**FOWLMERE RECREATION GROUND & VILLAGE HALL**
**Registered Charity No. 284524**
**Trustees’ Annual Report 1 September 2022 - 31 August 2023**
## **Secretary to the Trustees**
Mrs Julie Fletcher, 21 Ryecroft Lane, Fowlmere, SG8 7TT. Tel: 01763 208621 Email: julie.fletcher1@btinternet.com
**Names of Trustees** Mrs Dorothy Woods Mrs Kay Davis Mrs Julie Fletcher Mrs Jane Cryer Mrs Dorothy Woods Mrs Carol Sims Mr Ken Ayre Mrs Deborah Roberts
Chairman Vice Chairman Secretary Treasurer Bookings Secretary
Representative Trustee PC
## **Sources of advice and support**
Cambridgeshire ACRE
HCR Hewitsons Solicitors, Newmarket Road, Cambridge
## **Governance**
Fowlmere Recreation Ground & Village Hall was established as a charity by Trust Deed and Lease dated 2nd March 1982. The grounds were originally farmland and the Parish Council purchased the land from the local farmer.
The Lease is a full maintenance lease that the upkeep of the grounds is the responsibility of the Village Hall Management Committee. The VHMC pay an annual peppercorn rent to the Parish Council. The Village Hall building is vested with the Charity Commission and it is the duty of thr VHMC to maintain, upgrade the premises.
## **Appointment of Trustees**
The Trust Deed governs the appointment of the management of the charity
Six trustees are elected at the Annual General meeting held in October. There is no limit on the length of time elected trustees can serve.
In addition each regular user group can nominate one representative Trustee. The trustees form the Management Committee of the Recreation Ground and Village Hall which has the power to co-opt up to 6 members should this be necessary.
## **Policies and Procedures**
The VHMC have a number of Policies and Procedures in place. .
These policies and procedures are updated each year, the Trustees agree any changes and adopt the policies
Bar protocol, Booking Officer Duties, Booking Procedure, Bouncy Castle conditions of hire, Building Access policy, Caravan procedure, Children & Vulnerable Adults policy, Safeguarding policy, Energy & Environment Policy, Dogs on Recreation Ground policy, Equal opportunities policy, Finance policy, Fire risk policy, General Risk policy, General Data Protection policy, Health
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& Safety policy, Hiring policy, Legionella Policy, Media & PR policy, Reserves Policy, Teenage Party Hire policy.
Copies of these policies and procedures are included in the Trustee's Welcome Pack
## **Hiring agreement**
Use of the Recreation Ground and Village Hall is the subject of Hiring/Booking form which must be signed by each hirer agreeing also to the Terms and Conditions which are issued at the time of booking and which identify the respective responsibilities of each party to the agreement.
## **Licences**
The hall has a Premises Licence (not including the sale of alcohol) Should hirers wish to sell alcohol they must apply for a Temporary Event Licence from SCDC, a copy of which is to be given to the Booking Officer before their event. The hall is licensed by the Performing Right Society for live and recorded music.
## **Risk Management**
Insurance: Employers Liability, Public and Products Liability - (£5,000,000 Indemnity, £5,000,000 Terrorism Indemnity) Buildings - £1,060,701 Playing Surfaces - £64,273 Other Contents - £30,482 Floodlights - £16,149
## **Building issues**
Portable electric appliances are PAT tested annually The mains electrical installation is checked by a qualified engineer every 3 years A Fire Risk Assessment is updated annually by the Committee's own nominated Trustee. Fire extinguishers are inspected and serviced annually under contract with the supplier Appointed Trustees carry out regular maintenance checks.
## **Objectives of the Charity**
Provisions of a Recreation Ground and Village Hall for the benefit of the inhabitants of the Parish of Fowlmere without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious or other opinions.
Use of the village hall for meetings, events, classes and other forms of recreation with the object of improving the social conditions of the life of the inhabitants. The use of the Recreation Ground for sports including junior football and cricket and limited caravan clubs. Also, for recreational purposes using children's play equipment and our outside adult gym equipment.
