Charity number: 1142227 Company number: 06677042 (England and Wales) Caerwent Playing Fields Association Limited Report of the Trustees and Unaudited Financial Statements For the year ended 31 December 2024 Caerwent Playing Fields Association Limited Contents Page For the year ended 31 December 2024 |Report of the Trustees|1 to 4| |---|---| |Independent Examiner's Report to the Trustees|5| |Statement of Financial Activities|6| |Statement of Financial Position|7| |Notes to the Financial Statements|8 to 12| |Detailed Statement of Financial Activities|13| ## Caerwent Playing Fields Association Limited Report of the Trustees ## For the year ended 31 December 2024 The Trustees have pleasure in presenting their report and the financial statements for the Charity for the year-ended 3 December 2023. The Trustees have adopted the provisions of Accounting and Reporting by Charities: Statement o Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standar applicable in the UK and the Republic of Ireland (FRS 102) and the Companies Act 2006. ## **OBJECTIVES AND ACTIVITIES** The aims and objectives of Caerwent Playing Fields Association Limited are to: Promote, for the benefit and enjoyment of the inhabitants of the villages and neighbourhood of Caerwent, facilities fo relaxation, recreation, education and leisure activities. Promote these activities without any distinction of sex, sexual orientation, race, political or religious beliefs. Promote appropriate use of the playing fields and village hall to serve the inhabitants of Caerwent and its neighbourhood. Maintain and manage the hall and playing fields, working together with the local authority and other agencies as appropriate for the benefit of the inhabitants of Caerwent and its neighbourhood. The formal documentation (Memorandum of Association), reflects that the company is a charity, it summarises the forma objectives and confirms that the liability of the members is limited. Evidence our work delivers our aims: This review looks at what activities took place in the hall and on the field during the year. Most of our activity is generate from evening and weekend use of the hall including regular bookings from the local bowls club, church, and various fitnes and slimming classes. there are fitness and dance classes in the daytime on two days of the week and the football club o Sunday mornings. We can confirm that the hall has been used by all age groups and it is evident from the usage profile that a wide age rang of local residents, from the very young to the elderly, have engaged at various times in recreational and leisure pursuits i the hall and on the playing fields; our website shows the booking range and frequency on the bookings calendar. The focus of our work: To achieve our objectives of managing the hall for a variety of public use; much of our work is aimed at fundraising whic comes from the following sources: Fundraising events by the committee Donations Grants from various bodies The other main source of income is from private hall hire for individuals and groups The trustees have had regard to the Charity Commission's guidance on public benefit. The hall is run on a day to day basi by a Planning and Fundraising Committee who meet face to face throughout the year. The committee, together with th trustees, consists entirely of volunteers. The main function of the committee is to ensure the facilities are 'fit for purpose This necessitates a wide number of tasks, including the procurement of appropriate licenses, insurance, maintaining fir safety equipment, emergency drills, health and safety policy review including food hygiene certificates, restocking the first ai box, portable appliance testing, annual gas boiler central heating service, regular security checks, maintenance an cleaning, stock checks, keeping proper accounting records, regular budget reviews and ensuring annual returns are made t the Charity Commission and to Companies House. ## Improvements to the hall fabric are funded as required. The committee also raises funds to share the cost of maintenance of the trees and playing field jointly with the Caerwen Community Council. ## **Objectives and aims** The trustees have considered the Charity Commision's guidance on public benefit, including the guidance 'public benefi running a charity (PB2)'. 