ADDLESTONE COMMUNITY ASSOCIATION Annual Re ort for the ear endin 31 March 2021 Address Addlestone Communty Centre, Garfield Road, Addiestone, Surrey, I15 2NJ Charity number 304962 Independent Examiner Graham Bery FCCA Bred(man & Company Ltd, 49 South Molton Street, London, W1 K 5LH HSBC- Church Street, Weybridge. Surrey, Iff13 8DF Mackrell Tumer Garrett- 21-25 Church Street West. Woking. Surrey, GU216DJ Bankers Hon Solicitors The Trustees seNing during the year and Sin the year end were as follows Custodial Trustee Vice Chair President & Custodial Trustee Chair & Custodial Trustee Treasurer & Custodial Trustee Secretary Mr Steve Barabash Mr Paul Bungard Mr Robert Edney Mr lan Lee Mr Malcolm Smith Mrs June Tilbury Other Trustees Mr Graham Botterill Mrs Monica Kitchenside Mr David Strike Mrs Carol Bayton Mrs Shelagh Md(ay Mrs Patricia Bennett Miss Linda Sabt structure, governance and management The Trustees administer the charity and are eierted at the Annual General Meeting and rneet quarterly. Specific members are nominated to be responsib for bookirKJs. memtership and publicity. Risk management The Executive Committee has conducted a risk analysis to identify the major risks to vthich the charity is exposed. Where possible arrangements have been put in place to redu these risks and are reviewed annually. Training No specific training is given to Trustees but each is provided wilh information produced by the Charity Commission outlining their responsibiltties within the organisation. page 1
Object and activities In shaping our objectives for the year and planning our acb"vtties. the trustees have considered the Charity Commission's guidance on public benefft. induding the guKlance 'publi¢ benefrt. running a harity (PB2)' The objects of the Association are to promote the benefrt and enhance the leisure of the inhabitsnts of Addlestone and the neighbourho¢xI without distinction of gender. or of political. religious or other opinions by associating the local aLrthoriti'es. voluntary organisations and inhabitants in a common effort The strategies employed to achieve the Associations obj'ectrves are to: Provide first class faciltties at an affordable cost for local groups and other charities as a meeting place to carry out their own SFECtfic field of activity. Provide facilities to the local communty as accommodation for wedding receptions. parties and other personal adivrties. Encourage spectfic recreational interests by offering 'Section Membership, and whereby those groups become part of the Association. The 'Section$' cUendY include: badminton, keep frt, children and adult drama and sequence dancing. Organise events ttsvering concerts, outings and other events for the general public which also provides addÉtional income towards the upkeep of the Centre. Achievements and perfornianco The Covid-19 pandemiG has controlled our operation for the whole of this year. We cl¢Jsed at the end of March wrth the first Lockdown, had limited opening from July unts"l November vthh lockdown 2 and then in Dember total lockdown 3 until the end of the financial year. However, we took all opportunities to make the Centre a Covid SeGure environmerrt throughout this period with separate Entry at the rear of the building and Exit through the front doors - Hand sanitiser stations throughoui the building, 2 metres spacing floor markers and limited intemal seating and additional tables and chairs in the covered outside area at the rear entran. Ail the rooms in the building were regularly spray sanitised. We continued to update social media sites with our operational aky'lities and published advisory nOtiS about Covid regulations on our display screens and soaal media. We took the opportunity during the Lockdown kkri¢)ds to urKlertake rna1ntenan of the building and facilities. This included a necessary update of the heating system in the building and the ventilation system in the main Tulk Hall. These maintenance items cost many thousands of pounds which were covered by aur reseNe funds but our loss for the year amounted to some £12.538. We reiVed nearly £14,000 project fijnding from local trusts and from the National Lottery Communrty Fund. This money could not be used during the pandemic but has LEen kept secure for use when we are fully operational. This has been a trying time for the Association which operates wrih volunteers and 1 paid member of staff. It is to this person, Vinny Mitchell. who operates as our