2024-03-31-accounts - The Bothies

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Trustees’ Annual Report for the period 2022-2023

From Period start date 01/04/23 To Period end date 31/03/24

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	1. Educational coursesdelivered by visiting tutors on a wide range of topics including horticulture, painting and drawing, crafts, eg. felting, embroidery, cooking, willow weaving, heritage topics - benefitting adults from a wide age range, both local and from out of area 2. Woodland and nature activitiesdelivered by a Forest School qualified teacher - benefitting local schools and families with children. 3. Practical gardening experiencesbenefitting people who may not have gardens of their own or who enjoy the opportunity to acquire the practical skills of gardening in a social setting 4. Provision of sheltered gardening experiences and craft activitiesin co-operation with local care agencies or charity groups and benefitting adults with learning and other disabilities. 5. Promotion of volunteering:We have formed a large group of volunteers to organise and run activities in The Bothies and we also work in partnership with North Yorkshire County Council and Social Services in supporting ‘back to work’ volunteer placements and also offer placements for supported volunteers. 6. Community projectsare organised by special interest groups eg. oral history project, family history research, other research projects leading to exhibitions within the Learning Resource Centre benefitting a core group of heritage volunteers and the wider visiting public 7. Creation of a Destinationfor isolated or vulnerable people and their carers. The Friday Place offers a ‘respite’ for one afternoon - sometimes including organised activities or an afternoon tea. 8.Hosting Private Hires: certain rooms can be hired by members of the public for parties and other celebrations such as wedding receptions or funeral wakes. Visiting parties can also hire the room for lunch or

		afternoon tea. The hire charges are used to fund the activities we offer free to certain groups.
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. While some activities are directed at specific groups with defined characteristics, the Resource Centre offers a wide range of activities to the public as a whole and will hire out space for many special interest groups to organise their own activities.

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	The dedication, skills and enthusiasm from a team of voluntary staff, has been vital for the everyday management of the Charity. Team members have brought with them a whole range of transferable skills appropriate to furthering the aims of the project – these skills range from educational, heritage research, accounting, administration, technology, horticulture, craft plus a commitment to generally ‘muck in’ where needed. The Bothies has a team of 16 volunteer staff to run activities. During an average week we use aprox 120 hrs of voluntary time.
Other

Achievements and Performance

	SORP referenc e
Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the	Para 1.20	Volunteering As the promotion of volunteering is embedded in The Bothies’ objects, a wide variety of roles for team members have been developed including gardening, hosting events, supporting the outdoor activities with children and vulnerable adults, supporting school and family activities and general fundraising for the charity. Anyone who shows an interest in working with us, is invited to visit and discuss the various roles on offer. If they decide to join the team they are asked to complete an application form, provide the names of two referees, and to undertake a short induction programme.

circumstances of its beneficiaries and any wider benefits to society as a whole.		The work carried out by volunteers includes the following;  A core group are involved in overseeing the gardening in the Bothy Garden and for propagating pelargonium to maintain a permanent display in the Hot House and to sell to visitors as a fundraiser for our educational activities.  Working with Social Services and NYCC over the past year, we have included 3 supported volunteers.  The Heritage Research Group created a display on the origin and development of the RSPB and are currently planning a display on garden history related to Walled gardens.  The ‘sheltered’ gardening experiences have offered so many different experiences to adults and young people who are vulnerable or with learning and other disabilities. They have had the opportunity to plan and sow vegetables and flowers in their own raised beds and the produce grown has been taken home. They have also taken part in a wide range of crafts and have enjoyed walks in the parkland.  Local schools have had trips to Scampston and undertaken a programme of activities linked to the Key Stage 2 curriculum. Amongst these activities were opportunities to learn about gardening skills, go pond dipping, hunt for ‘minibeasts’, develop map reading and navigation skills plus enjoying the fun of a campfire to toast marsh mallows! Tailor made courses have also been set up to meet any specific needs of the school. Each of these visits has been supported by one of the Bothies team.  Use of the parkland and the woodland have lent themselves to Forest School type activities for young children and their families through our Wild Life Club. Children, who must be accompanied by at least one adult, can work towards earning the Wildlife Trusts Wild Awards. The club is staffed by a freelance tutor who is a qualified Forest School teacher and is supported by suitably trained volunteers from The Bothies team. Disappointingly, Nature Scamps, our toddler group, now ceases to run due to lack of uptake.

