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2022-03-31-accounts

Hickling Playing Field or Recreation Ground Charity Annual Report October 2022

Names of the Trustees who manage the charity

Name Office Appointing Body Nick Baker Chair Open Election Louise Chicken Treasurer Hickling Football Club Gemma Scarborough Hickling Pc (nominated) Eilish Rothney Hickling Pc (Co opted) Shirley Sainsbury Open Election Viv Tallowin Open Election Claire Madden Hickling School Matthew Hubbard Vice Chair The Phoenix Trust Claire Madden Open Election Vacant St Mary’s Church Vacant Methodist Church Vacant The Snooker Club Tony Swain Co opted Anne Holloway Co opted Jackie Middleton Secretary Co opted Andrea Hillyer Co opted Claire Mudzinski Co opted

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. Two Parish Councilor’s 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.

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:

  1. geographical or other restrictions - Hickling Barn is based centrally in the community that it serves.

  2. 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

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

The Trustees have worked hard 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 2022

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 2022

STATEMENT OF ASSESTS AND LIABILITIES

Notes
Bank account balances
NatWest current account
CAF deposit account
Cash on hand (cinema/bowls)
Barclays Community account
Barclays Community Gym account
NatWest Business Reserve
Fixed Assets
1
Freehold property
Kitchen and gym equipment
Premises improvements
Cinema and computer equipment
Playground equipment
Other Assets
Prepayments
3
Liabilities
Other creditors and accruals
2
Total assets less liabilities
RECONCILIATION OF FUNDS
Total funds brought forward
Total income per summary
General Fund – Unrestricted
Other Funds – Restricted
Total payments per summary
General Fund – Unrestricted
Other Funds – Restricted
Loss / Surplus for the year
Total funds carried forward		 4,603
4,603
10
10
100
100
64,432
59,259
2,626
2,354
474
474
72,245
66,800
837,545
837,545
16,176
18,250
21,398
25,174
431
539
1,754
2,193
877,304
883,701
931
905
931
905
430
395
430
395
£950,050
£951,011
951,011
939,282
35,213
38,769
5,383
9,888
40,596
48,657
40,807
36,928
750
-
41,557
36,928
-961
11,729
£950,050
£951,011
2022
2021		 4,603
4,603
10
10
100
100
64,432
59,259
2,626
2,354
474
474
72,245
66,800
837,545
837,545
16,176
18,250
21,398
25,174
431
539
1,754
2,193
877,304
883,701
931
905
931
905
430
395
430
395
£950,050
£951,011
951,011
939,282
35,213
38,769
5,383
9,888
40,596
48,657
40,807
36,928
750
-
41,557
36,928
-961
11,729
£950,050
£951,011
2022
2021
11,729
£951,011

HICKLING PLAYING FIELD OR RECREATION GROUND NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2022

FIXED ASSET SCHEDULE

Note 1
Freehold
Gym and
Premises
Property
Barn
Improvements
Equipment
Cost
As at 1 April 2021
837,545
49,931
39,000
Additions
781
Disposals
As at 31 March 2022
837,545
50,712
39,000
Depreciation
As at 1 April 2021
-
31,681
13,826
Charge for year
-
2,855
3,776
As at 31 March 2022
-
34,536
17,602
NBV 31/03/2021
837,545
18,250
25,174
NBV 31/03/2022
837,545
16,176
21,398
Depreciation rate: Reducing balance
15%
15%
Additions:-
Coffee maker
324.00
Treadmill for gym
456.94
780.94
0.00
Note 2
Creditors and accruals
Accounts fees
Wave water rates 14/3 – 31/3/22
Note 3
Prepayments
Alan Boswell insurance
Survey Monkey
PRS/PPL		 Freehold
Property
837,545		 Gym and
Barn
Equipment
49,931
781		 Premises
Improvements
39,000		 Cinema &
Computer
Equipment
7,413		 Playground
Equipment
4,707
4,707
2,514
439
2,953
2,193
1,754
20%
0.00
£430.00
931.01		 TOTALS
938,596
781
0
837,545
-
-		 50,712
31,681
2,855		 39,000
13,826
3,776		 7,413
6,874
108		 939,377
54,895
7,178
0
34,536
18,250
16,176
15%
324.00
456.94		 17,602
25,174
21,398
15%		 6,982
539
431
20%		 62,073
£883,701
£877,304
0.00
£405.00
£25.00
428.20
314.56
188.25

