**Polesworth Community Association**
## **Minutes of AGM Trustees Meeting held on 4th April, 2024**
**Present** – Des Blewitt (Chairman), Rob Norris (Vice-Chairman), Judy Nestor, Faye Whapples (Treasurer), Elaine Blewitt (Trustees Secretary). Dave and Lyn Welding, Andy Leonard (PCA). Dave Parsons, Margaret Henley, Emma Whapples, Mike Osbourne (Polesworth Parish Council). Liz Parsons,
**Apologies** –. Amanda Tonks, Paul Byrne
## ooOOoo
**Chairman’s Report 2023** - Signed as a true record
## **CHAIRMANS REPORT**
Another year of highs and lows. The hall still continues to be the hub of the community with the continued building upgrades making it more inviting. That added to the support of our regular hirers, ongoing enquiries, JAG events, PCA fundraising, our interaction at the hall on Carnival Day and Dickens Night, all helps to keep the hall on the map.
Upgrades to the hall have been limited this time around, as we had set our sights on our ‘last big push’ to refurbish the Anker Room. We applied for a grant via Heart Of England Community Fund for £90k late December 2023, and only last week received the news that we had made it to the final stages. Unfortunately, we then had the news that we had been unsuccessful. Reasons given that the fund was massively oversubscribed by £65,000,000.
That said we have managed to achieve the following.
- Improved security be installing two new cameras on the front roof covering the front courtyard and a second one on the rear roof of the hall which covers the whole of the side flat roof. RN/DW designated operators of these cameras. We will also be installing further cameras in the front and rear foyers.
- Anti vandal paint has been reinstated on the roof.
- Solar lights have been installed on both sides of the building.
- A new PIR light has been installed on the far side of the building in a particularly dark area by the rear door.
- With a grant from the Parish Council, Rhino Bars are to be installed later this year (summer time) to the side and rear of the hall to prevent unwanted access by travellers or others setting up camp on the side grounds.
We will continue to apply for funding wherever possible. Let’s see what next year brings!!
## **PERSONNEL CHANGES**
FW took over as treasurer two years ago, but due to many other commitments the role has become too much to work effectively. Therefore from the end of April the position of Treasurer will be undertaken by Jenny Blewitt. It was stated she will receive any training required and all support needed.
## **ACHIEVEMENTS**
We have received two major awards this year.
- Outright winner of the North Warwickshire Volunteer Awards (CAVA). Two of our committee members represented the Hall to collect the award (DW/LW).
- Invited to the Lord Lieutenant of Warwickshire’s carol Service. Two Trustees represent the Hall (RN/JN).
- The Polesworth Memorial Hall Christmas Parties this year enjoyed the highest attendance to both.
- Children’s Party - 80 children/84 parents
- OAPs Lunch - 92
- The Christmas Raffle (tickets sold over few months) raised over £1000 after costs.
## **POLESWORTH HOMES**
We have now renewed the contract for the Annexe for a further 10 years, which includes a full Maintenance Contract. This ensure the interior and exterior are kept in a good condition.
As we speak we are in talks with |Polesworth Homes about refurbishment of the exterior, which is looking somewhat tired.
Finally I always try to say a special ‘Thank You’ to everyone of our members who are involved in the upkeep and success of the hall. Each and every one of us do our own little bit as a team to make everything work and come together. As always there are always unsung heroes, and this year I would like to say an extra big thank you to Andy Leonard. Andy is always on call to help out at the drop of a hat. He works so silently in the background we never know what work he’s actually done, until something that didn’t work, suddenly does!!
## **TRUSTEES**
Des Blewitt, Rob Norris, June Linarts, Judy Nestor, Amanda Tonks
## **MANAGEMENT COMMITTEE**
Elaine Blewitt, Dave Welding, Lyn Welding, Andy Leonard **Treasurer -** Faye Whapples And of course Richard Dawson, our Caretaker. A special thanks to Margaret Henley for all her support.
## **Treasurers Report**
Explained in meeting.
## **Treasurer Updates**
- Installation of HIVE has been positive
- Cleaning materials bill has been reduced.
- Repairs and renewals costs of work under stage.
- Receipts required for absolutely every purchase.
- JAG events going from strength to strength.
