**https://www.bpfmc.org/** ## **BPFMC -** Registered Charity Number 521820 ## **TRUSTEES ANNUAL REPORT - 2024** ## Introduction BPFMC is a charitable organisation that is run entirely by an amazing group of unpaid volunteers that give up their free time to ensure the continued operation and maintenance of our facilities. We are very fortunate to be supported by annual grants from the Parish Council precept and the Plowright Trust without which we would struggle to continue and want to extend our gratitude. This report is based on the Chairman’s Report, presented at the AGM held in Apr 2025. ## 2024 2024 has been a year of maintenance of which a lot was overdue with some being more desirable and others what I would class as a little more vital. On the list of vital was most certainly the roof over the changing rooms which was leaking and poorly repaired many years ago, this required a large grant to renew which we were successful and had the roof replaced with which was largely the result of Martin’s hard work. Alongside boiler repairs and general maintenance on the fence rails and posts this was a considerable expense of ours this year. We couldn’t overlook some of the more desirable pieces which included cleaning the chairs, the paths, gutters and even treating the tennis courts and giving them a good clean. Some of these jobs having not been carried out for many years, however you could argue they go a long way to ensuring that we continue to have and attract paying hirers for our facilities should they look well maintained. I do not particularly enjoy having to focus on some of the negatives for the year with the vandalism we’ve experienced which in large they were few and thankfully could have been considerably more impacting than they have been. The rebound wall that serves as a basketball hoop and football goal aimed at older teenagers was subject to further vandalism rendering two of the large steel panels unsafe. With one of these being NLA and the other commanding a four figure price tag it was decided we are better off removing and making safe. At the same time crowd fencing owned by Baston Events was damaged and as a result so was mowing equipment owned by Masons Mowers. After an initial social media campaign in an effort to stop further damage failed, these fences and goal nets owned by the football clubs were again damaged on another two occasions. It was a result of this that we decided to invest in additional CCTV that came at a premium and made a statement that going forward any further incidents will be reported directly to the police rather than remediate within the village. Whilst it was sad to have to take such a stance the vandalism now appears to be under control. This year was my first year as Chair of BPFMC and what I wanted to do was help modernise our charity and improve our awareness and fundraising, which whilst is not something that can happen overnight I believe we have made significant progress on. As part of the Microsoft nonprofit scheme I was able to obtain several O365 enterprise licences free of charge. This has meant our emails are now centrally managed and archived removing the need for personal mailboxes and difficulty in covering for holidays, it has significantly increased the security of our emails [ Management Committee ] and given us the ability to provide trustees and volunteers free access to the Microsoft office suite of products. Going forward I aim to offer an online calendar of bookings visible to multiple audiences and hopefully a refreshed website with an online booking process. With regard to fundraising efforts, we have had rising costs over the last few years, in no part due to the change in red diesel laws and increasing energy costs. This has meant that a lot of our expenditure has been keeping the lights on and not having the funds to increase our offerings and our support to the village. The main drive to establish fundraising events for BPFMC was so we can continue to offer more to the village and provide increased support. Our first attempt at fundraising was unfortunately not successful, which despite great initial interest only sold a handful of tickets and ended up being cancelled at a loss. This is the nature of these things and unfortunately with nothing ventured there can be nothing gained, it was understood throughout the committee that we may not make a return on these events. Our current fund-raising event is an annual village fete (Baston Party in the Park) that we are hoping to make good use of our available