## **Charity Number: 521820** ## **Brudenell Playing Fields Management Committee (BPFMC)** ## **Trustees Annual Report for 1 Jan – 31 Dec 2023** ## **Summary:** BPFMC (aka Baston Village Hall) Trustees Annual Report (TAR) is derived from the Chairman’s Annual report, which was presented at the AGM in Apr 24. BPFMC has had a busy year in which we successfully applied for grants, via Soth Kesteven District Council, from the UK Shared Prosperity Fund to replace the old, damaged or obsolete Fire Doors, Front Door and the See-Saw. Routine Hirings, inc Football were increased this year as we had the advantage of a very well-drained pitch compared to many of the neighbouring Villages. This increased usage provided a welcome increase to our annual revenue and, rather than merely “break even”, we had additional funds to address many long-term maintenance issues (fences, roof tiles, boiler repairs) and cover the increases to our gas, water and electricity utilities bills. More maintenance projects will be fulfilled in the year ahead, ensuring the continuing viability of the Hall, playground and associated playing fields as a community facility. ## **Objectives** The objectives of the Village Hall and its Trustees, as set out in the Constitution, remain unchanged. ## **Trustees & Committee** - M Wynne – Chairman & Secretary - M Lloyd – Treasurer & Safeguarding Officer - G Greenall – vice-Chairman & Maintenance Co-ordinator. - L Stewart – representing Baston Cricket Club ## **Other Committee Members** - A Sanderson – Booking Clerk - A Clarke – Volunteer & Fire Safety Manager - T Fidler – Volunteer & Waste Disposal Co-ordinator. ## **Village Representation:** - Parish Council - WI - - Cricket Club ## **Policy Documents** Our Principal Policy Document continue to be subject to Annual Review; or an interim review if circumstances determine they be amended. The Principal Documents are: - Constitution - Finance Policy - Health & Safety Policy - Risk Assessment - Fire Safety Management Plan - Safeguarding Policy - Social Media Policy - Environmental Policy ## **Key Developments** As we entered 2023, my first full year as Chairman, having been vice-chairman for many years and a volunteer before that, I wanted to ensure that all the BPFMC governance procedures, processes and policy documents reflected fully current requirements and were “fit for purpose”. In late 2023, I had discovered that not all our Hirers had the necessary insurance provisions in place which could, in extremis, have placed unwanted liability onto BPFMC. We have reviewed and revised all our principal operating documents and policies and conducted a 100% review of Hirers insurance policies: including our own. Any commercial organisation or one defined as a “legal entity” must have its own Public Liability insurance as they are not included under the BPFMC insurance, which covers only BPFMC activities and private hirers. BPFMC has also formalised the ownership of the Barn and playing fields with the Land Registry. There was no record on the Land Registry website to show the rightful ownership of the land; the only legal document we had was the 1966 Conveyance and Trust Deed, detailing when the land and property were purchased from the Grimsthorpe Estate in 1966 for use by the Village In order to safeguard and ratify the ownership of the property, local solicitors were engaged and instructed to raise and submit a Land Registry application to formalise the ownership of the land for future generations. Early in the year, we conducted a detailed financial forecast review to identify areas of highest spend, most income and to determine where changes and savings could be made. Due to increased costs associated with higher gas and electricity charges introduced in 2023, we could no longer offer a preferential rate to Baston-based commercial activities, and we aligned their charges with the standard rate for all commercial Hirers. We have, however, managed to retain the preferential rate for Baston-based non-profit making or Community organisations; to support their continued use of the Barn; this includes the Parish Council and the WI. In conjunction with the closer monitoring of costs and expenditure, we have controlled closely the use of gas, electricity and water – having discovered that the heater controls had been altered to have the heating operating when it was not required. We also experienced a resurgence in the use of the tennis courts. Baston Events blocked booked two 2-hour periods each week, at a preferential rate, to encourage Village