## **Trustees’ Annual Report for the period 2022-2023** ## **From Period start date 01/07/21 To Period end date 31/03/22** ## **Charity name: The Bothies** ## **Charity registration number:1195264** ## **Objectives and Activities** ||SORP
reference|| |---|---|---| |Summary of the
purposes of the
charity as set
out in its
governing
document|Para
1.17|“To promote for the benefit of the inhabitants of North Yorkshire and the
surrounding area the provision of facilities for recreation or other leisure
time occupation of individuals who have need of such facilities by reason
of their youth, age, infirmity or disablement, financial hardship or social and
economic circumstances or for the public at large in the interests of social
welfare and with the object of improving the condition of life of the said
inhabitants.”| |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|As a new entity, time has been taken to establish the internal governance
and management of the Charity which has been established in Scampston
Walled Garden Conservatory.
This process has been complicated by lockdown restrictions due to
COVID19.
The time has, however been used for extensive planning.
The main aim of the Charity is to establish the Conservatory building and
its environs as a Learning Resource Centre. The goals of this Centre are
to foster life long learning, well being and personal development through
the provision of educational courses, community projects and other
recreational and leisure activities.
Secondly, the Charity’s longevity depends on promoting opportunities for
volunteering among adults and young people
The following are the main areas of development identified by the trustees,
through which to achieve these goals;

Development of Educational Activities for vulnerable adult groups,
schools and families with children.

Development of Workshops and Special Interest Groups

Recruitment of a Volunteer Team

Identification of Funding Streams to finance the activities listed
above| |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 regard for the guidance issued by the Charity
Commission on public benefit. Groups with specific interests have made
themselves known to the trustees and efforts are being made to
accommodate them.| |---|---|---| **Additional information (optional)** You may choose to include further statements where relevant about: ||SORP
referenc
e|| |---|---|---| |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 the promotion of volunteering is embedded in The Bothies’ aims, we
seek to provide a wide variety of roles for potential volunteers. These
include gardening, hosting events, supporting the outdoor activities with
children and vulnerable adults, supporting school and family activities
and general fundraising for the charity.
The current work being carried out by volunteers includes the following;

The Heritage Group maintain the three exhibition rooms and
work to prepare new exhibition boards for the visitors.

Another group of other volunteers maintain the pelargonium
collection and take cuttings for to sell.

Some volunteers work with vulnerable groups and provide a
sheltered gardening opportunity.

Several members of the team help the Forest School tutor to run
the activities with families and children. They also support the
same tutor when schools visit.| |Other||| ## **Achievements and Performance** ||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 concept of ‘The Bothies’ charity was developed during the lockdown
period of Covid19.
The initial meeting of five volunteer trustees was held in September 2020
and follow up meetings held every four weeks after that. At this meeting
the objects of the charity were agreed, a draft constitution prepared and
a development plan drawn up.
An application to the Charity Commission to become a Charitable
Incorporated Institution (CIO), was investigated and an application for a
bank account pursued. Neither of these two aims were successful until
July 2021 although the activities of the charity came into operation during
the intervening period.
**The Development Plan was created with proposed timeline against**
**which to record achievements. This included the following**
**elements;**
**Development of Governance**
During 2021-22, policies were drawn up to cover Finance, Volunteers,
Health and Safety and Safeguarding. In addition Risk Assessments were
compiled to cover all anticipated activities including rules imposed by
COVID considerations. The policies specifically requested by the
Charity Commission, were also developed and agreed.
**Development of Educational Activities for vulnerable adult groups,**
**schools and families with children.**

A freelance tutor recruited to run planned Forest School Activities
with families and children and to develop a curriculum related
outdoor programme for schools. Session plans were presented to the
Trustees for approval. An accessible woodland area was created to
facilitate these activities.

Contact was made with local care agencies to develop a programme
of workshops and outdoor activities for adult groups with learning or
physical disabilities. Three volunteers worked to bring this plan to
fruition.

Publicity was circulated to local schools about educational
opportunities on offer.

