Trustees annual report for the period April 2023 April 2024 Aims and objective's The Tadley & District Community Association (also known as TDCA) was created in 1957 with the purpose of improving the lives of the residents of TADLEY and the surrounding districts of t3aughur3t, the Pamber's, Aldermaston and Silchester. The Association aims to bring together local authorities, local residents and voluntary groups with the purpose of improving educational and recreational facilities for those living in the district. Mnqt of those activities centre around the hiring of the community centre (rhe Link) and the youth centre (rhe Point) and includes a range of activities promoted by the community association and by third-parties in the form of hirings, which include toddler groups, activities for young people, community cinema, coffee morning, Silver Surfer IT training by the Community Association, other groups such as the University of the Third Age hiring of the facilities to provide opportunities for retired residents. Blood Donor service, Eye Screening, Early Years Checks and Youth Offending Service. There are also a number of independent fitness and hobby instructors providing Yoga, Pilates, Martial Arts and Keep Fit classes. We have an Under 5's pre-school, a Home Schooling group and during the week the Association runs evening activities for the youth of the area. The Association carries out a wide range of activities in pursuance of its charitable aims. The trustees consider these activities as summarised in this document, provides benefit both of those who use our centre and to the wider community of Tadley and district. Volunteers are an important resource that allow us to deliver a first class service in the running of both The Link and The Point. Without whom, to employ the equivalent number of individuals would be a financial burden on the charity. All our volunteers give their time freely. Achievements and performance The Two buildings are available to hire to the general public to run their own activities or events. The Association also run activities and events in these buildings. The Association runs a year round programme of 'not for profit, Coach Trips to places of interest and West End Shows. A comprehensive program of events takes place typically from 9 am until 10 pm Monday through to Friday. TDCA also run a community cinema on the first Saturday of each month as part of its fundrai3ing objective3. Along with Hall Hire Birthday Party packages which include the use of the Associations inflatable equipment In recent years the Association has run a three day a week Food Pantry service which has relocated in the past year from the The Point to its own self contained garden 'log cabin.. Along with all the above the Assoclation produces an A5 booklet promoting its activities to local residents. TDGA uses SOGial media platforms such as Facebook, Twitter ancl Instagram, along with its own dedicated website to communicate with local residents. Financial review Reserves policy: the Trustees have reviewed the reserves of the charity, their policy is to hold enough funds to meet four months operating costs of the Association. So The charities principal source of Income Is througli h£ill hire. During the pa3t twelve months our income remained prety much the same as the previous year at £113,867. community development up by 55% to £21268 cinema takings decreasing from £4336 to £2951 At the end of our financial year in 2023 wo hod a doficit of £3595. For thg currant year the deficit is £58,812 whilst its significant jump on previous years it ref18Cted spending from the Covid Support Grant we held which is explained later in the report but does not cause the Trustees any concerns. With an increase in use of the building our expenditure during this period has gone up to £112,227 from £89,053. Governance costs went up for the same period from £99,213 to £111,562 Cash In the bank /in hand was £141,000 The trustees currently have no concerns about tho charity being able to continue as a going concern. Structure governance and management