CHAIRMAN’S AGM REPORT SEPT 2023
The project work mentioned in last year’s minutes has all been completed. Not without a few glitches I may add. The new fire door in the small function room has ended up with a slightly larger window than the regulations suggest, but the fire officer (Andrew Robinson) who is employed to check our compliance of this building, passed as ok since the room is deemed to be of a very low fire risk.
The ramp into the car park, again is not to Part ‘M’ of the building regulations as it is supposed to be at 90deg to the car park & not have a curve, as we have. However, the DBC engineer has agreed that it is ok as the curve makes it easier for a mobility scooter to access the pavement.
We have had the kerb stones painted yellow all the way from the entrance right around the building. This is to help at nighttime to avoid trip hazard.
Once Reinforced Autoclave Aerated Concrete was discovered in the Orchard Theatre, causing its closure, the DBC has been pro-active in checking all their buildings which have flat roofs. This building was checked on 25th September, and I am pleased to report that it was cleared. Our flat roofs are not constructed with any RAAC.
We have a had a new karate club start at the centre on a Monday early evening, they would welcome new members.
I would like to give a vote of thanks to Tony Newman, who has recently stood down from being a committee member and Trustee. He did a sterling job when he oversaw our Facebook Page and was a valued member of the CCMC.
There is not much more to report other than I would like to thank our wonderful staff. Our booking clerks Maureen and David for the excellent work they do, our excellent caretakers Geoff and Sue, who do an outstanding job, our cleaner Debbie who keeps the place clean and tidy, bright, and shiny for all our users.
I would like to take a moment to thank my fellow voluntary Trustees and committee members for the efficient management and running of the Centre for the benefit of the community.
I would welcome new members to join our committee, as we urgently need younger members to eventually take over form us ageing senior citizens.
REGISTERED CHARITY NUMBER: 291737
Report of the Trustees and
Unaudited Financial Statements for the Year Ended 31 January 2023
for
Joydens Wood Residents' Community Assoc
Latham Lambourne Ltd 18 Woodlands Park Bexley Kent DA5 2EL
Joydens Wood Residents' Community Assoc
Contents of the Financial Statements for the Year Ended 31 January 2023
| Page | |||
|---|---|---|---|
| Report of the Trustees | 1 | to | 2 |
| Independent Examiner's Report | 3 | ||
| Statement of Financial Activities | 4 | ||
| Balance Sheet | 5 | ||
| Notes to the Financial Statements | 6 | to | 10 |
Joydens Wood Residents' Community Assoc
Report of the Trustees
for the Year Ended 31 January 2023
The trustees present their report with the financial statements of the charity for the year ended 31 January 2023. 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 (FRS 102) (effective 1 January 2019).
OBJECTIVES AND ACTIVITIES
Objectives and aims
To promote the benefit of the inhabitants of Joydens Wood Estate and the neighbourhood.
Significant activities
The charity runs with various affiliated sections. The majority of the income arises from the running of the community hall on the estate which is available for rent to all the sections, and the general public.
Public benefit
The charity operates for the benefit of the residents of Joydens Wood as defined in the constitution.
Volunteers
None of the trustees or other helpers are paid. The charity recognises that without all of these personnel it would not be able to operate effectively.
ACHIEVEMENT AND PERFORMANCE
Charitable activities
The trustees have recognised that, in order to continue to use the hall to the best effect, the hall has to be well maintained and occasionally significant improvements have to be made. In the year new bollards were introduced at a cost of £3,397, partly offset by a grant from Wilmington Parish Council of £500.
Fundraising activities
In 2021 Dartford Council gave the charity £8,000 as a restart grants, and £2,096 as a local restrictions support grant. A further £866 was received via HMRC from the CJRS.
In 2022 grants were received from KCC (£400) and Dartford Council (£2,667) from the Covid Relief fund
Other income was received from lettings and £311 from interest.
FINANCIAL REVIEW
Financial position
The charity has achieved a small surplus in the year. The charity has designated £7,436 to cover potential redundancy costs etc, should the charity cease. The trustees emphasis that this is a reserve only and there is no expectation of this being required in the near or medium term.
.
Principal funding sources
The majority of the funding for the charity comes from letting fees for the hall. All households who wish to be members of the Association have previously been charged a membership fee.
Investment policy and objectives
Surplus funds are retained in bank deposits until used. The trustees seek to maximise the interest gained without subjecting the funds to any risk.
Reserves policy
The trustees have forecast the level of free reserves as three months expenditure. Whilst the current level of reserves may prove sufficient, it is the trustees' view that it is prudent to ensure that there are sufficient free reserves to provide financial flexibility.
STRUCTURE, GOVERNANCE AND MANAGEMENT
Governing document
The charity is controlled by its governing document, a deed of trust and constitutes an unincorporated charity.
Page 1
Joydens Wood Residents' Community Assoc
Report of the Trustees
for the Year Ended 31 January 2023
The charity is controlled by the constitution adopted 29 March 1985, as amended on 26 March 1996 and 27 June 2000.
Recruitment and appointment of new trustees
New trustees are requested at each AGM and voted in as appropriate.
