Friends of Greenhill Gardens Registered Charity Number 1199609 Trustees Annual Report and Accounts For the period l June 2023 to 31 May 2024 Contents Trustees, Annual RetK)rt Review of Activiiies Receipts and Payments Account Statement of Assets and Liabilities Notes to the Accounts Independent Examiner's Report Page
FRIENDS OF GREENHtLL GARDENS 2023-24 TRUSTEES ANNUAL REPORT The Trustees have pleasure in presenting their Annual Report together with the Accounts of the charity for the period from i June 2023 to 31 May 2024 The accounts have been prepared in accordance with the accounting policÉes set out in the notes to the accounts and comply with the charity's governing document and the Charities Act 2011. REFERENCE AND ADMINISTRATION Charity Name: Other name: Registered Number: Adifress: First Registration: Organisation Type: Friends of Greenhill Gardens FOGG (working name) 1199609 25 Greenhill. Weymouth, DT4 7SW 11 Ju]y 2022. CIO TrSteeS Mr Timothy Spooner Mrs Patricia Jane Chandler Mrs Clare Graham Mr Trevor Lindley Mrs Elizabeth Wilson Dr Jon Orrdl Elected li July 2022 Elected li July 2022 Elected li Ju]y 2022 Elected li July 2022 Elected 19 March 2024 Elected i December 2024 Principle Officers Chair Activities Group Chair Treasurer Secretary Mr Timothy Spooner Mrs Patricia Jane Chandler Mr Timothy Spooner Mr Barry Graham STRUCTURE, GOVERNANCE AND MANAGEMENT GOVERNING DOCUIIIENT The governing document of the Friends of Greenhill Gardens (FOGG) is its Constitution adopted on li July 2022. TRUSTEES ELECTION The normal term of office for new Trustees is three years. Retiring members maybe re-elected up to a nwimum of 3 conseeutAve tern]s. I new trustees are elected by the trustees, with a minimum of three trustees and a maximum of eight. BOARD OF TRUSTEES The Trustees together forni the Board of Trustees. The jor busine&8 and decisions of FOGG are conducted at meetings of the Board of Trustees, nornully held twice a year at which all trustees have a vote (ehair only has a casting vote). Page
FIUENDS OF GREENHtLL GARDENS 2023-24 TRUSTEES ANNUAL REPORT ACTIVITIES TEAM The Board of Trustees have delegated the impleEllentation of the strategy set by the Board of Trustees, and day to day activities, to the Activities Team which consists of tnLStees and volunteers. RISK MANAGEMEiYr The Trustees have assessed that there are currently no major risks to which the FOGG is exposed and are satisfied that systems are in place to mitigate exposure to new major risks. OBJECTIVES AND ACTIVITIES OBJECTS "For the benefit of the public the provision, maintenance, improvement and promotion of facilities for recreation or other leisure time occupation in Greenhill Cardens as a public park and open space in Weymouth, Dorset in the interests of social welfare and with the object of improving their conditions of life." To work independently, but collaboryativelyy With We)mouth Town Council, the owners of Greenhill Gardens, to maximise all aspects of the quality of the gardens and benefit to the public. To fund or support capital projects for the provision, improvement, or maintenance of physical assets that would not otherwise happen. To promote the gardens in general, and also activities within the gardens, to increase usage of the gardens in the interests of social welfare. To ensure that there are the financial and people resources to achieve the above aims. PUBLIC BENEFIT All actEvities are agreed and reviewed by the board of tteeS to confonn with the public benefit guideIines. This includes fundraising activities, new spending projects, and the use of publicity, advertising, and social media to promote the gardens. GRAwf MAKtNG POLICY Grants maybe made for maintenance and construction work where this results in more effective use of the cEwiWs resources. PaR¢
FRIENDS OF GREENHILL GARDENS 2023-24 TRUSTEES AlNuAL REPORT REVIEW OF ACTIVITIES I JUNE 2023 TO 31 MAY 2024 FLORAL CLOCK RESTORATION PROJECT Floralc1( thc ncwclocklLOUSC iu May2024 The project to restore the 1936 floral dock has continued througbout 2023-4. This floral clock with its original MednIcal clockworks is now believed to be the last ren1n]llg example in Bntain. The restoratiory costing in excess of £40,000 has been in 2 phases. Construction of a new dockhouse that contains the original clockworks. This has been designed so that visitors to Greenhill Gardens can easily see the clod(works and see them working. Following 3 competitive quotes, local builder JAIC undertook the work. Total restoration of the original clockworks was done by IEon Harvey, Chainnan of the Dorset Clock Society. This included the underground connection and "motion works" that connected the dockworks to the floral clock some 6 metres away. Restoration of the cuckoo sound, consisting of bellows and pipes was undertaken by local organ specialists. Iii/ R*roted clitkiyurks WEth both phases of the restoration complete, the official opening was held on 29th June 2024.
