PITMEDDEN AMENITIES TRUST Pitmedden Amenities Trust, SCIO Il Trustees, Annual Report 1st April 2023 to 31st March 2024 Charity contact information Pitmedden Amenities Trust, SCIO Incorporation Date.. 05 February 2018 Scottish Ch8rity Number: SC048116 Principal Officel Address.. Websile.. To be developed Twitter l Facebook I Social Media= To be developed Charlty Trustees The Pitmedden Amenitie5 Trust, SCIO is made up of the following team. FOPS - Fri8nds of Pilmedden School FUYA- Fonmartine United Youth Academy Bank Name.. Pitmedden Amenities Trust SCIO Bank account type: Treasurers Account Bank of Scotland Business Banking PO Box 1984 Andover SP10 9GZ www.bankotscotlandbusiness.co.uk Objectives and activities The Pitmedden Amenities Trust, SCIO was regist8r8d with OSCR in February of 2018 by a local Aberdeenshire Coun¢illor and a Pitmedden Hall Trusl and Trust, Acting Chair and Trustee. me en ar The aim of the new Pitmedden Amenf(ies Trust, SCIO was to take over the management ofthe Pitmedden community Public Hall and Park from the two previous Trusts with a new Scottish Charitable Incorporated Organisation. The current Hall and Park Trust are in the process of being dissolved. In the meantime, the new PAT, SCIO is supporting the existing Trusts in the day to day running of the amenities in the village until we can officially take over. The Pitmedden Amenities Trust, SCIO., The organisation's purposes are the provision of recreational facilities such as amenity open space, parks, halls and meeting places, for the organisation of recreational activities, with the object of improving Ihe conditions of life for the persons of Pitmedden and Udny and those in need of access to such facilities on visiting Pitmedden. This trustees fomially meet six times a year to review hall activitles. The trustees maintain the hall and park actively manage bookings, rental income and the general upkeep of the hall. The people of Pitmedden and Udny and those in need of acc8SS to such facilities on visiting Pitmedden. The Pitmedden Public Hall continues to be managed by the existing Trust and the PAT. SCIO leam. Activity lev81s in the Hall are high with users such as dance classes, Martial Arts, Football leams, fitness classes, Guides and the children from the 'Pitmedden Tiny Tots, groups. The Hall is hired for various fund-raising events. These are frequently held to support local groups. The Park is also used by the local community with ad hoc football games by the local children and more forrnally for Formartine United Youlh Academy for training and games. structure, governance and managèmtnt Type of goveming document The Pitmedden Amenities Trust. SCIO goveming document is a constitution. Type of organisation The organisation is a Smtlish Charitable Incorporated Organisatlon ISCIO), Isingle-tier) Scottish principal office The principal office of the organisation will be in Scotland (and rnust remain in Scotland). Powers The organisation has the power to do anything which is calculated to further its purpose or is conducive or incidental to doing so. No part ofthe income or property ofthe organlsatlon may be paid or transferred {diredly or indirectly) to the charity trustees - either in the course of the organisation's existence or on dissolution - except where this 15 done in direct furtherance of Ihe organisation's purposes. General Structure The structure of the organisation consists of the BOARD- who hold regular rneatings, and generally control the activities of the organisation., for example, the board is responsible for monitoring and controlling the financial position of the organisation. The board also appoints charlty trustees to fill vacancies. and the people serving on the board lin their capacity as members of the organisation have power to make changes to the constitution ilself. The people s8rving on the board are referred to in our constitution as CHARITY TRUSTEES and Ihey are also the MEMBERS of the organisation for the purpose of the Charities and Trustee Investment {Scotland) Act 2005. Under the provisions of our constitution, no-one can be a member unless helshe is also a charity trustee of the organisation. The Charlties and Trustee