tennis players. Additionally, the Village Shop maintained a close control of hire fees for the courts and we gained considerably more income than collected in previous years. This has also allowed us to pressure-wash and clean the all-weather tennis courts; to attract increased usage. Following the successful bids for funding in 2022 for the Adult exercise Equipment, BPFMC placed bids with the UK Shared Prosperity Fund; that was administered within our region by South Kesteven District Council (SKDC). We were successful in gaining bids for 100% of the costs towards: - Fitting new fire exits and a new front door to the Barn; which replaced the distorted and aged items that did not close properly nor keep out the wind. The new front door now sheds daylight into the entrance area. - Replacement see-saw for the old and deteriorating item that was beyond economical repair and was in danger of becoming unsafe to use. - Combined parent and toddler swing, to allow parents to swing with their young child, rather than simply push them on the toddler swings. The 2 x toddler swings, fitted over 13 years ago, were also showing signs of wear and deterioration and were replaced with a more modern design, less susceptible to weather and UV degradation. ## **Financial situation** Our overall end of year figures, inc grants and donations received to support the above projects were: - Income - £45,879 - Expenditure - £40,612 This is by far the best end of year financial position that BPFMC has experienced for many years. This is due to several reasons; increased success with funding bids, closer control and monitoring of gas/water/electricity usage, rationalised hire charges, increased football and tennis usage. Additionally, over the past 5-10 years, the Village Hall has had a new heating system (gas boiler), increased insulation, a new floor, a tarmac driveway and extended, gravel-covered car park. All of which make it more attractive to Hirers. We currently hold a reserve of £11,000, some of which may need to be committed in support of our maintenance projects during the year ahead and held for major capital replacement of the playground equipment. ## **Issues** There are no significant issues, complaints or disputes to report. **M WYNNE** Chairman BPFMC (Baston Village Hall) Chku5 IA4lkn14 Number521810 OVOV2023 10 31112n023 funds Nearest £ lunds fund5 Nearest £ Nearest £ hjnds Year Ne￿est E Nea￿st É Al Recel refundable deposits Oam Hire Fieldltennis hire Fund raisin8 Interest t*)riations 8rantslhxrery Lltilty Other ref￿d$ mtsc 3240 3240 37 5542 3055 363 25 74CrfI 223 559 141 8567 156 1727 218 26539 559 141 27x17 340 1727 218 45879 25 20333 19340 subtrrtal Totsl Recefj 140 45B79 20333 Fund Raisin￿ Stationery am MaintenanCe.cbeani￿ repai new equipment eld,paty8r¢)und m•rbL grass tutti misc 42 3127 22 4631 3127 18330 30 8459 7140 3170 RaI￿/￿tillE1e5￿ee5 Insurance Misc retonciliatK)n bala￿e Sub trtal 5245 1359 ioio 6255 1359 1324 21272 19340 40612 3(*57 aubtoMI 212n 19140 5267 .10524 A5 Trnhsler offvnds A6 (ash fvnd5 W year cashfvndsthl5￿a1 end 2179) 217 32314 21 CHARITY COMMISSION FOR ENGLAND ANO WALES Independent examinerfs report on the accounts Section A Independent Examiner'5 Report R•port to the tn￿t￿81 MOM￿1¥ of Bruden￿l P*ing Fiekls ManageTr￿ C¢rnitlee On a¢Gounts for the year 31 t)eterth 2023 Charity no {rf •nyl 521820 Set on page8 I report to the trustees on my examination of the ac¢x4Jnts of the al>)ve charty Ilhe Trusfi for tre year en¢Jed 3111212021. Respon8lbllItl￿ and basis of report As the charitys trustees. you are responsible for the preparat￿n of the accounts in accordan￿ with the requirements ofthe Charilw Ad 2011 A(*). I rep)rt in respect of my examinatK)n of the TrLtsfs a¢￿Unts carried out under ￿tiOn 145 of the 2011 Act and in carying out ry examination, I have folkhved all the ap￿1¢able Directions given by the Charity Commission UrKI￿ 1495)(b) of the h£t. Independent I have ¢cry￿ted my exam1rk￿￿n. I confirn that no material malters have examinerfs statement I￿rne to my attenlK)n in conned¥Jn wilh the examwbati(Jn gFves mè cause to believe that in, any material ￿$[Ec1.. the accounting records were not kept in ￿￿)rd8￿ with sectv)n 130 of the Charl￿S Ad.. or the accounts not ￿rd wrth the &c¢)unting records., or the accounts did comp￿ with the applicable requirements onceming the form and content of accounts set out in the Charl￿$ {Accounls and ReFortsl ReguL8ts"ons 2008 other than any requifement that the aecounls gNe a Irue and fairf view which is not a matter considered as part