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2022-05-31-accounts

Trustees’ Annual Report

Year Ended: 31[st] May 2022

Charity name: EXVAC

Charity registration number: 1194686

Objectives and Activities

SORP reference
Summary of the purposes
of the charity as set out in
its governing document		 Para 1.17 EXVAC is a Charitable Incorporated
Organisation (CIO), charity number
1194686. The main purpose of the CIO
is the relief of children from the Oxford
area who are in necessitous
circumstances; in particular, though not
exclusively, the charity provides free
holidays for deprived children from the
Oxford area. The children are
recommended by social services and/or
other qualified organisations, and the
children the charity aids should be
either a) in real need due to a stressful
home situation or b) in families so
financially deprived that the children
would not otherwise get a holiday.
Summary of the main
activities in relation to
those purposes for the
public benefit, in
particular, the activities,
projects or services
identified in the accounts.		 Para 1.17 and
1.19		 This charity is not yet operational due to
delays in setting up a new charitable
bank account; as such, no activities,
projects or services will be identified in
the accounts as none have yet taken
place.
We are currently in a transitional period
between an old entity and EXVAC (the
CIO), so our activities have been
carried out under this old entity, the
Exeter College Vacation Project, whilst
we complete the transition to a CIO.
Statement confirming
whether the trustees have
had regard to the
guidance issued by the
Charity Commission on
public benefit		 Para 1.18 The trustees have had regard to the
guidance issued by the Charity
Commission on public benefit.

Additional information (optional)

You may choose to include further statements where relevant about:

SORP reference N/A Para 1.38 Policy on grant making N/A Para 1.38 Policy on social investment including program related investment N/A Para 1.38 Contribution made by volunteers N/A Other

Achievements and Performance

SORP reference
Summary of the main
achievements of the
charity, identifying the
difference the charity’s
work has made to the
circumstances of its
beneficiaries and any
wider benefits to society
as a whole.		 Para 1.20 We are currently in a transitional period
between an old entity and EXVAC (the
CIO), so our activities have been
carried out under this old entity, the
Exeter College Vacation Project, whilst
we complete the transition to a CIO.
The main achievements of the charity
carried out under the old entity is the
running of two residential trips in April,
giving over 30 kids from difficult
homelives the opportunity to have fun,
make friends and relax away from their
domestic situations.

Additional information (optional) You may choose to include further statements where relevant about:

N/A Achievements against Para 1.41 objectives set

N/A Performance of Para 1.41 fundraising activities against objectives set N/A Investment performance Para 1.41 against objectives N/A Other

Financial Review

Financial Review
Review of the charity’s
financial position at the
end of the period		 Para 1.21 The charity is not currently operational
due to a delay in setting up a bank
account, so our financial position at the
end of the May 2022 period is £0, with
no financial activities throughout the
financial year.
Statement explaining the
policy for holding reserves
stating why they are held		 Para 1.22 No reserves are held as this charity’s
bank account is not currently
operational during our transition period
Amount of reserves held Para 1.22 £0
Reasons for holding zero
reserves		 Para 1.22 This CIO does not currently have an
operational bank account; thus we have
zero reserves held
Details of fund materially
in deficit		 Para 1.24 £0
Explanation of any
uncertainties about the
charity continuing as a
going concern		 Para 1.23 N/A

Additional information (optional) You may choose to include further statements where relevant about:

The charity’s principal
sources of funds
(including any fundraising)
Para 1.47		 N/A
Investment policy and
objectives including any		 Para 1.46 N/A

social investment policy adopted N/A A description of the Para 1.46 principal risks facing the charity N/A Other

Structure, Governance and Management

Description of charity’s
trusts:
Type of governing
document
(trust deed, royal charter)		 Para 1.25 Association Constitution
How is the charity
constituted?
(e.g unincorporated
association, CIO)		 Para 1.25 CIO
Trustee selection
methods including details
of any constitutional
provisions e.g. election to
post or name of any
person or body entitled to
appoint one or more
trustees		 Para 1.25 (1) At the first annual general meeting
of the members of the CIO all the
charity trustees shall retire from office;
(2) At every subsequent annual general
meeting of the members of the CIO, the
new trustees shall be appointed.
(3) The vacancies so arising may be
filled by the decision of the members at
the annual general meeting; any
vacancies not filled at the annual
general meeting may be filled as
provided in sub-clause (5) of this
clause; this decision by the members
may be passed by a simple majority of
votes cast at the annual general
meeting (including votes cast by postal
or email ballot, and proxy votes)
(4) The members or the charity trustees
may at any time decide to appoint a
new charity trustee, whether in place of
a charity trustee who has retired or
been removed in accordance with
clause 15 (Retirement and removal of
charity trustees), or as an additional
charity trustee, provided that the limit
specified in clause 12(3) on the number
of charity trustees would not as a result
be exceeded;
(5) A person so appointed by the
members of the CIO shall retire in
accordance with the provisions of sub-
clauses (2). A person so appointed by
the charity trustees shall retire at the
conclusion of the next annual general
meeting after the date of their
appointment, and shall not be counted
for the purpose of determining which of

the charity trustees is to retire by rotation at that meeting. (6) Ex officio charity trustees One fellow of Exeter College, the newly elected Chair for the time being (“the Office Holder”), and the outgoing President shall automatically, by virtue of holding (or having held) that office (“Ex Officio”), be a charity trustee. If unwilling to act as a charity trustee, the office holder may: (a) before accepting appointment as a charity trustee, give notice in writing to the trustees of their unwillingness to act in that capacity; or (b) after accepting appointment as a charity trustee, resign under the provisions contained in clause 15 (Retirement and removal of charity trustees). The office of ex officio charity trustee will then remain vacant until the office holder ceases to hold office.

