The Yews (Haywards Heath) Community Partnership A Charitable Social Enterprise
TRUSTEES’ ANNUAL REPORT AND FINANCIAL STATEMENTS FOR THE PERIOD ENDED 315" MARCH 2024
Registered Charity No. 1144700 Company Registration No. 07635719
The Yews (Haywards Heath) Community Partnership
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Report and Accounts 31% March 2024
The Yews (Haywards Heath) Community Partnership
TRUSTEES' ANNUAL REPORT
PERIOD ENDED 31 MARCH 2024
LEGAL AND ADMINISTRATIVE DETAILS
The Partnership was first registered as a Charity on 17° November 2011 Charity Commission Registration Number is 1144700. Company Ltd by Guarantee Number 07635719
Registered address
The Yews
55 Boltro Road Haywards Heath West Sussex RH16 1BJ
Trustees
Malcolm Hulatt (Chairman) lan Sanderson Susan Darnell Timothy Fraser Colin Darnell Richard Hornby
Hon President
Position vacant
Bankers Barclays Bank PLC 77 South Road Haywards Heath RH16 4LB
Independent Examiner Eric Bassett
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The Yews (Haywards Heath) Community Partnership
Report and Accounts 31* March 2023
- Governing Document
The organisation is a charitable company limited by guarantee, incorporated in 2011. The company was established on 16" May 2011 under a Memorandum of Association which established the objects and powers of the charitable company and is governed under its Articles of Association. It is registered as a charity with the Charity Commission. In the event of the company being wound up, members are required to contribute an amount not exceeding £1.
The Yews (Haywards Heath) Community Partnership has adopted the model Memorandum and Articles of Association from Community Matters, a charity that champions voluntary and community action at neighbourhood level.
The directors of the company are also charity trustees for the purposes of charity law, and under the company’s Articles, are known as members of the Board of Directors.
Aims and activities of the Charity
The objectives of the Charity are:
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a. to promote the benefit of the inhabitants of Haywards Heath and the neighbourhood without distinction of sex, sexual orientation, age, disability, nationality, race or of political, religious or other Opinions, by associating together the said inhabitants and the statutory authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants;
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b. to establish, or secure the establishment of, a Community Centre and to maintain and manage the same (whether alone or in co-operation with any statutory authority or other person or body) in furtherance of the Objects;
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C. to promote such other charitable purposes as may from time to time be determined
The main activity of the Charity is the running of the Yews Centre in Haywards Heath and the promotion of those groups who use the Centre’s facilities.
- Public Benefit
The Trustees consider that the Charity’s activities reflect our aims and objectives and that they are designed to provide accessible accommodation to benefit the public in accordance with our charitable objectives.
- Achievements and Performance The year under review saw a continued recovery after the enforced closure and effects of Covid-19. Occupancy levels have almost returned to pre-pandemic levels. Room hire revenues have increased compared with the prior year although a significant proportion of this increase is due to price inflation .
Our office staff continue to do an excellent job in responding to the needs of our regular users and in attracting a number of new occupants over the course of the year. We are hopeful this trend will continue in the coming year.
Inflationary pressure has significantly increased the costs of operating the Yews. Despite the increased revenue and continued control of our discretionary expenditure on capital projects, there was no significant increase in our cash reserves. We cannot continue to defer major maintenance and improvement work indefinitely and we will need to address this in the coming year through seeking efficiency gains and increasing our income through a combination of increased room hire revenue.
- Risk Management
The Charity’s Directors have conducted a review of the major risks to which the Charity is exposed. Where appropriate, systems or procedures have been established to mitigate the risks the charity might face. The main risk is in our ability to find new trustees and volunteers to support the charity and this is being addressed.
Procedures and policies have been implemented to meet the requirements of the General Data Protection Act. Page3
The Yews (Haywards Heath) Community Partnership
Report and Accounts 31* March 2023
Internal control risks have been minimised by the implementation of sub-committee structures with responsibilities for transactions and projects. Procedures are in place to ensure compliance with Health and Safety regulations and requirements. Such procedures are reviewed regularly.
5. Organisational Structure
The Board of Directors administers the Charity. The Board meets regularly, as required, with sub committees covering such areas as maintenance, health and safety, and other ad hoc matters as necessary. The day to day activities of the Charity are managed by two part time office managers. The managers carry out certain delegated operational authorities within terms agreed by the Directors.
6. Financial Review
Throughout the year the Board of Directors has reviewed the activities of the Charity in the light of its Business Plan and the Budget set by the directors at commencement of the year.
7. Principal Funding Sources
The Charity’s principal source of funding is the charges it levies for the use of the Yews premises, augmented by local authority grants and public donations from individuals and organisations.
