Trustees Annual Report & Annual Accounts for 2020
The trustees have pleasure in presenting their report and financial statements of
The Pavilion and Sports Ground CIO for the year ending 31[st] December 2020
REFERENCE AND ADMINISTRATIVE INFORMATION
Charity Name: The Ogilvie Pavilion and Sports Ground CIO Thorpe Road, Thorpeness, Suffolk IP16 4FD
Charity No: 1160097
Principal Address - c/o: Eric Atkinson Logwood Aldeburgh Road Aldringham LEISTON IP16 4QH
Trustees who served during the year were as follows:
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Eric Atkinson Chair Elected
Maureen Jones Treasurer Elected
Sue Atkinson Secretary St Andrew’s Church
Alan Biddlecombe Elected
Sandra Ralph Elected
Lyn Jones Elected
Sue Allen Elected
Francis Byrne Cricket Club
Stuart Girling Badminton Club
Tim Hannon Rifle Club
Andrew Paris Croquet Club
Brenda Deans Model Flying Club
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The accounts have been scrutinized by three members of the Charity
TYPE OF GOVERNING BODY
The Charity is governed by all the Trustees elected and nominated in accordance with the Constitution.
CONSTITUTION
The charity was established as a Charitable Incorporated Organisation (CIO) in January 2015 to the charities commission standard Foundation Model.
APPOINTMENT OF TRUSTEES
The existing six elected and six nominated trustees remained in office for much of 2020 as the annual meeting of the Trustees was deferred until the end of the year because of the corvid-19 pandemic
The Trustees are the sole members of the Charity.
THE PAVILION AND SPORTS GROUND MANAGEMENT COMMITTEE
The management committee is made up of all the trustees and is responsible for all the aspects of managing the facilities. The committee normally meets every six weeks and more often if there is a specific need. However this year because of the pandemic the committee met up until March after which they did not meet again until the end of the year when Zoom was used.
RISK AND INTERNAL CONTROL
The management committee had previously identified the major risks that they believe the charity is exposed to and have taken steps to mitigate them, as follows.
Reduction or loss of users
The charity provides facilities to enable sport and recreation activities to be undertaken by a wide range of users. The committee monitors the use of the facilities to ensure they continue to provide a suitable environment for the users to grow and succeed in their aims and objectives. If a significant reduction in users did occur the ability of the committee to provide the remaining users with adequate facilities would not be greatly impacted as the running costs could be reduced in line with the reduced use.
Damage to buildings, property and equipment.
The Charity has sufficient building and contents insurance in place to mitigate against permanent loss. The user groups are also required to insure themselves against any loss associated with their activity.
Reduced income
See Reserves Policy
Reduction of Trustees or helpers
Following the declaration of the pandemic in March the committee could no longer hold fund raising activities, social events or seek to continue to increase the usage of the facilities. However some work did continue on improving the appearance of the pavilion and sports ground.
If there was to be a reduction in support from volunteers to an unacceptable level then the user groups would have to take on the additional burdens required to maintain the facilities in order for them to continue their activities.
OBJECTIVES AND ACTIVITIES
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(1) To promote for the benefit of the inhabitants of the Parish of Aldringhamcum-Thorpe and all the neighbouring and adjacent parishes without distinction of sex, sexual orientation, race or of political, religious or other opinions, by associating together the said inhabitants and the local authorities, voluntary and other organisations in a common effort to provide facilities in the interests of social welfare for recreation and other leisure time occupations with the objects of improving the conditions of life of the said inhabitants.
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(2) To establish or secure the establishment of a Pavilion and Sports Ground and to maintain and manage the same (whether alone or in co-operation with any local authority or person or body) in furtherance of these objectives.
POLICY ON GRANT MAKING
Grants to enable user groups to start up or improve their offering are considered on a case by case basis.
CONTRIBUTION MADE BY VOLUNTEERS
Trustees and regular helpers number around 20, plus input by many members of the user groups to facilitate their own activities, much of the work having a direct benefit to the overall facility. It is difficult to put a monetary value on this input, but the results of our volunteer help can easily be appreciated. Only when a particular skill or qualification is required are additional resources engaged.
