2023-02-28-accounts - Horseman's Green Community Group

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

Trustees’ Annual Report for the period

From 01/03/22 Period start date To 28/02/23 Period end date

Charity name: Horseman’s green Community Group

Charity registration number:1165691

Objectives and Activities

	SORP reference
Summary of the purposes of the charity as set out in its governing document	Para 1.17	To provide a community hall within the hamlet for the use of residents of Horseman’s Green in Wrexham County Borough, and those residents in its surrounding area To secure the establishment, maintenance and management of a community building and equipment in the furtherance of these objectives
Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts.	Para 1.17 and 1.19	The Trustees strongly believe that the community needs a Community Hall on which to build the cohesion of the community and engender a sense of belonging amongst residents. HGCG purchased the building, originally a Scout Hut with a grant from the National Lottery in 2018 Events and activities are arranged in the hall for the residents of HG and its wider community. In order to be all inclusive some of these events and activities are free of charge. Several local Activity/Interest groups exist and have expanded in number over the year. All are managed by local volunteers. We have 10 such groups now. They include: exercise classes, creative and artistic classes, choir, gardening and a book club. We also host the Mobile Library Service every 3 weeks
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public	Para 1.18	The Trustees ensure they work to the guidance issued by the Charity Commission To guide Trustees in exercising their

benefit		duty of care the following policy statements have been adopted: Health & Safety & Risk Assessment; Safeguarding; Equal Opportunities; Volunteering: Trustee Terms of Reference; Management Team Roles & Terms of Reference; Handling Cash & Donations; Acceptance & Refusal of cash & Donations; Accountancy & Transparency Guidance; Data Protection Policy & Procedure; Hall Hiring Agreement; Covid Risk Assessment; Covid Hall Hiring Agreement and Reserves Restricted & Unrestricted Accounts. All policies are reviewed annually or as agreed by Trustees

Additional information (optional) You may choose to include further statements where relevant about:

	SORP reference
Policy on grant making	Para 1.38	N/A
Policy on social investment including program related investment	Para 1.38	N/A
Contribution made by volunteers	Para 1.38	The Trustees Team (5) and the Management Team (4 plus trustees) are all volunteers. Strengths and skills of HG residents are identified. Residents are then encouraged to take an active role in supporting their community group. HG Community Hall is run and managed entirely by volunteers: Caretaking & maintenance; Cleaning rota; Activity/Interest Groups are all initiated and run by volunteers; Marketing Team – HG and area bi-monthly Newsletter; event photos, Facebook postings, Newspaper reports, & HG Community Website All events and activities are well supported by residents of HG and the wider community
Other		The Working Group has continued to meet in its bid to review how the hall can be preserved for future generations of residents in HG. They commissioned a Structural survey in Sept 2022. Following on from discussions with

Wrexham Planning Dept a decision was made to submit a Pre Planning application to assess if there were any major obstacles to a new build hall on the current site.

Achievements and Performance

	SORP reference
Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole.	Para 1.20	The Activity/Interest Groups have continued to thrive and expand their numbers. To encourage new groups we offer the first 6 sessions at a reduced hall hire fee. Special consideration is also given to Activity groups deemed valuable for social reasons but which might be unable to meet the hall hire fees. New Activity Groups include a Seniors Exercise Class – thanks to a TNL grant; Art classes, Book Club, Ladies Night and Chatter and Craft Charity work – supporting Royal British Legion, Ukraine Fund and NE Wales Search & Rescue Monthly socials have continued to be held with Bingo, Quiz Nights, a Drama Production, regular Coffee Mornings, Pop up Pub Nights, an Apple Fest, Performance by the Green Singers Activity Group and Christmas celebrations For families and young children we held a Halloween Party, Beetle Drive, Jubilee Celebrations, , Christmas Tree lights and Community Carols Socials ranged in price from free events to £7.50 pp. Fees are kept deliberately low to ensure they are inclusive. For the same reason, only a limited number of socials are planned each month General Maintenance work continued. New shelving was erected in the store room. Increasing concern about the structural and physical state of the building resulted in a community meeting in June 2022. Following this, a Structural Survey was commissioned in September. The survey showed the low grade asbestos roof was failing creating wide scale areas of damp inside.

