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2023-09-30-accounts

REGISTERED CHARITY NUMBER: 286472

Trustees' Report and

Unaudited Financial Statements

for the Year Ended 30 September 2023

for

PUBLIC PLAYING FIELD AND VILLAGE HALL known as STOKE GIFFORD TRUST

PUBLIC PLAYING FIELD AND VILLAGE HALL known as STOKE GIFFORD TRUST

Contents

Page
Report of the Trustees 3-7
Report of the independent examiner 8
Statement of financial activities 9
Balance sheet 10
Notes forming part of the financial statements 11-19

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the Trustees for the year ended 30 September 2023

The trustees present their report and annual accounts for the year ended 30 September 2023

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

Name Office Body entitled to appoint
trustee
Mr D Addison Chair Trust
Mr R Horsfall Deputy Chair Trust
Mrs J Henshaw Treasurer Trust
Mrs S Peasgood Minute Secretary (appointed 16 November 2022) Trust
Mr M Black Football Club Representative Stoke Giffford Football Club
Mr J Dunt Cricket Club representative (resigned 20 May 2024) Stoke Gifford Cricket Club
Mr R Edwards Cricket Club representative (appointed 20 May 2024) Stoke Gifford Cricket Club
Mr P Smith Public representative Trust
Mr D Edge Public representative Trust
Ms P Reich Parish Council Rep. (resigned 19 September 2023) Stoke Giffford Parish Council
Mr N Das Gupta Parish Council Rep. (appointed 19 September 2023) Stoke Giffford Parish Council
Mr A Shore Parish Council Rep. (appointed 19 September 2023) Stoke Giffford Parish Council

Trustees for the charity

Stoke Gifford Parish Council (Custodian Trustee).

Independent Examiner

Haines Watts Chartered Accountants 6-8 Bath Street

Bristol

BS1 6HL

Page 3

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the Trustees for the year ended 30 September 2023

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.

Related parties

Of the trustees who stood during the year, D Addison, A Shore, N Das Gupta and P Reich are Parish Councillors. The Parish Council is custodian trustee 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 2021/22 and 2022/23.

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 situated 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.

Page 4

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the Trustees for the year ended 30 September 2023

Main activities

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

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.

Page 5

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the Trustees for the year ended 30 September 2023

Achievements and performance

The Trust Hall continues to be well used with potential hires having to be turned away due to lack of capacity. Utilisation of the Poplar Rooms dropped with the departure of Pre-school at the end of the 22/23 school year so we took the opportunity to start renovation work.

Our focus continues to be on providing regular activities wherever possible with the dance schools, martial arts club, indoor bowls and churches continuing to make extensive use of the facilities. We retain two morning booking times at weekends to allow parties to other social gatherings.

Outdoors, the facilities for football, cricket, basketball and tennis continue to be well used when the weather permits.

We continued to regularly maintain the outdoor spaces. The sports netting protecting surrounding houses from stray cricket and tennis balls required repairs after the winter storms. The tennis courts required cleaning and the play area required an annual inspection and maintenance. We would like to note the continued contribution of the Parish Council to the maintenance of the play area.

Ground works continued with the annual check identifying several dead trees which had to be removed. Undergrowth has also been cleared to ease ongoing maintenance of the field boundary.

Page 6

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Report of the Trustees for the year ended 30 September 2023

Financial review

Overview

The Trust’s principal source of finance is the hire of halls, the field and tennis courts being £52,755 for the year (2022 - £56,600). The hall hire has decreased as a result of two key regular hirers cancelling their bookings.

Resources expended have supported the key objective of maintenance of the buildings and playing fields and include employment costs of £13,489 (2022 - £12,518) and repairs and maintenance of £37,452 (2022 – £14,762).

Reserves

The charity’s reserves policy is to hold approximately 3 - 6 months’ regular outgoings which equates to approximately £12,500 to £25,000. At the year-end free reserves were £37,069 (2022 - £46,423).

The charity also held fixed assets of £1,693 (2022 - £2,970) in a designated fund, £103,614 (2022 - £103,614) in a designated fund for future development and £3,453 (2022 - £6,151) in a restricted fund for community events.

Funds

There are no funds currently in deficit.

Declaration

The Trustees declare that they have approved the Trustees’ Report above on 18 July 2024.

D Addison Chair

Page 7

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Independent Examiner's Report

I report to the trustees on my examination of the accounts of the charity for the year ended 30 September 2023 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 Commission under section 145(5)(b) of the Act.

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.

