EASTNEY AREA COMMUNITY ASSOCIATION 4stnEyCommunlty C4YIV• ANNUAL REPORT AND INDEPENDENTLY EXAMINED FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST MARCH 2024 ANNUAL GENERAL MEETING: st 21 November 2024 EACA is committed to providing social, recreational and educational opportunities, without discrimination, for its friends and neighbours Prjit 2 DOL0 CHRISI"MAS -, FAIR T¥•Jd•y'BlpM-2.4Sp iUfftNYPUMD Supported by Portsmouth City Council Registered Charity No. 292346
Annual Report and Independently Examined Financial Statements of Eastney Area Community Association for the year ended 31st March 2024 CONTENTS ANNUAL REPORT Referen & Administrative Details Structure, Governance & Management Association Activities LinCe Holders (iv) Baby Sensory Hub b) Pure Ground Bransbury Coffee Shop Trustees, Reports (v) (vi) Financial Review INDEPENDENTLY EXAMINED FINANCIAL STATEMENTS OF THE ASSOCIATION
Eastney Area Community Association REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2024 The trustees present their report with the fi'nancial statements of the Charity for the year ended 31° March 2024. The trustees have adopted the provisions of the Statement of Recommended Practice (SORP) 'Accounting and Reporting by Charities, issued in March 2005. REFERENCE AND ADMINISTRATIVE DETAILS Registered Charity Number 292346 Address Bransbury Park Bransbury Road Southsea P04 9SU Contact Details Telephone.. 02392 864306 Email.. eastne cc mail.com Fa¢ebook.' Eastney Community Centre Staff Centre Manager: Allison Udy (Joint MVCA) Admin Assistants: Debbie Laycock Kimberly Barrett {Joinl MVCAI Angela Needle Sandra Gofton Trustees Chair.. Bridget Tregoning Vice-chair.. Valerie Peach Secretary.. Paul Pritchard Treasurer.. Alan Gibbs Valerie Peach Bridget Tregoning Leslie Eyers Susan Heather Angela Barnes steve Pitt Sheila Porter Julie Boulter (original EACA) Marjorie Davies (original EACA) Cleaners: PCC Members, Appointod Representative Cllr Gerald Vernon-Jackson PCC Liatson Officer Chris Richards Independent Examiner Paul Tallack 16 Milton Park Avenue Southsea P04 8JG Offlce Hours: Monday to Friday 9.30am to 12.30pm Bank Lloyds Bank Palmerston Road Southsea
GOVERNANCE, STRUCTURE AND MANAGEMENT Eastney Area Community Association IEACA) became a registered charity in 1985 and Is registered as such in England under No. 292346. The charity is controlled by ils governing document, a constitution. regislered with the Charity Commission Our charitable objects are as follows.. li) To promote the benefit of the inhabitants of the city of Portsmouth particularly the area of Eastney, Soulhsea and Milton and Ihe neighbourhood without distinction of sex or of political. religious or other opinions, by associating together Ihe local authorities, voluntary oiganisalions and inhabitants in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure-lime occupation with the object of Improving the conditions of life for the said inhabilanls., {lil To establish or to secure the eslablishmenl of a Community Centre and to maintain and manage, or to co-operate with any local statutory authority in the maintenance and management of such a centre for activities promoted by the Association and its consliluent bodies in furtherance ofthe above objects The Association is non-party in politics and non-sectarian in religion. Although the building belongs to Portsmouth City Council, the Association is an independent communtiy association and leases the building under a peppercorn rent. A SeNiee Level Agreement is in place between Portsmouth CFIY Council and the Association and slates the term5 and conditions of operalSon and who is responsible for what- for example the council maintain the building structure and provide support and advice lo staff and volunteers and the Association maintains the interior and agrees lo provide a broad and balanced programme lo users. The Association is managed by a volunteer managemenl committee (Irusleesl that meèts once a month and responsibilities include the health & safety of users, maintenance of the interior of the building, hiring policies, programme of aclivilies, employment of staff and managing the finances. TTUStees are elected following nomination and approval at the Annual General Meeting. A trustee induction pack has been produced and training is made 8vailable. At present. the Committee has 14 individuals made up of individual members and appointed represenlalives. Since 1 February 2023, the trustees of Milton Village Community Association IMVCAI have joined the remaining trustees of EACA to help to continue to manage the Association. These Iruslees now manage both Associalions, bul the finances and charitable slatuses of each Associalion remain independent for now. The Manager and clerical staff of MVCA now have additional hours, funded