Five Ashes Village Hall CIO Charity Registration Number 1200473 Annual Report and Financial Statements 31st December 2025
Five Ashes Willage Hall CIO Charity Registration Number 1200473 CONTENTS Page Legal and other Inlormation 2- 5 Trustees, report Independent examine¢s report Statement of assets & liabilities Summary of reeiepts & payments 9- 10 Detailed breakdown of receipts Detsiled breakdown of payments
Five Ash¢9 Village Hall CIO Charfty Registration Numbgr 1200473 LEGAL AND OTHER INFORMATION Trustees Geoffrey Gregory Penny Kemp Graham Pll8yfoot Sue Wren 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 Des Lambert OBE Page 1
Five Ashes Village Hall CIO Charity Registration Number 121)0473 TRUSTEES REPORT structure, Governance and Management The organi5alion is a chariiable organisation, incorporated on 1 March 2023 and registered as a charity on 22 September 2022. The charity was established under g Memorandum of Asgocialion which estsblished the objects and powers of the charity and is governed under ts Articles of Association. We h8ve adopted the Charity Commisslons Mode5 Constitution to ensure we comply with the Charrties Act 2011 (the 2011 Acll and the General Regulations. This helps us to ensure we_. reflect recommended best practiC8'. and ale legalty compliant bl Objects The object of the charity is, in the interests of so¢ial welfa. to improve the conditic>ns of Itfe of the inhabilanls of Five Ashes. in the Parish of Male1d and Five Ashes, in the County of East Sussex wilhtsul distinction of political persuasion, race. sex. religion. sexual orientation. age or dtsabilty or other opinions by the provision and Maintenan of.. a village hall and (Tran ground for use by the inhabitants, includin9 use for.. meetings. lectures and classes. and other forms of rèuèation leisure-time activltses. bl Nothing in this constitution shall authorise an application of the property of the CIO for Ihe purposes which are not Charitab in accordance wrth Isection 7 of the Charities and Trustee Investment (Scotlandl Act 20051 and Isection 2 of the Gharilies Act (Northem Ireland) 20081 Main a¢tfvitles In relatlon to the objects of the Charity The Committee is responsible for all matters 8S$OClatÈd with the d8y to d8y running of tha Five Ashas village hall, the playing field, sensory garden and park attached to it. It is required lo ¢otHply with any18gislation which impacts OR the provision made by the trustees. It 588k5 to promote and publicise adiwlies which benefit the irnmedÈatè community and the wider parish residents wherever possible. It piovides facilities which are fil for purpose to enable any indiwdu81 or gfOUP who may benefit from the use of the building as a point of soaal gathering or learning development to do so. b) d) It has developed thè Wèb sit@ and other social media pktforrns. It liaises with the parish counGil over maintenance of the play area. It acts as a sounding board for thè Paiish council and a communication mechanism from the parish council back to the residet7ts. 91 It submits fin8nryal inforniation to the appropriate authoribes as part of ils continuing gt8tus. Page 2
Flve Ashes Village Hall CIO Charity Registration NUrnr 1200473 TRUSTEES REPORT Achievemonts and porf0mnCe A condition of the award leNed from the National Lottery for the improvements to the hall was that the lottery had a règistèrèd inl8rèsl in tha property through the land registry. This èffèctive meant that Iharè was a charge over the property which originalty, would run for 20 years. This was subsequently reduced to 10 years and it has been removed altogether. There is now no charge as such or interest in the property by the bttery_ This requirement realty only ¢ornes into effed if for any reason within that 20 year period we had decided to dispose of the asset, which may be the case in certain award circumstances bul clearly not with these partKular prerNises. The fo¢us for the year. wtth regard lo one of the elements of the strategic plan was lo consider the risk management and particularly those assoryated wrth the day-to-day management and running of th8 building. The obvious aw for ¢onsidèration was the loss of us8rs and cDns8qu8nt loss of income and how this would impact on the ongoing business a¢tivity_ There is a ntingenCY allowance within the budget for such unforeseen circumstances for a six rnonth period. The next major area for consideration was on succession planning of trustees and members of the cornmittee. Trying to identify surtable individuals, vA)o might come