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2024-03-31-accounts

Trustees' Annual Report for the period

From (start date) ~~�~~ I 01 04 2 0 2 3 ~~ . �--�I~~[to (end date) ] ��-�� ~~[I]~~ 31 03 2 0 2 4�

Section A

Reference and administration details

Charity name SPROWSTON YOUTH ENGAGEMENT PROJECT

SYEP

other names the charity is known by

Registered charity number (if any)

1 1 9 7 6 7 5

Charity's principal address THE PAVILION, RECREATION GROUND CHURCH STREET, OLD CATTON NORWICH NR6 7DS Postcode ~~II I I I I I~~

Names of the charity trustees who manage the charity

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20		 Trustee Name Office (if any) Dates acted if not for
whole year		 Name of person (or body)
entitled to appoint
trustee(if any)
REV DAVID HAGAN-PALMER CHAIRMAN
MRS JUDY LEGGETT
MR KEITH HIDER
MS CHRISTINE RUMSBY
MS SARAH VINCENT TREASURER &
SECRETARY
MR MARTIN CALLAM FROM MAY 2023
MRS KAREN VINCENT FROM MAY 2023
REV SIMON STOKES

MR BRIAN HONESS		 UNTIL MAY 2023

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Names of the trustees for the charity, if any (for example, any custodian trustees)

Name Dates acted if not for whole year

March 2012

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Section A

Reference and administration details (continued)

Names an d dd a resses o a v1sers f d • (o )' 1ona in ormat1on r I. f . ) Type of adviser Name Address

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

Section B

Structure, governance and management

Description of the charity's trusts

Type of governing document CONSTITUTION ADOPED 26TH JANUARY 2022 (eg trust deed, constitution

How the charity is constituted CHARITABLE INCORPORATED ORGANISATION (eg trust, association, company)

Trustee selection methods TRUSTEES ARE APPOINTED OR REAPPOINTED ANNUALLY AT THE (eg appointed by, elected by) ANNUAL GENERAL MEETING

Additional governance issues (optional information

You may choose to include additional information, where relevant, about:

THE CHARITY ACTIVITIES ARE OPEN TO YOUNG PEOPLE UP TO THE AGE OF 25 YEARS LIVING IN SPROWSTON AND THE SURROUNDING AREA.

CHILD PROTECTION POLICY IS IN PLACE. CRIMINAL RECORDS BUREAU CHECKS ARE CARRIED OUT PRIOR TO

COMMENCEMENT OF EMPLOYMENT OR TRUSTEESHIP. ALL CHECKS ARE CARREID OUT AGAIN IN LINE WITH STATUTORY REQUIREMENTS.

CODE OF CONDUCT FOR TRUSTEES AND FOR EMPLOYEES IN PLACE

March 2012

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Objectives and activities

Section C

Summary of the objects of the charity set TO PROVIDING ADVICE AND ASSISTANCE AND ORGANISING out in its governing document PROGRAMMES OF PHYSICAL, EDUCATIONAL AND OTHER ACTIVITIES AS A MEANS OF: A) ADVANCING LIFE AND DEVELOPING SOCIAL SKILLS; B) ADVANCING EDUCATION; C) PROVIDING RECREATIONAL AND LEISURE TIME ACTIVITY IN THE INTERESTS OF SOCIAL WELFARE. Summary of the main activities ~~GARDENING PROJECT, BIKE PROJECT, FOOTBALL TEAMS,~~ undertaken for the public benefit in relation URBAN ADVENTURE GARDEN, YOUTH GROUPS, 1:1 SESSION, to these objects (include within this section COMMUNITY AMBASSADORS, OUTREACH, MENTORING, LGBTQ+ the statutory declaration that trustees have SUPPORT GROUP. THESE ACTIVITIES BENEFIT YOUNG PEOPLE had regard to the guidance issued by the BY DEVELOPING SELF-CONFIDENCE AND SOCIAL SKILLS, charity Commission on public benefit) PRACTICAL SKILLS AND PROVIDES YOUNG PEOPLE THE OPPORTUNITY TO VOLUNTEER THEMSELVES.

