Trustees’ Annual Report for the period
From 01/03/2024 Period start date To 28/02/2025 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 There have continued to be 10 local activity/Interest groups functioning over the year. Most meet on a monthly basis but two meet 3 times/month and one weekly. The latter, a Senior’s exercise class is the only one run by a paid professional, the remainder being organised and run by volunteers. 7 of these groups meet during the day with 3 being evening meetings. The groups include: exercise classes, creative and artistic classes, choir, gardening and a book club. We also host the Mobile Library Service every 3 weeks. In addition the Charity has hosted 2 courses run by Groundwork, a Wrexham based and Welsh government funded organisation – Staying Safe on Line, (a standalone evening session) and Healthy Eating, (a 6 week daytime course incorporating Air fryer cookery) In addition the Charity aims to provide a |
| monthly Saturday Coffee Morning where the community can enjoy coming together to chat; and an evening, (generally Friday) special social. |
||
|---|---|---|
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The Trustees endeavour to work to the guidance issued by the Charity Commission To guide Trustees in exercising their 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; and Reserves Restricted & Unrestricted Accounts. All policies are reviewed annually or as agreed by Trustees Focus this year has been on improving Health & Safety and Fire Safety. The latter was reviewed with the aid of a Fire Safety Officer’s visit. Although there is no policy as yet to cater for neurodivergent attendees, we are sympathetic to their needs and aware one will be required in the future. |
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 | As in previous years the Trustees Team (5) and the Management Team (5 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 Newsletter (every 2 months); event photos, Facebook postings, Newspaper reports, & HG Community Website. In recognition of the contributions of our band of volunteers a special Afternoon Tea was provided for them. 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. Work has also taken place on preparing applications for Lottery Funding to secure grants for a new build. The Secretary and Chair are involved with this and have taken part in zoom meetings with a local TNL representative. No applications have yet been made. |
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. We continue to offer new groups 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. This support has not been needed this year. We also offer reduced hire charges when Activity Group leaders wish to put on extended interest sessions for their groups. Art and Crafting have made use of these benefits this year. Charity work – supporting Royal British Legion and Macmillan. The local author Simon Maclean hosted an evening to raise funds for his nominated charity We continue to plan a wide breadth of monthly socials such as: Posh Coffee Morning which has become an eagerly anticipated monthly event averaging 40 to 50 guests and 60 to 70 if it is a special Charity raiser eg for Macmillan or Royal British legion. There have been 2 Bingo |
sessions; 3 Quiz Nights – 1 being a newly introduced Trivia quiz. Talks have also proved popular with approx. 9 hosted over the year mainly via the Lads and Ladies groups. We have had 2 special meal focused socials – a Summer Lunch and an Oriental Supper. A Whist Drive was a new social introduced this year and has proved to be very popular. We also experimented with a Euro Pub Night which although making a profit was the least well supported of all the socials. Our festive activities include a Christmas Lights switch on by a chosen member of the community and Community Christmas carols. The latter was particularly well supported this year. Particularly encouraging was an increased attendance of accompanied children at events such as Bingo and Trivia Quiz Night. Despite a slight increase in prices (due to increasing overheads especially of electricity) we continue to draw increasing numbers and ALL events continue to make a profit. Numbers from the wider community are increasing significantly indicating we are building up a strong reputation for welcoming new comers. We continue to adopt a pricing policy of inclusivity. Consequently whilst entrance fees have risen slightly some events and activities are free of charge. Fees are kept to a minimum enabling access for all. We are covering our expenditure with a small surplus for some inevitable maintenance work. For this reason only a limited number of socials are planned per month. Without doubt the Activity Groups and socials have helped reduce loneliness within an isolated rural community and also worked to strengthen the community and create a ‘sense of belonging’ amongst residents. We have continued to reach out to local businesses, with the advert section of our newsletter. It is good to see these businesses recognising our actions and wanting to support us. This year grants have been secured from 3 different sources: Tesco, Edwards Trust and our local Masons.
These have helped fund the Senior’s Exercise Group covering the instructors costs and helping to keep attendance fees low, critical for our low income pensioners. General maintenance work continues on the hall with the majority being carried out by volunteers. Unfortunately this year did see a major problem with the water supply and plumbing in the hall requiring expensive and extensive repair work. The 200 CLUB has continued to thrive reflecting the support HGCG has within the immediate community and the wider community. Funds from this have been used for special projects which contributors can identify eg Mic and loud speaker system.