by EACA, to help run the centre. The Charity's Trustees are responsible for Ihe preparation of the accounts. The charity is entitled to exemption from Audit under section 145 of the Charities Act 2011, nevertheless an independent examinecs report is required. The Trustees acknowledge their responslbilllies for il ensuring that the charity keeps proper accounling records in accordance with section 130 of the acl. ii) preparing financial slalement5 Ihat give a true and fair view of the fiTiancial health of the Gharity at the end of the financial year and of ils income and expendiluTe for the year. Rlsk Management The trustees have a duty lo identlfy and review the risks lo which the charity is exposed and to ensure appropriate controls are place to provide reasonable assurance against fraud and error. The trustees have in place the necessary policies and procedures for the effective operation of the Association and have identified the following as potential risks to the long term sustainability: Introduction of rent payable for the building by the council Increasing competition from nearby venues Covld-19 and other infectious diseases Untenable costs iv)
ASSOCIATION ACTIVITIES We currently have two members, groups.. Tuesday Bingo Club are a large group who meet weekly in the large hall on Tuesdays 1 pm- 2.45 pm for a weekly social game of bingo. Special events are put on at Easter and Christmas for the members. Bransbury Art Group are a small group that meets weekly in the small hall on Fridays 10.15 am- 11.45 am. Members painl their own individual pieces brought from home in a friendty, social atmosphere. In addition to the members. groups. there are a good variety of regular groups who use the centre's facilities. These currently include: Connors, Toy Library Mixed Martial Arts Various Yoga Classes Dog Training BMX Flatland Beating the Blues Endeavour Twirl Team Various Pilales Classes Organic Hill (Hlgh Intensity Interval) Training Zumbalzumba Gold Beginners, Line Dancing Activ8 Minds (Junior SportslArts) Private Dan Lessons Adull Kickboxing Portsmouth Apostles Ante Natal Classes Ska Choir Southsea Sewn Diabetes Prevention Disability Football Assoclatlon Events This summer we were pleased to start an Association Events programme that included three activities in the large hall - a lovely Sea Shanties Concert, a fLJn evening of Skillles & Scampi and a fabulous Night with Elvisl All the events were gold out and it was great lo see Ihe large hall packed outl Membership Eastney Area Community Association is a membership organisation. As at 0111012024 there were 47 members.
LICENCE HOLDERS We are pleased that we have two Licence Hc)Iders based at Eastney ComTnunity Centre that both provide important services to ourcommunily,. Baby Sensory Hub and Pure Ground Bransbury Coffee Shop. They can both operate up lo 7 days a week, having permanenl areas for their exclusive Ljse at designated times by agreement. Both licence holders pay a fixed monlhly fee to the tre and the licences are reviewed and renewable every year. Baby Sensory Hub The Baby Sensory Hub joined the centre in October 2019 and occupies the two first floor spaces, one spacious room above the studio and another room plus office space al the back of the centre, via a rear staircase. It offers a complete approach lo learning and development for mums l& dads) and their babies with lots of activities including Reading Fairy, sleep sessions, music, dance, physical skills and sensory play plus, of course, lots of advice. The owner, Emily, and her staff, currèntly deliver the programme of 13 daytime classes per week over Monday to Friday with special events and activities during school holidays. The hub brings a lol of foot fall into the centre, many of whom, we are pleased lo see, also enjoy other ntre facililieslservices, including the coffee shop gnd hiring the halls for birthday parties and celebrations. We look fotward to continuing to work in partnership with this great community reSOue for many years to come. Puye Ground Bransbury Coffee Shop Pure Ground Bransbury Coffee Shop started at Milton Village Hall and expanded to Eastney Community Centre in Spring 2023. It is set up as a CIC so the profits can only be ploughed back into the coffee shop service or into the community association. The coffee shop is open Monday to Salurday 0930-1430 and offers outdoor a5 well as indoor seating Despite a limited menu of hot drinks, sandwiches, sausage rolls, toasties and assorted home-made cake5, It has traded well over the past year and continues to offer welcoming, friendly space to enjoy a good quality cup of coffee and a bile lo eat with friends, or before or after for those attending classes and group meetings at the centre. We look fOard to seeing its continuing development and success.
