REGISTERED CHARITY NUMBER: 1028121 REPORT OF THE TRUSTEES AND UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 AUGUST 2024 FOR THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS Crane & Partners hartered Accountants Leonard House 5- 7 Newman Road Bromley Kent BR1 1RJ
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS CONTENTS OF THE FINANCIAL STATEMENTS For The Year Ended 31 August 2024 Page Report of the Trustees 1 to 11 Independent Examiner's Report 12 statement of Financial Activities 13 Balance Sheet 14 Notes to the Flnanclal Statements 15 to 19 Detailed Statement of Flnancial Activitles 20 to 21
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS REPORT OF THE TRUSTEES For The Year Ended 31 August 2024 The Commons Conservators The Chislehurst and St Paul's Cray Comtnons Conservators (whose working title is 'Chislehurst Commons,) was established by the Metropolitan Commons Ichislehurst and St Paul's Cray) Supplemental Act 1888 to protect and maintain the Commons. The Conservators became a registered charity on the 10th November 1993, since when, and for ease of reference in the community, we refer lo ourselves also as Trustees. We carry out our work supported by funds granted by the London Borough of Bromley {LBB). generous donations from local residents, money raised from events, small annual grants from governmenl-sponsored bodies. occasional grants from other organisations and the help of volunteers. Governing document and objectives The 1888 Acl sets down the responsibilities of the Board of Conservators. These responsibilities are translated into a working strategy by a 10-year Management Plan, the current one being applicable for the years 2014-2024. A revised plan is being prepared for 2025 -2035. Location The Trustees operate from leasehold premises situated at.. The Old Fire Station Hawkwood Lane Chislehurst BR7 5PW Organisation During the reporting period the charity was administered by a Board composed of.. John Hayhow (Chairman) Robert West (Treasurer and Clerk) lan Leonard Alan Porter Christine Wearn Mary Wheeler Sarah Harris Patrick Phillips Brian Knights Jeremy Williams (appointed April 2024) Joanna Friel- appointee of the Lord of the Manor Staff The Board employs two members of staff.. Mr Jonathan Harvie (Head Keeper) Mr Toby Smith (Assistant Keeper appointed 0912022) Page 1
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS REPORT OF THE TRUSTEES For The Year Ended 31 August 2024 1. Board Structure and decision.making The Board, which is required lo be quorate and lo meet no fewer than 2 times per annum, during the reporting period. held meetings on 6 occasions. The Board has a number of committees which are appointed by the Board and whose reports are received and reviewed by the Board.. Chairman's Committee: It meets as required to deal with any matters arising between meetings of the Board, staff management, legal, financial and compliance matters. Natural Environment Committee: It is directly responsible for the implementation of the Commons 10-year Management Plan, recommending major projects to the Board, protection and enhancement of biodiversity with recording and monitoring of the flora and fauna, and formulation of policies for community use including advertising and filming on Ihe Commons. Verge Committee: It has responsibilily for the Protection and maintenance of the Commons. verges.. 11 protects the Commons from encroachment and illegal use by IlSing wilh public utilities, the London Borough of Bromley on litter, fly-tipping, roads and paths and those whose land adjoins and have access across the Commons. monitoring and responding to Planning applications and checking Ihe boundaries, the maintenance of footpaths and bridle paths to support ease of access for users, the maintenance of monuments on the Commons and the management of vehicles on the Commons. External Relations and Administration Committee: It provides the management of the relationship wilh our supporters, Public Relations and media, the initiation of and support for events, the organisalion of fundraising activities and representation to relevant external organisalions. Information Technology Committee: 11 formulates, delivers and maintains for the Trustees a unified IT Policy with specific requirements to maintain the database of supporters, ensure compliance with the Data Protection legislation and to maintain the website. 11 provides safe methods for digilal donations, fundraising and event online ticket sales. It ensures a smooth interaction with the web hosting service and with the broadband service provider. Regular reports are also received from the Head Keeper. Responsibility for day-to-day management resides with the Chairman, the Chair of the Verge committee, the Treasurer, and the Head Keeper. 2. Public Benefit Statement The main purpose of the charity is to protect and maintain the Commons for public use. All the resources of Ihe charity are used lo satisfy these aims. The Commons are open to all members of the public without charge and, subject to the bye laws, provide much needed open space for recreation and leisure. The Commons are situated in a predominately suburban setting and are therefore an important amenity for local residents. The Commons also connects together two other large areas of green space, Scadbury Park and Petts Wood, to create an interconnected green space of over 250 hectares. If the charity did not exist, Ihe Commons would quklY become unusable in that Ihey would be subjecl to uncleared fly-tspping and Iittei, Illegal pafking and would overgrow rapidly There is also strong evidence that encroachment from Some adjoining properties would take place with the pemanent loss of land. For 5 consecutive years the Commons have been awarded a Green Flag award. Page 2
