Tilmanstone Miners Welfare Institute & Recreation Ground
Charity Nos: 302739
Trustees’ Annual Report For the Period
From 1st January 2023 to 31st December 2023 and
From 1st January 2022 to 31st December 2022
Trustees:
Mr J Clayton. Secretary. Resigned office of secretary on 28 September 2023. (Coal industry Social Welfare Organisation (CISWO).
Mrs W Hansell (Eythorne Parish Council January 2023); took up her trustee position 15 February 2023 for a term of 4 years.
Mr G Machin. Vice Chairman. (CISWO).
Mrs S Knowles. Treasurer.(CISWO).
Mr T Groombridge. Chairman. Resigned as a trustee on 21 November 2023. (CISWO).
Charity’s address:
The Sports Pavilion, the Welfare Ground off Adelaide Road, Eythorne nr Dover Kent CT15 4AN
Bank: Barclays Bank
Secretary:
Mrs J Thatcher was appointed secretary on a voluntary basis on 28 September 2023 .
Objectives
The object of the charity as set out in its governing document of September 2006, amended 12 May 2012, is the provision of an institute and recreation ground for the benefit of the inhabitants (and in particular, but not exclusively, such of the said inhabitants as are members of the mining community) of the area of benefit (the Parish of Eythorne and the neighbourhood) without distinction of political, religious or other opinions with the object of improving the conditions of life for the said inhabitants.
Main Activities of the Charity and Statement of Public Benefit
The trustees and volunteers continue to work to provide sports facilities for local inhabitants. The provision and maintenance of the football pitches, the bowls green, the sports and bowls pavilions and the recreation ground continue to be the main activities of the charity.
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The charity also provides and maintains the facilities of the Bowls Club and the Social & Sports Club. These clubs in return support the charity financially. The Bowls Club through subscriptions and the Social & Sport Club through the income from the bar and the hire of the Sports Pavilion for functions.
The income from the bar has held steady and the bar takings are back to the preCOVID levels. The private functions were lower due to the lack of volunteers. The benefit of local people being able to socialise on the charity’s premises and also to enjoy the lovely recreation ground is a lasting legacy of the Miners’ Welfare.
The trustees want to encourage wider use of the sports facilities as this will benefit the local community. It can provide opportunities for all in our communities but especially for our young people to develop self-confidence, social and practical skills. It is also hoped that encouraging new people to volunteer will also be of mutual benefit. The trustees also want to thank all the volunteers who give so generously of their time. The charity relies on their goodwill.
Achievements
The mower for the Bowls Club was the main purchase of the year agreed to on 13 March 2023. This will enable the Bowls Club to maintain the green to the highest of standards required by their governing body and help them to continue to grow its membership.
Financial Review
Details of the finances are set out in the Year End Accounts and the Statement of Assets and Liabilities. While there was a deficit, the review of the accounts does not indicate underlying problems. However, the trustees are mindful of the need to combine the objectives of the charity with the need to raise sufficient funds to be able to continue its work. There are sufficient funds in its two bank accounts to cover operating costs for at least three years.
investment Policy The charity does not have an investment policy in place. However, charity assets that are not currently in use by the charity are being rented out. The tenancy on the bungalow ended in September 2023. The trustees are seeking new tenants and it is hoped that this property will be let in 2024. Part of the recreation ground continues to be rented out for grazing.
Structure�Governance and Management
The charity was constituted on 16th November 1962, altered on the 2nd November 1998 and is an unincorporated association and its trust deed is dated 13 September 2006, amended on 12th May 2012. It has 9 trustees, 6 appointed by CISWO, 1 appointed by the Eythorne Parish Council and 2 nominated trustees that in the past have been from the respective Sports and Social Clubs. In September 2023, the trustees appointed Mrs C Haggart to liaise with the Charity Commission and CISWO to clarify the details of the constitution with particular reference to the number and appointment of trustees. This work is ongoing.
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The charity has operated with 4 CISWO trustees for a number of years. At the trustees’ meeting held on 15 February 2023, Mrs W Hansell, was welcomed as the Eythorne Parish Council appointed trustee.
Mr J Clayton who had carried out the role of Secretary since 2016 resigned the office at the trustees’ meeting on 28 September 2023. Mrs J Thatcher was offered the office of secretary on a voluntary basis and accepted the position.
