Southampton Scrape Store FY 2023 ## **Southampton Scrap Store** Charity No 292075 ## **Trustee Annual Report – Financial Year 2023** ## **Governance, Financial Oversight and Exceptional Circumstances** prolonged period of governance instability, restricted access to banking facilities, and incomplete financial records. These factors have materially a�ected financial oversight and delayed the preparation and submission of statutory accounts. ## **Governance Changes** leaving **Mrs D O’Neil** and **Mrs A Waller** as the remaining individuals in control of the charity. Other individuals associated with the charity between **April and July** also resigned; these individuals were employees and were unknow if registered with the charity, however, I have been informed that there was a grant in place previously for this, which ended in FY2022. It is understood that **Mrs D O’Neil and Mrs A Waller assumed control of the charity in 2022** , although no formally dated trustee minutes confirming this decision have been located. The absence of documented governance decisions has made it di�icult to establish clear timelines and accountability during this period. ## **Banking Arrangements and Financial Records** Upon gaining access to the charity’s **CAF bank account in December 2025** , it was identified that the charity had previously operated **three bank accounts** , of which were 2 accounts were . Access to full historical records for **closed in the prior financial year** these accounts has not been possible. It is understood, based on information from a single source, that **Mrs D O’Neil and Mrs A Waller and Mrs C Clark opened a Co-operative Bank account** for the purpose of handling cash transactions. This account was **formally opened on 5 July 2022** . Regarding cash income: The till receipts do not reconcile with the amounts banked into the Co-op account. This includes late banking of **£585.93** processed in FY2024 in respect of FY2023 trading activity. After taking this adjustment into account, there remains an unreconciled variance of **£992.54** between recorded till receipts and the banking deposits. However. Later in FY2024 £52.93 cash was in the petty cash tin, which was banked in that year 1 Southampton Scrape Store FY 2023 (£939.61). Cash was not retained on the premises overnight. Instead, the funds were removed from the premises by the two trustees, **Mrs A. Waller** and **Mrs D. O’Neil** , and returned for banking on their next available shift. ## **Missing Funds and Reported Concerns** Concerns were raised at the time regarding **missing funds** , as reported by **Mrs A Waller** , the only trustee remaining after the financial period of 2023. During this period in FY2023 There were di�ering accounts between **Mrs A Waller and Mrs D O’Neil** regarding responsibility for these funds, and this disagreement reportedly continued until **December 2022** , when **Mrs D O’Neil left the charity** , leaving **Mrs A Waller** in sole control. It should be noted that: - The information available to the preparer of this report represents **only one side of the account** , as **Mrs D O’Neil has declined to assist or respond to any requests for information** made during the reconstruction of the accounts. - **No judgement is made regarding Mrs D O’Neil’s role or responsibility** in relation to the missing funds, as there is insu�icient documentary evidence to support any conclusion. - **Mrs D O’Neil** could have simply not supplied supporting documentary evidence of a supplier that she paid. - It is further noted that **previous trustees left Southampton Scrap Store in a similar financial and administrative position** , indicating that weaknesses in governance and record-keeping pre-dated the period under review. It is understood that **Mrs A Waller contacted both the Charity Commission and the police** at the time the missing funds were identified. No outcomes or formal findings from these contacts have been provided for inclusion in this report. ## **Access to CAF Bank Account and Trustee Recruitment** I wrote to the CAF bank several times, and eventually got to speak to someone advising that we needed more Trustee’s on the charity, and they would contact Mrs A Waller regarding the procedure during **FY2024** , advising that access to the CAF bank account could be granted to the preparer of these accounts **provided that I became a trustee** 2 Southampton