The Trustees consider these objectives to be consistent with the Charity Commission guidance on providing for the public benefit.
## **Principal Activities in pursuit of the Objectives**
The hall is in use most days of the week for a variety of activities including Little Ducklings playgroup, Badminton (2 different clubs), Pilates (two different (classes), Yoga, Ceroc Dancing, Indoor bowls, Aerobics, Craft group. Little Foodies plus seasonal use of recreation ground for cricket training and matches and junior football training and matches.
## **Funding Strategy**
It is a strategy of the Trustees to manage the revenue of the facility on a self-financing basis. The contributions made by hire to users of the hall and grounds achieve this. No funding is received from Fowlmere Parish Council Precept
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## **Volunteers’ efforts**
In addition to the Trustees we have a group of volunteers who organise the outdoor production by Illyria each year.
## **2022/2023 achievements**
The Trustees work hard to make the hall and recreation ground attractive to potential users and measure their success by the range of users and the hall occupancy.
Trustees have carried out the following improvements: in the last year
- The ladies and gents toilets have been completely refurbished. A great improvement to the facility.
- Work on the disability access and signs is now completed.
- To complete refurbishment of the Pavilion Room a ceiling mounted projector screen has been fitted.
- Work has been carried out to remove the broken shutters to the serving area and new more modern blinds have been installed .
- Work has been carried out on the trees surrounding the tennis courts and following the bad storms emergency work was carried out on the long line of Leylandii bordering the farmer's field. Further work was necessary and the height of these trees has now been reduced by 40%.
All this is in addition to all the other general upgrade/maintenance
## R **eserves policy**
The Charity had £20,000 in the bank in unrestricted reserves at the end of the year. The cash is available to cover operating costs for one year.
The Trustees are responsible for the maintenance of the recreation ground and village hall and projects are carried out from revenue earned by bookings and events etc. They do not receive any money from the Parish precept.
## **Future plans**
The Trustees have a Development Plan in place based on an urgency requirement and when funds are available.
## **The Trustees declare that they have approved the trustees' report above**
## **Signed on behalf of the charity's trustees**
**Signature:**
**Full Name: Mrs Dorothy Woods Position: Chairman**
**Dated: 1 November 2023**
## **Audited accounts attached**
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**Charity registration number 284524**
## **FOWLMERE RECREATION GROUND AND VILLAGE HALL**
**ANNUAL REPORT AND UNAUDITED FINANCIAL STATEMENTS**
**FOR THE YEAR ENDED 31 AUGUST 2023**
## **FOWLMERE RECREATION GROUND AND VILLAGE HALL**
## **LEGAL AND ADMINISTRATIVE INFORMATION**
**Chairman** D Woods **Secretary** J Fletcher **Charity number** 284524 **Principal address** The Sycamores Chapel Lane Fowlmere Royston Herts SG8 7SB **Independent examiner** UHY Hacker Young PO Box 501 The Nexus Building Broadway Letchworth Garden City Herts SG6 9BL
## **FOWLMERE RECREATION GROUND AND VILLAGE HALL**
## **CONTENTS**
||**Page**|
|---|---|
|Independent examiner's report|1|
|Statement of financial activities|2|
|Balance sheet|3|
|Notes to the financial statements|4|
## **FOWLMERE RECREATION GROUND AND VILLAGE HALL**
## **INDEPENDENT EXAMINER'S REPORT**
I report to the on my examination of the financial statements of Fowlmere Recreation Ground and Village Hall (the Fowlmere Recreation Ground and Village Hall) for the year ended 31 August 2023.
## **Responsibilities and basis of report**
As the of the Fowlmere Recreation Ground and Village Hall you are responsible for the preparation of the financial statements in accordance with the requirements of the Charities Act 2011 (the 2011 Act).
I report in respect of my examination of the Fowlmere Recreation Ground and Village Hall’s financial statements carried out under section 145 of the 2011 Act. In carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.
