DERC r Dorsel Environmental Records Centre Annual Report and Financial Statements Of The Dorset Environmental Records Centre Trust Company Limited (A company limited by guarantee) For the Year Ended 31 March 2024 Registered Charity Number 900287 Company Number 2447393 r4 Thrift on Chesil Beach Carolyn Steel¢ Regutered ID Englind as Dorset Envirojmnentsl Re¢oTds C¢ntreTh]stCompany Limited Rt& Office.. DERC. Dorset History Centr¢. Biidport Road. Dorche5ter. Dorset DTI IRP R¢gistcr¢d Chirity No. 900287 ReEiStered Compijry 14a 2447393 VAT R¢giskntioD 834 5747 Q6
The Dorset Environmental Records Centre Trust Company Limited Contents Page Reference and Administrative Details Tntees, Report Independent Eniner'S Report io Statement of Financial Activities li Balance Sheet 12 Notes to the Financial Statements 13-20
The Dorset Environmental Records Centre Trust Company Limited Reference and Administrative Details Trustees Mrs L Cooch Mr K Cook Dr J Cripps Ms l Davenport J Davis A King Mr J Newbould Mr N Squirrell, for Natural England Dr P Sterling Ms N Taylor (appointed 1410612023) Mrs S Welton Mr J White (appointed 1410612023) Secretsry Mrs C Steele Charity Registration Number 900287 Company Registration Number 02447393 The Charlty is incorporated in Wales Registered Office Dorset History Centre Bridport Road Dorchester Dorset DTI IRP Independent Examiner Marcus Cridland B.A(Hons) F.C.A. Scott Vevers Ltd Chartered Accountants and Registered Auditors 65 E&8t Street Bridport Dorset DT6 3LB Pag¢ I
The Dorset Environmentsl Records Centre Trust Company Limited Trustees, Report For the Year Ended 31 March 2024 Chairman's Report for 2023124 The year of 2023124 h&s been one of stability for DERC. The Trustees and Staff remain the same as the previous year and there have been no significant changes to OUT operdtion. That does not mean that the Records Centre has not been busy. There has been much more attention given to smaller projects including more SNCI surveys on Dorset Council road verges and around Silverlake and Crossways. Income from contract surveys and grants are an important part of DERC'S work and Carolyn reports later on the varied work that has been done including surveys at Oakers Wood, Holt Lodge Farn], Verney's Fann, Eype and Merritown Heath, all ably conducted by Bryan and Fion& Excellent work too has been done by Jo on the Ancient Woodland Inventory that was completed this year. Education is part of DERC'S remit and tbis year a tree identification day and hedgerow survey day were conducted. Data management headed by Alisoffj shows that 129,871 records were received through Living Record, and we now hol4 at the end of March 2024, 3,880,336 records. These represent the primary fimction of the organisation and the work of many individuals who suryey and record for personal plwure, scientific re&gons, as part of larger schemes or to monitor their own projects. With nearly 4 million records, it is a true record of the dedication of Dorset's naturalists. It is difficult to single out individual recorders, but we have to acknowledge the contribution to I)orset's rewrding made by our Tnee John Newbould. In an email of June 19th 2023 John said to us all: 'Iwas awarded the British Empire Medalfor "Voluntary Services to Ecological Surveying and Reporling" in the King's BIrthdHol0rs List th the weekend. ' He went on to detail the wealth and Tange of his contribution to wildlife conservation for many organisations including Rotherham Biological Records Centre, the Yorkshire Naturalists unlo the National Trusl The Forum for BiologicaI Recording Councll, and as a trustee of DERC foT over 15 years. The honour was well deserved, and I am pleased to acknowledge that in my Chainnan's Report. We show a small loss foT the year, but this was expected and not a concern. DERC continues to be secure financially. Many thanks to all the staff and trustees and Carolyn for gently steering all of us so capably. Kevin Cook Page 2
The Dorset Environmentsl Records CeDtre Trust Company Limited Trustees, Report For the Year Ended 31 March 2024 The trustees. who are directors for the purposes of company law, Present the annual report together with the financial statements of the charitable company for the year ended 31 March 2024. The accounts have been prepared in accordance with the accounting policies set out in the notes to the accounts and comply with the Charity's governing documenL applicable law and the requirements of the Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102). Strnetur4 governance and management: Governing document The company is a registered charity, Number 900287, limited by guarantee and having no share capital. The company was fornied on 29 November 1989 to continue the work of the Dorset Environmental Records Centre (DERC) and all &ssets were transferred to the company on l March 1990. The company was established under a Memorandum of Association, which established the objects and powers ofthe charitable Company and is govemed under its Articles of Association. In the event of the company being wound up members are required to contribute an amount not exceeding £1. DERC Directors and employees Directors Lyn Cooch Kevin Cook Jenniftr Cripps Imogen Davenport John Davis Annabel King John Newbould Nichol&s Squiell Phil Sterling Nicky Taylor Sarah Welton Jim JM]ite (Dorset Council) (chairma consultant ecologist) (Dorset Natural History & Archaeological Society) (Dorset Wildlife Trust) (Consultant Ecologist) (DOet Council) (Dorset Natural History & Archaeological Society) (on behalf of Natural England) (Buttert]y Conservation) (Dorset Council) (Dorset Wildlife Trust) (independent) Employees Carolyn Steele Jon Corkill Bryan Edwards Silvia Friere Hugo Sewill Jo Stephen Alison Stewart Fiona Wood Records Centre Manager GIS Manager Ecologist Records Centre Assistant Records Centre Assistant Awt Project Officer Environmental Database Manager Habitat Surveyor Orgallisation The Board of Trustees administers the charity and meets quarterly. The Secretary, members of Dorset Environmental Records Centre staff and non-Trustee advisers also attend the quarterly Trustee meetings but do not have voting rights. The Record Centre Manager is appointed by the Trustees to manage the day-to-day operations of the charity. including supervision of staff and volunteers. Appointmellt of Trustees The directors of the company are also chatity trustees for the purposes of charity law and under the con]pany's Articles are known &s member5 of the TrusL The Board of Management manages the affaiTS ofthe TrusL with the number of members of the Board being between 6 and 12. The Articles state that there are to be no less than two Pag¢ 3
