Rottingdean Whiteway Centre - Charity 264853
AGM, 25th March 2021 Review of 2020
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CHAIR’S REPORT – LYNN HUTCHINSON
This is our first AGM held on zoom, and I thank those of you who have joined us.
As always, the AGM is our opportunity to review the last year and share the management committee’s hopes as we look forward to the future.
2020 has been an eventful year for many, and at Rottingdean Whiteway Centre this has been no exception. Along with other organisations we closed in March when the first lockdown was announced. As restrictions eased, responding to government guidelines brought many challenges for everyone involved with RWC. Our COVID risk assessment was amended with each government announcement. At the Centre we introduced numerous changes to make it COVID secure. Because of these measures the preschool could return, we had some room bookings and the return of a few regular groups, and we were able to hold classes in the Autumn term. Until lockdown 2… All was not lost, however, we held, and continue to hold, many successful courses on zoom as our Education Officer will tell you in his report later.
I would like, at this point, to thank everyone involved in ensuring that the Centre was able to continue, albeit in a unique way. The management committee for adapting to the challenges the year presented; our three hard working caretakers, Terry Woodley, Richard Haynes and Anthony Stunt, all of whom took onboard the changes in the Centre and everything that was asked of them, and the tutors who continued their classes and where necessary onto zoom. It’s been an amazing effort and I’m proud to be a part of it.
At last year’s AGM you were told that new to the roles were Gersha Newnham as Treasurer, George Bradbury as Education Course Organiser and Jo Newman added Enrolments to her other responsibilities. I don’t think that they, or any of us, realised the extra work that each of those roles would face under COVID and I’d like to pass on extra thanks to them all.
As in previous years, we have seen changes to the Management Committee. In July, Peter HewetsonBrown stepped down after 4 years as Chair. Peter has agreed to stay on, and continues to provide wise counsel to us all.
Other trustee changes have been: -
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Colin Campbell, Mike Gregory and Philip Sugg, all of whom planned to finish at last year’s AGM, kindly stayed on to help out during the early days of COVID. They have now all left, Colin as recently as this month.
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We have been joined by Stephanie Shephard who, since starting as secretary in May, has taken on the roles of Deputy Chair, COVID risk Assessor, and Safeguarding officer.
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Nikki Cameron, has taken over the role of publicity officer from Philip Sugg.
Financially we ended the year with a small profit, but more on that from our treasurer, Gersha who will start with her report, and then you will hear from the individual committee members as they tell you about their areas of responsibility.
TREASURER’S FINANCIAL REPORT - GERSHA NEWNHAM
YEAR END 2020
Expenditure
Running costs for 2020 totalled £63,865 this figure was under budget by £13,165. The difference against budget reflects reduced staff, operating, service and Centre upkeep costs resulting from periods of closure during lockdowns. No major improvement projects were undertaken in the year and none budgeted for. Expenditure on repairs and maintenance was higher than budgeted as external redecoration works were carried out in November 2020 which totalled £2,969 Costs for PAYE tax and NIC were lower than budget for both Tutors and Caretakers but a payment was made in the following year of £1326 which related to 2020. As in 2019 the Centre continued to benefit from an agreed lower rate for gas and electricity. Budgeted Health and Safety checks were undertaken in December 2020 but invoiced early 2021 so appear to be under budget.
Income
Total income was down at £64,777, approximately 74% of budget, under by £22,923. All aspects of income from Education, to Room hire, to refreshments were affected by closures of the Centre during lockdowns. Additionally, this year there was no income from events, either educational or noneducational, or from the Village Fair. We did receive donations of £1750, and COVID 19 Grants of £11,334 which along with Furlough payments of £7042 helped keep us in profit.
Surplus
Despite circumstances we finished 2020 with an overall surplus of £912 and reserves totalling £109,434 (please see the note below)
Workplace Pensions
RWC offer a basic low-cost pension scheme to caretakers and tutors through The People's Pension. Currently, RWC is not required to auto enrol nor contribute to the pension of any member of our payroll. To date none of our employees has joined the pension scheme.