Organisational structure
As well as the trustees, the charity is supported by 18 members representing clubs and other organisations. Day to day running of the hall is delegated to the Hall Management Committee.
REFERENCE AND ADMINISTRATIVE DETAILS Registered Charity number
291737
Principal address
Trustees
V R Austin A E Newman R E Doucy Mrs C Parkes K G Scott Mrs D Gould G L Glover
Independent Examiner
Latham Lambourne Ltd 18 Woodlands Park Bexley Kent DA5 2EL
Approved by order of the board of trustees on 26 October 2023 and signed on its behalf by:
V R Austin - Trustee
Page 2
Independent Examiner's Report to the Trustees of Joydens Wood Residents' Community Assoc
Independent examiner's report to the trustees of Joydens Wood Residents' Community Assoc
I report to the charity trustees on my examination of the accounts of Joydens Wood Residents' Community Assoc (the Trust) for the year ended 31 January 2023.
Responsibilities and basis of report
As the charity trustees of the Trust 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 Trust'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
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:
-
accounting records were not kept in respect of the Trust as required by Section 130 of the 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 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.
John Lambourne
Latham Lambourne Ltd 18 Woodlands Park Bexley Kent DA5 2EL
26 October 2023
Page 3
Joydens Wood Residents' Community Assoc
Statement of Financial Activities for the Year Ended 31 January 2023
| 31.1.23 | 31.1.22 | ||
|---|---|---|---|
| Unrestricted | Total | ||
| funds | funds | ||
| Notes | £ | £ | |
| INCOME AND ENDOWMENTS FROM | |||
| Donations and legacies | 3,566 | 21,444 | |
| Other trading activities | 2 | 34,548 | 26,331 |
| Investment income | 3 | 311 | 9 |
| Other income | - | 250 | |
| Total | 38,425 | 48,034 | |
| EXPENDITURE ON | |||
| Charitable activities | |||
| General | 240 | 554 | |
| Hall expenses | 36,435 | 46,108 | |
| Total | 36,675 | 46,662 | |
| NET INCOME | 1,750 | 1,372 | |
| RECONCILIATION OF FUNDS | |||
| Total funds brought forward | 42,313 | 40,941 | |
| TOTAL FUNDS CARRIED FORWARD | 44,063 | 42,313 |
The notes form part of these financial statements
Page 4
Joydens Wood Residents' Community Assoc
Balance Sheet
31 January 2023
| 31.1.23 | 31.1.22 | ||
|---|---|---|---|
| Unrestricted | Total | ||
| funds | funds | ||
| Notes | £ | £ | |
| CURRENT ASSETS | |||
| Cash at bank and in hand | 44,149 | 42,230 | |
| CREDITORS | |||
| Amounts falling due within one year | 7 | (86) | 83 |
| NET CURRENT ASSETS | 44,063 | 42,313 | |
| TOTAL ASSETS LESS CURRENT | |||
| LIABILITIES | 44,063 | 42,313 | |
| NET ASSETS | 44,063 | 42,313 | |
| FUNDS | 9 | ||
| Unrestricted funds | 44,063 | 42,313 | |
| TOTAL FUNDS | 44,063 | 42,313 |
The financial statements were approved by the Board of Trustees and authorised for issue on 26 October 2023 and were signed on its behalf by:
V R Austin - Trustee
The notes form part of these financial statements
Page 5
Joydens Wood Residents' Community Assoc
Notes to the Financial Statements
for the Year Ended 31 January 2023
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 2019)', 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.
Income
All income is recognised in the Statement of Financial Activities once the charity has entitlement to the funds, it is probable that the income will be received and the amount can be measured reliably.
Expenditure
Liabilities are recognised as expenditure as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that a transfer of economic benefits will be required in settlement and the amount of the obligation can be measured reliably. Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all cost related to the category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resources.
Taxation
The charity is exempt from tax on its charitable activities.
Fund accounting
Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees.
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.
Further explanation of the nature and purpose of each fund is included in the notes to the financial statements.
2. OTHER TRADING ACTIVITIES
| 2. | OTHER TRADING ACTIVITIES | ||
|---|---|---|---|
| 31.1.23 | 31.1.22 | ||
| £ | £ | ||
| Hall lettings | 34,548 | 26,411 | |
| Advertising | - | (80) | |
| 34,548 | 26,331 | ||
| 3. | INVESTMENT INCOME | ||
| 31.1.23 | 31.1.22 | ||
| £ | £ | ||
| Deposit account interest | 311 | 9 |
Page 6
continued...
Joydens Wood Residents' Community Assoc
Notes to the Financial Statements - continued
for the Year Ended 31 January 2023
4. TRUSTEES' REMUNERATION AND BENEFITS
There were no trustees' remuneration or other benefits for the year ended 31 January 2023 nor for the year ended 31 January 2022.
Trustees' expenses
Trustees may be reimbursed expenses they have personally paid on behalf of the charity.
