## **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||
||||||
||||||
||||||
||||||
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||||||
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||||||
||||||
||||||
– 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
|||||**-**
**--**||**-**
**--**||**-**
**--**|
|---|---|---|---|---|---|---|---|---|
|**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|||**-**
**--**||**-**
**--**||**-**
**--**|
|||||||||OK|
|||||**Unrestricted**
**funds**
**Restricted funds**
**to nearest £**
**to nearest £**
**-**
**--**
**-**
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**-**
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**-**
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**Fund to which asset**
**belongs**
**Cost (optional)**
**-**
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**-**
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**-**
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**-**
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**-**
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**Fund to which asset**
**belongs**
**Cost (optional)**
**-**
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**Fund to which**
**liability relates**
**Amount due**
**(optional)**
**-**
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**-**
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**-**
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**-**
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Print Name
JAMES GREEN||||**Endowment**
**funds**
**to nearest £**|
|||||||||**-**
**--**|
|||||||||**-**
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|||||||||**-**
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|||||||||**-**
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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