Promotional leaflets were produced to promote all the agreed
activities.
**Development of Workshops and Special Interest Groups**

Meetings were set up with potentially interested groups to offer
facilities for them to use in the Learning Resource Centre. This
included local craft groups, Local Brownies and Guides etc.

Tutors for a variety of crafts were approached with a view to hiring
out rooms for adult workshops including willow weaving, art,
photography and horticulture.

A Heritage Research Group was set up to take responsibility for
exhibitions and displays.

A gardening group was set up to develop and maintain a plant
display and to take responsibility for the garden outside the building
which was designated as ‘The Bothy Garden’.
**Recruitment of a Volunteer Team**|| |---|---|---|---|---| - A protocol was agreed for recruiting volunteers to staff ‘The Bothies’ and appropriate paperwork and advertising put in place. - Two trustees designated with responsibility for Health and Safety and Safeguarding attended relevant training courses including one on the Disclosure and Barring Service. - The creation of a volunteers handbook was initiated. ## **Additional information (optional)** ## You may choose to include further statements where relevant about: |
Achievements
against objectives
set|
Para 1.41|| |---|---|---| |Performance of
fundraising
activities against
objectives set|Para 1.41|
Room hire has been advertised for private hirers for use as meeting
rooms or corporate events as well hired for lectures, workshops,
wedding receptions, funeral wakes, and birthday parties. Hire
charges were worked out at an hourly rate.

Sales of cuttings from the plant displays in the conservatory have
been used to generate an income via a designed plant sale area.

Christmas Fair was organised with a variety of craft stalls, money
being raised by the sale of our own goods and the table rent from
other stall holders.

Relevant grants investigated but not yet applied for until we have a
set of audited accounts.

The means of accumulating donations were explored including the
setting up of a ‘Friends of The Bothies’ but this as yet has not been
successful.| |Investment
performance
against objectives|Para 1.41|**N/A**| |Other||| ## **Financial Review** |Review of the
charity’s financial
position at the
end of the period|Para 1.21|A large balance has been accrued in our current account which we
intend to use to develop the woodland classroom and The Bothy
Garden.| |---|---|---| |Statement
explaining the
policy for holding
reserves stating
why they are held|Para 1.22|N/A| |Amount of
reserves held|Para 1.22|N/A| |Reasons for
holding zero
reserves|Para 1.22|The charity is new and all monies are designated currently to develop
our planned activities.| |Details of fund
materially in
deficit|Para 1.24|N/A| Explanation of Para 1.23 N/A any uncertainties about the charity continuing as a going concern ## **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 has been fortunate to inherit the balance of a COVID
Community Grant given by the local authority to support the
Conservatory as a community building. This has aided the trustees in
the establishment of a new activity programme.
Additional fundraising has taken place with plant sales and the
Christmas Fair plus room hire and fees for activities.| |---|---|---| |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|The Charity has only just been established in the wake of COVID19 and
associated lockdowns, and it will take a time to build up an secure
infrastructure and funding system. As yet running costs are unknown
and projects related to future grant applications have still to be
identified.| |Other||| ## **Structure, Governance and Management** |Description of
charity’s trusts:||| |---|---|---| |Type of governing
document
(trust deed, royal
charter)|Para 1.25|Constitution
Lease agreement on building| |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|All five initial Trustees are volunteers. They have each signed up for a
designated number of years. As yet there is no policy for replacement.| **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||All bar one of the trustees are working members of The Bothies’ team.
Policies and the induction procedure for both trustees and other team
members are detailed in the Team Handbook – see extract below
**‘Policies for Protection and Support**
The following policies and Risk Assessments have been put in place to
ensure your safety and wellbeing. ‘**THE BOTHIES’**seek to provide a
safe and happy environment for our team members and these outline
the procedures in place to assist with that. They can be accessed in the
Policy folder in the Conservatory office.

