Ruperra Conservation Trust
Trustees’ Annual Report and Accounts for the period April 1[st] , 2023 to March 31[st] , 2024
Charity registration number: 1054796 Company number 03186952 Registered in England and Wales Company Limited by Guarantee
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Contents
Page 3 Administrative details 4 - 9 Trustees' (Directors') Report 10 Independent Examiner's Report 11 Statement of Financial Activities 12 Balance Sheet 13 - 18 Notes to the Accounts
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Ruperra Conservation Trust Administrative details for the year ended 31st March 2024
Trustees (Directors) During the financial year 2023-24 the Directors of the Company were:
Susan Price Tony McGurk Philip Bevan Richard Cowie Elaine Davey Andrew George Michelle Clapham
Administrative address
The registered office of the Trust is: Orchard Bungalow Chatham Machen Caerphilly CF83 8SB
Independent Examiner
John Newton FCMA 5 White Hart Drive, Machen, Caerphilly CF83 8NH
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Ruperra Conservation Trust Trustees' Annual Report for the year ended 31[st] March 2024
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The Trustees (Directors) present their annual report for the year ended 31st March 2024
Exemptions
The trustees have taken advantage of the exemptions available to small companies, including the audit exemption (see statement on balance sheet).
Objectives and activities
The purposes of Ruperra Conservation Trust as set out in its Memorandum and Articles of Association are:
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(a) To protect, preserve, restore and maintain for the benefit and enjoyment of the residents of Rudry and district and of the nation at large, buildings, lands, monuments or other structures, and other artefacts in Rudry and District in the County of Caerphilly, with preference for Ruperra, which are of architectural or historic interest or of natural interest or beauty and as regards such lands, to secure the protection of their natural aspect and surroundings and the preservation of their natural features and animal and plant life.
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(b) To protect and conserve or promote the protection, permanent preservation and conservation of the character and heritage of Rudry and district and in particular Ruperra.
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(c) To advance public education of and interest in the history of Rudry and District and its people and the nation at large, buildings, lands, monuments and other structures and artefacts and to promote education in and concerning the conservation of the heritage of Rudry and District and in particular Ruperra.
Activities during the year 2023-24
Annually the Trust's main activities are the ongoing maintenance of its woodlands, Coed Craig Ruperra and Coed y Goitre. These activities, whether undertaken by contractors or volunteers, include:
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ensuring the safety of the paths and tracks for users (including the general public); maintaining all planted and naturally regenerating trees, plants and other features;
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maintaining our Scheduled Ancient Monuments;
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continuing to undertake regular wildlife surveys, while also training new volunteer surveyors (for example, to handle and monitor hazel dormice, a legally protected species), and to ensure that both visitors and workers give full consideration to the sensitivity of this biodiverse area.
Public benefit
In setting the objectives and planning for activities the Trustees have given due consideration to general guidance published by the Charity Commission relating to Public Benefit.
The Trust has provided the following public benefits during the current year:
- The woodland is freely open to the public for their private enjoyment and is well-used by local people from nearby villages for walking, horse riding and wildlife watching. With an Iron Age hillfort and other historical features, spectacular views from the summit and a peaceful atmosphere, it is an attraction which is often seen as a hidden gem. The Trust has continued to maintain this commitment by upkeep of paths, trees and monuments.
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Ruperra Conservation Trust Trustees' Annual Report for the year ended 31[st] March 2024 (contd)
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An educational aspect is provided by information boards and site leaflets, which outline the historical and natural interest on the site. Further and more detailed information can then be found on the Trust's website, www.ruperra.org.uk.
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The main woodland, Coed Craig Ruperra, is also a source of good outdoor exercise with the opportunity to use a good off-road path network connecting to other woodlands, and volunteer work which can benefit both physical and mental health.
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Training in the use of tools, survey techniques, wildlife identification and crafts such as hedgelaying and coppice management are just some of the Trust's resources which have been available freely to interested parties from its own trained volunteers.
Volunteers from the Trust regularly offer a programme of guided walks around the woodland and nearby, with varied themes including wildlife and local history.
Volunteer Contribution during the year
The Trust is run by a group of volunteer trustees, and on-site management work is greatly aided by both regular and visiting teams of volunteers, without whom the woodlands would be in a poor state of repair. Wildlife surveys are all undertaken by trained volunteers who in turn have, over the years, trained many others.
