HAZLEMERE COMMUNITY ASSOCIATION
TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
Charity Registration Number : 258071
HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
CONTENTS
| TRUSTEES’ REPORT | 3 |
|---|---|
| INDEPENDENT EXAMINER'S REPORT | 10 |
| STATEMENT OF FINANCIAL ACTIVITIES | 12 |
| BALANCE SHEET AS AT 30 SEPTEMBER 2021 | 13 |
| FINANCIAL STATEMENTS APPROVAL | 14 |
| NOTES TO THE FINANCIAL STATEMENTS | 15 |
| 1. ACCOUNTING POLICIES |
15 |
| 2. ADDITIONAL INFORMATION |
18 |
| 3. TANGIBLE FIXED ASSETS |
18 |
| 4. INVESTMENTS |
19 |
| 5. DEBTORS |
19 |
| 6. CREDITORS |
19 |
| 7. DETAILED STATEMENT OF FINANCIAL ACTIVITIES |
20 |
| 8. UNRESTRICTED FUNDS |
21 |
Page no. 2 of 21
HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
TRUSTEES’ REPORT
The Trustees present their report with the Financial Statements of the Charity for the year ended 30 September 2021.
The Trustees have adopted the provisions of Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS102) (effective 1 January 2015).
Reference and administrative details
The name of the Charity as listed in the register of Charities is:
Hazlemere Community Association Charity number: 258071
The Association was constituted under a Trust Deed dated 8 November 1968, as amended on 17 May 1976, as amended at SGM on 22 September 1999. Further amendments to the constitution were adopted by the Association on 12 April 2017, and 16 April 2019.
Principal address: Rose Avenue, Hazlemere, High Wycombe, Bucks, HP15 7UB.
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
Trustees
The Trustees serving during the year and since the year end are as follows:
Mr Steve Simpson
Mr Mike Large
Ms Judy Grist
Mr John Nunn
Mr Richard Newman
Mr Kevin Taylor
Independent Examiner
Anthony Kelly FCCA, 6 South Bar Street, Banbury, Oxfordshire, OX16 9AA
Bankers
Lloyds Bank, High Wycombe
Governing Document
The Constitution was adopted 8 November 1968, as amended on 17 May 1976 and as amended on 22 December 1999, 12 April 2017 and 16 April 2019.
Objects
The objects of the Association are to:
- Promote the benefit of the inhabitants of the parish of Hazlemere and the adjoining parishes of Chepping Wycombe, Hughenden, Little Missenden and Penn without distinction of sex, sexual orientation, race, religious or other opinions, by associating together the said inhabitants, and the local authorities, voluntary and other organisations in a common effort to advance education and provide facilities in the interest of social welfare for recreation
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
and leisure-time occupation with the object of improving the conditions of life for the said inhabitants.
-
Establish, or secure the establishment of a community centre and to maintain and manage the same in furtherance of the objects.
-
Promote such other charitable purposes as may from time to time be determined by the Management committee.
Organisation
The Association shall be directed by a Management Committee which shall meet not less than 4 times a year.
Once in each calendar year, an Annual General Meeting of the Association shall be held at such time and place as the Trustees shall determine, being no more than fifteen months after the preceding meeting. At least 21 clear days' notice shall be posted in a conspicuous place or places in the area of benefit and/or advertised in a newspaper circulating the area of benefit.
At these meetings no member shall exercise more than one vote notwithstanding that he or she may have been appointed to represent two or more interests, but in case of an equality of votes, the Chairman may have a second or casting vote.
At Committee Meetings one quarter of the members with power to vote shall form a quorum at meetings, whilst at General Meetings, the lesser of twenty-five members with the power to vote and one third of members with a power to vote shall form a quorum.
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
Under the amendments to the Constitution adopted on 12 April 2017 a new body of Trustees was set up to develop a strategy for the Association, and to promote the organisation whilst maintaining its present vision and values.
The Association is looking for independent trustees who can be appointed at the Annual General Meeting.
Recruitment and Appointment of Management Committee
The members with power to vote present at the Annual General Meeting shall elect the Treasurer and Secretary of the Association and such other Honorary Officers as the Association may from time to time decide who shall serve in their respective capacities as Honorary Officers of the Management Committee and of any Executive Committee which may be established.
At its first meeting after the Annual General Meeting the Management Committee shall elect from among its members a Chairman and Vice Chairman who shall serve in their respective capacities as Honorary Officer of any Executive Committee, which may be established. All Honorary Officers shall hold office until the conclusion of the next Annual General Meeting of the Association and shall be eligible for re-election.