1 of 13 ## Caerwent Playing Fields Association Limited Report of the Trustees Continued For the year ended 31 December 2024 ## **ACHIEVEMENTS AND PERFORMANCE** Who used and benefited from our facilities We continued to hold fundraising events in 2023 including holding Car Boot Sales on the playing fields where weathe permitted, a fundraising book sale where we donated 50 % of the proceeds to Macmillan Cancer and a successful quiz night Following positive feedback from the community with regard to our scaled down Village Show in 2022, we followed a simila format in 2023 by keeping it as a smaller show with less entertainment alongside the usual fruit and veg competition. As i 2022 we held this more as a community event instead of a fundraiser, however, due to good weather and increased footfa the bar and bbq takings almost doubled, resulting in a very successful day. The hall has been used regularly throughout the year by a variety of clubs/classes. On the playing fields, there has bee junior and youth football including a football tournament in July. Financial review Our accounts show a deficit of £5670 this year, however, we had to pay for major roof repairs to the hall and for a toile refurbishment. In total these costs came to £10,300. Without this cost we would have shown a surplus. We continue to receive grants from the local council to help with the cost of the newsletters and the general upkeep of the hall. Plans for future periods Unfortunately, whilst plans are still underway to begin fitting out he football changing rooms, time constraints have delaye the planning of this which is being managed by the Caerwent Football Club. Funds are still available for this and the cost o this will be split between the Caerwent Football Club and the Caerwent Playing Fields Committee. The toilets were refurbished in 2023 although they will need to be decorated and new flooring fitted. There is also still plan to refit the kitchen and this has purely been held up by lack of time to plan and organise. Hall bookings are expected to continue to be popular this year and four boot sales have already been planned for th summer months. The Village Show continued to be scaled down in 2023 with no charges for any stalls we agree can attend and entertainmen and facepainting provided for free. The idea is to provide an event for the community that does not need to cost anything We did continue to have a paid bar and bbq though, which due to good weather raised twice as much as 2022. The Veg an Fruit show continues to be popular and an expected event by the local community. ## **STRUCTURE, GOVERNANCE AND MANAGEMENT** ## **Governing document** The Company's Memorandum & Articles of Association reflect the fact that the organisation is a private company limited b guarantee (incorporated on 19 August 2008) and, as such, has no share capital. The company is referred to as 'The Charity throughout the document and as such it is a charitable company. As the company is set up with special charitable Articles of Association (and has dual registration both as a company and a a charity) it is unlike an unincorporated trust or association. The charity is run by directors and members, the directors acting as trustees for the purposes of the Charities Act.This i advantageous as the liability is limited, (the charity being liable for debts rather than the individuals), and there is a maximum contribution of £10 each. The Company's Articles govern the requirements for general meetings, (and the procedures therein) and there is n stipulation as to the maximum number of trustees although there must be no fewer than three. The Articles also govern the appointment and retirement of trustees and require retirement by rotation although the retire may be reappointed if the vacancy is not filled. 