## **Salford Astronomical Society** ## **Charity No: 1197817** # **Trustees’ Annual Report Including the Directors’ Report & Statement of Financial Activity for the period 1 October 2022 to 31 October 2023** ## **Salford Astronomical Society** # **Trustees Annual Report Including the Directors’ Report and Statement of Financial Activity for the period 1 October 2022 to 31 October 2023** ## **1. Introduction** ## **1.1 Charitable Objects** The charity’s charitable objects, as set out in its governing document. To promote and advance the education of the public in the theory and practice of Astronomy and related subjects by: (A) encouraging the public interest in Astronomy - (B) And/or circulating current Astronomical information (C) And/or further the education and knowledge of the public and of its members, by providing facilities for the active promotion and participation in observational Astronomy. (SORP ref - Para 1.17) ## **1.2 Overview (Executive Summary)** Salford Astronomical Society (also known as The Society and Salford Astro) is an open and inclusive society, respectful of the views and beliefs of others, with the aim to be a source of inspiration, knowledge and learning, and to provide a positive benefit for the local community. We strive to develop relationships with other organisations with similar interests and objectives, both locally and further afield. (SORP ref - Para 1.17 and 1.19) ## **1.3 Governance and Management** ## **Governing Document** Salford Astronomical Society is a CIO – ASSOCIATION. Registered with the Charity Commission on 07 Feb 2022, under the Charity Number 1197817. It is governed by Charitable Constitution and is controlled and managed by elected Trustees. The Trustees give their time freely and receive no renumeration or financial benefits. (SORP ref - Para 1.25) ## **Organisational Structure** The Trustees meet together monthly at the Observatory and have key responsibilities for all decisions taken in the running of the Observatory and any activities provided by The Society. It is planned that additional sub-committees will be set up once the Volunteer Programme has been set up and finalised. The sub-committee will report directly to the Trustees. (SORP ref - Para 1.25) Salford Astronomical Society: Trustees’ Annual Report & Financial Statements Page 2 of 18 ## **Recruitment and Selection of Trustees** The existing Trustees are responsible for the recruitment and selection of new Trustees, these could be existing members of The Society. In selecting new Trustees The Society seeks to identify people who show an interest in the long-term aims and development of The Society. That new Trustees can bring engagement and ideas, and be willing to volunteer into broader community work and bring new skills and knowledge to the Society and its members. Potential Trustees are invited to attend Trustees’ meetings as observers, and are given more information about the Charity, its aims and objectives, and if Trustees are in agreement, then they are proposed as a new Trustee at the next Trustees’ Meeting. This process will allow fair and non-judgmental consideration of a person’s eligibility, personal competence, specialist skills and knowledge. (SORP ref - Para 1.25) ## **Induction and Training of Trustees** Upon appointment, new Trustees are introduced to their new role, and provided with copies of the Society’s Constitution Document, and its aims and objectives. The new Trustee will be given the opportunity to read over policies and procedures that are in place, and will be required to sign that these have been read and understood. Copies of up to date Policies and Procedures are available both electronically and in hard copy, and print outs are available upon request. The Trustee(s) will be provided with a “New Trustee Handbook”. (SORP ref - Para 1.25) ## **Risk Management** The Society has a designated Safeguarding Officer, who is fully complaint and holds an up to date enhanced DBS on the “Update Service”. The Trustees have assessed the risk of Health and Safety and Safeguarding, and these are updated regularly at Trustees meetings. A risk matrix has been developed and measures taken for any mitigation of risk. The Trustees are satisfied that systems and protocols are in place for risk to health and safety; and insurances and safety measures are in place for new Trustees, members and visitors to the Observatory. Appropriate monitoring of DBS checks of Trustees, members and in place and are reviewed regularly, including any updates to policies and procedures, as well as appropriate training by the local authority Safeguarding Team. Volunteer and Trustee DBS checks