Additional information (optional) You may choose to include further statements where relevant about:

	Achievements against objectives set	Para 1.41	 Adjoining the Conservatory is ‘The Bothy Garden’. We have worked with local community care agency, The Wilf Ward Family Trust, to build an area of raised beds there and so offer a permanent place for vulnerable adults to come and enjoy the therapeutic benefits of working with others in a garden setting. All money raised by the sales of vegetables and plants from the Bothy Garden, together with monies raised through room hire and courses go directly into funding our activities.  The access paths in the Bothy Garden have been landscaped to provide a dry and accessible route for everybody including wheelchair users.  Our woodland classroom has been well used for the delivery of curriculum linked workshops to school groups, family learning groups and for our adult groups. The addition of this area to our existing garden area has increased our capacity and extends the range of activities we can offer.  For school groups, this area allows the development of several additional habitats to be used in curriculum workshops, i.e. log piles for work on minibeast classification. It extends the activities we can

		offer to include resilience building activities such as den building and bush craft. It also provides a base exclusively for use of groups which is not accessible to the general public.  The Friday Place now offers a destination for carers seeking a period of respite. The facility has been advertised to care agencies and special afternoon teas have been put on for groups to visit and discuss how the facility might be used.  A local carpenter has offered his services to make us a mobile storage unit where we can store a range of activities to be used with a variety of our visiting groups.
Performance of fundraising activities against objectives set	Para 1.41	The income to finance our activities has been dependent upon a variety of funding streams. Room Hire: Three rooms are available for general hire and have been successfully used as meeting rooms for both corporate and private events. Refreshments have been charged as an extra. A table of charges exists for hirers. Fairs: A Christmas and Spring Fair with a variety of craft stalls have been organised, money being raised via ‘space rental’ from stall holders. Additional monies have been generated by a raffle and a stall run by The Bothies team selling assorted crafted items, home produce etc. Plant Sales: The sale of Pelargonium cuttings grown by our team has provided us with a steady income throughout the year. Donations and Grants An anonymous donation has been received this year and helped to pay for our mobile storage cabinet. As yet we have not applied for any grants. School and family activities A small charge is made for these activity programmes to help towards the costs of employing a qualified freelance Forest School tutor and purchasing equipment.
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 to ensure we can continue our plans to develop the Bothy Garden.

Statement explaining the policy for holding reserves stating why they are held	Para 1.22	The trustees have agreed to set up a reserve savings account in due course as an emergency fund.
Amount of reserves held	Para 1.22	N/A
Reasons for holding zero reserves	Para 1.22	The charity is only 3 years old and as our development projects are finalised we still require quick access to all our funds at present.
Details of fund materially in deficit	Para 1.24	N/A
Explanation of any uncertainties about the charity continuing as a going concern	Para 1.23	N/A

Additional information (optional)

Additional information (optional)	Additional information (optional)	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 to finance the charity’s expenses are mainly raised by the Christmas and Spring Fairs, the hire of rooms and the sale of plants grown on site. These activities take place during the warmer seasons (April to October) These events, provide the charity with an income all year round. Funds raised must cover all housekeeping expenses and the utilities in addition to covering the costs of community and charitable activities for which we do not charge participants.
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 costs of electricity are currently a major consideration for the charity. Investigation of alternative providers is ongoing to see if we can reduce these costs.
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?	Para 1.25	CIO

