REGISTERED CHARITY NUMBER: 1101129
REPORT OF THE TRUSTEES AND UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2021
FOR
ST ERME PLAYING FIELD TRUST
St Emre Playing Field Trust Registered Charity No: 1101129 Trustees’ Annual Report 1[st] April 2020 to 31[st] March 2021
Reference and administration details
Charity Name: St Emre Playing Field Trust
Other names charity is known by:
St Emre and Trispen Recreation Field Committee
Registered charity number: 1101129
Charity’s Principle address: The Community Centre. Castle Field, Trispen TRURO TR4 9JQ
Names of the charity trustees who manage the charity:
| Trustee name ~~ee~~ |
Office ~~ee~~ |
Name of person (or body) entitled to appoint trustee (if any) |
|---|---|---|
| Mr Robert Trethewey BEM ~~ee~~ ~~ee~~ |
Chairman ~~ee~~ ~~Gs~~ |
|
| ~~ee ~~ ~~ee~~ |
~~ee~~ ~~Gs~~ |
|
| Mr Phil Hodgkinson ~~ee~~ ~~Gn~~ ~~ee~~ |
~~Gs~~ ~~Gn~~ ~~Gs~~ |
~~Gn~~ |
| Mr Steve Hitchman ~~ee~~ ~~ee~~ |
~~Gs~~ ~~Gs~~ |
St Erme Cricket Club |
| Mrs Martha Jackson ~~ee~~ ~~ee~~ |
Resigned 6.1.2021 ~~Gs~~ ~~Gs~~ |
|
| Cllr Colin Pound ~~ee~~ ~~Gn~~ ~~ee~~ |
~~Gs~~ ~~Gn~~ ~~ee~~ |
St Erme Parish Council ~~Gn~~ |
| Mr Geoff Bonsall ~~ee~~ ~~re~~ |
ViceChair – Resigned 1.9.20 ~~ee~~ ~~Gs~~ |
|
| Mrs Patricia Bowerman ~~ee ~~ ~~re~~ ~~ne~~ |
~~ee~~ ~~Gs~~ ~~Gn~~ |
|
| Mr Tristan Jewell ~~re~~ ~~ne~~ ~~re~~ |
~~Gs~~ ~~Gn~~ ~~Ge~~ |
|
| Mrs Jennifer Gill ~~ne~~ ~~ts~~ ~~re~~ ~~ne~~ |
~~Gn~~ ~~ts~~ ~~Ge~~ ~~Gs~~ |
~~ts~~ |
| Mr Nick Light ~~re~~ ~~ne~~ ~~ee~~ |
~~Ge~~ ~~Gs~~ ~~Gn~~ |
|
| Mr Elliot Jolly ~~re~~ ~~ne~~ ~~ee~~ |
~~Ge~~ ~~Gs~~ ~~Gn~~ ~~ee~~ |
St Erme FC |
| Cllr Tricia Couch ~~ne~~ ~~ee~~ |
Resigned as a councillor 5.1.2021 ~~Gs~~ ~~Gn~~ ~~ee~~ ~~Ge~~ |
St Erme Parish Council |
| Mr Edwin Riggs ~~ee ~~ ~~ts~~ |
~~Gn~~ ~~ee~~ ~~ts~~ ~~Ge~~ |
~~ts~~ |
| Mrs Susan Mounter ~~Gn~~ |
~~Ge~~ ~~Gn~~ |
St Erme Silver Circle ~~Gn~~ |
Name
Mr Robert Trethewey Mr Colin Pound
Mr Kevin Wilcocks Mrs Rosemary Janette Gray
Structure, governance and management
Description of the charity’s trusts
Type of governing document:
Trust deed dated 11[th] July 1984 as amended by scheme dated 11[th] July 2008 And resolutions at the AGM 2019.
How the charity is constituted: Trust
Charity selection methods:
Trustees can be appointed or by another body, or appointed/reappointed by the existing trustees at their AGM
Objectives and activities
Summary of the objects of the charity set out in its governing document:
The objects of the charity are
In the interests of social welfare, to improve the conditions of life of the inhabitants of the parish of St Erme, Cornwall. Without distinction of political, religious or other opinions by the provision and maintenance of:
-
A Sports and Community Centre for the use of inhabitants, including use for:
-
Meetings, lectures and classes
-
Other forms of recreation and leisure-time occupation
-
A recreation ground for use by the inhabitants
Summary of the main activities undertaken for the benefit in relation to these objects
Coronavirus Emergency 2020-2021 :
This event had caused some changes towards the end of the previous year following closure under the government regulations on 23.3.2020. This has meant that the bar, catering and hall hire operations stopped and there was only a brief period in the summer when the Centre could open.
