## Trustees’ Annual Report
For the Year Ended 31st March 2025
Pollyfield Community Association
Charity Registration Number: 300765
## **1. Objectives and Activities**
## **Charitable Purpose**
Pollyfield Community Association exists to promote the benefit of the inhabitants of Bideford and the surrounding area, providing facilities and services that support community cohesion, welfare, recreation, and education.
## **Main Activities**
The Community Centre also hosts and manages occasional fundraising events and oversees the operation of the licensed premises (Shamwickshire House), which occupies the same building and is run under an occupational license by the charity's wholly owned trading subsidiary.
## **Public Benefit**
The trustees confirm that they have had regard to the Charity Commission’s guidance on public benefit and ensure that the Association’s activities are accessible and benefit a wide cross-section of the local community.
## **2. Achievements and Performance**
The 2024–2025 financial year was a successful and proactive year for the Association:
- Income rose significantly, with total receipts of £97,539, up from £57,839 the previous year.
- Major sources of income included room hire (£22,973), catering and lunches (£13,543), and donations
(£24,364), reflecting continued community engagement and support.
- Trustees oversaw several refurbishment projects totalling nearly £30,000 in building investment, improving the premises for users.
- A dedicated fundraising drive raised £14,630 for a new children’s play area, which was successfully installed shortly after year-end.
- Community partnerships were strengthened through regular engagement with local clubs and councillors, and continued liaison with user groups.
## **3. Financial Review**
## **Financial Position**
The Association achieved a surplus of £20,619 for the year, increasing its total funds (including fixed assets) to £126,286.
While all funds are unrestricted in accounting terms, the trustees had earmarked £14,630 for the children’s play area, which was spent shortly after year-end.
The charity continues to maintain sufficient liquid reserves and is considered financially stable.
## **Reserves Policy**
At present, the trustees do not formally hold reserves beyond day-to-day working balances.
Funds are applied promptly to essential building works and maintenance, as the premises continue to require significant investment following many years of underinvestment.
At 31 March 2025, unrestricted current assets (excluding earmarked funds) stood at approximately £33,366, representing sufficient working capital to cover short-term obligations and planned refurbishment work.
The trustees keep the reserves position under review and aim to maintain a sustainable balance between operational flexibility and financial prudence.
## **Risk Management**
Key operational and financial risks are monitored by the trustees. Recent focus areas have included:
- Maintenance of the building and security systems
- Management of the car park permit system
- Oversight of the relationship with Shamwickshire House Ltd
- Ensuring financial controls and bookkeeping remain compliant and up to date
## **4. Structure, Governance, and Management**
## **Governing Document**
Pollyfield Community Association is a registered unincorporated charity governed by a Constitution adopted in 1968 and last updated in line with Charity Commission recommendations.
## **Trustee Recruitment and Training**
Trustees are recruited from the local community and are appointed via resolution at general meetings or through co-option by existing trustees. All trustees are familiar with the charity's governing document and receive ongoing support in understanding their legal and operational responsibilities.
## **Management**
The charity is governed by a board of trustees, with support from volunteers and part-time staff. As a small charity, some trustees also assist with day-to-day operations in roles such as finance, bookings, maintenance, and liaison with the subsidiary. The board remains responsible for strategic oversight and ensures proper separation of duties where required.
Several trustees also hold operational roles.
For example, Gary Ford is the Designated Premises Supervisor (DPS), and Kevin Cannon supports finance, IT Systems and regulatory compliance.
## **5. Subsidiary Company**
Shamwickshire House Ltd is a wholly owned subsidiary of the charity, operating the licensed bar. Profits are gift-aided back to the Association in support of its charitable purposes. The subsidiary maintains separate accounts and is managed by a board of directors who are also trustees of the charity.
## **6. Independent Examiner**
The accounts have been independently examined by MHSH Consultancy Ltd (Matthew Horn), in accordance with the Charities Act 2011. The examiner's report is included with the annual accounts.
