## **Borth Sports & Playing Fields Association**
**Trustees’ report and financial statements**
**for the year ended 31 December 2020**
Charity number 1062908 Principal office Borth Memorial Sports and Community Hall Borth Ceredigion Website www.borthcommunity.info Trustees Raymond Quant Chairman Hilary Matthews Treasurer Joan Gethin Secretary Ieuan Ellis Diane Richards Joy Cook Graham Taylor Mike Willcox Pete Fleming Joe Willcox Hugh Hughes (resigned 15 January 2020) Margaret Griffiths Susan James Rhydian Davies Independent Mark Baker FCCA Examiner Davies Lewis Baker 31 Bridge Street Aberystwyth SY23 1QB Bankers HSBC 19 Great Darkgate Street Aberystwyth Nationwide 7 Great Darkgate Street Aberystwyth
## **Borth Sports and Playing Fields Association**
## **Report of the trustees for the year ended 31 December 2020**
The trustees present their report and the financial statements for the year ended 31[st] December 2020. The trustees who served during the year and up to the date of this report are set out on the cover page.
## **Structure, governance and management**
The unincorporated charity is constituted by memorandum dated 25 February 1997.
The affairs of the charity are managed by its executive committee which meets regularly. Appointment of members to the executive committee is made by annual election at the Annual General Meeting. One committee member is appointed by Borth Community Council.
## **Objectives and activities**
The objects of the charity are to provide or assist in the provision for the inhabitants of the area of benefit, facilities for recreation and leisure time occupation in the interests of social welfare, with the object of improving the conditions of life for the said inhabitants. The main activity of the charity is the management and maintenance of the Borth Memorial Sports and Community Hall and Uppingham playing fields. The Hall and Playing fields are held under a 50 year lease from Borth Community Council at a peppercorn rent. In managing the Hall and Playing fields the committee kept in mind the Charity Commission’s guidance on public benefit.
## **Achievements, performance and future work**
The hall has been closed to all sports and social activities since early March 2020. We received many enquiries from Borth residents and neighbouring communities about reopening the hall during the periods between lockdown, but due to the many responsibilities needed under the Covid-19 rules, it was decided to play safe and restrict the use of the hall, although a full Risk Assessment was carried out and the results submitted to CAVO who were overseeing such assessments. All the necessary preventative measures were put in place.
Since March 2020 the use of the hall has been restricted to medical use, where the Blood Transfusion Service used it twice for 3-day sessions, which proved to be successful. The hall was also made available free of charge to Borth Surgery who used it for the annual flu vaccination and recently for Covid-19 vaccine clinics, which are ongoing.
We have used the downtime to carry out some work services. The main door has been replaced and now opens inwards, which should prevent further storm damage. The heaters in the main hall have been serviced by an engineer from the company that produces the heaters, and it was found our air extraction system needed upgrading. This has entailed the installation of a large extractor fan in the roof space and sealing off the old extraction vents. Despite the hall being closed, we have continued to regularly clean the toilets and kitchen, especially for the Blood Service and Vaccine Clinics.
We continue to maintain the Borth Community Information website, which continues to be well used by the community.
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**Borth Sports and Playing Fields Association**
We continue to be extremely thankful to Borth Community Council for their continuing financial support of £8,000 annually towards the hall. This income is always valuable, especially with our recent maintenance and upgrade of the heating system. We are extremely grateful to our volunteers, many of whom serve on our small but nevertheless effective Committee, for their valuable work throughout the year. So much goes on behind the scenes to keep the hall going; not helped by working within tight financial constraints with many maintenance tasks carried out on a voluntary basis.
## **Financial Review**
The main financial risks to the charity are being unable to raise funds for future major renovations and renewals of essential plant and equipment, loss of funding from the council and reduced use of the facilities.
The committee seeks to retain sufficient reserves to finance future repair and renewals costs of the hall building, and to meet any unforeseen expenditure that may occur, by retaining any surpluses generated annually. Unrestricted cash funds at 31[st] December 2020 were £40,944.
Financial support of £4,000 was received during the year from Borth Community Council, being the second half of the annual grant for 2019/20. The annual grant for 2020/21 of £8,000 was received in 2021. Grants totalling £35,000 were received from Ceredigion County Council towards the running costs of the hall during lockdown. Our income this year has been applied to the costs of maintaining the hall building and of making it available for use up to the lockdown, and for restricted use under Covid-19 regulations subsequently. We have also undertaken certain building and engineering works during the lockdown, most of which were not completed until 2021, and which will then appear in the receipts and payments accounts for 2021.