will be carried out by Salford CVS. (SORP ref - Para 1.25) Salford Astronomical Society: Trustees’ Annual Report & Financial Statements Page 3 of 18 ## **2. Activities & Main Achievements** ## **2.1 Outputs & Outcomes** ## **What has been the focus of our work and Charity over the past 2 years** The main focus has been two fold, firstly to install and commission the new computer Go-To System on the 18.5 inch Newtonian telescope in the observatory. This has taken a considerable amount of time and effort, as the system that was previously installed was fraught with problems. The problems were due to the fact that we were trying to retrofit a modern very accurate system onto a telescope that was built in around 1930. The Go-To System is now working as intended and the next step is to add a custom controller to the telescope, that will enable it to be used for astrophotography using modern high sensitivity cameras, and the associated Autoguiding and plate solving that is necessary for such a system. This will enable users of the observatory following a short amount of training to use the telescope for both fun astrophotography and to get involved in pro-am collaborations. Secondly the focus of The Society has been to raise the funds and get planning permission for a new classroom and toilet facilities to enable The Society to carry out and deliver outreach work in astronomy, astrophotography and astrophysics. Including practical astrophotography classes aimed at teaching members of the society, its members as well as the wider community within Salford. Our other main objective is to deliver classes to the hardest to reach groups within our community and society, and to work with other 3[rd] sector and community groups to bring astronomy, astrophotography and astrophysics to everyone. These subjects and hobbies are some of the most expense to have, and our work is to build upon what we have already started within the community with the Scouts and Guides Groups, as well as delivering free classes to a varied age range of learners. ## **What are our aims for the future for the Observatory** Our aims and objectives are to grow and develop our observatory into a venue that is open to the public free of charge, and open at times where the night sky can be observed in a safe and engaging environment. The Trustees are going to create a strategic plan of action for the next 3 years, and with new Trustees on board who have experience within the 3[rd] Sector and bid writing, the aim is to apply for grants and funds to develop a range of courses, learning and free training. To plan and develop a Volunteer Programme, with volunteers working alongside members and Trustees to open the Observatory at varied times throughout the week and weekends. Salford Astronomical Society: Trustees’ Annual Report & Financial Statements Page 4 of 18 ## **2.2 Policies on Grant-Making and/or Social Investments** The charity does not make any grants, or make social or programme-related investments at present. (SORP ref - Para 1.38) ## **2.3 The Roles & Contributions of Volunteers** The Society at present does not operate or offer volunteering. However, over the next year, the Society is looking to develop a new Volunteer Programme, so that the Observatory can be open more often, at variable times during the week, to a wider range of members of the public, to offer a greater range of courses and introduce more people and local residents to astronomy and star gazing. (SORP ref - Para 1.38) ## **2.4 How the Public Have Benefitted** There have been many changes within the Society, with interest from members of the public, including young people who have benefited from the knowledge and expertise of our members and Trustees. This has included over the Winter month visits from the Scouts and Guides across the City of Salford and wider areas, who have benefitted from talks and basic introduction to astronomy, with pre-arranged tours of the observatory and the telescope. We plan to develop this and aims to reach out to a wider audience across the Greater Manchester Region ## **2.5 Achievements and Performance (Meeting Targets)** |**TARGETS**|**ACHIEVEMENTS**| |---|---| |Funding for new classroom, kitchen
and bathroom extension|Funding has been secured from Booth Charites, and the
ground work has taken place, in preparaton for the footngs
and preparaton for the Classroom to be erected.| |Engage with Scouts and Guide
Groups|Over the past year, The Society has engaged with more with
the Scouts and Guides Groups, word of mouth has meant
that we have seen an increase during the Winter months for
visits to the Observatory for educatonal learning.| |To engage with more of the
