Holt
Deme
trict
pport
Annual Report
2023 - 24
## **Trustees’ Annual Report for the period 2023 - 2024**
**Period start date:** 1[st] April 2023 **Period end date:** 31[st] March 2024
**Charity name:** Holt & District Dementia Support
**Charity registration number:** 1179793
## **Objectives and Activities**
||SORP
reference||
|---|---|---|
|Summary of the
purposes of the
charity as set out in
its governing
document|Para
1.17|The objects of the charity are set out in our Constitution and are
summarised as follows:
The promotion of social inclusion amongst those living with
dementia and their carers within Holt and the immediate surrounding
district to a radius of 8 miles who are socially excluded from society,
or parts of society, as a result of their disability by:
**1.**Providing support and services appropriate to their needs;
**2.**Developing greater awareness and understanding of dementia
issues within our local community;
**3.**Establishing and developing networks and links with other
service providers and businesses to enable us to support and
develop a local dementia friendly community;
**4.**Providing accessible information on how to access advice,
support and services for people living with dementia and their
carers; and
**5.**Providing social support and access to activities through the
provision of a dementia-friendly café, home visiting support and
other activities.|
|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|**Activities**
Holt & District Dementia Support has endeavoured to meet its aims
and objectives throughout 2023-24. The trustees consider these
were directed entirely for the benefit of those living with dementia
and their carers. Services were delivered free of charge except for
the Poppy Lunch Club where a contribution to the cost of the meal
was requested. Donations were welcomed.
The activities / services delivered to meet these objectives have
included the following:|
2
## **Poppy Café**
The organisation provides a drop-in Poppy Café for people living with dementia and their carers. Carers are invited to leave the person living with dementia in the care of the Café volunteers and to enjoy some respite time to themselves. Each session lasts two hours and is staffed by volunteers and managed by a co-ordinator.
At the beginning of this reporting period the organisation provided Poppy Café on both Monday and Tuesday mornings. The Monday Poppy Cafe attracted a much smaller number of clients and following a loss of some of the clients who attended on that day, it was decided to suspend this service for a period from January 2024.
## The Café offers –
- Opportunities for support in a safe, friendly and relaxed environment;
- Social contact and friendship, allowing families and carers time to share ideas and information;
- A wide selection of activities including a monthly session of music and singing;
- Refreshments including tea, coffee and cakes;
- Access to visiting care coordinators from the local authority and members of other voluntary organisations;
- Information leaflets on available resources and access to a library of books on dementia care.
## **Poppy Home Visiting Service**
The charity also provides a Poppy Home Visiting Service that offers respite for families and carers who look after those with dementia in their own homes.
## This service –
- Is provided by volunteers who offer company, support and reassurance to the client and enable carers to take time out;
- Is undertaken by volunteers that have successfully completed training in Adult Safeguarding, Communication skills, Dementia Awareness and Lone Working and who have received clearance via the DBS screening service;
- Provides visits lasting up to a maximum of 3 hours;
- Offers visits on a weekly, fortnightly, monthly or occasional basis and these are pre-arranged to suit both the clients and families’ needs;
- Ensures that all visits are risk assessed, planned and coordinated.
## **Poppy Friends**
It was recognised that carers of our clients needed extra support and we could help by linking them with each other. In addition, it was also recognised that bereaved ex-carers had ongoing needs as well as much to offer to new carers in terms of providing advice, sharing anecdotes and offering friendship. This led to the formation of Poppy Friends in May 2021 and the group has been meeting monthly ever since.
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Meetings were held on the last Friday of the month initially but some carers were unable to attend due to their caring responsibilities. The Poppy Friends sessions now occur on the third Tuesday of the month and carers are able to leave the person living with dementia at the Poppy Café while they attend the meeting at Loades Hall in Holt. It is a safe, informal support group, providing a place where carers, ex carers and interested volunteers can meet, chat, share experiences, laugh, and discuss issues of concern with each other. The intention has been to provide mutual support, including sharing information about available resources, services, and events.
## **Poppy Lunch**
Poppy Lunch commenced on the 2[nd] December 2022 and operates on the first Thursday of every month. Our clients living with dementia and their carers are invited to attend and the meal is provided by another local charitable organisation, Glaven Caring. The meal was provided to clients and carers free of charge for the first year and is still provided at the subsidised rate of £5 per head for a two-course meal with coffee and tea to follow. Every effort is made to create the feel of a restaurant but in a safe, unhurried atmosphere. Assistance is provided to clients who may need support with eating and all dietary needs are met.
## **Poppy Exercise**
Gentle exercise sessions to promote balance, mobility and muscle strength were commenced on September 5[th] 2022 at the Monday Poppy Café as a pilot initiative. During 2023-24 this was offered as a stand-alone service on a separate day but this proved less attractive to clients than the integrated exercise sessions so exercise has once more returned to being within the Café setting. This service is open to both clients and carers.
