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2023-12-31-accounts

Five Ashes Village Hall CIO

Charity Registration Number 1200473

Annual Report and Financial Statements

31st December 2023

Five Ashes Village Hall CIO Charity Registration Number 1200473

CONTENTS

Page

1 Legal and other Information

5 Independent examiner's report

6 Statement of assets & liabilities

7 Summary of reciepts & payments

10 Detailed breakdown of payments

Five Ashes Village Hall CIO Charity Registration Number 1200473

LEGAL AND OTHER INFORMATION

Trustees

Geoffrey Gregory Penny Kemp Graham Playfoot Sue Wren Beryl Wallwork – resigned April 2023

Registered company number

CE030794

Registered office

Five Ashes Village Hall Five Ashes East Sussex TN20 6JA

Bankers

CAF Bank Limited

Formation Date

1st March 2023

Independent examiner

David Gill

Page 1

Five Ashes Village Hall CIO Charity Registration Number 1200473

TRUSTEES REPORT

Structure, Governance and Management

The organisation is a charitable organisation, incorporated on 1 March 2023 and registered as a charity on 22 September 2022. The charity was established under a Memorandum of Association which established the objects and powers of the charity and is governed under its Articles of Association. We have adopted the Charity Commissions Model Constitution to ensure we comply with the Charities Act 2011 (the 2011 Act) and the General Regulations. This helps us to ensure we:

Objects

The object of the charity is, in the interests of social welfare, to improve the conditions of life of the inhabitants of Five Ashes, in the Parish of Mayfield and Five Ashes, in the County of East Sussex without distinction of political persuasion, race, sex, religion, sexual orientation, age or disability or other opinions by the provision and maintenance of:

Nothing in this constitution shall authorise an application of the property of the CIO for the purposes which are not charitable in accordance with [section 7 of the Charities and Trustee Investment (Scotland) Act 2005] and [section 2 of the Charities Act (Northern Ireland) 2008]

Main activities in relation to the objects of the Charity

The Committee is responsible for all matters associated with the day to day running of the Five Ashes village hall, the playing field, sensory garden and car park attached to it.

Page 2

Five Ashes Village Hall CIO Charity Registration Number 1200473

TRUSTEES REPORT

Achievements and performance

During the course of the last financial year the trustees have made significant investment in sustainable technologies to reduce the demand for bought in utilities and has developed an income stream from the resulting excess generation of electricity. Some grant funding was secured to enable the project to be undertaken.

The provision of further external lighting from the car park to the main entrance has provided safer passage between the two areas during the darker evenings. It has enabled a number of organised groups to continue to operate by subsidising some of the hire cost of the building.

Currently there are 22 groups meeting during the course of the week, typical activities include dance, yoga, keep fit, table tennis and rifle shooting. A local cricket club use the field during the summer months along with the village stoolball club. One off event include children’s parties and horticultural shows.

Financial Review

The CIO's income is mainly generated from hire of the village hall and recreation ground, this generated £22,172 in the financial year (2022- £21,605). Other income of £3,497 (2022 - £1,396) was achieved. The village hall received a bequest of £76,386 from a local resident with guidelines (Restricted Funds) on how the funds can be used.

Expenditure for the 10 months was £15,066 and this resulted in a trading surplus of £10,603. The CIO has invested in sustainable technologies which will mitigate the increases in energy costs and thus reduce it's risk to future market price increases. The hire fees charged are constantly reviewed against the CIO's cost base and local competition.

The CIO holds Unrestricted Funds in reserve and the trustees continually review the level needed to effectively manage the charity. The Trustees have determined that the appropriate level of funds to hold in this respect is six months of the charities' running costs. Additionally the Trustees also make allocations to fund specific capital projects.

The freehold valuation is based on the latest insurance provider's valuation as to the cost for re-building the hall. The underlying land along with the recreation ground has not been valued. The freehold title is vested in the name of The Official Custodian for Charities.

Public Benefit

The charity's trustees have complied with their duty to have due regard to the guidance on public benefit published by the commission in exercising their powers or duties. The Trustees confirm that in their opinion, the work of the charity is of public benefit in providing a communal facility. The Trustees are all volunteers who received no benefit from the charity.

The CIO started on 1 March 2023 and maintains records to evaluate its' charitable benefit. The Restricted Fund has guidelines for its' use and the Trustees will include commentary on this in future Annual Reports.

Page 3

Five Ashes Village Hall CIO Charity Registration Number 1200473

TRUSTEES REPORT

Statement of Trustees' Responsibilities

The Charites Act and the Companies Act requires the trustees to prepare accounts for each financial year which give a true and fair view of the state of affairs of the charity as at the end of the financial year and of the surplus or deficit of the charity.

