## **BOTANIC GARDENS COMMUNITY ASSOCIATION**
# **TRUSTEES' REPORT AND FINANCIAL STATEMENTS**
**FOR THE YEAR ENDING 31 DECEMBER 2020**
**Registered Charity Number** 1164497
## **BOTANIC GARDENS COMMUNITY ASSOCIATION**
**TRUSTEES REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDING 31 DECEMBER 2020**
## **CONTENTS**
|**CONTENTS**||
|---|---|
||**PAGE**|
|Legal and Administrative Information|1|
|Trustees' Report|2-5|
|Independent Examiner's Report|6|
|Receipts and Payments Account|7|
|Balance Sheet|8|
|Movement in Funds|9|
## **BOTANIC GARDENS COMMUNITY ASSOCIATION**
## **TRUSTEES REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDING 31 DECEMBER 2020**
## **LEGAL AND ADMINISTRATIVE INFORMATION**
**CHARITY COMMISSION NUMBER** 1164497 **CHAIRMAN AND TRUSTEE** David Cobham **TRUSTEES** Margaret Brown (Treasurer) Sandra Cain Ann Cobham Sally Crowther John Dodd Alan Foxall Joan Huyton Gary Mawdsley Clive Pickup Gail Settle **ADDRESS** Botanic Gardens Community Association Botanic Gardens Botanic Road Churchtown Southport PR9 7NB
## **INDEPENDENT EXAMINER**
Oliver Grills FCA J A Fell & Co 40 Hoghton Street Southport PR9 0PQ
## **BOTANIC GARDENS COMMUNITY ASSOCIATION**
## **TRUSTEES ANNUAL REPORT FOR THE YEAR ENDED 31 DEC 2020**
The Botanic Gardens Community Association Trust (incorporated) is registered with the Charity Commission (No 1164497) and constituted by Deed of Trust.
## **The Trustees who served during the year are as follows:-**
David Cobham.* (d.cobham@sky.com) John Dodd.* (mail@johndodd.co.uk) Margaret Brown.* (Margaret.brown@rocketmail.com) Ann Cobham.* (anncobham@hotmail.com) Sandra Cain. * (sandrajcain@gmail.com) Sally Crowther.* (sally@cleverwebseo.com) Clive Pickup.* (clive.pickup2@btinternet.com) Gail Settle. (botanic@madasafish.com) Alan Foxall. (simplyflowersandfoliage@gmail.com Joan Huyton. (Joanhuyton2@gmail.com) Gary Mawdsley. (g.mawdsley@talktalk.net) Trustees serve on a 3 year rotation basis and may stand for re-election.*
## **Objectives**
1. To further or benefit the residents of Churchtown and surrounding areas, without distinction of age, sex, sexual orientation, race, or of political, religious or other opinions.
2. To provide facilities in the interests of social welfare for recreation and leisure time occupation, with the objective of improving the conditions of life for the residents and visitors. To have power to establish a Community Centre and to Co-operate with any statutory authority in the management of such a centre for activities promoted by the Charity in furtherance of the above objectives.
3. To promote for the benefit of the public at large the protection, preservation, care and maintenance of the Botanic Gardens Southport in co-operation with the local authority for recreational purposes to improve the health and well-being of mind and body.
## **Review of Activities and Achievements**
The Botanic Gardens Community Association of volunteers was formed in 2012 to help the gardens to continue providing beautiful floral displays and other attractions which were in the process of being reduced, ended or closed by severe funding cuts.
This has been achieved via donations and a sponsorship scheme. Funding is obtained from local associations, business and individuals which enable us to source quality local plants which are designed, planted and maintained by our volunteers for dedicated Spring and Summer displays in the 5 large beds, over 40 hanging baskets and ornamental containers at the formal part of the park. The Botanic Nursery has now closed despite our great efforts to retain it, but the Volunteers have been allocated some greenhouse facilities to enable plants to be saved or nurtured out of season and, we also have a plant shop to bring in funds.
We carry out general tidying jobs and minor infrastructure work such as painting and bench restoration and have a team of litter pickers with a zero litter and dog fouling policy. We hold meetings with the Bat Society and Lancashire Trust Squirrel officer.
