Trustees' Annual Report for the period
1[st] April 2021 to 31[st] March 2022
Section A Reference and administration details
Charity name COLDEN COMMON COMMUNITY ASSOCIATION Registered charity number 292438 Charity's principal address Colden Common Community Centre St. Vigor Way Colden Common, Winchester SO21 1UU
Names of the Charity Trustees who manage the Charity.
| Names of the Charity Trustees who manage the Charity. | Names of the Charity Trustees who manage the Charity. | Names of the Charity Trustees who manage the Charity. | Names of the Charity Trustees who manage the Charity. | Names of the Charity Trustees who manage the Charity. | Names of the Charity Trustees who manage the Charity. |
|---|---|---|---|---|---|
| Trustee name | Office | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee |
||
| 1 | Richard Saunders | Chair | See section B | ||
| 2 | Alex Loughran | Treasurer | |||
| 3 | Kathleen Quin | Secretary | |||
| 4 | Alex de Ville | ||||
| 5 | Adrian Kelly | ||||
| 6 | Andy Lai | ||||
| 7 | Brian O’Neill | ||||
| 8 | |||||
| 9 | |||||
| 10 | |||||
| 11 | |||||
| 12 | |||||
| Names of the trustees for the charity, if any (eg any custodian trustees) Deeds held by Official Custodian for Charities |
|||||
| Names and addresses of advisers (Optional information) | NONE | ||||
| Name of chief executive or senior staff members | NONE |
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Section B Structure, governance and management
Description of the charity’s trusts.
Type of governing document
The Colden Common Community Association was registered as a charity on 23[rd] August 1985. It is now governed by its Constitution adopted on 11[th] July 2012.
How the charity is constituted
Unincorporated association.
Trustee selection methods
The Trustees Committee consists of not less than three and up to twelve individuals elected at the Annual General Meeting. Officers are elected by the Committee at the first meeting after the AGM.
Additional governance issues (Optional information)
None
Policies and procedures adopted for the induction and training of trustees.
The Charity provides an information pack, drawing information from the various Charity Commission publications. It is distributed to all Trustees along with the Charity’s governing document and the latest financial statements.
Relationship with any related parties.
The Charity has a relationship with the Colden Common Parish Council which leases the Community Centre building to the Charity.
Risks and risk management.
The Committee has considered risks to which the Charity is exposed. Systems have been established to mitigate those risks. External risks to funding have led to the development of a strategic plan which allows for the diversification of funding and activities. Internal risks are minimized by the implementation of procedures for authorisation of all transactions and projects and to ensure consistent quality of delivery for all operational aspects of the Charity. The Charity Commission “Internal Financial Control Checklist” forms the basis for these procedures. These procedures are periodically reviewed to ensure that they still meet the needs of the Charity.
Mandatory checks are carried out at prescribed intervals.
Section C Objectives and activities
Objects of the charity as set out in its governing document.
To promote the benefit of the inhabitants of the area of benefit without distinction of sex, sexual orientation, nationality, age, disability, race or of political, religious or other opinions by associating together the said inhabitants and the statutory authorities, voluntary and other organisations in a
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common effort to advance education and to provide facilities in the interests of social welfare, for recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants;
To secure the establishment of a Community Centre (hereinafter called "the Centre") and to maintain and manage the same (whether alone or in cooperation with any statutory authority or other person or body) in furtherance of the above objects.
To promote such other charitable purposes as may from time to time be determined.
The Association shall be non-party in politics and non-sectarian in religion. The area of benefit shall be all those areas within the Parish of Colden Common.
Summary of the main activities undertaken for the public benefit.
During the year, the Association has provided facilities at the Community Centre for educational and leisure activities for the inhabitants, voluntary groups and associations in its area and provided facilities for exhibitions of interest and educational value to the local area and its inhabitants. It continues to encourage the use of its facilities by the local inhabitants, voluntary groups and associations in the furtherance of its objectives.
The conversion of the changing room facilities has enabled the Association, having regard to the guidance issued by the Charity Commission, to offer, free of charge, the space to organisations such as the police, Neighbourhood Watch, Citizens Advice to communicate either privately or at meetings with inhabitants.
Additional details of objectives and activities (Optional information) None
Contribution made by volunteers.
Members of the community are encouraged to be involved in voluntary activities and share their skills with others. All Trustees give their time freely, and no payment or expenses are claimed.
Section D Achievements and performance
Summary of the main achievements of the charity during the year .
Chairman’s report.
