CAPEL COMMUNITY ASSOCIATION
(Registered Charity No. 1179661)
REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2024
| Page | |
|---|---|
| Report of the Trustees | 2-4 |
| Independent Examiner's Report | 5 |
| Statement of Financial Activities | 6 |
| Balance Sheet | 7 |
| Accounting Policies | 8-9 |
| Notes to the Accounts | 10 -12 |
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CAPEL COMMUNITY ASSOCIATION
REPORT OF THE TRUSTEES
The Trustees present their report for the year ended 31 August 2024.
Principal Address
Capel Village Hall Falmouth Place Five Oak Green Tonbridge TN12 6RD
Structure, Governance and Management
Constitution
Capel Community Association (the 'Charity') is a registered charity, registration number 1179661.
The Charity was established as a Charitable Incorporated Organisation (CIO) under a Constitution adopted on 27 December 2018. The Constitution defines the Charity's objects and powers. The Trustees are appointed by the Members or by Trustees in accordance with the Constitution.
The Trustees who served during the year and up to the date of signature of the financial statements were:
J Corcoran GW Hardwick H Patterson A Smith H Cleminson (resigned 24th April 2024) D Young (resigned 19th February 2024) M Hogwood (appointed 22 April 2025)
Organisation of the Charity
The Charity is under the control and management of its trustees who have overall oversight of the charity. Volunteers deal with day-to-day matters, attend committee meetings, liaise with and report to Trustees.
Objectives and Activities
Under the Charity's Constitution, the objects of the Charity are:
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To further or benefit the residents of the Parish of Capel and the neighbourhood without distinction of sex, sexual orientation, race or of political, religious or other opinions by associating together the said residents and their voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation leisure time occupation with the objective of improving the conditions of life for the residents. To enhance the development and education of children under statutory school age by encouraging parents to understand and provide for the needs of their children through community groups.
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In furtherance to these objects but not otherwise, the trustees shall have the power: To establish or secure a village nail ana to maintain or manage or co-operate with any statutory authority in tne maintenance and management of such a centre for activities promoted by the charity in the furtherance of the above objectives. Nothing in this constitution shall authorise an application of the property of the CIO for the purposes which are not charitable.
In planning the activities of the Charity, in particular setting the fees for hire of the Village Hall and attendance by local children at Pre School, the Trustees have considered the Charity Commissioners’ guidance on public benefit and specifically the guidance on the charging of fees. There are regular reviews of the fees charged and works to ensure the Hall facilities are available at an affordable price to the residents of the Parish in accordance with the object of the Charity.
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CAPEL COMMUNITY ASSOCIATION
REPORT OF THE TRUSTEES
Review of the Period
During the year two Trustees retired: JH Cleminson and J Young. They were not replaced during the year.
The biggest events affecting the Hall during the period were the failure of the roof and problems with the heating system. The roof problems were thought to have been caused by the hot dry summer in 2023 that caused cracks in the bituminous coating of the 50 year old flat roof, followed by a wet cold winter that caused water to leak through it, particularly into the main hall. This was very disruptive to the hirers, especially to PreSchool, who would frequently arrive to find floods in the Hall. Remedial works were carried out, but these had limited benefit, notably as the water would leak along the inside of the roof and would appear a distance from the cracks themselves.
Meanwhile the heating system proved very unreliable. It is nearly 30 years old. The heating engineering company did what they could, but certain key parts are no longer available, so they had to improvise. The failure of the heating system to warm and dry the Hall compounded the water leaks problem. The Trustees investigated renting a temporary building and alternative accommodation elsewhere, but the expense of these, plus the improving weather in the spring and summer of 2024, reduced the severity of the problems temporarily. However, a strategic approach was needed, so the Trustees discussed the issues with Capel Parish Council and started to formulate plans ranging from providing a new temporary or permanent building alongside the Main Hall, to demolishing the whole Hall and re-building it.
The extra work required to remediate, albeit temporarily, proved very expensive as the accounts show.
Despite the issues with the Hall, Pre-School initiated a cost reduction programme which improved usage of staff and filling unused places, which saved about £20,000 over the year, and the benefits are expected to continue.
Future Plans
Our plans are to keep the existing Hall fit for purpose, to increase revenue from all hirers, and to carry out a low cost re-roofing of the Hall to get it through the 2024-5 winter, and buy us time to develop a strategic approach for 2025-6.
Financial Report for the Year
Results for the year
A summary of the year's results is given on page 5 of the financial statements.
