## **BROOKVALE COMMUNITY ASSOCIATION** 

## **REPORT AND ACCOUNTS** 

**FOR THE YEAR ENDED 30[th] APRIL, 2024** 

Charity Registration Number 1174719 



**REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2024** a 

# **BROOKVALE COMMUNITY ASSOCIATION INDEX TO THE ACCOUNTS** 

Page 

- 3 Reference and Administrative Information 

- 4 - 7 Trustees’ Report 

- 8 Independent Examiner's Report 

- 9 - 10 Receipts and Payments Accounts 

- 11 Statement of Assets and Liabilities 

- 12… Notes forming part of the Accounts 

2 | P a g e 



**REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2024** a 

## **REFERENCE AND ADMINISTRATIVE INFORMATION** 

## **BCA TRUSTEES FOR THE PERIOD ENDING 30[th] APRIL 2024** 

MALCOLM MACINNES 

CATHY MAWER 

TED BLACKMORE SQUIRES 

CATHY WILLIAMS 

HELEN CAMPER 

ARUN MUMMALANENI 

FRANCESCA MARITAN (Stepped down on 10th September 2023 and remains as an active volunteer) 

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 

3 | P a g e 



**REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2024** a 

## **TRUSTEES’ REPORT FOR THE YEAR ENDED 30[th] APRIL 2024** 

The Trustees are pleased to present their Report together with the Financial Statements of the Charity for the year ended 30th April 2024, which were approved by the Committee on 1 August, 2024. 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. Charity No 1174719. Its registered address is Brookvale Village Hall, Lower Brook St, Basingstoke RG21 7RP. 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 the neighbourhood together defined by Basingstoke. 

4 | P a g e 



**REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2024** a 

## **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 more than six months cover. We returned the grant received for an education project £900 from Community Action H CA Cancer Grant which did not happen. 

## **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 do 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 7th September 2023, followed by a talk from Debbie Reavell of the Basingstoke Heritage Society about ‘Basingstoke – Past into Present’.  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 the increased cost of living, but our families’ hires increased to 68 compared to 50 last year. Our energy costs were under a fixed contract until 30/4/2024 with a 163% increase. 

## **BCA Public Benefit for the Year Ending 2023-24** 

The Charity is a public benefit entity. 

5 | P a g e 



**REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2024** a 

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 2023/2024. 

## **Activities & Events** (all free of charge) 

Brookvale Community Garden continues to be available for residents’ use, supported by Gardening Volunteers Sarah (beds) and Mencap Green Fingers (grass cutting). Brookvale in Bloom 14th year gave local residents the opportunity to show their work in their gardens and make Brookvale a beautiful place to live. 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.  The Santa Grotto party was held again in December. 

In May we received a King’s Coronation Fund Grant of £500 to plant a commemorative tree. We held a free event for families to choose a tree, and it was planted in November. 

In June we received a Count Councillor’s grant of £980 for additional tables. Also in June we received a Council grant of £1,280 to run a weekly Warm Welcome lunch club, which continues. 

In September we received a Council grant of £966 for additional chairs. In March we received a Count Councillor’s grant of £700 for a projector. 

## Annual Talks included The Reinvention of Basingstoke by Bob Clarke. 

## **Media** 

Our Blurb (residents free newsletter) 3 issues) 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 

6 | P a g e 



**REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2024** a 

accessed on our website homepage for immediate community news, views and feedback. 

## **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** 

We are pleased to report that letting income increased by 23% during 2023/2024. My thanks go to the volunteer keyholders. There are still challenges of increasing maintenance, safety, security and energy costs. Our Accounts show an improving 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. Our thanks go to our continuing volunteers including Alison helping with admin and cake baking. Without volunteers 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 2024.  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 

7 | P a g e 



**REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2024** a 

## **Independent Examiner's Report to the Trustees of Brookvale Communiy 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, 2024, which are set out on pages 9 to 11. 

## **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: 

- 1) the accounting records were not kept in accordance with  section 130 of the Act; or 

- 2) the accounts do not accord with those records. 

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. 

