2023-03-31-accounts - The Tadley And District Community Association

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

Trustees annual report for the period April 2022 - April 2023

Aims and objective’s

The Tadley & District Community Association (also known as TDCA) was created in 1957 with the purpose of improving the lives of the residents of TADLEY and the surrounding districts of Baughurst, the Pamber’s, Aldermaston and Silchester. The Association aims to bring together local authorities, local residents and voluntary groups with the purpose of improving educational and recreational facilities for those living in the district.

Most of those activities centre around the hiring of the community centre (The Link) and the youth centre (The Point) and includes a range of activities promoted by the community association and by third-parties in the form of hirings, which include toddler groups, activities for young people, community cinema, coffee morning, Silver Surfer IT training by the Community Association, other groups such as the University of the Third Age hiring of the facilities to provide opportunities for retired residents. Blood Donor service, Eye Screening, Early Years Checks and Youth Offending Service. There are also a number of independent fitness and hobby instructors providing Yoga, Pilates, Martial Arts and Keep Fit classes. We have an Under 5’s pre-school, a Home Schooling group and during the week the Association runs evening activities for the youth of the area.

The Association carries out a wide range of activities in pursuance of its charitable aims. The trustees consider these activities as summarised in this document, provides benefit both of those who use our centre and to the wider community of Tadley and district.

Volunteers are an important resource that allow us to deliver a first class service in the running of both The Link and The Point. Without whom, to employ the equivalent number of individuals would be a financial burden on the charity. All our volunteers give their time freely.

Achievements and performance

The Two buildings are available to hire to the general public to run their own activities or events. The Association also run activities and events in these buildings. The Association runs a year round programme of ‘not for profit’ Coach Trips to places of interest and West End Shows.

A comprehensive program of events takes place typically from 9 am until 10 pm Monday through to Friday.

TDCA also run a community cinema on the first Saturday of each month as part of its fundraising objectives. Along with Hall Hire Birthday Party packages which include the use of the Associations inflatable equipment.

Along with all the above The Association produces an A5 booklet promoting its activities to local residents. TDCA also social media platforms such as Facebook, Twitter and Instagram, along with its own dedicated website to communicate with local residents.

Financial review

Reserves policy: the Trustees have reviewed the reserves of the charity, their policy is to hold enough funds to meet four months operating costs of the Association.

Principal funding Sources

The charities main source of income is through hall hire. With a first full year under our belt without any Covid restrictions we have seen a significant increase on our income, Hall hire up by £30,000, community development doubling at £13,675 , cinema takings increasing from £1315 to £4336.

At the end of our financial year in 2022 we had a deficit of £3906. For the current year the deficit is £3621 whilst its a slight improvement does not cause the Trustees any concerns.

With an increase in use of the building our expenditure during this period was has gone up to £89053 from £65474

Governance costs went up for the same period from £81033 to £99213

Cash in the bank /in hand was £218000 of which approx £130000 was from Covid grants that we are trying to spend but have been thwarted by delays to the building works.

The trustees currently have no concerns about the charity being able to continue as a going concern.

Structure governance and management

TDCA is constituted as an association with a governing document first registered with the Charity commission in December 1963, with a Constitution adopted 29th of April 1959 as amended 25th of March 1993 and the 1st of July 2008.

On the 31st March 2022 Tadley & District Community Association successfully applied to become a Charitable Incorporated Organisation

Organisational structure

The Associations Trustees are responsible for the general control and management of the charity. Trustees give their time freely and receive no remuneration or other financial benefits. Day-to-day tasks of running the charity are delegated to an Association Manager who reports directly to the Association Chair. The Association is supported by a small team of part-time staff and volunteers.

Trustees meet together as a body every six to eight weeks and are responsible for decisions taken in relation to running of the The Link and The Point centres and the activities provided by the charity.