The need to arrange covid-safe examined and produced the risk assessments at the Centre was examined and appropriate measures were put in place, in line with government guidelines. A sub-committee dealt with the risk assessments for reopening and the start of cricket and football. The clubs were asked for their own risk assessments and the national guidelines for these sports were followed.
The bar was briefly open and there was some cricket and football activity, before the second and third lockdown periods.
Regular hall hire dropped severely and the year saw just one entertainment event, when a Will Keating concert raised £240 for the Sowenna Appeal and just one Bingo evening.. Fireworks Night which has been one of the largest public events, The Horticultural Show and the Fun Day were cancelled
As soon as the Covid crisis started, The Trust decided to work closely with the Parish Council to help implement the Parish Emergency Plan. The Community Centre was to be the hub for relief operations locally. A group of volunteers was put together, under the Emergency Plan and grants were obtained to enable food and other supplies to be maintained for those left in difficulty because of the emergency. Various activities were arranged and some help with utilities was provided with some art materials packs for children.
We were lucky to have a committee member with experience of grant application work and the Trust is grateful to Martha Jackson for the input she provided. This enabled us to establish a firm link with Fareshare, after the Trust agreed, in January 2020, to become a hub for their distribution of surplus foods and to obtain the grants needed to provide assistance to those in need. 5.2 tons had come from this source by September 2020 with regular deliveries and collections of say 0.5 tons per week.
Public donations were sought, some which could be gift-aided and the Co-Op made their customer giving scheme available which produced £1489. Arrangements were also made for weekly collection of surplus foods, some of which was fresh, from local super markets.
Some 18 volunteers were involved here.
All this food became part of the ‘Community Larder’ based at the Community Centre and started on 14[th] April 2020.
When space in the Community Centre to store food became used up, a shipping container with a cooler unit was purchased for this purpose and another container was purchased in late March 2021 for delivery in April. This will enable the changing rooms to be freed up again. Grant funds were used for this.
In the early stages of the pandemic some 51 hot meals were produced weekly and by October 2020, 30 families were being helped regularly. At this point it is estimated that some 29348 meals had been arranged.
Some 12 volunteers were involved.
The figures provided by the Emergency Plan Committee at the end of March 2021 show:
The Community Larder has helped 86 adults and 61 children – a total of 147 people and 58 families.
It currently supports 66 adults and 44 children – a total of 110 people and 44 families
The grants were also used for the provision of face coverings at the start of the pandemic. 300 were made and distributed with 20 volunteers from Silver Circle and W.I and 2 teenagers helped make and distribute the masks.
There was also a project for children – decorating pebbles for Remembrance Day. There were meals arranged for senior citizen with some 900 provided between May and September and following a grant from Fareshare - £1000, to cover free school meals in the winter 2020/21, regular meals were provided to children in the village. All these activities underline the community benefit activity in the past year.
The Trustees have needed to review operations and finance in the light of these events
In the longer term we would still like to add an indoor sports hall, additional changing rooms and the possibility of acquiring further land for a 3G pitch
During the year, some of our policies were reviewed and some training for Trustees took place.
Safeguarding was always on the agenda and remains a constant consideration.
.
Achievements and performance
It has been a difficult year with only short periods of time at the start of the year and in the summer allocated to the usual work of the Trust. The hall has been hired for conferences and some sport, NHS work and social activity, but at a greatly reduced level. Cricket and Football have been seen for less than 20% of the usual time.
The need to support others in the village has been paramount and the Emergency Plan work still dominates
Structure and Financial review
Our accounts show that the net unrestricted cash funds this year stand at £46085 but as they are prepared on a ‘Receipts and Payment’ basis some further detail is needed.
Income.
Our hire income is shown as £2704 but this is an item carried forward from March 2020 and the small amount of income for this year - £4398, was received in April 2021 and does not appear in these accounts. All our hire bookings had to cancel, initially due to the Covid-19 crisis but there were some gaps in the year when some hires were permitted and sport was allowed and The National Blood Donor Service continued its regular weekly sessions which were allowed under the lockdown regulations throughout the year.
