Issue - meetings
Updates: Budget, 10 Year Maintenance Plan, Summer Activities, Proposed New 5-a-side Astro Pitches at Stepney Green
Meeting: 18/12/2019 - King George's Field Charity Board (Item 3)
To follow.
Additional documents:
- 002 Appendix1KGFT1819accountsb, item 3 PDF 179 KB
- 003 Appendix1aKGFT1819accountsc, item 3 PDF 103 KB
- 004 Appendix1bKGFT1819accountsa, item 3 PDF 216 KB
- 005 Appendix2areportfiveasidepitches, item 3 PDF 7 MB
- 006 Appendix3workinggroupTOR, item 3 PDF 24 KB
Minutes:
Note – due to an administrative issue the report was not intended to include a 10 year maintenance plan or Summer Activities list as set out in the report title but it did include draft terms of reference for a King George’s Fund Trust working group].
Stephen Murray, Head of Arts and Events, presented a report to the Board that provided updates on a number of matters:
Budget
Simon Turner from the Accounts Team was introduced as the officer who prepared the accounts.
Members discussed the report and noted a number of significant concerns including that:
· There should be a Trustees Report as a cover to the budget.
· There was a request for separate audit of the accounts rather than relying on the general audit of the Council accounts. Officers undertook to seek an independent audit of the accounts including indication of the level of assurance from an audit.
· Where the accounts set out income and expenditure a lot was backdated to the previous year so did that mean those previous accounts were wrong especially noting that no accounts were submitted to the Charity Commission that year.
· What comment point was being made in respect of salaries in the accounts?
· How much income was being expected from Network Rail?
· How and why had the savings been achieved on security?
During discussion officers highlighted the need for internal council communication to improve so that the service was aware of changes more quickly in areas such as shop income. They also undertook to discuss with the audit service improvements that should be made to the accounts reporting. Members noted that many of these issues had been raised repeatedly at previous meetings.
Concluding the discussion Members agreed that they were not in a position to agree the accounts at this stage and requested an Extraordinary Meeting be arranged following the 29 January Cabinet meeting. In particular they asked to see a full set of accounts with a trustees report, an auditors opinion and answers to the questions on the financial analysis. It was also stated that an item on the Management Accounts should be a standing item on all future agendas.
Sports Pitches
It was explained that the attached report followed a Member request for an impact assessment on the proposed new sports pitches on Stepney Green. The landscaping report set out two options with details on planting and other mitigation measures. Option 2 was given as the preferred option. This was supported by officers. It was explained that funding for the improvements was from reserve film income and that it was hoped the pitches would generate income and also meet the Council’s priorities to encourage sporting activity.
Members discussed the report. They agreed that Option 2 appeared the best option and it was noted that agreement had been provided at a previous meeting. Members indicated that they wished to see a new report which provided full information on the proposals including the reasons for the proposals and the resource planning for the ... view the full minutes text for item 3
Meeting: 04/12/2019 - King George's Field Charity Board (Item 3.1)
Updates: Budget, 10 Year Maintenance Plan, Summer Activities, Proposed New 5-a-side Astro Pitches at Stepney Green
To follow.
Meeting: 04/09/2019 - King George's Field Charity Board (Item 3)
To follow.
Additional documents:
- Appendix 1a KGFT 1819 accounts, item 3 PDF 234 KB
- Appendix 1b KGFT 1819 accounts, item 3 PDF 179 KB
- Appendix 1c KGFT 1819 accounts, item 3 PDF 103 KB
- Appendix 2 KGFT maintenance 10 year plan Aug 2019v2, item 3 PDF 271 KB
- Appendix 3 Stepney Green Park - 5 a side pitch KGFT, item 3 PDF 187 KB
- Appendix 4 Summer Activity, item 3 PDF 307 KB
Minutes:
The Board received a report that provided updates on: budget, 10 year maintenance plan, proposal for new 5-a-side Astro pitches at Stepney Green and on summer activities. The Chair invited the Board to ask questions and commented on each of the main sections of the report. The discussion can be summarised as follows:
The Board:
1. Final Outturn Budget for 2018-19
· Noted that appendix 1 details the figures for the end of financial year April 2018 to March 2019. With the headline figure being a surplus of £273,399 and whilst it was noted that these figures are subject to change and clarification it was understood that a healthy surplus will have been achieved within this year;
· Noted that these accounts as detailed in appendix 1 have been drafted as per the Charity Commissions Requirements;
· Noted that should the current higher level of trading be sustained then the income would to invest in developing the parks infrastructure;
· Noted that the income regarding rentals and pitch hire was not charitable income and therefore should be shown under a different heading such as “Other Trading”;
· Agreed that there should be a review by an external auditor once the internal audit team has reviewed this draft;
· Noted that there was a need to look at the sources of income such as (i) rentals and (ii) other income;
· Noted that the increased spend on repairs/maintenance shown in the report was due to an unexpected recharge from Facilities Management. Accordingly, the Board agreed that there was a need to ensure a greater overview of such “unannounced costs”;
· Expressed the view that more use could be made of online processes to assist in the management of the Budget as part of the move away from the old style of financial administration;
· Commented that (i) there was a need to identify the alternative funding streams that the King George’s Fields Charity could access; (ii) there was a need for the Councils Resources Directorate support in accessing these funds;
· Noted that with regards to premises and horticultural maintenance there was a need to identify the frequency of work that is to be undertaken and that this correctly budgeted and that the level of reserves are maintained to fund this expenditure;
· Indicated that it wanted to look at the income expenditure for all the constituent elements so that they there can be a proper review of the charities affairs and how the Council has discharged it functions as a trustee;
2. The draft 10 year maintenance plan
· Noted that (i) appendix 2 is a draft of the 10 year maintenance plan for KGFTB lands and infrastructure; and (ii) intention is to keep the reserves in line with inflation so as to have the necessary monies available to undertake the required maintenance;
3. Update for two new 5 a side Astro turf pitches at Stepney Green
· Noted that appendix 3 is an assessment of how the Multi Use Games Area (MUGA) at Stepney Green is currently being used by the public ... view the full minutes text for item 3