Two volunteer sessions are held per month on Sundays, and a regular Wednesday session. Occasional 'teambuilding' groups are hosted from local businesses, usually focussing on a specific one-off project which the group can undertake during a single visit.
The recovery of volunteer numbers following the Covid pandemic has been and continues to be slow, but new volunteers are becoming available and we continue to enjoy the assistance of our small core group.
While it is impossible to quantify the actual monetary value of these volunteer efforts, both in physical work and administration behind the scenes, it has been estimated that monthly support in man-hours just for on-site work from the regular volunteers this year is over 450 hours.
The support of volunteers has been an ongoing essential benefit to the Trustees since the Trust's initial fundraising for and purchase of the woodland in 2000, and has often been of great help as match-funding for grants, where volunteer assistance is frequently an essential element.
Achievements and Performance
Ruperra Conservation Trust has owned Coed Craig Ruperra since 2000, and over nearly a 25 year period has acquired several large and many small grants towards the initial restoration of the previously-coniferised ancient woodland and the ongoing biodiversity improvements achieved by native habitat restoration. In 2019 the Trust purchased Coed y Goitre, a 21-acre woodland adjacent to its main woodland, paying for this with the sale of coniferous timber from the new site.
During 2023-24, work (including that funded by the Landfill Disposal Tax Communities Scheme) has concentrated on hedge planting, new tree planting and hedge restoration along with a major effort on removal of invasive Laurel and Rhododendron, in Coed y Goitre, and ongoing footpath and planted tree maintenance on Coed Ruperra.
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Ruperra Conservation Trust Trustees' Annual Report for the year ended 31[st] March 2024 (contd)
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The woodland is freely open to the public for their private enjoyment and is well-used by local people from nearby villages for walking, horse riding and wildlife watching. With an Iron Age hillfort and other historical features, spectacular views from the summit and a peaceful atmosphere, it is an attraction which is often seen as a hidden gem.
It is also a source of good outdoor exercise with the opportunity to use a good off-road path network connecting to other woodlands, and volunteer work which can benefit both physical and mental health.
Training in the use of tools, survey techniques, wildlife identification and crafts such as hedgelaying and coppice management are just some of the Trust's resources available freely each year to interested parties from its own trained volunteers.
Financial review
At the end of the financial year 2023-24, Ruperra Conservation Trust had a healthy operating reserve for annual maintenance of the woodlands, insurance and other regular costs, including grant work, and an agreed reserve which is maintained to enable ongoing essential maintenance should no grant income be available for up to five years.
Reserves policy
An agreed reserve of £35000 is kept to permit five years' essential annual costs such as insurance and safety maintenance should current regular income such as grants for habitat work and path maintenance become unavailable for any reason.
Going concern
The trustees consider that the Trust is a viable ongoing concern for the forseeable future. For this reason, they continue to adopt the going concern basis in preparing the financial statements.
Funding sources
The Trust's main sources of funding are large and small grants as and when available, membership subscriptions and occasional donations.
Principal risks facing the charity
As with any small charity, the Trust relies on the generosity of its grantors and members. Should grants not be available, the Trust's expenditure annually could be considerably reduced with increased reliance on voluntary effort to maintain paths, tracks and land. Longer-term, this would become unsustainable due to the size of the woodland, and the trustees would have to consider options such as handing the site to a larger body.
In terms of on-site risks, all tasks whether undertaken by contractors or volunteers, are risk-assessed and a precommencement 'toolbox talk' is given by one of the Trust's management team. Issues such as public safety are fully covered by liability insurance as are the volunteers' task days.
Structure, Governance and Management
Ruperra Conservation Trust is a Company Limited by Guarantee (number 03186952), registered in England and Wales, and is a registered Charity (number 1054796).
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Ruperra Conservation Trust Trustees' Annual Report for the year ended 31[st] March 2024 (contd)
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The Trust governing documents are a Memorandum and Articles of Association.
During 2023-24, there were seven Trustees (who are Directors of the Company). These were:
Susan Price Company Secretary Tony McGurk Chairman Philip Bevan Vice Chairman Richard Cowie Elaine Davey Andrew George Michelle Clapham
No trustees hold title to property belonging to the charity.
The liability for the members in the event of the company being wound up is limited to the sum not exceeding £10
The Trust advertises any vacant directorships via its website and email. Trustees are Directors of the company. No corporate directorships are available. Applications are considered by the present directors, and voting on acceptance of new directors is undertaken by the members of the Charity at its Annual General Meeting.
