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2021-08-31-accounts

Trustees' Annual Report for the period

From Period start date T Period end date 01 09 2020 o 31 08 2021

Charity name BerkoAstro at Ashlyns School BerkoAstro at Ashlyns School BerkoAstro at Ashlyns School
Other names charity is known by BerkoAstro
Registered charity number(if any) 1146798
Charity's principal address Ashlyns School
Chesham Road
Berkhamsted, Herts.
Postcode HP4 3AH

Names of the charity trustees who manage the charity

Trustee name Office (if any) Dates acted if not for whole
year		 Name of person (or body) entitled to
appoint trustee (if any)
1 James Shapland Ashlyns GoverningBody
Julie Laws Ashlyns GoverningBody
2 Keith Pollard Berkhamsted Raiders Charity
Football Club
3 Julia Bastiman Berkhamsted Raiders Charity
Football Club
4 Peter Shell Ashlyns GoverningBody
5 Howard Wells Chair Independent
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20

Names of the trustees for the charity, if any, (for example, any custodian trustees)

TAR

1 June 2022

Name Dates acted if not for whole year
N/A

Names and addresses of advisers (Optional information)

Names and addresses of advisers (Optional information) Names and addresses of advisers (Optional information) Names and addresses of advisers (Optional information)
Type of adviser
Name
Address

Bank		 CAF Bank 25 Kings Hill Avenue, Kings Hill, West Malling, Kent, ME19 4JQ

Name of chief executive or names of senior staff members (Optional information)

N/A

Section B Structure, governance and management

Description of the charity’s trusts

Type of governing document Deed of Trust executed on 5/4/2012
(eg. trust deed, constitution)
How the charity is constituted Trust
(eg. trust, association, company)
Trustee selection methods
(eg. appointed by, elected by)		 By a resolution of the trustees at a special meeting. New trustees are
appointed for 3 years. Minimum of 3 trustees.
Additional governance issues (Optional information)
Youmay chooseto include
additional information, where
relevant, about:		 All trustees give their time voluntarily and receive no remuneration or
other benefits.
Drawing Trustees from both organisations, with an independent chair
reflects the working partnership the school and the club has developed to
●policies and procedures enhance sporting provision for the community and the school. This
adopted for the induction and working relationship is set out through a Partnership Agreement – the
training of trustees; facilities referred to in this agreement are the floodlit 3G pitch and
●the charity’s organisational meetings rooms in the Paul Beard Centre (PBC)
structure and any wider
network with which the The administration of these facilities is monitored by the Trustees made
charity works; up of representatives of both organisations. In addition to this, the activity
●relationship with any related
parties;		 of the facility is monitored by the Football Foundation (FF) on a yearly
basis through a Monitoring & Evaluation form.
●trustees’ consideration of
major risks and the system
and procedures to manage
them.		 The 3G pitch is available during the day for school use and community
use after school hours. This has enhanced curriculum time and enabled
the club to develop, doubling in size and offering a more comprehensive
offer.
Links with other clubs have been developed to enhance community
involvement. Hiring the facility to other organisations ensures the long
term viability of the facility and enables us to build a sinking fund for pitch
and fence replacement.

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June 2022

The success of the facility is due to the mutual respect and common goal of both organisations, which is reflected in the Partnership Agreement.

The Sinking Fund is held in a ring fenced CAF account set up in May 2013.

Section C Objectives and activities

Summary of the objects of the
charity set out in its governing
document
Summary of the main activities
undertaken for the public
benefit in relation to these
objects (include within this
section the statutory
declaration that trustees have
had regard to the guidance
issued by the Charity
Commission on public benefit)		 To provide or assist in the provision of facilities for recreation or other
leisure time occupation at Ashlyns School or in the local community.
In planning and conducting our activities for the year we have had due
regard to the Charity Commission’s guidance on public benefit.
The main activity related to BerkoAstro is a 3G pitch and meeting rooms
which provide an affordable facility for local clubs at a beneficial rate
compared to nearby local commercial facilities. The activities related to the
facilities are’
●
In addition to clubs block booking of the 3G pitch the Facility
Manager and Raiders liaises with local clubs to offer off peak
availability during times grass pitches aren’t available, so clubs can
still play matches within leagues.
●
Commercial organisations hire the pitch to offer a 6-a-side adult
football leagues which has now been extended to Sundays.
●
The pitch has enhanced the curriculum on offer at the school and
provided an area to offer sporting lunchtime activities. Inter-school
matches held on the pitch increase participation by students in
local leagues.
●
Herts FA hold training courses using meeting rooms in PBC and
the pitch.
●
Girls’ football is increasing year on year as we have extended our
partnership with Arsenal Ladies
●
Due to COVID-19 restrictions the facility has been closed for part
of the year from mid September 2020 to April 2021 and therefore
the Charities activities and income has significantly reduced.

Additional details of objectives and activities (Optional information)

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3 June 2022

You may choose to include further statements, where relevant, about:

Section D Achievements and performance

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4

Summary of the main achievements of the charity during the year

Section E Financial review

We aim to build a reserve fund over time to cover the future investment Brief statement of the needed for replacement of the 3G surface and fencing. The amount set charity’s policy on reserves aside is based on the assumption that the surface will last a minimum of 10 years.

The carpet was replaced during August 2021 and the sinking fund is being rebuilt over the next 10 years.

Details of any funds materially N/A in deficit

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June 2022

5

Further financial review details (Optional information)

You may choose to include additional information, where relevant about:

Our main source of funds is from the hire of the facility for use as outlined in the Objectives and Activities above.

The majority of income is applied to the running costs of the facility and the reserve fund outlined above. Any excess is used to enhance any sporting facilities on the school site and to support Raiders development.