forward, in order to ensure the continuity of the provision of the facilities whioh we currently enjoy. is proving very difficult. There is littSe comfort in knowing that many other organisations face sirnilar challenges. To date no indival$ have been iilentified. It was necessary lo invoke the bad weather emergency policy during January as heavy snow covered the entire car park and safe passage coukl not be guaranteed. We had neither the human resource or suitable equipment lo deal with the clearance. The various groups who were affected were notified immediately the decision had been made. We are still awa*ting clarifKation as to the position of charrt$ such as oUrsee$ who do not have significant incorne but need to compty with Ihe'making tax ijigilal" IMTDI arrangements. 11 has been suggested that a Simplèr form for rèporting would be all that is required, but to date, despitg segking clarification nothing has come forward. We wer6 successful wfth a bid lo the Parish Council for some assistance wf£h the purchase of more chairs and a surtable piece of equipment lo stole them on and move them. This makes setting up the roorn and collapsing it at the end of a function much easier and cleady the storag@ in the back storage area benefits frorn having a tidy arrangement. A numbei of the old chairs were donated to the High Weald beekeepers. As part of our ongoing commf(menl lo developing "green" CTedentials a contractor was employed to clear the bank adjacent to the new car park with the intent of establishing a wldflower bank. which we hope will come to fruition in 2026. The most signrficant investment over the course of the previous Iwelve month8 has been the installation of black0 blinds over the fan light windows in the Ash Hall. This has greatly improved the visu81 quality of films and prèsentations. We continue to seek Grant assistance in order that we can further develop the facilities and also maintain what we alfeady hav8. The usual routine compliance d)ecks have been caNied out during the course of the year, this would inchjde lesling Of the fi alarm and emergency lights checking of the file extinguishers, portable appliance testing, Legionella testing, inspection of emergency exits. The development of the website has positioned us very favouiably Compared lo other halls for hire with alternative user groups. As an allernalive to our usual actiwties a group of Guide$ u$Èd the lac>litl8S as a base for a weekend camping exercise. Pag8 3
We arg becoming recognised as a wedding recepbon venue and were pleased to host our second event thi5 year. We contlnue to be supported by a number of regtjlar gTOUPS and casual use15 which ensures that the income generated covers the expenditure, wi(h any surplus being applied to the maintenance of the building and development of inf(iats'ves which may lead to other income streams in the future. Regular scrutiny of the managèmènt reports ensures that all area$ of in¢omè and axpandituro are ?nalysed. The new electriGity contract proposed for the supply on the Village Green, which the hall committee fund, was deemed to be excessive in order lo supply a feature for about four weeks over the Christmas period and remembr8n¢e day. It was decided that the Supp contract woukl not be renewed al the end of the contract and alternab.ves for powering the display for the festwe period would bè Financlal Review The CIO'S income is mainly generated from hire of thg Mllage hall and recreation ground, this generatsd £25,598 in the financi41 year12024 - £27,068). Other income mainly from donations & grants was £6,179 12024- £6, 1521. The Management Committee considers requests for funds from applicants by reference to the guidance given in the trust doeumenl. ExpendiluTe for the financial year was £17,11812024- £17,358) resulting in an operating surplus of £16,17612024- £23,557). Deposits paid by hirers are shown as income and deposits repaid lo hirgrs as expenditure lo compty wi(h the cash oUntIng policy adopted by the Trustees. The CIO has invested in sustainable tschnologies which will mf(igate the increases In energy costs and thus redu its risk to future market pri increases. The hire fees charged are conslandy reviewed against the CIO'S cosl base and local competition. The CIO holds Unrestricted Funds in reserve and the trustees continually remew the level needed to effectively manage the cashflow of the charity. The Trustees have detem)ined 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 specrfic eapilaS projects. The CIO has Restricted Funds which have been donated with specrfi¢ guidlines for their use. The freehold valuation is based on the latest insurance provider's valyation as to the c051 for re-building the hall. The underlwng land along with the recrealion ground has not been valLsed. The freehold tille is vested in the name of Th8 Official Custctlian for Charities. The Trustees have approved the adoption of the'lndependent Examinerf approach rather than an appoinknent of a Professional firm to audi£ the CIO'S financi81 accounts. Page 4