**Equal Opportunities Policy**

**Data Protection Policy**

**Safeguarding Policy and Guidance**

**Health and Safety Policy**

**Risk Assessments**
Where you are working directly with children or vulnerable adults there
will be an induction into aspects of safeguarding and a DBS application
will be completed when necessary.
**Induction and Training**
New team members will be introduced to the various jobs and any
training necessary will be provided. No-one will be expected to carry out
a task for which they consider they lack the strength, skill or knowledge.
**Supervision and Support**
**‘THE BOTHIES’**Team is committed to ensuring team members have
an enjoyable and rewarding experience. To achieve this, the Trustees
will offer support and encouragement, recognising that the same
principles of good management and supervision apply to volunteers as
well as employees. The Co-ordinator will provide a point of contact and
deal with any issues that arise.’| |---|---|---|---| |The charity’s
organisational
structure and any
wider network
with which the
charity works|Para 1.51||The Bothies has five trustees. Four are actively involved in the day to
day working of the charity as volunteers. One works elsewhere and is
therefore able to contribute to discussion in a dispassionate and
unbiased way which is an asset to the charity.
The Bothies Team consists of 12 volunteer members (inclusive of the
trustees).
The members of the team carry out a range of roles of their choosing
to support each of the different activities taking place.
Currently all governance (financial and policy) decisions are made by
the trustees. Whole team meetings take place to share decisions with
the whole team and to appraise them of progress with the Development
Plan.| |Relationship with
any related
parties|Para 1.51||| |Other|||| ## **Reference and Administrative details** Charity name The Bothies ||| |---|---| |Other name the charity uses|N/A| |Registered charity number|1195264| |Charity’s principal address|Scampston Walled Garden Conservatory
Scampston
North Yorkshire
YO17 8NG| ## **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)**| |---|---|---|---|---| ||Dianne Ford|Co-ordinator/Chair||The trustees will be
jointlyresponsible| ||Simon Roe|Vice Chair||| ||Carol Lyon|Treasurer||| ||Lesley Jenkinson|||| ||Susan Milward|||| |||||| – Corporate trustees names of the directors at the date the report was approved **Director name N/A** Name of trustees holding title to property belonging to the charity |**Trustee name**|**Dates acted if not for whole year**|| |---|---|---| |**N/A**||| |||| |||| |||| |||| |||| ## **Funds held as custodian trustees on behalf of others** |Description of the assets
held in this capacity|N/A| |---|---| |Name and objects of the
charity on whose behalf the
assets are held and how this
falls within the custodian
charity’s objects|N/A| |Details of arrangements for
safe custody and
segregation of such assets
from the charity’s own assets|N/A| ## **Additional information (optional)** ## **Names and addresses of advisers (Optional information)** |**Names and**|**addresses of advisers (Optional information)**|**addresses of advisers (Optional information)**| |---|---|---| |**Type of**
**adviser**|**Name**
**Address**|| ||N/A|| |||| |||| |||| |**Name of chief executive or names of senior staff members (Optional information)**||| |N/A||| ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details N/A ## **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)** Lesley Ann Jenkinson **Full name(s)** Dianne Elizabeth Ford **Position (eg Secretary,** Chair Trustee **Chair, etc) Date** 17/11/23 ## **march Independent examiner's report on the accounts** ## **Section A Independent Examiner’s Report** **Report to the trustees/ members of** Charity Name The Bothies March 2022 **On accounts for the year ended Charity no (if any)** CC16a ## **Set out on pages** (remember to include the page numbers of additional sheets) ## **Responsibilities and basis of report** I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended **31 / 03 / 2022** . As the charity trustees of the Trust, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. ## **Independent examiner's statement** I have completed my examination. I confirm that no material matters have come to my attention ( ~~other than that disclosed below *)~~ in connection with the examination which gives me cause to believe that in, any material respect: - accounting records were not kept in accordance with section 130 of the Act or - the accounts do not accord with the accounting records I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. * _Please delete the words in the brackets if they do not apply._ **Signed:** **Date:** 15[th] November 2023 **Name:** Karen Price **October 2018** 1 **IER** **Relevant professional qualification(s) or body (if any):** Part qualified ICMA accountant **Address:** Simonside, 14 Main Street, Hutton Buscel Scarborough North Yorkshire YO13 9LL **Section B Disclosure** Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners). **Give here brief details of any items that the examiner wishes to disclose** . **October 2018** 2 **IER**