TDCA first registered with the Charity commission in December 1963. with a Constitution adopted 29th of April 1959 as amended 25th of March 1993 and the 1 st of July 2008. On the 31st March 2022 Tadley & District Community Association successfully became a Charitable InGorporated Organisation Linda Maad Karens Aerobics (User Group) Tadley Town Council Basingstoke & Deane Borough Council (representative role and not a Trustee) Member Member (resigned during term - January 2024) Chris Spenc8 Jo Slimmin Tony Flahive Kerri Carruthers Chairman's Report. The opening remarks in my annual report last year began with an apology for the delays we experienced in the building works in the The Link. Desplte a brief break from the work at the end of last year it was necessary to bring in new contractors to put right the poor workmanship by the original contractors. I can only once again apologise for any inconvenience experienced by our users during this year whilst this work was carried OLrt. By the time this Annual meeting takes place this work should all now be completed and i hope everybody welcomes the enhancements. As promised la3t year we got on with other improvement5 that we had held off, which included the floors in Halls A&B being sanded back and revarnished along with new line markings, We replaced the seating with new banqu8ting and fold up chairs, along with circular conference/ banquet tables. We also added new audio visual equipment in Hall A and have provided a hearing loop in the the reception and a mobile loop that can be Llsed in the smallgr mooting rooms. CCTV monitoring has now been installed in the car parks and has been soft launched ovor recent weeks and will go fully live for the start of the new school term in September. The only job we have not yet been able to do is the replacement blind in Hall B. We upgraded the sound insulation in hall A to match hall B and introduced it to the Point as well. The Point also saw the patio doors being replaced with aluminium bifold doors. For the coming year we are busily trying to raise funds to replace any of the original fire doors in the Link to match the new ones installed not only for aesthetic reasons but to bring them up to current fire safety standards. It will also be necessary to replace the concrete screed in the The Point. I'm pleased to be reporting that once again it gives me great pleasure to share with you news of another successful year for Tadley and District Community Association up to March 2024. Despite the challenges thrown at Us over the Organisational structure The Associations Trustees are responsible for the general control and management of the charity. TrUSt￿S give their time freely and receive no remuneration or other finanoial bonefitG. Day-to-day tAok* nf rijnning the charity are deleoated to an Association Manager who reports directly to the Association Chair. The Association is supported by a small team of part-time staff and volunteers. Trustees meet together as a body every six to eight weeks and are responsible for decisions taken in relation to running of the The Link and The Point centres and the activities provided by the charity. Recruitment and appointment of trustees Trust&es are typically recruited at the annual AGM and can be either members of the Association or representatives of user groups of the Associations. Both Tadley Town Councll and Basingstoke and Deane Borough Council mak8 one appointment each Holding Trustees (Individuals holding the lease): Warwick Lovegrove and David Leeks (these roles will be abolished on the adoption of the CIO) Charity Name . Tadley & District Community Association Other name the Charity uses: TDCA / The Link / The Point Flegistered Charity Number. 