## **Independent Examiner's Report to the Trustees of Newton Flotman Village Centre and Alan King Playing Field** I report on the accounts for the year ended 31[st] December 2023. ## **Respective responsibilities of trustees and examiner** The charity trustees are responsible for the preparation of the accounts. The trustees consider that an audit is not required for this year (under section 144(2) of the Charities Act 2011 and that an independent examination is required. It is my responsibility to: - examine the accounts under Section 145 of the Charities Act 2011 - to follow the procedures laid down in the General Directions given by the Charity Commission (under section 145(5)(b) of the Charities Act 2011); and - to state whether particular matters have come to my attention ## **Basis of the independent examiner's report** My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination 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 the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts provide a 'true and fair view' and the report is limited to those matters set out in the statements below. ## **Independent Examiner's statement** In connection with my examination, no matter has come to my attention: 1. which gives me reasonable cause to believe that, in any material respect, the requirements - to keep accounting records in accordance with Section 130 of the Charities Act 2011; and - to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the Charities Act 2011 have not been met; or 2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. ## Join. Coemakenya Date 25[th] September 2024 Louisa Garamukanwa FCA Headspace Accountancy Ltd 2 Yarmouth Road Hales Norfolk NR14 6SP **Newton Flotman Village Centre and Alan King Playing Field** ## **Notes to the Unaudited Accounts 01/01/23 to 31/12/23** |**(1) Cinema Evenings**
Income:
Expenditure:|£3,393.34
£1,366.49
**£2,026.85**
**£10.00**
£6,823.07
£5,472.55
£12,295.62
£5,656.82
£1,375.00
£227.81
£7,259.63
**£5,035.99**
**£1,204.56**
£13.66
£9.96
**£23.62**
£2,823.72
£498.34
**£2,325.38**
£25.98
£6.00
£216.00
£630.00
£21.23
£23.97
£185.00
£199.99
£1,509.98
**£2,818.15**|**(8) Health and Safety**
Play area safety checks
£35.00
ROSPA Play area inspection
£132.00
Tree survey
£576.00
Fire extinguisher inspection
£223.93
Grit bin and salt
£101.94
PAT Testing
£78.00| |---|---|---| |**Surplus**||| |**(2) Donations**||| |**David Speed:**||| |**(3) Social Club Activity**
Events Income:
Social Club Bar Takings:
Total Income:
Bar Stock Purchases:
Events Expenditure:
Social Club Expenditure:
Total Expenditure:||**Total**
**£1,146.87**| |||**(9) Licences**
Small societies lotteries fee
£20.00
TV Licence
£159.00
PPL PRS Music Licence
£154.80
Premises Licence for the sale of alcohol annual fee
£70.00| |||**Total**
**£403.80**| |||**(10) Maintenance**
Baby changing table
£149.94
Flexi tap connector in Gents' toilet
£10.00
Supply & install swing seats
£988.56
Toilet seat in Gents' toilet
£15.00
Toilet repairs
£246.00
Play area fencing repairs
£30.00
Projector bulb
£75.00
Replacement sealed unit for fire exit door
£50.00
Remove trees from gable end of hall
£290.00
Tap repairs
£225.00
Flourescent bulbs
£23.37
Tree and hedge maintenance
£100.00| |**Surplus**||| |**(4) Grants**||| |**Newton Flotman Parish Council:**||| |For new bins and playground equipment
**(5) Miscellaneous Income**
British Gas - Electricity refund
St. Mary's Churchpurchase of toilet rolls from the Village Centre||| |**Total**||| |**(6) Village Fete**
Income:
Expenditure:||| |||**Total**
**£2,202.87**| |**Surplus**||**(11) Miscellaneous Expenditure**| |**(7) Fixtures & Fittings**
Bunting for the hall:
Jugs
Galvanised steel liners for the playing field bins
6 x picnic benches:
Bar optics
Bar curtain
Pool table
Bar freezer
Installation of new bar||| |||**Hall hire cancellation refund**
**£54.00**| |||| |**Total**||| ## **Newton Flotman Village Centre and Alan King Playing Field Accounts 1st January 2023 to 31st December 2023 As at the close of business 31/12/23** **----- Start of picture text -----**
Income 2023 Notes 2022 Expenditure 2023 Notes 2022
Cinema Night Ticket Sales £1,947.16 Bar Stock held £498.33
Cinema Night Bar Sales £1,075.51 Bar Stock Purchased £5,158.49
Cinema Night DVD Sales £35.75 BAR STOCK £5,656.82 3 £2,747.00
Cinema Night Raffle £334.92 Cinema Night DVD Purchases £204.94
CINEMA NIGHTS £3,393.34 1 £2,254.85 Cinema Night Film Licences £1,161.55
COIF 1 Account Interest £98.19 CINEMA NIGHTS £1,366.49 1 £1,531.15
COIF 2 Account Interest £190.16 CONSUMABLES £60.89 £106.76