In preparing those accounts the trustees are required to:-

a) select suitable accounting policies and then apply them consistently.

b) make judgements and estimates that are reasonable and prudent.

c) state whether the policies adopted are in accord with SORP and with applicable accounting standards, subject to any material departures disclosed and explained in the financial statements.

d) prepare the accounts on the going concern basis unless it is inappropriate to assume that the charity will continue in business.

The trustees are also responsible for maintaining proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity and which are sufficient to show and explain the charity's transactions and enable them to ensure that the accounts comply with the Companies Act 2006 and comply with regulations made under the Charities Act. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud or other irregularities.

The trustees are also responsible for the contents of the trustees' report, and the responsibility of the independent examiner in relation to the trustees' report is limited to examining the report and ensuring that, on the face of the report, there are no inconsistencies with the figures disclosed in the financial statements.

This report has been prepared in accordance with the Statement of Recommended Practice: FRS102 - Second edition October 2019 and in accordance with the special provisions for small companies under Part 15 of the Companies Act 2006.

This report was approved by the board of trustees on 7 May 2024 and signed on its behalf by

Geoff Gregory

Chairman

Page 4

Five Ashes Village Hall CIO Charity Registration Number 1200473

INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF THE CHARITY

I report on the accounts of the CIO for the year ended 31 December 2023, which are set out on pages 6 to 11.

Respective responsibilities of trustees and examiner

The charity's trustees are responsible for the preparation of financial statements in accordance with the requirements of the Charities Act 2011. The charity's trustees consider that an audit is not required for this period under section 144 of the Charities Act 2011, and that an independent examination is needed.

Having satisfied myself that the charity is not subject to audit under company law and is eligible for independent examination, it is my responsibility to:

b. to follow the procedures laid down in the General Directions given by the Charity Commission (under section 145(5)(b) of the Charities Act 2011, and

Basis of independent examiner's report

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 statement below.

Independent examiner's statement

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

a. accounting records were not kept in respect of the CIO as required by section 130of the Charities Act 2011; or

b. the accounts do not comply with those records; or

c. the accounts to not comply with accounting requirements concerning the form and content of accounts set out by the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a 'true and fair view' which is not a matter considered as part of the independent examination.

I have no concerns and have come across no matters in connection with the examination to which attention should be drawn in the report in order to enable a proper understanding of the financial statements to be reached.

David Gill

Page 5

Dated 26 April 2024 Page 5

Five Ashes Village Hall CIO Charity Registration Number 1200473

STATEMENT OF ASSETS AND LIABILITIES 31st December 2023

Note
FIXED ASSETS
1Freehold
1,302,933
Total Fixed Assets
CURRENT ASSETS
CAF Bank - Cash
CAF Bank - Gold 1
CAF Bank - Gold 2
Total Current Assets
RESERVE FUNDS
2Allocated Funds
Unallocated Funds
3Restricted Funds
Total Reserve Funds
2023
£

1,302,933
1,302,933
8,660
62,914
77,821
149,395
68,500
3,074
77,821
149,395
2022
£
1,302,933
19,055
42,031
61,086
41,850
19,236
61,086

Page 6

Page 6

Five Ashes Village Hall CIO Charity Registration Number 1200473

RECEIPTS & PAYMENTS SUMMARY FOR THE TEN MONTHS TO 31st December 2023

Receipts
Hire of the facilities
Other income generated by the CIO
Donations and grants -unrestricted
Donations and grants -restricted
Total Receipts
Payments
Event costs
Utility costs
Premises maintenance costs
Legal and professional costs
Other costs
Total Payments
Operating Surplus
Payments for Allocated Projects
Car park expansion
Dance hall mirrors
Film projector
Defibrillator
Charitable Support
Transfer to Reserve Funds
Movements in Reserve Funds
Unrestricted -allocated
Unrestricted -unallocated
Restricted
2023
£
22,172
3,497
1,068
76,624
103,361
160
3,115
7,227
3,137
1,427
15,066
88,295
1,075
845
28
1,948
86,347
5,881
2,645
77,821
86,347
2022
£
21,605
1,396
11,693
34,694
199
3,904
4,439
5,386
1,724
15,652
19,042
20,065
1,000
2,959
24,024
(4,982)