Andrew Jordan FCA Haines Watts Chartered Accountants 6-8 Bath Street Bristol BS1 6HL

24 July 2024

Page 8

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Statement of Financial Activities for the year ended 30 September 2023

Incoming resources
3
Income and endowments from:
Donations and legacies
Charitable activities
Investment income
Total incoming resources
Resources expended
Expenditure on:
4
Charitable activities
Total resources expended
Transfers
Net movement in funds
Funds brought forward
9
Funds carried forward
9		 Unrestricted
Restricted
Total
funds
funds
2023
£
£
£
4,360
1,701
6,061
52,964
-
52,964
2,245
-
2,245
59,569
1,701
61,270
70,201
4,399
74,600
70,201
4,399
74,600
-
-
-
(10,632)
(2,698)
(13,330)
153,008
6,151
159,159
142,376
3,453
145,829		 Total
2022
£
11,975
56,909
712
69,596
45,067
45,067
-
24,529
134,630
159,159

All amounts relate to continuing activities.

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

Page 9

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Balance sheet As at 30 September 2023

Balance sheet
As at 30 September 2023
Total Total
Note 2023 2022
£ £
Fixed assets 6 1,693 2,970
Current assets
Debtors 7 8,996 4,279
Bank deposits 78,464 76,328
Cash at bank and in hand 62,303 75,698
149,763 156,305
Creditors: amounts falling due within one year 8 (5,627) (116)
Net current assets 144,136 156,189
Net assets 145,829 159,159
Funds of the charity 9
Unrestricted funds
General funds 37,069 46,423
Designated funds 105,307 106,585
Restricted funds 3,453 6,151
145,829 159,159
The financial statements were approved by the Board of Trustees on 18 July 2024 and were signed on its
behalf by:
D Addison J Henshaw
Chair Treasurer

Page 10

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Notes to the Financial Statements for the year ended 30 September 2023

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.

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 financial statements have been prepared on the assumption that the charity is able to continue as a going concern. 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.

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’ 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.

Page 11

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Notes to the Financial Statements for the year ended 30 September 2023

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 charity 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 charity 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 12

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Notes to the Financial Statements for the year ended 30 September 2023

3. Analysis of incoming resources

Donations and legacies
Donations
Grants - South Glos Council_(1)
Grants - Great Stokes Youth Trust
Grants - Stoke Gifford Parish Council (2)
(1) Coronavirus local authority grants_
(2) Village fete grant
Incoming resources from charitable activities
Hall rentals – regular
Hall rentals – casual
Field and court rents
Other income
Investment income
Deposit interest		 Unrestricted Restricted
Total
funds
funds
2023
£
£
£
4,360
1,701
6,061
-
-
-
-
-
-
-
-
-
4,360
1,701
6,061
Unrestricted Restricted
Total
funds
funds
2023
£
£
£
45,200
-
45,200
2,528
-
2,528
5,027
-
5,027
209
-
209
52,964
-
52,964
Unrestricted Restricted
Total
funds
funds
2023
£
£
£
2,245
-
2,245
2,245
-
2,245		 Total
2022
£
6,932
2,667
1,376
1,000
11,975
Total
2022
£
49,171
2,074
5,355
309
56,909
Total
2022
£
712
712

Page 13

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Notes to the Financial Statements for the year ended 30 September 2023

4. Analysis of resources expended

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
Insurance
Licences
Depreciation
Bank charges
IT and software
Accounting and independent examination
Legal costs
Other expenses
Events
Village fete
5. Staff costs
Gross wages
Total staff costs
Average number of employees in the year		 Unrestricted Restricted
funds
funds
£
£
70,201
-
-
4,399		 Total
2023
£
70,201
4,399
74,600
Total
2023
£
6,163
1,801
-
1,910
13,489
37,452
1,565
825
1,277
60
734
4,572
-
353
70,201
4,399
4,399
2023
£
13,489
13,489
2023
No.		 Total
2022
£
41,181
3,886
70,201
4,399		 45,067
Unrestricted
Restricted
funds
funds
£
£
6,163
-
1,801
-
-
-
1,910
-
13,489
-
37,452
-
1,565
-
825
-
1,277
-
60
-
734
-
4,572
-
-
-
353
-		 Total
2022
£
3,172
1,631
187
1,604
12,518
14,762
1,499
863
1,393
109
1,093
-
2,100
250
70,201
-		 41,181
-
4,399		 3,886
-
4,399		 3,886
2022
£
12,518
12,518
2022
No.

