## **Charity Commission 2021-2022** ## **TRUSTEES’ ANNUAL REPORT:** ## **Section A:** - From 1[st] . September 2021 to 31[st] . August 2022 - Charity name: - Extra Mile; - Charity number: - 1190876 (CIO) - Charity address: - PO Box 4884, Rugby, Warks, CV21 9GL; - Names of Charity Trustees: **----- Start of picture text -----**
Trustee name Ofce Dates/Year Appointer of
trustees
1  Mr.M.P.Fielding Senior Year 2019/23 Mr.M.P.Fielding
Trustee
2  Ms. R. Brookhouse Year 2019/23
3  Mr. M. Conteh Year 2020/24
4  Mr.B.S.Heaton Year 2019/23
5  Mr. M. Smidman Year 2022/27
6  Dr. J. Bentham Year 2019/23
7  Mr. D. Wells Finance Year 2019/23
8  Mrs. J. Gee-Russell Year 2019/23
9  Mrs. A. King Year 2019/23
10  Mr. B. Hoy Year 2019/23
11  Mr. W. Kargbo Year 2021/25
12  Mrs. M. Tholley Year 2022/26
13 
**----- End of picture text -----**
- Name of Custodian trustee: - Mr.M.P.Fielding (acted for whole year); - Name of Senior staff member Chief Executive (UK Director): - Mr.M.P.Fielding; ## **Section B:** - Type of Governing document: - Trust Deed (changed to CIO); - Constitution of charity: - Trust; - Trustee selection method: - Appointed by Chief Executive/Senior Trustee; - Governance issues: - ‘Trustees agree to act responsibly on behalf of the charity and act as advisors on its progress. They have acknowledged the major risks involved both with regard to their personal involvement with the work of the charity and with the duty of care which they exercise in ensuring the protection of children and young people with whom the charity’s volunteers work in their agreed programmes. ## **Section C:** - Objects: - Extra Mile is building and funds a free secondary school in the Ober Funkia village, Sierra Leone, for children whose parents cannot afford education. The charity provides free education, breakfast, water, uniforms, text books and other learning materials to these parent’s children. The charity facilitates access by volunteer teachers from overseas to teach in other schools in the area as well as its own. It provides teacher training to other schools and its own staff.  Summary of main activities and contributions made by volunteers: - - Due to the lack of accommodation due to building work the charity was not able to offer volunteer placements at the Extra Mile School during this last year. ## **Section D:** - Summary of main achievements during the year: - - The motor vehicle continued to need many repairs and these were carried out to keep it on the road and able to be used to carry water supplies from distant taps during the ‘dry’ season. - Fund-raising continued back in the UK to try to earn sufficient finance to set-aside further funds for the future building programme. We have been able to replace the zinc roof panels with aluminium-coated ones which we hope will last longer. We have also been able to pay for resources which the school would need in the current year. These needs included more textbooks so that the school classes could have at least one textbook between two pupils and sufficient exercise books as well as school uniforms for all pupils. - A further class of pupils was enrolled after being interviewed in August with their parent(s)/guardian(s), adding 36 more pupils to the school role. The school now has a total of 185 pupils. - Twenty-two pupils took their BECE exams and all but one candidate achieved an overall pass. They all progressed onto the Senior Secondary programme to study for WASSCE. - Nine Senior pupils sat for their WASSCE examinations in July and all achieved really good marks. So good were the results that the school was rated as the second most successful in the whole of Sierra Leone with one pupil achieving the highest grades in the whole Western Area of the country. - Several new teachers and volunteer workers were recruited to cover an ever-increasing timetable. - The toilet facility for our girls has continued to be used well and the access to free, re-usable sanitary towels and pants has continued. We especially thank a small group of ladies working at RMCC (the