# **Aylsham Recreation Ground**
**Charity Number 303895**
**Trustees’ Annual Report And Financial Statements For the Period 1[st] March 2020 to 28[th] February 2021**
**March 2021**
## **Reference & Administration Details**
**Charity number:** 303895
**Charities operating address:** C/O Town Hall, Market Place, Aylsham NR11 6EL
**Names of the Charity Trustees who manage the Charity Keith Hilton Chairman 1/3/20 – 28/2/21 Barry Lancaster (Town Council appointment) Vice Chairman 1/3/20 – 28/2/21 Eileen Springall (Town Council appointment) Hon Treasurer 1/3/20 – 28/2/21**
**Names of Trustees for the Charity (if any, eg: custodian trustees. Deleted if not required) Aylsham Town Council** Dates acted, if not for the whole year
**Names & Addresses of Advisors** (Delete rows which are not relevant)
**Bank** : Barclays Aylsham
**Independent Examiner** N/A **Solicitor** N/A **Financial Advisor** N/A
## **Structure, Governance & Management**
**Description of the Charity’s Trusts**
**Type if Governing Document:** Constitution
**How the Charity is constituted:** Charitable Incorporated Organisation
**Trustee Selection Methods:** Volunteers
## **Objectives & Activities**
## **Summary of the Objects of the Charity as set out in its Governing Document**
To provide recreational facilities for the residents of Aylsham, Norfolk
## **Summary of the Main Activities Undertaken for the Public Benefit in relation to the Charity’s objects**
Provision of:
Play Parks Skate Park Tennis Courts Bowls Green Pavilion Football Cricket Petanque Outside Gym Green space for recreation and team games
## **Achievements & Performances**
## **Statutory Declaration**
The trustees declare that they have complied with their duty to have due regard to the guidance on public benefit published by the commission in exercising their powers or duties.
## **Chairman’s Report 2020-2021**
This past year has presented the committee with a number of challenges, the onset of the Covid 19 pandemic is something that most of us would not have envisaged. The profound effect on not only our personal lives but the activities and organisations that we are all involved in with will be with us for a number of years to come.
## **Finances**
The onset of the pandemic, gave me cause for concern as potentially it would mean a £8,000 - £10,000 loss of income to the committee. Fortunately, we qualified for government grants, which enabled us to continue to work to our budgeted programme and were indeed able to undertake additional improvements at the recreation ground.
## **Storage Building**
At the beginning of 2020, I was hopeful that that the building would be completed by the spring, unforeseen problems, tree roots and sub soil conditions and the onset of the pandemic would make this impossible to achieve.
I am pleased that as I leave the committee the building is now almost complete albeit a year later than was planned and despite all of the problems and setbacks. The committee will have a building which will serve them well for many years to come.
## **Future Projects**
I hope that we have all learned a lesson and any future major projects require the appointment of a project manager, starting with community consultation, sourcing grant funding through to completion. The allocation of £23,000 of 106 monies to the financing of the replacement skate park is welcome and I hope this will kick start the project.
## **Recreation Ground Manager**
It was of great personal regret that Richard Forrest-Hill decided to resign from his position as Recreation Ground Manager. Richard had a lot to offer and had already made a difference in the running of the Recreation Ground. It is my opinion that the appointment of a recreation ground supervisor should be a committee priority in the coming months.
## **User Groups**
My hope is that once the restrictions imposed on user groups are lifted, they will all soon return to their previous levels of activity.
It gave me a lot of satisfaction during the summer to see many families using the recreation ground, I think in the future the committee should continue to encourage the wider use of the recreation ground.
## **The Future**
There will be a number of challenges in the years ahead for the committee, replacement of the skate park, upgrading of the Smile Park, and an ageing pavilion.
As I leave the committee and Aylsham, I hope that I have been able to play a small part in improving the facilities on the recreation ground, the pétanque terrain and the provision of the outdoor gym is something that especially pleases me.
I would like to thank, Wendy Murphy for her assistance and committee for their forbearance during my time as Chairman.
And in the words of a former Prime Minister when leaving office, “well that’s that – The End “
Keith Hilton
## **Financial Review**
**Brief statement of the Charity’s Policy on Reserves**
The charity budgets to provide replacements costs for play equipment etc plus ensuring there is at least £9,000 for contingencies
## **Details of Any Funds Materially in Deficit**
None
## **Other Optional Information**
The funding supplied by Aylsham Town Council from April 2020 has been paid as a grant
06/02/2023
Page 1
12:40
