## **Registered Charity Number 291079** **St John’s Arts and Recreation Association** **Trustees’ Report and Financial Statement For the Year Ended 31st July 2022** ## **St John’s Arts and Recreation Association Index to the Trustees’ Report and Financial Statement For the Year Ended 31st July 2022** ## **Page No** |1 – 6|Trustees’ Annual Report| |---|---| |7|Examiner’s Report| |8|Statement of Financial Activities| |9|Balance Sheet| |10 – 11|Notes to the Accounts| ## **Trustees’ Annual Report** ## **St John’s Arts and Recreation Association** ## **Registered charity number 291079** For the financial year beginning: 1st August 2021 For the financial year ending: 31st July 2022 **Charity principal address** : St John’s Walk Market Street Old Harlow Essex CM17 0AJ ## **Charity Trustees (Management Committee** ) Office Held Appointing Body Elizabeth Cox Chairman Deputy Chairman John Bilton Secretary (acting) John Bilton Treasurer Harlow Chorus Marlies Heinecke Jane Quinton Sue Livings (Councillor) Harlow Council Jo West (John Bilton (acting) ARC Administrator ~~Non-voting member of staff)~~ ## **Description of the Charity’s trusts** ## **Governing Document** The St. John’s Arts and Recreation Association (ARA) was founded on the 25[th] June 1983. The Association has a Constitution which provides for the conduct of its affairs and under this the Association is directed and managed by a committee, the members of which are to be regarded under the Charities Act 1993 as the Trustees of the Association. ## **Objects of the Charity** The Association is established firstly to promote the community life of the inhabitants of Old Harlow by providing communal facilities for the advancement of education and for the purpose of the arts, recreation and leisure-time activities and, secondly, to run the St. John’s Arts and Recreation Centre. ## **Advisors** The Association’s Bankers are Barclays and the Saffron Building Society The Association’s Independent Examiner is DJP Accountants The Association’s Surveyor and Architect is Malcolm Quinton RIBA The Association’s Custodian Trustees are Jo Verrells, Shenagh Waddoup and Elizabeth Cox. ## **Activities and Achievements** St. John’s Arts and Recreation Centre provides a meeting place for numerous local groups, offering exercise, dancing, singing, family history, gardening and art appreciation activities for the very young through to the elderly. In addition, the ARA has promoted a wide range of its 1 own activities: many are music based and have included events aimed at entertaining children during school holidays. When not in use by regular groups, the building has been available for private hire and has been well used at weekends for parties, family occasions and occasional wedding receptions. ## **Significant Events** Lockdowns and other Covid-19 restrictions were a continuing feature of 2021 and for the early part of 2022. Although many groups are planning a normal range of activities from September 2022, we have lost Tumble Tots, Keep Fit 50+, JB Floristry, Woolly Wonders and Tai Chi. Some other groups are not currently operating, or are operating with reduced numbers. Many groups have suffered a reduction in membership and will need to attract new members in order to retain their long-term viability. The ARA has been advised that the Arts Society will cease to operate from the end of 2022 Calendar Year. Fortunately, new housing developments in the area could provide a possible increase in membership, as well as new activities. Jane Quinton has been central to the development of the ARC from the outset and we are pleased that she now serves as a committee member and provides catering/gardening help on an occasional basis. At the moment the Hon. Treasurer is running the Centre, until such time as finances allow for the recruitment of a new Manager/Administrator. ## **Financial Summary** Further financial details are provided later in this report. As at 31st July 2022, there was a surplus of £4,398 in unrestricted income compared to a surplus of £19,317 in 2020/2021. |Financialyear|2020/2021|2021/2022|Difference between the twoyears| |---|---|---|---| |Total unrestricted income|£64,557|£51,473|(£13,084)| |Total unrestricted expenditure|£45,240|£47,075|£1,835| |Surplus(deficit shown in brackets)|£19,317|£4,398|(£14,919)| ## **Income** ## Membership fees At a previous AGM it was agreed that membership fees would be £8 (single and family membership are now the same), plus £10 for Music Extra (optional). Regular (non-commercial) groups could affiliate to the ARA and the affiliated group fee was set at £65 per annum. In the year just ended (2021/2022), there were no changes to membership fees. ## Regular Hire by affiliated groups The hire rates are reviewed from time to time and are kept in line with hire charges for similar facilities in the area. Regular groups