space, offering a free event for all villagers and those surround whilst having the ability to raise funds. This required some expert help in the form of Deepings Round Table and in particular Simon Bateman who has experience organising large events such as the raft race and Sunday Funday. To allow the planning and effort required to take place a separate committee was put together to ensure we do not put this additional workload on our already stretched volunteers and to encourage some village participation and expertise, which has been vital in getting this moving. We are getting close to the date and through stall fees/sponsorship we are coming close to covering our costs. With BPFMC and the Deepings Round Table running the bar we are hopeful that we can jointly raise some funds for both of our charities and establish an annual event that will be enjoyed for the village. My last desire as Chair was to improve our awareness as a charity and what we do. What I noticed within the first week of this role is that the general confusion over responsibilities we have, and responsibilities of the parish council, the local clubs and committees such as Baston Events was generally quite large spread throughout. It was through this we came up with the idea of a joint event, the first of its kind that was held in September last year and it was called the Meet Your Committee Reps evening. Through everyone’s support this proved a vital and successful evening encouraging villagers to attend and learn more about the various committees and what they do, with the hope of perhaps encouraging some more village participation and volunteers. This will hopefully become an annual event with a very small outlay but a large positive impact into understanding what it takes to make all aspects of this village prosper. In closing I want to thank everyone of my trustees, committee members and volunteers without which none of this would have been remotely possible. Whilst I covered this at the start we are all volunteers and we are stretched very thin, we have vacant positions and positions that will be vacant in the coming 12-24 months which if we’re unable to fill will mean we have to fence off the park and close up shop, so if you know anyone that has a few hours to spare a week or even a month and wants to help please point them in our direction. ## And for 2025… This year I want to continue to work on my three goals and hope that we can all as a village show what we are capable of achieving and make Baston, it’s residents, BPFMC and the facilities we have stand out. [ Management Committee ] TrdPa 16a Brndenell Pla Fields Man Char Number 521820 For the perfod from 0110112024 to 3V1212024 Sectlon a Red and nts Unrestrwl festrKed Endowment Total funds funds funds funds Nearest £ Nearest £ Nearest £ Nearest £ Year Nearest £ AI RKei refundable deposits Barn Hire Fieldltennis hire Fund raising Interest Donations grantsllottery Utility other refunds misc 331XI 7228 4651 458 170 9150 230 33CK) 7228 4651 458 170 9150 12230 3240 559 141 27907 156 1727 218 45879 121XK) 25187 12(XX) 37187 A2 Assets and Investments sales sub total Total Recet 25187 37187 45879 A3Pa Fund Raisin￿ stationery Barn Maintenance,cleanin& repaii new equipment Field,palyground maint, grass cutt misc Refunded depositslhire R3tes/utilitieslfees Insurance Misc reconcillation balance Sub total 355 2979 355 14113 42 3127 18330 11134 11287 11287 8459 3165 3833 1502 3165 3833 1502 6255 1359 23121 11134 34255 40612 A4 Asset and Investment Purtha syb total Totsl P r4et of feceiptsllpayments) A5 Transfer ol fvnds A6 cash funds last year Cash fvnds thi5 year end 2932 5267 27057 29123 27057 29989 21790 27057 CHARITY COMMISSION FOR ENGLAND AND WALES . Independent examinerfs report on the accounts Section A Independent Examine¢s Report Report to the truste members of BnKlenell Playing Fiekls Management Committee On accounts for the year ended 31 D￿eMb￿ 2024 Charity no (rf any) 521820 Set out on pages 1-3 I report lo the trustees on my examinalion of the accounts of the above charity (Ihe Trust") for the year ended 3111212021. As the charitys trustees, you are responsible for the preparatDn of the accounts in accordance wrth the requirements of the Charities Act 2011 (Xhe A(*). Responsibilities and basis of report I report in respect of my examinalion of the Trusys accounts carried out under section 145 of the 2011 Act and in carying out my examination. I have followed all the appl￿ble Diwtions gi¥en by the Charty Commission under section 145(5){b) of