The deficit recorded for the year of £32,201 (deficit £21,725 - 2023), comprised a deficit of £34.035 (deficit £1,657 - 2023) of unrestricted funds and a net income of £1,834 (deficit £20,068 - 2023) on restricted reserves. The net income on restricted reserves relates to Pre-School. A transfer was made from the restricted reserves to general reserves of £8,564 to reflect Pre-School's use of the Village Hall's facilities.
Reserves Policy
The Charity requires reserves to protect its current activities, in order to allow the Trustees to meet their dayto-day responsibilities and to ensure that it continues to operate as a going concern. To secure the future of the hall the Trustees' designate part of the general funds to a reserve: The Building Fund, which comprises monies designated for major work required for Hall maintenance or improvement, whether planned or unexpected in nature.
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CAPEL COMMUNITY ASSOCIATION REPORT OF THE TRUSTEES Reserves comprise.. Unreslricled General funds, which are available for use at the discretion of the Trustees in furtherance of the general objectives ofthe Charity and are maintained at a level which the Trustees consider necessary. Designated funds comprise of monies set aside out of unrestricted general funds for specific future hall purposes or projects. Restricted funds are subjected to restrictions on their expenditure imposed by the donor or through the terms of an appeal. Pre School is part of the Capel Community Association charity. The Pre School funds, which comprise the surplus on grants received and fees paid, ¢on51ilule a restricted fund within the Charty. As at 31 August 2024, the Charrty had general funds of £5,437, designated funds of £49,600 and restricted funds of £6,417. The Trustees will keep the level of reserves under constant review. Investments Any surpluses are held in interest bearing bank accounts. The interest generated is used in the furtherance of the Charity's objectives. Approved by the trustees and signed on their behalf by-. MI G WHardwick Trustee Approved on.. 1st D e<4iu6w £01
CAraEL COMMUNITY ASSOCIATICN REPORT OF THE EXAMINER Independent Examiner's Report to the Trustees of Capel Community Association I report lo the Iwslees on my examination of the accounts ol the Charity for the year ended 31 August 2024, which are sel out on pages 6 10 12. Respective responsibilities of Trustees and Examiner The Charity's Iruslees are responsible for the preparation of the accounts in accordaTr with the requirements of the Charities Act 2011 (the 'Act'l. The Charity's trustees consider that an audit is not required for this year under section 144121 of the Act and that an indepen(Jenl examinalion is r)eeded. It is my responsibility to: examine the accounts under seclion 145 of the 2011 Aet.. lo follow the procedures laid down in the general Directions given by the Charity Commission under sgclion 14515llbl of the 2011 Act- and lo slate whether par1icular matters nave come lo my attention. Basis of independent examIneS report My examination was carried out in accordance with the general Direclions given by the Charity Commission. An examination includes a review of the accounting records kepi by the charity an6 a 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 you 3S trustees concerning any such mallers. I he procedures undertaken do not provide all the evidence that would be required in afi audit and consequently no opinion is given as lo whether the accounts present a 'lrue and fair view, and the report is limited lo those maiter5 set out in the statement below. Independent examinefs statement I have completed my examination. I confirm that no material matters have come lo my allenlion in connection with the examination giving me reasonable c3use lo believe thal in any material respect.. accounting records were not kepi in respecl of the Charity as required by seclion 130 of Ihe Act- or the accounts do not accord with those- or the accounts do not comply wilh the applicable requirements concerning the form ano conlenl ol accounts set out in Ihe Charities (Accounts and Reports) Regulations 2008 other than any requirernent that the accounts gwe a 'lrue and fair view which is not a matter considered as part of an independent examination. I have no concems and have come across no other matters in ¢onnection with the examination to whieh attents.on should be drawn in this respecl in order to enable a proper understanding of the accounts lo be reached. Mark Wildi Charted Accounl8nl Orchard Brook Five Oak Green Road Tonbridge TN12 6TJ Date: .1 i)
CAPEL COMMUNITY ASSOCIATION
STATEMENT OF FINANCIAL ACTIVITIES (incorporating income and expenditure account) for the Year Ended 31 August 2024
| Notes Incoming resources Income from: Donations, legacies and similar incoming 1 resources Letting receipts and rents Pre-school fees receivable Investment Income Total Income Resources expended Expenditure on charitable activities: Hall Development Letting expenses (Licences) 2 Premises costs 3 |
Total Total UnrestrictedRestricted Funds Funds Fund Funds 2024 2023 £ £ £ £ 840 405 1,245 1,525 11,239 11,239 9,724 136,322 136,322 104,106 1,180 64 1,244 419 |
|---|---|
| 13,259 136,791 150,050 115,774 |
|
| 14,408 14,408 257 257 149 27,233 113 27,346 13,895 |
|
| Staff costs 4 |
11,376 122,922 134,298 119,532 |
| Activity costs Management and administration 5 |
1,582 1,582 1,667 2,584 1,776 4,360 2,256 |
| Total Expenditure Net (expenditure) income before transfers Transfers between funds Net income and net movement in funds Total funds brought forward at 1 September 2023 Total funds carried forward at 31 August 2024 |
55,858 126,393 182,251 137,499 |
| (42,599) 10,398 (32,201) (21,725) 8,564 (8,564) |
|
| (34,035) 1,834 (32,201) (21,725) 89,072 4,583 93,665 115,380 |
|
| 55,037 6,417 61,464 93,655 |
All recognised gains and losses are included in the above statement of financial activities.
