Bewholme Recreation Association | Bewholme Parish Council

Annual Report

18^th July 2023 to 9^th July 2024

Charity Name	Bewholme Recreation Association
Type of Charity	Un – incorporated Charitable Trust
Governing Document	Deed of Trust dated 10^th November 2006
Charity Registration	Not required – Income is less than £5,000

Trustees	Office	Method of Appointment
Sue Duke	Chair/Bank signatory.	Elected
Sally Hammond	Vice- Chairperson	Elected
Tom Elliott	Bank signatory	Elected
Lesley Butler	Minute Keeper	Elected
Andy Duke	N/A	Elected
Vacant	Parish Council Representative	Appointed
Rev David Messer	N/A	Co-opted
Vacant	N/A	Co-opted
Additional Officers
Vacant	Secretary	Committee appointment
Caroline Elliott	Treasurer	Committee appointment
All Trustees and Officers gave their time voluntarily and received no remuneration or benefits often going over and above what is expected making donations and volunteering outside meetings. All served for the full year.

The Purpose of our Charity – is to manage a playing field (and if constructed a village hall). The Field has been provided by The Charity for the people of the Parish of Bewholme which includes Nunkeeling and Dunnington. It is intended for recreational and leisure activities to promote social welfare with the object of improving the conditions of life for the people who live in the parish in accordance with principals of equality. There is also a Land Covenant that restricts the use of the land to ‘public open space. ‘

The Village Field has remained open to the Public all year and has been used by local children & young people, visitors, picnickers and joggers. We have organised recreational events in the Field and Church which have been free entry and attended by people of all ages and accessed by people with disabilities.

Our largest event was a Dog Show and Craft Fair that was attended by over 220 people and showcased the crafts local people have produced. It was an enjoyable event for dog owners and provided an opportunity for neighbours to meet who have not seen each other for years.

This meets the Public Benefit Requirement of a Charity.

The Main Tasks of the Charity

1.Maintaining the Village Field

We started with the ‘Bewholme Blitz’ where we sorted out the shed and managed to find enough parts to put one Marquee together.

The next challenge was to cut a very overgrown Hedge. This was completed at no cost to the charity thanks to Tom Elliott of Elliott Eggs. The Elliotts also generously donated new football posts and nets, kindly installed them, rolled the pitch and pressure washed the gates.

Flooding was a problem during the winter. We resorted to pumping some of the water out and Yorkshire Water unblocked a drain which helped, but part of the field was still regularly flooded.

Grass cutting by the contractor, though vital, has never been frequent enough to avoid occasional accumulation of mulch. Due to higher than normal temperatures last the winter, the grass continued to grow and the excessive rain meant the field was waterlogged. Fortunately Mr & Mrs Proctor made a timely donation of one ride on and one push along mower. After some repairs, we were able to cut the grass when the contractor was getting stuck with larger equipment. Additional cuts have stopped mulch accumulating.

A Welcome sign was purchased from Yorkshire Made. This was funded by Lisa Bettison ( Parish Counsellor) from proceeds made by her book ‘The Bewholme Scrap Book.

Trustees and Volunteers have worked together to repair the shed, maintain picnic tables and fences and make regular safety inspections. Thanks to a donation of wood chip a small seating area has been made near the gate.

Use of the Village Field has increased following the improvements and the better weather. We are pleased to report that there has been no vandalism over the past year, no serious incidents were reported and there has been very little litter to pick up.

Safety has been improved by the placement of warning signs for the pond and ditch and filling in the gaps of the fencing around the pond and ditch.

2. Insurance – Public Liability Insurance continues to be purchased from Zurich Insurance Ltd. We have also purchased additional insurance to cover Trustees as advised in the Deed of Trust. Hopefully , this will encourage people to volunteer as Trustee’s in future. It should be noted that no property is insured. We are now covered for a group of volunteers to use the ride on mower once a robust risk assessment is in place.

3. Banking – We continue to bank with Lloyds and the signatories have been transferred to the new committee.

4. Fund Raising & Recreational Events, – Our First Event was ‘Fun in the Field’. It took place on the hottest day of the year. Although those who volunteered in the Morning for the ‘Bewholme Blitz’ stayed on, no one felt like running around. Our Christmas Light Switch on and songs in the Church was attended by about 80 people. We owe special thanks to Santa and his elves who provided sweets, put up lights and prepared the refreshments. The Fun Dog Show and Craft Fair raised over £1,100, There were 10 craft stalls. We are very grateful to local businesses who sponsored us, all the volunteers who helped out, everyone who donated tombola prizes and everyone who attended and made it a wonderful day.

Volunteering – Over 30 people have volunteered during the year. From baking cakes to putting up Marquees. N. Alyott has done a fantastic job setting up email, Facebook and Instagram and organising the Craft Show. Lesley Butler on behind the scenes. A lot of money has been saved because people have lent equipment like the large Marquee, donated their professional services like hedge cutting or made donations of things like fuel and printing. We are very grateful for all the support.

Partnership

St John the Baptist Church – The Parochial Council has been very supportive by allowing us to use the Church for meetings and events without any charge. Thanks are due to the Rev David Mellor for leading Christmas songs and we are also grateful for the tombola prizes donated by those attending the coffee mornings and Craft Sessions. A joint Quiz night also successfully raised funds for both organisations and filled the church.

