2020-07-31-accounts

BUCKNELL PLAYING FIELDS ASSOCIATION – REGISTERED CHARITY NUMBER 1174582

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 JULY 2020

CONTENTS

	Page
REPORT OF THE TRUSTEES	2-5
RECEIPTS AND PAYMENTS ACCOUNT	6
STATEMENT OF ASSETS AND LIABILITIES AT 31 JULY 2020	7
INDEPENDENT EXAMINER’S REPORT	8

1 | P a g e

BUCKNELL PLAYING FIELDS ASSOCIATION – REGISTERED CHARITY NUMBER 1174582

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 JULY 2020

REPORT OF THE TRUSTEES

The Trustees are pleased to present their third annual report following formation of the charity as a Charitable Incorporated Organisation (CIO) on 11 September 2017.

Reference and Administration Details

The Trustees are listed below and have held office for the year ended 31 July 2020 to the date of approval of this report, unless otherwise indicated.

B Dodson-Wells R Blakey S A Woodrow D Hedges H Somerville

The correspondence address for the charity is Cheveley, Ardley Road, Bucknell, Bicester OX27 7LU.

The charity’s bank is Lloyds Bank plc, 9 Sheep St, Bicester OX26 6JE.

Structure, Governance and Management

The initial Trustees were appointed for a 3 year term. At the end of term of service, a Trustee may be reappointed as a Trustee for a further 3 year term. The maximum length of service is 3 consecutive terms, after which a further term can be served only after an interval of at least 1 year has passed.

Objectives

The objects of the CIO, Bucknell Playing Field Association, based in the village of Bucknell in Oxfordshire, are to provide and develop facilities in the interest of social welfare for recreation or other leisure time occupation of individuals who have need of such facilities by reason of their youth, disability, financial hardship or social circumstances or for the public at large with the object of improving their conditions of life.

Summary of the main activities undertaken for the public benefit in relation to these objectives

Creation of the charity

The CIO was created on 11 September 2017 as a result of an existing voluntary community organisation applying for charitable status. The Board of Trustees minuted their acceptance of the assets and agreements from the predecessor organisation.

Playground improvements project

A successful grant application to WREN (Waste Recycling Environmental Ltd) was made in the year ended 31 July 2018, to upgrade the facilities with the funds being provided through the Landfill Communities Fund. The Grant Agreement was dated 28 June 2018; funds had to be claimed by 29 March 2019 and the claim was made in February 2019. This funding request was possible as Bucknell is within 10 miles of a Landfill facility (Calvert, Buckinghamshire).

/… cont’d

2 | P a g e

BUCKNELL PLAYING FIELDS ASSOCIATION – REGISTERED CHARITY NUMBER 1174582

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 JULY 2020

REPORT OF THE TRUSTEES (continued)

The final amount awarded was £60,000 (included within this amount is £6,450 that is provided from our own funds which is required as the match-funding element of the landfill tax scheme). The contract to perform the works was made with Playscapes Designs. Their quotation was the most economical and therefore delivers the best value for money. The overall price is ca. £64.5K.

The committee and trustees had agreed that the match funding amount of £6,450 and the £4,500 over the £60,000 grant award should be paid for using the funds that were received (in the prior period) from The Lennox Hannay Charitable Trust (a total of £15,000) for improving the play facilities in the village.

The WREN funding was paid directly from WREN to the contractor upon approval by the CIO of the works carried out during the year ended 31 July 2019.

There was a cost overrun as a result of more concrete than was initially quoted for being required as well as the hire of skips for waste removal. The Trustees agreed that the overspend would be met from the funds received in the previous financial year from Lennox Hannay. The cost overrun and the £4,500 payment from our funds were made to the contractor in the year ending July 2019 (£6,876).

Usage

Since the reopening of the facility, there has been an influx of visitors from outside of Bucknell to use the area who arrive by car which can cause issues for residents in the area regarding parking. Signs have been in place asking visitors to park respectfully, however these are in the main, ignored. As the play area is a private facility, the Committee and Trustees may decide that it is appropriate to have prominent signage at the entrance to the play area indicating that it is a private area for Bucknell residents and that we give permission for those that arrive by public transport, foot or bike to use the area – however as there are no parking facilities, arrivals by car are not authorised to use the park.

The Committee discussed in August 2020 the potential closure of the play area to non-residents due to the large numbers visiting in an attempt to minimise the transmission of SARS-CoV-2. The facility may be closed in the future as lockdown measures may be reintroduced.

Maintenance

A self-employed gardener continued to mow the grass at the field through the growing season which has been a huge benefit to those members of the Committee who were previously mowing. An invoice was received in April 2020 for £520 to cover these services over the last 3 years.

Routine inspections of the area are planned to be carried out by members of the committee through the year and any areas of concern are addressed at routine meetings of the committee.

/… cont’d

3 | P a g e

BUCKNELL PLAYING FIELDS ASSOCIATION – REGISTERED CHARITY NUMBER 1174582

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 JULY 2020

REPORT OF THE TRUSTEES (continued)

Repairs and equipment

Repairs and remedial work will need to be carried out on an ongoing basis.

Fundraising activities during the year

A limited number of fundraising activities have taken place due to the SARS-CoV-2 (COVID 19) pandemic. Just two events were held prior to lockdown measures being introduced – these were Bonfire Night and a Quiz Night. Funds raised are not sufficient to match the running costs of the facility, however we were in receipt of donations that filled the shortfall and meant that the year finished financially in the same position as the previous year.

Volunteers

The charity is fully operated by a small group of unpaid volunteers. The Committee organises the fundraising events and grant applications.

