Minutes ofthe Foakes for Recreation Ground Charity Trust 21.11.23
GFLEAT DUNMOW
TOWN COUNC
Minutes of the Foakes for Recreation Ground Chari
Trust Meetin
St
held on 21 November 2023 at 7.30
In the Talberd Room ET Foakes Memorial Hall Stortford Road
Great Dunmow.
Trustees Present-
A. Armstrong (presiding)
P. Anderson
C. Arnold
J. Cadwallader
P. Childs
J. Davey
C. James
R. Jones
E. Marcus
S. Withington
In attendance:
Mrs C Burton- Amenities Manager (minute taker}
1) APOLOGIES FOR ABSENCE
Apologies for absence were received from Councillors Allen, Brown, Lavelle.
Puddick and Stratton.
2) DECLARATIONS OF INTEREST
There were no declarations of interest submitted.
3> MINUTES OF THE ANNUAL GENERAL MEETING HELD ON 2ND MARCH 2023
On the motion of Councillor James seconded by Councillor Davey it was
RESOLVED to accept and approve the minutes oflhe Annual General meeting
held on 2nd March 2023 as a true and accurate record of the meeting.
4) INTERNAL AUDIT REPORT 1 APRIL 2022- 31 MARCH 2023
Trustees received and noted the Internal Audit Report 1 April 2022 _ 31 March
2023.
Councillor James congratulated the Finan Officer for doing an excellentjob.
5) ANNUAL ACCOUNTS 1 APRIL 2022- 31 MARCH 2023
Trustees received and noted the Annual Accounts 1 $1 April 2022- 31 March
2023.
Minutes of the Foakes for Recreation Ground Charity Trusl 21.11.23
6> ALTERATION OF SIGNATORIES TO BANK MANDATES
Trustees received the recommendations of the Finance Officer.
On the motion of Counclllor Jones, seconded by Councillor Davey il was
RESOLVED to: .
Change the correspondence contact lo Ihe Town Clerk.
Change signatories to Ihe Town Clerk.
C James to remain as signatory.
Councillor James left the room and re-entered the room at 7."35pm
71 BUDGET REPORT
Trustees received and noted the Budget Report dated 14th November 2023.
The rneeting closed at 7.'35pm.
**GREAT DUNMOW TOWN COUNCIL**
## **FOAKES FOR RECREATION GROUND INCOME AND EXPENDITURE REPORT FOR THE YEAR ENDED 31ST MARCH 2023**
## **INCOME**
|Pavilion and Ground Fees
Miscellaneous:
Wayleaves
Investment Income:
M&G Charibond
Grants Received:
Financial Assistance received from Great Dunmow Town Council
**EXPENDITURE**
Pavilion Utilities and Payphone
Pavilion Maintenance
Administration Charge
Establishment Charges
Skate Park
Grass Cutting
Groundsman and supplies
Groundsman - van and running costs
Hedging and Treework
Car Parks, Footpaths, Tracks & Open Space maintenance
Audit Fees
Insurance
Miscellaneous
Play Equipment and Safety Surfacing
**ASSETS AT 31ST MARCH 2023**
M&G Charibond
RGT - COIF account
Re
Recreation Ground Trust|20,632.31
57.29
57.29
20,689.60
152.52
0.00
20,842.12
100,050.28
120,892.40
9,674.29
13,867.75
27,087.50
10,479.50
5,776.48
7,585.66
34,376.69
3,586.92
2,500.00
3,707.00
270.00
1,558.77
266.67
155.17
120,892.40
£0.00
5,064.50
3,086.06
£8,150.56|
|---|---|
Note: * Fixed Assets consists of land at the Recreation Ground which forms part of the Trust and therefore has no value.
The above statement represents fairly the financial position of the Authority as at 31st March 2023
---------------------------------------------------------Chairman of Foakes for Recreation Ground Trust
-------------------------------------------------
Date
## HEELIS _&_ LODGE
## • Local Council Services Internal Audit
## **’ – Independent Examiner s Report for Foakes for Recreation Charity Trust 1 April 2022 to 31 March 2023**
## **Registered Charity No: 301313**
Income: £120,892.40 Expenditure: £120,892.40
Reserves: £8,150.56
The Council are the sole Trustee of the Foakes for Recreation Charity Trust. The aims of the Charity are to manage the Recreation Ground and Dourdan Pavilion for the purpose of the provision of recreational facilities, upkeep and conservation of open spaces for the benefit of the local community. The Recreation Ground, including the Dourdan Pavilion are well used by the local community for a variety of activities and community events.
The 2021-2022 Annual Return was received by the Charity Commission on 7 March 2023. All trustees are members of Great Dunmow Town Council.
The Committee prepares an annual budget, looking at short, medium and long term planning for maintenance, running costs and improvements. The Trust complies with the Town Council Financial Regulations. Income and expenditure are tracked throughout, providing a clear audit trail. The Finance Officer keeps clear record.
Hire agreements are in place and appropriate safeguards are in place to ensure hirers have adequate insurance and qualifications to undertake safe and proper use of the activity to take place. A comprehensive Standard Conditions of Hire document is in place.
An asset register is in place and is reviewed annually as part of the Town Council procedures. Insurance is in place under the Town Council, this includes all the standard cover including Fidelity. Funds held for the Foakes for Recreation Charity are in the form of shares and M&G Investments (£5,064.50).
The (COIF £39,544.32) has been removed from the Charity accounts on advice received from the Charities Commission dated 25/11/2022.
A process is in place for taking forward actions arising from the report. Payroll, income, expenditure processes were examined as part of the Gt Dunmow TC Internal Audit dated 19/6/2023.
There were no matters which give cause to believe that in, any material respect, the Trustees have not met the requirements of the Charity Act 1993.
Heather Heelis 13 October 2023
HEELIS _&_ LODGE Appointed Independent Examiner
1
Contact details : 1 Hembling Terrace, Mill Lane, Suffolk, IP13 0PP Tel: 07732 681125 Email: heather@heelis.eu
Heather Heelis Dip HE Local Policy FILCM
Lynne Lodge Dip HE Local Policy