DERC Dorset Environmenlal 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 2025 Registered Charity Number 900287 Company Number 2447393 Cover photogrdph.. Meadows at Brackett's Coppice Carolyn Steele Registered ID Ellgland ¥5 DorsetEnvironmental Records Centre TnJ$t Company Liinited Reg. Office= DERC. Dors¢t History Centre, Bridport Road. Dorche5ter. Dor5ei DTI IRP RegLstered Cbarity No. 900287 Regislered Company No. 2447393 VAT RegistratK)D No. 834 5747 06
The Dorset Environmental Records Centre Trust Company Limited Contents Page Reference and Administrative Details Trustees, Report Independent Examiner's Report 10 Statement of Financial Activities Balance Sheet 12 Notes to the Financial Statements
The Dorset Environmental Records Centre Trust Company Limited Reference and Administrative Details Trllstee5 Mrs L Cooch Mr K Cook Dr J Cripps Ms I Davenport Mr J Davis Mrs A King Mr J Newbould Mr N Squirrell, for Natural England Dr P Sterling Ms N Taylor Mrs S Welton Mr J White (resigned 0310212025) Secretary Mrs C Steele Charity Registration Number 900287 Company Registration Number 02447393 The Charity is incorporated in Wales Registered OITice 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 East Street Bridport Dorset DT6 3LB Pag¢ I
The Dorset Environmental Records Centre Trust Company Limited Trustees, Report For the Year Ended 31 March 2025 Chairman's Report for 2024-25 It gives me great pleasure to once again to write my report and summarise the successful year that DERC has completed. The Annual Report shows that DERC meets its objectives at all levels. We have provided a central database for all our recorders and disseminated that data in a manner that fits our Memorandum and Articles of Association. During the year 374,750 records were added to the database. 111.466 records were added via Living Record including over 60,000 Moth records, 30.000 Vascular Plant records and 3,100 bird records. The total number of records on the database ai the end of March 2025 was 4,254,939. In disseminating that data in 2024-25 DERC received 1034 data requests. The proportion of ¢ommer¢ial requests dropped slightly to 850/0 of all enquiries, as is to be exp¢cted after the post covid boom. It is essential that DERC is managed in a financially sustainable way. As always this has been the responsibility of our able manager Carolyn Steele. Income has to be sough¢ and a significant part comes from ecological surveys. The DERC Ecologist and Field Surveyor undertook two particularly large surveys this year, for the River Allen Landscape Recovery Project, and for Forestry England, mapping habitat across parts of Wareham Forest. The following Annual Report describes the wide range of projects that the Centre is involved with including The Dorset Biodiversity Infonnation System, Biodiversity Character Areas, the Dorset Habitat Layer, the Local Nature Recovery Strategy and the Dorset Marine Biodiversity Database. Education has been provided via our website and Newsletter and also training days to local residents in Swanage and Blandford, plus lichen and fungi identification workshops in Purbeck. It is reassuring that DERC will report a surylus of £36.384 in 2024-25. The quality and dedication of our staff are the reason that all this has been achieved, and the trustees were pleased to share two events last year with them, a summer field rn¢eting and a Christmas lunch, both hosted at West Bexington. Thank you staff and trustees for making this such a succcssful and productive organisation in 2024-25. Kevkn Cook Page 2
The Dorset Environmental Records Centre Trust Company Limited Trustees, Report For the Year Ended 31 March 2025 The trustees, who are directors for th¢ purposes of company law, present the annual report together with the financial statements of the charitable company for the year ended 31 March 2025. 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 document, applicable law and the requirements of the Statement of Recommended Practic¢ applicable to Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102). Structure? governance aDd management: Governing document The company is a registered charity, Number 900287, limited by guarantee and having no share capital. The company was forn]ed on 29 November 1989 to continue th¢ work of the Dorset Environmental Records Centre (DERC) and aIl assets were transferred to the company on l March 1990. The company was established under a Memorandum of Association, which established the objects and powers of the charitable company and is governed 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 Jennifer Cripps Imogen Davenport John Davis Annabel King John Newbould Nicholas Squirrell Phil Sterling Nikki Taylor Sarah Welton Jim White (Dorset Council) (Chaiman. Consultant ecologist) (Dorset Natural History & Archaeological Society) (Dorset Wildlife Trust) (Consultant Ecologist) (Dorset Council) (Dorset Natural History & Archaeological Society) {on behalf of Natural