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2023-04-30-accounts

BROOKVALE COMMUNITY ASSOCIATION

REPORT AND ACCOUNTS

FOR THE YEAR ENDED 30[th] APRIL, 2023

Charity Registration Number 1174719

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2023

BROOKVALE COMMUNITY ASSOCIATION INDEX TO THE ACCOUNTS

Page

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REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2023

REFERENCE AND ADMINISTRATIVE INFORMATION

BCA TRUSTEES FOR THE PERIOD ENDING 30[th] APRIL 2023

MALCOLM MACINNES CATHY MAWER TED BLACKMORE SQUIRES CATHY WILLIAMS HELEN CAMPER ARUN MUMMALANENI ANDY BALL FRANCESCA MARITAN MICHAEL HOWARD-SORRELL.

REGISTERED AND PRINCIPAL ADDRESS

25 Highfield Chase Basingstoke Hampshire RG21 7SA

BANKERS

Lloyds Bank PLC 25 Gresham Street London EC2V 7HN

INDEPENDENT EXAMINER

David Fields Daybooks 44 Pennington Close Colden Common Winchester Hampshire SO21 1UR

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REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2023

TRUSTEES’ REPORT FOR THE YEAR ENDED 30[th] APRIL 2023

The Trustees are pleased to present their Report together with the Financial Statements of the Charity for the year ended 30th April 2023, which were approved by the Committee on 6[th] July, 2023. The financial statements comply with current statutory requirements and the Charity Commission’s guidance applicable to charities preparing Receipts and Payments Accounts.

BCA Governing Document

Brookvale Community Association (BCA) is a charity governed by its constitution that was adopted 24th February 1975 and updated May 2008. It is registered as a charity with the Charity Commission with number 1174719. Brookvale Community Association held an EGM on 24th November 2016 when it was agreed to adopt a new Constitution as a Charitable Incorporated Organisation (CIO).

BCA Appointment of Trustees.

Trustees and honorary officers are elected by the members at the AGM. The trustees shall retire from office at the end of the annual general meeting three years after his or her appointment but shall be eligible for re-election. Trustees can be nominated by members associate members or existing Trustees. Our trustees benefit from ongoing professional development to help keep up-to date.

BCA Constitutional Objects

To promote the benefit of the inhabitants of Brookvale and the neighbourhood (hereinafter called 'the area of benefit') without distinction of sex or of political, religious or other opinions, by associating the local authorities, voluntary organisations and inhabitants 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. To establish and secure the Village Hall (hereinafter called the 'Hall') and to maintain, or to co-operate with any local statutory authority in the maintenance and management of such a Hall for activities promoted by the Association and its constituent bodies in furtherance of the above objects. To promote such other charitable purposes as may from time to time be determined. The Association shall be non-party in politics and non-sectarian in religion. The area of benefit shall be Brookvale and

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REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2023

the neighbourhood together defined by Basingstoke.

BCA Reserves Policy

It is the policy of the Charity to maintain free reserves at a level that balances our objective to develop and support services with our need to remain financially stable. A minimum level of free reserves equating to at least 3 months of unrestricted expenditure without any income is considered sufficient to cover management, administration and support costs and to respond to emergency needs which arise from time to time. We currently have nineteen months cover. Restricted reserves is a grant received of £900 from Action Hampshire Communities Against Cancer for a health education project.

Assets Managed by the Trustees

BCA manages Brookvale Village Hall and fundraise to maintain and develop the building and ensure the building is there for community use. The building is currently provided by the Basingstoke and Deane Borough Council for a “peppercorn” ground rent and free of business rates. The Council does not envisage an increase in charges for the lease and rent being levied on the Charity in future years. The Charity Commission is Trustee for the lease, being for 80 years from 1 May 2008.

Meetings

The Annual General Meeting of the Association was held in-person on Thursday 9th September 2022, followed by a talk from Bob Clarke of the Victoria County History Society about “Rough Music”. Trustees meet monthly. Our annual Trustees Meeting introduced a Risk Register and the need to update policies.

Development Sub Committee

Members continue to work on behalf of the Brookvale community to ensure developments are what the local residents want and that issues of access around the Ward of Brookvale Kings Furlong and Town Centre are addressed.

Hirers and Costs

Families have been affected by the Pandemic and spiralling heating energy costs, but our families’ hires increased to 50 compared to 33 last year. Not all regular hirers returned but new enquiries are still busy. Our energy costs were under a fixed contract until 30/4/2023.

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REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2023

BCA Public Benefit for the Year Ending 2022/23

The Charity is a public benefit entity.