All of the charity's activities derived from continuing operations during the above two financial periods.
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CAPEL COMMUNITY ASSOCIATION BALANCE SHEET Year ended 31 August 2024 Notes 2024 2024 2023 2023 Flxed Assets Tangible fixed assets Current Assets Debtors Cash at bank aThJ in IpThJ 7,691 56,240 63,931 6, 985 90. 655 97,640 Credltord: Amunts fallirg due within ot year 12.4771 (3,985) Net Current knets 61.454 93,655 Total net assets 61,454 93, 655 The funds of the charlty 12 Re$trKted fund5 10 6,417 4,583 Unrestricted funds DesKJnated funds 11 49,600 71,000 General funds 11 5,437 18,072 61,454 93. 655 Approved by the trustees of Capel Community Association, and signed on their behalf by.. Mr G W Hafdwick Trustee Approved on.. 1st ioz The Accounting Policies and Notes on pages 7 10 10 form part of these Accounts_
CAPEL COMMUNITY ASSOCIATION
STATEMENT OF TRUSTEES' RESPONSIBILITES AND ACCOUNTING POLICIES
Basis of Accounting Policies
Accounting
The Accounts have been prepared under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant accounting policies below or the notes to these accounts.
The accounts have been prepared in accordance with 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) and with the Charities Act 2011.
The charity constitutes a public benefit entity as defined by FRS 102.
Critical accounting estimates and areas of judgement
Preparation of the accounts requires the trustees and management to make significant judgements and estimates. The items in the accounts where these judgements and estimates have been made include:
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the useful economic lives attributed to tangible fixed assets used to determine the annual depreciation charge;
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the assumptions adopted in determining the value of any designations required from the charity's general unrestricted funds
Assessment of going concern
The trustees have assessed whether the use of the going concern assumption is appropriate in preparing these accounts, in respect to a period of one year from the date of approval of these accounts. The trustees have concluded that there are no material uncertainties related to events or conditions that may cast significant doubt on the ability of the charity to continue as a going concern.
The specific accounting policies adopted are set out below.
Fund accounting
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Unrestricted General funds are available for use at the discretion of the Trustees in furtherance of the general objectives of the Charity. The Trustees consider that general funds should be maintained to cover approximately six months expenditure.
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Designated funds comprise monies set aside out of unrestricted general funds specific future purposes or projects.
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Restricted funds are subjected to restrictions on their expenditure imposed by the donor or through the terms of an appeal.
Incoming Resources
Grants and other similar income are credited to the Statement of Financial Activities in the period to which it relates. Donations, legacies and similar incoming resources represents that given by individuals, corporations and other charitable organisations. Such income is credited to the Statement of Financial Activities in the year in which it is received. Investment income, representing interest, is credited to the Statement of Financial Activities when received. Volunteer time is not recognised.
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CAPEL COMMUNITY ASSOCIATION
NOTES TO THE ACCOUNTS Year ended 31 August 2024
Accounting Policies (continued)
Debtors
Debtors are measures on initial recognition at settlement amount after any discounts or amounts advanced by the charity. Subsequently they are measured at the cash or other consideration expected to be received.
Resources Expended
Expenditure is recognised on an accruals basis as a liability is incurred. Expenditure includes VAT and is reported as part of the expenditure to which it relates.
Liability recognition
Liabilities are recognised where it is more likely than not that there is a legal or constructive obligation committing the charity to pay out resources and the amount of the obligation can be measures with reasonable certainty.
Fixed assets
Fixed assets are stated at cost less accumulated depreciation. The costs of minor additions are not capitalised. Depreciation is provided at rates calculated to write off the cost of each asset over its expected useful life. All fixed assets have been fully depreciated.