The Dorset Environmental Records Centre Trust Company Limited Trustees, Report For the Year Ended 31 March 2024 Board members representing each of Dorset County Council, Dorset Wildlife Trust and Dorset Natural History & Archaeological Society. New trustees are elected by invitation from the Board, who aim to recruit from a diverse background of related OTganisations and interests. The Trustees meet every quarter to oversee the work of the Records Centre and its continued developmenL On I" April 2019 two new unitary authorities were founded in Dorset. Dorset Council and Bournemouth, Christchurch and Poole Unitary Authority replaced Dorset County Council, two unitary authorities (Boumemouth and Poole) and six district authorities. Trustee induction and training Trustees are already familiar with the practical work of the charity and will have been invited to attend management meetings as an observer, prior to becoming a trustee. An induction pack for new twstees has been put together, and includes a copy of the Memorandum and Articles, the Charity Commission guide"The Essential Trustee" and the latest annual report and financial statements. Related Parties The Trust works closely with local authorities in DoTset and government organisations (including Nathral England and the Environment Agency). Risk management Procedures are in place to ensure compliance with health and safety of staff, volunteers and people attending workshops in the field. The Health and Safety Policy is reviewed annually by the Board of Trustees. Potential external risks to fimding have led to consideration of the diversification of funding opportunities. Intemal control risks are minimised by the implementation of procedures for co-authorising online payments. Health and Safety Policy The Trnstees Teview and update the Health and Safety policy annually in the light of any incidents. It 15 a requirement that any incidents are reported to the Record Centre Manager. no incidents oCcUed within the year to 31 March 2024. Objectives and aetiviti&8 The principal activity of the company as set out in the Memorandum and Articles of Association is the advancement of public education in the natural history and geology of Dorset. This is achieved through the following objectives: to collect and provide quality biological and geological data for the county. to ensure that data c8J) be provided quickly and efficiently: to provide a setvice to atl PTofe55ionals involved in conservation and planning within Dorset. to provide all amateur naturalists with support for field recording in the county. to provide a public service: the prÈncipal activiti of the charity are to provide environmental services, education and training. The challenges of a changing environment have been highlighted by many organisations over the past 12 months and access to useful and reliable dats is more important than ever. During the year we have added to our infonnation resources with data on both species and habitats. With two ecologists now on the DERC tearn, we have undertaken field survey work to help update the GIS habitat layers. Additional resourc&8 spent on office staff has helped with data extraction from ecological reports. We have also made considerdble progress in collating SNCI data to prepare citation statements for each site. Following redevelopment of the DERC websit4 we have continued to expand the content of useful infom]ation. Thi5 has included the addition of a Citizen Science page and updated infom]ation for local recording groups. Page 4
The Dorset Environmental Records Centre Trust Company Limited Trustees, Report For the Year Ended 31 March 2024 We have provided bi-annual newsletters to update everyone on recording issues. new finds and wildlife to look out for. The newsletters are a useful way to report back on some of our worL like the surveys on Dorset Council farn)s which will help target envimmnental grants and funding opportunities. The work to update the Ancient Woo(lland Inventory was completed during 2023-24. The fmal GIS layers have been submitted to Natural England where they will be checked before becoming part of a national update. We have PTovided training days on tree identification to the local residents of Swanage and hedgerow regulation training to DOet Council staff. The Records Centre provides a valuable link between local naturalists and professionals. In recent years we have invested in technology to help us improve the efficiency of our work. This has included the development of a data automation tool to extract data from the datab&se and create GIS layers. Some of these data layers are available to the public through Dorset Explorer. Other GIS data layers are provided to local authorities, government agencie5 and conservation bodies to &ssist them in their work. The number of requests for data has remained high. Whether enquiries to the Records Centre come from members of the public, Studen consultants, locaI authorities or government agencies, each time