of an independent examinatw)n. I have no cOn￿mS and have across no cther matters in connectKJn wilh the eXaMina￿n lo whth attention should be drawn in this report in order lo enable a under5tsrKling of the ac*xJunls to be reached. . Please delete the in Ihe brthts rfthey ￿ not apply Signod: 26 June 2024 Claire HaW￿.nS Relovant professional qualffi¢alionls} or body lif any): ACA Addrem: 4, Awon Way. Baslon Peterborough. PE6 9PR IER Oct 2018 Section B Di5c105ure Onty Clynp￿te rf the examiner needs to huhlight material matters of COnc￿n Isee CC32, Inde￿￿nt examinaton ol charty a¢¢ounls". dire¢tion$ an¢J guKla￿e fty ex*Thner81. Giv• here bri•f details of any items that the •xamin¢r ￿he• to di$clo¥?. IER (kt 2018 The folknving work wa5 performed byaaire Hawkirts on 27 May 2024.. Work perfom*d l. Complete an anatyh.ca review of the fesvlts to ensurethat the amounts ineluded in the ¥ecounts a￿ consistent with ywr knowledge of the attivities of the tharity and with prior Yea￿ t*Sa￿ any exceptions wrth the BPFMC treasu￿[ 2. Ensure that all figures on the CC16a accounts cast and cro55 Cast 3. Complete a review of the 2023 accounts to ensu￿ the comparatives in the 2023 CC16a accounts ree to the 2022 CC16a. 4. Ensure that the opening cash baLinces agree to.. 2022 accounts Opening position in the BPFMC cash 5. Ensure that dwre cash balances I￿rrent account and b￿nesS re5eThEI agree to.. aosin8 posr¢ion in books and record5 Bank statements 6. Re¥¥ewthe current account bank reconoliation. Ensure thatthe recontiliation ¢asts and that all amounts fan be agreed to suppMing records (cash book and bank 5tstementsl. 7. Énsure that the total ¢ncome and expense figure5 in the CC16a attounts agrees to the intome and expense fi8ures of the BPFMC books and records and that ihe individual items of income and expenditure agree to supporting informatton rovided the BPFMC treasU￿r 8. Ensure by a review of formulae ihat the-annual surnmarf file and the monthly files cast and cross cast 9. Ensure that •ll fiRures in t￿-0nnYal summarf agree tothe monthly riles 10. Expenditu￿". Wect a sample of items from the monthly file5. them back to a supptsrting invoice and ttsthe bank statement. Ensure ¥al￿rtY and accuracy. sample seletted.. Jul- SJ Window5- £6.415 Jul- Playdale- £4.771.03 Sept- Playdak- E4.771.02 Aug- Elite sports rnaintenance- £450.(XI Fets- %martHeat- £278.40 11. Income. Selett a sample of material r(ems in ihe 8PFMC excel oshbc*)ks and theck them back to the bank statemert and to supporting documentation Iwhere availablel-efjsu￿ accuracy. Sample seleaed.. Mar-OUFC- £930.LX) May- B•ston Parish Counol- £3.1))).IXI Feb- Pkvwright Charrtabie Tru5t- f5.(￿.r￿J May- 5ouih Keste¥en- £8.555.(￿ + Juty £9￿16 - EON Refund- £1.180.52 12. DisCU5s all grants and donations with the BPFMC t￿¥sUrer to gain comfort over those thai have ￿en disdosed as re￿ritted inc(Mme and those that have not. 140 exceptknis No exteptions Noe )ns No exceptfjons No exceptions No exceptions No exception5 No exceptions No exceptions No eXCept￿n$ No exceptions No except*Jns 13. Review the breakdown of restricthd income1£19.3401 and 07nfirm that thi5 is reasonable 14. Obtain a breakdown of all BPFMC Te5triaed expenditure1£19.3401 and ensure that the presentation as re5trided expenditu￿ 1$ reasonable discussions with the BPFMC treasurer. 15. Ensure the ¢losing amount of restriued funds Inill is appropriaie and reflects the acEiMtie5 of BPFMC via disCU55ion with the BPFMctreasurer and a re¥fjewof available supporting documentstion. No exceptMs No exceptwjns No eXcePt￿n5 No issue5 3ri5UI& l am the￿ore h•ppyto the indeperKlent exarniners repxton the Cons￿￿jated CC16a accounts of BPFMCftsr the yezrended 31 Detember 2023 Signed.. JLJL14 ChkuSL- U41kn14 CU6• Fields 14ts Number S21820 0110112023 to 3UI31202J Unre51riced restri¢ed Tot fwd5 fvnds lund5 fvnds Year Mearest£ Newe5t£ t4Extst£ Flearest £ Nearest £ refundable dew&ts Barn HSre Fiddltennis hlre Fund raisi Interest Donations irants/h)ttery Utility Other ￿fundS 3240 3240 37C¢I 5542 3055 363 25 74C 223 559 141 8567 156 1727 218 26539 559 141 27907 156 1727 218 4S879 1934) 25 20333 19310 subtrtal 26539 19310 20333 Furtd Raisin￿ #atthery Barn Maintena￿e,tleani￿ repai new equi￿1)ent Fidd,paly8round mainL erasscuttir* mi Refufthd depositslhire Rate5lutilitieslfees Insurance Misc rec￿￿111atW￿ bala￿e 42 3127 42 3127 18330 4631 12C 8459 8459 7140 3170 5245 1359 ioio 6255 1359 1324 212n 19340 12 30857 21272 Net olrncelm5llpa￿neTrtyj AS Tr*hsler olfvnds £ca5h fund5 14stytar Cashlund5thispwend 267 21790 27 21 32314