# **Aylsham Recreation Ground** 

**Charity Number   303895** 

**Trustees’ Annual Report and Financial Statements For the Period 1[st] March 2023 to 28[th] February 2024** 

**October 2024** 



## **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 Myles Hague                                       Chairman               01/03/23 – 30/03/23 Lucy Bambridge                                  Chairman               01/04/23 – 30/09/23 Lauren Stroud                                     Chairman               01/10/23 – 28/02/24 Francis Dodd                                       Vice Chairman      01/03/23 – 01/04/23 Lauren Stroud                                     Vice Chairman      01/04/23 – 01/09/23 Sean Cannon Vice Chairman      01/09/23 – 28/02/24 Aylsham Town Council                    Hon Treasurer 01/03/23 – 28/02/24** 

## **Names of Trustees for the Charity** 

Lauren Stroud Heather Morton Cheryl Bould Jon Minns Alan Marchbank Barry Lancaster Philip Kingsford 

## **Aylsham Town Council** Dates acted, if not for the whole year 

## **Names & Addresses of Advisors** (Delete rows which are not relevant) 

**Bank** :    Barclays 

**Independent Examiner** N/A **Solicitor** N/A **Financial Advisor** N/A 



## **Structure, Governance & Management** 

**Description of the Charity’s Trusts** 

**Type of 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 Pétanque 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** 

2023-2024 

The early part of the year has seen many changes with chair changing hands twice before a period of stability between September and February. New members joined the committee – both from the local community and user groups including cricket, bowls, tennis and the running club. With stability came progress with review and reform of the Charity, a new budget agreed for 24/25, the re-introduction of the recreation ground on social media, improved safety at the rec, new policies agreed and implemented, licence agreements put in place and a refreshed relationship with the local Town Council. 

## **User groups:** 

Many user groups have seen a pleasing growth in membership numbers in 23/24, particularly in tennis, bowls and cricket. 

## **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 2023 has been paid as a grant 



**Page 1** 

17 October 2024 (2023 - 2024) 

**RECEIPTS** 

**PAYMENTS** 

## **Aylsham Recreation Ground STATEMENT OF ACCOUNTS** 

|||**RECEIPTS**||**PAYMENTS**|
|---|---|---|---|---|
|Opening Balance|||||
|Balance at Bank||12,520.55|||
|Cash in Hand|||||
|Bank Interest/Charges|114.03||||
|Grants & Donations|64,139.00||||
|Hooked on Stitching|3,634.39||||
|Bowls|917.00||4,875.11||
|Tennis|921.00||||
|Football Pitch|299.97||||
|Storage Unit|45.59||||
|Pétanque|683.00||||
|Zip Wire|||75.00||
|Cricket|2,941.80||7,064.00||
|Other Income|350.00||||
|Salaries|||3,946.55||
|PAYE|||863.80||
|Training|||||
|Insurance|||2,191.38||
|Broadband|||429.00||
|Rates|||294.40||
|Utilities|||4,507.77||
|Fire Inspection|||549.37||
|Pavilion|5,087.07||5,492.83||
|Cleaning|||5,624.67||
|CCTV|||3,455.00||
|Groundsman|||17,220.00||
|Professional Services|||12,397.00||
|Smile Park|||275.00||
|Football Posts/Area|1,000.00||1,059.60||
|General Maintenance/Repairs|6,270.00||6,080.26||
|Tree Care/Fencing|||119.88||
|Outside Gym|||75.00||
|Refuse Collection/Litter Bins|||2,515.76||
|Income|||||
|Storage Unit|142.50||1,233.16||
|Equipment|||2,380.42||
|Skate Park Fundraising|||||
|VAT|||366.85||
|Miscellaneous|63.47||83.47||
|VAT|5,067.14||5,858.52||
|||**91,675.96**||**89,033.80**|
|**Closing Balances:**|||||





**Page 2** 

17 October 2024 (2023 - 2024) 

## **Aylsham Recreation Ground STATEMENT OF ACCOUNTS** 

**RECEIPTS PAYMENTS Balances in Bank Account** 15,162.71 Cash in Hand **TOTAL** ~~**104,196.51 104,196.51**~~ 

The above statement represents fairly the financial position of the council as at 31 Mar 2024 

Signed                         Lizzie Took 

Finance Officer of Aylsham Town Council 

Date                              17/10/2024 



**Page 1** 

17 October 2024 (2023-2024) 

**RECEIPTS** 

## **Aylsham Recreation Ground STATEMENT OF ACCOUNTS** 

## **PAYMENTS** 

|||**RECEIPTS**||**PAYMENT**|
|---|---|---|---|---|
|Opening Balance|||||
|Balance at Bank||12,520.55|||
|Cash in Hand|||||
|Bank Interest/Charges|114.03||||
|Grants & Donations|64,139.00||||
|Hooked on Stitching|3,634.39||||
|Bowls|917.00||4,875.11||
|Tennis|921.00||||
|Football Pitch|299.97||||
|Storage Unit|45.59||||
|Petanque|683.00||||
|Zip Wire|||75.00||
|Cricket|2,941.80||7,064.00||
|Other Income|350.00||||
|Salaries|||3,946.55||
|PAYE|||863.80||
|Insurance|||2,191.38||
|Broadband|||429.00||
|Rates|||294.40||
|Utilities|||4,507.77||
|Fire Inspection|||549.37||
|Pavilion|5,087.07||5,492.83||
|Cleaning|||5,624.67||
|CCTV|||3,455.00||
|Groundsman|||17,220.00||
|Professional Services|||12,397.00||
|Smile Park|||275.00||
|Football Posts/Area|1,000.00||1,059.60||
|General Maintenance/Repairs|6,270.00||6,080.26||
|Tree Care/Fencing|||119.88||
|Outside Gym|||75.00||
|Refuse Collection/Litter Bins|||2,515.76||
|Income|||||
|Storage Unit Income|142.50||||
|Equipment|||2,380.42||
|Skate Park Fundraising|||||
|VAT|||366.85||
|Miscellaneous|63.47||83.47||
|Storage Unit|||1,233.16||
|VAT|5,067.14||5,858.52||
|||**91,675.96**||**89,033.80**|



