a pre planned activity schedule, which in it self has moving objectives. The main income of the club during the Lion Year 2024-25, was derived from.. Dinner and Dance at St Michaels Church Hall, known as"Bollywood Night" (March 20251- funds raised for blood di50rder research at Kings College H05Pltal, London ILions International Blood Research Appeal). Members and public donations for water borehole in the locality of Mombasa. Kenya. Providing access to potable water for local villages. Member5 and their friend's donation of Blankets, Gloves, Scarves for the local Homele5S. Collecting and donatinE food and clothing to ltscal Food Banks and Hospice Appeals. Members making donations for general and specific appeals. After the deduction of agreed and validated expenses, then the surplus monies may be dtsnated to the chosen Charity cau585 on the recornmendation and approval of the Club Members and Tru5tee5. The cause and BeMty&SidcupLions ClublCIOITtusteeAnnua Report202&25 chosen Charity / recipients of the donations are agreed prior to each project being commenced, again with proposals / recommendations l approval by members and the Trustees. Donatlons made bythe Bexley & Sldcup Llons Club Iciol For the Lion Year 2024-25, the Trustees approved a number of donations to local, national and international organisations. institutions and individuals, based on recommendations from the Club Members. Significant donations made as follows.. Blood Research Appeal at Kin85 Colle8e London, LIBRA Water Borehole near Mombasa Kenya Har Sewa Eye Camp Sewing Machine Project via Mombasa Pwani Club- 18 Machines Procure and provide Warm Clothe5 for the homeless. Procure and provide equipment for KCC-Forest Schools~ programme. District Youth Programme Appeal District 1055E Procure and plant 5 Trees in ground of Aspire Academy, Welling. Donation to Greenwich and Bexley Hospice £iOCM) £2196.50 £250 £1383.80 £164.85 £300 £1SQ £289.79 £300 io. A full list of the donations approved by the Trustees is shown within the annual accounts. Community and Environmentsl Service Artivities NON monetary related service activities by the Club Member5 included collerting food and used cloth5 for donating to food banks, hospices, propriety charity Ilike5 of Shelter, Cancel UK shop51. At appropriate time, Easter eggs and Xmas toys are distributed to hospices, care homes and food banks. As a District project, several members were provided with Sun Flower seeds for growing. This to encourage improvement in the population of certain bees which seemed to have been dirninishing in recent years. Flnanclal Reserve Given the Charitrfs scale of operation and the fact that it only dispenses erants I donations within the limit of its available funds at any given time, it is not considered that there is a need for significant reserves. However, the Charity looks to maintain a minimum balance in its Charity account of £1200 and of £IOOO in its Administration account. This is to pre pay for fund raising initiatives and to cover any urgent needs or requests for financial grants / donations. A restriction is where collections are for long term donations or there is surplus for specific causes, the accounts for those are kept and ring fenced. Thus Members and Trustees are fully aware of monies spent and monies remaining to be spent on the specific projects, ie sewing machines, water boreholes and pop in parlour fund5. Policies Statements Whilst much is covered by the Clubs Constitution and its By Laws Ilast updated June 20201, there will be è need for the Club to have policies which reflect changing needs. BeMty&SidcupLions ClublCIOITtusteeAnnua Report202&25 Any issues, concerns, improvements and the like on any policies and conduct are to be raised with the Club President and Club Secretary to assess and progress where deemed appropriate and necessary. Safeguarding The Club is to support members and help them plan ahead so that their health, welfare and financial decisions will be taken care of if they lose capability throueh any relevant issues, ie the likes of loss of mental capacity, abuse (physical, sexual, financial. verbal, self neglect or psychologicall, provided always that the Club is made or becomes aware of such matters. In interfacing with members of the public, through organising and holding service events, rnembers will show diligence in the form of awareness of any potential issue5 Wlth individual or group that rnay require a risk assessed approach in safe guarding for that individual or group. When interfacing with under age persons, through organising and holding service events, it is the Clubs policv to communicate only through the relevant organisations management and supervision. This is usually at hospitals and special needs children units that the Club donates to. Trustee and Members Expenses Any expense that IS to be claimed and paid for by the Club is to be pre-agreed with the Club Lion President and Treasurer with relevant details. The expense 15 to be for reasonable necessary costs that relate to purchase, payment, goods, invoices and service5 in relation to the Clubs busines5. No member or Trustee is paid for their own services to the Club. Trustees Conflirt of Interest Trustees are required to understand their roles and responsibilities. Inclusive to this is any conflict of interest which must be declared for consideration and action by the Club. The conflict of interest is based on any indirect financial interest this arises when a close relative of a trustee benefits from the charity,. Non-financial or personal conflicts occur where trustees receive no financial