**Draft Financial Statements at 28 September 2023 at 10:43:16 BISON IN THE COMMUNITY LIMITED** ## **TRUSTEES REPORT (INCLUDING DIRECTORS' REPORT)** _**FOR THE YEAR ENDED 31 DECEMBER 2022**_ The trustees present their annual report and financial statements for the year ended 31 December 2022. The financial statements have been prepared in accordance with the accounting policies set out in note to the financial statements and comply with the charity's Memorandum and Articles of Association, the Companies Act 2006 and "Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102)" (effective 1 January 2019). ## **Objectives and activities** Our charity’s purposes as set out in the objects contained in the company’s memorandum of association are to: The charity’s objects (‘Objects’) are specifically restricted to the following: “For the benefit of the public in Hampshire, the Isle of Wight and the surrounding area by: 1) The preservation and protection of good health and the promotion of community participation in healthy recreation through sport and physical fitness. 2) To advance in life and relieve needs of young people through: (a) the provision of recreational and leisure time activities provided in the interest of social welfare, designed to improve their conditions of life; (b) providing support and activities which develop their skills, capacities and capabilities to enable them to participate in society as mature and responsible individuals. 3) to relieve the needs of people with disabilities as the trustees shall determine. 4) such charitable purposes for the public benefit as are exclusively charitable according to the laws of England and Wales as the trustees may from time to time determine.” All business decisions are made having given reference to the objects of the charity. ## **Ensuring our work delivers our aims** We review our aims, objectives and activities each year. This review looks at what we achieved and the outcomes of our work in the previous twelve months. The review looks at the success of each key activity and the benefits they have brought to those groups of people we are set up to help. The review also helps us ensure our aim, objectives and activities remained focused on our stated purposes. We have referred to the guidance contained in the Charity Commission’s general guidance on public benefit when reviewing our aim and objectives and in planning our future activities. In particular, the trustees consider how planned activities will contribute to the aims and objectives they have set. ## **The focus of our work** Our main objectives for the period was the promotion and prevention of health, educational, recreational and sporting activities. The strategies we used to meet these objectives included: - Providing a range of educational programmes aimed at people of all ages, genders, ethnicity, ability, sexuality or ability which account for the majority of facility use at our facilities. - Focusing upon providing pathways from our educational programmes into regular participation in activities that promoted good health, social interaction and personal development - Continue to focus on reducing energy usage across our facilities to limit the impact on the environment. - Ensuring that the local community has access to leisure and health opportunities - 1 - **Draft Financial Statements at 28 September 2023 at 10:43:16 BISON IN THE COMMUNITY LIMITED** ## **TRUSTEES REPORT (INCLUDING DIRECTORS' REPORT) (CONTINUED)** _**FOR THE YEAR ENDED 31 DECEMBER 2022**_ ## **How our activities deliver public benefit** Our main activities and who we engage with are described below. All our charitable activities focus on the provision of leisure, health, sports and educational activities and are undertaken to further our charitable purposes for the public benefit. ## **Who used and benefited from our services?** The members confirm that they have complied with the duty in Section 4 of the Charities Act 2006 to have regard to the Charity Commission's general guidance on public benefit and have used this information when devising our aims and objectives and planning future activities. The Charity is committed to providing affordable leisure and recreational programmes for the communities it works with and will achieve this by robust management, allowing prices to be kept affordable, and by reinvesting in new and existing activities. The Charity recognises that in order to successfully deliver its objectives it must also provide a high-quality experience for each and every service user. The monitoring of this is achieved through the use of monthly independent mystery visits supported by a robust, transparent user engagement programme. The Charity works with a range of other charities and community groups to extend its impact and benefit to the wider community. An example of this is the provision of free educational ice skating and ice hockey programmes and the provision for structured social interaction activities for young people undergoing “home schooling”. The trustees have paid due regard to guidance issued by the Charity Commission in deciding what activities the charity should undertake. - 2 - **Draft Financial Statements at 28 September 2023 at 10:43:16 BISON IN THE COMMUNITY LIMITED** ## **TRUSTEES REPORT (INCLUDING DIRECTORS' REPORT) (CONTINUED)** _**FOR THE YEAR ENDED 31 DECEMBER 2022**_ ## **Achievements and performance** Trading conditions have been difficult, but the charity has managed its businesses well and has seen a steady income from its activities. A few highlights of our performance and achievements are detailed below; ## **Equity of Access** - There is a membership programme which enables users to access one third of ice rinks in England at a discounted rate - Support for local authority partners in delivering Council led initiatives at our centres. - Proactive research into grant funding to support the provision of activities for disadvantaged groups. - Provision of free educational programmes - Subsidised access to our ice hockey and learn to skate programmes to ensure barriers relating to cost are minimised ## **Disabled** - Working with local disability groups across our operating area to run activities and sessions for various ages and ability levels. - Provision of educational programmes aimed specifically at those who have learning or behavioural disabilities. ## **Community** - Working with various National Governing Bodies of sport to encourage people to either start, or return to, sports participation. - We run open day’s offering free or very low-cost activities. - Work with local charities assisting them with fund raising and making facilities available for their use. - We have provided ice skating to the communities in which the rinks operate, as well as making facility hire available to amateur sports clubs, semi-professional ice hockey teams and athletes on the competitive skating pathway. - 3 - **Draft Financial Statements at 28 September 2023 at 10:43:16 BISON IN THE COMMUNITY LIMITED** ## **TRUSTEES