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2021-12-31-accounts

STOKE SUB HAMDON SPORTS & RECREATION TRUST CHARITY NO 1063874 VAT NO 780 8830 01

STOKE SUB HAMDON SPORTS AND RECREATION TRUST

CHARITY NUMBER 1063874

TRUSTEES ANNUAL REPORT FY 2021

ISSUE 1

CONTENTS

1. INTRODUCTION 2. ORGANISATION 3. ADMINISTRATION

1. INTRODUCTION 2 2. ORGANISATION 3 3. ADMINISTRATION 3 4. ACHIEVEMENTS AND SUCCESSES IN 2021 4 4.1 Contributions to the Community 4 4.2 Progress Against Adopted Projects Plan FY 2021 5 4.3 Recreation Ground Management 6 4.4 Charity Shop and May Fayre Fund Raising 8 4.5 Stoke Performing Arts Group (SPAG) 8 4.6 Volunteers 9 5. OBJECTIVES AND CHALLENGES FOR 2022 9 5.1 Adopted Projects Plan FY 2022 9 5.2 Maintenance and Upkeep of the Recreation Ground 10 5.3 Communication 11 5.4 Key Events for 2022 11 6. FINANCIAL SUMMARY FY 2022 11 7. CONCLUSION 12

7. CONCLUSION

APPENDICES

APPENDIX 1 - ACTIONS AGREED BY THE TRUST IN THE ABSENCE OF FORMAL MEETINGS � 2021 APPENDIX 2 � TREASURER�S REPORT APPENDIX 3 - CHARITY SHOP REPORT APPENDIX 4 - STOKE PERFORMING ARTS GROUP REPORT APPENDIX 5 - STOKE YOUTH FOOTBALL CLUB REPORT APPENDIX 6 - STOKE FOOTBALL CLUB REPORT

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��������REPORT

1. INTRODUCTION

The Sports and Recreation Trust is an unincorporated charitable association. It was established in 1997 to provide sports and recreation facilities for the Stoke sub Hamdon area.

2021 was another extraordinary year due to the COVID-19 Pandemic, the effects of which are likely to be felt for some considerable time to come. ����������������������������was again significantly disrupted, as is reflected throughout this report. We were unable to come together for our AGM in March 2021 but successfully undertook all the activities required for the AGM by electronic media, with actions and outcomes formally recorded as part of a subset of Actions Agreed by the Trust in the Absence of Formal Meetings � 2021. These actions are attached as Appendix 1 and were agreed as a true record of actions undertaken by the Trust from the start of FY 2021 at the first Executive Committee Meeting in August 2021, when our monthly meetings restarted after formal ���������������������������������������������������������; 16 months after we had last formally met. Despite the difficulties, during the last year we succeeded in maintaining our responsibility for managing and maintaining the facilities at the Recreation Ground at West Street. The Charity Shop successfully adapted and started trading again in April, 8½ months after it was forced to close, but regrettably the May Fayre was cancelled for a second time and, despite attempts to have two shows during the year, SPAG was unable to put on any of its planned performances.

The Sports and Recreation Trust consists of the following member organisations:

There are also a number of individuals who are members of the Trust. These Trustees are governed by the charity constitution and form the Executive Committee, which not only manages the day-to-day operations and activities of the Trust but also carries out the stated objects in the constitution. All Trustees are registered with the Charity Commission in the Annual Report.

Three Honorary Officers, the Chair, the Treasurer, and the Secretary, are elected from amongst the Executive Committee by the Trustees at the Annual General Meeting and hold their posts for one year.

The following were Trustees and formed the Executive Committee during 2021:

Chair: John Allan
Treasurer: Rebecca Merrick
Secretary: Peter Hulett
Senior Football Club: Neil Raison
Youth Football Club: Tim Brookes
Castle Street School: Vacant
Parish Council: Vacant
Individual Members: Denise Burton
Penny Trapnell
Ron Masters
Paul Jeffrey
Jeanie Augarde
Honorary Member: Sylvia Seale

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2. ORGANISATION

The Trust has organised itself into five sub committees, which, with the exception of Future Projects, are allocated annual budgets by the Executive Committee under the Annual Budget Plan. The sub committees have budgetary authority and responsibility within their designated budget and can revert to the Executive Committee if additional funding is required.

The sub committees are represented on the Trust Executive Committee and can recruit non-Trust members to meet their annual commitments. The sub committees and representatives are as follows:

Facilities Management Committee � is responsible for managing and maintaining the existing facilities at West Street. The sub-committee is chaired by Peter Hulett.

Future Projects Committee - is responsible for scoping new projects for the approval of the Trust. The subcommittee is chaired by Peter Hulett, supported by John Allan.

May Fayre Committee � has been responsible for organising fund-raising events for the Trust and other projects in the community. The sub-committee was chaired by Denise Burton. This committee in its original form has now been stood down although it is hoped that an alternative committee can be formulated, with new volunteers and ideas, for a possible alternative annual village event in the future to replace the May Fayre.

Charity Shop Committee � is responsible for managing the Charity Shop, which raises funds for the Trust and other projects in the community. The sub-committee representative on the Executive Committee is Penny Trapnell, assisted by Anne Ashlee and Jane Baker, both members of the Charity Shop Committee.

Stoke Performing Arts Group (SPAG) � is a village group that was established in 2016 and became a subcommittee within the Trust for financial management, fund raising and other administrative requirements. The SPAG representative on the Executive Committee is Jeanie Augarde.

3. ADMINISTRATION

Over recent years a significant amount of work has been undertaken to upgrade the administrative organisation of the Trust. We aim to regularly review the constitution, our operating systems, policies, forms, and documents.

The Trust now has in place the following administrative system:

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o SRT Policy 009 Safeguarding o SRT Policy 010 Volunteer Management o SRT Policy 011 Inspections Policy o SRT Policy 012 Conflict of Interest Policy o SRT Policy 013 Grants Policy o SRT Policy 014 Data Protection Policy o SRT Policy 015 Code of Conduct o SRT Policy 016 Diversity Equal Opportunities Policy o SRT Policy 017 Commercial Procurement o SRT Policy 018 Smoking Policy o SRT Policy 019 Control of Contractors

These Policies are all reviewed on a regular and rolling basis.

4. ACHIEVEMENTS AND SUCCESSES IN 2021

4.1 Contributions to the Community

Due to the ongoing uncertainty created by the pandemic the usual work of the Trust was again impacted, particularly for the first half of the year. Nevertheless, grass cutting, hedge trimming and general grounds maintenance continued throughout the year on the Recreation Ground, keeping it as an attractive open space for the community to enjoy, as well as routine maintenance and repairs to the skateboard park and play equipment, along with the biannual maintenance of the BMX track. In January, Chew Valley Trees carried out the planting of 10 semi-mature trees between the sports pitches and the Adventure Play Area, introducing new visual appeal and bio-diversity.

In May the Trust purchased �������������������������������������������������������������������������������� clubs, who continue to benefit from upkeep of the playing pitches, training area, storage facilities and pavilion, with charges for the use of the facilities deliberately kept as low as reasonably possible, but under constant review.

The Charity Shop committee provided grant support of £758.99 to community projects in 2021. The benefactors were the Lighthouse Café who received funding towards a second wooden bench to the front of the premises, and The Gardening Club, who received funding towards the purchase of a projector for their presentations and for use by other users of the Memorial Hall.

Whilst the closing bank balance for FY2021 is a healthy £91,303.66, the Trust has £58,523 financial commitments, over 50% of our reserves, as follows:

� Stanchester Quilters Award to Charity Shop £159.04
� Paul Spearpoint - Acorn Pop In Memorial Grant £280.13
� SLL Grounds Maintenance contract- 1 Nov 21 to 30 Sep 22 £4,883.32
� Play Inspections - Full Year Service for 2022 £400.00
� APA Phase 2 Skateboard Park Upgrade @ £120- £150K £22,500.00
� Floodlit Training Pitch Area Improvement. Project Phase 2 Access @£28-£36K £22,507.95
� Floodlight Sinking Fund from 2019 £200.00
� May Fayre refunds to 2020 Stall Holders £325.00
� Stoke Performing Arts Group £4,268.45
� 2 x Rubbish Bins @ Recreation Ground £1,000.00
� Tree Planting @ Recreation Ground £1,500.00
� Re-Wildings @ Recreation Ground £500.00

This leaves an unallocated amount of £32,779.77 to cover operating costs for FY2022. It should be noted that this is around £13,000 less than the amount we had available to us last year (which was £45,592.26). A full breakdown of funds allocated or ring-fenced is in the Treasurer�s report at Appendix 2.