- Suggestion made re having a Darts Cup named Janet Thorpe Memorial Cup.
## **Management Committee Report.**
- LW stated 2023 had been a successful year.
- Two quizzes had been run by PCA. All proceeds go to hall funds.
- PCA also funded the annual Christmas Party and OAPs lunch. Feedback from both was excellent.
- It was noted that the 200 Club was still a major source of regular income and to date there are no numbers available.
## **Election of Trustees**
Des Blewitt nominated as Chairman, seconded by Judy Nestor Rob Norris nominated as Vice Chairman seconded by E Blewitt Judy Nestor nominated seconded Des Blewitt June Linarts nominated seconded by Des Blewitt Amanda Tonks nominated seconded by Rob Norris
## **Any Other Business**
- EW stated that PPC wanted to make changes as to how grants were awarded to local causes. They wanted to support different groups as the ‘old way’ was quite restrictive. Stated they wanted to change the policy to support large events as well as local groups. The Borough Council may match fund grants.
- PPC queried the number of Trustees on the committee as the constitution suggests six, however DB has liaised with CISWO prior to this meeting, and they are happy with the current situation. During the meeting MH reminded all present that she is a co-opted Trustee and is available for any meetings when necessary.
- PPC queried if the Junior Parish Council could help out at community events. DP suggested advertising this on social media.
- AL stated that the hall felt much warmer since the new windows have been installed.
- FW stated Bingo Night events were very popular and could we possibly put on a ‘normal’ bingo event for the community.
- RN said we will continue to apply for grants and try for some match funding.
- DB to look at lights in boiler room.
_**EPB/AGM 15/7/2024**_
## POLESWORTH COMMUNITY ASSOCIATION STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31st DECEMBER 2024
|INCOME
Bookings
Hire of Football pitch
Polesworth Group Homes Lease of Annex
North Warwickshire Borough Council - Elections
RSTW Biffa Grant
Contribution for Polesworth G Homes for Refuse costs
Contribution for Polesworth G Homes for Insurance costs
Total Income
EXPENDITURE
Annex
Share of Overheads -
Water Rates 30%
Insurance 30%
Community Centre Administration
Caretaker
Heat and Light
Cleaning materials
Water Rates
Licences and Insurance
Repair and Renewals
Trade Refuse
Telephone
Other Expenditure
Printing , stationery and advertising
Refund of Income
Grass cutting Community Field & Tree Works
OAP Xmas Food, Drinks and Gifts
Wreath
Solicitors - Rent Review of Annex
Building Insurnace Valuation Fee
Bank Charges
WIFI Fees and Purchase of WIFI Router
Flowers and Donations
Professional Charges
Depreciation
Total Expenditure
**Net (Income) for the year**
Funds balance brought forward
Funds balance carried forward|
|**General**
**Purpose**
**£**
29,496
500
10,800
500
-
300
700|**Restricted**
**Fund**
**£**
-
-
-
-
-
-
-|**Restricted**
**Fund**
**£**
-
-
-
-
-
-
-|**Total**
**Funds**
**£**
29,496
500
10,800
500
-
300
700|**2023**
**£**
27,471
-
10,500
-
1,880
300
700|
|---|---|---|---|---|---|---|
||||
||||
|||42,296||-|42,296|40,851|
||
|18
1,750|
|-
-|18
1,750|1,081
1,444|
|||1,768||-|1,768|2,525|
||
|10,500
10,744
1,771
42
4,689
8,464
1,255
392|
|-
-
-
-
-
-
-
-|10,500