Financial Stability and Reserves
RWC is financially stable and again finished the year within overall budget and with a small surplus. We have reserves of around £109,434 (£32,218 of this reserve amount was held in the bank account while waiting for the bank to open a new savings account) and an agreed policy that we should keep reserves at a level of approximately 6 months expenditure (in a normal year equal to around £50,000) As we continue in lockdown in early 2021 and our income stream is still affected we have budgeted £25,000 to spend on modernisation and will retain the balance in our reserve funds for next year.
SECRETARY’S REPORT - STEPHANIE SHEPPARD
This year RWC have increased their presence on social media with regular postings about forthcoming education courses on their new Twitter and Facebook pages, the latter of which have been shared on community pages in Saltdean, Woodingdean, Peacehaven and Seaford. Postings have also been made on Nextdoor on behalf of RWC using a personal account.
Two Trustees attended a full day’s training on safeguarding. This informed a new Safeguarding Policy and dissemination of information to other Trustees at a formal training session. There are plans to present this training to the Caretakers and to offer it to our tutors once face-to face meetings are allowed.
A risk assessment was written and regularly updated in line with Government advice to reduce the likelihood of transmission of COVID-19 on the Centre premises. This will be amended further as the Centre reopens. Another risk assessment was written to reduce the likelihood and impact of fire.
LETTINGS REPORT – LYNN HUTCHINSON AND JO NEWMAN
USER GROUP REPORT – LYNN HUTCHINSON
The centre is used on a regular basis by a Preschool, by some commercial users and by local societies. 2020 saw two regular groups close down. After many years Rottingdean and Windmill WI held their last meeting December 2019. The Dean’s Orchestra also struggled with membership and announced plans to close March 2020. Of the remaining eighteen regulars, only the preschool was able to continue for most of the year. Some groups met between lockdowns but most have not returned since March.
Total User Group income for 2020 was £11,298. Just over half of the usual income, it reflects the sporadic usage of the Centre in 2020, and that some groups paid in advance for the full year. Whilst most have been refunded, others requested credit against future invoices.
Room hire and setting up charges increased slightly in January 2020, the first increase since September 2017.
ONE OFF LETTINGS – JO NEWMAN
Altogether there were 42 bookings. Only 15 of these went ahead.
There were a large number of enquiries about bookings for parties, weddings, funerals, training etc; all of these had the proviso of ‘if it is possible’ and none of them have been able to happen. Income this year was £777.00, compared to last year’s total of £3,482.00
On the plus side, and weirdly, the midwife training with the Ecuadorian Doula finally happened. This has been cancelled 3 times in the past as the Doula has been unable to get here from Ecuador.
We have also acquired a new residents’ group from Saltdean who I think will come back to us a few more times. There were 24 bookings cancelled due to COVID and 3 other bookings cancelled. It is likely that at least one of these cancellations was COVID related.
We still owe £137. £100 of this to a man stuck in Australia who wanted to do a drop in antiques valuation and did not believe that it would not all be over soon.
The other is from Highcliffe Court: Although they have used us for years and years, this year it has been impossible to find out who is running the show. I am happy to carry out their credit to next year when I finally find out who wants to organise their AGM.
As usual, here Is the breakdown of what happened, but it doesn’t really seem relevant this year. We could not use the Round Room or the GB Room from March 24th.
----- Start of picture text -----
Summar Whole Centre/2
££ MH YH GB RR
y rooms
24
Covid 2470 13 5 1 4 1
Bookings
Cancelled 3 Bookings 407 2 1
15
Happened 777 7 8 0 0
Bookings
TOTALS 3654 22 13 1 4 2
----- End of picture text -----
----- Start of picture text -----
Summar Meetin Part Worksho Commerci
AGM Event Class Other
y g y p al
Covid 3 3 7 4 1 2 4
Cancelled 2 1
Happened 4 2 2 3 2 1 1
TOTALS 7 7 9 4 4 5 5 1
----- End of picture text -----
The amount of money taken is never going to be the same as the amount of money banked. People pay for bookings in advance so some of the money for this year’s bookings will have been banked last year.
