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2020-08-31-accounts

CHARITY REGISTRATION NUMBER 523702

HALLAM COMMUNITY AND YOUTH ASSOCIATION

UNAUDITED FINANCIAL STATEMENTS

FOR THE YEAR ENDED 31 AUGUST 2020

HALLAM COMMUNITY AND YOUTH ASSOCIATION

LEGAL AND ADMINISTRATIVE INFORMATION

Trustees Mr G Blincow Mr A G Bone Mr P E Curtis Mr I P Saunders Mr J A Coomer Chairman Mr I P Saunders Treasurer Mr J A Coomer Secretary Mrs G Riley Charity number 523702 Principal address Hallam Grange Crescent Fulwood Sheffield S10 4BD Independent examiner R J Givans BA FCA UHY Hacker Young 6 Broadfield Court Broadfield Way Sheffield S8 0XF Bankers NatWest Bank plc 42 High Street Sheffield S1 2GE

HALLAM COMMUNITY AND YOUTH ASSOCIATION

CONTENTS

Page
Trustees' report 1 - 3
Independent examiner's report 4
Statement of financial activities 5
Balance sheet 6
Notes to the financial statements 7 - 17

HALLAM COMMUNITY AND YOUTH ASSOCIATION

TRUSTEES' REPORT

FOR THE YEAR ENDED 31 AUGUST 2020

The trustees present their report and financial statements for the year ended 31 August 2020.

The accounts have been prepared in accordance with the accounting policies set out in note 1 to the accounts and comply with the charity's trust deed, the Charities Act 2011 and “Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019)”.

Objectives and activities

The objects of the association are to promote the benefit of the inhabitants of the districts of Lodge Moor and Fulwood, Sheffield and the neighbourhood, to acquire and maintain land for development and use as a playground and sports field and to establish a community centre for activities promoted by the association in the furtherance of the above object.

The trustees have paid due regard to guidance issued by the Charity Commission in deciding what activities the charity should undertake.

An annual magazine outlining all the section activities is produced and distributed to approximately 5000 homes within the local area. Almost all the groups are organised and run by volunteers whose work is much appreciated by the trustees. The trustees openly encourage all sections to look for new ideas to improve their sections and to maintain their high level of results within their activities.

Applications for employment by disabled persons are always fully considered, bearing in mind the aptitudes of the applicant concerned. In the event of members of staff becoming disabled, every effort is made to ensure that their employment within the charity continues and that the appropriate training is arranged. It is the policy of the charity that the training, career development and promotion of disabled persons should, as far as possible, be identical to that of other employees.

HALLAM COMMUNITY AND YOUTH ASSOCIATION

TRUSTEES' REPORT (CONTINUED)

FOR THE YEAR ENDED 31 AUGUST 2020

Achievements and performance

From last September until the end of January all of our Sections organised and enjoyed their usual activities. Members were obviously aware of events in Asia and Europe as the Covid-19 virus spread in the early part of 2020 but were not really affected by them until the introduction of a national lockdown in late March. At this point the Community Hall was closed to all activity. We had to cancel the Annual summer fete that takes place in early July.

As restrictions were gradually relaxed over the course of summer a few Sections began to look at ways of resuming their usual activities. Most Sections, however, were concerned about the difficulty of social distancing and meeting other Covid-safety guidelines inside the Hall and preferred to wait for the advent of more certain times.

In the meantime, HCYA Council had begun to hold their monthly meetings virtually via Zoom . The Council organised the introduction of rigorous Covid-safety procedures, in line with government online advice. Hand Gel sanitizers were placed in the entrance Hall. Sheffield Council organized the placement of distancing notices on the floors and walls. Following the lengthy Hall closure from March to July it was necessary for the Hall water system to be treated for the possible presence of the Legionella bacteria. This was kindly carried out by Sheffield Council and the subsequent absence of Legionella confirmed by Public Health England with laboratory testing.

