The Rainham & Wigmore Community Association
Known locally as The Oast
Trustee Annual Report
For the Period Ended 31st December 2020
Charity Registration Number: 302748
Registered Address: The Oast Community Centre Granary Close Rainham Kent ME8 7SG
TRUSTEE LIST 2020
| TRUSTEE LIST 2020 | |||
|---|---|---|---|
| Name (C) indicates Current Post Holder |
Position (if any) | Dates | Meetings Attended** |
| Jason Liddiard | President | January to December 2020 | 7/11 |
| Paul Clark | Chair | January to December 2020 | 10/11 |
| Bernard Hawkes | Secretary and Bookings | January to December 2020 | 11/11 |
| Dave Stockey | January to October 2020 | 6/9 | |
| Kathy Lay | Bookings Secretary | January to December 2020 | 3/11 |
| Cllr Kirstine Carr | Local Councillor | January to December 2020 | 4/11 |
| Steve Claringbold | Buildings Officer | January to December 2020 | 5/11 |
| Robin Halls | January to December 2020 | 9/11 | |
| Joy Sanders | Minute Secretary | January to December 2020 | 8/11 |
| Brian Fitzell | Buildings | January to December 2020 | 5/11 |
| Deborah Gorman | January to December 2020 | 9/11 | |
| ** There were a total of 11 meetings during 2020. Dave Stockey stood down from the Committee from October and Kathy Lay was on maternity ‘leave’ as from April. All meetings from April throughout the remainder of the year were conducted online in response to the pandemic. |
STRUCTURE, GOVERNANCE AND MANAGEMENT
The Rainham & Wigmore Community Association (R&WCA) is a membership association, constituted as a charity on 30th May 1968.
The R&WCA trustees form two voluntary committees, a Council committee and an Executive committee. The council committee is responsible for the overall operation of the charity, and the Executive committee is responsible for the day to day operations (the running of the Community Centre).
The Council Committee is elected each year at the Annual General meeting and consists of a Chairman, Honorary officers, Council Members elected from Full Members of the Association, and an Associate Members Representative, together with one representative from users and voluntary organisations that operate in the area.
Formally, the Executive Committee is appointed at the first meeting of the Council, the Chairman and Honorary Officers of the Council automatically become the equivalent members of the Executive committee. Additional members are then appointed from the remaining elected trustees.
For many years the Council has utilised its ability to delegate all its powers to the Executive committee to streamline the meetings and provide consistency in operations throughout the year. The Executive meets once a month to discuss matters relating the charity and the Community Centre including planning and financial matters.
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OBJECTIVES AND ACTIVITIES
VISION STATEMENT
Create a vibrant, diverse, accessible and financially sustainable community centre at the heart of
Rainham, supported by the people of Kent and Medway, at the same time protecting and enhancing our heritage in the Oast House.
MISSION STATEMENT
Provide facilities that present opportunities for a strong community centre at the heart of Rainham, built on the underpinning values of good governance, accountability, respect, equality and dynamism.
Strategic Objectives
-
Provide flexible, accessible, safe and economical facilities for community groups and social enterprises from which they can operate, support each other and deliver services to their members.
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Create a home where community growth, action, volunteering and enterprise will be nurtured, built upon effective community engagement across a wide spectrum of groups and funders.
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Operate on a financially sustainable model to protect the Oast building and its land; all monies generated will be recycled back into the Rainham Oast Community Centre.
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Actively seek new sources of funding to deliver the community centre ethos which is vested in the neighbourhoods of Medway.
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Ensure our policies and actions facilitate a community centre seeking to educate, inform, inspire and improve wellbeing of the local community through a range of activities.
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Ensure our policies and actions encourage equality and diversity of provision
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Develop 21st century community-led governance arrangements, with the ownership of the Rainham Oast remaining within the remit of the R&WCA (Charity No. 302748).
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The governance model will be fit for purpose to manage building assets sustainably and within a social enterprise ethos.
Delivery of Public Benefit
The Trustees and Executive kept in mind the Charity Commission's guidance on public benefit at all meetings where the R&WCA's activities were planned or reviewed. The focus of this being The Oast and the opportunities it provides for social welfare, education, recreation, leisure activities within the community.
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LETTER FROM THE CHAIR
May I welcome you to our Annual Report.
