## **Trustees’ Annual Report for the period**
**From 1[st] April 2023 To 31[st] March 2024**
## **Charity name: POLLYFIELD COMMUNITY ASSOCIATION**
## **Charity registration number: 300765**
## **Objectives and Activities**
||SORP reference||
|---|---|---|
|**Summary of the purposes**
**of the charity as set out in**
**its governing document**|Para 1.17|To Promote the benefit of the inhabitants of
the Parish and coming within the
boundaries of Bideford without distinction
of sex or political, religious or other
opinions. By associating together, the local
authorities, voluntary organisations and
inhabitants in a common effort to advance
education and to provide facilities in the
interests of social welfare for recreation
and leisure time occupation, with the object
of improving the conditions of life for the
said inhabitants.|
|**Summary of the main**
**activities in relation to**
**those purposes for the**
**public benefit, in**
**particular, the activities,**
**projects or services**
**identified in the accounts.**|Para 1.17 and
1.19|Providing Rentable space for various
health and recreational groups to facilitate
local services.
Provide community coffee mornings,
Affordable community Lunches and Family
fun community days and Events.|
|**Statement confirming**
**whether the trustees have**
**had regard to the**
**guidance issued by the**
**Charity Commission on**
**public benefit**|Para 1.18|The trustees confirm that they have had
regard to the guidance issued by the
Charity Commission on public benefit. In
carrying out their duties, the trustees have
ensured that the charity’s activities are
aligned with the public benefit
requirements. They have reviewed and
considered the relevant guidance
documents and have taken these into
account when making decisions. The
trustees are committed to ensuring that the
charity’s purposes are carried out for the
public benefit and have documented their
considerations and decisions accordingly.|
## **Achievements and Performance**
||SORP reference||
|---|---|---|
|**Summary of the main**
**achievements of the**
**charity, identifying the**
**difference the charity’s**
**work has made to the**
**circumstances of its**
**beneficiaries and any**
**wider benefits to society**
**as a whole.**|Para 1.20|The Pollyfield Community Centre has made
significant contributions to the local
community by providing a welcoming,
inclusive space for social, educational, and
recreational activities. Over the past year,
the Centre has delivered a range of
initiatives that have enriched the lives of its
beneficiaries and contributed to the broader
well-being of the community.|
## **Financial Review**
|**Review of the charity’s**
**financial position at the**
**end of the period**|Para 1.21|**See Attached Financial Review**
The Pollyfield Community Association has
demonstrated strong financial performance
in the year ending 31st March 2024. The
return to a net surplus after a previous
deficit showcases effective management
and growth in key revenue streams. With
continued focus on cost management and
diversification of income, the association is
well-positioned for sustained success and
community service in the coming years.|
|---|---|---|
|**Statement explaining the**
**policy for holding**
**reserves stating why they**
**are held**|Para 1.22|Currently Trustees do not consider it
necessary to hold reserves.|
|**Amount of reserves held**|Para 1.22||
|**Reasons for holding zero**
**reserves**|Para 1.22|It has been necessary to apply funds as
soon as possible to maintenance and
repairs as the building has been neglected
over the past 10 to 15 years by previous
regimes.
As the building is improved regular income
is increasing from our rentable space so we
do not foresee any issues with income.|
|**Details of fund materially**
**in deficit**|Para 1.24|**N/A**|
|**Explanation of any**
**uncertainties about the**
**charity continuing as a**
**going concern**|Para 1.23|There are currently no concerns with the
Charities ability to continue and strengthen
in coming years|
|**Additional information (optional)**
You may choose to include further statements||where relevant about:|
|**The charity’s principal**
**sources of funds**
**(including any**
**fundraising)**|Para 1.47|Rentable Space
Fundraising
Grants
Shamwickshire House Ltd (Subsidiary)|
## **Structure, Governance and Management**
|Description of charity’s
trusts:|||
|---|---|---|
|Type of governing document|Para 1.25|**CONSTITUTION ADOPTED 29/06/1966**
**As Amended on 25/09/2007**
**As Amended on 19/04/2009**
**As Amended on 18/11/2010**
**As Amended on 01/02/2012**
**As Amended on 16/10/2024**|
|How is the charity
constituted?|Para 1.25|**Unincorporated Association**|
|Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|**1) Election by Members**
**2) Co-option by the board of**
**Trustees**|
## **Reference and Administrative details**
|Charity name|Pollyfield Community Association|
|---|---|
|Other name the charity uses|Pollyfield Community Centre|
|Registered charity number|300765|
|Charity’s principal address|Avon Road
Bideford
Devon
EX39 4BL|
|||
**Names of the charity trustees who manage the charity**
|1
2
3
4
5
6
7
8
9
10
