2024-12-31-accounts - Swim England East Region

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Swim England East Region (A company limited by guarantee with charitable status)

Directors’ and Trustees’ Report and Financial Statements For the year ended 31[st] December 2024 Company number 12931432 Charity number 1193136

Swim England East Region Company Number 12931432 a company limited by guarantee with charitable status Charity Number 1193136. Directors’ and Trustees’ Report and Financial Statements for the year ended 31[st] December 2024

Financial Statements for the year ended 31[st] December 2024

Contents
Report of the Trustees for the year ended 31stDecember 2024	3
Independent Examiners report for the year ended 31stDecember 2024	10
Statement of Financial Activities (including Income & Expenditure Account) for the year
ended 31stDecember 2024	11
Balance Sheet as at 31stDecember 2024	12
Notes to the Financial Statements for the year ended 31stDecember 2024	14

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Report of the Trustees for the year ended 31[st] December 2024

The Board presents its report and financial statements for the year ended 31[st] December 2024.

1. Introduction

The Trustees, who are also the Directors of the Company, present their report and the financial statements of the Company for the year ended 31st December 2024. The Trustees have adopted the provisions of the Statement of Recommended Practice (SORP) “Accounting and Reporting by Charities” (FRS102) in preparing the annual report and financial statements of the Charity.

The financial statements have been prepared in accordance with the accounting policies set out in notes to the accounts and comply with the Charity’s governing document, the Charities Act 2011, the Companies Act 2006, the Memorandum and Articles of Association, and the Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland published in October 2019.

2. Reference and administrative information

Charity Name: Swim England East Region Charity registration number: 1193136 Company registration number: 12931432 Registered Office: Pavilion 3 SportPark 3 Oakwood Drive Loughborough University Loughborough LE11 3QF

Board and Charity Trustees: Ian Mackenzie Interim Chairman Appointed 6[th] October 2020 Keith Belton Finance Director Appointed 6[th] October 2020 Tom Baster Director Appointed 13[th] August 2024 Sheila Mackenzie Director Appointed 13[th] August 2024 Geraldine Metcalf Director Appointed 13[th] August 2024 Stewart Murray Director Appointed 13[th] August 2024 Helen Stephens Director Appointed 11[th] October 2022 Ian Cotton Chairman Retired 24[th] April 2024 Yvonne Stead Director Resigned 20[th] June 2024 Independent Examiner: Stephenson Smart (East Anglia) Limited East Coast House, Galahad Road, Beacon Park, Gorleston, Great Yarmouth, Norfolk, NR31 7RU

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2. Reference and administrative information (continued)

Bankers

The Co-operative Bank p.l.c. P.O. Box 250 Delf House Skelmersdale WN8 6WT.

National Westminster Bank plc 21 Gentleman’s Walk Norwich NR2 1NA

3. Structure, governance and management

The Charity, which is a Company limited by guarantee, was registered on 6[th] October 2020 in England and Wales and received charitable status on 18[th] January 2021.

The Board of Trustees have overall responsibility for the direction, management and control of the Charity. The Trustees are:

Ian Mackenzie, Interim Chairman

Keith Belton, Finance Director

Tom Baster, Member Elected Director

Sheila Mackenzie, Member Elected Director

Geraldine Metcalf, Member Elected Director

Stewart Murray, Member Elected Director

Helen Stephens, Member Elected Director

4. Our aims and objectives

As one of eight regions of the National Governing Body of the aquatic sports of swimming, open water swimming, diving, high diving, artistic swimming and water polo, the Charity is the regional governing body for those sports in the East Region. The area of benefit comprises the counties of Bedfordshire, Cambridgeshire, Hertfordshire, Norfolk, Suffolk, and Essex (excluding the Greater London Boroughs of Barking and Dagenham, Havering, Newham, Redbridge and Waltham Forest).

In furthering the aims of the Charity, the Trustees have considered the Charity Commission’s guidance on public benefit.