we depend upon inforntIon updated largely by voluntary recorders in our local community. We take this opportunity within our annual report to include a note of thanks for everyone who h&s submitted their records of sightings from the l&st year. Achievements and performance in 2023-24 The Reeord Resource Much of the data coming into DERC is via Living Record or other online systems. However, some records are received directly. either as Excel spreadsheets, Word documents or emails. These have been the focus for work during 2023-24. They all needed to be collated into spreadsheets for verifiers to check before 54,955 records could be added to th¢ datab&se. The majority of these were for the lower plant groups and DERC contract work. The totsl nurnber of records on the database at the end of March 2024 was 3,880,336. Requests for Data During 2023-24 DERC received 945 dats requests. The proportion of commercial requests remained steady at 88D/o of all enquiries, with 3% for agreement holders and 90/0 of enquires uncharged and usually for private individuals. students or conservation organisations. The data automation introduced a few years ago is an essential tool to help staff respond to the high level of enquiries in a timely way. DERC continue to provide GIS data through the Dorset Biodiversity Infonnation System which aIlows agreement holders to access data sets multiple times throughout the year or to use data as a screening tool for potential works. Dorset Explorer is an online systsm used by Dorset Council (among others) which allows members of the public to view data sets over base maps. DERC has Contribut data layers on Local Nature Reserves, Local Geological Sites, Veteran Trees and ecological networks. With Dorset Explorer a viewer Can see our inforn]ation alongside other data set5 such a5 SSSI. rights of way, open access land, data from the Historic Environrnent team, Natural England, Environment Agency and much more. Recent updates to Dorset Explorer have improved the flexibility for users allowing them to filter data sets and improving access. Dorset Biodiversity Inforniation System The Dorset BiodiveTsity Infonnation System has developed as a way to provide datato local authorities and some of our partner organisations through GIS layers. GIS allows the user to look at species and site data over OS base maps or aerial photos. Through our data agreement5, data has been provided to BCP Council, Dorset Council, Dorset Wildlife TrusL the Environment Agency, Foresty England and Wessex Water. DERC also has agreernents Page 5
The Dorset Environmental Records Centre Trust Company Limited Trustees, Report For the Year Ended 31 March 2024 to provide data to Network Rail and the team managing the Purbeck Heaths NNR. Site boundaries for Sites of Nature Conservation InteresL Local Geological Sites, Local Nature Reserves, Conservation Verges and Habitat Restoration Sites and species data layers have all been updated. The Ecological Network layers have been reviewed and updated with fresh inforniation and feedback from local residents. Dorset IIabitat Layer The Dorset Habitat Layer h&s dats from a variety of surveys, including SNCI surveys and DERC contract surveys. Using Integrated Habitat System OHS) all habitats from improved grassland to priority heathland are Includ in a single layer. A second layer, Dorset Priority Habitats, has also been produced. This only includes those habitats protected through current legislation. Since 2012 these layers have been made available to Dorset Wildlife TrusL Dorset Council and BCP Council through the DOet Biodiversity Inforniation System. These habitat layers continue to be updated through on- going work. With recent changes to planning and the introduction of Biodiversity Net Gal the next challenge will look at how to present the data for BNG puryoses. Dorset Manne Biodiversity Database The Dorset Marine Biodiversity Database is held by Dorset Wildlife Trust which responds to requests for marine data (Cowordinated by DERC &s appropriate). DERC Contracts A significant proportion of our income is through ecological surveys. This year, surveys included lichen monitoring at Oakers Wood Well Site and vegetation survey5 at Holt Lodge Farn]. A grant from the Silverlake Conservation and Community Fund provided funding for surveying SNCI around Crossways. Surveys for Dorset Council included cycleways and road verges (several of which have been selected as new SNCI), Dinah's Hollow, Vemey's Farn] and an area at Eyp4 plus monitoring work following goat grazing at Merritown Heath. DERC ran a tree identification day for residents through Sustainable Swanage and a hedgerow survey day for DOet Council staff. Surveys on the Dorset Council farn)s were completed and FIPL funding (Fam]ing in Protected Landscapes- DEFRA grant) covered several pollinator Surveys coordinated by Dorset Wildlife Trust. Dat4 GIS and mapping projects included an assessment of Biodivet3ity Net Gain on the Weymouth Relief Road for Buttertly Conservation and th¢ final mapping of Ancient Woodland for the Woodland Trust and Natural England. DERC has been working with Dorset Council and others on the preparatory WOTk for a Local Nature Recovery Strategy. DERC has been able to assist on two fronts. Our experience in GIS will help with mapping the most valuable areas for nature, and our knowledge of the county's biodiversity will be used when choosing priorities for action. Data extraction from exological reports from Biodiversity Plans and BCP Council applications is ongoing. These have provided a valuable source of data for many sites across Dorset, particularly for protected species including bats. Dorset Heaths Partnership Project The DoTSet Heaths Partnership Project is derived from the Urban Heaths EU LIFE project which ran from 2002 2005 and was established to help combat urban pressures on the internationally important heathlands in southeast DorseL Within the cutTent partnership are local authorities, emergency services. wildlife organisations and government bodies and it now extends to all heaths throughout Dorset rather than just the urban heaths of the southe&st of the county. The work of the Partnership includes monitoring (including bird surveys, incident recording, visitor counts, car park counts and site visitor surveys), and education (field-based leaming for primarylsecondary key stsges. outdoor nature-based experiences and field trips, school visitslassemblies, and arson awareness sessions). Pag¢ 6
