## **Levens Playing Fields AGM** _DRAFT_ Minutes of meeting held on 19[th] May 2021 by zoom **1. Present:** Stuart Duncan (Chair), Lyn Richardson (Secretary), Alice Sharples (Treasurer), Cllr Roger Atfield (Trustee and Levens Parish Council), Emma Banks (KEY Youth Worker), Janet Battye, Steve Bavin, Martyn Bland, Irene McKay, David Parry, Jamie Parry, Trinity and Mathilda. ## **2. Apologies for absence:** Cllr Susie Bagot **3. Minutes of previous AGM (22[nd] May 2019)** accepted as an accurate record. Noted that it was not possible to hold and AGM in May 2020 because of covid lockdown. **4. Matters arising:** There were none. **5. Young people’s presentation on their proposals for the future development of the Playing Fields:** Jamie and Trinity led the presentation explaining that they set up a group of Older Children with help and support from Emma Banks (who they want to thank) and Dave Parry. 10 young people have been part of the group but, as lockdown has eased, they have gone back to school and been able to return to their leisure activities, so it’s not always possible for all of them to attend the meetings with Emma which are now usually fortnightly. They started by sending out a questionnaire to older children living in Levens, seeking their views and opinions on what they would like to see on the Playing Fields. They did this largely through distributing the survey form to young people going to school and putting in on Facebook. They had 28 responses: 80% said they want a Pump Track and 30% want a skateboard park. This would be a new facility for biking. They are thinking of either a tarmac pump track or one that can be pieced together and so can be moved. Within the Playing Fields, this would either be on the far side of the football field or in the MUG. For the skateboard park, they are interested in rails and ramps. At present, most older children go round the village on their bikes or skateboards. This isn’t very safe because of the traffic around the village. The advantage of putting it on the MUGA would be that it is already fenced and could have lights which would extend its use into the evening. This is a safe place away from houses. They have visited current pump tracks in Kendal and Ingleton. **Discussion:** The young people were thanked for speaking well and their concerned commitment to this. Irene lives next door to the Playing Fields and is pleased to hear these ideas. She is aware of cars going up and down so it is important that children are safe. Questions were asked, including: There is a potential problem of the Pump Track attracting even more parked cars on the road alongside the Playing Fields. The response was that there are more Pump Tracks being built locally (eg Grange, Kendal, Windermere) which should reduce the attraction of one in Levens. Cllr Atfield said the Parish Council has been looking at traffic problems around the village and the need for white lines to restrict parking: he will take this up again. Sensible parking is important. Have the young people looked at having a shelter (in the MUGA) and graffiti area ? Phase One is seen as providing the Pump Track and Skateboard track, with possible later developments (including a shelter etc). Is there a local example of the type the young people want? An experimental version is being installed in Rochdale which could be visited. Next Steps: It was agreed that there needs to be public consultation on this proposal and young people are asked to work up displays of the options (with pictures and images). There needs to be liaison with companies to help prepare material. This consultation could also include the community garden. There was further detailed discussion in the following ordinary Committee meeting and Emma will follow this up with the young people. **6. Chair’s Report:** Stuart Duncan welcomed people to the AGM: it has been 2 years since our last AGM and no explanation is needed as to why we missed last year’s. Since our last AGM where I expressed concern over the size of our committee, we doubled in size with the addition of Wendy, Sophie, Dave, Janet and Steve who have brought with them some great ideas, help enthusiasm and energy to complement the existing members but please do continue to actively persuade more people to join us. We have always been fortunate to have enjoyed fantastic support from the Parish Council and the village as a whole, especially when it has come round to fundraising and work parties. Even this passed few months when fundraising has been particularly difficult, there has been some wonderfully creative ideas and events to keep the funds topped up in particular from Hannah! So a big thanks to her. Who knows what the Christmas market might have made if we hadn’t had to cancel due to such a high demand. But the idea was fantastic and hopefully we may be able to try again this year. Two years ago, we embarked upon a long term ambitious plan, to replace the majority of the old, tired equipment and effectively create a brand new park. Alice and Lyn in particular spent an enormous amount of time applying for various funding to make the dream a reality. Their efforts with this