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS REPORT OF THE TRUSTEES For The Year Ended 31 August 2024 The Trustees carry out between them all the administrative, regulatory, financial and public relations tasks. External paid examiners are appointed and recourse to paid external legal assistance and administration occurs when necessary. The Trustees believe the organisation could not be leaner nor more cost effective and are satisfied that the work of the charity meets the requirements of current legislation relating to public benefit. Trustees Trustees are appointed to the Board for a period of three years and may be re-appointed for subsequent periods of 3 years. Trustees are formally appointed by the London Borough of Bromley. All Trustees give of their time voluntarily and receive no emoluments. We continue lo seek additional Trustees who are keen supporters of the Commons and its prolection and who can offer relevant skills, enthusiasm and their time. 4.COVID-19 and variants The Board continues to be aware of the impact of any new plagues and to manage its affairs and working practices accordingly. S. Fundralsing Stalement The charity receives donalions of funds frcmn residents and businesses In the local communily by way ol r&3ular donations and one-off voluntary donations, some of which are related lo exceptional operalional expenclitufe and through support of evenls that are managed by the Trustees and It5 volunteers. 11 also engages In faising funds through retailers via their charily support prc#Jrammes and bids for funds from olher rK)n-local b(yJies for specific projects en funds are raised for a specific project, we ensufe Ihal our donors are kepl up lo date with Ihe progfess of the project via social med18 and our monthly newsletters. This occurred when funds for a new truck were raised In first quarter 2022 with expectfjd dellvery March 2022. Many delays occurred with final delivery in July 2023. All fundraising has lo receive the approval of the Board and be compliant with data protection. All fundraising activity is monitored by the Board through the provision by the Treasurer of a spreadsheet of monthly reviews of income and expenditure. Major fundraising takes place on an 'as required, basis and only after approval by the Board ol the method of approach to potential donors. This will recognise Ihe need lo be clear about who we are, what we do, how any funds donated will be used and the methods by which donors can make a gift and amend a regular commitmenl. No undue pressure is applied and any decision to cease giving is respected and acted upon promptly. Only standing order arrangements or other methods for periodic payments organised by the donor are used for regular donations, allowing the payer to cancel at will. We aim not to cause offence or nuisance and respect the choice of method of contact. No professlonal fundraisers or commercial participators are used. 6. Financial Report Summary: Our total incoming resources for the accounllng year were 2024 £103,245 12023 were £116,119 2022.. £115,642). After expenditure of £139,683, (2023 £100,859. 2022 £95,527) a deficit of £36,438 was recorded (compared lo a surplus of £15.260 for 2023 and for 2022 a surplus of £20,115). Capital Resources accordingly decreased to £176,652, from £213,090 in 2023. Pa9e 3
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS REPORT OF THE TRUSTEES For The Year Ended 31 August 2024 Income: Income is derived mainly from Local Authority Grants. specific donations, regular donations. one-off grants, donalions given at events, any income from events and Gift Aid. The income figure for Donations of £90,543 includes.. A Grant from the London Borough of Bromley of £36,310. A specific donation of £1 ,000 from the Chislehurst Society towards the cost of a trailer. One-off donations of £5,723.9912023 £6,740). This includes Retailers Chanty schemes of £97.48, Visit Chislehurst Car Show £300, a replacemenl memorial bench £1,270, legacies from Jan Hendey £982. and Oota Owletl £100 a matching £300 from HSBC based on a donation from Norlands Residents Association, £400 from Wellers Solicitors towards our publishing costs and other amounts from walks, talks and a filming permission. Donations generated by the Annual Reception were £1,625. Regular donation income received from periodic committed payments of £35,785. The equivalent for 2023 was £38.261 and for 2022 £40,366. Sadly, some donors have died. Gift Aid of £9.464.15 on relevant donalions.12023 £9.801) Trading activities of £7,20512023 £4,869} includes a meaningful increase from the sales of cards and other items lo £1,243 bul also revenues from Chislehursl Creates event 'The Magic of Nature, held in September 2023 and sponsorship received for the Seplember 2024 event. 'A Journey Through Time,. Thus the reporting year received £5,957 being £4,222 for the 2023 event and £1,755 for the 2024 event. For expenditure associated Costs arose in 2023 and 2024. The outcome for the 'The Magic of Nature, 2023 evenl was a profil of£5,126. The outcome for 2024 'A Journey Through Time, will be £4,640. We also ben8filted froTn increased inleresl on cash balances of £5,497(2023 £3,074) through judicious use of available deposit rates. Expendlture: Total operatin9 Costs were £139,683 (2023: £100.859 2022 £95.527 2021, £114.308. 2020. £97.445}. Comparing 2024 with 2023 the major differences are in Vehicle and Plant maintenance and General Maintenance. For 2024 Ihe big expense in Vehicle maintenance was due lo tractor repairs which totalled £4,487.72. Within General maintenance, tree cost5 Increased lo £41,851 as we employed contractors to fell, for safely reasons, many sycamore trees owing to sooty bark disease and ash trees owing to ash dieback disease. Tree costs for the last 12 years were as follows., 2024: £41,651 2023: £17,1412022.. £6,750 2021. £5,254 2020.. £2,250 2019.. £8,586 2018. £19,008 2017: £1,514. 2016: £920 2015.. £3,158 2014. £5,197 2013.. £520. The ongoing management of Trees is discussed in more detail in Section 8 of this report. Health and safely Cost have reduced as the 2023 costs bore the costs of equipping our then new assistant keeper with the necessary clothing and equipment. The depreciation charge for the year of £6,766 reflects the 200/0 charge against the cost of the truck acquired in 2023 for £31,9918nd a trailer. We are extremely graleful to all those who have responded to our fundraising requirements whether by giving a single contrlbution, by pledging a regular sum, remembering us in Iheir wills and to all those who assist wilh and organise OUT lund raising evenls mosl nolably 'Chislehursl Creates,. Wrthout this help the Charity would not survive. Pag@ 4
