## **Trustees’ Annual Report for the period** ## **From 1[st] November 2020 Period start date To 31[st] October 2021 Period end date** ## **Charity name: Playing Field and Recreation Ground** ## **Charity registration number: 503120** ## **Objectives and Activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|The provision and maintenance of a
playing field, recreation ground and village
hall for the benefit of the inhabitants of the
Parish of Alton.| |Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or
services identified in the
accounts.|Para 1.17 and
1.19|**Bookings**– were down compared to the
previous year, due to the pandemic, regular
hirers included, fitness classes, toddler
group, Scouts and Guides, WI, handbells
group, parish council and private hire for
parties etc.
**Grants**– due to the receipt of several
government grants connected with Covid-
19 we were able to complete several
maintenance projects to upgrade the hall.
**Building repairs and upgrade**– erection
of permanent metal fencing in corner of
field to prevent trespassers to neighbour’s
garden. Gas boiler replacement and new
thermostat. Three new double-glazed
windows in committee room and kitchen,
exterior painting of hall, replacement of
guttering and new soffits.
Interior painting of foyer and committee
room.
**Services and Utilities**
Change of broadband internet service
provider, energy and water suppliers.| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|During our committee meetings we have
due regard to the guidance on public
benefit| ## **Additional information (optional)** You may choose to include further statements where relevant about: SORP reference |Policy on grant making|Para 1.38|| |---|---|---| |Policy on social investment
including program related
investment|Para 1.38|| |Contribution made by
volunteers|Para 1.38|Attending meetings and contributing to the
decisions made on the maintenance of the
village hall| |Other||| ## **Achievements and Performance** ||SORP reference|| |---|---|---| |Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|The various maintenance projects
conducted this year have been essential to
enable the village hall to function. The work
has been of great benefit to all users of the
hall, especially the instalment of the new
boilers.| ## **Additional information (optional)** You may choose to include further statements where relevant about: |Achievements against
objectives set|Para 1.41|| |---|---|---| |Performance of fundraising
activities against objectives
set|Para 1.41|| |||| |---|---|---| |Investment performance
against objectives|Para 1.41|| |Other||All committee members have invested
many voluntary hours over the year to
ensure the village hall is well maintained for
the benefit of the community.| ## **Financial Review** |**Financial Review**||| |---|---|---| |Review of the charity’s
financial position at the end
of the period|Para 1.21|At the end of the period, we have a healthy
financial position due to Covid grants.| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|| |Amount of reserves held|Para 1.22|£24,786 – reserve account| |Reasons for holding zero
reserves|Para 1.22|| |Details of fund materially in
deficit|Para 1.24|| |Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|| ## **Additional information (optional)** ## You may choose to include further statements where relevant about: |
The charity’s principal
sources of funds (including
any fundraising)|
Para 1.47|
Principal sources of funds are bookings
and in particularly for this financial period
government grants**.**| |---|---|---| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|| |A description of the principal
risks facing the charity|Para 1.46|The principal risks to the charity are high
maintenance costs and low income due to
a reduction in bookings.| |Other||| ## **Structure, Governance and Management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|Para 1.25|Charity Commission Scheme| |How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|Unincorporated Charitable Trust| |Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|Election of members at the AGM
Representative members of each of the
named organisations and hiring groups.
Co-option of members for vacant positions.| ## **Additional information (optional)** ## You may choose to include further statements where relevant about: Policies and procedures adopted for the induction and training of trustees Para 1.51 The charity’s organisational structure and any wider network with which the Para 1.51 charity works Relationship with any related parties Para 1.51 Other ## **Reference and Administrative details** |Charity name|Playing Field and Recreation Ground| |---|---| |Other name the charity uses|| |Registered charity number|503120| |Charity’s principal address|Alton Village Hall and Recreation Centre
Hurstons Lane,
Alton,
Stoke-on-Trent
ST10 4AP| ||| ## **Names of the charity trustees who manage the charity** |1
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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||Linda Goodwin|Chair||Village hall committee| ||Alan Dingley|Treasurer||Village hall committee| ||Lawrence Hopkins|Committee member||Village hall committee| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| ## – Corporate trustees names of the directors at the date the report was approved ## **Director name** Name of trustees holding title to property belonging to the charity |**Trustee name**|**Dates acted if not for whole year**|| |---|---|---| |Alton Parish Council||| |||| |||| |||| |||| |||| ## **Funds held as custodian trustees on behalf of others** Description of the assets held in this capacity Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for safe custody and segregation of such assets from the charity’s own assets ## **Additional information (optional)** ## **Names and addresses of advisers (Optional information)** **Type of Name Address adviser** ## **Name of chief executive or names of senior staff