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2020-09-30-accounts

REGISTERED CHARITY NUMBER: 286472

Trustees' Report and

Unaudited Financial Statements

for the Year Ended 30 September 2020

for

PUBLIC PLAYING FIELD AND VILLAGE HALL known as STOKE GIFFORD TRUST

Contents

Page
Report of the Trustees 3-6
Report of the independent examiner 7
Statement of financial activities 8
Balance sheet 9
Notes forming part of the financial statements 10-18

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

The Trustees present their report and annual accounts for the year ended 30 September 2020.

Charity name: Public Playing Field and Village Hall (also known as Stoke Gifford Trust )

Charity registration number: 286472

Principal address:

The Trust Hall North Road Stoke Gifford Bristol BS34 8PE

Trustees:

Trustee Office Body entitled to appoint trustee
name
Mr D Addison Chair Trust
Mr R Horsfall Deputy Chair Trust
Mrs G Horsfall Minutes Secretary (resigned 12 May 2021) Trust
Mrs T Booth Treasurer Trust
Mr R Matthews Football Club Representative (resigned 01/09/20) Stoke Giffford Football Club
Mr M Black Football Club Representative (appointed 01/09/20) Stoke Giffford Football Club
Mr E Brown Parish Council Representative Stoke Giffford Parish Council
Mr J Dunt Cricket Club representative Stoke Gifford Cricket Club
Mr P Smith Public representative Trust
Mr J Hawkins Short Mat Bowls representative Short Mat Bowls Club
Mr D Edge Public representative Trust
Ms F Jordan Public representative (appointed 02/05/20) Trust
Trustees for the charity:

Stoke Gifford Parish Council (Custodian Trustee).

Structure, Governance and Management

Governance document

The charity is constituted as a Trust and is governed by its Trust Deed dated 31 December 1951.

Appointment of Trustees

Trustees are elected by residents of Stoke Gifford or appointed by certain of the organisations and clubs using the facilities.

Organisations allowed to appoint trustees include Stoke Gifford Parish Council, Stoke Gifford Parochial Church Council, British Legion (Stoke Gifford Branch), Little Stoke Ratepayers Association, Stoke Gifford Cricket Club, Stoke Gifford United Association Football Club, Stoke Gifford Tennis Club and the Stoke Gifford Baptist Church Committee.

Page 3

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

Related parties

Of the trustees who stood during the year, E. Brown was also Chair of the Parish Council. Mr D Addison is a Parish Councillor. The Parish Council are custodian trustees of the charity.

The Trust receives assistance from the Parish Council comprising grass cutting, maintenance of boundaries, tree surgery and maintenance of play equipment. A contribution towards these costs was introduced by the Parish Council in 2012 being £2,400 for 2019/20 and 2020/21.

The trustees have considered the major risks relating to the charity and have reviewed the controls in place to manage them.

Objectives and Activities

Objectives of the charity

To manage the Trust Ground (all those pieces or parcels of land together with buildings and yard situate at Stoke Gifford and being Ordnance Survey numbers 218, 219, 219a, 221 and 248) for the purposes of public playing fields and of physical and mental training and recreation and social, moral and intellectual development through the medium of reading and recreation room, library, lectures, classes, recreations and entertainments or otherwise as may be found expedient for the benefits of the inhabitants of the Parish of Stoke Gifford in the County of Gloucestershire and its immediate vicinity without distinction of sex or political, religious or other opinions. The trustees have had regard to the guidance issued by the Charity Commission on Public Benefit.

Main activities

To achieve the objectives stated above the Stoke Gifford Trust undertakes for the benefit of the people of Stoke Gifford:

Page 4

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

The Trust wishes to note the contribution to the maintenance of the playing fields and outdoor courts made by trustees, members of the community and volunteers from the football and cricket clubs. It has not been possible to place an economic value of the contributions made in the accounts.

Achievements and performance

Both the internal spaces, the Trust Hall and the Poplar Rooms, continued to be heavily used up until the start of the first Covid-19 lockdown. The halls remained closed for the remainder of the year resulting in minimal income for the second six months. The tennis courts remained open as much as possible and were well used when permitted by regulations. Football and cricket suffered abandoned seasons.

The caretakers were furloughed and full use was made of the available grants and support available from the government to minimise losses.

With the halls closed, the opportunity was taken to schedule some maintenance tasks which would have been difficult to complete with the halls open.

Ground works were also given priority and several old or dead trees have been removed or lopped. Undergrowth has also been cleared to ease ongoing maintenance of the field boundary.

