2023-12-31-accounts - Priory Park Community Association

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PRIORY PARK COMMUNITY ASSOCIATION Annual report of the Trustees for the year ended 31 December 2023

Charity No. 1002848

PRIORY PARK COMMUNITY ASSOCIATION

TRUSTEES’ REPORT AND ACCOUNTING STATEMENTS

FOR THE YEAR ENDED 31 DECEMBER 2023

M Benfield ACMA CGMA, Chartered Management Accountant

26 Lydney Road, Locks Heath, Southampton SO31 6PY. 07879 671175

PRIORY PARK COMMUNITY ASSOCIATION Annual report of the Trustees for the year ended 31 December 2023

Priory Park is constituted by Community Association Trust Deed and is a registered charity. The charity was formed to run the Community Hall in Priory Park, Locks Heath. The address is Priory Park Community Hall, Upper Brook Drive, Locks Heath, Southampton, Hampshire. The trustees for the year were:

Chairman Mrs Judi Sainsbury, 43 Woodlands Close, Sarisbury Green.

Vice-Chairman Mrs Julia Coates, 2 Horseshoe Lodge, Warsash.

Treasurer Position vacant Trustees Mrs Gilly Ostler 22 Cornflower Close, Locks Heath.

Mrs Julia Coates, 2 Horseshoe Lodge, Warsash.

The trustees are initially appointed for a term of one year and each is liable for re-election at the end of their term. Election is by ballot of all Priory Park residents attending the annual General Meeting.

The object of the charity is to run and maintain the hall for the benefit of residents of Priory Park and the surrounding area. To this end, the trustees charge rental on the hall for use by local groups on an hourly basis and engage the services of local builders as necessary to carry out maintenance work. A part time Manager is employed by the charity to keep control of the day to day running of the centre. The cleaning of the community hall is undertaken by a local cleaning company.

The policy of the trustees is to charge sufficient rentals to run and maintain the hall to a high standard and to build up a reserve for major repairs should any become necessary.

During the year the hall was hired out on a regular basis to several groups for meetings / activities, which include Pre-school, a Performing Arts Academy, Local Authorities, Church, Pilates, Pre and Postnatal exercise classes, Children’s and Adult craft sessions, Scouts, and Guides. In addition, the hall was also hired for private functions and the trustees remain convinced that the high standard of facilities available at the hall are a major factor in securing regular bookings for such events, which contribute substantially to the income of the charity. The bookings for 2024 remain buoyant.

The community association has undertaken some refurbishment projects during the year. These include: - new internal fire doors, redecoration of both halls, kitchen and foyer, various plumbing repairs and upgrades, new curtain track in the small hall and new LED lighting throughout the building. General maintenance and day-to day repairs have been ongoing throughout the year.

The trustees wish to continue to monitor outgoings to keep cash reserves stable.

Cash funds held on deposit at the end of 2023 remain buoyant and the trustees do not consider it necessary to hold a specific fund-raising event at present. It is however the intention of the trustees to continue to apply for grant money to help fund essential upgrading projects to make certain the building remains safe and well maintained.

PRIORY PARK COMMUNITY ASSOCIATION Annual report of the Trustees for the year ended 31 December 2023

Trustees’ responsibilities

The trustees are required under the Charities Act 1993 to prepare financial statements for each financial year which give a true and fair view of the charity’s financial activities during the year and of its financial position at the end of the year unless the charity is entitled to prepare accounts on the alternative receipts and payments basis. In preparing financial statements giving a true and fair view the trustees should follow the best practice and:

(a) Select suitable accounting policies and apply them consistently.
(b) Make Judgements and estimates that are reasonable and prudent.
(c) State whether applicable accounting standards and statements of recommended practice have been followed, subject to any departures disclosed and explained in the financial statements.
(d) Prepare the financial statements on a going concern basis unless it is inappropriate to presume the charity will continue in operation.

The trustees are responsible for keeping accounting records which disclose with reasonable accuracy the financial position of the charity, and which enable them to ascertain the financial position of the charity, and which enable them to ensure that the financial statements comply with applicable law and regulations. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention of and detection of fraud and other irregularities.

This report was approved by the trustees on 04/04/2024 and is signed on behalf of them all.

J Sainsbury

Mrs Judi Sainsbury Chairman

PRIORY PARK COMMUNITY ASSOCIATION Annual report of the Trustees for the year ended 31 December 2023

Independent Examiner’s Report

Report to the trustees of Priory Park Community Association, Charity number 1002848, on the accounts for the year ended 31 December 2023 which are set out on the attached pages.

I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31 December 2023.

Responsibilities and basis of report

As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).

