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2024-12-31-accounts

HILLFIELDS COMMUNITY GARDEN FINANCIAL STATEMENTS YEAR ENDED 31 DECEMBER 2024 Charity Number: 1204254

HILLFIELDS COMMUNITY GARDEN

TRUSTEES ANNUAL REPORT

YEAR ENDED 31 DECEMBER 2024

Charity Name: Hillfields Community Garden Charity Number: 1204254 (Charity Commission for England and Wales)

Trustees

During the reporting period, there were 7 Trustees:

Rebecca Aylett Alex Budgen Philippa Davies Leah Eatwell Ellie King Rebecca Mills (Chair) Sarah Rogers (Resigned October 2024)

Principal Address

Hillfields Park Community Centre Thicket Avenue Hillfields Bristol BS16 4EH

Bankers

Lloyds Bank plc Registered Office: 25 Gresham Street, London, EC2V 7HN.

Independent Examiner

Linden Accountants Limited, Scrapstore House, 21 Sevier Street, St Werburghs, Bristol, BS2 9LB

The Trustees present their report along with the consolidated financial accounts of the charity for the year ending 31th December 2024. The financial statements have been prepared based on the cash and receipts model and on the accounting policies set out in note 1 to the financial statements and comply with the charity’s constitution. HCGs Trustees Annual Report has been produced by the CEO. The responsibility for approving this report rests with HCGs Trust Board who have reviewed and approved the final report as per the statement and declaration.

HCG is classified as a SORP “Smaller charity” with a gross income of £500,000 (UK) or 500,000 euros (Republic of Ireland) or less in the reporting period. As

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HILLFIELDS COMMUNITY GARDEN

TRUSTEES ANNUAL REPORT

YEAR ENDED 31 DECEMBER 2024

an example of best practice and in line with SORP guidelines, HCG has included additional information into this Trustee Report that is usually only required of larger charities. Hillfields Community Garden is a charitable incorporated organisation (CIO) registered with the Charity Commission under the registration number 1204254.

Site address: Hillfields Park, Thickett Ave, Hillfields, Bristol, BS16 4EP and Hillfields Park Community Centre, Thicket Avenue, Hillfields, Bristol, BS16 4EH. Banking address: Hillfields Park Community Centre, Thicket Avenue, Hillfields, Bristol, BS16 4EH

Mission Statement

By listening to our community, we will create a range of meaningful and impactful opportunities, which bring collective and individual action and enable the development and maintenance of dynamic natural spaces that support biodiversity.

Objectives

A comprehensive report on our charitable work can be found at https://www.hillfieldscommunitygarden.co.uk/annualaccounts.html

The purposes of Hillfields Community Garden Charitable Incorporated Organisation are:

(A) To provide facilities for recreation or other leisure time occupation in particular, but not exclusively, by providing an area for use as a community garden for individuals in Hillfields, Bristol and the surrounding area, who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the condition of life of the said inhabitants.

(B) To advance education for the public benefit in particular, but not exclusively, by providing opportunities for learning about nature, horticulture, the environment, and connections to healthy living and eating in Hillfields.

(C) To promote for the benefit of the public the conservation, protection and improvement of the physical and natural environment of the community garden and surrounding natural areas by enhancing biodiversity.

Our Vision: Residents of Hillfields are connected with a sense of belonging and are supported in making positive changes through their involvement in welcoming resident-led community activities.

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TRUSTEES ANNUAL REPORT

YEAR ENDED 31 DECEMBER 2024

Our Mission: By listening to our community, we will create impactful opportunities, which enable collective and individual development.

Our Values

Strategic branches: Aligned with our charitable objectives these help us demonstrate our impact.

Places

People

Nature

Leadership

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TRUSTEES ANNUAL REPORT

YEAR ENDED 31 DECEMBER 2024

Underpinning themes: Connect, Get Active, Take Notice, Learn, and Give[5]

Much of what our aims, values, mission, and vision encompass are essential elements in asset-based community development (ABCD).