EDUCATION OFFICER’S REPORT - GEORGE BRADBURY
2020 was a varied year for enrolments, with the dominating factor being the COVID-19 virus. Spring term 2020 started very well with ~~3~~ 78 enrolments for 35 courses but unfortunately, they had to finish two weeks early due to the first lockdown.
We were hopeful that some face-to-face teaching could take place during the summer term, but this was not to be and so the teaching of 15 courses was transferred to on-line delivery using Zoom. This was a new venture in the presentation of RWC education courses to which both tutors and students adapted well. ~~U~~ nfortunately, due to the uncertainty faced regarding whether or not the Centre could open or not, we found ourselves having to cancel some courses that we had either hoped to run face-to face or which were not financially viable when numbers dropped because students were unsure of using Zoom. Hopeful that the Centre would open for the autumn term, significant changes were made internally to make the venue Covid-safe. Rooms were emptied of unnecessary furniture, risk assessments were carried out to ascertain safe numbers and tables were positioned in the Main and Youth Hall to allow for the necessary social distancing. In the autumn term we ran 21 courses, mostly on Zoom with some face-to-face art courses when these were allowed. The Centre had to close again at the start of December for lockdown 2.
Without public buildings open in which to place prospectuses, ~~ad~~ verts were placed in the Rottingdean Village News, Deans Magazine, Peacehaven Directory and Seaford Scene, ~~l~~ eaflets were delivered to all households in Saltdean, posters were displayed in our notice board and increased use was made of social media including Facebook, Nextdoor and Twitter.
In past years, paper-based questionnaires have been distributed to students in the spring term. That was not possible this year, so 230 emails were sent out to the current students and, at the time of analysis, we have received 62 responses; this is 26% which is a lower response than in previous years, but we were pleased given the way it had to be distributed. We were delighted that 97% of respondents were either very satisfied or satisfied with both their course’s content and the courses mode of delivery.
A very small minority commented on difficulty using Zoom, but others made positive comments for Zoom, for example some ~~p~~ eople liked it because they could attend even if not local and also if the time wouldn’t suit. We even attracted some ~~S~~ students based in Southampton, The Canary Islands and Canterbury. The future use of Zoom will be considered where appropriate.
There are many more comments that will be read and taken note of in due course.
The standard fee for a 10-week course was kept at £84, which is still significantly less than most other adult education providers in the area. Paying straight off for a two term course, which some students did, reduces the fees further to £80 per term. A bursary scheme to help those who might have difficulty paying course fees was introduced from September 2019, and is still available. More students made use of the facility to enrol online, a practise that will be encouraged even more post Covid-19 to avoid volunteers needing to handle cheques. Cash is no longer accepted.
Since the last AGM, Jo Newman has taken over the course enrolment role and has managed this exceptionally given the challenges we have faced this year.
Spring term 2021 commenced with 14 courses running, all on Zoom due to Lockdown 3.
BUILDING REPORT - DAVID WILSON
A complete external redecoration was carried out to external weatherboard cladding, windows, doors, fascias and soffits.
Rainwater gutters and drainpipes were cleared of leaves and accumulated debris.
Where necessary gutters have been realigned, joints checked and replacement brackets provided.
Remedial works have been carried out to the pitched roof areas comprising replacement of missing and damaged tiles.
Rooflight over the rear toilet area has been sealed to prevent ingress of rainwater.
Tree pruning was carried out within car park area and to side / rear boundaries. The heating boiler has been tested and serviced
The centre’s fire alarm has been tested and certified safe by our contractors. Completion of the five yearly electrical test, inspection and certification carried out. The emergency lighting installation has been tested and certified.