Caretaker. Cleaner, Bookings Manager and Customer Relations Manager. Wrthout his work and support through these difficult times we would not have been able to Gontinue. We give sincere thanks and respect to him from the Executive group and Members Committee for all his Vrk and friendship. What of the Future? We have not been idle in preparing for the time "after Covid-19°. We have been planning and setting up new provisions and activities and working towards employing part time workers to develop more community artivities and support groups. The Café wll be further developed to provide more snacks and hot fo¢xI and we V11 continue to develop the project started over a year ago of regular free lunches. The Addlestone Community Centre is probably the largest and best equipped Centre in the County. We are srtuated in the middle of the Communty of Addlestone. In the past 2 years we have increased the monthly footfall by over 50% and are wmmitied to further increase in the coming year. We have a great P8ge 2
Achievements and perforniance cont. group of volunteers who act as Stewards in reception and support our major events. We have a pr active Executive Team and a supportive General Cornmee. We also have exceptional support from Runnymede Borough Council through their Local Development Officers. We are the Communty Centre in the Centre of the Communty committed to be a safe, supportive and active resource for local restdents and other local ageftes. Plans for future periods Projects being considered ar al Refurbishment or replaoment of chairs and other fumishings as and when required. Continued upgrading of the decoration of the rooms arKI facilitw. b) We will continue to activety promote activittes for recognised needs with the resources in the Centre using volunteer helpers and with the help of appropriate support agencies. This will include developing social facilrties within the Café Project c) Develop the Centre as a resour base for meetings and support of local communty residents and organisations. This to be with the cooperation of other support agencies. d) Ultimately would seek to be seen as the recreational centre of the communty of Addlestone offering help, support, activities and entertainment to all people living in the area. The fundamental goal is to be a welcoming, safe and hiendly Centre. Financial Review Longer term plans V11 aim to achieve an ongoing balance between income and running costs. It is recognised that due to ageing. the ntre maintenance costs will rise and major replament of items (e.g. boiler and roof) will become necessary in the long term. The fumishings in the ntre will also need to be monrtored and replaced as and when necessary. The major source of income is from hiring the prernises to other groups. sections of the Association, and the general public for parties. receptions etc. but due to the Coronavirus pandemic Income from these decreased dramatically during 202012021 and only achieved £24,424 (a decrease of approximately 730 on the previous year) We were fortunate to receive £25,000 from the Govemment which has helped to defray the loss but we were in the fortunate position that our funds were fairly high and did not have to touch our reserve fund. June (our secretary) also made an appliG*ion to the 'Lottery Communty Fund. and received £10,000 which has been set aside in the designated fund for fuiure projects It is recommended that the level of reserves the charity should retain in the main account is £30,000. ReseNes are needed to held over to cover any possible emergency repairs to the Centre and other unforeseen expenditure. The level of available funds in the general account actually stood at £4,303. page 3
Usage of the Centre Regular users (mostly weekly or at least monthly) Occasional (less than monthly) One off bookings Sections 20201121 2011>r20 426 1.679 13 7fj 24 121 18 365 Bookin s taken Total 463 1241 (Showing an decrease of 79.3% on the pVIouS year) £780 £2.047 £337 regulor cccosional one off sertions Independent Examiners A resolution was aCpIed at the Annual General Meeting that Graham Berry FCCA of Breckman & Company Ltd be appointed as IndeFendent Examiner for the ensuing year By order of the trustees l Lee (Cha13n) M C Smith ffreasurer) page 4