2 of 13 ## Caerwent Playing Fields Association Limited Report of the Trustees Continued For the year ended 31 December 2024 ## **Recruitment and appointment of trustees** Committee members, directors and trustees are formally appointed at the Annual General Meeting, (AGM), in April. The AGM is advertised in the village newsletter and is open to the public. The requirement for notice of the AGM are set out in th Articles of Association. Trustee Induction and Training: The present trustees are already familiar with the practical work of the charity having served on the committee for a numbe of years. The committee meets regularly on a monthly basis and all are involved in the day to day running of the charity i various roles. All trustees are given copies of the annual financial statements. ## Risk Management: A central register of risk assessment specific to the show is maintained, a checklist is also retained of other items for periodi review including licensing, maintenance and appliance testing etc. A fire action and evacuation plan is published within the hall itself. The committee has adopted 'The Health and Safety Checklist for Village and Community Halls' published specifically fo village halls by the Health and safety Executive to use as a broad baseline. ## Organisational Structure The Charity is run by a management committee all of whom are volunteers and receive no payment. At present, members are elected for one year at the AGM held in April. There is currently no finite term of office. Trustee and directors are elected at the AGM The Charity enjoys good working relations with Monmouthshire County Council and Caerwent Community Council. ## **REFERENCE AND ADMINISTRATIVE INFORMATION** **Name of Charity** Caerwent Playing Fields Association Limited **Charity registration number** 1142227 **Company registration number** 06677042 **Principal address** 8 Cadoc Close Caerwent Caldicot NP26 4QT ## **Trustees** The trustees and officers serving during the year and since the year end were as follows: C Harris Donna Tomlin Caroline Morris **Secretary** Caroline Morris **Independent examiners** Portskewett Accountancy Services Ltd 33 Main Road Portskewett Caldicot NP26 5SA 3 of 13 ## Caerwent Playing Fields Association Limited Report of the Trustees Continued For the year ended 31 December 2024 Approved by the Board of Trustees and signed on its behalf by ............................................................................. Caroline Morris 4 of 13 ## Caerwent Playing Fields Association Limited Independent Examiners Report to the Trustees For the year ended 31 December 2024 I report to the trustees on my examination of the accounts of the Caerwent Playing Fields Association Limited, ('the charity for the year ended 31 December 2024. ## **Responsibilities and basis of report** As the trustees of the company, (and also its directors for the purposes of company law), you are responsible for th preparation of the accounts in accordance with the requirements of the Companies Act 2006 ('the 2006 Act'). Having satisfied myself that the accounts of the Company are not required to be audited under Part 16 of the 2006 Act an are eligible for independent examination, I report in respect of my examination of your charity's accounts carried out unde section 145 of the Charities Act 2011 ('the 2011 Act'). In carrying out my examination I have followed the Directions given b the Charity Commission under section 145(5)(b) of the 2011 Act. ## **Independent examiners 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: 1. accounting records were not kept in respect of the Company as required by section 386 of the 2006 Act; or 2. the accounts do not accord with those records; or 3. the accounts do not comply with the requirements of section 396 of the 2006 Act 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; or 4. the accounts have not been prepared in accordance with the methods and principles of the Statement of Recommended Practice for accounting and reporting by charities applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102). 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. Portskewett Accountancy Services Ltd 33 Main Road Portskewett Caldicot NP26 5SA 04 April 2025 5 of 13 ## Caerwent Playing Fields Association Limited Statement of Financial Activities (including Income and Expenditure Account) For the year ended 31 December 2024 |**Notes**
**Income and endowments from:**
Donations and legacies
2
Other trading activites
3
Fund raising events
Hall hire
Bar takings
Newsletter subscriptions &
adverts
Investments
4
Bank interest receivable
**Total**
**Expenditure on:**
Raising funds
5/6
Costs of generating donations
and legacies
Fundraising trading: cost of
goods sold and other costs
**Total**
**Net income/expenditure**
**Reconciliation of funds**
Total funds brought forward