local Rugby Methodist Church Centre) each month who continue to produce the packs which are sent to the school in the regular barrel shipments. - As a result of robust and impressive applications for new funding a new Science laboratory has been made using one of the existing classrooms for this purpose. The Rotary Club in Rugby and St. James Place Investment Management Company contributed funding for this project. All the apparatus and consumables were purchased in the UK and then shipped to the school. - The charity is pleased to report that the new Deputy Principal for the Senior School has made excellent progress and trustees have become increasingly confident that the school is being led well. - The school began to operate a small library for the use of pupils and staff and also for younger pupils from the surrounding primary schools. ## **Section E:** - Further teacher-training sessions were held at the end of the Summer School, principally led by the new Deputy Principal and other senior staff. - Optional information on funding sources: - Extra Mile’s principal sources of funding include donations from UK schools, churches and private well-wishers, car-boot and table-top sales as well as private individuals who donate regularly via standing-order arrangements. Applications for assistance from major sponsors have been made and these are on-going. Alongside this there are contributions from Extra Mile’s trustees and well-wishers who donate funds from time to time. ## **Section F:** - Other optional information: - Extra Mile continues to try to raise funds to provide breakfasts for all pupils before school each day as well as recruiting new staff as the school grows year on year, see above. It is to be noted that the charity did report a serious incident to the Charity Commission during the year. The charity took action to deal with the matter in a professional and effective manner and the Charity Commission was satisfied with the outcome. ## **Section G:** - The trustees declare that they have approved the trustees’ annual report above which is signed below on behalf of the charity’s trustees: - - Signature’s: - - Full Names: - - Position: - **----- Start of picture text -----**
Michael Peter Fielding Douglas Richard Wells
Principal Trustee Finance Trustee
**----- End of picture text -----**
- Date: - **----- Start of picture text -----**
28 [th] .April 2023
**----- End of picture text -----**
Acct summary for Aug 2022 for the year Sept 2021 to Aug 2022 ||Page| |---|---| |Contents and Summary|1| |Account for year starting Sept 2021 with
budget for 2021/22|2| |Reserves for liabilities 2020 onwards|3| |Acct summary forecast for 12 months of year
Sep2021 to Aug2022|4| |Overhead break down|5| |Income break down for Sept 2021|6| |**Inc/Exp**|**Inc/Exp**|**year to date**||**Aug inc/exp**| |---|---|---|---|---| |Income|
£|42,616
|£|2,035
| |Expenditure|
£|45,222
|£|4,709
| |Surplus|
£|(2,605)
|£|(2,674)
| |**Summary Budget**|**Summary Budget**|**2021/22**|**Forecast**
|**yr end figures**| |---|---|---|---|---| |Income (All Funds)|
£|48,121
|£|42,616
| |Expenditure (All funds)|
£|48,121
|£|45,222
| ||£|-
|£|(2,606)
| |Bank Balance at 31st Aug 2022|
£|13,246
||| |**Fund representation**||||| |Reserves for liabilities (restricted funds)|
£|3,247
||| |Three months reserves (increased by approx
£1k from last year) £1500 added this month|

£|9,444
||| |Funds required to meet liabilities and reserve||||| |commitment.|£|12,691
||| |Bank balance 31st Aug 2022|£|13,246
||| |Deduct booked amounts not cleared at bank|£|(1,053)
||| |Funds available for general fund|£|(497)
||| |July&Aug Gift Aid claim submitted and
received in Sept|£|752
||Refu
take| |Net resources available for general fund|£|255
||| Refund received Sept but benefit taken for 2021/22 K:\1- Extra Mile June 2022\Acct summaries\5- Aug 2022\Aug 2022 accts Finance Group mtg Trustees mtg xxAug 22 figures rev03 1 Acct year starting Sep21 |Acct sum|Acct sum|maryfor Aug2022 for theyear Sept 2021 to Aug2022|maryfor Aug2022 for theyear Sept 2021 to Aug2022|maryfor Aug2022 for theyear Sept 2021 to Aug2022| |---|---|---|---|---| |||Income|Income|| |**Description**||**Amount**|**Budget**|**Notes**| |Regular/single nongift aid donations||2,686
