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2023-03-31-accounts

Charity registration number: 1193224

FREE SHOP CRAWLEY

ANNUAL REPORT AND UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2023

1

FREE SHOP CRAWLEY

LEGAL AND ADMINISTRATIVE INFORMATION

Trustees:

K Godson- Chair K Breckell A J Wright S Johnson D R Walker

(Appointed 17 November 2022) (Appointed 20 January 2021) (Appointed 25 March 2021) (Appointed 10 October 2022) (Appointed 12 January 2023)

Charity number 1193224 Principal address 120 Wakehurst Drive Southgate Crawley West Sussex RHI0 6BZ

Debbie Tuesley Independent examiner DDA Accountancy Ltd 54 Valebridge Road Burgess Hill West Sussex RH15 0QY

2

FREE SHOP CRAWLEY

CONTENTS

Page
Trustees report 4-6
Independent examiner's report 7
Statement of financial activities 8
Balance sheet 9
Notes to the financial statements 10-17

3

FREE SHOP CRAWLEY

TRUSTEES REPORT FOR THE PERIOD ENDED 31ST MARCH 2023

The trustees present their annual report and financial statements for the year ended 31 March 2023.

The accounts have been prepared in accordance with the accounting policies set out in note I to the accounts and comply with the charity's Foundation constitution, the Charities Act 2011 and the Statement of Recommended Practice, "Accounting and Reporting by Charities", issued in March 2005

Objectives and activities

The object of the charity is ‘the relief of poverty and financial hardship amongst the people of Crawley and the surrounding area in such a way as the trustees think fit and is deemed necessary, primarily but not exclusively, by providing food, essential toiletries, clothing and household items to individuals and families in need’.

Free Shop Crawley provides a choice of fresh fruit & vegetables, toiletries, baby clothes and other essentials free of charge to struggling families in Crawley and the surrounding area who are referred to Free Shop by an outside agency for example; the local council, home start, school, college or contact us direct. Customers may self-refer if for example they do not have contact with outside agencies or if they do not meet the agencies criteria. No one is turned away.

Crawley Free Shop works with staff, volunteers, local partners and agencies to reduce the financial and social inequality faced by customers. By offering a variety of support they aim to help people become self-sufficient. Crawley Free Shop strives to reduce social and financial inequality for their customers.

The charity was started on 7th November 2020 by four mums in response to the need arising as a consequence of COVID. Rather than receive a generic parcel from a food bank, the founders wished to open a shop where people in need could retain their dignity by choosing the items that they needed to suit their family situation. Since then, the range of activities offered by Free Shop Crawley has expanded to meet the further needs of its customers. As well as providing for their immediate physical needs, Free Shop Crawley now aims to give support and advice on matters of finance and wellbeing. Activities are run at the Free Shop Crawley premises that provide this support as well as fostering a sense of belonging and community. Customers are treated as individuals with their needs identified and the relevant support given where possible. New courses and activities are developed as the needs of the customers change or if a need is currently unmet. Free Shop Crawley work with a range of community organisations to ensure customer needs are met by those best qualified to give support.

It is confirmed that the trustees have regard to the guidance issued by the Charity Commission on public benefit.

The trustees have paid due regard to guidance issued by the Charity Commission in deciding what activities the charity should undertake.

Achievements and performance

The charity opened the shop in an unused section of business premises operated by the family of one of the friends for 2 hours on Sundays. Due to both demand and requirements of the family business the shop moved temporarily to a local Community Centre again for 2 hours on Sundays. In March 2021 premises were provided on a 12 month lease by Crawley Borough Council. Having permanent premises enabled this to become a permanent shop site which now operates 5 days per week for 4 hours per day. The shop operates a booking system, initially to comply with COVID, but now running to ensure that all customers receive both a professional and personal service from staff and volunteers. Booking slots have historically been oversubscribed and this continues to be the case as the need for support has risen over the last year. This increase in customers brings increased and varied need and as a result Crawley Free Shop has expanded its offer.

4

In furtherance of the objects, in particular the public benefit, the charity now provides the following services:

~ A free shop containing all of the above essential items available to the people of Crawley and surrounding area, who are referred by an agency, school or local authority as being in need due to poverty or financial hardship, and including people who self-refer.

~ Essential bags of groceries for those who are in immediate need and are not yet registered with Crawley Free Shop. The essential bags are still tailored to an individual’s requirements to ensure they are treated with dignity, their needs are met and there is no waste.

~ Home delivery of groceries for those who are physically unable to visit the shop, for example those with medical conditions or undergoing medical treatments. It is preferred that customers visit the shop as any other needs can be discussed and met and there is the opportunity for important social interaction but the charity is aware that this is not always an option for everyone.