## **Partnership working**
The Chair is a member of North Norfolk Dementia Working Group, North Norfolk Mental Health Group and the Older Peoples Working Group, all led by North Norfolk District Council but including representatives from local health and social care services and other voluntary services. Referrals for support are received from the statutory services and voluntary organisations.
The Lead for Networking attends local meetings focused on services that support those living with dementia and their carers. Information is shared by email and at the monthly Poppy Friends meeting. Other voluntary organisations working with families living with dementia, such as the Alzheimer’s Society, AgeUK, Carers Matter and Dementia Adventure liaise with the organisation and have attended meetings to provide information and advice.
The local authority, North Norfolk District Council, has developed a new service to enable members of the public to access information on local support services and advice on entitlements. One of their Community Connectors regularly attends the Poppy Café and is available for one-to-one sessions with individual clients and carers.
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The organisation also has links with the University of East Anglia Research Unit into Dementia and Norfolk and Suffolk Foundation Trust Research Unit and provides information to those living with dementia and their carers on possible participation in current research.
Between January and April 2024, the Chair supported a planning group creating a new dementia café at Fakenham Leisure Centre. This involved the provision of advice, information and training for all the initial volunteers.
## **Public information and advice**
Holt & District Dementia Support reaches out to the public to publicise its activities and services to ensure that those needing support are able to access its services. This occurs via its website, posters and leaflets in public places and local publications.
Leaflets on other local and national resources and voluntary groups providing services for this client group are made available at the Poppy Cafés and online.
Members of Holt & District Dementia Support also attend local Community Events to offer information on our services.
**Training** The organisation will provide dementia awareness training to local businesses and organisations that request it and opens its in-house training for volunteers to other local organisations that might have either staff members or volunteers who could benefit from the training sessions.
All new volunteers are required to attend ‘Understanding Dementia’ and Safeguarding training as soon as possible after joining the organisation. Additional presentations have been arranged for existing volunteers including First Aid training in July 2023.
**Performance review** Prior to the Annual General meeting all volunteers and clients are requested to provide feedback on the organisation’s services and approach via a survey, which can be submitted anonymously. The results of these various surveys are analysed and reported at the Annual General Meeting. This year the questions have been adjusted to help evaluate the effectiveness of our new service provisions and to determine whether clients, carers and volunteers feel supported.
## **Additional details of objectives and activities**
## **Website**
Holt & District Dementia Support provides a website that provides details of all its services and activities plus contact details for the organisation and other voluntary or statutory services that families living with dementia may need to access. This is kept updated and includes an online copy of the most up to date Newsletter.
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|||**Newsletter**
The charity provides a regular bi-monthly newsletter. The Newsletter
includes articles, details of activities and useful information for
clients, carers and volunteers. This is provided electronically to
volunteers and clients alike but is also available in hard copy for
those not online.
**Fund raising**
The charity provides services free of charge but welcomes
donations. Where applicable the organisation applies for relevant
grants either locally or nationally and has benefitted from local
organisations and individuals raising money on its behalf.|
|---|---|---|
|Statement
confirming whether
the trustees have
had regard to the
guidance issued by
the Charity
Commission on
public benefit|Para
1.18|The trustees have due regard to the requirement to ensure that the
activities of the organisation are directed at ensuring public benefit
in accordance with the guidance issued by the Charity Commission.|
**Additional information (optional)** You may choose to include further statements where relevant about:
||SORP
reference||
|---|---|---|
|Policy on grant
making|Para
1.38|The charity does not make grants to individuals or other
organisations.|
|Policy on social
investment including
programme related
investment|Para
1.38|The charity does not invest in other social programmes apart from
those provided by the organisation but does have a close working
relationship with Glaven Caring.|
|Contribution made
by volunteers
Contribution made
by volunteers cont’d|Para
1.38
Para
1.38|Volunteers are the lifeblood of the charity and without the interest
and support of our volunteers the charity would not be able to
provide any of its services. They contribute their time, interest and
practical support to ensuring that the charity can offer its services to
clients and carers. They also each contribute the benefit of a wealth
of experience and knowledge that is of inestimable value to the
clients and carers alike.
The organisation constantly looks to recruit new volunteers and from
time to time has an active recruitment campaign. Many new
volunteers come to the organisation by word of mouth while others
are drawn to volunteering by reading articles or leaflets about the
work we do. Over the year seven new volunteers have come
forward and have become active volunteers at the Cafés with two
new volunteers for Home Visiting. This has allowed the organisation
to continue to provide its services for families living with dementia.|
|Other|||
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## **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|During 2023-24 Holt & District Dementia Support pursued its
charitable aims by responding to all requests for support and
promoting its services to families living with dementia. In so doing, it
met its duty to deliver public benefit.