301736 until July 2022 / 1198457 from 31st March 2022 Charity's Principal Address: The Link, Newchurch Rd, Tadley, RG26 4NH TRUSTEES Trustee Name Office Entitlement to Appointment Member Adrian Noad | Chair Vice Chair Chris Reader Tadley Community Church (User Group) Clive Radley Rosemary Bond Marjorie Wilson Treasurer Member ., Member preceding years, and during the refurbishment works, we now appear to have settled baGk to a pattern of hall hiring and activities similar to pre Covid times. Once again our success is due to the marvellous work carried out by our Assoclatlon Manager Mandy Atkinson and her tcam of staff and volunteers, without whom, what is achieved eaGh year cannot be done. We have Gontinued to see the true value of our Community Association coming to the aid of our local residents still in need. We have not abandoned them and ensure they still receive our support through the Food Pantry. As I have said on many occasions and will repcat once again that the building is the c@ntrepiece in delivering activities and services to the widest range of local residents. During the past year we have again been successful in obtaining grants- in particular in support of running the Food Pantry. A combination of this income and the re-emergence of rising hall hire income has meant we maintained our reseNes which enable us to spend money on a number of enhancements as I mentioned earlier. During the last twelve months we were able to secure funding once again from -radley Town Councll and the Greenham Trust to employ staff to run our 0-19 age group activities. Danielle continues to run the 0-11 programme and we have Lucy & Paige running the 11 to 19 age group. My thanks go to Chris Reader for his support as the Vice Chairman this year. I mentionod last year Chris's intgrest in the impending legiglation for the Martyns Law. The General Election meant that the Act wasn't passed. However as I write this report the tragic news of the stabbings in Southport possibly do highlight this Act Gould be rushed through. The argument that it shouldn't apply to smaller community buildings will be hard to campaign against, if politicians decide Southport is an example of why greater security measures should apply to even the smallest public spaces. Also my thanks to Clive Radley who is stepping down as the Treasurer and a Trustoo At thiq mAAting, for hig gupport ov6r recent years. Finally my thaiiks go to each and everyone of our volunteers and members of staff, every single one of you is valued and appreciated for what you do. So a big thank you to: Jlll, Val, Viv, Charlotte and Julie in the office. Terry who helps out with the VIBE group and also with the gardon. Des, Sue, Martin and Ruth in the Computer suite. David for being the cinema projectionist, Rosie for being the most amazing cinema ce cream lady, Ronnie, Jill and Sue for being our usherettesl Katy, Amey. Val. Marjorie, Josie. Sue, Pam, Zoe, Gaenor, Neil, Anthony, Steve, Jackie, Mandy Haines, Anne and Lewis in the Food pantry. Anne, Shannon and Danielle with the Under 5's. Ronnie for giving us a weekly coffee morning loved by all. Prue, Colin and Adam for tireless packing away the inflatables and seating. Larry who retired but still gives freely so much of his time. Shane who will step in and help where required for our DIY jobs. And finally Lucy and Paige for running the Youth activities. To the Trustees my thanks for your support also. And fin£illy if you were a fan of the TV series Hill Street Bluos, you may recall the opening scene would be in the Police Station for the shift roll call and Sgt Phll Esterhaus would update his officers on all the activities that had happened out on the street earlier that day. He would and that roll call every episode before the opening credits would roll with the line 'Lats be careful out there" I mention it for no other reason othpr than to highlight what l am about to say next as this is my own Sgt Esterhaus moment as I say this next bit every year, 'without you, the users, the staff and volunteers, this place would be nothing more than a pile a bricks - it is what makes this place what it is. and ensures as a community we have a facility and Association that we can continue to take great pride in,. Declarations The trustees declare that they have approved the twstees report above. Signed on behalf of the charity trustees Signature(s) Full Name(s) Position NOAO Date TADLEY & DISTRICT COMMUNITY ASSOCIATION