Lengthy and detailed risk assessments were required from any Section or hirer wishing to use the Hall from September onwards These risk assessments were checked, and modified where necessary, by members of the Executive Council. Westside Wine Group and the Art Group completed satisfactory risk assessments and managed to hold a handful of meetings between them before the beginning of the second infection wave and new restrictions forced the Hall to close for Section activity again in October.

Association income has dropped during the year. Council decided to defer asking for members to pay their annual subscriptions, normally due in September. Certain outgoings such as Hall cleaning and energy costs have reduced, but certain other expenditure has remained at pre-pandemic levels. However, our current positive balance is sufficient for the Association to withstand reduced income levels for the foreseeable future.

As always, I would like to thank the many people who continue to give freely of their time and energy to organise our Sections, and also everybody on Council who selflessly help to run the Association. We look forward to being able to use our hall again in the manner for which it was designed.

Financial review

The trustees consider the financial position of the charity overall to be satisfactory.

The trustees aim to keep sufficient working reserves to cover six months unrestricted expenditure. This is considered adequate should major repairs to the premises be required that are not covered by insurance.

At 31 August 2020 the actual level of reserves was £163,679 (2019: £163,743), consisting of tangible fixed assets of £93,627, designated reserves of £7,507 and £62,545 of freely available general reserves.

It is the policy of the charity that unrestricted funds which have not been designated for a specific use should be maintained at a level equivalent to between three and six month’s expenditure. The trustees consider that reserves at this level will ensure that, in the event of a significant drop in funding, they will be able to continue the charity’s current activities while consideration is given to ways in which additional funds may be raised. This level of reserves has been maintained throughout the year.

The trustees have assessed the major risks to which the charity is exposed and are satisfied that systems are in place to mitigate exposure to the major risks.

HALLAM COMMUNITY AND YOUTH ASSOCIATION

TRUSTEES' REPORT (CONTINUED)

FOR THE YEAR ENDED 31 AUGUST 2020

Structure, governance and management

The charity was established by a charitable trust deed.

The trustees who served during the year were: Mr G Blincow Mr A G Bone Mr P E Curtis Mr I P Saunders Mr J A Coomer

New trustees are appointed to the committee as considered necessary by a majority of existing trustees.

The association is managed by monthly meetings of the trustees, officers, representatives of sections and other appointed members.

The association's constitution states that it is to be non-party in politics and non-sectarian in religion. There are no political or charitable contributions made by the association.

Asset cover for funds

Note 18 sets out an analysis of the assets attributable to the various funds and a description of the trusts. These assets are sufficient to meet the charity's obligations on a fund by fund basis.

The trustees' report was approved by the Trustees.

Mr I P Saunders

Chairman Dated: 10 December 2020

6 Broadfield Court Broadfield Way Sheffield S8 0XF

INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF HALLAM COMMUNITY AND YOUTH ASSOCIATION

I report to the trustees on my examination of the financial statements of Hallam Community and Youth Association (the charity) for the year ended 31 August 2020.

Responsibilities and basis of report

As the trustees of the charity you are responsible for the preparation of the financial statements in accordance with the requirements of the Charities Act 2011 (the 2011 Act).

I report in respect of my examination of the charity’s financial statements carried out under section 145 of the 2011 Act. In carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.

Independent examiner's statement

I have completed my examination. I confirm that no matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the financial statements to be reached.