Thankfully, Covid hasn’t been as much of a disruption this year as compared to last. The Centre has remained open all year. People observe the precautions to a greater or lesser extent, but I have never seen anyone approaching overtly dangerous practices. Bookings had initially been affected, some groups more than others, but we are lucky that replacement hirers have filled the gaps.
Following the redecoration that Clint carried out in 2020, we are pleased that this work has continued. The conversion of the old changing/shower rooms was completed, and we now have a new meeting
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room, The Jenny Gray Room. We were very fortunate that the eponymous stalwart was able to open it formally, before her greatly lamented demise. Jenny was the sort of person you hear about, but rarely meet. I am still discovering jobs that haven’t been done, because she did them in the background, unlauded and unpublicised. The construction work of the conversion was carried out very well by a contractor, aided by Clint, and the work has been of a high standard. To keep costs down, trustees and Clint did the decorating themselves, which was mainly completed in early June last year. A small group also also redecorated all three of the toilets off the main foyer. Various further redecoration has been carried out in the Patrick Moore Room as users’ wear-and-tear has required. The old gas-powered calorifier was decommissioned, and small electric heaters were provided, which supply hot water on demand. We expect that this will result in considerable cost savings.
We also achieved another long-anticipated goal, that of replacing the two sets of front doors with automatic self-opening ones. This has been much appreciated by those using walking frames, buggies, pushchairs and similar, if user comments are anything to judge by. We were very fortunate to have the vast majority of the cost of the new front doors, and of the Jenny Gray Room, paid for by grants from the Parish Council, the Parish Hall Trust, and the National Lottery Fund. Many thanks again to all of these bodies. Thanks also to our treasurer, Alex Loughran, who was instrumental in researching and applying for these grants.
A further project, paid for by ourselves, was the replacement of the flooring throughout the foyer area, including the loos and the chair store area. The entrance mat, now in the wrong place for the new doors, was also replaced.
The icing on the cake was the visit by the Mayor of Winchester on one Tuesday in March to open the new doors. The Methodist Coffee Morning group extended their usual services to cater for the Mayoral visit, which attracted many more visitors than usual. The display of cakes they provided was amazing, and I still have fond memories of the flapjacks!
One other good thing also proceeded from this visit: a lovely photo of Ann Wallace, with the Mayor, was obtained, shortly before Ann’s demise. In the same week that we lost Ann we also lost Ken Ratcliffe and Jean Leverett, who both contributed greatly to the life of the village. All three are greatly missed.
Peter Douglas carried out another aerial survey of the roof of the Community Centre, using his drone. Again, we were reassured by the state of the structure. Thanks again, Peter.
We held a successful Winter Market last November, which was well-attended. We have also had recently Common Have a Go 2022. Both events were very popular, were enjoyed by all, and helped raise muchneeded money for the Community Association.
The Village Newsletter continues in its increased size of 40 pages (thank you, Parish Council, for your continued funding of this). Little has changed in its format during the twelve months since my last report. Many thanks to all those who do contribute features, paintings and articles to it. We could not continue without you.
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I would like to finish by again thanking various people. Firstly, the key holders who unfailingly open and lock up the Centre every day, deserve a huge vote of thanks. They provide a valuable service while keeping the Centre safe and secure and are much appreciated. Secondly, the volunteers who turn up and help either regularly, or for one-off events - many thanks. While there have been fewer opportunities to help this year, our thanks still go to all those who did so. You do a marvellous job; please keep it up! Thirdly, thanks are due to our hirers, without whom we would be a lot worse off financially! Please remember that you are very important to us, and that we are always available should you need to discuss anything pertaining to your hire. Fourthly, my fellow trustees, especially Alex Loughran, who bear the brunt of the work, deserve thanks for all their hard work over the last 12 months. Finally, our trusty staff, Vanessa, Emma, and Clint all deserve thanks for their contributions and hard work over the last year, often over and above the call of duty.
Richard Saunders Chairman; Colden Common Community Association.
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Financial review
Section E
Treasurer’s report.
Overall, the Community Association has come out of the Covid period in very good condition. A number of grants enabled us to maintain a strong cash position, while carrying out a number of improvements to the building, and also assisting some hirers who did not qualify for the grants we were fortunate to receive.
A review of our bank accounts was carried out as two accounts with small balances had outlived their usefulness. The balances were swept into current account, and the accounts repurposed. The PN Fund now receives the donations (£1866 as at 31 March 2021) generously given by Paul Nicholson, which were previously recorded on a spreadsheet and received into current account. The other account was renamed the Restricted Fund to identify monies identified for specific purposes. This received the various grants from the National Lottery, Parish Council, (PC) and the Parish Hall Trust, before being paid out.