~A school uniform shop was opened during the summer holidays with donated school uniforms offered to families. ~ Form filling clinics are run to help customers understand and complete forms around areas such as employment, housing and benefits. With local partners such as CAP Money, advice is given on budgeting and debt management. ~ There is support for those wishing to return to work with help given with CV writing, interview techniques and the provision of suitable clothing for job interviews. Volunteering opportunities with Free Shop helps people to develop their own skills and increase their readiness for paid employment.

~ Funded and supported by Crawley Borough Council, Crawley Free Shop offered a twice weekly Warm Hub for customers, providing warmth, hot drinks and snacks, lunch and social interaction for those unable to afford to heat their own homes. This ran from January 2023 – April 2023.

~ Energy workshops to help customers understand their bills, deal with energy debt and find ways to be more energy efficient

~ Coffee mornings are run on a bi weekly basis. Hot drinks and homemade cakes are available free of charge, with orders being taken at the tables and served to the customers. Customers are made to feel welcome, part of the Free Shop community and are treated with dignity. Staff and volunteers from Crawley Free Shop’s community partners are on hand during the morning to help with any issues that customers may be having. This means that problems can be dealt with quickly and customers can be signposted to relevant organisations. There are activities to keep the children entertained and guest speakers providing information

~ Festive events for occasions such as Mothers’ Day, Easter and Christmas.

~ In association with LPK Learning, a local alternative learning provider, Crawley Free Shop offers a six week CLANGERS wellbeing course exploring simple activities to improve mental and physical wellbeing.

~ With funding from Comic Relief support and assistance has been given to women and families fleeing domestic violence. This support includes supplying groceries, clothing, household equipment and items of furniture as well as accessing the other advice and support offerings from Crawley Free Shop.

~ A volunteer training course has been developed with the first course being delivered in February 2023. As Crawley Free Shop is staffed by an increasing volunteer base, there was a need for a properly structured course to help support the volunteers and ensure that the customers experience a professional and good quality standard of service. The three week course covers the values and aims of Crawley Free Shop, how to carry out the duties of the service and information around safeguarding. Volunteers play a huge part in the success of Free Shop and it was deemed vital that they were equipped with the skills to work positively with the customers and to make the most of their volunteering experience. .

~ The volunteer handbook has also been updated to ensure that volunteers have the most up to date and comprehensive information.

~ A new website and logo were launched at the beginning of the year.

Future actions

~ As the number of customers increases and Crawley Free Shop increases its offer of support and activities, there is a recognised need to put in more robust and efficient systems in place. New systems for finance, bookings, reporting and safeguarding will be developed and implemented.

~ Future development needs have been recognised which will require regular, reliable and secure funding. Job roles will need to be formalised. Crawley Free Shop offers will also need to be formalised to ensure that customers’ needs are adequately met in a timely and organised manner.

~ Provision of hampers at Christmas containing seasonal meals plus toys etc for children.

~ Mental health support for our customers in order to help them move on from financial hardship

The beneficiaries each have the opportunity to avail themselves of any of the services available subject to complying with criteria to enable the charity to confirm that the individual qualifies for assistance under Charity Commission guidelines. This includes 3 month and 6 month reviews of the individual circumstances. The aim of the charity is to equip people so that they no longer have to rely upon the charity's services. This benefits both themselves and the wider community as the people are able to add back to society productively.

5

Financial review

During the year the charity had net incoming resources of £40,871 as shown on the statement of financial activities on page 8 of the accounts. All of the charity's assets are held for the furtherance of the charity's objectives.

Holding reserves is essential to smooth out the peaks and troughs of income associated with funding streams, and enables wages to be paid on time. Having reserves also enables Free Shop to react quickly to increased beneficiary needs and to take advantage of new opportunities as they arise without the delay of waiting for the next funding rounds.

The CEO and Trustees closely monitor the budgets on a monthly basis to ensure that any potential shortfall in income is noted well in advance in order for other funding to be sourced. Where this is not possible a prudent level of reserves has been calculated as £15,000 This figure would enable the business to continue to operate at current levels in the short term with a long-term aim to either reduce delivery or generate funding from other areas. Reserves are maintained at or above this baseline level. This figure is not static and will be formally reviewed as part of the monthly budgeting process and Risk Management Policy strategy.

Structure, governance and management

The charity is a Charitable Incorporated Organisation governed by a Constitution with 5 trustees and 2 members who are engaged by the trustees as the management of the charity. Trustees are selected in accordance with the relevant clauses of the constitution.