## **7. Trustees in Office During the Year**
- John Hirst (Chair)
- Matthew John Cleverly
- Steve Hopkins
- Mark Screech
- Graham Hooper
- Allison Griffin
- Kevin Cannon (Secretary)
- Gary David Ford
- Elizabeth Stannard (Treasurer)
Approved by the Trustees and signed on their behalf by:
Name: Kevin Cannon
Position: Secretary
Date: 26[th] January 2026
## **POLLYFIELD COMMUNITY ASSOCIATION**
## **REGISTERED CHARITY NO - 300765**
# **TRADING ACCOUNTS FOR THE YEAR ENDED 31ST MARCH 2025**
## **POLLYFIELD COMMUNITY ASSOCIATION REGISTERED CHARITY NO - 300765**
## **GENERAL INFORMATION FOR THE YEAR ENDED 31ST MARCH 2025**
## **TRUSTEES**
|-|John Hirst (Chair)|
|---|---|
|-|Matthew John Cleverly|
|-|Steve Hopkins|
|-|Mark Screech|
|-|Graham Hooper|
|-|Allison Griffin|
|-|Kevin Cannon (Secretary)|
|-|Gary David Ford|
|-|Elizabeth Stannard (Treasurer)|
## **ADDRESS**
Pollyfield Community Centre Avon Road Bideford EX39 4BL
## **POLLYFIELD COMMUNITY ASSOCIATION REGISTERED CHARITY NO - 300765**
## **FOR THE YEAR ENDED 31ST MARCH 2025**
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 2025
## **Responsibilties of Trustees and independent Examiner**
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
MHSH Consultancy Limited t/a MSH Accounting 27 Blackmore Avenue Bideford Devon EX39 5QE
Date:10/12/25
## **POLLYFIELD COMMUNITY ASSOCIATION REGISTERED CHARITY NUMBER - 300765 STATEMENT OF FINANCIAL ACTIVITIES**
## **FOR THE YEAR ENDED 31ST MARCH 2025**
_**Year Ended Year Ended 31.3.25 31.3.24**_
|**Income**
Room hire
Occasional hire
Shamwickshire House rent
Catering and lunch income
Activities for generating funds
Grants received
Donations
SWW network ariel
Meta / Facebook income
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
Phone
Kitchen equipment
Office costs
Cleaning expenses
Insurance
Professional fees
Sundry items
Fire and security costs
Subscriptions and licences
Fines
Amortisation of leasehold property
Depreciation of fixtures and fittings
Surplus / (Deficit)|**_£_**
7,513
295|**_£_**
**_£_**
22,973
7,309
12,000
13,543
5,619
11,075
24,364
350
85
146
77
**97,539**
7,377
1,657
7,808
15,010
4,120
1,345
11,045
639
-
1,265
333
1,749
1,212
300
760
-
423
-
1,314
186
69,113
**20,619**
21%|**_£_**
17,015
7,509
12,000
10,222
1,974
5,975
2,554
-
-
567
22
**57,839**
9,033
39,702
**9,103**
16%|
|---|---|---|---|
||19,934
8,534
2,934
29,741
991
242
1,927
1,007
644
710
305
137
304
22
200
1,314
168|||
|||||
## **POLLYFIELD COMMUNITY ASSOCIATION REGISTERED CHARITY NUMBER - 300765 BALANCE SHEET AS AT 31ST MARCH 2025**
|**FIXED ASSETS**
Tangible assets
**CURRENT ASSETS**
Stock
Trade debtors
Prepayments and accrued income
Cash at bank and in hand
Bank current account
1,099
General Savings account
6,003
Lunch club bank account
2,892
Grant bank account
208
Pollyfield Park fund
14,630
Cash held
310
**CURRENT LIABILITIES**
Trade creditors
PAYE
Accrued expenses
**NET CURRENT ASSET / (LIABILITIES)**
**NET ASSETS**
**FUNDS**
Unrestricted funds
Restricted funds|**2025**
**£**
78,290
-
23,154
-
25,142
48,296
-
-
300
300
47,996
126,286
126,286
-
126,286|**2024**
**£**
79,772
-
18,074
310
8,198|
|---|---|---|
|||26,581|
|||-
386
300|
|||686|
||||
|||25,895|
||||
|||105,667|
|||105,667
-|
|||105,667|
## **POLLYFIELD COMMUNITY ASSOCIATION REGISTERED CHARITY NO - 300765**
## **FOR THE YEAR ENDED 31ST MARCH 2025**
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 2025
## **Responsibilties of Trustees and independent Examiner**
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
MHSH Consultancy Limited t/a MSH Accounting 27 Blackmore Avenue Bideford Devon EX39 5QE
Date:10/12/25