R J Givans BA FCA UHY Hacker Young

Chartered Accountants

Dated: 10 December 2020

HALLAM COMMUNITY AND YOUTH ASSOCIATION

STATEMENT OF FINANCIAL ACTIVITIES INCLUDING INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31 AUGUST 2020

Unrestricted Unrestricted Unrestricted Total Unrestricted Unrestricted Unrestricted Total
funds funds 2020 funds funds 2019
general designated general designated
Notes £ £ £ £ £ £
Income from:
Voluntary income 3 8,832 - 8,832 8,383 - 8,383
Charitable activities 4 16,644 18,246 34,890 27,159 34,597 61,756
Bar income and
fundraising activities 5 3,022 - 3,022 7,781 - 7,781
Interest received 6 78 - 78 28 - 28
Total income 28,576 18,246 46,822 43,351 34,597 77,948
Expenditure on:
Raising funds 7 2,289 - 2,289 9,334 - 9,334
Charitable activities 8 31,096 13,501 44,597 40,351 23,670 64,021
Total resources
expended 33,385 13,501 46,886 49,685 23,670 73,355
Net (outgoing)/
incoming resources
before transfers (4,809) 4,745 (64) (6,334) 10,927 4,593
Gross transfers
between funds 5,507 (5,507) - 7,704 (7,704) -
Net income for the year/
Net movement in funds 698 (762) (64) 1,370 3,223 4,593
Fund balances at 1
September 2019 155,474 8,269 163,743 154,104 5,046 159,150
Fund balances at 31
August 2020 156,172 7,507 163,679 155,474 8,269 163,743

The statement of financial activities includes all gains and losses recognised in the year.

All income and expenditure derive from continuing activities.

HALLAM COMMUNITY AND YOUTH ASSOCIATION

BALANCE SHEET

AS AT 31 AUGUST 2020

Notes
Fixed assets
Tangible assets
12
Current assets
Stocks
14
Debtors
15
Cash at bank and in hand
Creditors: amounts falling due within
one year
Other creditors
16
Net current assets
Total assets less current liabilities
Income funds
Unrestricted funds
Designated funds
17
General unrestricted funds		 2020
£
450
9,799
61,533
71,782
1,730
7,507
156,172		 £
93,627
70,052
163,679
163,679
163,679		 2019
£
800
6,242
59,481
66,523
2,512
8,269
155,474		 £
99,732
64,011
163,743
163,743
163,743

The financial statements were approved by the Trustees on 10 December 2020

Mr I P Saunders Trustee

HALLAM COMMUNITY AND YOUTH ASSOCIATION

NOTES TO THE FINANCIAL STATEMENTS

FOR THE YEAR ENDED 31 AUGUST 2020

1 Accounting policies

Charity information

Hallam Community and Youth Association is a registered charity. The principal address is Hallam Grange Crescent, Fulwood, Sheffield, S10 4BD.

1.1 Accounting convention

The accounts have been prepared in accordance with the charity's governing document, the Charities Act 2011 and “Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102)” (as amended for accounting periods commencing from 1 January 2019). The charity is a Public Benefit Entity as defined by FRS 102.

The charity has taken advantage of the provisions in the SORP for charities applying FRS 102 Update Bulletin 1 not to prepare a Statement of Cash Flows.

The accounts are prepared in sterling, which is the functional currency of the charity. Monetary amounts in these financial statements are rounded to the nearest £.

The financial statements have been prepared under the historical cost convention. The principal accounting policies adopted are set out below.

1.2 Going concern

At the time of approving the financial statements, the trustees have a reasonable expectation that the charity has adequate resources to continue in operational existence for the foreseeable future. Thus the trustees continue to adopt the going concern basis of accounting in preparing the financial statements.

1.3 Charitable funds

Unrestricted funds are available for use at the discretion of the trustees in furtherance of their charitable objectives.

Designated funds comprise funds which have been set aside at the discretion of the trustees for specific purposes. The purposes and uses of the designated funds are set out in the notes to the financial statements.

1.4 Incoming resources

Income is recognised when the charity is legally entitled to it after any performance conditions have been met, the amounts can be measured reliably, and it is probable that income will be received.

Cash donations are recognised on receipt. Other donations are recognised once the charity has been notified of the donation, unless performance conditions require deferral of the amount. Income tax recoverable in relation to donations received under Gift Aid or deeds of covenant is recognised at the time of the donation.

Legacies are recognised on receipt or otherwise if the charity has been notified of an impending distribution, the amount is known, and receipt is expected. If the amount is not known, the legacy is treated as a contingent asset.

