## **Trustees' Annual Report for the period** **From** Period start date Period end date **To** 01 April 2020 31 March 2021 Section A Reference and administration details March **2019** **TAR** 1 of 14 **Charity name** Buckden Recreation Ground and Village Hall Trust **Other names charity is known by** **Registered charity number (if any)** 302629 **Charity's principal address** Buckden Village Hall , Burberry Road, Buckden St Neots, Cambs March **2019** **TAR** 2 of 14 1 Postcode PE19 5UY ## **Names of the charity trustees who manage the charity** **Trustee name Office (if any) Dates acted if not for whole year Name of person (or body) entitled to appoint trustee (if any)** Cynthia Alers Hon Chairman Village member 2 Des Foster **TAR** March **2019** 3 of 14 Hon Treasurer Village member 3 Jason Chillmaid Pre School 4 Tony Cook Cricket Club 5 Michael Lander BJFC Kevin Loakes 6 March **2019** **TAR** 4 of 14 7 ## Village member Hamish Masson Village member 8 Trevor Mews Scouts 9 Philip Miles Village member Dawn Packham 10 March **2019** **TAR** 5 of 14 Appointed 10 March 2021 Village member 11 Matthew Squire Appointed 23 November 2020 Village member 12 Pauline Steel Buckden Parish Council 13 14 March **2019** **TAR** 6 of 14 ## **Names of the trustees for the charity, if any, (for example, any custodian trustees)** ## **Name Dates acted if not for whole year** Buckden Parish Council (Custodian Trustee) ## **Names and addresses of advisers (Optional information)** ## **Type of adviser Name Address** Accountants ## Streets Potton House, Wyboston Lakes, Great North Road, Wyboston, Beds, MK44 3BZ Bankers Unity Trust Bank **TAR** March **2019** 7 of 14 PO Box 7193, Planetary Road, Willenhall, WV1 9DG ## **Name of chief executive or names of senior staff members (Optional information)** ## **Section B Structure, governance and management** ## **Description of the charity’s trusts** Trust deed (dated 11 August 1969) Type of governing document - (eg. trust deed, constitution) Trust How the charity is constituted - (eg. trust, association, company) Trustee selection methods Elected at Annual General Meeting - (eg. appointed by, elected by) ## **Additional governance issues (Optional information)** You **may choose** to include additional information, where relevant, about: - policies and procedures adopted for the induction and training of trustees; - the charity’s organisational structure and any wider network with which the charity works; ## **Recruitment and Appointment of Trustees** : The Board of Trustees comprises of up to six village members (who are elected at each Annual General Meeting) and nominees of various village organisations. On appointment, each Trustee is provided with a Charity Commission information leaflet outlining the role of a charity trustee. - relationship with any related parties; - trustees’ consideration of major risks and the system and procedures to manage them. March **2019** **TAR** 8 of 14 TAR 9of14 March 2019 TAR IOof14 March 2019 **Section C Objectives and activities** The object of the Trust shall be: - The provision and maintenance of the Buckden Village Hall and associated playing fields, sports facilities, children’s play area and ‘valley area’. - These facilities are to be for the use of residents of the parish of Buckden and neighbourhood. **Summary of the objects of the charity set out in its governing document** **Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)** - No distinction of sex, race or of political, religious and other opinions should be made. - Buckden Village Hall is to be used in particular for meetings, lectures and classes and for such other forms of recreation and leisure time activity as the Trustees may from time to time think fit and as may have the object of improving the conditions of life for the said inhabitants. ## **Overview** - The Charity has continued to manage the facilities of the village hall and recreation ground throughout the year on behalf of the residents of Buckden. - The facilities are used by a wide range of organisations within the village, including the library, village club, playgroup and various sports clubs for which there are appropriate leases in place. - Other groups and individuals hire the hall and grounds for conferences, wedding receptions and parties ## **Financial Review** Revenues for the year fell by 14% to £96,125. The principal cause of the decline was the closure of the Hall under government Covid restrictions which were in place for most of the financial period. Hall hire receipts declined 93% and rent concessions were granted to various tenants in the