2021-12-31-accounts - Residents Of Meads Playing Field Association

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RESIDENTS OF MEADS PLAYING FIELD ASSOCIATION CHARITABLE INCORPORATED ORGANISATION, registered number 1193070 TRUSTEES' REPORT

FOR THE PERIOD ENDED 31 DECEMBER 2021

The trustees present their report and accounts for the period ended 31 December 2021. The accounts have been prepared on the receipts and payments basis.

Structure, governance and management

The Residents of Meads Playing Field Association (the Charity) was incorporated on 11 January 2021. The Charity is a charitable incorporated organisation and is registered as charity number 1193070. During the period it took over the undertaking and assets of the predecessor charity Residents of Meads Playing Field Association charity number 287314 (the Predecessor Charity). The comparative figures for 2020 in the trustees' report and in the accounts are the results for the predecessor charity for its year ended 31 December 2020.

Residents of Meads Playing Field Association is known as "ROMPA", and also as "Meads Lawn Tennis at ROMPA". Its address is: Rompa, Upper Carlisle Road Eastbourne, BN20 7TH.

The management of the Charity is the responsibility of the trustees who are appointed under the constitution. The costitution provides there must be a minimum of 3 trustees with no maximum. The trustees hold office from the end of the meeting at which they were elected or co-opted, and hold office till the next annual general meeting. All the trustees are eligible for reelection. Members each have one vote at general meetings. New trustees receive training from the existing trustees. There is no formal training programme.The trustees who served during the period were:

Hazel Sneath - Chair (appointed 11 January 2021, elected 6 April 2021) Kevin Boakes (co-opted 27 January 2022) Sue Boakes (co-opted 27 January 2022) Garf Collins (appointed 11 January 2021, elected 6 April 2021) Mike Dixon (elected 6 April 2021) Marie Feltham (elected 6 April 2021, retired 27 January 2022) Crispin Freeman - Treasurer (appointed 11 January 2021, elected 6 April 2021) Jessica Gisby - Under 23 secretary (co-opted 11 September 2021) Brian Greenwell (co-opted 27 January 2022) Clare Greenwell - Welfare officer (co-opted 27 January 2022) Debbie Jolly (elected 6 April 2021, retired 19 December 21) Bernard Lien-Lambert (co-opted 2 December 2021) Maria Louka - Membership secretary (appointed 11 January 2021, elected 6 April 2021) George Roseman (elected 6 April 2021, retired 11 September 2021) Linda Saunt (appointed 11 January 2021, elected 6 April 2021, retired 31 December 2021) Peter Stretton - Tennis secretary (elected 6 April 2021, retired 19 November 2021, co-opted 15 December 2021) Colin Venus (elected 6 April 2021, retired 19 November 2021)

The trustees determine the strategy and priorities of the running, operation, maintenance and activities. The Charity makes use of volunteers to carry out its activities.

Our bankers are CAF Bank and National Westminster Bank plc. Our Independent Examiner is Mr Anthony Davy, Chartered Accountant, of The Chaise House, West Street, Alfriston, BN26 5UX.

Transactions with related parties during the year are detailed in Note 2. No remuneration was paid to trustees during the period.

The trustees have assessed the major risks to which the Charity is exposed, and are satisfied that systems are in place to mitigate exposure to the major risks.

The club's policies can be viewed at https://clubspark.lta.org.uk/MeadsLawnTennisatROMPA/POLICIES.

Objectives and activities

The objects of the Charity are:

The promotion of community participation in healthy recreation, in particular but not exclusively by, the provision and maintenance of grounds and buildings for the playing of Tennis, Table Tennis, Yoga, and other sports and other activities capable of improving physical or mental health without regard to political religious race gender or other distinctions.
To do all such lawful acts or things as are necessary for the attainment of the primary objects of the Charity and so far as may be necessary or desirable to do such acts or things in collaboration with any person, body, institution, or authority.

When reviewing the Charity's aims and objectives, and planning its activities, the Trustees have due regard to the Charity Commission's public benefit guidance and that the Charity complies with all current legislation. Our activities during the year included continuing to maintain our existing facilities, and to promote junior membership, coaching, and participation.