8. Reserves Policy
The charity is mindful of the building under its charge and the uncertainty of its future income. In line with its responsibilities it has specific reserves totalling £32,900 (2023 £31,000) and, as mentioned above, intends to keep its reserve Strategy under regular review.
9. Future Plans
The Board intends, in conjunction with its business plan and budget, to maintain its concept of the service it would like to deliver to the community and the enhancement to the Yews premises necessary to meet that challenge. We will also continue to work to maintain and enhance the facilities on offer at the Yews while, balancing this with the need to replenish our reserves.
The Yews financial position is, nevertheless, stable and the trustees are confident that the Partnership is financially secure for the foreseeable future.
10. Statement of Directors/Trustees Responsibilities
Company law requires the Directors/Trustees to prepare financial statements for each financial year which show a true and fair view of the state of affairs of the charitable company at the balance sheet date and its financial activities for that period. In preparing those financial statements, the Board is required to:
- select suitable accounting policies and then apply them consistently;
¢ make judgements and estimates that are reasonable and prudent;
¢ state whether applicable accounting standards and statements of recommended practice have been followed, subject to any departures disclosed and explained in the financial statements; and
¢ prepare the financial statements on the ‘going concern basis’ unless it is inappropriate to presume that the charity will continue in operational existence.
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The Yews (Haywards Heath) Community Partnership
Report and Accounts 31% March 2023
The Directors/Trustees are responsible for maintaining proper accounting records which disclose with reasonable accuracy at any time the financial position of the charitable company and to enable them to ensure that the financial statements comply with the Companies Act 2006. The Board of Directors is also responsible for safeguarding the assets of the charitable company and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
The Directors/Trustees, who are directors for the purpose of company law and trustees for the purpose of charity law, who served during the year and up to the date of this report, are set out in page 2.
w\ tH ILo AE
Malcolm Hulatt Chairman
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The Yews (Haywards Heath) Community Partnership
Report and Accounts 31% March 2023
The Yews (Haywards Heath) Community Partnership
Financial Statement
Period to 31* March 2024
This financial statement has been prepared in accordance with the Companies Act 2006 and the Statement of Recommended Practice issued by the Charities Commission in March 2005.
The Directors acknowledge their responsibility for:
- a. Ensuring that the company keeps accounting records which comply with section 386 of the Act. b. Preparing accounts which give a true and fair view of the state of affairs of the company at 31% March 2022, and of its income and expenditure for the year then ended in accordance with section 393(1), and otherwise comply with the requirements of the Act relating to accounts, so far as applicable to the company.
Approved by the Directors/Trustees on
Is dvly
And signed on their behalf by
Malcolm Hulatt Chairman
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The Yews (Haywards Heath) Community Partnership
Report and Accounts 31" March 2023
Independent Examiner’s report to the Directors/Trustees of the Yews (Haywards Heath) Community Partnership
| report on the accounts of the Yews (Haywards Heath) Community Partnership for the period ending 31% March 2023, as set out hereunder.
Respective responsibilities of the Directors/Trustees and Examiner:
As the charity's Directors/Trustees you are responsible for the preparation of the accounts; you consider the audit requirements of section 43(2) of the Charities Act 1993 (the Act) does not apply. It is my responsibility to state, on the basis of the procedures specified in the General Directions given by the Charity Commissioners under section 43(7)(b) of the Act, 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 Commissioners. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations for you as Directors/Trustees concerning any such matters. The procedures taken do not provide all the evidence required in an audit, and consequently | do not express an audit opinion on the view given by the accounts.