The objects of the Charity are for the benefit of the public in relation to aquatic sports:

To promote community participation in swimming, open water swimming, diving, artistic swimming and water polo
To advance physical education through the medium of swimming, open water swimming, diving, high diving, artistic swimming and water polo;

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To relieve people with physical, sensory and mental disabilities by encouraging and facilitating participation in sporting activities, sporting programmes and assisting in the provision of training, facilities and equipment particularly in relation to swimming, open water swimming, diving, artistic swimming and water polo;
To advance health and the saving of lives by the provision of teaching and training in water safety and swimming instruction; and
To advance any other purpose that is charitable in accordance with the laws of England and Wales in association with swimming, open water swimming, diving, high diving, artistic swimming, water polo and other aquatic activities.

5. Ensuring our work delivers our aims

We review our aims, objectives and activities each year. This review looks at what we achieved and the outcomes of our work in the previous 12 months. The review looks at the success of each key activity and the benefits they have brought to those groups of people we are set up to help. The review also helps us ensure that our aims, objectives and activities remained focused on our stated purposes. We have referred to the guidance contained in the Charity Commission’s general guidance on public benefit when reviewing our aim and objectives and in planning our future activities. In particular, the Trustees consider how planned activities will contribute to the aims and objectives they have set.

During 2024, the Charity continued to deliver all competitions across the disciplines and increased the number of development programmes being offered. We also continued to deliver key workshops and courses for volunteers.

6. The focus of our work

The club membership has dropped slightly in 2024. The drop in membership is again down to a reduction in ‘Train’ members where clubs with swim lesson programmes have set these up as swim schools which do not require participants to be registered members of Swim England to take part in the activity at the swim school. There has been an increase in ‘Compete’ and ‘Support’ members suggesting an underlying growth in club membership.

The Charity has continued to deliver online courses for volunteers – these have included Team Manager courses, Safeguarding courses, and Time to Listen courses for Welfare Officers. In addition, the region has supported specific role workshops run by Swim England – these have included sessions for Chairs, Secretaries, and Welfare Officers.

The support for clubs has continued to ensure that they maintain their Club Affiliation with Swim England. This has particularly been focussed on their governance through support with their constitution by the staff and Regional Membership Officer. This has helped the region to ensure that we maintain a safe, sustainable and high-quality network of clubs.

The Charity has continued with an Athlete Bursary scheme to support athletes from the region with costs when being selected for national programmes across all the disciplines. This has proved successful although the take-up has remained relatively low. We extended the scheme in 2024 to include Coaches which was well received.

More details of our work throughout 2024 can be found on our website both in our ‘News’ section and in the minutes of the meetings of the Board of Directors and the various Leadership Groups.

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The Board with the support of a working group achieved the Regional Governance Code put in place by Swim England based on the Sport England Governance Code.

7. Volunteers

Volunteers remain an integral part of the Charity, particularly in supporting the competitions and events run throughout the region.

The support and ongoing dedication of volunteers within the region is amazing to see and ensures that the Charity’s activities continue to be a success. However, the challenge remains on how we get more new volunteers involved and succession planning is going to be important.

We have used our website and social media platforms as well as monthly newsletters to keep our volunteers informed and engaged.

8. How our activities deliver public benefit

The benefits of swimming continue to grow through research and new initiatives linked to the health and wellbeing benefit of the sport and recreational activity.

The region continues to positively promote aquatics to the whole community, support clubs with their current and future members, and work to ensure that the facilities used by clubs and the whole community remain fit for purpose.

9. Who used and benefited from our services?

Our services remain being used by our members, by our member clubs and the volunteers who run these clubs and by the communities in East Region. The region needs to continue to deliver activity that support all existing members while giving opportunities to new members and future generations of athletes, so that the sport remains beneficial.

10. Finance review

The principal funding sources for the Charity are affiliation fees paid by members of aquatic clubs in the region and fees paid by participants in competitions and development events run by the region.

Net income increased this year principally due to the successful running of the Swim England Diving National Skills Finals 2024 which we expect to repeat in 2025. The Board closely monitors income and expenditure to maintain financial stability.

Most meetings remain virtual and so travel expenses have remained low.