Page 7

Page 7

Five Ashes Village Hall CIO Charity Registration Number 1200473

DETAILED RECEIPTS FOR THE TEN MONTHS TO 31st December 2023

Receipts from hire of the hall & playing field
Frequent Users
ACRES
Art Club
Baby Explorers
Balletbesque Dance School
Discofit Gold
Chair Based Yoga
Dr C's Electrolabs
East Sussex Dance Studios
Happy Tai Chi
High Weald Bee Keepers Association
Horticultural Society
Ideal Performing Arts
KP Fitness
MAYFACS
Mayfield Cricket Club
Mayfield Film Club
Mayfield U3A
Mayfield Wine Society
Mayzing Choir
Oz Tots
Paragon Motors
Parish Council
Pilates AOK
Pilates LH
Pilates SW
Rifle Club
Serena Dance
Studio N Dance
SYM Dance
Table Tennis Club
Wealden District Council
Yoga KD
Other Users
Casual Hire
Deposits
Other Income
Sub Total
Receipts generated by the CIO
Feed in tariff
Fundraising Events
Interest
2023
£
1,012
365
2,835
306
216
277
63
1,780
236
812
700
383
493
294
888
134
1,600
875
802
540
448
280
453
190
400
299
3,841
1,600
50
22,172
824
2,386
2022
£
1,363
334
198
582
5,844
134
125
1,752
84
288
1,042
216
1,200
89
861
189
920
187
304
270
115
238
3,275
1,950
45
21,605
856
27
193

Page 8

Summer Fair 287 3,497 320 1,396 Sub Total

Receipts from donations and grants
Tremaine Will Trust
Wealden District Council Business Support Grant
Mayfield Parish Council Business Support Grant
Other donations
Five Ashes 300 Club
Defibrillator Appeal
Sub Total
Total Receipts
2023
£
76,624
68
1,000
77,692
103,361
2022
£
9,115
1,500
1,078
11,693
34,694

Page 9

Five Ashes Village Hall CIO Charity Registration Number 1200473

DETAILED PAYMENTS FOR THE TEN MONTHS TO 31st December 2023

Event payments
Fundraising Events
Summer Fair Costs
Sub Total
Utility payments
Council Tax
Electricity
Telecoms
Waste Disposal
Water
Sub Total
Premises maintenance payments
Building fabric internal & external
Compliance
General cleaning
Sub Total
Legal and professional payments
Bank charges
Insurance
Licences
Sub Total
Other payments
Deposits returned
Sundries
Sub Total
Total Payments
2023
£
160
160
233
1,669
304
535
374
3,115
4,099
1,149
1,979
7,227
80
2,752
305
3,137
1,427
1,427
2022
£
199
199
505
2,119
358
551
371
3,904
1,474
946
2,019
4,439
81
4,636
669
5,386
1,700
24
1,724
15,066 15,652

Page 10

Major Projects Proposed
Car park
Heating upgrade
Replace Ash Hall flooring
Stage
Artificial playing/walking surface
Extension of the patio/terrace
Roof replacement
PA System
Fireworks
Minor Projects (less than £1000)
Tree planting
Fridge/Freezer
Light control to Rowan Hall
Ash Hall storage improvement
£
10,978.00
3,750.00
3,750.00
1,000.00
3,314.00
3,000.00
750.00
26,542.00
387.46
600.00
250.00
1,237.46
27,779.46
Accumilated as
at 31/12/2019
£
5,000.00
2,800.00
1,000.00
8,800.00
New Reserve
2020
£
15,978.00
3,750.00
3,750.00
1,000.00
3,314.00
3,000.00
750.00
2,800.00
1,000.00
-
387.46
-
600.00
250.00
Total
Reserve
2020
36,579.46