Additional details of objectives and activities (optional information)

You may choose to include further statements, where relevant, about: WE ARE GRATEFUL FOR THE MANY HOURS VOLUNTEERS OFFER, • policy on grantmaking; INCLUDING MEMBER VOLUNTEERS, TO THE VARIOUS PROJECTS OFFERED TO YOUNG PEOPLE. WITHOUT THEIR VALUABLE • policy programme related investment; CONTRIBUTION OF TIME, ENERGY AND EXPERIENCE SYEP • contribution made by volunteers. WOULD NOT BE SO SUCCESSFUL IN PROVIDING THE SERVICE OFFERED TO YOUNG PEOPLE

Section D

Achievements and performance

Summary of the main achievements of the THROUGH THE HARD WORK OF OUR STAFF, BOTH PAID AND charity during the year VOLUNTEER, THE SUPPORT OF OUR FUNDERS AND OUR WORK WITH OTHER ORGANISATIONS, SYEP HAS CONTINUED TO SUPPORT YOUNG PEOPLE ACROSS OUR COMMUNITY TO ENABLE THEM TO GROW, DEVELOP AND FACE CHALLENGES. WE ARE ABLE TO OFFER A WIDE RANGE OF COMMUNITY ACTIVITIES AND OPPORTUNITIES FOR YOUNG PEOPLE TO ENGAGE IN A WIDE RANGE OF SUPPORT, HELPING THEM TO GROW AND FIND THEIR OWN IDENTITIES.

WE ARE PROUD TO BE ABLE TO SUPPORT AND HELP DEVELOP THE CONTINUALLY INCREASING NUMBER OF YOUNG PEOPLE WHO ENGAGE WITH SYEP

March 2012

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Section E

Financial review

Brief statement of the charity's policy on reserves CASH IN BANK AT 31.03.2024 WAS £77,203.87. THE MAIN FINANCIAL RISK TO THE CHARITY IS THE LOSS OF GRANT FUNDING. SYEP ARE WORKING HARD TO INCREASING RESERVES OF UNRESTRICTED FUNDS TO MEET ANY UNFORESEEN EXPENDITURE THAT MAY OCCUR Details of any funds materially in deficit N/A Further financial review details (optional information) , -------------------------� You may choose to include additional SYEP'S MAIN SOURCE OF FUNDING IS VIA PROJECT SPECIFIC information, where relevant, about: GRANTS. WE ARE ENTERING OUR SECOND YEAR OF THE • NATIONAL LOTTERY REACHING COMMUNITIES GRANT the charity's principal sources of funds (including any fundraising); FUNDING WHICH HAS ENABLED US TO DEVELOP SYEP FURTHER AND IMPLEMENT STRUCTURE BY EMPLOYING • how expenditure has supported the key STAFF, FUNDING OF PERMANENT PREMISES AND objectives of the charity; DEVELOPMENT OF THE PROJECT AS A WHOLE. WE CONTINUE • investment policy and objectives including TO WORK CLOSELY WITH THE PARISH AND TOWN COUNCILS any ethical investment policy adopted. PROVIDING OUTREACH IN IDENTIFIED ASB AREAS AND REGULAR YOUTH GROUPS. EASTER, SUMMER AND WINTER HAF PROGRAMMES HAVE BEEN DELIVERED DURING THIS PERIOD. OUR YOUTH CONNECTORS HAVE WORKED HARD TO PRESENT 80S BALL, FUN DAY, OUTDOOR CINEMA TO RAISE ADDITIONAL FUNDS ALSO.

Section F

Other optional information

WE LOOK FORWARD TO THE COMPLETION OF THE URBAN ADVENTURE GARDEN IN SUMMER 2024 AND THE MOVE TO PERMANENT PREMISES AT THE VIKING CENTRE IN WINTER 2024.

Section G

Declaration

The trustees declare that they have approved the trustees' report above

Signed on behalf of the charity's trustees

Signature(s)

Full name(s) MS SARAH VINCENT

Position (eg Secretary, Chair, etc) SECRETARY AND TREASURER

Date

1 6 0 7 2 4

March 2012

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31 July 202412023-20241 Sprowston Youth Engagement Project BALANCE SHEET 3110312024 (Last) Year Ended 31 Mar 2023 {CuJTenl) Year Ended 31 Mar 2024 CURRENT ASSETS Stocks and stores Work in progress Debtors {Nel of provision for doubtful debts} PrepayTnents VAT Non-Recoverable Temp¢xary lendlngs linvestment5) Cash in hand 991.05 2,875.08 59,552.94 77,203.87 59,552.94 TOTAL ASSETS 77.203.87 CURRENT LIABILrriES Creditor5 59 552.94 NET ASSETS 77 03.87 Reprosont¢d by.. General fund Balance R•servos: Capital Eam)arked Adjustments 59,552.94 77.203.87 59 $52.94 77 03.87 The above statement represents fairty the financial position of the council as al 31 Mar 2024 SIgn￿j Responsible Fina￿181 Officer Date