10,744
1,771
42
4,689
8,464
1,255
392|10,425
6,873
1,508
2,523
3,893
13,048
1,002
437|
|||37,857||-|37,857|39,708|
||
|10
220
-
1,501
-
-
-
16
201
113
200
1,537|
|-
-
-
-
-
-
-
-
-
-
-
-|10
220
-
1,501
-
-
-
16
201
113
200
1,537|533
125
1,623
654
20
918
240
6
199
-
200
1,537|
|||3,798||-|3,798|6,054|
||||||||
|||43,423||-|43,423|48,287|
||||||||
|||**1,127.41**||**-**|**1,127**|**7,437**|
|||(43,624)||(1,609)|(45,233)|(51,060)|
|||(42,496)||(1,609)|(44,105)|(43,624)|
POLESWORTH COMMUNITY ASSOCIATION BALANCE SHEET AT 31st DECEMBER 2024
|**Note**
FIXED ASSETS
CURRENT ASSETS
Debtors
Cash at Bank
- Investment Account
- Current Account
CURRENT LIABILITIES
Prepayments
Creditors
NET CURRENT ASSETS
Represented by
GENERAL PURPPOSE FUND
RESTRICTED FUND
Mr D. Blewitt
Ms J. Linarts
Mr R. Norris
Mrs A Tonks
Ap_p_roved on behalf of the Trustees on 8th May 2024|
|**2024**
**£**
1,077
19,325
232|
|**2024**
**2023**
**£**
**£**
26,320
2,777
13,454
1,895
18,126
550
200
17,785
44,105
42,496
1,609
44,105
-
- Chairperson
- Trustee
- Trustee
- Trustee
- Trustee|
|**2023**
**£**
2,777
13,454
1,895|
|**2023**
**£**
27,857
17,376|
|---|---|---|---|---|---|---|---|---|
||
|20,634
2,648.50
200.00|||
|18,126
550
200|||
||||||||||
|||||||||45,233|
||||
||||
|43,624
1,609|
|||||||||45,233|
||||||||||
3.
## POLESWORTH COMMUNITY ASSOCIATION BALANCE SHEET AT 31st DECEMBER 2024 NOTES TO THE ACCOUNTS
|**Note**
1
2|FIXED ASSETS
Hall and Premises
- Bridge Street Polesworth
At cost to the association, erected on ground leased
from Polesworth Parish Council
Football Field
- Middle Far Paddock, Station
Road Polesworth
At cost (purchased on 28 May 1956 from Mr William Henry Riley)
Football Trophies
At professional valuation:
Polesworth Nursing Cup
Polesworth Invitation Cup
Fixtures, Fittings and Equipment
Deduct
Depreciation charge for the year (start 2018)
EMPLOYEES REMUNERATION
Total wages for caretaking
New Toilet Facilities cost as at December 2017 (depreciate over
10 Years at cost £15,366.94) (part cost only)|
|**2024**
**£**
3,000
200|
|**2024**
**£**
18,110
400
3,200
4,610
26,320
10,500|
|**2023**
**£**
3,000
200|
|**2023**
**£**
18,110
400
3,200
6,147|
|---|---|---|---|---|---|---|---|---|---|
|||
|6,147
1,537|||
|7,683
1,537|||
|||||||||||
|||||||||27,856.80||
|||||||||10,425||
## 3 TRUSTEES REMUNURATION AND EXPENSES
A total of Nil was reimbursed to Trustees in the year.
No Trustee has received or is due to receive any remunuration for the year directly or indirectly from the Charity's funds.
4.
## POLESWORTH COMMUNITY ASSOCIATION 200 CLUB STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31st DECEMBER 2024
|**INCOME**
Lottery
Cash
Standing Orders
Other Activities
Write back Unclaimed Prizes 2020 to 2023
Warwickshire Rural Grant - Mancave
Quiz Nights
Raffles
Dickens Night
Donations - Senior Citizens Dinner & Childrens Party
Total Income
**EXPENDITURE**
Lottery
Prize winnings
Lottery Licence
Other Activities
Stationary, Stamps & Parking
Memorial Hall Windows
Works under stage at Memorial Hall
Raffle Prizes
Storage Crates
Door Lock Repairs
Tea Towels
Play & Explore
Mother and Toddler - Insurnace
Quiz Expenditure
Raffle Tickets
Raffle Prizes
OAP Christmas Party 2023
Kids Christmas Party Food and Drinks
Kids Christmas Party Gifts
Kids Christmas party 2023
Kids Christmas Party Entertainer 2024