This past year, 2020, has proved a very challenging year for the Oast as indeed it has for everyone! Covid-19 has hit the Oast hard since it was closed to our regular users for at least six months, there were no parties, limited bar revenues and of course, no mid-summer Oast Beer and Music festival. All this affected severely the income streams for the Oast. Unfortunately, many of our costs are fixed and there was not a corresponding reduction in those!
The Oast operated normally throughout January and February, but during the early part of March it became clear that many groups were deciding to halt their meetings and from March 23[rd] we closed the Oast formally to all activities in reality most groups had ceased by the week before.
During the closed period we maintained a daily check process on the building, which was undertaken by Bernard, Jason and myself on a rota business. Where possible we negotiated with service contractors reductions in their charges during the closed and scaled back period of operations. Unfortunately many of our costs are fixed and therefore could not be reduced.
The Government issued revised guidance on a regular basis, we assimilated the effects on the Oast. Eventually we were able to reopen the doors on Aufgust 3[rd] . As preparation for this we had to introduce a one-way system of movement within the Oast and install sanitiser units at the egress points, together with room cleaning stations and supplies in each room. We also invited all group leaders/organisers to a choice of Zoom meetings in advance to explain the new system and requirements.
In the early days of the reopening only organised children meetings and support groups were acceptable.
Whilst some groups returned from August and September onwards many did not, wanting to see how the pandemic progressed. Throughout this period we organised that either the Secretary or myself was on site during any group activity.
Eventually, the government imposed a second lockdown which meant the Oast closed again on November 4[th] .
Whilst the Oast was in this closed period we were approached by the NHS and Medway Council as to the possibility of utilising the Oast as a Covid Testing Centre. The Executive agreed that this would be a very useful role that the Oast could play for the community and as from the beginning of December, the testing centre opened for business.
Of course, all this affected our financial position. We immediately stopped any unnecessary work on the building and negotiated reductions in service charges where possible.
Our total income was just £29,000 compared with £55700 in 2019. Expenditure totalled almost £40,000. Overall we made an operating deficit of £9100.
This annual report is substantially shorter than normal since very little has happened other than a ‘holding’ position for the Oast. The only bright exception was that we welcomed Hands Gillingham to the Oast. They needed to relocate their base office and after discussions and the agreement of their trustees, Hands transferred their operations to the Oast from September.
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As you all know the Oast relies on volunteers and that includes Executive members. Unfortunately towards the end of the year we said goodbye to Dave Stockey. We thank him for his commitment and insight.
Finally, as Chair of the Association may I record my sincere thanks to everyone on the Executive who have given up their time and contributed to the Oast’s continued journey in these very challenging times.
FINANCE REPORT 2020
This year has been extremely challenging for the Oast.
Our regular income streams totalled just £15500 compared to just under £43,000 in 2019. This was totally the effect of the pandemic leading to the total shut down of the Centre for almost six months.
Overall our income increased to £30,000 but this was essentially as a result of the Oast becoming a community hub providing services in relation to COVID-19. Of course there was no income from our usual Mid-Summer Oast Beer and Music festival as it was cancelled and meant a loss of at least £5000 in revenue.
On the expenditure front we were able to reduce the total to just under £40,000, but a substantial proportion of our costs are fixed such as rates, insurance, IT and internet contracts.
Due to the severely restricted income streams the year end position showed an operating loss of just over £9000.
In accordance with accounting and Charity Commission rules the accounts have been subject to an Independent Examination and the Independent Examiners report is set out on the following page.