31 July 2024120ts20241 Sprowston Youth Engagement Project Intomo & Expenditure Account 0110412023 to 3110312024 (Lasfl Y&èrEndod 31 Alar 2023 (Cunpnlj Year Ended 31 M8r 2024 2￿.00 10.316.67 13.816.66 1,164.00 20,003.00 10,000.00 3B.674.95 1,978.67 8,000.00 $0.026.28 4.986.00 1,000.00 G8rYlen Projeet OKI Catton Teen Cafe Projeci Sprowston Tèan Cafe Project LG8TQ Project (Norfolkl urt>an Adventure Garden Project CommunityAmbassador Projed Ccmmunity Outreach Proje Foolball Team Prolecl Social Actlon Youth Connectors Nat￿n31 Loltary Reachin9 Cornmui 1-1 Wark Project Bik8 Project 233.50 3,500.00 7,5114.(K) 28.091.00 16.123.51 21,731.91 333.00 46.00 103,793.88 7,000.00 5,000.00 £160,16823 £193.356.60 ense Communty Outreach Project Foottiall Team Projecl Garden Project Old CBtton Teen Cafe Project Sprowston Teen Cafe Proigct LGBTQ Project INorfolkl Bike Proipd Urban Advèntura Ga￿n Project Sorial Acbon Yeuth Connectors CommunltyArnba5sador Prolect Nats"onal Lottgry Reaching Commui 1-1 Work Proj8Ct 48,464.02 2,286.75 71.98 5.386.88 8,559.66 1,554.00 3,633.21 36,766.92 7,902.48 6,690.18 10,167.99 $42.98 33,314.40 2,073.70 2,876.51 4,528.73 320.00 4.047.12 10,917.62 9.811.86 8.159.22 89.666.83 8.305.65 £132.029.05 £173.821.84 G•neral Baknce al QI Apr 2023 ADD Total Income 32,406.81 160,166.23 192,573.04 132.029.05 60,543.99 60.$43.99 193.356.60 253,900.59 173,821.64 80,078.95 DEDUCTTotal Exp8fKSibJr8 DEDUCT Reserves Balan¢9 Balan￿ at 31 Mar 2024 £60.543.99 £80,078.95

31 July 2( Sprowston Youth Engagement Project Reconciliation between Box 7 and Box 8 3110312024 This reFM)rt explains the diff8rence befyveen the tolal balance in Box 7 and Ihe cssh balance in Box 8 by showing for each type of adjustment, the details of which can be listed using the Adjuslmenls report.11 deducts the additi( assets which have been included on the balance sheet and adds back in the liabilities to arrive al the balance for cash and short term investments. This only applies lo Annual Returns prepared on Income Expendilure basi Amount Amoun Box 7- Balances carried forward 80,078.95 Debtors Prepayments Stocks and Stores VAT Non-recoverable 2.875.08 TOTAL DEDUCTIONS 2,875.08 Creditors Receipts in Advance Doubtful Debts TOTAL ADDITIONS Box 8 - Total cash and short temi Investments 77,203.87

Independent Examiner’s Report to the Trustees of Sprowston Youth Engagement Project Charity For the year ended 31 March 2024

Registered Charity No: 1197675

Income in the Year:

£193,356.60

Expenditure in the Year: £176,696.72

Reserves as at 31 March 2023: £77,203.87

1. Respective responsibilities of Trustees and Independent Examiner.

The Charity’s Trustees are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011. The Trustees require an independent examination.

As the Independent Examiner it is my responsibility to:

2. Report for the year ended 31 March 2024.

The Charity Commission’s records show that the Charity was registered as a Charitable Incorporated Organisation (CIO) on 26 January 2022. CIOs are available for charities or charitable groups that wish to be incorporated and can be selected instead of registering as a charity. CIOs have been designed specifically for charitable groups, allowing them to register just once with the Charity Commission as an incorporated form of charity which is not a company. This removes the need to register with and report to Companies House.

One of the benefits of becoming a CIO is to secure a reduced administrative burden. The CIO also has its own legal identity and so can enter into contracts in its own right rather than in the name of individual trustees. Trustees will also have limited liability although they are still responsible for managing the organisation.

