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2011 AGM


Report to Parish from

 

North Curry Playing Fields Management Committee

For AGM held in the Pavilion at 8.00p.m.

 Thursday 16th June 2011.

 

This has been the first year of a completely fresh committee with all of the previous years members having stood down at the last AGM, along with all of the custodian trustees.

 

We were faced with a number of challenges the most significant being the need for a new constitution and lease and the financial decline of the past few years.

 

The financial imbalance was as a result primarily of significant increased insurance cover and costs and increased grounds maintenance costs as a result of the additional works created by the MUGA and the capping of the Taunton Dean grant for maintenance at 50% of cost.   These alone account for £4000 in costs combined with a further £1500 in utilities bills.

Financial position at end of year

 

At this time the accounts have yet to be audited.

 

NORTH CURRY PLAYING FIELDS MANAGEMENT COMMITTEE

 

DRAFT BALANCE SHEET - 2010/11 

 

 

 

 

 

 

 

 

       Year ended

 

 

       Year ended

    31st March 2010

 

 

    31st March 2011

£

£

 

 

£

£

 

 

 

FIXED ASSETS

 

 

 

 -

 

Land & Buildings

 

 -

 

 

 

 

 

 

 

 

 

CURRENT ASSETS

 

 

2868.51

 

 

Alliance & Leicester Current Account

2029.28

 

83.50

 

 

Petty Cash

43.90

 

 

2952.01

 

Total Assets

 

2073.18

 

 

 

 

 

 

 

 

 

CURRENT LIABILITIES

 

 

 

 

 

Creditors and Accruals

0.00

 

 

 

 

Payments received in advance

0.00

 

 

0.00

 

Total Liabilities

 

0.00

 

 

 

 

 

 

 

2952.01

 

NET ASSETS

 

2073.18

 

 

 

 

 

 

 

 

 

Represented by:

 

 

 

 

 

 

 

 

 

 

 

GENERAL FUND BALANCE

 

 

4585.53

 

 

as at 31st March 2010

2952.01

 

-1633.52

 

 

Surplus/(Deficit) for year

-878.83

 

 

2952.01

 

as at 31st March 2011

 

2073.18

 

 

 

 

 

 

 

 

 

 

 

NORTH CURRY PLAYING FIELDS MANAGEMENT COMMITTEE

 

 

 

 

 

 

 

 

DRAFT RECEIPTS AND PAYMENTS OUT-TURN - YEAR TO 31ST MARCH 2011

 

2009/10

 

 

 

 

2010/11

 

 

 

 

 

 

 

 

 

 

 

 

RECEIPTS

 

 

£

Variance

Notes

40.00

 

Donations

 

 

45.00

 

 

2417.20

 

Fund Raising

 

1625.71

-791.49

See below

390.00

 

MUGA Income

 

61.50

-328.50

1

0.00

 

Other Grants

 

0.00

 

 

840.00

 

Parish Grant

 

840.00

 

 

602.75

 

Pavilion Rental - Non Regular Users

 

507.75

-95.00

 

6347.50

 

Pavilion Rental - Regular Users

 

5614.50

-733.00

 

598.70

 

Sundry Income

 

0.00

  -598.70

2

 

 

 

 

 

0.00

 

 

11,236.15

 

TOTAL RECEIPTS

 

8,694.46

 -2541.69

 

 

 

 

 

 

 

 

 

£

 

PAYMENTS

 

£

 

 

156.00

 

Adverts/ Banners & Event Materials

 

0.00

156.00

 

1674.66

 

Cleaning

 

 

1815.86

-141.20

 

61.84

 

Council Tax

 

65.25

-3.41

 

145.70

 

Equipment  and System Maintenance

 

172.50

-26.80

 

1720.18

 

Equipment Purchase

 

35.35

1684.83

 

1626.90

 

Fund Raising costs

 

1037.70

589.20

See below

1422.69

 

Grass, Hedges etc.

 

1343.90

78.79

 

1948.38

 

Insurance

 

 

3073.27

-1124.89

3

1962.93

 

Maintenance

 

376.96

1585.97

4

176.67

 

Miscellaneous

 

160.60

16.07

 

67.76

 

Utilities - MUGA

 

342.76

-275.00

5

1977.13

 

Utilities - Pavilion

 

1149.14

827.99

6

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

12940.84

 

TOTAL PAYMENTS

 

9573.29

3367.55

 

 

 

 

 

 

 

 

 

-1704.69

 

NET CHANGE IN BANK BALANCES DURING YEAR

-878.83

 

 

 

 

  1. Loss of football evening training
  2. Ecclesiastical Insurance Claim 2009
  3. Renewal is at end of financial year, we have paid up front for 2011/12, gaining saving for whole year, this will reflect as a saving in next years accounts as premium also reduced by £380 on last year.
  4. Work done by volunteers and less required this year
  5. Lights tampered with and cost born in this years accounts
  6. New supplier and better management of timer

 

Fundraising

 

This year saw an intentional reduction in the number of fundraising events we undertook.  We also pooled resources and profit shares on the Race Night.