members (Optional information)** ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details ## **Other optional information** ## **Declarations** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature(s)** _L Goodwin_ **Full name(s)** Linda Goodwin **Position (eg Secretary,** Chair **Chair, etc)** **Date** 16/08/2023 Alton Playing Field and Village Hall ACCOUNTS - Year to 31st October 2021 INCOME AND EXPENDITURE ACCOUNT INCOME expENDITURE 2021 2020 3.809.50 4,268.88 172.28 168.89 10.00 22.00 22.604.00 10.100.00 0.05 0.55 2021 2020 o.oo 21.60 3,831.55 0.00 259.79 1,148.61 529.51 580.00 230.70 153.6 1,708.60 302.65 1,348.25 8,676.60 1.058.65 1,046.52 0.00 30.00 180.00 180.00 55.38 477.51 Booklngs Dividend Donations and fundraisiTrJ Grants Advertising Buildlng repair81upgrade clean￿n9 and 8ssociat8d costs Electricity Fire safety Football field as80Ciated costs Gas Heabng ￿pairsI￿p9r8d6 Insui8rKe Miscellanwjs Music and alcohol licènses Pètrol and rn¢￿8r repairs Repairs- gen6Tal Sanitation Interest 69.60 193.00 751.22 0.00 Stationery Telephone 8nd broadband Was18 Water Websiie services 10.20 5.20 458.94 599.47 328.96 54.00 480.26 528.87 392.95 Ex¢•ss Éxp•ndlturw ovw Incom• 0.00 Ex¢gss In¢omè over Expendtturo 8.048.23 7,409.23 26.595.83 14,580.32 26.595.83 14.560.32 BALANCE SHEET 2021 2Q20 ur nt Investment aw)unt at fflafket value Barlk aecounts and cash in hand Currgnt a¢()Junt Reserve oecount Cash in hand 6,599.S9 5,524.05 17,412.60 472.27 301.96 18,186.83 10,138.60 9.512.39 472.22 153.99 24,786.42 15.662.65 General fund 24,786.42 15.662.65 24.786.42 15,662.65 Signed.. S￿ned.. i ¢/ii/z K.Ford A.Dingley Indynd•rtEAafflififrr ## **Notes to the Accounts** ## **From 1[st] November 2020 to 31[st] October 2021 Alton Village Hall and Recreation Centre registered as ‘Playing Field Recreation Ground and Village Hall’ CRN: 503120** ## **Accounting policies Basis of preparation** The financial statements have been prepared under the historical cost convention, with the exception of investments which are included at fair value. These Accounts have been prepared by myself as treasurer by transferring data from our accounting software (GNUCash) to excel spreadsheets formatted by chartered accountant Keith Ford. To my understanding they comply with FRS 102. All transactions were transferred to and then calculations made within the spreadsheets (although not presented in the accounts). All bank statements and receipts were made available in digital format to Keith for scrutiny who raised no issues and subsequently added his signature to the accounts. This has been our practice over the last decade. As previous incomes have not exceeded the £25000 threshold this is the first occasion that notes to accounts have been required. I have attempted to comply with SORP(FRS 102) to the best of my ability and give a true and fair account of the finances. ## **Overview** This year has seen a continuation of the effects of covid and as such heavily impacted the usual functioning and activities of the charity. On the one income from our usual sources was drastically reduced and on the other generous government grants have allowed us to continue to pay running cost and also to use some of the remaining funds to undertake necessary and overdue maintenance and improvement projects outlined below. ## **Policies regarding reserves and Bank and Cash in Hand** We hold three accounts a COIF investment, a reserve business account (instant access) and a business current account. In previous years the current account has not exceeded £3000 and the reserve account has reduced to less than £500. However the covid grants have greatly increased the amount held in the current account. This is expected to reduce as funds are used for various projects. As monthly expenditure averages around £1000 and we would expect to keep 6 months accessible therefore the aim would be to keep £5-6000 in the current account. We will aim therefore to keep future capital expenditure in line with this assuming that other income allows this. A small but significant part of income comes from cash payments. Efforts are made to limit cash in hand at any one time to less than £100 although this is not always possible. ## **Sources of income and analysis** **Hire fees** -from both regular user groups and one off hire by private individuals and groups. Ideally this should form the bulk of funding for ongoing expenses. In this current year due to covid income from this source has been significantly reduced due to enforced closure. **Donations** -Generally from individuals or groups and usually only a small contribution to overall funds. **Fundraising** - Historically has formed an important element towards overall funding especially for capital spending projects. Due to covid fundraising events have not been able to take place. **Grants-** Have generally previously been Local Council grants restricted for specific projects. In this current year government covid grants have made up the major component of income and allowed us to fund ongoing expenses and some larger projects as outlined below. These grants were not restricted. Staffordshire Moorlands Covid grants (unrestricted) 8/12/20 £1,334 25/1/21 £2,001 25/1/21 £4000 27/1/21 £238 28/1/21 £167 28/1/21 £934 3/3/21 £2096 23/4/21 £8000 15/7/21 £1334 **Total £20,104** Parish council grant towards new boiler (spent) 27/4/21 £1,500 Staffordshire County Council grant towards lighting (yet to spend-restricted) 16/3/21 £1,000 **Dividends-** There is one investment account with COIF which results in a small quarterly income of approximately £40 **Interest-** There is an insignificant interest from the current account and reserve account. ## **Expenditure** ## **Hall expenses** The prime purpose of the committee is to provide a venue for local community activities and as such the major part of expenditure goes towards maintenance, fuel and services associated with the building, playing field and play area and as such are self