HALLAM COMMUNITY AND YOUTH ASSOCIATION

NOTES TO THE FINANCIAL STATEMENTS (CONTINUED)

FOR THE YEAR ENDED 31 AUGUST 2020

(Continued)

Turnover is measured at the fair value of the consideration received or receivable and represents amounts receivable for goods and services provided in the normal course of business, net of discounts and other sales related taxes.

1.5 Resources expended

Resources expended, inclusive of irrecoverable VAT, are recognised in the year in which they are incurred and are analysed in the statement of financial activities according to the nature of the expense. No costs have been apportioned.

Costs of generating funds comprises those costs directly attributable to specific fundraising events and are included in bar and fundraising costs.

Charitable activities comprises those costs incurred by the charity in the delivery of its activities and services for its beneficiaries. It includes costs that can be directly allocated to such activities and those costs of an indirect nature that are necessary to support them.

Governance costs include those costs associated with meeting the constitutional and statutory requirements of the charity and include the independent examination fees and costs linked to the strategic management of the charity.

1.6 Tangible fixed assets

Tangible fixed assets are initially measured at cost and subsequently measured at cost or valuation, net of depreciation and any impairment losses.

Depreciation is recognised so as to write off the cost or valuation of assets less their residual values over their useful lives on the following bases:

Leasehold property All leasehold property costs are depreciated over the term of the lease - 40 years from September 1996 Fixtures, fittings & equipment 15% reducing balance

The gain or loss arising on the disposal of an asset is determined as the difference between the sale proceeds and the carrying value of the asset, and is recognised in net income/(expenditure) for the year.

1.7 Impairment of fixed assets

At each reporting end date, the charity reviews the carrying amounts of its tangible and intangible assets to determine whether there is any indication that those assets have suffered an impairment loss. If any such indication exists, the recoverable amount of the asset is estimated in order to determine the extent of the impairment loss, if any.

HALLAM COMMUNITY AND YOUTH ASSOCIATION

NOTES TO THE FINANCIAL STATEMENTS (CONTINUED)

FOR THE YEAR ENDED 31 AUGUST 2020

1 Accounting policies

(Continued)

Recoverable amount is the higher of fair value less costs to sell and value in use. In assessing value in use, the estimated future cash flows are discounted to their present value using a pre-tax discount rate that reflects current market assessments of the time value of money and the risks specific to the asset for which the estimates of future cash flows have not been adjusted.

If the recoverable amount of an asset is estimated to be less than its carrying amount, the carrying amount of the asset is reduced to its recoverable amount. An impairment loss is recognised immediately in income/(expenditure) for the year, unless the relevant asset is carried at a revalued amount, in which case the impairment loss is treated as a revaluation decrease.

Recognised impairment losses are reversed if, and only if, the reasons for the impairment loss have ceased to apply. Where an impairment loss subsequently reverses, the carrying amount of the asset is increased to the revised estimate of its recoverable amount, but so that the increased carrying amount does not exceed the carrying amount that would have been determined had no impairment loss been recognised for the asset in prior years. A reversal of an impairment loss is recognised immediately, unless the relevant asset is carried in at a revalued amount, in which case the reversal of the impairment loss is treated as a revaluation increase.

1.8 Stocks

Stocks are stated at the lower of cost and estimated selling price less costs to complete and sell. Cost comprises direct materials and, where applicable, direct labour costs and those overheads that have been incurred in bringing the stocks to their present location and condition. Items held for distribution at no or nominal consideration are measured the lower of replacement cost and cost.

Net realisable value is the estimated selling price less all estimated costs of completion and costs to be incurred in marketing, selling and distribution.

1.9 Cash and cash equivalents

Cash and cash equivalents include cash in hand, deposits held at call with banks, other short-term liquid investments with original maturities of three months or less, and bank overdrafts. Bank overdrafts are shown within borrowings in current liabilities.

1.10 Financial instruments

The Charity has elected to apply the provisions of Section 11 ‘Basic Financial Instruments’ and Section 12 ‘Other Financial Instruments Issues’ of FRS 102 to all of its financial instruments.

Financial instruments are recognised when the charity becomes party to the contractual provisions of the instrument.