England) (Buttertly Conservation) (Dorset Council) (Dors¢t Wildlife Trust) (independent) resignation Teported at Feb25 panel Employees Carolyn Steele Jon Corkill Bryan Edwards Silvia Friere Hugo Sewill Jo Stephen Alison Stewart Fiona Wood Records Centr¢ Manager GIS Manager Ecologist Records Centre Assistant Records Centre Assistant AWI Project Officer Environmental Database Manager Habitat Surveyor Orgallisation The Board of Trustees administers the charity and meets quarterly. Th¢ S¢cretary, 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. Appointment of Trustees The directors of the company are also charity trustees for the purposes of charity law and under the company's Articles are known as members of the Trust. The Board of Management manages the affairs of the Trust, with the number of members of the Board being between 6 and 12. The Articles state that there are to be no le5S than two Board members representing each of Dorset County Council, Dorset Wildlife Trust and Dorset Natural History Page 3
The Dorset Environmental Records Centre Trust Company Limited Trustees, Report For the Year Ended 31 March 2025 & Archaeological Society. New trustees are elected by invitation frotn the Board. who aim to recruit from a diverse background of related organisations and interests. The Trustees meet every quarter to oversee the work of the Records Centre and its continued development. On I, April 2019 two new unitary authorities were founded in Dorset. Dorset Council and Bournemouth, Christchurch and Poole Unitary Authorlty replaced Dorset County Council, two unitary authorities (Bournemouth 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 trustees has been put together, and includes a copy of the MeJnorandum 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 Dorset and government organisations (including Natural 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 funding have led to consideration of the diversification of funding opportunities. Internal control risks are minimised by the implementation of procedures for finance control and quarterly reporting to the management panel. Health and Safety Policy The Trustees review and update the Health and Safety policy annually in the light of any incidents. It is a requirement that any incidents are reported to th¢ Record Centre Manager. no incidents occurred within the year to 31 March 2025. Objectives and activities 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 can be provided quickly and efficiently. to provide a service to all professionals 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 principal activities of the charity are to provide environmental services, education and training. DERC responds to hundr¢ds of enquiries during the year on plants, animals, local sites and habitats. Some are from conservation organisations, some from Professional ecological consultants or government agencies, but many are from local naturalists or members of the public. Each time we depend upon infonnation updated largely by voluntary recorders in OUT local comtnunity. We take this opportunity within our annual report to include a note of thanks for everyone who h&$ submitted their records of sightings from the last year. Following redevelopment of the DERC website, we have continued to expand the content of useful infomation. This includes infonTfftation for local recording groups, descriptions on Biodiversity Character Areas and notices on Page 4
The Dorset Environmental Records Centre Trust Company Limited Trustees, Report For the Year Ended 31 March 2025 upcoming events. We have provided bi-annual newsletters to update everyone on recording issues, new finds and wildlife to look out for. The work to update the Ancient Woodland Inventory was completed during 2023-24 and is now available online. We have been working to incorporate the new inventory dat4 including the Long Established Woodland layer, into our mapping system. We have provided training days to local residents in Swanage and Blandford, plus lich¢n and fungi identification workshops in Purbeck. Achievements and performance ID 2024-25 The Record Resource Much of the data coming into DERC is via Living Record or other online systems. However, some records are rec¢iv¢d directly, either as Excel spreadsheets, Word documents or emails. Data from these is collated into spreadsheets for verifiers to check. During the year 374,750 records were added to the database. The majority of these were an update of moth records, following a thorough review of data from recent years by the Dorset Moth Group verifiers. The total number of records on the database at the end of March 2025 was 4,254,939. Requests for Data During 2024-25 DERC received 1034 data requests. The proportion of commercial requests dropped slightly to 85 % of all enquiries, with 50/0 for agreement holders and IO% 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 Inforniation System which allows agreement holders to access data 5¢ts