## **Recreation Ground Aylsham**
## **Detailed Income & Expenditure by Budget Heading 31/03/2021**
## **Month No: 12**
## **Cost Centre Report**
|||Actual Year
To Date|Current
Annual Bud|Variance
Annual Total
Committed
Expenditure
Funds
Available|Variance
Annual Total
Committed
Expenditure
Funds
Available|Variance
Annual Total
Committed
Expenditure
Funds
Available|% Spent|Transfer
to/from EMR|
|---|---|---|---|---|---|---|---|---|
|100|Income||||||||
|1090|Interest Received|12|0|(12)|||0.0%||
|1100|Grants & Donation Received|85,743|65,480|(20,263)|||130.9%||
|1120|Bowls Income|(39)|800|839|||(4.8%)||
|1130|Tennis Income|0|800|800|||0.0%||
|1160|Petanque|130|250|120|||52.0%||
|1170|Hall Hire|(50)|1,000|1,050|||(5.0%)||
|1180|Casual Hire|0|200|200|||0.0%||
|1200|Trefoil|0|50|50|||0.0%||
|1210|Barefoot Learners|0|500|500|||0.0%||
|1220|Aylsham HS|29|200|171|||14.6%||
|1230|Erpingham FC|(54)|500|554|||(10.8%)||
|1240|Briston/Red Rose|0|100|100|||0.0%||
|1250|St Giles|0|1,000|1,000|||0.0%||
|1990|Tennis Hire|0|6,750|6,750|||0.0%||
||Income :- Income|**85,772**|**77,630**|**(8,142)**||||**0**|
||||||||**110.5%**||
|4990|Sundries|(110)|0|110||110|0.0%||
||Income :- Indirect Expenditure|**(110)**|**0**|**110**||**110**||**0**|
||||||**0**||||
||**Net Income over Expenditure**|**85,882**|**77,630**||||||
|||||**(8,252)**|||||
||||||||||
|110|Administration||||||||
|4000|Rec Manager Salary|2,340|7,000|4,660||4,660|33.4%||
|4010|Admin Salary|2,765|3,000|235||235|92.2%||
|4050|Staff Mileage & Benefits|45|0|(45)||(45)|0.0%||
|4070|Staff other Expenses|99|0|(99)||(99)|0.0%||
|4090|Insurance|1,951|3,000|1,049||1,049|65.0%||
|4100|Broadband|526|720|194||194|73.1%||
|4110|Rates|0|950|950||950|0.0%||
|4120|Water|653|300|(353)||(353)|217.7%||
|4130|Electricity|1,061|800|(261)||(261)|132.6%||
|4140|Gas|618|800|182||182|77.2%||
|4150|Fire Inspection|419|450|31||31|93.1%||
|4160|Pavilion Maintenance|2,820|5,500|2,681||2,681|51.3%||
|4170|Cleaning|1,446|5,050|3,604||3,604|28.6%||
|4180|Refuse Collection|1,778|2,000|222||222|88.9%||
|4210|CCTV|0|350|350||350|0.0%||
|4220|Professional Services|6,717|8,060|1,343||1,343|83.3%||
|4990|Sundries|274|5,000|4,726||4,726|5.5%||
||Administration :- Indirect Expenditure|**23,512**|**42,980**|**19,468**||**19,468**||**0**|
||||||**0**||**54.7%**||
||**Net Expenditure**|**(23,512)**|**(42,980)**||||||
|||||**(19,468)**|||||
||||||||||
Continued over page
06/02/2023
Page 2
12:40
## **Recreation Ground Aylsham**
## **Detailed Income & Expenditure by Budget Heading 31/03/2021**
## **Month No: 12 Cost Centre Report**
|||Actual Year
To Date|
Current
Annual Bud|Variance
Annual Total
Committed
Expenditure
Funds
Available|Variance
Annual Total
Committed
Expenditure
Funds
Available|Variance
Annual Total
Committed
Expenditure
Funds
Available|% Spent|Transfer
to/from EMR|
|---|---|---|---|---|---|---|---|---|
|140|Outside Spaces||||||||
|4400|Grounds Maintenance Contract|10,138|15,000|4,862||4,862|67.6%||
|4410|Hedgeing Contract|375|1,000|625||625|37.5%||
|4430|Smile Park|280|1,750|1,470||1,470|16.0%||
|4450|Football Post & Nets|275|500|225||225|55.0%||
|4460|Maintenance & Repairs|4,717|7,500|2,783||2,783|62.9%||
|4465|Storage Unit|48,679|0|(48,679)||(48,679)|0.0%||
|4470|Tree Care & Fencing|775|1,000|225||225|77.5%||
|4500|Bolws club Expense|80|3,500|3,420||3,420|2.3%||
|4510|Zip Wire|222|150|(72)||(72)|148.3%||
|4520|Litter Bins & Collection|116|0|(116)||(116)|0.0%||
|4540|St Giles Cricket Club|2,240|4,250|2,010||2,010|52.7%||
|4560|Tennis|1,836|0|(1,836)||(1,836)|0.0%||
||Outside Spaces :- Indirect Expenditure|**69,733**|**34,650**|**(35,083)**||**(35,083)**||**0**|
||||||**0**||**201.2%**||
||**Net Expenditure**|**(69,733)**|**(34,650)**||||||
|||||**35,083**|||||
||||||||||
||Grand Totals:- Income
**Net Income over Expenditure**
Expenditure|**93,136**
**85,772**
**(7,364)**|**77,630**
**77,630**
**0**|**(8,142)**
**(15,506)**|**0**|**(15,506)**|**110.5%**
**120.0%**||
|||||**7,364**|||||
||||||||||
||**Movement to/(from) Gen Reserve**|**(7,364)**|||||||
## **AYLSHAM RECREATION GROUND COMMITTEE – 2020/2021**
I have examined the accounting and administrative records in respect of the above for the financial year 1 April 2020 to 31 March 2021, as follows:
## INCOME
Invoices were checked and I confirm that income received was dealt with promptly, several payments are received via BACS. Due to Covid restrictions, credit notes were issued for bookings that had to be cancelled.
## PAYMENTS
A random sample of paid invoices confirmed that all payments are in accordance with financial procedures. Those sampled were paid via BACS. Purchase orders issued where appropriate and correspond with estimates obtained.
Invoice G1155939 ESPO £70.63 Invoice 45735 A C Bacon £25255.20 Invoice 150721 Cooleraid £37.85 Invoice 0098163 Aylsham Grounds £1140.50 Grant Cricket club £1650.00
## STAFF RECORDS
Employee payments were made on due dates, including those due to HMRC. All are clearly documented.
## VAT
VAT records in order.
## FINANCIAL REPORTING
Regular bank reconciliations are carried out, together with reports prepared showing all income and expenditure against budget, outstanding invoices in a clear format, and regular reporting to the Committee Bank statements were examined and were in order.
M E Anderson-Dungar December 2021