Page 2
## **BOTANIC GARDENS COMMUNITY ASSOCIATION**
## **TRUSTEES ANNUAL REPORT FOR THE YEAR ENDED 31 DEC 2020**
Because of our previous success in carrying out all the above projects the Council has decided we take over on Lease the running of the parks nationally important 1875 Victorian Fernery voted number two in the UK about 8 years ago but suffering due to finance and labour cuts and seldom open. We are now connected with the British Pteridological Society who provide Ferns advice and work with us on a regular basis.
Non desirable plants etc are being removed and we are expertly planting many new species which have been gifted to us by the Royal Botanic Garden Edinburgh. A large van was hired and our project manager Sandra and Alison from the Fern Society did the 400 mile round trip to pick up the Ferns in a day, the aim is to be No1 Fernery attraction in the UK. The Fernery is now managed by BGCA on a rolling Lease.
We have renovated and taken over the running of the formally dank public toilet block, this has encouraged the return of many visitors and coach parties, especially school and special needs groups, a small entry charge funds these improvements. We hold many fund raising events, and offer an historical and educational walk and talk to visiting parties. Over **40,000** volunteer hours were recorded 2014 to end 2020.
We work **52** weeks of the year and stage free events for the community throughout. The waste, and recycling depot is in the old Nursery area, and greenhouse run off water is saved in wells and tanks for watering use, we have a new composting area adjacent, we also look after the lake tidiness and keep an eye on its wildlife inhabitant’s welfare. The former Nursery area is now occupied by various organisations for the recreation, and vocational needs of groups with Special health and education needs.
As our name suggests we are an inclusive volunteer charitable organisation within the community for the community.
There are so many facets to the wonderful Botanic Gardens that suit all sections of the community, and we are always looking for ways to improve the visitor experience year on year, we continue to maintain a small Rose Garden in a former neglected area by the popular Aviary. A Victorian style Stumpery with Hostas and Ferns has been constructed.
We continue restoring Heather rockery areas on the “Mulberry” island and we asked 120 of our neighbouring Churchtown Year 2 Primary School pupils to help us plant 200 Lavenders as part of their Bee attracting project, they planted one each.
The Botanic Gardens acts as a huge Nature classroom for all our local schools. Our aim is to do our utmost to keep the Botanic Gardens deserving of its “Jewel in the Crown” reputation and most importantly maintain its Gardens, Environmental, and Community spirited elements, so nearly lost for ever.
## **We have a shared Management agreement with the council to ensure the future of the rescue Aviary. We have obtained donations to fund extensive modernisation.**
Page 3
## **BOTANIC GARDENS COMMUNITY ASSOCIATION**
## **TRUSTEES ANNUAL REPORT FOR THE YEAR ENDED 31 DEC 2020**
The BGCA were awarded a coveted **RHS National Certificate of Distinction** in 2016/19.
RHS North West in Bloom awarded us a 6 years of **Outstanding** Certificate in 2019.
We also entered in the RHS Parks category and gained a **Gold Medal** award.
The BGCA were a main feature of the BBC 2 Britain in Bloom show March 28 2019.
## **In 2019 Awarded Silver Trophies for RHS Best in Category and Best Overall entry.**
As there was no Britain in Bloom competition in 2020 and the Council stopped entering, we prepared a protracted document and entered as a Volunteer group into the **2020 Green Flag Community Awards and were successful with the highest ranked marks.**
## **Activities with other groups**
**1.** Our neighbour Churchtown Primary School carries out many projects with B.G.C.A
**2.** Prestfield Secondary school and College Duke of Edinburgh students have created a bug village and carry out projects on a regular basis.
**3.** Duke of Edinburgh Bronze award students from Meols Cop School Youth Club work in the Fernery on a regular basis.
**4.** Southport “Access for All” is working with us to deliver Seftons inclusion agenda and making recommendations. I.e. Tactile Voice Activated Notices etc
**5** . We are the home of the Generation Club Monthly Disco for people with Additional Needs and Disabilities with Stephen Ball presenter on Maghull Radio. We support local people.