The Trustees approved this report on 20[th] May 2021. It is signed on their behalf by
R Quant Trustee
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## **Borth Sports and Playing Fields Association**
## **Receipts and Payments Account for the year ended 31 December 2020**
|**Receipts**
Voluntary income-Donations & Grants
Donations
Borth Community Council
Ceredigion County Council - Covid 19 Grants
Carnival committee
Income from activities
Hall hire
Sub-total
Other receipts: insurance claim main doors
**Total receipts**
**Payments**
Hall running costs
Caretaker & cleaner
Water
Light & heat
Cleaning
Website
Repairs to buildings
Repair & maintenance , heaters
Other repair & maintenance of fixtures, fittings &
equipment
Repair & maintenance , general
BT wifi
Insurance
Returned deposit
Advertising
Independent examination
General expenses
**Total payments**
**Surplus/(Deficit) for the year**
Cash funds at 1 January 2020
**Cash funds at 31 December 2020**|**2020**
**2020**
**2020**
**2019**
**Unrestricted Restricted**
**Total**
**Total**
**£**
**£**
**£**
**£**
250
-
250
200
4,000
-
4,000
6,000
35,000
-
35,000
-
-
-
-
1,000|
|---|---|
||~~39,250~~
~~-~~
~~39,250~~
~~7,200~~
6,418
-
6,418
11,408|
||45,668
-
45,668
18,608|
||-
3,014
3,014
-|
||45,668
3,014
48,682
18,608|
|||
||3,740
-
3,740
3,960
296
-
296
538
3,710
-
3,710
4,237
40
-
40
100
120
-
120
120
667
3,014
3,681
2,306
410
-
410
2,576
1,854
-
1,854
1,014
1,236
-
1,236
484
380
-
380
431
1,851
-
1,851
2,185
100
-
100
300
-
-
-
30
474
-
474
450
137
-
137
121|
||15,015
3,014
18,029
18,852|
||30,653
-
30,653
(244)
10,291
833
11,124
11,368|
||40,944
833
41,777
11,124|
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## **Borth Sports and Playing Fields Association**
## **Statement of Assets and Liabilities at 31 December 2020**
|**Cash funds**
**Other monetary assets**
Debtors for hall hire
Credit for prepaid gas
Borth CC grant for Apr - Dec 2020
Total debtors
**Assets retained for the charity's own use**
Stated at cost:
Hall building and grounds
Fixtures and fittings
Equipment
Total fixed assets
**Liabilities**
Trade creditors
Unspent balance on grant held in trust
for Borth WW1 Project Committee
Total liabilities|**31 December**
**2020**
**2020**
**2020**
**2019**
**Unrestricted**
**Restricted**
**Total**
**Total**
**£**
**£**
**£**
**£**
40,944
833
41,777
11,124|
|---|---|
||84
-
84
2,702
818
818
-
6,000
-
6,000
-|
||6,902
-
6,902
2,702|
||-
617,791
617,791
617,791
52,830
-
52,830
52,830
17,292
-
17,292
17,292|
||70,122
617,791
687,913
687,913|
||616
-
616
1,196
253
-
253
253|
||869
-
869
1,449|
## **Notes to the Accounts**
## **Restricted funds**
The balance of £833 on restricted funds at 31 December 2020 is made up of:
|Neuadd Goffa Arts and Community Ventures fund
Take-Off, Borth fund|£
712
121|
|---|---|
||833|
The financial statements were approved by the trustees on 20[th] May 2021 and signed on their behalf by
R Quant Trustee
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## **Borth Sports and Playing Fields Association**
## **Independent Examiner’s Report to the Trustees of Borth Sports and Playing Fields Association**
I report to the trustees on my examination of the accounts of Borth Sports and Playing Fields Association (the Trust) for the year ended 31 December 2020, which are set out on pages 3 to 4.
## **Responsibilities and basis 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’).
I report in respect of my examination of the Trustee’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 2011 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 giving me cause to believe that in any material respect:
- 1) accounting records were not kept in respect of the Trust as required by section 130 of the Act; or
- 2) the accounts do not accord with those records.
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.
Mr Mark Baker FCCA BSc (Econ.) Davies Lewis Baker, Chartered Certified Accountants, 31 Bridge Street, Aberystwyth, Ceredigion, SY23 1QB
Date: 28[th] May 2021
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