Additional information (optional)	Additional information (optional)	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 to finance the charity’s expenses are mainly raised by the Christmas and Spring Fairs, the hire of rooms and the sale of plants grown on site. These activities take place during the warmer seasons (April to October) These events, provide the charity with an income all year round. Funds raised must cover all housekeeping expenses and the utilities in addition to covering the costs of community and charitable activities for which we do not charge participants.
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 costs of electricity are currently a major consideration for the charity. Investigation of alternative providers is ongoing to see if we can reduce these costs.
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?	Para 1.25	CIO

(e.g unincorporated association, 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	Currently working with the initial trustees who formed the charity and are named in the original constitution. Policy for recruiting any new trustees as part of a succession plan which will be developed during 2024-2025

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.  Finance Policy  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 people who are 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 staff. 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 16 volunteer members (inclusive of the trustees). Certain team members assume specific responsibilities in line with their interests and skills. Currently there are 8 main areas of

		responsibility as follows;  management of the Bothy Club for a community group of adults with learning and other disabilities  management of the plant sales  oversight of the Bothy Garden  management of the pelargonium display  management of the exhibitions and displays  organisation of the two Craft fairs  organisation of the bookings diary  general administration of the charity including finance All team members carry out a range of roles of their choosing to support each of the areas listed above eg. gardening, cleaning, housekeeping, working at events etc. In addition the charity has built up a relationship with partner agencies such as NYCC Support to Employment, Social Services, Ryedale Carers, Dementia Forward, the Parkinsons Support Group and Carers Plus. Currently all governance (financial and policy) decisions are made by the trustees whilst day to day activities are discussed and outcomes agreed at whole team meetings or meetings of specific interest groups which occur several times during the year. On a day to day basis, where an important decision has to made quickly, the trustees working that day will decide.
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 charitynumber	1195264
Charity’s principal address	Scampston Walled Garden Conservatory Scampston North Yorkshire YO17 8NG

Names of the charity trustees who manage the charity

1	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 Finance & Safeguarding		The trustees will be jointly responsible

2 3 4 5 6	Simon Roe	Vice Chair
	Carol Lyon	Finance
	Lesley Jenkinson	Bothy Club Finance & Safeguarding
	Susan Milward	Plant Sales

– 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 17/11/24

A B C D E F G H	A B C D E F G H	A B C D E F G H	A B C D E F G H	A B C D E F G H	A B C D E F G H	A B C D E F G H	A B C D E F G H
		BALANCE SHEET
		INCOME
DATE	TYPE.		Com. Group	Cafe grps	Private Hires	Plant Sales	Grants
11/04/2023	cash	Repaid cash float SpringFair
11/04/2023	cash	Proceeds SpringFair
12/05/2023	cash	Plant sales				630.83 £
01/05/2023	BACS	RotaryClub hire			235.00 £
21/05/2023	BACS	RF WannopBOT23-3 Hire			140.00 £
31/05/2023	BACS	Scampston Wall Garden(TYG)
27/06/2023	cash	Multi deposit £678.70	27.00 £			274.00 £
27/06/2023	cash	Multi deposit £488.13	12.00 £			466.13 £
27/06/2023	cash	Room hire x2			180.00 £
27/06/2023	cash	Multi deposit £398.19	60.00 £		220.00 £	98.19 £
07/06/2023	BACS	Embracingwool exhibition commission			434.90 £
28/06/2023	BACS	British Red Cross BOT23-4(incl catering)			837.00 £
24/07/2023	cash	Multi deposit £882.98	14.60 £			567.38 £
10/07/2023	BACS	Scampston Walled Garden Exhibition Bds
06/08/2023	BACS	E Rilleyworkshoproom hire			187.50 £
30/08/2023	BACS	Reid Frow Ch Fr stall holder
31/08/2023	BACS	Support Care room hire BOT23-5			104.00 £
05/09/2023	cash	Multi deposit £183.40	8.00 £			145.40 £
05/09/2023	cash	Multi deposit £298.58	24.00 £			220.58 £
18/09/2023	cash	Multi deposit £497.80				294.20 £
20/09/2023	cash	Multi deposit £130.54	12.00 £			118.54 £
20/09/2023	Cheque	McGowan Stall holder Ch Fr
12/09/2023	BACS	NYCC PickeringInfant School
14/09/2023	BACS	E Rileystall holder Ch Fr
14/09/2023	BACS	J Thompson stall holder Ch Fr
14/09/2023	BACS	WhitbyDistillerystall holder Ch Fr
14/09/2023	BACS	S Wood stall holder Ch Fr
15/09/2023	BACS	P Gibson stall holder Ch Fr
16/09/2023	BACS	H Harrison stall holder Ch Fr
18/09/2023	BACS	C Monkman stall holder Ch Fr
19/09/2023	BACS	S Wiles stall holder Ch Fr
24/09/2023	BACS	Jones Jewellerystall holder Ch Fr
17/10/2024	cash	Multi deposit £392.21	38.00 £			350.21 £