Five Ashes Village Hall CIO Charity Registration Number 1200473 TRUSTEES REPORT Public Benefit The charivs trustees have complied with their duty lo have due regard lo the guidance on public benefrt publishèd by the commission in exerusing their powers or duties. Thè Trustees confim 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 tharity. The CIO prowdes charitable support is provided lo non-profft making organisalions by way of subsidised hire fees. This amountèd to £1.073 in the finanaal year and is expected to incre&8e in future. statement of Trustses. Responsibilities The Chariles Act and the Companies Act requires the trustees lo preparè account$ for each finatxial 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 Iruslees are required to=_ select suitable aecounling poliaes and then apply them consistentty. make judgements and estimates that ale reasonable and ptudent. slate whether the pdicies adopted are in accord wrth SORP and with applicable accounting standards, subject to any matèrial departures disclosed and explained in the financial ststements. dl prepare the accounts on the going concem basis unless it is inapproprte to assumè that the charity will continue in business. bl The trustees are also responsible for maintaining proper accounting records which disclose with reasonable accuracy at any time thè financial position of the chaiity and which are sufficient to show and explain the ¢harity5 transactions and enable them lo ensure that the accounts comply with the Companies Act 20tb and comply with regulations madè urxler the Charitiés Act. They are also responsible for safeguaiding the assets of the charity and hence for taking reasonablo st8ps for the prevention and detection of fraud or other irregularities. The Itustees afe also responsible for the contents of the trustees, report, and the responsibility of the independent examiner in relation to the trustees, report is lirnited to examining the report and ensuring that, on the face of the report, thère are no inconsislenaes with the figures disclosed in the financial statements. This report has been prepared in accordance with the Statement of RecOMmeed Pra¢ti¢e: FRS102- Second edrtion October 2019 and in accordance wllh Ihe special provisions $m811 companies under Part 15 of the Cc4npanies Act 2006. This report was approv8(I by thè bts8id of trustees on 21 March 2026 and signed on its behalf by tseoff Gregory ChaiMn Paoe 5
Five Ashes Village Hall CIO Charity Registration NuMr 1200473 INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF THE CHARITY I report on the accounts of the CIO for the year ended 31 Decembei 2025, which are set out on pages 6- 11. Respective responsibilities of trustses and examiner The charitys trustees are responsible for the preparation of flnanclal slalements in accordan wf(h the requirements of the Charities Act 2011. The charity's trustees consider that an audit is nol required for this pèriod under sectiork 144 of the Charities Act 2011. and that an independent exarnination is needed. Hamng satisfied rnyse that the charty is not subject lo audit under company law and is eligible for independenl examin8tion, it is my responsibility to.. a. examine the accounts under section 145 of th& Charities Act 2011, . to follow the procedures laid down in the Genèral Directions given by the Charity Commi8sion lunder sectK)n 14515llbl (>f the Charities Ad 2011, and c. lo stale whether particular matters have o)me lo my attention. Basis of independent examinetrs report My eXaMinatn was carried oth in accordance wrth the General Directions given by tl)e Charity Commission. An examination includes a review of the a¢¢ounting records kept by the tharity and a comparison of the accounts presented wrth those records. It also indudes ¢onsid8ration of any unusual items or disclosures in the accounts and seekin9 explanations from you as trustees concèrning any such matters. The procedures undertaken do not provide all the eMden¢e that would be required in an audit, and consequently