Groups

Hillfields Community Garden runs a number of groups focusing on different people in the area, their needs and interests, which have been expanded to include:

Further details about our annual events and strategic projects impact can be found at https://www.hillfieldscommunitygarden.co.uk/annualaccounts.html

Financial Review

Hillfields Community Gardens fundraising in the accounting period of August 2023 to December 2024 was very successful, with grants of £171,845 being

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TRUSTEES ANNUAL REPORT

YEAR ENDED 31 DECEMBER 2024

secured across the extended financial year. 11 grants totalling £43,840 were awarded in 2023 and 12 grants totalling £128,005 were awarded in 2024; the grants awarded in 2024 included two multi-year grants. This restricted income supported Hillfields Community Gardens’ core work and new projects against a number of budget lines.

Due to the nature of the grants received, a significant amount of funds were carried over into the next financial period (year-ending 31st December 2025). This was due, in part, to the length of the grant period and due to a significant portion of the funding being secured in the second half of the year when the garden activities were beginning to slow down because of autumn and winter.

All income for the charity has been expended against the following budget lines:

Reserves Policy

HCGs Reserves Policy adopted on 15th January 2024 stated that, HCGs reserves should only be accumulated and administered for the following activities and purposes, this list will be reviewed as necessary:

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TRUSTEES ANNUAL REPORT

YEAR ENDED 31 DECEMBER 2024

HCGs reserves should not exceed more than 25% of its yearly operating costs, this is an aspiration of HCG. The reserves level has been set for this specific targeted range by the Treasurers and approved by the Trustees. HCG is only able to build reserves through unrestricted donations as other forms of income are restricted through grant and trust donations. The minimum reserves amount should not be less than 10% at any given time, if the level falls below this the Trustees may recommend certain steps to be taken to ensure the future financial security of HCG. Having only set this reserves target in 2024 the Board of Trustees aim to reach this 10% level by the end of YE2024.

A full copy of the charity's Reserves Policy can be found online on HCG’s website or requested from the Board of Trustees.

1. The charity’s principal sources of funds (including any fundraising)

Hillfields Community Garden received a number of grants from Trusts, Foundations, and from Bristol City Council sources.

The Board of Trustees would like to thank the following organisations for their support toward the charity's objectives:

Trusts and Foundations
Awards for All
Bristol Charities
Bristol City Council
BCC: Asset Management Grant
Bristol Climate and Nature Partnership
Bristol Impact Fund
Feeding Bristol
Healthier with Nature
NHS Grant
Quartet Foundation: Food Fund
Value (£)
9,990
3,000
5,925
26,290
10,750
14,770
14,150
2,500
2,000
5,000

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TRUSTEES ANNUAL REPORT

YEAR ENDED 31 DECEMBER 2024

Quartet Foundation: Hub Fund
Quartet Foundation: Quick
Quartet Foundation: Social Action Grant
Reaching Communities
Safer Options Utilities
Sirona Foundation
The Care Forum
Wesport
TOTAL
42,200
5,000
5,000
7,270
5,000
3,000
2,000
8,000
171,845

Taking on a local asset

During 2024 the Trustees of Hillfields Community Garden carefully explored the opportunity to take on the long-term management of the Hillfields Park Community Centre, a significant local facility which closed in February 2024. As one of the few community spaces in the Hillfields ward, the building’s future has important implications for local residents.

In response to the closure, the Trustees, alongside the CEO, initiated a thorough investigation into the feasibility of assuming responsibility for the building. This included in-person visits to 16 community centres across Bristol and South Glos to better understand the realities of day-to-day operations, income generation, and governance structures. These visits informed the development of a robust business case and accompanying financial model, tailored to the needs of Hillfields and based on best practice from across the city.

Throughout this process, the Board has remained committed to a values-led, community-first approach. We have drawn on advice and guidance from peer organisations and infrastructure bodies such as VOSCUR, NCVO, and the School for Social Entrepreneurs, and commissioned input from financial, legal and community development specialists to assess risks and opportunities. The proposal put forward to the Board and to Bristol City Council is rooted in the understanding that Hillfields Park Community Centre has the potential to be a vibrant, inclusive and sustainable community space. The business case proposed a mixture of community and private use, with a community café

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TRUSTEES ANNUAL REPORT

YEAR ENDED 31 DECEMBER 2024

offering affordable, nutritious meals and a welcoming space to reduce social isolation. Subsidised space hire for community groups would sit alongside income-generating private hire, creating a flexible and responsive model that supports broad community access and financial sustainability.