hospitality industry who were also affected by the Covid lockdowns. As a hospitality business, the Trust was eligible for Covid relief funds and furlough support, both of which were accessed, and which accounted for the majority of donation income. Major payments included Building Services and Repairs & Maintenance as the Trust took advantage of the Hall’s closure to carry out major building works and to repay the loan balance on the solar panels. Costs were incurred relating to legal services as two long term tenant leases were renewed. Cost savings were achieved in furloughed staff and utilities as the Hall was not in operation. Cash funds at year end decreased by approximately £9,500 to £88,314. March **2019** **TAR** 11 of 14 ## **Reserves** It is the policy of the charity to maintain sufficient unrestricted funds to cover the day to day running costs of the charity and to respond to specific expenditure requirements as considered necessary. The trustees consider that the minimum level of reserves should be £30,000 to cover a 3-month period. ## **Risk Management** The trustees are aware of the major strategic, business and operational risks which the charity faces. They confirm that systems have been established to enable regular reports to be produced, so that necessary steps can be taken to lessen these risks. ## **Future Developments** In December 2020, the Trust applied to Huntingdonshire District Council for a CIL grant to refurbish 3.5 acres of its grounds comprising a nature reserve, lake and footpaths and was notified in March 2021 that we had been successful in our bid. Work will begin in the new financial year (June 2021). The Trust is also working with Football Association to improve its playing fields, build new storage units for equipment, refurbish the sports pavilion and replace its mowing equipment. Final plans and budgets are being developed with work expected to commence in the second half of 2021. ## **Additional details of objectives and activities (Optional information)** You **may choose** to include further statements, where relevant, about: - policy on grantmaking; - policy programme related investment; - contribution made by volunteers. ## Section D Achievements and performance **Summary of the main achievements of the charity during the year** The Trust prudently managed its finances during the Covid pandemic and sought to preserve its financial resilience by accessing appropriate government support where possible and maintaining experienced staff through furlough schemes. Despite the challenges of the year which saw the Hall forced to suspend operations for most of the year, the Trust continued to invest in its estate and was proactive in fund-raising to support its maintenance and improvement work. March **2019** **TAR** 12 of 14 ## **Section E Financial review** **Brief statement of the charity’s policy on reserves** It is the policy of the charity to maintain enough unrestricted funds to cover the day to day running costs of the charity and to respond to specific expenditure requirements as considered necessary. The trustees consider that the minimum level of reserves should be equivalent to three months average expenditure and should maintain free reserves of £30,000. The Trustees continue to monitor all areas of the charity’s activities but are comfortable that the current level of reserves is appropriate. **Details of any funds materially in deficit** **Further financial review details (Optional information)** You **may choose** to include additional information, where relevant about: - the charity’s principal sources of funds (including any fundraising); - how expenditure has supported the key objectives of the charity; - investment policy and objectives including any ethical investment policy adopted. ## **Section G Declaration** ## **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature(s)** March **2019** **TAR** 13 of 14 **Full name(s)** ## **Position(s)** ## **Date(s)** March **2019** **TAR** 14 of 14 **----- Start of picture text -----**
Buckden Recreation Ground and Village Hall Trust 302629
Receipts and payments accounts CC16a
For the period Period start date Period end date
To
from 01/04/2020 31/03/2021
Section A Receipts and payments
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
Leases 12,517 - - 12,517 46,436
Hall Hire 4,232 - - 4,232 57,887
Food supplied - - - - 2,061
Donations, Grants & Fund Raising 76,137 - 76,137 2,093
Other Income 3,223 - - 3,223 3,761
Interest Received 16 16 67
- - 96,125 112,305
Sub total (Gross income for AR) [ 96,125 ]
A2 Asset and investment sales,
(see table).