residents of Salford using a range
of social media|We have been more actve in our social media platorms,
with our members postng many of their own pictures and
photos with their own equipment, encouraging others to ask
and enquire about visitng the Observatory.| |Engaging with DwarfLab|We have been successful in engaging and making contact
with DWARFLAB, who have shown interest in working with
The Society on future projects, using their unique telescope,
we plan to make further contact once our classroom is up
and functonal.| Salford Astronomical Society: Trustees’ Annual Report & Financial Statements Page 5 of 18 ## **2.6 Looking Ahead** The Society has been granted planning permission for the erection of a classroom with bathroom facilities, this has provided the Society to make plans in the year 2024/2025 for additional activities aimed at diverse groups of children and young adults. Our vision and mission is to create a plan of action where we can build upon the work that we have started with the Scouts and Guides Groups. Our Trustees will scope and plan a 3 Year Vision for the growth and opportunities of the Observatory, and plan to develop its own Volunteer Programme to deliver a wider range of learning programmes. ## **2.7 Administration Information** Salford Astronomical Society is situated on a green area of land owned by Salford City Council, and a “Pepper Corn” Rent agreement is in place. The address is Chaseley Rd, Salford, M6 7DZ. The agreement has been a long standing agreement since the Observatory was erected and opened in 1971. Salford City Council have agreed that the Observatory is an asset to the community, and local Councillors’ have shown interest in the future vision and plans for expansion. Salford Astronomical Society: Trustees’ Annual Report & Financial Statements Page 6 of 18 ## **3. Financial Review** ## **3.1 Financial Position – Salford Astronomical Society** The Society has an open and transparent policy and therefore this Report will include financial statement from year since the registration with the Charity Commission. A full breakdown for each financial year is available and have been accepted by the Board of Trustees as True. Review of the financial position of the charity 2019 – the status of the account was opened for The Society, new banking 2020 – The Society’s status was “Not for Profit- 3[rd] Sector” 2021 – The Society’s status was “Not for Profit- 3[rd] Sector” 2022 -The Society was registered as a Charity 2023 – First year as a registered Charity and Commissioner’s report due 31[st] October 2023 2024 – final reporting and financial accounting have yet to be completed, accounts will be available for the end of accounting year of The Society. Note section is available at the end of the Report, for a breakdown of each individual Credit/Debit for the accounting for the Charity Commission’s Report period. The section below is a snippet of the accounting period when The Society was not a registered charity, but was a not for profit 3[rd] Sector Organisation. This has been added for transparency and clarity of accounts of The Society. Salford Astronomical Society: Trustees’ Annual Report & Financial Statements Page 7 of 18 Balance from the accounting period 1[st] October 2021 t0 31[st] October 2022 and carried forward to 1[st] October 2022 to 31[st] October 2023 is £10, 648.84 Salford Astronomical Society: Trustees’ Annual Report & Financial Statements Page 8 of 18 Salford Astronomical Socie Annual Chari Accountin Period 1st October 2022 to 31 October 2023 CTION A- RECEIPTSAND PAYMENTS IN Unrestricted Funds Restricted Funds IN IN -harlty No.. 1197817 NOTE No. Total Funds Ih see adthtional info about e•ch 80¢1ion Fund5(3rtiedlonvanl from last yeaw5 countlng perlod. 10.648.84 Jrownles/scoutslGuldÈ IOUP5 395.00 £ 395.00 ¥natlOn5 2,689.42 £ 2,689.42 ember5hip5 448.￿ £ 3theTCTeditslMisc 1,157.47 £ 1.157.47 Fundinglgrants ecrfic Funding Total ioiJlcJrriod roMJrttrrDmusT¥*Jr and incomegeneratedforthis cutrentaccounting èriod 4,69(t.32 15.339.16 dlCllON •.Oi1TG￿1ND?Av￿EwVsmlDE Vnrestri¢t$d Funds R$$tri¢t$d Funds our our NOTE No. Tot31 OLrr Funds see adthtional info about each section Daisycomrns Ltd TU Enèrgy 140.00 £ 140.00 270.21 £ 270.21 EDF Eneryy TALKTALK Communlcalton5 481.00 £ 481.00 li 381.62 £ 381.62 Roorn Hlre 186.00 £ 186.00 Le(ture5 ObsÈr¥atiMywork and maitrtenance 145.00 £ 145.00 1.125.00 £ 1.125.00 portal planning 8.00 £ 298.00 MISC Payments Olrt 209.40 £ 209.40 3,23623 Total of credits rnisnus debits forthe financial year .1￿￿93 SalfordAstronomic3lSociety.' Trustees'AnnuBIReport& FinBncialStatements Page 9 of 18 ## **3.2 