**Trustees’ Annual Report for the period From 1 January 2020 To 31 December 2020** ## **Charity name: Overton Recreation Centre** ## **Charity registration number: 301912** ## **Introduction** The charity was set up over 55 years ago to provide sport and recreation facilities. It is supported financially by its own membership lottery scheme. There are 30 acres of sports field on 3 sites with 3 buildings providing facilities for many sports and leisure interests to the benefit of local people 2020 has been a year like no other for our organisation and its fair to say we have lived through unprecedented times with covid causing play and participation in all sports and activities to be suspended at times through the year. And so, fund raising activities were disrupted. This report will focus on how we managed our activities and finances through the year. ## **Activities and achievements** ## **Improving our grounds and facilities** We took an early decision to make sure that we took a responsible approach to safely maintaining the grounds & pavilions during the lockdowns so thanks must go to the staff & volunteers involved. A special thank you must go to Dennis Rowles who made himself constantly available to address issues, actions and ideas for improvements. ## **Maintaining membership and increasing use of our facilities.** In spite of the disruptions to our income we continued to manage the monthly lottery prize draw with Emma Scoggins and her team faithfully dedicated to the process of distributing more than £2000 in cash prizes. Incredibly during this dislocating year our membership remained constant and it is anticipated that as we pull away from the pandemic we will grow. This surely demonstrates the strength of our offer and value provided so as to engender loyalty. ## **Developing fund raising events to raise our profile and encourage use of our facilities** We were unable to hold any events in the year due the pandemic. ## **Updating our online profile** All events are posted on the event calendar and can be viewed online. ## **Building local relationships** Overton Recreation Centre continues to work to build relationships with local groups but much of this has been on hold this year due to the pandemic ## **Contribution of volunteers** The ORC could not run without a small army of volunteers who give up their time and energy- the chair, secretary, treasurer, membership secretary, committee members and collectors and those who take time to represent their clubs and associations. We cooperate with one another, we respect each other, we talk about things and we get things done consensually. ## **The future and its challenges** ## **Maintain usage of facilities following pandemic** Before the Pandemic struck the ORC had more than 12 clubs and societies using our facilities continuously. In 2019 more than 40,000 people used what was available and more than 100 volunteers helped facilitate activities. The consequences of Covid have seen usage halve and although there are signs things are returning to normal, we must continue to work hard together as a team. One of the things that stands out about the ORC is the ability of the local volunteers, clubs and societies to find solutions to problems in the interests of pursuing their sports and activities. We cooperate with one another, we respect each other, we talk about things and we get things done consensually. ## **Continued financial stability** Through the good work of our treasurer along with secretary Alan Macarthur who accessed some local authority grants, our bank balances have been maintained. We have also been pleased that the membership of our lottery prize draw is being maintained despite the pandemic which has been surprising to some. We will continue to work to increase the membership. ## **Maintain grounds and buildings** Before moving into the pandemic our committee had agreed that our strategy should be to carefully invest in facilities and equipment so as to strengthen our offer. A new fence for the tennis club, a new tractor and grass cutting equipment, car park resurfacing at Bridge Street, an overflow car park at Berrydown, and many other smaller things. And as we move through this year and beyond, we will continue a similar approach. Graham Devereux – Chairman and Trustee **Overton Recreation Centre** **301912** **CC16a** **Receipts and payments accounts For the period** January 1 2020 **To from** December 31 2020 ## **Section A Receipts and payments** **----- Start of picture text -----**
Unrestricted Restricted Endowment
Total funds Last year
funds funds funds
to the nearest £ to the nearest £ to the nearest £ to the nearest £ to the nearest £
A1 Receipts
Grants 13,334 - 13,334 34,930
Members Subscriptions 76,069 - 76,069 77,194
Bank Interest 33 - 33 64
Club Levies 5,846 - 5,846 26,896
Other Income 33,392 - 33,392 32,895
Rates Relief 34,002 - - 34,002 -
Sub total [ 162,676 ] - - 162,676 171,979
A2 Asset and investment sales,
etc. - - - - -
Total receipts [ 162,676 ] - - 162,676 171,979
A3 Payments
Running Costs
Cleaners
11,058 - - 11,058 11,650
Equipment
1,048 - - 1,048 8,209
Employees
36,199 - - 36,199 35,969
Heat, Light and Water
16,801 - - 16,801 15,425
Improvements
2,050 - - 2,050 -
Rent
250 - - 250 250
Materials
12,998 - - 12,998 9,760
Repairs and Renewals
11,538 - - 11,538 32,878
Groundworks
8,071 - - 8,071 [#] 18,235
100,013 - - 100,013 132,376
Other Expenditure
Draw Prizes
23,680 23,680 25,050
Event Costs
- - -
Audit / Insurance
5,644 5,644 4,933
Printing
517 517 580
Post / Stationery
227 227 232
Bank charges
- - - 10
Professional Fees
- - -
Miscellaneous Administration Costs
1,411 1,411 2,753
31,479 - - 31,479 # 33,558
- - - - -
Sub total
131,492 - - 131,492 165,934
A4 Asset and investment
purchases, etc.
