## **WEST DOWN COMMUNITY PARK** # **(West Down Village Green Field Association) (Charity Commission number 1153245)** **www.westdown.org.uk** ## **ANNUAL GENENERAL MEETING 6.45pm 27/02/2023 West Down Parish Hall** ## **’ - Chairman s Report 2022 2023** The Community Park is managed by Volunteer Trustees who act as the Management Committee who are a totally independent organisation, meeting regularly to discuss and make decisions about the day to day and long-term actions needed to ensure that this facility remains fit for purpose, also raising the essential funds for its continued operation. This Committee team has done a fantastic job over the many years and continue to be enthusiastic ensuring that the West Down Community Park remains available in perpetuity for its residents. Because we own land, the Community Park is registered as a CIO (Charity Incorporated Organisation) with our Charity Commission number being 1153245, our Constitution is as recommended by Charity Commission, and all of our annual reports continue to be kept up to date. The Community Park is protected against its disposal and development by a (Deed Of Dedication) at Fields in Trust(FIT) in perpetuity. The Community Park is currently insured for third party liability by Allied Westminster. We have in place a health & safety policy, a Risk Assessment along with a Equal opportunities policy. There are substantial ever increasing financial costs in providing this facility for the parishioners of West Down, **funds which have to be provided each year** - costs such as Park maintenance and insurance – also of course, the cost of any projects undertaken, including play area along with maintenance and ongoing RoSPA safety inspections to meet our insurance requirements. Once again a big ‘thank you’ to all of our Volunteer Trustee’s for the time and enthusiasm that they give to ensure the continued success of this major community asset. **Huge thanks** to the Park maintenance volunteer team for keeping the Park in such a great condition. Also a huge thank also to the West Down Parish Council for their continued financial support which contributes towards the continued operation of this facility for the wellbeing of West Down Residents. It has now been TEN YEARS since the Trustee’s and volunteers started to transform a rough agricultural field into the Park finish that we have today. The West Down Community Park Trustees whilst providing this open space for its residents have:- Developed borders and other areas of wild natural growth to encourage insects and small mammals. Developed and equipped picnic areas within the Park. Created allotments for those Green fingered enthusiast. Not forgetting the Children’s Play area that we provided and installed. More recently, planting the fruit orchard, Tree Glade and Boules court. Over and above all this, from day one we have successfully fund raised carrying out Annual Village Fayre’s, Christmas Raffles, Band/Concert Nights at Parish Hall and even Fashion Evenings all raising many thousands of pounds allowing us to provide the facilities described above along with all our original Grass cutting and maintenance equipment. With the support and funding from Fullabrook CIC and National Lottery in particular we have been able to fund the purchase of materials to bring a water supply into the Park, the purchase of new Grass Cutting Equipment, new Picnic Benches, Marquees, Event tables and seating. John Stainer Chair. . West Down Village Gréen Field Associ4tion Reg.1153245 AGcounts for the poriod ending 31st Marcb 2023 Opening Bank Balance 39,609 Allotment Income Grants Fundraising 575 20,483 1.095 New Equipment Projectsllmprovements Insurance Maintenance Fuel Administration Events Other expenses 30,858 8.638 656 708 896 472 3.090 1,000 Closing 8ank Balance 15.444 Approved Di8closure. Matters of concern. Intemal Controls and Goverr.)nce'. The charity has kept a SL,.fficient cash book, reconciled to the charity's bank statements throughout the year. However pety cash rb4cords and reconciliations were not roviewed by us despite the existen￿ of petty cash transactions throughout the year. Nore does a pety cash balance feature in the balancing figures within the accounts. Underlying records for various charity expendrture thr?ughout the year does not fom part of the charity's records. There were a total of 21 expense transactions during the p8riod with no underlying receipt or invoice. Related party transactions During the year the charity carried out several transaclions with related parties where no underlying rerords were evidenced. This amounted to £1,811.49 during the year. Recommond4tlon8. Record Keeping - The charity should continue to record and store all invoices and receipts relating to charity activities as part of your ststutory records. Cash Records- The charity 8hould maintain a pety cash record for all petty cash transactions carried out. Reportlng - The charity sliould continue to report on an income and expenditure basis with carrying balances (Cash & Bank). Independent Examiner's Report on the Accounts Report to the trustees of West Down Village Green Field Association the period 181 February 2022 to 318t March 2023 1153245 On the Accounts for Charity Number. Set out on pages Three We report to the trustees on our examination of the account41 of the above charity for the year period ending 3151 March 2023. As the charity trustees of the Trust. you are responsible for th# preparation of the accounts in accordance with the requirements of the Charities Act 2011 ("the Act.). We report in respect of our ey.arriination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out our examination we have followed the applicable Directions given by the Charity Ccmmission under section 14515)(b} of the Act. We have completed our e>'aiiiinalion. We confim that no m,-.tprial matters have come to our attenlion (other than that disclosed below - see page of the examiners report) in connection with the examination which gives me cause to believe that in, any material respecl.. accounting records Niero not kept in accordance witFI section 130 of the Act or the accounts do not accord with the accounting records I have no concems other than those disclosed on page two Ckf this report, and have . come across no other matter% i.'i Connection with the examination to which attention should be drawn in order lo enable a proper understandin£J of the accounts to be reached. -01- 201 Paul Wright on behalf of APB Accountants Limited 1-5 Market Square Ilffacombe Devon EX34 9AU