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS REPORT OF THE TRUSTEES For The Year Ended 31 August 2024 Balance Sheet: Fixed Assets reflect the acquisition of the new truck and trailer in 2024 with associated depreciation. Debtors is the annual insurance premium paid in May accrued over the period post year end (2025 accounts). Cash at bank is dealt with below. Creditors are the accountant's fees {£8041 for preparation of the accounts for the year, one month's value (£3,026) of the LBB grant received quarterly in advance in July 2024 and Invoices of £2,441 for the year paid after the year end. Total funds (our Net worth) employed in the business are £176,652. Net Cash Posilion A5 we do not take more than 30 days, credit and our debtors and creditors arise from accrual accounting then Cash at Bank of £151.98712023 £175,008) is a good measure of our financial solvency. After dealing with the net negative effect of debtors and creditors of £3,265, then uncommitted cash balances would decrease lo £148.722. The reduction from 2023 cash balances is a consequence of the income deficiency for the year owing to tree costs. We manage our cash reserves to provKle us wh 12 monlhs. cover for operating expenses lo allow us time to replace the loss of our grant and lind other Soufces of lunds, AS al Ihe lime of the balance sheet dale we had not been formally advised of the continuance of the gfanl from the London Borough of Bromley for a furthei 5 years. a matter Ihat has been outstanding since April 2021. Payment nevertheless continued and was fofmalised unlil 2029 on 51h February 2025 Given the finan¢ial constraints undef which Counci18 operate. and that our payments do not represent a slalulory obligation on the Council, we believe a 12 months, reserve lo be appropriate. We also wish lo hold a contingent reserve lor possible legal expenses arKI other capitsl Items should we not be able to find additional sources of funding. Our cash, as at the year end, is held in operating accounts with Barclays Bank, a One Year fixed account with Hampshire Trust Bank, a 95 day notice account with Cambridge and Counties Bank and a 35 day notice account with Redwood Bank. All investments are in the form of cash deposits which are protected by the Financial Services Compensation Scheme. With the generous donations and support of so many local residents, grants from community focussed organisalions, much improved revenue Irom events. Ouf self-imposed discipline of raising discrete funds lo match capital expenditure and the continuing support of the London Borough of Bromley, the Trustees are confident that they can continue lo operate satisfactorily. Bankers Barclays Bank PLC 167 High Street Bromley BR11NJ 7. Risk Management The Board annually reviews the Key Risks lo which the Charity Is subject. In addition, we aim to meet 'best practice, requirements of the Charities Commission by having in place policies with a nominated responsible Trustee for Financial Investment, Volunteers, Conflicts of Interest, the Safeguarding of Children and Vulnerable Adults, social media and Bullying. Added to these are those specific to our situation such as 'Tree Inspecliori Policy,, 'Evenls Policy , 'Filming Policy,, 'Adverti$ing by third parties on Ihe Comm¢)ns' and 'Unauthorised Encampment on the Commons,. Page 5
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS REPORT OF THE TRUSTEES For The Year Ended 31 August 2024 Practical examples of policies in action are: Our volunteer procedures where staff and volunteers are informed of the risk assessments which have been conducted for the various tasks they undertake. They are not 811owed to use any equipment for which they have not been properly trained or covered by insurance. For all events that take place on the Commons, whether by us or for our benefit, or by others with our permission, we require sight of risk assessments and Public liability insurance cover. Insurance cover for risks associated with our operational and event activities is provided by Zurich Municipal Insurance. This provides employer's liability and public liability insurance and Trustees, indemnity insurance. The principal risk factors outside the Board's control are accidents lo members of the public arising from falling trees or branches, and slips and trips due lo exposed tree roots. We endeavour lo miligate these risks by means of our Tree Inspection Policy, wilh appropriate action taken, and clearance of vegetation around paths. Flnancial Rlsk. The Board is relianl upon the continuation of financial BUPPOrt from the London Borough of Biomley ILBBI of a &year grant of £36,310 per annum. This Granl wa3 due lor renewal in April of 2021 and, whilsl it has continued lo be paid but al an amounl last sel in 2010, there was al the balance sheet date no lormal agreement lo this effect. During the year and post Ihe year end the Board has met wilh th8 responsible parties al the LBB lo oblain cerlainly ol Ihe grant's continued provision with signing of the Grant Agreemenl occurring on 5111 February 2025. Such an Agreemenl has not been a prewious requirement. The Board has agreed a policy of having at leasl 12 months, expenditure in reserve lo meel Its obligations in the event of a substantial loss of income. The Board receives a monthly spreadsheet including income and expenditure, bank balances and proposed expenditure. The annual accounts are examined by external accountants. All funds are controlled by the Treasurer and the Chairman. Climate Risk. We recognise the impact of climate change upon the Commons, as warmer lemperalures and a lack moisture, caused by below average rainfall in the first half of a year, means that trees are constantly under stress. This allows diseases and pests to become more established. We aim lo address this within our 10-Year Management Plan, with progress and relevance being reviewed annually, including that of our Tree Inspection Progiamme. Our knowledge is enhanced and broadened through fepre5enlalion on various London Borough of Bromley and other environmental green space and ecologic81 organisalions. The lack of water in the summer, due to low rainfall, impacts upon the water levels in our ponds, which are reliant upon run off from the surrounding roads, and the wildlife they support. The solutions available to address this are very limited, Succession Planning Rlsk. With only two employees, we are vulnerable to staff unavailability through sickness and re5ignation5. Our new Assistant Keeper had only joined us in September when, in December 2022, our Head Keeper suffered a serious medical condition which effectively meant he was off Sick for the rest of the reporting year. 11 had a major impact on the operation ol the Commons. An effective operation was only maintained by the excellent work of the Assistant Keeper, the Trustees and our volunleers. We are also vulnerable to the retirement of Truslees. In common with other organisations, which rely on individuals to give up their lime, the concept of volunleering appears to be unfashionable. Page 6
