CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS CHARITY NUMBER 523121 TRUSTEES. ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 28 FEBRUARY 2025 PSG Bowdens 4ccoLJntan;r Tox ond 8usiiets Aclvisors CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Index Pages Trustees, Annual Report Independent Examiner's Report Statement of Financial Activities Balance Sheet Notes to the Accounts 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 28 February 2025. The accounts comply with current statutory requirements and the Statement of Recommended Practice "Accounting and Reporting by Charities". REFERENCE AND ADMINisfRATIVE DEfAILS Cropthorne and Charlton Village Hall and Playing Fields is a charity registered with the Charity Com mission. The charity registration number is 523121. The principal office is: Cropthorne and Charlton Village Hall Main Street Cropthorne WRIO 3NH The Trustees serving during the year and since the year end were as follow5: Mr C Hall Chairrnan Mrs C Swanson Mrsj King Mrs T Nettell Mrs C Tookey Mrs V Carver Mrsj Oliver STRucfuRE, GOVERANCE AND MANAGEMENT The governing document of the charity is the Constitution drawn up on 9 April 1949. The charity is constituted a5 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 land at subsequent Trustee meetin851 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 is run by the Trustees who all form the Management Committee. meeting regularly to administer the charity. OBJECTIVES AND AcfiviTIES 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, flyers, 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 needs. Page 2 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 ACHIEVEMENTS AND PERFORMANCE The Hall is a popular venue for a whole variety of activities including family parties, dance, relaxation, and other classes, events and fundraisers. Hire income continues to be good, retaining most of our regular users, currently 16. New regulars include: a Tai Chi group, Yoga Sound-bath, and a U3A Military History group. In addition to these, there are a couple of local Art Groups who use rooms here. The Village Hall is also used for meetings, including the Parish Council, the Village Hall Committee, the Walkabout Committee, Young Farmers Training sessiorbs, Company Team meetings, Elections and so on, At weekends, we are an increasingly popular venue for Children's and Grown-ups partie5. We have hosted Brownies Sleep Overs and Church Fellowship events, Christenings, anniversaries, ballet exams and workshops, Phoenix Theatre {local) rehearsals. We held the popular Quiz Supper Night again last year. which was very well sUPPOrted and will be a feature of the social calendar again this year, probably in November. It raised over £700 last year! There are weekly coffee rnornings with library access, and these continue to be a place where villagers can get together Outside, the playing field is well used by four junior football teams. and the location is a popular after school meeting place for children and parents. Football Club fees make a significant contribution to the upkeep of the playing field each year. We have recently signed a license arrangement with Sheppey Swifts Footb311 for 4 years, subject to the conditions being honoured and is extendable. This allowed a grant to be applied for, from the Football Foundation, who encourage grass-roots sport in communities. The grant application was successful and will contribute to the more expensive aspects of pitch maintenance including improvements to the surfaces and drainage. It will provide a significant sum payable annually in the coming years. The apparatus in the Play Areas remains popular and although we had to undertake some significant maintenance last year following the Annual Safety Inspection, more needs to be done each year. The basket swing was replaced following vandalism. Sorne joists and deck boards in the tree house have been replaced but the whole thing is showing its age now. We will be refreshing the safety surfaces in some areas and making repairs to other pieces of p5ay apparatus, as identified by ROSPA. Volunteers mow the field, for which we are very grateful. A professional grounds care contractor carries some more significant maintenance of the sports pitches. which is a significant expense but will be helped by the Football Foundation grant. The reinforced parking overspill area has proved its worth in keeping parked cars off