Recruitment and appointment of trustees

Trustees are typically recruited at the annual AGM and can be either members of the Association or representatives of user groups of the Associations. Both Tadley Town Council and Basingstoke and Deane Borough Council make one appointment each

Holding Trustees (Individuals holding the lease): Warwick Lovegrove and David Leeks (these roles will be abolished on the adoption of the CIO)
Charity Name : Tadley & District Community Association
Other name the Charity uses: TDCA / The Link / The Point
Registered Charity Number: 301736 until July 2022 / 1198457 from 31st March 2022
Charity’s Principal Address: The Link, Newchurch Rd, Tadley, RG26 4NH

TRUSTEES

Trustee Name	Ofce	Entitlement to Appointment
Adrian Noad	Chair	Member
Chris Reader	Vice Chair	Tadley Community Church(User Group)
Clive Radley	Treasurer	Member
Rosemary Bond		Member
Marjorie Wilson		Member


Pam Terry		Member

Linda Mead		Age Concern (User Group)
Valerie Witton		Tadley Town Council
Kerri Carruthers		Basingstoke & Deane Borough Council

Chairman’s Report.

In previous years it has always been my privilege to commence my annual Chairmans report acknowledging the successful year we have had. On this occasion I feel I must start with a heartfelt apology to all of our Users in whatever capacity they may have that brings them to the Link and Point each day or week.

In my Annual Report last year I expressed my frustration at the delays being caused by our Landlords Basingstoke and Deane Borough Council in addressing issues with regards too long overdue building maintenance. Work that should have started last year finally commenced at the start of this year.

Over the past decade or so we have carried out a number of major building projects - at no time have we ever experienced the level of incompetence shown by this particular contractor. The project was some 12 weeks overrunning and beset with issues that conflicted with our Users. Despite our best efforts it became impossible to minimise disruption to hirings and activities.

The choice of Contractor and management of the project was overseen by Basingstoke & Deane and was entirely out of the hands of the Community Association. If we had our time again I have no doubt we would have been more robust in the way we were treated. So again our apologies for the inconvenience caused.

Regrettably despite appearances, the work has not been completed to a satisfactory standard. The only positive to come from the work so far is the roof and entrance lobby no longer leak and if you have taken a peak of what’s been done, I hope when we do finally get to use the lobby, you will be pleased with the changes. Certainly the entrance lobby feels a lot more spacious and inviting than the glazed canopy we originally had.

Now that the roof is repaired and no longer leaks it does mean we can get on with all the other improvements that we wanted to make which included the replacement of a blackout curtain in Hall B which will match the new one in hall A, sound insulation in Hall A and the Point, additional audio visual equipment in Hall A and new chairs for Hall A&B. WE are also introducing CCTV monitoring of the car parks to ensure they remain for the sole use of the Users of the Centre. All spending for this work is coming from the Covid financial windfall we received.

We had wanted to install solar panels on the roof, but due to the new roof tiles and insulation that has been installed there are now possibly warranty issues that mean the roof maybe currently out of bounds and solar panels will possibly have to wait. Having said that we are currently pursuing a grant application to do solar panels on the roof and if we are successful it maybe our Landlords will agree to there being placed on the roof if the warranty is not forthcoming due to the poor workmanship.

So Three years on since Covid, I’m pleased to be reporting that once again it gives me great pleasure to share with you news of another successful year for Tadley and District Community Association up to March 2023. Despite the challenges thrown at us over the preceding years , we came through the Covid period reasonably unscathed with our finances actually bolstered. Over the past year we have now seen User Groups and Activities return to something closer to the pre-Covid levels of activity.

Once again our success is due to the marvellous work carried out by our Association Manager Mandy Atkinson and her team of staff and volunteers, without whom, what is achieved each year cannot be done. We have continued to see the true value of our Community Association coming to the aid of our local residents still in need. We have not abandoned them and ensure they still receive our support. I have said on many occasions and will repeat once again that the building was the centrepiece in delivering activities and services to the widest range of local residents.

