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2021-12-31-accounts

The North Ascot Community Association Balance Sheet as at 31st December 2021

Fixed Assets
Net Book Value b/f
Additions
Depreciation charge for year
Net book value c/f
Current Assets
Debtors & prepayments
Bank Deposit account
Bank current account
Current Liabilities
Creditors
Net Assets
Represented by:
Income & expenditure account
Balance brought forward
Surplus (deficit) for the year		 Full Year Full Year
451
20,488
50,859		 2021
403
101
302
71,798
(179)
71,922
71,922		 378
20,420
46,935		 2020
538
134
403
67,733
(5,059)
63,077
63,077		 77
20,262
35,917		 2019
717
179
538
56,256
(1,080)		 2019
63,077
8,845		 55,714
7,363		 53,626
2,088
55,714
55,714

Accounts agreed on behalf of the committee

Ms C Caddow

21[st] April 2021

Independent Examiner's Report to the Trustees of 'The North Ascot Community Association'

I report on the accounts of the charity for the year ended 31st December 2021

RESPECTIVE RESPONSIBILITIES OF TRUSTEES AND INDEPENDENT EXAMINER

The charity's trustees consider that an audit is not required for this year (under section 144 of the Charities Act 2011 (The Charities Act) and that an independent examination is needed.

It is my responsibility to

BASIS OF INDEPENDENT EXAMINERS STATEMENT

My examination was carried out in accordance with the General Directions given by the Charities Commissioners. 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 to those matters set out in the statement below

INDEPENDENT EXAMINER'S STATEMENT

In connection with my examination for 2020 no matter has come to my attention:

John Doering FCCA ISSEM Consulting Independent Examiner 29 Jubilee Avenue, North Ascot Berkshire SL5 8NZ

12[th] April 2021

The North Ascot Community Association Income & Expenditure Account Year Ended 31st December 2021

General Income
Interest receivable
Total General Income (A)
Hall Account
Hall lettings income
Insurance
2,011
Depreciation
101
Heat & Light
8,556
Lettings & Secretarial
5,925
Cleaning & Waste Removal
18,751
Repairs & Maintenance
6,353
Sundries
360
Accountancy
0
Net Hall Income (B)
Net Income (A) + (B)
Administration
Telephone
2,295
Surplus for year		 Full Year Full Year
2021
68.13
68
53,128
1,896
134
6,364
5,525
20,182
6,616
0
0
(42,056)
11,072
11,140
709
(2,295)
8,845

THE NORTH ASCOT COMMUNITY ASSOCIATION

STATEMENT OF AFFAIRS AS AT 31st DECEMBER 2021

Registered Charity No. 278231R

ISSEM Consulting

29 Jubilee Avenue North Ascot Berkshire SL5 8NZ

THE NORTH ASCOT COMMUNITY ASSOCIATION Fernbank Road, North Ascot Registered Charity NO.278231R

MINUTES OF THE ANNUAL GENERAL MEETING HELD ON MONDAY 15th April 2022 AT 7:30pm

Present: Geoff Paxton Hon. President Jane Meaney Hon. Chairperson Colleen Caddow Hon. Treasurer Ashley Young Secretary Sharon Griffiths Lettings Officer

Jeff Wood; Nora Davison; Linda Wyatt; John Overd; Andy Meaney; Amanda Jarvis, Maxine Morison, Sue ONeil, Shay ONeil, Jarod Spence, Terry Earthy.

1. APOLOGIES FOR ABSENCE

Apologies received from Dorothy Hayes, Julie Rolls. Jane Meaney welcomed everyone to the meeting.

2. MINUTES OF THE LAST MEETING AND MATTERS ARISING

The minutes of the previous Annual General Meeting held on 11[th] October 2021 had been circulated. The minutes were adopted, proposed by Jeff Wood and seconded by Geoff Paxton and signed by Nora Davidson.

3. CHAIRPERSONS REPORT

Good evening and welcome to the Annual General Meeting.

In preparing for this meeting, I have been looking at my files and clearing out unnecessary documents. These include endless risk assessments, official notices about what to do about impending outbreaks, and orders to display QR codes. Thank goodness we are now back to normal.

During the pandemic, had we not had the Ascot Day Nursery and the Old School Day Nursery open for business, the centre’s finances would be in a sorry state. As it is, we have managed to boost our contingency fund by £8000 over

the past two years. Sharon attended regularly to monitor legionella and keep an eye on the building and complete the necessary risk assessments, but nothing beats having committed, interested users on site at all times who have the best interests of the centre at the core of everything they do.

The nursery managers are adept at interpreting new legislation and acting on it. Thus, we have access to Safeguarding, GDPR, and risk assessments. Having someone always on the site means that any problems can be addressed quickly, and the centre is able to be kept well-maintained.

The centre now has fibre-optic broadband paid for by the nurseries, and users can access the wifi in order to use their wireless speakers and other technology.

The transformation of the garden has been of benefit to the users at no extra cost to the centre as the nurseries pay for the upkeep and general maintenance.

Users can utilize the small tables and chairs provided by the nurseries for children’s parties. Plus, fans and heaters to keep the rooms comfortable.

With all this in mind, we have asked Sharon to make users aware of the new risk assessments we have created and to make sure contractors on site are aware of our terms and conditions and to check their insurance policies. We also feel it is necessary for regular contractors to be checked by the DBS at our expense as this complies with our safeguarding policy.