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4.2 Progress Against Adopted Projects Plan FY 2021

The Trust agreed and issued its Adopted Projects FY 2021 report in February 2021. This brought forward three projects from the Sports and Recreation Trust Five Year Strategy 2020 � 2025 Issue 2 dated February 2020. The COVID-19 pandemic obviously continued to have an impact upon how the Trust was able to operate, particularly for the first half of the year. Progress against our identified projects was not always as planned but achievements were still made and can be summarised as follows:

Adventure Play Area � Phase 2 - Skateboard Park Upgrade

The existing skateboard park has been in place for over twenty years. It is constructed of metal and is suffering badly from corrosion. This has been managed by repairs and painting but its replacement has now become a high priority and is being progressed as an active project.

This is a major project that is split into the following phases:

����������� Project Definition, involving significant community consultation with stakeholders.

��������� � Selection of Supplier as a Project Partner - The Trust will select a supplier as a Project Partner, who will help develop the detailed design for planning approval and will potentially help identifying funding sources for this sort of project.

��������� � Bid process - Received bids will be assessed by the Trust and the successful supplier selected and a contract issued for the project. During this Phase, the Trust will initiate the active fund-raising process by identifying potential grant funding sources.

o All funds raised and planning approval in place, with any conditions met.

o Award contract to successful bidder on confirmation of price.

����������� Project execution

These phases are not sequential and are being run in parallel to achieve the aim of providing the new skateboard park within an achievable timeframe.

Potential suppliers have been identified and funds are being pursued in accordance with the Adopted Projects Plan. In June the Trust agreed to allocate and ringfence £20,000 of its own funds for the project. Discussions took place with SSDC regarding ringfenced S106 monies that are specifically targeted to the provision of an adventure play area at the Recreation Ground and discussions were had with the Parish Council regarding potential grant funding.

In December, a consultation plan with young people in the community was devised ready to be undertaken in the new year.

Floodlit Training Pitch Area Improvement Project � Phase 2 - Access

The floodlit training pitch area is adjacent to the car park at West Street entrance at the northern end of the Recreation Ground. During the autumn and winter months, the floodlit training area is the only part of the Recreation Ground capable of use during evenings by the community football clubs for training. As such, it provides a valuable resource to the community and, together with the adjoining car park, is heavily used. The football clubs and any other users of the training area use the West Street entrance and the car park for access to the training facilities.

There has long been a requirement to improve access to the Recreation Ground, as identified in the Five-Year Strategy, in particular to the Floodlit Training Pitch Area from West Street. The surface at the entrance from West Street and in the car parking area is very poor with potholes and damaged tarmac creating trip hazards and a

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problem area for disabled access. Also, when the car park is not in use by User Groups, the security gate is closed and locked, there is no disabled / wheelchair / pram access from West Street.

The project involves two elements: (i) resurfacing the West Street entrance and the car parking area, and (ii) provision of disabled / wheelchair / pram access alongside the security gate.

In June SSDC were contacted about ringfenced S106 monies that are specifically targeted towards an upgraded floodlit training pitch area at the Recreation Ground. At the same time the Trust agreed to allocate and ringfence £20,000 of its own funds for the project.

In December an application was made to SSDC for release of the S106 funds. During the same period three potential contractors were identified, with quotes received for the resurfacing ranging from £17,750 plus VAT to £25,143 + VAT.

Sports and Recreation Needs Survey

The last sports and recreation needs survey for the community was carried out in 2012/13. The village has changed in size and demographics since then and it is ���������������������������������������������������������������������� this five-year strategy period. Restrictions imposed by the COVID-19 pandemic meant that no progress was ������������������������������������������������������������������������������

4.3 Recreation Ground Management

Expenditure and Income

The Trust has an agreement with the Parish Council, the leaseholder, for maintaining the Recreation Ground and its facilities on their behalf. The budget for 2021 was £20,743.00. The final spend against budget was £24,029.05, which was above budget because of repair work on the adventure play area required by the annual inspection process. The key elements of the spend against budget are as follows:

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The maintenance of the Recreation Ground and all its facilities to a high standard for use by the community over the past ten years is as follows:

Year 2011
(£)		 2012
(£)		 2013
(£)		 2014
(£)		 2015
(£)		 2016
(£)		 2017
(£)		 2018
(£)		 20129
(£)		 2020
(£)		 2021
(£)
Actual Cost: 6,628 10,944 13,579 15,188 18,339 16,969 16,287 9,190 19,463 19,032 24,029
Budget: 10,590 17,346 17,232 16,572 20,473 17,572 16,974 23,7231 21,428 20,743

The planned income for Facilities Maintenance comprised:

The shortfall in the planned budget of £12,713.00 is normally covered by profits from the Charity Shop and the May fayre fund raising event.

2021 actual income is summarised as follows:

The actual income achieved was £17,341.00 against the total planned income of £8,030.00. This meant that the shortfall budget was reduced to £6,688.05, which was provided by the Charity Shop. The Charity Shop was closed for the first quarter of the year because of COVID-19 restrictions but benefited from a business grant of £16,802.00 from SSDC COVID support grants. This enabled the Charity Shop to meet all its obligations and to compensate for the fact that the May Fayre was again cancelled in 2021, losing the Trust a planned income of £3,000.00.

A potentially very difficult financial year for income became a financially successful year for the Trust because of the comprehensive financial support to the Trust and its operations that was provided by SSDC through its COVID-19 Business Grant programme.

Inspections

The Recreation Ground and its facilities were inspected as follows:

1 This budget includes SSDC S106 funds for the drainage work on the new pitch which was delayed until 2020.

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Note 1: The adventure play area comprises the following facilities and equipment:

4.4 Charity Shop and May Fayre Fund Raising

In 2021 the Trust had two main planned means of fund raising, the Charity Shop and the May Fayre. The Charity Shop report is attached at Appendix 3. Unfortunately, it was again not possible to hold the annual May Fayre due to COVID-19 restrictions, which was a great shame. It was hoped that this would change in 2022 but the National Trust has advised that permission cannot be granted to use the grounds of The Priory for the foreseeable future due to the fragility of the site. As there is no suitable alternative site that can be used to host the May Fayre in its usual and established format, the May Fayre Committee, supported by the Sports and Recreation Trust, have decided to stand the May Fayre down as an annual event. With the cancellation of the May Fayre for a second year running there is no activity for the May Fayre Committee to report for 2021.

With carefully considered and well manged adaptions, the Charity Shop was finally able to re-open following the impact of Covid-19 restrictions in April 2021. Nevertheless, despite not being able to trade for a full 12 months, the Charity Shop achieved excellent results with an income of £24,259.97 against a planned income of £18,400. This is thanks to all the hard work of the Charity Shop Committee, the dedicated band of volunteers, and the fantastic support that it receives from the community. There is a lot of successful and innovative thought, ideas, and actions by the Charity Shop team to maximise income and control costs. Very well done to all concerned.

On top of the income stream from trading, the Charity Shop received a total of £16,802.00 from SSDC Covid business support grants. With the second cancellation of the May Fayre, an important stream of funding for the Trust was again lost, but with the fantastic results from the Charity Shop, a potentially difficult financial year for the Trust was avoided. Nevertheless, it is a stark reminder for the Trust to be always cautious with our budgets planning and mindful that past successes and achievements cannot routinely be relied upon. The provision of SSDC grant funding will almost certainly not be repeated and the May Fayre will be unable to return in its past form for the foreseeable future. Whilst there will certainly be attempts by the Trust and the community to bring forward new ideas for an annual village event and fund raising, there can be no guarantees that levels of income of the likes seen in the past from the success of the May Fayre can be repeated.

In the past the Charity Shop and May Fayre committees have been able to nominate projects for grant support from their profits up to 50% for the Charity Shop and 25% for the May Fayre. This arrangement will be maintained for the Charity Shop. The past arrangement for the May Fayre committee will be reviewed in light of any new proposals that may come forward for any replacement annual fund-raising event.