FRIENDS OF GREENHtLL GARDENS 2023-24 TRUSTEES ANNUAL REPORT The exceptional wet weather in spring 2023 caused flooding in the pit below the doclthouse into which the clock weights descend. This was dealt with by installing automatic pumps and replacing the tanking to the pit walls. Further long-tern] remedial action is planned for 2025. FUNDRAISING A series of summer concerts was held in Greenlllll Gardens bandstand and were well supporteil with ever increasing attendance thanks to the benefit of social media advertising and our revamped website. Some newbands played this year encouraging local talent to e the bandstand facilities in the gardens. Two quizzes were held one in early December and one in the spring with a Hawallan theme, which Proved very popular and saw some amazing costumes! Our Christmas singalong was also very well attended. and we were so lucky that it was a fine, windless day. Donations were a]so received from individual donors and local orEanisations. The costs of rebuilding the clockhouse was entirely covered by a single local benefactor. The Dorset Gardens trust have promised a donation of £00 on completion of the clockhouse project. FUTURE ACTIVITIESIPROJECTS The provksion of live music, free to the public, has been a key objective for FOGG, and a bandstand in Greenhill Gardens was erected in 20u and has hosted well over a hundred concerts. The bandstand was simply constructed to test the level of public support, which has proved to be substantial. With increasing signs of wear, it has been decided to replace the ban(Lstand with a more pernianent structure. This will be another Major project for FOGG. With prOvional go-ahead of Weymouth Town Council and our many supporters we are confident that we can achieve our aim over the next few years. .,&, ,'IiiiiiiiJ '.) Summer concert in the gardens
FRIENDS OF GREENHtLL GARDENS 2023-24 TRUSTEES ANNUAL REPORT ACHIEVEMEwfs AND PERFORMANCE FOGG have received recog]ition or have contributed to the following award for Greenhill Gardens in 2023 Green Flag awards for Greenhill Gardens. VOLUNTEERS As required by the Statement of Recommended Practice, the value of services provided by volunteers is not induded in the financial statements. A core team of 7 volunteers support FOGG with the organisation and running of the fundraising events. The activity team can rely on a further 8 volunteers to assist. Our thanks go to all the event volunteers, Weymouth Town Council, gardeners, and of Course the wonderful people of Weymouth who support us so generously. FINANCIAL REPORTS RECEIPTS AND PAYMENTS ACCOUNT FOR THE YEAR ENDED 31 MAY 2024 Total fimds Prior peri1 Totsl funds Funds funds Donations and legacies Fllndraising aCtItieS Other Total 5109 3919 16689 21798 3919 6128 8811 11046 25985 9028 16689 2S717 Expenditure on: Raising funds Charitable actiNities GO}ernan costs 4419 5750 163 10332 4419 21189 163 25771 6628 15439 240 11868 15439 Net ineome/(oyenditure) Net movementin funds -1303 1250 -53 14117 -1303 1250 -53 14117 Re¢on(ll]iation of fid5. Totsl funds brought for¥iard Total thnds carried forward 12)52 1565 14117 14117 11249 2815 14064 14064 PaA¢
FRIENDS OF GREENHtLL GARDENS 2023-24 TRUSTEES ANNUAL REPORT STATEMENT OF ASSETS AND LIABILITIES AT 31 MAY 2024 Unrestricted Restricted fimds Total funds Totsl Cash at bank and tn hand 11249 2815 14064 14117 ACCOUNTING POLICIES Basis of Preparation The accounts are prepared on a receÈpts and payments basKs. Assets FOGG has no fixed assets at 31 May 2024 Restricted funds Restricted funds are funds that only be used for a specifie purpose within the objects of the charity. Restrictions arise when specified bythe donor or when funds are raised for particular restricted purposes. NOTES TO THE ACCOUNTS Restricted Fund The Floral c1k restricted fllnd relates to the rebuilding of the clock house including the underground eonnertion between the clockhouse and the floral doclL 2. Donations and Legacies Includes donations received during the period General pub]ic. £ 10,914 COorate. £ 10,884 3. Fundraising reIpts Gross receipts from fundraising activities and sales of merchandise 4. Fund15}ng acttvities- Payments Consists of the direct costs of running or participating in ndraIsing events, indllding marketing and advertising. 5. Charitable aclivilies and grants Grnnt payment to Weymouth Town Council for the final payment for the construction of the clock house and eloek restoration costs. 6. Governance Costs associated directly with the management by the Trustees of the Societys actiNities induding postage, stationery> printing, insurance and other general admÈnistration costs. Insuran Financial charges There are no salary or benefit payments to the trustees or volunteer& 7. Assets The following amounts are not included in the receipts and payments accounts. Gift Aid recoverable. 1,286 u8
FRJENDS OF GREENHtLL GARDENS 2023-24 TRUSTEES ANNUAL REPORT 8. Cash at bank and petty cash at 31 May 2024 Lloyds Bank PLC current accoiints. Petty Cash 9. Commitments The following commitments are not included in the rlpt$ and payments accounts. Completion of clockworks restoration £ M,000 £ ,764 300 Approved on behalf of the Trustees on 31 January 2025 Mr Timothy Brett Spooner Treasurer Mrs atricia Jane Chandler Tee IINDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF THL FIUENDS OF GREENHILL GARDENS I report to the trustees on my exarnination of the accounts for the period i June 2023 to 31 May 2024 as set out on pages 6 to 8. Responsibilities and basis of report As the charity trustees of the Trusty you are responsible for the preparation of the accounts in accordance with the Charities Act 2011 ("the Actl. I report in respect of my examination of the Trust's accounts carried out under Section 45 of the Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under Section 145(5)0)) of the Act. I have completed my examination. I confjrm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect: accounting reeords were not kept in accordanee with section 130 of the Aet. or the accounts do not accord with the ac£ounting records. Independent examiner's statement 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. Michael Guillem FCA 40 Greenhill, Weymouth, DT4 7SL