## **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:
1. 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.
2. 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.
1
## **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
2
## **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_|
3
## **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**
4
## **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.
5
## **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_|
6
## **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
7