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