2025-03-31-accounts - Hickling Playing Field Or Recreation Ground

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Hickling Playing Field or Recreation Ground Charity Annual Report November 2025

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) David Prettyman The Snooker Club Shirley Sainsbury Secretary Co Opted 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 Jezz Coggins Co opted Jeanette Jennings Co opted Jan Binning 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:

geographical or other restrictions - Hickling Barn is based centrally in the community that it serves.
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. 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 2025

ACCOUNTS PREPARED BY:-

Hickling Playing Field or Recreation Ground C/O Mrs S Sainsbury Briarley Lodge Stubb Road Hickling Norwich NR12 0BN

CHARITY NUMBER:-

270199

INDEPENDENT EXAMINER:-

Farr & Associates 1 Church Farm Cottages Church Farm Lane Great Witchingham Norwich NR9 5PL

RESPONSIBILITY AND BASIS OF REPORT

As the body responsible for the preparation of annual accounts, the charity's trustees are responsible fot the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ("the Act").

I report in respect of my examination of the accounts carried out under section 145 of the 2011 Act and in doing so I have followed the applicable guidance under section 145(5)(b) of the Act.

INDEPENDENT EXAMINER'S STATEMENT

I have completed my examination and confirm that no material matters have come to my attention in connection with the examination which give me cause to believe that in any material respect:-

. The accounting records were not kept in accordance with section 130 of the Charities Act; or

. The accounts did not accord with the accounting records; or

. The accounts did not comply with the requirements as set out in the Charities (Accounts and Reports) Regulations 2008.

I have no material concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts.

K J Christianson Farr and Associates

HICKLING PLAYING FIELD OR RECREATION GROUND ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2025

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 85,358 77,902 11,898 11,406 486 474 97,842 89,882 837,545 837,545 16,659 14,204 24,572 28,168 372 466 3,080 3,849 882,228 884,232 1,393 600 1,393 600 1,622 425 1,622 425 £979,841 £974,289 974,289 955,439 41,690 67,771 23,984 6,872 65,674 74,643 56,968 55,793 3,154 - 60,122 55,793 5,552 18,850 £979,841 £974,289 2025 2024	100 100 85,358 77,902 11,898 11,406 486 474 97,842 89,882 837,545 837,545 16,659 14,204 24,572 28,168 372 466 3,080 3,849 882,228 884,232 1,393 600 1,393 600 1,622 425 1,622 425 £979,841 £974,289 974,289 955,439 41,690 67,771 23,984 6,872 65,674 74,643 56,968 55,793 3,154 - 60,122 55,793 5,552 18,850 £979,841 £974,289 2025 2024

		18,850
		£974,289

HICKLING PLAYING FIELD OR RECREATION GROUND NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2025

FIXED ASSET SCHEDULE

Freehold Property 837,545	Gym and Barn Equipment 54,195 5,214	Premises Improvements 53,951 741	Cinema & Computer Equipment 7,651	TOTALS 961,457 5,955 0
837,545 - -	59,409 39,991 2,760	54,692 25,783 4,336	7,651 7,185 94	967,412 77,225 7,959 0
	42,751 14,204 16,658 15% 2500.00 2714.00	30,119 28,168 24,573 15% 741.00	7,279 466 372 20%	85,184 £884,232 £882,228
			0.00 £525.00 £951.00 £146.00 £1,393.00 £13,668.00 £250.00 £200.00 £265.00 £70,633.42

HICKLING PLAYING FIELD OR RECREATION GROUND

ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2025

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	9,706 3,190 2,829 3,069 3,394 3,609 926 876 2,228 2,593 11,635 9,118 - 42 899 781 1,515 1,238 270 1,256 525 395 33,927 26,167 295 437 12,937 11,923 1,393 593 400 5,794 3,211 2,323 18,236 21,070 2,760 2,506 4,336 4,971 94 117 769 962 7,959 8,556 £60,122 £55,793 2025 2024	9,706 3,190 2,829 3,069 3,394 3,609 926 876 2,228 2,593 11,635 9,118 - 42 899 781 1,515 1,238 270 1,256 525 395 33,927 26,167 295 437 12,937 11,923 1,393 593 400 5,794 3,211 2,323 18,236 21,070 2,760 2,506 4,336 4,971 94 117 769 962 7,959 8,556 £60,122 £55,793 2025 2024

		£55,793

HICKLING PLAYING FIELD OR RECREATION GROUND

ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2025

Notes SUMMARY OF RECEIPTS Voluntary Sources Grants 4 Donations 5 Fundraising and trading activities Fundraising events Community garden Room hire Community gym Rural cinema Other income Solar energy Sale of gym equipment Bank interest received Other sundry income TOTAL RECEIPTS	13,668 21,460 715 3,012 14,383 24,472 8,112 9,334 1,978 - 14,627 17,100 17,968 15,300 1,977 1,444 44,662 43,178 6,393 6,872 224 - 12 - - 121 6,629 6,993 £65,674 £74,643 2025 2024	13,668 21,460 715 3,012 14,383 24,472 8,112 9,334 1,978 - 14,627 17,100 17,968 15,300 1,977 1,444 44,662 43,178 6,393 6,872 224 - 12 - - 121 6,629 6,993 £65,674 £74,643 2025 2024

		£74,643

ACCOUNTS PREPARED BY:. Hickling Playing Field or Recreation Ground CIO Mrs S Sainsbury Briarley Lodge Slubb Road Hickling NOch NR12 OBN CHARtrY NUMBER:. 270199 INDEPENDENT EXAMINER:. Farr & Asso¢iales 1 Church Farm Cottages Church Fami Lane Great Witchingham Nowich NR9 SPL RESPONSIBILITY AND 8ASIS OF REPORT As the body responsible for the preparation of annual accounts, the charity's trustees a responsible fot the preparation of the accounts in accordance with the requirements of the Chari118s Act 2011 ("Ihe ACY'I. I report in respect of my examination of the accounts carried out under sèction 145 of the 2011 Act and in doing so I have followed the applicable guidance under section 145(5llbl of the Act. INDEPENDENT EXAMINER'S STATEMENT I have completed my exarnination and confirm that no material matters have come to my attention in connection with the examinalion which give me cause to believe that in any material respect'.- The accounting records were not kept in accordance wilh section 130 of the Charities Act., or . The accounts did not accord with the accounting records., or . The accounts did not comply with the requirements as set out in the Charities (Accounts and Reports) Regulations 2008. I have no material concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts. K J Christianson Farr and Associates