## **Trustees' Annual Report for the period**
## **1[st] April 2022 to 31[st] March 2023**
## **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.**|
|---|---|---|---|---|
||**Trustee name**|**Office**|**Dates acted**
**if not for whole year**|**Name of person (or**
**body) entitled to**
**appoint trustee**|
|1|Richard Saunders|Chair|Resigned 11/01/2023|See section B|
|2||Treasurer|||
|3|Kathleen Quin|Secretary|||
|4|Alex de Ville||||
|5|Adrian Kelly||||
|6|Andy Lai||||
|7|Brian O’Neill|Temporary Chair|March 2023||
|8|Leo Woolf||Co-opted 19/10/2022||
|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**
Page | 1
**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
Page | 2
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 use of our new Jenny Gray room has increased, as this facility has become more widely known and continues to be offered as a free place for organisations such as the police, Neighbourhood Watch, Citizens Advice to communicate either privately or at meetings with inhabitants, and was widely offered as a warm place for individuals during the fuel crisis last winter.
The Community Association has been in discussions with representatives from the Methodist Church, to start a food pantry for those in need in the village, to be called Colden Common Community Pantry. This will be an ongoing project to help provide food, hygiene and cleaning items. The Community Centre will also be a drop off point for donations.
**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.**
Our main concern, (like many of the village residents) as we approached the later part of last year was the rapid increases of our utilities bills for the centre, and the impact this might have on the use of the Community Centre. Although we saw a rapid increase, we have been able to maintain our services without having to increase our charges.
Page | 3
In January our Chairman Richard Saunders stood down, and left the Trustee team. We were all sorry to see him go, and we are very grateful for his contribution of some six years, in which he guided the Association through a troublesome time, and pushed through some much-needed work in the Community Centre.
After an emergency meeting of the Trustees, I was asked to take over as acting chair until the AGM.
We held a successful Winter Market last November, which was well-attended. We have also had Common Have a Go 2023. Both events were very popular, were enjoyed by all, and helped raise much-needed money for local charities and organizations as well as the Community Association.
Richard Saunders informed us that he wanted to stand down from editing the Village Newsletter. After obtaining a couple of offers of help we have since been able to secure the services of Mary Sands, who will carry on with the high standard of editing we received from Richard. Our thanks to them both as the loss of this publication will be a big blow to many of our readers.
Many thanks to all those who do contribute features, paintings and articles for the Newsletter, and the volunteers who deliver them around the village.
In May, we were privileged to provide accommodation for a visit by the Mayor of Winchester, Councillor Clear, who presented a large number of ‘Thank You’ certificates to many of the village volunteers as part of King Charles coronation celebrations.
The amount of people who attend and enjoy our free monthly Talks has steadily increased, and there is a list of future speakers.
Future events include a Coffee Morning for the Macmillan Cancer charity. We are also looking at trying to find some adults to run a Youth Group, at first for year 7 and 8 children.
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. 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 our Secretary Kat, who 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.
In closing, congratulations go to our trustees Kat and Alex Deville on the birth of their son Hudson.
Brian O’Neill Acting Chairman Colden Common Community Association.
Page | 4
**Section E Financial review**
## **- 2022 2023**
## **Financial report**
The Community Centre continues to be self-financing, with no grant funding received during the 2022/2023 financial year.
Income from bookings and fund-raising from successful annual events such as Common Have A Go and the Winter Market help to maintain the current financial stability of the Community Association accounts.
The last financial year saw the costs of utilities increase significantly, particularly gas and electricity.
Items of larger expenditure throughout the year included: -
- Electrical work – fixed wire testing, new distribution board, remedial electrical work
- Re-sealing the Patrick Moore floor
- Moving and replacing the fire controls panel
- New water softener unit
Continued prudent use and careful management of funds has enabled the Association to weather the first winter of increased costs, and continue to maintain the community centre to a high standard. Future planning for renewals and repairs continues, while monitoring the finances closely.
Currently it has remained possible to hold the hiring rates at the same level since 2020, even with the increased expenditure during the financial year.