New trustees are appointed after application, confirmed by recommendation of the other trustees to the voting members at the AGM. New trustees are then given a copy of all governing documents and are encouraged to join a visit to the woodland for an explanatory walk around, led by other trustees, so that ongoing and planned work can be fully explained. Training per se is not considered necessary but new trustees are encouraged to attend all quarterly meetings and to ask as many questions as they want in order to be fully aware of the site, its management and their responsibilites towards its upkeep.
The Trust advertises any vacant directorships via its website and email. Trustees are Directors of the company. No corporate directorships are available. Applications are considered by the present directors, and voting on acceptance of new directors is undertaken by the members of the Charity at its Annual General Meeting.
Membership of the Trust is essential in order to be able to vote at or attend AGMs. Annual subscriptions are available fo individuals, families and groups, and the subscription is considered as a donation towards the ongoing upkeep of the woodlands. Members receive three newsletters and various email updates annually.
The trustees are responsible for agreeing a work programme annually, as recommended by the Trust's on-site management team (two of the trustees are responsible for day-to-day oversight and management of any contract work being undertaken and for highlighting any required). The two trustees here noted are directors of a Community Interest Company, Ruperra Countryside Services (see next paragraph for full information).
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Ruperra Conservation Trust Trustees' Annual Report for the year ended 31[st] March 2024 (contd)
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The Trust has approximately 175 voting members who pay a small annual subscription to help towards the upkeep of the site. Volunteers from this membership group, and others from the local area, meet regularly to undertake ongoing minor maintenance and other individual small work projects.
The Trust is not part of any wider network, although it is a long-term contributor to local biodiversity partnership efforts.
Risk management
The Trustees have assessed the major risks to which the Company is exposed, in particular those related to the operations and finances of the Company, and are satisfied that systems and procedures are in place to mitigate exposure to the major risks.
Relationship with any related parties
Two of the trustees are also directors of a small Community Interest Company, Ruperra Countryside Services, which undertakes, with the full agreement of the other trustees, much of the ongoing regular management work such as tree planting, hedgelaying, felling and invasive species control. All such work is advised to the trustees via email or in meetings, and the involved trustees are not present at decision-making processes.
The CIC is asset-locked to the Trust, and any profit after costs and taxation is given to the Trust.
Statement of Directors and Trustees' responsibilities
The trustees (who are also the directors of the Company for the purposes of company law) are responsible for preparing the Trustees' Annual Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).
Company law requires the trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charitable company and the group and of the incoming resources and application of resources, including the income and expenditure of the charitable company and the group for that period. In preparing these financial statements, the trustees are required to:
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select suitable accounting policies and then apply them consistently;
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observe the methods and principles in the charities SORP;
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make judgements and estimates that are reasonable and prudent;
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state whether applicable UK Accounting Standards have been followed, subject to any material departures disclosed and explained in the financial statements;
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prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charitable 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 charitable company and of the group and enable them to ensure that the financial statements comply with the Companies Act 2006. They are also responsible for safeguarding the assets of the charitable company and the group and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
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Ruperra Conservation Trust Trustees' Annual Report for the year ended 31[st] March 2024 (contd)
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Declarations
Approved by the Directors and signed on their behalf by
Signature Full name Susan Price Position Company Secretary ~~pO~~ Date 31st January, 2025 ~~—~~
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Ruperra Conservation Trust Independent Examiner's Report for the year ended March 31[st] , 2024
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Ruperra Conservation Trust Statement of Financial Activities for the year ended March 31[st] , 2024
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Ruperra Conservation Trust Balance Sheet at March 31[st] , 2024
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Ruperra Conservation Trust
Notes to the Financial Statements 2023-24
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1. Accounting policies
1.1.1. Basis of preparation
These accounts (financial statements) have been prepared under the historic cost convention, with items recognised at cost or transaction value, unless otherwise stated in the relevant note(s), in accordance with:
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The Charities Act 2011
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The Companies Act 2006
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The Financial Reporting Standard applicable in the UK and the Republic of Ireland: FRS102
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Accounting & Reporting by Charities: Statement of Recommended Practice (Charities SORP FRS102) (effective January 2015)
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1.1.2. The charity meets the definition of a public benefit entity as defined by FRS 102
1.1.3. The trustees consider that there are no material uncertainties about the charity’s ability to continue as a going concern. The charity has a healthy bank balance sufficient to support its activities in maintaining its woodlands for a minimum of five years. The trustees are regularly made aware (at quarterly board meetings) of the financial position via a Balance Sheet provided by the treasurer, who along with other trustees regularly monitor grant funding information and seek to apply for suitable amounts which will support their work.
