Bartestree and Lu ardine PLAYING FIELDS ASSOCIATION Minut fA l General Meetin 2022 l. ttenda1ce Nigel Shore. Jonathan JacksoN Ron William% Fiona Matthews. Dave Price, Sean Powell. Alan Moore, Richard Fisher. Nick Freeman Th¢ meeting opened at 7.30 pm. lo 2. AxLi¢5 Phil Anderson, Malcolm Harris. Glenn Pow¢ll, Anthony Symonds. Nathan S¢ott 3. Minutes of last eeti The minutes of the previous Annual General Meeting on 4th October 2021 were distributed. Ron Williams proposed that they be adopted as a true record. Seconded by Jonathan Jackson. Agreed unanimously. tters arisi None. irnian's R ort Dave Price presented the Chaimian's Report (attached). This is for ihe 'old' Association but provide historic context for the new Charitable Inrorporated Organi5ation. 6. Tre&surer's Re Jonathan Jackson presented the Tr¢aswer's Report and the Annual A¢counts (attached) for year ending 31. July 2022. These are for the 'old' Association but provide historic context for th¢ new Charitable In¢Orp0rdt Organisation. Nick Freeman proposed that the accounts should be approved. seconded by Ron Williams. Agreed unanimously. A vote of thanks was offered to Jonathan for the efforts h¢ has made as Treasurer this year. 7. Inde ndent Examiner Ron Williams proposed that Matt Davies should continue as Independent Examiner. S¢wnded by Dave Price and weed unanimously. 9.El ion of Com itke Mem rs As this was the last meeling under the constitution of the old PFA and the first of the new Charilable Incorporai¢d Organization (CIO) all officers and ¢ommirte¢ Members had to resign. The membetship present then elected Dave Price as th¢ new Chair of the CIO and elections of Committee Members and oificers preeded as below. Committee members Sean Powell, Glenn Powell, Anthony Symond& Phil Anderson , Fiona Matthews. Alan Moore and Nathan Scott were proposed by Ron William5 and second¢d by Jonathan Jackson. These Committee MeMr$ were duly elected unanimously. Ron Williams and Nigel Shore will continue &s the Parish Council representatives, and Fiona Matthews as the representative of the Village Hall Committee.
The following Officers were prowsed and elected unanimously.. Office Chairnian Vice-chairnian Secrel Treasurer Seconded el Shore Sean Powell Sean Powell Sean Powell David Price Nick Freeman el Shore Jonathan Jackson Jonathan Jackson Ron Williams Ron Williams Ron William5 10. AOB None 11. Close The Annual Genera] Meeting was declared closed at 7.52 pm. Attachments l) Notice of meeting 2) Chairman's Report 3) Annual accounts
Bartestree and Lu ardine Pla in Fields Association Treasurer's Re ort e31 22 Generally, a good recovery from Covld but changes in club teams has meant a chan8e in sources of income, in particular from the Senlor Football Team. Accounts agree to quarterty updates previously provided with a few exceptions mentioned below. PFA Main Income has been steady to ensure we have a day-to-day operatin8 surplus of £1,5(K). However certain expenditure while deemed non-income for day-to-day operating purposes is treated as expenditure against income for aecounting purposes: Depreclation- £784 Capital wrbte-offs - £722 Expendrture on Community Field - £36CI Please note that as this is the final period for the current Playing Flelds Association organisatlon, we have taken the declsion to tidy up the balance sheet before transferrlng to the new Charltable Incorporated Organlsatlon. Some of the f(ems no longer exist and others have been worthless for Some time. This process has resulted In a one-off C8Pbtal write-off of £722. Future Depreciation will be on straight line basis so being more reallstic. The expendlture on the Community Field was a report from a fund-ralsing consuttant. Glven that our Snvolvement in the Community Field is changing we viewed this as a capital eXpendUre on a day-to- day basi5 but have since decided it is a one-off and so should be treated as an expenditLEre against Income. Only other unexpected expenditure is a previously unaccrued Biffa Bln expense making figure In accounts this year greater than experted Pavilion Improvement slnce Covid but turnover Still a bit down on pre-covid. Expenditure Is generalty up as previousty reported, so produclng an overall loss. The previously reported105s increased by accounting inclusion of the followin8 Costs cash register- £180 Urinal flush control- £365 Repairs to vinyl in changing rooms - £540 These items of expenditure are not capltal in the true sense so are tated for accounting purposes a5 expenditure against income but are sufficlently variable not to be included in the day-to-day expenditure. It is expected that the installation of flush controls will Signifitant reduce our water consumption and costs. Although the Clubs are explorlng addltlonal events to hold at the Pavilion and so Increase turnover, we recognise that forthe immedlate short-term the In(aSe in expenditure, especially ener8V* will be greater than any increase in incomè. We have therefore instigated a regular contrSbution from both Football and Cricket Clubs to help bridge the gap.