Investment (Scotland) Act 2005 requires certain decisions to be taken by the charlty truslees in their capacity as members of the organisation. Trustee recruitment and appolntment Number of charity trustees The maximum numberof charity trustees is 15 and Ihe minimum is 3. Eligibility A person will not be eligible for election or appoinlrnent to the board rf helshe is., Disqualified from being a charity trustee under the Charilies and Trustee Investment (Scollandl Act 2005., or An employee of the organisation. Initial ch8rity trustees The individuals who signed the charity trustee declaration forms which acGompanied the application for incorporation of the organisation shall be deemed to have been appointed by the members as charity trustees with effect from the date of incorporation of the organisation. Appointment The board may at any time appoint any person to be a charity trustee resolution passes by majority vote at a board meeting. bywayofa At the conclusion of the first AGM, one third (to the nearest round number) of the charity trustees shall retire from office- the question of whlch of thern is to retire shall be determined by some random method. At the condusion of each AGM (other than the first) any tharity trustees appointed during the period since the preceding AGM (but excluding those revappointed during that period) shall retire from office. Out of the remaining charity trustees, one third (to the nearest round number) shall retire from office. The charity trustees that retire shall be those who have been longest in office sinGe they were last appointed or re-appointed; as between persons who w8r8 last appointedl r& appointed on the same date. the question of which of them is to retire shall be detemiined by some random method. A charity trustee who retires from office eiiher at the first or subsequent AGM'S conclusion shall be eligible for re-appointment by way of a resolution passed by majority vote at the next board meeting. A charity trustee vacating office at the conclusion of an AGM will be deemed to have been re-elected at the board meeting which next follows unless.. h8lshe advis8s the board that hel she does not wish to be re-appointed., or a resolution for the re-appointment of that charity trustee was put to the board meeting and was not carried. The Pitmedden Amenities Trust, SCIO had various meetings in person between April 2023 and March 2024 to actively recruitl appointment new charty trustees and critical officer positions. The officers then developed roles and responsibilities within the charity trustees to support the organisation and the activities carried out in the hall and park. The charity trusteés, posltlons and date appointed are listed on page three of this report. The new Pitmedden Amenities Trust, SCIO now has a diverse board making the charity more effective in meeting our aims. The Pitmedden Amenities Trust, SCIO h8s charity trustees that are also linked to the Pitmedden Primary School, (FOPS: Friends of Pitmedden School) and FUYA, (Fomartine United Youth Academy) the main users of the park. We have during this period continued to seek someone to be th8 treasurer, but unfortunately our search has, again been unsuccessful. We will contlnue to look to the community to fill this role over the next year, as well as a park convener to replace David Hadwin Achievements and perforniance The PAT, SCIO team has prepared accounts for th8 financial year 181 April 2023 to 31tst March 2024. The PAT, SCIO has developed a strong structure and wide range in team mernbers to ensure the fulure on the SCIO and to support the amenities and the user of Hall and Park in the village. Park Update PAT SCIO would like to thank or his years of service to PAT and he will be missed, we would also thank nd his team at Aberdeenshire Council for all their work in maintaining the Park and WIIIWlfor the waste wllection. The existing skate and blke ramps and obstacles have been discussed through out the year and while we seethe equipment used regularly, the concrete is 5tsring toflake and crumble, we have asked for prices to remove the structures and then form a steering group lo get new play equipment built. There has also