CHAIRMAN’S AGM REPORT SEPT 2021
Good evening and welcome everyone to our September 2021 AGM
As you know, we were unable to hold our 2020 AGM due to the COVID lockdown. I contacted the Charity Commission regarding the procedure we should adopt due to being unable to hold the 2020 AGM, and they confirmed that, if the Trustees were in agreement to carry on for the foreseeable future, to such times when Government restrictions were lifted to allow an AGM - then that was perfectly in order by them, so, here we are today!
The lockdown was both good and bad for us. The good side was the fact that we could redecorate the whole building without interruption to any of the clubs i.e.doing 2 years project work in 6 months. As you can see from this room we have covered that ghastly back wall - the top section being acoustic boarding to soak up sound. I discovered that the original acoustic boarding, which was behind those awful bricks, only went approximately half way up! Hopefully those of you who remember the old back wall, like this one much better. Also you may notice new curtains at all of the windows.
Similarly in the Small Function Room we have added acoustic panels to the ceiling. I was amazed at the difference in sound quality when the acoustic engineer was doing his tests before and after the panels went up. Hopefully those of you who use the Small Function Room have noticed the difference i.e. lack of echo.
The bad side of lockdown was of course “no income”. We were fortunate to some degree though, with furlough payments allowing us to keep our staff, and grants from the Government,DBC and KCC which helped to keep our heads above the water. This month sees us back to full quota of clubs once again.
Also, the fact that we were unable to produce the magazine last year - the upshot being that we had to repay most of the advertisers - some kindly donated what they had paid - but there were only a few of those.
This year has been the same with no magazine issue, again due to lock downs, and to add further to that problem - sadly our editor, David Harrison, past away after suffering with Cancer for many years.
What this has meant financially is that we have had no membership revenue and no advertising revenue. Along with that, we had to cancel all our events from March 2020 onwards, so another huge loss. I will let Vic fill in the numbers in the Treasure’s report.
We have sadly lost our very dear friend and CCMC Chairman Brenda Clarke. A very special lady who has worked tirelessly for 40 plus years for this Community, and will be greatly missed. Brenda was at the forefront of initiating Joydens Wood Residents Association.
Our previous caretaker, Richard, gave us notice as he was moving away from the area, but sadly he had an accident, the consequences of which were fatal, just two weeks after leaving us.
A major problem was discovered with our stage ceiling for it had not met fire regulations from the day it was built. I will let Brian, our Vice Chairman, tell you the details of that in item 6 of the agenda the Community Centre Updates.
We have had to follow ACRE guidelines regarding sanitising for hall users i.e. wipe everything that had been touched to maintain a COVID free facility , plus a track and trace log. Until I hear differently ALL CLUBS MUST CARRY ON WITH THIS PROCEDURE.
May I take a moment to thank our staff, Maureen and David Powell, our brilliant booking clerks, Debbie, our meticulous cleaner, Sue our most reliable weekend caretaker and a huge welcome to our new weekday caretaker Geoff, who is proving to be an absolute godsend. I would also like to thank my fellow Trustees and Committee members for their continued tireless dedication to the smooth running of the Community Centre.
Thank you
Roger Doucy Chairman of JWRCA.
REGISTERED CHARITY NUMBER: 291737
Report of the Trustees and
Unaudited Financial Statements for the Year Ended 31 January 2021
for
Joydens Wood Residents' Community Assoc
Latham Lambourne Ltd 18 Woodlands Park Bexley Kent DA5 2EL
Joydens Wood Residents' Community Assoc
Contents of the Financial Statements for the Year Ended 31 January 2021
| Page | |||
|---|---|---|---|
| Report of the Trustees | 1 | to | 3 |
| Independent Examiner's Report | 4 | ||
| Statement of Financial Activities | 5 | ||
| Balance Sheet | 6 | ||
| Notes to the Financial Statements | 7 | to | 11 |
Joydens Wood Residents' Community Assoc
Report of the Trustees
for the Year Ended 31 January 2021
The trustees present their report with the financial statements of the charity for the year ended 31 January 2021. The trustees have adopted the provisions of Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019).
OBJECTIVES AND ACTIVITIES
Objectives and aims
To promote the benefit of the inhabitants of Joydens Wood Estate and the neighbourhood.
Significant activities
The charity runs with various affiliated sections. The majority of the income arises from the running of the community hall on the estate which is available for rent to all the sections, and the general public.
