## Hickling Playing Field or Recreation Ground Charity Annual Report October 2023
Names of the Trustees who manage the charity
|Name|Ofce|Appointing Body|
|---|---|---|
|Nick Baker
|Chair|Open Election|
|Louise Chicken|Treasurer|Hickling Football|
|Club|||
|Gemma Scarborough||Hickling PC|
|(nominated)|||
|Shirley Sainsbury|Secretary|The Snooker Club|
|Viv Tallowin||Open Election|
|Claire Madden||Hickling School|
|Matthew Hubbard|Vice Chair|The Phoenix Trust|
|Vacant||St Mary’s Church|
|Vacant||Methodist Church|
|Gary Grover||Co opted|
|Tony Swain||Co opted|
|Anne Holloway||Co opted|
|Claire Mudzinski||Co opted|
|Jeanette Jennings||Co opted|
|Kate Hannant||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.
- 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:
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 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
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 2023
## 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 Farr and Associates
## **HICKLING PLAYING FIELD OR RECREATION GROUND ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2023**
## **STATEMENT OF ASSESTS AND LIABILITIES**
|Notes
**Bank account balances**
NatWest current account
CAF deposit account
**5**
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
**Surplus / Loss for the year**
**Total funds carried forward**|**2023**
-
-
100
75,369
4,988
474
80,931
837,545
16,710
18,188
345
1,403
874,191
842
842
525
525
£955,439
950,050
42,831
5,635
48,466
43,077
-
43,077
5,389
£955,439|**2022**
4,603
10
100
64,432
2,626
474
72,245
837,545
16,176
21,398
431
1,754
877,304
931
931
430
430
£950,050
951,011
35,213
5,383
40,596
40,807
750
41,557
-961
£950,050|**2022**
4,603
10
100
64,432
2,626
474
72,245
837,545
16,176
21,398
431
1,754
877,304
931
931
430
430
£950,050
951,011
35,213
5,383
40,596
40,807
750
41,557
-961
£950,050|
|---|---|---|---|
|||837,545
16,176
21,398
431
1,754||
|||931||
|||430||
|||35,213
5,383||
||||£950,050|
||||951,011
40,596
41,557|
|||40,807
750||
|||||
||||-961|
||||£950,050|
## **HICKLING PLAYING FIELD OR RECREATION GROUND NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2023**
## **FIXED ASSET SCHEDULE**
|**Note 1**
Freehold
Gym and
Premises
Cinema &
Playground
Property
Barn
Improvements
Computer
Equipment
Equipment
Equipment
**Cost**
As at 1 April 2022
837,545
50,712
39,000
7,413
4,707
Additions
3,483
Disposals
As at 31 March 2023
837,545
54,195
39,000
7,413
4,707
**Depreciation**
As at 1 April 2022
-
34,536
17,602
6,982
2,953
Charge for year
-
2,949
3,210
86
351
As at 31 March 2023
-
37,485
20,812
7,068
3,304
**NBV 31/03/2022**
837,545
16,176
21,398
431
1,754
**NBV 31/03/2023**
837,545
16,710
18,188
345
1,403
Depreciation rate: Reducing balance
15%
15%
20%
20%
**Additions:-**
Barbell & Upright cycle
1019.20
New bike from Fitness superstore
899.00
Bench & table for Community garden
840.00
Gopak folding tables
725.11
3,483.31
0.00
0.00
0.00
**Note 2**
**Creditors and accruals**
Accounts fees
£405.00
Wave water rates 14/3 – 31/3/22
£120.00
£525.00
**Note 3**
**Prepayments**
PRS/PPL
402.03
Alan Boswell insurance fully prepaid
440.30
842.33
**Note 4**
**Other sundry expenses**
The amount of £454 is all Community Garden costs
**Note 5**
**CAF Deposit account**
There have been no statements seen for this account for years,