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS REPORT OF THE TRUSTEES For The Year Ended 31 August 2024 8. Tree Safety Management Policy Year Ending 31 August 2024 The Tree Safety Management Policy was formalised in 2013 and has been reviewed annually since then to rellecl best use of resources and changes in legal and good practice requirements. It is clear that a re9ular inspection routine is vital, particularly where the major public roads cross the Commons. This is, however, very resource dependant, particularly in respect of volunteer time lo carry oul and record the inspections, and the time required lo manage the tree works resulting from the inspections. The ongoing availability of this level of volunteer support is being addressed but remains uncertain. The tree inspeclion work in 2024 was severely disrupted by the discovery of a major outbreak of sooty bark disease which affected a large number of sycamore trees on the Commons. This, together with the ongoing consequences of ash dieback, meant that no routine tree inspections were carried out in 2023. However, most of both Chislehurst Common and St Pauls Cray Common were subject to informal inspections during the summer and autumn while assessing the extent of both sooty bark disease and ash dieback. Most. if not all, ofthe high-risk areas were inspected more than once. The outbreak of sooty bark disease, which affected a large number of sycamore trees on Ihe Commons, meant that the cost of tree safety work increased significantly this year, even compared with 2023, and was a major drain on our finances. The cost of this year's tree safety work was £41,651, which is significantly more than the 2023 cost of £17,141, which itself was higher than usual. The tree safety costs for this year were dominated by two large work packages which together cost £25,884 and resulted in the felling of over 40 trees, nearly all of which were located close to 'A' roads and required traffic control measures. As projected in last year's report the cost of one work package was in excess of £15.000. These work packages were probably the largest packages of tree safety work ever carried out by the Conservators. It is projected that tree safely costs will remain exceptionally high for the next tmo years but will decline after that. Ash dieback is a nationwide disease which is killing large numbers of ash trees around the country. Sooty bark disease is much less common and the outbreak experienced on the Commons over this year seems to be very localised. The reasons for this are not known. The fungus can remain dormant in a Iree for a long time until the tree Comes under stres5, such as by drought. Once the disease become5 active it can progress very quickly, killing the tre8s. There was no reported or found incidence of oak processionary moth (OPMI on the Commons during 2024. The problems associated with OPM are considered to be very minor compared with ash dieback and sooty bark disease. 9. Management of natural environments, biodiversity and amenity We manage Ihe Commons according to our Vision Slalemenl and our Charitable Objectives, i.e. to balance their natural environmental, biodiversity and amenity values for the benefit and enjoyment of the general public and local community, meeting their expectations for the provision of areas for quiel recreation in a natural environment, The Natural Environment Committee INECI has the responsibility for such environmental management and maintaining public access and safety. We have excellent relationships with the London Borough of Bromley and idverde, their Parks and Green Spaces conlraclor. We are represented on the Bromley Friends Forum and Bromley Biodiversity Partnershlp and contribute to the Borough Biodiversity Plan and Open Space Strategy. We were again successful in being awarded Green Flag Award status during the year, with a very favourable report from the judge. We were also proud to 9ain a London in Bloom Gold Award. 2024 was year 6 of the 2018-2028 Woodland Management Plan agreed with English Forests, providing an overarching document guiding our approach lo the natural woodland environment and our core roles and responsibilities. We consider we are performing to the plan, and this has been confirmed by the Green Flag and London in Bloom awards. Page 7
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS REPORT OF THE TRUSTEES For The Year Ended 31 August 2024 The NEC continues to develop and update policies and management plans, including preparalion of a new over-arching 10-Year Management Plan that will become effective in 2025. Our Mowing Policy and Schedule has continued to balance competing demands of maintaining acid grassland biodiversity versus public amenity, taking into account human, equipment and cost restrainls. Management of grasslands, woodlands and other habitats 2nd biola, such as heathlands and reptiles, is increasingly informed by surveys conducted by Volunteers. Biological recording and data management are being refined and integrated with iRecord and GIGL. Our two major ponds. Prickend Pond and Rush Pond, are prominent features of Chislehurst, with positive amenity value for residents and visitors. They are notable for their wide variety of ducks, geese and other aquatic birds and for other pond life. Bank and island management and ancillary planting by Volunteers continue lo enhance the biodiversity and amenity values of both ponds. Biological and water level surveys continue to inform management of the ponds and their immediate environs. As in past years, the management of and improvements to the Commons have relied on the work of the Head and Assistant Keepers and on the essential additional inputs of our Volunteers, to whom we continue to be very grateful. To make the best use of Volunteers, and for safety reasons at regular work sessions on Wednesday mornings, they are commonly broken up ir)to smaller groups according lo their different skills and strengths, working for example on small tree-felling and chipping or on scrub-clearance, dead-hedging, ditching or sutveying. Different groups can then also be governed by more specific related Risk Assessments and Health and Safety procedures. In addition to conducting tours and the Green Flag and London in Bloom visits, we have also hosted visits by representatives from the London Borough of Bromley and diverse, their greenspace contractors. 