Page | 5
## **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 2023, which are set out on pages 7 to 13.
## **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.
21[st] September, 2023
Pi Daybooks Limited 44 Pennington Close Colden Common Winchester SO21 1UR
Page | 6
## **Receipts and Payments Account**
|**Receipts and Payments Account**|**Receipts and Payments Account**|
|---|---|
|CharityName:**COLDEN COMMON COMMUNITY ASSOCIATION**||
|Charity No.:**292438**||
|_All values rounded to nearest £_
For
period
1 April 2022 - 31 March 2023||
|**Section A Receipts and Payments Account**||
|Restricted
funds
Unrestricted
funds
Total
funds
Last Year||
|||
|**A1 Receipts**|£
£
£
£|
|Grants
3,100
0
3,100
47,365
Lettings
0
79,641
79,641
66,705
Contributions (Elec, Phone & Insurance)
0
1,099
1,099
824
Donations
600
290
890
600
Rent Income
0
420
420
420
Refund of water rates
0
0
0
1,034
Events
0
3,713
3,713
1,518
History Books
0
35
35
45
Catering & Café
0
40
40
9
Office Services
0
71
71
63
Bank Interest
0
392
392
9
Paid Advertising
0
63
63
60
Other Income
0
906
906
276||
|Total|3,700
86,670
90,370
118,928|
|**Investment_sales**|0
0
0
0|
|**Total receipts**|**3,700**
**86,670**
**90,370**
**118,928**|
|||
|**A3 Payments**|£
£
£
£|
|Staff Salaries & Wages
0
40,630
40,630
37,819
Building Management
0
7,692
7,692
37,921
Maintenance & Repairs
0
4,937
4,937
3,510
Utilities
0
14,668
14,668
6,059
Newsletter Publication
2,323
0
2,323
3,744
Insurance
0
2,969
2,969
2,605
Fire & Security
0
1,147
1,147
1,898
Cleaning & Refuse
0
3,104
3,104
2,742
Telephone & Broadband
0
1,230
1,230
1,196
Office & Administrative
0
916
916
1,158
Legal & Professional
0
813
813
357
Miscellaneous Expenses
0
313
313
154
Bank Charges
0
724
724
96
Event expenses
0
1,221
1,221
411
Catering
0
61
61
0
Booking Refunds
0
3,145
3,145
1,324||
|Total|2,323
83,570
85,893
100,994|
Page | 7
|**Asset_purchases**|0
0
0
555|
|---|---|
|**Totalpayments**|**2,323**
**83,570**
**85,893**
**101,549**|
|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
1,377
3,100
4,477
17,379
Transfer between funds
(777)
777
0
0||
|**Net movement in funds**|**600**
**3,877**
**4,477**
**17,379**|
|Cash balances brought forward
2,466
62,220
64,686
47,306||
|**Cash funds carried forward**|**3,066**
**66,097**
**69,163**
**64,685**|
**Section B Statement of Assets and Liabilities as at end of the period.**
|Restricted
Unrestricted
Total
funds
Last Year
£
£
£
£|Restricted
Unrestricted
Total
funds
Last Year
£
£
£
£|
|---|---|
|||
|**CASH FUNDS**|£
£
£
£|
|Current
90
13,438
13,528
5,539
Deposit
0
25,000
25,000
56,327
Restricted Fund
0
27,631
27,631
1
PN Fund
2,976
0
2,976
2,766
Petty Cash
0
28
28
52||
||3,066
66,097
69,163
64,685|
|||
|**OTHER ASSETS**|£
£
£
£|
|Other monetary assets
Debtors - Lettings income due
0
3,839
3,839
2,307
Assets retained for Charity's own use
0
0
0
4,379||
||0
3,839
3,839
6,686|
|||
|**LIABILITIES**|£
£
£
£|
|Trade Creditors
0
2,798
2,798
50
HMRC PAYE
0
0
0
0||
||0
2,798
2,798
50|
Page | 8
**Notes to the accounts for year ended 31 March 2023**
## **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 Council - newsletter|3,100|
2,967|
|Winchester CC Local Restrictions Support|0|
10,199|
|Government - Furlough|0|
7,199|
|National Lottery (Restricted)|0|
10,000|
|Colden Common Parish Council
(Restricted)|0|
7,000|
|Colden Common Parish Hall Trust (Restricted)|0|
