Callis Community Gardens CIO
Registered Charity Number 1207268
Annual Trustees Report
19th August 2025
1. Objectives and Activities
Summary of the aims of the charity as set out in the governing document:
The objects of the CIO shall be to promote the benefit of the inhabitants of the Upper Calder Valley and the surrounding areas by:
(1) The provision of facilities in the interests of social welfare for recreation and leisure-time occupation with the object of improving the conditions of life of the said inhabitants.
(2) Promoting the conservation, protection and improvement of the physical and natural environment of Callis Community Gardens.
The trustees believe that they have complied with their duties to have due regard to public benefit guidance published by the charity commission.
2. Achievements and Performance
2a. Administration
A number of systems have been put in place to aid the successful management of the charity. These include a general accounting system and a grant specific system to manage funds awarded from the grant by the national lottery community fund. An email database has been set up as well as a more informal WhatsApp group. A website has been established to document the activities of the charity as well as publicise events etc.
2b. Structure and governance
The charity is currently structured with and governed by five trustees and a number of members. Four of the trustees are also members. Regular garden meetings are undertaken by members regarding day to day activities and plans, such as areas of the garden requiring attention and tasks that need completing. Trustees meet to ratify decisions made at the members meeting and to allocate funding, if required and agreed.
The trustees have found the governing documents to work well for the objectives and size of the CIO.
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The trustees recognise that it could be beneficial to the work of the trustees and of subsequent benefit to the overall running of the CIO to undertake training relating to the roles of the trustees. This could be with organisations such as Calderdale Action Calderdale or some other such organisation.
2c. Operational management
Public liability insurance was purchased to cover the charity for the activities it has undertaken. Safeguarding and safety documents have been written and new members are asked to read these before undertaking activities. They can be seen here:
htps://calliscommunitygardens.org.uk/documents/
2d. Performance management
We used online survey tools to gather feedback in relation to the activities we have undertaken and identify activities the community would like to see in future. See appendix A for some results of the consultation. This is an ongoing consultation advertised at events, online and through posters on the towpath and around the garden.
2e. Risk management
Using the land survey mentioned below in section 3 and section 5 we are now able to locate on site hazards with a high degree of accuracy using gps apps on mobile phones. Hazards such Japanese Knotweed have been successfully mapped and treated. Other hazards could include areas where paths are degraded, where poisonous species such as Giant Hogweed might be found or where hazardous materials from the previous land fill site can be found.
In depth discussion and risk assessments were made about each event and particularly in regard to the use of chainsaws. Approximate insurance was purchased along with safety equipment.
3. Community and wider initiatives
Monthly community gardening days: Since February 2025, monthly community gardening days have been undertaken. Activities have included hedge laying, pruning, willow-weaving of relevant border areas, balsam bashing, planting, weeding and strimming of lawn/borders. Plans have been made to publicise and run a hedge laying course this winter.
Polytunnel project: The polytunnel, donated by Healthy Minds during the formative stage of setting up Callis Community Gardens Charity, has been used by a small number of members to grow a variety of fruit and vegetables on a loosely communal basis – i.e. any member can contribute to planting and caring for produce, and can then harvest a range of produce for personal use. The quantity of fruit and vegetables produced in the polytunnel has been excellent. Going forward, an increase in member numbers using and sharing this facility needs further encouragement.
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Pride Event: As part of Hebden Bridge Pride, a community cycle ride (PRide) was organised from Hebden Bridge to Todmorden. Callis Community Gardens hosted participants in the cycle ride, providing a mid-cycle break, free refreshments and music in a relaxed social environment. Feedback from both cyclists and organisers of the ride was extremely positive.
Volunteers have completed a survey of the garden contoured to a 0.2 metre accuracy using data freely available on the Environment Agency's website.
Initial plans have been made at members’ meetings to host a community day next spring. Plans include providing live music and a range of family friendly activities and workshops.
4. Issues and challenges
Communication has been an ongoing issue. Deciding on the best form of communication has been challenging, with some members preferring emails and some not accessing emails and preferring WhatsApp. Alongside the information provided on the website, both have been used but with varying success. While WhatsApp has been more widely engaged with, some incidences of miscommunication have occurred which has at times affected interpersonal dynamics between group members.
Increasing member numbers has been slower than expected. Callis Community Gardens continues to publicise ways of getting involved on its website and on the towpath at the gardens, and we hope to see a steady uptick in interest.
Current trustees are new to this role, and have had widely varying amounts of input into the administration and governing of the charity. Some trustees have had less confidence than others, and interpersonal dynamics have on occasion been difficult to negotiate. The trustees recognise that it would be beneficial to undertake some training regarding the role of a trustee.
5. Future plans
We have made plans to create an accessible walking route through part of the garden that is currently unused by the general public. This will consist of an accessible path with several picnic spots along the route. Volunteer’s and member’s involvement is required to undertake the work involved.
There are plans for a hedge laying course over the winter, which can be booked onto by members of the general public. A qualified and experienced hedge layer has been identified who has agreed to lead the course.
Using the survey of the garden area as previously mentioned in section 2e and section 3, we are aiming to develop coherent short, medium and long-term land management plans whilst mapping out the progress of planned accessible walking routes as the work takes place.
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We have committed to buying a secure waterproof shed for the storage of valuable gardening tools and equipment allowing members to have access to all equipment required in order to meet the current and proposed land management plans.
A community music event is in the initial planning stage which is to be held next spring, with familyfriendly activities.
6. Financial review
The charity bank account was initially opened in September 2024 with a £200 donation from cash donations received by Callis Gardens. Monies from this were spent on public liability insurance and some PPE. In June 2025, a £10,000 grant was received from the national lottery. £1,667.66 of this has been spent on electric garden tools and the PRide community event:
National Lottery Funding Expenditure, as a percentage of the total received:
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Income:
| Donatons: | £200 |
|---|---|
| Grants: | £10,000 |
| TOTAL | £10,200 |
| Expenditure: | |
| Electric gardening tools | £1,611.97 |
| Community Events Budget | £55.69 |
| Insurance | £100.00 |
| PPE equipment | £87.04 |
| TOTAL | £1,854.70 |
| NET PROFIT | +£8,345.30 |
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