The Charity Commission’s registration displays the aims and activities of the Charity as follows: ‘to act as a resource for young people up to the age of 25 years living in Sprowston and the surrounding area by providing advice and assistance and organising programmes of physical, educational and other activities as a means of:

a) Advancing in life and helping young people by developing their skills, capacities and capabilities to enable them to participate in Society as independent, mature and responsible individuals and to build their self-esteem;

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TREVOR BROWN CPFA Internal Audit Services Charnwood, California, Woodbridge, Suffolk IP12 4DE Tel: 01394 384698 or 07587 523764 Email: tcdbrown01@yahoo.co.uk

b) Advancing Education;

c) Providing Recreational and Leisure time activity in the interests of social welfare for people living in the area of benefit who have need by reason of their youth, age, infirmity or disability, poverty or social and economic circumstances with a view to improving the conditions of life of such persons’.

The Charity has a Scribe accounting system in place with detailed breakdown of receipts and payments recorded within the system. A Summary document recording the Receipts and Payments in the year of account has been constructed and presented to the Independent Examiner. The Independent Examiner attended the Old Catton Parish Council’s offices on 26 June 2024, when the End of Year Accounts and a range of transactions in the year of account were examined on a sample basis.

The following observations are made (heavy type where action required):

a) The Charity’s Accounts for the year ending 31 March 2024 have been prepared on an Income and Expenditure basis and have yet to be formally approved by the Trustees.

b) The Treasurer/Secretary confirmed that she will be submitting the Trustees’ Annual Report and Final Accounts to the Charity Commission following approval by Trustees.

c) The Charity holds a Current Account at the Barclays Bank which stood at £77,203.87 at 31 March 2024 and which agrees with the Statement of Accounts balance as at 31 March 2024.

d) The Independent Examiner has examined the Statement of Accounts for the year 2023/24, which can be summarised in simplified form as follows:

Accounts Balance b/f as at 1 April 2023: £60,543.99 (confirmed with End of Year Accounts and Bank Accounts Balance b/f as at 1 April 2023: £60,543.99 (confirmed with End of Year Accounts and Bank
Reconciliation at that date)
Add Income in year 2023/24:
 £193,356.60 (confirmed with Transactions List)
Deduct Expenditure in year 2023/24: £176,696.72 (consisting of £173,821.64 confirmed with
Transactions List and £2,875.08 non-
recoverable VAT confirmed with Scribe
Accounts)

Accounts balance c/f at 31 March 2024: £77,203.87 (confirmed with Bank Statement at that date).

e) The Charity is not registered with HMRC for VAT purposes and accordingly the amounts of VAT separately recorded by the Scribe system will not be recoverable and should now be treated as an expense in the Accounts alongside all other expenditure. The Treasurer/Secretary advised the Independent Examiner that she had made enquiries regarding possible registration with HMRC for VAT purposes but had determined not to proceed as there were limited advantages to be gained for the Charity.

f) The recorded Overall Income of £193,356.60 in the 2023/24 year of account consisted of £103.793.68 from the National Lottery Reaching Communities Programme; £21,731.91 from the Community Outreach Project, Grants of £28,091 from the Urban Adventure Garden Project and £16,123.51 from the Community Ambassador Project. Significant income was received from the Teen Café Projects (£3,500 from Old Catton and £7,504 from Sprowston). Other listed income items were 1-1 Work Project (£7,000), Football Team Project (£333), Bike Project (£5,000), the Garden Project (£233.50) and the Social Action Youth Connectors (£46).

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TREVOR BROWN CPFA Internal Audit Services Charnwood, California, Woodbridge, Suffolk IP12 4DE Tel: 01394 384698 or 07587 523764 Email: tcdbrown01@yahoo.co.uk

g) Expenditure in the 2023/24 year of account was recorded as Community Outreach Project (£33,314.40), Urban Adventure Garden Project (£10,917.62); Teen Café Projects (Old Catton £2,676.51) and Sprowston (£4,528.73); National Lottery Reaching Communities Programme (£89,666.83), Social Action Youth Connectors (£9,811.86), Community Ambassador Project (£8,159.22), 1-1 Work Project (£8,305.65) and Bike Project (£4,047.12), Football Team Project (£2,073.70) and the LGBTQ Project (Norfolk) (£320). In addition, the VAT listed by the Scribe system should be included as expenditure in 2023/24.

h) The Reserves balance at the year-end 31 March 2024 amounted to £77,203.87 and reflected the accounting surplus of £16,659.88 (from the balance of £60,543.99 in the 2022/23 year of account to £77,203.87 at the end of the 2023/24 year).