## ) VAotds 

David Fields  ACMA Chartered Management Accountant 3[rd] September, 2024 

Daybooks 44 Pennington Close Colden Common Winchester Hampshire SO21 1UR 

8 | P a g e 



**REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2024** a 

|sic|**30th April 2024**<br>sicBrookvale<br>a<br>Community Association|**30th April 2024**<br>sicBrookvale<br>a<br>Community Association|**30th April 2024**<br>a|a|
|---|---|---|---|---|
||**Receipts and Payments Account for Financial Year Ending 30th April 2024**||**Receipts and Payments Account for Financial Year Ending 30th April 2024**||
|**Prior Year**||**Current Year**|||
|**Total**||Unrestricted|Restricted|Total|
|**£**|**Receipts**|**£**|**£**|**£**|
|20,268  Hall Hire|20,268  Hall Hire|24,838||24,838|
|2,450  Hire deposits|2,450  Hire deposits|3,575||3,575|
|446  Events|446  Events|418||418|
|673  Donations|673  Donations|568||568|
|1,048  Lottery fund collections|1,048  Lottery fund collections|964||964|
|1  Lottery fund donations|1  Lottery fund donations|50||50|
|1,990  Grants|1,990  Grants|4,416||4,416|
|4,845  SSE FIT|4,845  SSE FIT|2,637||2,637|
|415  Other|415  Other|777||777|
|0  Thornycroft project inc donations|0  Thornycroft project inc donations|0||0|
|12  Interest received|12  Interest received|30||30|
|**32,148  Total Receipts**|**Total Receipts**|**38,273**|**0  **|**38,273**|
||**Payments**||||
||_Direct Hall Expenditure:_||||
|276  Utilities - Water|276  Utilities - Water|533||533|
|1,525  Utilities - Power|1,525  Utilities - Power|4,014||4,014|
|7,793  Maintenance|7,793  Maintenance|2,769||2,769|
|805  Project Costs|805  Project Costs|0||0|
|5,032  Cleaning, materials and gardening|5,032  Cleaning, materials and gardening|6,539||6,539|
|1,199  Lottery fund draws|1,199  Lottery fund draws|960||960|
|3,228  Hall deposit refunds|3,228  Hall deposit refunds|3,657||3,657|
|2,083  Insurance|2,083  Insurance|2,226||2,226|
|2,063  Equipment Purchase|2,063  Equipment Purchase|1,584||1,584|
|588  Safety Protection/ Certification|588  Safety Protection/ Certification|769||769|
|24,592  Sub totall Hall expenditure|24,592  Sub totall Hall expenditure|23,051|0  23,051|0  23,051|
||_Administration including:_||||
|307  Stationery|307  Stationery|244||244|
|2,507  Events|2,507  Events|2,685||2,685|
|0  Projects|0  Projects|1,798||1,798|
|1,014  Blurb costs|1,014  Blurb costs|1,050||1,050|
|33  Staff training|33  Staff training|0||0|
|0  Grant income returned|0  Grant income returned|1,455||1,455|
|2,780  Other - Licenses and accounting fees|2,780  Other - Licenses and accounting fees|0||0|
|545  Donations made - Ukraine|545  Donations made - Ukraine|0||0|
|742  Wages and salaries|742  Wages and salaries|0||0|
|0  Grant expenditure|0  Grant expenditure|4,473||4,473|
|242  Contractors|242  Contractors|2,343||2,343|
|680  Internet|680  Internet|1,965||1,965|
|8,850  Sub total admininstration|8,850  Sub total admininstration|16,013|0  16,013|0  16,013|



9 | P a g e 



|sic|sicBrookvale<br>Community Association|
|---|---|
||Asset purchases|
|**33,442**|**33,442Total Payments**|
|**(1,294)**|**Net surplus or (deficit)**|
|55,488|55,488Cash balances brought forward|
|**54,194  Cash funds carried forward**|**194  Cash funds carried forward**|



|**REPORT OF THE**<br>**TRUSTEES FOR THE**<br>**YEAR ENDED**<br>**30th April 2024**<br>a|**REPORT OF THE**<br>**TRUSTEES FOR THE**<br>**YEAR ENDED**<br>**30th April 2024**<br>a|
|---|---|
|0|0|
|**39,064**<br>**0  39,064**|**0  39,064**|
|**(791)**<br>**0**|**(791)**|
|54,194<br>0  54,194|0  54,194|
|**53,403**<br>**0  53**|**0  53,403**|



10 | P a g e 



**REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2024** a 

|sic|sicBrookvale<br>Community Association|**30th April 2024**<br>a|**30th April 2024**<br>a|**30th April 2024**<br>a|
|---|---|---|---|---|
||**Statement of Assets and Liabilities as at 30th April, 2024**|**Statement of Assets and Liabilities as at 30th April, 2024**|||
|**Prior Year**|||**Current Year**||
|**Total**||Unrestricted|Restricted|Total|
|**£**||**£**|**£**|**£**|
||**Cash funds**||||
|41,255  Lloyds Bank Current Account|41,255  Lloyds Bank Current Account|40,423|40,423|40,423|
|24  Lloyds Deposit Account Balance|24  Lloyds Deposit Account Balance|0|0|0|
|12,235  Shawbrook Funds|12,235  Shawbrook Funds|12,265|12,265|12,265|
|600  Lottery funds inc cash|600  Lottery funds inc cash|615|615|615|
|80  Cash held for floats|80  Cash held for floats|100|100|100|
|54,194  Total assets|4  Total assets|53,403|0|53,403|
||**Other monetary assets**||||
|0  Assets retained for Charity use|0  Assets retained for Charity use|0|0|0|
|25  Toddlers' float advanced|25  Toddlers' float advanced|0|0|0|
|3,423  Held as custodian - Clock Project|3,423  Held as custodian - Clock Project|0|0<br>3,625|3,625|
|3,448|**Total other assets**|0|3,625|3,625|
||**Liabilities**||||
|900  Creditors|900  Creditors|0|0|0|
|0  HMRC taxes and social security|0  HMRC taxes and social security|0|0|0|
|900|900**Total Liabilities**|0|0<br>0|0|



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, 2024 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 1[st] August, 2024 

Signed___________________________________________ C Williams, Hon Treasurer 

Signed___________________________________________ M Macinnes Chair 

11 | P a g e 



**REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2024** a 

## **BROOKVALE COMMUNITY ASSOCIATION NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 30[th] APRIL, 2024** 

## **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 no employee during the year. During the year one Member was paid £2,227 for services in accordance with s185 Charities Act 2011. One other Member was reimbursed for expenses incurred of £5,311. 

## **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. 

12 | P a g e 



**REPORT OF THE TRUSTEES FOR THE YEAR ENDED 30th April 2024** a 

## **5. Other monetarty assets** 

At the end of the year the Toddler Cash Float representing a loan advancement to them was repaid. 

## **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** 

Funds of £900 received from Community Action H CA Cancer Grant in the prior year was not spent and has been returned. 

13 | P a g e