In recent weeks we have relocated the Food Pantry into the log cabin and are now embarking on a promotional campaign to raise awareness. This project has been running 12 months and proved to be timely addition to our portfolio of services in the context of a cost of living crisis being experienced by many families at the current time. Having to relocate out of the The Point and being closer to the Link was a reflection of the success.

During the past year we have again been successful in obtaining grants. A combination of this income and the re-emergence of rising hall hire income has meant we have maintained our reserves and ensured we weathered the storm over the past three years. As shown elsewhere in this report we have significant reserves still available which we wish to carry on our work and continue to make improvements to both The Link and The Point.

During the last twelve months we were able to secure funding once again from Tadley Town Council and the Greenham Trust to employ staff to run our 0-19 age group activities. Danielle continues to run the 0-11 programme and we have Rachel & Paige running the 11 to 19 age group.

I wish to place on record the continuing thanks of the Association to Chris Reader, for his work over the past couple of years of updating our Constitution and still

battling the Charity Commission to get our Charitable Incorporated Status resolved. He has also taken an interest in the Martyns Law legislation that could place an intolerable burden on the running of the Centre for both ourselves as an Association and some of our larger user groups.

Finally my thanks go to each and everyone of our volunteers and members of staff, and in particular Larry who each year goes above and beyond. Sadly Larry retired at the end of September and he will be greatly missed (although I suspect he won’t stay away entirely!)

To all our volunteers and staff every single one of you is valued and appreciated for what you do. So a big thank you to: Jill, Val, Viv and Julie in the office

Des, Martin and Sue in the Computer suite

David for being the cinema projectionist and Rosie for being the most amazing cinema usherette!

Diana, Rabea, Josie, Sue and Lewis in the Food pantry

Anne, Shannon and Danielle with the Under 5’s

Pru, Colin, Shane, Ronnie and Anne who will step in and help where required and finally Rachel and Paige for running the Youth activities.

To the Trustees my thanks for your support as well.

I say this every year , without you this place would be nothing more than a pile a bricks - it is what makes this place what it is, and ensures as a community we have a facility and Association that we can take great pride in.

Declarations

The trustees declare that they have approved the trustees report above.

Signed on behalf of the charity trustees

Signature(s) Full Name(s) Position Date

TADLEY & DISTRICT COMMUNITY ASSOCIATION Charty Incorporated Organisation Number: 1198457 Companies House reference CE029085 (formerly charity number 301736) REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31st MARCH 2023 Tadley & Distn. COMldUNITY CENTRE The Tadley Communlty Centre, Newchuh Road, Tadley, HPshIre RG26 4HN

TADLEY & DISTRIC,T COMMUNITY ASSOCIATION CONTENTS cofvIrEs......................................................................................................................... ANNUAL REPORT OF THE TRUSTEES............................................................................. INDEPENDEKf EXAMINER'S REPORT TO THE TRUSTEES..................................... ..... STATEMENT OF FINANCIAL ACTIVITIES.......................................................................... BALANCE SHEET as at 31 March 2022..... NOTES TOTrIE FINANCIAL STATEMENTS...................................................................... The Tadley and Dlstrkt Communlty A8soclallon was regl8tsred with the Charity Comrni88ion on 13 D8cernber 1963. Its constitution 15 governed by a document adopt•J on 29 Aprll 1959, whith has since been 8mend8d on 25 March 1993 and 1 July 2008. On 318t Marth 2022 8 CIO (Charitajle Inryjrpatsd Organisation) was rogislered whlch has tsken over the acfjvlues of the Charfty from 111 Aprfl 2022