DISCUSSION

Appendix 1

Income Jan Jan Feb Feb Mar Mar Apr Apr May May Jun Jun
Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast
Other Hire Income £352.50 £680.00 £1,407.75 £704.00 £1,053.75 £260.00
Table Tennis Club £117.00
Rifle Club
Short Mat Bowls £444.00
Stoolball Club £61.00
East Sussex Dance Studios £1,313.13 £2,542.50 £1,118.75 £1,991.25
Pilates £20.00 £50.00 £70.00 £30.00 £50.00 £40.00
Yoga £30.00 £36.00
Horticultural Society £58.00
MAYFACS
ACRES
Subtotal(Hirings) £372.50 £0.00 £2,043.13 £0.00 £4,020.25 £0.00 £1,266.00 £0.00 £2,436.50 £0.00 £2,291.25 £0.00
Summer Fair
Bonfire Night
FundraisingEvents £441.00 £40.00
Donations/Grants £500.00 £24.84
300 Club
Other Income £67.52 £85.24
Interest £3.06
Subtotal(other income) £0.00 £0.00 £70.58 £941.00 £150.08 £0.00
TOTAL INCOME £372.50 £2,043.13 £4,090.83 £2,207.00 £2,586.58 £2,291.25
Expenditure Jan Feb Mar Apr May Jun
Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast
Council Tax £91.00 £95.00 £91.56 £95.00 £95.00 £95.00 £95.00 £95.00
Water £11.00 £20.00 £11.00 £20.00 £11.00 £21.00 £11.00 £21.00 £6.00 £21.00 £153.66 £21.00
Electricity £313.17 £355.00 £338.91 £380.00 £298.51 £335.00 £318.17 £355.00 £265.24 £290.00 £110.79 £125.00
BT £40.99 £45.00 £44.67 £45.00 £42.99 £46.00 £42.99 £46.00 £42.99 £46.00 £42.99 £46.00
Waste Disposal £33.00 £33.00 £120.22 £33.00 £33.00 £33.00 £26.23 £33.00
General Cleaning £252.00 £304.00 £416.12 £304.00 £280.00 £304.00 £353.11 £304.00 £252.00 £304.00 £276.00 £304.00
Windows/Exterior Cleaning £59.00 £59.00 £59.00 £59.00 £58.00 £58.00
Maintenance Programme £460.00 £409.20 £440.00 £440.00 £480.00 £440.00 £440.00 £480.00 £440.00
Insurance
Compliance £80.00 £80.00 £80.00 £80.00 £80.00 £80.00
Licences
Sundries £24.06 £77.91
Bank Charge £5.00 £5.00 £5.00 £5.00 £5.00 £5.00
Summer Fair Costs
Bonfire Night Costs
FundraisingEvents £160.19
Deposit Returns £50.00 £50.00 £92.50 £150.00 £150.00
TOTAL EXPENDITURE £672.16 £1,356.00 £1,389.96 £1,361.00 £850.22 £1,413.00 £1,689.93 £1,433.00 £816.23 £1,367.00 £1,189.67 £1,202.00
OpeningBalance £27,956.82 £27,657.16 £28,310.33 £31,550.94 £32,068.01 £33,838.36
Total Income £372.50 £2,043.13 £4,090.83 £2,207.00 £2,586.58 £2,291.25
Total Expenditure £672.16 £1,389.96 £850.22 £1,689.93 £816.23 £1,189.67
Closing Bank Balance £27,657.16 £28,310.33 £31,550.94 £32,068.01 £33,838.36 £34,939.94
CAF Cash 1
CAF Gold
Total at start of month
Income during month
Expenditure During month
Total Cash at Bank
Reserves/Contingency
Available Funds
£4,463.07
£4,163.41
£1,816.58
£5,054.13
£2,571.20
£4,341.55
£23,493.75
£23,493.75
£26,493.75
£26,496.81
£29,496.81
£29,496.81
£27,956.82
£27,657.16
£28,310.33
£31,550.94
£32,068.01
£33,838.36
£372.50
£2,043.13
£4,090.83
£2,207.00
£2,586.58
£2,291.25
£672.16
£1,389.96
£850.22
£1,689.93
£816.23
£1,189.67
£27,657.16
£28,310.33
£31,550.94
£32,068.01
£33,838.36
£34,939.94
£17,375.79
£17,525.79
£17,525.79
£18,074.29
£18,304.10
£18,328.94
£10,281.37
£10,784.54
£14,025.15
£13,993.72
£15,534.26
£16,611.00
Jul Jul Aug Aug Sep Sep Oct Oct Nov Nov Dec Dec Total Total
Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast Jan-Dec18 % diff
£770.00 £510.00 £808.75 £295.00 £1,362.50 £963.75 £9,168.00 £9,168.00
(£1.00)
£136.50 £253.50 £253.50
(£1.00)
£393.00 £393.00 £393.00
(£1.00)