no opinion is gwen as to whelhef the accokjnts present a'lrue and fair vievl and the report is limited to those matters sel out in the staternont balow. Indépendent examinètrs statement I have completed my examination. l ¢onfirm no matter has come to my attention in connection wikn th8 examination gwing me cause lo believe that in any maleTi81 respectr. a. a¢munting records were not kept in respect of th8 CIO as required by s8clK>n 130 of the Chari(ies Act 2011,'or b. Ihe accounts do not comply with thosè records,. or c. the accounts lo not cotnply with accounting requiretnents conceming the form and content of accounts 881 out by the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a 'trué and fail view whh is not a matter considered 8$ part of the independent examination. I havts no concem5 and have come acTOS5 nts matters in connèction vlilh the 8xaminalion lo which attention Should be drawn in the report in order to enable a proper undeTStanding of the finanal statements to be raachad. Des LambertOBE Dated Pagè 6
Five Ashes Village Hall CIO Charity Registration Number 1200473 STATEMENT OF ASSEfs AND LIABILITIES 31st December 2025 Nots 2025 2024 FIXED ASSETS 1 Freehold 1,302.933 1,302,933 Total Flxed Assets 1,302,933 1.302,933 CURRENT ASSETS CAF Bank- Cash CAF Bank- Gold 1 CAF Bank- Gold 2 14,253 66.532 81,019 13,770 59,336 79,482 Total Currènt Assèts 161,804 152,588 RESERVE FUNDS 2 AlloeAtèd Funds Unallocated Funds 3 Restricted Funds 69.750 3,356 79,482 3,285 81.019 Total Reserve Funds 152,588 Pa7
Five Ashes Village Hall CIO Charity Registration Number 1200473 RECEIPTS & PAYMENTS SUMMARY FOR THE YEAR TO 31st December 2025 2025 2024 R•¢•lpts Hire of the facilities Other inccme genered by the CIO Donations and grants -unrestricted Donations and grants -restricted 25,598 6,179 1,517 27,068 6,152 7,695 Total Receipts 33,294 40,915 Payments Event costs utility costs Premises maintenance costs Legal and professional costs Charitable Support other costs 210 5,950 4,521 3,634 1,073 1,730 133 4,741 7,019 3,268 597 1,600 Total Payments 17,118 17,358 Operating Surplus 16,176 23,557 Payments for Allocated Projects Car park expansion Tables & Chairs RepLacement Solar PV Equipment Blinds Wild Flower Bank 1,176 3.258 15,930 6,000 6.0 20,364 Transfgr to Resèrvè Funds 9,216 3,193 Movements In Re8eThe Fund8 Unrestricted- allorAted Unrestricted - unallcrAted Restricted 7,750 171) 1,537 9,216 1.250 282 1,661 3,193 Page 8
Five Ashes Vlllage Hall CIO Charity Registration Number 1200473 DETAILED RECEIPTS FOR THE YEAR TO 31st December 2025 2025 2024 Recfyipts from hire of th• hall & playing field Frequont User8 ACRES Art Club Baby Explorers Band Pract B¢)diBlossom Discofit Gold East Sussex Dance Studios Happy Tai Chi Hatha Yoga Heathfield Fil Camp High Weald Bee KeeFers Association Horticulluial Society Ideal Performing Arts MAYFACS Mayfield Cricket Club Mayfield Film Club Mayfield U3A Mayfield Wine Society Mayzing Choir Paragon Motors Parish Council Pilale8 AOK Pilates LH Pilales SW Rifle Club Segtrx)ard Camping Club Strength Class Stone Street Art Class Studio N Dan SYM Dance Table Tennis Club 287 1,149 2,952 1.472 3,192 702 525 475 583 1,302 469 1,555 1,058 207 816 507 504 193 135 1,649 661 325 463 337 431 100 1,920 64 1.(0 280 1,300 875 350 464 455 256 1,964 599 1,140 547 396 1,194 718 316 588 397 478 417 272 Othor Users Casual Hire Deposits Other Income 5,805 1,780 196 25,598 4.589 1,450 67 27,088 Sub T4)tal Page 9
2025 2024 Receipts generated by the CIO Feed in larrff Fundraising Events Interest Summer Fair 2,947 1,589 735 3.398 430 2,762 470 Sub Total Receipts from donations and grants Other donations Fivo Ashès 300 Club 517 1,000 6,695 1,000 Sub Totsl Total R•celpts 33.294 40,915 PagÈ 10
Five Ashes Village Hall CIO Charity Registration Numbgr 1200473 DETAILED PAYMENTS FOR THE YEAR TO 31st December 2025 2025 2024 Event payments Fundraising Events Summer Fair Costs 33 100 133 210 210 Sub Total Utility paym•nts Council Tax Electricity Telecoms Waste Dlsposal Water 675 3,511 373 698 695 5,950 275 3,052 307 710 397 4.741 Sub Total Premises malntenance payments Bullding fabric internal & extemal Corllpliance Consumableslsmall equipment Gèneral clèaning 1,423 276 718 2,104 4.521 2,883 591 1,215 2,330 Sub Total Legal and professional payments Bank charges Insuranc Licences 3,152 422 3,634 2.842 366 3,268 Sub Total Charitable Support Charitable Support 597 597 SubTotsl 1.073 othor paymgnts Deposits relumed Sundries 1.730 7,600 Sub Totsl 1,730 1,600 Total Payments 17.118 17,358 Pa9e1f