Trustees’ Annual Report for the period
From 01/06/2023 Period start date To 31/05/2024 Period end date 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 children from deprived backgrounds 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 was not yet operational because the transition between an old entity (Exeter College Vacation Project, Charity No. 1088158) and this new incorporated entity had not yet taken place; as such, no activities, projects or services will be identified in the accounts as none have yet taken place. The transition between an Exeter College Vacation Project and EXVAC occurred at midnight on 31stMay 2024, so activities for the 2023-24 period covered by this document were carried out under this old entity, whilst we completed the transition to a CIO. |
| Statement confirming whether the trustees have had regard to the guidance issued bythe Charity |
Para 1.18 | The trustees have had regard to the guidance issued by the Charity Commission on public benefit. |
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 | The period of time covered by this report includes the transitional period between an old entity (Exeter College Vacation Project) and EXVAC (the CIO). During this time, activities were carried out under this old entity, whilst we completed the transition to a CIO. This included the running of two residential trips in April, giving over 30 children 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
| Performance of fundraising activities against objectives set |
Para 1.41 | N/A |
| Investment performance against objectives |
Para 1.41 | N/A |
| Other | N/A |
Financial Review
| Review of the charity’s financial position at the end of the period |
Para 1.21 | Given that the charity was not operational in this financial period, the only receipts and payments through its bank account were nominal amounts related to banking charges, their refunds, and one transaction to keep the account active. At midnight on 31st May 2024 the charity was £5.00 overdrawn, (but as soon as the next financial year began assets were transferred according to the incorporation process). |
|---|---|---|
| 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 | The CIO was not operational during this period and so held no reserves. |
| 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:
N/A The charity’s principal sources of funds (including Para 1.47 any fundraising) N/A Investment policy and objectives including any Para 1.46
| social investment policy adopted |
||
|---|---|---|
| A description of the principal risks facing the charity |
Para 1.46 | N/A |
| Other | N/A |
Structure, Governance and Management
| Description of charity’s trusts: |
||
|---|---|---|
| Type of governing document (trust deed, royal charter) |
Para 1.25 | Foundation 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) Appointed charity trustees (a) Every appointed charity trustee must be appointed for a term of three years by a resolution passed at a properly convened meeting of the charity trustees. (b) In selecting individuals for appointment as appointed charity trustees, the charity trustees must have regard to the skills, knowledge and experience needed for the effective administration of the CIO. (2) Nominated charity trustee (a) Exeter College (“the nominating body”) may appoint one charity trustee. (b) Any appointment must be made at a meeting held according to the ordinary practice of the nominating body and the nominating body must give written notice to the CIO of the name of the nominated trustee. (c) Each appointment must be for a term of three years. (d) The appointment will be effective from the later of: (i) the date of the vacancy; and (ii) the date on which the charity trustees or their secretary |
| or clerk are | |
|---|---|
| informed of the | |
| appointment. | |
| (e) | The nominating body |
| may at any time | |
| change the charity | |
| trustee so appointed | |
| by giving written | |
| notice to the CIO and | |
| shall take steps to fill | |
| any vacancy. A | |
| person appointed as a | |
| charity trustee by the | |
| nominating body in | |
| replacement for a | |
| nominated trustee | |
| whose appointment | |
| has been terminated | |
| by the nominating | |
| body or whose term of | |
| office is terminated | |
| pursuant to clause 12 | |
| of this constitution | |
| shall serve only until | |
| that nominated trustee | |
| was due to retire. | |
| (f) | The person appointed |
| must be a Fellow of | |
| the nominating body. | |
| (g) | A trustee appointed by |
| the nominating body | |
| has the same duty | |
| under clause 9(1) | |
| (Functions and duties | |
| of charity trustees) of | |
| this constitution as the | |
| other charity trustees | |
| to act in the way they | |
| decide in good faith | |
| would be most likely | |
| to further the | |
| purposes of the CIO. |
Additional information (optional) You may choose to include further statements where relevant about:
N/A Policies and procedures adopted for the induction Para 1.51 and training of trustees N/A The charity’s organisational structure and any wider Para 1.51 network with which the charity works
| Relationship with any related parties |
Para 1.51 | N/A |
|---|---|---|
| Other | N/A |
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 (ifany) |
|---|---|---|---|---|
| Henriette Elizabeth Topel |
29thNov 2021 - present | |||
| Rev Andrew Michael Augustine Allen |
29thNov 2021 - present | Exeter College | ||
| Tabitha Thornton- Swan |
29thNov 2021 - present | |||
| Phoebe Kate Anderson |
20thNovember 2021 – 30thOctober 2024 |
|||
| Phoebe Ellaby Mumby |