A magazine is produced on a six monthly basis and distributed to all members. This is financed from income from advertising in the magazine.
Public benefit
The charity operates for the benefit of the residents of Joydens Wood as defined in the constitution.
Volunteers
None of the trustees or other helpers are paid. The charity recognises that without all of these personnel it would not be able to operate effectively.
ACHIEVEMENT AND PERFORMANCE
Charitable activities
The trustees have recognised that, in order to continue to use the hall to the best effect, the hall has to be well maintained and occasionally significant improvements have to be made. In the year redecorations and renovations were made to most of the interior, including flooring in the toilets, replacement curtains, and installation of acoustic panels.
The flood damage to the flooring was repaired at a cost of £4,613, partially offset by an insurance receipt of £3,222.
Fundraising activities
In 2019 2 seperate grants of £500 were received from KCC for the fire shutters, and the handrails. In 2020 grants were received from KCC (£500) for fencing work, Dartford Council (£10,000) from the Covid relief fund, and a total of £6,865 via HMRC from the Coronavirus Job Retention Scheme.
The special events committee were due to stage a number of fund raising events, and income was received from the Freddie Mercury tribute, and Tim Adams & Runaways. Other events had to be cancelled because of the Covid restrictions.
The horticultural section were not able to run the Annual Show.
Internal and external factors
During the year the charity was hampered by the lockdown and other restrictions imposed by the Government due to the Covid epidemic.
Grants received have mitigated the loss of income and helped preserve the employment of the staff.
FINANCIAL REVIEW
Financial position
The charity has incurred a small surplus in the year. The charity has designated £7,436 to cover potential redundancy costs etc, should the charity cease. The trustees emphasis that this is a reserve only and there is no expectation of this being required in the near or medium term.
The impact of the Covid 19 pandemic is referred to in the Chairman's Report files separately to these accounts, and both prepared after the financial year end and reflecting events post the year end.
Page 1
Joydens Wood Residents' Community Assoc
for the Year Ended 31 January 2021
Report of the Trustees
FINANCIAL REVIEW
Principal funding sources
The majority of the funding for the charity comes from letting fees for the hall. All households who wish to be members of the Association are charged a membership fee.
This year proved to be very challenging for both of these sources. Due to the Covid restrictions no membership fees were collected from the normal door to door collections. In addition, due to the Covid restrictions, the hall was closed for most of the year with the resultant loss of the majority of the normal letting income.
Investment policy and objectives
Surplus funds are retained in bank deposits until used. The trustees seek to maximise the interest gained without subjecting the funds to any risk.
Reserves policy
The trustees have forecast the level of free reserves as three months expenditure. Whilst the current level of reserves may prove sufficient, it is the trustees' view that it is prudent to ensure that there are sufficient free reserves to provide financial flexibility.
STRUCTURE, GOVERNANCE AND MANAGEMENT Governing document
The charity is controlled by its governing document, a deed of trust and constitutes an unincorporated charity.
The charity is controlled by the constitution adopted 29 March 1985, as amended on 26 March 1996 and 27 June 2000.
Recruitment and appointment of new trustees
New trustees are requested at each AGM and voted in as appropriate.
Organisational structure
As well as the trustees, the charity is supported by 18 members representing clubs and other organisations. Day to day running of the hall is delegated to the Hall Management Committee.
REFERENCE AND ADMINISTRATIVE DETAILS Registered Charity number
291737
Principal address
Trustees
Mrs B Clarke (deceased 18.4.21) V R Austin A E Newman R E Doucy Mrs C Parkes K G Scott Mrs D Gould G L Glover
Independent Examiner
Latham Lambourne Ltd 18 Woodlands Park Bexley Kent DA5 2EL
Page 2
Joydens Wood Residents' Community Assoc
Report of the Trustees
for the Year Ended 31 January 2021
Approved by order of the board of trustees on 3 September 2021 and signed on its behalf by:
V R Austin - Trustee
Page 3
Independent Examiner's Report to the Trustees of Joydens Wood Residents' Community Assoc
Independent examiner's report to the trustees of Joydens Wood Residents' Community Assoc
I report to the charity trustees on my examination of the accounts of Joydens Wood Residents' Community Assoc (the Trust) for the year ended 31 January 2021.
Responsibilities and basis of report
As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ('the Act').