## **Independent examiner's statement**
Your attention is drawn to the fact that the charity has prepared financial statements in accordance with Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) in preference to the Accounting and Reporting by Charities: Statement of Recommended Practice issued on 1 April 2005 which is referred to in the extant regulations but has now been withdrawn.
I understand that this has been done in order for financial statements to provide a true and fair view in accordance with Generally Accepted Accounting Practice effective for reporting periods beginning on or after 1 January 2015.
I have completed my examination. I confirm that no matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
- 1 accounting records were not kept in respect of the Fowlmere Recreation Ground and Village Hall as required by section 130 of the 2011 Act; or
- 2 the financial statements do not accord with those records; or
- 3 the financial statements do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a true and fair view which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the financial statements to be reached.
UHY Hacker Young
PO Box 501 The Nexus Building Broadway Letchworth Garden City Herts SG6 9BL
Dated: .........................
- 1 -
**FOWLMERE RECREATION GROUND AND VILLAGE HALL**
## **STATEMENT OF FINANCIAL ACTIVITIES INCLUDING INCOME AND EXPENDITURE ACCOUNT**
## _**FOR THE YEAR ENDED 31 AUGUST 2023**_
|||||**Unrestricted**|**Restricted**|**Restricted**|**Total**|**Total**|
|---|---|---|---|---|---|---|---|---|
|||||**funds**||**funds**|**2023**|**2022**|
||||**Notes**|**£**||**£**|**£**|**£**|
|**Receipts**|||||||||
|Hire of hall:|||||||||
|Commercial lettings||||8,564||-|8,564|7,100|
|Caravan club||||3,880||-|3,880|2,410|
|Functions||||9,376|||**9,376**|10,276|
|Fowlmere|clubs:||||||||
|Badminton clubs||||1,262||-|1,262|1,314|
|Bowls||||667||-|667|687|
|Craft club||||1,000||-|1,000|660|
|Friendship||||179||-|179|153|
|Gardening||||48||-|48|255|
|Little ducklings||||532||-|532|444|
|Kurling||||-||-|-|240|
|Sports club||||1,012||-|1,012|1,710|
|Sports group inc insurance||||1,398||-|1,398|883|
|Interest - high||interest deposit||153||3|156|13|
|Grants received||||2,000||-|2,000|6,000|
|Fund raising events||||3,355||-|3,355|4,113|
|Donations||||10,050||-|10,050|15,006|
|Keys||||10||2,753|2,763|2,622|
||||||||||
|**Total income**||||43,486||2,756|46,242|53,886|
||||||||||
|**Expenditure**|||||||||
|Insurance||||(3,636)|||(3,636)|(2,645)|
|Light, heat and water||||(3,745)|||(3,745)|(4,588)|
|Cleaning wages||||(4,064)|||(4,064)|(2,289)|
|General repairs and improvements||||(49,511)||(49,511)
(10,380)|||
|Electrical repairs||||(1,663)|||(1,663)|(3,980)|
|Ground works||||(4,079)|||(4,079)|(9,709)|
|Veolia||||(1,130)|||(1,130)|(757)|
|Consumables||||(755)|||(755)|(922)|
|Rent and licences||||(543)|||(543)|(477)|
|Administration and AGM expenses||||(206)|||(206)|(231)|
|BT & internet||||(625)|||(625)|(502)|
|Professional fees||||(144)|||(144)|(316)|
|Parish Council - Defibrillator||||-|||-|(4,000)|
|Printing, post and stationery||||(204)|||(204)|(130)|
|Water boiler||||(359)|||(359)|(360)|
|Village hall rental||||-||(1,012)|(1,012)|(883)|
|Repairs and equipment||||-||(6,888)|(6,888)|(36)|
||||||||||
|Total expenditure||||70,664||7,900|78,564|42,205|
||||||||||
|**Net movement in funds**||||(27,178)||(5,144)
(32,322)||11,681|
|Fund balances at 1 September 2022||||62,943||10,495|73,438|61,757|
||||||||||
|**Fund balances at 31 August 2023**||||35,765||5,351|41,116|73,438|
- 2 -
## **FOWLMERE RECREATION GROUND AND VILLAGE HALL**
## **BALANCE SHEET**
## _**AS AT 31 AUGUST 2023**_
|||**2023**|||**2022**|**2022**|
|---|---|---|---|---|---|---|
|**Notes**|**£**||**£**|**£**||**£**|
|**Current assets**|||||||
|Debtors|4,758|||4,598|||
|Cash at bank and in hand|43,393|||75,451|||
||||||||
||48,151|||80,049|||
|**Creditors: amounts falling due within**|||||||
|**one year**|(7,035)|||(6,611)|||
||||||||
|Net current assets|||41,116|||73,438|
|**Income funds**|||||||
|Restricted funds|||5,351|||10,495|
|Unrestricted funds|||35,765|||62,943|
||||||||
||||41,116|||73,438|
|The financial statements were approved by the on .........................|||||||
