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King George's Field Charity Board
Wednesday, 28th October 2026 at 5:30pm

 

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  1. Webcast Finished

Good evening, everyone. Welcome to the meeting.
Unfortunately we have a lot of our members who are running late
for another important meeting, including the mayor.
So we're going to adjourn until six o 'clock.
Is that okay? And we'll start at six. Thank you.
Okay, thank you.
Hello, Richard. Nice to see you.
Good evening, sir. Good evening. Always a pleasure seeing you.
OK, shall we thank you and welcome to our King George Field
charity board meeting. Sorry we had to start adjourned and come back.
We had another very equally important meeting.
So welcome to all our officers and to members and
and people who are there looking online.
Grateful, the usual fire drill of Freeman in the meeting applies.
Any apologies for me, no one?
No problem.
Councillor Sounalimia has got a TRA meeting in the community.
Okay, great. Any declarations of interest on the end of the agenda?
No one? No one.
Okay, thank you. Can we agree the minutes of 19th August 26th?
Is there anything there? You okay? Great. Good.
Okay, we've got a number of officers, Matthews here, Verina is here, and madam?
Yeah, I know, always. We know each other, Caroline.
Thank you.
I'm grateful to you.
We've got our legal eldest, Sahair.
Great.
Good.
Okay.
4 .1, King George Field Trust Finance and Activity Report.
Thank you.
Good evening, Mayor.
Good evening, everybody.
Just to run you through the points of the report, so the trust continues to be in a
positive financial position following recent years of improved financial performance.
The current forecast shows the income broadly matching expenditure during the 26 -27 year,
maintaining a balanced position whilst continuing to invest in the trust assets and services.
Trustees will note that the trust has moved from a cumulative deficit position of approximately
58 ,000 in 23 -24 to a forecast cumulative surplus position of approximately 186 ,000 at the end of 25 -26.
Moving on to the activity updates, the Trust continues to deliver significant community benefits,
including in Quarter 1 of this year over 2 ,000 participants in Stay and Play sessions,
over 1 ,000 people at Whitehorse Adventure Playground and 2 ,000 participants in Holiday activities.
showing really good activity across the trust.
Stepney Green AstroTurf remains one of the Trust's busiest
and most successful facilities.
In quarter one of this year, we had 583 contractual bookings
and around 700 ad hoc bookings.
This is an estimated participation
of over 20 ,000 uses over the quarter.
We've also had strong showings,
bold in terms of corporate volunteering.
with over 15 volunteer sessions delivered with 400 participants over the period.
Moving on to the pavilions, the Trust pavilions continue to perform well,
particularly the Arts pavilion, which remains a popular venue for exhibitions,
weddings and corporate events and private hires.
These activities not only provide valuable cultural and community benefit,
but also to generate important income that supports the work of the Trust.
Moving on to a governance update, I'm pleased to confirm that the Trust 2324 Annual Accounts
and Reports have now been submitted to the Charity Commission, ensuring compliance with
the Trust's statutory obligations.
Last two points here, first of all are noting that Stepney Green AstroTurf, we have put
in a bid to replace the turf that's needed.
It's been 10 years since the AstroTurf has been replaced, so it's just a noting point
for this report that we have put in a bid to the council to replace that.
And coincide with that, we then have the fees and charges for Stepney Green AstroTurf that
we are suggesting a modest uplift between approximately 7 and 9 .5 % to support against
inflationary increases that we incur and that was last put up in 2024.
It's worth noting that we've done some benchmarking and we remain, even after that modest increase,
we would remain a very affordable in comparison to other facilities.
Thank you.
Thank you very much. Any comments from anyone? Members, please.
Thank you Matthew. I can see, obviously, thank you for the submission of the 2324, but can
you just remind us what was the reason of delaying 2425? Because obviously we've missed
the deadline, which is 31st of October.
Absolutely. Yeah, it was just simply with the accounts being audited. We are now in the process of all day in
2425 accounts with the end being done by December and then being fully caught up
But it was just a situation of a delay in auditing of the accounts
And what are we doing to make sure that there's no further delays we're working
Bad on our trustees when you go into the charity website. Yeah, absolutely, correct
So we're working closely with finance at the moment in drafting of the next load of accounts and reports.
A draught has been written for 24 -25.
They're working really hard at the moment on the auditing of that with a deadline,
or an aimed deadline to be submitted by Christmas this year.
Let's come on to that.
For the record, we are very unhappy that the last finance report, there has been a delay.
People get paid to do a job here, okay, and they failed to discharge their duty speedily.
We don't want to see any further delays in financial reporting to the charity commission
and it doesn't reflect good on this council, council's officers and elected members.
It was no fault of members delay happened. It's a fault of, I'm sorry, of somewhere in the system, in the council.
And people need to take responsibility. Not you, not you. I'm not pointing at you.