The trustees who served during the year and up to the date of signature of the financial statements were:

K Breckell Appointed 20 January 2021 N Davison Appointed 25 March 2021 and resigned January 2023 A J Wright Appointed 25 March 2021 B O'Kane Appointed 19 March 2021 and resigned January 2023 L Johnson Appointed 11 February 2021 & resigned 10 October 2022 K Godson Appointed 17 November 2022 D R Walker Appointed 12 January 2023 S. Johnson Appointed 10 October 2022

The trustees report was approved by Board of Trustees

…............................................

K Breckell

Date: …...........................

6

FREE SHOP CRAWLEY

INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF FREE SHOP CRAWLEY

I report to the trustees on my examination of the financial statements of Free Shop Crawley (the Charitable Incorporated Organisation) for the year ended 31 March 2023

Responsibilities and basis of report

As the trustees of the Charitable Incorporated Organisation charity you are responsible for the preparation of the financial statements in accordance with the requirements of the Charities Act 2011 (the 2011 Act).

I report in respect of my examination of the Charitable Incorporated Organisation' charitys financial statements carried out under section 145 of the 2011 Act. In carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.

Independent examiner's statement

Your attention is drawn to the fact that the charity has prepared financial statements in accordance with Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS102) in preference to the Accounting and Reporting by Charities; Statement of Recommended Practice issued on I April 2005 which is referred to in the extant regulations but has now been withdrawn.

I understand that this has been done in order for financial statements to provide a true and fair view in accordance with Generally Accepted Accounting Practice effective for reporting periods beginning on or after I January 2015.

I have completed my examination. I confirm that no matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

  1. Accounting records were not kept in respect of the Charitable Incorporated Organisation as required by section 130 of the 2011 Act; or

  2. The financial statements do not accord with those records; or

  3. The financial statements do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a true and fair view which is not a matter considered as part of an independent examination.

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the financial statements to be reached.

Debbie Tuesley FCA BSc (Hon) DDA Accountancy Limited 54 Valebridge Road Burgess Hill West Sussex RH15 0QY

Date:

7

FREE SHOP CRAWLEY

STATEMENT OF FINANCIAL ACTIVITIES INCLUDING INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31 MARCH 2023

Unrestricted Restricted Total Total
Notes Funds Funds
2023 2023 2023 2022
£ £ £ £
Income from:
Donations,Grants & legacies Charitable 3 69,283 79,079 148,362 106,615
Activities 4 1,836 - 1,836 4,077
Total income 71,119 79,079 150,198 110,692
Expenditure on:
Charitable activities 5 77,086 32,241 109,327 71,222
Net income/ (expense)for theyear (5,967) 46,838 40,871 39,470
Fund balances as at 31 March 2022 32,866 6,604 39,470
Fund balances as at 31 March 2023 26,899 53,442 80,341

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

All income and expenditure is derive from continuing activities

8

FREE SHOP CRAWLEY

BALANCE SHEET AS AT 31 MARCH 2023

BALANCE SHEET
AS AT 31 MARCH 2023
Unrestricted Restricted Total Total
Funds Funds 2023 2022
Notes £ £ £ £
Fixed assets
Tangible assets 8 1,061 258 1,319 750
Current assets
Debtors & prepayments 9 1,926 26,145 28,071 494
Cash at bank and in hand 25,830 30,523 56,353 42,237
Total Current Assets 27,756 56,668 84,424 42,731
Creditors: amounts falling due within one year 10 1,918 3,486 5,402 4,011
NET CURRENT ASSETS 13 25,838 53,184 79,022 38,720
TOTAL ASSETS less current liabilities 26,899 53,442 80,341 39,470
Funds of the Charity
General funds 9,899 - 9,899 32,866
Designated funds 12 17,000 - 17,000 -
Restricted funds 53,442 53,442 6,604
Total funds 13 26,899 53,442 80,341 39,470

The financial statements were approved by the Trustees on…........................

K Breckell Trustee

9

FREE SHOP CRAWLEY

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2023

Accounting policies

1. Charity information

Free Shop Crawley is a Charitable Incorporated Organisation

1.1 Accounting convention

The financial statements have been prepared in accordance with the Charitable Incorporated Organisation's Foundation Constitution, the Charities Act 2011 and "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 (FRS 102) (effective I January 2019)".The charity is a Public Benefit Entity as defined by FRS 102

The Charitable Incorporated Organisation has taken advantage of the provisions in the SORP for charities applying FRS 102 Update Bulletin I not to prepare a Statement of Cash Flows.

