Wadhurst Institute, Hall & Field CIO
2022/23 AGM
Chairman’s report John Mitchell
Purpose
The principal objectives of the Charity are to:
-
Operate, maintain and preserve the buildings and estate
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Promote the use of its facilities for recreation or other leisure time activities for the residents of Wadhurst Parish in the interests of their health and social well-being.
Reflection
-
After 3 years of pretty well non-stop crises you may have thought the committee deserved a rest, hoping for a year of business as usual and happy customers
-
Well, that got put to bed on August 17[th] 2022 when a biblical deluge hit Wadhurst and overloaded the local drains causing them to back up
-
Many houses were flooded and for the Hall it meant that its lower level rooms suffered badly from water ingress
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The Library and History society were forced to vacate their premises and it wasn’t until May and June 2023 that they respectively were able to return
-
Major drainage improvements were implemented
-
The Insurer and their loss adjuster were excellent, unfortunately the contractors they chose were not and had to be replaced. Upshot of this was the management time expended by the Charity was immense. Something all of us involved would hope not to have to do again.
And just when you thought….
-
Whilst the rooms were still drying out, another deluge happened
-
Lower level rooms were again affected but not as badly due to the previous improvements
-
The sheer volume of water was the cause
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Innovation was needed.
And then when you thought….
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All roof water was diverted from the Hall onto the outskirts of the field thereby removing the impact on local drainage of the significant volume from the hall roof
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Major result.
Thank you Roger Bishop
Outcome from the flooding
10 month project
-
Huge inconvenience for the Library, its staff and customers
-
Huge inconvenience for the History society members and the public
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Immense management toll on a few Trustees & the Operations team
-
A significant insurance claim
-
Irrecoverable costs to the Charity of around £28,000
-
The upside is that all the rooms are fully refurbished and are fit for purpose
-
All possible steps have been taken to prevent further significant water ingress but
-
you can never say never
2022/23 Customers
Customer base increasing year-on-year
-
Film club, Dramatic club
-
U3A
-
History society, Wadhurst aloud community choir
-
Cygnets to Swans ballet school, Brownies, Guides
-
Badminton x 3, Tai chi
-
Cameo Club, Dementia café (left in May), Afternoon fellowship
-
Farmers market
-
Rug sale, Teak sale, Antiques sale, Toy fair, Bingo
2022/23 Main Hall usage - Bookings
----- Start of picture text -----
120
100
80
60
40
20
0
January February March April May June July August September October November December
2022 2023
----- End of picture text -----
----- Start of picture text -----
2022/23 Main Hall usage - hours
250
200
150
100
50
0
January February March April May June July August September October November December
2022 2023
----- End of picture text -----
2022/23 Main Hall usage - utilisation
365 days @ 12 hours per day (9 to 9) = 4,380 hours available – 100%
2022 1,867 hours booked – 42.6% 2023 2,170 hours booked – 49.5%
2022/23 Bookings - Pricing
The Charity’s electricity costs have increased from £6,000pa to £23,000.
The committee felt that its customers were already struggling with the cost of living and that fully passing on the increase may cause some to fold.
It therefore decided to subsidise the increase from reserves for 2023 with a nominal rate increase of £1ph.
CIO Events
January Stay & play February Hall re-commemoration February Stay & play February Stay & play February Assault course March Stay & play March Assault course April Kids disco May King’s coronation* May Stay & play June Murder Mystery dinner August Magic entertainer September ABBA tribute band
Facilities issues
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The Committee room cannot be hired as it is full of storage as everywhere else is full of customer items
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Storage remedy plan drafted
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Budget approved for its refurbishment.
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The floor noise from Hall events restricts Orchard room usage
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The Hall floor is nearing end of life and will need replacing within 2 years
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The Hall chairs will need replacing soon
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The Institute is 300 years old; The Hall is 100 so there will always be significant maintenance issues that require funding.