The overall financial position of the Charity remains strong and so there are opportunities for increased development work in 2025 to further develop the role it plays in the aquatic disciplines across the region.

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11. Investment Policy

Aside from retaining a prudent amount in reserves each year most of the Charity’s funds are to be spent in the short term so there are few funds for long term investment.

Having considered the options available, the Board is concerned to ensure effective management of surplus cash balances. For this reason, the Company aims to minimise its exposure to individual banks by using a number of high street banks with separate banking licences. The Directors decide on the opening and closing of bank accounts and approve the list of signatories. To facilitate payments for online and telephone purchases and bookings, and to avoid the need for the use of personal accounts, debit cards have been issued to key officers and staff.

Although the Company aims to keep the amount held by a bank within the limit of the deposit protection scheme, the reality is that accounts suitable for charitable organisations such as ours, are hard to find.

12. Reserves Policy

The Board has reviewed its Reserves Policy and agreed that the Company will aim to have cash reserves to enable it to pay for staff and essential running costs for a year in the event that there is no affiliation or other income.

13. Plans for future years

The Board has agreed operational plans and supporting budgets for 2025. Discipline Leadership Groups are invited to submit any proposed changes to the plans to the monthly Board meetings, so that these can be considered in the light of current financial predictions.

It remains important that the Board in conjunction with the staff and Discipline Managers continue to look at ways we can further invest in the sport to increase the membership and opportunities for development.

14. Structure, governance and management

Governing document

The organisation is a charitable company limited by guarantee, incorporated on 6[th] October 2020 and registered as a charity on 18[th] January 2021. The Company was established under a Memorandum of Association which established the objects and powers of the charitable company and is governed under its Articles of Association. In the event of the Company being wound up members are required to contribute an amount not exceeding £1.

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Recruitment and appointment of Board

The Directors of the Company are also charity trustees for the purposes of charity law and under the Company’s Articles are known as members of the Board. One third of the Directors retire each year and are eligible for re-election at the next Annual General Meeting within the limits set out in the Memorandum and Articles of Association.

All members of the Board give their time voluntarily and received no benefits from the Charity.

Any expenses reclaimed from the Charity are set out in note 8 to the accounts.

Risk management

A review of the risk register is a standing item for each Board meeting so that risks can be reviewed and is updated at least annually. Where appropriate, systems or procedures have been established to mitigate the risks the Charity faces. Internal control risks are minimised by the implementation of finance policies covering such things as authorisation of all transactions and projects. Procedures are in place to ensure compliance with health and safety of staff, volunteers and participation in activities run by the region.

Organisational structure

Swim England East Region has a Board of Directors, which is held to account by a Members’ Forum. The Members’ Forum is elected annually by the county associations, with the number of Members for each county determined by the size of its membership at the end of the previous year.

The Board is scrutinised by an Audit, Risk and Probity Committee which also monitors the management of risk. The management of the sport is overseen by a Regional Operations Committee, with the day-to-day management of clubs, development and competitions the responsibility of a structure of Leadership Groups. A Regional Swimming Coaches Forum is part of a national structure to aid communication, planning and development.

A County Forum ensures that there is two-way communication between the region and its six county associations.

The day-to-day responsibility for overseeing the delivery of agreed operational plans rests with the Regional Manager, who attends Board meetings and meetings of other groups including the Regional Operations Committee. The Regional Manager manages the three other members of the staff team, ensuring that the team operates in line with Swim England East Region policies and Swim England HR Policies, and that the team continues to develop their skills and working practices in line with good practice. A new Regional Manager joined the team in May 2024 with a clear directive to oversee the region and support the current three members of staff.

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Related parties

As the middle tier of a three-tiered governance structure, the Charity works in partnership with the national governing body Swim England and the county swimming associations of Bedfordshire, Cambridgeshire, Essex, Hertfordshire, Norfolk and Suffolk in the delivery of its aims and objectives.

15. Going concern

Having considered both the nature of the Charity’s assets and liabilities and its principal risks and uncertainties, in particular the ongoing impact of increases in the cost of living, the Board believes that for the foreseeable future adequate resources will be available to the Charity.