10,000|
|**Totals**|**3,100**|
**47,365**|
Page | 9
|**RECEIPTS - continued**|||
|---|---|---|
||**Thisyear**|
**Lastyear**|
|**Donations**|**£**|**£**|
|Paul Nicholson (litter picking donation)|600|
600|
|Others|290|
0|
|**Totals**|890|
600|
||||
|**Lettings **|**£**|**£**|
|Whole Centre hire|0|
0|
|Bert Stratton Lounge|12,636|
11,334|
|Gloucester Hall|31,612|
23,440|
|Patrick Moore Room|31,113|
31,016|
|Jenny Gray Room|841|
535|
|Kitchen & stage|559|
380|
|Other|2,880|
0|
|**Totals**|**79,641**|
**66,705**|
||||
|**Catering**|**£**|**£**|
|Catering& café|40|
9|
|**Totals**|**40**|
**9**|
||||
|**Events**|**£**|**£**|
|Markets|2,015|
1,518|
|Common have ago|1,698|
0|
|**Totals**|**3,713**|
**1,518**|
||||
|**Other income**|£|£|
|Contributions (Elec, Phone & Insurance)|1,099|
824|
|Refund of water rates|0|
1,034|
|History Books|35|
45|
|Office services|71|
63|
|Parish office rent|420|
420|
|Other|500|
36|
|Bank interest|392|
9|
|Paid advertising|63|
60|
|Sale of books,DVDs,Equipment hire,etc.|406|
240|
|**Totals**|**2,986**|
**2,731**|
||||
|**Total receipts**|**90,370**|
**118,928**|
Page | 10
## **3. Payments**
|**PAYMENTS (Analysis of larger payments only)**|**PAYMENTS (Analysis of larger payments only)**|
|---|---|
||**Thisyear**
**Lastyear**|
|**Events**|£
£|
|Winter fayre
233
189
St George
0
172
Common Have A Go
703
50
Other
285
0||
|**Totals**|**1,221**
**411**|
|||
|**Maintenance and repairs**|**£**
**£**|
|Boiler service
580
628
Re-seal Patrick Moore floor
2,460
0
Carpet fitting
0
0
Other
1,897
2,882||
|**Totals**|**4,937**
**3,510**|
|||
|**Fire and security**|**£**
**£**|
|Andover Fire and Security
701
1,816
BP Protect
363
0
PAT Testing
83
83||
|**Totals**|**1,147**
**1,899**|
|||
|**Catering**|**£**
**£**|
|Catering
61
0||
|**Totals**|**61**
0|
|||
|**Utilities**|**£**
**£**|
|Water rates
1,194
959
Gas
5,408
2,346
Electricity
8,066
2,754||
|**Totals**|**14,668**
**6,059**|
|||
|**Cleaning and refuse**|**£**
**£**|
|Waste collection
1,593
1,391
Cleaningservices
1,511
1,351||
|**Totals**|**3,104**
**2,742**|
|||
|**Others**|**£**
**£**|
|Assets purchased
0
555
All other items not separatelyanalysed
63,859
89,115||
|**Totals**|**63,859**
**89,670**|
|||
|**Totalpayments**|**85,893**
**101,549**|
Page | 11
## **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**
|**At tid f Chit’**|**Phd**|**Thi**|**Lt**|
|---|---|---|---|
|**sses reane or arys own use**|**urcase**|**s year**|**as 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
555|
|**Asset totals**||**4,379**|**4,379**|
## **8. Liabilities**
|**Liabilities**||**This year**|**Last year**|
|---|---|---|---|
|||£|£|
|Creditors||2,798|50|
||**Total liabilities**|2,798|**50**|
Page | 12
Analysis of movement in charity funds
Movement of the cash fund5 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
BIFwd
Income
Expend Transfer C/Fwd
Restricted
Paul Nicholson fund
Newsletter printing
2.466
600
3,066
3,100
12,3231
17771
Total Rèstricted
2.466
3.7 12,3231
17771
3,066
Unrestricted funds
Designated
Subtotal designated
General funds
62,220 87,326 184,2261
62,220
87,326 184.2261
777
66,097
66,097
Total Unrestricted
777
Total Funds
64.686
91,026 186,5491
69.163
Section G
Declaration
The Trustees have approved the Trustees, report above.
Signed on behalf of the Charity's Trustees.
Signature
Full name
Position
Date
r)eiAFM O'fjlEILL
Chairman
Page | 13