10. Litter, Fly-Tipplng, Vehlcle trespass, Roads The use of the Commons For the reporting period September 2023 to August 2024 13,200 Kgs of rubbish was collected 12022123 12,172 kgs 202112022 18,1670 kgs.). Fly-tipping continues to take place, and we are ever grateful to the LBB for their assistance in removing those fly-tips which are beyond our capabilities, partioularly for hazardous, dangerous waste that has been fly-tipped. As with last year, there have been very few Incidents of illegal parking of vehicles by residents, or of vehicles being driven across the Common, in contravention of the bye laws, Road improvement schemes proposed by the LBB that may affect the Commons have been limited to the proposed introduction of crossing points close lo the War Memorial traffic lights. Discussions with Ihe LBB on this scheme have started bul are slow to come to fruition. The use of unmade roads across the Commons for access purposes remains a significant issue. During the course of this y&ar an incident occurred on one of these tracks where an elderly lady had a fall and subsequently died. This resulted in extensive discussions about the condition of the track and its relevance to the fall. The surface condrtion of the tracks leading to the Ramblers Rest and Cricket Ground Road are also a matter of continuing discussion between interested parties. 11. Utilitiesl Requests for A¢¢esslBoundaries A number of utilities such as telecoms, electricity and water are rouled across the Commons. These utilities need to be accessed for a variety of reasons, such as inspection, installation of new cables or pipes to connect to the existing network, repairs, the addition of new telecom boxes, or emergency work. We require such woik to be authorised by us to ensLJre that It is only done under controlled conditions, Ihat the work does nol damage or adversely affect the Commons, and proper re-instalemenl will take place We are also aware that the freeholder of the Commons should require easements lo be granled. Page 8
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS REPORT OF THE TRUSTEES For The Year Ended 31 August 2024 The progress that we had hoped for in 2023 on completing new Deeds of Easement with UKPN and Openreach has not been achieved. 12. Commons Community Events and Engagement Our regular programme of well-attended walks on the Commons has continued this year, with visits to the various habitats to see how we are managing and enhancing them, and the areas where the volunteers have been working. These walks have been a valuable means of engaging with the community but have also brought us supporters and some volunteers with particular skills and interesls, which has enabled us to extend our survey work. There are regulaf community events throughout the year in Chislehurst where we have taken an active part n pr(ynoling inleresl In the Commons, An annLbal family Art evenl which raised funds for Ihe Commons, but had lapsed, was fevived by Chislehurst Cfeales In September and was well-attended and much appreciated by the community. 11 was nolable for the number ol volunteers who came to help. We had 8 Stall at the Christmas Market where we had cards, mounted photos, decorations made from pinecones and holly for sale. The annual Crowning of the May Queen took place. The local business group held a Car Show in May, in the High Street. with some exhibits and stalls on the common, and we took part with our new truck on display. At the Rotary Summer Fair. our large display 5tirnulated a lot of discussion. We supported the London Borough of Bromley's Big Lunch initiative in June. Since Ihe lockdowns of 202012021, we have experimented with poster Irails with information relaling to history or biodiversity displayed through the woods to engage the community. This year, we participated in the annual Pumpkin Hunt in the High Slreet and offered a Bug Hunt which was displayed on posters in the woods. Another poster trail was displayed in April, an Easter Nature Quiz. Chislehurst War Memorial is situated on the Common and 8 local nursery, Coolings, provides flowers for the base throughout the year. The annual Remembrance Day service takes place on the Commons. A tradition has grown up amongst the regular dogwalkers of decoraling a tree in the woods at Christmas in memory of their pets, and this attracts a lot of local interest. A tree depicting aspects of the Commons was enlered in the annual Christmas Tree Festival in Chislehurst Methodist Church, and it was later displayed in Ihe local Sainsburys. A talk was given al the Library, accompanied by a Iwo-week display, and another at a local residential home. We were invited to contribute lo a school project and give a talk lo a class at a local Primary School. Three Family Aclivty Mornings were held In August. These aimed lo raise awareness of the commons and to provide interest and informalion. They included craft aclivilies, a search for inverlebrates wilh a zoologisl, and a nature trail. A team from the local Library came along with a selection of books. Attendance at the monthly meetings of Visit Chislehursl gives us links with local businesses. We produce both Christmas cards and greetings cards for sale. They are sold at events. and in some local shops. A local shop displays bags of bird seed which we offer for a donation, to discourage people from feeding bread to the waterfowl at the ponds. This year various groups have been taken for a tour of the commons, including local Councillors and representatives from the Lotus Group, a charity re-locating to Chislehurst. Newsletter and website Our annual newsletter is published each spring. This is distributed in a printed and electronic formal lo all Page 9
