## Trustees Annual Report & Annual Accounts for 2021 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 2021 ## 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: |Eric Atkinson|Chair|St Andrew’s Church| |---|---|---| |Maureen Jones|Treasurer|Parish Council| |Sue Atkinson|Secretary|Co-opted| |Sara Paulley|Minutes Secretary|Elected| |Sue Allen||Elected| |Alan Biddlecombe||Elected| |Francis Byrne||Cricket Club| |Dylan Churchill||Elected| |Brenda Deans|Until April 2021|Model FlyingClub(folded)| |Stuart Girling||Badminton Club| |George Godbold|Until October 2021|Elected| |Tim Hannon|Until March 2021|Rifle Club| |Oliver Hellis|Until October 2021|Elected| |Jane McLoughlin|From April 2021|Croquet Club| |Andrew Paris|Until February2021|Croquet Club| |Sandra Ralph||Co-opted| |Gareth Samuel|Until October 2021|Elected| |William Seale||Elected| |WendySturmey|Until March 2021|Social Group| |Steve White|From November 2021|Ukulele Group| The constitution provides for 8 elected trustees, 12 nominated trustees and 3 co-opted trustees The accounts have been scrutinized by three members of the Charity ## TYPE OF GOVERNING BODY The Charity is governed by all the Trustees elected, co-opted 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 Trustees are the sole members of the Charity. In the year, eight of the Trustees were elected from the local community and ten were nominated by each of the nine supportive user groups and two were co-opted from the local community ## 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. ## 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** 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 - (1) To promote for the benefit of the inhabitants of the Parish of Aldringham-cum-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. - (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** At the beginning of 2021 the pavilion remained closed until May when it was re-opened under the strict covid-19 controls with only limited use and was not fully back in use until the end of the year. However, work has continued on improving the facilities, to ensure that when restrictions are fully lifted the existing users return and we are in a position to attract new users. The main room, bar area and toilets have been fully refurbished including the installation of energy efficient lighting. The entrance splay has been remodeled to improve access and make the site more appealing to the users. With the support of the Trustees, the village beach bagger group planted 24 fruit trees, of local heritage varieties, on the margins of the field as part of the scattered orchard project, together with some addition native hedging. With the failure of the old water pump in the well it was agreed to carry out a complete replacement of the system which was completed in October. The opportunity was also taken to carry out a complete refurbishment of the pumphouse. As parking is a big issue in the village, a trail car parking on a small part of the sports ground for a limited time in the peak holiday season was carried out with some success and will be provided again next year. With the loss of support for the existing website a new more modern website has been established, together with six dedicated email addresses and a facebook page. Six new picnic benches were purchased and flower boxes installed in front of the pavilion. A defibrillator was installed at the pavilion ## FINANCIAL REVIEW ## **Reserves policy** The Charity holds a small operating 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, again this year because of the pandemic this income has been limited. However, the CIO were fortunate in securing further government support grants against our business rates which helped to cover the running costs and enabled a number of improvements to be carried out. ## **How expenditure has supported the objectives** In the period covered by this report, the major operating expense continues to be utility bills and licensing. However, with the grants made available through the government support scheme, significant work has been carried out to improve the facilities for users, with the intention of making the venue more attractive and therefore, increasing its use. ## PLANS FOR THE FUTURE PERIODS It is planned to hold an open day at Easter 2022 where alternative plans for a new or extended pavilion will be on display and a questionnaire available to everyone in the community enabling them to have their say on the future of the Pavilion and Sports Ground and its possible uses. Improvements to the pavilion and sports ground will continue, making the facilities attractive to more diverse groups of users. ## 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 THEOGILVIE PAVILION AND SPORIS GR(KJND CIO FI￿CIAL5[ATEmEHr5 FOR THE YEAR ENDED 31 DECEMBER 2021 GENERAL FUND RECEIP15AND PAYMENISACCCKJNT 2021 2020 ￿E(￿pTs Hire Of Pavilion Hire of Fidd User Groups Parking Bar £i.oio.00 É4.280.00 £0.00 £859.70 £0.00 Éo.00 £18.708.00 £226.11 £215.85 £375.00 £1,981.85 £65.00 Eo.00 £0.00 £0.00 £io.000.00 £0.00 £380.48 Fund raiyftg Grants Sundry Iniere Total £25.299.66 £12,802.33 EXPENDfflJRE Stationary & Post In￿rance Licence Electric An81iaWaier Rates SCDC Refuse Sewage Disposal Maint & Repair £0.00 £1.484.74 £609.78 £463.79 £380.45 £92.84 £115.64 £300.00 £9.252.35 £5,875_99 f 0.00 150.55 £724.63 £0.00 £1,440.54 £334.50 £768.25 £129.56 £47.00 E56.40 £290.00 £491.70 £0.00 £0.00 £0.00 Grants Sundry orher Total £19,450.76 £3.557.95 SURPLUS F(¥IYEAR £5￿48.90 £9,244.38 BALANCESHEEtasof31st DECEMBER 2021 CUflRENT ASSErs Cash in Hand Current kcount Éo.00 £381.438.47 £86.555.38 £0.00 £375,805.42 £86.339.53 Buildingsociety Deposits Toial 8ARACCOU £467.993.85 £462,144.95 Cash in Hand Stock Less CURRENT LIABILIMES Total Total @ 31st Detanber £0.00 É467.993.85 £0.00 £462,144.95