The pattern that emerged following the pandemic in which clients
from further afield sought help has continued to a certain extent and
we regularly see clients and carers from neighbouring towns such
as Cromer, Sheringham and Fakenham as well as from more distant
villages.
The organisation’s main achievements during 2023-24 were as
follows:
**Poppy Café**
Both Poppy Cafés were provided from April 2023 until the second
week of January 2024. The number of clients attending per month
varied between 35 and 66, with an average monthly attendance of
48. This is a reduction on the previous year but sadly reflects a
period in which 10 clients died, 6 moved into long term residential
care, 1 moved away and 2 became housebound. Overall, there were
573 client attendances over the year.
The organisation continued to differentiate between the provision of
a quieter environment on the Monday and a livelier, more interactive
session at the Tuesday Café. This better met the needs of some
clients whose degree of disability meant that they required a less
stimulating environment. The Monday Café has always attracted
fewer clients, but over the year this reduced from an average of 15
per month down to two or three as this session was particularly
affected by loss of clients.
During both Poppy Cafés, carers were encouraged to leave the
client living with dementia at the café and have some time to
themselves. Some carers chose to remain but for most it was a
welcome opportunity to have some time away from their caring
responsibilities.
Poppy Café has continued to focus on not only providing an
opportunity for social interaction, but also aiming to create a
therapeutic environment to maintain and where possible, regain
functional capacity.
During 2023-24 the Cafés have provided a range of activities
including games, quizzes, colouring books and occasional craft
sessions. The use of an interactive white board has enabled some
clients to participate in jigsaws and word searches on the bigger
screen and also to enjoy background pictures and music that helps
to initiate memories and conversations with volunteers.
There is a monthly ‘Singing Café’ on the last Tuesday of the month
which encourages client participation, as well as additional monthly
visits from a local guitarist and a pianist, the latter two also take place
on the Monday as well as the Tuesday Cafés. Music and singing|
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remains very popular and enables clients who struggle to talk to find a medium to express their feelings and emotions.
Other musical events have taken place within the larger setting of the local church at key moments in the year such as Christmas. This year included a Christmas concert by a local singing group called the Samphires and a visit by Angela Dugdale and her Singers.
Regular monthly visits from our PAT dog, Tilly, remain very popular and help to reach some of those living with dementia who find speech and oral expression difficult.
In January 2024 we had a welcome repeat visit from a local group of entertainers led by Greg Powell, who came and presented a short musical/comedy routine which was well received by both clients and carers.
To celebrate the Coronation of Their Majesties, King Charles III and Queen Camilla, Poppy Café held a celebratory party on the 9[th] May 2023 with a festive array of food, banners and appropriate entertainment.
Other moments in the year were marked with special provision such as pancakes on Shrove Tuesday.
**Poppy Home Visiting Service** Poppy Home Visiting remains a very popular and worthwhile service with many seeking to benefit from the offer of respite and support for carers as well as friendship and company for the clients.
At the 31[st] March 2024 there were 15 clients receiving regular visits, an increase of two on the previous year. During the year 13 clients have joined the service but this has been counterbalanced by 11 leaving the service as they have been admitted into hospital or care homes, moved to be near family or sadly died.
During the last year two new volunteers have joined the Home Visiting team with none leaving and the current number of volunteers stands at 20 volunteers. This has enabled the service to increase its provision this year. Thanks to the commitment of the volunteers, there have been 390 home visits during 2023-24, an increase on last year’s total of 350 visits.
We continue to receive requests for Home Visiting support for clients who live outside our area. There is no equivalent service elsewhere and it is both worrying and frustrating that we are not able to refer people to other providers.
Volunteers continue to provide a wonderful service, giving of their time, care and support on a regular and consistent basis, which is greatly appreciated by all in receipt of their visits. Volunteers aim to provide therapeutic support for clients during their visits by offering reminiscence sessions, singing, painting, going out for walks or coffee, playing games or just sitting and watching television together. Carers appreciate the time they have to themselves, knowing that their loved ones are safe and being well looked after.
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## **Poppy Friends**
This is an informal support group, providing a place for carers, ex carers or interested volunteers to meet, chat, share experiences, laugh, and discuss issues of concern with each other. This provides mutual support in a neutral forum, including sharing information about available resources, services, and events. We offer a café serving refreshments and most importantly a warm welcome.
This year there have been a few changes, as it was decided to move Poppy Friends meetings to Tuesdays so all carers could come along, whilst clients are looked after by volunteers at the Poppy Café. The Treehouse was not able to provide a suitable space on Tuesdays, so we now meet at Loades Hall on the third Tuesday of the month. The Friday sessions at the Treehouse were phased out slowly; the final one took place in February 2024. Usually, 8-10 carers regularly attend.
