Confidential
HARTSHORNE CHARITIES
Minutes of Trustees meeting held at 7pm on Tuesday 26th August 2025 in The Cricket Pavilion, Hartshorne
PRESENT
Debbie Patrick Chairperson, Co-optative Trustee – St Peter’s Church Sue Shakespeare Secretary Neil Jenkinson Co-optative Trustee – Treasurer Jenny Burley Nominative Trustee- Hartshorne Parish Council Joy Smith Co-optative Trustee- Hartshorne (Hartshorne Cricket Club) Mrs J Riley Nominative Trustee - Woodville Parish Council Catherine Rogers Co-optative Trustee – Hartshorne (Hartshorne Residents Association) Nicola Landsborough Nominative Trustee - Hartshorne Parish Council Dianne Munro Co-optative Trustee - Hartshorne Ladies Group
24/25 APOLOGIES /ABSENCE
Emma Watkins Nominative Trustee – Woodville Parish Council - Absent Kim Coe Nominative Trustee – Hartshorne Parish Council- Absent Kim sent apologies later that she had been suffering a terrible migraine and been unable to attend. She apologised for not sending her apologies sooner.
25/25 APPROVAL OF MINUTES
Minutes of the meeting held on Tuesday 29[th] April had been circulated to all Trustees. These were approved as a correct record and signed by the Chairperson Debbie Patrick
26/25 MATTERS ARISING FROM MINUTES
There were no matters arising that would not be covered in the meeting.
27/25 Update from FISHER GERMAN
a) Sue had received an email from David Merton (circulated with the agenda), relating to recommended Farm Business Tenancy from Richard Hallifield to his son Andrew to replace the current Agricultural Holdings Act tenancy agreement.
The new Tenancy that Andrew has agreed to involve a rent increase from £2,100 pa to £3,200 pa payable half yearly in advance. The Trustees reserve the right to take up to 1 acre of land back for the purposes of tree planting or biodiversity.
Andrew Hallifield has agreed to contribute £3,000 towards professional costs. Solicitors Astle Paterson have quoted £1,500 plus VAT to change these agreements over, coming to approx. £1,800. The balance of £1,200 would go towards agents’ fees likely to be similar to Astle Paterson costs. The agreement would be for 10-year period.
The Trustees agreed unanimously that Fisher German and Astle Paterson act on our behalf to carry out the new tenancy agreement on our behalf . Sue to email Fisher German to proceed.
-
b) We had also received an invoice statement from Claire Reed dated 14[th] August 2025 show the transfer of rents from our tenants to Fisher German on our behalf.
-
c) Mary McKenzie had also confirmed that money to be transferred from Fisher German to our bank account has now been diarised to take place quarterly. Neil will monitor to ensure this now happens.
28/25 CORRESPONDENCE
- a) Sue had received a lovely Thank You letter from Robyn Walker thanking us for our support throughout her law studies at Leicester University and informing us she is now working parttime at a solicitor’s and is hopeful of a training contract next year.
1
Confidential
-
b) An email had been received from Broken Souls Rescue towards the set-up costs for their Paws on the Pitch community event held in July. It had been a very successful day well supported by the community and resulting in a net profit of £$,447.87 The discussion that followed the sharing of this email resulted in the Trustees asking that we make it very clear that we gave our grant towards set up costs (insurance, toilets, first aid etc) for the community event.
-
Joy also asked that it be noted that the Cricket Club received the money from the stall rentals, as agreed, for the use of the pitch and facilities. They did not receive any of the profits from the event.
-
c) Sue had received an email from a children’s charity called Make Them Smile asking for support for an 18-year-old girl from Derby diagnosed with multiple conditions, to buy an electric wheelchair. Sue had replied to the charity explaining how our charity works and that people applying to us for grants need to live within the ecclesiastical parish boundaries.
-
d) Jenny Burley had emailed in her capacity as a Trustee for the Goseley Community Centre to notify the Trustees that they are now ready to move forward with their extension. They now have all the necessary permissions in place so will be ready for the £10,000 grant we agreed to give them back in 2024. It was originally agreed to by email in 2024 and formally agreed and minuted at the meeting on 20[th] May 2024 (item 18/24)
29/25 TREASURER’S REPORT
-
a) Financial Report – Neil presented the financial report as of August 2025. In the HSBC account the balance as of 20/01/25 was £23,386.90. We had received £2,043.07 in dividends in February. We paid out grants to a total of £1,553.04 leaving a balance of£23,876.93 at the end of July. Another £2,043.07 was paid in dividends in August. We owe Goseley Community Centre £25 rent for our last meeting which Neil paid to Jenny at this meeting. We have also already agreed to £10,000 to Goseley Community Centre for their extension. Allowing for these two amounts our balance on 26/08/25 is £15,895.00 in the HSBC account.
-
b) 2024 Year End Financial Accounts – Our receipts totalled £26,062.83, payments totalled £37,560.29 therefore payments exceeded receipts by £11,497. Page 4 showed a statement of our Assets & Liabilities for 2023 and 2024. The total at the end of 2023 was £335,289.66 at the end of 2024 it was £327,910.86. The accounts have been prepared to the best of Neil’s ability and presented to the Trustees. Jenny proposed that we accept them, Dianne seconded and everyone else agreed. Neil signed and dated the accounts.
-
c) Approval of Harriet Wileman as External examiner of accounts. Neil brought to our attention that because our now receipts now exceed the £25,000 threshold according to Charity Commission guidelines our accounts now must be externally validated. Neil appealed for someone qualified to do this to come forward. Harriet Wileman a qualified Chartered Accountant with the ICAEW, who gained her ACA in 2015 and became a FCA this year. volunteered her services. She does not live in the village but has family and close connections to the village. She is not charging us for this service. It was unanimously agreed that Harriet Wileman should be asked to externally validate our accounts.
