Secretary’s / Chair’s Report
I have written a report as the secretary and as is appropriate for such a meeting and I have met with Mark, who until 10 minutes ago, was our interim chair, and he is happy for me to present this report from his chair perspective as well as the secretary’s perspective. Let’s have a look back over the last year and a look to the future as well…
Our last AGM was in April 2021, online on Zoom, I don’t remember anyone other than the trustees being present. We were deep in lockdown in the early spring again of course, but the rules became more lenient in the late spring of 2021 and we were able to fully utilise our newly built outdoor bar and open our facilities to our sports associations… The BCC, Blunham Youth Football, Xcel Fitness, to other associations and regular users such as… Sandy Astronomical Society and The Young Farmers association and to those wishing to hire the premises and finally to those simply wishing to use the beautiful park! We also had the 2020 Euros in the summer of 2021, and we were delighted to be able to show some of the matches here live and we thank community members and trustees who made that possible. We always have been and always will be a charity with a wide ranging and diverse group of users and we are proud to do so.
In the early autumn we hosted our inaugural Dog Show – which was fantastic and was fantastically attended, we raised a large amount of money for The Hospice at Moggerhanger. Further into autumn we hosted a brilliant Halloween party which I know was thoroughly attended and thoroughly enjoyed. Then of course, it was fireworks, which, despite some controversies, some mistakes, some difficulties and challenges, lots of discussions and debates, despite all this, it went ahead successfully raising close to £1000 if I remember rightly.
In December, our previous chair of 12 years resigned from the committee as did Mike, our vice chair, Alice our bar manager and all-round events planner! And so did 4 other trustees… so 7 in total leaving a group of 9 trustees, 3 sports association representatives / unelected trustees and our Parish Council trustee. Mark Zwetsloot took on the chair role on an interim basis and we closed for the winter.
We opened again in the spring and came together as a smaller group, but that wasn’t a bad thing. Although not long after we resumed meeting together, Jo, another trustee resigned to focus on other areas of her life and we wished her well.
Around this time – February, we began recruiting for a new chair. We put a formal process in place, advertised, did a bit of head hunting and had lots of meetings and discussions with those interested and semi-interested… but more on that in a moment.
March now and we began to talk as a group about the jubilee celebrations, the constitution and, importantly, the roles and responsibilities that needed covering and now, as a much smaller committee, we all had to take on an area of responsibility. Sarah remained as treasurer, I remained as secretary, Sydney took on the bar ‘manager’ responsibility, Shelley the communications and social media, Lauren and Clare a hotchpotch of responsibilities including the bins and procurement (carpets, Wi-Fi and cleaners being some of the main items under this heading)!
We’ve been together as a new committee for just a few months and I’m really proud of how we work together as a team, how we have rebuilt the roles and responsibilities, how the handover of all the utilities, insurances and fundamentals to running a small charity has been cohesive and smooth – well apart from a few bumps in the road with Veolia our bin collectors! But we’ll get there. We’ve
all learned so much about running a small charity and upholding our purposes and in my opinion, we have been lucky to be part of group of exceptionally hardworking, skilled and positive individuals – who don’t always agree – but are solution focused, communicate effectively and I’m sure those staying or those newly elected are excited to bring back big events and make sure we absolutely fulfil our purposes.
So, what does the next year entail for the BPFA? Hopefully a new chair in the very immediate future, our ROSPA report is due in a month or so and the grounds team are managing this for us and making the necessary amendments to meet its approval.
We have the jubilee celebrations coming up of course in just a few weeks, we won’t be doing party in the park this year as it is traditionally held in June and our priority, rightly, will be on jubilee celebrations that month.
But in terms of big events, the dog show will be returning! The Halloween party may too! And now that we’re much freer from pandemic restrictions – let’s get those Gin and, Cider and Sausage nights back up and running!
But looking more strategically at what we’d like to achieve in the next year and again, this has been written with the outgoing interim chair’s approval … we hope to grow as a committee, we are always canvassing for new trustees and will continue to do that. But we are also very interested in building and strengthening particular teams – in particular a fundraising and events team.
Some committee members and I have also started planning a thorough and strategic marketing strategy around the use of the facilities, the events and functions here at the facilities and of the ways you can get involved. We’ve grown as a village in the last few years – and our reach, our offer, our methods of communication and our service needs to match this.
There are a few smaller, and quite immediate things, that we want to implement in the coming months namely: CCTV, new flooring, Wifi and a new cleaner who is starting imminently but hopefully the bigger picture of the BPFA’s next year is in fact to… celebrate a return to normality in a post covid society, ensure our offer is wide and caters for all the residents of Blunham, collaborate with local businesses new and old and truly be at the heart of our lovely village. It’s a new era of the BPFA and we, as current trustees are excited to see it.
Independent examiner's report on the accounts CHARITY COMMISSION FOR ENGLAND AND WALES Section A Independent Examiner's Report Report to Ihe trusteesl members of Blunham Playing Fields Association On accounts for the year ended 2810212022 CharSty no lif any) 300009 Set out on pages 1 &2 Respective responsibilities of trustees and examiner The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year under section 144 of the Charities Act 2011 {"the Charities Act") and that an independent examination is needed. IThe charity's gross income exceeded £250,000 and l am qualified to undertake the examination by being a qualified member of AAT. It is my responsibility to. examine the accounts under section 145 of the Charities Act, to follow the procedures laid down in the general Directions given by the Charity Commission (under section 145151(bl of the Charities Act, and to state whether particular matters have come to my attention. Basis of independent My examination was carried out in accordance with general Directions given examiner's statement by the Charity Commission. An 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 Irustees Conrning any such matters. The prOdureS undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion Is given as lo whether the accounts present a Irue and fair, view and the report is limited to those matters set out in the slalement below. Independent In connertion with my examination, no matter has come to my attention examiner's statement (other than that disclosed below ') which gives me reasonable Cause to believe that in, any material respect, the requirements.. to keep accounting records in accordance with section 130 of the Charities Act., and to prepare accounts which accord with the accounling records and omply with the accounting requirements of the Charities Act have not been met., or 2. to which, in my opinion. attention should be drawn in order to enable proper understanding of the accounls to be reached. Please delete the words in the brackets if they do not apply. Signed: Date: 0510512022 Name: Kim McGregor IER
Relevant professional qualificationlsl or body lif any): Qualified Accountant- AAT Address: 10 Laxton Close Eaton Socon St Neots PE19 7AR Section B Disclosure Only complete if the examiner needs to highlight material problems IE.g. accounting records have not tseen kept in accordance with s132 olthe Charities, Act 2011 and those a¢¢ountsdo notcomply with the requirements of the 2008 Regulations settingoutthe fomi and ¢ontenl of Charity accounts.. any mate*ial expenditure oraction which appeaT5 llotto be in accordance w¢th the trustsol the charity., any failure to be pro¥ided wth information and explanations by any past orpresenttrustee, officer wemployee. and any material consistency btheen the accounts and the tnJstee5' annual report.) IER
Give here brief details of any items that the examiner wishes to disclose. NONE IER