PETT LEVEL PRESERVATION TRUST
TRUSTEES ANNUAL REPORT
31/08/22 – 31/08/23
1.0 ADMINISTRATIVE DETAILS
Charity Name – Pett Level Preservation Trust (PLPT)
Charity Registration Number - 1164637
Address of the principal office – The Edge, Toot Rock, Pett Level TN35 4EN
PLPT Trustees over the period of this report:
| Name | |
|---|---|
| 1 | Cliff Dean |
| 2 | Zana Duthie |
| 3 | Lois Hall (Resigned March 2022) |
| 4 | John Newton |
| 5 | Cedric James (resigned December 2022) |
| 6 | Martin King |
| 7 | Keith Swallow |
| 8 | Paul Jordan (resigned March 2023) |
| 9 | Theresa Noutch |
| 10 | Katrina Julian |
| 11 | Jo Mayne |
| 12 | Sue Harris (Treasurer) |
| 13 | Joanna Felton |
2.0 STRUCTURE, GOVERNANCE AND MANAGEMENT
The PLPT is a Charitable Incorporated Organisation (CIO)
The PLPT was constituted on 26[th] January 1974 by Deed of Trust.
The Charity is managed by 11 trustees who meet quarterly. There is also a Friends of PLPT group which is an annual subscription-based organisation[1] . All Trustees are members of the Friends Group but the Friends Group has no powers of governance – it is a support group only. The PLPT does not employ staff.
Method for the recruitment and appointment of new trustees – Candidates can
approach any Trustee to express an interest or apply in writing to the Chair. Candidates are recommended to a Trustees meeting by that Trustee or the Chair. The applicant’s suitability as a Trustee is discussed and if approved, a formal offer of becoming a Trustee is made to the candidate. Trustees are elected to particular posts (e.g. Chair, Treasurer etc.) on an open vote of Trustees held at one of the quarterly meetings. The PLPT operates within a maximum of 15 and minimum of 10 Trustees.
PLPT decision-making process – overarching decisions are made at the quarterly meetings of the Trustees. Details of implementation are usually left to two or more officers with responsibility for that particular aspect of the Trusts work e.g. land management.
1 It was agreed at the September 2017 Trustees meeting that Life subscription would no longer be offered except as an honorary title.
3.0 FINANCIAL REVIEW
All money raised by the Trust whether by fund raising, grant aid, membership fees from the Friends Group or any other means is spent on furthering the Trust’s activities, which are as follows
PRESERVATION OF 24 ACRES OF LAND AT PETT LEVEL INCLUDING HABITAT DIVERSIFICATION THROUGH CLEARING SCRUB AND CARRYING OUT OTHER MAINTENANCE FOR THE BENEFIT OF THE PUBLIC AND FOR GENERAL ACCESS
See Annex 1 Financial Statement
The PLPT policy is to retain a minimum of £5000 as a Reserve Fund.
4.0 PUBLIC BENEFIT STATEMENT
The PLPT Trustees 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.
5.0 OBJECTIVES AND ACTIVITIES
The objects of the PLPT are as follows
(1) TO PRESERVE THE LAND AT PETT LEVEL OUTLINED AND ETCHED IN RED ON THE ATTACHED PLAN FOR THE PERMANENT BENEFIT OF THE PUBLIC GENERALLY
(2) TO PROMOTE THE BREEDING OF WILD BIRDS, ANIMALS AND INSECTS WHICH ARE HARMLESS, BEAUTIFUL OR LIKELY TO BECOME EXTINCT
Part of the PLPT land is within the Pett Level Site of Special Scientific Interest (SSSI) and PLPT has an agreement with Natural England regarding the management of this particular area of land.
6.0 ACHIEVEMENTS AND PERFORMANCE
In the 12 months covered by this report (31 August 2022 to 31 August 2023) the PLPT:
-
Held three Trustee meetings (12 September 2022, 9 December 2022, 10 March 2023, 9 June 2023)
-
Seven volunteer land management days resulting in c100 volunteer hours being contributed.
-
Employed contractors over c5 days to remove scrub, mow rough grassland with machinery and maintain public access.
-
Maintained notices denoting PLPT land ownership on gates and fences.
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Maintained a website www.pettlevelpreservationtrust.org and Facebook account
-
Contributed articles to Pett Parish News and published an annual members newsletter.
-
Ran a stall at the Pett Village Flower Show
-
Raised £14,178 in memberships, fundraising, payments and donations towards key PLPT projects and management.
-
Liaised with local residents and landowners regarding tree and land management.
-
Liaised with adjoining landowners and neighbours regarding access, land management and other issues
-
See Activity Report in Annex 3 for further details.