4.5 Stoke Performing Arts Group (SPAG)

�������������������������������������������������-���������������������������������������������� unfortunately suffered the inevitable fate from the COVID-19 pandemic. However, moves are afoot to put on a ������������������������������������������� 2022 following its postponement in 2020, which we all look forward to.

A full report, including some information on future planned events, is at Appendix 4.

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4.6 Volunteers

The major strength of the Trust is its hardworking, motivated, and innovative volunteers and this cannot be emphasised enough. Everyone who makes all this happen is a volunteer and without them we would not be able to do any of the things we currently undertake and seek to achieve for the community.

Throughout 2021 we had a core of 10 volunteers who formed the Trust and its Executive Committee. These include people from member organisations who are also fully engaged in their activities, such as the footballers and Parish Council.

There is a pool of 42 amazing volunteers making the Charity Shop work. Keeping it open and operating, as a business, ���������������������������������������������������������������������������������������������

The May Fayre committee has comprised a small core team of volunteers during the year but which always increased with ����all hands-on deck���������� on the day of the event. With the sad end of the May Fayre in the form we have become used to, it is time to express our very deep gratitude for the hard work and commitment of the committee over the years. Recent May Fa����������������������������������������������������������������� committee should be extremely proud of their achievements.

Finally, there is a very dedicated core team of volunteers forming the SPAG committee. The number of volunteers always increases significantly for any given production; carrying out tasks ranging from the cast, wardrobe, technical, props and scenery, and safety. Our thanks and gratitude goes to all of those involved.

We would welcome the membership of other village and community organisations that have similar objectives of improving education, sport, and recreation facilities. If you wish to join the Trust, please contact any of the Trustees.

Being a volunteer is hard work, makes demands on your time, but comes with enormous rewards. The only limit is your imagination � what we have achieved over the years, and our ambitions for the future, is proof of that. If you are interested, please talk to one of the Trustees about getting involved.

5 OBJECTIVES AND CHALLENGES FOR 2022

5.1 Adopted Projects Plan FY 2022

The Trust hopes to make significant advances on the three Adopted Projects from 2021, as follows:

Adventure Play Area � Phase 2 � Skateboard Park

Each of the phased parts of the project will continue to be actively pursued. Once the results of the consultation with the youth of the village have been reported, the process for selection of a supplier as a project partner will begin, enabling the start of a detailed design process. At the same time funding sources will continue to be pursued.

Training Area Improvement Project � Floodlights Phase 2

It is hoped to bring this project to conclusion by securing the S106 money from SSDC and selecting a contractor to complete the work. This will bring an enormous benefit to users of the Recreation Ground, particularly those accessing the floodlight training area, and with vastly improved disabled / wheelchair / pram access from West Street.

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Sports and Recreation Needs Survey

The Trust aims to carry out a village wide survey when practical with data gathering and reporting to include:

Summary

As we emerge from the restrictions and limitations imposed upon us from the COVID-19 Lockdown and return to something like normal, and with over £40,000 already ringfenced specifically for the Adventure Play Area � Phase 2 � Skateboard Park and the Training Area Improvement � Floodlights Phase 2 projects, the Trust is set to make tangible headway with these three planned projects in both the short and longer term, with the key aim of improving sports and recreation facilities around the village.

5.2 Maintenance and Upkeep of the Recreation Ground

A major task for the Trust is the maintenance and upkeep of the Recreation Ground � keeping this large area and its facilities fit for use by not only the football clubs, but also other members of the community. The Trust uses the following information to develop the Facilities Maintenance Plan and Annual Budget:

The Trust uses the following main suppliers, who have been selected competitively, or are recommended local suppliers, and provide maintenance support for work of less than £5,000.00:

The Trust provided the Parish Council with the Facilities Maintenance Plan FY 2022, which provides a detailed breakdown of the planned budget of £20,841.00 for the year. Key items in the budget include:

� Grass cutting: £6,300.00
� Pitch Repair � deep aeration of the new pitch £3,000.00
� ���������������������� painting the S/W facing exterior walls £1,600.00
� Cleaning £ 960.00

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� Equipment maintenance £. 600.00
� Hedgerows £ 800.00
� BMX track maintenance £ 500.00
� Skateboard park maintenance: £1,500.00
� Pitch marking (materials) £ 840.00
� Insurance £ 370.00
� Inspections £. 456.00
� Play Equipment maintenance £2,000.00
� Safety Checks £. 830.00
� Utilities/Rates £1,085.00
� Total: £20,841.00

It can be seen from above that there are significant costs in grounds maintenance, however it should be borne in mind that a large area of grass is kept trim and in good condition for all to use � it is a lot more than just football pitches.

The Trust has also established a sinking fund for the floodlights, which is set at £250.00 per annum based on contributions from the user groups and the Trust.

As the facilities on the Recreation Ground increase and the existing installations age, so the operating /maintenance costs increase and meeting these increased costs and commitments will be a major target for the Trust in the future.

5.3 Communication

The aim is to always improve upon communication with the community by the Trust and its sub committees, through the Newsletter, the website and Facebook.

The ��������website is a tool to provide access to news about the Trust and it projects and events. It has the potential to provide the opportunity for people to look at reports such as the Adopted Projects Plan, Trust Annual Reports and Accounts, Facilities Maintenance Plans, and the Accounts. Our goal is to manage the website more proactively and to maximise its potential. To this end, if there is anyone within the community with good IT skills and knowledge, and who would wish to be involved with the work of the Trust, they are actively encouraged to have a chat with any of the Trustees.

5.4 Key Events for 2022

Completion of the Training Area Improvement Project � Floodlights Phase 2 anticipated spring 2022.

SPAG ������������������������������������������������.

6 FINANCIAL SUMMARY FY 2022

The budget plan for 2022 is as follows:

Area Income
(£)		 Expenditure
(£)
Charity Shop 21,600 10,861
May Fayre 1,200 500
Facilities Management 9,512¹(12,312)² 20,841
S&RT Accounts 0 954.64
Grant Support (from Charity Shop/May Fayre profit) 0 5,369.50

¹User fees + PC grant ²£12,312 is the potential total income with S106 grants, which are still to be confirmed.

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The opening bank balance in January 2022 enables the Trust to meet all its obligations within the planned budgets, its Adopted Projects Plan 2021 and finish the financial year with a positive balance, albeit with a decreased overall balance, estimated at minus £4.389.14. For detailed information on planned income and expenditure, please refer to Appendix 1.

7 CONCLUSION

2021 was another hugely challenging year for the Trust with continuing uncertainty due to the restrictions imposed relating to the COVID-19 pandemic, particularly for the first half of the year. The Trust has always carefully considered its budgets and from one year to the next we ensure that we are confident in being able to fulfil our obligations for a 12-month period, should our normal sources of income be affected. Had it not been for further significant rounds of business grant funding that was available to us in 2021 via SSDC, for which we are extremely grateful, our current financial position would be making very different reading. Our recent experiences of benefitting from external funding to support our day-to-day operations are never likely to be repeated. It is a very sobering reminder how heavily dependent the Trust has been on two principal funding sources, i.e. The Charity Shop and the May Fayre Committee. The extremely hard work that is put in by the volunteers can never be taken for granted. The loss of the May Fayre, due to a decision taken by the National Trust that was out of our hands, is a very serious blow and has necessitated a decision by the Trust to delay some projects and programmes of improvements to the Recreation Ground pending a half year budget review. It demonstrates first-hand how past levels of income and successes can be prey to circumstances beyond our control and can never be fully relied upon.

With increasing investment to improve the sport and recreation facilities within the community comes ever increasing and mounting maintenance costs. In the past 10 years the actual cost of maintaining the Recreation Ground has risen from around £6,600 in 2011 to a budget estimate of £20,841 for 2022. Each year the challenge to fund the work of the Trust, and the benefits that flow to the community from it, becomes harder and harder. As the day-to-day costs of materials and labour charges continues to rise, the operating costs of the Trust will inevitably follow suit. Past experience has shown that funding for large projects, such as the skateboard park replacement, only usually flows when something like 50% of the costs are already secured. The value of S106 funding available from development projects in the area and facilitated by SSDC is clear. These sums are not ���������������������������������������������������������������������������������������������������������������� including from the Parish Council, they form a critical bedrock for specific projects from which only then is it possible to start seeking and sourcing further funding. The plans for 2022 are exciting, but it is important to understand and stress that our aims to bring forward significant improvements to the facilities at the Recreation Ground can only happen with the support and commitment of SSDC and the Parish Council.