Loan from Parish Council - - - - -
- - - - -
Sub total - - - - -
Total receipts 96,125 - - 96,125 112,305
A3 Payments
Staff 27,309 - - 27,309 32,770
Food supplied - - 2,169
Utilities 11,637 - - 11,637 23,896
Building Services 5,351 - - 5,351 1,649
Repairs & Maintenance 48,420 - - 48,420 20,291
Sundries 1,677 - - 1,677 3,432
Professional Services 7,145 - - 7,145 3,383
- - - - -
Sub total [ 101,539 ] - - 101,539 87,590
A4 Asset and investment
purchases, (see table)
Solar Panels - Cost - - - - -
Solar Panels - Loan repayment 4,156 4,156 2,400
Sub total [ 4,156 ] - - 4,156 2,400
Total payments 105,695 - - 105,695 89,990
Net of receipts/(payments) - 9,570 - - - 9,570 22,315
A5 Transfers between funds - - - - -
A6 Cash funds last year end 97,884 - - 97,884 75,569
Cash funds this year end 88,314 - - 88,314 97,884
**----- End of picture text -----**
|**Section B Statement of assets and liabilities at the end of the period**|**Section B Statement of assets and liabilities at the end of the period**|**Section B Statement of assets and liabilities at the end of the period**|| |---|---|---|---| |**Categories**
Signed by one or two trustees on
behalf of all the trustees
**B5 Liabilities**
**B4 Assets retained for the**
**charity’s own use**
**B3 Investment assets**
**B2 Other monetary assets**
**B1 Cash funds**|Signature
Deposits held
**Details**
**Details**
Freehold Property
Playground
Fixtures & Fittings
Solar panels
**Details**
Blackrock
**Details**
Lettings income recevable
Bank Accounts
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
**Details**|**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**88,314**
**-**
**-**
**-**
**-**
**-**
**88,314**
**-**
OK
OK
**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**2,127**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**17,500**
**Fund to which**
**liability relates**
**Amount due**
**(optional)**
**655**
Print Name|**Endowment**
**funds**
**to nearest £**
**-**
**-**
**-**| ||||**-**| ||||OK| ||||**Endowment**
**funds**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**Current value**
**(optional)**
**1,380**
**-**
**-**
**-**
**-**
**Current value**
**(optional)**
**1,747,553**
**397**
**5,631**
**-**
**When due**
**(optional)**
Date of
approval| STREETS CHARTERED ACCOUNTANTS Independent examiner's report to the TrHstees of Buckden Recrealion Ground and Village Hall Trmsl I report to the trustees on my examination of the accounts of Buckden Recreation Ground and Village Hall Trust (the Trust) for the year ended 31 March 2021. Responsibiliiies and basis of report As the charity trnstees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Ch￿itieS Act 2011 ('the Act,). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying Out my cxamination I have followed all the applicable Directions given by th¢ Charity Commission under section 145{5)(b) of the Act. Independent examiner's statement I havc complet¢d my examination. I confinn that no material matters have come to my attention in connection with th¢ ¢xamination giving me cause to believ¢ that in any material respect.. accounting records were not kept in reSp￿t of the Trust as required by section 130 of the 2. th¢ accounts do nol accord with those records. 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 underslanding of the accounts to be reached. Linda J Lord FCA Streets Chartered Accountants Potton House, Wyboston Lakes, Great North Road, Wyboston, B￿f0rd, MK44 3BZ Date: Jl Poiton House, AIIA428 InterthaTr8e,Wyb05ton Lakes, Great North Road. Bedlordshlre MK443BZ TdqpP#)neOIW 3734￿ • Fax01480 4￿124 Emall Info@51reet5V4eb.to.vk WWW.5treetsweb.co.uk s￿sCh￿rt￿Ed Arr4?unI￿L￿￿l SICd￿dLLP. Top40 UK r￿￿11￿￿￿¢[0r34.ISgj To￿110￿.Lu¢yT¢￿￿s1Kd.Li￿Q￿TrL￿l IXW. Trustees. Annual Report for the period 7 Period start date PerlLKI end date From 01 Aprfl 2D19 To 31 March 2020 Section A Reference and administration details Charity namo Buckden Recreation Ground and Village Hall Trust Other names charfty Is known by Reglstered charlty number (If any} 302629 Charity's principal addrnss Buckden Village Hall, Burberry Road, Buckden St Neots. Cambridgeshire Postcode PE19 5UY Names of the charlty trustees who manage the charity Name ol p•Mon lor body) entitl￿ to appolnt trust•• Ifan Offlce {11 any) Dats$ acted It not for whola year Cynthla Alers Des Foster Hon Chalrman Village member Village member Pre School Hon Treasurer Jason Chillmald Tony Cook Michael Lander Cricket Club BJFC Kev5n Loakes