Management Committee Induction and Training
New members are always known to us in advance. They have normally shown particular interest in the charity already and therefore have a solid notion of what Hazlemere Community Association is, what it aims to do and broadly how it goes about doing it.
Induction is carried out by serving members of the Management Committee as necessary.
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
Risk Management
The Management Committee has assessed all the major risks to which the Association is exposed. It believes that maintaining the free reserves at the level stated below will provide sufficient resources in the event of adverse conditions. The Management Committee has also assessed other operational risks
faced by the Association and is satisfied that systems and procedures are in place to mitigate those risks.
Related Parties
The Association has a close relationship with Hazlemere Community Association Social Club Limited.
Achievements and Performance
The Association has in recent years accumulated some funds to enable extensive repairs and refurbishment of the Community Centre. This is ongoing work and several projects are still to be undertaken. During this year the Management Committee have been able to carry out refurbishment and redecoration of some areas of the Centre.
Public Benefit
In setting our objectives and planning our activities, we have given careful consideration to the Charity Commissions' general guidance on public benefit.
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
Hazlemere Community Association provides facilities and entertainment, accommodating approximately one thousand users a week. We have always tried to meet our adopted method statement 'Serving the Community'.
The area of benefit of the Association is the Hazlemere and the surrounding area.
Financial Review of Business
The Management Committee is satisfied with the results for the year, and will continue to use available funds for the refurbishment of the Community Centre.
Reserves Policy
The Management Committee attempt to maintain unrestricted funds, which are the 'free reserves' held by the charity at approximately 3 months of the annual resources expended.
3 months of resources expended is approximately £17,000. Reserves are currently £136,530.
Future Plans and Developments
The charity will continue to look at ways of improving efficiency whilst maximising the potential for income. Refurbishment of the Community Centre facilities will take place as and when funds permit.
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
Trustees’ Report Approval
Approved by the Trustees on ………………………………….
and signed on their behalf by:
Steve Simpson …………………………………….
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
INDEPENDENT EXAMINER'S REPORT
TO THE TRUSTEES OF HAZLEMERE COMMUNITY ASSOCIATION
I report to the charity trustees on my examination of the accounts of the Hazlemere Community Association for the year ended 30 September 2021.
Responsibilities and basis of report
As the charity trustees of the charity you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (The Act`).
I report in respect of my examination of the Charity's accounts carried out under section 145 of the Act and in carrying out my examination I have followed all applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent examiner's statement
Your attention is drawn to the fact that the charity has prepared financial statements in accordance with Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) in preference to the Accounting and Reporting by Charities: Statement of Recommended Practice issued on 1 January 2015.
I understand that this has been done in order for financial statements to provide a true and fair view in accordance with Generally Accepted Accounting Practice effective for reporting periods beginning on or after 1 January 2015
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 that in any material respect:
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
-
accounting records were not kept in respect of the Trust as required by section 130 of the 2011 Act; or
-
the accounts do not accord with those records; or
-
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 an independent examination.
I confirm that there are no other matters to which your attention should be drawn to enable a proper understanding of the accounts to be reached.
Signed:
Name: Anthony Kelly FCCA Address: 6 South Bar Street Banbury Oxfordshire OX16 9AA
Date: ………………………..