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BALANCE SHEET for Year ending 31st MARCH 2021 Notes 2021 Tangible Fixed Assets Leasehold Building Fumiture & Equipment 1,797,072 47,192 1,844.2PA 1,848,417 51,492 1,899,909 Current Assets Debtors Cash at Bank and in Hand 20 2,743 10 69.078 83,729 69,098 86,472 Current Liabilities Income transferred from 2018119 account for 2019120 events Creditors & Accruals 730 510 1.240 540 Current Assets Less total liabilities 68,558 85,232 1,912,822 1,985. 141 FINANCED BY: Restricted Funds 58,980 60.370 Unrestricted funds General Fund Desonated Fund 337,126 41.989 377,909 30,000 379,115 Pemianent endowment 1,474,727 1.516,862 1,912,822 7.985, 741 THE NOTES ON PAGES 7 to 12 FORM PART OF THESEACCOUNrs page 6
st Notes to the Accounts for the year to 31 March 2021 1 Accountin Policies 1.1 Basis of arin the accounts The financial statements have been prepared in accordance with Accounting and Reporiing by Charities.. Statement of Recommended Practi applicable to Gharities preparing their accounts in a¢cord3nce Vth the Financial RetM)rting Stsndard applicable in the UK and Republic of Ireland {FRS 102) (effective 1° January 2019)- (Charities SORP (FRS 102) The charity meets the definition of public benefit entity under FRS 102. Assets and liabilsties are initially recognised at historical cost or transaction value unless otherwise ststed in the relevant accounting policy note{s). 1.2 Income resources All incoming resources are included in the Statement of Financial Activities vthen the charity is legally entitled to the funds. any perforniance conditions attached to the income have been met lor are fully within the control of the chanty), there is suFficient rtaInty that the receipt of the income is considered probable and the amount can be reliably measured. When donors specify that grant51donations are for particular restricted purposes, lch do not amount to preconditions regarding entttlemenL this income is included in incoming reSoUrS of restricted funds when receivable. 1.3 Direct charitable ex nditure Direct charitable expenditure consists of costs irKurred, vthich directly relate to the furtheran of the objeds of the charity. All expenditure is induded on an accruals basis and is recognised when there is a legal or constructive obligation to make payment, it is probable that settlement will be required and the amount of the obligation can be measured reliably. All costs have been directly attributed to one of the funGtional categories at the discretion of the Trustees. 1.4 VAT All income and expenditure is shown gross of VAT. The net VAT payment or repayment for the year is detailed in the Statement of Financial Activities. 1.5 Donatlons and acies Grantsldonations are recognised in incoming resources in the year in which they are receivable except when donors specify that the grantsldonabons must be used in future accounting periods (the income is then deferred to those peri¢)ds) or when donors impose conditions which have to be fulfilled before the charity becomes entitled to use such income, the income is then deferred and not included in incoming recourses until the precondf(ions for use are met. 1.6 Fund Accountin Funds held by the Gharity a either, Unrestricted general funds these are funds which can be used in accordance with the haritable objects at the discretion of the Trustees. Restricted funds- these are funds that can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when Speried by the donor or when funds are raised for particular restricted pUrseS. EndowTnent funds - these are funds th* have to be retained as capital for the benefrt of the charity. pagg 7
1.7 RevaluationlDe reciation Leasehold Property Under the terms of the lease granted by Runnymede Borough Council the Addlestone Communty Association has no p)wer to convert this asset to income. This asset has therefore been included as a permanent endowmenL A lease was granted in 2006 for a period of 50 years and depreciation is charged on a straight line basis at 20k per annum_ Furniture and equipment Furniture and equipment was valued in January 2006 at £100,000 in accordance with an inventory carried out by the finance committee. Depreciation is charged at 10% per annum on a reducing balan basis on the value of fumiture and equipment brought forward at the *inning of the year. 1.8 Dobtors Trade and other debtors are recognised at the settlement amount due after any trade discount offered. Prepayments are valued at the amount prepaid after taking account of any trade discounts du8. 1.9 Cash at bank and in hand Cash at bank and in hand includes cash and short temi highly liquid investments wth a short maturity of three months or less from the date of acquisition or opening of the deposit or similar account. 1.10 Creditors and Provisions Creditors and provisions are recognised where the charity has a present obligation resulting from a pasl event that wll probably result in the transfer of funds to a third party and the amount due to settle the obligation can be measured or estimated reliably. Credtiors and provisions are normally recognised at their settlement amount after allowng for any trade discounts due. page 8
