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Trustees' Annual Report for the period
RegistrationCertific Period start date Period end date
ate_304351_compres Day Month Year Day Month Year
01 01 2021 31 03 2022
From To
Section A Reference and administration details
Charity name South Oxford Community Association
Other names charity is known by
Registered charity number (if any) 304351
Charity's principal address South Oxford Community Centre
Lake Street
Oxford
Postcode OX1 4RP
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**Names of the charity trustees who manage the charity** |1
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16|**Trustee name**|**Office (if any)**|**Dates acted if not for**
**whole year**|**Name of person (or body)**
**entitled to appoint trustee**
**(if any)**| |---|---|---|---|---| ||Bob Price|Chair Person|END 21stJune 2021|| ||Marie Tidball|||| ||Martin Beek|||| ||Richard Watts|Treasurer||| ||Anne Laurence||END 21stJune 2021|| ||Anne Varty||END 21stJune 2021|| ||Catherine Morey|Chair|From 21 June 2021|| ||Claire Stentiford|||| ||Bodo
Schulenberg|||| ||Heidi K Young|Secretary/vice
chair|From 21 June 2021|| |||||| |||||| |||||| |||||| |||||| |||||| **TAR** **June 2022** 1 17 18 19 20 **Names of the trustees for the charity, if any, (for example, any custodian trustees)** |**trustees)**|| |---|---| |**Name**|**Dates acted if not for whole year**| |N/A.|| ||| ||| ## **Names and addresses of advisers (Optional information)** |**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**| |---|---|---| |**Type of adviser **
**Name**
**Address**||| |**Independent**
**examiner**|R Candy|9 Norreys Avenue, Oxford OX1 4ST| |**City Council**
**Observer**||| |||| |||| **Name of chief executive or names of senior staff members (Optional information)** Debby Forbes – Centre Administrator and Finance Officer **TAR** **June 2022** 2 ## **Section B Structure, governance and management** ## **Description of the charity’s trusts** Type of governing document Constitution - (eg. trust deed, constitution) How the charity is constituted The charity is constituted as a Community Association. (eg. trust, association, company) Trustee selection methods (eg. appointed by, elected by) The Managing Trustees are elected at the annual general meeting by members of the Association. ## **Additional governance issues (Optional information)** You **may choose** to include additional information, where relevant, about: - policies and procedures adopted for the induction and training of trustees; - the charity’s organisational structure and any wider network with which the charity works; - relationship with any related parties; South Oxford Community Association (SOCA) is run by a volunteer Management Committee of Trustees, whose members are elected at the Annual General Meeting in accordance with the constitution. SOCA has adopted a policy on Volunteering which gives guidance on the procedure to be followed on the induction of new trustees and the duties and responsibilities of trustees. A joint google drive containing induction material and minutes is provided for Trustees for their briefing and continued information. SOCA is a member of Oxford Community and Voluntary Action (OCVA) and Community Matters. It currently belongs to the Oxford Federation of Community Associations. - trustees’ consideration of major risks and the system and procedures to manage them. ## **Section C Objectives and activities** **Summary of the objects of the charity set out in its governing document** The objects of the Association are to: “Provide facilities for educational, social welfare, recreation and leisure time activities that contribute to improving the conditions of life for the inhabitants of South Oxford; and to establish and maintain and manage a Community Centre in co-operation with any statutory authority with an interest in the Centre.” **TAR** **June 2022** 3 SOCA runs South Oxford Community Centre in accordance with the constitution and provides affordable rooms, directly manages some activities open to the local community and manages the facilities for the residents of South Oxford. SOCA holds the premises at Lake Street, Oxford under a 25 year lease with Oxford City Council with certain responsibilities to maintain the premises in a certain condition under this lease and work in partnership with Oxford City Council to renovate and upgrade the facilities, keeping them to a good standard for community use. SOCA has a discounted room hire policy for local charities and activities that directly benefit the neediest people of South Oxford and aims to develop income to provide a fund dedicated in each annual budget to offset provision of such discounted room hire. SOCA directly runs: **Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)** - A Community Café each Tuesday since October 2019, and a Thursday afternoon drop in with refreshments in order to reach out to the Community and encourage local people to come into the Centre for socialising, networking and sign-posting from the Centre - A number of art exhibitions and art groups/tuition managed by a group of local artists known as New Hinksey Arts - A regular bingo group for local older people – especially serving those seeking friendship and company during the week. The Community Centre hosts a range of activities run by groups that rent our facilities, such as: - yoga, pilates and exercise classes - music and drumming groups - community group meetings and training events - the weekly South Oxford Farmers’ Market - meetings and special events of the South Oxford Women’s Institute - a number of martial arts groups use many spaces at the Centre, including our DoJo with fixed mats - the Centre is the Hinksey Sculling Club’s primary site for land and lake training, classes and storage of their single sculls. The Trustees are attentive to the regulation of the Charity Commission, engage with Oxford City Council and opportunities for joint working, attending meetings to discuss issues relevant to Community Centres in Oxford and their communities. There are measures in place to ensure the sound financial running of the Centre and to ensure the Centre’s financial stability and security. The Management Committee regularly review the accounts and undertake a financial review and budgeting process each year. ## **Additional details of objectives and activities (Optional information)** **TAR** **June 2022** 4 Policy and procedure is regularly reviewed in line with best practise and changing guidance or statutory regulation. Where possible, the MC seek data to inform and