Charity Incorporated Organlsatlon Numb8r: 1198457 Companies House reference CE029085 (fonnerty charity number 301736) REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 st MARCH 2024 Tadley & DistrKI COMMUNITY CENTRE The T&lley Comnwnty Centre, Road. T*ll8y, Hampshir8 RG26 4HN TADLEY & DISTRICT COMMUNITY ASSOCIATION CONTENTS CONTENTS......... ANNUAL REPORT OF THE TRUSTEES... INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES............. STATEMENT OF FINANCIAL ACTIVITIES........... BALANCE SHEET as at 31 March 2024.......... NOTES TO THE FINANCIAL STATEMENTS........... This report relates lo the annual accwnts of the Tadley & DlstriL* Communly A88￿18￿0n nh8 Associationl for the year ended 31 March 2024. The AssociatM)n 8s a CIO tx)ntinues to ba a registered Ghaiity, and remair6 ex￿pt undw so(aKin 505{1) of ICTA 1988. PRINCIPAL ACTMTY The AssocIat￿n manages the purpose built Tadley Communty Centre - known 88 Thè Llnk arKI Tho Point youth buldirwJ {Ih8 Centr8'), to serv8 Iliose within 8 3 md• ratt￿$. TRUSTEES The following tNstses servéd tho y88r 8nd•J 31 Marth 2024.. Adrian Noad - Chairman Chris R88der- Chair (Taoloy Communty Church) Rosemary Bo￿1 Clive R8dley- Treasurnr Marg Wilson Llnda Mead (Usor group8) Tony Flahlv8 Chris Spenc4 ITadey T(r•m Cwncil) Jo Slimln (Basingstoke & Doane B(w¢￿h Council) from May 2023 Kerri Cwruthers {Ba8ing8toke & Deono B￿￿gh Cwncd) to Jan 2024 TRUSTEES, RESPONSIBILITIE8 FOR THE FINANCIAL STATEMENfd Charity law roqulr85 the trustoes to prepare t￿ Assocpt￿n,S financlal 8tat•ments taking a tnJ8 and fair vlew of finanaal activilies dwing 88th year and of tho fjnancial poSit￿n at the end of each year. Pwtiojlar car8 is needed when: sdectiNJ suitabb a¢￿Unts.ry pollcles and thon aP￿ing them G￿lStenty making Judgemants and esbmat86 that ar• r838on8bl8 arKI stating whether applic8bl8 ac4J)unllThJ 8tandard8 and statements of r8￿mmended adi(% have been frAlowed arml prep8rirKJ fyures on a going conc•m b8818 unlass it19 Inapprov￿16 to 8S8uma that the Assoclatlon will ￿ntinU8 lo opwat•. Th8 trustees 8ro responsible f(* keeping FYop8r 80x￿ntIng rec(xds which disdose. with rnasonatAe a¢L￿racY. tho financial of the Association, and which en8bl8 t￿￿rn to b(Ah 85Certain the financial p￿ltion of the Associatbn and ensure that the fin8nci81 8tstements tx)mpty wlih the requlremerrts ol th8 T￿￿1 Deed an(1 the Chwty Commlsslon. They are also responsible for safeguardlng the assets of the Association and henrA for tsking reasonalje slep8 for the wevention 8ThY detection of fraud other ryul8ritios. Tfkfj trustees oiven constd8r8lion to tho rna￿ rlsks to which th8 Assodation 1$ exposed and ar8 8atlsfied ihet there ara adequate measur8s and controls in plac* to 8pproFYiatoly Mit￿Sta th08• risks. Signed on behaf of th8 trustees by On The TaLl1oy ar￿ District Cc*nmunlty AssoaatK)n wa8 regithred with the Charity Commissk)n on 13 December 1963. Its c4)nstittrtKXI is govem&J by a d£￿Thnt adopted M 29 April 1959. which ha8 sincé b88n arnnd8d on 25 1993 and 1 July 2C#)8. On 31*1 March 2022 a CIO (Chafitablo IrKfxpoI￿ chganlsation) was registernd whith took over the xbvrtias of Chanty from 111 2022 .d'.s Rk.PLiRI JI) .1 kltr. l i of the Charities Act 2011. and that section 144(1) (audit) of the Charities Act 2011 doe8 not apply to the Charity. It Is my responsibility to aX8mlne th8 accounts (uThl8r section 43 of the Act. 88 amerKled), to follow the procedures laid down in the General Directions given by the Charity Commission (under Sodion 43(7)(b) of the Act, as arn8nd8d), and to state whether partlcular matters have ￿ to my attention. BA818 OF INDEPENDENT EXAMINER'8 REPORT My examination Carried OLrt in accordance with the Charlty Commission's dlrections. An examination indudes 8 review of the accounting records kepi by the charlty and a comparison of the accounts pre8ented those record8. It also includes consideratlon of any unusual ilem8 or disc108ur08 in the accounts 8nd seeklng explanations from the trustees c4)nceming any such matters. The procedures undertaken do nol pn)VNle all the evidence that would be requlred