Scrape Store FY 2023 . CAF advised that due to the previous administration four trustees were not enough. As a result, e�orts were made to recruit volunteers to join the trustee board. Unfortunately, **several volunteers were lost during this period** , which was understood to be linked to the ongoing issues and fallout from the actions of previous trustees. these so that could receive the bank statements. Despite this, access to the CAF bank account remained extremely restricted. Significant correspondence was required with CAF Bank to progress the matter, including: - **32 written communications** , - **16 of which were sent by recorded delivery** , before any meaningful access was granted. At present, access is limited to **view-only access to bank statements** ## **Impact on Financial Reporting and Ongoing Actions** In **June 2023** , assistance was requested to support the preparation of the charity’s accounts. At that time: - **Mrs D O’Neil had left the charity without notifying the banks of her departure** , resulting in unresolved mandate issues. - **Mrs A Waller advised that she did not have access to the CAF bank account** restricting e�ective financial oversight. These issues materially delayed the preparation and submission of statutory accounts. Looking forward: - The intention is to **close the CAF bank account and move all banking to the Co-operative Bank** , subject to trustee approval and completion of outstanding matters. - Progress has been delayed, and the situation is now **approximately three years in arrears** . - **Mrs A Waller has temporarily taken a step back** from day-to-day involvement due to ill health but is looking forward to returning in the future. During this period, work is ongoing to: - Update and formalise **all charity policies** , and 3 Southampton Scrape Store FY 2023 - Establish **more regular trustee meetings** to strengthen governance and oversight. ## **Trustee Statement and Limitations** The trustees acknowledge that the FY2023 accounts have been prepared under exceptional and challenging circumstances, including: - Incomplete banking records - Missing cash documentation - Lack of formally recorded trustee decisions - Prolonged restrictions on bank access - Limited cooperation from former o�icers transparency, and full regulatory compliance. ## **Trustee Remuneration and Expenses** Although the preparer of these accounts is a trustee of the charity, **no expenses, remuneration, or accruals have been claimed or included** in the FY2023 accounts. Trustees are not entitled to be paid for acting in their role as trustees, and no payments have been made during this financial year. **fourth year of accounts has been completed** , it is intended that the **remaining trustees will independently consider and decide** whether any payment for services provided is appropriate. The trustee concerned will **take no part in any such discussions or decisions** , in order to avoid any conflict of interest or influence. No such decision has been made to date, as **no trustee meeting was held prior to the submission of these accounts** . A formal meeting is intended to take place once **Mrs A Waller is well enough to attend** , at which time governance, financial matters, and future arrangements will be properly reviewed and minutes. ## **Summary of the Charity’s Objectives** The objects of the charity, as set out in its governing document, are to provide resources, materials, and equipment that support the **educational and social development** of children and the wider community. These resources primarily consist of _“scrap”_ and surplus materials donated by local businesses and members of the 4 Southampton Scrape Store FY 2023 public. Access to these materials is o�ered through an **a�ordable membership scheme** , enabling individuals, families, schools, groups, and community organisations to obtain creative and educational supplies. In addition, a small shop provides members with low-cost craft goods to further support learning and creative activity. In delivering these objectives, the charity provides a clear . Its purpose is to ensure that the whole community—regardless of income—can access diverse and a�ordable resources that support learning, creativity, and personal development. By o�ering accessible materials and a welcoming environment open to all, the charity contributes to improving people’s conditions of life and promotes **education, social inclusion, and both physical and mental wellbeing** . And reducing waste to landfill. The trustee is committed to carrying out task within the community and will have more of responsibility going forward into FY2027. 5 Southampton Scrap Store Balance Sheet As at 31st March 2023 ||FY2023|FY2023|FY2022|FY2022| |---|---|---|---|---| |Fixed Assest||||| |Motor Vehicle|£|2,786.84