The Dorset Environmental Records Centre Trust Company Limited Trustees, Report For the Year Ended 31 March 2024 DERC'S role in the project is to disseminate fire records frorn the Dorset & Wiltshire Fire and Rescue Service (DWFRS) to the partner organisations and to provide figures, reports and other requests for data from the partners. There are many difftrent types of incidents which are detrimental to the heathland, with the most common being fire, vandalism, fly-tipping> mountain bikin& and Motor cycling. The data collected on these incidents has been used to reveal trends and patterns in activity on the heaths. This is useful. for instance, in allowing wardening to be targeted to the most affected places and at the times when incidents occur most often. for example, Canford Heath which has had, at 971, more incidents recorded than at any other site. Living Record - on-line recording for Dorset Living Record continues to be the main source of online recording used by DERC. During the year 129,871 records were added to Living Record including over 60,000 Moth records. 40,500 Vascular Plant records and 6,200 bird records. Living Record is used for lots of projects in Dorset. The map below shows new planting for native Black Poplar - part of a county initiative to boost the population with plants generated from cuttings. Black Poplar is dioecious, with separate trees for maje and female catkins. Although individual trces may be long-lived, you need both male and female in an arca for natural propagation and they can hybridise with other non-nativc poplar species. True native Black Poplar had become rather few. JI OrdS l 201010 31 DK2024 Satellite Google Recording Croups DERC has continued to support the work of local recording groups in Dorset through the PTovision of data and maps. In recent years this has included maps for Hedgehog Towns- encouraging people to look out for and record Hedgehogs in their local area. We help with data processing, particularly for the Dorset Moth Group and Dorset Flora Group. We maintain the contact database for the Dorset Flora Gmup? sending out inforniation on events and courses. During 2023-24 we have made amendments to the DERC website including adding a Citizen Science page with links to several national projects. Volunteers can sign up to Nature's Calendar with the Woodland TrusL the PTES Pw7
The Dorset Environmental Records Centre Trust Company Limited Trustees, Report For the Year Ended 31 March 2024 Great Stsg Hun¢ the New Year Plant Hunt or the Big Seaweed Search with Marine Conservation. We have also updated the Dorset Flora Group events page to make it more accessible. Public Benefit In 2023-24 DERC Trustees paid due regard to the Charity Commission guidance on public benefiL overseeing the work undertaken by the Records Centre during theyear. DERC'S principal aim as a charity is the advancement of public education in the natural history and geology of Dorset. The activities undertaken in the year (as listed above) demonstrate that the Records Centre has been actively involved with local recording groups through promotion of their activities to the wider public and administrdtive support to co-ordinate the membership. In addition, DERC officers have provided maps for site visits or to monitor recording effort and results, provided space on the DERC website to promote the work of recording groups (or links to recording group websitos) and promoted Workshops and walks available to group members and members of the public. Members of the public can access data sets prepared by the Records Centre by using Dorset Explorer. This includes ecological network mappin& Local Geologicat Sites, Local Nature Reserves. and Veterdn Tree Sites. ALERC DERC is a member of the Association of Local Environmental Records Centres (ALERC). ALERC provides a central voice on behalf of UK LERCS developing and promoting accreditation and advocating good standards of practice. Eaoh year ALERC runs a conference, giving ALERC members and opportunity to discuss national initiatives and see the work of other records centres. Financial Review Total reported income was £283,259 (2023: £22&514). The net surplus for the year, before the movement on the revaluation of fixed &sset investments, was £13,625 (2023: net deficit of £18,535). Unrestricted reserves at 31 March 2024 were £368,489 (2023: £331959). Copies of the Report of the Directors and Fin&n¢ial Statements for the year ended 31 March 2024 are available from the DERC offIce. The Independent Examiner's Report to the Trustees h&s been prepaTed by Scott Vevers Chartered Accountants, 65 East StreeL BridpoTL Dorset DT6 3LB. DERC'S bankers are Lloyds. Dorchest¢r Branch. l High West Street, Dorchester, Dorset DTI I UG. DERC wishes to acknowledge contributions received from Dorset Council and BCP Council, Environment Agency. Wessex Water and Dorset Wildlife TrusL Reserves Policy Dorset Environmental Records Centre (DERC) maintains a stable pattern of expenditure from month to month, the majority of its costs being staff salaries, tsx and national insurance. However, a significant amount of DERC'S income is from grants funded by other organisations, who themselves