These activities contributed to the effective management of the PLPT estate including complying with requirements set by Natural England in regard to those areas of land that are designated as SSSI. Accordingly, it preserved and diversified the wildlife interest of the estate enhancing its benefit to local people and visitors to the area, and helping to raise their understanding of the importance of the area and its contribution to sustainability.
This is a true and accurate record of the Trusts constitution and activities reviewed and approved by Trustees.
Zana Duthie Chair
John Newton Trustee
Annex 1 - Financial Statement
The accounts and financial statements have been prepared in accordance with the accounting policies set out in notes to the accounts and comply with:
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The charity’s governing document;
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Accounting and Reporting by Charities: Statement of Recommended Practice;
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the Financial Reporting Standard for Smaller Entities (FRSSE)
-
the Charities Act 2011
-
UK Generally Accepted Practice
insofar as they apply to the charity and its Trustees’ Annual Report & Financial Statements.
Finance Update
The Trust raised £5283 during the October 2022 – September 2023 financial year. As usual this was raised through the generosity of our supporters, either by membership subscriptions or donations, and our fundraising activities. No grants were received during the year. The fundraising comprised the annual postcard competition and a Disco, held at the New Beach Club. The latter being a joint event raising funds for Cancer Research, Pett Church and the Pett Level Preservation Trust. Trust members’ annual subscriptions and donations raised £3060.
There were no new grant applications during this year. £1000, being Year 4 of the 5 years Garfield Weston Foundation grant, was used to support land management.
The Trust’s total expenditure for the year was £2548. The purchase of a scythe bar mower during the previous year, together with our faithful band of volunteers, helped to reduce the need for contractors for some of the routine land management activities including scrub clearance and maintaining pathways, however the Trust still needed to pay for the grass cutting and other fundraising activities costs and Trust administration. As costs continue to rise, the maintenance of the Trust land continues to be a challenge.
The Trust began the new financial year in October 2023 with funds of £20,919, including our £5,000 ‘reserve’ fund held for future large and unexpected expenses.
Receipts & Payments Accounts
Year: CIO Name: CIO Number:
01/09/202 31/08/2023 2
Pett Level Preservation Trust 1164637
| Current Account |
Reserve Account |
Total Cash funds |
|
|---|---|---|---|
| Opening balances | 13096 | 5087 | 18183 |
| Receipts 2022-23 | |||
| Fundraising | 904 | 13 | |
| Payments | 304 | ||
| Members &Donations | 3060 | ||
| Grants | 1000 | ||
| Bank Interest | 3 | ||
| Receipts subtotal: | 5268 | 16 | |
| Asset & Investment sales |
0 | 0 | |
| Receipts Total: | 5268 | 16 |
| Payments 2022-23 | Current Account |
Reserve Account |
Total Cash Funds |
|---|---|---|---|
| Insurance cover | 388 | ||
| Admincosts | 36 | ||
| Landmanagement | 2014 | ||
| info & publicity | |||
| Fundraising costs | 110 | ||
| projects | |||
| Subtotal | 2548 | 0 | |
| Total Payments | 2548 | 0 | |
| Net of Receipts/(payments) |
2720 | 16 | |
| Balances at this | 15816 | 5103 | 20919 |
year end
Assets & Liabilities
| Assets & Liabilities |
|
|---|---|
| Other Monetary Assets |
0 |
| Investment Assets | 0 |
| Assets's retained for PLPTownuse |
1349 |
| Liabilities | 0 |
| Debts outstanding secured by charge on PLPT assets |
No outstanding debts |
| Potential liability associated with any outstanding guarantees given |
None given |
This Annual Financial Statement: Accurately reflects the accounts for the year Confirms that expenditures made align with PLPT objectives
PLPT
Trustees
Name: Signature: SUSAN J HARRIS Name: Signature: ALEXANDRA DUTHIE Date: 09/12/2023
Annex 2 Plan of PLPT Land Holding showing management compartments
Annex 3 – PLPT Activity Report
MIDDLE BRIDGE
Throughout the year involvement with the rebuilding of Middle Bridge with local residents and appointed contractor.
SEPTEMBER 2022
Compartment 1.
Rake arisings from mowing. Cut sycamore. Cut back growth beside tarmac road. Build bonfire to burn when wind direction more favourable
OCTOBER 2022
Compartment 4
Compartment 2 and 3 Contractor employed to cut rough grassland Clearing re-growth round pond.
NOVEMBER 2022
Compartment 4
Meeting held with Natural England who were very supportive of Trusts work.
Christmas stall and sale of Christmas Cards
DECEMBER 2022
Volunteer work party cleared invasive scrub from the old tennis court and around the piers to Middle Bridge.
