## **- Countrymen UK, Dorset Board Meeting** ## **Minutes from 6 November 2025** ## 1). Welcome, introductions and apologies:- Sue (Chair), Harry (scribe + volunteer/trustee), Rose (trustee), Woody (volunteer/trustee), James (guest), Julie, Siobhan (manager) and Chris Sledge (guest). Apologies:- Jonathan and Lotty. Sue began the meeting by thanking all for attending and introduced Chris Sledge who is a potential trustee (See biography attached to this meeting's calling notice). ## 2). Declaration of confict of interest: Julie Future Roots plus Rylands Farm, Siobhan paid member of staff, Sue on board of Future Roots, Harry related to someone who works for the Somerset Community Foundation. Rose Lockyer and Jonathan Herbert's terms as a Trustees have now come to an end. Action **Siobhan** to invite Jonathon and the board members to the Countrymen's Christmas party, which will be held at the farm on Tuesday 23[rd] . December. Action **Sue** coordinate a leaving and thank you give for Jonathan ## 3). Review from last meeting:- Minutes of the meeting held 7[th] . August approved, no arisings. ## 4). Manager's Report: See also Sue's report dated 4/11/25 attached to the calling notice for this meeting. The report is in a new format with the aim of giving continuity for reporting from meeting to meeting. For full details of Siobhan's report see attachment to this meeting’s calling notice. The “Potter's” sessions are generally going well with 4 men attending Countrymen’s is also going well and and she is supporting and safeguarding the men. Attendance at both the Tuesday and Thursday Countrymen's sessions are averaging 11 men. Re table on 1/5 page 2 of the Manger's report, the figure £1915 is for the quarter NOT a month. Since the last meeting 3 men no longer attend. Spencer has passed away, he will be sadly missed. Card and flowers have been sent to his family, his funeral will take place at Yetminster Church on Wednesday 12[th] . November. Three new men have joined. Will have to review one Countryman's charge rate “N” as he now requires 1 to 1 support. A discussion regarding session charges ensued. There are currently 2 rates charged, lower £15.00 and a higher of £25.00. It was noted that Dorset CC charge £30.00 for ½ day sessions (4 hours). We will wait until after the Budget before we review our session charges. It was suggested we consider raising the lower rate from £15 to £16 and the higher rate from £25 to £30. any increases would become affective from 1[st] . April 2026. Dorset Volunteer Centre attended a Tuesday session to film our activities. We will have access to this material for our own publicity promotions. They interviewed both Countrymen and volunteers. [Post meeting feedback – sessions are being well delivered with good use of the farm facities and parking seems well managed – Siobhan the be commended for this achievement]. Funding bids have been submitted for gardening activities. Sue highlighted that, very roughly, we need to get about £2k from bids and grants per month to cover our costs. This needs, approximately, £8k of bids to be submitted per month. The subject of Tee/Polo shirts for Christmas gifts for the men was raised. Big Feast fund raiser idea – agreed to run this in Jan/Feb time. Future Roots will be holding a 20[th] Anniversary event on the 20[th] July at the farm. We could utilise the marquee(s) for this event to stage our own community event to promote ALL things Countrymen UK Dorset. Given this we’ll host a community engagement event, to include our AGM, on 16[th] July. Action **Siobhan** work on upping the value of bids that we are submitting to enable us to meet our fundraising target of ~£2k/month. Action **Siobhan** to plan and coordinate our community / AGM event to be held on 16 July 2026 Action **Siobhan** to plan and do comms for Big Feast Fundraiser to happen in Jan/Feb 26. 