Additional information (optional) You may choose to include further statements where relevant about:

Achievements against objectives set	Para 1.41	HGCG continues to function as a viable economic concern providing a range of interest groups and socials for a relatively isolated small rural community with a mainly elderly population. (Above National average in 55+ age group) Operations are returning to normal after the Covid shut down and numbers at events are continuing to increase in particular from the wider community indicating a reputation and awareness of HGCG being established
Performance of fundraising activities against objectives set	Para 1.41	During the year 2022 to 2023 we almost doubled our income achieving an annual income of £7436. With more socials our expenditure also doubled to £7322. Creating a profit of just under £100. However these figures clearly illustrate how active the Community Group has been in 2022 to 2023. All fee paying fund raising events have operated at a profit in 2022 to 2023. From 2022 to 2023 we had several areas of heavy expenditure. We paid £1468 for a Structural Survey together with the preparation work needed and reinstatement following. Other areas of heavy expenditure were electricity at £1384.54. Printing and Stationary at £601.11 Despite these a slight profit was still achieved
Investment performance against objectives	Para 1.41
Other

Financial Review

Financial Review
Review of the charity’s financial position at the end of the period	Para 1.21	Income exceeded expenditure by approx £100 despite some heavy costs We received a grant of £1620 towards running the Seniors Exercise classes Activity Group Rentals raised £791 and Private rentals £480. Social events raised £3524.14 The Charity received £997.60 in donations
Statement explaining the policy for holding reserves stating why they are held	Para 1.22	Restricted reserves are for charities supported through activities held. Grants as for the Seniors Exercise Class are also held in this account. Reserves are also required for any future re build or renovation of the hall The physical condition of the hall needs to be addressed through refurbishment on a large scale or a complete rebuild if the HGCG is to be available for the benefit of future generations into the mid / late 21st century The Trustees intend maintaining unrestricted reserves at a level of at least six months operational expenditure and have done so having due regard for its manner of operational expenditure and likely funding stream
Amount of reserves held	Para 1.22	At Feb 2023 the Working Account had a balance of £4,675 and the Reserve Account had funds of £19,461
Reasons for holding zero reserves	Para 1.22	N/A
Details of fund materially in deficit	Para 1.24	N/A
Explanation of any uncertainties about the charity continuing as a going concern	Para 1.23	HGCG has a very positive outlook with income expected to cover costs and the local enthusiasm and real interest shown in supporting all activities. The costly issues around the physical maintenance of the building itself need to be addressed Hopefully there will be no further enforced closures due to a pandemic

Additional information (optional)

You may choose to include further statements where relevant about:

Funds are raised through several different types of activities: Social

The charity’s principal sources of funds (including any fundraising)	Para 1.47	events; Activity Groups, hall rental, Private Hall Hire and donations The Trustees ensure there are always some events which are free so allowing access for all socio-economic groups
Investment policy and objectives including any social investment policy adopted	Para 1.46	N/A
A description of the principal risks facing the charity	Para 1.46
Other

Structure, Governance and Management

Description of charity’s trusts:
Type of governing document (trust deed, royal charter)	Para 1.25	Constitution
How is the charity constituted? (e.g unincorporated association, CIO)	Para 1.25	CIO
Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees	Para 1.25	Elected by members ie residents of Horseman’s Green

Additional information (optional)

You may choose to include further statements where relevant about:

Policies and procedures adopted for the induction and training of trustees	Para 1.51	Trustee vacancies are advertised on the Newsletter in addition a recruitment flyer is distributed to all residents Anyone who expresses an interest receives the relevant documents: A Trustee overview; Main duties of a Trustee; Trustee terms of reference
The charity’s organisational structure and any wider network with which the charity works	Para 1.51	There are five Trustees: Chair; Vice Chair; Treasurer and Translator. This group meet approx. every 6 weeks Trustees also meet with the Management Team a group of 4: Caretaker, Bookings officer; Social Media Co-ordinator; Community liaison person. This group meet approx every 8 weeks
Relationship with any related parties	Para 1.51	N/A
Other

Reference and Administrative details

Charity name	Horseman’s Green Community Group
Other name the charity uses
Registered charity number	1165691
Charity’s principal address	Clandoyin House Horseman’s Green Whitchurch Shropshire SY13 3DY

Names of the charity trustees who manage the charity

Trustee name	Office (if any)	Dates acted if not for whole year
Barbara weeks	Chair
HilaryAndrews	Vice Chair
Andrea Porter	Secretary
David Spence	Treasurer	March to Aug2022
Elwyn Hughes	Translator
Jackie Edwards	Treasurer	Aug2022 onwards

– Corporate trustees names of the directors at the date the report was approved

Director name

Name of trustees holding title to property belonging to the charity

Trustee name Dates acted if not for whole year

Funds held as custodian trustees on behalf of others

Description of the assets held in this capacity

Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects

Details of arrangements for safe custody and segregation of such assets from the charity’s own assets

Additional information (optional)

Names and addresses of advisers (Optional information)

Type of Name Address adviser

Name of chief executive or names of senior staff members (Optional information)

Exemptions from disclosure

Reason for non-disclosure of key personnel details

Other optional information

Declarations

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s)

Full name(s) Barbara Weeks

Position (eg Secretary, Chair Chair, etc)