The financial statements are prepared in sterling, which is the functional currency of the Charitable Incorporated Organisation charity. Monetary amounts in these financial statements are rounded to the nearest Pound

The financial statements have been prepared under the historical cost convention. The principal accounting policies adopted are set out below.

1.2 Going concern

At the time of approving the financial statements, the trustees have a reasonable expectation that the Charitable Incorporated Organisation has adequate resources to continue in operational existence for the foreseeable future. Thus the Trustees continue to adopt the going concern basis of accounting in preparing the financial statements.

1.3 Charitable funds

Unrestricted funds are available for use at the discretion of the Trustees in furtherance of their charitable objective.

Restricted funds are subject to specific conditions by donors as to how they may be used. The purposes and uses of the restricted funds are set out in the notes to the financial statements.

Designated funds are unrestricted funds of the charity which the trustees have decided at their discretion to set aside to use for a specific purpose

1.4 Income

Income is recognised when the Charitable Incorporated Organisation is legally entitled to it after any performance conditions have been met, the amounts can be measured reliably, and it is probable that income will be received.

Assets for distribution are recognised only when distributed. Assets given for use by the charity are recognised when receivable. Stocks of undistributed donated goods are not valued for balance sheet purposes.

Grants received are included in the year in which the charity is entitled to the income.

10

FREE SHOP CRAWLEY

NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2023

Accounting policies (Continued)

1.5 Expenditure

Expenditure is recognised once there is a legal and constructive obligation to transfer economic benefit to a third party, it is probable that a transfer of economic benefits will be required in settlement, and the amount of the obligation can be measured reliably.

Expenditure is classified by activity. The costs of each activity are made up of the total of direct costs and shared costs, including support costs involved in undertaking each activity. Direct costs attributable to a single activity are allocated directly to that activity. Shared costs which contribute to more than one activity and support costs which are not attributable to a single activity are apportioned between those activities on a basis consistent with the use of resources. Central staff costs are allocated on the basis of time spent, and depreciation charges are allocated on the portion of the asset's use.

Expenditure is included when incurred

Charitable costs relate to the costs of the community and have been allocated directly to the functional headings as shown on the SOFA

Governance costs include costs incurred in dealing with the legal and administrative requirements of the charity and are recognised when incurred,

1.6 Tangible fixed assets

Tangible fixed assets are initially measured at cost and subsequently measured at cost or valuation, net of depreciation and any impairment losses.

Depreciation is recognised so as to write of the cost or valuation of assets less their residual values over their useful lives on the following bases:

Fixtures and fitting-3 years straight-line

IT Equipment- 3 years straight line

The gain or loss arising on the disposal of an asset is determined as the difference between the sale proceeds and the carrying value of the asset, and is recognised in the statement of financial activities.

1.7 Impairment of fixed assets

At each reporting end date, the charity reviews the carrying amounts of its tangible assets to determine whether there is any indication that those assets have suffered an impairment loss. If any such indication exists, the recoverable amount of the asset is estimated in order to determine the extent of the impairment loss (if any).

11

FREE SHOP CRAWLEY

NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31ST MARCH 2023

Accounting policies (Continued)

1.8 Cash and cash equivalents

Cash and cash equivalents include cash in hand, deposits held at call with banks, other short-term liquid investments with original maturities of three months or less, and bank overdrafts. Bank Overdrafts are shown within borrowings in current liabilities

1.9 Financial instruments

The Charitable Incorporated Organisation charity has elected to apply the provisions of Section ll Basic Financial Instruments' and Section 12 'Other Financial Instruments Issues' of FRS 102 to all of its financial instruments

Financial instruments are recognised in the charity's balance sheet when the charity becomes party to the contractual provisions of the instrument.

1.10 Employee benefits

The cost of any unused holiday entitlement is recognised in the period in which the employee's services are received.

Termination benefits are recognised immediately as an expense when the charity is demonstrably committed to terminate the employment of an employee or to provide termination benefits.

1.11 Taxation

As a charity, the organisation is not subject to Corporation Tax or any taxes on income and gains arising from its charitable activities.

2. Critical accounting estimates and judgements

In the application of the Charitable Incorporated Organisations accounting policies, the trustees are required to make judgements, estimates and assumptions about the carrying amount of assets and liabilities that are not readily apparent from other sources. The estimates and associated assumptions are based on historical experience and other factors that are considered to be relevant. Actual results may differ from these estimates.

The estimates and underlying assumptions are reviewed on an ongoing basis. Revisions to accounting estimates are recognised in the period in which the estimate is revised where the revision affects only that period, or in the period of the revision and future periods where the revision affects both current and future periods.