Today
-
In 2019 a new committee was elected. Consisting of 15 people, it took ‘Save the Hall’ as its mandate
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4 years on and despite the challenges presented by:
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Covid
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The increase in Energy costs
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The consequent cost of living explosion
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The flooding to the lower level rooms
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The emergency drainage works
Today
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The Committee has delivered on all it set out to do
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Financial and operational processes have all been updated and modernised
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The Hall & Institute have been fully refurbished and revitalised
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The Hall is thriving, bookings are up on previous years with a satisfied loyal diverse customer base
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The technology to recover the tenants’ energy costs has been delivered
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The field is being used more – new Croquet group, events
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The Institute is fully tenanted on new leases
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ESCC Library has taken a 10 year lease; WPC has a 7 year lease for the public toilets and a similar one for the playground
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• And to celebrate the Centenary of the Hall and Field, the Charity has successfully run a programme of events
Summary
-
The era of ‘Saving the Hall’ has run its course
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The Committee has achieved more than it thought possible, endured great stress and had to learn many new things but also it had some fun
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The Charity now needs to:
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Continue to deliver what it has put in place
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Be cognisant to any threats and risk
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Develop plans for evolving its facilities to meet the needs of the forthcoming generation
Summary
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And to do that it needs skills, ideas and enthusiasm from new faces
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As such, it embarked on a recruitment campaign to find those people and I am delighted that six have put themselves forward for election tonight
Wadhurst Institute, Hall & Field CIO
2022/23 AGM
End of Chairman’s report
Classified as Internal#
WADHURST INSTITUTE HALL AND FIELD
Registered Charity No. 1169908
Report and Accounts for the Year Ended 31 December 2022
Classified as Internal #
WADHURST INSTITUTE HALL AND FIELD Registered Charity No. 1169908
Content of the Report and Accounts
| for the Year ended 31 December 2022 | |
|---|---|
| Page | |
| Report of the Independent Examiner | 1 |
| Income and Expenditure Account | 2 |
| Balance Sheet | 3 |
| Notes to the Accounts | 4 - 5 |
Classified as Internal #
INDEPENDENT EXAMINERS REPORT TO THE TRUSTEES OF THE
WADHURST INSTITUTE HALL AND FIELD (Registered Charity No. 1169908)
For the year ended 31 December 2022
Report to the Trustees of Wadhurst Institute Hall and Field for the year ended 31 December 2022 Charity No 1169908 set out on the proceeding pages
Respective Responsibilities of Trustees and Examiner
The Charity’s Trustees consider that an audit is not required for this year (under section 144 of the Charities Act 2011 (the Act) and that an independent examination is needed
It is my responsibility to:
Examine the accounts (under section 145 of the Act)
To follow procedures laid down in the General Directions given by the Charity Commission (under section 145(5) of the Act) and to state whether matters have come to my attention
Basis of independent examiner’s statement
My examination was carried out in accordance with General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the Charity and in 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 the Trustees concerning any such matters.
The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently, I do not express an audit opinion on the accounts.
Independent Examiners statement In the course of my examination, no matter has come to my attention:
- Which gives me reasonable cause to believe that in any material respect, the Trustees have not met the requirements to ensure that:
Proper accounting records are kept (in accordance with section 130 of the Act); and accounts are prepared which agree with the accounting records and comply within the accounting requirements of the Act; or
- To which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached
Signed
Dated: 10th May 2023
Mr G Khan ACMA G3J Limited 32 Abinger Drive Redhill Surrey, RH1 6SY
Page 1
Classified as Internal#
WADHURST INSTITUTE HALL AND FIELD
Registered Charity No. 1169908
INCOME AND EXPENDITURE FOR THE YEAR ENDED 31 DECEMBER 2022
| GENERAL FUND INCOME Rentals Managed Services Hirings Bank interest received Bank compensation received Grants and Donations Sundries EXPENDITURE Employment costs Rates & Council Tax Light and heat Water Refuse collection Cleaning Telephone & broadband - cottage Hall wif Insurances Website, marketing and advertising Licences and subscriptions Legal and professional fees Repairs, maintenance and Projects Remedial works food damage Miscellaneous Paypal fees Depreciation Utility Recoveries SURPLUS/(DEFICIT) for the year Balance at 1 January (Defcit)/Surplus for the year Transfer from New Hall Fund Balance as at 31 December |
2022 £ 41,989 0 21,673 154 0 9,207 0 73,023 20,276 3,588 15,338 3,206 2,310 1,063 488 450 2,780 758 692 4,376 12,137 11,730 399 51 1,013 (6,649) 74,006 (983) 81,476 (983) 0 80,493 |
2021 £ 38,031 5,625 8,824 6 0 16,097 0 |
|---|---|---|
| 68,583 | ||
| 17,118 2,742 11,343 1,684 2,357 578 339 479 2,638 346 350 2,808 17,994 0 12 49 1,514 (5,870) |
||
| 56,481 | ||
| 12,102 | ||
| 69,374 12,102 0 |
||
| 81,476 |
Page 2
WADHURST INSTITUTE HALL AND FIELD
Registered Charity No. 1169908
BALANCE SHEET AS AT 31 DECEMBER 2022
| Notes Fixed Assets Freehold premises at Insured Value 1 Annexe refurbishment at cost 2 Institute refurbishment at cost 3 Less: Depreciation of refurbishments Equipment at cost 4 Less: depreciation Net book value of Fixed Assets Current Assets Debtors and prepayments 5 Cash at bank and in hand 6 Current Liabilities Creditors and accruals 7 Net current assets Total Net Assets REPRESENTED BY: Premises valuation reserve General Fund Signed: Dated: ON BEHALF OF THE BOARD OF TRUSTEES |
2022 £ £ 3,123,712 53,769 6,892 60,661 (60,661) 6,053 (5,189) 864 3,124,576 0 79,629 79,629 0 79,629 3,204,205 3,123,712 80,493 3,204,205 |
2021 £ £ 3,123,712 53,769 6,892 60,661 (60,661) 6,053 (4,176) 1,877 3,125,589 6,393 82,261 88,654 9,055 79,599 3,205,188 3,123,712 81,476 3,205,188 |
2021 £ £ 3,123,712 53,769 6,892 60,661 (60,661) 6,053 (4,176) 1,877 3,125,589 6,393 82,261 88,654 9,055 79,599 3,205,188 3,123,712 81,476 3,205,188 |
|---|---|---|---|
| 6,053 (5,189) |
6,053 (4,176) |
||
| 0 79,629 |
6,393 82,261 |
||
| 3,125,589 | |||
| 88,654 9,055 |
|||
| 79,599 | |||
| 3,205,188 | |||
| 3,123,712 81,476 |
|||
| 3,205,188 | |||
Page 3
WADHURST INSTITUTE HALL AND FIELD
Registered Charity No. 1169908
NOTES TO THE ACCOUNTS 31 DECEMBER 2022
TANGIBLE FIXED ASSETS
| 1 | Property | Acquired | £ | £ |
|---|---|---|---|---|
| Commemoration Hall | 1923 | 1,958,900 | ||
| Institute | 1904 | 761,894 | ||
| Cricket Pavilion | 217,549 | |||
| Bowls Pavilion | 185,369 | |||
| Playing Field | 1921 | Not valued | ||
| 3,123,712 | ||||
| The cost of the above assets is not ascertainable and in | the absence | |||
| of a market valuation they are recorded at their current | insured value. | |||
| Any surplus arising has been credited to the Premises Valuation Reserve. | ||||
| 2 | Refurbishment of Annexe | |||
| COST | ||||
| At 1 January 2022 | 53,769 | |||
| DEPRECIATION | ||||
| At 1 January 2022 | 53,769 | |||
| NET BOOK VALUE | ||||
| At 31 December 2022 | NIL | |||
| At 31 December 2021 | NIL | |||
| 3 | Refurbishment of Institute | |||
| COST | ||||
| At 1 January 2022 | 6,892 | |||
| DEPRECIATION | ||||
| At 1 January 2022 | 6,892 | |||
| NET BOOK VALUE | ||||
| At 31 December 2022 | NIL | |||
| At 31 December 2021 | NIL |
Page 4
WADHURST INSTITUTE HALL AND FIELD
Registered Charity No. 1169908
NOTES TO THE ACCOUNTS 31 DECEMBER 2022 continued
| 4 Equipment COST At 1 January 2022 Additions At 31 December 2022 DEPRECIATION At 1 January 2022 Charge for the year At 31 December 2022 NET BOOK VALUE At 31 December 2022 At 31 December 2021 5 Debtors and Prepayments Rents Managed Services Hirings Recoveries 6 Cash at Bank and in Hand Current account Reserve account Cash 7 Creditors and accruals Rent prepaid Recoveries prepaid Cost accruals |
3,416 2637 0 0 Sound System Ceiling fans |
Total 6,053 0 |
|---|---|---|
| 3,416 2,637 |
6,053 |
|
| 2,858 1318 354 659 |
4,176 1,013 |
|
| 3,212 1,977 |
5,189 |
|
| 204 660 |
864 |
|
| 558 1,319 |
1,877 |
|
| 2022 £ 0 0 0 0 0 2022 £ 8,792 70,837 0 79,629 2022 £ 0 0 0 0 |
2021 £ 4,872 1,250 126 145 |
|
| 6,393 | ||
| 2021 £ 11,578 70,683 0 |
||
| 82,261 | ||
| 2021 £ 6,795 0 2,260 |
||
| 9,055 |
NOTE There re no Debtors or Creditors at 31.12.2022 as the 2022 accounts have been prepared on the cash basis.