benefit, but are influenced by external factors,. Influencing board decisions on service provision to their own advantage, perhaps because they use the charity's service themselves or care for someone who doe5, to gain some other intanEible benefit or kudos.. or awarding contracts to friends,. Conflicts of loyalties trustees may have competing loyalties between the charity to which they owe a primary duty and some other person or entity. Club Risk Polity Not having property interests or employees, the CIO'S exposure to risk is relatively low. TheTrustees are covered to the level of £2 million by the Trustees, indemnity element of the Lions Multiple Oistrict Insurance policy. Due diligence in checking the insurance details of any organisation employed at events is essential. The main perceived risk is in501vency. This is addre55ed by theTrustees ensuring that grants I donations do not exceed the available funds held by the Charitable Trust Fund at any given time. A risk is also diminishing membership that can eventually lead to the Club not being able to carry out anv service, hence shut down of the Club. The risk policy of the Trust 15 subject to annual review. ProJect Rlsk Management All projects are to be proposed to the Lion President using the proposal form. On agreement to progress the BeMty&SidcupLions ClublCIOITtusteeAnnua Report202&25 project, the follow up Risk Assessment form is to be completed and provided to the senior officers for comment and 5ub5equent agreement. This is particularly the case for overseas donations and lar8e value donations going to new or relatively unknown recipients. The risk is loss or misuse of funds. Proposals and Risk Assessments to be declared to the members at the business meeting for comment and subsequent approval. Other matters covered under the Health and Safety Procedures. Investlng Funds The Club fund raising values and cash turnover is insufficient to consider investing. Engaging in Political Activity Under the Lions Clubs International ethics and conduct, members can belong to Political organisations, however relevant members are not to bring any political organisation agenda into the Club for marketing, discussion, debate, influencing and the like. Bullying and Harassment The Club policy is to be aware of the Equality Act 2010 regarding Bullying and Harassment behaviour. The Club is responsible for preventing Club related bullying and harassment suffered by its members, provided always that they are aware or are made aware of such relevant matters. BullyinÈ and harassment can be by any current medium l email, written, phone, Whats App, etcl as well as face to face and involving age, sex, disability, gender rea55ignment, marriage, civil partnership, pregnancy, maternity, race, religion, belief5 and sexual orientation. Using Social Medi3 Generally there is no restrictions in using Social Media for personal use. The mediums used by the Club are via emails, mobile phone calls, Zoom meetings and a What5 App chat group for busine55 rnatters only. Social chats are to be between individuals via their own private mediums. To reiterate, the communication are to up hold the ethics of the Lions Clubs, that the communications are for Lions business matters and not for social, political and personal subject matters. Health & Safety Health & Safety Policy is detailed on the document based on the conditions noted within the 'Health & Safetv Policy drawn up by Multiple District 105 SE. Risk Assessments are carried out specifically for the events where nete%sary, on the tustomised risk assessment forms, prior to a significant event taking place. The financ￿1 a¢cwnts of the Bexley & Sklcup Lkmsaub (CIO) and the CharltableTrust Fund for the year ended 3(th ￿ne 2025 are attathtd to thls report. These bten bnknndenttyexzmined and apprtsved. Slp*d on behalf of the Trustees: Kalwant Main Gurdial Bharj oy11212&25 Mohinderpal Gatoare Patmjit o￿na Gurdial Rai Tejinder Aulak i& Surte 207. E4uilable House 7 Geneièl Gordon Squafe LondDll SEI8 BFH. UK Tel. +4410120 3490 6570 Ernail: inlo@manlaxlynton.com bVWW.mantaxlynton.com I MANTAX LYNTON c￿AR TERED ACCOUNTANTS REGISTERED AUDITORS Bexley & Sidcup Lions Club Examination of accounts 110712024 to 3010612025 Basis of Independent Examiner's Report Our examination was carried out in accordance with the General directions given by the Charity Commissions. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from you as trustees concerning such matters. The procedures undertaken do not provide all the eviden￿ that would be required in an audit and consequently we do not express an audit opinion on the view given in the accounts. Independent Examiner's Statement In consideration with our examination, no matter has come to our attention.. (1) which gives us reasonable cause to believe that in any material respect the reqiiire.mp.nts'. to keep accounting records in accordance with section 41 of the Act to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the Act have not been met or (2) to which, in our opinion, attention should be drawn in order a proper understanding of the accounts to be reached. MANTAX LYNTON Independent Examiner Date: 5 De￿mber 2025 Mantax Lynton Chartered Accountants & Registered Auditors 2nd Floor Equitable House 7 General Gordon Square London SE18 6FH ICAEW CHARTERED ACCOUNTANTS ICAEII Firrn No. C007257739 Mantax Lynlon a trading 5tyIB of ￿￿taX L￿t0￿ Ltdl R8gistBr8d in Englwd & Company AWJ Nu: 07238098 | VAT Reg No.. 1967G3281 Registered lo carry on 8udit work in the UK by ￿ In$iiiuie ol charl1r￿ Accountants in Enyland and WalEs. Bexley &Sld