Date

11/12/2023

Trustees’ Annual Report for the period

From 01/03/22 Period start date To 28/02/23 Period end date

Charity name: Horseman’s green Community Group

Charity registration number:1165691

Objectives and Activities

	SORP reference
Summary of the purposes of the charity as set out in its governing document	Para 1.17	To provide a community hall within the hamlet for the use of residents of Horseman’s Green in Wrexham County Borough, and those residents in its surrounding area To secure the establishment, maintenance and management of a community building and equipment in the furtherance of these objectives
Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts.	Para 1.17 and 1.19	The Trustees strongly believe that the community needs a Community Hall on which to build the cohesion of the community and engender a sense of belonging amongst residents. HGCG purchased the building, originally a Scout Hut with a grant from the National Lottery in 2018 Events and activities are arranged in the hall for the residents of HG and its wider community. In order to be all inclusive some of these events and activities are free of charge. Several local Activity/Interest groups exist and have expanded in number over the year. All are managed by local volunteers. We have 10 such groups now. They include: exercise classes, creative and artistic classes, choir, gardening and a book club. We also host the Mobile Library Service every 3 weeks
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public	Para 1.18	The Trustees ensure they work to the guidance issued by the Charity Commission To guide Trustees in exercising their

benefit		duty of care the following policy statements have been adopted: Health & Safety & Risk Assessment; Safeguarding; Equal Opportunities; Volunteering: Trustee Terms of Reference; Management Team Roles & Terms of Reference; Handling Cash & Donations; Acceptance & Refusal of cash & Donations; Accountancy & Transparency Guidance; Data Protection Policy & Procedure; Hall Hiring Agreement; Covid Risk Assessment; Covid Hall Hiring Agreement and Reserves Restricted & Unrestricted Accounts. All policies are reviewed annually or as agreed by Trustees

Additional information (optional) You may choose to include further statements where relevant about:

	SORP reference
Policy on grant making	Para 1.38	N/A
Policy on social investment including program related investment	Para 1.38	N/A
Contribution made by volunteers	Para 1.38	The Trustees Team (5) and the Management Team (4 plus trustees) are all volunteers. Strengths and skills of HG residents are identified. Residents are then encouraged to take an active role in supporting their community group. HG Community Hall is run and managed entirely by volunteers: Caretaking & maintenance; Cleaning rota; Activity/Interest Groups are all initiated and run by volunteers; Marketing Team – HG and area bi-monthly Newsletter; event photos, Facebook postings, Newspaper reports, & HG Community Website All events and activities are well supported by residents of HG and the wider community
Other		The Working Group has continued to meet in its bid to review how the hall can be preserved for future generations of residents in HG. They commissioned a Structural survey in Sept 2022. Following on from discussions with

Wrexham Planning Dept a decision was made to submit a Pre Planning application to assess if there were any major obstacles to a new build hall on the current site.

Achievements and Performance

	SORP reference
Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole.	Para 1.20	The Activity/Interest Groups have continued to thrive and expand their numbers. To encourage new groups we offer the first 6 sessions at a reduced hall hire fee. Special consideration is also given to Activity groups deemed valuable for social reasons but which might be unable to meet the hall hire fees. New Activity Groups include a Seniors Exercise Class – thanks to a TNL grant; Art classes, Book Club, Ladies Night and Chatter and Craft Charity work – supporting Royal British Legion, Ukraine Fund and NE Wales Search & Rescue Monthly socials have continued to be held with Bingo, Quiz Nights, a Drama Production, regular Coffee Mornings, Pop up Pub Nights, an Apple Fest, Performance by the Green Singers Activity Group and Christmas celebrations For families and young children we held a Halloween Party, Beetle Drive, Jubilee Celebrations, , Christmas Tree lights and Community Carols Socials ranged in price from free events to £7.50 pp. Fees are kept deliberately low to ensure they are inclusive. For the same reason, only a limited number of socials are planned each month General Maintenance work continued. New shelving was erected in the store room. Increasing concern about the structural and physical state of the building resulted in a community meeting in June 2022. Following this, a Structural Survey was commissioned in September. The survey showed the low grade asbestos roof was failing creating wide scale areas of damp inside.