£|3,360
£|| |Regular monthly/quarterlyGift Aid||11,080
£|10,761
£|| |Single Gift Aided donations||7,613
£|7,496
£|Includes TK £5k donation for breakfasts and tiling| |Regular monthly/quarterly Gift Aid tax refunds||4,507
£|4,439
£|TK gift aid tax refund (£1.25k) received.| |Easy fund raising Amazon||148
£|3,233
£|Virgin Money Giving, Easy Fund raising, Amazon, Paypal and
Stripe payments UK| |Virgin Money Giving (inludes paypal) and
Investmycommunity Karadoo Finance Extra
3254
Fund RaisingDonations||2,069
£|240
£|| |||892
£||| |Benn Hall||9,464
£|14,036
£|| |RMCC||91
£||| |Car Boot/Clothes/scrap metal sales||2,295
£|1,730
£|Budget figure aggregated from £1250 and £480 from Trustess
meeting22nd Sept| |Xmas Fayre/Music festival/ Dunchurch
fete/Rotaryspringfayre||965
£|1,000
£|| |Sale of Produce||359
£|1,300
£|| |Trustees donateable expenses||319
£|400
£|| |Talks||128
£|-
£|| |Bank Interest||-
£|-
£|| |Volunteer Chgs||-
£|-
£|| |Support from reserves||-
£|126
£|| |Total Income||42,616
£|48,121
£|| |||||| |**Description**||Expenditure
**Amount**|Expenditure
**Budget**|**Notes**| |Building||6,882.67
£|678
£|Restricted| |Wages||10,415.45
£|13,005
£|| |NRA||976.35
£|1,510
£|| |NASSITpmyts||3,253.35
£|250
£|| |Staff allowances||697.63
£|5,820
£|Broadband and bio model costs taken out of overheads| |Overheads||13,938.73
£|605
£|| |LibraryEleanor Rathbone Trust||248.94
£|450
£|Restricted| |Pettycash transfers||-
£|1,000
£|| |Training||-
£|880
£|| |Maintenance||912.55
£|876
£|| |Sierra Leone Staff expenses||-
£|100
£|| |Rents/legal fees||-
£|326
£|| |Insurance||267.78
£|1,300
£|| |School overheads supplied from UK goods and servcies||19.04
£|100
£|| |Travel||-
£|100
£|| |Phones||-
£|400
£|| |Advertising||803.40
£|1,564
£|| |Shippingcosts||1,729.50
£|253
£|| |Postage||300.00
£|70
£|| |Stationeryandprinting||-
£|£ 284|| |Bank Charges||407.60
£|£ 200|Cost of PO Box| |Expenses non refundable||222.25
£|£ 400|| |Expenses byTrustees refundable||455.05
£|£ 4,520|| |Others includingBenn Hall||3,691.55
£||| |||||| |||||| |All resticted funds||£ -|£ 13,430|Not Library fund(£450)(Eleanor Rathbone donation) and School
buildingcosts(£678)| |Total expenditures||£ 45,222|£ 48,121|| |Expenditure in book 1st Sep to 31st Aug 2022
Less uncleared transfers/payments
Expenditure at bank 31st Aug 2022
Balance at Bank 1st Sep 2021
Add income since 1st Sept 2021
Less expenditure at bank and book
Balance at Bank 31st Aug 2022
Funds available for all expenditure
Deduct reserves for liabilities and capital
expenditure 2021 onwards
deduct booked amounts not cleared at bank
Unallocated funds available to spend
July&Aug Gift Aid claim submittedand received
in Septs
Net funds after liabilities and assured income
from Gift Aid in Sept 2021
Less 3 months reserves for regular
expenditure
General funds available
Reduce by uncleared transfers
Net General funds available|£ 45,222
£ (1,053)
£ 44,169
14,799
£
42,616
£
(44,169)
£
13,246
£
13,246
£
£ (3,247)
£ -
9,999
£

752
£
10,752
£
(9,444)
£
1,308
£
(1,053)
255
£
Refund received Sept but benefit taken for 2021/22|||| ||£ 44,169
|||| K:\1- Extra Mile June 2022\Acct summaries\5- Aug 2022\Aug 2022 accts Finance Group mtg Trustees mtg xxAug 22 figures rev03 2 Reserves for liabilities |Fund
designation
NRA and NASSIT
***R**
Insurance
***R**
Eleanor Ratrhbone Trust
***R**
Literacy scheme budget restricted fund (Methodist
Women of GB)
***R**
Solar Lights
***R**
Breakfasts Oct21 - Aug 2022 Ex- TK donation
***R**
TK donation Tiling of floors
***R**
Funds for building repairs ( allowances from previous
work allowances amalgamated)
***R**
Roof fund
***R**
Toilets
***R**
Total contingencies anticipated at End of 31st May 2021
Acct summ
Reserves for liabilities|Jun-22
Jul-22
Aug-22
Date liabilities become due
2,026
£
2,026
£
-
£
EM now registered for NRA and NASSIT. Funds at
site for payment back log from Sept 2019.