multiple times throughout the year or to use data as a screening tool for potential works. Dorset Explorer is an online system used by Dorset Council (among others) which allows members of the public to view data sets over base maps. DERC has Contributed data layers on Local Nature Res¢rv¢s. Local Geological Sit¢5, Veteran Trees and ecological networks. With Dorset Explorer a viewer can see our inforniation alongside other data sets such as SSSI, rights of way, open access land, data from the Historic Environment team, Natural England, Environment Agency and much more. Recent updates to Dorset Explorer have improved the flexibility foT users allowing them to filter data sets. Dorset Biodiversity Inforniation System The Dorset Biodiversity Infonnation System has developed as a way to provide data to local authorities and some of our partner organisations through GIS layers. GIS allows the user to l(K)k at species and site data over OS base maps or aerial photos. Through our data agreements, data has been provided to BCP Council, Dorset Council, Dorset Wildlife Trust. the Environment Agency, Forestry England and Wessex Water. DERC also has agreements to provide data to Network Rail and the team managing the Purbeck Heaths NNR. Site boundaries for Sites of Nature Conservation Interest, Local Geological Sites, Local Nature Reserves. Conservation Verges and Habitat Restoration Sites and species data layers have all been updated and the Ecological Network layers refreshed. Dorset Habitat Layer The Dorset Habitat Layer has data from a variety of surveys, including SNCE surveys and DERC contract surveys. Using Integrated Habitat System (IHS) all habitats from improved grassland to priority heathland are included in a single layer. A second layer, Dorset Priority Habitats, has also been produced. This only includes those habitats protected through cUent l¢gislation. Page 5
The Dorset Environmental Records Centre Trust Company Limited Trustees, Report For the Year Ended 31 March 2025 Since 2012 these layers have been made available to Dorset Wildlife Trust, Dorset Council and BCP Council through the Dorset Biodiversity Inforniation System. These habitat layers continue to be updated through on- going worL With recent changes to planrling and the introduction of Biodiversity Net Gain, we have begun to look at the best way to present the data for BNG purposes. Dorset Marine Biodiversity Database The Dorset Marine Biodiversity Database is held by Dorset Wildlife Trust which responds to requests for marine data (co-ordinated by DERC as appropriate). Biodiversity Character Areas Aside from general work to keep the DERC website up-to-date and relevant, we also began preparing and uploading reports on Biodiversity Character Areas for Dorset. These have been written by the DERC Ecologist to sit alongside Landscape Character Areas developed for National Landscapes. They describe landscape type, main semi-natural habitats present and highlight species, species assemblages and features of particular interest. There is still more to do to complete the project, but the descriplions and lists are useful tools towards a more cohesive approach to Dorset's wildlife. DI.'RC ye I -IA rKfS•t DERC Contracts A significant proportion of our incoTn¢ is through ecological surveys. The DERC Ecologist and Field Surveyor undertook two particularly large surveys this year. One was for the River Allen Landscape Recovery Project, mapping habitat along the northern third of the river. The second was for Forestry England, mapping areas of Wareham Forest. wh¢re tree clearance has provided an opportunity for heathland habitats to recover. Aside from these, DERC has also undertaken lichen surveys at Wych Farm, surveys at air pollution monitoring 51tes for Dorset Council, morc road verge surveys as potential SNCI and several other smaller surveys. Ecologists from DERC and DoTset Council ran a training day at the Milldown, Blandford in July. Later in the year, DERC ran identification workshops on fungi and lichens for the Purbeck Heaths NNR. Data extraction from ecological reports from Biodiv¢rsity 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. Page 6
The Dorset Environmental Records Centre Trust Company Limited Trustees, Report For the Year Ended 31 March 2025 Local Nature Recovery Strategy for Dorset DERC has been working with Dorset Council and others on the preparatory work for a Local Nature Recovery Strategy, assisting on two fronts. Our GIS Manager has worked with the Mapping and Data Expert Advisory Group to help with mapping the most valuable areas for nature. and our Ecologist has worked with the Species GTOUP, using his knowledge of the county's biodiversity to help with choosing priorities for action. Alongside other elements of LNRS preparation, the strategy will shortly be available for public consultation. Dorset Heaths Partnership Project The Dorset 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 southe&st Dorset. Within the current 