TRUSTEES, REPORTS Statement from the Chair I feel this year has gone well for Eastney Community Centre. This has notjust happened, it is through hard work, so I musl thank Debbie, Julie and Derek Bouller, for all that they have done and do. The bookings for parties, and other groups that use the Cenlre, are all going very well and, in fact, the number of regular groups have increased. Sadly. we've had to increase hire rates this year as expenditure continues to increase with minimum wage rises and cost of living. And with yet more large minimurn wage increases on the horizon, we may have to increase them againl But we continue to monitor local rates to ensure that we remain Competitive. Allison arranged some lovely centre events which were very popular and it was great having the much larger hall at Easlney to host theml It not only created a great atmosphere with a packed audience but helped keep the cost per head down with a larger capacity. We look forward to arranging more. Unfortunately, there have been a lot of building issues this year, partly due to the age of the building bLtt also because of the ongoing 'battle' with local youthsl Steve Pitt very kindly arranged a site safety security survey by the poli, as a result of which, additional roof proteGtion is being installed and we were successful in obtaining a CIL grant for 500k of the cost towards a brand new CCTV system that would include monitoring. Hopefully, the new security measures will help reduce the problems with the youth. Pure Ground Coffee Shop at Bransbury Park is thriving and, at times, gets very busy. It is ajso helping lo attract people into the Centre, which is an excellent way fonard. The other person, I have to thank is Allison, who oversees Eastney CommLrnity Centre, and works in the Offi some Wednesdays, Allison, has had to undertake a lot of extra work, and I cannot thank her enough for all her hard work, over the last e1ve months. I look forward to another successful year, and hopefully the bmo Centres will eventually join together and become one. Bridget Tregoning Chairman of Milton and Eastney Community Centres
Trustee Report As a long-standing Trustee, l am pleased to report that this has been a successful year for Eastney Community Centre due to the continued support of Allison Udy and her team of Committee members at Milton Village Community Association. With their help and with the ongoing support of Portsmouth City Council and our local Councillors, the Centre has continued to thrive, The current Trustees thank all concerned for their time, effort and expertise in taking us forward. Although inexperienced in Health and Safety issues, I have enthusiastically attempted a monthly reportto the Committee, hiEhliEhting any issues that effect the safe use of the Centre. This is continually supported by Debbie Laycock, our Centre Co-ordinator, and her daily checks as well as Councellor Pitt, who takes a keen interest in the fabric of the building. This year we were happy to refurbish the Meeting Room to provide another facility for hire. We would like to thank Patricia Dalton and Karen Young for continuing to run the Tuesday Bingo Club, always popular with their regular players. Of course there's always a friendly welcome for new members. Thanks also to Marjorie Davies who l ads the enthusiastlc Bransbury Arts Club on Friday mornings. Their talented members ip has grown to 14 but they would always welcome more members to their friendly group. Huge thanks must also go to Debbie, who not only runs the office with all that that entails, but always has a friendly Smile makingthe Centre a welcoming place. This year has seen many new groupsjoining our existing, well established programme of groups and activities and both halls remain popular for family celebrations. Having Milton Village supporting LIS has been such an advantage as prospective hirers get the choice of availability at the two Centres. A positive development has been the successful use of Eastne¢s large hall for very popular social events organized by Allison. The Shanty Men, the Skittles Evening and The Elvis entertainment were all sold out events, We look forward to future social events next year. We are currently planning our Annual Christmas Fair in December, to welcome all ages to the Centre, to have fun, pick up a bargain, a cake and a visit to Santa, while raising much needed funds to improve the facilities we have to offer, Thanks again to everyone involved with Eastney Community Centre and we look forward to an even more successful year ahead. Julie Boulter, supported by Derek Boulter and her family.