BARTESTREE AND LUGWARDINE PLAYING FIELDS ASSOCIATION
REGISTERED CHARITY NO. 1058843
BALANCE SHEET
AND
INCOME AND EXPENDITURE ACCOUNT
FOR THE YEAR ENDED 31st JULY 2022
Officers
Chairman D.Price Esq Vice Chairman N.Freeman Esq Secretary N.L.Shore Esq Treasurer J.G.C.Jackson Esq Bankers Lloyds Bank Hereford Branch
Independent Examiner
Matthew Davies FCCA - The Online Accountant
BARTESTREE AND LUGWARDINE PLAYING FIELDS ASSOCIATION
BALANCE SHEET AS AT 31st JULY 2022
| As at FIXED ASSETS 01/08/2021 Pavilion – part cost 11,532 Plant and Machinery 110 Implements 37 Storage Shed 108 Playing Field Equipment 75 Cricket Nets 61 Ball Stop Netting 31 Cricket Net Extension 14 Cricket Mat ann Netting 280 Gand Mower 393 Pavillion Shed 104 Ball Stop Netting 110 Community Goal 43 Spreader 51 Extension to Ball Stop Netting 71 Fixtures, Fittings and Equipment 602 Planning Application Fee - Contribution to Patio/Tarmac - Deposit on Shed Extension - 13,622 CURRENT ASSETS Bar Stock as Valued by the Officers Debtors and Payments in Advance Cash at Bank – Current Account Cash at Bank and in Hand – Pavilion Fund CURRENT LIABILITIES Creditors and Accruals NET CURRENT ASSETS NET ASSETS REPRESENTED BY: ACCUMULATED FUND Balance as at 1st August 2021 Less: Excess of Expenditure over Income Add: Excess of Income over Expenditure PAVILION FUND Balance as at 1st August 2021 Less: Excess of Expenditure over Income Add: Excess of Income over Expenditure |
As at 01/08/2021 11,532 110 37 108 75 61 31 14 280 393 104 110 43 51 71 602 - - - |
Additions/ (Disposals) - - 37 - - 75 - 61 - 31 - 14 - 280 - - - 110 - 43 - - 71 - - 262 1,000 2,592 |
Depreciation - 17 - 16 - - - - - 59 16 - - 8 - 90 39 150 389 |
As at 31/07/2022 11,532 93 - 92 - - - - - 334 88 - - 43 - 512 223 850 2,203 15,970 768 812 7,781 19,278 28,639 1,037 27,602 43,572 1,790 41,782 43,572 |
2021 11,532 110 37 108 75 61 31 14 280 393 104 110 43 51 71 602 - - - |
||||
|---|---|---|---|---|---|---|---|---|---|
| 13,622 | 3,132 | 784 | 13,622 | ||||||
| - | 2,712 922 |
631 1,291 10,396 20,714 |
|||||||
| 33,032 | |||||||||
| 729 | |||||||||
| 32,303 | |||||||||
| 45,925 | |||||||||
| - | 14,179 11,467 |
||||||||
| - | 43,213 1,431 |
2,712 27,148 16,065 |
|||||||
| 43,213 45,925 |
Chaiman
Treasurer
BARTESTREE AND LUGWARDINE PLAYING FIELDS ASSOCIATION
INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31st JULY 2022
INCOME
| Hire Bartestree Football Club 2,695 Bartestree and Lugwardine Cricket Club 2,394 Other Hire 100 Donations Total Income Excess of Expenditure over Income EXPENDITURE Rent – Bartestree and Lugwardine Group Parish Council Playing Field Maintenance Water Rates Insurance Repairs to Equipment etc Machine Running Costs Accountancy Refuse Disposal and General Expenses Donations Depreciation Profit/(loss) on Disposal of Fixed Asset Total Expenditure Excess of Income over Expenditure |
5,189 - 5,189 922 6,111 1 878 45 1,412 - - 150 2,119 - 784 722 6,111 - 6,111 |
2,761 2,117 15 4,893 11,467 |
|---|---|---|
| 16,360 | ||
| 1 2,975 52 1,066 70 462 150 1,215 10,000 369 - |
||
| 16,360 - |
||
| 16,360 |
BARTESTREE AND LUGWARDINE PLAYING FIELDS ASSOCIATION
INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31st JULY 2022
PAVILLION FUND
| Takings Cost of Takings: Stock as at 1st August 2021 Purchases Less: Stock as at 31st July 2021 Gross Profit INCOME Bar Account – Gross Profit Grants Hire Total Income Excess of Expenditure over Income EXPENDITURE Repairs to Equipment Repairs to Premises Keys and Padlocks etc Insurance Lighting and Heating Water Rates Cleaner’s Wages Cleaning and Hygiene Accountancy Licences General Expenses Card Reader Expenses Wages Total Expenditure Excess of Income over Expenditure BAR ACCOUNT |
631 6,781 |
12,455 6,644 5,811 5,811 - 5,811 1,431 7,242 1,227 689 129 814 1,842 811 682 387 70 357 99 135 - 7,242 - 7,242 |
7,537 673 4,173 |
|---|---|---|---|
| 7,412 768 |
4,846 631 |
||
| 4,215 | |||
| 3,322 | |||
| 3,322 18,232 - |
|||
| 21,554 - |
|||
| 21,554 | |||
| 823 36 39 824 715 466 922 387 230 954 15 78 - |
|||
| 5,489 16,065 |
|||
| 21,554 |
INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF THE
BARTESTREE AND LUGWARDINE PLAYING FIELDS ASSOCIATION
I report on the accounts of the charity for the year ended 31[st] July 2022 which are set out on pages 2 to 4.
Respective responsibilities of trustees and examiner
As the charity’s trustees, you are responsible for the preparation of the accounts; you consider that the audit requirement of section 43(2) of the Charities Act 1993 (the Act) does not apply. It is my responsibility to state, on the basis of procedures specified in the General Directions given by the Charity Commissioners under section 43(7) of the Act, whether particular matters have come to my attention.
Basis of Independent examiner’s report
My examination was carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the Charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required for an audit, and consequently I do not express an audit opinion on the view given by the accounts.
Independent examiner’s statements
In connection with my examination, no matter has come to my attention:
- 1 which gives me reasonable cause to believe that in any material respect the requirements to keep accounting records in accordance with section 41 of the Act, and to prepare accounts which accord with the accounting records, and to comply with the accounting requirements of the Act, have not been met
or
- 2 to which in my opinion attention should be drawn in order to enable a proper understanding of the accounts to be reached
24/10/2022
Matthew Davies FCCA
The Online Accountant East Lodge, Kartway House Hereford HR1 4AE