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS REPORT OF THE TRUSTEES For The Year Ended 31 August 2024 Friends of the Commons as a way lo keep in touch with our supporters and. from feedback, is much apprecialed. We were pleased to receive sponsorship again from our solicitors, Wellers. for the newsletter printing costs. Following an increase in postal rates, the newsletler was delivered by hand. An online Newsletter, with news and photos is senl out once a month to our mailing list of over 1,000. The material is provided by Trustees, Keepers and volunleers who supply photos and specialist information. All these publications can be accessed via our website. Storyboards about the commons, and suggestions for activities can be found on the website. We have 4 Notice Boards situated across the Commons, with maps and information which are regularly updated with items of interest for visitors and upcoming events. In addition, leaflets with a map are available In the community ex-phone box. OLsr social media presence is managed by a volunteer, and we post regularly, with material provided by Trustees and volunteers. via a nominated Trustee. 13. Frlends of the Commons The Trustees are fortunate to be supported by a growing group of people, Currently numbering about 350, who contribute financially andlor with their time in maintaining the Commons. Within this number, there is a very active and growing band of volunteers who work in one of our regular volunteer conservation groups and who provide vital help for our various events. We estimate that they and the Trustees contribute 8,000 work hours lo our 8Ctivilies. We have also received excellent support from idverde and the LBB for our various funding bids and project development. Without the help of all these members of the local community the charity could not operate. We thank them all. Our Annual Friends, Reception, whilsl still a good money raising opportunity, was less popular than previous years with 85 attendees. There has been a declining trend in attendance post Covid. We will be considering a change in the format for 2025. 14. Working with the Freeholder Since 2017 the freehold of Chislehurst and Sl Paul's Cray Commons has been owned by Ihe Chislehurst Society. We are pleased lo report that our organisalions continue to work closely in ensuring the correct legal rights are granted by our respective organisations. In addition, the Chislehurst Society, both as Freeholder and as the local Civic Society is very supportive of our work, having part-funded many of our projects over many years, In 2023 they donated towards the cost of our new truck. We are working with the Freeholder on several matters relevant to access and safety work and, whilst our responsibilities are different, we share the common objective of piolecling the Commons for Current and future generations. 15. The Future The financial position ol the chanly conlinues to be In good order albeit wilh a trend of declining regular donalions. We enjoy 8 9 year lease of our premises at The Old Fire Station from London Borough of Bfomley. V*Jhilst It was Intended Ihat the Conservators, when established by Acl of Parliament In 1888, would be lully funde(J by the Local Parishes (whose roles are now wilh the London Borough of Bromley), the reality 15 that, siiice 2000. we have been receiving only part ol our funding froni the London Borough of Bromley_ This fepresenls a most valuable and necessary grant from the Borough. which was formalised after the reporting year end unlil March 2029 subject to the LBB'S own financial constraints. We believe we provide good value. nol leasl, lo the financial leverage of l-part LBB finance lo 2 parts cornmunily finance. If the value of the volunteers, and Trustees, time is cosled, this rises to 1.'4.5. Page 10
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS REPORT OF THE TRUSTEES For Tfve Year Ended 31 August 2024 The grant is supplemented by donations from residents. local businesses and community organisations such as The Chislehurst Society and Chislehutst Rotsry Club. Fortunatety, after a lean period of five years for our events. we have through the glxxl offices of a volunteer group, Chislehurst Creates. re*stablished an Arts and Crafts Fair aimed at children which held rts second event dunng 2024. The 2024 event conlributed £4,640 to our funds. We aim for such sources of funds to cover our operational expenses. allliough, along with other charilies. we are in the invidious 51110 of being charged more for our gor)ds and services bul unable lo pass that on to our cusiomers. the public. Hence why we have exerted good cost control over those costs we can infiuence. i.e. those excluding trees. The impact of inflation this year has not been too harsh, but 2025 will see an increase on employment costs, with the increase in minimum wage requirements, and no doubt contractors, costs as they pass on increased National Insurance charge5. It places more emphasis on our ability to attract ther sources of grant inc(xne and increase our regular donations to meet our operating cosl. In 2024 we enjoyed regulaT donor incorne of £35,785 (2023 £38,261. 2022 £40,366) which also provided us with Gift Aid reGovery of £9,464. This was a reduction from 2023 owing mainly to attrition of our donor base as rt ages. We also benefited from a specific donation of £1,000 from The Chislehurst Society. We hope we can rebuild our donor base with fund raising campaigns and a push for legacies but remain aculety aware thal our donors. own fmancbal posibons are under slrain as Ihey deal with inflationary PTessuwes on Iheir disposable inc(Kne. Undoubtedly our biggest and growing challenge is the cost of managing our ageing woodland, with many trees reaching the end of their natural lives and climate change increasing the incidence of diseases. that is proving expensive to address. The costs of dealing with ash dieback. sooty bark disease and, no doubt, some new infestation are incfeasing and remain uncertain. Our grant from LBB has been at the same level since 2010. and the abilty of our donors to continue their generosity may be under stress. 11 is our hope that the LBB w1 continue to appreciate that, without the Cons&rvators and its volunteers and supporters, the cost burden they would have to bear would be three times the level of grant curiently Provided. Our next biggest challenge is the identification and rrfruilment of new Twustees. Our cutrenl Board meMls. lime re50urce5' will coniinue to be chaHenged through dealing wilh issues arising from the increased pressure on the Commons from traffic and being asked to consider road changes and their impact on the Commons, surrounding development, fly-tipping, other transgressions of the Commons, ensuring that requests for track surface improvements are sympathetic to the Commons. the increased level of regulalion and reporting that is required and managing exceptional events. In this respecl we are pleased to welcome a new Tfvstee. Jeremy Kfjlliams. who is to assist us in attracting more funding from residents and large organisalions. We will place further emphasis in 2025 in addressing this matter. Chislehurst is only ten mlles from the cenlre of London, and we are conscious of our responsibilities in maintaining such an important open space so near to a large area of population. The Board remains confident Ihat, so long as such generous support both financial and of skills and talents from individuals and Organi&i0nS conltnues. we can meet the challenges presented lo us and be confident of carrying on our wCk for the present and future benefft of the communty of ChislehuTSt. l offer my personal thanks to those whose efforts go largely unrecognised., my Board member colleagues, who give of their personal time and skills so freety. our iwo Keepers Jonalhan and Toby and our volunteers. who all appty their expert knowledge and graft. for keeping our Commons in such good order attracting the Green Flag Award and London in Bloom Gold award. Approved by order of the board of trustees on and signed on its behalf by: J Hayhow - Trustee Page11
INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS Independent examiner's report to the trustees of The Chislehurst & St. Paul's Cray Commons Conservators I report to the charily trustees on my examination of the accounts of The Chislehursl & St. Paul's Cray Commons Conservators (the Trust) for the year ended 31 August 2024. Responsibilities and basis of report As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 20111'the Act,). I report in respect of my examination of the Trust's accounts carried out under Section 145 of the Act and in carrying out my examination I have followed all applicable Directions given by the Charity Commission under Section 145(5}(bl of the Act. Independent examiner's statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect.. accounting records were not kept in respect of the Trust as required by Section 130 of the Act., or the accounts do not accord with those records., or the accounts do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (AcGounts and Reportsl Regulations 2008 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. I have no concerns and have come across no other matters in connection with the examination lo which attention should be drawn in this report in order to enable a proper understanding of the accounts lo be reached. HAM ATKI Crane & Partners Chartered Accountants Leonard House 5- 7 Newman Road Bromley Kent BR1 1RJ Date Page12
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS STATEMEKT OF FINANCIAL ACTIVITIES ForThe Year Ended 31 August 2024 2024 Unrestricted funds 2023 Total funds Notes INCOME AND ENDOWMENTS FROM Donations and legacies London Borough of Bromley grant 54,233 36,310 104,216 Other trading activities Investment income Other income 7,205 5,497 4,869 3,064 Total 103245 116 119 EXPENDITURE ON Raising f unds 6,445 2,305 Charitable activltles Costs of prolecting and conserving the commons 133.238 98,554 Total 139 683 100 859 NET INCOMEI(EXPENDITURE) (36,438) 15,260 RECONCILIATION OF FUNDS Total funds brought fOard 213,090 197,830 TOTAL FUNDS CARRIED FORWARD 176 652 213,090 The notes form part of these financial statements Page13
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS BALANCE SHEET 31 August 2024 2024 Unrestricted funds 2023 Tolal funds Notes FIXED ASSETS Tangible assets 27,930 33,096 CURRENT ASSErs 3,755 151987 9,175 Cash at bank and in hand 155.742 184.183 CREDITORS Amounts falling due within one year (7,020) (4,189) NET CURRE14T ASSETS 148 722 TOTAL ASSETS LESS CURRENT UABILITIES 176,652 213,090 NEf ASSErs 176 652 213090 FUNDS Unrestricted funds 10 176 652 213 090 TOTAL FUNDS 176.652 213090 The financial 8latementB were approved by the Board of Trust8es and authorised for issue on .. wd we wgned M Ils behall by: ayh(yw- Truste The notes form part of these financial statements Page 14
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS NOTES TO THE FINANCIAL STATEMENTS For The Year Ended 31 August 2024 ACCOUNTING POLICIES Basis of preparing the financial statements The financial statements of the charity, which is a public benefit enlily under FRS 102, have been prepared in accordance with the Charities SORP IFRS 102) 'Accounling and Reporting by Charities.. 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) (effective 1 January 20191,. Financial Reporting Standard 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland, and the Charities Act 2011. The financial statements have been prepared under the historical cost convention. Income All income is recognised in the Statement of Financial Activities once the charity has entitlement lo the funds, it is probable that the income will be received and the amount can be measured reliably. Expenditure Liabilities are recognised as expenditure as soon as there is a legal or conslruclive obligation commilling the charity lo thal expenditure. it is probable Ihal a transfer of economic benefrts will be required in settlement and the amount of the obligalion can b8 measured reliably. Expendiliire is accounled for on an accruals basis and has been classified under headings that aggregale 311 cost related to the category. Where costs cannol be directly attributed to particular headings Ihey have been allocated to activities on a basis consistent with the use of resources. Tangible fixed assets Depreciation is provided at the following annual rates in order to write off each asset over its estimated useful life. Plant and machinery Motor vehicles 33 /0 on cost 200/0 on cost Taxation The charity is exempt from lax on ils charitable activities. Fund accountlng Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees. Restricted funds can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restrlcted purposes. Further explanation of the nature and purpose of each fund is included in the notes lo the financial statements. Page 15 continued
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS NOTES TO THE FINANCIAL STATEMENTS - continued For The Year Ended 31 August 2024 OTHER TRADING ACTIVITIES 2024 2023 Fundraising events Sale of books and cards 5,962 4,399 470 4,869 INVESTMENT INCOME 2024 2023 Deposit account interest RAISING FUNDS Raising donations and legacies 2024 2023 Printing and stationery Community event costs Support costs 1,471 3.954 1,020 1,735 570 TRUSTEES, REMUNERATION AND BENEFITS There were no trustees, remuneration or other benefits for the year ended 31 August 2024 nor for the year ended 31 August 2023. Trustees. expenses During the year 3 trustees received reimbursements to the sum of £892.36 in relation to general maintenance, community events and postage and stationery costs. STAFF COSTS Th8 average monthly number of employees during the year was as follows.. 2024 2023 Keepers No employees received emoluments in excess of £60,000. Page 16 onlinued...