Anal sis of Grants and Donatsons Funds Fund$ Funds Total Runnymede Borough Council Covid-19 granl Grants from Tesco Lottery Community Fund Donation from CO-OP Amazon Smile Communty Foundation Miscellaneous 2,9¢XJ 25,000 1,500 10,000 1,989 17 1,800 59 25,000 1,500 10,000 1.989 17 Designated Designated 1,800 59 1,800 41.465 43,265 Culturallsocial Events Cultural and Social events are organised by the Entertainments Committee and the f1gures show the gross income and expenditure of the Entertainments Account for the year. See page 14 for a detailed account. Sections Each Sections holds cash and orlbank balances which are shown on page 11 and a summary of their accounts is shown on page 15 of this report 200 club The figure shown is the amount passed over from the 200 club into the main account during the current year. A small bank balance is held in the 200 dub account but does not fomi part of these accounts as the balance was considered immaterial. 2021 2020 Anal sis of Unrestricted General Ex nditure General Repairs, servicing & Maintenan Major Maintenane & Imrovements Heating & Lighting Cleaning I Caretaking I Waste Disposal l etc. Operations co-ordinator Café Expenditure Workshop Tools Magazine Printing Stationery I Postage l Telephone Insuran Water Rate Website & Computer costs MISlIaneOUS Expenditure 11,781 950 12,076 26.779 13,800 1,828 114 1,180 2,148 5,110 1,493 542 333 6,488 &700 14.710 30, 126 12,4 3,300 623 3.760 2416 6409 1211 587 78,134 87,780 2021 2020 Governance Costs Independent Examination of the account 540 510 P8g8 9
Ana is of other ex nditure Restricted Unrnstricted Endowment Funds Funds Funds Total 2020 Donations & Subscriptions Chairman's ReP.0ft Lunch Grant Expenses Performing Right I PPL Independent Examiners Fee Depreciation 250 250 750 127 512 512 2,744 2,744 540 11,682 2416 2,678 42.135 56.495 56,450 3,190 15,216 42,135 60,541 60,223 Fixed Assets Leasehold Fumlturelequipment Property Unrestricted Restricted Funds Funds Total Costlvaluation 31st March 2020 Additions 2.546.284 130,877 850 58,668 2,735.829 850 As at 31st March 2021 2.546.284 131,727 58,668 2,736,679 De reciation 31st March 2020 Change for year Disposals As at 31st March 2021 697.867 51.345 92.722 3.816 45.331 1.334 835.920 56,495 749.212 96.538 46,665 892,415 Net Book Values 31st March 2021 1,797,072 35,189 12,003 1,844,264 31 st March 2020 1,848,417 38,155 13,337 1.899,909 Break down of'add5tions' above Leasehold Fumlturelequipment Property Unrestricted Restricted Funds Funds Totsl Carpet deaning machine New Screen for Colin Gasknn room 500 350 500 350 850 850 page 10
10 Cash at bank and in hand 2021 2020 Main Account CUent account Deposit account l yr Deposit account (reserve account) 4,303 13,277 30,000 73,064 1&000 30,000 47,580 58.064 Entertainments Account Cash Current account Deposit account Travel Trust account 100 1,206 1,825 65 1.461 1,824 65 3.196 3,450 Cash held in various accounts by sections 18,302 22,215 Total 69,078 83, 729 11 Movement in reserves Restricted Funds Unrestricted Funds Pemianent Endowment Total 31 st March 2020 Surplusl(Deficit) for year 60.370 (1,390) 407,9 (28.794) 1,516,862 (42,135) 1,985,141 (72,319) 31st March 2021 58.980 379,115 1,474.727 1,912,822 12 Restricted Funds Brought Fofward Incoming resources Outgoing Transfers Carried FOrd Fumrturelequipment Leasehold property Good Grub Club 31st March 2021 13.337 47,033 (1,334) (1.3441 12,003 45,689 1,288 58.980 1,8 1,800 512 60,370 (512) (2,678) Part of this fund represents grants received for capitsl expenditure. The funds are transfered to unrestricted funds over the expected useful lrfe of the assets. 13 Unrestricted Funds Brought Forward Incoming resources Outgoing Transfers Carried Forward General Fund Desi nated Fund Reserve Account Lottery Community FurKI Donation from c(0p 377,909 60.592 (101.375) 337,126 30,000 10.000 1,989 10,000 1,989 72,581 407,9)9 -101.375 379,115 page 11