Work party with local residents to open up footpath through to Chick Hill
JANUARY 2023
Volunteer Work Party
FEBRUARY 2021
Volunteer Work Party
MARCH 2023
Compartments 2 and 3
Alexanders cut back by volunteers using Trusts machine Involvement with Pett Level Flood Group
APRIL 2023
Annual Meeting held
MAY 2023
Annual Trust Newsletter printed & distributed
JUNE 2023
Vandalism of Observation Post on Toot Rock with metal gate being damaged
JULY 2023
PLPT stand at the Pett Village Flower Show
AUGUST 2023
Compartments 4 Mowing fringes of footpath to enable access by public.
The major management work was undertaken in September 2022 when a contractor was employed to cut, using specialist machinery, various sections of Compartment 2 and 3 (see plan attached Annex 2) and the arisings collected (see photographs 1-4 Annex 3). This work was carried out over 1 day. The one slight change adopted this year was that the collection of arisings was focused on those areas that were considered likely to benefit the most from the conservation work. This regime will continue for at least the next 2 years thanks to the support of the Garfield Weston Foundation grant.
| Charity Name PETT LEVEL PRESERVATION TRUST |
Charity Name PETT LEVEL PRESERVATION TRUST |
Charity Name PETT LEVEL PRESERVATION TRUST |
No (if any) 1164637 |
CC16a | |
|---|---|---|---|---|---|
| For the period from |
Period start date 9/1/2022 |
To | Period end date 8/31/2023 |
||
| Section A Receipts and payments | |||||
| A1 Receipts FUNDRAISING 916 MEMBERS 530 DONATIONS 2,530 GRANTS 1,000 OTHER INCOME 304 INTEREST RECEIVED 4 - - 5,284 - - Sub total - Total receipts 5,284 A3 Payments LAND MANAGEMENT 2,014 INSURANCE 388 PRINTING 110 HALL HIRE - AGM 36 - - - - - Sub total 2,548 - - Sub total - Total payments 2,548 Net of receipts/(payments) 2,736 A5 Transfers between funds - A6 Cash funds last year end 18,182 Cash funds this year end 20,918 Unrestricted funds to the nearest £ Sub total(Gross income for AR) A2 Asset and investment sales, (see table). A4 Asset and investment purchases, (see table) |
to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Restricted funds |
to the nearest £ Endowment funds |
Total funds to the nearest £ 916 530 2,530 1,000 304 4 - - 5,284 - - - 5,284 2,014 388 110 36 - - - - - 2,548 - - - 2,548 2,736 - 18,182 20,918 |
Last year to the nearest £ |
|
| - | 916 | - | |||
| - | 530 | - | |||
| - | 2,530 | - | |||
| - | 1,000 | - | |||
| - | 304 | - | |||
| - | 4 | - | |||
| - | - | - | |||
| - | - | - | |||
| - | 5,284 | - | |||
| - | - | ||||
| - | - | - | |||
| - | - | - | |||
| - | 5,284 | - | |||
| - | 2,014 | - | |||
| - | 388 | - | |||
| - | 110 | - | |||
| - | 36 | - | |||
| - | - | - | |||
| - | - | - | |||
| - | - | - | |||
| - | - | - | |||
| - | - | - | |||
| - | 2,548 | - | |||
| - | - | ||||
| - | - | ||||
| - | - | - | |||
| - | 2,548 | - | |||
| - | - | 2,736 | - | ||
| - | - | - | - | ||
| - | - | 18,182 | - | ||
| - | - | 20,918 | - |
Section B Statement of assets and liabilities at the end of the period
| Categories B1 Cash funds B2 Other monetary assets B3 Investment assets B5 Liabilities B4 Assets retained for the charity’s own use Signed by one or two trustees on behalf of all the trustees |
Details CURRENT ACCOUNT Details Details Details SCYTHE MOWER (21/22) Details Signature Total cash funds (agree balances with receipts and payments account(s)) |
to nearest £ to nearest £ 20,918 - - - - 20,918 - OK OK to nearest £ to nearest £ - - - - - - - - - - - - Cost (optional) - - - - - Cost (optional) 1,349 - - - - - - - - - - - - - Print Name SUSAN J HARRIS Unrestricted funds Restricted funds Unrestricted funds Restricted funds Fund to which asset belongs Fund to which asset belongs Fund to which liability relates Amount due (optional) |
to nearest £ Endowment funds |
|---|---|---|---|
| - | |||
| - | |||
| - | |||
| - | |||
| OK | |||
| to nearest £ Endowment funds |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Current value (optional) |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Current value (optional) |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| When due (optional) |
|||
| Date of approval |
|||
| SUSAN J HARRIS | 12/9/2023 |
ALEXANDRA DUTHIE 121912023