Local residents’ group meetings are free to attend and open to all to hold one of our hall spaces free of charge for their meetings. The BCA observes the Charity Commission’s guidance on public benefit. Our impact is illustrated by maintaining footfall in the Village Hall across the wide range of groups hosted, events within, family parties, and community festival participation, and educational support in 2022/2023.

Activities & Events (all free of charge)

Brookvale Community Garden continues to be available for residents’ use, supported by Gardening Volunteers Oleg and Joe (beds) and Mencap Green Fingers (grass cutting). Brookvale in Bloom 13th year gave local residents the opportunity to show their work in their gardens and make Brookvale a beautiful place to live. Annual Sustainability Day Workshops were deferred this year due to the national Green Week date change. Annual Thornycroft Day - Clock Project fundraising day included the popular factory memorabilia display by Garry Bone, heritage film footage and transport models. Community Coffee Mornings on weekly Thursdays residents meet committee members and plan events followed by Warm Hub “free” hot snacks. Councillors Coffee Mornings each month second Saturday enable residents to talk about their concerns, consultations new projects and local news. In 2022 Our Queen’s Platinum Jubilee event had some 400 attendees in Victory Park and the Village Hall, hosting entertainment/dancing/competitions and free ice cream. The new regular event launched in 2022 is the Santa Grotto party and in 2023 is our new annual Jumble Sale supported by the Old Basing ladies which raised over £600 much needed money for BCA funds.

Annual Talks included Heroes and Villains on the Canal by Roger Cansdale of the Canal Society. Media Our Blurb (residents free newsletter) 5 issues (5 Blurbs: Apr 2022, Jun 2022, Aug 2022, Dec 2022, Mar 2023) were delivered by unpaid volunteers to over 1900 homes in Brookvale & King’s Furlong & Town Centre. Our Website (www.brookvale.org.uk) resources continue to be developed to showcase the hall, enable bookings, update projects and track consultations, increasing visits. Our Facebook (page) for the “Heart of Basingstoke” can be accessed on our website homepage for immediate community news, views and feedback.

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REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2023

Fund raising

The Brookvale Lottery continues to be run by Cathy Mawer and BCA thanks her for her continued commitment. Grants are becoming more evidence based especially around need. The solar panels continue to provide income towards our hall’s costs.

Hirers

Hiring of the hall has gradually resumed both for regular groups and for children’s parties.

Note from Chair of Trustees

Accounting year 2021/2022 still showed a reduction in letting income but this considerably increased during 2022/2023. There are still challenges of increasing maintenance, safety, security and energy costs. Our Reserves show a stable position and the Charity considers it is currently able to pay its debts as they fall due. We always need more signed up members and volunteers to deliver our community events, as without you we would not have a hall. We are very grateful for all your ongoing support. Our Development Subcommittee also needs more members to continue to research and respond to multiple consultations and meetings on behalf of our community to shape suitable developments, access and facilities within our area. We welcome Tascha assisting us with paid handy person work on the hall and welcome our new volunteer Alison helping with admin, lettings and cake baking. We thank our small group of active volunteers, without whom we would not have a Village Hall, Thornycroft Day and Brookvale in Bloom, Thursday and Saturday coffee mornings. In support of national events, we are also planning a Coronation Commemoration Tree in 2023. More volunteers are always welcome to help out and enjoy hosting our events. Looking forward to working together with everyone to ensure our continued success into the coming years!

Signed ............................................................. M. MacInnes Chair Date

Signed ............................................................. C Williams Treasurer Date

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REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2023

Independent Examiner's Report to the Trustees of Brookvale Community Association

I report to the Trustees on my examination of the accounts of the Brookvale Community Association (the Charity) for the year ended 30[th] April, 2023, which are set out on pages 9 to 10.

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 Charity’s accounts carried out under section 145 of the 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 giving me cause to believe that in any material respect:

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.

David Fields ACMA Chartered Management Accountant

Daybooks 44 Pennington Close Colden Common Winchester Hampshire

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REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2023

SO21 1UR

Receipts and Payments Account for Financial Year Ending 30th April, 2023

Prior Year

Current Year

Total
£
40
11,743
1,650
212
28
963
20
8,500
3,939
441
54
27,590
1,728
2,454
5,909
3,947
960
1,269
1,947
3,693
990
22,897
205
960
1,034		 Receipts
Blurb adverts etc
Hall Hire
Refundable Hire deposits
Events
Donations
Lottery fund collections
Lottery fund donations
Grants
SSE FIT - solar panels
Other
Interest received
Total Receipts
Payments
Direct Hall Expenditure
Utilities
Maintenance
Projects costs
Cleaning, materials and gardening
Lottery fund draws
Hall deposit refunds
Insurance
Equipment Purchase
Safety Protection/ Certification
Sub-Total
Other administration costs
Stationery
Events
Blurb		 Unrestricted
Restricted
Total
£
£
£
0
0
0
20,268
0 20,268
2,450
0
2,450
446
0
446
673
0
673
1,048
0
1,048
1
0
1
1,090
900
1,990
4,845
0
4,845
415
0
415
12
0
12
31,248
900 32,148
1,801
0
1,801
7,793
0
7,793
805
0
805
5,032
0
5,032
1,199
0
1,199
3,228
0
3,228
2,083
0
2,083
2,063
0
2,063
588
0
588
24,592
0 24,592
307
0
307
2,507
0
2,507
1,014
0
1,014