11|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or**
**body) entitled to appoint**
**trustee (ifany)**|
|---|---|---|---|---|
||John Hirst|Chair||AGM|
||Kevin Cannon|Secretary||AGM|
||Elizabeth Stannard|Treasurer||AGM|
||GaryDavid Ford|DPS||AGM|
||Matthew John
Cleverly||Appointed 31 January
2024|Co-Opted|
||Steve Hopkins|||AGM|
||Mark Screech|||AGM|
||Graham Hooper|||AGM|
||Allison Griffin|||AGM|
||Allan Powe|||AGM|
||||||
Name of trustees holding title to property belonging to the charity
**Trustee name Dates acted if not for whole year**
## **Funds held as custodian trustees on behalf of others**
Description of the assets held in this capacity Not Applicable Name and objects of the charity on whose behalf the assets are held and how this Not Applicable falls within the custodian charity’s objects Details of arrangements for safe custody and segregation of such assets Not Applicable from the charity’s own assets
## **Exemptions from disclosure**
Reason for non-disclosure of key personnel details
Not Applicable
## **Other optional information**
None
## **Declarations**
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
**Signature(s) Full name(s) Position (eg Secretary, Chair, etc) Date**
## Pollyfield Community Association - Annual Financial Report
## **For the Year Ended 31st March 2024**
## **Introduction**
This report provides an overview of the financial performance of the Pollyfield Community Association for the financial year ending 31st March 2024. The association, a registered charity (No. 300765), operates to serve the local community by offering various services, events, and activities. This report highlights the income, expenses, and overall financial health of the association.
## **1. Income Overview**
The association generated a total income of £57,839, reflecting a strong increase compared to the previous year. The primary sources of income included:
- Regular Venue Hire: £17,015
- Occasional Venue Hire: £7,509
- Shamwickshire House Rent: £12,000
- Catering and Lunch Income: £10,222
- Activities for Generating Funds: £1,974
- Grants Received: £5,975
- Donations: £2,554
- Miscellaneous Income: £567
- Bank Interest Received: £22
## **2. Cost of Sales**
The association incurred a total cost of sales of £9,033, which mainly consisted of:
- Catering and Lunch Costs: £7,377
- Costs of Activities for Generating Funds: £1,657
## **3. Expenditure Analysis**
The total expenditure for the year amounted to £39,702, distributed as follows:
- Wages: £15,010
- Light and Heat: £4,120 (This represents half of the bills as SH Paid the other 50%)
- Water: £1,345 (Also Split with SH)
- Premises Refurbishment and Maintenance: £11,045
- Printing, Postage, and Stationery: £639
- Kitchen Equipment: £1,265
- Office Costs: £333
- Cleaning Expenses: £1,749
- Insurance: £1,212
- Professional Fees: £300
- Sundry Items: £760
- Subscriptions and Licenses: £423
- Amortization of Leasehold Property: £1,314
- Depreciation of Fixtures and Fittings: £186
## **4. Financial Performance**
The association achieved a net surplus of £9,103, which represents 16% of the total income. This is a remarkable turnaround from the previous year, which recorded a deficit of £3,941. The surplus can be attributed to the increased income from room hire, rent from Shamwickshire House Ltd now being paid, and catering services, as well as effective management of costs.
## **5. Balance Sheet**
As of 31st March 2024, the association's financial position was as follows:
- Fixed Assets: £79,772
- Current Assets: £26,581
- Current Liabilities: £686
- Net Current Assets: £25,895
- Net Assets: £105,667
The net assets grew from £96,564 in 2023 to £105,667 in 2024, indicating a stable and positive financial position.
## **6. Key Insights and Recommendations**
## 1. Growth in Revenue Streams:
The association's ability to generate income from various sources, particularly room hire and catering, has proven to be effective.
Continued efforts to expand these services could further enhance financial stability.
## 2. Cost Management:
Although expenditure on wages and property maintenance is essential, the trustees are always exploring ways to optimize these costs without compromising service quality.
## 3. Investment in Facility Maintenance:
The significant spending on premises refurbishment and maintenance highlights the association's commitment to maintaining a welcoming and safe environment.
Regular assessment of these expenses should is undertaken to ensure cost-effectiveness.
4. Focus on Fundraising Activities:
Activities aimed at generating funds accounted for a small percentage of the income. Increasing efforts in fundraising and seeking more grants or donations could provide a more diversified income base, reducing reliance on room hire and catering.
## **Conclusion**
The Pollyfield Community Association has demonstrated strong financial performance in the year ending 31st March 2024. The return to a net surplus after a previous deficit showcases effective management and growth in key revenue streams. With continued focus on cost management and diversification of income, the association is well-positioned for sustained success and community service in the coming years.
