Langport and Huish Episcopi Recreation Field Management Committee # **LANGPORT AND HUISH EPISCOPI MEMORIAL FIELD MANAGEMENT COMMITTEE** ## **- CHAIRMAN AND TRUSTEES ANNUAL REPORT 2019 202021 LANGPORT AND HUISH EPISCOPI MEMORIAL FIELD COMMITTEE CHARITY NUMBER 304573** Chairman’s Annual Report for the Trustees and Management Committee 1. I will start by thanking all committee members and section representatives for their hard work and support throughout the years. Following representations in 2019-2020 for an increase in grants from the Parish and Town Council’s additional funding was requested and funding was increased from Huish Episcopi Parish Council but additional funding from Langport Town Council was discussed at their Finance Committee, but was set aside for future consideration Langport Town Council then decided not to award an increase. The grants from Huish Episcopi Parish Council for 2019 -20 was increased to £7500 and with an additional £1800 towards the rewiring of the Pavilion. The grant received from Langport Town Council was £4000 ## 2. TRUSTEES AND COMMITTEE MEMBERS Following the resignation of Mr Tony Clarke as Chairman on health grounds as he was moving from the area Mr Barry Horsgood, Vice Chairman has agreed to be Acting Chairman until the next Annual General Meeting and a new committee is elected. The committee members are:Mr Barry Horsgood Vice Chairman Huish Episcopi Parish Councillor Cllr Shirley Nicholas, Trustee and Huish Episcopi Parrish Councillor Cllr Nicola French, Trustee andLangport Town Councillor Cllr Helen Sheerman. Langport Town Councillor Mr Peter Porter, Langport Running Club Mrs Liz Lennox, Bingo Club Mr Paul Brace, Over 60’s Club Aimee Stone, RLS Football Club and Sports and Social Club Mrs Tracy Burton, Sports and Social Club Mr Greg Cooper , Over 60’s Club Mr Michael Gomez , Langport FC TUSTEES 1 Langport and Huish Episcopi Recreation Field Management Committee Mr Simon Martin Mr Steve Williams Mr James Benton Veterans FC ## 3. ACCOUNTS The Annual Accounts for 2019-2020 and 2020.2021 were Audited my Jean Loveday & Co and approved in the minutes of the committee meeting of the 8[th] September 2021 The Accounts for 2019-2020 were delayed following the accountant contracting Covid and Long Covid. The Accounts will be sent to the Charities Commission by Post as they were not available electronically. The Committee were very grateful for the financial support given by South Somerset District Council during the Pandemic ## 4. NEW CONSTITUTION When an improved constitution for the charity was discussed in 2017 the Secretary initially prepared one following the Charities Commission Template but when this was presented to the committee for approval the then Langport Town Council Clerk proposed getting the Town Council’s Solicitors to carry out this task and apart to hearing that it was returned to them the committee has failed to get a satisfactory explanation from the various representatives from Langport Town Council or the new Town Clerk. The committee agree at an association format for the new constitution so that all member organisations could be represented ## 5. REPLACEMENT CHANGING ROOMS Following rejection of the initial design for new Changing Rooms from O2i Architects because of the cost a simplified design was commissioned from the architect and prepared for submission to South Somerset District Council Planning Department ## 5. INSURANCE The insurance for all liabilities was renewed with Zurich at a very competitive price for 2019-2020-2021 ## 6 .CHILDREN’S PLAYGROUND The Children’s Playground new equipment partially funded by the Tesco 2 Langport and Huish Episcopi Recreation Field Management Committee Groundworks Scheme in 2018-19 and the new Picnic Bench to replace the one vandalised in 2020 are a welcome addition. Unfortunately the playground had to be closed at the start of the Pandemic Lockdown although sanitising equipment was considered but thought that the risk was too high A tree inspection was carried out and a small apple tree. plum tree and a large Beech Tree were found to be unsafe in the Playground. Initially the small fruit trees were removed by a local tree surgeon and following advice from the SSDC Arboriculturist a specialist team from South Somerset District Council removed the Beech Tree ## 7. CLUB PAVILLION A new fire risk assessment was commissioned for the Pavilion and Changing Rooms and as a result minor remedial works were recommended and a full IEE Test and Inspection and this resulted in a major re-design of the Heating to replace the old night store heaters with more efficient panels and replacement of all pin spot lighting for low energy units. The Test and Inspection and Contract for the rewiring, lighting and heating were tendered and S Osbourne (Electrical) was successful and the work partially funded from the Reserve Account and with an additional grant from Huish Episcopi Parish Council Once the rewiring and lighting was complete the Sports and Social Club redecorated the main room and toilets ## 8.OVER 60’S CLUB This is normally very well attended but unfortunately held the last meeting in March/April 2019 as the club chairman Mr Paul Brace took advice from the doctor’s surgery and cancelled all further meetings because of the pandemic and the nuber of members who would be very vulnerable ## 9. GROUNDS MAINTENANCE The Grounds Maintenance Contractor continues to maintain the site and sports field to a very high standard and keeps the site largely free of litter although this continues to be a problem. The contract has been extended to 2022 At the start of the pandemic when all sport was cancelled the committee made the decision to keep maintaining the pitch and playground cut and this paid off once the rules were relaxed 3 Langport and Huish Episcopi Recreation Field Management Committee ## 10 FOOTBALL At the Start of the 2019-20 season Langport FC had a reasonable start to their year but because of player losses unfortunately had to resign from the League but after Christmas “The Saints” used the pitch and subsequently booked the pitch for two teams for the rest of the season but this was cut short when all fixtures were cancelled because of the Pandemic. Once the rules relaxed fortunately the clubs are up and running again very successfully ## 11. BOOT CAMP. (Keep Fit Training) The Boot Camp continues to use the MUGA under lights in Winter and Pitch in the Summer ## 12. BINGO CLUB Well attended until the meetings were suspended because of the Pandemic andas most members are elderly is too risky too restart ## 13. COMMUNITY BENEFITS The past two years have demonstrated the importance of well maintained open spaces as a place for organised sport and outdoor activities even more so in the Pandemic where the community could exercise freely and when the restrictions were eased re-opening the playground encourage chidren to play and express themselves in a safe environment 4 LANGPORT AND HUISH EPISCOPI MEMORIAL FIELD MANAGEMENT COMMITTEE LANGPORT SOMERSET INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31" MARCH 2020 INCOME Grants Room Hire to include Sports Club Rent Pitch Hire 15,000 5,180 926 21,106 DEDUCT: EXPENDITURE Insurances Services Rates Wages - Secretary & Treasurer Administration Maintenance Club House Maintenance Pitch & Playground Audit Fee Miscellaneous 818 7,730 348 600 212 9,612 5,809 150 140 25,419 EXCESS OF EXPENDITURE OVER INCOME (£ 4,313) LANGPORT AND HUISH EPISCOPI MEMORIAL FIELD MANAGEMENT COMMITTEE LANGPORT SOMERSET INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31" MARCH 2021 INCOME Grants Room Hire Pitch Hire 35,969 124 1,320 37,413 DEDUCT: EXPENDITURE Insurances 873 Services & Maintenance Club House 5,812 Maintenance Pitch & Playground 8,705 Wages - Secretary & Treasurer 1,250 Administration 144 Audit Fee 150 Miscellaneous - Plans 1,630 18,564 EXCESS OF INCOME OVER EXPENDITURE £ 18,849