Throughout many meetings in 2024 the Trustees deliberated the risks and benefits and recognised the complexity and scale of the undertaking. They took a cautious and measured approach throughout, meeting new partners and attending meetings with the Properties and Community Development Teams at Bristol City Council. A detailed risk analysis has been conducted, acknowledging both the benefits and the challenges, not only of the operational running of the building but the financial risks of the repairs and maintenance of this 1960s/1990s build. The challenge will be income diversification and local engagement with a focus on the resource demands and operational risks of managing a multi-use facility.

The Board saw that the strength of our local partnerships, our ongoing dialogue with residents, and our experience in grassroots delivery all point to our readiness to take this next step. There was, after many meetings, a unanimous approval of the Business Case and a proposal to initially take on a Licence to Occupy from Bristol City Council which will begin in 2025. A formal request has been submitted to Bristol City Council with the aim of returning this key asset to meaningful community use.

Reserves and designated funds

At the close of the financial period, HCG held £2,470 in unrestricted reserves. Reserves are a charity’s ‘safety net’. They are set aside to cover any shortfalls in income, or to fund unforeseen expenditure. Reserves are unrestricted funds that are readily available to spend on certain charitable purposes. Items included as part of HCGs reserves are; unrestricted current assets (debtors, cash, stock); and unrestricted current liabilities.

Restricted income from Trust and Grant funds do not form part of HCG’s reserves as they are held for specific purposes. Also excluded from this are; tangible fixed assets; investments; designated funds; and any other commitment not provided for as a liability.

HCG also raised £4,995 in Unrestricted Income from cash donations for groups and event; of this amount, £1,518 was classed as Designated Funds for Events and £223 for the Wild Women's Group fund. The remaining £3,254 is therefore left as Free Reserves Designation for the charity.

No more than 30% of unrestricted income classified as donations from events and groups is allocated as Free Reserves for HCG. 100% of unrestricted funds

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TRUSTEES ANNUAL REPORT

YEAR ENDED 31 DECEMBER 2024

not raised by an event or specific group are allocated to Free Reserves where necessary. HCG aims to build 20% of its annual expenditure held as free reserves as per its policy.

Details of fund materially in deficit and uncertainties

There are no funds or subsidiaries that are materially in deficit. The Trustees have no current uncertainties or ongoing concerns about the charity’s ability to continue, at the date of approving the report and accounts. However, the charity knows that going into 2025 there may be uncertainties around funding as it continues to explore the business and financial case for taking over the running of our local community centre.

Principle risks facing the charity

Many of the charitable risks to the charity are being reviewed and considered alongside the potential benefits of taking on a major local asset. The ability to; expand services and staffing, raise revenue and unrestricted income from trading and reduce operational risk by taking on an asset have governed many discussions for the Trust Board in 2024. If there is a delay to taking on the asset then the Board does not foresee any principal risks or uncertainties facing the charity going into 2025.

The new charity status Hillfields Community Garden gained in August 2023 have enabled the charity to access additional funding streams which have increased the financial viability of the charity in 2024. A new multi-year financial forecast and strategy created in 2024 with the Trust Board will help us manage risks and support plans for ongoing delivery of our activities.

In 2024 staff employed by Hillfields Community Garden are on fixed-term contracts which are tied into the restricted income for each role. Hillfields Community Garden also has some self-employed staff who are on an Associate Agreement basis and do not represent a long term liability to the charity. These are, Wild Women Leader and Event Manager.

