CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS CHARITY NUMBER 523121 TRUSTEES, ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 29 FEBRUARY 2024 PSG Bowdens Accountants, lax and Business Advisors CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Index Pages Trustees, Annual Report Independent Examinerfs Report Statement of Financial Artivities Balance Sheet Notes to the Account5 8-12 Page 1 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Trustees, Annual Report The Trustees have pleasure in presenting their report and the accounts forthe year ended 29 February 2024. The accounts comply with current statutory requirements and the Statement of Recommended Practice "Accounting and Reporting by Charities" REFERENCE AND ADMINISTRATIVE DETAILS Cropthorne and Charlton Village Hall and Playing Fields is a charity registered with the Charity Commission. The charity registration number is 523121. The principal office is: Little Cottage Middle Lane Cropthorne Pershore Worcestershire WRIO 3LZ The Trustees serving during the year and since the year end were as follows: Mr C Hall Chairman Mrs C Swanson Mrsj King Mr5 T Nettell Mrs C Tookey Mrs E Houlston Mrs V Carver Mrs J Oliver th (until 17 July 2023) (from 20th March 2023) STRUCTURE. GOVERANCE AND MANAGEMENT The governing document of the charity is the Constitution drawn up on 9 April 1949. The charity is constituted as an unincorporated Trust. Trustees are appointed and reappointed at the Annual General Meeting, held in April each year. New Trustees put themselves forward for election at the AGM (and at subsequent Trustee meetings) and are proposed and seconded. They are then elected on a majority basis. This is in line with the method laid down in the Constitution. The charity 15 run by the Trustees who all form the Management Committee, meeting regularly to administer the charity. OBJECTIVES AND ACTIVITIES The objectives of the charity are to maintain the village hall and playing fields for educational, social, leisure and recreational activities, for the benefit of the residents of Cropthorne, Charlton and the surrounding area. These are Set out in the Constitution. These objectives are met by maintaining regular communication with our communities via the parish magazine. notices. flyerg. word of mouth and via our website ccvh.co.uk. The charity encourages feedback from the residents and users of the hall, and strives to respond to their need5. Page 2 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 ACHIEVEMENTSAND PERFORMANCE 2023124 has been a successful year for the Charity with several community event5, including an outdoor screening of the Coronation Evening Concert and two fund raising events. We are grateful to the two Parish Councils, Randoph Meakins Charity and Cropthorne Walkabout who assisted in funding the Coronation event, which was greatly enjoyed by many residents. The Motown evening and annual quiz were also well attended and together raised over £l.000 for our funds. The Hall continues to be used by many regular weekly and monthly groups, many of which help residents with their physical and mental health. The weekly coffee morning/ library and monthlyvillage People events also donate their surplus funds to various local charities and good causes. The December Christmas lunch was even more popular this year, with vocal entertainment from a local school. Hall hire charge5 have not been increased this year, as Hall usage continues to be high, with many family parties etc, at weekends. Outside the Playing Field is well used by three junior teams and one adult football team. The adult team is ceasing but the juniors will host 4 teams next season. We have recently agreed a 4 year licence for the juniors. This will allow them to access grants for pitch improvement, particularly on drainage, as the field has been impacted this spring by heavy rains. Increased utilisation of the Hall and Playing Fields has caused some local traffic problems, particularly at weekends. We try to manage this by better communication regarding other Hall users. Although the reinforced parking overspill area has proved its worth in keeping parked cars off the roads, we are looking at refreshing or extending the area. as well a5 considering other locations for overspill parking. Some of the play equipment on the Field is showing its age. We had to undertake some significant maintenance last year following the safety inspection, including replacing the basket swing and repairs to the Tree House but this yearfs report shows a lot less critical work required. We are very grateful for the volunteer mowing team. who also carry out other small maintenance tasks inside and outside. The Hall is in a good state of repair, with volunteer5 helping on minor jobs. Nevertheless there have been a number of contractors required too. The 5 year Electrical Inspection was carried out in January and some remedial work was done. More LED lighting with motion sensing has been