Hickling Playing Field or Recreation Ground Charity Annual Report 31st April 2020
Names of the Trustees who manage the charity Name Office Appointing Body Nick Baker Chair Open Election Stewart Chinman The Phoenix Trust Louise Chicken Treasurer Hickling Football Club Harvey Gibbons Hickling Methodist Chapel Gemma Scarborough Hickling Pc (nominated) Eilish Rothney Hickling Pc (Co opted) Maggie Prettyman Open election Shirley Sainsbury Secretary Co-opted Robin Slatter Co-opted Viv Tallowin Co-opted Chris Watkins Hickling Snooker Club Julie Wones Hickling School Harry Purnell Vice Chair Open Election Claire Madden Open Election Vacant St Mary’s Church
Names of the Charity’s advisers Solicitor Hansells Solicitors 13 the Close Norwich NR1 4DS
Accountant Ms Karen Christiansen
Description of the charity’s trusts Type of governing document - Constitution
How the charity is constituted - As a Trust
Trustee Selection Method
A proportion of our Trustees are elected annually by open election by the charity’s members.
Further trustees are appointed as nominated Trustees from stakeholder groups in our community.
For the benefit of the Charity’s management up to three further Trustees may also be co-opted
The Charity trustees agreed that Hickling Parish Council would be granted two trustee positions (one nominated, one co opted) following successful resolution of the Parish Councils dispute with the Charity in May 2015 when the Parish Council finally accepted the offer of settlement made by the Trustees some 6 months previously. Two Parish Councillors have been annually appointed to the Board of Trustees since the Charity AGM in September 2015. One of these is an appointed Trustee, the other is co-opted.
The Hickling Hunnies were a nominating organisation, but have now ceased operating. They were removed by the membership as a nominating body at the 2018 AGM, with the place on the Board replaced by an openly elected post. The District Councillors Trustee post was removed and replaced with a co opted post at the 2019 AGM.
Policies and Procedures
The HPFRGC has a range of policies and procedures of which the following are in place. Membership Equality and Diversity Environmental Children and Vulnerable Adults Complaints Fire Safety Policy Weekend Block Booking Policy Age Verification Snow and Ice clearing Roles and responsibilities of Trustees and Office Holders Data Protection Privacy Equality & Diversity Volunteers
All policies are reviewed at least annually before the AGM or as required by changes in circumstances.
Additional policies and procedures will be introduced according to the needs of the charity and its members.
The HPFRGC will aspire to the Charity Commissions “Hallmarks of a good Charity” and use them to underpin all decisions, policies, procedures and strategy.
Charity Structure
The Charity is Governed by the Board of Trustees.
Within this group there are Trustees who take responsibility for particular areas of the Trusts activities.The Board are responsible for
the overall Governance of the Charity and its ongoing strategic development.
The Trustees make the practical daily decisions about booking, cleaning, maintenance and use of Hickling Barn as well as broader areas of work such as sports and community recreation development, marketing and organising fundraising events and projects.
The Events Management Team
The events management team have been formed from a combination of Trustees, volunteers and stakeholder representatives, and have co opted community members with specific skill sets to support the ongoing development of Hickling Barn’s events and its community services. The Events management team are responsible for overseeing and managing events at the barn run by the charity.
The Phoenix Trust
The Phoenix Trust is a separate Village Charity whose objects closely match those of the HPFRGC.
The Phoenix Trust made a substantial financial contribution towards the capital cost of Hickling Barn and in recognition of this it was planned that they have a separate room on the premises. Now that Hickling Parish Councils dispute with the charity has been settled, an agreement has been drawn up the Phoenix Trust’s use of the Laura Edgell room. The “Laura Edgel Room” room run by the Phoenix Trust has two snooker tables with hard covers which enables the room to be used for other community purposes in line with the objects of both charities specifically and community recreation halls generally.
Risk Management
HPFRGC is committed to risk management.
The HPFRGC will follow Charity Commission risk management strategies to ensure that the beneficiaries, resources and reputation of the Charity are properly protected.
Charity Objects
The original objects of the charity were set out in a conveyance dated 6 May 1937 which says that the Recreation Ground land at Ouse lane must be held “upon Trust to permit the same to be used in perpetuity as a Playing Field or Recreation Ground for the Parish of Hickling.
The Conveyance was amended by a scheme on 20th August 1976 to allow a parcel of land to be sold and the proceeds to benefit the charity.(The building plots now known as Mallard Way)
The conveyance was further amended by a scheme on the 11th May 2010 to allow the sale of another parcel of land with the proceeds going towards the building of a new Recreation Centre on the Charity’s land in furtherance of the charity’s objects.