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). Whilst it has long struggled to attract the few younger members of the community, as stated previously some headway is being achieved with this. The gradual year on year increase in attendees reflects the success of the group and more importantly the need for this facility in the area. |
|---|---|---|
| Performance of fundraising activities against objectives set |
Para 1.41 | |
| Investment performance against objectives |
Para 1.41 | |
| Other |
Financial Review
| Review of the charity’s financial position at the end of the period |
Para 1.21 | The charity has continued to build on the progress made in previous years. Income exceeded expenditure for the year March 2024 to February 2025 by approx. £4,701. This greatly exceeded the previous year’s £1000 Activity Group Rentals raised £3,147 (an increase of £499). Private rentals brought in £535, (previous year £500). Social events raised £ 4,571 (slightly down on 2023 to 2024) The 200 Club (a separate account) had funds of £3794 at year end. Reflecting the support HGCG receives from HG and the wider community The Charity received £924.50 in donations. For 2024 to 2025 TOTAL INCOME was £14, 556 and TOTAL EXPENDITURE was £9,865 |
|---|---|---|
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | Our restricted reserve fund holds grants for the Seniors Exercise Class. 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. Given the age of the building a reserve of funds are needed for any major repairs which might be required. 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 2025 the Reserve Account had funds of £13,062.61. This was down on last year due to the required water/plumbing repairs. Working Account had reserves of £7,309.84 |
| Reasons for holding zero reserves |
Para 1.22 | N/A |
| Details of fund materially in deficit |
Para 1.24 | N/A |
| Explanation of any | Para 1.23 | HGCG has a very positive outlook with |
| uncertainties about the charity continuing as a going concern |
income covering running costs. All socials held to date have covered expenses thanks to local enthusiasm and genuine interest in supporting all HGCG activities. Although the hall is quite well equipped, the physical state of the hall continues to make Private rental difficult. Consequently, this is a low source of revenue for the charity |
||
|---|---|---|---|
Additional information (optional) You may choose to include further statements where relevant about:
The charity’s principal sources of funds (including any fundraising) |
Para 1.47 |
Funds are raised through several different types of activities: Social events; Activity Groups’ Hall rental, Private Hall rental and donations. The Trustees ensure there are always some events which are free so allowing access for all socio-economic groups. As stated previously, our pricing policy is inclusive allowing guests the opportunity to attend several activities and socials |
|---|---|---|
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | |
| A description of the principal risks facing the charity |
Para 1.46 | The rising cost of electricity continues to be a concern. The building lacks insulation and the current heating system is inefficient The costly issues around the physical maintenance of the building itself need to be addressed Whilst the charity prides itself on the number of volunteers it can call upon, succession planning in relation to key officer roles is a concern. |
| 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 | The success of the HGCG in the wider area has made us consider recruiting future trustees from this wider community and this has been achieved Election as a trustee is by members i.e. residents of Horseman’s Green. It remains difficult to attract community members to stand as a trustee. This is mainly due to other commitments such as family/grandparent/work responsibilities consequently trustees are opting to stand again. Succession planning is a concern |
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. Possible candidates are invited to attend a Management meeting and a Trustees meeting as an observer. They should also have had a proven record of having attended socials and so are acquainted with HGCG philosophy in addition to being ‘team players’. New trustees serve a year ‘dipping their feet’ and developing their niche contributions before specific roles and responsibilities are delegated |
|---|---|---|