TADLEY & DISTRICT COMMUNITY ASSOCIATION ANNLIAL REPORT OF THE TRUSTEES Thls report reiates to the annual accounts of the Tadley & Dtdcl C<xnmunty Association (Ihe Nssociation.) for the year ended 31 March 2023. The Association as a CIO o)ntlnues to bo a registered charlty, and remalns exempt under section 50q1) of ICTA 1988. PRINCIPAL ACTMTY The Assodatton manage8 the purpose built Tadlay Community Centre- as The Llnk and The Polrrt youth bullding (Ihe Centre"), to 8erve those Kwthin 8 3 mlle radlus. TRUSTEES The following trustees served during the year ended 31 Marth 2023: Adrtan Noad- Chalmian Tony Flahive Clive Radley - Treasurer Lind8 Mead ffadley Age ConcAm) Rosemary Bond Chris Reeder- Vice Chalr (fadley Community Church) Valerle Witton Marg Wllson Kerri CarrutheTS (Basingst(e & Deane Borough Councl) TRUSTEES. RESPONSIBILMES FOR THE FINANCIAL STATEMENT8 Charity law requires the Irustees to prepare the Assodation's finanaal statsments tsklng a true arKI fair view of finandal activttles durfng each year and of the flnandal positton at the end of each ye8r. PartEcular (xre is needed when: 8electlng 8Uitable acfxjunting wlicies and then appIng them conststent]y making judgements and estimates that are reasonable and prudent ststing whether aOicable a¢xountlrKJ stsndards and ststernents of recommended practlce have been fdlowed and preparing ffigures on a golng CCern basis unless it is inapKYoprfate lo asBume tt18t the Ass¢xlation wlll contlnue to operate. The trustee6 are responsible for keeping woper accountlng records Wthich disdose, wllh reasonable auracY, the fin8naal position of the ASsOda<?n. and whlch enable them lo both ascertain the flnanclal FosIUon of th8 A8soaation and ensure that Ihe finan(xal statsments comply vAth the reqUirentS of the Trust Deed and the Charity Commisslcm. They are also resFrf)nsible for PAfeguarding the ass&ts of the Associatlon and honce for taklng reasonable steps for the prevenlk)n and detection of fraud and other Irregularities. The tnJ6te88 hava given consideration to the malor risks to which the ASSlatIon Is exposed and are Satisf that there are adequate measures and controls in place to apwriately rnitigate those risks. Signed on bohalf of the trustses 10

TADLEY & DISTRICT CO NITY ASSOCIATION INDr..pr.N r)rNT I,.X A Nq tNEII:S REPOR T T() T14F. TRU% fI- I, fl I rert on the Associatlon's accounts, on pages 4 to 8, for the year ended 31 March 2023. RESPECTIVE RESPONSIBILMES OF TRUSTEES AND EXAMINER The Charltys trustees are resFK>nsible for the preparatlon of the accounts. The charity's trustees consider that an examination is required under secth)n 145(1) of the Charities Act 2011, and that se¢Xlon 144(1) (audit) of the Charities AGt 2011 does not appty to the Charily. It Is my resnSibl1ty to • examlne the accounts (under section 43 of the Act. as amended). to follow the procedures lald down in the Generdl Directions glven by the Charity Commission (under sectlon 43{7){b) of the Act. as amended), and to stsle whether partIlar matters have come to my attentlon. BASIS OF INDEPENDENT EXAMINER'S REPORT My examination was carrled out In accordance with the Charity Commission's dItions. An examination indudes a review of the accountlng records kept by the charity and a comparison of the accounts presented with those records. It also Indudes conslderatlon of any unusual items or disdosures in the accounts and seekin9 explanaonS from the trustees concerning any such matters. The procedure8 undertaken do not provide all the eVIden that woukJ be required In an audlt, and Consequently I do not eXpreP an audit opinion on the accounts. INDEPENDENT EXAMINER'S STATEMENT In the course of my examln8tlon. no matter has come to my attentlon whlch gives me reasonable cause to belleve that In, any material respecL the trustees have not met the requirements to ensure that.. - proper 8ccounting records are kepl in accordance section 130 of the Charities Act2011 and accounts are prEpared whlch agree wtth the ac£ountlng records and comply with the accountlng requlrements of the ACC or to whlch, In my opinion, attentiin should b8 drawn in order to enable a proper understandlng of the accounts to be reached. Eleanor Greene Do the Numbers Ltd, 37 Upper Brovmhill Rowj, Southampton, S016 5NG 4th July 2023