**Closing Balances:** 



**Page 2** 

17 October 2024 (2023-2024) 

## **Aylsham Recreation Ground STATEMENT OF ACCOUNTS** 

||**RECEIPTS**|**PAYMENTS**|
|---|---|---|
|Balances in Bank Account||15,162.71|
|Cash in Hand|||
|**TOTAL**|**104,196.51**|**104,196.51**|



The above statement represents fairly the financial position of the council as at 31 Mar 2024 

Signed 

Responsible Financial Officer 

Date 



AYLSHAM RECREATION GROUND COMMIThEE- 202312024
I have examined the records of the Aylsharn Recreation Ground Committee for the financial
year l April 2023 to 31 March 2024. My thanks to the Town Clerk for arranging view-only
access to the Scribe system in addition to the paper copies provided for audit.
INCOME
Invoices are issued on a Monthly basis to all hirers, all element of the hire are clearly listed,
e.g. pavilion hire, storage etc. Most income is received via BACS, income via cash/cheque is
clearly listed on a schedule and entered into the Scribe system accordingly. Invoice5 are
generally settled within the 30-day period.
PAYMENTS
Payments were counter-signed by the Town Clerk as authorisation for payment by nominated
signatories. Due to staff changes mid-year, the Town Clerk assumed responsibility for the
Recreation Ground Finances. She continued to sign payments prior to authorisation by
nominated signatories. Access to the records on the Scribe system plus authorised invoices
and bank statements confirnied that all payments made were in order. Payments are made
via BACS, some via Direct Debit Mandate.
STAFF RECORDS
Copies of Payslips were provided, with gross. net and HMRC deductions clearly listed.
VAT
VAT was char8ed correctly, all VAT returns were provided for audit, and were also viewed on
the Scribe system. All were in order.
FINANCIAL REPORTING
Bank reconciliations are carried out, monthly, and copies from the Scribe accounting System
were provided, together with the relevant bank statements. Separate sheets are prepared for
banking receipts received via cash/cheque, and these correspond to the numbers in the bank
paying in book. The end of year accounts were viewed on the Scribe system and contained
l istings for all Cost Centres.
CONTRACTS FOR GROUNDS MAINTENANCE
My recommendation from last yearfs audit was that all contracts should be between the
Recreation Ground Management Committee and the contractor rather than individual
club5/organisations and contractors. It was agreed that the Cricket Club maintenance
contract for 2023/24 Should continue to 31.3.24. It remains rny recommendation that
contracts Should be between the RecTeation Ground Management Committee and the
contractor.
GENERAL
The year under review has seen changes of both staff and Committee Members. New officers
are now in place, and the Committee, with assistance from Community Action Norfolk, is
investigating a possible change to a Charitable Incorporated Organisation.
M E Anderson-Dungar
Jul 2024

AYLSHAM RECREATION GROUND COMMITTEE-202312024
I have examined the records of the Aylsham Recreation Ground Committee for the financial
year l April 2023 to 31 March 2024. My thanks to the Town Clerk for arranging view-only
access to the Scribe system in addition to the paper copies provided for audit.
INCOME
Invoices are issued on a monthly basis to all hirers, all element of the hire are clearly listed,
e.g. pavilion hire, storage etc. Most income is received via BACS, income via cash/cheque is
clearly listed on a schedule and entered into the Scribe system accordingly. Invoices are
generally settled within the 30-day period.
PAYMENTS
Payments were counter-signed by the Town Clerk as authorisation for payment by norninated
signatories. Due to Staff changes mid-year, the Town Clerk assumed responsibility for the
Recreation Ground Finances. She continued to sign payrnents prior to authorisation by
nominated signatories. Access to the records on the Scribe systern plus authorised invoices
and bank statements confirmed that all payments made were in order. Payments are made
via BACS, some via Direct Debit Mandate.
STAFF RECORDS
Copies of Payslips were provided, with gross, net and HMRC deductions clearly listed.
VAT
VAT was charged correctly, all VAT returns were provided for audit, and were also viewed on
the Scribe system. All were in order.
FINANCIAL REPORTING
Bank reconciliations are carried out, rnonthly, and copies from the Scribe accounting system
were provided, together with the relevant bank staternents. Separate sheets are prepared for
banking receipts received via cash/cheque, and these correspond to the numbers in the bank
payin8 in book. The end of year accounts were viewed on the Scribe system and contained
listings for all Cost Centres.
CONTRACTS FOR GROUNDS MAINTENANCE
My recommendation from last yearfs audit was that all contracts should be between the
Recreation Ground Management Committee and the contractor rather than individual
club5/organisations and contractors. It was agreed that the Cricket Club maintenance
contract for 2023124 should continue to 31.3.24. It remains my recommendation that
contracts should be between the Recreation Ground Management Committee and the
contractor.
GENERAL
The year under review has seen changes of both staff and Committee Members. New officers
are now in place, and the Committee, with assistance from Community Action Norfolk, is
investigating a possible change to a Charitable Incorporated Organisation.
M E Ander50n-Dungar
Jul 2024