Independent Examiner’s statement:
In connection with my examination, no matter has come to my attention:
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Which gives me reasonable cause to believe that in any material respect the requirement to keep accounting records in accordance with section 41 of the Act, to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the Act have not been met, or
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To which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
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Eric Bassett 1S on 2024
90 Sunnywood Drive, ‘
Haywards Heath,
RH16 4PB
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The Yews (Haywards Heath) Community Partnership
Report and Accounts 31% March 2023
The Yews (Haywards Heath) Community Partnership STATEMENT OF FINANCIAL ACTIVITIES (SOFA) YEAR ENDED 31°’ MARCH 2024
| Unrestricted | Restricted | Total Funds | Total Funds | Total Funds | Total Funds | ||
|---|---|---|---|---|---|---|---|
| Funds | Funds | ||||||
| YEARENDED | YEAREND | YEAR | ENDED | YEAR | ENDED | ||
| 31° March | 31“*March | 31% March | 31% March | ||||
| 2024 | 2024 | 2024 | 2023 | ||||
| General Fund | Notes | £ | £ | £ | £ | ||
| Income | |||||||
| Room hire | 4 | 58,426 | 58,426 | 51,261 | |||
| Grants | 250 | 250 | 800 | ||||
| Donations Received | 9 | 2,859 | 2,859 | 7,899 | |||
| Investment income | 599 | 599 | 10 | ||||
| Fund Raising | 1,588 | 1,588 | 964 | ||||
| Total income | -—-«63,722—~—«<“‘<«7O!”#~”C«~«z22~—~—~—~~*«~O;ZA | ||||||
| Expenses | |||||||
| Staff Costs | 3 | 31,704 | 31,704 | 28,251 | |||
| Cleaning& cleaning supplies | 5,316 | 5,316 | 6,169 | ||||
| Other supplies & Miscellaneous items | 1,816 | 1,916 | 1,504 | ||||
| Insurance and Licences | 1,849 | 1,849 | 1,711 | ||||
| Water, sewage & refuse | 1,207 | 1,207 | 633 | ||||
| Gas and Electricity | 9,900 | 9,900 | 9,768 | ||||
| Equipment Servicing | 2,079 | 2,079 | 1,182 | ||||
| Telephone & internet | 1,065 | 1,065 | 1,103 | ||||
| Repairs & renewals | 1,628 | 1,628 | 997 | ||||
| Stationery | 380 | 380 | 380 | ||||
| Fundraising Costs | 58 | 58 | 218 | ||||
| Donations Made | ¢) | 100 | 100 | 100 | |||
| Contingency Provision | -98 | -98 | 583 | ||||
| Structural Projects | 3,424 | 3,424 | 1,103 | ||||
| Total expenses | 60,328 =) 100.—S—i<‘<i«é«iWBC*~“‘C«S‘«AZ=~C |
||||||
| Increase (Reduction) in General Fund | 3,394 | 3,394 | 7,222 | ||||
| Transfer (to)/From General Reserve | (1,000) | (1,000) | (750 | ||||
| Transfer (to)/From Capital Spending Reserve | 100 | 100 | (3,000) | ||||
| Transfer (to)/From G. Cloake Memorial | (@) | 0 | 0) | ||||
| Reserve | |||||||
| Transfer (to)/From Dilapidations Reserve | (1000) | (2,000) | |||||
| (1,000) | |||||||
| Transfer (to)/From FOY Reserve (Restricted) | 0 | 100 | 100 | 100 | |||
| Net Increase (Reduction) in General Fund | 1,494 | (100) | 1,394 | 1,472 | |||
| General Fund brought forward | 2,030 | 0 | 2,030 | 558 | |||
| General Fund carriedforward | «3524 | ~—S— (100)—ti“‘<‘<«ti«8«*A~~~~~”~:«C,080 | |||||
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| TheYews(HaywardsHeath)CommunityPartnership | ReportandAccounts31* | March2023 |
The Yews (Haywards Heath Community Partnership STATEMENT OF FINANCIAL ACTIVITIES (SOFA) YEAR ENDED 31°’ MARCH 2024
Other Reserves
| RESTRICTED FUNDS | Notes | Restricted Funds | Restricted Funds |
|---|---|---|---|
| YEAR ENDED | YEAR ENDED | ||
| 31°t March 2024 | 31° March 2023 | ||
| Friends of Yews Reserve | £ | £ | |
| Reserve brought forward | 14,090 | 14,190 | |
| Transfer From/{To) General Fund | (100) | (100) | |
| Reserve Carried Forward | 13,990 | 14,090 | |
| Unrestricted Funds | Unrestricted | ||
| Funds | |||
| YEAR ENDED | YEAR ENDED | ||
| 315* March | 315* March | ||
| 2024 | 2023 | ||
| £ | £ | ||
| UNRESTRICTED FUNDS | |||
| Capital Spending Reserve | 7 | ||
| Reserve brought forward | 6000 | 3,000 | |
| Transfer From/(To) General Fund | -100 | 3,000 | |
| Reserve Carried Forward | 5,900 | 6,000 | |
| G Cloake Legacy Reserve | |||
| Reserve Brought Forward | 4,000 | 4,000 | |
| Transfer From/(To) General Fund | fe) | 0 | |
| Reserve Carried Forward | 4,000 | 4,000 | |
| General Reserve | |||
| Reserve brought forward | 10,000 | 9,250 | |
| Transfer From/(To) General Fund | 1,000 | 750 | |
| Reserve Carried Forward | 11,000 | 10,000 | |
| Dilapidation Reserve | 6 | ||
| Reserve brought forward | 11,000 | 9,000 | |
| Transfer From/(To) General Fund | 1,000 | 2,000 | |
| ReserveCarriedForward | 12,000 | 11,000 |
The Yews (Haywards Heath} Community Partnership
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Report and Accounts 31° March 2024
The Yews (Haywards Heath) Community Partnership BALANCE SHEET
AT MARCH 31°" 2024
| 12 month | 12 month | 12 month | 12 month | ||
|---|---|---|---|---|---|
| PERIOD ENDED | PERIOD ENDED | ||||
| 315° March 2024 | 315t March 2023 | ||||
| Notes | £ | £ | £ | £ | |
| Fixed Assets | ) | 0 | |||
| Tangible assets | 0 | 0 | |||
| Investments | fe) | 0 | |||
| Current Assets | |||||
| Debtors: Room Hire | 4 | 2,135 | 1,039 | ||
| Debtors: Accrued income | 4 | 3,609 | 1,550 | ||