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6
Staff training
0
AGM
1,114
Other - Licenses and accounting
fees
0
Donations made - Ukraine
38
Wages and salaries
0
Contractors
672
Internet
4,029
Sub-Total
0
Asset purchases
26,926
Total Payments
664
Net surplus or (deficit)
54,824
Cash balances brought forward
55,488
Cash funds carried forward		 REPORT OF THE
TRUSTEES FOR THE
YEAR ENDED
30th April 2023
33
0
33
0
0
0
2,780
0
2,780
545
0
545
742
0
742
242
0
242
680
0
680
8,850
0
8,850
0
33,442
0 33,442
(2,194)
900(1,294)
55,488
0 55,488
53,294
900 54,194

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REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2023

Statement of Assets and Liabilities as at 30th April, 2023

Prior
Year
Total
£
Cash funds
42,301
Lloyds Bank Current Account
24
Lloyds Deposit Account Balance
0
Santander account balance
12,222
Shawbrook Funds
816
Lottery funds inc cash
100
Cash held for floats
25
Toddler cash float
55,488
Total Cash Funds
Other monetary assets
0
Assets retained for Charity use
0
Toddlers' float advanced
0
Held as custodian - Clock
Project
0
Total other assets
Liabilities
0
Creditors
0
HMRC taxes and social security
0
Total Liabilities		 Current Year
Unrestricted
Restricted
Total
£
£
£
40,355
900 41,255
24
0
24
0
0
0
12,235
0 12,235
600
0
600
80
0
80
0
0
0
53,294
900 54,194
0
0
0
0
25
25
0
3,423
3,423
0
3,448
3,448
0
900
900
0
0
0
0
900
900

The notes on pages 12 to 13 form part of these accounts

The Charity’s governing document does not require the Charity to obtain an audit of its financial statements for the year ended 30[th] April, 2023 and in accordance with Section 145 of the Charities Act 2011 the Charity Trustees have elected to have the accounts independently examined. The Trustees confirm they have provided all information and explanations to the Independent Examiner in accordance with Section 33 of The Charities (Accounts and Reports) Regulations 2008.

These financial statements were approved by the Trustees on 12[th] June, 2023

Signed_______

C Williams, Hon Treasurer

Signed_______

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REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2023

M MacInnes Chair

BROOKVALE COMMUNITY ASSOCIATION NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 30[th] APRIL, 2023

1. Accounting Policies

a) Basis of Accounting

The Charity’s gross income in the financial year does not exceed £250,000

and the Charity Trustees have therefore elected to prepare –

a) a receipts and payments account, and

b) a statement of assets and liabilities

in accordance with Section 133 of The Charities Act 2011.

The principal policies of the Charity are set out as follows.

b) Financial Statements

The content and format of these financial statements are compliant with recommendations provided by the Charity Commission.

c) Funds Structure Policy

Restricted funds are subject to restrictions on their expenditure by the donor. Unrestricted funds are available for use at the discretion of the Committee in furtherance of the general objectives of the Charity.

2. Staff costs and trustee remuneration

There was one employee during the year. During the year one Member was paid £3,063 for services in accordance with s185 Charities Act 2011. One other Member was reimbursed for expenses incurred of £928.

3.

Value Added Tax

The Charity is not registered for VAT and thus any VAT incurred is wholly irrecoverable and is charged to the specified activity for which it was incurred.

4.

Taxation

The Charity is a registered charity and as such is exempt from tax on its income under Section 505 of the Income and Corporation Taxes Act 1988, as long as its income is applicable and applied for charitable purposes only. During the year all of the income was applicable and applied towards charitable purposes.

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REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2023

5. Other monetary assets

At the end of the year the Toddler Cash Float represents loan advancement to them.

6. Funds held as custodian

The Charity holds the funds for the Clock Project as custodian in a separate Lloyds bank account. The Clock Project is a joint partnership with Thorneycroft.

7. Restricted Funds

During the year funds of £900 received from Community Action H CA Cancer Grant was not spent and will be returned.

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