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CAPEL COMMUNITY ASSOCIATION
NOTES TO THE ACCOUNTS Year ended 31 August 2024
1 Donations, legacies and similar incoming resources
| Donations, legacies and similar incoming resources | ||
|---|---|---|
| 100 Club funds Donations |
Total 2024 £ 440 805 1,245 |
Total £ 1,035 2023 490 |
| 1,245 |
2 Letting expenses
| Licences Premises costs Rent Utilities 4.991Cleaning Insurance Repairs and maintenance |
Total 2024 £ 257 257 Total 2024 £ 1 9,229 1,438 3,631 13,047 |
Total £ 149 2023 |
|---|---|---|
| 149 | ||
| Total £ 1 4,991 1,984 1,353 5,566 2023 |
||
| 27,346 | 13,895 | |
3 Premises costs
| 4 Staff costs Salaries etc Social security costs Other staff costs |
Total Total 2024 £ £ 123,773 115,497 8,056 1,504 2,469 2,531 2023 |
|---|---|
| 134,298 119,532 |
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CAPEL COMMUNITY ASSOCIATION
NOTES TO THE ACCOUNTS Year ended 31 August 2024
5 Management and Administration of the Charity
| 5 | Management and Administration of the Charity | ||||
|---|---|---|---|---|---|
| Total | Total | ||||
| 2024 | 2023 | ||||
| £ | £ | ||||
| Telephone and mobile | 350 | 219 | |||
| Bad debts | - | (25) | |||
| Computer costs (website & laptop purchase) | 2,053 | 207 | |||
| Office equipment depreciation | - | 142 | |||
| Subscriptions | 907 | 197 | |||
| Sundry expenses | 104 | 350 | |||
| Printing, postage and stationery | 461 | 715 | |||
| General insurance | 485 | 451 | |||
| 4,360 | 2,256 | ||||
| 6 | Trustees' Remuneration | ||||
| J Corcoran received £6,432 for her work in managing the Hall, the | hirings | and the cleaning | |||
| during this particularly difficult year. Despite the poor condition of the Hall | at times, | she | |||
| helped increase hirings and lettings by 16%. Her appointment was made | in accordance |
with best practice as set out in the guidance notice CC11: Charities paying a trustee or connected person.
| 7 Tangible Fixed Assets Cost At 1 September 2023 and 31 August 2024 Depreciation At 1 September 2023 and 31 August 2024 Net book value At 1 September 2023 and 31 August 2024 8 Debtors Trade debtors - fees Other debtors - Hall lettings/100 Club Prepayments and accrued income |
Outside Play Computer Area/Furniture Equipment £ £ 10,422 2,119 10,422 2,119 - - Total 2024 £ 6,423 689 579 7,691 |
Total £ 12,541 |
|---|---|---|
| 12,400 | ||
| - | ||
| Total 2023 £ 6,427 558 |
||
| 6,985 |
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CAPEL COMMUNITY ASSOCIATION
NOTES TO THE ACCOUNTS Year ended 31 August 2024
9 Creditors: Amounts falling due within one year
| Other creditors Accruals and deferred income Social security and other taxes |
Total 2024 £ 1,066 582 829 2,477 |
Total 2023 £ 1,830 237 1,918 |
|---|---|---|
| 3,985 |
| 10 Restricted Fund Capel Pre-school 11 Designated Fund Building Fund |
Balance at Incoming Resources 1 Sept 2023 resources expended £ £ £ 4,583 10,398 (8,564) Balance at New Released to 1 Sept 2023 designationGeneral fund £ £ £ 71,000 21,400 |
Balance at 31 Aug 2024 £ 6,417 |
|---|---|---|
| Balance at 31 Aug 2024 £ 49,600 |
The Building Fund comprises monies designated for major work required in respect of the maintenance or improvement of the Hall, whether planned or unexpected in nature.
12[Analysis of Total Funds]
| 2024: Restricted fund Designated General fund 2023: Restricted fund Designated General |
Fixed Current Current Assets Assets Liabilities £ £ £ - 7,653 (1,236) - 49,600 - - 6,678 (1,241) - 63,931 (2,477) £ £ £ - 8,114 (3,531) - 71,000 - - 18,526 (454) - 97,640 (3,985) |
Total 2024 £ 6,417 49,600 5,437 |
|---|---|---|
| 61,454 | ||
| £ 4,583 71,000 18,072 |
||
| 93,655 |
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