We are very grateful to a number of bodies for the grants which have been of immense assistance to us. We took advantage of the Job Retention Scheme (Furlough) and Winchester City Council provided a number of business grants. The Parish Hall Trust gave us funds to enable to conversion of the unused shower area into the Jenny Gray Room (JGR). It is poignant that Jenny died shortly after she was able to open the room, and the first use of the television was to relay her funeral.
The National Lottery provided monies, supplemented by the generosity of the Parish Council, to enable installation of the automatic doors. Many positive comments were received about the improved access to the building. The Parish Council also continued to support production of the village newsletter.
Using our own resources, new flooring was laid in the foyer area.
There have also been a couple of less obvious improvements, including a new accounting system, debit cards for staff to facilitate occasional purchases, and a new disabled toilet. New electric water heaters in the three toilets mean that (theoretically) no gas should be used between May and October.
The large television in the JGR was also purchased using Association funds.
Cash use has been greatly reduced, although it cannot be avoided with small sales of photocopying, books, and, of course, events. Staff and trustee training has taken place where appropriate, and is encouraged.
It is hoped that the careful management of funds means that any surplus generated by activities can be used to finance the backlog of improvements and repairs we have identified. These have been graded according to seriousness, and high risk issues resolved. If the current position prevails, it will be our intention to maintain hiring rates for as long as possible (they have not increased for three years) for the benefit of all users.
There have been one or two amendments to the structure of the accounts. The outdoor painting figure has been dropped as we are financing it differently, and often with trustee involvement. Newsletter printing costs have been moved to the Restricted Fund, where they should have been previously.
We have been able to build a really loyal dedicated team which is fiercely proud of their efforts to maintain the Centre on behalf of the village. Our thanks to them. However there has been some minor damage which was not reported at the time. A wall socket near the chair and table cupboards was smashed, the TV screen was scratched within a week of installation, a hook in the Gloucester Hall was ripped from the wall, and overall
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cleanliness and tidying could have been better. These all add to costs and time which affects our long term ability to run the building economically and keep rates down
Alex Loughran, Treasurer; Colden Common Community Association
7 July 2022
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Independent Examiner's Report to the Trustees of the Colden Common Community Association.
I report to the Trustees on my examination of the accounts of the Charity for the year ended 31 March 2022, which are set out on pages 9 to 15.
Responsibilities and basis of report
As the Charity’s Trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (the 2011 Act).
I report in respect of my examination of the Charity’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the 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 my examination which gives me cause to believe that in any material respect:
-
accounting records were not kept in accordance with section 130 of the Act; or
-
the accounts do not accord with the accounting records.
I have no concerns and have come across no other matters in connection with my examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
David Fields ACMA
Associate member of the Chartered Institute of Management Accountants. 12[th] August, 2022
Pi Daybooks Limited 44 Pennington Close Colden Common Winchester SO21 1UR
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| Receipts and Payments Account | Receipts and Payments Account |
|---|---|
| CharityName:COLDEN COMMON COMMUNITY ASSOCIATION | |
| Charity No.:292438 | |
| All values rounded to nearest £ Forperiod 1 April 2021 - 31 March 2022 |
|
| Section A Receipts and Payments Account | |
| Restricted funds Unrestricted funds Total funds Last Year |
|
| A1 Receipts | £ £ £ £ |
| Grants 29,967 17,398 47,365 42,996 Lettings 0 66,705 66,705 18,322 Contributions (Elec, Phone & Insurance) 0 824 824 844 Donations 600 0 600 606 Rent Income 0 420 420 420 Refund of water rates 0 1,034 1,034 0 Events 0 1,518 1,518 290 History Books 0 45 45 25 Catering & Café 0 9 9 22 Office Services 0 63 63 0 Bank Interest 0 9 9 18 Paid Advertising 0 60 60 0 Other Income 0 276 276 316 |
|
| Total | 30,567 88,361 118,928 63,859 |
| Investment sales | 0 0 0 0 |
| Total receipts | 30,567 88,361 118,928 63,859 |
| A3 Payments | £ £ £ £ |
| Staff Salaries & Wages 0 37,819 37,819 42,289 Building Management 27,000 10,921 37,921 0 Maintenance & Repairs 0 3,510 3,510 4,397 Utilities 0 6,059 6,059 6,600 Newsletter Publication 2,967 777 3,744 2,970 Insurance 0 2,605 2,605 2,446 Fire & Security 0 1,898 1,898 1,427 Cleaning & Refuse 0 2,742 2,742 3,407 Telephone & Broadband 0 1,196 1,196 1,114 Office & Administrative 0 1,158 1,158 1,058 Legal & Professional 0 357 357 658 Miscellaneous Expenses 0 154 154 474 Bank Charges 0 96 96 69 Event expenses 0 411 411 25 Catering 0 0 0 4 Booking Refunds 0 1,324 1,324 187 |
|
| Total | 29,967 71,027 100,994 67,125 |
| Assetpurchases | 0 555 555 0 |
| Totalpayments | 29,967 71,582 101,549 67,125 |
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| Receipts and Payments Account - continued Restricted funds Unrestricted funds Total funds Last Year £ £ £ £ |
Receipts and Payments Account - continued Restricted funds Unrestricted funds Total funds Last Year £ £ £ £ |
|---|---|
| Net receipts over payments 600 16,779 17,379 (3,266) Transfer between funds 0 0 0 0 |
|
| Net movement in funds | 600 16,779 17,379 (3,266) |
| Cash balances brought forward 1,866 45,440 47,306 50,572 |
|
| Cash funds carried forward | 2,466 62,219 64,685 47,306 |
Section B Statement of Assets and Liabilities as at end of the period.