A B C D E F G H	A B C D E F G H	A B C D E F G H	A B C D E F G H	A B C D E F G H	A B C D E F G H	A B C D E F G H
17/10/2023	cash	US dollar conversion - deposit				3.99 £
17/10/2023	Cheque	Fayrefield Hort/Fletcher - stallholder Ch Frx2
03/10/2023	BACs	Bowringstall holder Ch Fr
10/10/2023	BACS	Woodall stallholder Ch Fr
19/10/2023	BACS	Fletcher stall holder Ch Fr
23/10/2023	BACS	Mindful Photography- workshop			30.00 £
24/10/2023	BACS	Scampston Walledgarden(TYG)
24/10/2023	BACS	Kick Rexi Out workshop			22.50 £
20/11/2023	cash	Multi deposit £226.05	26.00 £			155.05 £
27/11/2023	cash	Replace cash float
27/11/2023	cash	Christmas fairproceeds
06/11/2023	BACS	Barclagh stall holder CH Fr
07/11/2023	BACS	Silvi B Treats stall holder Ch Fr
13/11/2023	BACS	R Brough
16/11/2023	BACS	HelmsleyWalled Garden MeetingBOT23-10			252.00 £
18/11/2023	BACS	Middleton Melissa stall holder Ch Fr
21/11/2023	BACS	Rosdale stall holder Ch Fr
23/11/2023	BACS	Old Sch Ltd stall holder Ch FR
08/12/2023	BACS	BRC Payables			586.00 £
05/01/2023	BACS	L ComleyworkshopBOT24-1			130.00 £
16/01/2024	BACS	E RileyworkshopBOT24-2			92.50 £
17/01/2024	BACS	A Carter workshophire			80.00 £
02/02/2024	cash	Multi deposit £59.00	44.00 £
27/03/2025	Cheque	Donation forgarden talk
27/03/2025	cash	Refreshments team wreath workshop	30.00 £
27/03/2024	Cheque	W Fletcher - Spr Fair stallholder
31/01/2024	BACS	Scampston Walled Garden		505.00 £
00/01/1900	BACS	Scampston Walled Garden
06/02/2024	BACS	Donation via CAF
19/02/2024	BACs	W Bristow - workshop			140.00 £
21/02/2025	BACS	M Baggalay- stallholder Spr Fr
22/02/2024	BACS	McGowan - stallholder Spr Fr
22/02/2024	BACS	L Riley- stallholder Spr Fr
22/02/2024	BACS	S Wood - stallholder Spr Fr
23/02/2024	BACS	WhitbyDistillerystallholder Spr Fr
24/02/2024	BACS	A Tomczak -stalllholder Spr Fr