explanatory. ## **Utilities** **Broadband-** The change of thermostat necessitated a change of ISP due to the need for a static IP. There is therefore a change to IDNET which is also slightly cheaper. **Water-** Due to repeated problems with Water Plus (overestimates, poor communication) a change was made to Castle Water. **Fuel** -Electricity and gas suppliers were also changed to Octopus as the previous suppliers were unable to offer favourable rates due to our reduced usage over covid. ## **Projects** During this year a large amount of work was carried out on the hall which is difficult to represent in the accounts. This is therefore a approximate overview of the major works carried out. - **Boiler replacement and heating repairs** The existing Viessmann commercial boiler failed an inspection and required service and repair. No available heating engineers were prepared to service it and the manufacturers (although they could service it) informed us that the model was no longer in production and having reached the end of it's service life parts were becoming unavailable or prohibitively expensive. Heat pumps and infra red heating were looked at but not realistically viable due to the poor level of insulation. We considered the best practical option was to replace the large commercial boiler with two domestic boilers which would make servicing much cheaper and easier. Several quotes were obtained. The total cost for all heating repairs including a new thermostat (to allow improved control) and flushing and replacement of the system pump was £8,6761 - **Windows** - A single glazed window in the meeting room was broken by a football so this opportunity was taken to replace rotten frames in here and the kitchen with 3 UPVC double glazed windows £1347.00. It is planned to replace other windows as funds permit. - **Exterior paintwork and guttering** The exterior of the building was much in need of paint. The painter also painted the foyer and meeting room with paint sourced by us. Painter £1250.00 Materials were sourced by the village hall. Various repairs were needed to the walls prior to painting this included removing and blocking in redundant windows and repairs to mortar. Guttering had to be removed to paint facia and this was replaced. Rotten soffit was also removed and will be replaced by UPVC. - **Playing field costs** External to the hall are a football field and play area. The football field is too small and poorly drained for club use and does not generate income. Principal expenses associated with this are related to mowing. This is completed by an unpaid volunteer on a small sit on mower. Therefore usually the only costs associated with this are fuel and mower parts (also serviced by unpaid volunteer). The surface has been getting more uneven and compacted however. Enquires were made from local contractors but they would be prohibitively expensive. As compromise a small tow behind corer and tine attachment were purchased at a cost of £411 in an attempt to improve the situation. - **Wall adjoining football field** - There was a partial collapse of a neighbouring wall due to children climbing on it which left it in an unsafe state. Temporary hired fencing was erected at a cost of £180. The neighbour repaired the wall but there was still a risk to children so permanent fencing was erected (by an unpaid committee member) at a material cost of £620.76 - **Bollards** - In an effort to prevent vehicle access to the field stainless steel bollards were obtained from a steel stockholder at a favourable rate due to local contacts with a view to installation on the field these have yet to be installed. ## **Volunteer contributions** The hall has relied heavily on volunteer work to keep the hall functioning. All has been provided without remuneration. Linda Goodwin Chair- in addition to duties as chair cleaning when a cleaner was not available (2hrs /week), acting as booking secretary Alan Dingley Treasurer in addition to duties as treasurer: Erecting steel fencing in field Removing and blocking off 4 windows (one was replaced by a builder previously at a cost of over £400) Repair to pointing of Gable ends prior to painting Flushing and repairs to main heating system (leaking valves, replace radiator), Replace taps, Replace guttering, Service and repairs to mower. Mowing- Alan Dingley’s son 2hrs every fortnight April-October It is difficult to quantify the monetary value of this work but it is reasonable to estimate a value of at least £2000. ## **Trustee and staff remuneration** Apart from repayment for purchases on behalf of the village hall no trustee has received any remuneration in spite of the considerable time spent working on various projects. Repayment for purchases by Alan Dingley form a significant sum because as the constitution does not permit a current account with online or card facilities. Therefore any items which needed to be purchased online or in person were purchased by him and reimbursed by cheques. The total amounts to £2238.76. This includes non boiler heating parts, mower accessories, exterior paint and materials, urinal flusher, taps and other items. Receipts were retained for all items. The only paid member of staff was a self employed cleaner who ceased work in January having been paid £216 from 1/11/20. As no replacement was found Linda Goodwin continued with the cleaning (unpaid). ## **Accounting fees** Keith Ford provided his services free of charge being a resident of the village. ## **Going concern** The charity represents a going concern providing some or all apply; - Community groups continue to use the hall in sufficient numbers. - Private members continue to hire the hall in sufficient numbers. - Volunteers raise sufficient funds through fundraising events. - Costs do not rise disproportionately to income. And most importantly. - There are enough community members to take on key roles in running the charity and as trustees on the committee. Alan Dingley Treasurer