**6.** We work with the Community Workshop, Props made by people with S.E.N.D.S. (Special Educational Needs and Disability).
**7.** We are in discussion with Public Health to put Parks as a Prescription for Health and Supporting North West Parks for a National Forum.
**8.** Princes Trust young people work on projects from time to time in conjunction with B.G.C.A.
**9.** The Association is registered with Dementia Friends.
**10.** We continue to maintain a Defibrillator on site.
**11.** We are approved by and work closely with Sefton Councils officers and staff.
**12.** To further our original stated objectives the BGCA has applied for a Licence to Assign the former Botanic Gardens Sports and Social Club premises & Lease over to the BGCA. This is an amicable arrangement with our associates which will benefit both the dissolved Charity whose remaining members have joined the BGCA, and will provide a centre to widen and enhance publicise our BGCA volunteering activities.
## **Financial review and reserves policy.**
The financial results for the year are shown on pages 7 to 9.The trustees aim to ensure that the level of reserves held at any time would be sufficient to enable the charity to continue for the short term in the event of any significant fall in income.
Page 4
## **BOTANIC GARDENS COMMUNITY ASSOCIATION**
## **TRUSTEES ANNUAL REPORT FOR THE YEAR ENDED 31 DEC 2020**
## **Risk management.**
The trustees review the major risks which the charity faces on a regular basis, and are also bound by local authority dictate.
BGCA is fully covered by Public Liability insurance.(£10m)
## **Public benefit.**
The charity trustees confirm that they have complied with their duty to have due regard to the guidance on public benefit published by the Charity Commission in exercising their powers or duties.
We obtain funding via sponsorship, donations and fund raising events to improve the park.
A review of the Associations objectives, activities and achievements since formation is attached, also the Finance Statements and independent examiners report.
David Cobham. (Chairman)
For and on behalf of the Trustees. (26 August 2021)
Page 5
## **BOTANIC GARDENS COMMUNITY ASSOCIATION**
## **INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF BOTANIC GARDENS COMMUNITY ASSOCIATION**
I report to the trustees on my examination of the financial statements of Botanic Gardens Community Association (The Charity) for the year ended 31 December 2020 as set out on pages 7 to 9.
## **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 2011 (“the Act”).
I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) 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 which gives me cause to believe that in, any material respect:
- accounting records were not kept in accordance with section 130 of the Act or
- the accounts do not accord with the accounting records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
9 September 2021
## **Oliver Grills FCA**
J A Fell & Co 40 Hoghton Street Southport PR9 0PQ
Page 6
## **BOTANIC GARDENS COMMUNITY ASSOCIATION FINANCIAL STATEMENT FOR THE YEAR ENDING 31 DECEMBER 2020 GENERAL & RESTRICTED FUNDS & PAYMENTS ACCOUNT**
