Caerwent Playing Fields Association Limited,Ltd

For the year ended 31 December 2024

Caerwent Playing Fields Association Limited

Report of the Trustees Continued

OBJECTIVES AND ACTIVITIES

The aims and objectives of Caerwent Playing Fields Association Limited are to: Promote, for the benefit and enjoyment of the inhabitants of the villages and neighbourhood of Caerwent, facilities for relaxation, recreation, education and leisure activities. Promote these activities without any distinction of sex, sexual orientation, race, political or religious beliefs. Promote appropriate use of the playing fields and village hall to serve the inhabitants of Caerwent and its neighbourhood. Maintain and manage the hall and playing fields, working together with the local authority and other agencies as appropriate, for the benefit of the inhabitants of Caerwent and its neighbourhood. The formal documentation (Memorandum of Association), reflects that the company is a charity, it summarises the formal objectives and confirms that the liability of the members is limited. Evidence our work delivers our aims: This review looks at what activities took place in the hall and on the field during the year. Most of our activity is generated from evening and weekend use of the hall including regular bookings from the local bowls club, church, and various fitness and slimming classes. there are fitness and dance classes in the daytime on two days of the week and the football club on Sunday mornings. We can confirm that the hall has been used by all age groups and it is evident from the usage profile that a wide age range of local residents, from the very young to the elderly, have engaged at various times in recreational and leisure pursuits in the hall and on the playing fields; our website shows the booking range and frequency on the bookings calendar. The focus of our work: To achieve our objectives of managing the hall for a variety of public use; much of our work is aimed at fundraising which comes from the following sources: Fundraising events by the committee Donations Grants from various bodies The other main source of income is from private hall hire for individuals and groups The trustees have had regard to the Charity Commission's guidance on public benefit. The hall is run on a day to day basis by a Planning and Fundraising Committee who meet face to face throughout the year. The committee, together with the trustees, consists entirely of volunteers. The main function of the committee is to ensure the facilities are 'fit for purpose'. This necessitates a wide number of tasks, including the procurement of appropriate licenses, insurance, maintaining fire safety equipment, emergency drills, health and safety policy review including food hygiene certificates, restocking the first aid box, portable appliance testing, annual gas boiler central heating service, regular security checks, maintenance and cleaning, stock checks, keeping proper accounting records, regular budget reviews and ensuring annual returns are made to the Charity Commission and to Companies House. Improvements to the hall fabric are funded as required. The committee also raises funds to share the cost of maintenance of the trees and playing field jointly with the Caerwent Community Council.

Objectives and aims

The trustees have considered the Charity Commision's guidance on public benefit, including the guidance 'public benefit: running a charity (PB2)'.

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For the year ended 31 December 2024

Caerwent Playing Fields Association Limited

Report of the Trustees Continued

ACHIEVEMENTS AND PERFORMANCE

Who used and benefited from our facilitiesWe continued to hold fundraising events in 2024 including holding Car Boot Sales raising £1500 on the playing fields where weather permitted, we had a very popular and successful quiz night which raised over £500 and of course our ever popular Christmas Shopping night raising £855.Following positive feedback from the community with regard to our scaled down Village Show in the last couple of years, we followed a similar format in 2024 by keeping it as a smaller show with less entertainment alongside the usual fruit and veg competition. We continue to focus more on this being a community event instead of a fundraiser, however, due to good weather and increased footfall the bar and BBQ takings were very good, resulting in a very successful day. We took in a total of £6500 over the day which provided us with a profit of £3500 once our expenses had been deducted which is almost identical to the profits from 2023.The hall has been used regularly throughout the year by a variety of clubs/classes. On the playing fields, there has been junior and youth football.Financial reviewOur accounts show a profit £10,058 this year as opposed to the loss of £5670 last year. This is the first year we have shown a profit since Covid and is a result of everyone's hard work.We also didn't have any large maintenance costs in 2024. 2023 figures were hugely affected by roof repairs and toilet improvements. Plans for future periodsUnfortunately, whilst plans are still underway to begin fitting out the football changing rooms, time constraints have delayed the planning of this which is being managed by the Caerwent Football Club. Funds are still available for this and the cost of this will be split between the Caerwent Football Club and the Caerwent Playing Fields Committee.The bifold doors need replacing and this has been quoted and will be in the region of £5000. We hope to have these replaced in May.The toilets were refurbished in 2023 although they will need to be decorated and new flooring fitted. There are also still plans to refit the kitchen and this has purely been held up by lack of time to plan and organise.Hall bookings are expected to continue to be popular this year and boot sales have already been planned for the summer months. The Village Show continued to be scaled down in 2024 with various entertainment provided for free. The idea is to provide an event for the community that does not need to cost anything. We did continue to have a paid bar and bbq though, which due to good weather were both popular. The Veg and Fruit show continues to be popular and an expected event by the local community.

