## **Trustees’ Annual Report for the period**
## **From 1 January 2021 Period start date To 31 December 2021 Period end date**
## **Charity name: Plantation Garden Preservation Trust**
## **Charity registration number: 1165433**
## **Objectives and Activities**
||SORP
reference||
|---|---|---|
|Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|The restoration and preservation, for the
public benefit, of the gardens at 4 Earlham
Road, Norwich, known as the Plantation
Garden|
|Summary of the main activities
in relation to those purposes
for the public benefit, in
particular, the activities,
projects or services identified
in the accounts.|Para 1.17 and
1.19|1. The Garden is open to the public 365 days a
year
2. Various events are staged, e.g. Events for
children, Music concerts, Open-air film shows,
Fireworks parties. All events are open to the
public.
3. Restoration and preservation work in the
year include: ongoing tree surgery,
improvements to drainage and further work on
stabilisingsteepbanks.|
|Statement confirming whether
the trustees have had regard
to the guidance issued by the
Charity Commission on public
benefit|Para 1.18|The Trustees confirm that that they have had
regard to the Charity Commission’s guidance
on Public Benefit (referring to the latest
guidance published on 18 October 2019)|
## **Additional information (optional)**
You may choose to include further statements where relevant about:
||SORP
reference||
|---|---|---|
|Policy on grant making|Para 1.38|The Trustees do not make grants.|
|Policy on social investment
including program related
investment|Para 1.38||
|||The Trustees pay for some hours of gardening
assistance(particularlyin relation togrowing|
|Contribution made by
volunteers|Para 1.38|plants for use in the Garden and with heavy
mowing), but otherwise all the routine work
done in the Garden including the organisation
and staging of events is carried out by
volunteers. There is a group of about 25
helpers who meet weekly to do gardening and
maintenance, and a wider group of up to a
further 65 people who help at some stage
during the year with events. Large projects
which are beyond the capability of the group
are completed by contractors selected by the
Trustees.|
|---|---|---|
|Other|||
## **Achievements and Performance**
||SORP
reference||
|---|---|---|
|Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to the
circumstances of its
beneficiaries and any wider
benefits to society as a whole.|Para 1.20|The importance of the Garden to its members
and the wider public during the Covid 19
pandemic has been shown by the very
significant increase in both membership (after
being relatively stable for a number of years it
has increased about 25%) and visits by the
public. The numbers of visitors to the Garden
as measured by money deposited in the
honesty box was again a record, with over
£44,000 collected during the year. Generally
the Trustees were able to report a successful
year during which overall income was
maintained and routine expenditure contained
within agreed limits. A number of repairs &
improvements carried out including further
reinforcement of steep banks, further tree
work, improving drainage and up-grading
electrical installations.|
## **Additional information (optional)**
You may choose to include further statements where relevant about:
|Achievements against
objectives set|Para 1.41|Routine expenditure was contained within
planned limits but some larger projects were
delayed due to difficulty in engaging
contractors.|
|---|---|---|
|Performance of fundraising
activities against objectives set|Para 1.41||
|Investment performance
against objectives|Para 1.41||
|---|---|---|
|Other|||
## **Financial Review**
|Review of the charity’s
financial position at the end of
the period|Para 1.21|In the year the Charity spent about £3,000
which was below the sums budgeted for, due
to the reasons set out in the previous section.
Consequently, with the Charity’s income
increased (largely due to the pandemic) income
exceeded expenditure by about £31,000.