2/5 Action: **James** and **Siobhan** to investigate buying tops (not brown or green) that we can sell/give to our longstanding Countrymen / volunteers. Action **James** and **Siobhan** agree/purchase a screen for Siobhan Action **Sue** talk to Siobhan about supervisions / recording thereof _Siobhan and Chris Sledge left the meeting at 17.50._ Photobooks – it is a worry that we are so far behind with these. Sense is that the team don’t feel that they need Siobhan in the sessions especially when it is tea time. Action **Sue** talk to Siobhan about how to clear the back log of the men’s diaries and how to maintain them week to week. Action **Sue** talk to Siobhan about time she spends in sessions Action **Sue** talk to Trustees / Siobhan about why I have written “Steve’s wife references and dbs” in my meeting notes Action **Siobhan** Christmas party invites – please include Trustees, Jonathan, Bill Sherriff and other VIPs. Show Julie and Rose the guest list to help spot any omissions early. ## 5). Governance: Rose and Jonathan’s terms having expired, and with us not having recruited their successors there was a discussion about possible options. Due to the exceptional circumstances (the unforeseen loss of two key staff and a Trustee needing to take a break from meetings) we ask Rose Lockyer to extend her term by nine months and remain a Trustee until end of May 2026. We need to have a strong recruitment drive for at least two new Trustees – we’re looking for safeguarding and finance skills in particular. Have a closing date mid-Jan, do a farm tour and see a session before joining 4[th] Feb Trustee meeting. Vote “To extend the Trusteeship of Rose Lockyer until end May 2026”. Proposed by Sue, seconded by Woody and Julie. Approved. Staff pay rates to be reviewed at the next meeting. Current rates of pay are just above the minimum wage. Siobhan is working twice the number of hours as Liz – some of this is Potters Garden and some is to cover Simon’s fundraising hours. Currently all staff except SD are on £12.78/hr. A 4% increase would be £13.30/hr. To discuss postbudget. Action **Sue** to coordinate a recruitment drive for new Trustees. Action Sue follow up with Chris Sledge to align timings. 3/5 Action **Harry** put pay rates and charge rates onto the February agenda Action **James** and **Siobhan** produce a table that is maintained at the back of Siobhan’s Manager’s report which has due dates for Charities Commission reports and tramper servicing. ## 6). Finance and Fundraising:- James appraised the meeting of the current situation, see attachment to the calling notice for this meeting for full details. Action **James** split out the income for Potters Garden to become a separate line on our finance reports. Action **James** provide rough figure for the monthly cost, including employer on-costs, of SD’s time on Potter’s Garden. ## 7). Policies:- Woody presented a status report reflecting the current position. Only Safeguarding Policy has been completed. Trustees reviewed the list and after some discussion it was agreed that:- a) A Recruitment & Employment Policy is relevant and required by CountrymenUK b). A Reserves Policy was complied by Simon. Needs to be brought to Trustees. c). Lotty had raised 3 queries on H & S Policy. these were answered and the Live document amended which can now be published. See also status document attached to the calling notice for this meeting. Action **Woody** change status of Recruitment policy to Y, applicable. Action **James** send Woody a copy of the Reserves policy Action **Woody** submit H&S policy to Trustees for approval on-line (rather than waiting for our next meeting. _Harry left the meeting at 19.00 hours._ 8) AOB:- ## **Safeguarding** 4/5 Action **Sue** talk to Siobhan about the use of her personal mobile number and removal from Carers’ contacts. ## **Health and Safety** Action **Siobhan** find the accident book and _show_ Julie and the CCUK staff team where it lives (and tell Sue it is found / not found) **30 Nov latest** ## 9). Dates for the diary: 23 Dec 25 1.30-4pm Christmas party for Countrymen and Carers– all Trustees invited Jan/Feb 2026 Big Feast Fundraising Month (exact dates tbc) Wed 4 Feb 2026 5-7pm Trustee meeting – possible new Trustees Trustee meeting – possible new Trustees come along for the first hour. Agenda to include price and pay reviews, prep for away day. Wed 18 Mar 2026 10-4pm Away day, venue tbc (maybe earlier start for new Trustee induction session) Wed 13 May 2026 5-7pm Trustee meeting. Agenda to include staff handbook. Thu 16 July 2026 tbc CCUK Community Event and AGM Wed 12 Aug 2026 5-7pm Trustee meeting Action **All Trustees** add the above dates to your diaries please! There being no other business