Details of Any Funds Materially in Deficit** The Charity has no funds which are materially in deficit. See accounting section. ## **3.3 Policy on Reserves** The Society has a Reserve Policy in place that is relevant to the size of the Society and has been ratified by the Board of Trustees, the Policy will be updated as deemed necessary by the Board of Trustees and The Society’s Director. “This policy will seek to ensure financial sustainability of The Society for the long-term. In setting the policy, the Board of Trustees has referenced CC19 Charities and Reserves, issued by the Charity Commission. In setting the parameters for the Reserves Policy, the Board of Trustees has considered the following”. - If reserves are too low, The Charity risks insolvency and its charitable purpose will be put at risk. - If reserves are too high, money will be tied up unnecessarily, thus limiting The Society’s achievement of its purpose and jeopardising its ability to raise future funds. Salford Astronomical Society: Trustees’ Annual Report & Financial Statements Page 10 of 18 ## **3.4 Going Concern** There are currently no going concerns about that Charity that need to be notified ## **3.5 Principal Sources of Funding** The Society does not receive any direct funding, and the main source of funding is from Donations from visitors to the Observatory, or funds or grants that have been successful through bid writing. Members also pay weekly subscriptions. Funds are also received from Scouts and Guide Groups. The Society applies for additional funding through grants and bids, to support its basic running costs, and will continue in this manner by applying for bids and funding from a range of sources. ## **3.6 Investments Policy & Objectives** The Society does no have any investments ## **3.7 Description of the Principal Risks Facing the Charity** Any risks that the Society faces are noted within separate policies and procedures. A risk management policy is in place and is managed by the Trustees. ## **3.8 Remuneration of Trustees** All Trustees act in a voluntary capacity and receive no remuneration or other material benefits from their services to the Charity/The Society. Out-of-pocket expenses that are necessary and reasonably incurred by Trustees in promoting the purposes of the Charity are reimbursed at cost, and are noted down within annual accounts, for transparency. ## **3.9 Statutory Statements on Liabilities** The Trustees declare that: - The charity has given no guarantees where potential liability under the guarantee is outstanding at the date of this statement - (eg: any outstanding/ongoing contract or legal undertaking to buy or provide specific services); - The charity has no debt outstanding at the date of this statement which is owed by the CIO and which is secured by an express charge on any assets of the CIO (eg: a mortgage on property owned by the charity); Salford Astronomical Society: Trustees’ Annual Report & Financial Statements Page 11 of 18 ## **4. Reference and Administration Details** ## **4.1 Charity Name & Registration** **Name of the Charity:** Salford Astronomical Society (also known as The Society, Salford Astro) **Charity No:** 1197817 **The Society is not Registered with HM Revenue & Customs, at present there are no paid staff members** ## **4.2 Charity’s Principal Address** Salford Astronomical Society, Chaseley Road, Salford, M6 7DZ **e** -mail: hello@salfordastro.org.uk website: https://www.salfordastro.org.uk/ ## **4.3 Names of the Trustees Who Manage the Charity** |**Name**|**Office**|**Appointed**|**Resigned**|**Appointed by**| |---|---|---|---|---| |GaryYule|Chair|24 February2021||| |Lee Bowditch|Treasurer|24 February2021||| |Gareth Lever|Director|24 February2021||| |||||| |||||| ## **4.4 Names of Advisors & Senior Members of Staff** |Name|Role|Address| |---|---|---| |n/a|n/a|n/a| |||| |||| |||| |||| ## **4.5 Bank Account Details** The Society has a dedicated bank account with Lloyds Bank and is accountable for all accounts. ## **4.6 Independent Examiner** Not relevant at this present time, due to funding being below £25,000 Salford Astronomical Society: Trustees’ Annual Report & Financial Statements Page 12 of 18 ## **5. Structure, Governance & Management** ## **5.1 Type of Governing Document** Constitution. ## **5.2 Charitable Objectives** The Society has policies and procedures in place that support its vision and mission objectives. The main objective is to bring Astronomy into every person’s lives and to access this freely. Astronomy and the equipment that is needed to enjoy this subject, is expensive, one of the key objectives of The Society is. To promote and advance the