I report in respect of my examination of the Trust's accounts carried out under section 145 of the Act and in carrying out my examination I have followed all applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent examiner's statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
-
accounting records were not kept in respect of the Trust as required by section 130 of the Act; or
-
the accounts do not accord with those records; or
-
the accounts do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a true and fair view which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
John Lambourne FCA Latham Lambourne Ltd 18 Woodlands Park Bexley Kent DA5 2EL
3 September 2021
Page 4
Joydens Wood Residents' Community Assoc
Statement of Financial Activities for the Year Ended 31 January 2021
| 31.1.21 | 31.1.20 | ||
|---|---|---|---|
| Unrestricted | Total | ||
| funds | funds | ||
| Notes | £ | £ | |
| INCOME AND ENDOWMENTS FROM | |||
| Donations and legacies | 17,364 | 1,241 | |
| Charitable activities | |||
| Annual show | - | 1,108 | |
| General | - | 5,645 | |
| Other trading activities | 2 | 20,593 | 54,632 |
| Investment income | 3 | 63 | 163 |
| Total | 38,020 | 62,789 | |
| EXPENDITURE ON | |||
| Raising funds | 1,808 | 6,028 | |
| Charitable activities | |||
| General | 1,280 | 16,586 | |
| Hall expenses | 50,995 | 31,474 | |
| Total | 54,083 | 54,088 | |
| NET INCOME/(EXPENDITURE) | (16,063) | 8,701 | |
| RECONCILIATION OF FUNDS | |||
| Total funds brought forward | 57,004 | 48,303 | |
| TOTAL FUNDS CARRIED FORWARD | 40,941 | 57,004 |
The notes form part of these financial statements
Page 5
Joydens Wood Residents' Community Assoc
Balance Sheet
31 January 2021
| 31.1.21 | 31.1.20 | ||
|---|---|---|---|
| Unrestricted | Total | ||
| funds | funds | ||
| Notes | £ | £ | |
| CURRENT ASSETS | |||
| Cash at bank and in hand | 40,964 | 57,692 | |
| CREDITORS | |||
| Amounts falling due within one year | 7 | (23) | (688) |
| NET CURRENT ASSETS | 40,941 | 57,004 | |
| TOTAL ASSETS LESS CURRENT | |||
| LIABILITIES | 40,941 | 57,004 | |
| NET ASSETS | 40,941 | 57,004 | |
| FUNDS | 9 | ||
| Unrestricted funds | 40,941 | 57,004 | |
| TOTAL FUNDS | 40,941 | 57,004 |
The financial statements were approved by the Board of Trustees and authorised for issue on 3 September 2021 and were signed on its behalf by:
V R Austin - Trustee
The notes form part of these financial statements
Page 6
Joydens Wood Residents' Community Assoc
Notes to the Financial Statements
for the Year Ended 31 January 2021
1. ACCOUNTING POLICIES
Basis of preparing the financial statements
The financial statements of the charity, which is a public benefit entity under FRS 102, have been prepared in accordance with the Charities SORP (FRS 102) 'Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019)', Financial Reporting Standard 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland' and the Charities Act 2011. The financial statements have been prepared under the historical cost convention.
Income
All income is recognised in the Statement of Financial Activities once the charity has entitlement to the funds, it is probable that the income will be received and the amount can be measured reliably.
Expenditure
Liabilities are recognised as expenditure as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that a transfer of economic benefits will be required in settlement and the amount of the obligation can be measured reliably. Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all cost related to the category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resources.
Taxation
The charity is exempt from tax on its charitable activities.
Fund accounting
Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees.
Restricted funds can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes.
Further explanation of the nature and purpose of each fund is included in the notes to the financial statements.
Hire purchase and leasing commitments
Rentals paid under operating leases are charged to the Statement of Financial Activities on a straight line basis over the period of the lease.
2. OTHER TRADING ACTIVITIES
| OTHER TRADING ACTIVITIES | ||
|---|---|---|
| 31.1.21 | 31.1.20 | |
| £ | £ | |
| Fundraising events | 2,995 | 9,813 |
| Hall lettings | 12,138 | 39,657 |
| Advertising | 2,238 | 4,192 |
| Insurance claims | 3,222 | 970 |
| 20,593 | 54,632 |
continued...