-
£
-
£
-
£
204
£
184
£
166
£
By year end Sept 202. Value remaining will cover
8 months of staff allowances
1,000
£
1,000
£
1,000
£
This is not in progress. Say Aug 2022
160
£
160
£
160
£
Confirmation of expenditure needed
152
£
300
£
293
£
-
£
-
£
-
£
924
£
678
£
778
£
£345 transferred in July and fund increased by
£100 in July
500
£
600
£
650
£
Roof fund increased by £100 in July
200
£
200
£
200
£
By year end Aug 2022
5,167
£
5,148
£
3,247
£
ary for Aug 2022 for the year Sept 2021 to Aug 2022
TK donation now spent, £300 allowance added for
Sept 2022
2020 onwards| |---|---| * Restricted Fund |Library
TF additional donation 9th Mar 2021
Eleanor Rathbone Trust donation
Stamp, ink pad badges (Ismael)
WU94766856
90 28/1/21
library training-refreshments
library trainers trans port costs
petrol for generator for power
booking hand over ceremony IN/CF
Certificate
31st Jan 2021
Feb expenditure: Library allowances for staff, Ledgers,
Library dividers, sellotape, paper glue, sanitister gel and
additional shelving
Feb 2021
expenditure
March 2021 expenditure, library staff payments(TF)
Library payments to staff in June 2021
Library payments to staff in July 2021
Library payments to staff in Aug/Sept 2021
Library payments to staff in Oct/Nov 2021
Library stationery Nov 21
Library payments to staff in Dec 2021
Library payments to staff in Jan 2022
Library payments to staff in Feb 2022
Library payments to staff in March 2022
Library payments to staff in April 2022
Library payments to staff in May 2022
Collection of books in May 22
Library payments to staff in June 2022
Library payments to staff in July 2022
Library payments to staff in Aug 2022
Total tra
WU
6817325790
18th Jan
2021|Balance
50.00
£
1,000.00
£|Expenditure
23.87
£
86.53
£
32.05
£
5.61
£
8.01
£
59.58
£
152.02
£
73.73
£
91.99
£
22.53
£
44.27
£
44.27
£
22.56
£
20.79
£
21.18
£
28.16
£
20.80
£
20.14
£
19.99
£
27.77
£
19.93
£
19.20
£
19.41
£
884.39
£
s| |---|---|---| ||1,050.00
£
1,026.13
£
939.60
£
907.55
£
901.94
£
893.93
£
834.35
£
682.33
£
608.60
£
516.61
£
494.08
£
449.81
£
405.54
£
382.98
£
362.19
£
341.01
£
312.85
£
292.05
£
271.91
£
251.92
£
224.15
£
204.22
£
185.02
£
165.61
£
nsferred including charge|| |||| |Food budget ex TK donation
Date
27/09/2021
Sept breakfasts food costs
Oct breakfasts food costs
03/10/2021
Nov breakfasts food and charcol
31/10/2021
Dec breakfasts food and charcol
28/11/2021
Sci lab opening refreshments
21/11/2021
Jan breakfasts and charcol
30/12/2021
Feb breakfasts and charcol
31/01/2022
Mar breakfasts and charcol
28/02/2022
April breakfasts and charcol
25/03/2022
April breakfasts and charcol
24th/25th April 22
May breakfasts and charcol
June breakfast and charcol
July breakfast and charcol
Aug breakfast and charcol (charcol only sent in Aug 2022)
Donation now exhausted- suppo|Balance
3,091.00
£
3,091.00
£
2,814.52
£
2,538.12
£
2,260.43
£
2,208.85
£
1,843.86
£
1,660.53
£
1,406.12
£
1,114.11
£
649.13
£
445.89
£
152.49
£
(141.27
£
(158.87
£
rted now from genera|Expenditure