the roads. and in protecting the grass when the hall or field is in use for larger events, we need to look at refreshing and extend ing the area this year. Each year, the Hall and Playing Field fulfils a vital role in Cropthorne Walkabout, which brings a large number of visitors. Work on the sewerage system was done last year to remove tree roots from the pipe5 to help with these large events. Although the committee decided not to build an outside publictoilet, we do now hire a Portaloo during school holidays. Professional attention to our trees and hedges will be done again this year, to keep the area tidy and safe. The Hall is generally in a good state of repair. Volunteers {usually committee members!) tend to do minor maintenance tasks, whereas local contractors are used for larger tasks such as painting and more significant electrical and plumbing work. The solar panels and heat pump produce an income from RHI payments which offset the utility bills and solar electricity heats the water for washbasins. Page 3 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Work will be done on the Heat Pump system to keep it working efficiently and to comply with regulation5 related to the RHI payments we receive. We use LED lighting where possible, with automatic switching in the toilets. Outside lighting is also under automatic control. Push down taps have been installed for washbasins in the main part of the building and these will be installed in the sports changing room5 too. Over the past few months, the main hall floor has been re-finished, and the curtains and window blinds have been replaced FINANCIAL REVIEW & RESERVES POUCY The attivities of the hall and playing fields generated income of £28,75912024- £31,427). Expenditure of £22.420 12024 £25,340) delivered a Net Income position of £6.339 12024 £6,087) before depreciation charges. The charitrfs normal policy is to generate and maintain adequate funds and reserves for the efficient running of the charity on a day to day basi5. DECLARATION The Trustees declare that they have approved the Trustees, Report. Signed on behalf of Cropthorne and Charlton Village Hall and Playing Fields Trustees. 12A Ky 2ts2f Mr C Hall Chairman Dated: 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 trusteeson myexamination of the accounts of the charity fortheyear ended 28 February 2025 which are set out on pages 2 to 12. Responsibilities and basi5 of report As 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'l. I report in respect of myexamination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination I havefollowed all the applicable Directionsgiven by the Charity Commission under section 14515)Ibl of the Act. Independent examinerfs statement I have completed my examination. I confirm that no material matter5 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 respect of the Trust as required by section 130 Df the Act; or 2. the accounts do not accord with those records; or 3. the accounts do not comply with the applicable requirements concerningthe form and content of account5 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. I q G Getting FCA FFA PSG Bowdens LLP Unit 14 Craycombe Farm Evesham Road Fladbury WRIO 2QS Dated: Page 5 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Statement of Financial Activities For the year ended 28 February 2025 2025 2025 Unrestricted Restricted Funds Funds Total 2025 Total 2024 Notes Income Donations ar)d legacies Charitable activities Other trading activities Investments 20.949 6.029 900 21.849 6,029 881 23,036 7.818 573 Total income Expendlture Raisingfund5 Charitable activities Governance costs 27.859 900 28,759 31.427 11.085) {21,035) 1300) 11,0851 11,8441 {21,0351 {23.1951 1300) 13001 Total expenditure Net incomellexpendllure) before depfeciaiion {22A20) 122,420} 125,340} 900 6,339 6,087 Depreciation {2.941) 19.1361 112.077) 110.1551 Net incomel(expendilure) 2.498 (8.236) (5.738) {4,0681 Totalfunds broughtforward 58.626 519.374 578.000 582.068 Transfers between Testricted & unrestricted funds 900 19001 Total funds carried fonvard 62.024 510,238 572,262 578,000 Page 6 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Balance Sheet As at 28 February 2025 Notes 2025 2025 Unrestricted Restricted funds funds 2025 Tolal 2024 Total Tanglble Flxed Assets 17.806 510.238 528.044 538,596 Current Assets Debtors Cash at bank.. General current account Deposit account Development deposit