are subjectto a fluctuating financial climate. The reserves policy requires that DERC should hold instant access funds at a level that will cover three months, expenditure and any surplus has been traJ)sfeTred to COtF investtnents. Thts will maximise the potential to earn investment income whilst ensuring retention of the staff that have the skills and local knowledge that are key to the on-going work of DERC. DERC'S Reserves Policy is considered at each quarterly Trustees meeting in relation to actual income and expenditure and the FK)licy is renewed annually. Reserves are held by CCLA Inveslment Management Ltd, 80 Cheapside, London EC2V 6DZ. DERC'S activities in the year to 31 March 2024 continued to provide a good and reliable inforniation and survey service with no significant changes or developments during the year. At 31 March 2024, reserves held by the company were £368,489, being in accordance with the above policy. All ofthe company's reserves are considered by the trustees to be unrestricted. However, some years ago the tnteeS earn]arked funds of £8.000 to cover the Page 8
The Dorset Environmental Records Centre Trust Company Limited Trustees, Report For the Year Ended 31 March 2024 ture costs involved in producing DERC publications on the species and habitats of the county. This sum is treated within these financial statements as a designat fvnd within the uT]restricted reserves. Investment Policy DERC'S Reserves Policy states that it is desirable to hold reserves at a level that will cover 3 months expenditure Therefore, it is DERC'S policy to invest the moneys of the Trnst not immediately required for its pUoseS in funds that: are in accordance with the TnLStee tnvestment Act 2000, provide reasonable access, provide income at a competitive Tate for current needs, and preserve or incre&4e the value of inveslments for the future. To minimise risK DERC funds are invested through a specialist charity investment fund approved by the Charity commissio with due Tegard to ethical investments whilst maximising the return on capital. Plans for the future The charity plans on continuing the activities Outlined above in the forthcoming years subject to satisfactory fLmding aTrangements. Ststsment of Trustees, responsibilitiej The Trustees are required under Charity law to prepare financial statements for each fmancial year which give a true and fair view of the state of affairs of the Charity and of the financial activities of the Charity for that period. In preparing those financial statements, the Trustees are required to: select suitable accounting policies and then apply them consistentlyg observe the methods and principles in the Charities SORP. make judgements and estimates that are reasonable ond prudent" state whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements. and prepare the financial statements on the going concern basis unless it is inappropriate to presume that the company will continue in business. The Trustees are responsible for keeping Proper accounting records which disclose with reasonable accuracy at any time the fll)ancial position of the Charity and to enable them to ensure that the financial statements comply with applicable laws and regulations. They are also responsible for ensuring that the Charity maintains an adequate system of internal control designed to provide reasonable assurdn¢e that assets are safeguarded against loss or unauthorised use and to prevent and detect fraud and other iegUlar1ties. In Preparing this reporL the Trustees have taken advantage ofthe small companies exemptions provided by section 415A of the Companies Act 2006. On behalf of the board: Mr K Cook Date: Pw9
Report of the Independent Examiner To the Trustees of The Dorset Environmental Records Centre Trust Company Limited For the Year Ended 31 March 2024 I report to the charity trustees on my examination of the accounts of the company for the year ended 31 March 2024, which are set out on pages l I to 20. Responsibilities and basis of report As the charity tNstee5 of the company (and also its directors for the purposes of company law) you are responsible for the Preparation of the accounts in accordance with the requirements ofthe Companies Act 2006 ('the 2006 Act,). Having satisfied myself that the accounts of the company are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination, I report in Tespect of my examination of your company's accounts as carried out under section 145 of the Charities Act 2011 ('the 2011 Act,). In carrying out my examination I have followed the Directions given by the ChaTity Commission under section 145(5) (b) of the 2011 Act. Independent examiner's statement I have completed my examination. I confirnl that no matters have come to my attention in connection with the enInatiOn giving me cause to believe that in any material respect: Accounting records were not kept in respect of the company &$ required by section 386 of the 2006 The accounts do not accord with those records. or The accounts do not comply with the accounting requirements of section 396 of the 2006 Act other than any requirement that the accounts give a'true and fair view. which is not arnatter considered as part of an independent examination. or The accounts have not been prepared in accordance with the methods and prtnciples of the Statement of Recommended Practice for accounting and reporting by charities [applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102)]. 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 enable a proper understanding of the accounts to be reached. Marcus Cridland B.A.(Hons) F.C.A. Scott Vevers Ltd. Chartered Accountants and Registered Auditors 65 E&8t Street Bridport Dorset DT6 3LB Date: Page 10