A Further deed of Amendment of Administrative Provisions to enable the public election of Trustees was made in April 2012. The Constitution was further amended by members at a SGM of the charity in December 2014
The objects of the Charity are
“To provide a playing field or recreation ground for the Parish of Hickling”
The Trustees are responsible for ensuring that the Charity’s activities provide Public Benefit when meeting its objects.
Principle 1: There must be an identifiable benefit or benefits
1a It must be clear what the benefits are - The HPFRGC has built a new, accessible recreation hall, Hickling Barn, for the community to replace old facilities that had been lost or were not fit for purpose
1b The benefits must be related to the aims - Hickling Barn meets the objects of our charity by providing indoor as well as outdoor community recreation facilities for our community.
1c Benefits must be balanced against any detriment or harm -
The Trustees have put in place stringent booking and management procedures to ensure that events do not cause undue noise or disruption to our neighbours.
Principle 2: Benefit must be to the public, or section of the public -Hickling Barn is available to the public.
2a The beneficiaries must be appropriate to the aims - The beneficiaries are the members of our local community
2b Where benefit is to a section of the public, the opportunity to benefit must not be unreasonably restricted by:
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geographical or other restrictions - Hickling Barn is based centrally in the community that it serves.
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ability to pay any fees charged - Hickling Barn is of potential benefit to all members of our community not to a section of it as we are keeping hire fees and activity session fees to a minimum. See fees and charges below
2c People in poverty must not be excluded from the opportunity to benefit. - We are keeping our session charges as low as possible and are fundraising and providing subsidised lettings to ensure that people in poverty can use the hall. We have also provided subsidised Gym membership to persons who cannot afford to participate.
2d Any private benefits must be incidental - the Trustees have all signed governance documents to this effect/ The Charity Commission has issued guidance on Public Benefit and the responsibilities of Trustees. This guidance has been given to Trustees who ensure that they have read and understood it.
Grant Making
At this stage the HPFRGC is not in a position to make grants. We hope to set up a Bursary Fund in the long term to assist people in poverty to use our resources.
Volunteers
Hickling Barn and the Recreation Ground are reliant on volunteers to ensure its effective management, operation and provision of activities and recreation.
A core team of Volunteers was established through community meetings, and door to door surveys. This year we have developed a policy that supports volunteers and ensures that they are valued and respected by the Charity, its management and Trustees.
Community Wellbeing
The Charity continues to deliver a wide range of community wellbeing activities that have improved the health and wellbeing of our community
Governance of the Charity
The charity’s current constitution was approved by its members at a General meeting of the Charity in December 2014. It was amended at the 2018 AGM to remove the nominated place for the Hickling Hunnies who are no longer in existence. The Hunnies place on the Board became an openly elected place at this time. At the 2019 AGM the District Councillor Trustee role was changed to a co opted one.
Community Consultation and Information
The HPFRGC has consulted and informed the local community in the following ways.
Public Trustee and General meetings of the Charity Information Fliers delivered to each Household in Hickling Information Updates in the monthly Parish Magazine Information updates and Plans on the Parish website Reports to the Parish Council
A detailed website has been designed and implemented by the HPFRGC to give full public access to the Charity’s work and activities at the Barn
Donations
A number of generous donations have been received by way of purchase of items and by voluntary contribution of professional skills.
Funds
Sadly, the Charity found itself in a very difficult financial position caused by Hickling Parish Councils refusal to honour its contract to help fund the build of Hickling Barn and the costs associated with
the ensuing litigation. The Parish council chose to settle the dispute 1 week prior to the Parish Council elections in 2015 for a sum offered by the Trustees some 6 months earlier. The Charity’s huge legal costs continued to escalate during this time. The Trustees have worked hard to try to stabilise the Charity’s finances over the ensuing years. Happily, we have now re established an excellent relationship with the current Parish Council and thanks to the hard work of our volunteers and tremendous support from our community, we have now managed to create essential reserve and maintenance funds.
Reserves Policy
The Charity’s Deed of Amendment to its administrative provisions meets the Charity Commission’s requirements for reserves management policy and procedure.
In line with good Charity management principles and prudent risk management, the Charity has now established a capital reserve of £20,000 which is equivalent to approximately one years operating costs.
Details of funds Materially in Deficit Nil
Grant and Community Funding
This financial year we have received grants from The Phoenix Trust Charity for which we are most grateful. We would like to thank the following sponsors and Grant bodies for their kind and generous funding and donations which enabled the construction of Hickling Barn.