There was also some income from takeaway catering - £2986.
The largest income figure in unrestricted income came from grants under the government’s covid assistance scheme which was based on the rateable value of the Community Centre, even though it is exempt from Business Rates. Initially a payment of £10000 was seen, which was the level of payment made to similar organisations such as some village halls. There was no idea at the start of how long the crisis would go on or if any more support would come. As the year developed, Cornwall Council passed on more grants as the government made them available and in all £19597 was seen.
A grant of £1007 from St Erme Parish Council was agreed on account of the higher electricity costs than would have been seen had the Centre been completely shut down rather than used for Covid relief work. With the continuing use of the Centre for
relief work as the emergency has gone on, more electricity costs have been borne by the Trust.
It is likely that a further government grant scheme to help such organisations restart after the lockdown is lifted will yield funds to the Trust but there may be conditions attached and the funds must be used for this purpose only and may help us get activity back to higher levels.
St. Erme Playing Fields Ltd, which runs the bar and catering and manages the Community Centre was not fortunate in getting grants offered by the government and the Trust will possibly need to look closely at the total costs of opening up.
Expenditure.
Expenditure was contained with a slight drop in utility costs, mostly caused by the change in usage and some reduction in insurance costs.
The maintenance costs have always been large as they tend to include some replacement costs.
The Community Centre building is some 9 years old and it was decided to repaint the outside and also upgrade the kitchen to maintain good hygiene status and make catering easier. A new door was added to the north wall of the kitchen and this ties in with future plans for expansion.
The cost of the kitchen work was £4043 and the outside painting £5163. Regular maintenance items came to £5098 but this figure includes £1045 for a mandatory electrical circuit check, (due every 5 years), £690 for maintenance of the inside partition door and £550 for the annual fire extinguisher check.
This has meant a small deficit of £2487 in unrestricted funds
Statement of the charity’s policy on reserves
The trust has a Reserves Policy to ensure that the future needs are considered for maintenance, contingencies and risk management. This is reviewed regularly and a constant tally has been made of overheads during the year, underlining the need to maintain a Reserve figure of £20000.
The very basic level brings this to £17000 but we need to look at the need to reimburse St Erme Playing Fields Limited for the work in the day to day management of hall hire, management of the building, bar and catering services and billing. These costs will be analysed and passed on.
Summary
The Trust has been fortunate in receiving the grants provided under government schemes and these have just covered our fixed costs and allowed some necessary expenditure on our building.
The main income stream has been the regular hall hire through functions and there is every indication from our contacts that this will resume, although it is hard to calculate the volume or how quick this will happen after the long periods of
restriction. Many organisations may reduce their use and stay with new ways of working.
Our wish will be to see sport return, regular social and entertainment events taking place and the bar and catering facilities to be available.
Declaration
The trustees declare that they have approved the Chairman’s report above Signed on behalf of the charity’s trustees
R Trethewey. Chairman
Date / /
INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF ST ERME PLAYING FIELD TRUST
Independent examiner's report to the trustees of St Erme Playing Field Trust
I report to the charity trustees on my examination of the accounts of St Erme Playing Field Trust (the Trust) for the year ended 31 March 2021.
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 Trust's accounts carried out under section 145 of the Act and in carrying out my examination I have followed all applicable Directions given by the Charity Commission under section 145(5)(b) of the 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:
-
accounting records were not kept in respect of the Trust as required by section 130 of the Act; or
-
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 J Mashen FCA The Old Carriage Works Moresk Road TRURO Cornwall TR1 1DG
Date: .............................................