RESIDENTS OF MEADS PLAYING FIELD ASSOCIATION CHARITABLE INCORPORATED ORGANISATION, registered number 1193070 TRUSTEES' REPORT (CONTINUED)

FOR THE PERIOD ENDED 31 DECEMBER 2021

Achievements and performance

Membership during the year comprised 203 adult members, 116 under 23 members, and 10 non playing members (2020: 189 adults, 120 under 23, and 13 non playing).

During the period, subject to the regulations to control the covid 19 pandemic, the Charity made its facilities available for use by schools and colleges, and our Head Coach ran successful tennis camps for juniors. The Charity also made its facilities available to the Lawn Tennis Association.

Financial review

The Receipts and Payment Account on page 3 shows a surplus of £17,676 in the unrestricted fund for the period (2020 £36,270). This was after receiving a covid restriction grant of £8,000, and spending £6,920 on repointing the boundary walls. Unrestricted funds transferred in from the Predecessor Charity were £65,057. Following the net transfers out of the unrestricted account £57,509 as detailed below, the balance carried forward is £25,225.

Also transferred in from the Predecessor Charity was the designated fund for asset replacement £69,639. To this was added £7,063 being the depreciation for the period on the floodlights, tennis court surfaces, and the storage unit. We transferred back to the unrestricted fund the £5,000 held for repointing of the boundary walls as the work on this was completed during the period, and as detailed below £5,573 was transferred to the new designated fund for the intended pavilion extension. The balance carried forward on the designated fund for asset replacement is £66,130.

The trustees decided to transfer £64,918 to a designated fund for the intended pavilion extension. This transfer comprised £20,557 being the net proceeds from the sale of land in 2019, £5,573 from the designated fund for asset replacement being the amount designated for the pavilion, the current period's depreciation of the pavilion and furnishings £1,881, the total of covid 19 grants from local government received over the last two years £27,907, and the £9,000 grant received in 2018 from the LTA for clubhouse improvement. From this £900 was transferred back to the unrestricted fund to cover architects' fees on initial designs for the pavilion extension, leaving the balance carried forward £64,018.

During the period members generously contributed £1,147 to the new restricted fund for the pavilion extension.

The new storage unit was installed at a cost of £8,300, partially funded by Colin Venus' very generous donation of £3,000.

The Statement of Assets and Liabilities on page 4 summarises the Charity's cash and other assets and liabilities at 31 December 2021. Cash at bank and in hand totalled £156,520. The Charity's physical facilities are listed as the land and pavilion, the tennis courts (surfaces and stop netting), floodlights, storage unit, and furniture and equipment.The committee will budget to make further accumulations to the designated fund for asset replacement as part of the reserves policy.

The Charity had no capital commitments as at 31 December 2021.

The trustees consider the Charity has sufficient resources to continue its activities for the foreseeable future.

Reserves policy

At the period end the unrestricted fund was £25,225, the designated fund for asset replacement was £66,130, the designated fund for the pavilion extension was £64,018, and the restricted fund for the pavilion extension was £1,147.

It is the policy of the Charity to maintain reserves to provide working capital and to continue financing the tangible fixed assets without resort to borrowing, and to accumulate annually sufficient sums in the designated fund to enable the periodic replacement of assets subject to gradual wear and tear through use in the Charity's activities. The Charity is also building up a designated reserve to finance the intended extension of the clubhouse, as supplemented by the restricted fund accumulating donations received for the same purpose.

On behalf of the board of trustees

Hazel Sneath

Chair of Trustees Dated: 09 March 2022

RESIDENTS OF MEADS PLAYING FIELD ASSOCIATION CHARITABLE INCORPORATED ORGANISATION, registered number 1193070 RECEIPTS & PAYMENTS ACCOUNT