The Parishioners of Hickling
The late Mr & Mrs D Tate
Norfolk Rural Community Council
Community Sustainable Energy Programme
The Broads Authority Sustainable Development Fund
The Football Foundation
Tesco Community Foundation
The Geoffrey Watling Charity
The Norfolk Playing Fields Association The Family of Mrs J Tallowin
Norfolk Community Foundation
A Squared Architects
Davis Langdon
Broadland Computers
The John Jarrold Trust The Cadbury Trust KPMG
HICKLING PLAYING FIELD OR RECREATION GROUND
ACCOUNTS FOR THE YEAR ENDED
31 MARCH 2021
ACCOUNTS PREPARED FOR:-
Hickling Playing Field or Recreation Ground C/O Mrs S Sainsbury Briarley Lodge Stubb Road Hickling Norwich NR12 0BN
ACCOUNTS PREPARED BY:
Farr & Associates Limited 1 Church Farm Cottages Church Farm Lane Great Witchingham Norwich NR9 5PL
As the body responsible for the preparation of annual accounts, the charity's trustees consider an audit was not required for this year, under Section 144(2) of the Charities Act 2011. We have been appointed by the trustees to independently examine the accounts. We acknowledge that it has been our responsibility to undertake these examinations and have done so following the guidelines laid down by the Charity Commission and using all books, records and explanations made available to us.
The procedures we have undertaken have provided satisfactory evidence of the figures contained in the accounts and no issues have come to our attention during our examinations that would cause us to believe that the accounts are not being prepared in such a way that meets the requirements of the 2011 Act.
K J Christianson Date: Farr and Associates
HICKLING PLAYING FIELD OR RECREATION GROUND ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2021
STATEMENT OF ASSESTS AND LIABILITIES
| Notes | 2021 | 2021 | 2020 | |
|---|---|---|---|---|
| Bank account balances | ||||
| NatWest current account | 4,603 | 4,603 | ||
| CAF deposit account | 10 | 10 | ||
| Cash on hand (cinema/bowls) | 100 | 100 | ||
| Barclays Community account | 59,259 | 42,650 | ||
| Barclays Community Gym account | 2,354 | 4,554 | ||
| NatWest Business Reserve | 474 | 474 | ||
| 66,800 | 52,391 | |||
| Fixed Assets | 1 | |||
| Freehold property | 837,545 | 837,545 | ||
| Kitchen and gym equipment | 18,250 | 21,470 | ||
| Premises improvements | 25,174 | 24,911 | ||
| Cinema and computer equipment | 539 | 674 | ||
| Playground equipment | 2,193 | 2,741 | ||
| 883,701 | 887,341 | |||
| Other Assets | ||||
| Prepayments | 2 | 905 | - | |
| 905 | 0 | |||
| Liabilities | ||||
| Other creditors and accruals | 3 | 395 | 450 | |
| 395 | 450 | |||
| Total assets less liabilities | £951,011 | £939,282 | ||
| RECONCILIATION OF | FUNDS | |||
| Total funds brought forward | 939,282 | 928,933 | ||
| Total income per summary | ||||
| General Fund – Unrestricted | 38,769 | 43,953 | ||
| Other Funds – Restricted | 9,888 | 9,439 | ||
| 48,657 | 53,392 | |||
| Total payments per summary | ||||
| General Fund – Unrestricted | 36,928 | 41,198 | ||
| Other Funds – Restricted | - | 1,845 | ||
| 36,928 | 43,043 | |||
| Surplus for the year | 11,729 | 10,349 | ||
| Total funds carried forward | £951,011 | £939,282 |
HICKLING PLAYING FIELD OR RECREATION GROUND NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2021
FIXED ASSET SCHEDULE
| Note 1 Freehold Gym and Premises Cinema & Playground Property Barn Improvements Computer Equipment Equipment Equipment Cost As at 1 April 2020 837,545 49,931 34,295 7,413 4,707 Additions 4,705 Disposals As at 31 March 2021 837,545 49,931 39,000 7,413 4,707 Depreciation As at 1 April 2020 - 28,461 9,384 6,739 1,966 Charge for year - 3,220 4,442 135 548 As at 31 March 2021 - 31,681 13,826 6,874 2,514 NBV 31/03/2020 837,545 21,470 24,911 674 2,741 NBV 31/03/2021 837,545 18,250 25,174 539 2,193 Depreciation rate: Reducing balance 15% 15% 20% 20% Additions:- Acousitic panels 4704.96 0.00 4,704.96 0.00 0.00 Note 2 Creditors and accruals Accounts fees £395.00 £395.00 Note 3 Prepayments Alan Boswell insurance 428.20 NNDC Premises licence 180.00 Wave water rates year end balance 296.66 904.86 Note 4 The grant from Phoenix Trust was to cover the cost of acoustic panels which are shown as an addition in fixed assets. Note 5 Donations are made up of £70 for the Gym and £229.23 as general donations. |