 

 

Income

Expenditure

Result

 

 

Christmas in Square

156.70

0.00

156.70

 

 

World Cup BBQ

1080.51

787.70

292.81

 

 

Race Night

388.50

250.00

138.50

 

 

 

 

 

 

 

 

Total 2010/11

1625.71

1037.70

588.01

 

36%

 

 

 

 

 

 

2009/10

2417.20

1626.90

790.30

 

33%

 

The fundraising year started with a very successful stall at the Christmas in the Square, where the Mulled wine and mince pies proved to be a sell out success, helped greatly by a seasonal fall of snow.  This required minimal effort from the committee and the secret recipe will be used this coming Christmas.

 

The World Cup BBQ followed in the summer which again proved a great fun event with over 150 present at one point.

The March race night should have been a more financially successful event, though we clashed with three other events in the village that weekend and suffered from limited publicity.  However all that attended have requested a repeat next year and we are planning on late February with the same management company and optional food next time. 

 

Wii night while originally planned for March 2011 this was rescheduled for May, next years report.  However the event was poorly supported and was cancelled.  We will consider again for March 2012.

 

Cost reductions

 

Through exploring the insurance market we have secured greater financial cover for a reduced annual premium, saving some £380 annually.  This will show in the next set of accounts as previously insurance was spread by direct debit through the year with renewal in March.   This current premium we have made an additional saving by paying in a single payment.  This has skewed the effective insurance cost for this financial year.  We have purchased cover for the next financial year as well as this.

 

We hoped to reduce the grass cutting costs through a tender process and while minimal costs savings have been negotiated, the existing supplier has provided a very good service to date and was significantly cheaper than the other potential suppliers.  The hedges on the playing field were trimmed via the generous and free efforts of Wesley Harris.

 

We negotiated a single supplier for Gas and Electricity supply securing a better rate and altered the central heating and hot water times which were excessive.  We will also be fitting prior to the autumn and thermostat to regulate the room temperature.  Thus we expect further reducing heating bills.

Financial Conclusion

 

In what has been a tight year economically we have shown a slight loss on year, however when the insurance pre payment is taken into account we are positioned well to show a small operating surplus next year.

 

We have a significant financial risk in that our single largest income is Little Acorns Pre-School, without which the playing field would cease to be viable. 

 

The committee also thanks Paul Gratton for the safe pair of hands that our finances have fallen to for this past year.

 

Other activities

Lease and constitution

 

The preparation of new lease and constitution have seen significant work involved by members of the committee and the Parish Council.  We have an agreed lease and almost had an agreed Constitution, which has stalled over a final query with regard to the status, yet again, of custodial trustees and their potential liability.  This is being explored with the Charity Commission and if not resolved we will need to form a limited company so as to be able to take on the lease.

 

The committee would like to specifically acknowledge the effort and work done by Gareth Rosser-Davies, together from previous Parish Council, Brian Dix and Andy Olie in progressing this and the continued support and understanding of the Parish Council

Tree donation

We were very lucky to receive a donation of 50 English shrubs and trees, from Monkton Elm Garden Centre.  These were planted on two of the mounds at the top of the field and formed a glade around one of the benches.  Unfortunately the actions of a number of younger field users, who saw fit to pull out the bamboo supports, shortly followed by many of the shrubs themselves, has put at risk the project.  Parents are reminded that this facility is there for their children’s benefit and the benefit of others and are requested to encourage responsible use of the field by their children please.

Vehicular access

We saw an unfortunate spate of some regular evening footballers driving onto the grass leaving ruts.  As yet this group has not been able to be identified and as a result the locking of the access gate has been reinstated.

North Curry website

The North Curry website was updated with booking information and calendar showing events and bookings.  This allows bookings to be requested electronically with availability being visible at time of request.  Also terms and conditions and costs were made available via the site.  Emails can be sent to pavilion@northcurry.com and the pavilion web pages and calendar can be found at http://www.northcurry.f9.co.uk/Amenities/pavilion.htm

 

Planned improvements to facilities for 2011

The capital project which the Playing Field is considering at the moment is to install a feature for teenagers (who are part of our core user-group, but for whom there is no amenity on the field).  While not exclusively for this group as we plan for it to accommodate younger children and adults as well.

 

You may be aware that the existing fort was originally built through the efforts of a small group of village parents some with specialist knowledge in such constructions.   We are looking at a climbing frame, climbing/bouldering walls and possible Hamilton Park style mound with super long slide.   We have had promises already of help with some of the materials and a number of volunteers with access to plant equipment.

 

The cost of this project is very much dependant upon the materials and labour we get combined with the commercial elements we are going to have to buy in, netting,  pre-moulded hand holds, stainless steel and design consultancy, so far we have available, £12,495, via White Hart 106 monies,   therefore  any contribution towards such a project would allow us to increase the capabilities and size, both financially and in terms of help in kind.

 

 

2010/11 Committee

 

Andy Moll (Chair)

Caroline Vaughan (vice-Chair)

Paul Gratton (Treasurer)

Gareth Rosser-Davies (Secretary)

Jeanne Leader

Anne Pike

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