Page 5
Classified as Internal#
WADHURST INSTITUTE HALL AND FIELD
Registered Charity No. 1169908
Report and Accounts for the Year Ended 31 December 2022
Classified as Internal #
WADHURST INSTITUTE HALL AND FIELD Registered Charity No. 1169908
Content of the Report and Accounts
| for the Year ended 31 December 2022 | |
|---|---|
| Page | |
| Report of the Independent Examiner | 1 |
| Income and Expenditure Account | 2 |
| Balance Sheet | 3 |
| Notes to the Accounts | 4 - 5 |
Classified as Internal #
INDEPENDENT EXAMINERS REPORT TO THE TRUSTEES OF THE
WADHURST INSTITUTE HALL AND FIELD (Registered Charity No. 1169908)
For the year ended 31 December 2022
Report to the Trustees of Wadhurst Institute Hall and Field for the year ended 31 December 2022 Charity No 1169908 set out on the proceeding pages
Respective Responsibilities of Trustees and Examiner
The Charity’s Trustees consider that an audit is not required for this year (under section 144 of the Charities Act 2011 (the Act) and that an independent examination is needed
It is my responsibility to:
Examine the accounts (under section 145 of the Act)
To follow procedures laid down in the General Directions given by the Charity Commission (under section 145(5) of the Act) and to state whether matters have come to my attention
Basis of independent examiner’s statement
My examination was carried out in accordance with General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the Charity and in 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 the Trustees concerning any such matters.
The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently, I do not express an audit opinion on the accounts.
Independent Examiners statement In the course of my examination, no matter has come to my attention:
- Which gives me reasonable cause to believe that in any material respect, the Trustees have not met the requirements to ensure that:
Proper accounting records are kept (in accordance with section 130 of the Act); and accounts are prepared which agree with the accounting records and comply within the accounting requirements of the Act; or
- To which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached
Signed
Dated: 10th May 2023
Mr G Khan ACMA G3J Limited 32 Abinger Drive Redhill Surrey, RH1 6SY
Page 1
Classified as Internal#
WADHURST INSTITUTE HALL AND FIELD
Registered Charity No. 1169908
INCOME AND EXPENDITURE FOR THE YEAR ENDED 31 DECEMBER 2022
| GENERAL FUND INCOME Rentals Managed Services Hirings Bank interest received Bank compensation received Grants and Donations Sundries EXPENDITURE Employment costs Rates & Council Tax Light and heat Water Refuse collection Cleaning Telephone & broadband - cottage Hall wif Insurances Website, marketing and advertising Licences and subscriptions Legal and professional fees Repairs, maintenance and Projects Remedial works food damage Miscellaneous Paypal fees Depreciation Utility Recoveries SURPLUS/(DEFICIT) for the year Balance at 1 January (Defcit)/Surplus for the year Transfer from New Hall Fund Balance as at 31 December |
2022 £ 41,989 0 21,673 154 0 9,207 0 73,023 20,276 3,588 15,338 3,206 2,310 1,063 488 450 2,780 758 692 4,376 12,137 11,730 399 51 1,013 (6,649) 74,006 (983) 81,476 (983) 0 80,493 |
2021 £ 38,031 5,625 8,824 6 0 16,097 0 |
|---|---|---|
| 68,583 | ||
| 17,118 2,742 11,343 1,684 2,357 578 339 479 2,638 346 350 2,808 17,994 0 12 49 1,514 (5,870) |
||
| 56,481 | ||