Page 5

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

Financial review

Overview

The Trust’s principal source of finance is lettings with rentals decreasing to £30,397 (2019 - £47,862)as a result of the halls being closed during Coronavirus lockdown. Coronavirus Job Retention Scheme and other local authority grants of £13,542 were also received. Donated services of £nil (2019 - £10,540) were also received during the year in the form of grants obtained and spent by the Parish Council on behalf of the Trust.

Resources expended have supported the key objective of maintenance of the buildings and playing fields and include employment costs of £11,384 (2019 - £10,857) and repairs and maintenance of £29,536 (2019 – £24,453). Repairs and maintenance include £nil (2019 - £10,510) for repairs which were financed by grants obtained by the Parish Council (see note 14).

The village fete did not take place due to the coronavirus pandemic.

Reserves

The charity’s reserves policy is to hold approximately 3 months’ regular outgoings which equates to approximately £12,667. At the year-end free reserves were £29,415 (2019 - £53,287).

COVID-19

The trustees have considered the impact that the Covid-19 pandemic will have on the charity’s current and future financial position. The charity is taking the following steps to mitigate the threats that Covid-19 may pose to the organisation:

The trustees consider that the charity will continue as a going concern for a period of at least 12 months from the date on which these financial statements are approved for the following reasons:

The trustees therefore consider it appropriate to adopt the going concern basis of preparation of the accounts, as detailed in note 1 to the financial statements

Funds

There are no funds currently in deficit.

Declaration

The trustees declare that they have approved the trustees’ report above on 21 July 2021.

D Addison Chair

Page 6

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

I report on the accounts of the charity for the year ended 30 September 2020 which are set out on pages 8 to 18.

Responsibilities and basis of report

As the charity trustees of the Trust you are responsible for 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 Trust's accounts carried out under section 145 of the Act and in carrying out my examination I have followed all applicable Directions given by the Charity

Independent examiner’s statement

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

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 accounts to be reached.

Minutes Secretary (resigned 12 May 2021)

RJ Thomas BA ACMA Mr M Black 4 Brins Close Stoke Gifford Bristol BS34 8XU

20 July 2021

Page 7

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

Incoming resources
3
Income and endowments from;
Donations and legacies
Charitable activities
Investment income
Other income
Total incoming resources
Resources expended
Expenditure on;
4
Charitable activities
Total resources expended
Transfers
Net movement in funds
Funds brought forward
Funds carried forward		 Unrestricted
Restricted
Total
Total
funds
funds
2020
2019
£
£
£
£
14,850
650
15,500
17,865
30,397
-
30,397
52,128
781
-
781
218
-
-
-
913
46,028
650
46,678
71,124
50,669
-
50,669
49,822
50,669
-
50,669
49,822
-
-
-
-
(4,641)
650
(3,991)
21,302
124,675
-
124,675
103,373
120,034
650
120,684
124,675

All amounts relate to continuing activities

All gains and losses recognised during the period are included above.

Page 8

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

Total Total
Note 2020 2019
£ £
Fixed assets 6 1,808 2,577
Current assets
Debtors 7 1,978 2,372
Cash deposits 75,113 74,331
Cash at bank and in hand 41,952 45,645
119,043 122,348
Creditors: amounts falling due within one year 8 (167) (250)
Net current assets 118,876 122,098
Net assets 120,684 124,675
Funds of the charity 9
Unrestricted funds
General funds 31,223 55,864
Designated funds 88,811 68,811
Restricted funds 650 -
120,684 124,675
The financial statements were approved by the Board of Trustees on 21 June 2021 and were signed on its
behalf by;
D Addison TM Booth
Chair Treasurer

Page 9

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

1 Basis of preparation

The financial statements of the charity, which is a public benefit entity under FRS 102, have been prepared in accordance with the Charities SORP (FRS 102) 'Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019)', Financial Reporting Standard 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland' and the Charities Act 2011. The financial statements have been prepared under the historical cost convention, as modified by the revaluation of certain assets.

The financial statements have been prepared to give a 'true and fair' view and have departed from the Charities (Accounts and Reports) Regulations 2008 only to the extent required to provide a 'true and fair view'. This departure has involved following the Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland 2015 (FRS 102) (effective 1 January 2019) rather than the Accounting and Reporting by Charities: Statement of Recommended Practice effective from 1 April 2005 which has since been withdrawn.

The financial statements are prepared in sterling, which is the functional currency of the charity. Monetary amounts in these financial statements are rounded to the nearest £.