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B & R Financial Consultants 8 Littlebourne Avenue, Gillingham, Kent ME8 6QG EM.. britbuult en$16 mail.com Tel,07915047352.01634 374688 Ch2rity Commission for England & Wales. Ref....Rainham & Wigmore Community Association Qast House Community Ceniie. Granary Close, RatNha"m, Kent ME8 7SG I report on the attached atcounts lor the year to 31st December 2020. My examination was carried (MJt wth the general dirertions given by the Charity Commission. 1am pleased with the presentation and review irf the accountirsg records atxl approve of its accuracy. In my report of last year, I drew attention to the possi&'lity of recouping some of the VAT costs that the a$SlatIOn as incurringyear on.1 dio tske the resrKJnsibility 10 fol low up. but I have had no response from HM Customs and Exctrse,hawn8 spent a lot of time holdtng on lor assistance and eventually giving up However another attempt for a retrospecty.ve registration or revival of the otd reg15tr3tii)n number will l am sure not go io wasre. Once again,1 will take t1 necessary steps to follow vp thi5 process and keep the As9)ciation informed Yours C Buul ta
Profit & Loss The Oast Rainham & Wigmore Community Association 1 January 2020 to 31 December 2020
Dec 2020
| Dec 2020 | |
|---|---|
| Income | |
| Casual Bookings | £11,851.50 |
| Events - Disco | £0.00 |
| Membership | £180.00 |
| Office Hire | £1,375.00 |
| Regular Hirers | £14,247.50 |
| Total Income | £27,654.00 |
| Gross Profit | £27,654.00 |
| Plus Other Income | |
| Refundable Deposits | -£50.00 |
| Donations | £1,992.07 |
| Total Other Income | £1,942.07 |
| Less Operating Expenses | |
| Alarms & Security MAIN | -£148.80 |
| Bank Fees | -£59.50 |
| Cleaning | -£7,536.51 |
| Depreciation Expense | -£3,254.00 |
| Fire Services | -£284.89 |
| General Expenses | -£447.48 |
| Insurance | -£4,677.52 |
| IT Software and Consumables | -£868.76 |
| Legal & Consulting Expenses | -£3,658.00 |
| Light, Power, Heating | -£10,955.11 |
| Printing & Stationery | -£291.84 |
| Rates | -£1,408.00 |
| Repairs & Maintenance | -£2,392.06 |
| Telephone & Internet | -£1,407.72 |
| Waste Disposal | -£781.88 |
| Water Supplies | £644.75 |
| Total Operating Expenses | -£37,527.32 |
| Operating Profit | -£7,931.25 |
| Non-operating Income | |
| Oast Beer Festival | £0.00 |
| Total Non-operating Income | £0.00 |
| Non-operating Expenses | |
| Bar Operations | |
| Alarms & Security - BAR | -£141.60 |
| BAR - Expenses (not supplies) | -£650.00 |
| BAR - Licences | -£187.50 |
| BAR - Supplies | -£1,057.08 |
| BAR - Til Income | £1,739.88 |
| Stock Opening | -£355.00 |
| Stock closing | £624.00 |
| Total Bar Operations | -£27.30 |
|---|---|
| Operational Surplus/Deficit | -£7,958.55 |
| RESTRICTED | |
| Kiln 2 Development | £0.00 |
| TEA ROOM GRANTS | £0.00 |
| All Access Fund (Tea Room) | -£1,277.50 |
| Grounds Environmental Fund | £0.00 |
| History Project | £0.00 |
| Total RESTRICTED | -£1,277.50 |
~~Net Profit~~
~~- £9,236.05~~
Balance Sheet
The Oast Rainham & Wigmore Community Association As at 31 December 2021
31 Dec 2021
Assets
| Assets | 31 Dec 2021 |
|---|---|
| Bank | |
| PayPal RWCA | 15 |
| Rainham & Wigmore CommunityAs | 9,073 |
| Social Club | 983 |
| Total Bank | 10,071 |
| Current Assets | |
| Accounts Receivable | 11,156 |
| Capital Fund | (1,250) |
| Cash Account | 1,941 |
| KeyDeposits | (120) |
| OPeningBalance Bar Bank Account | (3,029) |
| PayPal Account | 157 |
| Total Current Assets | 8,856 |
| Fixed Assets | |
| Buildings | 9,631 |
| Less Accumulated Depreciation on Buildings | 1,548 |
| Development Project - Offices | 2,896 |
| Furniture & Fittings | 638 |
| Office Equipment | 3,333 |
| Plant & Machinery | 17,837 |
| Less Accumulated Depreciation on Plant and Machinery | 2,625 |
| Total Fixed Assets | 38,508 |
| Total Assets | 57,434 |
| Liabilities | |
| Current Liabilities | |
| Accounts Payable | 6,518 |
| Historical Adjustment | 29,428 |
| Income in Advance | 120 |
| Suspense | (1,407) |
| Creditors | (5,726) |
| Total Current Liabilities | 28,933 |
| Total Liabilities | 28,933 |
| Net Assets | 28,501 |
| Equity | |
| Current Year Earnings | 11,286 |
| Retained Earnings | 17,215 |
| Total Equity | 28,501 |
Balance Sheet | The Oast Rainham & Wigmore Community Association | 18 January 2022
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