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | Currently there are six Trustees: Chair; Vice Chair; Treasurer; Secretary and two others. This group meet approx. every 6 /8 weeks Trustees also meet with the Management Team a group of 5: Caretaker, Bookings officer; Social Media Co-ordinator; Community liaison person. This group meet approx every 8 to 10 weeks depending on circumstances. |
| Trustees are mindful all are volunteers with many being retired but having other responsibilities. Trustees recognise and take seriously their‘duty of care’ towards volunteers. |
||
|---|---|---|
| Relationship with any related parties |
Para 1.51 | HGCG is forging links with Groundwork Project(Wrexham branch) and the Rainbow Foundation (Penley branch) |
| 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 | C/o the Secretary Clandoyin House Horsemsn’s Green Whitchurch Shropshire SY13 3DY |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 |
Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|---|
| Barbara Weeks | Chair | |||
| HilaryAndrews | Vice Chair | |||
| Jackie Edwards | Treasurer | |||
| Andrea Porter | Secretary | |||
| Jim Glover | ||||
| Nigel Griffiths | ||||
– 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
20/11/2025
March 24 to Feb 2025 HORSEMAN'S GREEN COMMUNITY GROUP
| Income | Mar-24 | April | May | June | July | August | Sept | Oct | Nov | Dec | Jan-25 | Feb-25 | Total |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Door takings for seniors | £100.00 | £200.00 | £174.00 | £75.00 | £20.00 | £569.00 | |||||||
| GroupRentals | £303.00 | £387.00 | £261.00 | £234.00 | £372.00 | £210.00 | £60.00 | £405.00 | £315.00 | £150.00 | £255.00 | £195.00 | £3,147.00 |
| External rentals | £45.00 | £200.00 | £50.00 | £25.00 | £85.00 | £130.00 | £535.00 | ||||||
| Events | £633.00 | £506.50 | £144.83 | £264.00 | £777.61 | £609.00 | £528.52 | £206.00 | £153.50 | £404.70 | £343.90 | £4,571.56 | |
| Grants | £2,690.00 | £2,690.00 | |||||||||||
| Macmillian | £292.00 | £292.00 | |||||||||||
| Donations | £50.00 | £90.00 | £64.95 | £700.00 | £20.00 | £924.95 | |||||||
| Plumber for water repairs | £1,500.00 | £1,500.00 | |||||||||||
| 200 club transfer | £65.00 | £65.00 | |||||||||||
| Credit from water company | £272.12 | £272.12 | |||||||||||
| Total | £1,001.00 | £2,543.50 | £722.95 | £698.00 | £1,149.61 | £842.00 | £733.95 | £933.52 | £1,420.00 | £398.50 | £764.70 | £3,358.90 | £14,566.63 |
| Overheads | Mar-24 | April | May | June | July | August | Sept | Oct | Nov | Dec | Jan-25 | Feb-25 | Total |
| Senior Exercise Costs | £100.00 | £100.00 | £200.00 | £100.00 | £100.00 | £125.00 | £125.00 | £200.00 | £75.00 | £75.00 | £1,200.00 | ||
| CleaningCosts | £78.42 | £52.54 | £23.18 | £154.14 | |||||||||
| Cost of events | £184.60 | £112.10 | £197.25 | £350.68 | £197.89 | £110.04 | £79.82 | £136.28 | £1,368.66 | ||||
| Large equipment Purchase | £275.59 | £338.77 | £614.36 | ||||||||||
| Small equipmentpurchase | £26.86 | £99.87 | £17.66 | £15.10 | £40.88 | £200.37 | |||||||
| Decoratingthe hall costs | £45.46 | £14.95 | £60.41 | ||||||||||
| Printingand stationarycosts | £178.40 | £201.40 | £247.60 | £180.94 | £196.74 | £231.98 | £1,237.06 | ||||||
| Water Costs | £11.55 | £41.82 | £53.37 | ||||||||||
| Electic Costs | £180.20 | £142.85 | £82.74 | £61.25 | £23.56 | £31.27 | £12.31 | £30.34 | £91.15 | £131.82 | £71.43 | £185.84 | £1,044.76 |
| Plumber costs to repair under ground leak |
£1,500.00 | £1,500.00 | |||||||||||
| Planningassociated costs | £900.00 | £90.00 | £990.00 | ||||||||||
| Art clubgrantpurchase | £291.77 | £291.77 | |||||||||||
| Memershipcosts | £40.00 | £10.00 | £20.00 | £70.00 | |||||||||
| General expenses | £21.00 | £21.00 | |||||||||||
| 200 tranfer costs | £65.00 | £65.00 | |||||||||||
| Lawn moweringcosts | £35.00 | £35.00 | |||||||||||
| McMilian transfer | £200.00 | £200.00 | |||||||||||
| Zurich Insurance | £354.55 | £354.55 | |||||||||||
| Web 3year costs | £404.86 | £404.86 | |||||||||||
| Total Over heads | £1,720.52 | £2,277.22 | £573.36 | £161.25 | £733.39 | £483.04 | £991.73 | £158.04 | £487.89 | £1,107.87 | £846.10 | £324.90 | £9,865.31 |
| Sales | £1,001.00 | £2,543.50 | £722.95 | £698.00 | £1,149.61 | £842.00 | £733.95 | £933.52 | £1,420.00 | £398.50 | £764.70 | £3,358.90 | £14,566.63 |
| Operating Cost or Profit | -£719.52 | £266.28 | £149.59 | £536.75 | £416.22 | £358.96 | -£257.78 | £775.48 | £932.11 | -£709.37 | -£81.40 | £3,034.00 | £4,701.32 |