INTEREST £288.35 £63.58 DEPOSITS RETURNED £125.00 £325.00
DEPOSITS COLLECTED £125.00 £325.00 ELECTRICITY £653.88 £825.68
DONATIONS £10.00 2 £20.00 Events - 80s Night £350.00
Events - 80s Night £674.09 Events - ABBA Night £350.00
Events - ABBA Night £1,014.47 Events - Bloke & Burd £200.00
Events - Bingo Night £757.09 Events - Christmas Party £180.00
Events - Bloke and Burd £583.56 Events - End of Year Party £190.00
Events - Christmas Craft fair £280.00 Events - Ross Stewart £200.00
Events - Christmas Party £336.41 EVENTS £1,470.00 3 £0.00
Events - Coronation Lunch £588.18 FIXTURES AND FITTINGS £2,818.15 9 £55.08
Events - Easter Fair £270.00 GENERAL CLEANING £1,099.09 £1,160.00
Events - End of Year Party £315.43 HEALTH AND SAFETY £1,146.87 10 £3,159.42
Events - Jersey Boiz £335.71 HEATING £746.91 £805.93
Events - Lions Club Quiz Night £417.33 INSURANCE £1,128.51 £1,025.04
Events - Race Night - May £836.10 LICENCES £403.80 11 £799.74
Events - Race Night - October £304.80 MAINTENANCE £2,202.87 12 £174.50
Events - Ross Stewart Night £109.90 MISCELLANEOUS EXPENDITURE £54.00 13 £4.93
EVENTS £6,823.07 3 £296.00 PROFESSIONAL FEES £0.00 £0.00
GIVE AS YOU LIVE AND AMAZON SMILE £18.41 £5.00 SOCIAL CLUB EXPENDITURE £227.81 3 £2,237.80
GRANTS £1,204.56 4 £0.00 STOCK WRITE OFFS £0.00 £18.50
INTERNAL TRANSFERS £39.10 £0.00 TELECOMS £312.82 £565.37
MISCELLANEOUS INCOME £23.62 5 £954.68 Village Fete Dog Show £105.00
OCCASIONAL HALL BOOKINGS £1,590.80 6 £1,545.75 Village Fete General Supplies £80.34
REGULAR HALL BOOKINGS £4,214.51 7 £6,956.51 Village Fete Raffle £133.00
SOCIAL CLUB BAR TAKINGS £5,472.55 3 £5,952.14 Village Fete Singer £180.00
Village Fete Bar £882.72 VILLAGE FETE £498.34 8 £0.00
Village Fete Bottle Game £14.00 WATER £471.00 £520.00
Village Fete Dog Show £188.00 WINDOW CLEANING £120.00 £120.00
Village Fete Donation £100.00
Village Fete Pitch Fees £595.00
Village Fete Raffle £862.00
Village Fete Tombola £182.00
VILLAGE FETE £2,823.72 8 £0.00
TOTAL INCOME £26,027.03 £18,373.51 TOTAL EXPENDITURE £20,563.25 £16,181.90
SURPLUS / DEFICIT £5,463.78 £2,191.61
Bank Account Balances
Community account £21,025.57
Outstanding Community account items -£759.44
COIF account 1 £2,338.59
Outstanding COIF 1 account items £0.00
COIF account 2 £4,529.49
Outstanding COIF 2 account items £0.00
£27,134.21
Balance b/f 31/12/22 £21,770.43 Cash float £100.00
2023 Surplus or Deficit £5,463.78
Balance c/f £27,234.21 £27,234.21
**----- End of picture text -----**
CHARITY COMMISSION FOR ENGLAND AND WALES Trustees. Annual Report for the period From 0110112023Period start date To 3111212023 Period end date Charity name: Newton Flotman Village Centre and Alan King Playing Field Charity registration number: 1091607 Objectives and Activities SORP reference Summary of the purposes of the charity as set out in its governing document Para 1.17 1) The object of the charity is, in the interests of social welfare, to improve the conditions of life of the inhabitants of the area of benefit without distinction of political, religious or other opinions by the provision and maintenance of.. a) a village hall for use by the inhabitants, including use for- meetings, lectures and classes, and other forms of recreation and leisure-time occupation; and b) a recreation ground for use by the inhabitants. 2) The following adjoining land at Newton Flotman, in the County of Norfolk must be retained by the committee for use for the object of the charity: a) The Village Hall off Grove Way. b) The Playing Field off Grove Way. Summary of the main activities in relation to those purposes for the public benefit, in particular. the activities, projects or services identified in the accounts. Para 1.17 and 1.19 The Trustees confirm their commitment to ensure that the Village Hall and Playing Field are available to the widest possible community within the Area of Benefit (the villages of Newton Flotman and Saxlingham Thorpe.) To this end, the Trustees have undertaken the following activities: 1) Regularly publicised the facilities available at the Village Hall in both the village magazine 'Partnership', and on Newton Flotman's Village Facebook page, resulting in regular and individual bookings throughout the year. 2) Made the Village Hall available for regular users including Newton Flotman Youth Club, Cherry Tree Cafe, Action for Children, Skybound Therapies, puppy training, Newton Flotman Parish Council and Cheryl Lome Photography. 3) Installed a bar area for the Social Club. offering a regular li￿nSed bar, food vans and entertainment. 