been some Infrastructure work carried out by Aberdeenshire Coun¢iS to install EV charging points into the car park, the enabling work has been done but th8 points are not live as the car park belongs to the PAT SCIO not the Council, this will need to be resolved over the next year Pitmedden Hall Update - PAT SCIO has had a successful year with close to full capacity through the week and parties atthe weekends. The curtains have been purchased and wll be installed during the summer when the hall is a bit quieter. The next big item to look at will be the oven in the kitchen and the cooking group have said it unreliabl8. All th8 Standard safety checks have been carried out, emergency escape route and lighting, fire extinguishers etc. Picture in here. Financial review The accounls have been prepared and show a balance in the accounts of £26,877. which is a very healthy balan￿. In summary the hall cost about £14,000 pa to run. There have been discussions regarding an increase to the hire rates of the halls to cover the potential increase in th8 Cost of electricity and this will be monitor8d during the next year and any increase communicated to the r8gular users. Statement of the charity's policy on reserves PAT, SCIO policy for holding reserves for the Hall and Park is to retain a years, worth of costs in reserve, currenlly the main bank account balance is aroLtnd £17.000 so we are more than comfortable, and we have an accounl to specifically hold a reserv8 of £10,000 separate from day-to-day accounl whlch we currently have. Details of 8ny deficit Should PAT, SCIO have a deficit this wll be reported and explain why this has happened and the steps the charity trustges ar8 taking to correct it. Donated facilities and services PAT, SCIO ha5 no donated facilities or services to report. Future plans PAT, SCIO has future development plans for the refurbishmentsl upgrades to the Hall. Application for funding will be sought from various sources including Ihe Udny Community Trust LTD Company. The upgrades will range from continued maintenance to the development of an opèrating office for the PAT team to operate from and for the potential lease as a meeting room to users and businesses in the local community. Additional Infomiation Nothing to report in this annual report. Declaration Signed on behalf of the charity trustees: Print name Designation Date IIPPENDIX 2 Pitmedden Amenlties Trust SC048116 OSCR Receipts and payments accounts Forthe pertod frorn YL+ S(oltish Charity Regukntoi 2023 31st Maith 2024 Section A Statoment of receipts and payments Unrestrlcted funds Restri¢tsd fund5 Expendable endowment fiJnd$ Pe￿a￿ent endowment fvnds Talal fundg p•rfod TotDI lunds las1 pewlod EonNrMtE Al Receipts D{￿OI10nS Leqacles Grgnls Raceipts from lundraisiny athiiie5 ¢>DS$ tr8dlng recelpis In¢omefrom investmtnt6 Ih•n 152 Renis IAnd & ￿lIdIng5 Gro$8 recelpts Irom othBI tharitsNo act￿l)eS 18.968 14958 11,$72 Al Sub total 19.f2 1$120 f1,572 R￿Ipts Irom asset& Investment ¥al Proreeds trorn sale of fixed a5sela Pr0¢eedsfr￿I sal8 of Inweytrnen15 A2 Sub loial Totsl re¢elpt5 19,120 19.120 11.S72 A1 PAymani$ Expense6 forfundyalslng acllYltse5 Gross Irading paymeTrl$ Inveslmenl maDa9wnpDt Costs P8ymeThts relAting dlrecuy lo charfiabl activrties Grants èThJ dcfflstiDnS 13,671J 4167D 9.9TI Govemance w81s'. Audit I Indep8nd8ni 8x8min$tion Prep8r8lioD pf annual accounts Olh8r A3 Sub total 13.670 11670 9,977 A4 Paymen¢¥ rala￿nI to a88•t and inve¥tmpnt movements Purchases ol flxed a55et5 Pur¢ha$È of hive61mtn A4 Sub total 13,67 13.670 5,4911 AS Tran618rs tol lfrornl funds sU￿lUsI[de￿tlt? toryear S.4SO 1.595 APPENDIX2 Pitmedden Amenities Trust Section B Statoment of balances SC048116 E¥p•ndaW• P•tmwn4llt endDWrnnt Tatsl Tot81 l&¥t perttsd DeLThjls fvnd4 to r￿111 lorMMJte 1&r￿lI£ B1 CashfuDtl¥ Ceshandbank baleru$ alsi•rtolye21 21,427 21*27 19,13Z rWuslld8fitlll crf rncelpts aTh payments accutht 4480 1.595 Caih4nd bonk bar￿¢•? •t•nd olywr and rAhIr￿S 2&871 2&V7 21,427 rt*&rtit£ B2 lThveslm•nt¥ •tail• Fund tq 83 Oth4rAAS•t¥ Fur* Arnpurtd Loo1ywr rH¢£ Totii AM￿*￿t0 i•itiThithTr siymr TDt41 by wiWglrnthp$ on ￿￿•￿*f 41 th*liLl#tt•s prtrtN•m• apprDval FIV￿￿￿A￿Er￿IebTNll SCIO-31•24 