the Act. Independent I have completed my examination. I confirm that no material matter5 have •xaminerfs statement come to my attents'on in COnnect￿n wrth the examination vthich gives me cause to believe that in. any material respect: the accounting records were not kept in accordance wilh section 130 of the Charities Act.. or the accounts did not accord with the accounting records.. or the accounts did not compty with the applicable requirements conceming the form and content of accounts set out in the Chartlies (Accounts and Reportsl Regulations 2008 other Ihan any requirement that Ihe accounts give a Irue and fairf wew which is not a matter considered as part of an indeFendent examination. I have no concems and have across no other matters in connecli with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. . Please delete the words in the brackets rfth8y do not apply 211712025 Slgnod: Date: Name: Claire Hawkins Relevant professional qualification(sl or body (If anyl: ACA Address: 4, Appian Way. Baston Peterborough. PE6 9PR IER Oct 2018 Section B Disclosure Only complete if the examiner needs to highlight material matters of concem (see CC32, Independent examinat￿￿ of chanty &counls'. direCt￿)nS and guidance for exarruners). Give here brlef detalls of any items that the examiner wishes to disclose. None noted IER Oct 2018 Audlt of the BPFMC accounts for the year ended 31 December 2024 The following work was performed by Claire Ha¥¥*in5 on 9 February 2025: Work performed Exceptl¢)ns l. Complete an analytical review of the results to ertsu￿ that the amounts included in the accounts are consistent with your knowledge of the activities of the charity and wsth prior years. Discuss any exceptions v•th the BPFMC treasurer 2. Ensure that all figyres on the CC16a accounts Cast and cross cast 3. Complete a review of the 2024 accounts to ensure the comparatives in the 2024 CC16a accounts a ree to the 2023 CC16a. 4. Ensure that the openin8 cash balances agree to: 2023 accounts Opening position in the BPFMC cash book 5. Ensure that closing cash balances (current account and business reservel a8ree to: Closing position in books and records Bank statements 6. Review the current account bank reconciliation. Ensu￿ that the reconciliation casts and that all amounts can be agreed to supportin8 record5 (cash book and bank statementsl. 7. Ensure that the total income and expense figures in the CC16a accounts agrees to the income and expense figures of the BPFMC books and ￿(OrdS and that the individual items of income and expenditure agree to supportin inforniation provided by the BPFMC treasurer 8. Ensure by a review of formulae that the -annual summarf file and the monthly files cast and cro55 cast 9. Ensure that all figures in the"annual summarf file agree to the monthly files 10. Expenditure: Selert a Sample of items from monthly files. Check them back to a supportin8 invoice and to the bank st8tement. Ensure validity and accuracy. Sample selected: Oct- Manor Roofing- £11,133.60 May- Broker Network {insurancel- £1.502.86 Sept- M Fire- £255.97 De¢- Elrte sport5 maintenance- £450.(A) Feb-SrnartHeat- £584.40 11. Intome. Select a sample of material items in the BPFMC excel cashbooks and check them back to the bank statement and to supporting documentation (where availablel- ensure accuracy. Sample selected- Jan- DUFC- £430.CK) Ju- Baston Parish Council - £3,150.(￿) Feb- Plowright Charitable Trutt- £6.1)Xl.(K) Juty- South Kesteven- £12,(MXI.( Oct - Baston events- £l,(KN).(XI 12. Discuss all grants and donations with the BPFMC treasurer to gain comfort over those that have been disclosed as restricted income and those that have not. No eX￿ptionS No exceptions No exce tions No exceptions No exceptions No exceptions No exceptions No exceptions No exceptions No exceptions No exceptK)ns Iv. No exceptbons 13. Review the breakdown of re5trirted income (£12.th)l and confirm that this is reasonable 14. Obtain a breakdown of all BPFMC restricted expenditure (£11,134) and ensure thot the presentation as restricted expenditure is reasonable via discussions with the BPFMC treasurer. 15. Ensure the closing amount of restricted funds1£8661 is appropriate and reflerts the artivities of BPFMC via discussion with the BPFMC treasurer and a review of available supportin documentation. No exceptions No exceptions No exceptbons Concluslon: No issues ari5in8. l am therefore happy to sign the independent examiners report on the consolidated CC16a accounts of BPFMC for the year ended 31 December 2024 S￿ned.. Doted..