In an audit, and consequentty I do not expre&8 an audit opinion on Ihe accounts. INDEPENDENT EXAMINER'8 STATEMENT In the ￿Urse of my examlnatbn. rK) matter ha8 com8 to my attentknn Whlch g￿88 me reasonabl8 c8U88 to b8li8ve that In, any matarfal respect, the trust88s have riot rnet the requirements to ensure Ihat: - proper accounting records are kept in accxjrdance with $8dSon 130 of the Charities Act 20118nd - accounts are prepared which agree ￿ the accounting r￿ordS 8nd comply wtth the accounting requirements of the Act: or to vlhich. In my oplnlon. attentlon should be drawn In order to enable a proper understarKling of the accounts to be reached. El•8nor Green• Do the Number8 Ltd, 37 Upper Brownhill Road. ScKrthampton. S016 5NG J￿Y 2024 INCOME AND EXPENDITURE ACCOUNT for the year ended 31 March 2024 2024 20Yd Incomlng ReBrwJrces Hall hire and Affiliations Communty Development Communiiy Panty Youth Buildlng Vending Machin8 Cinema Income from chatitablo Bank interest Grants to eovw sp8clfic axpens86 Fund rdi6ing Advertising incomo Monday Club Donations 113,80T 21,268 31,412 36.954 553 2,951 113.401 13.675 3,716 36,778 207.CK 172.868 492 19261 3.843 9,587 2.317 2,C(11 234 Income from vduntary sourr*8 TOTAL INCOMING RESOURCES 235,974 238,570 Resources expndeo CoJt8 of gon•rnt•d fvrttl8 Costs of activities in f(Kthoranc• of haritsble oblectrrfes Gov8mance costs COVID communrty support costs Depreciation of fNod as8Ots 112,227 89,053 111,562 99,213 70,997 53.899 TOTAL RESOURC&8 EXPENDEO SURPLUSI(DEFicin FOR THE YEAR R8S8rves txought forward RESERVES AT END OF YEAR {58.812) (3.595) 917,209 920,803 Tho reserv88 arg all hokl as a gen8rn1 fund arKI have no restrlrthns pla(xd UPDn them. Tho lund ba18nce rnpresonts all the gains or losses 81ising for the year ar#d ￿rrIed fcThwd. l of th8 Association'8 operations are dassed as continuiro. BALANCE SHEET as at 31 March 2024 2024 2023 FIXED ASSETS Tangible a&8ets 717.272 CURRENT ASSETS Dobtors Cash at bank arKI in hand 5.678 141,761 218,4TT CREDITORS Du8 within ono y•ar NET CURRENT ASSET8 NET ASSETS 12.397 18,539 129,364 858,397 917,209 REPRESENTED BY Unreslricted Genwd FurKIS Unrestrlctod re8erves- Y£￿th twHdlThJ TOTAL FUNDS 43,717 102,529 858,397 917.209 Th• tru8te89 apwI￿d the￿ fin8ndal Statements at a meetlng and tw have been SKJnod on thelr b•h4f by followlro tru8t80B: Adrian No8d. Chaimwn Clive R8dl8y, Tr88 NOTES TO THE FINANCIAL STATEMENTS ?t 31 M4rc.h. 20?a 1. ACCOUNTING POLICIES Ba•ls of accountlng Tha8e a(xounts havo boen preparod undor the historbL¥I cost conv8ntion using accounting policios that best gr4e a twe and fair view in accordanc* with Charliies (Accounts and Rewts) Regulatiorts 2010. the Ststement of R8commond•d Practic8. applicablo accounting standards arKI th• Chartss Acts 1993 aml 201￿. Incomo Income is tsken to th8 aCC￿nts in tho perkxl whon the rdevant facilititis have b88n used by custormrn. Where In(x)mlNJ re8owces havo related oxp8fKliiure (8s with fund raislng) tho IncomirvJ rosowces arKI rolat8d éxp6ndiiure are r8POrtod gr066 In tho Stalemonl of Financial AGtIviti￿. Donations, grants and (*hor r•c•ipts are aco￿nted fc wh8n recoived and tha AssLXiation has un￿ndit￿1nal entiil8ment to use them. Interest18 accounted for when ￿edrted to the Assouation's bank stst8ments. Expndltur• All expondituro 18 IrKlud•d In tho acc4)unts on an aG(xual8 ba818 and are recogni88d whan th**8 is a18g81 or cnnstN(aiv8 thlwtKMI to pay oxpenditure. Costs that havo not boon capitsli8ed as a880ts have boan dYo¢Uy atlrlxrt8d to or• of tha axp8nso categori86 in th6 Statement of Financial Adivil￿. Tanglblo fflx￿ •M•ts and dopr•clalk•n All f￿ad a8sets aro initially r8(xKdad ai cost. The cost cl building or equipmant onated by the local or ￿Unty C￿n¢￿3 havé b88n exduded from the account8. Tang1t￿o fixed assats are dewec￿t8d a8 PW lh• sch￿1￿0 b8low io ra118Ct Ine* useful The AssoclatFon's reserves pcllcy 18 10 glm to hdd at 188St fo￿ month8 of oXP8nded resources to meet ts ￿Jga.On8. Taxatlon Th6 Associatbn is exempt from Sncome ond corwration lax88 under 08c*ion 505{1) of the Income and CorFK*8t¥)n