TOTALS 933,891 4,705 0 |
|---|---|
| 938,596 46,550 8,345 0 |
|
| 54,895 £887,341 £883,701 |
HICKLING PLAYING FIELD OR RECREATION GROUND
ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2021
| SUMMARY OF PAYMENTS Notes Management and administration Property repairs and maintenance Cleaning and associated sundries Grass cutting and grounds maintenance Rates and water 3 Insurances 3 Light and heat Postage and office supplies Broadband and telephone Subscriptions and licences 3 Other sundry expenses Accountancy 2 Cost of generating funds Advertising, printing and promotions Community gym – instructors and hire Equipment repairs and replacements Cinema and sundry fund raising costs Depreciation 1 Gym and barn equipment Improvements to premises Cinema and computer equipment Playground equipment TOTAL PAYMENTS |
4,733 4,610 1,203 1,547 2,130 3,004 -176 2,986 1,824 1,553 3,827 4,135 97 23 611 1,011 1,969 1,318 741 50 430 435 17,389 20,672 338 1,008 10,031 10,713 42 232 783 1,379 11,194 13,332 3,220 3,789 4,442 4,396 135 169 548 685 8,345 9,039 £36,928 £43,043 2021 2020 |
4,733 4,610 1,203 1,547 2,130 3,004 -176 2,986 1,824 1,553 3,827 4,135 97 23 611 1,011 1,969 1,318 741 50 430 435 17,389 20,672 338 1,008 10,031 10,713 42 232 783 1,379 11,194 13,332 3,220 3,789 4,442 4,396 135 169 548 685 8,345 9,039 £36,928 £43,043 2021 2020 |
|---|---|---|
| £43,043 |
HICKLING PLAYING FIELD OR RECREATION GROUND
ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2021
| Notes SUMMARY OF RECEIPTS Voluntary Sources Grants – NNDC Covid Grant – Phoenix Trust 4 Donations 5 Fundraising and trading activities Fundraising events Room hire Community gym Rural cinema and bowls Other income Solar energy Renewable heat incentive Sale of old Gym equipment Other sundry income Investment income NatWest Business Reserve interest TOTAL RECEIPTS |
22,407 - 4,950 299 1,670 27,656 1,670 2,112 12,099 1,661 12,500 6,990 9,776 - 3,397 10,763 37,772 5,511 5,766 4,377 3,673 300 - 50 4,510 10,238 13,949 - 1 0 1 £48,657 £53,392 2021 2020 |
22,407 - 4,950 299 1,670 27,656 1,670 2,112 12,099 1,661 12,500 6,990 9,776 - 3,397 10,763 37,772 5,511 5,766 4,377 3,673 300 - 50 4,510 10,238 13,949 - 1 0 1 £48,657 £53,392 2021 2020 |
|---|---|---|
| - | ||
| £53,392 |
INDEPENDENT EXAMINERS REPORT TO THE TRUSTEES OF HICKLING PLAYING FIELD OR RECREATION GROUND CHARITY NUMBER 270199
This report on the financial statements of the Hickling Playing Field or Recreation Ground for the year ended 31 March 2021 is in respect of an examination carried out in accordance with Section 145 of the Charities Act 2011.
Respective responsibilities of the Charity and the examiner
The trustees of the Charity are responsible for the preparation of the financial statements and have considered that an audit is not required under the Charities Act 2011. It is our responsibility, as the appointed Independent Examiner, to issue this report on those financial statements in accordance with the terms of the Regulations.
Basis of Independent Examiner's report
Our examination was carried out in accordance with the General directions given by the Charity Commission. The 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 the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in and audit. Consequently, no opinion is given as to whether the accounts present a 'true and fair' view and the report is limited to those matters set out in the statement below.
Independent Examiner's Statement
In connection with our examination, no matter has come to our attention:-
-
which gives us reasonable cause to believe that in any material respect the requirements
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. to keep accounting records in accordance with section 130 of the Charities Act 2011; and
. to prepare financial statements which accord with the accounting records and comply with the accounting requirements of the Charities Act have not been met; or
- to which, in our opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
DATE: 19 October
KAREN CHRISTIANSON 2021
FOR FARR AND ASSOCIATES LIMITED Church Farm Cottages Great Witchingham NR9 5PL