The loss of the May Fayre, in its recent form, is a watershed moment for the Trust and the community of Stoke. It had become a much-anticipated event in the calendar, having evolved and grown over many years. It is part of ����������������������������������������������������������������������������������������������������������������� will serve to invigorate a band of new volunteers and ideas that will help to bring forward plans for future alternative village events.

I would like to thank the dedicated band of volunteers in the Charity Shop, the May Fayre Committee, all those who help with village events, the Football Clubs, and the Executive Committee. All these people commit their time, hard work, and excellent ideas to help to make Stoke sub Hamdon a better community for everyone. Without them, none of what is reported here would be possible. I would also like to thank the community, the Parish Council, and the District Council for their full support to the Trust and its aims. There are new challenges and opportunities ahead, and we look forward to continued successes.

John Allan Chair - Stoke sub Hamdon Sports and Recreation Trust

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ACTIONS RECORD FOR CANCELLED ANNUAL GENERAL MEETING MARCH 2021

1. Overview

The Annual General Meeting for 2021 was cancelled because of restriction imposed by COVID rules.

The Trust undertook all the activities required for the AGM by electronic media and actions and outcomes are recorded at the Appendix. This is a subset of Actions Agreed by the Trust in the Absence of Formal Meetings � 2021. These actions were agreed as a true record of actions undertaken by the Trust from the start of FY 2021 at the first Executive Committee Meeting in August 2021.

2. ���������� Report .

The ���������� report addressed:

3. Treasurers Report

The ����������� Report showed an opening balance for the FY of £41,691.36 and a closing balance of £63,435.36. After taking out commitments, the Trust had £45,592.26 available for covering operating costs in 2021.

4. Other Reports

5. Election of Officers

The election of officers was conducted by email and the results are recorded at the Appendix.

Chairman John Allan

Secretary Ron Masters

Treasurer Rebecca Merrick 3 Brocks Mount Stoke sub Hamdon

67, High Street Stoke sub Hamdon TA14 6PT 01935

8, Cole Lane Stoke sub Hamdon TA14 6PY 01935 822208

TA14 6PJ

01935 823180

STOKE SUB HAMDON SPORTS & RECREATION TRUST

CHARITY NO 1063874 VAT NO 780 8830 01

APPENDIX 1 ACTIONS RELEVANT TO THE ANNUAL GENERAL MEETING 2021 AGREED BY THE TRUST IN THE ABSENCE OF THE MEETING

Description of Action Distribution Outcome Date Resulting Actions Notes
Trustees asked to confirm that they are willing to
stand for another year.		 Executive Committee
by Email		 All agreed to
stay.		 Jan 21 List of Trustees
included in annual
report.		 All Trustees agreed to remain in
post.
Treasurers Report presented to Chair and Secretary
for approval.		 Chair, Treasurer and
Secretary by Email		 Approved Feb 21 Incorporate in report Incorporated in Trustees Annual
Report for approval for release by
Executive Committee.
Trustees Annual Report presented to the Executive
Committee.		 Executive Committee
by Email		 Approved
for issue		 Mar 21 Distribute in
accordance with the
plan		 Distribution � Parish Council,
SSDC, SCC and Charity
Commission.
Minutes for Annual General Meeting March 2020. Executive Committee
by Email.		 Agreed Mar 21 Issued to Trustees Agree distribution and issue
accordingly
Ron Masters stood down as Secretary. Executive Committee
by Email.		 Accepted Mar 21 Agreed to continue as a Trustee
Peter Hulett offered to take on the role of Secretary. Executive Committee
by Email.		 Accepted Mar 21 Nominated for
Secretary.
Distribution of AGM minutes to Parish Council and
SSDC		 Executive Committee
by Email.		 Approved Apr 21 Minutes distributed PC
clerk and SSDC
Councillor.

Chairman John Allan 67, High Street Stoke sub Hamdon TA14 6PT 01935

Secretary Peter Hulett North Street Farmhouse Stoke sub Hamdon TA14 6QR 01935 824784

Treasurer Rebecca Merrick 3 Brocks Mount Stoke sub Hamdon TA14 6PJ 01935 823180

STOKE SUB HAMDON SPORTS & RECREATION TRUST

CHARITY NO 1063874 VAT NO 780 8830 01

Description of Action Distribution Outcome Date Resulting Actions Notes
Election of Officers:
Chair � John Allan proposed by P Hulett, seconded
by R Merrick.
Treasurer � Rebecca Merrick proposed by P Hulett,
seconded by J Allan.
Secretary � Peter Hulett proposed by J Allan,
seconded by R Merrick.		 Executive Committee
by Email		 Approved 15
April
2021		 Elected officers in
position until the AGM
in 2022.		 Charity details amended in
accordance with election results.
Balance Sheet, Notes on Financial Statements and
Independent Examiners Report distributed for
approval.		 Chair, Treasurer and
Secretary by Email		 Approved Apr 21 Incorporate into Trust
Financial Statement for
FY 2020.
Financial Statement for FY 2020 distributed to for
approval.		 Executive Committee
by Email		 Approved May 21 Chair to distribute to
PC, SSDC and SCC		 Distribution complete
Completion of Charity Commission Annual Report,
including the TAR and Financial statement for FY
2021.		 Committee Chair by
Email		 Approved May 21 Secretary to complete
Annual Report		 Annual Return 2020 completed 1st
June 2021

Chairman John Allan 67, High Street Stoke sub Hamdon TA14 6PT 01935

Secretary Peter Hulett North Street Farmhouse Stoke sub Hamdon TA14 6QR 01935 824784

Treasurer Rebecca Merrick 3 Brocks Mount Stoke sub Hamdon TA14 6PJ 01935 823180

STOKE SUB HAMDON SPORTS & RECREATION TRUST

Statement by Trustee Treasurer

The Sports & Recreation Trust employs Olivia Adams, a qualified Independent Accountant, to examine the books for the past year from January 1[st] to December 31[st] 2021. Olivia will examine the figures and the annual accounts will be submitted as part of the Trust�s annual return to the Charity Commission.

The Trust started the year with an opening bank balance of £63,435.36, and the closing bank balance as of December, once reconciled with outstanding credits and debits, was £91,303.66. This total incorporates the following grants and monies received that are committed expenditure:

Stanchester Quilters Award to Charity Shop £159.04
Paul Spearpoint - Acorn Pop In Memorial Grant £280.13
SLL Grounds Maintenance contract- 1 Nov 21 to 30 Sep 22 £4,883.32
Play Inspections - Full Year Service for 2022 £400.00
APA Phase 2 Skateboard Park Upgrade @ £120- £150K £22,500.00
Floodlit Training Pitch Area Improvement. Project Phase 2 Access @£28-£36K £22,507.95
Floodlight Sinking Fund from 2019 £200.00
May Fayre refunds to 2020 Stall Holders £325.00
Stoke Performing Arts Group £4,268.45
2 x Rubbish Bins @ Recreation Ground £1,000.00
Tree Planting @ Recreation Ground £1,500.00
Re-Wildings @ Recreation Ground £500.00
Total £58,523.89

With the above excluded, the Trust has a total of £32,779.77 available for 2022.

A breakdown of all financial transactions is shown on the following pages.