But whoever it is, the finance team, whatever team it is, they must act and do their job properly.
So you can convey that back to the finance team, the corporate director of resources
and the finance team.
And why isn't Asan here today?
His name is in the paper, Asan Khan, the chief accountant, he should be here.
Why isn't he here?
Do you know?
Do we know?
I'm not sure, mate.
Okay.
So in the future, please, can you just convey, if name is here, the responsible finance team
needs to be here.
Have we got anyone from finance here?
No.
Finance is to be represented.
Can you convey that to the chief executive and the corporate director of finance?
Resources.
But team needs to take responsibility.
We don't want any delays when it comes to financial reporting or accounts being submitted
to the charity commission.
So if the deadline is when?
Sometimes December, is it?
Yeah, so the information I've got back from finance is the aim is by the end of December.
When are we going to get it here?
For the next board meeting, I'll ask the mayor to sign that off in between.
But that's the aim of the day.
Okay, so can you make sure please keep a track of it.
In case there's any slippage, we need to know in advance.
There shouldn't be no slippage, bottom line.
Okay, I'm going to take no, we're going to take no.
No is going to be the answer.
And we're not going to accept any slippage.
Okay, please here.
It's a reputational risk.
We are not willing to take any further.
Thank you.
Any other questions?
Councillor?
Thank you, Mayor.
The proposed changes for the stepney, for example, it says we are increasing it due
to inflation, so around nine pounds, just say for the peak hours.
What are the peak and non -peak hours?
Also, do we measure or do we kind of prioritise for the in -barra residents more and if there's
any data on that as well, like how we're venting, because if there is an increase, is that going
to lead people not booking? I know there's a lot of demand, but there's also a lot of
my users, as you say.
Please.
Yeah, so I would, I'm afraid I would have to come back to you on the peak hours. I believe
Maybe it's five o 'clock, but I would have to come back to you.
In terms of borrow rate, yes, we have a borrow rate, and we obviously prioritise contractual
bookings as well, many of which are borrow resents.
Thank you.
Councillor Minera, then Said.
Thank you.
This is related to the capital delivery programme for Stepney Green, Astroturk group placement.
If approved, the expected procurement and construction timetable doesn't seem to have
approval date or start date and nothing is included in that date.
Correct.
That's simply because it's a noting point that we will apply for funding.
That obviously hasn't been approved by the Council yet or funding sources set.
So it's more of a noting point to coincide with the fees and charges that we'll be doing
that subject to agreement.
Once the funding is received, then a timetable and full works programme will be presented.
Okay, Saeed.
Thank you, Mayor.
My question is on Appendix 1 in terms of the budget and forecast for 2627.
I know we are a charity here and it is not really for income generation, but obviously
we are ending the year and a forecast of 1200 plus, which is good.
But I just want to understand the expenditure we have.
We've got rent of 109 ,000 pound and we've got service professional fees of 130 ,000 pounds.
I know there isn't a detailed breakdown behind all these costs, but these are the biggest ones there.
I could understand salaries and repairs and maintenance.
It seems quite high repairs and maintenance, though, at nearly half a million pounds.
I think as a charity, we want to know what these costs are, especially when it comes to rent.
I would have thought these are the premises are charity owned,
So just want to understand a little bit more around that
Yes, some of these are and some are will have to defer to the property team some are rentals for arches
Which we pay a a rental for as well
But we can present to the board a further breakdown even say the repairs a lot of that is lumped together
And our repairs for different assets be the buildings or the park generally or the astro turf
So we can a future board meeting provide a further breakdown of expenditure
across the trust.
May I think we want to see a breakdown of all these big costs?
If we can have that at the next, before the next meeting please, yeah?
So we can note it at the next meeting. Is that okay? Please, yeah? Or question it.
Okay, thank you. Please.
I wanted to pick up on two things.
The first is around the signing off of accounts.
Neither the accounts or finance comments nor the legal officer comments have referenced
any consequences, including reputational damage within those.
So if legal officers, we don't have accounts here,
but if legal officers can comment on that.
And the second is around,
so we've turned the corner from COVID days
when there was a huge loss, the accounts were in deficit.
So projections now going forward
with lots of capital work's done, refurbishment's done.
We've turned the corner surplus,
how accurate is our forecasting going forward?
That's what I'll pick up on.
Yeah, so whilst that is a forecast figure,
we'll certainly be running into a surplus.
Obviously we've looked a lot at expenditure
and being more prudent across the trust's assets
in terms of spend as well to try and make up that deficit.
Obviously it's a forecasted figure,
but we believe that there's a great deal of accuracy
In that, it will be around them figures.
Thank you.
Can I request Richard, can I be c -c'd in into that memo, the letter you write to finance
It is not due to
any activity on the part of the trust.
It is the external auditor
and the finance team.