The Dorset Envirnnmental Records Centre Trust Company Limited Statement of Financial Activiti (Incorporating an Income and Expenditllre Account) for the Year Ended 31 March 2024 2024 Total funds 2023 Total funds Unrestricted funds Notos COME Income and endowments from: Donations and legacies 58,959 58,959 2,870 chitable activities 213.704 213,704 216,920 Investment income 10.596 10,596 8,724 Total incoming resources 283,259 283,259 228,514 EXPENDTTURE ON: Charltable activities 269.634 269,634 247,049 Totsl expenditure 269,634 269.634 247.049 Net incomel(expenditure) before transfers 13,625 13,625 (18.535) Other recognised gains and losses Gains l Oosses) on revaluation of fixed assets 12 21,905 21,905 (16.099) Net Movement in Funds for the year 35,530 35,530 (34,634) Total Funds: Brougbt Forward 332,959 332,959 367.593 Carried Forward 368,489 368.489 332.959 All incoming resources and resources expended derive from continuing activities. The notes on pages 13 to 20 forni an integral part of these financial staten]ents. Pagell
The Dorset Environmental Records Centre Trust Company Limited Balance Sheet At 31 March 202A 202A 2023 Notes Fixed Assets Tangible assets Jnvestments 11 12 277,976 277.976 251.071 251.071 Current &5sets Debtors Cash at bank and in hand 13 62,029 58.576 120,605 36,332 122,052 158,384 Creditors: A]nounts falling due within one year 14 (30.092) (76,496) Net current assets 90.513 81,888 Total assets less current liabilities 368,489 332,959 The funds of the charity: Unrestricted funds Revaluation reserve 15 253,904 114,585 240,279 92,680 Totgl charity funds 368,489 332,959 These financial statements have been prepared in accordance with the special provisions relating to companies subject to the small companies regime within Part 15 of the Companies Act 2006. For the financial year ending 31 March 2024 the charity was entitled to exemption from audit under section 477 of the Companies Act 2006 relating to small companies. The rnembeT5 hav¢ not T¢quired the company to obtain an audit of its fmancial statements for the y¢aT ended 31 March 2024 in accordance with section 476 of the Companies Act 2(K)6. The directors acknowledge their responsibilities for complying with the requirements of the Act with respect to accounting iecords and the preparation of accounts: The financial statements were approved by the Board of Trustees on .............. its behalf by: signed on Mr K Cook - Trust¢e The notes on pages 13 to 20 forni an integral part of these financial statements. Page 12
The Dorset Environmental Records Centre Trust Company Limited Notes to the Financial Statements For The Year Ended 31 March 2024 General inforntiOn Dorset Environmental Records Centre is a charity limited by guarantee and consequendy does Dot have share capital. Each of the members is liable to contribute an amowjt not exceeding £1 towards the assets of the chaTity in the event of liquidation. The chaTity is incoTporated in England and Wales under the Companies Act 2006 and Charities Act 2011. The address of the registered office is provided in the Reference and Administrative Details on page l. Accounting policies The principal accounting polici¢s adopted. judgements and key sources of estimation uncertainty in the preparation of the financial statements are as follows: St2tement of compliance and basis of preparation The charity constitutes a public benefit entity as defined by FRS 102. The financial statements have been prepared under the historical cost convention and includes the results of the charity's operations which are described in the Trustees, Report and all of which are continuing. The financial statements are prepared under the historical cost convention and in accordance with the Charities SORP IFRS 102), the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) and the Companies Act 2006. b. Accounting convention The financial statements have en prepared on a going concern basis &s the trustees believe that no material uncertainties exist. The trustees have considered the level of funds held and the expected level of income and expenditure for 12 months from auth()rising these fancial statements. . Income All incoming resources are included on the Statement of Financial Activities when the charity is legally entitled to the income and the amount can be quantified with reasonable accuracy. Grants receivable Grants are recognis¢d when the charity has an entitlement to the funds and any conditions linked to the grants have been met. Where performance conditions are attached to the grant and are yet to be met, the income is recognised as a liability and included on the balance sheet as deferred income to be released. Charifable activities All voluntary income and donations are accounted for on receipt by the charity. Donated assets and services are included at open market value. Investment income Fixed asset investments are included at market value at the balance theet date. Realised gains and losses on investments are calculated as the difference between sales proceeds and their llket value at the start of the year. or their subsequent cost, and are charged or credited to the Staternent of Financial Activities in the period of disposal. UealISed gains and losses represent the movement in market values duTing the year and are credited or charged to the Statement of Financial Activities based on the market value at the year end. Pe 13