Rebecca Merrick Treasurer, SSH Sports & Recreation Trust February 2022

Stoke sub Hamdon Sports & Recreation Trust

Charity Number 1063874

VAT Number 780 8830 01

2021 Treasurer's Statement 2021 Treasurer's Statement 2021 Treasurer's Statement 2021 Treasurer's Statement 2021 Treasurer's Statement 2021 Treasurer's Statement 2021 Treasurer's Statement 2021 Treasurer's Statement 2021 Treasurer's Statement 2021 Treasurer's Statement 2021 Treasurer's Statement
S&RT Bank Balance as of End December 2020
1) 2021 Projected Income
Facilities
SSH Parish Council Grant for Recreation maintenance
SSDC S106 Grants (Playing Pitches)
SSDC S106 Grants (Equipped Play)
Facilities Business Support Covid Grants
Charity Shop
Charity Shop Business Support Covid Grants
May Fayre
S&RT (VAT)
2) 2021 Operating Costs
Facilities Maintenance
Charity Shop
May Fayre Revised due to Covid-19
S&RT
3) 2021 Community Sports/Education/Recreation Grants:
Charity Shop
May Fayre
Trust Projects
2021 Balance plus 2021 Income minus Expenditure*		 Forecast
Expenditure
£32,097.64
£20,743.00
£10,800.00
£0.00
£554.64
£3,800.00
£3,800.00
£0.00		 Actual Forecast
Income
£28,430.00		 Actual









Forecast
Balance
£63,435.36		 Actual Notes:
1
2
3
4
£63,435.36
£62,802.66
£1,230.00
£4,000.00
£1,500.00
£1,300.00
£0.00
£18,400.00
£0.00
£0.00
£2,000.00		 £1,801.00
£4,000.00
£0.00
£0.00
£11,540.00
£24,259.97
£16,802.00
-£80.00
£4,479.69
£34,175.37
£20,743.00
£10,800.00
£0.00
£554.64
£3,800.00		 £24,029.05
£9,779.19
£0.00
£367.13
£758.99
£3,800.00
£0.00		 £758.99
£0.00
£0.00
£55,967.72 £91,303.66
2021 RING FENCED MONIES:-
4) 2021 Committed Expenditure:
Stanchester Quilters Award to Charity Shop
May Fayre Grant for Use during 2021
Paul Spearpoint - Acorn Pop In Memorial Grant
5) 2021 S&RT Projects identified to date
PO SRT/1SLL - Grounds maintenance Re-seed, aerate
PO/SRT/ J Excavating- Levelling the ground, reseed etc
PO SRT/0Chew Valley Trees Limited - Tree Planting Project, Rec Eastern End
PO SRT/2Mark Hickey, Garden Care - Clearance
Paul Spearpoint - Acorn Pop In Memorial Grant
PO SRT/2SLL Grounds Maintenance contract- 1 Nov 21 to 30 Sep 22
PO SRT/2Play Inspections - Full Year Service for 2022		 2021
£3,159.04
£439.17
£159.04
£3,000.00
£5,120.53		 £159.04
£0.00
£280.13
£5,283.32
£1,634.20
£265.00
£2,461.20
£480.00
£280.13		 £0.00
£0.00
£0.00
£0.00
£0.00
£4,883.32
£400.00
6) 2021 5-Year Plan- Future Projects: £5,007.95 £45,007.95
Floodlit Training PitchArea Impr. Project Phase 2 Access
@£28-£36K
APAP Phase 2 Skateboard Park Upgrade @ £50-£120K
Sports and Recreation Needs Survey		 £2,507.95
£2,500.00		 £22,507.95
£22,500.00
£0.00
7)
Floodlight Sinking fund from 2019		 £200.00 £200.00
8)
May Fayre - Potential refunds to 2020 Stall Holders		 £325.00
9)
Stoke Performing Arts Group (SPAG)		 £4,355.58 £4,268.45
10)
2022 Proposed Adopted Projects
2 x Rubbish Bins
Tree Planting
Re-Wildings		 £17,843.10 £3,000.00
£1,000.00
£1,500.00
£500.00
Total
Projected S&RT Balance for 2019
£58,523.89
£38,124.62 £32,779.77

Notes:-

Forecast Actual Charity Shop Profit £7,600.00 £14,480.78 May Fayre Profit £0.00 -£80.00 £7,600.00 £14,400.78

Stoke sub Hamdon Sports & Recreation Trust

Charity Number 1063874 VAT Number 780 8830 01

2022 Treasurer's Statement V1

S&RT Bank Balance as of End December 2021
1) 2022 Projected Income
Facilities
SSH Parish Council Grant for Recreation maintenance
SSDC S106 Grants (Playing Pitches)
SSDC S106 Grants (Equipped Play)
Charity Shop
May Fayre
S&RT (VAT)
2) 2022 Operating Costs
Facilities Maintenance
Charity Shop
May Fayre
S&RT
3) 2022 Community Sports/Education/Recreation Grants:
Charity Shop
May Fayre
2021 Balance plus 2022 Income minus Expenditure		 Expenditure
£33,156.64
£20,841.00
£10,861.00
£500.00
£954.64
£5,369.50
£5,369.50
£0.00		 Expenditure
£33,156.64
£20,841.00
£10,861.00
£500.00
£954.64
£5,369.50
£5,369.50
£0.00		 Expenditure
£33,156.64
£20,841.00
£10,861.00
£500.00
£954.64
£5,369.50
£5,369.50
£0.00		 Expenditure
£33,156.64
£20,841.00
£10,861.00
£500.00
£954.64
£5,369.50
£5,369.50
£0.00		 Income
£35,112.00		 Balance
£91,303.66		 Notes:
1
2
3
4
£5,512.00
£4,000.00
£1,500.00
£1,300.00
£21,600.00
£1,200.00
£0.00
£20,841.00
£10,861.00
£500.00
£954.64
£5,369.50
£5,369.50
£0.00
£87,889.52
2022 RING FENCED MONIES:-
4)
2022 Committed Expenditure:
Stanchester Quilters Award to Charity Shop
Paul Spearpoint - Acorn Pop In Memorial Grant		 £439.17 5
£159.04
£280.13
5)
2022 S&RT Projects identified to date		 £8,283.32
PO SRT/2SLL Grounds Maintenance contract- 1 Nov 21 to 30 Sep 22
PO SRT/2Play Inspections - Full Year Service for 2022
2 x Rubbish Bins
Tree Planting
Re-Wildings at the Rec		 £4,883.32
£400.00
£1,000.00
£1,500.00
£500.00
6)
2022 5-Year Plan- Future Projects:		 £45,007.95
APA Phase 2 Skateboard Park Upgrade @ £120- £150K
Floodlit Training PitchArea Impr. Project Phase 2 Access
@£28-£36K		 £22,500.00
£22,507.95
£0.00
Sports and Recreation Needs Survey
7)
2020 May Fayre Stall Holder Refunds outstanding		 £325.00
8)
Floodlight Sinking fund from 2019
9)
Stoke Performing Arts Group (SPAG)
Total
Projected S&RT Balance for 2023		 £200.00
£4,268.45
£29,365.63

Notes:-

Charity Shop Profit
May Fayre Profit		 Forecast
£10,739.00
£700.00
£11,439.00

Stoke Charity Shop Annual Report 2021

1. The Shop

We were unable to have an AGM in 2019 and 2020 because of Covid restrictions and the Charity Shop was closed for 8 ½ months between March 2020 to April 2021. However, even during periods of closure, we have continued to work to support our community and make improvements to the organisation and management of the Shop. The location of the new Shop forms a convenient village hub with the Community Shop next door and the Priory Coffee Shop across the street.

2. Technology

After an initial problem with the connecting of the tablet to the charger, which necessitated replacing the original tablet, the capacity to provide a card payment option to customers is an asset.

Denise kindly volunteered to process donated books, DVDs and CDs for Ziffit, which has increased income for these items over the last few months. Jane continues to sell quality items on eBay though the Stoke Charity eBay account, to provide an additional income stream. Jude continues to sell items on Facebook on our behalf.

3. The Charity Shop Committee

Following �������������������������������������������������������� e Chairperson, Treasurer and Secretary have continued in post to manage the business, support volunteers and plan new activities for the future. The committee has been assisted in this by Louisa Gosney and Heather Burton, who have contributed valuable personal experience, advice and ideas. All members of the current committee were reelected by volunteers at the 2021 AGM on the 6[th] of September. Committee members by agreement with the Sports and Recreation Trust Committee share attendance at Trust Committee meetings.

4. Stoke Sub Hamdon Sports and Recreation Trust

The Trust received monthly written reports regarding issues arsing from the operation of the Charity Shop, until it was possible to resume face to face committee meetings. Their support over the many challenges of 2021 has been invaluable.

5. Volunteers

Volunteer numbers have been enhanced by students during the summer and several new permanent voluteers have joined the team. The Charity Shop now has a pool of 42 volunteers, who process donations and work in the Shop on a regular or intermittent basis.

6. Donations

There was a decline in the volume of donations following the end of the first lockdown, when we were inundated. This is understood to be the picture across the country, especially for small independent Charity Shops. The smooth processing of donations received at HCAP twice a month is thanks to a dedicated team of volunteers led by Frances.