education of the public in the theory and practice of Astronomy and related subjects by: (A) encouraging the public interest in Astronomy (B) And/or circulating current Astronomical information (C) And/or further the education and knowledge of the public and of its members, by providing facilities for the active promotion and participation in observational Astronomy. ## **5.3 Statutory Declaration** The Trustees confirm that they have paid due regard to the guidance issued by the Charity Commission on public benefit in deciding what activities the charity should undertake. ## **5.4 Trustee Selection Methods** There must be at least 3 Charity Trustees independently elected for the Board. The maximum number of Trustees is 12, in accordance with The Society’s Constitution, Trustees are appointed or re-appointed for a term of three years by a resolution passed at a properly convened meeting of the Charity Trustees. In appointing Trustees; due consideration is given to ensuring that the Trustees have, between them, the skills and experience necessary to manage The Charity/The Society effectively and in accordance with Charity Law. ## **5.5 Trustee Development** Going Forward, The Society will be creating and providing a detailed Trustee Pack, which will include a range of information about The Society, as well as planned training sessions around key areas, such as health and safety, safeguarding and risk assessment. Approved by the Trustees and signed on their behalf. Gareth Lever Director Salford Astronomical Society: Trustees’ Annual Report & Financial Statements Page 13 of 18 ## **6 Director’s Report** ## **Salford Astronomical Society** ## **Executive Director Report** ## **Completed by: Gareth Lever** Date of completion: November 2023 Reporting Year: 2022/23 ## **Charity Commission Reporting Period: 1[st] October 2022 until 31[st] October 2023** ## **Overview of Members/Staff/Volunteers** Total # of Volunteers: N/A Total # of Volunteer Hours Worked: N/A Total # of Members : 45 Total # of Staff N/A ## **Primary Focus Areas:** - October 2022 to February 2023, our main objective for members, was holding events supporting community groups to access our facility, these groups include Scouts, Cubs, Beavers, Girl Guides and general public admissions. - We have continued to reach out to schools to increase interest in accessing the Observatory and all we have to offer. - We have continued to seek funding with plans to extend the building to incorporate toilet facilities, this is a long term project and ongoing. - Member/volunteers to help support programs, raising awareness of the Society, for example, hosting a pitch at Buile Hill Park open day and ASDA community stalls across the City. Salford Astronomical Society: Trustees’ Annual Report & Financial Statements Page 14 of 18 ## **Organisation Goals: Progress Report** The main objective is to bring Astronomy into every person’s lives and to access this freely. To provide the equipment that is needed to enjoy this subject is expensive, one of the key objectives of The Society is. To promote and advance the education of the public in the theory and practice of Astronomy and related subjects by: _(A) encouraging the public interest in Astronomy_ _(B) And/or circulating current Astronomical information_ _(C) And/or further the education and knowledge of the public and of its members, by providing facilities for the active promotion and participation in observational Astronomy._ ## **Community Outreach Efforts** **Outreach Event Purpose and/or Outcome** Friends of Buile Hill Park Easter fun day to broaden the communities knowledge of the Society and secure new members where Attended - April 2023 possible Asda Community Stall to broaden the communities knowledge of the Attended - May 2023 Society and secure new members where possible CERN Research Institute talks to access speakers to come and give From April 2023 ongoing lectures to members and non-members ## **Major Accomplishments** Our key accomplishments during this reporting period: - Strengthened links with local schools and colleges encouraging them to access the Observatory - Talks/meeting with NASA Community Outreach efforts, successful meeting that we are hopeful to develop. - Secured funding from ASDA Community Funds towards furniture for the planned extension, this includes table and chairs etc - Being more connect and creating a partnership with Salford City council - Attended Jodrell Bank on an outing as a group to raise the profile of the Society. ## **Challenges** Challenges The Society has faced and long term challenges: - Recruiting more members, as COVID-19 had a detrimental impact on