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2024-03-31-accounts

Hickling Playing Field or Recreation Ground Charity Annual Report December 2024

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
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.

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 2024

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 2024

STATEMENT OF ASSESTS AND LIABILITIES

Notes
Bank account balances
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 for the year
Total funds carried forward		 100
100
77,902
75,369
11,406
4,988
474
474
89,882
80,931
837,545
837,545
14,204
16,710
28,168
18,188
466
345
3,849
1,403
884,232
874,191
600
842
600
842
425
525
425
525
£974,289
£955,439
955,439
950,050
67,771
42,831
6,872
5,635
74,643
48,466
55,793
43,077
-
-
55,793
43,077
18,850
5,389
£974,289
£955,439
2024
2023		 100
100
77,902
75,369
11,406
4,988
474
474
89,882
80,931
837,545
837,545
14,204
16,710
28,168
18,188
466
345
3,849
1,403
884,232
874,191
600
842
600
842
425
525
425
525
£974,289
£955,439
955,439
950,050
67,771
42,831
6,872
5,635
74,643
48,466
55,793
43,077
-
-
55,793
43,077
18,850
5,389
£974,289
£955,439
2024
2023
5,389
£955,439

HICKLING PLAYING FIELD OR RECREATION GROUND NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2024

FIXED ASSET SCHEDULE

Note 1
Freehold
Gym and
Premises
Property
Barn
Improvements
Equipment
Cost
As at 1 April 2023
837,545
54,195
39,000
Additions
14,951
Disposals
As at 31 March 2024
837,545
54,195
53,951
Depreciation
As at 1 April 2023
-
37,485
20,812
Charge for year
-
2,506
4,971
As at 31 March 2024
-
39,991
25,783
NBV 31/03/2023
837,545
16,710
18,188
NBV 31/03/2024
837,545
14,204
28,168
Depreciation rate: Reducing balance
15%
15%
Additions:-
Green Building Battery Storage
14951.00
Swings 17/8
Microphones 9/2
0.00
14,951.00
Note 2
Creditors and accruals
Accounts fee
Wave – water rates
Note 3
Prepayments
PRS / PPL
Note 4
Grants
NNDC
G Watling Trust
Sported Foundation – gym
Note 5
Donations
Swings
Others – per summary		 Freehold
Property
837,545		 Gym and
Barn
Equipment
54,195		 Premises
Improvements
39,000
14,951		 Cinema &
Computer
Equipment
7,413
238		 Playground
Equipment
4,707
3,408
8,115
3,304
962
4,266
1,403
3,849
20%
3408.00
3,408.00
£425.00
£600.21
£21,460.00
£3,011.77		 TOTALS
942,860
18,597
0
837,545
-
-		 54,195
37,485
2,506		 53,951
20,812
4,971		 7,651
7,068
117		 961,457
68,669
8,556
0
39,991
16,710
14,204
15%		 25,783
18,188
28,168
15%
14951.00		 7,185
345
466
20%
238.00		 77,225
£874,191
£884,232
238.00
£405.00
£20.00
£600.21
£11,960.00
£7,500.00
£2,000.00
£2,800.00
£211.77

HICKLING PLAYING FIELD OR RECREATION GROUND

ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2024

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
Community garden
Accountancy
Cost of generating funds
Advertising, printing and promotions
Community gym – instructors and hire
Equipment repairs and replacements
Other misc costs
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		 3,190
4,426
3,069
2,717
3,609
2,515
876
1,048
2,593
1,464
9,118
6,869
42
63
781
757
1,238
1,285
1,256
454
395
395
26,167
21,993
437
589
11,923
10,603
593
68
5,794
-
2,323
3,228
21,070
14,488
2,506
2,949
4,971
3,210
117
86
962
351
8,556
6,596
£55,793
£43,077
2024
2023		 3,190
4,426
3,069
2,717
3,609
2,515
876
1,048
2,593
1,464
9,118
6,869
42
63
781
757
1,238
1,285
1,256
454
395
395
26,167
21,993
437
589
11,923
10,603
593
68
5,794
-
2,323
3,228
21,070
14,488
2,506
2,949
4,971
3,210
117
86
962
351
8,556
6,596
£55,793
£43,077
2024
2023
£43,077

HICKLING PLAYING FIELD OR RECREATION GROUND

ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2024

Notes
SUMMARY OF RECEIPTS
Voluntary Sources
Grants
4
Donations
5
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		 21,460
1,190
3,012
4,155
24,472
5,345
9,334
7,561
17,100
15,275
15,300
13,013
1,444
738
43,178
36,587
6,872
5,635
-
899
121
-
6,993
6,534
£74,643
£48,466
2024
2023		 21,460
1,190
3,012
4,155
24,472
5,345
9,334
7,561
17,100
15,275
15,300
13,013
1,444
738
43,178
36,587
6,872
5,635
-
899
121
-
6,993
6,534
£74,643
£48,466
2024
2023
£48,466

SUMMARY OF OTHER COSTS / MISC

ARY OF OTHER COSTS / MISC
18/Apr Fireworks re Coronation weekend
04/Sep Phoenix Trust snooker room hire
27/Nov Firework event for Xmas
23/Dec Shortmat bowls cost
04/Sep T Fiske Children's Day Card payments
Sundry costs re Gym accounts		 2400.00
200.00
3000.00
135.60
42.50
15.50
5793.60

SUMMARY OF REPAIRS AND MAINTENANCE

09-Jun Skinners -repairs to walkway lighting
18-Jul Key cards
19-Jul Skinners - external lighting
04-Sep TecServe replace faulty emergency light
10-Oct Annual fee fire alarm/emergency lights to 1/9/23
30-Oct Skinners light post repairs
08-Nov Concrete post mix
11-Dec G Manthorpe expenses for repairs
29-Dec NW Fire annual fee
05-Feb Kitchen door
05-Feb PAT testing
19-Feb Vocalvale routine maintenance
19/Feb AC Leigh swipe cards
16-Aug Vocalvale annual fee
Other donations (main a/c)
24-Apr Amazon
19-Aug Amazon
23-Oct Menopause Support
30-Oct Langley School
08-Dec Coastal Chippy
Feb '24 Feb Donation (Gym)		 898.59
38.87
316.32
58.80
404.18
369.54
40.90
66.00
96.00
14.74
696.56
117.60
48.29
24.00
3190.39
5.00
22.06
50.00
100.00
30.00
4.71
211.77

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 2024 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

DATE: 26 August 2024

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