Because of the imminent closure of the URC at the end of January 2022, our last donations collection took place on Saturday the 8[th] of January. Going forward, donations will be accepted at the Shop. People wishing to donate large amounts are asked to contact the shop first to ensure there is sufficient room to accommodate the donation.

7. Recycling

Recycling has been an issue over the last year with inconsistent collection of recycling by Bristol Textiles and delays in payment. The Charity Shop registered with a new provider, 4G Textiles, in June. This firm provides weeking collection of recycling and makes a card payment on the same day. Although, income received from recycling is down, the reliability and prompt payment method makes for a much better service.

There are specific items that the 4G will not accept, which means volunteers are currently taking them to the Refuse Centre in Yeovil. Reinstating the contract for private refuse collection may need to be considered in future. This would involve an agreement with the Fleur de Lis to accommodate the bin on their site.

8. Grants

The Charity Shop has been able to fund two grants this year. One for a second wooden bench for outside the Lighthouse Café and the other to provide a projector to the Gardening Club for presentations and the use of other users of the Memorial Hall. The availability of grants has been advertised in the Parish Newsletter to increase awareness in the Village.

9. Financial Report

The Charity Shop was fortunate to receive grants from South Somerset District Council to cover running cost and loss of income during closure periods related to Covid restrictions. These grants were received in January, March and May 2021 totaling £16,802.00. After reopening in April, The Charity Shop has enjoyed great support from customers, with shop takings totaling £21,049.96. Including all other income sources, our total for 2021 is £23,779.80

10. Planned Changes to Stoke Charity Shop

With the loss of storage space at the URC, The committee has been taking advice from volunteers and others about reoganising the Shop to accommodate more retail space and storage within the shop. An action plan has been developed to implement these changes. Outdoor storage, athough ageed in principle with the landlord, will be delayed until changes to the Shop ����������������� are completed and the committee can find a unit that satifies the landlord ��������� ications.

11. Events

Charity Shop volunteers enjoyed a subsidised lunch at the Prince of Wales, Ham Hill in July, which saw 30 volunteers attend. It provided the first opportunity since the pandemic began, to thank volunteers for their dedication to the Charity Shop. Heather developed a questionnaire, which was distributed at the lunch to canvas their opinions regarding any changes they would like to see in the Shop and how it operates..

The Charity Shop joined with other volunteer/membership Village groups for the ������ Get Together Again event at the Memorial Hall on the 7[th] of August. This event was well attended, providing an opportunity to tell residents about our activities and opportunities for volunteering, as well as to sell a few bargains.

The Charity Shop was 10 years old in September 2021. Celebrations took place during the week of the 6[th] of September, with a special birthday window and a chance to win the free raffle with every purchase.

A jumble sale took place in November at the Memorial Hall, which was very well received, making £442.62 for the Shop. A table top sale of Christmas items at the Lighthouse in November realised £91.56.

20 voluteers were able to come together in December for a subsidised Christmas meal at the Prince of Wales. This social event, provided an opportunity to thank volunteers and celebrate our successes through the pandemic.

Even in this most difficult year, the support and commitment of volunteers, their families and friends made these activities possible.

AA/16.01.22

Stoke sub Hamdon Sports and Recreation Trust

AGM March 2022

Stoke Performing Arts Group Annual Report

2021 saw the continuation of the Covid 19 pandemic. National lockdowns and restrictions imposed to contain the spread of infection, affected many aspects of our lives, including limitations placed on social gatherings and live performance events.

Consequently, the two shows SPAG planned during the year were both cancelled due to the uncertainty created by an ever-changing set of rules, concerns about the health risks presented by Covid and reluctance of performers and audiences to participate in such activities.

The first ������������ Mitchell � �������������������������������������� playwright Angela Hodges and based on the true story of a George Mitchell, a man who was born in Montacute in the 19[th] century and became a champion for the rights of the agricultural workers living in and around Ham Hill. The plan to stage the performance at the Frying Pan on Ham Hill and involve other community groups such as Stoke Silver Band, the Friends of Ham Hill, Stanchester Quire, and the Norton Players was an ambitious one. However, a ������������������������������������������������������������������� not be able to put together a production that would do our vision justice in the limited time left of the summer months, forced us to re-think our plans.

The other local groups involved in the initial planning were all very interested and we very much hope that this is a project we can resurrect once life gets back onto a more normal footing.

Our second show planned for 2021 was a much simpler affair. An evening of Christmas entertainment with singing, short sketches, and festive refreshments to be hosted at the old URC Church. Again, this was thwarted by a new variant of Covid spreading across the whole country and new restrictions being placed on indoor events in December.

Financially SPAG has ����������������������������������������������������������������������������� incurred little in the way of financial losses and we are still in a healthy position going forward into 2022 with a balance of £4268.45

At the end of 2021 we were given notice that the old URC Church would be closing its doors permanently and this has forced us to undertake a ruthless cull of the costumes, props, lighting etc we had stored there for the last three years. Currently, what was remaining has been shared out amongst our members for storage, but we do need to find somewhere more sustainable for the future.

We were also very sad to lose Moira Hulett from our core organising group, who decided to take a step back from this role. As one of our founding members of SPAG, we wish to express our thanks for all the hard work, commitment, and enthusiasm she has brought to our productions. She will continue to help us with posters, tickets, marketing, and our Face Book page, for which we are very grateful.

Consequently, now having ������������������������������������������������������������� five, we are currently trying to recruit a couple of new people to this group to help take on more of the organisational aspects SPAG.

Looking forward to 2022 and hopefully a more positive situation regarding live performances, we have decided to ���������������������� ������������������� more, to be performed in May this year. This play about the land girls who were billeted at Castle Farm in Stoke during WW2, was originally planned for production in the early summer of 2020, to coincide with VE Day celebrations. We are hoping that the year of the ������� Platinum Jubilee, together with a revived sense ��������������� generated by living through Covid, that has at times been likened to the ����������������� , will chime with village audiences. And so far, the response has been enthusiastic!

Jeanie Augarde 31/01/22.

(On behalf of Stoke Performing Arts Group)

Stoke sub Hamdon Sports and Recreation Trust

AGM March 2022

Stoke Youth Football Annual Report

A great season for Stoke youth with all teams being competitive in all leagues. We are looking to reestablish the U7s post COVID and start to rebuild from the bottom.

U9 U10 U12 Raptors U12 Harriers

U13

U15 U16 U18

We have 130 players signed on at the club. Every weekend we have over 200 people being involved in Stoke Youth football.

We have 8 x U18s playing for the Stoke reserves, the future of football in Stoke is looking good.

A huge thank you to the trust for all the support provided.

Tim Brookes

Stoke Youth Chairman

Stoke sub Hamdon Sports and Recreation Trust

AGM March 2022

Stoke FC Annual Report

The senior club play in the Yeovil and District football league, the first team playing in the Premier division and the Reserves playing in the second division.

Player numbers at the club are healthy with 60 people signed for the club and this season has seen players from the youth team playing for the senior sides which has been very encouraging.

We continue to offer the opportunity for people to train on a Tuesday evening and if selected, a match on Saturday afternoon.

CHARITY NO 1063874 VAT NO 780 8830 01

STOKE SUB HAMDON SPORTS & RECREATION TRUST

STOKE SUB HAMDON SPORTS AND RECREATION TRUST

FINANCIAL STATEMENTS

FOR

YEAR ENDED DECEMBER 2021

CONTENTS

Item Page
Trust Information 2
Statement by Trustee Treasurer 3
Statement of Financial Activities – Income and Expenditure 6
Balance Sheet 7
Notes of Financial Statements 8
Statement by Independent Examiner 10

Page 1 of 11

CHARITY NO 1063874 VAT NO 780 8830 01

STOKE SUB HAMDON SPORTS & RECREATION TRUST

Trust Information for the Year Ended 31 December 2021

The Sports and Recreation Trust is an unincorporated charitable association. It was established in 1997 to provide sports and recreation facilities for the Stoke sub Hamdon area, with the following objects:

To advance education and provide facilities in the interests of social welfare without distinction of religion, sex or politics or other opinions for recreation and leisure time occupation with the object of improving the conditions of life for the inhabitants of the area of benefit.