support the running of the Centre and to assess the relevance and success of activites, including their social benefit. You may choose to include further statements, where Where possible, grants (and sponsorship) are sought to support relevant, about: the running of the Centre and specific projects, e.g.: art exhibitions, improvements to garden and internal fixtures and  policy on grant making; fittings. - policy programme related investment; - contribution made by volunteers. We value the contributions made by our volunteers and have a recently updated policy to cover volunteer activity. Volunteers play a crucial role in the running of the Centre. Trustees give their time freely to the Management of the Centre and to support staff and other volunteers. Links are being established with a range of other community groups to work in partnership and to involve volunteers in a number of roles at the Centre such as running the Community Café and helping with gardening. And, in turn the Centre provides local people with work experience that represents a step towards employment and can improve their mental health and wellbeing. **TAR** **June 2022** 5 ## Section D Achievements and performance **Summary of the main achievements of the charity during the year** The period of this report is 15 months January 2021-31 March 2022. The following summary gives examples of initiatives and achievements in this period:  Most of the Centre’s pre-covid regular groups returned during 2021. SOCA has maintained a financially stable position thanks to the government grants, via the Oxford City Council (OCC) in years 2020 and 2021. The Reserve has been maintained at required level.  SOCA has amended its Financial Year to run alongside the tax year 31 March – 1 April to align our administrative practice.  SOCA and OCC agreed an outstanding payment for work done to complete the renovation of the annexe in 2019. This debt was held over during the pandemic and payment agreed of £14,195.57 (paid 19 April 2022). Funds had been put aside for this work in advance of the refurbishment.  A thorough review of room hire rates, historic discounts and the relationship between membership and room discounts was undertaken alongside the budgeting process November ’21—March ‘22. The decision was taken to simplify the existing mixed system of pricing and simplify to one rate for each space on offer.  Regular review meetings with staff members were established and we began review of existing job descriptions.  Improvements were made to the garden area of the Centre with better planting, seating and enclosure of the main shrub border (grant funding was obtained from Doris Field Trust for this). A number of regular volunteers have contributed their time to maintaining the garden.  The Management Committee continues to examine opportunities to improve the physical structure of the Brenda Horwood Room on the ground floor and is working with OCC on remediation of damp as well as investigating the best long term treatment of asbestos within some of the walls.  The Oxford Probation Service have provided decorating at the Centre to meet our obligations under the lease.  Tuesday art group and art exhibitions have been restarted in person, and a full Art Weeks exhibition was run very successfully in May 2022  The Community Café and Thursday Drop-in sessions have continued to draw local residents both as visitors and volunteers. A Community Fridge has been successfully launched and its use is growing, with locally housed refugee families among its users.  Discussions are underway about the Centre hosting a Community Larder scheme in the future. **TAR** **June 2022** 6 Section D Achievements and erformance p  A successful Volunteer Celebration event was organised by the Centre’s Outreach Worker as a thank you to the many volunteers contributing to the Centre’s work.  Activate Learning continue to have a presence at the Centre on Mondays and Tuesdays facilitating volunteering at the Centre and sign-posting services and training opportunities to people, including those with vulnerabilities.  Plans are being discussed to restart the popular Neighbourhood Forums later in 2022.  A new Centre website has been prepared and launch is planned for 2022.  A new Centre logo has been designed and launched.  New signage has been ordered to welcome people to the building as they approach from Hinksey Park.  Funding for a public defibrillator is being sought; its position would be on the DoJo wall into the park or on South Oxford Health Centre.  The MC have worked with Brookes University to receive advice for improving the Centre’s energy efficiency. Some steps have already been taken and grants are being sought to put the more costly recommendations of their report into action so we can realise more substantial costs savings on our energy bills in future. **TAR** **June 2022** 7 ## **Section E Financial review** The Association continues to hold an appropriate reserve level of **Brief statement of the** £19,065.00 in order to fulfil any financial obligations should the **charity’s policy on** charity fail or its work under the constitution become impossible **reserves** The reserve is calculated to meet the amount needed to meet staff redundancy payments plus a sum representing the equivalent of 3 months annual expenditure. **Details of any funds materially in deficit** None ## **Further financial review details (Optional information)** SOCA’s principal source of funds is from letting and room hire You **may choose** to include income, with small amounts from the sale of artworks, catering additional information, where and entertainment. relevant about: - the charity’s principal sources of funds (including any fundraising); Grant funding is sought for all major room upgrading, purchase of equipment, or new projects. - how expenditure has supported the key objectives of the charity; - investment policy and objectives including any ethical investment policy adopted. ## **Section F Other optional information** ## Aspirations for 2022-2023 - Seek grant funding for a fixed canopy outside the Brenda Horwood Room to offer shelter - Launch the website - Develop membership of the Association - Seek grant funding for energy saving measures at the Centre - Seek grant funding to develop staffing at the Centre ## **Section G Declaration** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature(s) Full name(s)** **TAR** **June 2022** 8 ## **Position (e.g. Secretary,** Vice-Chair **Chair, etc)**[Chair ] **----- Start of picture text -----**
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