24,152 - - 24,152 -
Total payments 155,644 - - 155,644 165,934
Net of receipts/(payments) 7,032 - - 7,032 6,045
A5 Transfers between funds
- - - - -
A6 Cash funds last year end 41,988 75,000 - 116,988 110,923
Cash funds this year end 49,020 75,000 - 124,020 116,968
**----- End of picture text -----**
|**Section B Statement**|**of assets and liabilities at the end of the period**|**of assets and liabilities at the end of the period**|**of assets and liabilities at the end of the period**|**of assets and liabilities at the end of the period**|**of assets and liabilities at the end of the period**| |---|---|---|---|---|---| ||||**Unrestricted**|**Restricted**|**Endowment**| |**Categories**|**Details**||**funds**|**funds**|**funds**| ||||**to nearest £**|**to nearest £**|**to nearest £**| |**B1 Bank & Cash**|HSBC Current Accounts / Cash
HSBC Money
Santander
Cash
Barclays
(agree balances with receipts and payments
account(s))||**-**
**1,095**
**40,873**
**-**
**41,968**
Agreement Error|**41,679**
**10,788**
**22,533**
**-**
**-**
**75,000**
OK|**-**
**-**
**-**
**-**
OK| ||||**Unrestricted**|**Restricted**|**Endowment**| ||||**funds**|**funds**|**funds**| ||**Details**||**to nearest £**|**to nearest £**|**to nearest £**| |**B2 Other monetary assets**|Levies Due||**2,528**
**-**
**-**
**-**
**-**
**-**|**-**
**-**
**-**
**-**
**-**
**-**|**-**
**-**
**-**
**-**
**-**
**-**| ||||**Fund to which**|**Cost**|**Current value**| |**B3 Investment assets**|**Details**||**asset belongs**|**-**
**-**
**-**
**-**
**-**
**(optional)**|**-**
**-**
**-**
**-**
**-**
**(optional)**| ||||**Fund to which**|**Cost**|**Current value**| |**B4 Assets retained for the**|**Details**
Bridge Street Buildings||Unrestricted
**asset belongs**|**-**
**(optional)**|**635,950**
**(optional)**| |**charity’s own use**|Bridge Street Stock & Machinery
Town Meadow Buildings
Town Meadow Stock & Machinery
Berrydown Buildings
Berrydown Contents||Unrestricted
Unrestricted
Unrestricted
Unrestricted
Unrestricted|**-**
**-**
**-**
**-**
**-**|**97,450**
**267,950**
**23,000**
**770,500**
**50,600**| ||||**Fund to which**|**Amount due**|
**When due**| ||||**liability relates**|**(optional)**|**(optional)**| ||**Details**||||| |**B5 Liabilities**|HMRC/PAYE||Unrestricted|**1,191**|**Jan 2021**| |Signed by one or two trustees on
behalf of all the trustees|Signature||**-**
Print Name||Date of
approval| **Overton Recreation Centre Registered Charity no. 301912 Accounts for the year ended December 31 2020** ## **3. Notes forming part of the Financial statements** ## **1. Accounting Policies** ## **Basis of Accounting** These accounts have been prepared on a Receipts and Payments basis. **Fund Accounting** The nature and purpose of each fund is explained in note 2. ## **2. Funds** **The General Fund** represents unrestricted funds which the trustees are free to use in accordance with the charitable objects. **The Development Fund** represents restricted funds which have been identified for use on future projects at the charity’s three sites. ## **3. Income** - I. Grants. The charity received core funding grant of £13334 from Basingstoke & Deane Council to support the charitable objects of the Overton Recreation Centre. (2019 - £13333) - II. Rates Support. The charity received Covid-19 Rates Support of £34002 from Basingstoke & Deane Borough Council. - III. Membership subscription income decreased slightly during 2019, overall membership was 3309 (from 3316 in 2019), of which 458 are 5 star members, (£76069 for 2020 vs £77194 for 2019). - IV. Club Levies were severely impacted by the Covid-19 pandemic, with only one quarter of the year’s levies being charged to our Clubs and Societies before we were forced to lockdown, therefore the income from Clubs and Societies on a preagreed basis has decreased from the previous year (2020 £19978 vs 2019 £26896). Income from Club Levies is net of deductions amounting to £1100 for 5* membership discounts (2019 £11150) - V. Other Income represents: - a. Income from hire of facilities. This includes invoiced income from other organisations which are charged retrospectively for usage, which was also severely impacted by the Covid-19 pandemic. The amount decreased in 2020 to £19260 (2019 £26961) - b. Other income includes retrospective support of £2605 from our landlord at Bridge Street for Tree Surgery in 2019.. - c. The charity was unable to run any individual fundraising events in 2020, which accounted for £5714 in additional income in 2019. ## **4. Running Costs** **----- Start of picture text -----**
202 201
0 9
Employee & Cleaning Costs
Gross wages and salaries – Cleaning 6050 5929
Gross wages and salaries - Grounds and 2952 3008
administration 4 7
Employers National Insurance Costs,PAYE & 6674 5882
Pension
**----- End of picture text -----**
1 **Overton Recreation Centre Registered Charity no. 301912 Accounts for the year ended December 31 2020** ## **3. Notes forming part of the Financial statements** **----- Start of picture text -----**