OAP Christmas Entertainment 2024
OAP Christmas Party 2024
Christmas Party Shopping
Bank Charges
Depreciation
**Net Expenditure (Income) for the year**
Funds balance brought forward
Funds balance carried forward|
|**Total**
**2024**
**£**
1,223
9,081
740
-
889
343
-
504
|**Total**
**2023**
**£**
1,139
8,959
-
200
392
1,295
67
126|
|---|---|---|---|
|||12,780
|12,177|
||
|5,360
-
68
-
-
-
77
19
34
86
129
468
77
400
872
158
170
-
190
350
21
-
124
1,350
|5,260
-
27
1,880
132
400
-
-
-
-
129
-
-
-
-
150
-
-
-
407
111
1,350|
|||9,954
|9,847|
|||||
|||**(2,826)**
|**(2,331)**|
|||(12,342)
|(10,012)|
|||(15,168)
|(12,342)|
## POLESWORTH COMMUNITY ASSOCIATION
## 200 CLUB BALANCE SHEET AS AT 31st DECEMBER 2024
|FIXED ASSETS
CURRENT ASSETS
Cash in Hand
Cash at Bank - Current Account
CURRENT LIABILITIES
Creditors
Prepayments
NET CURRENT ASSETS
Represented by
GENERAL FUND|
|**2024**
**£**
-
11,245|
|**2024**
**£**
4,051
11,117|**2023**
**£**
1,488
5,504|
|**2023**
**£**
5,402
6,991|
|---|---|---|---|---|---|---|---|
||
|11,245
-
128||||
|6,991
-
51|
||||||||6,940|
|||||15,168|||12,342|
|||||15,168|||12,342|
|||||15,168|||12,342|
|||||-||||
Approved on behalf of the Trustees on 8th May 2025
|Mr D. Blewitt|- Chairperson|
|---|---|
|Ms J. Linarts|- Trustee|
|Mr R. Norris|- Trustee|
|Mrs A Tonks|- Trustee|
||- Trustee|
6
## POLESWORTH COMMUNITY ASSOCIATION
## 200 CLUB BALANCE SHEET AS AT 31st DECEMBER 2024 NOTES TO THE ACCOUNTS
|**Note**
1|FIXED ASSETS
Deduct
Depriciation charge for the year (start 2018)
New Toilet Facilities cost as at December 2017 (depreciate
over 10 Years at cost £13,504.71) (part cost only)|
|**2024**
**£**
5,402
1,350|
|**2024**
**£**
4,051
4,051|
|**2023**
**£**
6,752
1,350|
|**2023**
**£**
5,402|
|---|---|---|---|---|---|---|---|---|---|
|||||||||||
||||||||||5,402|
7.
POLESWORTH COMMUNITY ASSOCIATION
STATEMENT OF ACCOUNTS
FOR THE YEAR ENDED 31st DECEMBER 2024
POLESWORTH COMMUNITY ASSOCIATION
The Trustees are: Mr D. Blewitt (Chairperson), Ms J. Linarts, Mr R.Norris and Mrs A Tonks.
The Charity is governed by its Constitution dated 14[th] March 2006.
The Management Committee of the 200 Club is:
Mr D. Blewitt, Mrs E. Blewitt, Mr R. Norris, Mr D.Welding, Mrs L.Welding, Ms Faye Whapples and Mr Andy Leonard.
Registered Office: 138 Kettlebrook Road Tamworth Staffordshire B77 1AF Registered Charity Number: 505779 Bankers: Barclays Bank 24 Middle Entry Tamworth Staffordshire B79 7NJ Accountant: Nigel Lane CPFA 51 Station Road Polesworth Tamworth Staffordshire B78 1BG
## **POLESWORTH COMMUNITY ASSOCIATION**
**CONTENTS**
||Page|
|---|---|
|Independent Examiner’s Report|1|
|Statement of Financial Activities for the year ended 31stDecember 2024|2|
|Balance Sheet at 31stDecember 2024|3|
|Notes to the Accounts|4|
|200 Club Statement of Financial Activities for the year ended 31stDecember 2024|5|
|200 Club Balance Sheet at 31stDecember 2024|6|
|Notes to the Accounts|7|
## **INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF POLESWORTH COMMUNITY ASSOCIATION**
I report on the accounts of the Charity for the year ended 31[st] December 2024, which are set out on pages 2 to 5.
## **Respective Responsibilities of Trustees and Examiner**
The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under Section144 (1 and 2) of the Charities Act 2011 and that an independent examination is needed.
