Trustees’ Annual Report for the period
From 01 January 2022 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 theatre, Open-air film shows, Sessions to promote good health (e.g. yoga, Pilates). All events are open to the public. 3. Restoration and preservation work in the year include: ongoing tree surgery, further improvements to drainage, further work on stabilising steep banks & re-surfacing main driveway. |
| 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 The trustees do not make grants. Para 1.38 Policy on grant making Para 1.38 Policy on social investment including program related investment
| Contribution made by volunteers |
Para 1.38 | The Trustees pay for some hours of gardening assistance (particularly in relation to growing 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 60 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 Garden proved to be a highly valuable public resource to its members and the wider public during the Covid 19 pandemic and although the numbers of visitors to the Garden as measured by money deposited in the honesty box was a little below the record recorded in 2021, it is significantly above the pre-pandemic level. Paid memberships have remained steady. 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 re-surfacing the paths and the main driveway, routine tree work and preliminary work on re- building one of the storage buildings. |
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. Some larger projects were completed and others (such as the re-building of the tool shed) started. Volunteer numbers held up and events were generally well- attended. |
|---|---|---|
| Performance of fundraising activities against objectives set |
Para 1.41 |
Investment performance Para 1.41 against objectives Other
Financial Review
| 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 £33,000 on routine expenditure and about £21,000 on special projects. The Charity’s income, which increased significantly during the pandemic, held up well and income exceeded expenditure by about £6,500. The Charity held unrestricted funds of about £122,000 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. Subsidence at the neighbouring property on the west side required the partial rebuilding of a large house and groundworks 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 continuing as a going concern |
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. £42,000 2. sales of plants £1,000 3. membership subscriptions £10,250 4. Sunday tea sales £3,616 5. Bequests & donations £729 6. Photography & other hire of Garden £750 7. Profit from events £643 8. Bank interest £406 |
|---|---|---|
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | 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 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. |
| Para1.51 | None |
Relationship with any related parties Other
Reference and Administrative details
| Charityname | PlantationGarden Preservation Trust |
|---|---|
| Other name the charity uses | PGPT |
| Registered charitynumber | 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 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 | |||
– 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 |
Funds held as custodian trustees on behalf of others
Description of the assets None held 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)
Type of Name Address adviser Name of chief executive or names of senior staff members (Optional information)
Exemptions from disclosure
Reason for non-disclosure of key personnel details
Other optional information
Declarations The trusteos declarn that they have approved the Inte8s, report atK>Ve. Slgned on behall of the charity's trustees SIgnare(sI Full nan*(s) Positlon (eg Secretsry, Cha5r, etc) 32_ as- %2S
The Plantation Garden Preservation Trust Balance Sheet as at 31[st] December 2022
| 31st December |
31st December | |
|---|---|---|
| 2022 | 2021 | |
| Assets | £ | £ |
| Current Assets | ||
| Bank of Scotland Current Account | 1,695 | 2,136 |
| Barclays Bank Current Account | 11,734 | 30,867 |
| Virgin Money Deposit Account | 109,001 | 53,809 |