Page 7
Joydens Wood Residents' Community Assoc
Notes to the Financial Statements - continued
for the Year Ended 31 January 2021
3. INVESTMENT INCOME
| INVESTMENT INCOME | ||
|---|---|---|
| 31.1.21 | 31.1.20 | |
| £ | £ | |
| Deposit account interest | 63 | 163 |
4. TRUSTEES' REMUNERATION AND BENEFITS
There were no trustees' remuneration or other benefits for the year ended 31 January 2021 nor for the year ended 31 January 2020.
Trustees' expenses
Trustees may be reimbursed expenses they have personally paid on behalf of the charity.
5. STAFF COSTS
The average monthly number of employees during the year was as follows:
| Hall caretakers & cleaners No employees received emoluments in excess of £60,000. COMPARATIVES FOR THE STATEMENT OF FINANCIAL ACTIVITIES INCOME AND ENDOWMENTS FROM Donations and legacies Charitable activities Annual show General Other trading activities Investment income Total EXPENDITURE ON Raising funds Charitable activities General Hall expenses Total NET INCOME |
31.1.21 31.1.20 5 6 Unrestricted funds £ 1,241 1,108 5,645 54,632 163 62,789 6,028 16,586 31,474 54,088 8,701 |
31.1.21 31.1.20 5 6 Unrestricted funds £ 1,241 1,108 5,645 54,632 163 62,789 6,028 16,586 31,474 54,088 8,701 |
|---|---|---|
| 62,789 6,028 16,586 31,474 |
||
| 54,088 | ||
| 8,701 |
6. COMPARATIVES FOR THE STATEMENT OF FINANCIAL ACTIVITIES
continued...
Page 8
Joydens Wood Residents' Community Assoc
Notes to the Financial Statements - continued for the Year Ended 31 January 2021
6. COMPARATIVES FOR THE STATEMENT OF FINANCIAL ACTIVITIES - continued
| Unrestricted | ||||
|---|---|---|---|---|
| funds | ||||
| £ | ||||
| RECONCILIATION OF FUNDS | ||||
| Total funds brought forward | 48,303 | |||
| TOTAL FUNDS CARRIED FORWARD | 57,004 | |||
| 7. | CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR | |||
| 31.1.21 | 31.1.20 | |||
| £ | £ | |||
| Trade creditors | - | 609 | ||
| Taxation and social security | 23 | 79 | ||
| 23 | 688 | |||
| 8. | LEASING AGREEMENTS | |||
| Minimum lease payments under non-cancellable operating leases fall due as follows: | ||||
| 31.1.21 | 31.1.20 | |||
| £ | £ | |||
| Within one year | 100 | 100 | ||
| Between one and five years | 300 | 400 | ||
| 400 | 500 | |||
| 9. | MOVEMENT IN FUNDS | |||
| Net | ||||
| movement | At | |||
| At 1.2.20 | in funds | 31.1.21 | ||
| £ | £ | £ | ||
| Unrestricted funds | ||||
| General fund | 27,578 | (10,663) | 16,915 | |
| Community Hall | 29,426 | (5,400) | 24,026 | |
| 57,004 | (16,063) | 40,941 | ||
| TOTAL FUNDS | 57,004 | (16,063) | 40,941 |
continued...
Page 9
Joydens Wood Residents' Community Assoc
Notes to the Financial Statements - continued for the Year Ended 31 January 2021
9. MOVEMENT IN FUNDS - continued
Net movement in funds, included in the above are as follows:
| Incoming | Resources | Movement | |
|---|---|---|---|
| resources | expended | in funds | |
| £ | £ | £ | |
| Unrestricted funds | |||
| General fund | 12,131 | (22,794) | (10,663) |
| Community Hall | 25,889 | (31,289) | (5,400) |
| 38,020 | (54,083) | (16,063) | |
| TOTAL FUNDS | 38,020 | (54,083) | (16,063) |
Comparatives for movement in funds
| Net | Transfers | |||
|---|---|---|---|---|
| movement | between | At | ||
| At 1.2.19 | in funds | funds | 31.1.20 | |
| £ | £ | £ | £ | |
| Unrestricted funds | ||||
| General fund | 27,915 | (1,845) | 1,508 | 27,578 |
| Community Hall | 19,139 | 10,287 | - | 29,426 |
| Horticultural Section | 1,249 | 259 | (1,508) | - |
| 48,303 | 8,701 | - | 57,004 | |
| TOTAL FUNDS | 48,303 | 8,701 | - | 57,004 |
Comparative net movement in funds, included in the above are as follows:
| Incoming | Resources | Movement | |
|---|---|---|---|
| resources | expended | in funds | |
| £ | £ | £ | |
| Unrestricted funds | |||
| General fund | 20,001 | (21,846) | (1,845) |
| Community Hall | 41,680 | (31,393) | 10,287 |
| Horticultural Section | 1,108 | (849) | 259 |
| 62,789 | (54,088) | 8,701 | |
| TOTAL FUNDS | 62,789 | (54,088) | 8,701 |
continued...