the ongoing balance of £10.09 has been included with fundraising
costs to effectively 'close' the account|TOTALS
939,377
3,483
0|
|---|---|
||942,860
62,073
6,596
0|
||68,669
£877,304
£874,191|
## **HICKLING PLAYING FIELD OR RECREATION GROUND**
## **ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2023**
|**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
**4**
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
**1**
Improvements to premises
**1**
Cinema and computer equipment
**1**
Playground equipment
**1**
**TOTAL PAYMENTS**|**2023**
4,426
2,717
2,515
1,048
1,464
6,869
63
757
1,285
454
395
21,993
589
10,603
68
3,228
14,488
2,949
3,210
86
351
6,596
£43,077|**2022**
3,663
2,153
2,299
1,003
1,833
6,013
259
615
903
2,130
425
21,296
489
9,059
639
2,896
13,083
2,855
3,776
108
439
7,178
£41,557|**2022**
3,663
2,153
2,299
1,003
1,833
6,013
259
615
903
2,130
425
21,296
489
9,059
639
2,896
13,083
2,855
3,776
108
439
7,178
£41,557|
|---|---|---|---|
|||||
||||£41,557|
## **HICKLING PLAYING FIELD OR RECREATION GROUND**
## **ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2023**
|Notes
**SUMMARY OF RECEIPTS**
**Voluntary Sources**
Grants – NNDC Covid
Grants – NNDC Start ups
Grant – Phoenix Trust
Grant – Community Garden PCC
Fireworks donation
Donations
**Fundraising and trading activities**
Fundraising events
Room hire
Community gym
Rural cinema and bowls
**Other income**
Solar energy
Insurance claim
Other sundry income
**TOTAL RECEIPTS**|**2023**
-
-
840
350
2,500
1,655
5,345
7,561
15,275
13,013
738
36,587
5,635
899
-
6,534
£48,466|**2022**
2,667
8,000
500
500
-
326
11,993
2,577
10,035
10,548
-
23,160
5,383
-
60
5,443
£40,596|**2022**
2,667
8,000
500
500
-
326
11,993
2,577
10,035
10,548
-
23,160
5,383
-
60
5,443
£40,596|
|---|---|---|---|
|||||
||||£40,596|
## **SUMMARY OF REPAIRS AND MAINTENANCE**
|**UMMARY OF REPAIRS AND MAINTENANCE**||
|---|---|
|19-Jul Replacement water heater inv 20
2-Aug Tecserv annual fre alarm maintenance inv 25
8-Aug Plumber repairs to toilet re leak inv 29
11-Sep Replace LED spotlights in snooker room inv 38
7-Nov N Baker 4 gang cable reel inv 51
7-Nov N Baker playground repairs inv 52
17-Nov Tesco toilet gel & cleaning products inv 52a
28-Feb Skinners annual PAT testing inv 59
20-Jan N Walsham Fire Protection annual service inv 70.
30-Jan P Jones heating issue in main hall inv 72
8-Feb Vocalvale routine maintenance inv 79|566.74
392.87
123.73
387.35
53.15
579.12
8.85
1,855.16
240.79
75.00
142.80|
||4425.56|
## **SUMMARY OF OTHER COSTS AND MISC**
|**UMMARY OF OTHER COSTS AND MISC**||
|---|---|
|16/May Hall hire refund
01/Jun A Holloway Community Garden plants/grass seed inv 11
09/Jun Supply and install bench and table set inv 12
15/Jul A Holloway Community Garden veg plants inv 18
17/Jul N Baker fixings for picnic table & benches inv 19
03/Oct Farr & Assoc accounts
30/Nov Hire of projector inv 53
03/Jan Gardening More Sustainably course inv 64
02/Feb Huddle Gopak folding tables inv 75
08/Feb A Holloway Community Garden plant labels inv 77|30.00
54.37
840.00
24.35
108.80
395.00
30.00
242.00
725.11
24.89|
||2474.52|
|Other
Opening
Balances
Total of opening bank balances
72245.49
**OTHER ASSETS AND LIABILITIES**
**FREEHOLD PROPERTY**
837545.00
Gym and barn equipment cost