**Total funds carried forward**|**Unrestricted**
**funds**
**£**
2,027
7,004
17,591
4,793
1,605
189
**33,209**
)
(137
)
(23,014
**)**
**(23,151**
**10,058**
59,173
**69,231**|**202**
3,000
5,825
11,674
8,621
2,153
335
**31,608**
(1,010
(36,268
**(37,278**
**(5,670**
64,843
**59,173**| |---|---|---| 6 of 13 06677042 Registered Number : ## Caerwent Playing Fields Association Limited Statement of Financial Position As at 31 December 2024 |**Notes**
**Fixed assets**
Tangible assets
11
**Current assets**
Stocks
12
13
Debtors
Cash at bank and in hand
**Creditors: amounts falling due within one year**
14
**Net current assets**
**Total assets less current liabilities**
**Net assets**
**The funds of the charity**
Unrestricted income funds
15
**Total funds**|**£**
**2024**
4,078
**4,078**
280
67
66,230
**66,577**
)
(1,424
**65,153**
**69,231**
**69,231**
69,231
**69,231**|**202**
4,798
**4,798**
350
114
57,232
**57,696**
(3,321
**54,375**
**59,173**
**59,173**
59,173
**59,173**| |---|---|---| For the year ended 31 December 2024 the company was entitled to exemption from audit under section 477 of th Companies Act 2006 relating to small companies. - The members have not required the company to obtain an audit of its accounts for the year in question in accordanc - with section 476, - The trustees acknowledge their responsibilities for complying with the requirements of the Act with respect to accountin - records and the preparation of accounts. These accounts have been prepared in accordance with the provision applicable to companies subject to the small companies’ regime. The financial statements were approved and authorised for issue by the Board and signed on its behalf by: C Harris Trustee 7 of 13 ## Caerwent Playing Fields Association Limited Notes to the Financial Statements For the year ended 31 December 2024 ## **1. Accounting Policies** ## **Basis of accounting** The financial statements have been prepared under the historical cost convention, except for investments which are included at market value and the revaluation of certain fixed assets and in accordance with the Charities SORP (FRS 102) 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)', Financial Reporting Standard 102 the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102), and the Companies Act 2006. Caerwent Playing Fields Association Limited meets the definition of a public benefit entity under FRS 102. Assets and liabilities are initially recognised at historical cost or transaction value unless otherwise stated in the relevant accounting policy note(s). ## **2. Income from donations and legacies** |**Unrestricted funds**
Donations received
Grants received
**ncome earned from other activities**
**Unrestricted funds**
Fundraising events
Hall hire
Bar takings
Newsletter subscriptions &
adverts
**nvestment income**
**Unrestricted funds**
Bank interest receivable|**2024**
**£**
27
2,000
**2,027**
**2024**
**£**
7,004
17,591
4,793
1,605
**30,993**
**2024**
**£**
189
**189**|**202**
200
2,800
**3,000**
**202**
5,825
11,674
8,621
2,153
**28,273**
**202**
335
**335**| |---|---|---| ## **3. Income earned from other activities** ## **4. Investment income** 8 of 13 ## Caerwent Playing Fields Association Limited Notes to the Financial Statements Continued For the year ended 31 December 2024 ## **5. Expenditure on generating donations and legacies** |**Unrestricted funds**
Donations
**Expenditure on other trading activities**
**Unrestricted funds**
Fundraising events
Bar takings
Newsletter subscriptions &
adverts
Support costs
**Analysis of support costs**
Licences
Governance costs|**2024**
**£**
137
**137**
**2024**
**£**
3,780
3,633
2,704
12,897
**23,014**
**2024**
**£**
734
12,163
**12,897**|**202**
1,010
**1,010**
**202**
5,634
4,309
4,726
21,599
**36,268**
**2023**
667
20,932
**21,599**| |---|---|---| ## **6. Expenditure on other trading activities** ## **7. Analysis of support costs** ## **8. Net income/(expenditure) for the year** This is stated after charging/(crediting): Depreciation of owned fixed assets Accountancy fees |**2024**|**202**| |---|---| |**£**|| |720|847| |683|746| 9 of 13 Caerwent Playing Fields Association Limited Notes to the Financial Statements Continued For the year ended 31 December 2024 ## **9. Particulars of employees** |Directors|**2024**
0