The Newsletter – We have made regular contributions to the ‘Newletter’ which is Published by St Augustine’s Church Skirlaugh as a service to the community.

Parish Council – The Parish Council has continued to pay for grass cutting which is arranged by East Riding Council who sort out bids for a contractor. This is a very important contribution to the maintenance of the football field and parkland. The Parish Council has also successfully applied for Grants . A Lectern with information about the history of the Village has been sited outside the entrance to the Village Field, and a Commemorative Bench has been purchased which is to be sited in the Village Field. The Parish Council have not yet appointed a trustee, but Parish Counsellors have made significant contributions by volunteering and making personal donations. Trustees have regularly reported to Parish Council Meetings. A page on the Parish Council website is also available to the Bewholme Recreation Association.

Future

Ongoing maintenance will always be required. Decisions need to be made about the area around the pond and ditch with a view to future use and sustainability in relation to flooding, maintenance and bio diversity.

Options to apply for grants £2,000 SSE and possibly £5,000 from ERYC need to be discussed which could develop the use of the field or aid maintenance.

Reserve – The main risks are being unable to fundraise for some unforeseen reason or an unforeseen expense such as tree felling. There are currently sufficient funds to cover these eventualities.

Appendix 1

Dog Show Sponsors

Garth Veterinary Group

Manor Farm Fields

Tesco Hornsea

Warley Cross Kennels and Cattery

Mole Country Stores

Mr Moos

Molescroft Farms Ltd

Hornsea Hub

Rojac

MD Photography, South Cave

Robinsons Builders Merchants Ltd

BEWHOLME RECREATION ASSOCIATION

ANNUAL GENERAL MEETING

Minutes of a meeting of the management committee held on Tuesday the 9^th July 2024 at St John the Baptist, Bewholme

PRESENT:

Trustees	Present	Not present	Person Chairing Meeting
L. Butler	x
A. Duke	x
S. Duke (Chairperson)	x		x
T. Elliott		x
S. Hammond	x
Revd. D. Messer		x

RESIDENTS & OTHERS IN ATTENDANCE

Caroline Elliott (Treasurer) B. Aylott, C. Aylott N. Aylott

APOLOGIES

T. Elliott (Trustee), Revd. D. Messer

DECLARATION OF INTERESTS – None Declared

MINUTES OF LAST MEETING – Unanimously approved

MATTERS ARISING – Bank Signatories changed to current Trustees S Duke & T. Elliott. A third signatory – S Hammond and online banking is still to be progressed.

ANNUAL REPORT – Unanimously accepted

TREASURER’S REPORT – Unanimously accepted

APPOINTMENT OF TRUSTEES & OFFICERS
1. Elected Trustees (5) – A. Duke, S. Duke, L. Butler S. Hammond, & T. Elliott were unanimously re – elected.
2. Co-opted Trustees (2) It was agreed that the Revd D. Messer would be approached to confirm he wants to continue as a co-opted Trustee and it was also agreed to approach a volunteer.
3. Parish Council Appointed Trustee remains vacant.
4. Officers agreed unanimously as follows: S. Duke – Chairperson, L Butler – Secretary, C. Elliott – Treasurer,
5. New Voluntary Roles appointed – A Duke – Field Manager, N. Aylott – Social Media Manager

PETTY CASH – It was unanimously agreed to have a petty cash fund at the discretion of the Treasurer.

RESERVE – A reserve of £1,000 was agreed.

FUTURE MAINTENANCE – T. Elliott to be approached to cut hedge in autumn. Agreed to colour tables and try to involve more volunteers in painting. Debris and vegetation around drainage pond to start to be cleared avoiding making it more attractive to children. Tree survey to be completed.

FUTURE PLANS –

11.1 To site an appropriately clad storage container in the field depending on cost and planning requirements

11.2 To site a D Day Grant bench in the field near the Christmas Tree with a small garden around it.

11.3 To promote bio-diversity by siting bee hotels & bird boxes etc.

11.4 To develop a Swop shed for plants, seeds, books etc.

11.5 To investigate the funding and siting of a play area with swings.

POLICIES & PROCEDURES – To develop equal opportunities policy in the context of provision for the Bewholme Parish and other relevant policies and procedures.

ANY OTHER BUSINESS

Banking continues with Lloyds. S. Duke & T. Elliott are bank signatories.
On line banking is still to be arranged as is a 3^rd signatory S. Hammond. Public Liability and Trustees Insurance in place with Zurich.
To resurrect the gardening group which will become a part of Bewholme Recreation Association.
To purchase tables for events
To attempt to make up a second marquee by purchasing /repairing parts.
We would like to continue having joint quiz nights with the Church the next possibly being in the Autumn, but previous to this we intend to arrange a summer quiz in the marquee 23^rd August 7pm provided toilets and tables if available from the church sharing proceeds as appropriate.

DATE OF NEXT AGM: To be arranged JULY 2025

NEXT ORDINARY MEETING: 29^th October 2024

Meeting Closed 9.15pm