can benefit from discounts by affiliation to the ARA. The groups affiliated to the ARA (i.e. having voting rights at an AGM) during the year were: Essex Society for Family History Harlow Chorus The Arts Society, Harlow Harlow Singers (via Harlow Chorus) ## - Regular Hire by non affiliated groups and other users As with the rates for affiliated groups, the general hire rates are reviewed from time to time and are kept in line with hire charges for similar facilities in the area. 2 Smaller groups are encouraged to use the privacy of the Vestry Room, so that the entire Refectory can be used as a communal area. Some arts/crafts groups prefer to hire the rear section of the Refectory because its additional top lighting and non-carpeted floor are felt to be more suited to their activities. Non-affiliated groups that met regularly were: Serendipity Art Class with Alan Burgess Art-A-Peel Ballet First with Theresa Crumb Hartbeeps (mother & baby) Danny’s Guitar Group Susan’s Sewing Group Music Bugs Donna’s Mini Ballet U3A Art & Design Harlow Quakers Kumon Maths & English after school study Yoga (two groups) Occasional users were: New Edition Singers Oddfellows Jeanne Mann Quartet WEA Harlow Brass Band Harlow Symphony Orchestra Harlow Civic Society Moira’s Reading Group National Childbirth Trust Coro94 Vicky’s Sound Bath McCartney Art Lectures ## Private Hire and Occasional Group Hire Regular annual bookings of both the Main Hall and Vestry Room are normally received from the Old Harlovians (our building used to be their College Chapel) and the Caledonian Society for their Burns Supper. Other regular users normally hold additional events, such as quiz nights, during the year – often for their own fund raising efforts. This year some of these events were either cancelled or postponed, resulting in a loss in income. However, many private hire events (parties and one-off bookings) took place to compensate for this reduction in activity. ## Events mounted at the ARA’s risk The Lunchtime Concerts on Fridays continue to be a major draw and remain the most popular events that we have, as well as just covering their costs. We held the normal, three concert series in the year. Many musicians appearing at these recitals (either individually or in a group) have received support from the Tollinton fund (see later). The demise of Harlow Music Club has benefitted the ARC, as the balance of their funds have been transferred to our No. 2 account, to aid the promotion of music at the ARC. The ARA is very grateful for their generosity. The ARA also advertises other public concerts at the ARC. Sadly, John Petters no longer performs live at the ARC, preferring a broadcasting career. ## Classes There are now no classes for which the ARA pays the tutor. Although Serendipity operates as a class, each member pays a termly subscription to the ARC just for use of the building. ## Recordings No recording sessions took place in the year. ## Deposits As well as our day-to-day current account banking with Barclays, we have £40,449 on 90-day deposit with Saffron Building Society and a further £15,955 in an instant access account. 3 ## Fund Raising A huge thank-you is in order for our volunteers, who have supported the ARC in so many ways. Many individuals have also helped by Gift-Aiding their subscriptions, by donations and by the GASDS scheme, whereby we can reclaim small donations (e.g. those made at Lunchtime Concerts). ## Grants and Donations We are grateful to members who have given donations to the ARC. Gift Aid & GASDS reclaims have added £2,481 (+£208 last year) to their donations. ## **Expenditure** This year has seen an increase in expenditure compared with last year, mainly from the opportunity to catch up with a large backlog of repairs and renewals (see later). ## Catering expenditure Catering income and expenditure were negligible for the year. ## Staff costs The ARA now employs John Steer as a Caretaker/Gardener and Dave Hewitt as a Cleaner; all roles are part-time. Repair and maintenance work is done by volunteers, local contractors and handymen. All other work is done by volunteers, at present. ## Rates (Business) As a charity we are liable for a lower Business Rate to Harlow Council. ## Water, Light and Heat We continue to monitor gas, electricity and water usage closely and meters are read monthly. Despite the benefits of long-term contracts, the ARA is well aware of the impending gas and electricity price rises (Gas 3.65 x last year’s price, Electricity 2.87 x last year’s price) and the management committee asks all users to minimise energy usage and to turn off lighting & heating appliances, if not required. (The combined energy bill of £5,283 this year is likely to exceed £17,892 in the next financial year). ## Insurance Our insurers are Ansvar (via Norris & Fisher), who are specialists in community centre insurance. There were no insurance claims made during the year. ## Advertising We continue to produce the usual brochures, newsletters, posters and flyers. We endeavour to keep the ARC website current. We also have Facebook and Twitter accounts, to help inform more people of our facilities. 