Whoever it is, I don't know exactly.
But we want to see that memo.
It doesn't happen again.
Someone needs responsibility.
Go on, Deputy Mayor.
Thank you, Richard.
That is helpful.
If it is the independent auditors
who are not able to do that,
If there is a way of changing the auditors, then we need to...
That's my first point, because they are the ones causing the delay.
That's why I understood.
Secondly, as the chair of the trust, Mr Mayor, just to put it on record,
I think we need to write to them.
Because it's end of the day, it's our reputation as trustees.
If you go onto the charity website, it's all red.
If you could please help us to identify the issues and draught a letter for me, please.
I'd be grateful to say okay.
Please, yeah.
Thank you to keep your eye on that, Mayu.
Thank you.
Okay, good.
Anyone else?
Thank you, Mr. Mayor.
I just have a few points regarding the booking, the occupancy kind of figures for the Arts
and the ecology pavilion.
I recall you said events and bookings is quite strong,
but however I'm looking at the data,
we've got just 56 % in April combined occupancy rate,
and at 29 % in May, again 66 % in June,
which is a total average of 50%.
So I mean, and if you further break it down,
the arts pavilion is not doing bad,
it's doing actually quite well, 96 % in April.
Poor in May, by again 86%.
But if you contrast that with the Ecology Pavilion,
we're looking at 16%, 22 % and 46%.
Is there anything we can do further to kind of promote the Ecology Pavilion,
even if it means offering discounted rates, promotional rates,
for the Ecology Pavilion?
Because at 16%, surely it's just a wasted opportunity probably,
our expenses are...
I'll just turn the mic off.
I know Sam, we've been talking about this, we've had previous discussions.
Can you just tell us how do we promote our assets, the Ecology Pavilion, the Arts Pavilion,
there's Julian and I crown, the fantastic facilities, well placed, and I'm a bit surprised
that take -up isn't far better than what it is.
How do we promote it?
I think we need a promotional strategy from you and the comms team and our colleagues in other services.
I think at the moment Mr Mayor we used to have its venues website but there is a piece of work going on that you requested.
So Sarah has been working collectively with other departments and services on trying to look at that offer and how we get it out there and market it better.
So there is a piece of work ongoing and there will be a paper coming to you on that.
Can I ask a question, please? Can you also talk to the Mayor's office,
you very in particular, who may have suggestions how to promote it to in every other communities,
please, yes? Because it's a gem and I'm surprised we're
not getting more use out of it. So if you can, when do you expect us to get
this paper? I think the paper's being done in two or
three parts because there's quite a big piece of work to be done.
So you should get something very shortly as part one. Mr. Mayor. Okay, can you do this favour?
Can you bring this paper to the Miss advisory board, please? Yeah, well first instance. Yeah. Yeah all of us can import
Got the doctor comes there and if you come and we can all make a contribution to improve that paper
Okay. Yeah, okay
Okay. Thank you. Thanks for that anything else on that paper
If not, are we okay to push it forward?
Yeah, it's okay. Thank you. Okay. Can we go to the next one 4 .2?
I said an exact pink paper to it. So don't refer to a pink paper, please
My request the papers very good sets out quite
Well the position where we're in
over to you, sir
Okay, mr. Mayor so I'll go through these one at a time we've got ten and a which is sugar cube
As you know there was an issue with regards to
Rent that was owed from that property and we have now taken possession of that property
They were served with a notice generally
We need to leave it for six months before we can market it
But the tenant has made it clear that they can't afford the rent
So we intend to market that property fairly soon and we will be bringing you a market impact on that. Mr
Mayor before it goes out
Okay.
So we have to wait for the market?
Normally we do that standard practise but the tenant has already confirmed to us that
they can't afford to pay that backdated rent so it means we can market it sooner so we
are preparing a pack.
Just one more question please.
Yep we're doing that now.
You're repeating the single minute.
Please.
Yep and I'll.
You said that they have to pass the market here.
Yep.
Can you do that soon as possible?
Absolutely I'll get that pack and I'll get it across to you Mr Mayor.
Are we in the private confidential space now?
Because we're discussing.
Have we stopped the webcast?
Can I ask a question?
We can.
I was looking at the virtual money, but I was saying that we can go.
The open paper is there.
If you want to ask anything regarding that much detail, let's go to the private session
and come back to the webcast.
Just adjourning and we're coming back again on the public session.
Is that okay?
We're back on again.
Thank you very much for the record.
So we're discussing 4 .2.
Thank you for the paper.
Sets out all the scenarios, the position with all the tenants quite clearly.
Can we just note the recommendations please?
Noted.
Thank you, Joanne.
No other business?
No.
So can we thank you?
Thank you for coming, thank you for the meeting.
Webcast Finished - 0:21:55
Until next time. Close the meeting.