Page 10
Joydens Wood Residents' Community Assoc
Notes to the Financial Statements - continued for the Year Ended 31 January 2021
9. MOVEMENT IN FUNDS - continued
A current year 12 months and prior year 12 months combined position is as follows:
| Net | Transfers | |||
|---|---|---|---|---|
| movement | between | At | ||
| At 1.2.19 | in funds | funds | 31.1.21 | |
| £ | £ | £ | £ | |
| Unrestricted funds | ||||
| General fund | 27,915 | (12,508) | 1,508 | 16,915 |
| Community Hall | 19,139 | 4,887 | - | 24,026 |
| Horticultural Section | 1,249 | 259 | (1,508) | - |
| 48,303 | (7,362) | - | 40,941 | |
| TOTAL FUNDS | 48,303 | (7,362) | - | 40,941 |
A current year 12 months and prior year 12 months combined net movement in funds, included in the above are as follows:
| Incoming | Resources | Movement | |
|---|---|---|---|
| resources | expended | in funds | |
| £ | £ | £ | |
| Unrestricted funds | |||
| General fund | 32,132 | (44,640) | (12,508) |
| Community Hall | 67,569 | (62,682) | 4,887 |
| Horticultural Section | 1,108 | (849) | 259 |
| 100,809 | (108,171) | (7,362) | |
| TOTAL FUNDS | 100,809 | (108,171) | (7,362) |
10. RELATED PARTY DISCLOSURES
There were no related party transactions for the year ended 31 January 2021.
Page 11
dentExa Re ort 10 the Trustee.% of Independrnt exandner'k rep)rt tskthe trthS 0lJoyde% Resldellts. CommUty As50C K repott io the chariry trLL%tees on my examination of tl* acwnts ()t Jovdens Wood Rcsidents, Commwiity ASS (the Trust) fvrihe yeaT eu(led 31 JaJ]uJry 2021. Responsibilities of rqwjrt As the chlty trustees of the Trust YOU ItsD$1b for prepar10 of the xc(Junts in acc{dancC with the Tequirements of the Charities Act 20111'the Art). I report in r¢stffct uf my examtnation of the TrJ5Vs a[lts cwird ollt under sec(ion 145 of the Acr amd in carrying out tlly examination T have followed all applicable DffeaiQJ giveD bi. tht Chariry Commissi(Jn under section 14515)Ib} of the ACL IndeIent twlner's statement I hai'e oimpleted my exajninarion. l Lottfrn that ao ma1¥j mae[S havc c(lle to my attention in conntction with the examinar1 gjving e eau5e to beli¢ve tha[ in any matetial r&strtl: e(mling recorth were not keEM io respect of theTrnsf as rwuiTed by %ec(ioa 130of the Act" or thc accounts th n(rf acc(ffd with those TeconLs: ( the accnunts. do Lot comply with the 8tvh'cable requireTnenL%' c4)ncuJing the forni and ¢(snt¢ni of Krt5llnts sel Oil( in th¢ Chariti (Accounts and Ry)rts) Regulations 2(KI8 (Aher than any reqDITeTTicn( that th¢ aOunts ve a trne a[ fair eW whtch is not a matterconsidercd pan of an iTmletllttI exaroillatiou. I have no £0crn5 aDd have Con [05S no other matters. in connLYtion with the examination to which attentioll sbouhj be drawn in Ihis report in order 10 enable a pr(Ttruttderstaftth"ng o( the ac£oDnts io be rcaLhed. John L4ttLIN)urne FCA tAthamLamix)UrnE Ltd 18 I¥(d8 PaJk 3£xley Keni DA5 2EL 3 5eptenthr 2021 Pag¢ 4