The Charity held unrestricted funds of about
£115,000 at theyear end.|
|---|---|---|
|Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|The charity’s reserve is set at £50,000 and this
was not changed during the year. The main
reason why the reserve is relatively high is that
the Garden was created (in mid-19th century)
on the site of extensive chalk workings,
resulting in unstable ground. A subsidence in
2011 required remedial work costing over
£11,000. Recent subsidence at the
neighbouring property on the west side
required the partial rebuilding of a large house
andgroundworks costingsix figure sums.|
|Amount of reserves held|Para 1.22|£50,000|
|Reasons for holding zero
reserves|Para 1.22|Not applicable|
|Details of fund materially in
deficit|Para 1.24|None|
|Explanation of any
uncertainties about the charity
continuingas agoingconcern|Para 1.23|The Trustees do not see any uncertainties at
the present time.|
## **Additional information (optional)**
You may choose to include further statements where relevant about:
|The charity’s principal sources
of funds (including any
fundraising)|Para 1.47|The charity’s main sources of funds are:
1. honesty box – approx. £44,000
2. sales of plants £1,000
3. membership subscriptions £10,400
4. Sunday tea sales £3,068
5. Bequests & donations £2,872
6. Photography & other hire of Garden £1000
7. Profit from events £2,600|
|---|---|---|
|||The policy is to invest only in cash assets
operated by companies or institutions
regulated by the FCA. Short term deposits can
be used for funds not required in the short|
|Investment policy and
objectives including any social
investment policy adopted|Para 1.46|term. It is considered that the Charity does not
have sufficient assets to consider funds
exposed to wider investment and currency
risks.|
|---|---|---|
|A description of the principal
risks facing the charity|Para 1.46|The principle risk facing the Charity relates to
the nature of the site of the Garden as outlined
above, against which the trustees have
designated a large reserve. The trustees do not
commit to expenditure unless funds are
available and in a situation where anticipated
income was not received, it would not be
difficult to constrain expenditure to match.|
|Other|||
## **Structure, Governance and Management**
|Description of charity’s trusts:|||
|---|---|---|
|Type of governing document
(trust deed,royal charter)|Para 1.25|Constitution dated 17th March 2016|
|How is the charity constituted?
(e.g unincorporated
association,CIO)|Para 1.25|Unincorporated CIO|
|Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of any
person or body entitled to
appoint one or more trustees|Para 1.25|Trustees are selected and proposed by the
trustees for the time being and voted on at the
Annual General Meeting|
## **Additional information (optional)**
You may choose to include further statements where relevant about:
|Policies and procedures
adopted for the induction and
training of trustees|Para 1.51|New trustees are provided with a pack of
documents including the Constitution, latest
accounts and links to the guidance and training
provided by the Charity Commission.|
|---|---|---|
|The charity’s organisational
structure and any wider
network with which the charity
works|Para 1.51|The Charity is managed by a Committee of a
minimum of 3 and a maximum of 15 Trustees.
The Charity is not part of a wider network.|
|Relationship with any related
parties|Para 1.51|None|
|Other|||
## **Reference and Administrative details**
Charity name Plantation Garden Preservation Trust Other name the charity uses PGPT Registered charity number 1165433 Charity’s principal address The Garden is at 4 Earlham Road Norwich, NR2 3DB, but the Garden does not have a letter box. Address for communication is 9 Heigham Road Norwich NR2 3AT.
## **Names of the charity trustees who manage the charity**
|1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20|**Trustee name**|**Office (if any)**|**Dates acted if not for**
**whole year**|**Name of person (or body)**
**entitled to appoint trustee (if**
**any)**|
|---|---|---|---|---|
||Roger Connah|Chair||Trustees|
||James Malt|Treasurer||Trustees|
||Susan Bell|||Trustees|
||Valerie Striker|||Trustees|
||Ian Small|Membership Secretary||Trustees|
||Neil Blunt|||Trustees|
||Mary Turner|Secretary||Trustees|
||Ruth Liss|||Trustees|
||Penny Miller|||Trustees|
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Corporate trustees – names of the directors at the date the report was approved
**Director name**
Name of trustees holding title to property belonging to the charity
|**Trustee name**|**Dates acted if not for whole**
**year**||
|---|---|---|
|The Official Custodian for
Charities|||
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## **Funds held as custodian trustees on behalf of others**
Description of the assets held None in this capacity Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects
Details of arrangements for safe custody and segregation of such assets from the charity’s own assets
## **Additional information (optional)**
## **Names and addresses of advisers (Optional information)**
|**ames and addresses of advisers (Optional information)**|**ames and addresses of advisers (Optional information)**|**ames and addresses of advisers (Optional information)**|
|---|---|---|
|**Type of**
**adviser**
**Name**
**Address**|||
||||
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|**Name of chief executive or names of senior staff members (Optional information)**|||
## **Exemptions from disclosure**
Reason for non-disclosure of key personnel details
Full name(s)
Roger Ambrose 8rousson Connah
Jarnes Malt
Posltlon (eg Secretsry. Chalr.