**0**|**202**| |---|---|---| ## **10. Comparative for the Statement of Financial Activities** The comparative year values on the Statement of Financial Activites are for unrestricted funds. ## **11. Tangible fixed assets** |**Cost or valuation**
At 01 January 2024
At 31 December 2024
**Depreciation**
At 01 January 2024
Charge for year
At 31 December 2024
**Net book values**
At 31 December 2024
At 31 December 2023|**Fixtures an**
**Fitting**
56,500
**56,500**
51,702
720
**52,422**
**4,078**
**4,798**| |---|---| The depreciation charge for the year is £(60) in respect of assets leased under finance leases or hire purchase contracts ## **12. Stocks and work in progress** Stock |**2024**
**£**
280
**280**|**202**
350
**350**| |---|---| 10 of 13 ## Caerwent Playing Fields Association Limited Notes to the Financial Statements Continued For the year ended 31 December 2024 ## **13. Debtors** |**Amounts due within one year:**
Prepayments and accrued income|**2024**
**£**
67
**67**|**202**
114
**114**| |---|---|---| ## **14. Creditors: amounts falling due within one year** |Other creditors
Accruals and deferred income|**2024**
**£**
-
1,424
**1,424**|**202**
2,144
1,177
**3,321**| |---|---|---| ## **15. Movement in funds** ## **Unrestricted Funds** |_General_
General
**Unrestricted Funds - Previous year**
_General_
General|**Balance at**
**01/01/2024**
**£**
59,173
**59,173**
**Balance at**
**01/01/2023**
**£**
64,843
**64,843**|**Incoming**
**resources**
**£**
33,209
**33,209**
**Incoming**
**resources**
**£**
31,608
**31,608**|**Outgoing**
**resources**
**£**
)
(23,151
**)**
**(23,151**
**Outgoing**
**resources**
**£**
)
(37,278
**)**
**(37,278**|**Balance a**
**31/12/202**
69,231
**69,231**
**Balance a**
**31/12/202**
59,173
**59,173**| |---|---|---|---|---| 11 of 13 Caerwent Playing Fields Association Limited Notes to the Financial Statements Continued For the year ended 31 December 2024 ## **Purpose of unrestricted Funds** General The aims and objectives of the fund are: To promote, for the benefit & enjoyment of the inhabitants of the village & neighbourhood of Caerwent, facilities for relaxations, recreation, education and leisure activities. To promote these activities without any distinction of sex, sexual orientation, race, political or religious beliefs. To promote appropriate use of the playing fields and village hall to serve the inhabitants of Caerwent & neighbourhood. To maintain & manage the hall & playing fields, working together with the local authority & other agencies as appropriate, for the benefit of the inhabitants of Caerwent & neighbourhood. ## **16. Analysis of net assets between funds** |**Unrestricted funds**
_General_
General
**Previous year**
**Unrestricted funds**
_General_
General|**Tangible**
**fixed assets**
**Net current**
**assets /**
**(liabilities)**
**Net Asset**
**£**
**£**
4,078
65,153
69,231
**4,078**
**65,153**
**69,231**
**Tangible**
**fixed assets**
**Net current**
**assets /**
**(liabilities)**
**Net Asset**
**£**
**£**
4,798
54,375
59,173
**4,798**
**54,375**
**59,173**| |---|---| 12 of 13 ## Caerwent Playing Fields Association Limited Detailed Statement of Financial Activities For the year ended 31 December 2024 |**INCOME AND ENDOWMENT**
**Donations and legacies**
Donations
Grants receivable
**Other trading activities**
Fundraising events
Income from Hall hire
Income from Bar takings
Income from Newsletter subscriptions & adverts
**Investments**
Bank interest receivable
**Total incoming resources**
**EXPENDITURE**
**Raising donations and legacies**
Donations
**Other trading activities**
Fundraising events
Cost of Bar takings
Cost of Newsletter subscriptions & adverts
**SUPPORT COSTS**
**Licences**
Fundraising Licences
**Governance costs**
Governance costs
**Total resources expended**
**Net Income**|**£**
**2024**
27
2,000
**2,027**
7,004
17,591
4,793
1,605
**30,993**
189
**189**
**33,209**
)
(137
**)**
**(137**
)
(3,780
)
(3,633
)
(2,704
**)**
**(10,117**
)
(734
**)**
**(734**
)
(12,163
**)**
**(12,163**
**)**
**(23,151**
**10,058**|**£**
**2023**
200
2,800
**3,000**
5,825
11,674
8,621
2,153
**28,273**
335
**335**| |---|---|---| |||**31,608**
)
(1,010
**)**
**(1,010**
)
(5,634
)
(4,309
)
(4,726
**)**
**(14,669**
)
(667
**)**
**(667**
)
(20,932
**)**
**(20,932**| |||**)**
**(37,278**
**)**
**(5,670**| 13 of 13 This page does not form part of the statutory financial statements