## **GARTMORE RIDING SCHOOL**
Hall Lane, Hammerwich, Burntwood, Staffordshire WS7 0JT. 01543 686 117 / 07398 45248 gartmoreridingschool@googlemail.com
Minutes of the Trustee Extraordinary Meeting held on Monday, 18[th] May 2026, 6.00 for 6.30p.m
## **MINUTES**
1. PRESENT: Tracy Francis James Francis Carolyn Sugg Tracey Rhodes Sarah Spiers
Frances Lynch-Smith
2. APOLOGIES: None received
3. MINUTES OF THE LAST MEETING: the minutes were agreed and signed.
4. MATTERS ARISING FROM THE MINUTES: Item 7:
- i. Thank you letter has gone for the new poles
ii. The new wet/dry vacuum is in use
iii. £611.35 was raised in memory of a volunteer; a horse charter poster has been dedicated to her at a cost of £183 and there is £427 remaining. Her family has been invited to a dedication on June 5th
## 5. CHARITY COMMISSION REPORT & TRUSTEES
- a. i. Trustees Annual Checklists circulated and completed
ii.We need an identity board for Safeguarding Leads: Robert Francis, (L3) & Sarah Roper (Dip) iii.Data Protection: papers with confidential information are kept for agreed time and then destroyed or returned to the participant
- b. Policies and guidelines have been circulated electronically
- c. The Financial Report needs to be out on the Charity Commission website
- d. We need a Chairperson’s Report for the Charity Commission website; an example was circulated; TF to complete
- e. The GRS website needs updating:
- i. RF has suggested an update to the ‘Objectives’ section which was circulated and read
- ii. We need to investigate possibly claiming Gift Aid from donations (FLS)
- A Member of the Riding for the Disabled Association Incorporating Carriage Driving Registered Company No: 5010395 Registered Charity Number 244108 President: HRH The Princess Royal KG KT GCVO QSO
- iii. Our trainee coaches continue to be trained, for example Medical Module on May 10[th] .
- iv. All names and addresses of Trustees to be sent to the Charity Commission – FLS
- v. Structure, Governance and Management document for the Charity Commission to be uploaded to the website – JF to check it
- vi. Conflict of Interest forms to be completed and kept internally; TF to circulate electronically or in hard copies depending on preference
- f. i. Tracy Francis was elected Chair
- Proposed: TR, seconded: CS
- ii. Tracey Rhodes was elected Treasurer
- Proposed: TF, seconded: SS
- iii Frances Lynch-Smith was agreed as non-Trustee Secretary Proposed: TR, seconded JF
- g. Trustee signatures need updating with NatWest
6. CORRESPONDENCE: (including electronic correspondence)
- i. FLS told the meeting about the session arranged with local ‘dementia carers’ group;
- ii. FLS informed the meeting that she has contacted a veterans group, a visit is in the process of being set up in the next few weeks.
## 7. FINANCIAL REPORT:
The Financial Report had prepared by Accountant it was circulated and approved: Proposed TR, seconded: JF
## 8. CALENDAR 2026
- a. Barn Dance
- i. Decision to be made as to whether it will go ahead by end of May. Current barn dance venue closed down, all trustees to look for new venue
- b. Fundraising dates to be decide, suggestions below:
- c. Bag Pack - TF to check details with Tesco
- d. Foyer Collection – TF to check details with Tesco
- e. Token Collection - TF to check details with Tesco
## 9. A.O.B.
New build:
- a. Canopy to be put in place on Thursday, 21[st] May ‘26
- b. Funding has arrived from Lichfield
- c. Advice has been sought about the flooring
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- d. Thought is being given to creating a second path to make easier to access
- e. The cess pit is under way
10. DATE OF NEXT MEETING: 6.00 for 6.30, 12[th] October 2026
The meeting closed at 8.10pm
Chair: ___________________________
Date: ____________________________
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## **RIDING FOR THE DISABLED**
## **GARTMORE RIDING SCHOOL UNAUDITED ACCOUNTS FOR THE YEAR ENDED 31 JULY 2025**
**DORAM & CO**
**ACCOUNTANTS**
**3 FRIARY VIEW SANDFORD STREET LICHFIELD STAFFS WS13 6QX**
## **RIDING FOR THE DISABLED GARTMORE RIDING SCHOOL**
## **PROFIT AND LOSS ACCOUNT**
## **FOR THE YEAR ENDED 31 JULY 2025**
|||**2025**|||**2024**||
|---|---|---|---|---|---|---|
||**£**||**£**|**£**||**£**|
|**Turnover**|||||||
|Grants from County Council|||3,006|||2,096|
|Raffles & Donations|||480|||330|
|Gants from Organisations|||6,000|||4,100|
|Donations from other Charites|||-|||650|
|Income Banks|||-|||970|
||||**––––––**|||**––––––**|
||||9,486|||8,146|
|**Overhead expenses**|||||||
|GRS - funding|-|||6,490|||
|DBS Checks|12|||-|||
|travel costs|190|||270|||
|R.D.A Subscriptions|713|||369|||
|Courses & Training|4,114|||1,664|||
|Lift & Heating|-|||635|||
|Equipment|1,522|||499|||
|Rosettes & Clothing|395|||863|||
|Miscellaneous|20|||240|||
|Repairs and renewals|-|||383|||
|Light and heat|795|||61|||
|Insurance|788|||481|||
|Feed, Farrier & Vet|2,784|||1,572|||
|Printing & Stationery|-|||496|||
||**––––––**|||**––––––**|||
||||11,333|||14,023|
||||**––––––**|||**––––––**|
|**Net loss for the year**|||£(1,847)|||£(5,877)|
||||**––––––**|||**––––––**|
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## **RIDING FOR THE DISABLED**
## **GARTMORE RIDING SCHOOL**
## **BALANCE SHEET AS AT 31 JULY 2025**
|**2025**
**£**
**Current assets**
Bank Accounts
6,630
Cash Accounts
23
**––––––**
6,653
**––––––**
**Net current assets**
**Total assets less liabilities**
**Represented by:**
**Capital Account**
Balance as at 1 August 2024
Net loss for the year
**Balance as at 31 July 2025**
Read & approved 6 November 2025|**2024**
**£**
**£**
8,475
25
**––––––**
8,500
**––––––**
6,653
**––––––**
£ 6,653
**––––––**
8,500
(1,847)
**––––––**
£ 6,653
**––––––**
|**£**
8,500
**––––––**
£ 8,500
**––––––**
14,377
(5,877)
**––––––**
£ 8,500
**––––––**|
|---|---|---|
**––––––––**
Riding for the Disabled
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