14 Ana sis of net assets between funds Restricted Unrestricted Funds Funds Pemanent EndowTnent Total Fund balances at 31 st March 2021 are represented by Tangible fixed assets Net current assets 57,692 1.288 312.575 66.540 1.474,727 1,844,994 67,828 58,980 379,115 1,474.727 1,912,822 15 Trustees emoluments and reimbursed ex The trustees received no remuneration during the year The a9gre9ated amount reimbursed to trustees during the year was £451 (2019r20 £4.647) and was related to direct charitable general expenditure 16 Staff costs The Charity had no employees during the year 17 Related Pa Transactions During the year there were no related party transactions that required disdosure page 12
INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF ADDLESTONE COMMUNrrY ASSOCIATION I reFOrt on the accx)unts of the Charity for the year ended 31 March 2021, whith are set out on pages 1 to12 Respecllve respon5ibllities of trustees and examlner The Charity's Irustees are resrx)nsible fLY the PTeparation of ts acwints. The charity'5 trustees consider thal an alt is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independentexamination is needed. It is my resFonsibility to. examine the acGounts under section 145 crf the 2011 Act; -follow the prOdreS laid (kwi in the General treOnS given try the Charity Commission undef sect¥)n 14515){b) ol Ihe 2011 Act; and state ether partic¥Jar mattets have Come to my attenti. Basis of independent examinerfs report My examination was caTTi&J out in XCOrdan with general Directions gNen by the Charity Commission. An examinatvjn includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in Ihe accounts. and seeking explanations from you as trustees Conrning any such matters. The procedures undertsken do not provide all the evidence that would be reqred in an audit and consequenity no opirrion is gi¥en as to wthether the accounts present a and fair Vie and ret is limfted to those matters set out in the slatement below. Independent examinerfs Statent In connection my examination, no matter has come to my attention: 1) which gives me reasonable cause to Ltlieve Ihat in any material resped, the requiremerrts: - to keep aceountiw rordS in accordarnx Section 130 of the 2011 ACL and - to prepare accounts vthich accord th the ¥counling reoyds and comply with the a¢countin9 requirernents of the 2011 Act have not nEt', or 21 to whrh. in my orAnion, attention SIk L drawn in crfder to ena)le a proper understanding of the accounts to te rea(ed. Graharn Berry FCCA 8recknian & Company Ltd Chartered CertIfd Accountants 49 SoLrth Molton Street London W1K 5LH p¥13
ACA ENTERTAINMENTS ACCOUNT RECEIPTS & PAYMENTS FOR YEAR ENDING 31st MARCH 2021 Surplus from Functions (see below) Irrterest -255 Transfer to Main Account General ExFEnditure -254 Deficit for year -254 -254 .254 Balance Brought For*ard 3.450 Deficit for year -254 Balance Carried Forward 3,196 3,196 3,196 FUNCTION BALANCES RECEIPTS PAYMENTS BALANCE 2019r20 2399 Band Concerts Challenging Brass Outings 525 2175 75 330 -255 5099 75 330 -255 Sub Total Brought down Miscellaneous Expenditure Interest on Deposit 75 330 -255 sub total 76 330 -254 Transfer to Main Account TOTAL RECEIPTS & PAYMENTS 76 330 -254 Pago 14
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STATEMENT OF ACCOUNT YEAR ENDING 31st MARCH 2021 INCOME Grants - Unrestricted Grants - restricted Donations restricted Donations unrestricted Hiring - General - Sections Magazine Adverts etc. Membership Entertainments 200 Club Café Income "Shed" Income Interest on Deposit Lottery Communty Fund VAT £29,400 £1,800 £2,065 £22.377 £2,047 £110 £260 £208 £188 £10,000 £1,887 TOTAL INCOME £70.342 EXPENDITURE General repairs & maintenance Major mainenano & improvements Carprtal - unrestricted Heat & Light Cleaning l Refuse I materials Café Expenses Magazine printing Stationery & Printing Postage &Telephone Insurance Water rate Miscellaneous Operations C¢x)rdinator Donation &Subscripts'ons Perfomiing Right Society & PPL Websrtelcomputer costs VAT Our Shed Independent Examiners fee Lunch Grant - restricted £11,781 £950 £850 £12,076 £26,779 £1.828 £1,180 £1,185 £963 £5.110 £1.493 £333 £13.800 £250 £2,744 £542 £390 £114 £540 £512 TOTAL EXPENDITURE £83.420 SURPLUSIDEFICIT FOR YEAR 13.078 DEBTORSIACCRUAL 2019120 DEBTORSIACCRUAL 2020121 2019 BAD BEBTS - WRIThEN OFF OPENING BALANCE 01104120 £2,214 £540 -£159 £58,064 CLOSING CASH BALANCE £47,581 page 16