BURSAR’S REPORT - STEWART HUTCHINSON
Coronavirus put restrictions on the Centre and called for the building to be made COVID secure. This was done by installing hand sanitiser wall units, paper towel dispensers, a one way system was introduced incorporating a new disabled ramp. Various signs relating to the virus were placed throughout the building. The seating in the main hall was socially distanced and the building was sanitised daily by the caretakers. When the Centre closed the caretakers were placed on furlough, with one caretaker returning to cater for the preschool when it reopened.
Profit from refreshments was £633.00 for the first three months, after which the kitchen was closed.
WEBSITE ADMINISTRATION REPORT - BRIAN KNIGHT
As a result of the first CV-19 lockdown causing the Centre’s closure, the website became a primary source of information. As many courses as possible were converted to Zoom presentations. To aid students unused to Zoom, notes on how to use the system, and a taster Zoom session video prepared by a tutor, became available on the website. A website questionnaire enabled us to collect feedback from students about their Zoom class experiences.
In conjunction with the course organiser we began what became an extensive search to find a developer to replace our existing website with a new modern responsive version. It would also include a booking system. Meetings were arranged with potential providers via Zoom and also face to face when CV restrictions were eased. Eventually the Management Committee chose a preferred developer from a shortlist. Work is now underway and should come to fruition before too long.
Summary as of 31st December 2020
| Summary as of 31st December 2020 | |
|---|---|
| 2020 | |
| Spend 2016 2017 2018 2019 |
Budget Spend |
| Tutors Wages £28,414 £29,482 £30,809 £30,034 Tutors Tax and NIC £3,956 £1,694 £2,075 £4,767 Staff Wages £13,934 £12,711 £14,680 £14,419 Staff Tax and NIC £2,638 £969 £4,064 £4,754 Payroll Services £1,080 £1,296 £1,296 £1,296 Travel Expenses £271 £155 £67 £190 |
|
| £32,000 £28,314.86 |
|
| £4,000 £1,268.40 |
|
| £15,000 £14,563.87 |
|
| £2,700 £1,050.12 |
|
| £1,300 £1,710.00 |
|
| £200 £0.00 |
|
| Staffing Costs £50,293 £46,307 £52,991 £55,460 |
£55,200 £46,907 |
| Repairs & Maintenance £4,330 £11,099 £5,040 £4,730 Modernisation/ Reserves £6,055 £4,876 £9,320 £0 Furnishings & Equipment £1,213 £512 £7,835 £1,201 Inspections, Health & Safety £0 £0 £213 £1,025 Computers £0 £0 £0 £0 Cleaning £1,781 £1,280 £1,459 £1,494 Garden £0 £0 £0 £158 |
£5,000 £8,052.39 |
| £0 £0.00 |
|
| £2,000 £411.50 |
|
| £1,000 £33.62 |
|
| £0 £374.12 |
|
| £1,500 £0.00 |
|
| £200 £267.91 |
|
| Centre Upkeep £13,379 £17,768 £23,867 £8,608 |
£9,700 £9,140 |
| Insurance £2,959 £3,018 £1,482 £1,552 Business Rates £695 £741 £752 £784 Electricity £1,749 £1,577 £902 £1,087 Gas £3,389 £3,427 £3,312 £2,643 Water £2,705 £1,128 £922 £1,057 Phones & Wifi £1,096 £691 £796 £667 |
£1,600 £1,512.08 |
| £830 £79.00 |
|
| £1,500 £1,048.77 |
|
| £3,200 £2,826.65 |
|
| £1,200 £717.37 |
|
| £750 £632.79 |
|
| Operating Costs £12,593 £10,581 £8,166 £7,790 |
£9,080 £6,817 |
| Printing and Advertising £2,006 £1,327 £1,724 £1,825 Stationery & Postage £127 £43 £243 £26 Event Costs £1,099 £162 £336 £0 Refreshments £526 £397 £629 £659 |
£1,900 £1,740.38 |
| £100 £21.50 |
|