This year we have welcomed visitors from Community Connectors, the Alzheimer’s Society, North Norfolk District Council’s Financial Inclusion Team and our local Social Prescriber, all of whom have been able to offer welcome support and advice.
## **Poppy Lunch**
Poppy Lunch commenced in December 2022. It has attracted between 10 and 19 clients and carers each lunch this year. The atmosphere is convivial and everyone is encouraged to enjoy their meal in a relaxed setting and conversation is encouraged. Volunteers serve the meal and clients and carers enjoy their meal as though they are in a restaurant but without any worries about client behaviour. Overall, we served 198 lunches over the year.
At Christmas we had a special Christmas lunch and 23 clients and carers attended with everyone enjoying a very festive occasion.
## **Poppy Exercise**
Poppy Exercise started with only one or two clients and support was provided on a one-to-one basis. Those that took part felt that it helped them with their balance and muscle strength.
Following a grant from Active Norfolk, additional sports equipment was purchased and for a period of six months, a separate Poppy Exercise session was offered on one Friday each month. However, this failed to attract sufficient numbers to make it viable and the Exercise sessions have returned to being offered within a Poppy Café session where the uptake is better, with both clients and carers taking part.
## **Poppy Outings**
During 2023-24 the organisation arranged two outings during the year for clients, carers and families. Two bespoke open garden visits were arranged. The first in July 2023 to the Merchant’s House in Blakeney, by kind invitation of David and Clare Marris and the second to Severals Grange in September 2023, by kind invitation of Jane Lister and Brenda Hine.
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Tea and cake were provided on both occasions and clients and carers were able to explore the lovely gardens. Photographs taken on the day have been used on the interactive white board to initiate conversations during subsequent Poppy Café sessions.
During the Holt Festival the Poppy Cafés were obliged to vacate their usual venue and the Cafés were kindly accommodated in the Loades Hall by invitation of Holt Methodist Church. This lasted three weeks and provided a change of scene that was a welcome alternative for clients.
## **Partnership working**
Holt & District Dementia Support has continued to work with other partner organisations to strengthen services for those living with dementia.
The Lead for Networking has maintained electronic contact with the local Carers Matter voluntary organisation and has passed on information and advice to carers.
Referrals of clients and carers have been received from the Alzheimer’s Society and local health and social care organisations.
The organisation has established a fruitful relationship with North Norfolk District Council which has led to regular attendance at the Poppy Cafés and Poppy Friends by the Community Connectors as well as involvement by the Holt & District Dementia Support Chair with North Norfolk Dementia Working Group, Mental Health Group and Older Peoples Group as an active contributor. The organisation has participated as part of a network of statutory and voluntary services at public raising awareness events about local support promoted by North Norfolk District Council as Positivitea events.
Close ties have been maintained with the local parish church, Glaven Caring, the Methodist church and with local businesses such as the Treehouse Café, all of which have supported the organisation throughout the year and facilitated opportunities for the families of those living with dementia.
The Chair assisted in the planning for a new dementia café at Fakenham and supported the venture with advice as well as providing training for the first group of volunteers.
## **Performance review**
Clients and carers at each of the organisation’s services are issued with a survey questionnaire each year as are all volunteers within the organisation.
The surveys for 2022-23 were circulated in April 2023 and were reported at the Annual General Meeting on the 2nd June 2023. The surveys looked at the effectiveness of service provision as well as more detailed analysis of each service. Clients and carers were very positive about all the services although once more there was a plea for more home visiting. The Poppy Lunch Club was seen as a valuable addition to services but fewer saw the provision of exercise as relevant to themselves.
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Poppy Friends was highly valued by those that attended but many carers had been unable to attend due to caring responsibilities and following the AGM, the decision was taken to move this provision to a Tuesday so that clients could be accommodated at Poppy Café leaving carers free to attend should they wish to do so. A few volunteers reported feeling that the organisation was in danger of overstretching itself as the range of service provision had increased. This resulted in a greater consolidation of services in 2023-24 and an emphasis on supporting volunteers. This year’s questions have been circulated and will be reported at the Annual General Meeting on the 27 June 2024. This year the focus is again on whether clients feel that current services are effective and whether volunteers feel supported in their role. **Public information** The organisation has continued to promote the work of the charity where applicable through articles in the local press, involvement in local events to raise awareness of what we do and by distributing leaflets and posters widely throughout the area. In October 2023 there was an article in the Holt Chronicle to mark receipt of a generous donation by the Holt & District Rotary Club to support the work of the organisation. The website has continued to be updated regularly with information about current services and events. The bimonthly Newsletter is published online and there is access to all previous copies for those new to the site. Updates have also taken place to listings of the organisation on local authority information sites and those of partner organisations such as the Alzheimer’s Society. **Education & Training** Face-to-face training has taken place during 2023-24 and new volunteers have been provided with the opportunity to attend sessions on Understanding Dementia and Safeguarding Adults. First Aid training was offered in April 2023 by two members, a retired GP and a registered nurse. This coincided with the provision of a new defibrillator in the venue in which the Poppy Café takes place. Holt & District Dementia Support made a financial contribution towards the purchase of the defibrillator.
|**Additional information (optional)**
You may choose to include further statements where relevant about:|**Additional information (optional)**
You may choose to include further statements where relevant about:|**Additional information (optional)**
You may choose to include further statements where relevant about:|
|---|---|---|
|Achievements
against objectives
set|Para
1.41|The charity has achieved against all its agreed objectives and
continues to look for ways in which it can both improve and expand
its services to maximise its support for families living with dementia.