STRUCTURE, GOVERNANCE AND MANAGEMENT

Governing document

The Company's Memorandum & Articles of Association reflect the fact that the organisation is a private company limited by

guarantee (incorporated on 19 August 2008) and, as such, has no share capital. The company is referred to as 'The Charity'

throughout the document and as such it is a charitable company.

As the company is set up with special charitable Articles of Association (and has dual registration both as a company and as

a charity) it is unlike an unincorporated trust or association.

The charity is run by directors and members, the directors acting as trustees for the purposes of the Charities Act.This is

advantageous as the liability is limited, (the charity being liable for debts rather than the individuals), and there is a maximum

contribution of £10 each.

The Company's Articles govern the requirements for general meetings, (and the procedures therein) and there is no

stipulation as to the maximum number of trustees although there must be no fewer than three.

The Articles also govern the appointment and retirement of trustees and require retirement by rotation although the retiree

may be reappointed if the vacancy is not filled.

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For the year ended 31 December 2024

Caerwent Playing Fields Association Limited

Report of the Trustees Continued

Recruitment and appointment of trustees

Committee members, directors and trustees are formally appointed at the Annual General Meeting, (AGM), in April. The AGM is advertised in the village newsletter and is open to the public. The requirement for notice of the AGM are set out in the Articles of Association. Trustee Induction and Training: The present trustees are already familiar with the practical work of the charity having served on the committee for a number of years. The committee meets regularly on a monthly basis and all are involved in the day to day running of the charity in various roles. All trustees are given copies of the annual financial statements. Risk Management: A central register of risk assessment specific to the show is maintained, a checklist is also retained of other items for periodic review including licensing, maintenance and appliance testing etc. A fire action and evacuation plan is published within the hall itself. The committee has adopted 'The Health and Safety Checklist for Village and Community Halls' published specifically for village halls by the Health and safety Executive to use as a broad baseline. Organisational Structure The Charity is run by a management committee all of whom are volunteers and receive no payment. At present, members are elected for one year at the AGM held in April. There is currently no finite term of office. Trustees and directors are elected at the AGM The Charity enjoys good working relations with Monmouthshire County Council and Caerwent Community Council.

REFERENCE AND ADMINISTRATIVE INFORMATION

Caerwent Playing Fields Association Limited

Name of Charity

Charity registration number

1142227

06677042

Company registration number

8 Cadoc Close

Principal address

Caerwent

Caldicot

NP26 4QT

Trustees

The trustees and officers serving during the year and since the year end were as follows:

Donna Tomlin

Caroline Morris

Lesley Evans (appointed on 12/04/2024)

(Appointed: 12 April 2024)

C Harris ( on 12/04/2024)

(: 12 April 2024)

Caroline Morris

Secretary

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For the year ended 31 December 2024

Caerwent Playing Fields Association Limited

Independent Examiners Report to the Trustees

I report to the trustees on my examination of the accounts of the Caerwent Playing Fields Association Limited, ('the charity') for the year ended 31 December 2024.

Responsibilities and basis of report

As the trustees of the company, (and also its directors for the purposes of company law), you are responsible for the preparation of the accounts in accordance with the requirements of the Companies Act 2006 ('the 2006 Act'). Having satisfied myself that the accounts of the Company are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination, I report in respect of my examination of your charity's accounts carried out under section 145 of the Charities Act 2011 ('the 2011 Act'). In carrying out my examination I have followed the Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.

Independent examiners statement

I have completed my examination. I confirm that no matters have come to my attention in connection with the examination

giving me cause to believe that in any material respect:

1. accounting records were not kept in respect of the Company as required by section 386 of the 2006 Act; or

2. the accounts do not accord with those records; or

3. the accounts do not comply with the requirements of section 396 of the 2006 Act 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; or

4. the accounts have not been prepared in accordance with the methods and principles of the Statement of Recommended

Practice for accounting and reporting by charities applicable to charities preparing their accounts in accordance with the

Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102).

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.