The financial statements have, therefore, been prepared on the going concern basis, which assumes that there are adequate resources to continue trading for the foreseeable future.

16. Small companies exemption

This report has been prepared in accordance with the special provisions of Part 15 of the Companies Act 2006 relating to small companies.

This report was approved by the Board of Trustees on 11[th] March 2025 and signed on its behalf by

Ian Mackenzie Interim Chairman

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Page 10

Swim England East Region Company Number 12931432 a company limited by guarantee with charitable status Charity Number 1193136. Directors’ and Trustees’ Report and Financial Statements for the year ended 31[st] December 2024

Statement of Financial Activities (including Income & Expenditure Account) for the year ended 31[st] December 2024

Note
Income and endowments from:
Charitable activities
2
Other trading activities
Investments
3
Other
4
Total income and endowments
Expenditure on:
Raising funds
Charitable activities
5
Governance costs
6
Other
Total expenditure
Net gains / (losses) on investments
Net income / (expenditure)
Transfers between funds
Other recognised gains / (losses):
Other gains / (losses)
Net movement in funds
Reconciliation of funds:
Total funds brought forward
Total funds carried forward

2024
2023
Unrestricted
funds
Total
Total
£
£
£
306,376
306,376
271,299
244
244
1,055
3,248
3,248
2,559
0
0
0
309,868
309,868
274,913
301
301
1,033
156,697
156,697
152,786
141,038
141,038
119,236
- - -
298,036
298,036
273,055
- - -
11,832
11,832
1,858
- - -
- - -
11,832
11,832
1,858
393,933
393,933
392,075
405,765
405,765
393,933

All income and expenditure derive from continuing activities.

The statement of financial activities includes all gains and losses recognised during the year.

The Charity has no Restricted or Endowment Funds

The annexed notes form part of these financial statements.

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Balance Sheet as at 31[st] December 2024

Fixed assets Note Tangible assets 10 Current assets Stocks 11 Debtors 12 Cash at bank and in hand Creditors: amounts falling due within one year 13 Net current assets Total assets less current liabilities Creditors: amounts falling due after more than one year Provisions for liabilities Net assets Charity funds Unrestricted funds 14 Total charity funds 14	2024 2023 £ £ 2,811 812	2024 2023 £ £ 2,811 812	2024 2023 £ £ 2,811 812
		2,811 6,234 5,640 393,694	812 8,979 7,406 379,287
		405,568 2,614	395,672 2,551
		402,954	393,121
		405,765 0 0	393,933 0 0
		405,765 405,765	393,933 393,933
		405,765	393,933

The annexed notes form part of these financial statements.

The Company is entitled to exemption from an audit under Section 477 of the Companies Act 2006 for the year ended 31[st] December 2024.

The members have not required the Company to obtain an audit of its financial statements for the year ended 31[st] December 2024 in accordance with Section 476 of the Companies Act 2006.

The Directors acknowledge their responsibilities for:

a) Ensuring that the Company keeps accounting records which comply with Sections 386 and 387 of the Companies Act 2006 and
b) Preparing financial statements which give a true and fair view of the state of affairs of the company as at the end of the financial year and its surplus or deficit for each financial year in accordance with the requirements of the Companies Act 2006 relating to financial statements so far as applicable to the Company.

The financial statements have been prepared in accordance with the special provisions of Part 15 of the Companies Act 2006 relating to small companies.

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Swim England East Region Company Number 12931432 a company limited by guarantee with charitable status Charity Number 1193136. Directors’ and Trustees’ Report and Financial Statements for the year ended 31[st] December 2024

Balance Sheet as at 31[st] December 2024 (continued)

These financial statements were approved by the Board of Trustees and authorised for issue on 11[th] March 2025, and are signed on behalf of the Board by

The annexed notes form part of these financial statements

Ian Mackenzie Interim Chairman

Page 13

Notes to the Financial Statements for the year ended 31[st] December 2024

The principal accounting policies are summarised below. The accounting policies have been applied consistently throughout the year and in the preceding year.