A B C D E F G H	A B C D E F G H	A B C D E F G H	A B C D E F G H	A B C D E F G H	A B C D E F G H	A B C D E F G H	A B C D E F G H
25/02/2024	BACS	Fayrefield Horticultural- stalllholder Spr Fr
26/02/2024	BACS	Cynthgia Ward stalllholder Spr Fr
26/02/2024	BACS	S Reid Frow- stalllholder Spr Fr
28/02/2024	BACS	P Gibson stall holder Spr Fr
04/03/2024	BACS	BowringJ - stalllholder Spr Fr
05/03/2024	BACS	Susel and Co - stalllholder Spr Fr
10/03/2024	BACS	C Monkman stall holder Spr Fr
11/03/2024	BACS	Cunningham - stalllholder Spr Fr
18/03/2024	BACS	RileyJ - stalllholder Spr Fr
18/03/2024	BACS	Woodall stallholder Spr Fr
20/03/2024	BACS	S Wiles stall holder Spr Fr
21/03/2024	BACS	Landbased trainingroom hire
25/03/2024	BACS	J Butcher - stalllholder Spr Fr
26/03/2024	BACS	Jones- Anasu - stalllholder Spr Fr
28/03/2024	BACS	SilviB Treats - stalllholder Spr Fr

		Column Totals	295.60 £	505.00 £	3,671.40 £	3,324.50 £	- £
			Com Grp	Cafégrps	Private Hires	Plant sales	Grants

I J K L M N	I J K L M N	I J K L M N	I J K L M N	I J K L M N	I J K L M N


Fairs	School Visit	WLClub/NS	Donations	Misc	TOTAL
250.00 £					250.00 £
886.12 £					886.12 £
					630.83 £
					235.00 £
					140.00 £
		371.22 £			371.22 £
348.70 £			29.00 £		678.70 £
			10.00 £		488.13 £
					180.00 £
			20.00 £		398.19 £
					434.90 £
					837.00 £
36.00 £			265.00 £		882.98 £
			500.00 £		500.00 £
					187.50 £
45.00 £					45.00 £
					104.00 £
			30.00 £		183.40 £
			9.00 £	45.00 £	298.58 £
143.60 £			60.00 £		497.80 £
					130.54 £
45.00 £					45.00 £
	336.00 £				336.00 £
45.00 £					45.00 £
45.00 £					45.00 £
45.00 £					45.00 £
45.00 £					45.00 £
45.00 £					45.00 £
22.50 £					22.50 £
45.00 £					45.00 £
45.00 £					45.00 £
45.00 £					45.00 £
			4.00 £		392.21 £

I J K L M N	I J K L M N	I J K L M N	I J K L M N	I J K L M N
				3.99 £
90.00 £				90.00 £
22.50 £				22.50 £
45.00 £				45.00 £
45.00 £				45.00 £
				30.00 £
	453.26 £			453.26 £
				22.50 £
45.00 £				226.05 £
			300.00 £	300.00 £
1,834.98 £				1,834.98 £
45.00 £				45.00 £
45.00 £				45.00 £
35.00 £				35.00 £
				252.00 £
22.50 £				22.50 £
22.50 £				22.50 £
35.00 £				35.00 £
				586.00 £
				130.00 £
				92.50 £
				80.00 £
15.00 £				59.00 £
		50.00 £		50.00 £
				30.00 £
45.00 £				45.00 £
				505.00 £
	400.86 £			400.86 £
		500.00 £		500.00 £
				140.00 £
45.00 £				45.00 £
45.00 £				45.00 £
45.00 £				45.00 £
45.00 £				45.00 £
45.00 £				45.00 £
45.00 £				45.00 £

I J K L M N	I J K L M N	I J K L M N	I J K L M N	I J K L M N	I J K L M N
45.00 £					45.00 £
45.00 £					45.00 £
45.00 £					45.00 £
45.00 £					45.00 £
45.00 £					45.00 £
45.00 £					45.00 £
45.00 £					45.00 £
45.00 £					45.00 £
45.00 £					45.00 £
45.00 £					45.00 £
45.00 £					45.00 £
150.00 £					150.00 £
22.50 £					22.50 £
45.00 £					45.00 £
45.00 £					45.00 £
				TOTAL INCOME	16,691.74 £
5,511.90 £	336.00 £	1,225.34 £	1,477.00 £	345.00 £	16,691.74 £
Fairs	School visits	WLClub/NS	Donations	Misc.
		CARRIED FORWARD FROM PREVIOUS YEAR			11,807.92 £
				TOTAL	28,499.66 £