i) The Charity is registered with the Information Commissioner’s Office (ICO) as a Fee Payer/Data Controller for Local Charity purposes (Registration ZB567523, expiring 12 July 2024 refers).

j) The Treasurer/Secretary has registered the Charity with HMRC for PAYE purposes and is using the Basic PAYE toolkit. Appropriate documentation is retained by the Treasurer/Secretary to evidence the payments made by the Charity and was made available to the Examiner.

k) With regard to the legislation relating to workplace pensions, the Charity submitted a declaration of compliance under the Pensions Act 2008 to the Pensions Regulator on 11 May 2023. (The re-declaration of compliance confirms to the Pensions Regulator that the Charity complies with its duties as an employer and has to be completed every three years).

l) The Charity maintains an Asset Register listing equipment and machinery under the ownership of the Charity. The Asset Register describes each asset held, its location and the Initial (Purchase) Value and Insured Value. The details relating to the date of acquisition, model/serial number and manufacturer’s name (where relevant) have yet to be displayed in the Register. As at 31 March 2024 the Register recorded Assets of £10,046.50 at Initial Value.

m) The Insurance Policy for the period 13 November 2023 to 12 November 2024 was presented to the Independent Examiner. The Policy is with Markel (UK) Ltd. at a cost of £1,141.36 and includes cover for Employer’s Liability £10m., Public Liability £10m., Entity Defence £25,000, Buildings £4,061; Contents £11,714 and Portable Equipment £7,139.

n) The Charity’s insurance policy provides cover of £25,000 for Fidelity (Fraud and Dishonesty) which is significantly below the sums held at bank by the Charity. Fidelity Guarantee Insurance normally covers the maximum amount of bank/cash sums held by a Charity at any one time. It is considered that in view of the sums being maintained by the Charity consideration should be given to obtaining increased insurance cover. The Charity Commission stresses that Fidelity insurance cover does not imply any mistrust of Employees, Volunteers or Trustees but reflects a professional duty to protect the Charity’s resources and reputation.

o) The Charity currently does not have a Risk Assessment document in place which identifies the risks faced by the Charity, the mitigating actions and controls in place to address the risks and identification of any actions still to be undertaken. The Secretary/Treasurer confirmed that construction of a Risk Assessment was in progress and the document will be presented to Trustees for approval and adoption as soon as practicably possible.

p) The Council’s financial administration is undertaken by the Treasurer/Secretary to a high standard through the use of the Scribe accounting system. End of Year financial statements (Income and Expenditure Account and Balance Sheet) have been prepared by the Treasurer/Secretary. The Scribe Accounting system displays the date of payment, the method of payment, the payee (or person/organisation making payment to the Charity in the case of sums received) and the category/sub-

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TREVOR BROWN CPFA Internal Audit Services Charnwood, California, Woodbridge, Suffolk IP12 4DE Tel: 01394 384698 or 07587 523764 Email: tcdbrown01@yahoo.co.uk

category concerned. The Scribe accounting system secures the necessary financial control over transactions and provides clear evidence of each payment and receipt.

q) The Independent Examiner undertook a sample check of the entries in the Scribe Payments Lists for each month of the year of account and confirmed the transactions with the Bank Statements. Individual invoices/vouchers supporting the payments made were examined. Invoices/vouchers were confirmed as held for each item of expenditure examined with an appropriate audit trail in place.

r) The Treasurer/Secretary confirmed that the Charity did not have Creditors (debts owed to any parties) as at 31 March 2024. Similarly, no Debtors (sums owed to the Charity) were recorded as at 31 March 2024.

s) The Annual Return and Accounts for the previous year ended 31 March 2023 are recorded by the Charity Commission as having been received on 4 April 2024.

t) I would like to record my appreciation to the Treasurer/Secretary for her assistance during the course of this Examination and for the careful presentation of the Charity’s documents for the review.

3. Basis of independent examiner’s report.

My examination was carried out in accordance with the applicable Directions given by the Charity Commission.

An examination includes a review of the accounting records kept by the Charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from the Treasurer/Secretary to the Charity and Trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a ‘true and fair view’ and the report is limited to those matters set out in the statement below.

4. Independent Examiner’s statement.

In connection with my examination:

Trevor Brown Chartered Institute of Public Finance and Accountancy 26 June 2024

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TREVOR BROWN CPFA Internal Audit Services Charnwood, California, Woodbridge, Suffolk IP12 4DE Tel: 01394 384698 or 07587 523764 Email: tcdbrown01@yahoo.co.uk