Factors that are likely to affect the financial performance or position going forward include; reduction in grant amounts supporting Hillfields Community Gardens activities, poor management support and lack of free reserves. We will address those risks in the following ways: work to diversify income streams and secure multi-year funding to enable better planning of activities, secure CPD opportunities for management and create a strong Trust Board, review ways of generating unrestricted income from donations and ensure these are well managed inline with our Reserves Policy. Our reserves policy states that we must strike the correct balance between maximising the delivery of charitable

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TRUSTEES ANNUAL REPORT

YEAR ENDED 31 DECEMBER 2024

activities, without jeopardising the long-term sustainability of the charity.

Many of the financial risks associated with the charity in 2024 were managed by reducing the liabilities and having low overheads and operational costs. The Trust Board is aware that both of these main financial risks may change in 2025 as the expansion of the charity into building management may occur.

Factors that are likely to affect the financial performance or position going forward include; reduction in grant amounts supporting HCG’s activities, poor management support and lack of free reserves. We will address those risks in the following ways: work to diversify income streams and secure multi-year funding to enable better planning of activities, secure CPD opportunities for management and continue to strengthen our Trust Board, review ways of generating unrestricted income from donations and ensure these are well managed inline with our Reserves Policy. Our Reserves Policy states that we must strike the correct balance between maximising the delivery of charitable activities, without jeopardising the long term sustainability of the charity.

Governance

Hillfields Community Gardens (HCG) governing document is a Constitution inline with the Charity Commission guidelines. HCG is a Charitable Incorporated Organisation with voting members other than its charity trustees.

Charity structure

In 2024, we continued to strengthen our organisational structure as a small but ambitious charity rooted in community development. We introduced over 20 new policies and procedures to improve our governance, safeguarding, and operations, ensuring we remain compliant, transparent, and ready for future growth. We also launched a new community consultation ‘Making a Difference’ to better understand the impact our work is having locally. Another key milestone was the launch of our Membership, creating a formal way for local people to get involved, shape our direction, and build collective ownership of our work. As a ‘Tiny Giant’, our scale remains small, but our impact continues to grow—driven by a clear purpose, strong values, and the power of community.

Board of Trustees

Our Trustees are responsible for setting the strategy and are responsible in law for the running of HCG. HCG Trustees are members of the charity but this entitles them only to voting rights. HCG Trustees have no beneficial interest in the charity. All Trustees, except where otherwise stated, served for the whole year:

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HILLFIELDS COMMUNITY GARDEN

TRUSTEES ANNUAL REPORT

YEAR ENDED 31 DECEMBER 2024

Trustee name Office (if
any)
Dates acted if not
for whole year
Name of person (or body)
entitled to appoint trustee
(ifany)
Becca Mills Chair Whole year Trust Board Quorum and
Members
Pippa Davies Treasurer Whole year Trust Board Quorum and
Members
Alex Bugden Secretary Whole year Trust Board Quorum and
Members
Leah Eatwell Whole year Trust Board Quorum and
Members
Ellie King Whole year Trust Board Quorum and
Members
Rebecca Aylett Whole year Trust Board Quorum and
Members
Sarah Rogers
(stood down)
January 2023 -
October 2024
Founding Trust Board
Quorum and Members

When new trustees are appointed, they are given a formal induction to the work of the charity and provided with the information they need to fulfil their roles, which includes information about the role of trustees and charitable law. This also includes the opportunity to complete recommended training in the areas of charity management and Trustee requirements. Two HCG Trustees completed essential training.

New Trustees nominated by members of the board of trustees are interviewed and appointed where they have the necessary skills to contribute to the charity’s management and development.

HCG trustees make available to each new charity trustee, on or before their first appointment; a copy of the constitution and any amendments made to it and a copy of the CIO’s latest trustees’ annual report and statement of accounts.

At the first annual general meeting of the members of the CIO all the charity trustees shall retire from office;

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TRUSTEES ANNUAL REPORT

YEAR ENDED 31 DECEMBER 2024

longest in office since their last appointment or reappointment. If any trustees were last appointed or reappointed on the same day those to retire shall (unless they otherwise agree among themselves) be determined by lot;

There must be at least three charity trustees. If the number falls below this minimum, the remaining trustee or trustees may act only to call a meeting of the charity trustees, or appoint a new charity trustee.