and other park research combined with Martyn’s knowledge and skills with all things park have created a fantastic play area for the children of Levens which appears to be being used by the whole of Cumbria and I am sure is the envy of the local villages. Although it isn’t quite completed yet, I think everybody involved with the committee should be very proud of the results so far. We again have a number of work parties planned for the summer and we have again appealed to the good nature of the locals to come along and help us with the next phase of our development. Once again, we would like take the opportunity to thank the Parish Council in particular Roger and Sue for their continued support to us, both financially and with advice / views during our meetings. Finally, after 7 years I have taken the decision to step down from my role as chairman. I originally stated this at the last AGM that I would do 12 more months. It turned out to be two more years. I am sure whoever the new chairman is, you will all give them as much help and support as you have given me. I will remain on the committee for at least another 12 months Thanks to everyone for all your efforts over the last two years. **7. Treasurer’s Report:** Alice Sharple reported on the financial year April 2020 to March 2021: Current account opened the year with £17,170, and closed with £28,696 Income was £34,250 including SLDC covid grants totalling £19,669 (plus a further grant of £8,000 received on 12 May 2021) Fundraising totalled £750 (Christmas reindeer trail £55 and Levens to Levens race £720) (The Easter egg hunt in April 2021 has raised £226) Private donations £610 Chip van £265 Orstead (windfarm) grant of £13,000 Because of covid, it has not been possible to have the usual fundraising events (usually bringing in £5,000) nor any income from hiring (bowling, use of pavilion). Expenditure totalled £45,606. The largest item was new playground equipment including £13,000 for the tractor and trailer and £28,000 to Playdale. It has been a busy year with administration: the National Savings account has been closed and we have moved to online banking. An online fundraising platform is being set up and a Paypal account. We are being registered with HMRC for Giftaid. Additionally there is a Charity account (with £8,044 in it) which is a sink fund for maintenance of the MUGA and Tennis Court, required as part of the conditions of a Sport England grant some years ago. In past years, £1,000 has been put into this each year but it was agreed that we would continue to hold this account (and no further contribution is necessary this year). We also agreed that, although it would be desirable to have a “buffer” account with £5,000 for “rainy days”, no further savings account is required at the moment because the flow of money is fluid and the current account currently has a healthy balance. We thanked Adrian Atwood, a local resident, for his help with auditing the accounts and confirmed that we want him to continue to do this for us. ## **8. Election of Officers for 2021/22:** We thanked current members of the committee, especially those who are standing down, and the committee was dissolved. A new committee was confirmed: **Chair: Lyn Richardson** Proposed by Stuart Duncan, seconded by Martyn Bland **Secretary: Janet Battye** Proposed by Steve Bavin, seconded by Stuart Duncan **Treasurer: Alice Sharples** Proposed by Lyn Richardson, seconded by Stuart Duncan ## **Committee members:** Steve Bavin Martyn Bland Stuart Duncan David Parry **Parish Council:** Cllrs Roger Atfield (also a Trustee) and Janet Battye ## **9. Any Other Business:** - **Governance:** A question was asked about the formal arrangement of Trustee who seem to hold the legal arrangements for the lease of the Playing Fields from the Dallam estate. It seems that the Trustees are the Chair of the Parish Council, a District Councillor and the Vicar. It was AGREED to examine these so that we understand them and consider whether any revision needs to be proposed. Annual General Meeting was concluded Income Expenditure Details Natwest Current CCLA Total Date Details Natwest Current CCLA Natwe5t Current 28,546.99 28,546.99 28,696.99 28,791.99 28,280.09 28,259.51 28,269.51 41,269.51 41,269 51 41,223.77 51,223.77 51,273.77 51,239.27 23,033.81 23,015.57 21,925.57 21,925.57 21,907.59 8034.55 8037.51 8037.51 8037.51 8037.51 8037.51 8037.51 8037.51 8039.59 8039.59 8039.59 8039.59 8039.59 8039.59 8039.59 8039.59 8041.20 8041.20 36581.54 36,584.50 36,734.50 36,829.50 36,317.60 36,297.02 36,307.02 49,307.02 49,309 10 49,263.36 59,263.36 59,313.36 59,278.86 31,073.40 31,055.16 29,965.16 29,966.77 29,948.79 11412020 31412020 61412020 61412020 91412020 141412020 281412020 11512020 41512020 61512020 111512020 111512020 111512020 121512020 131512020 11612020 91612020 Interest Donation BACS Donations via online plafform 2.96 150 95 Willacy turf and soil EON 511.9 20.58 Pavilion hire - crook dancers BACS OrstedlGranlscape Grant Interest 10 13000 2.08 Water plus 45.74 SLDC COVID Grant Donation BACS 10000 50 BACS reimburse M Bland - Grass seed Playdale final instslment- ¢heque EON VFM Grass ¢utling BACS 