# **POLLYFIELD COMMUNITY ASSOCIATION REGISTERED CHARITY NO - 300765**
**TRADING ACCOUNTS FOR THE YEAR ENDED 31ST MARCH 2024**
# **POLLYFIELD COMMUNITY ASSOCIATION REGISTERED CHARITY NO - 300765**
## **GENERAL INFORMATION FOR THE YEAR ENDED 31ST MARCH 2024**
## **ADDRESS**
Pollyfield Community Centre Avon Road Bideford EX39 4BL
## **TRUSTEES**
John Hirst - Chair Kevin Cannon - Secretary Elizabeth Stannard - Treasurer Gary David Ford - DPS Matthew John Cleverly Steve Hopkins Mark Screech Graham Hooper Allison Griffin Allan Powe
## **POLLYFIELD COMMUNITY ASSOCIATION REGISTERED CHARITY NUMBER - 300765 STATEMENT OF FINANCIAL ACTIVITIES**
## **FOR THE YEAR ENDED 31ST MARCH 2024**
|**Income**
Room hire
Occasional hire
Shamwickshire House rent
Catering and lunch income
Activities for generating funds
Grants received
Donations
Miscellaneous income
Bank Interest Received
**Cost of Sales**
Catering and lunch costs
Cost of activities for generating funds
**Expenditure**
Wages
Light and heat
Water
Premises refrubishment and maintenance
Printing, postage and stationery
Kitchen equipment
Office costs
Cleaning expenses
Insurance
Professional fees
Sundry items
Subscriptions and licences
Amortisation of leasehold property
Depreciation of fixtures and fittings
Surplus / (Deficit)|**_£_**
**_£_**
**_£_**
**_£_**
17,015
9,330
7,509
3,670
12,000
501
10,222
-
1,974
1,462
5,975
4,500
2,554
716
567
14
22
-
**57,839**
**20,193**
7,377
-
1,657
-
9,033
-
15,010
10,122
4,120
-
1,345
3,300
11,045
5,724
639
-
1,265
333
67
1,749
-
1,212
2,200
300
1,200
760
-
423
1,314
1,314
186
207
39,702
24,134
**9,103**
16%
**3,941**
**-**
-20%
**_Year Ended_**
**_Year Ended_**
**_31.3.24_**
**_31.3.23_**|
|---|---|
||15,010
4,120
1,345
11,045
639
1,265
333
1,749
1,212
300
760
423
1,314
186|
|||
## **POLLYFIELD COMMUNITY ASSOCIATION REGISTERED CHARITY NUMBER - 300765 BALANCE SHEET AS AT 31ST MARCH 2024**
|**FIXED ASSETS**
Tangible assets
**CURRENT ASSETS**
Stock
Trade debtors
Prepayments and accrued income
Cash at bank and in hand
Bank current account
5,908
Lunch club bank account
1,842
Grant bank account
205
Cash held
242
**CURRENT LIABILITIES**
Trade creditors
PAYE
Accrued expenses
**NET CURRENT ASSET / (LIABILITIES)**
**NET ASSETS**
**FUNDS**
Unrestricted funds
Restricted funds|**2024**
**£**
79,772
-
18,074
310
8,198
26,581
-
386
300
686
25,895
105,667
105,667
-
105,667|**2023**
**£**
81,272
-
13,074
-
3,418|
|---|---|---|
|||16,492|
|||1,200
-
-|
|||1,200|
||||
|||15,292|
||||
|||96,564|
|||96,564
-|
|||96,564|
## **POLLYFIELD COMMUNITY ASSOCIATION REGISTERED CHARITY NO - 300765**
## **FOR THE YEAR ENDED 31ST MARCH 2024**
Independent Examiers report to the trustees on the unaudited financial statements of Pollyfield Community Association
I report on the accounts of Pollyfield Community Association for the year ended 31st March 2024
## **Responsibilties of Trustees and independent Examier**
As the Charity's trustees you are responsible for both the preparation of the accounts and the consideration of the audit requirement of section 144(2) of the Charities Act 2011 does not apply and that an independent examination is needed. It is my responsibility to examine the accounts under section 145 of the 2011 Act, to follow the proceedures laid down in the General Directions given by the Charity Commission under section 145(5)b of the 2011 Act as amended, and to state whether particular matters have come to my attention during my examination.
## **Basis of independent examiners Statement**
My examination was carried out in accordance to the Charity Commissions general directions. This includes a review of all accounting records kept and maintained by the charity, along with a comparison of the accounts and seeking the trustees explanations for such matters.
## **Independent examiners statement**
In connection to my examination no matter has come to my attention during my review.
which gives any cause to believe that any material respect the requirements:-
- to keep proper accounting records in accordance with section 130 of the 2011 Act
- to prepare accounts in accordance with the accounting records and to comply with the accounting requirements to the 2011 Act have not been met or to which, in my opinion attendtion should be drawn in order to enable a proper understanding of the accounts to be reached.
Matthew Horn 27 Blackmore Avenue Bideford Devon EX39 5QE
Date: 30th November 2024