The maximum number of charity trustees is 12. The charity trustees may not appoint any charity trustee if as a result the number of charity trustees would exceed the maximum.

A charity trustee must:

Any charity trustee absenting themselves from any discussions in accordance with this clause must not vote or be counted as part of the quorum in any

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TRUSTEES ANNUAL REPORT

YEAR ENDED 31 DECEMBER 2024

decision of the charity trustees on the matter.

HCG is due to hold its first Annual General Meeting (AGM) in January 2025 in accordance with guidelines from the Charity Commission.

Membership to the CIO

HCG CIO has a membership structure which states the Eligibility, Procedure and Admission of new members. Membership of the CIO is open to anyone who is interested in furthering its purposes, and who, by applying for membership, has indicated his, her or its agreement to become a member and acceptance of the duty of members set out in sub-clause (3) of this clause. A member may be an individual, a corporate body, or [an individual or corporate body representing] an organisation which is not incorporated. It is the duty of each member of the CIO to exercise their power as a member of the CIO in the way he or she decides in good faith would be most likely to further the purposes of the CIO. The charity trustees:

As HCG registered as a charity with the Charity Commission in August 2023 and the Board of Trustees opened formal Membership to the public in 2024.

Statement of Responsibilities of the Trustees

The trustees are responsible for preparing the Trustees’ Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards including Financial Reporting Standard 102: The Financial Reporting Standard applicable in the UK and Republic of Ireland (United Kingdom Generally Accepted Accounting Practice).

The law applicable to charities in [England & Wales/Scotland/Northern Ireland]

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TRUSTEES ANNUAL REPORT

YEAR ENDED 31 DECEMBER 2024

requires the trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the income and expenditure of the charity for that period. In preparing these financial statements, the trustees are required to:

The trustees are responsible for keeping sufficient accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act 2011, the Charity (Accounts and Reports) Regulations 2008 and the provisions of the trust deed/constitution. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

Declaration

Statement by the Chair of Trustees and Co-Founder

As we close out 2024, I want to take a moment to reflect on what has been a year of both progress and consolidation for our organisation. Despite the continued external pressures facing the sector, we have remained focused on delivering impact in our work, strengthening our internal systems, and building capacity for the future. None of this would have been possible without the dedication and generosity of our volunteers. Their commitment—whether through front-line delivery, behind-the-scenes support, or specialist contributions—has been critical to everything we’ve achieved this year, and I want to express my sincere thanks to each and every one of them. We were also pleased to welcome several new staff members in 2024. Their expertise and fresh perspectives have already begun to shape our work in

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TRUSTEES ANNUAL REPORT

YEAR ENDED 31 DECEMBER 2024

positive ways, and we’re excited to see how their roles evolve as we move into the next phase of our development. A special thank you is due to our Trust Board, whose strategic oversight and consistent support have helped steer us through key decisions and challenges this year. Finally, I’d like to acknowledge our funders, whose continued belief in our mission and investment in our work remain essential to our sustainability and growth. Thank you for standing with us. We’re proud of the solid foundation we’ve built this year.

Becca Mills

Co-Founder and Chair of Trustees

The trustees declare that they have approved the trustees’ report above.

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Hillfields Community Garden Report 1 January 2024 to 31 December 2024


Independent Examiner’s Report

I report to the charity trustees on my examination of the accounts of Hillfields Community Garden for the year ended 31[st] December 2024.

Responsibility and basis of report

As the charity’s trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).

Having satisfied myself that the accounts of Hillfields Community Garden are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination, I report in respect of my examination of your charity’s accounts as carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner’s statement

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

  1. Accounting records were not kept in accordance with section 130 of the Charities Act; or

  2. The accounts do not accord with those records; or

  3. The accounts do not comply with the applicable requirements concerning the form and content of accounts set out in 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 my independent examination.

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.