-
£
276.48
£
276.40
£
277.69
£
51.58
£
364.99
£
183.33
£
254.41
£
292.01
£
464.98
£
203.24
£
293.40
£
)
293.76
£
)
17.60
£
l funds| |||| |Funds for building work
Summer 2021 building work
Building work-- classroom walls/floor
Addittional allocation from June 2022
Additional allocation from July 2022
Additional allocation from Aug 2022
Summer 2022 building work
oil paint
7 gallons
emulsion paint
4 gallons
rollers
3 pcs
brushes
4 pcs
paint thinner
1 gallons
flurescent lamp holder
2 pcs
lamp holder
4 pcs
bolf (aka bolts)
8 pcs
flashban
1 pcs
First floor tarpaulin repairs
tarpaulin
1 pcs
roll of rope for tarpaulin
1 pcs
1 dozen sticks for scareful
1 pcs
packets of nails
3 pkts
boards
2 pcs
workmanship for the above
1 lot
Amount transferred 26th July 2022|£ 107.09
£ 54.39
£ 6.12
£ 6.80
£ 17.00
£ 17.68
£ 6.80
£ 10.88
£ 13.60
£ 17.00
£ 6.80
£ 13.60
£ 3.06
£ 20.40
£ -
£ 44.19|416.62
£
406.90
£| |||823.52
£
100.00
£| |||923.52
£
100.00
£
749.88
£| |||1,773.40
£
















(345.40)
£| ||345.40
£|| |||1,428.00
£| 3 K:\1- Extra Mile June 2022\Acct summaries\5- Aug 2022\Aug 2022 accts Finance Group mtg Trustees mtg xxAug 22 figures rev03 ## Acct summary for Aug 2022 for the year Sept 2021 to Aug 2022 ||Sept|Oct|Nov|Dec|Jan|Feb|March|April|May|June|July|Aug|Totals| |---|---|---|---|---|---|---|---|---|---|---|---|---|---| ||actual|Actual|Actual|Actual|Actual|Actual|Actual|Actual|Actual|Actual|Actual|Actual|| |Actual income for month under review and
monthly income required to complete for
next month to Aug 2022. (Sep-Jul income
book figures)|8,613
£|4,509
£|2,911
£|3,995
£|3,454
£|2,577
£|4,327
£|2,056
£|2,395
£|3,978
£|1,766
£|2,035
£|42,616
£| |Actual monthly expenditure and budgeted
monthly expenditure to complete for Aug
2022|2,354
£|1,933
£|4,481
£|8,815
£|2,500
£|1,914
£|5,806
£|4,118
£|3,718
£|2,110
£|2,764
£|4,709
£|45,222
£| ||||||||||||||| |Net 3 monthly income upon which the
three reserves figure is based|***|***|16,033
£|11,415
£|10,360
£|10,026
£|10,358
£|8,960
£|8,778
£|8,429
£|8,139
£|7,779
£|***| ||||||||||||||| |Account foryear startingSept 2021|14,799
£||||||||||||| |Funds waitingto clear|-
£||||||||||||| |Total|14,799
£||||||||||||| ||||||||||||||| |Illustrated income/expenditure Sept 21
thro Aug2022|21,058
£|23,634
£|22,065
£|17,245
£|18,199
£|18,862
£|17,383
£|15,321
£|13,998
£|15,866
£|14,867
£|12,193
£|2,606
-£| ||||||||||||||surplus at
year end| ||||||||||||||| K:\1- Extra Mile June 2022\Acct summaries\5- Aug 2022\Aug 2022 accts Finance Group mtg Trustees mtg xxAug 22 figures rev03 4 Overheads breakdown K:\1- Extra Mile June 2022\Acct summaries\5- Aug 2022\Aug 2022 accts Finance Group mtg Trustees mtg xxAug 22 figures rev03 5 Income breakdown to Aug 2022 **----- Start of picture text -----**
Xmas Fayre/Music Trustees refunded
Sale of Produce, 359
festival/ Dunchurch expenses, 319.14 [Talks, 128 ][Bank ]
fete/Rotary spring Interest, 0 Voluteer Chgs, 0
fayre, 965
Car Boot/Cash for
clothes/metal, 2295
Regular/single