4 ## Capital Expenditure None. ## Maintenance/Repair Expenditure The maintenance work required has risen this year. Principal expenditure items were: |Repair of the West end Fire Exit Doors|£5,878| |---|---| |Roofing repairs|£5,010| |Tower Drainpipe repairs and repointing of tower|£2,220| |Routine 5-year Electrical Inspection and remedial work|£1,978| |Plumbing Repairs to toilets|£367| |Miscellaneous Maintenance|£458| ## Miscellaneous Expenses Our annual PRS levy is based on turnover and represents the cheapest way of covering PRS costs. ## Accountancy DJP (previously known as Douglas Jones) Accountants are our accountants. In addition to the fee for the annual independent examination of our accounts, we pay them to carry out payroll and pension responsibilities for us. ## **Restricted income** There are two types of restricted income:– 1. Grants awarded for specific types of expenditure only. See the “Grants” paragraph in the “Income Received” section of the financial statement for details of any new income received in the year. ## 2. Tollinton Fund The ARC receives donations in memory of the late Dr Tollinton, to promote music making by young professional musicians, and to promote concerts and workshops aimed at young people, providing the performances are at the ARC. This fund continues to be actively supported. 5 ## **In Conclusion** The Association owes much to the current ARC staff for their ongoing care of St. John’s ARC and its users: - John Steer, Gardener / Caretaker - Dave Hewitt, Cleaner ## **Voluntary Help** The Association is very aware that running costs would be much higher if not for the many hours of voluntary work contributed by members of the Association. In addition to the ongoing work carried out by all the Trustees, special thanks are due to John Bilton for all the research and negotiating he carries out as Treasurer and to Elizabeth Cox for her role in co-ordinating the Committee. It would be invidious to try and identify all of the voluntary help which the ARC receives, but we would like to mention Sylvia Evans for gardening, Jean Wright for catering and serving refreshments at Friday Lunchtime Concerts, Jo West and Danny Ansell for helping with the many other odd jobs. We are also fortunate to have the active support of Councillor Sue Livings: helping with fund raising and with her numerous contacts, interest in the arts and help at events, her efforts are much appreciated. Finally, many thanks must go to Marlies Heinecke for organising and publicising the many Music Extra / Friday Lunchtime Concerts, for booking the musicians and for her tireless work in connection with the Tollinton Fund. This year has also seen the unveiling of a blue plaque to commemorate the Alberni Quartet: many thanks to Marlies for organising the day of celebration. We wish to thank again our Custodian Trustees: Elizabeth Cox, Jo Verrells and Shenagh Waddoup – who join the chairman in this role. Approved by the Management Committee as the Trustees on: _………………………._ _………………………._ John Bilton _……………………_ Elizabeth Cox 6 Independent examiner’s report Independent examiner’s report to the Trustees of St John’s Arts and Recreation Association. I report on the accounts of the trust for the year ended 31[st] July 2021 which are set out on pages 8 to 11. ## _Respective responsibilities of trustees and examiner_ As the charity’s trustees you are responsible for the preparation of the accounts; you consider that the audit requirement of s43 (2) of the Charity’s Act 1993 (the Act) does not apply. It is my responsibility to state, on the basis of procedures specified in the General Directions given by the Charity Commissioners under s43 (7)(b) of the Act, whether particular matters have come to my attention. ## _Basis of independent examiner’s report_ My examination was carried out in accordance with the General Directions given by the Charity Commissioners. 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 the seeking of explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and, consequently, I do not express an audit opinion on the view given by the accounts. ## _Independent examiner’s statement_ In connection with my examination, no matter has come to my attention: - (1) which gives me reasonable cause to believe that, in any material respect, the requirements: - **.** to prepare accounts which accord with the accounting records and to - comply with the accounting requirements of the Act have not been met; or - (2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Douglas Jones Phillips Ltd 33 High Street Old Harlow Essex CM17 0DN Date: 7 ## **St John’s Art and Recreation Association** ## **Statement of Financial Activities For the Year Ended 31[st] July 2022** |**Unrestricted Restricted Total**

**Funds**
**Funds**

**£ £ £**
**Incoming resources**
Membership fees