| CAF 1 year fixed deposit | 30,418 | |
| Total Assets | 122,430 | 117,230 |
| Liabilities | ||
| Grants received towards 40thanniversary | 1,737 | |
| celebration events | ||
| Net Assets | 122,430 | 115,493 |
| General Fund | ||
| As at 31stDecember 2021 | 109,086 | 77,689 |
| Increase (decrease) in value for year | 6,447 | 31,397 |
| Total General Fund | 115,533 | 109,086 |
| Life Membership Fund | 6,897 | 6,407 |
| Total General & Life Funds | 122,430 | 115,493 |
The Plantation Garden Preservation Trust Profit and IA)sg AecouDt for the Year to 31st December 2022 yrt031. Year to 311t De¢¢thber 2022 Dettmber 2021 DonatiDllS Dd Grattts {see th l) 2072 Gener41 Intome 467 2,775 Entry fees Profft from Events (set not¢ 2} PlOhY fees & other hire of Garden Hooesty Box collectio$ MÉsc¢lianeous sales ses of P]ants 3231 643 742 38,757 323 968 10253 3.616 1.598 41.059 169 1.058 lo.32 3,068 206 Tours and Talks 922 Totsl General Ix¢omt Total IDeome 63,456 61.134 Expenditsre: Administratioll Amiual Gen¢rJl Meeting Insurall¢¢ Postsge. telephwA stati(w (w 3) 1.089 713 748 2,053 118 425 1231 58 676 Vohmteers. expenyes Total dmitiiytratb)n expems Costs of the Ganlen Cleaning Electri¢ity and water FertiIizers and plant control 476 1,610 235 1807 9.506 855 IYY13 lJ67 5.861 805 281 706 1,498 225 5,361 10.129 154 Plants Rubbish collection Security TeChl08Y ¢(*ts lJ32 3.502 772 163 Total of Thnnlng the G•rden Promotional ¢EnSeS 1.010 985 805 293 M¢ryhaTMJise bought& oth# publicity rA)Sts Total prornot10ll expenses SpeeMI projeets . Other ProjeL#5 for the year (see 4) Repair WOTk (see note 5) 21.IY)2 1,728 iJ68 21,092 Total of expenditure 34931 Surplus for year LliJ97
Plantation Garden Prescrvation Tn Notes to the Accounts for the year ended 3 ISI tkcember 2022 Note l.. Don101¥ & Grants 21)22 2021 £i,(M)o £i,(x)o £872 £2872 The Estate of the lat¢ Miss BW Grant from John Lewis Olher donations ceiVed £729 £729 Note 2.. Profit (Loss)from Events Events Fireworks Parties Jau Picnic & other music ev Winter P Cinen]a Shows KavoIini Concert Time Will Tell- ticketed shows Time Will Tell- show5 for schools 2022 2021 £2.140 £1.016 £492 £870 £381 £1.5(X) £63 lJ87 Note 3.. Prinltn& copying slalionery. poslage 2022 £1.124 £1.107 £2Wi 2021 £750 £IJ03 & stalio Note 4.. (hher Projeclsfor the)rar 2022 £782 2021 Reinforcement of banks Tree work Re.surfaciDg drive & &wciated work to rove drai Stora e shed lacement Electrical work The TnLSt's contiibution to the repair of the main drivewa from EarllwD Road £1.728 £7,980 £3.697 £2,795 £4,998 £21,092 £1.728 Nole 5.. Repair Work 2022 2021 £1,368 £iJ68
Ind¢p¢ndent eLqminer's report to the trustees of The Plantation Garden Pr¢servation Trust I report the trustees on my examination of the accounts of th¢ Plantation Garden Preservation Trust ('the Trust.) for the year ended 31 Decemkn 2022. Responsibihtios aDd b*sis of report As the charity tnwees of the Trusl you are resEKTrnsible for the prepardtion of the accounts in ac¢ordaDce with the requirements of the Charities Act 2011 {'the Act,). I reFrf)rt in respect of my examination of the Trust's accounts caTTied out under section 145 of the 2011 Act and in caThying out my examination I have followed all the applicable Directions given by the Charity Commission ]der s¢ction 145(5Xb) of the ACL Independent examiner's statement I have completed my examination. I confirni that no rnateri matters have come to my attentlon in connection with th¢ ¢xamiDation giving m¢ cawe to IKlieve that in any n)aterial respect: l. accounting r¢cords not kept in respect of the Trust as required by section 130 of the ACL" or 2. the acwunts do not accord with those records; or 3. the accounts do not comply with the applicable requirements concerning the forni and content of accounts set out in the Clwities <A(Unts and Rep)rts) 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 exami0 I have no concerns and have come across no other matters in connection with the examination to which attention should be dtawn in this rep)rt in order to enable a proper understatKlmg of the accounts to be reached. M D¢nnis Indep¢nd¢nt Examiner 3 Tungat¢ Crescent Norwich Date: 16 Febnlary 2023