| Restricted Unrestricted Total funds Last Year £ £ £ £ |
|
|---|---|
| CASH FUNDS | £ £ £ £ |
| Current 0 5,539 5,539 12,752 Deposit 0 56,327 56,327 33,301 CAF Gold 0 1 1 783 Paul Nicholson Fund (formerly Club 55) 2,466 300 2,766 446 Petty Cash 0 52 52 24 |
|
| 2,466 62,219 64,685 47,306 |
|
| OTHER ASSETS | £ £ £ £ |
| Other monetary assets Debtors - Lettings income due 0 2,307 2,307 1,468 Assets retained for Charity's own use 0 4,379 4,379 3,824 |
|
| 0 6,686 6,686 5,292 |
|
| LIABILITIES | £ £ £ £ |
| Creditors 0 50 50 0 |
|
| 0 50 50 0 |
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Notes to the accounts for year ended 31 March 2022.
1. Accounting Policies
a) Basis of Accounting
The Charity’s gross income in the financial year does not exceed £250,000 and the Charity Trustees have therefore elected to prepare –
-
a) a receipts and payments account, and
-
b) a statement of assets and liabilities
in accordance with Section 133 of The Charities Act 2011.
The principal policies of the Charity are set out as follows.
b) Financial Statements
These financial statements are compliant with recommendations provided by the Charity Commission.
c) Statement of the Charity Reserves policy.
To fund approximately three months core staffing and operational costs (approximately £5,000 pm) and provide sufficient financial flexibility during periods of economic austerity.
d) Funds Structure Policy
Restricted funds are subject to restrictions on their expenditure by the donor. Unrestricted funds are available for use at the discretion of the Committee in furtherance of the general objectives of the Charity. Designated funds are general funds that have been earmarked for a particular purpose.
e) Other Policies
Pension
The Charity operates a pension scheme for core staff. The workplace pension provider is NEST.
2. Receipts
| RECEIPTS | ||
|---|---|---|
| Thisyear | Lastyear | |
| Grants | £ | £ |
| Colden Common Parish Cnl (Newsletter) | 2,967 | 2,920 |
| Winchester CC Local Restrictions Support | 10,199 | 19,907 |
| Government - Furlough | 7,199 | 20,169 |
| National Lottery (Restricted) | 10,000 | 0 |
| Colden Common Parish Council (Restricted) | 7,000 | 0 |
| Colden Common Parish Hall Trust (Restricted) | 10,000 | 0 |
| Totals | 47,365 | 42,996 |
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| RECEIPTS - continued | ||
|---|---|---|
| Thisyear | Lastyear | |
| Donations | £ | £ |
| Paul Nicholson’s litter picking via Parish Cnl | 600 | 600 |
| Others | 0 | 6 |
| Totals | 600 | 606 |
| **Lettings ** | £ | £ |
| Whole Centre hire | 0 | 0 |
| Bert Stratton Lounge | 11,334 | 3,004 |
| Gloucester Hall | 23,440 | 4,748 |
| Patrick Moore Room | 31,016 | 10,570 |
| Jenny Gray Room | 535 | 0 |
| MeetingRoom & Kitchen | 380 | 0 |
| Totals | 66,705 | 18,322 |
| Catering | £ | £ |
| Catering | 9 | 22 |
| Totals | 9 | 22 |
| Events | £ | £ |
| Markets | 1,518 | 90 |
| Common have ago | 0 | 200 |
| Totals | 1,518 | 290 |
| Other income | £ | £ |
| Contributions (Elec, Phone & Insurance) | 824 | 844 |
| Refund of water rates | 1,034 | 0 |
| History Books | 45 | 25 |
| Office services | 63 | 0 |
| Parish office rent | 420 | 420 |
| Sundry (basketball ring, pool table) | 36 | 0 |
| Bank interest | 9 | 18 |
| Paid advertising | 60 | 0 |
| Sale of books DVDs etc. | 240 | 316 |
| Totals | 2,731 | 1,623 |
| Total receipts | 118,928 | 63,859 |