1. Basis of accounting

The Charity constitutes a public benefit entity as defined by FRS102. The financial statements have been prepared in accordance with Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland issued October 2019, the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS102), the Charities Act 2011, the Companies Act 2006 and UK Generally Accepted Accounting Practice.

The financial statements are prepared on a going concern basis under the historical cost convention.

The financial statements are presented in sterling which is the functional currency of the Charity and rounded to the nearest pound.

Fund accounting

Unrestricted funds are available for use at the discretion of the Trustees in furtherance of the general objectives of the Charity.

Restricted funds are subjected to restrictions on their expenditure imposed by the donor or through the terms of an agreement with the source.

Income

All income is recognised once the Charity has entitlement to income, it is probable that income will be received and the amount of income receivable can be measured reliably.

Resources expended

Expenditure is recognised on an accrual basis as a liability is incurred.

Fixed assets

Fixed assets (excluding investments) are stated at cost less accumulated depreciation. The costs of minor additions or those costing below £1,000 are not capitalised. Depreciation is on a straight-line basis over the estimated useful life. This has been taken to be 5 years for office, technical swimming and promotional equipment. Furniture has been depreciated over 10 years. IT purchases are over three years and for the backstroke ledges purchased for Swimming and the sound system for Artistic Swimming it is over 10 years.

Assets donated from ASA East Region, an unincorporated entity, which traded as Swim England East Region have been included with a cost equal to their net book value at 31[st] December 2020. These assets are depreciated on a straight-line basis over the remaining useful life of the assets (one – five years).

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Notes to the Financial Statements for the year ended 31[st] December 2024 (continued)

Stock

Stock is valued at the purchase cost of the items concerned.

Tax

The Charity is an exempt charity within the meaning of schedule 3 of the Charities Act 2011 and is considered to pass the tests set out in Paragraph 1 Schedule 6 Finance Act 2010 and therefore it meets the definition of a charitable company for UK corporation tax purposes.

The Charity is not registered for VAT.

2. Income from charitable activities

Membership income Events	2024 2023 £ £ 107,815 107,979 198,561 163,320
	306,367 271,299

All income from charitable activities was attributable to unrestricted funds.

3. Income from investments

	2024	2023
	£	£
Interest - deposits	3,248	2,559
	3,248	2,559
ll income from investments was attributable to unrestricted funds.
. Other income
	2024	2023
	£	£
Other	-	-
	-	-

All income from investments was attributable to unrestricted funds.

4. Other income

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Notes to the Financial Statements for the year ended 31[st] December 2024 (continued)

5. Analysis of expenditure on charitable activities

Charitable activities 2024 Artistic Swimming Bursaries and Grants Club Leadership Disability Swimming Diving Masters Swimming Open Water Swimming Swimming Swimming Officials Water Polo	Activities undertaken directly Grant funding of activities Support costs Total Total 2024 2024 2024 2024 2023 £ £ £ £ £ 10,302 - - 10,302 8,003 9,814 - - 9,814 3,025 1,825 - - 1,825 870 1,646 - - 1,646 3,005 10,947 - - 10,947 4,931 3,830 - - 3,830 4,641 17,212 - - 17,212 15,761 94,228 - - 94,228 103,024 914 - - 914 934 5978 - - 5978 8,592
	156,696 - - 156,696 152,786

The significant increase in expenditure on Diving is because the Region hosted the National Skills Final in 2024 and we expect to do so again in 2025. The reduction in expenditure on Swimming is mainly because in 2023 we received an invoice relating to 2022 pool hire of around £9k several months late meaning it was paid in 2023 rather than 2022.

6. Governance costs

Trustee remuneration 8 Trustee expenses 8 Managing the region Independent Examiner’s remuneration 7 Other	2024 2023 £ £ - - - - 138,513 116,321 2,520 2,400 5 515
	141,038 119,236

7. Independent Examiner’s remuneration

The independent Examiner’s remuneration amounts to an independent examination fee of £2,520

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Notes to the Financial Statements for the year ended 31[st] December 2024 (continued)

8. Trustees' and key management personnel remuneration and expenses

The Trustees neither received nor waived any remuneration during the year. The Articles of Association do not permit the remuneration of any Trustee.