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS NOTES TO THE FINANCIAL STATEMENTS - continued ForThe Year Ended 31 August 2024 TANGIBLE FIXED ASSETS Planl and machinery Motor vehicles Totals COST At 1 September 2023 Additions 69,696 1,600 56,336 126.032 At 31 August 2024 127632 DEPRECIATION At 1 September 2023 Charge for year 68,591 368 24,345 6,398 92,936 Al 31 August 2024 NET BOOK VALUE At 31 August 2024 2,337 27,930 At 31 August 2023 33 096 DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR 2024 2023 Other debtors Prepayments and accrued income 5,844 3,755 9,175 CREDITORS.. AMOUNTS FALLING DUE WITHIN ONE YEAR 2024 2023 Taxation and social securily Other creditors 748 6,272 4,189 4,189 10. MOVEMENT IN FUNDS Nol movement in funds Al 31.8.24 At 1.9.23 Unrestricted funds General fund Contingency reserve 198.090 15,000 (36,438) 161,652 15,000 213.090 36.4381 176,652 TOTAL FUNDS 213.090 36.438} 176 652 Page 17 continued...
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS NOTES TO THE FINANCIAL STATEMENTS - continued For The Year Ended 31 August 2024 10. MOVEMENT IM FUNDS - continued Net rnovement in funds, included in the above are as follows.. Incoming resources Resources expended Movement in funds Unrestricted funds General fund (139,683) 136.438) 103,245 103 245 139.683> 36,438) TOTAL FUNDS Cornparatlves for movement in funds Net movement in funds Al 31.8.23 At 1.9.22 Unrestricted funds General fund Contingency reserve 15,260 198,090 182,830 197,830 15,260 213,090 197 830 213,090 TOTAL FUNDS Comparalive net movement in funds, included in Ihe above are 8$ follcws Incoming resources Resources expended Movement In funds Unrestricted funds General fund {100,859) 15,260 116,119 TOTAL FUNDS A Cufrent year 12 months and priof year 12 monlhs combined positson is as follows, Net 116,119 (100,859) 15,260 movement Al At 1.9.22 in funds 31.8.24 Unrestricted f unds General fund Contingency reserve (21,178) 161,652 15,000 182.830 15.000 197.830 21,178) 176,652 176.652 TOTAL FUNDS 197,830 21,178> Page18 continued..
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS NOTES TO THE FINANCIAL STATEMENTS - continued For The Year Ended 31 August 2024 10. MOVEMENT IN FUNDS - continued A currenl year 12 months and priof year 12 monlhs combined nel movement In lunds, included in the above are as follows.. Incoming resources Resources expended Movement in funds Unrestricted funds General fund (21,178) 219,364 {240.542) TOTAL FUNDS 219 364 240.5421 21,178} 11. RELATED PARTY DISCLOSURES There were no related party transactions during the year. Page 19
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS DETAILED STATEMENT OF FINANCIAL ACTIVITIES For The Year Ended 31 August 2024 2024 2023 INCOME AND ENDOWMENTS Donations and legacies Donations London Borough of Bromley grant other grants 53,233 36,310 1000 57,906 90,543 104,216 Other trading activities Fundraising events Sale of books and cards 4,399 470 5,962 7,205 4,869 Investment income Deposit account interest 3,064 5,497 Other Income Other income 103,245 116,119 Total incoming resources EXPENDITURE Raising donations and legacies Printing and stationery Community event costs 1,471 3954 1,735 570 5,425 2,305 Charitable activities Salaries and Nat. Insurance Premises costs Insurance Vehicle and plant maintenance General maintenance Telephone, computer and post. Health & Safety Sundries Plant and mach. depreciation 57,641 7,230 4,627 4,088 19.250 882 2,535 1,055 58,515 7,028 4,848 8,185 46,037 492 444 923 133.238 97,308 Support costs Governance costs Accountancy and legal fees 1,246 1,020 This page does not form part of the statutory financial statements Page 20
THE CHISLEHURST & ST. PAUL'S CRAY COMMONS CONSERVATORS DETAILED STATEMENT OF FINANCIAL ACTIVITIES For The Year Ended 31 August 2024 2024 2023 Total resources expended 139,683 100 859 Net (expenditure)lincome 36.438) This page does not form part of the statutory financial statements Page 21