| Cash at bank and in hand | 55,521 61,265 |
54,259 56,848 |
|||
| Creditors: amounts falling due within one year | 5 | (10,951) | (9,728) | ||
| Net Current Assets | 50,314 | 47,120 | |||
| Net Assets | 50,314 | 47,120 | |||
| Represented by: | |||||
| Restricted Funds | 9 | ||||
| Friends ofYews Reserve | 13,990 | 14,090 | |||
| Unrestricted Funds | |||||
| General Fund | 3,424 | 2,030 | |||
| G Cloake Legacy Reserve | 4,000 | 4,000 | |||
| Capital Spending Reserve | 5,900 | 6,000 | |||
| Dilapidation Reserve | 12,000 | 11,000 | |||
| General Reserve | 11,000 | 10,000 — | |||
| TotalFunds | 50,314 | 47,120 |
For the financial year in question the company was entitled to exemption under section 477 of the Companies Act 2006 relating to small companies.
No member have required the company to obtain an audit of its accounts for the year in question in accordance with section 476 of the Companies Act 2006.
The directors acknowledge their responsibility for complying with the requirements of the Act with respect to accounting records and for the preparation of the accounts.
The accounts have been prepared in accordance with the micro-entity provisions.
Approved by the Directors/Trustees on ly July 2024 and signed on their behalf by:
Malcolm Hulatt Chairman
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The Yews (Haywards Heath) Community Partnership
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Notes to the accounts
1. Accounting policies
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In preparing the accounts the following accounting policies have been complied with:
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a) The accounts have been prepared on the historic cost convention with the exception that investments are valued at market value. The accounts are in accordance with applicable accounting standards, the Charities SORP 2005 (Accounting and Reporting by Charities) and comply with the Charities (Accounts and Reports) Regulations 2005 issued under the Charities Act 1993
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b) Investment income is recorded when receivable.
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c) The value of any voluntary help received is not included in the accounts but is described in the Trustees annual report.
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d) Other expenditure is included in the accounts on an accruals basis. Irrecoverable VAT is charged to the SOFA as incurred.
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f) Incoming resources from fundraising and related fundraising costs are reported gross in the SOFA.
2. Taxation
The Yews (Haywards Heath) Community Partnership is a registered charity and accordingly is exempt from taxation on its income and gains where they are applied for charitable purposes.
3. Analysis of employee costs:
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Social Security Costs 0 o |
Pension Costs vee te285 | L070
Total 31,704 = 28,251
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No employee received emoluments of over £60,000 during the year.
The average number of full-time equivalent employees for the year was 1.14 (2023 — 1.14), represented by two part time staff employed as development and administrative managers throughout the year.
4. Analysis of debtors
The room hire debtor figure is for room hire charges invoiced but not yet paid. Accrued income represents room hire bookings unbilled at the year end.
5. Analysis of creditors
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2023/24 2022/23
| : £ £
|
Accrual for trade creditors. | 6,297 8,589
Refundable deposits received 0 206
Deferred revenue 4654 9388
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- Dilapidation Reserve
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The dilapidation reserve is to provide for the obligations of making good dilapidations to the Yews building, such as external decoration.
7. Capital Spending Reserve
These are amounts committed but where work is not yet completed and for which no invoice has yet been received.
8. Restricted funds
The partnership received a donation during 2019 from the Friends of the Yews (FOY) with the stipulation that a part of this donation should be allocated specifically for the benefit of the Yews’ charitable users. At the beginning of the current financial year £14,090 of the restricted amount remained and a further £100 donation was made during year.
9. Related party transactions
During the year, none of the Trustees were paid any remuneration by the charity. One Trustee made purchases totalling £4,271 for room hire. This was charged at standard arm’s length rate. Out of pocket expenses of £394 £180 and £58 were incurred by and reimbursed to a further 3 Trustees.
10. Grants and donations
The Yews is grateful to a number of individuals, organisations and groups, including the following, for their financial support during the year.
Haywards Heath Masons HSBC Plc
Haywards Heath Town Council Other anonymous donors and legacies
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