50712.14
Gym and barn equipment depn
-34536.00
Premises improvement
38999.76
Premises improvement depn
-17602.00
Cinema & computer equipment cost
7412.99
Cinema & computer equipment depn
-6982.00
Playground equipment cost
4706.58
Playground equipment depn
-2953.00
**Prepayments**
931.01
**Accruals and prepaid income**
-430.00
**EXPENSES**
**Management and administration**
Property repairs and maintenance
Grass cutting and grounds maint
Cleaning and sundries
Rates and water
Insurances
Light and heat
Postage and office supplies
Broadband and telephone
Subscriptions and licences
Accountancy
Community Garden
**Cost of generating funds**
Advertising, printing and promotions
Community gym – instructors & hire
Equipment repairs and replacement (GYM)
Training fees and courses (J Hewitt insurance)
T-Shirts for re-sale
Sundry fund raising costs
**Other Expenditure**
Gym and barn equipment depn
Premises improvement depn
Cinema & computer equipment depn
Playground equipment depn
**TOTAL EXPENSES**
£950,049.97
**CLOSING BALANCES**|Other
Opening
Balances
Total of opening bank balances
72245.49
**OTHER ASSETS AND LIABILITIES**
**FREEHOLD PROPERTY**
837545.00
Gym and barn equipment cost
50712.14
Gym and barn equipment depn
-34536.00
Premises improvement
38999.76
Premises improvement depn
-17602.00
Cinema & computer equipment cost
7412.99
Cinema & computer equipment depn
-6982.00
Playground equipment cost
4706.58
Playground equipment depn
-2953.00
**Prepayments**
931.01
**Accruals and prepaid income**
-430.00
**EXPENSES**
**Management and administration**
Property repairs and maintenance
Grass cutting and grounds maint
Cleaning and sundries
Rates and water
Insurances
Light and heat
Postage and office supplies
Broadband and telephone
Subscriptions and licences
Accountancy
Community Garden
**Cost of generating funds**
Advertising, printing and promotions
Community gym – instructors & hire
Equipment repairs and replacement (GYM)
Training fees and courses (J Hewitt insurance)
T-Shirts for re-sale
Sundry fund raising costs
**Other Expenditure**
Gym and barn equipment depn
Premises improvement depn
Cinema & computer equipment depn
Playground equipment depn
**TOTAL EXPENSES**
£950,049.97
**CLOSING BALANCES**|Barclays
Community
GYM A/C
1918.20
9994.00
67.93
180.41
414.91
136.00|Barclays
Community
GYM A/C
1918.20
9994.00
67.93
180.41
414.91
136.00|NatWest
Current
Account|NatWest
Business
Reserve|CAF
Deposit
Account
10.09|Barclays
Community
Account
1565.11
4425.56
2515.15
2717.23
846.48
1904.76
6975.60
62.61
756.63
2289.44
395.00
454.41
589.52
1561.66|Cinema
Cash
on hand|Cinema
Cash
on hand|Journals
and
adj's
TOTALS
£837,545.00
£54,195.45
-2949.00
-£37,485.00
£38,999.76
-3210.00
-£20,812.00
£7,412.99
-86.00
-£7,068.00
£4,706.58
-351.00
-£3,304.00
-88.68
£842.33
-95.00
-£525.00
£4,425.56
£2,515.15
£2,717.23
201.91
£1,048.39
-440.30
£1,464.46
-106.91
£6,868.69
£62.61
£756.63
100.78
£2,390.22
0.00
£395.00
£454.41
£589.52
£9,994.00
£67.93
428.20
£608.61
£414.91
£1,707.75
2949.00
£2,949.00
3210.00
£3,210.00
86.00
£86.00
351.00
£351.00
£0.00
£989,830.67
£0.00
£80,931.33|
|---|---|---|---|---|---|---|---|---|---|---|
|||||||||o|||
||||||||||||
||||||||||||
||£950,049.97||£12,711.45|£0.00|£0.00|£10.09|£27,059.16||£0.00||
||||£4,988.37|£0.00|£474.14|£0.00|£75,368.82|£100.00|||