installed. Push down taps are to be installed on all washbasins. to limit water usage. We have also installed some security measures to prevent possible vandals accessing the roof. We continue to look for ways to improve the facilities and offer new events to attract local people, possibly occasional film nights and another quiz in the autumn. Page 3 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 FINANCIAL REVIEW & RESERVES POLICY The activities of the hall and playing field5 generated income of £31,427. Expenditure of £25.340 delivered a Net Income position of £6,087 before depreciation charges. The charitWs normal policy is to generate and maintain adequate funds and reserves for the efficient running of the charity on a day to day ba51S. DECLARATION The Trustees declare that they have approved the Trustees, Report. Signed on behalf of Cropthorne and Charlton Village Hall and Playing Fields Trustees. Mr C Hall Chairman Dated: 3 June 2024 Page 4 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Independent Examinerfs Report To the Trustees of Cropthorne and Charlton Village Hall and Playing Fields I report to the trustees on myexamination of the accounts of the charity for the year ended 29 February 2024 which are set out on pages 2 to 12. Responsibilities and basis of report A5 the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ('the 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 all the applicable Directions given by the Charity Commission under section 145(5}(b) of the Act. Independent examinerfs statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: l. accounting records were not kept in respert of the Trust as required by section 130 of the Act; or 2. the accounts do not accord with those records; or 3. the accounts do not comply with the applicable requirement5 concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a 'true and fair view which is not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. G Getting FCA FFA PSG Bowdens LLP Unit 14 Craycombe Farm Evesham Road Fladbury WRIO 2QS Dated: 1*4kn TLLTh-e loQY Page 5 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Statement of Financial Activities For the year ended 29 February 2024 2024 Unrestricted Funds 2024 Restricted Funds Note5 Total 2024 Total 2023 Income Donations and legacies Charitable activities Other trading activities Investments 1.763 20,053 5,927 113 22,136 7,818 573 900 23,036 7,815 573 Total income Expenditure Raising funds Charitable activities Governance costs 30.527 900 31.427 27,856 (1,845) (23,195} (300) (1,845) (23,1951 {300) 1300) (23,8671 (300) Total expenditure (25,340) (25.340) (24,467) Net income before depreciation 5.187 900 6.087 3,389 Depreciation Net income/(expenditure) after depreciation (2,288) {7.867} (10,155} {11,231) 2,899 (6.967) {4,068) (7.842) Total funds brought forward 56.025 526,043 582,068 589,910 Transfers between restricted & unrestricted funds (298) 298 Total funds carried fonvard 58.626 519,374 578.000 582.068 Page 6 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Balance Sheet As at 29 February 2024 Notes 2024 Unrestricted funds 2024 Restricted funds 2024 Total 2023 Total Tangible Fixed Assets 19,222 519,374 538,596 547,553 Current Assets Debtors Cash at bank: General current account Deposit account Development deposit account 2.996 2,996 3,425 3,782 28,727 4,592 40,097 3,782 28,727 4,592 40,097 2,811 25,245 3,612 35,093 Current Liabilities Creditors 693 693 578 Net Current Asset5 39,404 39,404 34,515 58,626 519,374 578.000 582,068 Represented by: Unrestricted Income Fund Restricted Income Fund 58,626 58.626 519,374 56,025 526,043 519,374 58,626 519.374 578.000 582,068 Approved by the Trustees and signed on their behalf by: Mr C Hall: Dated: 3, June 2024 Page 7 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Notes to the Accounts For the year ended 29 February 2024 Accounting Policies Basis of accounting The financial statement5 are prepared under the historical cost convention and are in accordance with the Statement of Recommended Practice, "Accounting and Reporting by Charities" the Charities Act 2011 and in compliance with the provisions of FR5 102 Section IA ' The Financial Reporting Standard applicable in the UK and the Republic of Ireland" Incorne Recognition of income. These are included in the Statement of Financial Activities ISOFA) when: The charity becomes entitled to the income: The trustees are virtually certain they will receive the income; The monetary value can be measured with sufficient accuracy. Income with related expenditure. When income has related expenditure (as with fundraising) the income and related expenditure are reported gross in the SOFA. Grants and donations. Grants and donations are only included in the SOFA when the charity has unconditional entitlement to the income. Performance related grants. These are only included in the SOFA once the related 8ood5 or services have been delivered. Investment income. This is included in the SOFA