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 southeast of the county. The work of the Partnership includes monitoring {including bird surveys, incident recording, visitor counts, car park counts and slte visitor surveys), and education (field-based learning for primary/secondary key stages, outdoor nature-based experiences and fL¢ld trips, school visitslassemblies, and arson awareness sessions DERC'S role in the project is to disseminate fire records from 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 different types of incidents which are detrimental to the heathland, with the most cornmon being fire, vandalism, fly-tipping, mountain biking, 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 985, 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 111.466 records were added to Living Record including over 60,000 Moth records, 30,000 Vascular Plant records and 3,100 bird records. Recording Groups DERC has continued to support the work of local recording groups in Dorset through the provision of data and maps. We help with data processing, particularly for the Dorset Moth Group and Dorset Flora Group. We maintain the contact database for th¢ Dorset Flora Group, sending out inforniation on events and courses, and updating their pages on the website. Public Benefit In 2024-25 DERC Trustees paid due regard to the Charity Commission guidance on public ben¢fJt. overseeing the work undertaken by the Records Centre during the year. DERC'S principal aim as a charity is the advan¢em¢nt of public education in the natural history and geology of Dorset. The activitie5 undertaken in the year (&s listed above) demonstrate that the Records Centre has been actively involved with local recording groups through promotion of their actLVlties to the wider public and administrative 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 websites) 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 mapping, Local Geological Sites, Local Nature Reserves. and Veteran Tree Sites. ALERC DERC is a m¢mber 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 Pag¢ 7
The Dorset Environmental Records Centre Trust Company Limited Trustees, Report For the Year Ended 31 March 2025 practice. Each year ALERC runs a conference, giving ALERC members and opportunity to discuss national initiatives and see the work of other records centres. Financial Revie TotaI reported income was £277,155 (2024: £283,259). The net surplus for the year, before the movement on the revaIuation of fixed asset investments, was £36,384 (2024: £13,625). Unrestricted reserves at 31 March 2025 were £394,233 (2024: £368,489). Copies of the Report of th¢ Directors and FinanciaI Statements for the year ended 31 March 2025 are available from the DERC office. The Independent Examiner's Report to the Trustees has been prepared by Scott Vevers Chartered Accountants, 65 East Street, Biidport, Dorset DT6 3LB. DERC'S bankers are Lloyds, Dorchester Branch, l High West Street, Dorchester, Dorset DTI IUG. DERC wishes to acknowledge contributions received from Dorset Council and BCP Council, Environment Agency, Wessex Water and Dorset Wildlife Trust. 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, tax and national insurance. However, a significant amount of DERC'S income is from contracts and grants nded by other organisations, who themselves are subject to 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 transferred to COIF investment5. This will maximise the potential to earn inv¢stm¢Tht income whilst ensuring retention of the staff that have the skills and local knowledg¢ 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 policy is renewed annually. Reserves are held by CCLA Investment Management Ltd, 80 Cheapside, London EC2V 6DZ. DERC'S activities in the year to 31 March 2025 continued to provide a good and Teliable inforniation and survey service with no significant changes or developments during the year. At 31, March 2025, reserves h¢ld by the company were £394,233. b¢ing in accordance with the above policy. All of the company's reserves are Considered by the trustees to be unrestricted. However, some years ago the trustees eamarked funds of £8,000 to cover the future costs involved in Producing DERC publications on the species and habitats of th¢ county. This sum is treated within these financial statements as a designated fund within the unrestricted reserves. Investment Policy DERC'S Reserves Policy states that it is desirable to hold reserves at a level that will cover 3 months expenditure Therefor¢. it is DERC'S policy to invest th¢ moneys of the Trust not inunediately required for its purposes in funds that: are in accordance with the Trustee Investment Act 2000, provide reasonable access. provide income at a competitive rate for current needs, and preserve or increase the value of investments for the future. To minimise risL DERC funds are invested through a specialist charity investment fund approved by the Charity commissio with due regard to ethical investments whilst maxirnising the return on capital. Page 8
