The King George's Field Charity Board met on Wednesday 29 May 2024 to discuss the charity's financial position, governance, and future fee structures. Key decisions included approving an increase in fees for bookable assets and deferring decisions on specific park improvement projects pending further information.

King George's Field Trust Update

The Board received an update on the King George's Field Trust's financial position and governance. The 2021-22 audited accounts have been submitted to the Charity Commission, with the 2022-23 accounts nearing completion and expected to be considered at an extraordinary meeting. A deficit was noted for the 2023-24 financial year, attributed to backdated rent payments and increased repairs and maintenance costs. A plan is in development to reduce this deficit, with strategies including increased fees and charges, and enhanced income generation from bookings. The impact of COVID-19 on income generation was discussed, with an estimated £150,000 loss. Efforts are underway to rebuild bookings, with the Stephanie Green Astroturf performing better than forecast.

Concerns were raised about the evidence base for installing CCTV at Wellington Green, with a commitment made to provide further information on incident data. The Board also discussed the process for gathering and acting on client feedback, noting the use of resident surveys, consultations for improvement works, the Milan collaborative, and formal complaint channels.

Regarding staffing costs at Stepping Green Astroturf, a wider review of Astroturf facilities across the borough is planned to identify efficiencies. The report also detailed income from donations and license fees, with a suggestion to provide clearer breakdowns of income sources in future reports.

Fields in Trust Grant Funding and Park Improvements

The Board considered proposals for grant funding from Fields in Trust. A £20,000 allocation for practice cricket nets at the park is subject to securing match funding from the English Cricket Board and Middlesex Cricket Board.

Several proposed improvements at Stepping Green Park were discussed:

• Pedestrian Entrance and Spectator Covered Area: A proposal for £10,000 for improvements was rejected, with the view that the existing facilities are in good condition.
• Building Security: A request for £8,500 to improve building security was also rejected, with the assessment that the building is in good condition.
• Accessibility Improvements: A further £8,500 for accessibility improvements was rejected, with the consensus that current access is adequate.
• Kiosk: A proposal for a kiosk to generate income was approved in principle, with a budget of £20,000, subject to a proper tendering process and review of capital costs.
• Play Equipment: A decision on play equipment was postponed, with a request for a report detailing options for play zones in other suitable locations across the estate.
• CCTV at Wellington Green: This was deferred pending further information on the need for CCTV, as requested by Councillor Abu Talha Chowdhury.
• Upgrades to Artificial Pitches at Milan Park: The need for upgrades was acknowledged. The condition of the stadium and grass football pitch at Milan Park was highlighted as a concern, with a commitment to explore options for refurbishment and potential funding. The Board noted that any decisions regarding Fields in Trust funding require approval from Fields in Trust.

Fees and Charges Review

The Board reviewed and approved proposed increases to fees and charges for bookable charitable assets, to be implemented from June 2024. This includes an 11.4% increase for the Arts and Ecology Pavilion and Stepping Green Park Astroturf. A new corporate rate offering a 20% reduction on standard rates for weekday, non-peak bookings was also approved. This initiative aims to increase income by encouraging bookings from local charities, not-for-profit organisations, and corporate entities for conferences and events.

Discussions also covered the potential for an online booking and payment system, which is under review as part of a wider commercialisation strategy for council assets. The Board expressed a desire to see a marketing and commercialisation strategy for the Arts and Ecology Pavilion to address concerns that these facilities may be underused. A meeting with local media representatives and council officers is to be arranged to explore promotional opportunities.

Governance Update

Richard Ward provided an update on the Trust's title deeds, noting that over 600 deeds have been reviewed and submitted to the Land Registry. Due to a backlog at the Land Registry, confirmation of correct registration is expected to take some time.

Terms of Reference

The Board confirmed the terms of reference for the King George's Field Charity Trust Board, with a minor amendment to the name of a lead member.