PERIOD FROM 11 JANUARY TO 31 DECEMBER 2021

Notes Receipts Subscriptions & joining fees and guest fees 4 Floodlights Gift Aid tax recovered Donations and grants Coaching Club tournament entry receipts Hire of facilities Social events and catering Catering licence income Recycled tennis balls Shop sales & Shop licence income Covid-19 Grants Sundry Income Investment Income Bank deposit interest Total Receipts Payments Social events, catering, and goods for shop Tennis balls and competition entries Coaching Cleaning & Covid 19 materials Electricity Groundsman, grass and hedge cutting Garden plants Repairs and Renewals Insurance Rates and water LTA venue subscription Licences - TV, Music, & alcohol Printing postage stationery and advertising Wifi Bank charges Sundry expenses Independent examination Asset Purchases New Storage unit Pavillion extension Total Payments Net of Receipts & Payments Funds transfer Net of Receipts & Payments Cash Funds transferred in from the predecessor charity Cash Fund at 31 December 2021	Unrestricted Fund Designated Fund for Asset Replacement Designated Fund for Pavilion Extension Restricted Fund for Pavilion Extension New Storage Unit Restricted Fund PE 31 December 2021 Total 2020 £ £ £ £ 37,367 37,367 34,774 512 512 206 0 0 0 114 1,147 3,000 4,261 115 467 467 35 921 921 357 1,040 1,040 500 0 0 602 706 706 0 149 149 210 159 159 924 8,000 8,000 11,774 319 319 0 10 10 70
	49,762 0 0 1,147 3,000 53,909 49,566
	507 507 527 881 881 192 1,140 1,140 900 3,015 3,015 1,850 421 421 617 2,360 2,360 3,035 317 317 146 10,315 10,315 1,781 1,946 1,946 1,823 166 166 273 0 0 0 481 481 623 141 141 111 339 339 433 72 72 60 785 785 25 0 0 900
	22,885 0 0 0 0 22,885 13,296
	8,300 8,300 0 900 900 0
	32,085 0 0 0 0 32,085 13,296
	17,676 0 0 1,147 3,000 21,823 36,270 (57,509) (3,510) 64,018 (3,000) 0 0
	(39,832) (3,510) 64,018 1,147 0 21,823 36,270 65,057 69,639 0 0 0 134,696 95,429
	25,225 66,130 64,018 1,147 0 156,520 131,699

RESIDENTS OF MEADS PLAYING FIELD ASSOCIATION CHARITABLE INCORPORATED ORGANISATION, registered number 1193070

STATEMENT OF ASSETS & LIABILITIES AT 31 DECEMBER 2021

Notes Cash Funds Nat West Current Account Nat West Deposit Account CAF Current Account CAF Deposit Account Cash in hand Total Cash Funds Other Monetary Assets Debtors LTA Club coach re shop Stock Assets retained for the charity’s own use (Note Land Pavilion Tennis Courts Floodlights Storage Unit Furnishings Liabilities Electricity LTA Venue registration Collection for The Samaritans	Unrestricted Fund Designated Funds Restricted Fund 2021 5,849 30 5,879 3 64,000 573.00 64,576 18,179 18 18,197 66,130 66,130 1,195 544 1,739
	25,225 130,148 1,147 156,520
	50 50 1 1
	51 0 0 51

	0 0 0 0
	5) 4,486 4,486 27,263 27,263 14,996 14,996 24,255 24,255 7,885 7,885 1,448 1,448
	80,332 0 0 80,332
	62 62 660 660 71 71
	792 0 0 792

The accounts were approved by the Board of Trustees on 09 March 2022 and signed on behalf of the board of trustees by

Hazel Sneath Chair of Trustees

Crispin Freeman Treasurer

RESIDENTS OF MEADS PLAYING FIELD ASSOCIATION CHARITABLE INCORPORATED ORGANISATION, registered number 1193070 NOTES TO THE ACCOUNTS

FOR THE PERIOD ENDED 31 DECEMBER 2021

1 Accounting policies

Charity information

Residents of Meads Playing Field Association is an incorporated charitable organisation, registered with the Charity Commission under charity number 1193070 . Its principal address is The Pavilion, Upper Carlisle Road, Eastbourne, East Sussex BN20 4TH.

1.1 Basis of preparation

The accounts have been prepared on the receipts and payments basis in accordance with section 133 of the Charities Act 2011.

The accounts are prepared in sterling, which is the functional currency of the Charity. Monetary amounts in these accounts are rounded to the nearest £.

The comparative figures for 2020 are the results for the predecessor charity for its year ended 31 December 2020.

1.2 Going concern

At the time of approving the accounts, the trustees have a reasonable expectation that the Charity has adequate resources to continue in operational existence for the foreseeable future. Thus the trustees have adopted the going concern basis of accounting in preparing the accounts.