Mr T Groombridge resigned as a trustee on 21 November 2023, and at the trustees’ meeting of 23 November, 2023, the trustees thanked Mr Groombridge for his work over the years.
The management of the charity is carried out by the trustees who meet on a monthly basis. The committee of the Social & Sports Club was disbanded in February 2023 and the trustees have taken on the day to day management of that club in addition to their duties for the charity. The Bowls Club Committee continued its responsibility for the bowls section.
Trustees’ Annual Report from 1st January 2022 to 31 December 2022
During 2023, the Secretary and Chairman resigned their offices which they had both held for a number of years. During the period of adjustment for the new officers, there was a delay in the preparation of the Trustees’ Annual Report for 2022 which was not written until 2024. It was mistakenly done covering the 2023 period instead of the 2022 period. This was reported to the Charity Commission in 2024. By way of remedy, items of note are shown below.
Trustees 2022:
Mr J Clayton Secretary.(Coal industry Social Welfare Organisation (CISWO). Mr T Groombridge. Chairman. (CISWO).
Mr G Machin. Vice Chairman. (CISWO).
Mrs S Knowles. Treasurer. (CISWO).
Objectives and Main Activities 2022
The objectives were as stated for 2023. The main activities were the continued provision and maintenance of the pavilions, the sports pitches, bowls green and recreation ground. There was a grant of £2,667 from Dover District Council towards supporting the return to pre-Covid levels of participation. A second grant of £2,070 was received from the Coalfields Regeneration Trust via the Aylesham & District Community Workshop Trust. Without the support from the many volunteers, the charity would not be able to serve its local community and the trustees are very grateful for their work.
Financial Review 2022
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The year end accounts from 1 January 2022 to the 31 December 2022 were filed correctly. There was an operating surplus of £14,323, in part due to the increase in the Social & Sports Club bar takings. The operating costs, apart from an increase in the cost of water used, remained comparable to the prior year.
Charity assets that are not currently in use by the charity are rented out. The tenancy on the bungalow and the part of the recreation ground rented out for grazing contributed £10,150 to income.
Structure�Governance and Management 2022
The charity was constituted on 16th November 1962, altered on the 2nd November 1998 and is an unincorporated association. The 4 CISWO trustees have been in place for a number of years and manage the Charity. There is a Social & Sports Club Committee and a Bowls Club Committee.
Statement of Trustees’ Responsibilities for 2022 and 2023
The trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity and which enable them to ensure that the financial statements comply with the Charities Act 2011, the applicable Charities (Accounts and Reports) Regulations and the provisions of its trust deed. The trustees are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
Declarations
The trustees declare that they have approved the trustees’ report above. Signed on behalf of the Charity’s trustees
Signature: G Machin
Full name Mr Gari Machin
Position: Chairman
Date 28th October 2024
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| Charity Name | Charity Name | Charity Name | Charity Name | Charity Name | No (if any) | No (if any) | No (if any) | CC16a | |
|---|---|---|---|---|---|---|---|---|---|
| Tilmanstone Miners Welfare Institute Rec Ground | 302739 | ||||||||
| For the period | Period start date | Period end date | |||||||
| from | 01 January 2023 | To | 31 December 2023 | ||||||
| Section A Receipts and payments | |||||||||
| Unrestricted funds to the nearest £ A1 Receipts |
Restricted funds to the nearest £ |
Endowment funds to the nearest £ |
Total funds to the nearest £ 35,398 1,406 1,665 783 1,532 166 7,750 - - 178 170 49,049 |