Steven Baptiste ACPA MLRO

Linden Accountant Limited Scrapstore House 21 Sevier Street St Werburghs Bristol BS2 9LB

Date: 28/08/2025

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HILLFIELDS COMMUNITY GARDEN

YEAR ENDED 31 DECEMBER 2024

RECEIPTS AND PAYMENTS ACCOUNT

----- Start of picture text -----
Unrestricted Restricted Total Funds
Funds Funds 2024
RECEIPTS £ £ £
Grant Income - 166,845 166,845
Donations 4,503 5,000 9,503
Other Income 492 - 492
TOTAL RECEIPTS 4,995 171,845 176,840
PAYMENTS
Staffing Costs (Including on-costs) 1,068 49,906 50,974
Volunteer and Training Costs - 375 375
Operational Costs for Regular Groups:
Sessional Group Worker (Self-employed) - 5,051 5,051
Group Consumables 231 4,906 5,137
Hall Hire - 99 99
External Expert Costs 80 8,022 8,102
Running Costs
Accountancy Fees 32 1,820 1,852
Advertising and Marketing - 98 98
Insurance - 312 312
Memberships 35 188 223
Printing and Stationery - 151 151
Telephone and Internet - 30 30
Website - 224 224
Other - Events
Events Manager - 1,300 1,300
External Provider 600 750 1,350
General Costs and Consumables 379 694 1,073
Other - Projects - 7,433 7,433
TOTAL PAYMENTS 2,425 81,358 83,783
NET RECEIPTS/(PAYMENTS) 2,569 90,488 93,057
Transfer between funds (100) 100 -
- - -
Cash funds 8th August 2023
Cash funds 31st December 2024 2,469 90,588 93,057
----- End of picture text -----

Hillfields Community Garden CIO was constituted as a CIO on 8th August 2023 so these accounts reflect the charity's activity for the period 8th August 2023 to 31st December 2024, as requested by the Charity Commission; subsequent accounts will reflect the period 1st January to 31st December in line with the CIO's established financial year.

These financial statements were approved by trustees on 08/09/25 and are signed on their behalf by:

…………………………….

Rebecca Mills, Chair of Trustees and Co-Founder

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HILLFIELDS COMMUNITY GARDEN

YEAR ENDED 31 DECEMBER 2024

STATEMENT OF ASSETS AND LIABILITIES

Cash funds
Bank and cash balances
Current assets
Debtors
Current liabilities
Accruals
Unrestricted
Funds
£
2,469
-
-
-
-
Restricted
Funds
£
90,588
-
-
-
-
Total Funds
2024
£
93,057
-
-
-
-

ANALYSIS OF CASH FUNDS

For the period 8th August 2023 to 31 December 2024

Unrestricted Funds
General fund
Designated funds
Events
Wild Women
Restricted Funds
Awards for All
Bristol Charities
Bristol City Council
Bristol City Council: Asset Management Grant
Bristol Green Capital
Bristol Impact Fund
Feeding Bristol
Healthier with Nature
NHS Grant
Quartet Foundation: Food Fund
Quartet Foundation: Hub Fund
Quartet Foundation: Quick
Quartet Foundation: Social Action Grant
Reaching Communities
Safer Options Utilities
Sirona Foundation
The Care Forum
Wesport
Total
Balance
8 August
2023
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
Receipts
3,254
1,518
223
4,995
9,990
3,000
5,925
26,290
10,750
14,770
14,150
2,500
2,000
5,000
42,200
5,000
5,000
7,270
5,000
3,000
2,000
8,000
171,845
176,840
Payments
(1,440)
(891)
(94)
(2,425)
(10,135)
(5,254)
-
(5,030)
(8,294)
(4,158)
(1,222)
(1,450)
(2,000)
(1,000)
(19,610)
(4,955)
(5,000)
(3,086)
(163)
(562)
(2,000)
(7,438)
(81,358)
(83,783)
Transfers
(100)
-
-
(100)
145
-
-
-
-
-
-
-
-
-
-
(45)
-
-
-
-
-
-
100
-
Balance
31 December
2024
1,714
628
128
2,470
-
-
(2,254)
5,925
21,260
2,456
10,612
12,928
1,050
-
4,000
22,590
-
-
4,184
4,837
2,438
-
562
90,587
93,057

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