2020-11-30-accounts

Tudor Community Sports Trust: Tudor Community Sports Ground, Tudor Road, Sutton Coldfield

1.0 Context

1.1 In April 2018, Birmingham City Council advertised the site as a local recreational facility for lease as one of many sites advertised similarly across the City through a standard competitive Tender process. The local community has liaised regularly with the Council regarding the site’s operation over the last forty years and while the reasons for its recent neglect and disrepair were understood, the Tender galvanised a group of community interests to work together and do something about it.

1.2 The Sutton Community Partnership was formed to submit a community bid based on the existing informal alliance of tennis players, bowls players, local residents and Town Hall Community Trust in the area. Its ambition is to secure investment in the site facilities to meet the growing demands of bowls, netball and tennis players as a modern, publicly accessible, pay-as-you-go, inclusive facility which is open to all citizens across North Birmingham.

1.3 This proposal meets the City Council’s objectives regarding improved physical/mental health and well-being of Birmingham citizens as well as the Government’s national objectives for the healthy well-being of all UK citizens. The successful bid was based on four key factors evident in the local community partnership approach:

• a) the proposal fulfilled the City Council’s objectives and expectations where local community interests work together and develop a new local delivery model for former Council services (Birmingham City Council Strategic Plan). It responded to the City Council’s call for a “Made in Birmingham” approach where the Council is either enabling or working in collaboration with partners to deliver services through a different future model rather than provide services directly itself.

• b) the Trust will develop and implement the design while securing grant investment as well as operate the publicly accessed facilities in conjunction with the City Council who remains as landowner. Our approach demonstrates how a local community has come together; combined its skills, knowledge and experience; and organised itself to protect, improve and deliver a much-loved and much needed local recreational facility serving Sutton Coldfield and the wider North Birmingham area.

• c) the proposal set out its ambitions to undertake improvements as well as secure access to substantial investment via national and local grant funding schemes which will restore the site to its full recreational purpose with modern facilities. The Trust will work with the City Council’s Leisure Services sports programmes and events to ensure compatible delivery of services which meet multi-generational needs for sports and healthy lifestyles now and in the future.

• d) the partnership demonstrated that it would maintain leisure facilities which are inclusive and publicly accessible to all and complies fully with the Public Open Space and Conservation Area designation in the Birmingham Development Plan

1.4 The informal community partnership of Royal British Legion Bowls Club, Royal Sutton Coldfield Town Hall Community Trust (RSCTHC Trust), local residents, casual bowlers and tennis players achieved formal status as the “Tudor Community Sports Trust” from the Charities Commission on 18 March 2020.

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1.5 Trustees represent all partner organisations or groups and its charitable purpose, governance arrangements and constitution have been validated fully by the Charities Commission. The Trust incorporates specialist expertise and skills as required i.e. from finance and fund-raising to the current design of tennis, netball and bowls facilities to complement our existing skills, knowledge and experience.

1.6 To support our ambition, the Trust has created a Business Plan and accompanying Sports Development Plans to deliver a long-term sustainable future for the facility. Our five main strategic objectives/priorities are to:

• a. consolidate Tudor Road Tennis Courts, Netball Courts and Bowling Green as an important facility for diverse communities of interest as part of a wider network in Sutton Coldfield and across North Birmingham

• b. secure investments and improvements to the physical fabric and site, in the interim and long term, which upgrade, preserve and enhance the tennis/netball courts and bowling green to a high-quality standard which meet modern needs

• c. establish robust, sustainable, operational development and management of the tennis/netball courts and bowling green which is economically and socially accessible and inclusive, particularly for disadvantaged communities.

• d. operate a range of learning/training services and programmes which offer new opportunities whether beginners, intermediate or advanced bowls, netball and tennis players

• e. develop and deliver an outreach programme with schools, communities, work places etc. to encourage greater take-up of sports, particularly targeting marginalised interests to ensure the facilities are socially and economically inclusive.

1.7 A twenty-five years’ lease from the City Council has been finalised with the Heads of Agreement already signed. The full lease agreement will be signed as soon as Covid-19 restrictions allow. The Trust has taken over all improvement, maintenance and operational responsibilities and costs from the City Council since April 2019.

1.8 As an open space with a small pavilion, arrangements have been made for all post or future “in-person” bookings to be made through one of the partner organisations, at the adjoining Town Hall building which is operated by one partner, namely the Royal Sutton Coldfield Town Hall Community Trust. (Address is: Tudor Community Sports Trust, c/o The Old Sutton Coldfield Town Hall, Upper Clifton Road, Sutton Coldfield Birmingham B73 6DA).

