Registered Charity Number 291079 St John's Arts and Recreation Association Trustees, Report and Financial Statement For the Year Ended 31st July 2024
St John's Arts and Recreation Association Index to the Trustees, Report and Financial Statement For the Year Ended 31st July 2024 Page Iyo Examiner's Report Statement of Financial Activities Balance Sheet io-ii Notcs to the Accounts
Trustees, Annual Report St John's Arts and Recreation Association Registered charity number 291079 For the financial year be8innin8: For the fmancial year ending.. 1st August 2023 3 1st July 2024 Charity principal address: St John's Arts and Recreation Centre St John's Walk, Market StrecL Old Harlow, Essex. CM17 OAJ Charity Trustees (Management Committee) Office Held EIi7Abeth Cox <va¢an Emma Dilwortb Jolm Bilton Marlies Heinecke Jane and Mac Quinton Jeannie Humphrey Sue Livings (Councillor) Jo West Chairnlan Deputy Chairm Se¢retary Treasurer Harlow Chorus Harlow Council Emma Dilworth ARC Administrator Non-voting member of staff Description of the Charty's trusts Governing Document The St. John's Arts and Recreation Association (ARA) was founded on the 25 June 1983. Th¢ Association has a Constitution which PTovides 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 TnteeS of the Association. Objects of the Ctrwity The Association is estsblished firstly to promote the community life of the inhabitants of Old Harlow by providing communal facilities for the advancement of ethication and for the purpose of the arts, recreation and leisure-time activities an secondly, to the SL John's Arts and Recreation Centre. Athiisors The Association's Bankers are Barclays and the Saffron Building Society The Association's Independent Examiner is DIP Accountants The Association's Surveyor and Architect is Malcolm Quinton RIBA The Association's Custodian Trustees are Jo Verrell4 Shena8h Waddoup and Elizabeth Cox. Activitie5 and Achievements St. John's Arts and Recreation Centre provides a meeting place for numerous local groups. offering exercise. dancing, singin& family history, gardening and art appreciation activities for the very young through to the elderly. In addition, the ARA Ilas promoted a wide rallge of its
own activities: many are musi¢ 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 (xc&sional wedding receptioL8. Signlficant Events After Some dityiculties with the Main Hall heating system in the early part of 2024, we are pleased to announce that two new boilers have be fitted ID preparation for Winter 2024. Website improvements have been made (with our new domain provider) and our Diary pro¢ updated to ease the administrative tssk of keeping a complete record of ARC bookings. The number of bookings h&8 in¢re&8ed since the pmious year, enabling the cost of running the ARC to be spread over a wider customer base. However, the alanning rise in heating costs over the year is still not covered by the rising income from extra bookings and ture increases in biring rates are to be It is recomnwided that an updated tariff takes effect from I. January 2025. Financial Summary Further financial details are provided later in this report As at 31st July 2024, there was a deficit of £4,875 in unrestricted income compared to a deficit of £82 in 202212023. Financial ear 202212023 202312024 Difference between the two Total unrestricted income £51.980 £59.504 £7.524 Total unrestricted ex diture £52,062 £64,379 £12,317 deficit Shown in brackets £82 4,875 £4.793 ears Income Membershi fees At a previous AGM it was agreed that membership fees should be £12 (single and family membership are now the same). plus £10 for Music Extra (optional). Regular (non-con]mercial) groups could affiliate to the ARA and the affiliated group fee was set at £65 per annum. lar Hire b affiliated ou The hire ratss are reviewed from time to time and are kept in line with hi charges for similar fa¢tlities in the area. Regular groups can benefit from discounts by affiliatiotl 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 Chon The Arts Society. Harlow Harlow Singer8 (via Harlow Chon) ar Hire b non-affiliated s and other us As with the rates for affiliated group8, the general bire rdt¢s are reviewed from time to time and are kept in line with hire charges for similar facilities in the are& Smaller groups are ettcournged to use the privacy of the Vesty Room, so that th¢ entirc Ref¢¢tory Can be used as a commwl are& Some arts/cTafts group8 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-affdiated groups that met regularly were:
Art-A-Peel Ballet First with Theresa Crumb Dam]y's Guitar Group Carmel Church Harlow (J Kumon Maths & English after SCI01 study Harlow Concert Band Hartbeeps (rnother & baby) New Arts Harlow U3A Art & Design Yoga (two groups)
Occasional users were: New Edition Singers Essex Music Services Old Harlovians National Childbirth Tnt Razed Roof de Merc Chamber Choir ISM Harlow Symphony Orchestra Harlow Rock School Coro94 Mccartney Art Lectswes Private Hire and Occasional Grou Hire A regular annual booking of the ARC was received from the Old Harlovians (our building used to be their College Chapel}. Other regular users nornMlly hold additional events, such as quiz nights, during the year - often for their own fLmd raising efforts. Many private hire events (parties and one-off bookings) took place and the use of the ARC as both a rehearsal and concert venue has been demonstrated by Coro94 and Harlow Concert Banii The Lunchtime Concerts on Fridays continue to be a major draw and remain the m05t popular events that we have, as well as coveTing their costs Oust). We held the norn]al, three concert seTies in the year. Many n)usicians who appear at these recitals (either individually or in a group) have received support from the Tollinton fund (see later). The ARA also advertises other public concerts and events (e.g. Harn]ony in Harlem) held at the ARC. lasses There att now no Classes for which the ARA pays the tutor. Recordin No re¢ording 8e8SiOtL8 took place tn the year. 08its As well as OUT day-to-day cUt account banking with Barclays. we have £73,977 on 90-day deposit with Saffton Building Society. We bave Malged to augment this deposit accoun¢ as it will b¢ required to cover tUre ARC maintenance. Fund Raisin A huge thank-you Is in Order for our volunteers, who have supported the ARC in so many ways. Fund raising events, such as Quiz Nigbts and Old Harlow walks. have raised in excess of £523 for the ARC. and Donations We very gratethl to those who have given donations to the ARC. Including Lunchtin Concert donations, members have added £5251 to the ARC by their generosity. Many have helped fLlltber by Gift-Aiding their subs¢ription5. The GASDS scheme, wbereby we can reclaim small donations (e.g. those made at Luncbtime Concerts), is a fittther bellefiL The total HMRC reclaimwas £1.167.
