## **Duffield Community Association TRUSTEES’ ANNUAL REPORT 2023**
**For the period 1 Jan 2023 – 31 Dec 2023**
## **Charity Registration Number: 502399 Trustees: Judith Hooker Kathryn Busman**
There were a number of changes within the Duffield Community Association (DCA) during 2023:
- Our Chair, Christopher Johnson took the decision to stand down after many years of service. In his place Margaret Matthews Higgins volunteered and was unanimously elected to take over the role. Maggie is very pro active and as well as overseeing ongoing Projects she has new ideas for the furtherance of the DCA’s objectives
- There have been changes to the DCA Executive Committee with some younger members becoming actively involved which has also energized the organization.
- Sally Lloyd stood down from managing Household subscriptions following completion of the 2023 Subscriptions collection and Joan Dungworth who has supported Sally for a number of years also stood down. (Ben Slater, has volunteered to take over responsibility for Household subscriptions)
## Compliance and Constitution
- The updating of our Constitution is an ongoing task which we plan to complete in 2024. This will ensure we are compliant in all respects.
- We have only 2 Trustees which is an operational risk; and supports the proposal to update the Constitution and to a CIO.
- We can confirm that our internal financial controls have been reviewed in 2023, with online banking rules and payment approvals being of particular focus.
- A new Independent Examiner was appointed in 2023. She is a qualified Accountant with audit experience.
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## Reserves Policy
Our Reserves Policy has been reviewed and remains that we aim to maintain reserves of £30,000. This is to ensure financial cover should there be a major incident at the time of the Carnival, such as a flood, disrupting the event to the extent of cancellation resulting in little income but significant advance expenditure. (Note that Eyes Meadow, the location of the Carnival is on the flood plain of the River Derwent and has incurred flooding on several occasions including in October 2023).
## Our Reach within the village of Duffield
In line with the Objects of our Constitution, we aim to reach as many residents as possible through our Projects; our Events and the surplus funds we can contribute back into Affiliate Organisations in the Village.
In 2023, approximately one fifth of Households were members( a number we hope to increase); and 36 Village Organisations were Affiliate Members. We attracted over 3,000 mostly local residents to the Carnival and 1,200 to our Firework Display.
## Projects
- The Defibrillator Project is almost complete in terms of the installation of defibrillators with the final location identified to be on New Zealand Lane by the new garage.
- Whilst this completes the installation phase, the Project is ongoing in terms of checking and maintenance. Thanks go to volunteers who check our defibrillators on a weekly basis to ensure they are in working order with no faults. The DCA has the ongoing liability to replace batteries and pads in accordance with regulations.
- Wildflowers and daffodils continue to be sown throughout the village. We have so far planted approximately 15,000 daffodils to date and sown wildflowers on 6 sites. Thanks again go to volunteers.
- We maintain Wirksworth Road Corner; the Rose Garden and Chapel Street Corner, with momentum to upgrade Chapel Street Corner in 2024.
- We fund, erect and dismantle Christmas Trees along Town Street in the village, again with the help of volunteers.
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## Events
- Carnival week was a great success. This Event takes place over one week in June, but planning and organizing are ongoing for most of the year. Thanks go to the Carnival Crew lead by Steven Evanson.
- The Fireworks Event held on 3[rd] November was successful but with a number of setbacks: the Fireworks Supplier pulled out only 4 hours before the event was due to take place. A replacement supplier was found at very short notice and the event took place without any further problems. However, it is disappointing that the original firework company have failed to refund our payment, which has left us with a financial loss for this event.
## Project Funding
We have funded a number of projects this year;
- the most important was the provision of funds to flood victims in the village, effected by the floods in October. It had been planned to use funds from the Fireworks Event, but because of the lack of repayment by the initial Firework Supplier we had to draw funds from the Carnival surplus.
- We provided funds to 9 Affiliate Organisations, all benefiting elements of the Community ranging from hobby items for young people attending the Emmanual church Massive Group’ to a new bench for the Millenium Meadow; and Tennis coaching for children at the Duffield Tennis Club.
Under the guidance of our new Chair, we have a number of new Projects planned for 2024.
Finally, thanks go to the Members of the Executive Committee and other Volunteers , particularly the Carnival Crew without whom our activities could not happen.
Signed on behalf of The Trustees
18[th] March 2024
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## **Independent examiner's report on the accounts**
> **Report to the trustees/** Duffield Community Association **members of**
> **On accounts for the year** 31 Decemeber 2023 **Charity no** 502399 **ended (if any) Set out on pages** 5-7 (remember to include the page numbers of additional sheets)
I report to the trustees on my examination of the accounts of the above charity ( “the Trust”) for the year ended **DD / MM / YYYY** 31 12 2023 .
**Responsibilities and** As the charity trustees of the Trust, you are responsible for the preparation **basis of report** of the accounts in accordance with the requirements of the Charities Act .
