Trustees. Annual Report for the period From= 1 February 2020 To: 31 January 2021 Charity narn•: Windlesham Field of Remembrance Charity registration number: 305138 Legal and admlnlstratlve dotslls Statu$ The charlty. known a• Wlndlosham Flold of Remambrance- Is an unlncorporated organ18atlon, rngulatod by tho Chartty Comm5ssion•r TRUSTEES Rlchard Mlcha•l Sheard Chalr, ndle$haM Branch Royal Brftish Leglon Colln Bldwoll Wlndl•sh•m Club & Th•atr• Brlan Chester Publlc Mw)bgr Jeremy (J•m) Dav18 Bagshot Crfcket Club Helen Hansen-HJul ndlMham Parf•h Councll Davld Hogglns Publlc Membor K•vin Lloyd-Blsley Publlc MoMr Paul Nlckson ndl08ham Unlted Football Club- Youth Bob Webb ndle Valley Runnern OFFICERS Appointment to bo cOnfirni annually prlor to AGM Mr4 Susan Clarkson Honorary Secretary Mr Tom Jack Treasurer Pat Lewls Co-optsd Officer {Hub Coordlnator) Robin Lewis Coryopted Officer (Open Spaces) Principal Address: Wlndlesham Hub, Windlesham Fiold of Remèmbrnnce. Kennel Lane, Windlesham. Surrey. GU20 6AA
Organisatlon: The Charity is run by the Trustoes and officers, with the help of a Hub Coordlnator. Regular mwtlngs arn hold. along wlth an Annual General Meeting to which members of tho publlc arn Invit to attend. Resorvos". The Trustees recognlse that re8erves must bo crthqtad to fund oxcoptlonal maintenance. for which a General Reserve has been created. CHAIRMAN AND SECRETARY'S COMBINED REPORT Purpose and Impacl The Field of Remembrance trust was set up 71 years ago to provide the playing fields, play areas. along with a wooded area and pond, for th8 'rest, recreation arKI entertainment, of the inhabitants of the Windlesham. Th8 Wndlesham Hub. which was or*ned in January 2020 was the result of the vislon and commitment of Trustees during the past 12 years. The purpose of the Charity today is to sustain and maintain the field and these premises whilst growing the use by our community and deliver on the commitinents to the grant providers that wer8 agreed in 2018. 0ratIonS This report covers the period after the Hub was opened arKI the effects of the Covid restrictions that we have all endured. The WFOR is now a qurte differen( more Complex operation than in the past which requires more detailed financial forecastiiYJ, fomial contracting. and a new re8eNes policy to ensure that future maintenance commitinents can be met. 1. Maintaining our 18 acres of op8n spaces and woodland requires both volunteer and professional support and these both contributed to our Green Flag Communty Award in 2020. Covid restrictions and the openiw of the Coffee Shop have resulted in a wgnificant increase in vists to the Field including those keeping fft with various boot Camps and use of our outdoor gym. For many years we benefited from the support of Foramafiow who did a terrific job of looking after the Field bLrt sadly were unat8 to continue. After a tender process appointed a local contractor, Nigel Jeffries Landcapes. lo maintain our green spaces from 1 February 2021. We are continualty trying lo improve the qualty of the experien people get when they visit th8 field induding football and cricket W quality and repairing the areas where foot traffic is high. Significant work is required to bwing the field up to Football Association standards and an investigation of the field drainage has begun. Our WnderfUl Admiral's Fiekl woodlarKI arxl the trees around our boundary requi regular work by tree surgeons, frequent maintenance, careful replanting. Severe weather. cavities and decay damage can mean we need to either reduce trees or in some cases remove them for publiG health arKI safety reasons. A professional tree survey has idenbfied several trees that need work by our tree surgeons, IndlIng some larger trees that will either be reduced in
size or in some cases cut down completely. These indude trees that ovethang Kennel Lane. l•le received g81 support from Paul Searle. an arborist. Regular work parties together with volunteers from Surrey Tree Wardens a making excellent progress maintsining the woodland by dearing invasive species like laurel. Recenlly we have sadly lost a large number of Matu trees in the woodland area but the clearer canopy gives us an opportunty to regenerate the woods and allow young saplings to thrive. Rainbow Comer pre-school have eslablished a forest school a(aivty area in our woodland. We were fortunate to re1ve an Open Spaces Maintenance grant again from nd$harn Parish Council which helps remove rubbrsh and empty the dog bins. Further agreements were reached with Windlesham United (Youth) and Bagshot Cricket Club regarding their contributions to the costs of maintsining the open spaces. Bagshot Cricket Club have responsibilty for maintaining the cricket square. Nevertheless, remain heavily dependent on public support to pay the costs of malntaining our open spaces and woodland. 2. The completion of the Hub lIdIng has created a wonderful asset for our comrnunity both for sport and non-SPOrt adivities. A part-ts'me Hub coordinator has been appointed. Inevitably the experience of having tenants and other users in the building and additional requirements related to building and site secunty have resutted in some additional works which are largely completed. To ensure that the costs of running the Hub are covered, provide additional facilities to the community, and keep the charges for communty use reasonable. 2 five-year leases were agreed in summer 2020. One with Fieldhouse Coffee Shop and the other with Rainbow Comer pr School. ComTnunity bO0.ng$ have been severely restricted by Covid pandemic, but we are hopeful that they will bounce back this summer. Commltm•nts As a part of the Charity's agreement in 2018 wilh the Foott)all Foundation for a grant of £278,000 towards the costs of the Hub building th8 Trustees at the time agreed to a Legal Charge to be secured against the Charity's land in favour of the Football Foundation for 21 years from the a¢ptance of the award. Finalising this charge proved to be an excepts'onally long process but was completed on 9 November 2020, resulb'ng in the release of the final tran of FF grant funds. As a result of the grant's received from the Football FourKlatron, the London Marathon Trust and Sport England for the building of the Hub we a required to report on th8 progress made to extend the use of sporting activities at the Field. The requirements are detailed and onerous and require progress report for eadi of the next three years covering youth football, cyding, crid(et, running and new sports and physical a(*ivities to attract new 'non-sporty' participants.
Fund raislng The aim of the Charity is to raise sufficient funds to cover the routine annual costs of operations and to create sufficient reserves to cover future. non-routine. costs. The charity did not work with any wofessional fundraisers in 2020r21. The four main sour of funds this year and in the future will be: Continuing support from our Wndjesham comrnunrty Grants available from local government. indling individual councillors. allocations. In this financial year four grants totalled £5109. Grants for sports organisations Income from the users of the open spaces and the hirers of the Hub Rental income from the Hub tenants Governance and dfjclslon-maklng The Charity is run by the Trustees, officers and secretary, with the help of a Hub coordinator and cleaner. The Trustees are responsible for the overall govemance of the Charity and together vrfith the officers form the management commrttee. Its members take on responsibilttEs for different aspects of the management of the pr8mises and regular meetings a held. During the year. David Hoggins joined as a wblic member and has tsken responsibilrty for our relationship with our pre- school tenant. I would like to thank both the current trustees arKI officers arKI particularly Colin Bidwell who has Completed his 5 yearn as a ttee during one of the m08t Challenging p&riods in our history. No trustees received any remuneration. payments or beneffts from the charty other than refunds of legitimate tnjstee expenses. Each member of the VFOR management commrttee Works hard to maintain the Field of Remembran for the village. We are keen to firKI addrtional trustees from village organisations to reduce the overload of the existing team. l am delighted that Philip Richardson has been proposed as a Trustee by the ndleshaM Club and Theatre and will take up his role after this meeting. Richard Michael Sheard Chairma 28 November 2021
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