Flnancial Revlew Introductlon The day-to-day recording of income, the invoicing and Ihe payment of bills is carried out on site by Ihe office staff and all records are passed on to the Treasurer who prodUS the monthly finance reports for the Committee. The Treasurer alsb prepares the accounts for the year end Independenl Examinalion, and the subsequent Charity Commission submissions. These accounts contained in this pack have been independently examined, and the certificate to o)nfirm this is allached. Reserves Pollcy The trustees have detemiined that there should be sufficient free resenjes to allow an orderly winding up of the Community Centre should il ever be required, plus 3 to 6 months core expenditure lo allow time for the trustees to work through any short term financial shocks, such as IDSS of income or, if the Ioss is permallent, to identify new sources of income or to implement appropriate cost reductions The trustees have established that the winding up costs (redundancies, lease commilments, dilapidations and professional fees) would be in the region of £3K. Based on the accounts for the year ended 30 March 2024, 3 months core cost would amount to £14K and therefore 6 months would be Iround £28K. The trustees aim is therefore to have between £17K and £31 K of free reseNes. At 31 March 2024 the Community Centre had free resee8 of £42K. The level of free reserves is sufficient comply with the reseNes policy. No further oction is required other than the regular monitoring of the financial health of th8 Community ntre in the normal way Perfomiance & AGhievements- Treasurer's Report Please see the Financial Report endosed in this pack Alan Gibbs Honorary Treasurer Report of the Trustees agreed and signed on their behalf Signed Name Position
Eastney Area Community Association Registered Charity 292346 Financial Report 2023124 Introduction The Association faced a major crisis during 22123 which meant that there was the real possibility that the Association would aSe, and the Community Centre would close. The remaining Trustees called for support and the Trustees of Milton Village Community Association (MVCA) were added to the remaining Eastney trustees in January 2023 in order to attempt to remedy and rectify the situation. l am pleased to report that the during 2023124 the situation has been turned around, and the Community Association has remained open and has significantly recovered from the position that it was in. There was a tmendouS amount of hard work undertaken by Allison, Kimberley and Debbie, supported by old 8nd new Trustees, to ensure that systems and procedures were either replaced or improved so that many of the past problems should not re- occur. Many of these solutions incurred necessary costs (e.g. New Computers etc) and are shown in the Accounts as recovery costs, with the expectation being that such one- off costs will not be repeated in the future. The Association made a Deficit in the year of £1 k {£10.6k Defi'cit) which redUS the total accumulated funds at the end of the year to £43.5k (£44.5k). The balance in the National Savings Account remained at £21 k (£21 k) NB previous year's figures are in brackets for comparison
Independent Examination The above accounts have been independent5y examined or audited, and the certificate to confirm this is attached. Conclusion The finances of the Association have decreased from £44.5k as at March 2023 to £43.5k Ss at March 2024,. a decrease of £1k. Thanks are due to Portsmouth City Council for its continued support of the Association,. and my personal thanks go to Allison., her staff,. 8nd my fellow Committee members for all their help and support during the year Alan Gibbs Honorary Treasurer EACA