T8X8s Act 1988 2. COSTS OF ACTMTIES IN FURThERANCE OF CHARrrABLE OBJEcllvES Utili￿$ and servic Youth BuAdir Communty panty Building Maintenar Cl8aning contractor5 arKI materia18 Entert8lnm8nt, cantaan and drinks Cinema Cornn￿nty fvnC￿nS and d6vdopm￿ts Monday Club Adverttsing events 2024 2023 25,454 3,001 12,961 20,664 1,457 8,662 17.802 13,861 3,250 3,213 12.288 1.916 929 18,753 1,124 2,179 1.647 112.227 89.053 3. GOVERNANCE COSTS Wages and sa18ries Office and geniyal expertses Independent examinerfs fees Other wofessional f Training ,576 9.653 86,370 7.390 3,323 3,421 1.551 aver8g8 wèèkly nunts of paid c8kxJlatod as full tlm8 ￿U1Valents, during the year was 4 (2023: 3). No 6mployo0 rocoN•d romunwation of ffl￿• than £50.(MJO •mploy88s entit￿1 to 8Ut¢>enrollment have a defined contribulbn pension with NEST. Truste86 8ro remuneratod nor dkl any daim rn5rnt￿r88rn8nt of per80nel expans85. 4. TANG18LE FIXED ASSErs Basingstoke & D88n8 Borough Cwncl (Nms the freefdd of Tad8y Communty C8ntre and the land on wh￿h rt is burtt. On behalf (rf tho A890cl8tlon. Tedley Cwnclllo Warwick Lovegrovo and David L•&k8 held th0108￿ of th6 Contré Sn tN8t for 26 yoar8 to 13 June 2019. A lease replac8meni for IM CIO Is underway wlth 8DBC The A880ciation ha8 ¢8pit81i6od and dowoclal•s th• fdknwing aquipmenl that it own8: Youth Building (4% SL) Youth Bulding F&F (33% RB) FLYiuro3 and frttings (25% RB) Totsl Cost blfwd at 1 Awil 2023 Addiiions C08t cjfwd at 31 Marth 2024 927,768 176,647 1,153,263 73,114 82,758 249,761 1,153.263 927,768 58.492 Dep'n blfwd at 1 A4Yl 2023 Provlded durifYJ the ye Dep'n rJ￿ at 31 March 2024 258,640 37,111 295.751 133,370 29,097 162,468 435.991 70,997 506,989 4,789 48.769 N•t book value at 31 March 2024 832,017 9.723 87292 729,032 Net book value at 1 2023 669.128 4.867 43.278 717,272 DEBTORS 2024 2023 Amounts ty•thI by u88rn d th• ComTh￿nty C8ntro Prepaid expenses 6,534 5,678 6. CREDITORS: du• wlthln on• y•ar 2024 2023 Amounts owad to SUP￿18 Accruals and dofe￿•d incon Taxes and national insuran 273 16,582 10,(J 7. TrANSACTIONS WITH RELATED PARTIES Other than as fOll(y￿S. the Association h&1 rn matwkl transa&lorffj with any trusteos c related parti6s fiy the year to 31 March 2024.. ' Name of r8lat8d party Tadl8y T(yAfft Councl Tl*i yow i Lajl yMr 12.475 | H8mpJhirn C¢yJnty C(￿n¢￿ Th• C•ntr8 M8ny1s 8 mombw of Tadloy Town Cwnd trArt all relevant Intorests ar• di8d08ed al both tyganlsatlon8. **3[rd] July 2024** Mandy Atkinson, Manager Tadley and District Community Association Tadley Community Centre Newchurch Road Tadley RG26 4HN ## Dear Mandy Further to my visit to the Centre today, please find enclosed the accounts for the Tadley and District Community Association for the year to 31 March 2024. I found the systems to be in excellent order, all of the required files were ready upon my arrival. All of the relevant journals have been posted to the Sage system so reports will match the accounts. The accounts have been issued in the name of the CIO and should be posted to the Charity Commission on the new account, rather than the old one. The expiry of the lease has been noted so that BDBC still have an incentive to progress the update and renewal. Since the closure of the Credir card account, the centre manager is paying substantial bills through her personal credit card and reclaiming from the charity. This is not good practice and increases risk. A new Lloyds Multipay account should be opened as soon as the bank account changes To confirm my conversation with the Chairman during my visit : The youth building cannot be removed from the accounts regardless of the lease status. It is being written down in value at a much faster rate than is normal for a building, to reflect its design limitations. Bank current accounts that might be suitable for the charity include Unity Trust and Handelsbanken If you require any further information, please do not hesitate to contact me. Please find enclosed my invoice for the agreed fee. Regards Eleanor S Greene eleanorgreene@dothenumbers.uk Registered in England No. 7871759 Director: Eleanor S Greene