The Dorset Environmental Reeor(L8 Centre Trust Company Limited Notes to the Financial Ststements For The Year Ended 31 March 2024 Aeeounting policies (continued) d. Classifjcation of expenditure All expenditure is recognised once there is a legal or constructive obligation to that expenditure, it is probable settlement is required and the amount can be measured reliably. All costs are allocated to the appllcable expenditure heading that aggregate similar costs to that category. Where costs cannot be directly attributed to particular headings they have been allocated on a b&sis consistent with the use of resources, with central staff cost allocated on the basis of time spenL and depreciation charg¢s allocated on the portion of the asset's use. Other support costs are allocated based on the spread of staff costs. Chariiable acrivities Chatitable expenditure comprises those costs inCued by the charity in the delivery of its activities and services for its beneficiaries. It includes both costs that can be allocated directly to such activities and those costs of an indirect nature necessary to support them. e. Taxation The charity is an exempt ch&ity within the meaning of schedule 3 of the Charities Act 2011 and is considered to pass the tests set out in Paragraph I Schedule 6 Finance Act 2010 and therefore it meets the de[ltiOn of a charitable company for UK corporation t PUTposes. f. Tangible fixed assets Tangible fixed assets are stated at cost less depreciation. Depreciation is wovided at the following annual rates in order to write off each asset over its estimated useful life: Furniture and equipment - 50% reducing balance g. Fixed asset invthents Fixed asset investments, other tban programme related investments, are included at Jjwket value at the balance sheet date. Realised gains and losses on investments are calculated as the difference between sales proceeds and their rnarket value at the start of the year, or their subsequent cost, and are clwged or credited to the Statement of Financial Activities in the period of disposal. UnrealÉsed gains and losses represent the movement in market values during the year and are credited or charged to the Statement of Financial Activities based on the market value at th¢ year end. h. Cash 2nd eash equivalents Cash and cash equivalents comwise cash on hand and call deposits. and other short-terni highly liquid investtnents that are readily convertible to a known amount of cash and are subject to an insignificant risk of change in value. . Fund structure Unrestricted income fund5 are general funds that are available for use at the lrnstees discretion in furtherance of the objectives of the chlty. Designated funds are unrestricted funds set aside for specific puOseS at the discretion of the trustees. j. Pensions The charity operates a defined contribution pension scheme. Contributions are charged to the Statement of Financial Activities as they become payable in accordance with the rulu of the scheme. Page 14
The Dorset Environmental Records Centre Trust Company Limitsd Notes to the Financial Statements For The Year Ended 31 March 2024 Aceounting policies (continued) k. Financial instruments Classification Financial assets and financial liabilities are recognised when the charity becomes a party to the contractual provisions of the instrument. Financial liabilities and equity instruments ate classified according to the substance of the contractual arngernent entered into. An equity instrument is any contract that evidences a residual interest in the assets of the charity after deducting all of its liabilities. Recognition and measurement All financial assets and liabilities are initially measured at transaction price (including trdnsaction costs), except for those financial assets classified as at fair value through profit or loss. which are initially measured al fair value (which is norn)ally the transaction price excluding transaction costs). unless the arrangen]ent constitutes a ftnancing transactions. If an arrangement constitutes a financing transaction. the financial asset or financial liability is measured at tbe present value of the tUre payments discounted at a market rate of interest for similar debt instruments. Financial assets and liabilities are only offset in the staternent of financial position when, and only when there exists a legally enforceable right to set off the recognised amounts and tbe charity intends eAther to settle on a net basis, or to realise the asset and settle the liability simultaneously. Financial assets are deTeColsed when and only when a) the contractual rights to the cash flows from the financial asset expire or are settled, b) the charity transfers to another party substantially all of the risks and rewar(ts of ownership of the fancial asset, or c) the charity, despite having retained some, but not all, significant risk5 and rewards of ownership, has transferred control of the asset to another paty. Financial liabilities are derecognised only when the obligation specified in the contract is discharged, cancelled or expires. Investments Investments in non-convertible pr¢f¢rence shares and non-puttable ordinary or preference shares (wh¢r¢ shares are publicly traded or their fatr value is reliably measurable) are measured at fair value through piofit or loss. Wh¢r¢ fair value cannot be measured reliably. investrnents are measured at cost less impairniellt. Investments in subsidiaries and associates ate measured at cost less impairnient. For investments in subsidiaries acquired for consideration including tbe issue of shaT¢S qualifying for merger relief, cost is measured by reference to the nonllnal value of the shares issued plus fair value of other CODsideratioD. Any premium is ignored. Fair value measurement The best evidence of fair valu¢ is a quoted price for identical asset in an active market. When quoted prices are unavailable, the price of a recent transaction for an identical asset piovide5 evidence of fair value as long as there has not been a significant change in economic circumstances or a significant lapse of time since the transaction took place. If the market is not active and recent transactions of an identical asset on their own are not a good estimate of fair value, the fair value is estimated by using a valuation technique. Donations and legacies 2024 2023 Grants receivable 58.959 58.959 2.870 2.870 Page 15
