## Grapevine Project Charity No: 1099746 **Trustees’ Annual Report & Statement of Financial Activity for the Year End 30[th] September 2024** ## **Trustees** N Clay M Whitlock S Mcgill L Brooks H Wright ## **Grapevine Project** ## Trustees’ Annual Report ## & Statement of Financial Activity for the Year End 30[th] September 2024 ## **Contents** ||**Contents**|**Contents**| |---|---|---| |**1.**|**Introduction ...................................................................................................... 3**|| ||1.1|Mission Statement .................................................................................................3| ||1.2|Overview (Executive Summary) .........................................................................3| |**2.**|**Activities & Achievements ............................................................................. 3**|| ||2.1|Outputs & Outcomes ..............................................................................................3| ||2.2|The Roles & Contributions of Volunteers .........................................................3| ||2.3|How the Public Have Benefitted ........................................................................4| |**3.**|**Financial Review .............................................................................................. 4**|| ||3.1|Financial Position .....................................................................................................4| ||3.2|Details of Any Funds Materially in Deficit ........................................................4| ||3.3|Policy on Reserves ..................................................................................................4| ||3.4|Principal Sources of Funding ...............................................................................4| ||3.5|Description of the Principal Risks Facing the Charity ..................................4| ||3.6|Remuneration of Trustees ....................................................................................4| |**4.**|**Reference and Administration Details ........................................................ 5**|| ||4.1|Charity Name & Registration ...............................................................................5| ||4.2|Charity’s Principal Address ..................................................................................5| ||4.3|Names of the Trustees Who Manage the Charity .........................................5| ||4.4|Names of Advisors & Senior Members of Staff .............................................5| |**5.**|**Structure, Governance & Management....................................................... 6**|| ||5.1|Type of Governing Document .............................................................................6| ||5.2|Charitable Objects ...................................................................................................6| ||5.3|Statutory Declaration .............................................................................................6| ||5.4|Trustee Selection Methods ...................................................................................6| _Grapevine Project: Trustees’ Annual Report & Financial Statements_ _Page 2 of 17_ **Grapevine Project** ## Trustees’ Annual Report ## & Statement of Financial Activity for the Year End 30[th] September 2024 ## **1. Introduction** ## **1.1 Mission Statement** Grapevine Wellbeing Centre is an independent charity supporting adults within our community to improve and maintain their own mental health. We do this through bringing people together, promoting creativity and embracing the natural environment as tools to move people forward. ## **1.2 Overview (Executive Summary)** The Grapevine Project was established in 2003 and after 19 years and one global pandemic, we outgrew our first building. In January 2022 the Grapevine Wellbeing centre moved into a centrally located, fully accessible Centre. We are now able to offer support to anyone who comes through our doors looking for help with their mental health. We are the only free mental health support service in Buxton with an open-door policy, ensuring immediate help without the wait of weeks on a waiting list. A recent comment from one of our members sums up why we are here and will always strive to help those in need. _“At Grapevine, I feel like I can be me, I don’t have to be anyone else, and there are not many places where that is possible.”