HICKLING PLAYING FIELD OR RECREATION GROUND

ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2022

SUMMARY OF PAYMENTS
Notes
Management and administration
Property repairs and maintenance
Cleaning and associated sundries
Grass cutting and grounds maintenance
Rates and water
Insurances
Light and heat
Postage and office supplies
Broadband and telephone
Subscriptions and licences
Other sundry expenses
Accountancy
Cost of generating funds
Advertising, printing and promotions
Community gym – instructors and hire
Equipment repairs and replacements
Cinema and sundry fund raising costs
Depreciation
Gym and barn equipment
Improvements to premises
Cinema and computer equipment
Playground equipment
TOTAL PAYMENTS		 3,663
4,733
2,153
1,203
2,299
2,130
1,003
-176
1,833
1,824
6,013
3,827
259
97
615
611
903
1,969
2,130
741
425
430
21,296
17,389
489
338
9,059
10,031
639
42
2,896
783
13,083
11,194
2,855
3,220
3,776
4,442
108
135
439
548
7,178
8,345
£41,557
£36,928
2022
2021		 3,663
4,733
2,153
1,203
2,299
2,130
1,003
-176
1,833
1,824
6,013
3,827
259
97
615
611
903
1,969
2,130
741
425
430
21,296
17,389
489
338
9,059
10,031
639
42
2,896
783
13,083
11,194
2,855
3,220
3,776
4,442
108
135
439
548
7,178
8,345
£41,557
£36,928
2022
2021
£36,928

HICKLING PLAYING FIELD OR RECREATION GROUND

ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2022

Notes
SUMMARY OF RECEIPTS
Voluntary Sources
Grants – NNDC Covid
Grants – NNDC Start ups
Grant – Phoenix Trust
Grant – Community Garden PCC
Donations
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		 2,667
22,407
8,000
-
500
4,950
500
-
326
299
11,993
27,656
2,577
2,112
10,035
1,661
10,548
6,990
-
-
23,160
10,763
5,383
5,511
-
4,377
-
300
60
50
5,443
10,238
-
-
0
0
£40,596
£48,657
2022
2021		 2,667
22,407
8,000
-
500
4,950
500
-
326
299
11,993
27,656
2,577
2,112
10,035
1,661
10,548
6,990
-
-
23,160
10,763
5,383
5,511
-
4,377
-
300
60
50
5,443
10,238
-
-
0
0
£40,596
£48,657
2022
2021
-
£48,657

SUMMARY OF REPAIRS AND MAINTENANCE

28-Apr Vocalvale - upgrade of alarm30% deposit
04-May PR Bellison - erect barrier
23-Jun Vocal vale - reprogam control panel
Vocal vale - balance of upgrade (see5)
04-Jul Mick Dunsdun – Fix toilet flush
13-Jul S Sainsbury - Defib Warehouse
28/8 Tecserve - annual maint fire alarm
22-Nov Skinners Electrical - annual PAT testing/replacement lamps
15-Dec NW Fire protrection - annual service of fire equip
RA Landscaping - ditch clearing
06-Jan Paul Jones - plumbing repairs
19-Jan Vocal vale - intruder alarm routine maint
29-Jan N Baker - safety signs
Prettyman reimbursement
03-Feb N Baker - play area maint
07-Feb N Baker - fittings for signage
23-Feb Mr Smith - shelves in cupboard
SUMMARY OF OTHER COSTS
01-Apr NNDC training
13/Jul 2 Way radios
05/Aug Coffee maker
13/Sep Fireworks
16/Sep Panto refund
22/Nov Farr accounts
06/Jan Communtity Garden – Thompson Saw Mills
14/Jan N Baker – communtiy garden
04/Mar Timber for community garden
25/Mar Topsoil for Community Garden
29/Mar Glass jugs		 109.79
150.00
108.00
256.19
80.00
148.80
383.05
275.00
172.20
1,285.00
210.00
108.00
79.33
19.82
64.40
73.26
140.00
3662.84
30.00 sundry
749.90 sundry
324.00 capital
1288.00 fundraising
240.00 room hire
415.00 accounts
916.61 sundry
34.70 sundry
86.95 sundry
25.85 sundry
150.00 sundry
34.97 sundry

4295.98

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 2022 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:-

  1. which gives us reasonable cause to believe that in any material respect the requirements

  2. . to keep accounting records in accordance with section 130 of the Charities Act 2011; and

  3. . 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

  4. to which, in our opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

KAREN CHRISTIANSON FOR FARR AND ASSOCIATES LIMITED Church Farm Cottages Great Witchingham NR9 5PL

DATE: 12 September 2022