TADLEY & DISTRICT COMMUNITY ASSOCIATION INCOME AND EXPENDITURE ACCOUNT for the year ended 31 Marth 2023 Note 2023 2022 In)MIng Resources Hall hire and Affiliation3 Comrnunlty Development Comrnunty Panty Youth Building Vending Machine Clnema Income from charitable ac118$ Bank intsrest Grants to cover spedfic expenses Grants from extemal bodies COVID Fund raising Advertising inccwne Monday Club D¢)nations 113,481 13,675 3.716 36.778 83,225 6.197 29.839 588 1.315 172.868 492 121,163 47 53.3&5 16.459 51.626 4.937 9,587 2.C(11 5,515 980 Income from voluntsry Sourc88 TOTAL INCOMING RESOURCES 65.702 238,570 79,570 200.733 Resour$ expended Costs of generated funds Costs of advltles in furtheran of charttable objeclives Govemance costs COVID cx)mmunty Sup[ costs Depreclation of fixed assets 89.053 65.474 99,213 81,033 507 57.826 53,899 TOTAL RESOURCES EXPENDED 242,164 204.640 SURPLU81(DEFICm FOR THE YEAR Reserves brought forward RESERVES AT END OF YEAR {3.595) {3.906) 920.803 917209 924.710 920,803 The reserves are all held as a general fvnd and have no restrlctions upon Ihem. The fund balance repre8ents 811 the gains or hJsse8 adslng for the year and Cathed forward. AU of the A8sodatkn's oTatiOnS are das8ed as }ntinUing.

TADLEY & DISTRICT COFIMUNITY ASSOCIATION BALANCE SHEET as at 31 March 2023 Nths 2023 222 FIXED ASSErs Tangible assets 717,272 767,783 CURRENT ASSETS Debtors Cash at bank arwj in hand 5.678 212.799 218.477 2.232 152,559 154,791 CREDrroRS Due wlthln one year NEf CURRENT ASSETS 18.539 1,771 199,937 917,209 NEf Assrrs 920,803 REPRESENTED BY Unrestrtcted General Fund8 unrestrict r88eDm-youlh building TOTAL FUNDS 102,529 1C6,124 814680 917.209 920,803 The trustees approved these financial statements at a m88ting and they have been signed ¢)n their b8h8 by the flowIng trustees: Adrian Noad, Chalman YLI tUQ aive Radley. Treasurer

TADLEY & DISTRICT COMMUNITY ASSOCIATION NOTES TO THE FINANCIAL STATEMENTS at 31 March 2023 1. AccouKfiNG POIJCIES Basis of aeeountlng These a¢{Unts have been prepar8d under the hlstorlc81 cost nVentIon uslng acGounting poliaes that best glve 8 twe and fair Mew in accordance The Chanties (Accounts and Reports) Regulations 2010, Ihe Ststement of Recommend8d Pradce, appll(¥ble accounllng standards and the Ch8rities A¢ts 1993 and 2006. Income Income is tsken to Ihe aUnts In the peri¢xl when Ihe levant facllittes have been used by customats. Whore incomlng resources have related exp8nditure {85 wtth fund raislng) the iniximlng resources and related expenditure are reported gross in Ihe St8tsment of Financlal A¢tMtle8. Donations, grants and olher re(*lpts are aCUnted for when received and the A880ciation has unconditional entitiement to use them. Interest is accounted for when credtted to the Assocyatton's bank ststements. Exp8ndlturn Al expenditure is induded in the accounts an aLTualS b8&s and are recognised when there Fs a legal or constructive obligation to pay for expenditure. Costs that have not been capitalised as fixed assets have been directly athibutèd to one of the expense categories in the Statement of Financial AdTvikn8s. Tanglble tlxed assets and deprnelauon l fixed assets are reixyded 8t cost The cosl of bulldlng works or equlpment donated by the local or cx>unty ¢x>uncils have been exduded from the acc(yJnts. Tanglble fixed assets are depreciated as per the schedule below to refiecl their useful Irf8. Reservas The A8sociatSon's resee8 pollcy Is to alm to trjld at least four months of expended resour(xs to meel fts Ot[gatiOns. Taxatlon The Assc¢latFoTr18 exempt fmm Incorne and Lxwporation tsxes under sectlon 50511) of the Ino)me and Corporation Taxes Act 1988 2. C08T8 OF AcThvmES IN FURTHERANCE OF CHARrrABLE OBJECTIVES 2023 2022 Utilities and seNlces Youth Bulldlng Community pantry Bulkllng Malntenance Cleanlng materfals Entertainment, canteen and ddnks Clnema Ccmrnunity functions and devdopments Monday Club Advertising everts 20.664 1.457 8,662 17.802 13.861 3.250 3.213 12.288 1.915 929 9.241 3,171 30.922 7.317 4.279 695 9.095 510 245 89,053 65.474