Treasurer
IL
## **The Plantation Garden Preservation Trust Profit and Loss Account for the Year to 31[st] December 2021**
||**Year to 31st**|**Year to 31st**|
|---|---|---|
||**December 2021**|**December 2020**|
|**Income:**|||
||**£**|**£**|
|**Donations and Grants**(see note 1)|**2,872**|**444**|
|**General Income**|||
|Bank Interest|467|272|
|Entry fees|2,775|1,328|
|Profit from Events (see note 2)|2,664|0|
|Photography fees & other hire of Garden|1,598|785|
|Honesty Box collections|41,059|26,997|
|Miscellaneous sales|169|129|
|Sales of Plants|1,058|1,160|
|Membership subscriptions|10,392|8,164|
|Profit on tea sales|3,068|659|
|Tours and Talks|206|122|
|**Total General Income**|**63,456**|**39,616**|
|**Total Income**|**66,328**|**40,060**|
|**Expenditure:**|||
|**Administration expenses**|||
|Professional fees|0|900|
|Annual General Meeting|713|0|
|Insurance|748|737|
|Postage, telephone, printing, stationery (see note 3)|2,053|2,266|
|Subscriptions paid|118|188|
|Miscellaneous expenses|425|487|
|**Total administration expenses**|**4,057**|**4,578**|
|**Costs of running the Garden**|||
|Cleaning|484|0|
|Electricity and water|1,498|1,451|
|Fertilizers and plant control|225|260|
|Garden facilities|5,361|1,929|
|Gardening|10,129|9,678|
|Purchase, maintenance and hire of equipment|154
|821|
|Plants|3,060
|3,112|
|Professional consultancy|0|100|
|Rubbish collection|1,332|1,265|
|Security|3,502|3,466|
|Technology costs|772|767|
|Tuesday Group expenses|163|199|
|**Total costs of running the Garden**|**26,680**|**23,048**|
|**Promotional expenses**|||
|Magazine|805|690|
|Merchandise bought & other publicity costs|293|708|
|**Total promotional expenses**|**1,098**|**1,398**|
|**Special projects**|||
|Other Projects for the year (see note 4)|1,728|11,470|
|Repair work (see note 5)|1,368|237|
||**3,096**|**11,707**|
|**Total of expenditure**|**34,931**|**40,731**|
|**(Deficit) Surplus for year**|**31,397**|**£(671)**|
## **The Plantation Garden Preservation Trust Balance Sheet as at 31[st] December 2021**
||**31st December**
|**31st December**||
|---|---|---|---|
||**2021**|**2020**||
|**Assets**|**£**|**£**||
|**Current Assets**||||
|Bank of Scotland Current Account|2,136|4,435||
|Barclays Bank Current Account|30,867|22,027||
|Virgin Money Deposit Account|53,809|32,762||
|CAF 1 year fixed deposit|30,418|30,000||
|**Total Assets**|**117,230**|**89,224**||
|**Liabilities**||||
|Grants received towards 40thanniversary|1,737|6,007||
|celebration events||||
|**Net Assets**|**115,493**|**83,217**||
|**General Fund**||||
|As at 31stDecember 2020|77,689|78,360||
|Increase (decrease) in value for year|31,397
|(671)||
|**Total General Fund**|**109,086**|**77,689**||
|**Life Membership Fund**|**6,407**|**5,528**||
|**Total General & Life Funds**|**115,493**|**83,217**||
Trust ('the T) foT the year 31 D¢cemkn 2021.
th requiren ofthc ClwiliesAct 2011 ('the A¢f).
2011 Act and ill carrying out my exami{ I have followed all the appli Diffctions given by
' the Clwity conmi1(ffi s¢£tirm 145(5Xb) of the ACL .
. accounting zecLw& war )t kqrt in respect of the Trust wuittd by section 130 of the Ail
of accounts set out in the Charities (Accounts and RqM)rts) RegulatioAs 2008 other than any
b.-
Norwich
Date: 08 Febnwy 2022