1.3 Incoming resources

All income is recognised on receipt of payment.

1.4 Resources expended

Expenditure is recognised when paid and includes attributable VAT which cannot be recovered.

1.5 Tangible fixed assets and depreciation

Tangible fixed assets are listed in the Statement of Assets & Liabilities at cost less notional depreciation. Depreciation is provided at rates calculated to write off the cost less estimated residual value of each asset over its expected useful life, as follows:

Pavilion 2% straight line (Depreciate over 50 years) Floodlights, and the storage unit 5% straight line (Depreciate over 20 years) Improvements to tennis courts 12.5% straight line (Depreciate over 8 years) Furniture, fittings & equipment 20% straight line (Depreciate over 5 years)

1.6 Accumulated funds

Restricted funds are subject to specific conditions by donors as to how they may be used. The purposes and uses of the restricted funds are set out in the trustees report. Unrestricted funds comprise those funds which the trustees are free to use for any purpose in furtherance of the charitable objects. Designated funds have been designated by the trustees for specified purposes as detailed in the trustees' report.

RESIDENTS OF MEADS PLAYING FIELD ASSOCIATION CHARITABLE INCORPORATED ORGANISATION, registered number 1193070 NOTES TO THE ACCOUNTS (Continued)

FOR THE PERIOD ENDED 31 DECEMBER 2021

2 Trustees, and related party transactions

During the period none of the trustees (nor any persons connected with them) received any remuneration (2020: none). 8 trustees were reimbursed for goods and services they purchased on behalf of the Charity totalling £1,336 (2020: 5 trustees £870).

During the period the Charity received a licence income of £706 from the catering facility belonging to Debbie Jolly and Fay Elms operated in the clubhouse. They terminated their licence on 31/12/2021. The trustees are all members of the club, paying the normal membership subscriptions. There were no other related party transactions during the year.

3 Employees

There were no employees during the period.

4 Subscriptions and joining fees

Adult Couple Family Under 23 Non playing Total individual members and subscriptions paid Guest fees Joining fees 5 Tangible Fixed Assets Land Pavilion £ £ Cost At 11 January 2021 4,486 51,028 Additions 900 Disposals At 31 December 2021 4,486 51,928 Depreciation At 11 January 2021 0 23,626 Charge for the year 1,039 Disposals At 31 December 2021 0 24,665 Net Book Value At 31 December 2021 4,486 27,263 At 11 January 2021 4,486 27,402	Individuals 129 48 26 116 10 329 Floodlights £ 32,340 32,340 6,468 1,617 8,085 24,255 25,872	2021 £ 21,640 6,880 4,030 2,920 400 35,870 657 840 37,367 Tennis Courts £ 76,548 76,548 56,521 5,031 61,552 14,996 20,026	Individuals 113 46 30 120 13 322 Storage Unit £ 8,300 8,300 0 415 415 7,885 0	2020 £ 18,481 6,540 4,650 2,640 390 32,701 1,423 650 34,774 Furnishing & Equipment £ 29,228 29,228 26,937 842 27,780 1,448 2,290	Total £ 193,629 9,200 0
					202,829
					113,553 8,944 0
					122,497
					80,332
					80,076

RESIDENTS OF MEADS PLAYING FIELD ASSOCIATION CHARITABLE INCORPORATED ORGANISATION, registered number 1193070 Independent Examiner’s Report For Period Ended 31 December 2021

Independent examiner’s report to the trustees of Residents of Meads Playing Field Association

I report to the charity trustees on my examination of the accounts of the Residents of Meads Playing Field Association charity number 1193070 (the Ccharity) for the period from incorporation on 11 January 2021 to 31 December 2021.

Responsibilities and basis of report

As the trustees of the Charity you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (the 2011 Act).

I report in respect of my examination of the Charity's accounts carried out under section 145 of the 2011 Act. In carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.

My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the Charity and 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 as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a ‘true and fair view’ and the report is limited to those matters set out in the next statement.

Independent examiner's statement

I have completed my examination. I confirm that no matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

1) accounting records were not kept in respect of the charity as required by section 130 of the 2011 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.

Anthony T Davy ACA

The Chaise House West Street Alfriston BN26 5UX

Dated: 9th March 2022