TADLEY & DISTRICT COMMUNITY ASSOCIATION 3. GOVERNANCE COSTS Wage8 and salari85 Office and general expenses Independent examinerfs Other professional fees Tralning 86,370 7.390 480 3,421 84,672 12.027 3,037 817 The averdge weekly number of paid employees, cal¢uFated as full time equivalents. during the year was 3 (2022.. 3). No employee receive(I remuneration of more than £50.000. Those employees entitled to 8UtO-enrollment have a dgfined contribution pension with NEST. Trustses are not remuneratsd nor did ary c181m reimbursement of expenses. 4. TANGIBLE FIXED A88ETS Baslngstoke & Deane Borough Council own5 the freehold of Tadley Comrnunlty Centre and the land OD whir* it is bullt. On behaff of the Assorialion. Tadley Councallors WaThvlck Lovegwe and David Leeks held the lease of the Centre In trust for 25 years to 13 June 2019. A18ase replacement for the CIO 1$ underway wth BDBC The As80(yation ha8 C8pfiaUsed and depreciatss the fdk)wtng equipment that It owns: Youth Building {4% SL) Youth Bumdlng F&F (33% RBI Flxlure5 arml fthings (25% RB) Totsl Cost blfwd at 1 Aprl 2022 Addtbons Cost eJvd at 31 M8rch 2023 927.768 48,848 173.225 1,149,841 3,422 3,422 176,647 1,153,263 927.768 Dep'n bd at 1 AWN 2022 Provided durfng the year Dep'n cjfvvd at 31 March 2023 221.530 37,111 221.530 41,583 2,397 43.980 118,945 14.425 133.371 382,058 53,934 435.991 Net book value at 31 M8rth 2023 669.128 4,867 43,276 717.272 Net book valu8 at 1 April 2022 706,238 7,265 54,142 767.246 DEBTORS 2023 2023 ArrKJunts owed by users of the Cornmunjty Centre Prepaid expenses 5,878 2,232 5,678

TADLEY & DISTRICT COMMUNITY ASSOCIATION & CREDrroR8: duo wlthln we year 2023 2022 Amounts ow&1 to suppliers Accrua18 and deferred income 16,582 (176) Taxes and national Insuran 1.947 7. TRANSAGfioNS INrrH RELATED PAirfiES Other than as follows, the Assoclation had no materlal transactions with any truslees related partles forthe year lo 31 Mah 2023: l Name of related paty | Relatl0rhIp ThL8 ye8r La8tygar Tadley Town Councll Baslngstoke & Dea Borough Cnl Trustees are memb¢rs Alk)tsnents for Ihe Labwrtng Poor Trustees are rneMbe | Grant The Centra Manager Is a of Tadley Tovm Cowdl but all relevant intorests 8re disdosed at both oryanisations. Tru8t888 are members Grant 5.000 Grant 26.667 200 44.150