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
STATEMENT OF FINANCIAL ACTIVITIES
| Unrestricted | Restricted | 2021 | 2020 | ||
|---|---|---|---|---|---|
| Note | Funds | Funds | Total | Total | |
| £ | £ | £ | £ | ||
| Incoming resources | |||||
| Charitable activities | 30,874 | - | 30,874 | 45,890 | |
| Grants received | 22,653 | - | 22,653 | 10,000 | |
| Donations and legacies | 15,978 | - | 15,978 | 5,109 | |
| Other income | 15,935 | - | 15,935 | 5,592 | |
| Total incoming resources |
7 | 85,440 | - | 85,440 | 66,591 |
| Resources expended | |||||
| Charitable activities | 2,887 | - | 2,887 | 10,348 | |
| Admin/support costs | 68,992 | - | 68,992 | 58,300 | |
| Total resources expended |
7 | 71,879 | - | 71,879 | 68,648 |
| Net Income/(Expenditure) for the year |
13,561 | - | 13,561 | (2,057) |
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
BALANCE SHEET AS AT 30 SEPTEMBER 2021
| Note | 2021 | 2021 | 2020 | 2020 | |||
|---|---|---|---|---|---|---|---|
| £ | £ | £ | £ | ||||
| Fixed Assets | |||||||
| Tangible Assets | 3 | 62,852 | 67,489 | ||||
| Current Assets | |||||||
| Investments | 4 | 7,000 | 7,000 | ||||
| Debtors | 5 | 35,204 | 33,112 | ||||
| Cash at bank and in hand | 47,640 | 32,026 | |||||
| 89,844 | 72,138 | ||||||
| Creditors: amounts falling due within one year |
6 | (16,16 6) |
(16,659) | ||||
| Net Current Assets | 73,678 | 55,479 | |||||
| Total Assets less Current Liabilities |
136,530 | 122,968 | |||||
| Funds | |||||||
| Restricted funds | - | - | |||||
| Unrestricted funds | 8 | 136,530 | 122,968 | ||||
| Total Funds | 136,530 | 122,968 |
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS
FOR THE YEAR ENDED 30 SEPTEMBER 2021
FINANCIAL STATEMENTS APPROVAL
Approved by the Trustees and signed on their behalf by:
Chairman - Mr. S. Simpson
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…………………………………………………………
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Date: ……………………………………………………..
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
NOTES TO THE FINANCIAL STATEMENTS
1. ACCOUNTING POLICIES
Basis of Preparing the Financial Statements
The financial statements of the charity, which is a public benefit entity under FRS 102, have been prepared in accordance with the Charities SORP (FRS 102) 'Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2015), Financial Reporting Standard 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland' and the Charities Act 2011. The financial statements have been prepared under the historical cost convention.
Fund Accounting
Unrestricted funds are available for the use at the discretion of the Management Committee in furtherance of the general objectives of the charity.
Restricted funds can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes.
Income
Income from donations, subscriptions and special efforts is recorded on a receipts basis. All other income is recorded on an accruals basis.
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
Voluntary income is received by the way of donations and is included in full in the Statement of Financial Activities when receivable.
Investment income is included when receivable.
Income from activities for generating funds comes from memberships and from lettings to Hazlemere Community Association Social Club Limited and other third parties. This income is recorded on an accruals basis.
Resources Expended
Liabilities are recognized as resources are expended as soon as there is a legal or constructive obligation committing the charity to the expenditure.
Charitable expenditure includes all costs associated to a particular activity.
Governance Costs comprise all costs involving public accountability of the charity and its compliance with regulation and good practice. These costs include costs related to the Independent Examination of the Financial Statements of the charity.
Depreciation of Fixed Assets
Provision is made for depreciation on all tangible assets calculated to write off the cost or valuation, less estimated residual value, of each asset over its expected useful life as follows:
Plant and equipment 20% reducing balance or 3 years straight line Windows and doors 15 years straight line Property Over life of the lease
Pensions
Hazlemere Community Association contributes to a defined contribution pension scheme.
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
Related Party
Hazlemere Community Association Social Club Limited were charged by Hazlemere Community Association £7,000 (2020: £12,200) for rent and service charges.
Hazlemere Community Association Social Club Limited owed £31,150 (2020: £31,550) to Hazlemere Community Association at 30 September 2021. Hazlemere Community Association owed £1,096 (2020: £1,096) to Hazlemere Community Association Social Club Limited as at 30 September 2021.
Investments
Investments are recognised initially at fair value which is normally the transaction price excluding transaction costs. Subsequently, they are measured at fair value with changes recognised in the SoFA if the shares are publicly traded or their fair value can otherwise be measured reliably.
Government Grants
The charity receives government grants in respect of Covid-19 support. Income from government and other grants are recognised at fair value when the charity has entitlement after any performance conditions have been met, it is probable that the income will be received and the amount can be measured reliably. If entitlement is not met then these amounts are deferred.
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
2. ADDITIONAL INFORMATION
The charity acts as custodian for grant income intended for HCA Dons, a newly formed local football team. Refer to note 6.