It remains focused on raising awareness about the needs and
interests of those living with dementia, sharing information with
partnership organisations and helping to raise the profile of those
living with dementia when new developments are envisaged in the
local community.|
11
|||The organisation has ensured that communication with families living
with dementia and the public has been assured through the
publication of its Newsletter, website, articles in the local media and
the distribution of leaflets about the charity’s activities.
Holt & District Dementia Support remains a lifeline for many families
and as our annual surveys attest, many families living with dementia
find they are only able to continue to care for their relative due to our
support and the services we provide. We continue to look for
innovative ways to develop and expand our support and to assist
families to live well with the challenge of dementia.|
|---|---|---|
|Performance of
fundraising activities
against objectives
set|Para
1.41|The charity does not set itself any objectives in terms of fundraising
but has been fortunate to receive contributions towards its services
from the continued support of local people, businesses and
individuals who have benefitted from the service. In 2023-24 the
charity received a substantial donation of £2,000 from Holt & District
Rotary Club as well as smaller donations from individuals and other
supportive organisations.|
|Investment
performance against
objectives|Para
1.41|The charity does not have any objectives in relation to investments.|
|Other|||
## **Financial Review**
|Review of the
charity’s financial
position at the end of
the period|Para
1.21|The cash held either at bank or in hand totalled £29.3K at 31 March
2024. There were no other assets and no outstanding liabilities at
that date.|
|---|---|---|
|Statement
explaining the policy
for holding reserves
stating why they are
held|Para
1.22|The main financial risk to the charity is reduced donations and the
reserves are held to cover operational costs in the event of a loss of
income, to meet the costs of possible new initiatives and to meet any
unforeseen expenditure that may occur. It is the charity’s policy to
maintain reserves that would cover 24 months expenditure in the
event of a loss of income.Expenditure totalled £11.7k for the year
ended 31 March 2024.|
|Amount of reserves
held|Para
1.22|The reserves held at 31 March 2024 totalled £29.3k.|
|Reasons for holding
zero reserves|Para
1.22|Not applicable|
|Details of fund
materially in deficit|Para
1.24|Not applicable|
|Explanation of any
uncertainties about
the charity
continuing as a
going concern|Para
1.23|Currently there are no uncertainties about the charity continuing as
a going concern.|
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|**Additional information (optional)**
You may choose to include further statements where relevant about:|**Additional information (optional)**
You may choose to include further statements where relevant about:|**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|The charity’s principal source of funds is from donations. These
come from the clients and carers who use the services, fundraising
initiatives by local individuals, organisations, businesses and from
bequests. The charity applies for community grants where
applicable. During the year donations received totalled £8.7k.|
|Investment policy
and objectives
including any social
investment policy
adopted|Para
1.46|Not applicable.|
|A description of the
principal risks
facing the charity|Para
1.46|**Risk Management**
The charity has a proactive approach to risk management. The
Trustees have identified their key risks and have in place a risk
management plan to manage and mitigate the identified risks. This
is monitored regularly and updated as required.
The risk register of key risks identified the potential health & safety
risks associated with commencing the Poppy Lunch service and
arrangements were put in place to minimise the risks to the health of
clients, carers and volunteers. This included the provision of training
for volunteers, safe practices in the kitchen, requirement to record
opening and closing checks and registration with the Environmental
Health Office.
The Home Visiting Service undertakes a risk assessment on all new
clients and the subsequent risk management plan is made available
to all volunteers visiting the client and this is updated as required.
Specific guidance is available for volunteers at both the Poppy Café
and the Home Visiting service to manage risks associated with the
health and well-being of clients. This guidance is brought to the
attention of all new volunteers with the service as part of the
volunteer’s induction to the organisation. The provision of a cardiac
defibrillator on the premises led to the provision of first aid training.
Poppy Exercise has also been added to the risk register and
mitigations have included training for key volunteers, health
assessment of all participants and guidance for the use of
equipment.
Checks with the Disclosure and Barring Service are undertaken for
all members who exercise positions of responsibility within the
organisation and all those who volunteer as Home Visitors to ensure
protection for our vulnerable clients.