the meeting closed at 19:30 5/5 CHARITY COMMISSION FOR ENGLAND ANO WALES Receipts and payments accounts CC16a For the pèriod from To Section A Receipts and payments Un￿strIcted fund9 to tho near¢¥t Re8tricted fund8 Endowment funds Total funds Last year to thè Th￿rÈ&t£ tLs ¢he nearestE to tho n•arg51£ to th• nèare¥t£ Al Receipts Granis DOn8t￿n$ Fees Inl8re51 Recelved Qlher s818s 19,750 16,012 2S,740 363 863 19,760 15,012 25,740 363 863 27,676 2S.743 21,912 2e7 266 Sub total (Gross Incomo for AR) 61.728 61,72B YS,862 A2 As$•t and Investmont Soles, Is&è table). Sub total rotal rec•lpts 61,728 61.728 7S,862 A3Pa m$nts Wages & Nl ¢o$ls Staff Iialnlng & w8llar8 Reni Computèr & ￿ cosis In8ur811ce Ropalis & tnainicn8nee Adverfislng & marketing Prinlln9. POSI & sl4liDnery AxountanGy f￿5 8ènk chargr*s Sundry expen588 42.668 1,248 42.508 414 12.000 176 687 218 18.000 210 7et 1,996 932 62 1,080 62 $94 87,492 210 761 1,996 022 52 64 2,0#0 51 378 4S,340 62 S94 67,493 Sub total A4 Asset and Investment purch49o¥, Isee tablo Sub total Total P47yments 67,493 67,493 45,340 Net of recelpts/(payments) A5 Transfers between funds A6 Cash funds last year énd Cash funds thls year end 5,765 5.765 3Q.522 77,419 71,654 77,419 71,6S4 46,897 77,419 CCXX R1 8¢¢ounts ISSI 0610312026 Section B Statement of assets and liabilities at the end of the period Unrestricted funds to Dear￿t£ Restricted funds to noaiest E Endowment funds ta nearèst£ CateJc ories Dotails B1 Cash funds BaDk& cash in hand 60,094 Fee$oUt5￿ndi￿Q 11,740 PAYE cred*or 0￿er c18cIitK5 and accruaL5 180 Total cash funds Iwob*grK¢>wlh ￿yMentS rtllsll 71.6S4 Unrestricted funds ta noaro5¢É Re8trict¢d funds to ngarest£ Endowment fund8 to n•ar¢8t£ D¢talls B2 Other monetary 8888ts Fund to whlch Dfylalls Cost Ipptlorb&ll Current Valuo Fund to wblBh a88gt bolon D&tails Co$t loptlonall Curront valy4 84 A¥set8 retalned for the ¢harlty'8 own uoè Fund to whlch Tellltg5 Amovnt duè When du¢ Det4211s BS Llabllltles Svjned by one or Irusl8es on behalf ol all the trustees Dale of roval Signature Print Name AJ copcoc CCXX R2 accounts Issi 0610312026 ## **Profit and Loss** Countrymen Uk For the year ended 31 October 2025 |**Account**|**2025**|**2024**|**2023**|**Notes**| |---|---|---|---|---| |||||2024 & 2023 based on submitted Charity accounts pre Accounts Package Xero| |**Turnover**||||| |Grants|19,750.00|27,675.00|19,350.00|Julia Rousing trust is a 3 year core costs grant end of year 1 reort to be done by 31/11/2025, Next payment received December| |Interest Income|363.18|267.00|89.00|| |Other Revenue|863.00|265.00|0.00|| |Sales|24,809.90|21,912.00|22,394.00|Suzzette very instrumental in doing this supporting SD| |**Total Turnover**|**45,786.08**|**50,119.00**|**41,833.00**|| |**Cost of Sales**||||| |DirectWages|34,776.77|29,344.00|26,341.00|Salary Jump SD has more hours than LR so twice the monthly costs| |**Total Cost of Sales**|**34,776.77**|**29,344.00**|**26,341.00**|| |**Gross Profit**|**11,009.31**|**20,775.00**|**15,492.00**|| |**Administrative Costs**||||| |Advertising& Marketing|931.83|0.00|0.00|| |Audit &Accountancyfees|1,289.58|2,010.00|870.00|| |Bank Fees|62.00|51.00|53.00|| |General Expenses|995.81|554.00|451.00|| |Insurance|761.26|687.00|677.00|| |Motor VehicleExpenses|32.83|0.00|0.00|| |Pensions Costs|736.49|0.00|0.00|| |Printing& Stationery|52.48|64.00|296.00|| |Rent|18,000.00|12,000.00|14,500.00|Rent costs £1500 per month this includes FR staff i.e JP & SH Plus MD & PR plus phones and stationery, resources etc| |Repairs &Maintenance|1,996.39|216.00|740.00|includes Tramper serviceing and purchase of new reconditioned tramper| |Staff Training|477.20|414.00|419.00|| |Subscriptions|180.00|0.00|0.00|| |Travel - National|156.00|0.00|0.00|| |**Total Administrative Costs**|**25,671.87**|**15,996.00**|**18,006.00**|| |**Operating Profit**|**(14,662.56)**|**4,779.00**|**(2,514.00)**|| |**Other Income**||||| |Donations|15,012.04|25,743.00|14,226.00|2024 JP secured £12,500 donation at Holnest church fete hence big difference plus LR arranged a lot of fund raiser the day she handed notice in| |**Total Other Income**|**15,012.04**|**25,743.00**|**14,226.00**|| |**Profit on Ordinary Activities Before Taxation**|**349.48**|**30,522.00**|**11,712.00**|| |||||| |**Profit after Taxation**|**349.48**|**30,522.00**|**11,712.00**||