There were no employees whose annual remuneration was £60,000 or more. The average number of employees employed during the year was 2 (2020 - 2). There were no payments to trustees during the period.
| 3. TANGIBLE FIXED ASSETS |
3. TANGIBLE FIXED ASSETS |
3. TANGIBLE FIXED ASSETS |
||
|---|---|---|---|---|
| Property | Plant and | Total | ||
| equipment | ||||
| Cost | £ | £ | £ | |
| At 1 October 2020 | 204,580 | 125,528 | 330,108 | |
| Additions | - | 1,771 | 1,771- | |
| At 30 September 2021 | 204,580 | 127,299 | 331,879 | |
| Depreciation | ||||
| At 1 October 2020 | 150,310 | 112,309 | 262,619 | |
| Charge for the year | 3,410 | 2,998 | 6,408 | |
| At 30 September 2021 | 153,720 | 115,307 | 269,027 | |
| Net book value | ||||
| At 30 September 2021 | 50,860 | 11,992 | 62,852 | |
| At 30 September 2020 | 54,270 | 13,219 | 67,489 |
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HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
| 4. INVESTMENTS |
4. INVESTMENTS |
|||
|---|---|---|---|---|
| 2021 | 2020 | |||
| £ | £ | |||
| Charities Investment Fund | 7,000 | 7,000 | ||
| 5. DEBTORS |
||||
| 2021 | 2020 | |||
| £ | £ | |||
| Hazlemere Community Association Social Club Limited | 31,150 | 31,150 | ||
| Trade debtors | 2,267 | 1,649 | ||
| Gift aid recoverable | 313 | 313 | ||
| Prepayments | 1,474 | - | ||
| 35,204 | 33,112 | |||
| 6. CREDITORS |
||||
| 2021 | 2020 | |||
| £ | £ | |||
| Trade creditors | 233 | 3,629 | ||
| Other creditors | 731 | - | ||
| Casual lettings control | 2,468 | 1,309 | ||
| Taxation and Social Security | 528 | 1,079 | ||
| Hazlemere Community Association Social Club Limited | 1,096 | 1,096 | ||
| Hazlemere Community Association Dons | 1,110 | 1,172 | ||
| Pension fund | 232 | 46 | ||
| Accrued charges | 9,768 | 8,328 | ||
| 16,166 | 16,659 |
Page no. 19 of 21
HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
7. DETAILED STATEMENT OF FINANCIAL ACTIVITIES
| 7. DETAILED STATEMENT OF FINANCIAL ACTIVITIES |
7. DETAILED STATEMENT OF FINANCIAL ACTIVITIES |
7. DETAILED STATEMENT OF FINANCIAL ACTIVITIES |
|---|---|---|
| INCOME | ||
| 2021 | 2020 | |
| £ | £ | |
| Donations and legacies | 15,978 | 5,109 |
| Rent and service charge - Social Club | 7,000 | 12,200 |
| Lettings | 23,614 | 31,719 |
| Membership and guest fees | 260 | 1,971 |
| Entertainment | - | 2,099 |
| Other income | 5,932 | 3,455 |
| Bank interest received | 3 | 38 |
| Insurance claims | 10,000 | - |
| Grants | 22,653 | 10,000 |
| 85,440 | 66,591 | |
| CHARITABLE EXPENDITURE | ||
| 2021 | 2020 | |
| £ | £ | |
| Charitable activities | 2,887 | 10,348 |
| 2,887 | 10,348 | |
Page no. 20 of 21
HAZLEMERE COMMUNITY ASSOCIATION TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 SEPTEMBER 2021
| ADMINISTRATION AND SUPPORT COSTS | ADMINISTRATION AND SUPPORT COSTS | |
|---|---|---|
| 2021 | 2020 | |
| £ | £ | |
| Staff salaries | 31,799 | 21,532 |
| Pension contributions | 1,034 | 1,202 |
| Rates | 963 | 1,435 |
| Light and heat | 5,567 | 4,300 |
| Repairs and maintenance | 14,119 | 13,265 |
| Cleaning | 1,671 | 2,048 |
| Insurance | 2,283 | 1,655 |
| Telephone and office expenses | 1,670 | 3,385 |
| Independent examiner fee | 1,440 | 1,758 |
| Entertaining | - | 1,515 |
| Sundry expenses | 2,038 | 1,501 |
| Depreciation | 6,408 | 4,704 |
| 68,992 | 58,300 | |
| NET INCOME/(EXPENDITURE) | 13,561 | (2,057) |
| 8. UNRESTRICTED FUNDS |
8. UNRESTRICTED FUNDS |
8. UNRESTRICTED FUNDS |
8. UNRESTRICTED FUNDS |
||
|---|---|---|---|---|---|
| At 1 October 2020 |
Incoming Resources |
Resources Expended |
At 30 September 2021 |
||
| £ | £ | £ | £ | ||
| General charitable funds | 122,969 | 85,440 | 71,879 | 136,530 |
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