The Dorset Environmental Records Centre Trust Company Limited Trustees, Report For the Year Ended 31 March 2025 Plans for the future The charity plans on continuing the activities outlined above in the forthcoming years subject to satisfactory funding arrangements. Statement of Trustees, responsibilities The Trustees are required under Charity law to prepar¢ financial statements for each financial yeaT 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 consistently. observe the rnethods and principles in the Charities SORP; make judgements and estimates that are reasonabl¢ and prudent. state whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements; and prepare the flnancial 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 financial position of the Charity and to enable them to ensu that the financial staternents 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 r¢asoThable assurance that &ss¢ts are safeguarded against loss or unauthorised use and to prevent and dctect fraud and other irregularities. In preparing this report, the Trustees have taken advantage of the small companies exemptions provided by section 415A of the Companies Act 2006. On behalf of the board.. Mr K Cook Chairnian Date.. l/- LJ,th 202$. Page 9
Report of the Independent Examiner To the Trustees of The Dorset Environmental Records Centre Trust Company Limited For the Year Ended 31 March 2025 I report to the charLty trustees on my examination of the accounts of the company for the year ended 31 March 2025, which are set out on pages I I to 21. Responsibilities and basis of report As the charity trustees 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 of the 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 examinatlon, I report in respect of my examination of your company's accounts as carried out under section 145 of the Charities Act 2011 ('the 201 l Act.). In carrying out my examination I have followed the Directions given by the Charity Commission under section 145(5) (b) of the 201 l Act. Independent examiner's statement I hav¢ completed my examination. I confinn that no matters have come to my attention in connection with the examination giving me cause to believe that in any material respect.. Accounting rerords were not kept in respect of the company as 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 a matter considered as part of an independent examination. or The accounts have not been prepared in accordance with the methods and principles of the Statement of Recommended Practice for accounting and reporting by charities [applicable to charities preparlng 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 whÉch 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 East Street Bridport Dorset DT6 3LB Date: Page 10
The Dorset Environmental Records Centre Trust Company Limited Statement of Financial Activities (Incorporating an Income and Expenditure Account) for the Year Ended 31 March 2025 2025 Total 2024 Total Unrestrlcted funds funds funds Notes INCOME Income and endowments from: Donations and legacies 4,990 4,990 58,959 Charitable activities 261.969 261,969 213.704 tnveslment income 10,196 10,196 10.596 Total Ineomlng resources 277,155 277,155 283,259 EXPENDITURE ON: Charitable activities 240,771 240,771 269,634 Total expenditure 240,771 240,771 269,634 Net incom¢/(¢xpenditure) before transfers 36,384 36,384 13,625 Other recognised gains and losses Gains / (loss¢s) on revaluation of fixed ass¢ts (10,640) (10,640) 21,905 Net Movement in Funds for the year 25.744 25,744 35,530 Total Funds.. Brought Forward 368.489 368.489 332,959 Carried Forward 394,233 394,233 368,489 All incoming resources and resources expended derive from continutng activities. The notes on pages 13 to 21 form an integral part of th¢se financial statements. P&g¢ll
The Dorset Environmelltal Records Centre Trust Company Limited Balance Sheet At 31 March 2025 Company Nujnbcr 2447393 2025 2024 Notes Fixed Assets Investm¢nts 267,336 277,976 Current assets Debtors Cash at bank and in hand 12 26,402 138,531 164,933 62,029 58,576 120,605 Creditors: Amounts falling due Trvithin one year 13 (38,036) (30,092) Net current assets 126,897 90,513 Total assets less current liabilities 394,233 368,489 The funds of the ¢harity: Unrestricted funds Revaluation reserve 14 290,288 103,945 253,904 114,585 Total charlty funds 394,233 368.489 These financial statements have been prepared in accordance with th¢ special provisions relating to companies subject to the srnall companies regime within Part 15 of the Compani¢s Act 2006. For the financial year ending 31 March 2025 the charity was entitled to ¢x¢mption from audit under section 477 of the Companies Act 2006 relating to small companies. The members have not required the company to obtain an audit of its financial stat¢m¢nts for the year ¢nded 31 March 2025 in accordance with section 476 of the Companies Act 2006. The directors acknowledge their responsibilities for complying with the requirements of the Act with respect to accounting records and the preparation of accounts: Th¢ financial statements w¢r¢ approved by the Board of Trustees on . its behalf by.. . and signed on Mr K Cook - Trustee The notes on pages 13 to 21 forn] an integral part of these financial statements. Poge 12