Last year to the nearest £ |
|||||
| Bar | 35,398 | - | - | 35,398 | 30,390 | ||||
| Private Functions | 1,406 | - | - | 1,406 | 3,623 | ||||
| Hall Hire | 1,665 | - | - | 1,665 | 365 | ||||
| Subs ( Social and Bowls) | 783 | - | - | 783 | 833 | ||||
| Football Pitch Fees | 1,532 | - | - | 1,532 | 1,936 | ||||
| Pool Table | 166 | - | - | 166 | - | ||||
| Rents (Bungalow & Fields) | 7,750 | - | - | 7,750 | 10,150 | ||||
| Donations | - | - | 90 | ||||||
| Grants | - | - | 4,737 | ||||||
| Bank Interest | 178 | 178 | 1 | ||||||
| Sundry | 170 | 170 | 372 | ||||||
| Sub total(Gross income for AR) |
49,049 | - | - | 49,049 | 52,497 | ||||
| A2 Asset and investment sales, (see table). |
- - 49,049 |
||||||||
| - | - | - | - | ||||||
| Sub total - Total receipts 49,049 |
- | - | - | - | - | ||||
| - | - | 52,497 | |||||||
| A3 Payments | |||||||||
| Bar Purchases - Bookers | 5,293 | - | - | 5,293 | 6,970 | ||||
| - Whites | 19,488 | - | - | 19,488 | 13,212 | ||||
| - Other | 369 | - | - | 369 | 546 | ||||
| Utilities - Electricity | 9,776 | - | - | 9,776 | 1,057 | ||||
| - Water | 925 | - | - | 925 | 3,180 | ||||
| - Telephone | 467 | - | - | 467 | - | ||||
| Insurance | 3,091 | - | - | 3,091 | 2,360 | ||||
| Fees | - | - | 1,338 | ||||||
| - Professional Fees | 450 | - | - | 450 | - | ||||
| - Licences | 740 | 740 | - | ||||||
| - Sports Fees | 180 | 180 | |||||||
| Fuel | 680 | 680 | 1,536 | ||||||
| Maintenance | 4,753 | 4,753 | 4,119 | ||||||
| Handyman | 2,400 | 2,400 | 1,900 | ||||||
| Sundry | 1,102 | - | - | 1,102 | 1,958 | ||||
| Sub total | 49,715 | - | - | 49,715 | 38,177 | ||||
| A4 Asset and investment purchases, (see table) |
8,422 - 8,422 |
||||||||
| Bowls Mower | 8,422 | - | - | 8,422 | - | ||||
| - | - | - | - | ||||||
| Sub total | 8,422 | - | - | 8,422 | - | ||||
| Total payments Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end |
58,137 | 58,137 | 58,137 | 58,137 | 58,137 | 58,137 | 58,137 - 9,088 - 68,308 59,220 |
38,177 |
|---|---|---|---|---|---|---|---|---|
| - 9,088 |
- | - | 14,320 | |||||
| - | - | - | - 53,988 |
|||||
| 68,308 | - | - | ||||||
| 59,220 | - | - | 68,308 |
| Categories | Details | Details | Unrestricted funds to nearest £ |
Unrestricted funds to nearest £ |
Restricted funds to nearest £ |
Endowment funds to nearest £ |
|---|---|---|---|---|---|---|
| B1 Cash funds | Cash in Hand | 170 | - - - - |
- - - |
||
| Business Account | 27,475 | |||||
| Community Account | 31,325 | |||||
| Unpresented Cheques | 250 | |||||
| B2 Other monetary assets | 59,220 | - | ||||
| (agree balances with receipts and payments account(s)) Details |
OK Unrestricted funds to nearest £ |
OK Restricted funds to nearest £ |
OK | |||
| Endowment funds to nearest £ |
||||||
| - | - Current value (optional) 275,000 100,000 Current value (optional) - - - - When due (optional) Date of approval 28/10/2024 28/10/2024 |
|||||
| B3 Investment assets | Bungalow and garden (rented) | |||||
| 4 Acres rented for grazing (agri value) | ||||||
| B4 Assets retained for the charity’s own use |
Recreation Ground (1941 cost) | |||||
| Pavilions and outbuildings | ||||||
| Furniture, fixtures & fittings | ||||||
| Security & CCTV | ||||||
| Mowers and machinery | ||||||
| B5 Liabilities Signed by one or two trustees on behalf of all the trustees |
Independent examiner’s report to the trustees of the Tilmanstone Miners Welfare Institute & Recreation Ground.
I report to the trustees on my examination of the accounts of the Tilmanstone Miners Welfare Institute & Recreation Ground for the year ended 31 December 2023.
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 2011 Act and in carrying out my examination I have followed all the 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:
-
accounting records were not kept in respect of the Trust as required by section 130 of the Act; or
-
the accounts do not 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 understanding of the accounts to be reached.
Signed:
Mrs Christine Haggart
5 Fairview Road, Elvington, Kent CT15 4EP
28th October 2024