_ ## **2. Activities & Achievements** ## **2.1 Outputs & Outcomes** - Grapevine turned 20 years old. We registered as a charity on 30[th] September 2003. We celebrated our members, our stakeholders, and our community. It was a time to reflect on how proud we are of our achievements as a charity. - The number of unique individuals using the Centre has increased by 2.7 times since 2022. - Grapevine successfully launched two further strands of the charity, ‘Evening and Weekend Grapevine’ and ‘Community Grapevine’, allowing people from other sections of our local community to access the Centre. Both have proved highly successful. ## **2.2 The Roles & Contributions of Volunteers** Our volunteers continue to be an invaluable support to the charity, both with their time volunteering in the Centre with our members, and also in providing advice and guidance. _Grapevine Project: Trustees’ Annual Report & Financial Statements_ _Page 3 of 17_ ## **2.3 How the Public Have Benefitted** With our two new strands to Grapevine, we are now able to support those people in work through our extended opening times, offering an opportunity to unwind from a busy week and relax through a range of activities offered on a Wednesday evening and Saturday. The wider community has also benefited from our ‘Community Grapevine’, which features a range of expert talks in the evenings on various aspects of mental health and issues that can affect it. The charity has welcomed local professionals, members of the local community and members to these talks. The feedback has been overwhelmingly positive. ## **3. Financial Review** ## **3.1 Financial Position** The charity has continued to benefit from National Lottery funding through their Community Fund. While this remains the charity’s main income, other income was sourced this year through donations and fundraising. These are both increasing from the drop after COVID19. Other smaller grants were awarded to us, including the Warm and Welcoming Space Grant from the council. A copy of the charity’s fundraising policy can be found in Appendix 1 ## **3.2 Details of Any Funds Materially in Deficit** The Charity has no funds which are materially in deficit. ## **3.3 Policy on Reserves** The charity has continued to build back up its reserves after they were partially used in 2022. This is going well, and the charity is in a much better position than this time last year. ## **3.4 Principal Sources of Funding** Full accounts can be found in Appendix 2 ## **3.5 Description of the Principal Risks Facing the Charity** - Uncertainty of funding causes concern; funding applications take a great deal of time, which in turn impacts the amount we are able to deliver - Challenges of unexpected issues arising in society (e.g. virus concerns, recent heatwave, perception of others about hygiene) - Rising utility costs will increase the percentage of any grant to be spent on heating next winter - Staff burnout due to a small team and the high-pressure environment ## **3.6 Remuneration of Trustees** All Trustees act in a voluntary capacity and receive no remuneration or other material benefits from their services to the Charity. _Grapevine Project: Trustees’ Annual Report & Financial Statements_ _Page 4 of 17_ Out-of-pocket expenses necessarily and reasonably incurred by Trustees in promoting the purposes of the Charity are reimbursed at cost. ## **4. Reference and Administration Details** ## **4.1 Charity Name & Registration** **Name of the Charity:** Grapevine Project Charity No: 1099746 ## **4.2 Charity’s Principal Address** Grapevine Wellbeing Centre 2B, 11-13 Eagle Parade, Buxton, Derbyshire, SK17 6EQ **e-mail:** welcome@grapevinebuxton.com **website:** www.grapevinebuxton.com ## **4.3 Names of the Trustees Who Manage the Charity** Our current Trustees are N Clay M Whitlock S Mcgill (chair) L Brooks H Wright With the following changes during this period. M Whitlock - appointed 30th August 2024 M S Barker - resigned 11th October 2023 M Clayton - resigned 5th February 2024 F E Sussex - resigned 8th January 2024 L Brooks - appointed 15th January 2024 J Clayton - resigned 6th February 2024 H Wright - appointed 30th August 2024 ## **4.4 Names of Advisors & Senior Members of Staff** Ana Mankiewicz – Charity Manager _Grapevine Project: Trustees’ Annual Report & Financial Statements_ _Page 5 of 17_ ## **5. Structure, Governance & Management** ## **5.1 Type of Governing Document** Constitution. ## **5.2 Charitable Objects** The relief and respect to persons in Buxton and the High Peak who are experiencing or have experienced mental health considerations through the provision of information, advice, one-to-one and group support and the operation of a Drop-In Centre in an effort to build self-esteem, independence and a sense of well-being. ## **5.3 Statutory Declaration** We, the Trustees, confirm that we have paid due regard to the guidance issued by the Charity Commission on public benefit in deciding what activities the charity should undertake. ## **5.4 Trustee Selection Methods** There must be at least three charity trustees. In accordance with the Constitution, Trustees are appointed or re-appointed for a term of three years by a resolution passed at a properly convened meeting of the charity trustees. In appointing Trustees due consideration is given to ensuring that the Trustees have, between them, the skills and experience necessary to manage the charity effectively and in accordance with charity law. _Grapevine Project: Trustees’ Annual Report & Financial Statements_ _Page 6 of 17_ Appendix 1 ## **Fundraising Policy** ## 1. Introduction 1.1 Our fundraising promise to the general public and our existing supporters is that our fundraising, in all its forms, is legal, open, honest and respectful. 