rrtthruun161 APPENDIX 2 Pitmedden Amenltles Trust SC048116 Section C Notes to the Accounts C1 Nature an*J purpose of funds (may be statedon analys￿ of funds wrkshoelsj The purpose of th8fund3 aro b allow the managerntni and malnlenantè ollhe Pltrredden Vlllage Hall and Path so Ihal the comrTwJThly can continue lo b8n8frt from thBse aMen￿les. Typ¢ of actfjvfjty or project supportod KuThb•rol made C2 Grants Total C3a Trustee remuneratlon 11 no remunerauon wa5 pald durfng the pericd to any tharitytruslee or person ¢c•ne¢ted to a trustetr cross this box lolheThMse Complete seclon 3bl Authority under which paid C3b Trustee rernuneration . dètails C4a Trustèe oxpensos no exp8nsas war8 paid to any char￿Y truslee durhg the perk)d fl￿n ryos5 Ihi5 box lothepMs& compl818 section 4bl N￿mber Dt C4b TYust¢e •xpenses- d•tails Trnn$•cU B•l4nG• rt•tsndkng* nod Dnd Nature of relatlonshSp Nature ol transactTon C5 Transactlons wlth tFu4ts05 and ¢onn•cted persons C6 Other Informatlon Pthi)edden AMw￿a8TrUS1 sC￿- 31-3.24 Typéd A¢cwnL% INotos DeEernbei 2007 3APPENDIX 3 OSCR Scottish Charity Regulator Independent examiner's report on the accounts Report to Ihe tru3teeslmembers of Pitmedden Amenities Trust SCIO R8gistored charlty SC048116 number On the accounts of the charlty for the period Period start date Month April Period end date Month March Day Year D8y Year 1st 2023 to 2024 Set out on pages lrÉmaM￿rto [r￿Ud• thè pa9& numbers of èdoilonal sheets) Respectlve The charity's trustees are responsible lor the preparation of the accounts in accord8nce responsibilities of with the terms of the Charities and Trustee Investment IScolland} 2005 Act and the truste8s and examiner Ch8ritles Accounts (Scollandl Regulations 2006 (a5 amended}. The charity truslees consider that the audll requirement of Regulation 10(11 Id} of the Accounts Regulations does not apply. It is my responsibility to examine the accounts 89 required under section 44111 (c) of the Act and to state whether PBrticular matters have come to my attention. 8asl$ of Independent My examination is carried out in accordance with Regulation 11 of the 2006 Accounts èxamlnerfs statement Regulations. An examination includes a review of the accounting records kept by the charity and a comparlson of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeks explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and, consequently. I do nol express an audit opinion on Ihe view given by the accounts. Independent examlnerfs In the course of my examination, no matler has come to my attention statemènt which gives me reagon8ble Cause to believe that in any material respect the requirements.. to keep accountlng records in accordan￿ with section 44{11 {81 of the 2005 Act and Regulation 4 of the 2006 Accounts Regulations, and to prepare accounts which accord with the accounting records and comply wlth Regulalion 9 of the 2006 Accounts Regulations have not been met, or to which, in rny opinion, attention should be drawn In order to enable a proper o be reached. Signed: Name.. Relevant professional quallflcatlon(s) or body Member of The Institute of Chartèred Accountants of ScotLand (If any): Date: Address: APPEPaXX 2 Pltm•dden Amonltlo% Tniftt tion 8 Statomeiit of balancos SC048116 P•rn••n•nl Dol,*11g 21,417 21877 ••h fvTrd• l (O•fidl> r•rnlskn I1￿17 C••h wxl b•nk •1 •nd ol yMr 177 v•strTr•nts Tatsl y••f D•lail• l• C ass•ts Tctsl Il•bAlty rnIAI Detalls i• n•w••• £ Illtles Total l• vknkh Ilabll*y Mlal•S 1•odma••) Details ntifynt Ilabllftl•s Total of all th• trusQ••s Slgnatur• Prlnt N•m• 27.1 pAn*10￿ Anwth• TfU•I SCIO . 31.3.24 Typ•d ACc￿nIs I Slal•ment (4 bdanG•S uture plans AT, SCIO has future development plan8 for the r8furbl8hmentsl upgrades to the Hall. plication for fundlng will be sought from varfou8 source8 Includlng the Udny Community rust LTD Company. Th8 upgrades will range from continued maintenance to the evelopment of an operatlng office for the PAT team to operate from and for the potentlal ease as a meeting room to users and buslnesses In the local communlty. dditlonal inforniatlon Nothing to report in this annual report. Declaration Signed on behalf of the charity trustees: Print nam Designation Date 10