4) Applied for grants to help with the running and maintenance of the Village Centre and Playing Field. 5) Hosted cinema evenings. which brought an audience to the Village Hall from the area of benefit and surrounding villages. 6) Held a Christmas Fair and Easter Fair, with local stall holders selling crafts and gifts & a café provided by St. Mary's Church, Newton Flotman. 7) Held a Village Fete providing entertainment for people from the area of benefit and surrounding villages. 8) Continued with the Give as You Live and Amazon Smile schemes whereby members raise donations for free by shopping online. 9) After a short break, provided free & unlimited Wi-fi to hall users. 10) Provided grit and a gritting bin. 11) Provided the Village Hall as a Polling Station for County Council elections. 12) Conducted electrical, fire extinguisher, tree suniey and children's play equipment tests to ensure compliance with Health and Safety Regulations. 13) Renewed the PRS for Music and PPL joint licence, thus enabling music to be played at functions. 14) Renewed the TV Licen￿, allowing public showings of television programmes. 15) Renewed the Small Society Lottery Li￿nCe to allow the raffles to be held at various events. Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit Para 1.18 During the course of the year, the Trustees have paid regard to the guidance issued by the Charity Commission on public benefit. The Trustees are confident that the administration of the charity is undertaken in a compliant manner and that the principles of public benefit are continually adhered to. Additional information (optional) You ma choose to include further statements where relevant about: SORP reference Policy on grant making Para 1.38 Policy on social investment including program related Para 1.38 investment Contribution made by volunteers Para 1.38 Thanks go to the volunteers who serve on the Newton Flotman Village Centre and Alan King Playing Field Committee, who are not Trustees, but without whose help, activities such as, bookings and cinema evenings could not take place. Thanks must also go to the volunteers who have helped with the running of the new Social Club, which has brought much needed income to the charity and social interaction amongst residents of the area of benefit. Other Achievements and Performance SORP reference Summary of the main achievements of the charity. identifying the difference the charity s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole. Para 1.20 AGM 2024- Chairman's Report My Chairman's report last year was of necessity cautious. as il was al a time of financial Un￿rtaInty about the fvtU￿ of our Village Centre, but it did highlight number of opportunities open to us. You will hear from our Treasurer shortly and I don't want to steal his thunder. other to say Ihat 2023 ended up turning out well. Of particular note are Iwo big Suc￿sS stories., the Social Club and the Fete. The Social Club is now an established fixture. being on every Friday evening during the Summer and ￿lce monthly during the winter, with occasional "speryals" on other days. Food vans, live music. bingo. race nights and quizzes have been well supported and have shown that having a theme is important, on dark evenings especially. The fete, with the dog show. was a great success, both in terms of the numbers thal lumed oul and financially. Neither of these things happen on their own and I musl offer a speci81 thank you to the teams behind both these things. It has been especially pleasing to me that people have come forward as volunteers to help with planning and organisation. We always need more help, so please do let me know rf you can offer your serVi￿S in any way, however small. l am delighted to say that several of the opportunities I referred lo eadier have been realised and there are sever81 more in the pipeline. One big opportunity was the availability of the Hall to daylirne users and sever21 new hirers are now using the hall on a regular basis. Among these are Action for Children's Slay and Play sessions on Tuesdays and the Chery Tree Café on Wednesdays. At last yearfs meeting, we gathered a number of ideas for improvements thal could be made lo the Village Centre and the Committee has been taking these into ac(x)unt in its deliberations. As far as the Hall itself is concemed. we are aware that the ambian￿ can be improved bul for now we have concentrated on the fabric of the building and Social Club bar facilities. The roof needs repairs and the loft space needs to be cleared and reinsulaled. These are in