Portskewett Accountancy Services Ltd

33 Main Road

Portskewett

Caldicot

NP26 5SA

04 April 2025

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For the year ended 31 December 2024

Caerwent Playing Fields Association Limited

Statement of Financial Activities (including Income and Expenditure Account)

2023

Unrestricted

funds

Notes

Income and endowments from:

Donations and legacies

2,027

3,000

Other trading activites

7,004

5,825

Fund raising events

17,591

11,674

Hall hire

4,793

8,621

Bar takings

1,605

2,153

Newsletter subscriptions &

adverts

Investments

335

189

Bank interest receivable

Total

33,209

31,608

Expenditure on:

Raising funds

5/6

(1,010)

(137)

Costs of generating donations

and legacies

(36,268)

(23,014)

Fundraising trading: cost of

goods sold and other costs

Total

(23,151)

(37,278)

10,058

(5,670)

Net income/expenditure

Reconciliation of funds

Total funds brought forward

64,843

59,173

Total funds carried forward

69,231

59,173

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06677042

Registered Number :

As at 31 December 2024

Caerwent Playing Fields Association Limited

Statement of Financial Position

Notes

2024

2023

Fixed assets

Tangible assets

4,078

4,798

4,078

4,798

Current assets

Stocks

280

350

114

Debtors

Cash at bank and in hand

66,230

57,232

66,577

57,696

Creditors: amounts falling due within one year

(1,424)

(3,321)

Net current assets

65,153

54,375

Total assets less current liabilities

69,231

59,173

Net assets

69,231

59,173

The funds of the charity

Unrestricted income funds

69,231

59,173

Total funds

69,231

59,173

For the year ended 31 December 2024 the company was entitled to exemption from audit under section 477 of the Companies Act 2006 relating to small companies.

- The members have not required the company to obtain an audit of its accounts for the year in question in accordance with section 476,

The trustees acknowledge their responsibilities for complying with the requirements of the Act with respect to accounting records and the preparation of accounts.These accounts have been prepared in accordance with the provisions applicable to companies subject to the small companies regime.

The financial statements were approved and authorised for issue by the Board and signed on its behalf by:

17 April 2025

Caroline Morris

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For the year ended 31 December 2024

Caerwent Playing Fields Association Limited

Notes to the Financial Statements

1. Accounting Policies

Basis of accounting

The financial statements have been prepared under the historical cost convention, except for investments which are included at market value and the revaluation of certain fixed assets and in accordance with the Charities SORP (FRS 102) Accounting and Reporting by Charities Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019)', Financial Reporting Standard 102 the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102), and the Companies Act 2006. Caerwent Playing Fields Association Limited meets the definition of a public benefit entity under FRS 102. Assets and liabilities are initially recognised at historical cost or transaction value unless otherwise stated in the relevant accounting policy note(s).

2. Income from donations and legacies

2023

2024

Unrestricted funds

Donations received

200

Grants received

2,800

2,000

3,000

2,027

3. Income earned from other activities

2023

2024

Unrestricted funds

Fundraising events

5,825

7,004

11,674

17,591

Hall hire

8,621

4,793

Bar takings

2,153

1,605

Newsletter subscriptions &

adverts

28,273

30,993

4. Investment income

2023

2024

Unrestricted funds

Bank interest receivable

189

335

189

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For the year ended 31 December 2024

Caerwent Playing Fields Association Limited

Notes to the Financial Statements Continued

8. Net income/(expenditure) for the year

This is stated after charging/(crediting):

2024

2023

Depreciation of owned fixed assets

720

847

Accountancy fees

683

746

9. Particulars of employees

2024

2023

Directors

10. Comparative for the Statement of Financial Activities

The comparative year values on the Statement of Financial Activites are for unrestricted funds.

11. Tangible fixed assets

Fixtures and

Fittings

Cost or valuation

56,500

At 01 January 2024

At 31 December 2024

56,500

Depreciation

51,702

At 01 January 2024

Charge for year

720

52,422

At 31 December 2024

Net book values

At 31 December 2024

At 31 December 2023

4,078

4,798

The depreciation charge for the year is £(60) in respect of assets leased under finance leases or hire purchase contracts.

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For the year ended 31 December 2024

Caerwent Playing Fields Association Limited

Notes to the Financial Statements Continued

Unrestricted Funds - Previous year

Balance at

01/01/2023

Incoming

resources

Outgoing

resources

Balance at

31/12/2023

General

64,843

31,608

(37,278)

59,173

General

64,843

31,608

(37,278)

59,173

Purpose of unrestricted Funds

General

The aims and objectives of the fund are: To promote, for the benefit & enjoyment of the inhabitants of the village & neighbourhood of Caerwent, facilities for relaxations, recreation, education and leisure activities. To promote these activities without any distinction of sex, sexual orientation, race, political or religious beliefs. To promote appropriate use of the playing fields and village hall to serve the inhabitants of Caerwent & neighbourhood. To maintain & manage the hall & playing fields, working together with the local authority & other agencies as appropriate, for the benefit of the inhabitants of Caerwent & neighbourhood.

16. Analysis of net assets between funds

Tangible

fixed assets

Net current

assets /

(liabilities)

Net Assets

Unrestricted funds

General

4,078

65,153

69,231

General

4,078

65,153

69,231

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