Three Honorary Officers, the Chairman, the Treasurer and the Secretary, are elected annually from amongst the Trustees:

Officers:

Mr John Allan Chairman Mrs Rebecca Merrick Treasurer Mr Peter Hulett Secretary

Registered Charity Number: 1063874 VAT Number: 780 8830 01 Bankers: Lloyds Bank PLC 9 High St Yeovil Somerset BA20 1RN

Page 2 of 11

CHARITY NO 1063874 VAT NO 780 8830 01

STOKE SUB HAMDON SPORTS & RECREATION TRUST

STOKE SUB HAMDON SPORTS & RECREATION TRUST

Statement by Trustee Treasurer

The Sports & Recreation Trust employs Olivia Adams, a qualified Independent Accountant, to examine the books for the past year from January 1[st] to December 31[st] 2021. Olivia will examine the figures and the annual accounts will be submitted as part of the Trust�s annual return to the Charity Commission.

The Trust started the year with an opening bank balance of £63,435.36, and the closing bank balance as of December, once reconciled with outstanding credits and debits, was £91,303.66. This total incorporates the following grants and monies received that are committed expenditure:

Stanchester Quilters Award to Charity Shop £159.04
Paul Spearpoint - Acorn Pop In Memorial Grant £280.13
SLL Grounds Maintenance contract- 1 Nov 21 to 30 Sep 22 £4,883.32
Play Inspections - Full Year Service for 2022 £400.00
APA Phase 2 Skateboard Park Upgrade @ £120- £150K £22,500.00
Floodlit Training Pitch Area Improvement. Project Phase 2 Access @£28-£36K £22,507.95
Floodlight Sinking Fund from 2019 £200.00
May Fayre refunds to 2020 Stall Holders £325.00
Stoke Performing Arts Group £4,268.45
2 x Rubbish Bins @ Recreation Ground £1,000.00
Tree Planting @ Recreation Ground £1,500.00
Re-Wildings @ Recreation Ground £500.00
Total £58,523.89

With the above excluded, the Trust has a total of £32,779.77 available for 2022.

A breakdown of all financial transactions is shown on the following pages.

Rebecca Merrick Treasurer, SSH Sports & Recreation Trust February 2022

Page 3 of 11

STOKE SUB HAMDON SPORTS & RECREATION TRUST

CHARITY NO 1063874 VAT NO 780 8830 01

Stoke sub Hamdon Sports & Recre
Charity Number 1063874
VAT Number 780 8830 01		 Hamdon Sports & Recre
Charity Number 1063874
VAT Number 780 8830 01		 Hamdon Sports & Recre
Charity Number 1063874
VAT Number 780 8830 01		 ation Trust ation Trust
2 021 Treasurer's State ment
S&RT Bank Balance as of End December 2020
1) 2021 Projected Income
Facilities
SSH Parish Council Grant for Recreation maintenance
SSDC S106 Grants (Playing Pitches)
SSDC S106 Grants (Equipped Play)
Facilities Business Support Covid Grants
Charity Shop
Charity Shop Business Support Covid Grants
May Fayre
S&RT (VAT)
2) 2021 Operating Costs
Facilities Maintenance
Charity Shop
May Fayre Revised due to Covid-19
S&RT
3) 2021 Community Sports/Education/Recreation Grants:
Charity Shop
May Fayre
Trust Projects
2021 Balance plus 2021 Income minus Expenditure*		 F
Ex
 orecast
penditure
£32,097.64		 Actual Forecast
Income
£28,430.00		 Actual Forecast
Balance
£63,435.36		 Actual
Notes:
£63,435.36
1
2
3
4
£91,303.66
£63,435.36
£62,802.66
£1,230.00
£4,000.00
£1,500.00
£1,300.00
£0.00
£18,400.00
£0.00
£0.00
£2,000.00		 £1,801.00
£4,000.00
£0.00
£0.00
£11,540.00
£24,259.97
£16,802.00
-£80.00
£4,479.69
£34,175.37
£20,743.00
£10,800.00
£0.00
£554.64
£3,800.00		 £24,029.05
£9,779.19
£0.00
£367.13
£758.99
£3,800.00
£0.00		 £758.99
£0.00
£0.00
£55,967.72 £91,303.66
2021 RING FENCED MONIES:-
4) 2021 Committed Expenditure:
Stanchester Quilters Award to Charity Shop
May Fayre Grant for Use during 2021
Paul Spearpoint - Acorn Pop In Memorial Grant
5) 2021 S&RT Projects identified to date
PO SRT/1SLL - Grounds maintenance Re-seed, aerate
PO/SRT/ J Excavating- Levelling the ground, reseed etc
PO SRT/0Chew Valley Trees Limited - Tree Planting Project, Rec Eastern End
PO SRT/2Mark Hickey, Garden Care - Clearance
Paul Spearpoint - Acorn Pop In Memorial Grant
PO SRT/2SLL Grounds Maintenance contract- 1 Nov 21 to 30 Sep 22
PO SRT/2Play Inspections - Full Year Service for 2022		 2021 £32,779.77
£3,159.04
£439.17
£159.04
£3,000.00
£5,120.53		 £159.04
£0.00
£280.13
£5,283.32
£1,634.20
£265.00
£2,461.20
£480.00
£280.13		 £0.00
£0.00
£0.00
£0.00
£0.00
£4,883.32
£400.00
6) 2021 5-Year Plan- Future Projects: £5,007.95 £45,007.95
Floodlit Training PitchArea Impr. Project Phase 2 Access
@£28-£36K
APAP Phase 2 Skateboard Park Upgrade @ £50-£120K
Sports and Recreation Needs Survey		 £2,507.95
£2,500.00		 £22,507.95
£22,500.00
£0.00
7)
Floodlight Sinking fund from 2019		 £200.00 £200.00
8)
May Fayre - Potential refunds to 2020 Stall Holders		 £325.00
9)
Stoke Performing Arts Group (SPAG)		 £4,355.58 £4,268.45
10)
2022 Proposed Adopted Projects
2 x Rubbish Bins
Tree Planting
Re-Wildings		 £17,843.10 £3,000.00
£1,000.00
£1,500.00
£500.00
Total
Projected S&RT Balance for 2019
£58,523.89
£38,124.62 £32,779.77

Notes:-

3 50% of Projected Profit (2020 Refunds provided from 4 x Worldwide challenges @ £
4 25% of Projected Profit
5 Funded £7584.68 S106 Tayberry yet to receive
6 Funded £5,543.55 Tayberry Commuted sum yet to receive
7 Based on Five Year Strategy
Charity Shop Profit
May Fayre Profit		 500 each due to Covid-19).
Forecast
Actual
£7,600.00
£14,480.78
£0.00
-£80.00
£7,600.00
£14,400.78

Page 4 of 11

STOKE SUB HAMDON SPORTS & RECREATION TRUST

CHARITY NO 1063874 VAT NO 780 8830 01

----- Start of picture text -----
Stoke sub Hamdon Sports & Recreation Trust
Charity Number 1063874
VAT Number 780 8830 01
2022 Treasurer's Statement V1
Expenditure Income Balance Notes:
S&RT Bank Balance as of End December 2021 £91,303.66
1) 2022 Projected Income £35,112.00 1
Facilities £5,512.00
SSH Parish Council Grant for Recreation maintenance £4,000.00
SSDC S106 Grants (Playing Pitches) £1,500.00
SSDC S106 Grants (Equipped Play) £1,300.00
Charity Shop £21,600.00
May Fayre £1,200.00
S&RT (VAT) £0.00
2) 2022 Operating Costs £33,156.64 2
Facilities Maintenance £20,841.00
Charity Shop £10,861.00
May Fayre £500.00
S&RT £954.64
3) 2022 Community Sports/Education/Recreation Grants: £5,369.50
Charity Shop £5,369.50 3
May Fayre £0.00 4
2021 Balance plus 2022 Income minus Expenditure £87,889.52
2022 RING FENCED MONIES:-
4) 2022 Committed Expenditure: £439.17
Stanchester Quilters Award to Charity Shop £159.04
Paul Spearpoint - Acorn Pop In Memorial Grant £280.13
5) 2022 S&RT Projects identified to date £8,283.32
PO SRT/2SLL Grounds Maintenance contract- 1 Nov 21 to 30 Sep 22 £4,883.32
PO SRT/2Play Inspections - Full Year Service for 2022 £400.00
2 x Rubbish Bins £1,000.00
Tree Planting £1,500.00
Re-Wildings at the Rec £500.00
6) 2022 5-Year Plan- Future Projects: £45,007.95 5
APA Phase 2 Skateboard Park Upgrade @ £120- £150K £22,500.00
Floodlit Training PitchArea Impr. Project Phase 2 Access
@£28-£36K £22,507.95
Sports and Recreation Needs Survey £0.00
7) 2020 May Fayre Stall Holder Refunds outstanding £325.00
8) Floodlight Sinking fund from 2019 £200.00
9) Stoke Performing Arts Group (SPAG) £4,268.45
Total £58,523.89
Projected S&RT Balance for 2023 £29,365.63
Notes:-
1 Based on Budget Plan Income identified Forecast
2 Based on Budget Plan Operating Costs identified Charity Shop Profit £10,739.00
3 50% of Projected Profit May Fayre Profit £700.00
4 25% of Projected Profit £11,439.00
5 Based on Five Year Strategy
----- End of picture text -----