1.2 We will be honest about how donations are used, open about the methods we use to raise funds and who we work with, respectful to the wishes, preferences, personal information and circumstances of the people we interact with and we will take all steps necessary to comply with the law and sector fundraising practice standards. - 1.2.1 Nobody directly or indirectly employed by or volunteering for Grapevine Project shall accept commissions or bonuses for fundraising activities, - 1.2.2 No general solicitations shall be undertaken by telephone or door-to-door to the public. - 1.2.3 We will treat donors fairly. We will not discriminate against any group or individual. ## 2. Legal requirements 2.1 This policy takes into account the following legal requirements and regulatory codes, standards and guidance: - Charities Act 2006 Fundraising Policy 4 Version 1: Aug 2018 - Charities Act 1992 - General Data Protection Regulation (GDPR). - Safeguarding Vulnerable Groups Act 2006 - Equality Act 2010 - Mental Capacity Act 2005 3. What are the fundraising activities covered by this policy? 3.1 Charitable Funds consist of but are not exclusively limited to: - Money left in a legacy for the benefit of Grapevine Project - Money which has been raised through fundraising events - Money which has been donated as a result of a fundraising appeal - Corporate sponsorship - Pledges (for example Fixed Crowdfunding) ## 4. Fundraising by Staff 4.1 Participation in fundraising activities (for the purposes of this policy, meaning specifically participating in or completing the activity) by staff is voluntary and should not be imposed on individuals. The existing charity insurance arrangement covers staff for certain ‘low risk’ fundraising activities. ## 5. Acceptable fundraising activities 5.1 Before fundraising activity can be initiated approval must be sought from the board of Trustees. 5.2 All fundraising by means of lotteries, e.g. raffles, etc. must comply with the required licensing arrangements. 5.3 All fundraising publicity must state quite clearly how the fundraising will benefit Grapevine Project and where further information of Grapevine Project can be accessed. _Grapevine Project: Trustees’ Annual Report & Financial Statements_ _Page 7 of 17_ ## 6. Donations or gifts 6.1 Grapevine Project, in deciding whether to accept or decline a donation or gift will consider the charity's best overall interest and will not accept donations from donors whose activities appear to be in direct conflict with our charitable aims and objectives. 6.2 Grapevine Project will not work with companies or individuals who participate in activities which: - could cause detriment to the charity’s reputation - will disproportionately decrease the amount of donations to further the work of the charity - undermine our vision and values - are associated with unsuitable products, corporate or individual e.g. arms dealings, tobacco etc. - are from unknown sources of funding - potentially harm our relationships with other donors, service users, stakeholders or volunteers - expose us to undue adverse publicity or reputational risk ## 6.3 Donation or Gift processing • All donations or gifts must be reported to the board of Trustees at the earliest possible opportunity. A receipt of donation should also be completed with the donors details, including their full name, contact details, and address - On receipt, all donations should be inputted on to SAGE and marked as Donation. 6.4 Gifts in memoriam - donations or gifts to honour, in will be received by the Chair of Trustees. 6.5 Fundraising Collections 6.5.1 Grapevine Project will ensure that all fundraising collection is carried out sensitively to protect the organisation’s reputation in the mind of the public 6.5.2 Grapevine Project will ensure that adequate permission for a static collection is obtained, and can evidence this sufficiently where required; and that all collectors can be clearly identified. 