hand. The parquet floor in this room has been sanded and sealed and the new bar area is close to being finished with the inslallation of a sink, after which the décor can be attended to, although the bar itself has been in use Sin￿ last year. We have bought six picnic tsbles for use outside and have ordered some more, ready for surnmer social evenings. Lasl year, we bought a pfy)I table and this has now been repaired and made moveable SQ It can now be used. Maybe we ¢2n Ihink about a pool team and maybe darts as well. As far as the playing field is concerned, there is not much to report. The football club have been running three teams Ihis season, there have been more trees planted by the Newton Flotman Tree Planting Group and plans are in hand to improve the drainage situation, which is an ongoing problem and one that will be expensive to solve. We have been given a number of recnmmendalions by South Norfolk Council as lo how this (x)uld be dealt with and are in the process of getting quoles. As ever. l arn indebted to the Committee members who do so much lo keep this facility available for the residents of our Village and to those other volunteers who willingly get involved. Special thanks musl go to Hayden Moon who chose to support this charity last Christmas with his magnificent light show on Grove Way. William Ball- Chairman Additional information (optional) You ma choose to include further statements where relevant about: Achievements against objectives set Para 1.41 Performance of fundraising activities against objectives set Para 1.41 Investment performance against objectives Para 1.41 Other Financial Review Review of the charity's financial position at the end of the period Para 1.21 AGM 2024- Treasurerfs Report In 2023 the charity made a total surplus of £5,464, compared to £2.192 in 2022. That's a prety good showing, bearing in mind the worries we had this lime last year over the substantial loss of income from the closure of the Preschool. The increased surplus is in the main due to the hard work of Luke Channell in organising a full programme of monthly film screenings throughout the year- the return of the Village Fete and the ex￿lIent Social Club Team putting on some great events and social club evenings. This is really important because not only do these aclivilies raise a significant amount of income, bul they also help us io fulfil our charitable remit of offering people in the village a Spa￿ lo come together. On the hall hire front, income from occasional hall bookings was pretty much the same as last year, though it's interesting to note that we had far less bookings in 2023, though people booked for longer periods of lime. Our fears over the loss of income from regular hall bookings proved partially unfounded. as although we lost £5,700 of income from Ihe closure of the Preschool, five new regular hall hirers joined us and although we haven't quite made up Ihe income we lost in that area, il certainly cushioned the blow. On the expenses side, apart from bar stock. where we spenl almost £3.000 more than we did last year- but this is an operational cost of putting on events- the biggest areas of expenditure were for fixtures & fittings and maintenan￿. All the fixtures and fittings spending was in support of aling a better environment for the Social Club, with the biggest item of expenditure being the creatiorb of the new bar. Huge thanks must go to David More-cross, not just for his hard work in building the new bar area, but for doing it at cost. On Ihe maintenance front. the cost to replace the stolen playground equipment was our largest item of expenditure and many Ihanks lo Newton Flotman Parish Council for providing us with a grant to fund this. The Pansh Council also provides us with a grant to regularly mow and maintain the playing field. saving us thousands of pounds a year and reflecting the fact that the playing field is not just an assel for hall users lo enjoy, but the whole of Newton Flotman and surrounding villages. Thanks musl also go lo South Norfolk Council, who conb.nue to rebate part of our non-domeslic rates, which saved us £438 last year. Christopher Remer. Treasurer Statement explaining the policy for holding reserves stating why they are held Para 1.22 The charity operates a policy of holding reserves as follows: Operating funds - to meet every day operational income and expenses - held in a Barclays Community Account Reserves: To cover unforeseen emergencies To cover 3 months operational costs To replace the assets listed in NFVC'S Asset Register Held in a CCLA COIF Account Designated Funds.. To fund improvements to the children's play area Held in a CCLA COIF Account Amount of reserves held Para 1.22 Barclays Community Account.. £21,025.57 Outstanding amounts due to be paid: .