Page 5 of 11

STOKE SUB HAMDON SPORTS & RECREATION TRUST

CHARITY NO 1063874 VAT NO 780 8830 01

STOKE SUB HAMDON SPORTS & RECREATION TRUST

Statement of Financial Activities for the year ended 31 December 2021

INCOME & EXPENDITURE

INCOME
Notes
Restricted
Funds
Donations & Grants
6
Fundraising Activities
7
Hire of Pitches
Charity Shop
Vat Refund
0
DIRECT CHARITABLE EXPENDITURE
Charity Shop - Rent
Charity Shop - Electricity & Water
Charity Shop - Maintenance
Charity Shop - Relocation
Projects
Insurance
Facilities Management - Property Maintenance
Facilities Management - Equipment Maintenance
Facilities Management - Ground Maintenance
Depreciation
0
OTHER EXPENDITURE
Miscellaneous Expenses
Fundraising Costs
Professional Fees
-
-
TOTAL EXPENDITURE
0
Net (deficit)/surplus of income
over expenditure for the year
0
Fund Balances brought forward
0
Fund Balances carried forward
0		 Unrestricted
Funds
32,452
(80)
1,801
24,260
2,703
61,136
5,812
637
1,629
-
759
618
3,057
10,826
9,780
34
33,152
615
87
280
982
34,135
27,001
64,253
91,254		 Total
32,452
(80)
1,801
24,260
2,703
61,136
5,812
637
1,629
-
759
618
3,057
10,826
9,780
34
33,152
615
87
280
982
34,135
27,001
64,253
91,254		 2020
26,948
365
1,432
18,982
3,440
51,167
5,513
575
2,246
2,936
1,600
366
1,076
5,285
11,593
40
31,229
227
225
280
732
31,961
19206
45,047
64,253

Page 6 of 11

CHARITY NO 1063874 VAT NO 780 8830 01

STOKE SUB HAMDON SPORTS & RECREATION TRUST

STOKE SUB HAMDON SPORTS & RECREATION TRUST

Balance Sheet as at 31 December 2021

Notes
FIXED ASSETS
£
£
Tangible Assets
2
195
195
CURRENT ASSETS
Debtors
3
361
Balance at Bank
91,304
Cash in Hand
-
91,665
CURRENT LIABILITIES
Sundry Creditors
325
Accruals
4
280
605
NET CURRENT ASSETS
91,060
NET ASSETS
91,254
REPRESENTED BY
Unrestricted Income Fund
General Purpose Fund
91,254
Designated Fund
-
91,254
RESTRICTED INCOME FUND
Skate Park
0
91,254
2021		 £
£
229
229
1,098
63,435
93
64,626
-
280
280
64,346
64,575
64,575
-
64,575
0
64,575
2020		 £
£
229
229
1,098
63,435
93
64,626
-
280
280
64,346
64,575
64,575
-
64,575
0
64,575
2020
0
64,575

Page 7 of 11

CHARITY NO 1063874

STOKE SUB HAMDON SPORTS & RECREATION TRUST

VAT NO 780 8830 01

STOKE SUB HAMDON SPORTS & RECREATION TRUST

Notes to the Financial Statements for the Year Ended 31 December 2021

1 Accounting Policies

Accounting Convention

The accounts have been prepared on the historical cost convention and are in accordance with the applicable accounting standards, the Charities SORP 2005 (Accounting and Reporting by Charities) and comply with the Charities (Accounts & Reposts) Regulations 2005 issued under the Charities Act 1993

Depreciation

Depreciation is provided on fixed assets at the following rates, based on the estimated useful life of these assets, and their anticipated residual value

Equipment - 15% Reducing Balance

2 Fixed Assets - used by the Charity

Cost
At 1 January 2021
Additions
At 31 December 2021
Depreciation
At 1 January 2021
Charge for Year
At 31 December 2021
Net Book Value
At 31 December 2021
At 31 December 2020
3 Debtors
Sundry Debtors
Vat Debtor
4 Creditors
Creditors & Accruals		 Equipment
£
3,801
3,801
3,572
34
3,606
195
229
2021
2020
£
£
-
-
361
1,098
361
1,098
605
280
605
280		 Equipment
£
3,801
3,801
3,572
34
3,606
195
229
2021
2020
£
£
-
-
361
1,098
361
1,098
605
280
605
280
1,098
280
280

Page 8 of 11

CHARITY NO 1063874 VAT NO 780 8830 01

STOKE SUB HAMDON SPORTS & RECREATION TRUST

STOKE SUB HAMDON SPORTS & RECREATION TRUST

Notes to the Financial Statements for the Year Ended 31 December 2021

5 Summary of Net Assets by Funds

Fixed Assets Net Current
Assets		 Net Assets
Unrestricted Funds £ £ £
General Purpose 195 91,060 91,254
Designated Fund
- Floodlights & Adventure Play Area
195 91,060 91,254
Restricted Income Fund
Ringfenced Projects 0 0
**6 ** Donations & Grants 2021 2020
Grants £ £
Stoke sub Hamdon Parish Council 4,000 4,000
South Somerset District Council - 22,668
Paul Spearpoint Memorial Grant - 280
Business Support Grants - Covid19 28,342 -
Private Donation (Monthly) 110 -
32,452 26,948
2021
Fundraising Activities Organisers Proceeds Net
7 May Fayre - (80) (80) (Stallholders refunds)
Stoke Performing Arts Group 87 - (87)
87 (80) (167)

Page 9 of 11

STOKE SUB HAMDON SPORTS & RECREATION TRUST

CHARITY NO 1063874 VAT NO 780 8830 01

Page 10 of 11

STOKE SUB HAMDON SPORTS & RECREATION TRUST

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CHARITY NO 1063874
VAT NO 780 8830 01
----- End of picture text -----

Page 11 of 11

CHARITY COMMISSION FOR ENGLJND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report lo the trusteesl members of STOKE SUB HAMtKJN SPORTS & RECREATION TRUST On account5 for the year ended 31112r2021 Charity no (rf any) 1(￿3874 Set out on pages 14 chartty fthe Trusn for the year ended 3111212021 Responsibililie5 and basis of report accounts in accor￿ with the requirements of the Charities Ad 2011 I rep(Kl in restd of my examinal)n of TnBts ac£ounts out under secti(m 145 of the 2011 Act arKI in (xrying c￿rt my examination, I have followed all the apFd*2ble gtven by the Ch&ity Commission under sedion 145(5){b) of the Acl. Independent examinerfs statement I have COm￿ed my exanrwtTh. l (xxffimi that rn) material matter5 have dis61￿￿) whKh gives me (zuse to believe thal in. any material of the CharitÉes Ad" or the aco)unts did not compty with the applicable wuirements Con￿mIng the form and content of accounts set out in the Charittes (Accourts aThJ RetM)rts) RegulatK)ns 2(X)8 ctherlhan any requirement that the a(uxJnts give a and fair view is not a matter consxlered as part of an independent eXaminat￿n. with the eXamInatK￿ to whth attention should be drawn in th[5 report in order to a woper undwstanding of the acLJ)urts to be reached. . Please the wonls in Ihe br￿kets rflheyd) not appty. Signed= 1910412022 OLIVIA ADAMS Relevant professional qualification(s) or body FMA4T IER Oct 2018

(rf any): Address: Section B Disclosure Onfy complete rf the examiner needs to highlight material matters of con￿rn guidaTr￿ fcir examiners). Give here brief details of any items thatthe examiner wishes to dlsclose. IER Oct 2018