ACHIEVEMENTS AND PERFORMANCE
The Pavilion and Sports Ground
The pavilion and sports ground were looking forward to another year of continued growth and development when the corvid-19 pandemic struck in March which resulted in all activities being suspended and although there was a limited return to outside use in late summer, the facilities remained largely unused with most bookings and events being cancelled.
FINANCIAL REVIEW
Reserves policy
The Charity holds a small reserve to ensure the continuity of facilities being available should there be a major reduction in income. If necessary it would be possible for the committee to raise the level of charges, which are deliberately held low, either temporarily or permanently.
Designations
There are no ring-fenced deficits
Investment Policy
The Charity has adopted a low risk strategy to the investment of its funds and does not hold longer term investments such as stocks and shares. All funds are held in cash using only mainstream banks and building societies
Main sources of funds
In a normal year the main sources of income would be from, fees from user groups, hiring of Pavilion and Sports Ground, fund raising event and parking for the annual Thorpeness fireworks in August. However, this year because of the pandemic this income was not available. However the CIO were fortunate in securing the government support grant against our business rates which helped to cover the running costs.
How expenditure has supported the objectives
In the period covered by this report, the major expense continues to be utility bills and licensing, followed by limited maintenance and repair of the facilities.
PLANS FOR THE FUTURE PERIODS
A designs for the future development of a new Pavilion had been produced, however as committee meetings were put on hold little progress was made during the year.
Short term improvements to the pavilion continue, and improvements to the field and the perimeter are progressing.
DECLARATION
The trustees declare that they have approved the trustee’s report and the accounts as shown in Appendix A
Signed on behalf of the Charities trustees
THE OGILVIE PAVILION AND SPORTS GROUND CIO FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2020
GENERAL FUND RECEIPTS AND PAYMENTS ACCOUNT
| 2020 | 2019 | |||
|---|---|---|---|---|
| RECEIPTS | ||||
| Hire Of Pavilion | £375.00 | £2,370.00 | ||
| Hire of Field | £1,981.85 | £3,208.00 | ||
| User Groups | £65.00 | £330.00 | ||
| Parking | £0.00 | £1,323.00 | ||
| Bar | £0.00 | £1,250.20 | ||
| Fund raising | £0.00 | £1,340.10 | ||
| Grants | £10,000.00 | £0.00 | ||
| Sundry | £0.00 | £1,000.00 | ||
| Interest | £380.48 | £639.89 | ||
| Total | £12,802.33 | £11,461.19 | ||
| EXPENDITURE | ||||
| Stationary & Post | a £0.00 |
£0.00 | ||
| Insurance | £1,440.54 | £1,409.37 | ||
| Licence | £334.50 | £465.02 | ||
| Electric | £768.25 | £1,172.56 | ||
| Anglia Water | £129.56 | £46.40 | ||
| Rates | £47.00 | £472.76 | ||
| SCDC Refuse | £56.40 | £84.60 | ||
| Sewage Disposal | £290.00 | £280.00 | ||
| Maint & Repair | £491.70 | £1,783.42 | ||
| Assets | £0.00 | £2,783.61 | ||
| Grants | £0.00 | £100.00 | ||
| Sundry | £0.00 | £0.00 | ||
| Other | £0.00 | £0.00 | ||
| Total | £3,557.95 | £8,597.74 | ||
| SURPLUS FOR YEAR | £9,244.38 | £2,863.45 |
BALANCE SHEET as of 31st DECEMBER 2020
| CURRENT ASSETS | ||||
|---|---|---|---|---|
| Cash in Hand | £0.00 | £0.00 | ||
| Current Account | £375,805.42 | £364,717.96 | ||
| Building Society | £86,339.53 | £85,319.16 | ||
| Deposits | ||||
| Total | £462,144.95 | £450,037.12 | ||
| BAR ACCOUNT | ||||
| Cash in Hand | ||||
| Stock | ||||
| Less CURRENT LIABILITIES | ||||
| Total | £0.00 | £0.00 | ||
| Total @ 31st December | £462,144.95 | £450,037.12 |