£722.44 COIF Account 1: COIF Account 2: Cash: TOTAL: £2,338.59 £4.529.49 £100 £27,271.21 Reasons for holding zero reserves Details of fund materially in deficit Para 1.22 Para 1.24 Explanation of any uncertainties about the charity continuing as a going concern Para 1.23 Additional information (optional) You ma choose to include further statements where relevant about: The charity's principal Para 1.47 Events: £6,823.07 sources of funds (including Bank interest.. £288.35 any fundraising) Donations: £10.00 Give as You Live & Amazon Smile: £18.45 Occasional Hall Bookings: £1,590.80 Regular Hall Bookings: £4,214..51 Social Club: £5.472.55 Village Fete: £2,823.72 Investment policy and objectives including any social investment policy adopted Para 1.46 A description of the principal risks facing the charity Para 1.46 Other Structure, Governance and Management Description of charity's trusts- Type of governing document (Ll U)i drru, I vyai kni iai iri J Para 1.25 Trust Deed dated 2810112002 How is the charity constituted? (e.g unincorporated association. CIO) Para 1.25 Trust Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees Para 1.25 Trustees are appointed as follows: There may be (1) 7 elected members; and 1 appointed member for each of the organisations listed in part 3 of the schedule to the Trust Deed [for 2023 Newton Flotman Parish Council, Newton Flotman Football Club and Newton Flotman Preschool],' in addition there may be up to 3 ccFopted members. (2) The term of office of all members ends at the annual general meeting following the date on which they came into office. They may be re- elected or re-appointed. (3) The committee members must elect which of the committee members will be the managing trustees of the charity, up to a maximum of 7 trustees. Trustees must include the Chair, Vice Chair, Secretary and Treasurer. In addition, if the appointed member for Newton Flotman Parish Council does not hold one of the aforementioned offices, then they must also become a trustee. (4) Only the trustees may take decisions regarding the management of the charity. The remaining committee members may advise the trustees and assist in the running of the charity. Additional information (optional) You ma choose to include further statements where relevant about: Policies and procedures Para 1.51 All new Trustees are provided with the adopted for the induction Charity Commission publication CC3 - The and training of trustees Essential Trustee. The charity's organisational structure and any wider network with which the charity works Para 1.51 Relationship with any related parties Para 1.51 Other Reference and Administrative details Charity name Newton Flotman Village Centre and Alan King Playing Field Other name the charity uses Registered charity number 1091607 Charity's principal address Newton Flotman Village Centre, Grove Way. Newton Flotman, Norwich. NR15 1QE. Name of person (or body) entitled to appoint trustee ifan Trustee name Office (If any) Dates acted if not for whole year William Ball Chair Richard Green VI￿ Chair Christopher Remer Treasurer Mark Taylor Newton Flotman Football Club Hilary Beach Secretary Newton Flotman Parish Council Pamela Hawes Andrew Broad 10 12 13 14 15 16 17 18 19 20 Corporate trustees - names of the directors at the date the report was approved Director name Name of trustees holding title to propety belonging to the charity Truslee name Dates acted if not for whole ear Funds held as custodian trustees on behalf of others Description of the assets held in this capacity Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity's objects Newton Flotman Parish Council is a Custodian Trustee of the charity. Details of arrangements for safe custody and segregation of such assets from the charity's own assets Additional information (optional) Names and addresses of advisers (Optional information) Type of Name Address adviser Name of chief executive or names of senior staff members {Optional information) Exemptions from disclosure Reason for non-disclosure of ke ersonnel details Other o tional information Declarations The trustees declare that they have approved the trustees, report above. Signed on behalf of the charity's trustees Signature(s) Full name(s) William Spencer Ball Position (eg Secretary. Chair, etc) Chair Date 171612024