It is wonderful having our regular users back using our facilities and the casual bookings are increasing too. Our website is now nearly up and running. We are just uploading the updated terms and conditions and user rates and risk assessments.

I would like to thank both the nursery managers for all their hard work, but also Sharon and Jarrod, who have provided the users with support. Despite having a very demanding career, Ashley has continued to step in and provide secretarial services. Colleen has almost single-handedly run the centre from dealing with contractors, to keeping a firm hold on our finances. Finally, thank you to all of you who turn up monthly to keep our committee viable. Jane Meaney (Honorary Chairman)

4. TREASURER’S REPORT

I’m happy to report that the accounts for 2021 show a profit of £8845(despite the covid restrictions). The Hall income has increased by £4495.

We reopened for users in September and are pleased that all have returned, with the exception of Aerobics and The Ascot Ladies. The martial arts group have increased to two sessions a week, and a new yoga class has started. At present the only available evenings are Fridays, Saturdays, and Sundays. We accommodated any covid - related cancellation at no cost to users.

Thankfully things seem to be getting back to normal.

We were fortunate that during this period both Nursery Schools were allowed to remain open. Their rental contributes to most of our income. The nurseries also made use of the hall during the day at an additional cost, which helped to subsidise the hall revenue.

I’d like to thank the staff from both nurseries and the after-school club for promoting the hall, as a result the hall has been busy on weekends with children’s birthday parties.

Heating and lighting have increased by £2192. Our phone systems have been upgraded hence additional cost of £1586.

We spent £6353 on maintenance and repairs this included painting and decorating, general upkeep of the building, drains and plumbing. The drains are an ongoing concern.

I’d like to thank John Doering for once again preparing our accounts at no cost.

Colleen Caddow

5. LETTINGS REPORT

Users restarted in September and 14 parties were booked from September to December. A few parties pulled out due to covid restrictions – Yoga classes have started. Martial arts have come back.

6. ELECTION OF OFFICERS

Geoff Paxton has agreed to stand again as honorary president. The president was proposed by Jeff Wood and seconded by John Overd. Everyone voted in favour of Geoff a unanimous vote for him to stand.

Mrs Jane Meaney has agreed to stand again as the Hon. Chairperson and was

proposed by Jeff Wood and seconded by Nora Davidson and agreed unanimously.

Ms Colleen Caddow has agreed to stand again as Hon. Treasurer and this was

proposed by Terry Earthy, seconded by Jane Meaney and agreed unanimously.

Mr Jarrod Spence has agreed to stand again as Hon. Secretary and was proposed by Sharon Griffiths, seconded by Colleen Caddow and agreed unanimously.

Sharon Griffiths Hon lettings officer Jeff Wood and Jane Meaney and all in favour

The following non-elected positions will continue to be held as previously by

Ashley Young as Secretary. This was agreed unanimously.

7. ELECTION OF THE COUNCIL MEMBERS

It was agreed by the meeting that the full members would be, Geoff Paxton, Jane Meaney, Colleen Caddow, Ashley Young, Sharon Griffiths, Jeff Wood, Nora Davison, Linda Wyatt, John Overd, Andy Meaney, Amanda Jarvis, Maxine Morison, Sue ONeil, Shay ONeil, Jarod Spence, Terry Earthy, Dorothy Hayes, and, Julie Rolls.

8. PRESIDENT’S ADDRESS

Thank you to all volunteers and staff. Everything is so well run I feel like a spare part. I think we should be prepared as another tricky year ahead financially and health wise. I have all the confidence the community association will continue to flourish.

Please give me a nudge if there is anything I can do.

Thank you,

Geoff Paxton

9. ANY OTHER BUSINESS

Risk assessment for all the users for the building are provided when facilities are booked. The kitchen is nearly completed and there were a lot of things which went wrong, and contractors are working on weekends and the risk assessments needed to be drawn up. A contract for contractors and DBS checks are required if they are going to be onsite with children. These are not domestic premises and health, and safety and safeguarding are a priority. Contracts are required to provide a copy of their insurance.

There was a gazebo that below up on the roof. Three fire engines showed us as it was wedged. Colleen and Jane contacted the roofer and there is a lot of work to be done. The old school nursery school’s insurance has accepted the insurance claim.

The flooring in the kitchen needs to be replaced and the fridge. There was a break in the lino, and it will be seamless. When they lifted the floor there was a lot of damp and the flooring had to be dried out. The floor quote is £750. The Committee was happy to proceed.

Bracknell had funding and agreed a glass structure could be built outside the entrance. After the gazebo would the committee be happy with the gazebo. The basic quote is £4,200. Terry mentioned the library would need to consent to the arrangement as it may block light. Jane will share a sketch before it goes through. Maxine will speak to the library. Geoff will see if we can apply for funding and grants again to subsides the costs.

The car park is getting busy– it was suggested to take it up with Bracknell.

User rates- worrying about the increase in costs, gas, electricity and insurance. It was put to the committee that the general users continue paying the same rates of £20 per hour, and the nurseries pay an increase. The two nurseries have also agreed to contribute £100.

Board outside is looking lovely which was done by John Overd.

The meeting was closed by the Chairperson at 8:15 pm

Next meeting 16th of May 2023 at 7pm

Chairperson ………………………………….

Date………………………………………………