15th June 2022-present | |||
| Carla Zoe Handford |
Chair | 15th June 2022-present | ||
| James Alexander Green |
Secretary | 11thJune 2023 - 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 wholeyear | |
|---|---|---|
| N/A | ||
Funds held as custodian trustees on behalf of others
Description of the assets No assets held in this capacity held in this capacity
Name and objects of the N/A charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for N/A safe custody and segregation of such assets from the charity’s own assets
Additional information (optional)
Names and addresses of advisers (Optional information)
| Names and addresses of advisers (Optional information) | Names and addresses of advisers (Optional information) | 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) | ||
| N/A |
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 th Signature(s) Full name(s) Position (eg Secretary, Chair, etc) Date |
e charitys trustees | e charitys trustees |
|---|---|---|
| Carla Zoe Handford | James Alexander Green | |
Chair |
Secretary | |
11/02/2025 |
||
11/02/2025 |
Charity Name No (if any) EXVAC 1194686 Receipts and payments accounts
CC16a
For the period Period start date To Period end date from 01/06/2023 31/05/2024 Section A Receipts and payments Unrestricted Endowment Restricted funds Total funds Last year funds funds to the nearest £ to the nearest £ to the nearest £ to the nearest £ to the nearest £
A1 Receipts
| A1 Receipts | ||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Banking Complaint Compensation | - | 30- | - | -- | - | -- | - | 30- | - | -- | ||||||||||
| Banking Fees Refunds | - | 25- | - | -- | - | -- | - | 25- | - | -- | ||||||||||
| Treasurer transaction to keep account active | - | 5- | - | -- | - | -- | - | 5- | - | -- | ||||||||||
| - | -- | - | -- | - | -- | - | -- | - | -- | |||||||||||
| - | -- | - | -- | - | -- | - | -- | - | -- | |||||||||||
| - | -- | - | -- | - | -- | - | -- | - | -- | |||||||||||
| - | -- | - | -- | - | -- | - | -- | - | -- | |||||||||||
| - | -- | - | -- | - | -- | - | -- | - | -- | |||||||||||
| - | 60- | - | -- | - | -- | - | 60- | - | -- | |||||||||||
| Sub total(Gross income for AR) |
| - | 60- | - | -- | - | -- | - | 60- | - | -- | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Sub total(Gross income for AR) | |||||||||||||||||||||
| A2 Asset and investment sales, | |||||||||||||||||||||
| (see table). | |||||||||||||||||||||
| - | -- | - | -- | - | -- | - | -- | ||||||||||||||
| - | -- | - | -- | - | -- | - | -- | - | -- | ||||||||||||
| Sub total | - | -- | - | -- | - | -- | - | -- | - | -- | |||||||||||
| **Total receipts ** | - | 60- | - | -- | - | -- | - | 60- | - | -- | |||||||||||
| A3 Payments | |||||||||||||||||||||
| Banking Fees | - | 60- | - | -- | - | -- | - | 60- | - | -- | |||||||||||
| Treasurer transaction to keep account active | - | 5- | - | -- | - | -- | - | 5- | - | -- | |||||||||||
| - | -- | - | -- | - | -- | - | -- | - | -- | ||||||||||||
| - | -- | - | -- | - | -- | - | -- | - | -- | ||||||||||||
| - | -- | - | -- | - | -- | - | -- | - | -- | ||||||||||||
| - | -- | - | -- | - | -- | - | -- | - | -- | ||||||||||||
| - | -- | - | -- | - | -- | - | -- | - | -- | ||||||||||||
| - | -- | - | -- | - | -- | - | -- | - | -- | ||||||||||||
| - | -- | - | -- | - | -- | - | -- | - | -- | ||||||||||||
| **Sub total ** | - | 65- | - | -- | - | -- | - | 65- | - | -- | |||||||||||
| A4 Asset and investment | |||||||||||||||||||||
| purchases, (see | table) | ||||||||||||||||||||
| - | -- | - | -- | - | -- | - | -- | ||||||||||||||
| - | -- | - | -- | - | -- | - | -- | ||||||||||||||
| **Sub total ** | - | -- | - | -- | - | -- | - | -- | |||||||||||||
| **Total payments ** | - | 65- | - | -- | - | -- | - | 65- | - | -- | |||||||||||
| **Net of receipts/(payments) ** | - | 5- | - | -- | - | -- | - | 5- | - | -- | |||||||||||
| A5 Transfers between funds | - | -- | - | -- | - | -- | - | -- | - | -- | |||||||||||
| A6 Cash funds last year end | - | -- | - | -- | - | -- | - | -- | - | -- | |||||||||||
| **Cash funds this year end ** | - | 5- | - | -- | - | -- | - | 5- | - | -- | |||||||||||
Section B Statement of assets and liabilities at the end of the period
Unrestricted Restricted funds Endowment Categories Details funds funds to nearest £ to nearest £ to nearest £ B1 Cash funds - - - - - -
CCXX R1 accounts (SS)
1/26/2025
1
| - -- |
- -- |
- -- |
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|---|---|---|---|---|---|---|---|---|
| B2 Other monetary assets B3 Investment assets B4 Assets retained for the charity’s own use B5 Liabilities Signed by one or two trustees on behalf of all the trustees |
Total cash funds (agree balances with receipts and payments account (s)) Details Details Details Details Signature |
- -- |
- -- |
- -- |
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| OK | ||||||||
| Unrestricted funds Restricted funds to nearest £ to nearest £ - -- - -- - -- - -- - -- - -- - -- - -- - -- - -- - -- - -- Fund to which asset belongs Cost (optional) - -- - -- - -- - -- - -- Fund to which asset belongs Cost (optional) - -- - -- - -- - -- - -- - -- - -- - -- - -- Fund to which liability relates Amount due (optional) - -- - -- - -- - -- - -- Print Name JAMES GREEN |
Endowment funds to nearest £ |
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| Current value (optional) |
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| Current value (optional) |
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| When due (optional) |
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| Date of approval | ||||||||
| JAMES GREEN | 26/01/2025 |
CCXX R2 accounts (SS)
1/26/2025
2