| 12,102 | ||
| 69,374 12,102 0 |
||
| 81,476 |
Page 2
WADHURST INSTITUTE HALL AND FIELD
Registered Charity No. 1169908
BALANCE SHEET AS AT 31 DECEMBER 2022
| Notes Fixed Assets Freehold premises at Insured Value 1 Annexe refurbishment at cost 2 Institute refurbishment at cost 3 Less: Depreciation of refurbishments Equipment at cost 4 Less: depreciation Net book value of Fixed Assets Current Assets Debtors and prepayments 5 Cash at bank and in hand 6 Current Liabilities Creditors and accruals 7 Net current assets Total Net Assets REPRESENTED BY: Premises valuation reserve General Fund Signed: Dated: ON BEHALF OF THE BOARD OF TRUSTEES |
2022 £ £ 3,123,712 53,769 6,892 60,661 (60,661) 6,053 (5,189) 864 3,124,576 0 79,629 79,629 0 79,629 3,204,205 3,123,712 80,493 3,204,205 |
2021 £ £ 3,123,712 53,769 6,892 60,661 (60,661) 6,053 (4,176) 1,877 3,125,589 6,393 82,261 88,654 9,055 79,599 3,205,188 3,123,712 81,476 3,205,188 |
2021 £ £ 3,123,712 53,769 6,892 60,661 (60,661) 6,053 (4,176) 1,877 3,125,589 6,393 82,261 88,654 9,055 79,599 3,205,188 3,123,712 81,476 3,205,188 |
|---|---|---|---|
| 6,053 (5,189) |
6,053 (4,176) |
||
| 0 79,629 |
6,393 82,261 |
||
| 3,125,589 | |||
| 88,654 9,055 |
|||
| 79,599 | |||
| 3,205,188 | |||
| 3,123,712 81,476 |
|||
| 3,205,188 | |||
Page 3
WADHURST INSTITUTE HALL AND FIELD
Registered Charity No. 1169908
NOTES TO THE ACCOUNTS 31 DECEMBER 2022
TANGIBLE FIXED ASSETS
| 1 | Property | Acquired | £ | £ |
|---|---|---|---|---|
| Commemoration Hall | 1923 | 1,958,900 | ||
| Institute | 1904 | 761,894 | ||
| Cricket Pavilion | 217,549 | |||
| Bowls Pavilion | 185,369 | |||
| Playing Field | 1921 | Not valued | ||
| 3,123,712 | ||||
| The cost of the above assets is not ascertainable and in | the absence | |||
| of a market valuation they are recorded at their current | insured value. | |||
| Any surplus arising has been credited to the Premises Valuation Reserve. | ||||
| 2 | Refurbishment of Annexe | |||
| COST | ||||
| At 1 January 2022 | 53,769 | |||
| DEPRECIATION | ||||
| At 1 January 2022 | 53,769 | |||
| NET BOOK VALUE | ||||
| At 31 December 2022 | NIL | |||
| At 31 December 2021 | NIL | |||
| 3 | Refurbishment of Institute | |||
| COST | ||||
| At 1 January 2022 | 6,892 | |||
| DEPRECIATION | ||||
| At 1 January 2022 | 6,892 | |||
| NET BOOK VALUE | ||||
| At 31 December 2022 | NIL | |||
| At 31 December 2021 | NIL |
Page 4
WADHURST INSTITUTE HALL AND FIELD
Registered Charity No. 1169908
NOTES TO THE ACCOUNTS 31 DECEMBER 2022 continued
| 4 Equipment COST At 1 January 2022 Additions At 31 December 2022 DEPRECIATION At 1 January 2022 Charge for the year At 31 December 2022 NET BOOK VALUE At 31 December 2022 At 31 December 2021 5 Debtors and Prepayments Rents Managed Services Hirings Recoveries 6 Cash at Bank and in Hand Current account Reserve account Cash 7 Creditors and accruals Rent prepaid Recoveries prepaid Cost accruals |
3,416 2637 0 0 Sound System Ceiling fans |
Total 6,053 0 |
|---|---|---|
| 3,416 2,637 |
6,053 |
|
| 2,858 1318 354 659 |
4,176 1,013 |
|
| 3,212 1,977 |
5,189 |
|
| 204 660 |
864 |
|
| 558 1,319 |
1,877 |
|
| 2022 £ 0 0 0 0 0 2022 £ 8,792 70,837 0 79,629 2022 £ 0 0 0 0 |
2021 £ 4,872 1,250 126 145 |
|
| 6,393 | ||
| 2021 £ 11,578 70,683 0 |
||
| 82,261 | ||
| 2021 £ 6,795 0 2,260 |
||
| 9,055 |
NOTE There re no Debtors or Creditors at 31.12.2022 as the 2022 accounts have been prepared on the cash basis.
Page 5