1.9 The Trust liaises regularly with the City Council Estates, as landowner, as well as with the Leisure Project & Client Manager, Leisure Services (Alexandra Stadium, Walsall Road, Perry Barr, Birmingham B42 2LR) to ensure complementarity with wider leisure and recreational provision across North Birmingham.

1.10 The Trust works closely with the City Council Tree Officer on lopping, pruning and any removal of diseased trees as the City Council is responsible for a bi-annual tree survey for the Sutton Coldfield High Street Conservation Area Tree Preservation Order, particularly in designated Public Open Spaces.

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2.0 Existing Site

2.1 The Trust has inherited a site which is in a very poor condition due to the Council’s diminishing budgets and declining maintenance capabilities over the last decade. Despite the deteriorating conditions, the site has continued to prove very popular with tennis players and bowls players on a “pay-as-you-go” facility.

2.2 The majority of Bowls Clubs and Tennis Clubs across North Birmingham operate with an exclusive private membership but this is one significant site where any member of the general public can play on an accessible and inclusive basis. The Royal British Legion Bowls Club has held a long-standing arrangement with the City Council for use of the site as its “home ground” for all leagues fixtures over very many years and this will continue under the new Community Trust arrangement.

2.3 The whole site needs considerable improvement and investment. The Trust has undertaken regular operational and site maintenance responsibilities from April 2019 onwards. Further minor improvement works have been implemented as “Phase 1” during January to June 2020 which comprises:

• specialist restoration treatment of the actual bowling green has begun

• repair works to the existing pavilion exterior, repainting and new felt roof

• installation of a new kitchenette, second toilet, new plumbing, redecoration, new water heater

• upgraded security system of the pavilion and equipment storage shed

• repaired water sprinkler system for green

2.4 The works described above have been achieved through funds raised by the Trust partners during 2018/2019 together with the award of a Sutton Town Council Grant Small Grant in January 2020. The modest improvements to the existing pavilion means that it continues to provide basic facilities for all players until a more modern pavilion with full range of facilities can be installed. The focus on the bowling green has ensured uninterrupted bowls play, both for league fixtures as well as for informal play.

2.5 Up to two years ago, players travelled across Sutton Coldfield and North Birmingham to play regularly on the courts which were cleared of weeds annually by volunteers. However, the courts’ surface fell under extensive overgrowth of weeds and tree roots which has resisted considerable clearance efforts during the last two years. Further, the original red-ash playing surface has been tested and is now rendered completely unplayable with a lack of “bounce” for tennis balls. The original nets and posts are decrepit and plastic court markings have broken up and deteriorated. Unlike the bowling green, it has not been possible to create an interim environment for any tennis to be played and it is now a priority for Phase 2 work with new investment to create tennis and netball courts with ancillary features which meet modern, high-quality standards.

3.0 Proposal

3.1 Achieving planning permission for replacement and new essential facilities is the next step along with establishing corresponding schedules of implementation costs for Phases 2 and 3. The Trust has begun consulting immediately adjoining residents (Upper Clifton Road and Tudor Road) about the proposed scheme and has set out a communications and stakeholder engagement plan to expand and develop wider involvement with this valuable local resource (See Section 4.0 below).

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3.2 Securing planning permission will aid a series of grant applications currently being prepared to submit to Sport England, Lawn Tennis Association and Sutton Charities to help undertake the scheme. All three funders have been approached with an initial proposal outline, expressed support in principle and invited grant applications from the Trust. Other funds will also be explored. The Trust itself will launch its own fund-raising campaign to secure substantial match funds.

3.3 With reference to the design scheme submitted in the planning application, the Phase 2 element of the proposal will:

• provide replacement all-weather tennis courts (3) overlain with netball courts (2)

• o replacement perimeter courts' fence to replace the old dilapidated enclosure structure

• replacement nets and posts for tennis and new posts for netball

• new modern targeted court floodlights with a specialist design, no glare-back and limited times of use i.e. 8am to 9pm daily

• new CCTV, fire safety and security system

• re-oriented and more generous off-street parking with new motorbike and bicycle parking provision

• replacement 1m high wooden picket fence around the green (remnants of the original fence are still in position along the eastern side of the green). This is essential to provide enclosure of the green for play, ensure specialist chemical treatment is confined to this protected area as well as deterring anti-social dog-walkers or similar behaviour.

3.4 The final Phase 3 will involve installing a larger replacement pavilion which provides a full range of facilities to a modern high-quality standard that is expected for Home and Away teams and individual netball, tennis and bowls players.