£357.00 £371.00 £1,172.00 £1,172.00
(£1.00)
£15.00 £76.00 £76.00
(£1.00)
£1,923.75 £2,400.05 £11,289.43 £11,289.43
(£1.00)
£80.00 £40.00 £40.00 £20.00 £440.00 £440.00
(£1.00)
£30.00 £49.00 £145.00 £145.00
(£1.00)
£54.00 £112.00 £112.00
(£1.00)
£0.00 £0.00
#DIV/0!
£0.00 £0.00
#DIV/0!
£785.00 £0.00 £590.00 £0.00 £2,802.50 £0.00 £295.00 £0.00 £4,655.55 £0.00 £1,491.25 £0.00 £23,048.93 £23,000.00 £23,048.93
£0.00
£477.75 £477.75 £477.75
(£1.00)
£2,470.66 £2,470.66 £2,470.66
(£1.00)
£164.12 £645.12 £645.12
(£1.00)
£524.84 £524.84
(£1.00)
£1,000.00 £1,000.00 £1,000.00
(£1.00)
£8.00 £776.35 £2,579.16 £3,516.27 £3,516.27
(£1.00)
£3.66 £3.86 £11.30 £21.88 £21.88
(£1.00)
£11.66 £1,254.10 £3.86 £0.00 £2,470.66 £3,754.58 £8,656.52 £8,280.00 £8,656.52
(£0.04)
£796.66 £1,844.10 £2,806.36 £295.00 £7,126.21 £5,245.83 £31,705.45 £31,280.00 £31,705.45
(£0.01)
Jul Aug Sep Oct Nov Dec Total
Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast Actual Forecast Jan-Dec18 % diff
£95.00 £95.00 £95.00 £95.00 £95.00 £95.00 £95.00 £95.00 £95.00 £190.00 £95.00 £942.56 £950.00 £942.56
£0.01
(£83.77) £21.00 £21.00 £21.00 £21.00 £21.00 £107.61 £21.00 £227.50 £250.00 £227.50
£0.10
£52.03 £55.00 £48.54 £55.00 £36.56 £50.00 £51.63 £55.00 £119.96 £140.00 £266.22 £305.00 £2,219.73 £2,500.00 £2,219.73
£0.13
£42.99 £46.00 £42.99 £46.00 £42.99 £46.00 £46.82 £46.00 £45.49 £46.00 £45.49 £46.00 £524.39 £550.00 £524.39
£0.05
£26.23 £33.00 £26.23 £33.00 £34.00 £34.00 £52.46 £34.00 £62.55 £34.00 £313.92 £400.00 £313.92
£0.27
£252.00 £304.00 £365.14 £304.00 £276.00 £304.00 £304.00 £516.00 £305.00 £362.32 £305.00 £3,600.69 £3,650.00 £3,600.69
£0.01
£58.00 £58.00 £58.00 £58.00 £58.00 £58.00 £700.00 £0.00
#DIV/0!
£440.00 £567.80 £440.00 £440.00 £180.00 £440.00 £3,540.70 £440.00 £690.00 £440.00 £6,347.70 £5,300.00 £6,347.70
(£0.17)
£3,259.31 £3,500.00 £3,259.31 £3,500.00 £3,259.31
£0.07
£80.00 £80.00 £80.00 £80.00 £80.00 £80.00 £960.00 £0.00
#DIV/0!
£21.00 £20.00 £21.00 £42.00 £499.96 £500.00 £541.96 £562.00 £541.96
£0.04
£10.00 £19.99 £77.94 £209.90 £750.00 £209.90
£2.57
£5.00 £5.00 £5.00 £10.00 £5.00 £60.00 £100.00 £60.00
£0.67
£221.42 £221.42 £350.00 £221.42
£0.58
£800.00 £163.77 £963.77 £1,358.00 £963.77
£0.41
£56.78 £216.97 £250.00 £216.97
£0.15
£100.00 £50.00 £200.00 £100.00 £942.50 £0.00 £942.50
(£1.00)
£520.48 £1,152.00 £4,460.01 £4,632.00 £1,476.97 £1,128.00 £278.45 £1,133.00 £4,784.37 £1,261.00 £2,463.87 £1,884.00 £20,592.32 £22,130.00 £20,592.32
£0.07
£34,939.94 £35,216.12 £32,600.21 £33,929.60 £33,946.15 £36,287.99 £27,956.82
£796.66 £1,844.10 £2,806.36 £295.00 £7,126.21 £5,245.83 £31,705.45
£520.48 £4,460.01 £1,476.97 £278.45 £4,784.37 £2,463.87 £20,592.32
£35,216.12 £32,600.21 £33,929.60 £33,946.15 £36,287.99 £39,069.95 £39,069.95
£5,443.13
£5,215.65
£2,599.74
£3,925.27
£3,941.82
£2,283.66
£29,496.81
£30,000.47
£30,000.47
£30,004.33
£30,004.33
£34,004.33
£34,939.94
£35,216.12
£32,600.21
£33,929.60
£33,946.15
£36,287.99
£0.00
£796.66
£1,844.10
£2,806.36
£295.00
£7,126.21
£5,245.83
£520.48
£4,460.01
£1,476.97
£278.45
£4,784.37
£2,463.87
£35,216.12
£32,600.21
£33,929.60
£33,946.15
£36,287.99
£39,069.95
£0.00
£18,378.94
£18,378.94
£19,445.89
£19,274.47
£17,457.66
£20,964.00
£16,837.18
£14,221.27
£14,483.71
£14,671.68
£18,830.33
£18,105.95
£31,280.00
£22,130.00
£9,150.00