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

Independent examiner’s statement

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

the accounting records were not kept in accordance with section 130 of the Charities Act; or
the accounts did not accord with the accounting records; or
the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.

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 accounts to be reached.

Mark Benfield ACMA CGMA Chartered Management Accountant 26 Lydney Road Locks Heath Southampton SO31 6PY

Date: 16 April 2024

PRIORY PARK COMMUNITY ASSOCIATION Annual report of the Trustees for the year ended 31 December 2023

Receipts and payments account: General Fund
Note
Income Receipts
Trade in pursuit of the charity's objects
Hall rentals
1
Fundraising activities
Photocopier hire
Investment income
Bank interest
Other income
Grants from Fareham Borough Council
Grant from Pre-School
Misc income
Total Receipts
Direct Charitable expenditure
2
Warden, caretaker and cleaning costs
Repairs and maintenance of hall
Lighting and heating costs
Water rates and refuse
Insurance
Rent to Fareham Borough Council
Other expenditure
3
General fundraising events
General administrative expenses
Postage and telephone calls
Auditors fees
Total expenditure
Net Expenses/Receipts for the year
Bank balances at beginning of year
Bank balances at end of year

2023
2022
£
£
30,884
26,443
44
159
196
14
2,460
2,667
0
0
71
2,951
33,656
32,233
19,631
17,987
8,797
9,241
4,197
3,370
2,749
1,974
1,118
1,014
728
728
37,220
34,313
239
478
344
479
1,094
916
198
198
1,874
2,071
39,094
36,384
-5,439
-4,151
26,263
30,414
20,824
26,263

There are no restricted income funds, contingency funds or endowment funds.

PRIORY PARK COMMUNITY ASSOCIATION Annual report of the Trustees for the year ended 31 December 2023

Statement of assets and liabilities as at 31 December 2023

Monetary assets Bank balances General fund - Bank Current Account - Bank Deposit Account - Cash in hand	2023 2022 £ £ 701 1,337 20,123 24,926 0 0 20,824 26,263

There are no other assets of the charity

Accounting policies

The receipts and payments accounts have been drawn up as a summary of the receipts and payments made during the year by the charity. Amounts are included as received by the charity or as cheques drawn.

The accounts and statements do not include accruals and prepayments in respect of income or expenses.

The receipts and payments accounts and statement of assets and liabilities have been prepared following the guidance on accounting for smaller charities issued by the Charity Commission.

PRIORY PARK COMMUNITY ASSOCIATION Annual report of the Trustees for the year ended 31 December 2023

Notes to the accounts for the year ended 31 December 2023

Note 1

Hall Rentals Priory Park Pre-School In Time Dance 5th Locks Heath Guides 2nd Locks Heath Scout Group 1st Titchfield Rangers Fareham Borough Council Gilly's Pilates Circuit Training Pyjama Drama Little Learners Singsational Choir Son Rise Tabnabs Private Hire and Parties Storage Strong Mum Crew Kings Academy Bowlers Contributions to Expenses Total	2023 2022 £ £ 14,456 12,895 0 0 713 679 2,394 1,894 462 401 0 259 2,176 1,570 0 0 0 22 0 0 0 358 1,609 732 14 778 2,911 3,013 358 412 514 74 1,393 0 3,886 3,356 30,884 26,443

PRIORY PARK COMMUNITY ASSOCIATION Annual report of the Trustees for the year ended 31 December 2023

Notes to the accounts for the year ended 31 December 2023

Note 2 Direct Charitable expenditure Warden, Caretaker and Cleaning costs Wardens Caretaker Cleaner Cleaning Materials Window and Wheelie Bin Cleaning Repairs and Maintenance of Hall Maintenance Furniture and Equipment Lighting and Heating costs Electricity Water rates and refuse Water rates Trade refuse Insurance Rent Total	2023 2022 £ £ 10,281 9,345 0 0 8,524 7,314 611 818 216 509 19,631 17,987 8,135 8,333 663 908 8,797 9,241 4,197 3,370 1,834 1,139 915 835 2,749 1,974 1,118 1,014 728 728 37,220 34,313

PRIORY PARK COMMUNITY ASSOCIATION Annual report of the Trustees for the year ended 31 December 2023

Notes to the accounts for the year ended 31 December 2023

Note 3 Other Expenditure General fundraising events Performing Rights Society General Administrative expenses Miscellaneous Photocopier rental Postage and telephone calls Telephone expenses Office Supplies and postage Auditing Fees Bank charges Total	2023 2022 £ £ 239 478 239 478 344 479 0 0 344 479 930 659 164 257 1,094 916 198 198 0 0 1,874 2,071