464
-
464
Affiliated hire
9,102
-
9,102
Non-affiliated hire
18,618
-
18,618
Private hire
5,181
-
5,181
Classes -
-
-
Catering 754
-
754
Events 1,427
-
1,427
Valuation of Artwork -
-
-
Donations & fundraising 9,089
8,780
17,869
Grants
3,178
-
3,178
Miscellaneous
3,660
-
3,660
**Total incoming resources 51,473**
**8,780**
**60,253**
**Resources expended**
Catering Costs 497
-
497
Floristry Costs 35
-
35
Admin employee costs -
-
-
Gardening costs 5,337
-
5,337
Rates 296
-
296
Water Rates 386
-
386
Telephone 1,146
-
1,146
Post, stationery & publicity 1,570
-
1,570
Repairs and renewals 15,911
-
15,911
Caretaking 5,200
-
5,200
Light & heat 5,284
-
5,284
Insurance 2,810
-
2,810
Legal & professional fees -
-
-
Cleaning 4,748
-
4,748
Miscellaneous expenses 35
-
35
Accountancy 2,840
-
2,840
Event Costs 309
3,859
4,168
Depreciation671
625
1,296
**Total resources expended 47,075**
**4,484**
**51,559**
**Net incoming resources**
**for the year 4,398**
**4,296**
**8,694**
**Funds brought forward90,461**
**5,834**
**96,295**
**Funds carried forward94,859**
**10,130**
**104,989**|**Total**
**2021**
**£**
594
2,859
9,225
835
415
-
300
-
16,821
30,599
3,797
**65,445**
135
-
15,939
5,710
60
366
1,229
611
1,969
5,020
3,232
2,760
-
3,275
-
3,182
1,601
1,296
**46,385**
**19,060**
**77,235**
**96,295**| |---|---| The notes on page 8-9 form part of these accounts 8 ## **St John’s Arts and Recreation Association** ## **Balance Sheet** ## **For the Year Ended 31[st] July 2022** |**Notes Unrestricted**
**Funds**

**£**
**Tangible Fixed Assets**2
7,303
**Current Assets**
Debtors and Prepayments
3,493
Bank Deposit Account
56,404
Investment Bond
-
Cash at Bank and in Hand29,918
89,815
**Current Liabilities**
Sundry Creditors and Accruals
2,259

Piano Fund Accounts -
2,259
**Net Current Assets**
87,556
**Net Assets**
**£94,859**
Represented by;
**General Fund**
Balance as at 1stAugust 2021
90,461
Net Incoming/(Outgoing)
For the year
4,398
**Balance as at 31st July 2022**
**£94,859**
**£**|**Restricted**
**Funds**
**£**
3,652
-
-
-
6,478
6,478
-
-
-
6,478
**£10,130**
5,834
4,296
**10,130**
**£**|**Total**
**Total**
**2021**
**£ £**
10,955
12,251
3,493
2,168
56,404
55,982
-
-
36,396
27,825
96,293
85,975
2,259
1,931
- -
2,259
1,931
94,034
84,044
**£104,989**
**£96,295**
96,295
77,235
8,694
19,060
**104,989**
**£96,295**| |---|---|---| Approved by the management Committee as the Trustees on: -------------------------------- --------------------------------- John Bilton Elizabeth Cox. 9 ## **St John’s Arts and Recreation Association** ## **Notes to the Financial Statements** ## **For the Year Ended 31[st] July 2022** ## **1** . **Accounting Policies** ## **1.1 Accounting Convention and Standards** These financial statements have been prepared under the historical cost convention in accordance with Statement of Recommended Practice No 2 – Accounting for Charities. ## **2.1 Depreciation** Depreciation is calculated to write down the cost, less estimated residual value, of all tangible fixed assets over their expected lives. The rates generally applicable are: |Piano
Other Equipment
**2. Tangible Fixed Assets**


**Cost**
As at 1stAugust 2021
Additions
Disposals
As at 31stJuly 2022
**Depreciation**
As at 1stAugust 2021
Eliminated on Disposal
Charged for the year
As at 31stJuly 2022
**Net Book Value**
As at 31stJuly 2022
As at 31stJuly 2021|30 years
20% Straight Line
**Other Sculpture**
**Piano Equipment & Artwork**
**£ £ £**
10,675
47,350
6,282
---
---
---
---
---
---
10,675
47,350
6,282
9,941
42,115
---
---
---
---
355
941
---
10,296
43,056
---
£379
£4,294
£6,282
£734
£5,235
£6,282|**Total**
**£**
64,307
---
---
64,307
52,056
---
1,296
53,352
£10,955
£12,251| |---|---|---| 10 ## **St John’s Arts and Recreation Association** ## **Notes to the Financial Statements** ## **For the Year Ended 31[st] July 2022** ## **3. General Fund** There is a restricted reserve in the general fund of **£10,130** This balance can be summarised as follows:- **(£48)** is made up from the balance of charitable donations in memory of the late Dr Tollinton and is used to promote music by and for young people at the ARC. **£6,526** is made up from the balance of charitable donations to support lunchtime concerts, not as part of the Tollington Fund **£3,125** is the net book value of flooring and a sound system purchased in earlier years for which the grants were received specifically for. **£527** is the net book value of an Angela Godfrey Sculpture that monies were specifically donated for in earlier years. The rest of the fund is to be used in accordance with the association’s constitution. 11