Cleaning materials and services 5008 5721
472 476
56 19
Average number of employees 2.5 2.5
**----- End of picture text -----**
. - I. Gross Wages and Cleaning Costs have decreased slightly from £47619 in 2019 to £47256 in 2020, due in part due to the reduced games played on the pitches during 2020, and the reduced usage of our buildings. - II. The charity had expended £8071 on groundwork in 2020.The items over £500 - were: **----- Start of picture text -----**
Site Description Value
D.Ross Groundwork 5224
Stumpbusters Tree Surgery 1230
Norman Goodyear Groundwork 950
**----- End of picture text -----**
- III. The charity had contributed £1048 towards new equipment including £665 towards new Cricket Nets, £234 for a weed flame-thrower and £149 for a vacuum cleaner. - IV. Heat, Light, Power and Water increased to £16801 in 2019 from £15425 in 2019. - V. Material costs increased to £12998 in 2020 from £9760 in 2019. - VI. Repairs & Renewals expenditure of £11538 includes the following items over £500 compared to of £17872 for 2019. **----- Start of picture text -----**
Site Description Value
All Brian J Lawrence 1637
All Overton Bathroom Centre 1392
All Berrydown Garage 1366
All Hunt Forest Group 1151
All Niro Electrical 1127
All ALS Locksmiths 912
Berrydown Berkeley Guard Group 868
Town Meadow – Golf Amazon 720
All Fleet (Line Markers) Limited 667
**----- End of picture text -----**
## **5. Other expenditure** - I. Draw Prizes. The cost of prizes have stayed in line with the previous year, but the amount shown in the accounts depends on when the winners cash their cheques, therefore £23680 in 2020 compared with £25050 in 2019. - II. Audit / Insurance. The cost of the accounts preparation and examination was £400 and Insurance costs increased to £5244 (2019 £4558) . - III. Printing costs of £517 in 2020 were reduced from £580 in 2019. - IV. Miscellaneous costs of £1638 include Subscriptions to outside bodies £363, Overton Web Services £313, Postage £227, and Telephone £180. ## **6. Transfers** The Trustees had previously rationalised the number of bank accounts held. ## **7. Trustee Expenses** No reimbursements were paid to trustees for expenditure on goods / services paid for on behalf of the charity in 2020. 2 **Overton Recreation Centre Registered Charity no. 301912 Accounts for the year ended December 31 2020** ## **3. Notes forming part of the Financial statements** ## **8. Fixed Assets** The following table is a representation of asset values for purchases of a capital nature. **----- Start of picture text -----**
Buildin Buildings & Plant & Fixtures Total
gs &
Improveme Machine Fittings
nts ry
£ £ £ £ £
Cost
As at January 1 2020 585889 270226 76532 46426 979073
Additions 19795 4357 24152
As at December 31
2020 585889 290021 76532 50783 1003225
Depreciation
As at January 1 2020 215526 140990 74391 23386 454294
Charge for year 30850 21545 541 4081 57017
As at December 31
2020 246376 162535 74932 27467 511311
Net Book Value
As at January 1 2020 370363 129236 2141 23040 524870
As at December 31
2020 339513 127486 1600 23316 491915
**----- End of picture text -----**
Estimated useful lives of the assets are as follows: Buildings & Improvements 10 - 20 years Plant & Machinery 3 - 10 years Fixtures & Fittings 3 years - I. Current insurance values have been estimated at £1,845,450 for buildings and machinery. The values for buildings represent an estimate of rebuild costs. These values have been incorporated in the Statement of Assets & Liabilities. - II. Car Parks have been re-surfaced in Church Road at a cost of £9059 and in Bridge Street at a cost of £3854. - III. The overflow car park at Berrydown has been extended at a cost of £4476. - IV. Additional boundary fencing has been installed at Berrydown at a cost of £2406. - V. New fire alarm systems have been installed at Bridge Street at a cost of £2563 and Town Meadow at a cost of £1794. 3 ## **Overton Recreation Centre Registered Charity no. 301912 Accounts for the year ended December 31 2020** ## **3. Notes forming part of the Financial statements** ## **9. Analysis of Debtors** **----- Start of picture text -----**
2020 2019
£
Hire of facilities:
Little Steps 720 3184
Overton United Social Club 1808 653
Overton Dramatic Society 352
Pilates 560
Little Creations 120
Total Debtors 2528 4813
**----- End of picture text -----**
The hire of facilities debtors represent actual invoices raised for usage in the last quarter of the year. ## **10.Analysis of Creditors** **----- Start of picture text -----**
2020 2019
PAYE / NI 1191 1184
Total Creditors 1191 1184
**----- End of picture text -----**
Creditors represent expenditure incurred in 2020 but paid or payable after the year end. **I.** The PAYE / NI creditor represents the last month of the year paid in January. . ## **11.Related Party Transactions** There were no related party transactions in 2020. 4