I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the 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 which gives me cause to believe that in, any material respect:
- accounting records were not kept in accordance with section 130 of the Act or
the accounts do not accord with the accounting records
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.
> **Signed:** E Longmore **Date:** 19/03/2023 ~~Po [|~~ **Name:** Mrs E Longmore ~~CC~~ **Relevant professional** FCA **qualification(s) or body (if any): Address:** 21Castle Hill Duffield DE56 4EA
**IER**
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## **A**
## **DUFFIELD COMMUNITY ASSOCIATION**
## **INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR TO 31 DECEMBER 2023**
|**INCOME**
Subscriptions
Donations
Defibrillator Donations
Interest Received
Carnival and Bonfire Night
TOTAL INCOME
**EXPENDITURE**
Carnival and Bonfire Night
Newsletters
Donations to Affiliates
Donations-Flood Hardship Fund
First Aid Training
Christmas Lights and Trees
Defibrillators
Insurance
Printing & Stationery / Administration/Gifts
Room Hire
Common Areas Renewal and Maintenance
Bank Charges
Bad Debt Provision
**TOTAL EXPENDITURE**
**NET SURPLUS(DEFICIT) FOR THE YEAR**|2023
£
2,737
1,770
21
35,518
**40,046**
24,410
1,738
4,191
5,150
792
920
1,338
413
547
80
1,934
85
3,250
**44,848**
**(£4,802)**|2022
£
2,824
2,355
15
32,839
**38,033**
21,270
1,500
1,765
791
96
413
79
35
1,145
164
**27,258**
**£10,775**|
|---|---|---|
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## **B**
**----- Start of picture text -----**
DUFFIELD COMMUNITY ASSOCIATION
CARNIVAL INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR TO 31 DECEMBER 2023
2023 2022
£ £
INCOME
Carnival
Ticket Sales 16,860 13,477
Duffield Five Fun Run 1,419 871
Other Events during Carnival Week 46 166
Carnival Express 759 250
Advertising (Programme Adverts) 2,645 3,025
Stall Bookings 1,440 1,410
Fairground Entertainment 935
Donations from Vendors 4,163 1,603
Total Carnival Week 27,332 21,737
Bonfire Night
Ticket Sales 7,412 10,421
Donations 725 665
Total Bonfire Night 8,137 11,086
Bank Interest 49 16
TOTAL INCOME 35,518 32,839
2023 2022
£ £
EXPENDITURE
Carnival
Online Ticket Fees (Ticket source Sumup, Paypal) 520 455
Printed Tickets 40 262
Entertainment (Bands) 1,090 2,300
Entertainment (All Other) 3,073 3,271
Programme Printing 2,392 2,320
Marquee and Sundries less Dynamoes contribution 2,154 2,384
Generators 1,182 673
Mobile Toilets Hire 1,146 756
First Aid Support 1,008 444
Security 1,295 837
Insurance 476 0
Bins , setting up, and Clearing up Sundries 1,188 868
Sundries 58 515
Duffield Five Fun Run
Misc/Expenses 79 62
Hire of PA and Clock 85
First Aid Support 204 182
Trophies and Medals 394
Online Ticket fees and VAT 56
BBQ 417
Carnival Express 601 151
Total Carnival Week 17,458 15,480
Bonfire Night
Online Ticket Fees (Ticket source Paypal) 365 532
Printed Tickets 58 48
Fireworks 4,000 3,500
Security 277 259
Insurance 560 466
First Aid Support 422 182
Clearing Up and Support 450 450
Audio System 210 210
Various 171 154
Total Bonfire Night 6,513 5,801
Other
Admin and sundries 358 -154
Bank Charges 81 143
TOTAL EXPENDITURE 24,410 21,270
EXCESS OF INCOME OVER EXPENDITURE 11,108 11,569
**----- End of picture text -----**
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## **C**
|2023
£
**ASSETS**
CAFBank Main Account
4,881
HSBC Carnival Account
16,808
CafBank Carnival Account
28,937
HSBC Bond
Debtors and Prepayments
3,250
TOTAL ASSETS
**53,876**
**LIABILITIES**
Creditors
(£6,189)
Provisions
(£3,250)
TOTAL LIABILITIES
**(£9,439)**
**NET ASSETS LESS CURRENT LIABILITIES**
**44,437**
**REPRESENTED BY:**
Balances Brought Forward
49,239
Surplus/(Deficit) for Year
(£4,802)
**RESERVES**
**44,437**
**ASSETS AND LIABILITIES AS AT 31 December 2023**
**DUFFIELD COMMUNITY ASSOCIATION**|2022
£
12,616
16,839
20,699
30
**50,184**
(£945)
**(£945)**
**49,239**
38,464
£10,775
**49,239**|
|---|---|
The Balance Sheet as at 31 December 2023 shows an accumulated fund of £44,437 which properly reflects the financial position of the Association.
Signed on behalf of the Trustees
Kathryn Busman
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