Financial assets are offset, with the net amounts presented in the accounts when there is a legally enforceable right to set off the recognised amounts and there is an intention to settle on a net basis or to realise the asset and settle the liability simultaneously.

HALLAM COMMUNITY AND YOUTH ASSOCIATION

NOTES TO THE FINANCIAL STATEMENTS (CONTINUED)

FOR THE YEAR ENDED 31 AUGUST 2020

(Continued)

Basic financial assets

Basic financial assets, which include debtors and cash and bank balances, are initially measured at transaction price including transaction costs and are subsequently carried at amortised cost using the effective interest method unless the arrangement constitutes a financing transaction, where the transaction is measured at the present value of the future receipts discounted at a market rate of interest. Financial assets classified as receivable within one year are not amortised.

Impairment of financial assets

Financial assets, other than those held at fair value through income and expenditure, are assessed for indicators of impairment at each reporting date. Financial assets are impaired where there is objective evidence that, as a result of one or more events that occurred after the initial recognition of the financial asset, the estimated future cash flows have been affected.

If an asset is impaired, the impairment loss is the difference between the carrying amount and the present value of the estimated cash flows discounted at the asset’s original effective interest rate. The impairment loss is recognised in net income/(expenditure) for the year.

If there is a decrease in the impairment loss arising from an event occurring after the impairment was recognised, the impairment is reversed. The reversal is such that the current carrying amount does not exceed what the carrying amount would have been, had the impairment not previously been recognised. The impairment reversal is recognised in net income/(expenditure) for the year.

Derecognition of financial assets

Financial assets are derecognised only when the contractual rights to the cash flows from the asset expire or are settled, or when the charity transfers the financial asset and substantially all the risks and rewards of ownership to another entity, or if some significant risks and rewards of ownership are retained but control of the asset has transferred to another party that is able to sell the asset in its entirety to an unrelated third party.

Basic financial liabilities

Basic financial liabilities, including creditors and bank loans are initially recognised at transaction price unless the arrangement constitutes a financing transaction, where the debt instrument is measured at the present value of the future payments discounted at a market rate of interest. Financial liabilities classified as payable within one year are not amortised.

Debt instruments are subsequently carried at amortised cost, using the effective interest rate method.

Trade creditors are obligations to pay for goods or services that have been acquired in the ordinary course of operations from suppliers. Amounts payable are classified as current liabilities if payment is due within one year or less. If not, they are presented as non-current liabilities. Trade creditors are recognised initially at transaction price and subsequently measured at amortised cost using the effective interest method.

Derecognition of financial liabilities

Financial liabilities are derecognised when the charity’s contractual obligations expire or are discharged or cancelled.

HALLAM COMMUNITY AND YOUTH ASSOCIATION

NOTES TO THE FINANCIAL STATEMENTS (CONTINUED)

FOR THE YEAR ENDED 31 AUGUST 2020

1 Accounting policies

(Continued)

1.11 Leases

Rentals payable under operating leases, including any lease incentives received, are charged to income on a straight line basis over the term of the relevant lease.

2 Critical accounting estimates and judgements

In the application of the charity’s accounting policies, the trustees are required to make judgements, estimates and assumptions about the carrying amount of assets and liabilities that are not readily apparent from other sources. The estimates and associated assumptions are based on historical experience and other factors that are considered to be relevant. Actual results may differ from these estimates.

The estimates and underlying assumptions are reviewed on an ongoing basis. Revisions to accounting estimates are recognised in the period in which the estimate is revised where the revision affects only that period, or in the period of the revision and future periods where the revision affects both current and future periods.

