Trustees Annual Report & Annual Accounts for 2024
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 2024
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 | Pilgrims |
|---|---|---|
| Maureen Jones | Treasurer | Parish Council |
| Sara Paulley | Minutes Secretary | Elected |
| Francis Byrne | Cricket Club | |
| Dylan Churchill | Elected | |
| Alastair McElroy | From July2024 | Croquet Club |
| Jane McLoughlin | Untl Feb/from June 24 AGM | Heritage Group |
| Michael Ralph | Rife Club | |
| Sandra Ralph | Elected | |
| William Seale | Elected | |
| Vacant | 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 ten Trustees are the sole members of the Charity. In the year, four of the Trustees were elected from the local community and six were nominated by the supporting user groups.
THE PAVILION AND SPORTS GROUND MANAGEMENT COMMITTEE
The management committee is made up of all the trustees and is responsible for all 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 sports 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
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(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.
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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-bycase basis.
CONTRIBUTION MADE BY VOLUNTEERS
Trustees and regular helpers number around 25. In addition, there is the input by many members of the user groups to facilitate their own activities. Much of this work has 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
A new storage container has been acquired to provide a secure lock-up for ground maintenance equipment, the drive has been repaired, 500 hedging plants planted and a 5-a-side football pitch established. Along with regular maintenance and housekeeping activities.
New Community Hall
In January a full Planning application was submitted to East Suffolk Council and with only limited discussion, permission was granted in March. The detailed plans were presented to the local community at our third open day held at the beginning of May. The architect then proceeded to work on the detailed design drawings for submitting to building control in early 2025 and preparing the tender specification package.
We continue to produce a regular newsletter to keep people regularly informed as to what is happening at the pavilion, there are also 88 followers on Instagram.
Users and use
Cricket Club: The club is still going strong with about 25 members, with twelve matches played.
Work on the wicket has created a good playable surface. The Club has acquired a new mower with the help of a grant. A local volunteer helps with the mowing. The Club also owns a gang mower and a topper which are helping improve the grounds.
Each year the Club runs the Classic Car Rally which raises funds for the Club.
Croquet Club: The lawn improvements are ongoing and it is improving with time.
Membership is increasing, with initiatives to attract new members being a focus with the introduction of croquet with a social element. To this end, a barbecue was held in July
The next step is to improve the clubhouse with a major refurbishment. The walls will be insulated and boarded, followed by redecoration, new flooring and refurnishing.
Social Group: The monthly quiz remains the main activity of the group who continue to raise money in support of the Pavilion. The group also continue to support many of the other events taking place throughout the year.
Rifle Club: The Club now meets twice a week on Tuesdays and Thursdays and has two new members. The club continued to compete in the County Leagues with some success and held club competitions in the break between the winter and summer leagues. Maintenance work has been carried out on the building.
Parish Council: Continue to use the Pavilion for their formal Parish Council Meetings as well as all their supporting meetings.
Pilgrims Together: T he group is again using the Pavilion for their face to Face meetings in the pavilion although the size of the room continues to be a problem.
Thorpeness and Aldringham Heritage Group: Continue to use the Pavilion for events and fundraising activities and are keen to be involved as they consider the Pavilion a significant part of Thorpeness’ heritage.
Ukulele Group: Continue to hold their weekly meetings at the Pavilion and contribute to a number of events throughout the year.
Regular events: Including the coastal fun run, parking for the regatta fireworks and the Classics at the Pavilion were all held again this year, with the addition of the Alzheimer’s trek26 event which should also become an annual event. The pavilion open day is now established as an annual event held in spring. The number of regular events and individual bookings continue to increase and take place throughout the year.
The field has also been used by caravan clubs over four weekends during the summer months.
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 the period covered by this report the main sources of funding were:
Fees from user groups, although deliberately kept low they were increased by a modest amount in November; hiring the Pavilion and Sports Ground; The bar; fundraising events and parking for the annual Thorpeness fireworks in August.
How expenditure has supported the objectives
In the period covered by this report, the major expenses continue to be insurance, utility bills, licensing and other fixed operating costs and repairs. Together with costs incurred on work carried out preparing the plans for the new build including architect fees, Q S fees and specialist reports.
PLANS FOR THE FUTURE PERIODS
New Community Hall project: Work is being undertaken to submit a building control application in January and to hold a fourth open day in May 2025 where the latest plan will be presented. Following building regulations approval, it is intended to go out to tender for the build contract. Once the tenders are received we will have an accurate build cost that will be used to support grant applications.
Improvements to the Pavilion and sports ground will continue in the coming year. Specifically, with the addition of a picnic area and better walkways to improve accessibility. The improvements are aimed at making the facilities attractive to a 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
ThECGILVIE PAVILION AND SPORTS GROUND CIO FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 GENERAL FUND REC&PT5 W4D PAYPIENTSACCCXJNT 2024 2023 RECEIPTS Hireof Pavilion HiieolFidd User Grou Parkin Bar Fund raisin Grants Sund I niefest £2,150.00 £4,620.00 £615.00 £1,491.00 £1.522.03 £415 02 £1.701.00 £53.61 £6,151.SS £1,330.00 £3.530.00 £1,382.00 £1,304.70 £1.295.63 £412 25 £142.614.85 £0.00 £S,558.67 Toial £18.719.21 £157,428.10 EXPENDITURE Stationary & Postage £12 75 £0.00 IEIti I nsurance Licence Electric An liawat Raies £1,868.96 £501.00 £1.076 74 £288.11 £178.23 £2.901.38 £892.80 £1,553.04 £493.80 £1.433 38 £154.44 £137.64 £2,041 51 £984.40 efaton SewagelRefuse Maint & R air £300.19 £2,526.00 £1,300.00 £91.025.03 £306.12 £3.083.39 £290.53 £1,000.00 £24.505 87 £o_oo Grants New Development Insignisfe Toial £103,177.31 £3S,678.OQ SURPLUSFOR YÉAR 84,458.10 £121,750.10 BALANCESHEETasof31st DECEM8ER2023 CURRENT ASSETS Cash In Hand Current Account £0.00 £27.851 12 £91,151.55 £359,693.88 £0.00 £328.568 24 £234,586.41 Building Society De osiis Total £478,696.55 £S63,IS4.6S BAR ACCOUNT Cash in Hand £189.08 £270.07 Slock L CURRENTLIABILinES Total £342.00 £293.60 £531.08 £S63.67 Total @ 31st December £479.227.63 £563.718.32