-
d) Confirmation of Signatories for CCLA & Black Rock Investments. We agreed that the signatories should be Neil Jenkinson, Debbie Patrick, Sue Shakespeare and Nicola Landsborough. Amy Fearn has agreed to validate the necessary documents for the signatories.
-
e) Confirmation of Signatories for HSBC Bank Account The same four signatories, Neil Jenkinson, Debbie Patrick, Sue Shakespeare and Nicola Landsborough were proposed and agreed to be signatories for the bank account. This was unanimously agreed. Amy Fearn was also approved as someone to validate the necessary documents.
Neil will lease with the agreed signatories and Amy a time and place to meet to validate the necessary documents.
2
Confidential
30/25 GRANT APPLICATIONS
The following applications had been received by the secretary.
-
a) As above (28/25 d) the £10,000 previously agreed for Goseley Community Centre extension will now be presented to Goseley Community Centre.
-
b) Student Grant Applications:
Lucy Merton- Conversion to Law – Liverpool Alexander Fitzgerald – 1[st] Year BSc Psychology – Lincoln Freya Bourne – 2[nd] Year Natural Science – Nottingham Bella Gibbs – 3[rd] Year Economics – Warwick Jamie Warren – 3[rd] Year Management – Loughborough Lizzie (Elizabeth) Tomlin – 3[rd] Year Sports Therapy – Hartpury (Gloucestershire) Jack Morris – 2[nd] Year Medicine – Liverpool Amelia Landsborough – 1[st] Year – Business Management – Liverpool All agreed. £300 pr student.
Sue had an enquiry in June from Sharon Brunt regarding her daughter Maddie who has since decided to take a year out. We supported Joe Brunt last year and he successfully completed his first year, he is now continuing his studies part-time whilst working and being paid. As Sue had not shared all this information regarding Joe at the Meeting she will try to get further clarification about his situation so that we can make n informed decision via email in the next few days.
- c) Sue read out an update regarding Tom Rayner’s fundraising towards his trip to Kenya. So far he has raised £685 towards his total of approx. £3000. He has a couple more fundraising events planned. After some discussion we voted on the amount to award him and the majority voted to award him £500 towards his trip.
31/25 ANY OTHER BUSINESS
Neil has been checking the constitution and was aware that he and Sue Shakespeare need to be reelected as co-optative trustees. It was decided to have a special meeting immediately before the next meeting to re-elect anyone who needs to be re-elected.
32/25 SECRETARIAL DUTIES
Sue will check who needs to be re-elected.
33/25 DATE AND PLACE OF NEXT MEETING
The next meeting of Trustees will take place on 20[th] November at 7.00pm in the Dethick Hall, Manchester Lane, Hartshorne.
S. C Shakespeare
Secretary to the Trustees
Minutes approved by the Trustees and signed by the Chairman
………………………………………………. Date …………………
3
ANNUALACCOUNTS OF HARTSHORNE CHARITIES (Registered Charity No. 236972} FOR THE YEAR ENDED 31 DECEMBER 2024
F.INAMC.IAL STATEMEFIIS FOR THE.EARENElLtJEQEEIEEB2Q24 HARTSHORNE CHARITIES Registered Charity No. 236972 The annexed financial statements have been prepared for and on behalt ottheTrustees of Hartshorne Charities. Neil Jenkinson (Trustee & Treasurer) (Signature) (Datel
HARTSHORNE CHARITIES Registered Charity No. 236972 RECEIPTS & PAYMENTS ACCOUNT FOR THE YEAR ENDED 31ST DECEMBER 2024 Receipts Rents HouseslStableslFields Dividends Francis Gisborne £17,888.88 £8.026.95 É147.00 £26,062.83 Payments Grants- Students Grants- Foodbanks, Clothes. Assistance Schoolslvillage Amenities Hertshorne CharitiesAdmin Land Management Fees Countryside Insurance Building Maintenance HSBC £3.300.00 £2,000.00 £22,426.88 £170.75 £3.820.65 £1.847.00 £3.925.81 £69.20 £37.560.29 Excess of payments over receipts £11,497.46
HARTSHORNE CHARITIES Registered Charity No. 236972 STATEMENTOFASSEfs & LIABILITIES AS AT31" DECEMBER 2024 2024 £15.392.43 £8.295.42 £375.00 £294,884.24 £8,963.77 2023 £25,185.31 £10,937.32 £1,418.32 £288,369.95 £9,378.76 HSBC CurrentAGcount Land Agent Retention Rent Arrears COIF Funds (Valuation) Blackrock Common Investment Fund IValu8tionl £327 910.86 £3_35289&fi
Independent examlner's report to the trustees of Hartshorng Charlties I report to the trustees on my examination ofthe accounts of Hartshorne Charities for the year ended 31 December 2024. Responsibilitles and basls of report As the charitytrustees of Hartshorne Charities you are responsible for the preparation of the accounts in accordance with the requirements ofthe Charities Act 20111'the Act'}. I report in respect of my examination of the Hartshorne Charities accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed aLI the applicable Directions given bythe Charity Commission undersection 145{5llbl of the Act. Independent examiner's statement I have completed myexamination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: 1. accounting records were not kept in respect of Hartshorne Charities as required by section 130 of the Act. or 2. the accounts do not accord with those records. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enabl8 a proper understanding of the accounts to be reached. Signed: Date: oa /oq / &(Jas Name: Harriet Wileman BSC. FCA Address: 38 Bower House, Beatrice Court. Lichfield. WS13 6UF