SARS-CoV-2

Following the Government ‘lockdown’ measure that were announced on 23 March 2020, the committee and trustees agreed that the facility should be fully closed until restrictions were lifted and it was appropriate to reopen. Since reopening, there has been a high number of visitors which is believed to be because facilities in Bicester and also Ardley remained closed.

Financial Review

The financial activities for the year ended 31 July 2020, are summarised on page 4 to 5 and key elements are described above.

Reserves

In the prior year, it was agreed by the Trustees to ensure the charity maintains ‘cash in the bank’ at a minimum level of £8,000 at the end of each year which gives a comfortable buffer moving into the next financial year. As we were unable to hold all fund-raising events this year, reserves remained at £5,000.

Sustainability

Fundraising is time consuming and, as such, challenging for committee members all of whom have young families and other responsibilities. With this in mind, the achievement of charitable status is a major milestone for the organisation. It opens additional, and potentially easier, avenues of fundraising for the playing field in the longer term. In addition, there is a high risk concerning ‘succession’ on the committee. The committee is a very small team, and it is likely some would prefer to take more of a back seat / supporting role, rather than being core to each and every fundraising event. The volunteer team needs to be widened to share the load and to ensure the PFC continues into the future.

/… cont’d

4 | P a g e

BUCKNELL PLAYING FIELDS ASSOCIATION – REGISTERED CHARITY NUMBER 1174582

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 JULY 2020

REPORT OF THE TRUSTEES (continued)

Compliance and Governance

Policies are now in place to cover Safeguarding, Event Management, Finance, Volunteers and Complaints. Trustee meetings are now planned to take place immediately prior to the planned committee meetings in November (AGM) and May of each year.

Public Benefit

The Trustees confirm that they have had regard to the guidance issued by the Charity Commission on public benefit.

Summary

The Playing Field Association is on a good financial footing and with the recent upgrade works, equipment has now been provided that will extend the usable life of the facility by ca. 15 years. We anticipate that fundraising will be significantly impacted in both the next financial year and beyond and that plans need to be in place to secure the longevity of the organisation should this be the case for more than 3 years.

The Trustees declare that they have approved the report above on 11 November 2020.

Signed on their behalf by

B DODSON-WELLS (Trustee)

S A WOODROW (Trustee)

5 | P a g e

BUCKNELL PLAYING FIELDS ASSOCIATION – REGISTERED CHARITY NUMBER 1174582

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 JULY 2020

RECEIPTS AND PAYMENTS ACCOUNT For the year ended 31 July 2020 Income – Fundraising Activities – e.g. Comedy Night, Bonfire Night, Quiz Night and Open Gardens Day Voluntary income – donations Total income Expenditure – Fundraising expenses Contribution to Playground upgrade costs WREN match funding payment Maintenance Rent Insurance Running costs Total expenditure Net (expenditure) / income and movement in funds Balance brought forward Balance carried forward	Unrestricted Funds 2020 Unrestricted Funds 2019 2,567 3,191 536 750
	3,102 3,941
	1,384 1,618 6,876 - - 250 250 791 736 700 450
	3,125 9,930
	(20) (5,989) 11,782 17,771
	£11,762 £11,782

6 | P a g e

BUCKNELL PLAYING FIELDS ASSOCIATION – REGISTERED CHARITY NUMBER 1174582

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 JULY 2020

STATEMENT OF ASSETS AND LIABILITIES AT 31 JULY Current Assets Cash at bank – current account Cash at bank – reserve account Cash float Total assets	Unrestricted Funds 2020 £ Unrestricted Funds 2019 £ 6,614 6,138 5,004 5,500 144 144
	£11,762 £11,782

There are 2 cheques for 2 years’ rent, totalling £500, which have not yet been presented to the bank. This amount and a further £250 for rent for the current reporting year is ring-fenced in the reserve account and is not shown in the above current assets.

The Trustees confirm their approval of the accounts on pages 6 & 7 on 11 November 2020.

Signed on their behalf by

B DODSON-WELLS S A WOODROW (Trustee) (Trustee)

Notes to the accounts

1. Leases

The lease has been renewed by the charity on 29 September 2018 on similar terms, including a requirement for the charity to insure the play facilities.

2. Related Party Transactions

During the period, the amount of £250 was transferred to the deposit account for the rent payment for the period which is due to be remitted to D Hedges, who is one of the owners of Manor Farm Bucknell, in accordance with the lease.

3. Trustee expenses

During the period, Trustees were reimbursed for expenses as follows:

B Dodson-Wells (bar supplies for Fund Raising Events)	500.82
S A Woodrow	Nil
H Somerville	Nil
R Blakey	Nil
D Hedges	Nil

7 | P a g e

BUCKNELL PLAYING FIELDS ASSOCIATION – REGISTERED CHARITY NUMBER 1174582

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 JULY 2020

INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF BUCKNELL PLAYING FIELDS ASSOCIATION

I report on the accounts of the charity for the year ended 31 July 2020 set out on pages 6 & 7.

Responsibilities and basis of report

As the Trustees of the Charitable Incorporated Organisation (CIO) you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’). The Trustees consider that an audit is not required for this period under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.

I report in respect of my examination of the CIO’s accounts carried out under section 145 of the Act.

In carrying out my examination I have followed all applicable Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.

Independent examiner’s statement

I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

1. accounting records were not kept as required by section 130 of the Act; or

2. the accounts do not accord with those records.

I confirm that there are no matters to which your attention should be drawn to enable a proper understanding of the accounts to be reached.

Name Katharine Moss Katharine Moss Consulting Limited Date: 11 November 2020 Relevant professional qualifications FCA DChA IA Cert Registered Office c/o Critchleys LLP Beaver House 23-38 Hythe Bridge Street Oxford OX1 2EP

8 | P a g e