| Charity Name | No (if any) | No (if any) | ||||||||
|---|---|---|---|---|---|---|---|---|---|---|
| St. Erme Playing Field Trust | 1101129 | |||||||||
| 01/04/2020 31/03/2021 Receipts and payments accounts Period start date Period end date To For the period from ~~ee~~ ~~ee ee~~ |
CC16a | |||||||||
| Section A Receipts and payments | ||||||||||
| Unrestricted funds |
Restricted funds |
Endowment funds |
Total funds | Last year | ||||||
| to the nearest £ | to the nearest £ | to the nearest £ | to the nearest £ | to the nearest £ | to the nearest £ | |||||
| A1 Receipts | ||||||||||
| Hire of Hall | 2,704 | - | - | 2,704 | 27,128 | |||||
| Other Hire Charges | 80 | - | - | 80 | 1,120 | |||||
| Fundraising | 278 | 240 | - | 518 | 4,648 | |||||
| Donations | 50 | 2,527 | - | 2,577 | 105 | |||||
| Gift Aided Income - St Erme PF Ltd | - | - | - | - | ||||||
| Grants | 20,605 | 48,800 | - | 69,405 | 6,670 | |||||
| Other Income | 570 | 64 | - | 634 | 3,036 | |||||
| Interest | 15 | 3 | 18 | |||||||
| Covid Takeaways | 2,986 | 2,986 | ||||||||
| Millenium Club | 1,455 | 1,455 | 2,205 | |||||||
| Loan Interest | - | - | - | - | ||||||
| Sub total(Gross income for AR) |
(Gross income for AR)27,288 |
53,089 | - | 80,377 | 44,912 | |||||
| A2 Asset and investment sales, (see table). Repayment of Loan-St Erme - - - - PF Ltd - - - - - Sub total - - - - - Total receipts 27,288 53,089 - 80,377 44,912 ~~—————~~ |
||||||||||
| A3 Payments | ||||||||||
| Equipment | 1,412 | - | - | 1,412 | 759 | |||||
| Millenium Club Payments | 920 | - | - | 920 | 1,150 | |||||
| Utilities | 8,052 | - | - | 8,052 | 10,225 | |||||
| Insurances and Licences | 3,761 | - | - | 3,761 | 5,661 | |||||
| Maintenance | 14,304 | - | - | 14,304 | 16,306 | |||||
| Fundraising | 121 | - | - | 121 | 1,334 | |||||
| Entertainment-Events | - | - | - | 2,700 | ||||||
| Returned Deposits | 250 | - | 250 | |||||||
| Cleaning | 275 | - | - | 275 | 694 | |||||
| Other Expenses | 150 | 41 | 191 | 2,894 | ||||||
| Defibrillator Mtce | 192 | 192 | 192 | |||||||
| Extension Costs | 509 | |||||||||
| Covid Protection costs | 245 | 245 | ||||||||
| Covid Takeaway Costs | 535 | 535 | ||||||||
| Donation | ||||||||||
| Youth work Grant payments | 78 | 78 | ||||||||
| Covid Work -Grants and Donations | 36,130 | 36,130 | ||||||||
| Cricket Field Purchase | 23,570 | |||||||||
| 29,775 | 36,691 | - | 66,466 | 65,994 | ||||||
| A4 Asset and investment purchases, (see table) - - - - - - - - Sub total - - - - - Total payments 29,775 36,691 - 66,466 65,994 ~~—————~~ |
||||||||||
| Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end |
- 2,487 16,398 - 13,911 - 21,082 768 - 768 - - - 47,804 4,763 - 52,567 73,648 46,085 20,393 - 66,478 52,566 ~~===>~~ |
- 21,082 - 73,648 52,566 |
||||||||
| CCXX R1 accounts (SS) | 1 | 09/09/2021 |
Section B Statement of assets and liabilities at the end of the period
| Categories Signed by one or two trustees on behalf of all the trustees B1 Cash funds B2 Other monetary assets B4 Assets retained for the charity’s own use B5 Liabilities B3 Investment assets |
Reserves Signature Independent Examination Fees Details Details Current A/C Millenium Fund Petty Cash Details Details Total cash funds (agree balances with receipts and payments account(s)) Details |
Unrestricted funds Restricted funds to nearest £ to nearest £ 11,777 18,338 4,106 1,380 30,102 675 100 - 46,085 20,393 OK OK Unrestricted funds Restricted funds to nearest £ to nearest £ - - - - - - - - - - - Fund to which asset belongs Cost (optional) - - - - - Fund to which asset belongs Cost (optional) - - - - - - - - - Fund to which liability relates Amount due (optional) 575 - - - - - Print Name |
Endowment funds to nearest £ |
|---|---|---|---|
| - | |||
| OK | |||
| Endowment funds to nearest £ |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Current value (optional) |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Current value (optional) |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| When due (optional) |
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| Date of approval |
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CCXX R2 accounts (SS)
09/09/2021
2