34.5 28205.46 18.24 1090 Interest 1.61 EON 17.98 Sale of exercise equipment to Crosthwaile School BACS Interest 191612020 11712020 101712020 201712020 31812020 101812020 11912020 200 22,107.59 22,107.59 22,086.72 22,136.72 22,136.72 22,118 03 22,118.03 22,148.03 22,443.28 22,423.37 22,423.37 21,186.13 8041.20 30,148.79 30,150.08 30,129.21 30,179.21 30,180.01 30,161 32 30,161.62 30,191.62 30,486.87 30,466.96 30,467.07 29,229.83 1.29 8042.49 EON 20.87 8042.49 8042.49 8043.29 8043.29 8043.59 Donation cheque Interest 50 EON 18.69 Interest 71912020 71912020 101912020 111012020 211012020 211012020 Pavilion hire - crook dancers cheque Transfer of petty cash 30 295.25 8043.59 8043.59 8043.59 8043.70 8043.70 EON 19.91 Interest 0.11 NFU Insuran￿ BACS 1237.24 Ilii=ji Andrew Kitching hedge cutbng BACS 79.08 21,107.05 8043.70 29,150.75 Income Expenditure Details Natwest Current CCLA Total Date Details Natwest Current CCLA Natwe5t Current 28,546.99 21,077.30 8034.55 8043.70 36581.54 29,121.00 1211012020 EON Reimburse A Sharples for commemorative plaque BACS 29.75 1511012020 70 21,007.30 8043.70 29,051.00 Levens CE School grass cutting contribution BACS 1911012020 2211012020 363.33 21,370.63 21,063.43 8,043.43 8,043.43 8,023 43 8,002.80 7,943.42 7,918.42 8043.70 8043.70 29,414.33 29,107.13 16,087.13 16,087.21 16,067.21 16,046.58 15,987.20 15,962.20 Playdale- grass matting BACS Flights of Fantasy- tr8clorllrailers BACS 307.2 2211012020 211112020 13020 8043.70 8043.78 Interest 0.08 1011112020 1011112020 Bulb ele¢lricily- direct debit EON Playdalè- Aerial rLJnway parts BACS Safe custody hold Reimburse M Bland varnish for horse repair BACS Reimburse A Sharples - join fee for virgin fundraising plafform BACS 20 20.63 8043 78 8043.78 1111112020 1911112020 59.38 25 8043.78 8043.78 2011112020 17 7,901.42 8043.78 15,945.20 2011112020 111212020 150 7,751.42 7,751.42 8043.78 8043.87 15,795.20 15,795.29 Interest 0.09 Reimburse A Sharples - inlial pri￿ didn't include £30 VAT cost BACS EON - missing invoice 211212020 711212020 30 14 7,721.42 7,707.42 8043.87 8043.87 15,765.29 15,751.29 Chip van donations and reindeer trail cash 811212020 911212020 1011212020 41112021 111112021 181112021 265.86 7,973.28 7,849.09 7,829.09 7,829.09 7,809.09 7,751.62 8043.87 8043.87 16,017.15 15,892.96 15,872.96 15,873.05 15,853.05 15,795.58 Water Plus Bulb DD 124.19 20 8043.87 8043.96 8043.96 8043.96 Interest 0.09 Bulb DD Horse Refurb- reimburse M Bland BACS 20 57.47 Levens2Levens Running fundraiser- donations frorn Lyn Richardson 81112021 81112021 72 7,823.62 7,757.51 7,757.51 7,737.51 7,635.51 8043.96 8043.96 15,867.58 15,801.47 15,801.52 15,781.52 15,679.52 Horse Refurb- reimburse M Bland BACS 66.11 11212021 101212021 Interest 0.05 8044.01 8044.01 Bulb DD 20 151212021 Playdale Annual Inspection BACS 102 8044.01 Income Expenditure Details Natwest Current CCLA Total Date Details Natwest Current Natwe5t Current CCLA 28,546.99 7,541.61 15,114.61 15,114.61 17,210.61 17,190.61 8034.55 8044.01 8044.01 8044.08 8044.08 8044.08 36581.54 15,585.62 23,158.62 23,158.69 25,254.69 25,234.69 231212021 241212021 11312021 101312021 101312021 Totals Water Plus 93.9 SLDC COVID Grants Interest SLDC COVID Grants 7573 0.07 2096 Bulb DD 20 34250.44 9.53 45606.82 Total Income 34259.97 Total Expenditure 45606.82 Total Proflt -11346.85 Income Expenditure Cash Tin Transfer to Natwest Date 151612020 11912020 11912020 71912020 1311012020 20/1212020 Totals Details Sale of face masks- donations Details 184.05 66.4 250.45 Tennis donations 92 342.45 360.45 Bowling green donations 18 Transfer of petty cash 295.25 65.20 Cash donation 50 115.20 Reindeer Trail 58.8 174.00 285.2 295.25 ## **Independent examiner's report on the accounts** ## **Section A Independent Examiner’s Report** **Report to the trustees/** Charity Name **members of** The Levens Playing Fields Charity **On accounts for the year** 2021 **ended Set out on pages** 3-6 **Charity no (if any)** (remember to include the page numbers of additional sheets) I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31/03/2021. **Responsibilities and** As the charity trustees of the Trust, you are responsible for the preparation **basis of report** of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. **Independent** I have completed my examination. I confirm that no material matters have **examiner's statement** come to my attention ~~(other than that disclosed below *)~~ in connection with the examination which gives me cause to believe that in, any material respect: - accounting records were not kept in accordance with section 130 of the Act or - the accounts do not accord with the accounting records I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. - _Please delete the words in the brackets if they do not apply._ > **Signed:** A.M.Attwood **Date:** 10/01/2022 **Name:** Adrian Attwood **Relevant professional qualification(s) or body (if any): Address:** 15 Nethercroft Levens Kendal, LA8 8LU **October 2018** **IER** 1 **Section B** ## **Disclosure** Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners). **Give here brief details of any items that the examiner wishes to disclose** . **October 2018** **IER** 2