Trustee Annual Report for Agora Cultural and Educarional Circle
For the Financial Year Ended 31 December 2024
1. Introduction
The trustees present their annual report together with the financial statements of Agora Cultural and Educational circle for the year ended 31 December 2024. The report has been prepared in accordance with the charity's governing document and the applicable legal requirements.
2. Structure, Governance, and Management
Agora Cultural and Educational circle is a registered charity in England and Wales with charity number 1207534. The trustees are responsible for the management and administration of the charity.
The trustees, who served during the year and up to the date of this report, were:
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Sudath Nishantha Badde liyanage Fernando
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Hettiarachchige Senake Wimal Rodrigo
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Nuwan Jayaweera Nambukara Thanthrige
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Athaudage Dona Bimali Chandima Perera
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Jensus pradeep anton Ambagahage
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Kugathasan Ramalingam
New trustees were given an induction pack and were familiarised with the charity's governing document, strategic aims, and financial procedures.
3. Objectives and Activities
The charity's main purposes are the promotion of racial harmony for the public benefit and the promotion of equality and diversity for the public benefit.
This year, our key activities were:
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Activity 1: Agora Movie Evening and discussion
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Activity 2: Sri Lanka traditional food festival-Hopper and Kottu night
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Activity 3: Christmas community get together
4. Achievements and Performance
This has been a significant year for Agora Cultural and Educational circle as the first year. Thanks to the incredible hard work of our volunteers and the generosity of participants, we are proud to have achieved the following:
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Key Achievement 1: We held 3 successful events for a total of 131 people during this time and managed to create a small but regular participant base who are happy as well as well contributing.
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Key Achievement 2: 70% of the participants who attended our events especially the movie discussion reported the importance of such events as well as impotence of an organization such as Agora Cultural and Educational circle.
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Key Achievement 3: We were successful in getting together all the Sri Lankan communities (Sinhala, Tamil and Muslim) that lives in the UK in the all three events.
5. Financial Review
The charity's total income for the year was £1209, derived mainly from contributions of the participants. Total expenditure was £1149, all of which was applied directly towards achieving our charitable objectives.
The trustees have reviewed the financial position of the charity and are confident that it is a going concern. They have put in place prudent reserves policies to ensure the charity's sustainability. The trustees are committed to ensuring funds are used effectively and for the purposes for which they were donated.
6. Plans for the Future
Looking ahead, the trustees plan to build on this year's success by:
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Future Plan 1: Creating more regular events within the areas that we held the events last year. Especially the movie screenings followed by discussions.
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Future Plan 2: build the participant base by doing activities in different areas
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Future Plan 3: Plan a Sports event between different communities for the purpose of promoting the racial harmony.
7. Trustee Declaration
The trustees confirm that they have complied with their duty to have due regard to the public benefit guidance when exercising their powers and duties.
Signed on behalf of the Board of Trustees:
Sudath Nishantha Badde liyanage Fernando Chair of Trustees
Date: [15/10/2025]
Financial Report: Event Analysis
Charity Name:Agora Cultural and Educational circle Reporting Period: 20 March 2024 - 31 December 2024
1. Executive Summary
This report summarises the financial outcomes of three community events held to raise awareness for our cause and to to promote racial harmany among the communities . The results show a positive overall performance, with two events generating a surplus and one event incurring a manageable deficit.
Collectively, the three events resulted in a net surplus of £60.00, demonstrating successful community engagement and effective cost management overall.
Key recommendations include reviewing the cost structure of the Food Festival and building on the successful models of the Movie Evening and Christmas Dinner for future events.
2. Overall Financial Summary
| Event Name | Gross | Total | Net Proceeds |
|---|---|---|---|
| Income | Expenditure | (Surplus/Defcit) | |
| 1. Agora Movie Evening | £198.00 | £164.00 | +£34.00 |
| 2. Sri Lankan Food | £306.00 | £342.00 | -£36.00 |
| Festival | |||
| 3. Christmas Dinner | £705.00 | £643.00 | +£62.00 |
| Night |
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TOTALS
£1,209.00
£1,149.00
+£60.00
Note: Gross Income calculated as (Participants × Contribution).
3. Detailed Event Breakdown
Event 1: Agora Movie Evening & Discussion
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Film: Fish Tank by Andrea Arnold
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Venue: Wembley and Sudbury Tennis Club
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Attendance: 33
Item Amount (£)
INCOME
Participant Contributions (33 × £198.00
£6)
**
EXPENDITURE
Venue Hire £60.00
Food £104.00 Total Expenditure £164.00
**
NET PROCEEDS (SURPLUS)
+£34.00
Analysis: This was a successful event, generating a clear surplus. The model of low venue hire cost and simple catering proved effective.
Event 2: Sri Lankan Traditional Food Festival
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Venue: Wembley & Sudbury Tennis Club
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Attendance: 51
Item Amount (£)
INCOME
Participant Contributions (51 × £306.00
£6)
**
EXPENDITURE Venue Hire £60.00 Sound Hire £100.00 Food & Drinks £182.00 Total Expenditure £342.00
**
NET PROCEEDS (DEFICIT)
-£36.00
Analysis: This event resulted in a deficit. The sound hire cost (£100) was the primary contributing factor, representing nearly a third of the total expenditure. For a future event with a £6 ticket price, this cost may be unsustainable.
Event 3: Christmas Dinner Night
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Venue: St Mary's Church Hall
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Attendance: 47
Item Amount (£)
INCOME
Participant Contributions (47 × £705.00 £15)
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EXPENDITURE
Food & Drink £280.00 Venue Hire £125.00 Music £200.00 Decoration £38.00 Total Expenditure £643.00
**
NET PROCEEDS (SURPLUS) +£62.00
Analysis: This was the most profitable event. The higher ticket price of £15 successfully covered the more significant costs for venue, food, and professional music, resulting in the largest surplus.
4. Conclusion & Recommendations
The events were successful in fostering community engagement, with a total of 131 participants across the three occasions. Financially, the overall result is positive.
To build on this success and improve the profitability of future events, the following is recommended:
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Review the Sri Lankan Food Festival Model: Consider increasing the ticket price for this event to better reflect the costs of food and entertainment, or seek a sponsor to cover the sound hire cost.
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Replicate Successful Formulas: The Christmas Dinner and Movie Evening models proved financially viable. Use these as a blueprint for future event planning, focusing on a clear balance between ticket price and perceived value.
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Continue Detailed Budgeting: The provided data was excellent for this analysis. Continue this practice of tracking all income and expenses for each event to inform future decision-making.
This report confirms the great effort and community spirit behind these events. The overall surplus of £60.00 is a positive outcome that can be directly applied to our charitable mission.