1.2. Incoming resources
These are included in the Statement of Financial Activities. Incoming resources are recognised when:
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the company becomes entitled to the resources
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the trustees are virtually certain they will receive the resources; and
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the monetary value can be measured with sufficient reliability
Where incoming resources have related expenditure (as with fund-raising or grant income) the incoming resources and related expenditure are reported gross in the Statement of Financial Activities.
Grants and donations are only included in the Statement of Financial Activities when the company has unconditional entitlement to the resources. Membership subscriptions received in the nature of a gift are recognised in Donations and Legacies.
The charity has received no government grants in the reporting period
Investment income is included in the accounts when receivable.
There has been no offsetting of assets and liabilities, or income and expenses, unless required or permitted by the FRS 102 SORP or FRS 102.
Gift Aid receivable is included in income when there is a valid declaration from the donor. Any Gift Aid amount recovered on a donation is considered to be part of that gift and is treated as an addition to the same fund as the initial donation unless the donor or the terms of the appeal have specified otherwise.
The value of any voluntary help received is not included in the accounts but is described in the trustees’ annual report.
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Ruperra Conservation Trust Notes to the Financial Statements 2023-24 (contd)
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1.3. Expenditure
Expenditure is charged to the Statement of Financial Activities on an accruals basis, inclusive of any VAT which cannot be recovered but net of any which is recoverable. Expenditure is classified under headings that aggregate all costs related to that category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resources.
Charitable expenditure comprises those costs incurred in the delivery of the charity’s activities for its beneficiaries, including both direct and support costs. The expenditure has been analysed by usage. Professional fees include those costs associated with meeting constitutional and statutory requirements, including Accountancy fees.
1.4. Fund accounting
Restricted funds are funds received from donors/grantors which are subject to restrictions on the purposes for which they may be used or which have been raised for a specific project. Unrestricted funds are those where there are no externally imposed restrictions. These include funds freely available to the charity for expenditure or appropriation to reserves for internally designated purposes.
1.5 Assets
Tangible assets are capitalised if they can be used for more than one year, and cost at least £500. They are valued at cost, or, if gifted, at the value to the company on receipt.
The tangible assets of the Company are:
Coed Craig Ruperra £60022 Coed y Goitre £90000 Vehicles and trailer £10659 Machinery £ 3804
Depreciation is not applied to the land or vehicles (the latter are classic Land Rovers and as such hold their value). Machinery was depreciated at 25% p.a. Straight Line until reaching a write-off point, and depreciation is no longer applied.
1.7. Cash
Cash comprises bank deposits repayable on demand and any short-term highly liquid investments with a maturity date of three months or less from the date of acquisition or opening of the deposit or similar account.
1.8. Creditors
Creditors are recognised where the charity has a present obligation resulting from a past event that will probably result in the transfer of funds to a third party and the amount due to settle the obligation can be measured or estimated reliably. The charity has creditors which are measured at settlement amounts less any trade discounts
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Ruperra Conservation Trust
Notes to the Financial Statements 2023-24 (contd)
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1.9. Taxes
The company is VAT registered. As a Charity the company is exempt from taxation on income and gains falling within section 505 of the Taxes Act 1988 or s256 of the Taxation of chargeable gains Act section 505 of the Taxes Act 1988 or s256 of the Taxation of chargeable gains Act 1992 to the extent that these are applied to its charitable objects.
2. Income from charitable activities
Goods or services provided as part of a charitable activity are measured at net realisable value based on the service potential provided by items of stock.