Village member Village membèr Scouts Hamlsh Masson Trevor Mews Phillp Miles Dawn Pa¢kham Vllla8e member Villa8e member Village member 10 10 March Matthew Squire Appointed 23 November 2020 12 Pauline Steel Buckden Parlsh Council 13 14 Names af the trusteos for the chaiity, if anyi (for example, any custodian trustees) Name Dates acted If not for whole Buckden Parish Councll {Custodian Trustee) Names and addresses of advlser5 (Optional information) of adviser Name Address Streets Potton House, Wyboston Lakes, Great North Road, Wyboston, Beds. MK44 3BZ PO Box 7193, Planetary Road, Willenhall, WVI 9DG Accountants Bankers UnltyTrust Bank Name of chief executive or names of senior staff members {Optional infomiation) Section B Structure, overnance and mana ement Descriptlon of the chartt￿$ trusts Trust deed (dated 11 August 19691 Type of goveming document How the charlty Is constituted Trust Trustee selection methc(Is Elected at Annual General Meetin8 Additlonal govemanca Issues Ioptlonal inforniallon) You may choos• to includ& additional information, where relevant, about.. Recrultment and Appointment of Trusteos '. The Board of Trustees comprises of up to six village members (who are elected at each Annual General Meeting) and nominees of various village organisations. On appointment, each Trustee is provided with a Charity Commission infomation leaflet outlining the role of a charity trustee. policies and procedures adopted for the induction and training of trustees,. the chwity's organisational structure and any Yéider ne￿Ik viith vthich th8 charity works", relationship with any r8latad parties., twstees, consideration of major risk5 and the system and procedures to manage them. Section C Objectives and activities The obJ'8Ct of th8 Trust shall be.. The provision and maintenanc8 of the Buckden Village Hall and associated playing fields. sports facilities, children's play area and 'valley area,. These faalitias are to be for the use of r8sidents of the parish of Buckden and neighbourht)od. No di5tinctlon of sex, race or of political. religious and other opinions should be made. Buckden Village Hall is to be used in particular for meetings, lectures and classes and for such other fomis of recreation and leisure time activtty as the Trust8es may from kn'me to time think fit and as may have the object of improving the conditions of life for the said inhabitants. Summary of the objects of the charity set out in its govemlng document Overview The Charity has continued to manag8 th8 facilities of the villag8 hals and recreation ground throughout the year on behalf of the residents of Buckdan. The facilities are used by a wide range of organisations within the village, including the library, village club, playgroup and various sports clubs for which there ar8 appropriate leasas in place. Other groups and individuals hire the hall and grounds for rJJnferences, wedding recepts'ons and parties Flnanclal Revlew Revenues for the year fell by 14% to £96,125. The principa5 cause ol the decline was the closure of the Hall under govemment Covid restrictions which were in place for most of the financial period. Hall hire receipts declined 93% and rent concessions were granted to various tenants in the hospitality irKlustry were also affected by the Covid lockdowns. Summary ofthe main actlvlties undertaken for tha public benefit in ralatlon to these objects (include within thls section the statutory declaration that tnjstees have had regard to the guldance Issued by the Charity Commission on public benafit) As a hospitality business, th8 Trust was eligible for Covid relief funds and furlough support, both of vthich were accessed, and which accountèd for the majority of donation income. Major payments included Building Services and Repairs & Maintenance as the TNst took advantage of the Hall's closure to carry out major building work5 and to repay the loan balance on the solar pan&ls. Costs were incurred relating to legal services as two long term tenant leases were reneNed. Cost savings were achievèd in furloughed staff and utilities as the Hall was not in operation. Cash funds at year end decreased by approxrmateFy £9,5(X) to £88,314. Reserves It is the policy of the charity to maintsin suffirient unrestricted funds to cover the day to day running costs of the charity and to respond to specific expenditure requirements as considered necessary. The trustees consider that the minimum level of reserve5 should be £30,000 to cover a 3-month period. Risk Management The trustees are aware of the May￿ strategic, business and operational risks which the charity faces. They confimi thai systems have been established to enable regular reports to be produced, so that necessary steps rAn be taken to lessen these risks. Future Developments In December 2020, the Trust ap￿led to Huntingdonshire District Council for a CIL grant to refurbish 3.5 acres of ts grounds comprising a natu￿ reserve, lak8 and footpaths and was notified in March 2021 that we had been successful In our bid. Work will begin in the new financial year (June 2021). The Trust is also working with Football AssocIatic￿ to improve its playing fields. build new storage unf(s for equipment, refurbish the sports pavilion and replace its mowing equipment. Final plans and budgets are being developed with work expected to commence in the second half of 2021. Addltlonal detalls ol objectlvgs and a¢tlvltlos Ioptlonal infornwtlon) You may chooso to include further staiements, where relevant, about.. policy on grant making; policy programme related investment., contribution made by volunteers. Section D Achievements and performance Summary ofthe main achlevements of the charfty during the year The Trust prudently managed its finances during the Covid pandemic and sought to preserve its financial resilience by accessing appropriate govemment support vthere possible and maintaining experienced staff through furfough schgme$. Despite the challenges of the year which saw the Hall fcfced to suspend operations for most of Ihe year, the Trust continued to invest in its estate and was proactive in fund-raising to support its maintenance and irnprovement work. Section E Financial review It is the policy of the charity to maintain enough unrestricted fvnds to cover the day to day running costs of the charity and to respond to SP8crfic expenditure requirements as considered necessary. The trustees consider that th8 minimum level of reserves should be equivalent to thr8e months average éxpenditure aTrJ should maintain fre8 reserves of £30,OCrfJ. Brief statement of the charity's policy on reserves The Trust88s continue to monitor all areas of the charity's activiti8s but are comfortable that tha current level of r8seNes is appropriate. Detalls of any funds materially In deficit Further fFnancial revlew detalls (Optional information) You may choose to includ8 additional information, where relevant abouL' the chartty's principal sources of funds (including any fundraising),. how expenditure has supported the key obj'ectives of thè charity., investment policy and obJ'8CtIV8s including any elhical investment policy adopted. Section F Other optional information Section G Declaration The trustees declarn that they have approved the trustees, report alx>ve. Signed on behall of the chaiity's tru5tee¥ Slgnature(s) Full namels) Position(s) Date(s} Ztslz Receipts and payments accounts CC16a Fortho parlod from To 011D412020 3110312021 Section A Receipts and payments un￿t￿£t4￿ funds EndowTh•nl ds Total fvnds LaBty•w funds toth• toth• nMr••tE toth• nNr•rf£ A1 R•Eo1 11.417 4J32 1lS17 4,232 Hire 57.817 2,061 2,0•5 3,711 17 Faod Dwvlion& OIAnLt& Fund R•81 Cther1ncorn• In￿ra￿t Roui¥¢d 71,137 3,22J T6,137 3.221 Sub tot•l(Gros5 income lorAR) A2 A#%•t and InvNtrn•n¢ •alo*, Is•• t•bhl. n from P•rf•h 91,120 ounc •0,12$ •6,11$ 11Z,3DS A3P ment• 27,30• 27,SDg 12,770 2,119 Food ¥UPF*#d 11,lJ7 0,381 ,42D 1.177 7.146 Oulldhq Rewlrs & M•ht•nw 1,U• ,420 1.177 7,140 3M32 J,J Sub tot•1 101,859 IT.O•O A4 A•••t Invwtm•nt ur¢hu•s.18•e tAbl•l s￿•rp•￿trlS. Cool 8r4rpArai. Lo4n rep￿Tr￿* 4.131 4.1H 4.15$ Sub total 2.40 106,890 1D5,615 18.990 N•t of recelptsl{pyffl•nts) A5 Trnnafws b•tsn•n lund A6 C••h fund8 lost yur énd C•¥h lunds th18 y••r•nd g,STO 22,316 97.BBd 08.314 7.B84 76.569 97,B84 Section B Statement of assets and liabilities at the end of the period Unrestrict8d fvnd Restrlcted lunds th rivir•Bt£ End¢JvM•nt lunds to nbth*t£ CategoriBS Dptails B1 C•sh funds JB.J14 Tot•leash lunds Ba.314 rmiiii '.)K UnMsthct•d fuhd )v. Enrto￿t fund$ tonMrnBt¢ fund$ Oetails 2.127 Fund to**leh i•tb•lon D•tails 83 Inv￿trn•nt au•t• Upn•l 1,310 Fund towhlch Details Fr••hold Propolty P￿yUr0und FMum& Flthngi G￿li0P￿0n1lI curw•ntv￿UI on• 1.747,6•3 A•••ts r•t#lngd ft>r th• h•rlty's own u•• Fundtoythlch Details Ipo￿19 h•ld AmouMdu• du• 86 Ll4bllld SVIr￿ by on• Irus1091 on behall ofau thetrus19gB Signature prthl N8me Date of roval