Expenditure Caterin enditure Catering income and eXditllre were negligible for the year. Staff costs The ABA now employs Emma Dilworth as the Administrator, Jobn 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 volunt¢¢rs. at presenL Rates Business As a charity we are liable for a lower Business Rate to Hatlow Council. Water Li ht and Heat We continu¢ to monitor gas. electricity and water usage Closely and meters are read monthly. Despite the benefits of loftg-tern] contrdcts and government support over last winter, the ARA is well aware of the high cost of heating a large Vi¢toriaD building. Insurance Our insurers are Ansvar (via Norris & Fisher). who are specialists in community centre insurance. There were no insuranc¢ claims made during the year. Advertisin W¢ continue to produce the usuat brochures, newsletters. posters and flyers. We endeavour to keep the ARC website current. We also have Facebook and Twitter accounts, to help inforni more people of our facilities. None. Maintenance/R air Ex Although much maintenance work has been ¢ompleted this year, there is continuing maintenance expenditure in [f repair& gardening and hedge trinm]ing, as well as indoor cleaning & repair costs. Miscellaneous Ex enses Our annual PRS levy 18 based on turnover and rwsents the cheapest way of covering PRS costs. Accountanc DJP (previously knoTrvn as Douglas Jones) Accountants are our accountants. In addition to the fee for the annual independent exan)inOn of our accounts, we pay them to carry out payroll and pension responsibilities for us.
Restricted income There are two types of restricted income:_ l. Grants awarded for specific types of expenditure only. See the ts, paragraph in the "Income Received" section of the fmancial slalement for details of any new income received in the year. 2. Tollinton Fund The ARC receives donations in memory of the late Dr ToIlint5 to promote music making by young professional musicians and recently fonned groups of musicians, providing thetr perforn]ances are at the ARC. This fijnd continues to be actively support although a larger number of contributors would be helpful to secure the firture of the fun(I which has reached its 21" amiiversary this year. In Conclusion The Assoclation owes much to the current ARC staff for their ongoing care of St. John's ARC and its users: Emma Dilworth, Administrator Jobn Steer, Gardener / Caretaker Dave HewitL Cleaner Volunlary Help The Association is very asvare that nmning costs would be much higher if not for the many hours of voluntary work Contributed by members of the Association. Jn addition to the ongoing work caTried out by all the Trustees, special thanks are due to Jol]n Bilton for all the research and negotiating he caTries out as Treasurer and to Elizabeth Cox for her role in co-ordinating the Committee. It would be invidious to ty 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 Lunchiime 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 Livillgs: helping with ffijnd raising and with her numerous contscts, interest in the arts and help at events, her efforts are much appreciated. Finally, very many thanks must go to Marlies Heinecke for ¢)rganising and publicising the many Music Extra / Friday Lunchtime Con¢eTts, for booking the musicians and for her tireless work in connection with tbe Tollinton Fund. We wish to thank again our Custodian Trustees: Elizabeth Cox, Jo Verrells and Shenagh Waddoup- who join the chaimian in this role. Approved by the Management Conunittee as the Trustees on: 10 John Bilton Elizabeth Cox
Independent examiner's rq)ort Independent examiner's rqK)rt to the Trustees of St John's Arts and Recreation Association. I report on the accounts of the trust for the year ended 31" July 2024 which are set out on pages 810 11. Respecttve ruponsibilities 0ftrteeS and MIner As the charity's trustees you are responsil)le for the preparation of the acwunts. you consider that the audit requirement of s43 {2) of the Charity's Act 1993 (the Act) does not apply. It 15 my responsibility to stste, on the basis of proced specified in the General Directions given by the Charity Commissioners under $43 (7)(b) of the Acl whether particular matters have Come to my attention. Bafis ofindependent dYaminer'$ report My examination was carried out in accordance with the General Directions given by the Charity Commissioners. AD examination includes a review of the accounting COrdS kept by the charity and a comparison of the accounts presentsd with those TecoTds. 