The accounts have been prepared on the assumption that the charity is able to continue as a going concern. However, the COVID-19 pandemic is likely to have a profound impact on the global economy, and may in turn affect the charity. The trustees have considered the impact of this issue on the charity’s current and future financial position. The trustees consider that the charity has sufficient cash reserves to continue as a going concern for a period of at least 12 months from the date on which these financial statements are approved.

2 Accounting policies

Incoming resources

Incoming resources are included in the Statement of Financial Activities (SoFA) when: (i) the charity becomes entitled to the resources; (ii) it is more likely than not that the trustees will receive the resources; and (iii) the monetary value can be measured with sufficient reliability.

Where incoming resources have related expenditure (as with fundraising or contract income) the incoming resources and related expenditure are reported gross in the SoFA.

Grants and donations are only included in the SoFA when the charity has unconditional entitlement to the resources.

Gifts in kind are accounted for at a reasonable estimate of their value to the charity or the amount realised.

Page 10

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

Donated services are included in incoming resources (with an equivalent amount in resources expended) where the benefit to the charity is reasonably quantifiable, measurable and material. The value placed on these resources is the estimated value to the charity of the service or facility received.

The value of any volunteer help received is not included in the accounts but is described in the trustees’ annual report.

Investment income is included in the accounts when receivable.

Expenditure and liabilities

Liabilities are recognised as soon as there is a legal or constructive obligation committing the charity to pay out resources.

Assets

Tangible fixed assets for use by the charity are capitalised if they can be used for more than one year and cost at least £500. They are valued at cost or a reasonable value on receipt.

Building works and general improvements to the grounds and existing buildings are written off in the year of the expenditure being incurred as the original land and building costs were not capitalised.

Depreciation is provided at the following annual rates in order to write off each asset over its estimated useful life. Full depreciation is charged in the first year.

Equipment 20% on cost

VAT

Since the District is not VAT registered, all input VAT is charged with the expenses to which it refers.

Fund accounting

Unrestricted funds are incoming resources receivable or generated for the objects of the District without further specified purpose. They are available as general funds and can be used in accordance with the charitable objectives at the discretion of the trustees. Designated funds are unrestricted funds earmarked by the trustees for particular purposes.

Restricted funds can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes. Expenditure which meets the criteria is charged to the fund together with a fair allocation of support costs where appropriate.

Further explanation of the nature and purpose of each fund is included in the notes to the financial statements.

Financial instruments

The charity only has financial assets and financial liabilities of a kind that qualify as basic financial instruments. Basic financial instruments are initially recognised at transaction value and subsequently measured at their settlement value. The liquid funds of bank balances are shown at their realisable values.

Page 11

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

3. Analysis of incoming resources

Unrestricted Restricted Total Total
funds funds 2020 2019
£ £ £ £
Donations and legacies
Donations 1,308 650 1,958 6,354
Grants - Parish Council - - - 1,000
Grants - HMRC_(1)_ 3,542 - 3,542 -
Grants - South Glos Council_(2)_ 10,000 - 10,000 -
Donated Services (note 13) - - - 10,510
14,850 650 15,500 17,864
(1) Coronavirus Job retention Scheme
(2) Coronavirus Retail, Hospitality and Leisure Grant
Unrestricted Restricted Total Total
funds funds 2020 2019
£ £ £ £
Incoming resources from charitable activities
Hall rentals – regular 24,413 - 24,413 41,348
Hall rentals – casual 3,442 - 3,442 7,483
Field and court rents 2,542 - 2,542 3,297
30,397 - 30,397 52,128
Unrestricted Restricted Total Total
funds funds 2020 2019
£ £ £ £
Investment income
Deposit interest 781 - 781 808
781 - 781 808

Page 12

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

4. Analysis of resources expended

Charitable activities
Upkeep of the halls and grounds
Events
Upkeep of halls and grounds
Electricity
Gas
General rates
Water and sewerage
Salaries
Repairs and maintenance
Repairs and maintenance, donated
services
Insurance
Licences
Depreciation
Bank charges
IT and software
Other expenses
Events
Village fete
5. Staff costs
Gross wages
Total staff costs
Average number of employees in the year		 Unrestricted
Restricted
funds
funds
£
£
50,669
-
-
-		 Total
Total
2020
2019
£
£
50,669
46,834
-
2,988
50,669
49,822
Total
Total
2020
2019
£
£
2,840
2,275
1,487
1,409
-
297
806
2,538
11,584
10,857
29,536
13,943
-
10,510
1,455
1,507
1,252
1,224
769
769
60
60
698
653
182
792
50,669
46,834
-
2,988
-
2,988
2020
2019
£
£
11,584
10,857
11,584
10,857
2020
2019
No.
No.
2
2
50,669
-
Unrestricted
Restricted
funds
funds
£
£
2,840
-
1,487
-
-
-
806
-
11,584
-
29,536
-
-
-
1,455
-
1,252
-
769
-
60
-
698
-
182
-
50,669
-
-
-
-
-