It is my responsibility to:-
- examine the accounts (under section 145 (1)(a) of the 2011 Act);
- follow the procedures laid down in the General Directions given by the Charity Commissioners (under Section 145(5) of the 2011), and
- State whether particular matters have come to my attention.
## **Basis of Independent Examiner’s Report**
My examination was carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you, the trustees, concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion as to whether the accounts present a ‘true and fair’ view and the report is limited to those matters set out in the statement below.
## **Independent Examiner’s Statement**
In connection with my examination, no matter has come to my attention –
- (1) which gives me reasonable cause to believe that in any material respect the requirements
- to keep accounting records in accordance with Section 130 of the 2011 Act; and
- to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the 2011 Act
have not been met; or
- (2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
28th April 2025 NIGEL LANE C.P.F.A. 51 Station Road
Polesworth B78 1BG
C.P.F.A. – Chartered Institute of Public Finance and Accountancy
## **Independent Examiners Report on the Polesworth Community Association and 200 Club**
## **1. Introduction:**
This examination was undertaken to provide assurance that the appropriate systems of control are in place to ensure the proper management of the PCA and 200 Club. The report is based on information and documentation supplied by the PCA and 200 Club.
## **2. Procedures:**
The procedure applied has been to work through the documents and bank statements provided to check the details for accuracy.
## **3. Conclusions:**
The arrangements in place are generally sound and provide a medium degree of assurance that the appropriate systems of control are satisfactory.
The issues to note on the Community Association accounts are:-
- A number of expenditure items (approx 45%)(made by Card, Cheque and DD’s) are not backed up with either invoices or receipts,
- Items paid for through cash were not recorded within expenditure breakdown,
- An old cheque number 100014 in October 2017 income refund to the Smooth Haired Dachsund Group has not been cash. A decision still needs to be taken as to either reissue the refund or write the cheque out of the accounts, There is also a cheque from February 2024 to Flamex that has not been cashed.
- Whilst a list of the expenditure was on a spreadsheet copied from the bank statements this did not include any items were cheques had been raised but not cashed. Also this was not analysed into the relevant categories for the income and expenditure account.
- None of the Income sheets in total matched to the income transactions that went through the bank. It appears that in a hiring goes over time and pays extra that is not amended on the income sheets.
- Income - Blood Donors £720 (2022) and Blood Tests (June to December 2022) for £840 still have not been received and no further income has been invoiced or received for the following 2 years although the activity has been taking place.
- Any cash received from booking was never banked in a timely manner, always up to 2 or 3 months after the event. The cash for December 2024 was not banked until 14[th] February 2025.
- Income is received via just add guests but there is no back up documentation for these monthly sums.
- No invoice appears to have been raised for the use of the Football Pitches in 2023, but £500 has been received on 15[th] April 2024, but unsure if this covers the current year and previous year.
The issues to note on the 200 Club are:-
- Similar to the above, a couple of expenditure items are not backed up with either invoices or receipts,
- The 200 Club appears to not have a valid Small Lottery Licence.
- Outstanding from 2023 audit. There are three un-cashed prize cheques from 2020 (200155, 200157, & 200167) and four un-cashed prize cheques from 2021 (100027, 100056, 100075 & 100119) and six prize cheques from 2022 (100200, 100236, 100268, 100273, 100276, 100292). These have all been written back into the accounts in 2024.
- It may be worth the committee taking a decision for future prize payout cheques to set a time limit for the cheques to be cashed (e.g. 6 months) and if not the prize winnings to be forfeited and returned to the 200 club accounts to fund other works and activities. In the previous year (2023) there were 3 prize cheques worth £140 un-cashed,
A copy of the income and expenditure spreadsheets have been returned with the issues raised above highlighted for reference and records.
## **4. Recommendations:**
The recommendations are:-
- to improve the record keeping for expenditure and income spreadsheets for both the PCA and 200 Club, backed up by invoices and receipts for all transactions and cash receive paid in timely and any outstanding income pursued in a timely way.
- to renew the Small Lottery License from the correct accounts for valid operation of the 200 Club lottery,
- that the procedures regarding prize cheques not cashed for the previous year winners be dealt with as detailed above in section 3, and
- that procedures are put in place to deal with future prize winners cheques as detailed above in section 3.
**NOTES**