5. STAFF COSTS
The average monthly number of employees during the year was as follows:
| Hall caretakers & cleaners No employees received emoluments in excess of £60,000. COMPARATIVES FOR THE STATEMENT OF FINANCIAL ACTIVITIES INCOME AND ENDOWMENTS FROM Donations and legacies Other trading activities Investment income Other income Total EXPENDITURE ON Charitable activities General Hall expenses Total NET INCOME RECONCILIATION OF FUNDS Total funds brought forward TOTAL FUNDS CARRIED FORWARD |
31.1.23 31.1.22 4 4 Unrestricted funds £ 21,444 26,331 9 250 48,034 554 46,108 46,662 1,372 40,941 42,313 |
31.1.23 31.1.22 4 4 Unrestricted funds £ 21,444 26,331 9 250 48,034 554 46,108 46,662 1,372 40,941 42,313 |
|---|---|---|
| 48,034 | ||
| 554 46,108 |
||
| 46,662 | ||
| 1,372 40,941 |
||
| 42,313 |
6. COMPARATIVES FOR THE STATEMENT OF FINANCIAL ACTIVITIES
continued...
Page 7
Joydens Wood Residents' Community Assoc
Notes to the Financial Statements - continued for the Year Ended 31 January 2023
7. CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR
| 31.1.23 | 31.1.23 | 31.1.22 | |||
|---|---|---|---|---|---|
| £ | £ | ||||
| Taxation and social security | 86 | (83) | |||
| 8. | LEASING AGREEMENTS | ||||
| Minimum lease payments under non-cancellable operating leases fall due as follows: | |||||
| 31.1.23 | 31.1.22 | ||||
| £ | £ | ||||
| Within one year | 100 | 100 | |||
| Between one and five years | 200 | 200 | |||
| 300 | 300 | ||||
| 9. | MOVEMENT IN FUNDS | ||||
| Net | |||||
| movement | At | ||||
| At 1.2.22 | in funds | 31.1.23 | |||
| £ | £ | £ | |||
| Unrestricted funds | |||||
| General fund | 16,282 | 71 | 16,353 | ||
| Community Hall | 26,031 | 1,679 | 27,710 | ||
| 42,313 | 1,750 | 44,063 | |||
| TOTAL FUNDS | 42,313 | 1,750 | 44,063 | ||
| Net movement in funds, included in the above are as follows: | |||||
| Incoming | Resources | Movement | |||
| resources | expended | in funds | |||
| £ | £ | £ | |||
| Unrestricted funds | |||||
| General fund | 311 | (240) | 71 | ||
| Community Hall | 38,114 | (36,435) | 1,679 | ||
| 38,425 | (36,675) | 1,750 | |||
| TOTAL FUNDS | 38,425 | (36,675) | 1,750 |
continued...
Page 8
Joydens Wood Residents' Community Assoc
Notes to the Financial Statements - continued for the Year Ended 31 January 2023
9. MOVEMENT IN FUNDS - continued
Comparatives for movement in funds
| Net | |||
|---|---|---|---|
| movement | At | ||
| At 1.2.21 | in funds | 31.1.22 | |
| £ | £ | £ | |
| Unrestricted funds | |||
| General fund | 16,915 | (633) | 16,282 |
| Community Hall | 24,026 | 2,005 | 26,031 |
| 40,941 | 1,372 | 42,313 | |
| TOTAL FUNDS | 40,941 | 1,372 | 42,313 |
Comparative net movement in funds, included in the above are as follows:
| Incoming | Resources | Movement | |
|---|---|---|---|
| resources | expended | in funds | |
| £ | £ | £ | |
| Unrestricted funds | |||
| General fund | (79) | (554) | (633) |
| Community Hall | 48,113 | (46,108) | 2,005 |
| 48,034 | (46,662) | 1,372 | |
| TOTAL FUNDS | 48,034 | (46,662) | 1,372 |
A current year 12 months and prior year 12 months combined position is as follows:
| Net | |||
|---|---|---|---|
| movement | At | ||
| At 1.2.21 | in funds | 31.1.23 | |
| £ | £ | £ | |
| Unrestricted funds | |||
| General fund | 16,915 | (562) | 16,353 |
| Community Hall | 24,026 | 3,684 | 27,710 |
| 40,941 | 3,122 | 44,063 | |
| TOTAL FUNDS | 40,941 | 3,122 | 44,063 |
continued...
Page 9
Joydens Wood Residents' Community Assoc
Notes to the Financial Statements - continued for the Year Ended 31 January 2023
9. MOVEMENT IN FUNDS - continued
A current year 12 months and prior year 12 months combined net movement in funds, included in the above are as follows:
| Incoming | Resources | Movement | |
|---|---|---|---|
| resources | expended | in funds | |
| £ | £ | £ | |
| Unrestricted funds | |||
| General fund | 232 | (794) | (562) |
| Community Hall | 86,227 | (82,543) | 3,684 |
| 86,459 | (83,337) | 3,122 | |
| TOTAL FUNDS | 86,459 | (83,337) | 3,122 |
10. RELATED PARTY DISCLOSURES
There were no related party transactions for the year ended 31 January 2023.
Page 10