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 an<L consequently. I do not express an audit opinion on the view given by the accounts. Independent erapniner's slalemenl In connection with my examination, no matter h&8 Come to my attention: (l) which gives me reasonable cause to believe thal in any material respecL the requirements: to keep accounting reconls in accordance with $41 of the ACL and to prepare accounts which accord wtth the accounting records and to comply with the accounting requirements of the Act have not been met. OT (2) to Whic in my opinion, attention should be dravrn in order to enable a proper understanding of the accounts to be reacbed Douglas Jones Pbillips Ltd 33 High Street Old Harlow Essex CM17 ODN
St John's Art and Reereatlon Association Ststsment of FlnanciAI Activities Unrestricted Restricted Funds Funds Total Total 2023 Incomlng resourees Membership fees Affiliated hire Non-affiliated hire Private hire Classes Catering Events Valuation of Artwork Donations & fundraising Grants Miscellaneous Total incoming resources 59,504 734 4,936 32.947 4,687 734 4,936 32.947 4,687 810 5.890 25,137 4,420 1232 3263 1.232 3.263 1,032 1.713 6,341 224 6,565 11,491 224 59,728 53,545 Resources expended Catering Costs Floristy Costs Admin employee costs 13207 Gardening costs 7.440 Staff Pension costs 209 Rates 133 Water Ratrs 817 Telephone 1,034 POSL stationery & publicity 1.622 Repairs and renewals 3,913 Caretaking 4,454 Light & heat 16,030 tnsurance 3,439 Legal & professional fees Cleaning 5,426 Miscellaneous expenses 85 A¢¢ountan¢y 3,401 Event Costs 2,252 Depreciation 316 Total resour¢e$ expended 64J79 601 601 {262) 25 11,472 5,492 173 127 1,180 1,169 1,870 2,142 5.606 10,240 2,992 13207 7,440 209 133 817 1,034 1,622 3,913 4.454 16.030 3,439 5.426 85 3,401 2,942 941 65,694 5.015 21 2,905 2,050 690 625 iJis 53,537 Net incoming resourtes for the year Funds brought forward Funds CArrAed fonvard (4,875) {1,091) io (5,966) 104 989 12 The notes on page 8-9 forni part of these accounts
St John's Arts Ydnd Re¢regtlon Assoclatlon Balflnee Sheet Notes Unrestri¢ted Funds Restrieted Total Funds Total 2023 T2nglble Ftred Assets 6,292 2,402 8,694 9,635 Current Assets Debtors and Prepayments Bank Deposit Account Investment Bond Cash at Bank and in Hat 3,021 73.977 3,021 73,977 5,420 70,356 Current L12bllldes Sundry Creditors and Accnjals Piano Fund Accounts 2,482 2,482 2,1 Net Current Assets Net Assets 12 Represented by. General Fund Balance as at I" August 2023 Net Incomingl(Outgoing) For the year 94.777 10.220 104,997 104,989 (4,875) (1,091) (5,966) Balanee at 31. July 2024 Approved by the tnanagenwit Committee as the TnLStees on." John Bilton Elizabeth Cox.
St John's Arts aind Recreatlon Assoclatlon Notes to the Fin*neial Stslements l.Aeeounting Polici 1.1 Aecounting Convention and Standards These fmancial statements have been prepared under the histori1 ¢ost convention in accordance with Statement of RernMended Practice No 2 - A¢¢ounting for CbarAti¢s. 2.1 Depreelatlon Depreciation 1$ calculated to vlIe down the cosL less estim residual value, of all tangible fixed assets over their expected lives. The rates generally applicable are: 30 years 2 Straight Line Other Equipment 2. Tanglble Flxed Assets Other Equlpnient Sculpture & Artwork Total Plano Cost As at I. August 2023 Additions Disposals As at 31° July 2024 10,675 47.350 6,282 64,307 Depreciation As at I. August 2023 Eliminated on Disposal Charged for the year As at 31° July 2024 10,675 43,997 54.672 941 Net Book Value As at 31. July 2024 412 As at 31" July 2023 io
St John's Arts and Recreation As8oeiation Notes to the Financial Statements 3. General Fund There is a restricted reserve in the seller fimd of £9,129 This balance Can be summarised as follows:. £1,438 is made up from the balance of cRwitable donations in rnemory of the late Dr Tollinton and is used to promote music by and for young people at the ARC. £5289 is made up from the balance of clwitable donations to support lunchtime concerts, not &s part of the Tollington Fund £1,875 is the net book value of flooring and a Sound system purchased in earlier years for which the grants were received specificaIly for. £527 is the net book value of an Angela Godfrey Sculpkne 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.