Page 14

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Notes to the Financial Statements for the year ended 30 September 2023

2

2

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 book value at 30 September 2022
Net book value at 30 September 2023		 Equipment
2023
£
8,126
0
-
8,126
5,156
1,277
6,433
2,970
1,693		 Equipment
2022
£
6,126
2000
-
8,126
3,763
1,393
5,156
2,363
2,970

7. Debtors

Hire fees receivable Unrestricted Restricted
Total
funds
funds
2023
£
£
£
8,996
-
8,996
8,996
-
8,996		 Total
2022
£
4,279
4,279

8. Creditors: amounts falling due within one year

Amounts owed to suppliers
Accruals and deferred income		 Unrestricted Restricted
Total
funds
funds
2023
£
£
£
568
-
568
5,059
-
5,059
5,627
-
5,627		 Total
2022
£
16
100
116

Page 15

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Notes to the Financial Statements for the year ended 30 September 2023

9. Statement of funds

Unrestricted funds
General fund
Designated funds
Development fund
Fixed Assets NBV fund
Restricted funds
Community Events fund
Total funds		 Incoming
Outgoing
B/fwd
resources
resources
Transfers
C/fwd
£
£
£
£
£
46,423
59,569
(68,923)
-
37,069
103,614
-
-
-
103,614
2,971
-
(1,278)
-
1,693
153,008
59,569
(70,201)
-
142,376
6,151
1,701
(4,399)
-
3,453
6,151
1,701
(4,399)
-
3,453
159,159
61,270
(74,600)
-
145,829

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 (prior year) reflected the net surplus of fete activities set aside for future events.

In the prior year, the trustees clarified that the collection of donations at the fete is publicised as specifically for the funding of the fete or future community events and that the balance of the fete proceeds should be treated as restricted. A transfer was made from the designated Village Fete fund to a restricted Community Events fund reflect the revised classification.

Fixed Assets NBV fund reflects the net value of tangible fixed assets which are not freely available to fund day to day expenditure.

Restricted funds

Defibrillator fund (prior year) reflected the funds received specifically for the provision of a defibrillator. In the prior year, the defibrillator was purchased and capitalised. A transfer was made to the Fixed Asset fund to reflect this.

Community Events fund reflects the cumulative net surplus from community events to be used for future events. In the prior year, the designated Village Fete fund was reclassified and the balance was transferred to the restricted fund.

Page 16

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Notes to the Financial Statements for the year ended 30 September 2023

Village Fete Grant fund (prior year) reflects a grant from Stoke Gifford Parish Council specifically for the funding of the fete. The balance was transferred to the Community Events fund at the year end. No grants were received in 2022/23.

10. Trustees remuneration and benefits

During the year, no trustees received remuneration or expenses (2022 – nil).

11. Analysis of net assets by fund

Fixed assets
Current assets
Current liabilities		 General
Designated Restricted
Total
Total
fund
funds
funds
2023
2022
£
£
£
£
£
1,693
-
-
1,693
2,970
41,003
105,307
3,453
149,763
156,305
(5,627)
-
-
(5,627)
(116)
37,069
105,307
3,453
145,829
159,159

12. Related party transactions

There were no related party transactions in 2023 (2022 – no transactions).

Page 17

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Notes to the Financial Statements for the year ended 30 September 2023

13 Comparative Statement of Financial Activities (2021/22)

**Unrestricted ** Restricted Total
funds funds 2022
£ £ £
Incoming resources
Income and endowments from;
Donations and legacies 8,358 3,617 11,975
Charitable activities 56,909 56,909
Investment income 712 712
Total incoming resources 65,979 3,617 69,596
Resources expended
Expenditure on;
Charitable activities 41,181 3,886 45,067
Total resources expended 41,181 3,886 45,067
Transfers (4,419) 4,419 -
Net movement in funds 20,379 4,150 24,529
Funds brought forward 132,629 2,001 134,630
Funds carried forward 153,008 6,151 159,159
Comparative statement of funds (2021/22)
Incoming Outgoing
B/fwd resources resources Transfers C/fwd
£ £ £ £ £
Unrestricted funds
General fund 23,256 65,318 (39,788) (2,363) 46,423
Designated funds
Development fund 102,953 661 - - 103,614
Village Fete fund 6,420 - - (6,420) -
Fixed Assets NBV fund - - (1,393) 4,364 2,971
132,629 65,979 (41,181) (4,419) 153,008
Restricted funds
Defibrillator fund 2,001 - - (2,001) -
Community Events fund - 2,617 (3,886) 7,420 6,151
Village Fete Grant fund - 1,000 - (1,000) -

Page 18

PUBLIC PLAYING FIELD AND VILLAGE HALL (known as STOKE GIFFORD TRUST) Notes to the Financial Statements for the year ended 30 September 2023

Total funds 2,001
3,617
(3,886)
4,419
6,151
134,630
69,596
(45,067)
-
159,159

Comparative analysis of net assets by fund (2021/22)

Fixed assets
Current assets
Current liabilities		 General
Designated Restricted
Total
Total
fund
funds
funds
2022
2021
£
£
£
£
£
2,970
-
-
2,970
2,363
43,569
106,585
6,151
156,305
134,104
(116)
-
-
(116)
(1,837)
46,423
106,585
6,151
159,159
134,630

Page 19