|..............................|||||||
|D Woods|||||||
|**Trustee**|||||||
Non-monetary assets
1. Land and buildings - leased at a peppercorn rent. Title vested in the Official Custodian for Charities.
## 2. Held for functional use by the charity -
Furniture and equipment in the hall, including kitchen equipment and china, all in good condition, some recently installed and the remainder up to 19 years old.
- 3 -
## **FOWLMERE RECREATION GROUND AND VILLAGE HALL**
## **BALANCE SHEET (CONTINUED)**
## _**AS AT 31 AUGUST 2023**_
## **1 Investments**
|||**Unrestricted**|**Unrestricted**|**Restricted**|**Restricted**|||**Total**|**Total**||**Total**|
|---|---|---|---|---|---|---|---|---|---|---|---|
|||**funds**||**funds**||||**2023**|||**2022**|
||||**£**||**£**|||**£**|||**£**|
||Interest receivable||153||3|||156|||13|
|**2**|**Debtors**|||||||||||
||||||||**2023**||||**2022**|
||**Amounts falling due within one year:**|||||||**£**|||**£**|
||Trade debtors|||||||529|||1,285|
||Prepayments and accrued income||||||4,229||||3,313|
|||||||||||||
||||||||4,758||||4,598|
|**3**|**Creditors: amounts falling due within one year**|||||||||||
||||||||**2023**||||**2022**|
|||||||||**£**|||**£**|
||Other creditors|||||||53|||45|
||Accruals and deferred income||||||6,982||||6,566|
|||||||||||||
||||||||7,035||||6,611|
- 4 -
## **FOWLMERE RECREATION GROUND AND VILLAGE HALL INDEPENDENT EXAMINER'S REPORT**
I report to the on my examination of the financial statements of Fowlmere Recreation Ground and Village Hall (the Fowlmere Recreation Ground and Village Hall) for the year ended 31 August 2023.
Responsibilities and basis of report
As the of the Fowlmere Recreation Ground and Village Hall you are responsible for the preparation of the financial statements in accordance with the requirements of the Charities Act 2011 (the 2011 Act).
I report in respect of my examination of the Fowlmere Recreation Ground and Village Hall’s financial statements carried out under section 145 of the 2011 Act. In carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.
Independent examiner's statement
Your attention is drawn to the fact that the charity has prepared financial statements in accordance with Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) in preference to the Accounting and Reporting by Charities: Statement of Recommended Practice issued on 1 April 2005 which is referred to in the extant regulations but has now been withdrawn.
I understand that this has been done in order for financial statements to provide a true and fair view in accordance with Generally Accepted Accounting Practice effective for reporting periods beginning on or after 1 January 2015.
I have completed my examination. I confirm that no matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
1 accounting records were not kept in respect of the Fowlmere Recreation Ground and Village Hall as required by section 130 of the 2011 Act; or
2 the financial statements do not accord with those records; or
3 the financial statements do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a true and fair view which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the financial statements to be reached.
UHY Hacker Young PO Box 501 The Nexus Building Broadway Letchworth Garden City Herts SG6 9BL
Dated: .........................