| £0 £0.00 |
|
| £700 £212.73 |
|
| Professional Services £104 £157 £52 £125 Bank Charges £257 £196 £325 £128 Training £0 £0 £0 £0 Gifts £0 £0 £0 £0 Health & Safety Purchases £0 £0 £0 £0 |
£150 £128.40 £200 £106.00 £0 £208.00 £0 £40.00 £0 £50.34 |
| Service Costs £4,119 £2,282 £3,310 £2,762 |
£3,050 £2,507 |
| Total Spend £80,383 £76,938 £88,334 £74,619 |
£77,030 £65,370.80 |
| Income 2016 2017 2018 Income |
Targets Income |
| Adult Education Courses £50,232 £54,430 £70,053 £66,397 User Group Room Hire £22,377 £18,965 £19,538 £19,134 Single Let Room Hire £4,095 £3,156 £4,359 £4,998 Education Events £2,933 £1,490 £2,569 £836 Non-Education Events £520 £0 £12 £405 Refreshments £1,193 £1,666 £1,493 £1,905 Photocopy Fees £60 £0 £109 £0 Village Fair £0 £767 £339 £878 Donations £1,500 £0 £1,000 £0 Covid 19 Grant & Payroll £0 £0 £0 £0 |
£60,000 £34,160.41 |
| £19,000 £10,872.00 |
|
| £4,500 £278.00 |
|
| £1,000 £0.00 |
|
| £400 £0.00 |
|
| £2,000 £846.36 |
|
| £0 £0.00 |
|
| £800 £0.00 |
|
| £0 £1,750.00 |
|
| £0 £18,376.58 |
|
| Total Income £82,910 £80,474 £99,473 £94,553 |
£87,700 £66,283.35 |
| Income less spend £2,527 £3,537 £11,139 £19,934 |
£10,670 912.55 |
| Accounts Balance | |||
|---|---|---|---|
| End 2019 | 30-Dec-20 | ||
| CAF Current | 34,060.09 | 67,233.29 | (32,218.65 will be transferred into the new savings account |
| Savings Accounts | |||
| Virgin Deposit | 32,067.97 | 0.00 | |
| COIF Fixed Interest | 30,442.38 | 31,538.17 | |
| COIF Investment | 39,208.50 | 43,142.84 |
| COIF Deposit Total Savings Grand Total |
1545.18 2,534.49 |
|---|---|
| 103,264.03 77,215.50 |
|
| 137,324.12 144,448.79 |
Examiners Report 2020 RWC Accounts (Gross rcvenu¢ less than £250,000) Independent exdminer's report to the rrustees of thc Rolilingdean Whiteway Centre I ri'pvrt to the trustees on my examination of the accounts vf the RWC Trust (the Trusij for IhL' yr ended 31 December 2020. Responsibilities and basis of report A8 r.he. charity trusrecs of rhe Trust you are responsible forthe preparation ofihe accounrs in accordancc with the. re.qviremi'nts vf the Charities Act 2UII ('the A¢i'J. I report in respert olmy examination of theTrust's accounLS carried out under seLXion 14J of the 2011 Act and in carryin2 Out my examination I have followod all the appliGible Directions given by thc ('harity Comniission under 5eLliun 145(5)(b) of the Act. Independent examiner'5 Statement I have completcd my examination. I confimi that no material mdtter5 have come to my attention in connection with the examination giving me cause lo believe thdl In Jny mJleridl respect: l. Jccounting records were not kept in rpect of the Trust as required by section 130 of the A¢ or Z. the accounL£ dn nor accord with tho.se rethrds; or 3. Ihe accounts do not coinply wilh the applicable requirements ¢vn¢ernin% the form and c.nntent nfaccount8 se.t nut in the f.haritics (Accounts and Reports) RexulJtions 2UIIII other than any requiremcnt that the accountsgive a'frue aiid lair view whlch is not a matterconsidered as part of dn Independent examination. I have ncl cnncern.% and have come acro%É n(J nthe_r niaito_rs in connLYlivii wilh ihe exdmindtiun tv which dltenlion Should be drawn in this report in order to enable a proper understanding ofthe. accounts to be aChed. Signed.. Daled lohn Flryant 11. I"hp RDryngs Rottingdedn BN2 7DX