## **Trustees Annual Report for the year ending 31[st] December 2021** **Charity Name** : The Far Forest and District Horticulture Society Working Name: The Far Forest Society ## **Registered Charity Number** :205210 **Charity’s Principal Address** : Far Forest Pavilion, Tenbury Road (A456), Callow Hill, Rock, Kidderminster, DY14 9DA **Trustee Names** : Ray Attwood David Bell Dennis Dudley John Collett Muriel Bell ## **Structure, governance and management.** **Type of governing document** constitution adopted 7[th] March 1962 amended 9th March 2020 **How the charity is constituted** : Association of members **Trustee Selection Methods** : Trustees are appointed or reappointed annually at the AGM. ## **Summary of the objects of the charity set out in its** **governing document** : The provision of space and facilities for sport and other leisure time occupation in the interests of social welfare with the object of improving conditions of life for local inhabitants of Far Forest and surrounding areas. The provision and maintenance of the pavilion for the use of the inhabitants of Far Forest and surrounding areas without distinction of sex, political, religious or other opinions including use for meetings, lectures and classes and other forms of leisure occupation with the object of improving conditions of life for local inhabitants. The promotion of agriculture and horticulture by organising an annual countryside show to encourage local interest and stimulate friendly competition in horticulture and other associated activities. **Summary of the main activities undertaken for the public benefit in relation these objects** : The Society uses its site to play host to a local football club which has teams from 5 years old through to 16 year olds with a membership of over 100 players, a tennis club with junior and adult members. The Pavilion is available for rent for functions and the use of local organisations such as the Women’s Institute. An annual two day show is held in August of each year which is attended by around 10,000 visitors. Eight car boot sales are held at the site each year. 2021 started as 2020 finished off with lockdown and no income with the pavilion closed for all bookings and events. During this period January to April our committed volunteers concentrated on repairs to the pavilion especially the roof, all working in accordance with government guidelines. The society and show committees still met, albeit virtually. In preparation for reopening in the spring hand sanitiser units were purchased and installed, QR Poster system for track and trace implemented and COVID 19 & annual risk assessments were completed in April. A new project the installation of a new staircase to the pavilion loft for safe and easier access commenced in the spring after some restrictions were lifted and work was able to proceed. As of November 2021 the staircase is installed and more items have been stored upstairs which increased space in the hallway. Another project in hand is a permanent show office for the showground which would also be used in the winter by the Football club for refreshments. Currently the focus is on an ex residential cabin which could be purchased and brought on site quickly and converted. Pavilion Bookings resumed in April and the society /show committee agreed to go ahead with planning for our annual show booked for August as most likely restrictions would be lifted by then. A COVID secure plan was agreed for a much smaller show due to late planning because of lockdown and cutting of costs should the show not take place if the situation changed in August. May saw the return of our popular car boots until August with a good turnout of people. Sales were conducted in a . COVID safe way Pavilion bookings started to increase amid signs that normality was beginning to return. Our annual countryside show was held on 14[th] and 15[th] August with COVID risk assessments and preventative measures in place. Turnout was excellent on both days with good weather and produced much needed income for the society. ## **Risk Management Statement** The society has the following policies in place to protect our volunteers and visitors along with the necessary public liability and premises insurances. - Health and Safety - Safeguarding - GDPR and Data protection/privacy statements - Equality and Diversity Our trustees/committee are elected in March each year at our AGM and attend most monthly meetings and are aware of the risks involved in the running of our society and take any necessary steps to reduce any risks identified. **Financial Review** : We hold cash at bank of approximately £65.000. It is our policy to hold at least £12,000 in reserve to cover one year’s running costs in the event of poor weather for the annual show which is the main fund-raising event. A dual authorisation system with our bank is in place to prevent fraudulent payments and theft and all necessary security measures taken when handling cash. Financial reports are given at each of the monthly meetings and accounts are independently examined at the end of our financial year in December. **Details of any funds materially in deficit:** Not applicable. **Further Financial Review Details** : The charity’s main source of funds is the annual show. Further income comes from car boot sales, rent from football and tennis clubs and lettings of the pavilion. Early this year as last year despite lack of income due to COVID we have been lucky to receive government support grants which has enabled the society to keep going. The majority of income is applied to maintenance and improvement of facilities at the site. In recent years this has included the rebuilding of the viewing gallery, extending electricity coverage to the lower field, installation of solar panels, re-painting of the exterior of the pavilion, the purchase of a storage container and improved drainage for the football pitches. **Future Plans** : we continue to explore solutions to the problem of the leaking roof of the pavilion, improving the surface of the car park, extending car parking space, repainting the pavilion, installing stair access to attic space (already completed) and building a permanent show office. ## **Declaration** The trustees declare that they have approved the trustees report above. Signed on behalf of the charity’s trustees. John Michael Guy Chair 9[th] February 2022