when receivable. Volunteer help. The value of volunteer help received is not included in the accounts but is described in the trustees, Annual Report. iii) Expenditure Expenditure is recognised on an accruals basis as 3 liability is incurred. Irrecoverable VAT is included as part of the expenditure to which it relates. Expenditure is classified under headings that aggregate all similar costs and which can then be related to costs of raising funds, charitable activities and governance costs. Costs of management and administration are reallocated to charitable activities. Governance costs are those associated with constitutional and statutory requirements. iv) Fixed assets Tangible fixed assets for use by the charity are capitalised if they can be used for more than one year. Depreciation is provided at the following annual rates to write off the cost less estimated residual value of the assets over their expected useful economic lives as follows: Fixtures and fittings 5%- 20% per annum straight line basis Hall equipment IO% per annum reducing balance basis Sheppey equipment IO% per annum straight line basis Freehold property 75 years straight line basis Page 8 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Notes to the Accounts (continued) For the year ended 29 February 2024 iv) Funds Unrestricted funds are available for use at the discretion of the trustees in furtherance of the general objectives of the charity. Restricted funds are to be used in accordance with specific restrictions imposed by the donor. The balance in each restricted fund represents the amount still remaining for future expenditure and the value of assets purchased with the restricted funds. The Trustees have the discretion to re-allocate funds between Restricted funds and Unrestricted funds as they consider appropriate. Income Unrestrirted Restricted Sheppev 2024 Total 2023 Total Donations and legacies Personal donations 1,763 1.763 Charitable artivities Hall lettings Walkabout Parish Council Community events Field lettings 18.635 800 18,635 800 900 1,661 1,040 23,036 18,223 900 900 1.661 1,040 22,136 930 900 20,053 Other trading artivities Fundraising events Income from Feed In Tariff Sundry 2,826 4,989 2,826 4,989 899 5,028 7,818 7,818 5,927 Investments Deposit interest 573 573 113 573 573 113 Total income 30,527 900 31.427 27,856 Page 9 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Notes to the Accounts (continued) For the year ended 29 February 2024 3. Expenditure Unrestricted Restricted Sheppey 2024 Total 2023 Total Costs of generating voluntary income Fundraising expenses 1,845 1,845 1,845 1,845 300 300 Charitable activities Comrnunit events Provision of villa e hall". Property maintenance and repairs Property insurance Hall and window cleaning Utilities Provision of la Field rnaintenance Mana ement and administration 2,947 2,947 1,273 4,531 1.866 3.484 5.307 4,531 1,866 3,484 5,307 3,569 2,004 2,707 5,876 Id facilities: 4.024 1,036 23,195 4,024 1,036 23,195 7,209 1,230 23,867 Governance costs Accountancy 300 300 300 300 300 300 Total expenditure 25.340 25.340 24.467 Page 10 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Notes to the Accounts (continued) For the year ended 29 February 2024 Fixed Assets Freehold Fixtures and Hall Sheppey property Fittings Equipment equipment Total Cost At l March 2023 Additions Disposals At 29 February 2024 541.561 70,901 25,773 10,733 648,968 1,198 1,198 541,561 70.901 25,773 11,931 650,166 Depreciation At l March 2023 Charge for the year Disposals At 29 February 2024 38,113 5.222 30,875 4.186 25,773 6,654 101,415 747 10,155 43.335 35,061 25.773 7,401 111,570 Net Book Value At 29 February 2024 498,226 35.840 4.530 538,596 At 28 February 2023 503,448 40.026 4.079 547,553 Debtors Unrestricted Restricted 2024 Total 2023 Total Prepayments Accrued income Trade debtors 1,605 898 493 2.996 1.605 898 493 2,996 1,544 1,584 297 3,425 Creditors: amounts falling due within one year Unrestricted Restricted 2024 2023 Total Total Accruals and deferred income 693 693 578 Page 11 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Notes to the Accounts (continued) For the year ended 29 February 2024 Restricted Funds Funds Held The Sheppey fund is restricted for the development, new play equipment, maintenance and running costs of the sports field and play area. The Hall fund is restricted to the extension, improvement and refurbishment of the village hall. Movement in the year Hall Fund Sheppey Play Area and Equipment Total At l March 2023 Additions Income Expenditure Transfers between restricted & unrestricted funds At 29th February 2024 523,842 2,201 1,198 900 (434) (900) 2.965 526,043 1,198 900 {7.867} (900) 519.374 (7,433) 516,409 8. Analysis of Net Assets between Funds Unrestrirted Restricted Hall Fund Restricted Sheppey Play Area and Equipment Total Tangible fixed assets Current assets Current liabi lities 19.222 40,097 (693) 58.626 516.409 2,965 538,596 40,097 {693) 578,000 516,409 2,965 Page 12