Public liability insurance is in place plus additional accidental cover
for volunteers undertaking duties with the organisation.|
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## **Structure, Governance and Management**
|Description of
charity’s trusts:|||
|---|---|---|
|Type of governing
document|Para
1.25|Holt & District Dementia Support is governed by a Constitution that
was agreed and ratified by the entire membership when the
organisation registered with the Charity Commission in September
2018. In 2021-22 an amendment was made to the Constitution at an
Emergency General meeting held on the 9 December 2021 as
follows:
•
Trustees to serve for three terms of three years before
compulsorily having to stand down instead of two terms. A
charity trustee who has served for three consecutive terms may
not be reappointed for a fourth consecutive term but may be
reappointed after an interval of at least three years.|
|How is the charity
constituted?|Para
1.25|The organisation is registered as a Charitable Incorporated
Organisation.|
|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|**Recruitment and appointment of trustees**
Trustees have been appointed from within the membership of the
organisation and are elected by those members that are in
attendance at the Annual General meeting.
Trustees are proposed and seconded by current members and are
required to indicate their willingness to take on the additional
responsibilities associated with being an officer within the
organisation and the duties and responsibilities associated with
being a trustee prior to the Annual General meeting. Members are
eligible to be considered as trustees based on their personal abilities,
specialist knowledge and skills and commitment to the aims and
objectives of the organisation.
If a trustee vacancy occurs before the Annual General meeting is
due to take place the existing trustees will appoint an interim trustee
to ensure continuity of governance and the appointment will be
subject to a vote of the membership at the next Annual General
meeting.|
|**Additional information (optional)**
You may choose to include further statements where relevant about:|**Additional information (optional)**
You may choose to include further statements where relevant about:|**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|**Induction and training of trustees**
On appointment as a trustee, the appointee is provided with an
introduction to the role by an existing trustee and given a copy of the
Constitution and the organisation’s policies and procedures.
In addition, the new trustee is directed to the guidance issued by the
Charity Commission on the duties and responsibilities associated
with being a trustee and the importance of public benefit.|
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||The charity’s
organisational
structure and any
wider network with
which the charity
works|Para
1.51|**Organisational structure**
The charity has a well understood structure that supports good
governance and operational management.
The charity trustees are responsible for exercising responsibility for
the corporate governance of the organisation, setting its strategic
direction and ensuring compliance with both its Constitution and the
requirements of being a Charitable Incorporated Organisation.
The operational management of the various services provided by the
charity are overseen by the Working Committee, which comprises
the trustees plus other appointees and advisors that contribute
specific knowledge and expertise. The trustees and members of the
Working Committee receive no remuneration other than payment for
incidental expenditure associated with undertaking their role as
either committee members or as volunteers. All give of their time
freely.
The Working Committee meets six times a year with a separate
Trustee committee meeting preceding that of the Working committee
meeting at least twice a year. Otherwise, the meetings are
integrated. Each committee has specific terms of reference which
ensure that responsibilities, delegation and decision-making is
clearly defined and duplication is avoided. Both committees are
chaired by the Chair of the organisation to ensure continuity and
good communication between both committees.
During 2023-24 the Chair stood down but was re-elected for one
further term of office. An additional trustee was nominated, Jocelyn
Wiggins, who was unanimously appointed.
Volunteers are core to the organisation and are recruited from the
general public and specifically for their commitment to the aims and
objectives of the organisation in supporting those living with
dementia and their carers. Volunteers are invited to attend a meeting
twice a year to ensure that all members have an opportunity to
contribute to the direction of the organisation and to discuss issues
with the membership of both committees. All members are invited to
attend the Annual General meeting.
In addition to the Constitution, Holt & District Dementia Support has
a suite of policies to support good governance including policies on
Safeguarding, Recruitment, Data Protection and Lone Working and
all members are directed to these policies on joining the charity. This
guidance is supplemented by a comprehensive Volunteer handbook
that is issued to all new members.
Training is provided to all new volunteers who have been accepted
as members through the recruitment process including training on
understanding dementia, safeguarding and communication skills.
Bespoke training is arranged when needed.|
|---|---|---|---|
15
## **H&DDS ORGANISATIONAL STRUCTURE**
## **TRUSTEES**
Chair / Lead for Poppy Lunch Deputy Chair/ Lead for Home Visiting Treasurer Lead for Poppy Cafés Volunteer/ Health Professional Volunteer / Home Visitor
**THE WORKING COMMITTEE** Trustees Lead for Home Visiting Lead for Poppy Cafés Lead for Media / Newsletter Lead for Networking / Carers Home Visitor Volunteer Poppy Café Volunteer Representatives from associated organisations
## **MEMBERS**
Current volunteers who have completed the recruitment process
Relationship with any related parties
Para
1.51
## **Relationship with related parties**
The charity is the principal voice for those living with dementia in Holt but endeavours to work with other organisations and authorities that are engaged in supporting families living with dementia including the local district council, health authorities, local care homes and local businesses that actively promote dementia-friendly practices.