The Dorset Environmental Records Centre Trust Company Limited Notes to the Financial Statements For The Year Ended 31 Marcb 2025 General information Dorset Environmental Records C¢ntre Tst Company Limited is a charity limited by guarantee and consequently does not have share capital. Each of the members is liable to contribute an amount not exceeding £1 towards the assets of th¢ charity in the event of liquidation. The charity is incorporated in England and Wales under the Companies Act 2006 and Charities Act 201 l. The address of the registered office is provided in the Refw¢nc¢ and Administrative Details on page l. Accounting policies The principal accounting policies adopt¢d, judgements and key sourc¢s of estimation uncertainty in the pT¢paration of the financial statements are as follows.. Statement of eompliance and basis of preparation The charity constitutes a public benefit entity as defin¢d by FRS 102. The financial statements have been prepared und¢r th¢ historical cost convention and includ¢s the results of the charity's operations which are described in th¢ Trust¢es' R¢port and all of which ar¢ continuing. The financial stat¢ments aT¢ pr¢par¢d under th¢ historical cost convention and in accordanc¢ with the Charities SORP (FRS 102), the Financial R¢porting Standard applicable in the UK and Republic of Ireland (FRS 102) and the Companies Act 2006. b. Accounting conventfion The financial statements have been prepared on a going concern basis as the trustees believe that no rnaterial uncertainties exist. The trnstees have consid¢i¢d the level of funds held and the expected level of income and expenditure for 12 months from authorising these financial stat¢ments. Income All incoming resources are included on the Statern¢nt of Financial Activities when the charity is legally entitled to th¢ income and the amount can be quantifi¢d with reasonable accuracy. Granls receivable Grants ar¢ r¢cognis¢d when the charity has an entitl¢m¢nt to the funds and any conditions linked to th¢ grants have b¢¢n met. Where perforniance conditions are attached to the grant and are yet to be met, the income is recognis¢d as a liability and included on the balanc¢ sheet as deferred income to be released. Charitable aclivilies All voluntary incom¢ and donations are accounted for on r¢c¢ipt by the charity. Donat¢d assets and services are included at open market value. Inveslment income Fixed asset investments are included at rnarket value at the balance sb¢¢t date. Realised gains and losses on investments are calculated as the diff¢r¢nce between sales proceeds and their market value at the start of the year, OT their subsequent cost, and are charged or credited to the Statement of Financial Activities in the period of disposal. Unrealised gains and losses represent th¢ movement in market values during the year and are credited or chaTg¢d to the Statement of Financial Activities bas¢d on the market value at th¢ yeaT end. Page 13
The Dorset Environmental Records Centre Trust Company Limited Notes to the Financial Statements For The Year Ended 31 March 2025 Aceounting policies (eontinued) d. Classifieation of expenditure All eXpendire 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 ar¢ allocated to the applicable expenditure heading that aggregate similar costs to that category. Where costs cannot be directly attributed to particular headings they have been allocated on a basis consistent with th¢ use of resources, with central staff cost allocated on the basis of tirne spent, and depreciation ¢harg¢s allocated on the portion of the asset's use. Other support costs are allocated based on the spread of staff costs. Charitable activities Charitable expenditure comprises those costs inCued by the charity in the delivery of its activities and setvices 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 th¢m. e. Taxatlon The charity is an exempt charity 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 theT¢fore it meets the definition of a charitable company for UK corporation tax purposes. f. Tangible fixed assets Tangible fixed assets are stated at cost less depreciation. Depreciation is Provided at the following annual rates in order to writ¢ off each ass¢t over its ¢stimated useful life.. Furniture and equiprnent 500/0 reducing balance g. Fixed asset investments Fixed asset inv¢stm¢nts, oth¢T than programme related investments, are included at market value at th¢ balance sheet dat¢. R¢alis¢d gains and losses on investments are calculated as the difference between sales proceeds and their maTk¢t valu¢ at the start of the year. or their subsequent cost, and are