REPORT (INCLUDING DIRECTORS' REPORT) (CONTINUED)** _**FOR THE YEAR ENDED 31 DECEMBER 2022**_ ## **Financial review** ## **Financial Management** The executive management team prepare the annual operational budget for the charity and this is approved by the board of management prior to the commencement of the financial period. The board of management receive monthly reports on the financial performance of the charity. These reports include an Income and expenditure statement and balance sheet, both compared to budget and last year for the month and year to date. All funds are generated through receipts from customers or from funding provided by our local authority partners. Most funds are spent on subsidising participation in activities. Expenditure of these funds supports the key community objectives of the charity and the continued investment in improved services and facilities for the community. ## **Reserves Policy** The Board have agreed a minimum cash reserves policy of two months’ income to protect against poor trading conditions or unexpected expenses and is seeking to secure this level of reserves over the next trading period. It is the policy of the charity that unrestricted funds which have not been designated for a specific use should be maintained at a level equivalent to between three and six month’s expenditure. The trustees consider that reserves at this level will ensure that, in the event of a significant drop in funding, they will be able to continue the charity’s current activities while consideration is given to ways in which additional funds may be raised. This level of reserves has been maintained throughout the year. The trustees have assessed the major risks to which the charity is exposed, and are satisfied that systems are in place to mitigate exposure to the major risks. ## **Plans for future periods** As a developing organisation, we strive to continue to deliver high quality community programmes and to develop and expand our programmes into new communities. We also intend to increase our provision of programmes for groups identified as not normally participating in sport and healthy recreational activities such as ethnic minorities, young adults and people with a disability. Development of new facilities is also an on-going focus - identifying new opportunities that meet the needs of the community and fulfil our charitable objectives. There is an ongoing review of facility usage so that we can ensure we are providing the maximum benefit to the community and ensuring that we ensure the highest levels of participation possible. ## **Structure, governance and management** The charity is is controlled by its governing document, and constitutes a limited company, limited by guarantee, as defined by the Companies Act 2006. The trustees, who are also the directors for the purpose of company law, and who served during the year and up to the date of signature of the financial statements were: Mr Timothy Fife Mr Darren Green Mr Matthew Lloyd Mr D McDermott Mr Heath Rhodes - 4 - **Draft Financial Statements at 28 September 2023 at 10:43:16 BISON IN THE COMMUNITY LIMITED** ## **TRUSTEES REPORT (INCLUDING DIRECTORS' REPORT) (CONTINUED)** _**FOR THE YEAR ENDED 31 DECEMBER 2022**_ ## **Recruitment and appointment of new Trustees** In exercising its powers to nominate, appoint, re-appoint; elect, re-elect, approve and dismiss members, the members shall seek to ensure that the board comprises persons with a broad range of skills who are likely to contribute to the organisation’s success. ## **Board members Induction and training** All new members joining the Board receive a full induction that is aimed at training them in their statutory responsibilities under charity and company law. The Induction will normally include: - Meeting with the Chairman of the Board - Tour of all facilities and an opportunity to meet staff - Access to safeguarding training - Receive copies of the Charity's rules - Receive copies of strategy and business planning documents - Receive copies of corporate policies and documents - Receive an organisational structure and overview of the management process ## **Risk Management** The members of the Board have a duty to Identify and review the risks to which the charity is exposed and to ensure appropriate controls are in place to provide reasonable assurance against fraud and error. The Board members confirm that the major risks to the charity have been reviewed and that systems or procedures have been established to manage those risks. ## **Relationship between the Charity and related parties** The Charity has a two-year licence granted by PI Property (Leisure) Limited to operate Planet Ice Arena Basingstoke (also known as Basingstoke Ice Rink), Planet Ice Arena Milton Keynes (also known as Milton Keynes Ice Rink), Planet Ice Hemel Hempstead (also known as Hemel Hempstead Ice Rink), Planet Ice Peterborough (also known as Peterborough Ice Rink), Planet Ice Gillingham (also known as Gillingham Ice Rink), Planet Ice Bristol (also known as Bristol Ice Rink) and Planet Ice Arena Gosport (also known as Gosport Ice Rink). The Charity is affiliated, where required, to the National Governing Bodies for the sports it provides. The Charity is the sole shareholder in BBIH Limited which is a trading arm set-up at the recommendation of the Charities Commission in order to operate the semi-professional ice hockey team based at Basingstoke Ice Rink. All profits from BBIH Limited are transferred to Bison in the Community to support its charitable work. - 5 - **Draft Financial Statements at 28 September 2023 at 10:43:16 BISON IN THE COMMUNITY LIMITED** ## **TRUSTEES REPORT (INCLUDING DIRECTORS' REPORT) (CONTINUED)** _**FOR THE YEAR ENDED 31 DECEMBER 2022**_ ## **Statement of trustees responsibilities** The trustees, who are also the directors of Bison in the Community Limited for the purpose of company law, are responsible for preparing the Trustees Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice). Company Law requires the trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources, including the income and expenditure, of the charitable company for that year. In preparing these financial statements, the trustees are required to: - select suitable accounting policies and then apply them consistently; - observe the methods and principles in the Charities SORP; - make judgements and estimates that are reasonable and prudent; and - prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation. The trustees are responsible for keeping adequate accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Companies Act 2006. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. ## **Auditor** In accordance with the company's articles, a resolution proposing that Kinnaird Hill be reappointed as auditor of the company will be put at a General Meeting. The trustees report was approved by the Board of Trustees. .............................. Mr Darren Green ## **Trustee** Date: ............................................. - 6 -