3 Voluntary income

2020 2019
£ £
Membership subscriptions, donations and gifts 8,832 8,383
4 Charitable activities
2020 2019
£ £
Community centre activities and hall hire 34,760 61,726
Other income 130 30
34,890 61,756
Analysis by fund
Unrestricted funds - general 16,644 27,159
Unrestricted funds - designated 18,246 34,597
34,890 61,756

HALLAM COMMUNITY AND YOUTH ASSOCIATION

NOTES TO THE FINANCIAL STATEMENTS (CONTINUED)

FOR THE YEAR ENDED 31 AUGUST 2020

5
6
7		 Bar income and fundraising activities
2020
2019
£
£
Non-charitable trading activities
3,022
7,781
Interest received
2020
2019
£
£
Interest receivable
78
28
Raising funds
2020
2019
£
£
Fundraising costs
Bar staff costs
320
430
Other bar and fundraising costs
1,969
8,904
2,289
9,334		 Bar income and fundraising activities
2020
2019
£
£
Non-charitable trading activities
3,022
7,781
Interest received
2020
2019
£
£
Interest receivable
78
28
Raising funds
2020
2019
£
£
Fundraising costs
Bar staff costs
320
430
Other bar and fundraising costs
1,969
8,904
2,289
9,334
9,334

HALLAM COMMUNITY AND YOUTH ASSOCIATION

NOTES TO THE FINANCIAL STATEMENTS (CONTINUED)

FOR THE YEAR ENDED 31 AUGUST 2020

8 Charitable activities

2020 2020 2019
£ £
Depreciation and impairment 6,105 6,174
Section activity expenditure 13,501 23,670
Maintenance of building 1,096 3,218
Cleaning 6,656 8,287
Repairs and renewals 2,557 2,661
Hire of facilities 1,513 1,500
Light, heat and water 4,140 6,393
Ground rent 1,000 1,000
Insurance 5,054 5,017
Postage and stationery - 2,059
Bank charges 177 161
Miscellaneous 995 1,824
Broadband 723 1,007
43,517 62,971
Share of governance costs (see note 9) 1,080 1,050
44,597 64,021
9 Support costs
Support Governance 2020 Support Governance 2019
costs costs costs costs
£ £ £ £ £ £
Independent examiner's
fee - 1,080 1,080 - 1,050 1,050
- 1,080 1,080 - 1,050 1,050
Analysed between
Charitable activities - 1,080 1,080 - 1,050 1,050

10 Trustees

None of the trustees (or any persons connected with them) received any remuneration or any other benefits from employment with the charity or any related entity during the year, but one of them was reimbursed a total of £600 (2019 - £600) for expenses on behalf of the charity.

HALLAM COMMUNITY AND YOUTH ASSOCIATION

NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31 AUGUST 2020

11 Employees

Number of employees

The average monthly number of employees during the year was:

2020 2020 2019
Number Number
Bar Staff 1 1
Employment costs 2020 2019
£ £
Wages and salaries 320 430
There were no employees whose annual remuneration was £60,000 or more.
Tangible fixed assets
Leasehold Fixtures, fittings Total
property & equipment
£ £ £
Cost
At 1 September 2019 247,154 29,039 276,193
At 31 August 2020 247,154 29,039 276,193
Depreciation and impairment
At 1 September 2019 150,062 26,399 176,461
Depreciation charged in the year 5,712 393 6,105
At 31 August 2020 155,774 26,792 182,566
Carrying amount
At 31 August 2020 91,380 2,247 93,627
At 31 August 2019 97,092 2,640 99,732

12 Tangible fixed assets

HALLAM COMMUNITY AND YOUTH ASSOCIATION

NOTES TO THE FINANCIAL STATEMENTS (CONTINUED)

FOR THE YEAR ENDED 31 AUGUST 2020

13 Financial instruments 2020 2020 2019 2019
£ £
Carrying amount of financial assets
Debt instruments measured at amortised cost 8,888 6,050
Carrying amount of financial liabilities
Measured at amortised cost 1,730 2,512
14 Stocks 2020 2019
£ £
Bar stock 450 800
15 Debtors
2020 2019
Amounts falling due within one year: £ £
Trade debtors 8,888 6,050
Prepayments and accrued income 911 192
9,799 6,242
16 Other creditors falling due within one year
2020 2019
£ £
Trade creditors 650 1,462
Accruals and deferred income 1,080 1,050
1,730 2,512

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