6.6 Handling of Cash Donations – Grapevine Project will adhere to the following good practice when handling cash donations resulting from face-to-face activities: 6.6.1 Cash must be collected, counted and recorded by two unrelated individuals and counted in a secure environment, wherever possible. (Collection boxes must only be examined and opened by two unrelated individuals) 6.6.2 Unsecured cash must never be left unattended or in an unattended environment 6.6.3 Cash must be banked as soon as is practicable 6.6.4 Cash not banked immediately must be placed in a secure location. ## 7. Reports to sponsors 7.1 It is the responsibility of the Project coordinator to compile official reports on appeal donations/grants if requested by outside agencies or individual donors. ## 8. Complaints 8.1 Grapevine Project will respond to all complaints from sponsors and members of the public in a timely, respectful, open and honest way. _Grapevine Project: Trustees’ Annual Report & Financial Statements_ _Page 8 of 17_ ## **Fundraising Strategy** ## **Mission Statement** _**Grapevine Wellbeing Centre is an independent charity supporting adults within our community to improve and maintain their own mental health. We do this through bringing people together, promoting creativity and embracing the natural environment as tools to move people forward.**_ ## **Financial overview:** To effectively carry out our mission statement, the Grapevine explores various funding streams to secure the necessary finances. Our main income comes from both large and small bids. At present the large bids cover the centre, staff and general running costs as well as expenses from our core activities. The smaller bids cover any bespoke projects that we feel will benefit an immediate need raised in the community. We also direct-fundraise, which helps build our unrestricted funds and supports bespoke projects that address immediate community needs. In the last two years, our direct fundraising, like many other charities, has been severely curtailed through the Covid pandemic and the lockdowns that occurred as a result. ## **Target** In order to provide more financial stability for the charity, it is necessary to increase the amount of unrestricted funds. To this end, the trustees have set out the following targets for the next 2 years. These will be achieved by the introduction of a Fundraising subcommittee, comprising of both members, staff, and trustees. |Year 1|£1,338 1% of total estimated expenditure| |---|---| |Year 2|£2,714 2% of total estimated expenditure| _Grapevine Project: Trustees’ Annual Report & Financial Statements_ _Page 9 of 17_ Appendix 2 wn Fin for the Year Ended 30th Se ember 2024 Page ComF0ny Information Report of the Directors Income Ststement Balance Sheet Note5 to the Fnanllal Statement5 Charte￿d kctyJntants' Report Detslled Income and Expenditwe ￿cOUnt Grupevine Project.. frustees'Annuul Report & Finunciul Stutement5 Pageloof 17 om an Infomialion DIRECTORS: Miss N Clay M Whitlodt Mr5 S M￿111 M5 L Brook5 MsHWright REGWERED OFFICE: 2b Ll-13 Eazle Parade Buxton SK17 6EQ REGSTERED NUMBEII: 08CIIBOIg (En￿3￿￿ and Wal251 ACCOUNTANTS: Layton5 Chartered Accountants 6 M3rKhe5ter Road 8uxton Oertyshlre SK17 656 GropevNne Project.- Trustees'Annuul Report & FNntJnciul Stutement5 Pagell of17 wn Pr rEn The ditertor5 pfE5enttheir teport with thelinaniial 5tstementsoI thE companyfortheyear ended 30th septem1￿r 2024. PRINCIPAL AcfiMTY The principal actiwty of the company in the wr und2r rv41ew wa5 that of a drop In centre for thc6e ¥Jith mental health consideratyons. The Gr3pevine Wellbeing Centre 15 a mEntal hEalth ch4rity. We are rEgi5tered with the Chatity con￿15510n.' our Charity Number 15.. I(￿974£ and ourcompany NumbEr 15.. 08008019 OIRECTORS Miss N Clay has held office during ihe whole of the Feriodfrom 151 Qtober 1023 to the dateof this report. Otherihange5 indirectors holdins Offi￿ are as fdlow5'. M Whitlotk- appointed &)th August 2024 M S BarkEr- re5ignEd Ilth OEtobEr 2023 M Cltyton- ￿SIgned5th Febr￿ary 2024 Ms F E Sussex- re51gned 8th january 2024 M5 L Brooks- appointed 15th January 2024 M5 1 Clayron- re51gned 6th February2024 M5 H Wright- a￿OintEd 3(th August 2024 Thi5 rryort ha5 bEenprEpated in attordance with the pravi5ion50t Part IS of thE CompaniE5Act ￿06 rdatinEtu small ionvanie ON BEMAIFOF THE BOARD: MISS N Clay- DlrEttor 3LkhJune2025 Grupevine Project.. frustees'Annuul Report & Finunciul Stutement5 Page12of 17 Incorne Statement 30.9.24 3tt9.23 TVRNOVER 139,717 138,740 Castof 5ale5 4.689 1.501 GROSSSURPWS 135,028 137,139 Admini5trativeexpense5 123.592 87,865 11,436 49,374 otheropErating income OPERAMF4G SURPLUS and SVRPLUS IEFORETAXATKJN 11,436 ,172 Taxon Surplus SVRPLUS FOR THE FINA￿lAL YEAR 11.436 .172 GropevNne Project.- Trustees'Annuul Report & FNntJnciul Stutement5 Page13of17 ra ¥1￿ Pr Ltd Re ed nurn .. 08CQ801 30th Se ember 2024 30.9.24 3Q9.23 No￿$ CIMAEMT ASSEf5 Cash at t4nk and In hand 7Z,631 6Q951 Cp￿￿R5 Amourts fal&reduewlthln oneTr*ar 1,286 1.041 rcuRREMtASSE75 71,346 59.910 TOTALA$5EfsLESSCiIRREMf U•OlLrnfS 71.346 59.910 RESERVES InCOff￿ and e4pEnd￿Lu￿ ai£oLnt 71,346 59.910 71.346 59.9LQ The Jr￿¢ that the 4ttountif% r*ori¥ whKh