charged or credited to the Statement of Financial Activities in the period of disposal. Unr¢alised gains and losses represent the movement in maTk¢t values during the year and are credited or charged to the Staternent of Financial Activities based on th¢ mark¢t value at the year end. h. Cash and cash equivalents Cash and Cash equivalents comprise cash on hand and call d¢posits. and other short-terni highly liquid investments that are readily convertible to a known amount of cash and aT¢ subject to an insignificant risk of chang¢ in value. i. Fund structure Unrestricted income funds are general funds that are available for use at th¢ trustees discretion in rtherance of the objectives of the charity. Designated funds are unrestricted funds set aside for specific puryoses at the discretion of the trustees. j. Pensions The charity operates a defined contribution pension scheme. Contributions are charged to the Ststement of Financial Activities as they become payable in accordance with the rules of the scheme. Page 14
The Dorset Environmental Records Centre Trust Company Limited Notes to the Financial Statements For The Year Ended 31 March 2025 Accounting policies (continued) L Financial instruments Classificalion Financial assets and financial liabilities are recognised when the charity b¢com¢s a paty to the contractual provisions of the instrurn¢nt. Financial liabilities and equÈty instrum¢nts are classified according to the substance of the contractual arrangement entered into. An equity instnllnent is any contract that evidences a residual interest in the assets of the charity after deducting all of its liabiliti¢s. Recognilion and measurement All financial assets and liabilities are initially measured at transaction price (including transaction costs), except for those financial assets classified as at fair value through profit or loss, which are initially measured at fair value (which is normally the transaction price excluding transaction costs), unless the arrangement constitutes a financing transactions. If an arrangcm¢nt constitutes a financing transaction, th¢ financial asset or ftnancial liability is measured at the present value of th¢ future payments discounted at a market rate of interest for similar debt instrnments. Financial ass¢ts and liabilities ar¢ only offset in the statement of financial position when, and only when there exists a legally enfor¢¢abl¢ right to set off the recognised amounts and th¢ charity intends ¢ith¢r to settle on a net basis, or to realise th¢ ass¢t and settle the liability simultaneously. Financial assets are derecognised when and only when a) the contractual rights to th¢ cash flows from the financial asset expire or are settled, b) the charity transf¢r5 to another party substantially all of the risks and rewards of ownership of the financial ass¢t, or c) the charity, despite having retain¢d some. but not all, significant risks and rewards of own¢Tship. has transferred control of the ass¢t to another paty. Ftnancial liabilities are derecognised only when the obligation specified in the contract is discharge(L cancelled or expires. Inveslments Investments in non-convertible preference shares and non-puttable ordinary or preference shares (where shares are publicly traded or their fair value is reliably measurable) are measured at fair value through profit or loss. Where fair value cannot be measured reliably, investm¢nts are measured at cost less impaimient. Investments in subsidiaries and associates are measured at cost less impairnlent. For investments in subsidiari¢s acquired for consideration including the issue of shares qualifying for merger relief, cost is m¢asuTed by reference to the nominal value of the shares issued plus fair value of other consideration. Any premium is ignored. Fair value measurement The best evidence of fair value is a quoted price for identical asset in an activ¢ n]arket. When quoted prices are unavailable, the price of a re¢¢nt transaction for an identical asset provides ¢vid¢nce of fair valu¢ as long as there has not been a significant chang¢ in economic circumstances or a significant lapse of time sinc¢ th¢ transaction took place. If th¢ 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. Pag¢ 15
The Dorset Environmental Records Centre Trust Company Limited Notes to the Financial Statements For The Year Ended 31 March 2025 Donations and legacies 2025 2024 Grants receivable 4,990 4,990 58,959 58,959 Income from charitable activities 2025 2024 Data agreements Contracts Data searches Workshops and training Publications Other income 66,642 73,437 118,475 3,080 27 308 261,969 66,668 49,708 96,638 655 20 15 213,704 Investment income 2025 2024 Dividends and interest Interest on cash deposits 8,426 1,770 10,196 8,330 2,266 10,596 Page 16