Additional information (optional) You may choose to include further statements where relevant about:

Achievements against objectives set	Para 1.41	HGCG continues to function as a viable economic concern providing a range of interest groups and socials for a relatively isolated small rural community with a mainly elderly population. (Above National average in 55+ age group) Operations are returning to normal after the Covid shut down and numbers at events are continuing to increase in particular from the wider community indicating a reputation and awareness of HGCG being established
Performance of fundraising activities against objectives set	Para 1.41	During the year 2022 to 2023 we almost doubled our income achieving an annual income of £7436. With more socials our expenditure also doubled to £7322. Creating a profit of just under £100. However these figures clearly illustrate how active the Community Group has been in 2022 to 2023. All fee paying fund raising events have operated at a profit in 2022 to 2023. From 2022 to 2023 we had several areas of heavy expenditure. We paid £1468 for a Structural Survey together with the preparation work needed and reinstatement following. Other areas of heavy expenditure were electricity at £1384.54. Printing and Stationary at £601.11 Despite these a slight profit was still achieved
Investment performance against objectives	Para 1.41
Other

Financial Review

Financial Review
Review of the charity’s financial position at the end of the period	Para 1.21	Income exceeded expenditure by approx £100 despite some heavy costs We received a grant of £1620 towards running the Seniors Exercise classes Activity Group Rentals raised £791 and Private rentals £480. Social events raised £3524.14 The Charity received £997.60 in donations
Statement explaining the policy for holding reserves stating why they are held	Para 1.22	Restricted reserves are for charities supported through activities held. Grants as for the Seniors Exercise Class are also held in this account. Reserves are also required for any future re build or renovation of the hall The physical condition of the hall needs to be addressed through refurbishment on a large scale or a complete rebuild if the HGCG is to be available for the benefit of future generations into the mid / late 21st century The Trustees intend maintaining unrestricted reserves at a level of at least six months operational expenditure and have done so having due regard for its manner of operational expenditure and likely funding stream
Amount of reserves held	Para 1.22	At Feb 2023 the Working Account had a balance of £4,675 and the Reserve Account had funds of £19,461
Reasons for holding zero reserves	Para 1.22	N/A
Details of fund materially in deficit	Para 1.24	N/A
Explanation of any uncertainties about the charity continuing as a going concern	Para 1.23	HGCG has a very positive outlook with income expected to cover costs and the local enthusiasm and real interest shown in supporting all activities. The costly issues around the physical maintenance of the building itself need to be addressed Hopefully there will be no further enforced closures due to a pandemic

Additional information (optional)

You may choose to include further statements where relevant about:

Funds are raised through several different types of activities: Social

The charity’s principal sources of funds (including any fundraising)	Para 1.47	events; Activity Groups, hall rental, Private Hall Hire and donations The Trustees ensure there are always some events which are free so allowing access for all socio-economic groups
Investment policy and objectives including any social investment policy adopted	Para 1.46	N/A
A description of the principal risks facing the charity	Para 1.46
Other

Structure, Governance and Management

Description of charity’s trusts:
Type of governing document (trust deed, royal charter)	Para 1.25	Constitution
How is the charity constituted? (e.g unincorporated association, CIO)	Para 1.25	CIO
Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees	Para 1.25	Elected by members ie residents of Horseman’s Green

Additional information (optional)

You may choose to include further statements where relevant about:

Policies and procedures adopted for the induction and training of trustees	Para 1.51	Trustee vacancies are advertised on the Newsletter in addition a recruitment flyer is distributed to all residents Anyone who expresses an interest receives the relevant documents: A Trustee overview; Main duties of a Trustee; Trustee terms of reference
The charity’s organisational structure and any wider network with which the charity works	Para 1.51	There are five Trustees: Chair; Vice Chair; Treasurer and Translator. This group meet approx. every 6 weeks Trustees also meet with the Management Team a group of 4: Caretaker, Bookings officer; Social Media Co-ordinator; Community liaison person. This group meet approx every 8 weeks
Relationship with any related parties	Para 1.51	N/A
Other

Reference and Administrative details

Charity name	Horseman’s Green Community Group
Other name the charity uses
Registered charity number	1165691
Charity’s principal address	Clandoyin House Horseman’s Green Whitchurch Shropshire SY13 3DY

Names of the charity trustees who manage the charity

Trustee name	Office (if any)	Dates acted if not for whole year
Barbara weeks	Chair
HilaryAndrews	Vice Chair
Andrea Porter	Secretary
David Spence	Treasurer	March to Aug2022
Elwyn Hughes	Translator
Jackie Edwards	Treasurer	Aug2022 onwards

– Corporate trustees names of the directors at the date the report was approved

Director name

Name of trustees holding title to property belonging to the charity

Trustee name Dates acted if not for whole year

Funds held as custodian trustees on behalf of others

Description of the assets held in this capacity

Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects

Details of arrangements for safe custody and segregation of such assets from the charity’s own assets

Additional information (optional)

Names and addresses of advisers (Optional information)

Type of Name Address adviser

Name of chief executive or names of senior staff members (Optional information)

Exemptions from disclosure

Reason for non-disclosure of key personnel details

Other optional information

Declarations

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s)

Full name(s) Barbara Weeks

Position (eg Secretary, Chair Chair, etc)

Date

11/12/2023