|£|4,644.00
| |Current Assets||||| |CAF Bank Balance 31.03.2023|£|46,416.57
|£|31,521.00
| |Co op Bank Balance 31.03.2023|£|6,363.26
|£|-
| |Debtors|£|-
|£|-
| |Stock|£|-
|£|-
| |Total Assets|£|55,566.67
|£|36,165.00
| |Current Liabilities|£|-
|£|-
| |Trade Creditors|£|-
|£|-
| |Tax and other Creditors|£|-
|£|-
| |Total Liabilities|£|-
|£|-
| |Income and Expenditure Accounts||||| |Balance brought forward|£|36,165.79
|£|36,165.00
| |Add Excess of Income over Expenditure for the Year|£|19,400.88
||| |Total Equity|£|55,566.67
||| Southampton Scrap Store FY 2023 Income Statement |Income
Sales
Fund Raising
Grant
Bank interest Recevied
Total
Cost of Goods sold ( suppliers)
Depreciation
Previous Audit and Accountancy Fees
Cleaning & Waste Collection
Employers NI
General Expenses
Insurance
Bank Fee
IT software
Legal Expense
Light, Heating
Motor Expenses
Pensions Costs
Printing and stationery
Rent and Rates
Repairs and Maintenance
Salaries
Staff Training
Subscriptions
Telphone and Internet
Water
Total cost overheads
Excess income over Expenditure|FY2023
41,544.96
£
18.97
£
-
£
57.78
£
41,621.71
£
165.60
£
1,857.89
£
199.98
£
518.16
£
-
£
240.55
£
658.70
£
72.00
£
2,370.83
£
1,108.15
£
954.91
£
-
£
5.98
£
12,910.47
£
-
£
-
£
-
£
-
£
977.27
£
180.34
£
22,220.83
£
19,400.88
£|FY2022
34,229.28
£
3,797.64
£
38,026.92
£
1,394.11
£
3,096.40
£
396.66
£
300.43
£
102.60
£
129.11
£
1,191.08
£
184.38
£
3,092.52
£
326.40
£
945.29
£
1,968.33
£
57.43
£
13.46
£
12,254.30
£
1,015.70
£
4,380.77
£
58.40
£
1,301.69
£
962.52
£
123.96
£
33,295.54
£
4,731.38
£| |---|---|---| Ind¥pendont Examlner's Report to the Trustee¥ Charlty name: Southampton Scrap Stor6 Forthe year ended- 37S( March 2023 R88pa¢tive re$ponslbllltles of trustoé$ and ex¥miner As the chariiy's trustees, you are responsible lor the preparatlon of the accounr8 and tor ensuring thai they are prepared In accor(Jance with the Charities Act 2011 1"Ihe Act") an¢ applicable regul81ions. You are also responsible lor such iniern81 control os you deiermin8 is necessary to en8ble the preparation of accounts that are Ire¢ from material misstatement. My responsibility is to examin6 the accounts in accord8n¢e wlth Sèctitsn 43121 ol th8 Ch8rlties Aci 2011 (independent tX8min8tionl and to stele wheiher any matters have come to my aiiention as a result of my review. In ¢Jrrylng out ttte examination, I have followed the Dlrectlons given by itte Cttarity Commission under (he Act ICC321. 84$5$ of Indopendent examiner's report My exgminalion was carried out in accordance with the Charily Commission's Directions and guid8nce for independeni gxaminers ICC321. The examin8lion includes 8 review tsl the 8¢counting records kept by Ihe charity and 8 comparison ol ihe eccounts presented with those re¢ords. It also includes consideration ol any unusual items or disclosures in the a¢¢ounts and seeks explanations from the trustees concerning any such motters. The procedure5 undertaken do not provide ell the evidence required in an audit 8nd. consequently, I do not express an au¢Jit opinion on the accounts. lasscts.pub...Ice,gov.ukl, tgov.ukl Indepgndencestatement I confirm that l am independent of the charity and its trusiees and Ih8t l am not a relatlv or a closgly connacted person to any trustee. I have had no involvement in ihe day-to.day management or 8dminisiration of the charity and l am satisfied th81 no conflict ol interest exists which would inhibit the impartial conduct ol this examination. 19&5ol&wub_ioe.gov.ukJ, li¢aew,¢oml S¢opo and oppllcable roportlng framework The charity meets the criterig for ind8pen(Jent examination and does not require 8 stalulory audit for this reportlng period,. theretore. an independent examination has been carried out in 8ccordance with Sectlon 43121 of the Charities Act 2011 aiid the Cnarity Commission's Dirèctlons {CC321. Where ielevanl, the Charity Commission's Re¢eipt$ & E%8mln¢¥'s statemeiit IA8$uioiTr¢el I h1 th* Ctt8rilies Aci 2011-, or tiie a¢eounts do not accord with the iiecouniinsj fecords., or 3. for a¢cru