The charity is also in regular contact with other charities in this field such as Age UK, the Alzheimer’s Society, the Admiral Nursing Service, Dementia Action Alliance and Glaven Caring so that advice, support and service provision is integrated and focused on the needs of the local client group.
16
Other
## **Reference and Administrative details**
|Charity name|Holt & District Dementia Support|
|---|---|
|Other name the charity
uses|None|
|Registered charity number|1179793|
|Charity’s principal address|39 Cromer Road
Holt
Norfolk
NR25 6EU|
## **Names of the charity trustees who manage the charity**
|1
2
3
4
5
6|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or**
**body) entitled to**
**appoint trustee (if**
**any)**|
|---|---|---|---|---|
||
Claire Roberts|Chair/ Lead
Coordinator for
PoppyLunch|Whole period|Membership of
organisation|
||
Eleanor Sidgwick|Deputy Chair /
Lead Coordinator
for Home Visiting|Whole period|Membership of
organisation|
||David Sidgwick|Treasurer|Whole period|Membership of
organisation|
||
Isobel Horsley|Lead Coordinator
for the Poppy
Cafés|Whole period|Membership of
organisation|
||
Stephen Gillam|Poppy Café &
Home Visiting
Volunteer/ Retired
GP|Whole period|Membership of
organisation|
||Jocelyn Wiggins|Home Visiting
Volunteer|From AGM|Membership of
organisation|
– Corporate trustees names of the directors at the date the report was approved
**Director name** None
Name of trustees holding title to property belonging to the charity
|**Trustee name**|**Dates acted if not for whole year**||
|---|---|---|
|None|||
17
## **Funds held as custodian trustees on behalf of others**
Description of the assets held in this None 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 Adviser**|**Name**|**Address**|
|---|---|---|---|---|
||Admiral Nurse
(Recently retired)||Sarah Farmer-Wright|https://www.dementiauk.org/get-
support/find-an-admiral-nurse/|
||Examiner||Angela Harcourt|Hard Farm, Little Marsh Lane,
Field Dalling, Holt,
NR25 7LL|
||Bank||Barclays Business Banking|Online|
## **Name of chief executive or names of senior staff members (Optional information)**
## **Working Committee**
## _**Trustees plus:**_
Lead for Communications, Media Relations and Website – Sue Wharfe
Administrator – Elizabeth Brett
## _**Representatives from:**_
Poppy Cafe – Maureen Buckey Clients and Carers / Lead for Networking – Helen Banham
## **Exemptions from disclosure**
Reason for non-disclosure of key personnel details All disclosed
## **Other optional information**
18
## **Declarations**
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees:**
**----- Start of picture text -----**
Signature(s)
David Sidgwick
Full name(s) Claire Roberts
Position (eg Secretary, Chair Treasurer
Chair, etc)
Date
27 June 2024
**----- End of picture text -----**
19
Holt & District Dementia Support Annual Report 27th June 2024 Registered Charity No. 1179793
20
## **BALANCE SHEET**
|**AS AT 31 MARCH 2024**
**31.03.23**
£
**GENERAL FUND**
Balance brought forward
Less: Transfer of funds to Poppy Lunch Fund
30,650
Add: Excess of receipts for the year
**GRANT FUND (EXERCISE)**
Balance brought forward
1,226
Less: Excess of payments for the year
**POPPY LUNCH FUND**
Transfer of funds from General Fund
0
Less: Excess of payments for the year
**£31,876**
**Represented by:**
**ASSETS**
1,561
Cash at bank - current account
30,287
deposit account
28
Cash in hand
**£31,876**
**Independent Examiner's Report.**
I confirm the accounts were presented, ready for examination.|**31.03.24**
£
£
30,650.48
3,000.00
27,650.48
95.70
27,746.18
1,226.00
1,104.89
121.11
3,000.00
1,584.54
1,415.46
**£29,282.75**
968.40
28,286.09
28.26
29,282.75
**£29,282.75**|
|---|---|
In connection with my examination, no material matter has come to my attention to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Signed: Angela Harcourt
Address: Hard Farm, Field Dalling, NR25 7LL
Date: 7 May 2024