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3. Payments
| PAYMENTS (Analysis of larger payments only) | PAYMENTS (Analysis of larger payments only) |
|---|---|
| Thisyear Lastyear |
|
| Events | £ £ |
| Winter fayre 189 0 St George 172 0 Refunds 50 25 |
|
| Totals | 411 25 |
| Maintenance and repairs | £ £ |
| Boiler service 628 0 Carpet fitting 0 1,686 Other 2,882 2,711 |
|
| Totals | 3,510 4,397 |
| Fire and security | £ £ |
| Andover Fire and Security 1,816 1,355 PAT Testing 83 72 |
|
| Totals | 1,899 1,427 |
| Catering | £ £ |
| Catering 0 4 |
|
| Totals | 0 4 |
| Utilities | £ £ |
| Water rates 959 2,133 Gas 2,346 1,416 Electricity 2,754 3,051 |
|
| Totals | 6,059 6,600 |
| Cleaning and refuse | £ £ |
| Waste collection 1,391 2,208 Cleaningservices 1,351 1,199 |
|
| Totals | 2,742 3,407 |
| Others | £ £ |
| Assets purchased 555 0 All other items not separatelyanalysed 89,115 60,496 |
|
| Totals | 89,670 60,496 |
| Totalpayments | 101,549 67,125 |
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4. Staff costs and Trustee remuneration
None of the members of the Committee received any remuneration or expenses
during the year. No employees had emoluments in excess of £60,000. No expenses
were claimed.
5. Value Added Tax
The Charity is not registered for VAT.
6. Taxation
The Charity is a registered charity and as such is exempt from tax on its income under Section 505 of the Income and Corporation Taxes Act 1988, as long as its income is applicable and applied for charitable purposes only. During the year all of the income was applicable and applied towards charitable purposes.
7. Assets
| Assets retained for Charity’s own use | Purchased | This year | Last year |
|---|---|---|---|
| £ | £ | ||
| Gazebo Table Tennis Table Gloucester Hall speakers & amplifiers Gloucester Hall furniture Portable Stereo PA System 65” TV screen and mounting |
2014/15 2014/15 2014/15 2014/15 2018/19 2021/22 |
481 249 492 2,352 250 555 |
481 249 492 2,352 250 0 |
| Asset totals | 4,379 | 3,824 |
8. Liabilities
| Liabilities | This year | Last year | |
|---|---|---|---|
| £ | £ | ||
| Creditors(damage deposit) | 50 | 0 | |
| Total liabilities | 50 | 0 |
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9. Analysis of movement in charity funds
Movement of the cash funds between restricted and unrestricted funds including transfers between funds. This may identify funds that Trustees have decided to designate from general reserves for specific purposes.
| Analysis of Movement in Funds | B/Fwd | Income | Expend | Transfer | C/Fwd | |
|---|---|---|---|---|---|---|
| £ | £ | £ | £ | £ | ||
| Restricted | ||||||
| Paul Nicholson fund | 1,866 | 600 | 2,466 | |||
| Newsletter printing | 2,967 | (2,967) | 0 | |||
| Buiding Project | 27,000 | (27,000) | 0 | |||
| Total Restricted | 1,866 | 30,567 | (29,967) | 0 | 2,466 | |
| Unrestricted funds | ||||||
| Designated | ||||||
| Outsidepainting6-year cycle | 1,800 | (1,800) | 0 | |||
| Subtotal designated | 1,800 | 0 | 0 | (1,800) | 0 | |
| General funds | 43,640 | 88,361 | (71,582) | 1,800 | 62,219 | |
| Total Unrestricted | 45,440 | 88,361 | (71,582) | 0 | 62,219 | |
| Total Funds | 47,306 | 118,928 | (101,549) | 0 | 64,685 |
Section G Declaration
The Trustees have approved the Trustees’ report above.
Signed on behalf of the Charity’s Trustees.
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