Analysis of income 2023-24
----- Start of picture text -----
Unrestricted Restricted Total funds Total income
funds funds 2023-24 2022-23
Donations, grants
& legacies
Donations 10336 10336 11643
and gifts
Gift Aid for 5690 5690 -
2021-24
Membership 1429 1429 2173
subscriptions
which are in
substance
donations
General grants Landfill 18560 18560 -
provided by Disposals Tax
government/other Communities
charities Scheme
Other
TOTAL 17455 18560 36015 13816
Income from Redwood 1654 1654 713
investments Bank savings
account
TOTAL INCOME 19109 18560 37669 14529
----- End of picture text -----
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Ruperra Conservation Trust
Notes to the Financial Statements 2023-24 (contd)
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3. Expenditure on charitable activities 2023-24
----- Start of picture text -----
Unrestricted Restricted Total Unrestricted Restricted Total
funds funds expenditure funds funds expenditure
2023-24 2023-24 2023-24 2022-23 2022-23 2022-23
Expenditure on 10996 10996
grant funded
activities -
Landfill
Disposal Tax
Communities
Scheme
Woodland 7599 7599 20330 20330
projects non
grant funded
Tools, 430 430 1359 1359
machinery
maintenance
Insurances 2678 2678 1835 1835
Vehicle 869 869 2114 2114
expenses
Office costs, 203 203 1161 1161
website,
software
Other
TOTAL 11779 10996 22775 26799 26799
EXPENDITURE
----- End of picture text -----
4. Fixed assets 2023-24
Cost or valuation
| ost or valuation | ||||
|---|---|---|---|---|
| Freehold land & | Motor vehicles | Machinery | Total | |
| buildings | ||||
| At April 1st 2023 | 150022 | 10659 | 3804 | 164485 |
| Additions | - | - | - | - |
| Disposals | - | - | - | - |
| Net book value | ||||
| at 31st March, 2024 | 150022 | 10659 | 3804 | 164485 |
Depreciation and impairments
No depreciation is applied to land; the two Land Rovers do not suffer depreciation due to their classic value. Tools and machinery have completed their useful resaleable life and were depreciated to write-off value several years prior to the current financial period.
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Ruperra Conservation Trust
Notes to the Financial Statements 2023-24 (contd)
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5. Cash at bank and in hand
| 2023-24 | 2022-23 | |
|---|---|---|
| Short term deposits | 60557 | 43893 |
| Cash at bank and in hand | 7638 | 18927 |
| TOTAL | 68195 | 62820 |
6. Creditors
Creditors due in one year: 2023-24
| Unrestricted | Restricted | Total | Total | |
|---|---|---|---|---|
| funds | Funds | 2023-24 | 2022-23 | |
| Trade Creditors | 8381 | 8381 | 17739 | |
| VAT | 814 | 814 | 977 | |
| TOTAL | 9195 | 9195 | 18716 |
There were no creditors due after one year and no provisions for liabilites arise.
7. Share Capital
The charity is a company limited by guarantee and has no share capital. The liability of each member in the event of a winding-up is limited to £10.
8. Trustees' remuneration and expenses
During the period of these accounts none of the Trustees received any remuneration. No out of pocket expense were reimbursed. (2023: None)
9. Heritage Assets
The charity has heritage assets, that is, non-monetary assets with historic, artistic, scientific, technological, geophysical or environmental qualities that are held and maintained principally for their contribution to knowledge and culture, as described below. They are not listed on the Balance Sheet as such assets are not financially of value; they are not moveable items and cannot be sold. Their value is in their historic nature and archaeological interest.
Two Scheduled Ancient Monuments are present within the woodland of Coed Craig Ruperra: a 3 hectare Iron Age hillfort and the remains of a small Georgian summerhouse wall and floor. These are an intrinsic but small part of the whole woodland and have no material value; they are of historic interest and educational value only.
10. Transactions with trustees and related parties
10.1 Trustee remuneration and benefits
During the year 2023-24, two of the trustees have been paid remuneration or received other benefits from an employment with the charity or a related entity as permitted within the Memorandum, section 5.
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Ruperra Conservation Trust Notes to the Financial Statements 2023-24 (contd)
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The trustees (directors) receiving remuneration were Susan Price and Tony McGurk. Both trustees were directors of Ruperra Countryside Services CIC, which is asset-locked to the Trust. Should any surplus remain after payment of all expenses and taxes, this would be given to the Trust.
The CIC undertakes regular management work on the Trust's woodlands as permitted in the Memorandum and Articles of Association. Contract work undertaken on the woodland by the CIC was invoiced to the Charity once all such work was completed, and payment was authorised from the bank account by two of the three agreed signatories. All payments were presented to the trustees at quarterly meetings for review within the quarterly Balance Sheet, and were confirmed as satisfactory.
The amounts paid are analysed below:
| Payments 2023-24 | Payments 2022-23 | |
|---|---|---|
| Susan Price | 5194 | 7250 |
| Tony McGurk | 5194 | 7250 |
10.2 Trustees' expenses
No trustee expenses have been incurred during 2023-24.
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