account 3.272 3,272 2,996 3,458 33.476 5,606 45.812 3,458 33.476 5.606 45.812 3,782 28,727 4.592 40.097 Current Liabilltles Creditors 1.594 1,594 693 Net Current Assets 44.218 44,218 39,404 62,024 510,238 572,262 578,000 Represented by: Unrestricted Income Fund Restricted Income Fund 62,024 62,024 510.238 58,626 519,374 510.238 62.024 510,238 572.262 578.000 Approved by the Trustees and signed on their behalf by: Mrc Hall: Dated: /ts(Ag Z>2f Page 7 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Notes to the Accounts For the year ended 28 February 2025 Accounting Policies Basis of accounting The financial statements 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 FRS 102 Section IA" The Financial Reporting Standard applicable in the UK and the Republic of Ireland" Income Recognition of income. These are included in the Statement of Financial Activities ISOFAI 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 las 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 goods or services have been delivered. Investment income. Thi5 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 a liability 15 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%- 20Yo per annum straight line basis Hall equipment IO% perannum 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 28 February 2025 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 Unrestrirted funds as they consider appropriate. Income Unrestricted Restricted I Sheppey, 2025, 2024 Total Totall Charltabie activities Hall lettings WalkaboLrt Parish Council Communty events Field lettings 19.519 800 19.519 800 900 18.635 1 800 5 900 1,661 1,040 23,036 900 630 20.949 630 21,849 900 OlheT tradlng actlvllles Fundraising events Income from Feed In Tariff Sundry 1.545 4.484 1,545 4,989 1 6.029 6.029 7.818 Investments , Deposit interest 881 881 881 881 573 573 Tolal income 27,859 900 28,759 31,427 Page 9 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Notes to the Accounts (continued) For the year ended 28 February 2025 Expenditure Unrestricted Restricted,. Sheppey 2025, Total,, 2024 Total: Costs of generatingvoluntary income Fundraising expenses 1.085 1.085 1,085 1,0851 1,845 Charitsble activities mm vi vill Propety maintenance and repairs Property insurance i Hall and window cleaning Utilities 6,608 4,531 1,866 1.944 '. 3.592 1 3,592 5,945 5.307 Field maintenance 2,819 126 21,035 126 21.035 1,036 23,195 Govgrnanca costs .Trustees insura nce Accountancy 300 300 300 300 300 300 .Totsl expenditure 22A20 22.420 25,340 Page 10 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Notes to the Accounts {continued) For the year ended 28 February 2025 Fixed Assets Freehold Fixture5 and property Fitting5 Hail Equipment Sheppey equipment Total Cost At l March2024 Additions Disposals At 28 February 2025 541,561 70,901 1.525 (2.3081 70.118 25,773 11,931 650.166 1,525 12,3081 11,931 649.383 541,561 25,773 Depreciation At l March 2024 Charge forthe year Disposals At 28 February2025 43.335 35,061 4.723 {9231 38.861 25,773 7.401 747 111,570 10,692 1923) 8.148 121.339 48,557 25.773 Net Bookvalue At 28 February 2025 493,004 31.257 3,783 528.044 At 29 February 2024 498.226 35.840 4,530 538,596 Debtors Unrestricted Restricted 2025 Total 2024 Total Prepayments Accrued income Trade debtors 1,694 930 1.694 930 648 3.272 1,605 898 493 2.996 3,272 Creditors: amounts falling due within one year Unrestritted Restricted 2025 2024 Total Total Accruals and deferred income 1,594 1,594 693 Page 11 CROPTHORNE AND CHARLTON VILLAGE HALL AND PLAYING FIELDS Charity Number 523121 Notes to the Accounts Icontinued) For the year ended 28 February 2025 Restrirted Funds Funds Held The Sheppey fund is restricted for the development, new play equiprnent, maintenance and running costs of the sports field and play area. The Hall fund is restricted to the extension. irnprovement and refurbishment of the village hall. Movement in the year Hall Fund Sheppey PlayArea and Equipmeni Total At l March 2024 Fixed asset additions Income Expenditure Transfers between restricted & unrestricted funds 516.409 2.%5 519,374 900 14341 19001 2,531 900 19.1361 19001 510.238 (8.7021 At 28th February2025 507,707 8. Analysis of Net Assets between Fund5 Unrestricted.. Restricted Restricted Hall Fund 5heppey Play Area and Equipment Totsl Tangible f ixed assets Current assets Current liabilities 17,806 45.812 {1,594 62.024 507.707 2,531 528,044 45.812 11,5941 572.262 507.707 2.531 Page 12