Additional information (optional) You may choose to include further statements where relevant about:

Policies and procedures
adopted for the induction
and training of trustees		 Para 1.51 N/A
The charity’s
organisational structure
and any wider network
with which the charity
works		 Para 1.51 N/A
Relationship with any
related parties		 Para 1.51 N/A

N/A

Other

Reference and Administrative details

Charity name EXVAC
Other name the charity
uses
Registered charity number 1194686
Charity’s principal address Exeter College
Turl Street
Oxford
OX1 3DP

Names of the charity trustees who manage the charity

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20		 Trustee name Office (if any) Dates acted if not for whole
year		 Name of person (or body) entitled
to appoint trustee(if any)
Henriette
Elizabeth Topel		 29thNov 2021-present
Rev Andrew
Michael
Augustine Allen		 29thNov 2021-present
Tabitha Thornton-
Swan		 29thNov 2021-present
Phoebe Kate
Anderson		 20thNov 2021-present
Phoebe Ellaby
Mumby		 15thJune 2022-present
Carla Zoe
Handford		 Chair 15thJune 2022-present

– Corporate trustees names of the directors at the date the report was approved

Director name N/A

Name of trustees holding title to property belonging to the charity

Trustee name Dates acted if not for whole year
N/A N/A

Funds held as custodian trustees on behalf of others

Description of the assets
held in this capacity		 No assets held in this capacity
Name and objects of the
charity on whose behalf
the assets are held and
how this falls within the
custodian charity’s objects		 N/A
Details of arrangements
for safe custody and
segregation of such
assets from the charity’s
own assets		 N/A

Additional information (optional)

Names and addresses of advisers (Optional information)

Additional information (optional)
Names and addresses of advisers (Optional information)		 Additional information (optional)
Names and addresses of advisers (Optional information)		 Additional information (optional)
Names and addresses of advisers (Optional information)
Type of
adviser
Name
Address
N/A N/A N/A

Name of chief executive or names of senior staff members (Optional information)

Phoebe Ellaby Mumby, President; Carla Zoe Handford, Chair

Exemptions from disclosure

Reason for non-disclosure of key personnel details

No non-disclosures made

Other optional information

N/A

Declarations

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signed on behalf of the charity’s trustees
Signature(s)
Full name(s)
Position (eg Secretary,
Chair, etc)
Date
Phoebe Ellaby Mumby Carla Zoe Handford
Chair
25/06/2023
25/06/2023

EXVAC

1194686

Receipts and payments accounts

6/4/2021

5/31/2022

For the period from

To

Section A Receipts and payments

----- Start of picture text -----
Unrestricted Restricted Endowment
Total funds
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
N/A - - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
Sub total (Gross income for AR) - - - -
A2 Asset and investment sales,
(see table).
N/A - - - -
- - - -
Sub total [ - ] - - -
Total receipts - - - -
A3 Payments
N/A - - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
Sub total - - - -
A4 Asset and investment
purchases, (see table)
N/A - - - -
- - - -
Sub total - - - -
Total payments - - - -
Net of receipts/(payments) - - - -
A5 Transfers between funds - - - -
A6 Cash funds last year end - - - -
Cash funds this year end - - - -
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Section B Statement of assets and liabilities at the end of the period

Unrestricted Restricted
Categories Details funds funds
B1 Cash funds Current Account
Reserve Account		 Total cash funds to nearest £
-
-
-
-


to nearest £
-
-
-
-
(agree balances with receipts and payments
account(s))		 OK OK
Unrestricted Restricted
funds funds
B2 Other monetary assets Details
N/A		 to nearest £
-
-
-
-
-
-




to nearest £
-
-
-
-
-
-
B3 Investment assets Details
N/A		 Fund to which
asset belongs		 Cost (optional)
-
-
-
-
-
B4 Assets retained for the Details
N/A		 Fund to which
asset belongs		 Cost (optional)
-
charity’s own use






-
-
-
-
-
-
-
-
Fund to which Amount due
B5 Liabilities Details
N/A		 liability relates



-
-
-
-
-
(optional)
Signed by one or two trustees on
behalf of all the trustees		 Signature Print Name
James Green

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CC16a
----- End of picture text -----

Last year

to the nearest £

-

-

-

-

Endowment funds to nearest £

-

OK

Endowment funds to nearest £

-

Current value (optional)

-

Current value (optional)

When due (optional)

Date of approval 6/21/2023