Eastney e0 Communlty Associatlon Income and E¥pendlture Account for the yeay ended 31 Marth 2024 Incomlng Resources Maln Account Rentsl Ineome/ Membership Fees Sundry Café Income GTants etc Total Income Notes 31103123 31103123 31103124 31103124 47,105.62 0.00 3,3(Kl.00 0.00 54,065.74 911.00 3,000.00 1,500.00 50,405.62 59,476.74 Resour Expended Main Account Salarles etc Management Fee Cheques Written Premlses Costs Electricity Ga5 Services PCC Rates R8fuse & Cleaning costs Office Costs Office Supplies & Publicity Broadband Etc 39,191.02 0.00 11,764.62 25,230.68 13.895.71 0.00 5,298.74 2,257.88 1,467.45 460.80 4.242.65 1,992.82 951.64 434.93 4.132.85 158.34 416.88 1,897.25 558.65 482.64 448.59 716.46 1,678.84 3,814.51 Insurance Repairs & Renewals iscellaneous Christmas Falr Recovery Costs Total Expenditure 0.00 0.00 0.00 6¥015.73 60,47&22 SuYplus/(Defldt) for the year -10,610.11 -1,001.48
Eastney Area Communlty Assoclatlon Balance Sheet as at 31 March 2024 Notes 31103123 31103123 0.00 0.00 31103124 31104124 0.00 0.00 Non current a55ets Current assets Bank NSI Account Debtor5 and Prepayments Accruals 15,345.89 20,988.64 12,543.72 0.00 48,878.25 21,642.78 20,988.64 4,455.07 0.00 47,086.49 Current Llabllltles Creditors Accruals Third Party income Receipts in advance 4,386.03 0.00 0.00 0.00 4,386.03 3,595.75 0.00 0.00 0.00 3,595.75 Cuyrent Assets id Current Lalbllltles 44.492.22 43,490.74 Total Assets 44,492.22 43.490.74 rinanced By: Accumulated Fund Main Account Surpluslldeficitl Balance CIF 55,102.33 -10,610.11 44,492.22 ,491,22 -1,001,48 43,490,74
Eastney Area Communlty Association Notes to the Accounts l Accounting policles These accounts have been prepared in accordance with the Statement of recommended pyactice ISORPI for Charities and the Charlties Act 2011. 2 Financial Instruments Uoyds Bank Account NSI Account Debtors and Prepayments Creditors 31103123 15,345.89 20,988.64 12.543.72 -4,386.03 44,492.22 0.00 31103124 21,642.78 20,988.64 4,455.07 -3,595.75 43,490,74 o.oo 3 Statement of Movement in Reserves Balance as at 114122 SurplL151ldefl¢ltl for the year Balance as at 3113123 Total 55,102.33 -10,610,11 44,492.22 Balance as at 114123 Surplus/{deflcltl for the year Balance as at 3113124 44.492.22 -1,001.48 43,490.74
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trustoesl members of rASTty aoMhvN(Y'/ rt£sociA1T On accounts for the year ended 31131x4 Charity no (If any) 29234G Set out on pages s sÈrour TUÉ &NtQLpftL @E-PO Lrs PA-&( I report to the trustees on my examination of the accounts of the above charity {"Ihe Tiusv,) for the year ended Responslbllltlos and As the charity trustees of Ihe Trust, you are responsible for the prepafalion basis of report of the aCunts in accordance with the requiremenls of the Charities Act 2011 {Ihe Acti. I report in respect of my examlnation of the TTUSt's accounts carrled out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charlty Commission under sectlon 145{5){b) of the Act. I have completed my examination. I confirm that no material matters have come to my attGntion ( ') in connection wlth the examination which gives me cause to belleve that In, any materlal respect: accounting Tecords were not kept in accordan with sectÉon 130 of the Act or the ac¢ounts do not accord wlth the accountlng records Independent examinerfs statement I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. ° Pleasg delets the words in the brdckets if they do not apply. Slgned: Date: Name: fAL)u TA Relevant professlonal quallfl¢atlon(s) or body (If any): Address: SouTHa £ HAthPtyfHI&E fo+ 8 IER October 2018
Section B Disclosure Only complele if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts= direclions and guidance for examiners). Gfve here brief detai15 of ony items that the examiner wishes to disclose. IER October 2018