Section F Other optional information

The coming year will focus on the success of the current year with an aim to continue to offer the activities as outlined above, plus aiming to offer new activities and make sure some of this year’s new activities become regular ongoing offerings.

Section G Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s)

Full name(s) Julie Laws Position (eg Secretary, Chair, etc) Trustee Date 17th June 22

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June 2022

Berko Astro at Ashlyns School Berko Astro at Ashlyns School Berko Astro at Ashlyns School Berko Astro at Ashlyns School Berko Astro at Ashlyns School Berko Astro at Ashlyns School
For the period
from		 01/09/2020 To
Section A Receipts and payments
A1 Receipts Unrestricted
funds
to the nearest £
45,415
28,530
74
-
-
74,019
-
-
-
74,019
-
-
1,420
-
-
2,700
1,676
3,704
188
327
78
2,392
138
310
263
6,735
-
120
1,707
3,581
210
2,000
490
840
-
5,781
-
3,000
25,574
3,000
3,893
3,893
74,019
-
-
-
74,019		 Restricted
funds
to the nearest £		 Endowment
funds
to the nearest £		 Total funds
to the nearest £
Football Season Usage: September to April 45,415 -
-
-
-
-
-		 - 45,415
28,530
74
-
`
74,019		 61,413
Out of Season Usage: Mayto August 28,530 -
Cateringsales 74 -
Vendingmachine sales - - 1,042
CAF Bank interest and donation - -
-		 352
Sub total(Gross income for AR) 74,019 62,807
-
-
-
A2 Asset and investment sales, (see table).
- - -
-
-
- -
-		 -
Sub total - -
Total receipts
A3 Payments
Cost of Sales
- - 74,019 62,807
CoachingFees-parties,courses etc - -
-
-
-
-
-
-
-
-
-		 - -
-
1,420
-
-
2,700
1,676
3,704
188
327
78
2,392
138
310
263
-
6,735
-
120
1,707
3,581
210
2,000
490
840
-
-
5,781
-
-
3,000
25,574
3,000
3,893
3,893
-
74,019
Administration - - -
Ashlyns Finance & Admin 1,420 - 1,404
Sports Development Officer - - 4,677
Berko Astro Manager - - -
Sports & Facilities Manager 2,700 - 2,558
School overheads 1,676 - 1,676
A2F Staff 3,704 - -
Telephone/Planet Numbers 188 181
IT systems and software 327 826
Health & safety training/compliance 78 59
Insurance 2,392 2,392
Training/first aid 138
Legal & professional fees 310 341
Bank costs 263 - 326
Maintenance
Weekly Pitch maintenance 6,735 9,540
Annual pitch inspection - 1,015
Occasional Maintenance Items 120 -
Floodlight mainenance 1,707 3,931
Electricity running costs 3,581 4,630
Gas 210 974
Cleaning building/changing rooms 2,000 1,529
Cleaning materials/supplies 490 335
Caretaking costs 840 715
Building maintenance - 14,304
Catering
Equipment leasing 5,781 4,573
Catering consumables - 201
Donations
Road Replacement Fund 3,000 1,000
Carpet Replacement Fund 25,574 -
Fence Replacement Fund 3,000 -
Berkhamsted Raiders 3,893 -
Ashlyns School 3,893 -
-
**Sub total ** 74,019 57,187
A4 Asset and investment purchases, (see table)
- -
-
-		 - -
-
-
- -
-
**Sub total ** - -
Total payments
Net of receipts/(payments)
A5 Transfers between funds
A6 Cash funds last year end
Cash funds this year end		 74,019
- - 57,187
- 0 -
-		 - 0 5,620
-

-
-		 - -
266,066		 -
266,066 - 260,446
266,066 -
-
266,067		 266,066

CCXX R1 accounts (SS)

09/06/2022

1

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
B5 Liabilities
B3 Investment assets
B2 Other monetary assets
B4 Assets retained for the charity’s own use
B1 Cash funds		 Details
Details
Total cash funds
(agree balances with receipts and payments
account(s))
CAF Bank
Ashlyns Account
Details
Details
Details
Signature		 Unrestricted
funds
to nearest £		 Restricted
funds
to nearest £		 Endowment
funds
to nearest £
230,160 -
-
-		 -
35,906 -
- -
266,066 - -
OK
Unrestricted
funds
to nearest £		 OK
Endowment
funds
to nearest £
- -
- -
- -
- -
- -
- -
Fund to which
asset belongs		 Current value
(optional)
-
-
-
-
-
Fund to which
asset belongs		 Current value
(optional)
-
-
-
-
-
-
-
-
-
Fund to which
liability relates		 When due
(optional)
Date of
approval

CCXX R2 accounts (SS)

09/06/2022

2

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Berko Astro at Ashlyns School On accounts for the year ended 31 August 2021 Charity no lif any) 1146798 Set out on pages 1 to2 I report to the Iruslees on my examination of the accounts of the above charity ('the Trust"} for the year ended 3110812021. RÈ$ponsibilities and As the charity trustees of the Trust, you are fesponsible for the preparation basis of report of the accounts in accordan￿ 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 2011 Act and in carrying out my examination, I have followed the applicable Directs'ons given by the Charity Commission under section 145{5){b) of the Act. I have completed my examination. I confirm that no material matters have come to my attention (other than that disclosed below") in connection with the examination which gives me cause to believe Ihat in. any material respect.. accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord with the accounting records Independent examiner's statement I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of Ihe accounts to be reached. Please del te th8 Wo￿lS in the brackets if they do not apply. Signed: Date: Name: Gavin J es Relevant professional quallfl¢ationlsl or body {if anyl- ACCA Address: stewarts Accountants Ltd 271 High Street, Berkhamsted, Herts HP4 1AA