3.5 The Trust is currently working with the architect and various professional specialists to draw up a corresponding schedule of cost for all elements of the proposal. The combined efforts of professional and community knowledge and expertise working together will produce supporting evidence for each grant application as well as aid the overall the fundraising challenge.

3.6 The Trust is updating its Business Plan, particularly given delays imposed due to Covid-19 restrictions, which will also provide supporting evidence to grant funders. The Trust’s ambition is to undertake work on Phase 2 during 2021 to ensure that the whole site will be fully operational, generating income and accessible to all on a pay-as-you-go basis from this moment onwards. The Trust aims to find additional funding to implement Phase 3 simultaneously but accepts this final funding element may take a little longer to secure.

4.0 Communications and Community Involvement

4.1 The Trust is updating its stakeholder engagement and communications plan as its future success revolves around this local facility being used, shaped and developed with a community user perspective at the forefront. Activities were originally scheduled to start in Spring 2020 but have been postponed indefinitely because of the Covid-19 pandemic and will be reinstated as soon as current national restrictions allow.

4.2 A Trust website has been soft-launched (www.tudorcommunityst.co.uk) to begin raising the profile of the Trust, post updated information during the developmental stage, promote forthcoming events, open the 2021 booking grid for bowls play and, importantly, announce the anticipated opening of a whole range of netball, tennis courts and green facilities later in the year.

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5.0 Next Steps in 2021

5.1 The Trust’s priorities during the next financial year will be as follows:

• secure planning permission for new and improved facilities across the site

• secure further grants to support the Trust through the Covid-19 pandemic and achieve small scale capital improvements at the Crown Green

• find and confirm a Netball Club as a final partner on the Trust

• Identify major sources of grant funding to augment the Trust’s own fundraising activities to implement the newly designed scheme with planning permission

• try Open Days to engage the wider community and demonstrate the opportunities to individual healthy lifestyles, improved mental and physical well-being and overcoming social isolation

• develop promotional material for delivery to local households and use on social media platforms to raise people’s awareness

• develop Outreach Programmes and Sports Development Plans for each sport as facilities are created/modernised on site

5.2 Progress on the above priorities will be explained when the Trust submits its Annual Report 2021.

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CHARITY COMMISSION FOR ENGIAND ANO WALES Tudor¢oThmunty Sports Trust 1188620 Recei ts and ments accounts CC16a For tho pori¢)d from 1710312020 3011112020 Section A Receipts and payments Unigstricted funds R0Strict9d funds Eadowm•nt funds T¢)t41 funds tyear to n4r•t toth4 nwas1£ tothA n•4rg¥t£ t¢th• n•al¢￿£ tsi IrNI Th••f•At£ A1 Re￿Ipts 5B6 101-UnrestrtrJeJ (¥ant IW2-R￿d￿edGraTht 201-8￿Ing aub Fee5 -Ten￿$ aub Fws 090 -8rn¥NDy PaytoP*y 3(O-Tenrd$ Paylo Imoo 1.285 Sub totallGmss income for ARI 2M88 Y.076 3.2B5 A2 Asset and Invostmont 8alo8. Isee tablel. Sub tota 2.386 4.690 T,OTO 3,28S A3 Payments 502- Rent 601 - Grounds Mainknance 611 -T¢¢ls and EwipmenllnopKapl 701 - Prof￿0￿al Fep8 711-ITServ 721 - InsurarNx 2to 175 396 Sub total 175 2.099 A4 Asset and investment uKhas8s See tablg Sub lotal 17$ 1.386 2.059 Net ofr8ceipWpayments) AS Translors bo￿00￿ funds A8 Cash fvThds last year 8nd Cash funds thls yearend 1211 S,S1S 1,186 2,211 5,515

Section B Statement of assets and liabilities at the end of the period Unrestricted funds Re5triGted funds Endowrnent fund8 Categories Details totl•arwtE to noar•st£ to n•ar•st£ Bl Cash funds RSCCTHTfte￿edFu￿d General Ac￿ni Sport En9[ar￿ Restncied Funa Total cash fund5 600 2,704 3,304 2.211 law•taLYK•JvlLni•ttylsand Paym￿1$ Unrostrictèd funds R¢s¢rf¢t•d funds to n•ar•si£ Endowmgnt funds t¢neave•tt to noar•stt Fundto %¥hieh Curr•ntvalu• Details B3 Inveslment assets P￿￿t0 thlch a68et Curr•ni¥aluo Details B4 Assets retalned for the charity's own use F￿dt0 whl¢h r•iat•è Amountd Wh￿d Details BS Liabilities Soqned bY￿e0r1WOtrU5tsesCn bEhaff of alllhelrustees &"gnature Print Narne Dale of mval omrJ