**Registered charity number: 1179793**
## **HOLT & DISTRICT DEMENTIA SUPPORT**
## **GENERAL FUND**
## **RECEIPTS AND PAYMENTS ACCOUNT**
## **FOR THE YEAR ENDED 31 MARCH 2024**
|**2023**
£
3,433
8,525
3,704
15,662|£
**RECEIPTS**
**General income**
792
Donations at Poppy Café (Monday)
2,027
Donations at Poppy Café (Tuesday)
187
Donations at Poppy PM
85
Donations at Poppy Lunch (2024: separate fund)
110
Home Visiting Service donations
111
Gift Aid
0
Sale of disabled toilet keys
3
Sale of spikey ball
60
Deposit account interest
57
Commission from Amazon
1
Sundry income
**One-off donations:**
0
Pam's Bridge Tournament
0
Holt & District Rotary
0
Charity Quiz Night
474
Holt Tractor Run
7,500
Winding-up donation from the Briston Care Centre
274
Disputed donation
277
Other donations
**Donations in memory of:**
0
Ann Shreave
0
Tony Hilton
631
Donny March
727
David Carter
1,008
Paul Abendroth
552
Hugh Braes
387
Colleen Norman
299
John Rayner
100
Val Clifft
Balances carried forward|**2024**
£
£
571.23
2,545.19
0.00
0.00
50.00
558.92
15.00
4.00
349.10
43.96
0.98
4,138.38
1,028.40
2,000.00
260.50
0.00
0.00
0.00
496.99
3,785.89
45.00
1,019.86
0.00
0.00
0.00
0.00
0.00
0.00
0.00
1064.86
8,989.13|
|---|---|---|
## **HOLT & DISTRICT DEMENTIA SUPPORT**
## **GENERAL FUND**
## **RECEIPTS & PAYMENTS ACCOUNT (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2024**
|**2023**
£
15,662
4,717
524
871
132
679
129
8,610|**2024**
£
£
£
£
Balances brought forward
8,989.13
**PAYMENTS**
**Poppy Café expenditure**
3,018
Meeting room hire
3,268.50
768
Refreshments
728.57
212
Crafts, games and books
16.48
300
Volunteer's mileage & parking
271.57
102
Jubilee event
0.00
121
Planters and plants
21.05
196
Exercise equipment
0.00
4,306.17
**Poppy PM expenditure**
473
Meeting room hire
0.00
11
Refreshments
0.00
40
Volunteers' mileage & parking
0.00
0.00
**Home Visiting Service expenditure**
870
Volunteers' mileage
1,522.27
1
Calendar
0.00
1,522.27
**Poppy Friends expenditure**
132
Space Hire
221.00
0
Refreshments
21.03
242.03
**Poppy Lunch expenditure**
Setting up and running costs (2024: separate fund)
0.00
**Paul Phoenix concert**
Net costs
0.00
**General expenditure**
300
Website costs
328.78
418
Insurance
421.98
48
General mileage
52.20
244
Stamps, Stationery, printer ink and paper
266.13
96
DBS checks
0.00
136
Gifts
55.99
1,242
Balances carried forward
1,125.08
6,070.47
8,989.13|
|---|---|
## **HOLT & DISTRICT DEMENTIA SUPPORT**
## **GENERAL FUND**
## **RECEIPTS AND PAYMENTS ACCOUNT (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2024**
|**2023**
£
8,610
1,965
**£6,645**
**2023**
£
1,226
0
**£1,226**|**2024**
£
£
£
£
1,242
Balances brought forward
1,125.08
6,070.47
8,989.13
**General expenditure (continued)**
0
AGM costs
34.00
349
Meeting costs
361.63
0
Training costs
68.58
160
Christmas presents clients and carers
119.60
85
Leaflets, posters and handbooks
400.20
8
First Aid
0.00
103
Covid costs
0.00
16
Fundraising costs
0.00
2
Sundry expenses
0.00
0
Volunteers' party
188.76
0
Cards
39.97
0
Disabled toilet keys
5.49
0
Card Reader
58.80
0
10th Anniversary invites
30.00
0
Contribution towards Defibrillator
250.00
0
Garden visit
132.40
0
'This is me' booklets
8.45
2,822.96
8,893.43
**Excess of Receipts for the year**
**£95.70**
**GRANT FUND (EXERCISE)**
**RECEIPTS AND PAYMENTS ACCOUNT**
**FOR THE YEAR ENDED 31 MARCH 2024**
**2024**
**RECEIPTS**
£
Grant from Active Norfolk (Norfolk County Council)
0.00
**PAYMENTS**
0
Equipment
860.61
0
Hire of Hall
195.00
0
Training - Exercise course
40.00
0
Refreshments
9.28
1,104.89
**Excess of Payments for the year (2023: Excess of Receipts)**
**£1,104.89**|
|---|---|
## **HOLT & DISTRICT DEMENTIA SUPPORT**
## **POPPY LUNCH FUND**
## **RECEIPTS AND PAYMENTS ACCOUNT**
**FOR THE THE YEAR ENDED 31 MARCH 2024**
|**RECEIPTS**
Donations towards lunches
**PAYMENTS**
Food costs
Hire of Hall
Other costs
**Excess of Payments for the year**|**2024**
£
190.00
1,382.50
307.00
85.04
1774.54
**£1,584.54**|
|---|---|