members attending and the recruitment of new members, social distancing and the challenges The society faced - Encouraging more females members to join a very male dominated society and subject. - Securing funding to move the society forward with up to date equipment - Connecting with local Colleges to extend knowledge of our existence. - Encouraging members to be active in volunteering and supporting projects. - To create working groups to support small focused projects for the Society ## **Board Engagement Objectives** Salford Astronomical Society: Trustees’ Annual Report & Financial Statements Page 15 of 18 _Key objectives and aims from the Board for the next Strategic Planning Proposal_ 1. Members to continue to support and engage with community groups such as Scouts, Cubs etc 2. To encourage general admission visitors to the Observatory to become members… conversion rates, especially a younger generation and female members 3. Form small Working Groups with a project lead to support general maintenance and cleaning of the building and surrounding green areas. 4. Engaging with the Local MP and Local Councillors to raise our profile within the City of Salford. 5. Outreach to astronomical companies, by attending Practical Astronomy Shows to identify how they can support our needs through discounts and opportunities. 6. To develop a 3 year Strategic Plan for growth and development of The Society, to reach a wider audience and engage with the hardest to reach groups, through community cohesion and connectivity. 7. To apply for funding to meet the Society’s key aims and objectives as within this report. Salford Astronomical Society: Trustees’ Annual Report & Financial Statements Page 16 of 18 ## **APPENDICES** |1.|Overview of accountng number referencing table ….| |---|---| |2.|| |3.|| ||| ||| ||| ||| Salford Astronomical Society: Trustees’ Annual Report & Financial Statements Page 17 of 18 APPENDICE I.. Salford Astronomical Socie Annual Chari Accountin Period Aceountlng Number Overview of accounting Number Income generated trom Scout5. Girl Guides. and Cubs, also to include any othertype ol income that is generated. such as otherworking groups. income is classed as Unrestricted Donations received from any person- individual orgroup, this Income Is classed as Unrestricted and can be spent on any actlvlty ol the Observatory Memberships- annual membership is required fvom each person who wishes to be a membei of The Society, Ihisyeaily Membership amouNI will be decided by a Tiuslee5' Meetin& Thisfunding 15 cLas5ed a5 UNrestricted Other Creditslmisc income- this income is any otheramountthat doe5 not fit illto a specific funding Group- Thislunding is classed as Unrestricted FundingiGrants- Thisfunding is accessed through a round of bids or annual devolved fundingfrom Salford Clty Councll. Thls lundlng Is classed as Resirlcied furdlng Specific Funding- This funding group is any Oiherfunding thai has been won vla a specific bld or funding, this is Restricted funding and will iequire detailed separate accountlllg toll Debits specitic to payfor utilities forthe obSe￿a10ry Room Hire paymentsfor lectures at othervenues. these debits can be linked to specific funding. bids and grants Lectures and paymentsto Lecturer's atthe Observatory and othervenues, these debits can be linked to specifi.c funding, bids and grants Observatorywork and waintenance of the Building ard telescope, these debts can be linked to specific funding, bids and grants Debts that are Nisc or specific lo the work ol the Observatory, the grounds, the buildin& the telescope or other requirements otherthan maintenance work Debts that are Nisc or specific lo ihe work olihe Observatory, the grounds, Ihe building the telescope or Dlher requirements otherthan maintenance work Cash Funds- Credits that are Unre51ricted, unless received by a donation that has been classed it 15 area specitic, then this these funds will be Restricled Other Funds- Credilslhat are Unrestricted, unless received by a donalion ihat has been classed il is area specilic, then this these funds will be Restricted GiftAid Funds- Credits that ale Unrestii¢ted, unless received by a donation that has been classed it is area 5pecitic. then this these fvnds will be Restricled Liabilities Credits or Debits thal are Unrestricted, unless classed as specific, Ihen Ihislhese lund5 will be Restricted 14 15 16 17 19 21 Assets- anytype ol non-monetary items that have been gifted or donated that hold a value and can be classed as an asset to the Obse￿atory, The Society or lowaidsthe benefit ol ils Members ShlfordAstronomicBISociety.' Trustees'Annu31 Report & Fin3ncihlSthtements Page 18 of 18