The Dorset Environmental Records Centre Trust Company Limited Notes to the Financial Statements For The Year Ended 31 March 2025 Expenditure on charitable activities 2025 2024 Staff costs Direct costs Support costs Gov¢rnance costs 214,613 14,026 7,767 4.365 240.771 239,772 15,941 8,490 5,431 269,634 Staff costs Staff salaries Training Travelling Social expenses 212,234 662 1.643 74 214,613 238,436 iio 1,098 128 239,772 Direct costs.. Contract costs Consulting Subscriptions Computer consumables and repairs Insurance Bad debts 2,470 1,348 1,333 4,098 6,602 90 15,941 750 1,091 4,906 6,564 715 14,026 ort costs: Office service charge Rent Rates Printing. postage and stationery Sundry expenses 1,879 3,940 369 1,207 372 7,767 1,911 3,940 379 1,860 400 8.490 Governanc¢ Costs.. Accountancy fees 4,365 4,365 5,431 5.431 Trustees remuneration and expenses No trust¢es. nor any persons connected with them, have received any remuneration from the charity during the year. No trustees have received any reimbwsed expenses from the Charity during the year. Page 17
The Dorset Environmental Records Centre Trust Company Limited Notes to the Financial Statements For The Year Ended 31 March 2025 Staff c05t5 The aggregate payroll costs were as follows.. 2025 2024 Wages and Salaries Social s¢curity Costs Pension costs 179,903 10,888 21.443 212.234 203,745 13,162 21,529 238,436 No ernployee r¢c¢iv¢d r¢mun¢ration of rnor¢ than £60.000 during the year. Th¢ monthly average number of persons (including senior management I leadership team) employed by the charity during the year expressed as full time equivalents was as follows- 2025 No. 2024 Administration Field surveyors Penslon scheme The charity operates a defined contribution pension scheme. The pension cost charge for the year TreSentS contributions payable by the charity to the scheme and amounted to £21,443 (2024.. £21.529). At the year end there were contributions of £3,053 outstanding (2024: £1,545). 10 Net fincomel (expenditure) for the year This is stated after charging: 2025 2024 (Profit) I loss on fair value movement of investments Independent examiner's remuneration 10,640 1,340 (21,905) Page 18
The Dorset Environmental Records Centre Trust Compally Limited Notes to the Financial Statements For The Year Ended 31 March 2025 li Fixed asset investment5 2025 2024 Oth¢r investments 267,336 277,976 Listed investments Total Cost or valuation As at l April 2024 Revaluation As at 31 March 2025 277,976 (10,640) 267,336 277.976 (10.640) 267,336 Net book value As at 31 March 2025 267,336 267,336 As at 31 March 2024 277,976 277,976 The market value of the listed inv¢stm¢nts at 31 March 2025 was £267,336 (2024.. £277,976). 12 Debt(Jrs 2025 2024 Trade debtors Prepayments Accrued income Other d¢btors 20,553 4,150 244 1,455 26,402 57,522 4,330 177 62,029 13 Credltors.. Amounts falling due within one year 2025 2024 Social security and other taxes OtheT creditOTS Accruals and income received in advance 22,527 3,053 12.456 38.036 15,716 1.545 12.831 30.092 Page 19
The Dorset Environmental Records Celltre Trust Company Limited Notes to the Financial Statements For The Year Ended 31 March 2025 14 Funds Other Ineoming Resources recognised At 01.04.24 resources expended gainsl(losses) At 31.03.25 Unrestricted funds Gen¢ral Designated 245,904 8,000 253,904 277,155 (240.771) 282,288 8,000 290,288 277,155 (240,771) Revaluation reserve Revaluation reserve 114,585 114,585 {10,640) {10,640) 103,945 103,945 Total funds 368,489 277,155 (240,771) {10,640) 394,233 Other Incoming Resources recognised At 01.04.23 resources erpended gains/(losses) At 31.03.24 2024 Unrestrictedfunds 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 reserve 92, 680 92,680 21.905 21,905 114,585 114,585 Totalfunds 332,959 283,259 (269, 634) 21.905 368,489 15 Analysis of fund balances between net assets Unrestricted funds Total Fixed asset investments Current assets Current liabilities 267,336 164,933 (38,036) 267,336 164,933 (38,036) Total flmds 394,233 394,233 2024 Investments Current assets Current liabililies 277,976 120,605 (30.092) 277.976 120.605 (30,092) Totalfvnds 368,489 368, 489 Page 20
The Dorset Environmental Records Centre Trust Company Limited Notes to the Financial Statements For The Year Ended 31 March 2025 16 Flnanclal instruments The carrying amounts of the charity's financial instruments measured at fair value through net income / expenditure are as follows: 2025 2024 Financial assets Measured at fair value through net income l expcnditure: Fixed asset investments Measured at amortised cost: - D¢bt instnlln¢nts 267,336 277,976 160,539 116,098 427,875 394.074 Financial liabilities Measured at amoTtised cost 38.036 30,092 The income, expenses, net gains and net losses attributable the charity's financials instruments are SuMnSed as follows: Income and expense: Financial assets measured at fair value through net income / expenditure 8.426 8,330 Financial ass¢ts, that are debt instruments, measured at amortised cost 1.770 2,266 N¢t gains and losses Financial assels measured at fair value through net income l expenditure 10.640 21,905 17 Related party transactions There were no related party transactions in the year. P•8e21