Page 13

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

6. Tangible fixed assets

Cost
At the beginning of the year
Additions
Disposals
At the end of the year
Depreciation
At the beginning of the year
Charge in the year
At the end of the year
Net present value
ebtors
Hire fees receivable
Funds held by AEDonate
Prepayments and accrued income
reditors: amounts falling due within one
Amounts owed to suppliers
Accruals and deferred income		 Unrestricted
Restricted
funds
funds
£
£
1,311
-
-
650
17
-		 Equipment
Total
£
£
3,846
3,846
-
-
-
-
3,846
3,846
1269
1269
769
769
2,038
2,038
1,808
1,808
Total
Total
2020
2019
£
£
1,311
2,354
650
-
17
18
1,978
2,372
Total
Total
2020
2019
£
£
167
-
-
250
167
250
1,328
650
year
Unrestricted
Restricted
funds
funds
£
£
167
-
-
-
167
-

7. Debtors

8. Creditors: amounts falling due within one year

Page 14

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

9. Statement of funds

Unrestricted funds
General fund
Designated funds
Development fund
Village fete fund
Restricted funds
Defibrillator fund
Total funds		 Incoming
Outgoing
B/fwd
resources
resources
Transfers
C/fwd
£
£
£
£
£
55,864
46,028
(50,669)
(20,000)
31,223
62,391
-
-
20,000
82,391
6,420
-
-
-
6,420
124,675
46,028
(50,669)
-
120,034
-
650
-
-
650
-
650
-
-
650
124,675
46,678
(50,669)
(20,000)
120,684

Unrestricted funds

General fund represents the day to day running of the charity for the charitable objectives.

Development fund reflects funds set aside by the trustees for future development of the properties and grounds.

Village Fete fund reflects thePublic representative (appointed 02/05/20)

Restricted funds

Defibrillator fund reflects the funds received specifically for the provision of a defibrillator.

Page 15

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

10. Trustees remuneration and benefits

During the year, no trustees received remuneration (2019 – nil)

During the year 1 trustee had expenses met by the charity of £nil (2019 - £77) which was paid for telephone services.

11. Analysis of net assets by fund

Fixed assets
Current assets
Current liabilities		 General
Designated
Restricted
Total
Total
fund
funds
funds
2020
2019
£
£
£
£
£
1,808
-
-
1,808
2,577
30,232
88,811
-
119,043
122,348
(167)
-
-
(167)
(250)
31,873
88,811
-
120,684
124,675

12. Related party transactions

There were no related party transactions in 2020 (2019 – nil)

Page 16

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

13 Comparative Statement of Financial Activities (2018/19)

Incoming resources
Income and endowments from;
Donations and legacies
Charitable activities
Investment income
Other income
Total incoming resources
Resources expended
Expenditure on;
Charitable activities
Total resources expended
Net movement in funds
Funds brought forward
Funds carried forward		 Unrestricted Restricted
Total
funds
funds
2019
£
£
£
6,355
11,510
17,865
52,128
-
52,128
218
-
218
913
-
913
59,614
11,510
71,124
37,883
11,939
49,822
37,883
11,939
49,822
21,731
(429)
21,302
102,944
429
103,373
124,675
-
124,675

Comparative statement of funds (2018/19)

Unrestricted funds
General fund
Designated funds
Development fund
Village fete fund
Restricted funds
Village fete grant fund
Bowls fund
Field repairs fund
Total funds		 Incoming
Outgoing
B/fwd
resources
resources
Transfers
C/fwd
£
£
£
£
£
34,789
56,970
(35,895)
-
55,864
62,391
-
-
-
62,391
5,764
2,644
(1,988)
-
6,420
102,944
59,614
(37,883)
-
124,675
0
1,000
(1,000)
-
-
429
(429)
-
-
0
10,510
(10,510)
-
-
429
11,510
(11,939)
-
-
103,373
71,124
(49,822)
-
124,675

Page 17

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the trustees for the year ended 30 September 2020

Comparative analysis of net assets by fund (2018/19)

Fixed assets
Current assets
Current liabilities		 General
Designated Restricted
Total
fund
funds
funds
2019
£
£
£
£
2,577
-
-
2,577
53,537
68,811
-
122,348
(250)
-
-
(250)
55,864
68,811
-
124,675

Page 18