The Dorset Environmental Records Centre Trust Company Limited Notes to the Financial Statsments For The Year Ended 31 March 2024 Income from charitable activities 2024 2023 Dala agreements Contracts Dats searches Workshops and training Publications Other income 66.668 49,708 96,638 655 63,452 42,011 111,417 40 15 213,704 216,920 Investment income 2024 2023 Dividends and infrrest Interest on cash deposits 8,330 2.266 10.596 8,143 581 8,724 6 Expendithre on charitable actlvitles 2024 2023 Staff costs (including travel) Dixect costs Support costs Governance costs 239.772 15,941 8,490 5,431 269,634 218.605 17.391 6,800 4.253 247,049 Direct costs.. Contract costs Consulting Subscriptions Computer consumables and r¢pairs tnsurance Bad debts 2,470 1,348 1.333 4,098 6,602 90 15.941 3,680 1,528 6,156 6,027 17,391 ort costs.. Office service charge Rent Rates Printing, postage and stationery Sundry expenses 1,911 3.940 379 1,860 400 8,490 1.879 3.940 290 638 53 6,800 overnance costs: Accouniancy fees 5,431 5,431 4,253 4,253 Page 16
The Dorset Environmental Records Centre Tht Company Limitsd Notss to the Financial Statements For The Year Ended 31 March 2024 Thtee$ remuneration and expens&s No trnstees, noi any persons connected with them, have received any remuneration from the charity during the year. No trustees have received any reimbursed expenses from the charity durAng the year. Staff costs The aggregate payroll costs were as follows". 2024 2023 Wages and salaries Social security costs Pension costs 203,745 13,162 21.529 238,436 184.181 11491 20,365 217,037 No employee received remuneration of more than £60.(M)O during the year. The monthly averag¢ number of persons (including senior management I leadership team) employed by the charity during the year expressed as full time equivalents was as follows: 2024 2023 Administration Field surveyors 6.00 5.00 Pension scheme The charity operates a defmed contiibution pension scheme. The pension cost charge for the year represents contributions payable by the chatity to the scheme and amounted to £21.529 (2023: £20,365). At the year end there were contributions of £1,545 outstanding {2023: £nil). 10 Net incomej {expenditure) for the year This is stated after charging: 2024 2023 (Profit ) / loss on disposal of tangible assets (Profit) I loss on fair value movement of investments Independent examinevs remuneration (21,905) 1.300 16,099 Page 17
The Dorset Environrnental Records Centre Trust Company Limited Notes to the Financial Statements For The Year Ended 31 March 2024 11 Tangible red assets Furniture and equipment Total Cost or valuation As at l April 2023 Disposals As at 31 Mawh 2024 13.901 (13.901) 13,901 (13.901) Depreciation As at l April 2023 Eliminated on disposals As at 31 March 2024 13,901 (13,901) 13,901 (13,901) Net book value As at 31 March 2024 As at 31 March 2023 12 Fixed asset investments 2024 2023 Other investments 277.976 251.071 Listed investments Total Cost or valuation As at l April 2023 Additions Revaluation As at 31 March 2024 251.071 5.0(K) 21.905 277.976 251.071 21,905 277,976 Net book value As at 31 March 2024 277,976 277.976 As at 31 March 2023 251,071 251,071 The market value of the lisfrd investments at 31 March 2024 was £277,976 (2023: £251.071). Page 18
The Dorset Environmental Recor(l8 Centre Trust Company Limited Notes to the Financial Statements For The Year Ended 31 March 2024 13 Debtors 2024 2023 Trade debtors Prepayments Accrued income 57.522 4.330 177 62.029 32,743 3,483 106 36.332 14 Creditors: Amounts falling due within one year 2024 2023 Social security and other taxes Other creditors Accruals and incorne received in advance 15,716 1,545 12,831 30,092 20.463 iioo 53,933 76,496 15 Funds Other Incoming ROurceS recognised At 01.04.23 resources expended gainsloosses) At 31.03.24 Unrestricted funds General Designated 232.279 8.000 240,279 283.259 (269.634) 245.904 8.000 253,904 283,259 (269,634) Revaluation reserve Revaluation TeseTV¢ 92.680 92,680 21.905 21.905 114.585 114.585 Tot21 funiL8 332.959 283.259 (269.634) 21.905 368.489 Other Incoming Resources recognised At 01.04.22 resources expended gains/(losses) Al 31.03.23 2023 Unrestrictedfunds General Designated 250.814 228.514 {247.049) 232.279 8,000 240,279 258,814 228,514 (247,049) Revaluation reserve Revaluation reserve 108, 779 108, 779 (16.099) (16,099) 92,680 92,680 Totalfun&Y 367,593 228,514 (247,049) (16,099) 352,959 Page 19
The Dorset Environmental Records Centre Trust Company Limited Notes to the Financial Statements For The Year Ended 31 March 2024 16 Analysis of fund balances between net assets Unrestricted funds Total Tangible fed assets Fixed asset investments Current assets Current liabilities 277,976 120,605 (30,092) 277,976 120,605 (30,092) Total funds 368,489 368,489 2023 Tangiblefved assets Investhienrs Current assets Current liabilities 251,071 158,384 (76.496) 251.071 158.384 (76,496) Totalfvnds 332,959 332.959 17 Finanaal instruments The carrying amounts of the charity's financial instruments measured at fair value through net income I expenditure are as follows.. 2024 2023 Financial assets Measured at fair value through net income l expenditure: - Fixed asset investments Measured at amortised cost: - Debt instruments 277,976 251,071 116,098 154.795 394,074 405,866 Financial liabilities Measured at amortised cost 30.092 76.496 The income, expenses. net gains and net losses attributable the charity'5 fmancials instruments are surnmatised as follows.. Income and expense: Financial assets measured at fair value through net income l expenditure Financial assets. that are debt instrnments. measured at amortised cost 8.330 8.143 2.266 581 Net gains and losses Financial assets measur¢d at fair value through net income l expenditure 21.905 16,099 18 Related party transactions There were no Telated party transactions in the year. Page 20