12

FREE SHOP CRAWLEY

NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2023

3. Donations and legacies

Donations and gifts
Grants		 Unrestricted
Restricted
Total
Total
funds
funds
2023
2023
2023
2022
£
£
£
£
64,683
64,683
44,738
4,600
79,079
83,679
61,877
-
69,283
79,079
148,362
106,615
£ £ £ £
4. Charitable activities
Activites & events 1,836 - 1,836 4,077

13

FREE SHOP CRAWLEY

NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2023

5
Charitable activities
Staff Costs
Rent
Insurance
Events - fundraising
Delivery
Telephone
General
Professional services
Office costs
Volunteer expenses
Equipment
Website / IT / software Advertising &
Marketing
Other charitable expenditure
Share of Support costs-Depreciation
Share of Governance costs-Accounting/
bookkeeping
Total		 Unrestricted
Restricted
Total
Total
2023
2023
2023
2022
£
£
£
£
30,626
10,905
41,531
16,908
4,247
5,198
9,445
6,940
268
268
242
1,781
599
2,380
816
24,559
8,793
33,352
23,678
161
197
358
230
631
631
1,284
7,764
1,411
9,175
7,091
1,500
217
1,717
1,118
792
792
343
436
189
625
4,100
4,537
241
4,778
2,536
(296)
711
415
-
3,945
76,738
28,729
105,467
69,231
348
42
390
191
-
3,470
3,470
1,800
77,086
32,241
109,327
71,222
-
-
-

Governance costs include payments to the independent examiners of £550 for the independent examination and associated work.

100% of support and governance costs are allocated to charitable activities.

14

FREE SHOP CRAWLEY

NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2023

6 Trustees

Three employees are related to trustees of the charity and earned total benefits £18,326. Permission was obtained by charity commission in June 2021.

7 Employees

The average monthly number of employees during the Period was:

Employment costs
Wages and salaries
Social security costs		 2023
Number
5
38,966
-
38,966		 2022
Number
2
2022
£
16,639
269
16,908

Key Management Personnel

The trustees deem one member of staff to be key management personnel, the total benefit received £14,593

There were no employees whose annual remuneration was more than £60,000

8. Tangible fixed assets

Cost
As at 31st March 2022
Additions 2023
As at 31 March 2023
Depreciation and impairment
As at 31st March 2022
Depreciation charged in the year
Carrying amountAs at 31st March
2023		 Office
Equipment
Fixtures &
fittings
Computers
Total
£
£
£
£
100
841
941
110
849
959
110
100
1,690
1,900
14
177
191
18
34
338
390
-
18
48
515
581
92
52
1,175
1,319

15

FREE SHOP CRAWLEY

NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2023

9 Debtors and prepayments

9
Debtors and prepayments
Amounts falling due within one year
Trade debtors
Other debtors
Prepayments/accrued income
10
Creditors
Amounts falling due within one year
Trade creditors
PAYE & NI
Accruals and deferred income		 2023
£
995
1,009
26,067
28,071
2023
£
4,372
-
1,030
5,402		 2022
£
494
-
494
-
2022
£
2,211
1,800
4,011

11 Restricted funds

The income funds of the charity include restricted funds comprising the following unexpended balances of donations and grants held on trust for specific purposes:

Postcode lottery 2
Shared Prosperity fund
PCF Postcode Society
Comic Relief Sussex
CG2
Ernest Kleinwort A4A -
National Lottery		 Income
Balance
1st April 2022
£
372
16,600
2,057
10,450
6,649
3,801
8,907
1,093
3,231
1,769
6,604
10,000
5,000
9,972
13,082
3,494
£
Expenditure
Balance 31st
March 2023
£
£
25,000
-
25,000
-
16,600
1,685
6,604
79,079
32,241
53,442

16

FREE SHOP CRAWLEY

NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31

MARCH 2023

12

Designated funds

The income funds of the charity include designated funds comprising the following unexpended balances of donations and grants held on trust for specific purposes:

13
Longley fund
Recharge fund
Power fund
Total
Analysis of net assets between
funds
Fund balances are represented by:
Tangible assets
Current assets/ (liabilities)		 Balance
Income
Expenditure
Balance
1st April 22
31st March 23
£
£
1,000
917
254
83
3,346
4,196
15,829
3,600
20,025
-
-
-
£
£
-
24,625
7,625
17,000
Unrestricted
Restricted
Total
Total
funds
funds
2,023
2022
£
£
£
1,061
258
1,319
750
25,838
53,184
79,022
38,720
26,899
53,442
80,341
39,470
£

Related party transactions

There were no disclosable related party transactions during the period

14

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