|**RECEIPTS**
Regular donations and subscriptions
Donations for public toilet
Events
Aviary
Fernery
Flowers & Gardens
Botanic Social Club Funds
**Total Receipts**
**PAYMENTS**
Toiletries
Toilet Maintenance
Fernery & Aviary
Gardening expenses
Printing
Insurance
Repairs & Maintenance
Miscellaneous Expenses
Events
**Total Payments**
**Excess of Receipts over payments**
Total Funds at 1 January 2020
Total Funds at 31 December 2020|**2020**
**2019**
**Unrestricted**
**Restricted**
**Total**
**Total**
420
-
420
380
-
2,134
2,134
4,368
-
-
-
2,988
-
11,555
11,555
1,649
-
907
907
526
7,564
-
7,564
23,975
3,100
-
3,100
-
11,084
14,596
25,680
33,886
-
1,174
1,174
447
-
320
320
343
1,339
1,532
2,871
3,480
5,033
-
5,033
7,717
60
-
60
191
250
-
250
443
48
3,474
3,522
80
311
-
311
1,068
350
-
350
2,366
7,391
6,500
13,891
16,134
3,693
8,096
11,789
17,752
37,650
12,504
50,154
32,403
**41,343**
**20,600**
**61,943**
**50,154**|
|---|---|
Page 7
## **BOTANIC GARDENS COMMUNITY ASSOCIATION**
## **FINANCIAL STATEMENT FOR THE YEAR ENDING 31 DECEMBER 2020 STATEMENT OF ASSETS & LIABILITIES**
|CASH FUNDS
Bank Account: Main
Bank Account: Toilet
Total bank current and deposit accounts
This figure is made up by
Unrestricted fund
Restricted fund
ASSETS RETAINED FOR THE USE OF THE CHARITY
Laptop- 2017
Gala Tents- 2017|**2020**
**2019**
£
£
53,280
38,456
8,663
11,698
61,943
50,154
41,343
37,651
20,600
12,504
61,943
50,155
520
520
624
624
1,144
1,144|
|---|---|
NOTES
1. The financial statements have been prepared using the Receipts and Payments basis.
Approved by the Trustees on 26 August 2021 and signed on their behalf
…………………………………..
**David C Cobham** Chairman
……………………………………. **Margaret V Brown** Treasurer
Page 8
## **BOTANIC GARDENS COMMUNITY ASSOCIATION FINANCIAL STATEMENT FOR THE YEAR ENDING 31 DECEMBER 2020 MOVEMENT IN FUNDS**
|**INCOME**
Botanic Social Club Funds
Donation - Collection Boxes
Donations - Individuals & Charities
Flower Sales
Grants
Pay Entry Income
Members Subscriptions
**Total Receipts**
**INCOME ANALYSIS BY FUND**
Unrestrcited Fund
Restrcited Fund
**EXPENSES**
Animals
Events
Flowers & Gardening
Insurance
Light & Heat
Miscellaneous Expenses
Printing
Repairs & Maintenance
Subsriptions
Toiletries
Fernery
**Total Payments**
**EXPENSE ANALYSIS BY FUND**
Unrestricted Fund
Restricted Fund
**RESTRICTED FUNDS**
Toilets
Aviary
Fernery
**UNRESTRICTED FUNDS**
Flowers & Gardens
Fernery
Club House
General
**TOTAL FUNDS AT 31 DEC 2020**|**2020**
**Flowers**
**Toilets**
**Aviary**
**Fernery**
**Social Club**
**General**
**Total**
**& Gardens**
-
-
-
-
3,100
-
3,100
-
-
555
297
-
-
852
6,110
-
11,000
-
-
17,110
1,454
-
-
-
-
-
1,454
-
-
-
610
-
-
610
-
2,134
-
-
-
-
2,134
-
-
-
-
-
420
420
7,564
2,134
11,555
907
3,100
420
25,680
7,564
-
-
-
3,100
420
11,084
-
2,134
11,555
907
-
-
14,596
7,564
2,134
11,555
907
3,100
420
25,680
-
-
99
-
-
-
99
-
-
-
-
-
-
-
4,973
-
-
143
-
-
5,116
-
-
-
-
-
250
250
-
-
-
-
100
-
100
-
-
-
95
311
406
-
-
-
-
-
60
60
60
3,794
526
2,008
48
6,435
-
-
-
-
250
250
-
1,174
-
-
-
-
1,174
-
-
-
-
-
-
-
5,033
4,968
625
2,246
350
669
13,891
5,033
-
-
1,339
350
669
7,391
-
4,968
625
907
-
-
6,499
5,033
4,968
625
2,246
350
669
13,891
**At 1 Jan**
**2020**
**Income**
**Expenditure**
**At 31 Dec**
**2020**
**£**
**£**
**£**
**£**
12,504
2,134
4,968
9,670
-
11,555
625
10,930
-
907
907
-
12,504
14,596
6,500
20,600
7,564
5,033
-
1,339
3,100
350
420
669
37,650
11,084
7,391
41,343
**50,154**
**25,680**
**13,891**
**61,943**|**2019**
**Total**
-
4,368
380
23,975
2,988
-
2,175|
|---|---|---|
|||33,886|
|||29,518
4,368|
|||33,886|
|||343
2,366
7,717
443
-
1,068
191
80
447
3,480|
|||16,134|
|||12,600
3,534|
|||16,134|
||||
Page 9