RMCC, 91.25 non Gift Aided
donations,
2686.2
Regular monthly/quarterly
Benn Hall, 9463.5
Gift Aid, 11079.94
Fund Raising
Donations, 892
Single Gift Aided donations,
Virgin Money Giving 7613.1
(inludes paypal) and
Investmycommunity
Karadoo Finance Extra Gift Aid Tax refund,
3254, 2069.07 4507.38
Easy Fund raising-
Amazon, 147.8
**----- End of picture text -----**
K:\1- Extra Mile June 2022\Acct summaries\5- Aug 2022\Aug 2022 accts Finance Group mtg Trustees mtg xxAug 22 figures rev03 6 Contents Extra Mile Examined final account for the year September 2021 to August 2022 Page Contents Account for the year Sept 2021 to Aug 2022 Liabilities due within 12 rnonths 1ncomelExpendi￿re to year endi￿ Sept 1022 to A￿022 Income Expenditure Surplu5 Receipts and expenditure for the year 42.616 £ 145.2221 E 12,6061 2021-22 Funds available 8a18nce at bank 1st Sept 2021 Book surplus at for the year 2021122 Add expenses booked waiting to clear Balance at bank 31st Au8 2022 Deduct reserves for liabilities Surplus as reserves in bank acct. lor this year 14.799 12,6061 1.053.( 13.246 13.2471 see sheet 3 9.999 8ank receipts 2nd expenditure to year end 8ank receipts for the year Bank expenditure for the year 42.616 144.1691 Add expenses booked waitirt8 to clear 11.053.(K)I 12.6061 Examiner'5 5taternent'. Entries verified. data and documentation sampled and ￿Sition found a5 Stated appreciating excel rounding differences Signed.. Dare.. 14.3 K..KO-Extra Mile Nov 2022 onwardslAcct summaries May 2022 onward5I5- Aug 2022X5a Examined Final Acct 2021-22XAu8 2022 12 month accts FINAL SIGNED Rev 00 end of year 2021 22 AcctlstSep21tD Ilyi￿*21 Oexription I￿￿￿t iod• Ikn £12ll..I'cJ￿e￿rc¥ lernnGIftAid*d1v4r￿fft¥ 2.62&20 IY=45hlor 61610 (Jvjryh 4.SOP £*I Donat￿n5 9461 RMIC . BoDVCa5htgrrb>ir*sim¢ui Xfis•5 F￿r￿￿TrA￿E Tre51r4•1l 5aleo1pr￿￿t 359 É1>2 TTustEesretu￿￿é*￿ ses ètr￿ Interes= 31￿. EL 42.616 .451 976 NR A551" 15tSe•ts315rA4202 45,222 rnL¥Jpi rost5 Owtrhro¢s Elr•*W A•ThboneTr￿rt C35h ￿ande 11296 ExpEr&iw*•ibDr&315tth42 l¥tSw2021 5w¥2L L4.749 AenT5lle8al Trw5 Insur• str￿1{￿￿rt￿Id5Wp￿11If¢￿UKl￿OttI ar4 senKie5 Phon .*9 ertN JWv&A￿Gfft￿dc￿lM 5ubnrtttJ•rQte¢e￿d1ll Sept I CD515 PostasE 19.444 456 Exp2nse5 non refufKMyt 455 3.6¥2 ot￿r51n¢1￿r B¢nn*il T¢ToI e￿pend￿￿*aTts￿￿r 45222 ￿N￿Extr4 Fu￿)￿1))21.2I1•￿￿W21 FIIIALYGNEO ReWNer￿OfyELr1Dll 12 Reserves for liabilities Reserves for liabilities due within 12 months Fund designation Aug-21 NRA and NASSIT Eleanor Rathbone Trust 166 Laboratory fund5 Literacy Kheme budget restricted fund (Methodist Women of GBI Solar Lights Didymus restricted fund 160 Breakfast Oct 21 to Aug 2022 293 Funds for building repairs lallowances from oreviuos woork allowances amalgamated) Roof fund 778 650 Toilets 200 Total liabilitie5 at August 2021 3,247 Denotes a restricted fund K.'IO-Extra Mile Nov 2022 onwardslAcct summaries May 2022 onwardsI5- Au8 2022I5a Examined Final Acct 202 1.22IAug 2022 12 month accts FINAL SIGNED Rev IK) end of year 2021_22