Trustees are entitled to be reimbursed reasonable expenses properly incurred when acting on behalf of the Charity. Expenses amounting to £2,667 (2023 £2,718) were reimbursed to the Trustees. The reimbursement was in relation volunteering at events run by the region or attending events on behalf of the region and was on the same basis as all other volunteers.

9. Staff costs and employee benefits

The average monthly number of employees and full time equivalent (FTE) during the period was 4.

Paid staff are jointly employed with Swim England who provide HR services such as payment of salaries, national insurance, pensions, PAYE etc on behalf of the Charity. The Charity is invoiced for the cost of its staff

Staff costs were as follows:

Staff costs were as follows:
	2024	2023
	£	£
Salaries and wages	107,744	89,483
Social security costs	10,567	8,340
Pension contributions	7,416	5,970
	125,727	103,793

The 2023 figure above includes a total of £2,191 in bonuses paid to staff for additional responsibilities in the absence of a Regional Manager. No payments were made in 2024.

No member of staff received salary and benefits of more than £60,000

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Notes to the Financial Statements for the year ended 31[st] December 2024 (continued)

10. Tangible fixed assets

Mobile telephones £ Cost At 1stJanuary 2024 1,531 Additions - Disposals - At 31stDecember 2024 1,531 Depreciation At 1stJanuary 2024 1,531 Disposals - Charge for the year - At 31stDecember 2024 1,531 Net book value 31stDecember 2024 - Net book value 31stDecember 2023 - 11. Stocks Finished goods All stock is held is for use or sale at events. 12. Debtors Prepayments and accrued income	Mobile telephones £ Cost At 1stJanuary 2024 1,531 Additions - Disposals - At 31stDecember 2024 1,531 Depreciation At 1stJanuary 2024 1,531 Disposals - Charge for the year - At 31stDecember 2024 1,531 Net book value 31stDecember 2024 - Net book value 31stDecember 2023 - 11. Stocks Finished goods All stock is held is for use or sale at events. 12. Debtors Prepayments and accrued income	Mobile telephones £ Cost At 1stJanuary 2024 1,531 Additions - Disposals - At 31stDecember 2024 1,531 Depreciation At 1stJanuary 2024 1,531 Disposals - Charge for the year - At 31stDecember 2024 1,531 Net book value 31stDecember 2024 - Net book value 31stDecember 2023 - 11. Stocks Finished goods All stock is held is for use or sale at events. 12. Debtors Prepayments and accrued income	Event Furniture equipment £ £ 3,891 25 2,795 - - - 6,686 25 3,089 15 - - 791 5 3,880 20 2,806 5 802 10 2024 £ 6,234	Event Furniture equipment £ £ 3,891 25 2,795 - - - 6,686 25 3,089 15 - - 791 5 3,880 20 2,806 5 802 10 2024 £ 6,234	Total £ 5,447 2,795 - 8,242 4,635 - 796 5,431 2,811 812 2023 £ 8,979
				6,234	8,979
				2024 £ 5,640	2023 £ 7,406
				5,640	7,406

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Notes to the Financial Statements for the year ended 31[st] December 2024 (continued)

13. Creditors: amounts falling due within one year

					2024	2023
					£	£
Accruals					2,614	2,551
					2,614	2,551
4. Fund reconciliation
	Balance at	Income	Expenditure	Transfers	Gains /	Balance at
	31/12/2023				(losses)	31/12/2024
	£	£	£	£	£	£
Unrestricted funds	393.933	309,868	298,036	-	-	405,765
	393.933	309,868	298,036	-	-	405,765
	Balance at	Income	Expenditure	Transfers	Gains /	Balance at
	31/12/2022				(losses)	31/12/2023
	£	£	£	£	£	£
Unrestricted funds	392,075	274,913	273,055	-	-	393,933
	392,075	274,913	273,055	-	-	393.933

14. Fund reconciliation

15. Related party transactions

There are no related party transactions during the period.

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