## **Trustees’ Annual Report for the period** ## **From 1[st] January 2023 Period start date To 31[st] December 2023** ## **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, creating a
bore hole, continuing work on stabilising steep
banks & fencing| |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 FRS 102 1:18 published 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 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. The surplus of
income over expenditure was fully spent on
various projects, including the installation of a
bore hole to provide water for the Garden
without drawing on the mains supply.| ## **Additional information (optional)** You may choose to include further statements where relevant about: |Achievements against
objectives set|Para 1.41|Although increased on 2022, routine
expenditure was contained within what was
budgeted for. Some larger projects were
completed (see above ) and planning advanced
on others. Volunteer numbers remained steady
and events were 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 £39,500 on
routine expenditure out of income from core
activities of about £58,500. The surplus was
spent almost entirely on special projects. The
Charity held unrestricted funds of about
£123,000 at the year end, little changed on the
year.| |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. More 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 continuing as a going
concern|Para 1.23|With expenses rising and income likely to
remain stable, the Trustees realise that it may
be difficult to maintain the previous level of
surplus on core activities. Planning for special
projects will have to factor this in, but there is
no threat to the charityas agoingconcern.| ## **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. £36,000
2. sales of plants £1,000
3. membership subscriptions £10,150
4. Sunday tea sales £3,557
5. Talks & Tours £841
6. Photography & other hire of Garden £225
7. Profit from events £3,000
8. Bank interest £375| |---|---|---| |||| |---|---|---| |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.| |Relationship with any
related parties|Para 1.51|None| |---|---|---| |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
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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**
**wholeyear**|| |---|---|---| |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 Declarations The trustses declare that they have approved the trustees. rnport above. Signed on behalf of the charlty's trustees Signaturels) Full name(s) Position leg Secretary. Chair. otG) Roger Ambrose Brousson Connah Chair James Matt Treasurer 1CMarch 2024 ## **The Plantation Garden Preservation Trust Balance Sheet as at 31[st] December 2023** ||**31st December**
|**31st December**| |---|---|---| ||**2023**|**2022**| |**Assets**|**£**|**£**| |**Current Assets**||| |Bank of Scotland Current Account|1,539|1,695| |Barclays Bank Current Account|11,052|11,734| |Virgin Money Deposit Account||109,001| |Charity Bank Easy Access Account|71,000|| |Nationwide Building Society 18-month||| |Fixed Deposit Account|40,000|| |**Total Assets**|**123,591**|**122,430**| |**Liabilities**||| |**Net Assets**|**123,593**|**122,430**| |**General Fund**||| |As at 31stDecember 2022||| ||115,533|109,086| |Increase (decrease) in value for year|887|6,447| |**Total General Fund**|**116,420**
|**115,533**| |**Life Membership Fund**|**7,171**|**6,897**| |**Total General & Life Funds**|**123,591**|**122,430**| ## Plantation Garden Preservation Trust ## Notes to the Accounts for the year ended 31[st] December 2023 _Note 1: Profit (Loss) from Events_ |_ote 1: Profit (Loss) from Events_||| |---|---|---| |**Events**|**2023**|**2022**| |Music evenings|£2,156|£870| |Winter Party|£199|£381| |CinemaShows|£3,000|£1,500| |Kavolini Concert (invoice received late
for 2022 event)|(£115)|(£84)| |TimeWill Tell – ticketed shows||(£637)| |TimeWill Tell – shows for schools|(£2,239)|(1,387)| ||**£3,001**|**£643**| _Note 2: Printing, copying, stationery, postage_ ||**2023**|**2022**| |---|---|---| |Printing,copying &stationery|£983|£1,124| |Postage|£1,636|£1,107| ||**£2,619**|**£2,231**| _Note 3: Other Projects for the year_ |_ote 3: Other Projects for the year_||| |---|---|---| ||**2023**|**2022**| |Reinforcement of banks||£782| |Treework|£816|£840| |Re-surfacing paths & associated work to
improve drainage||£7,980| |Storage shed replacement|£1,338|£3,697| |Electricalwork||£2,795| |The Trust’s contribution to the repair of
the main drivewayfrom Earlham Road|£1,704|£4,998| |Bore hole|£14,493|| ||**£18,351**|**£21,092**| ## **The Plantation Garden Preservation Trust Profit and Loss Account for the Year to 31[st] December 2023** ||**Year to 31st**|**Year to 31st**| |---|---|---| ||**December 2023**|**December 2022**| |**Income:**||| ||**£**|**£**| |**Donations and Grants**|**386**|**729**| |**General Income**||| |Bank Interest|375|406| |Entry fees|2,645|3,231| |Profit from Events (see note 1)|3,001|643| |Photography fees & other hire of Garden|225|742| |Honesty Box collections|36,387|38,757| |Miscellaneous sales|64|323| |Sales of Plants|1,002|968| |Membership subscriptions|10,165|10,253| |Profit on tea sales|3,557|3,616| |Tours and Talks|841|544| |Sundries|86|922| |**Total General Income**|**58,348**|**60,405**| |**Total Income**|**58,734**|**61,134**| |**Expenditure:**||| |**Administration expenses**||| |Annual General Meeting|978|1,089| |Insurance|894|840| |Postage, telephone, printing, stationery (see note 2)|2,619|2,231| |Subscriptions paid|113|58| |Volunteers’ expenses|604|676| |**Total administration expenses**|**5,208**|**4,894**| |**Costs of running the Garden**||| |Cleaning|339|476| |Electricity and water|2,007|1,610| |Fertilizers and plant control|219|235| |Garden facilities|3,057|2,807| |Gardening|10,518|9,506| |Purchase, maintenance and hire of equipment|1,769|855| |Plants|3,151|2,903| |Rubbish collection|1,207|1,367| |Security|6,874|5,861| |Technology costs|2,775|805| |Tuesday Group expenses|302|281| |**Total costs of running the Garden**|**32,218**|**26,706**| |**Promotional expenses**||| |Magazine|1,000|1,010| |Merchandise bought & other publicity costs|1,070|985| |**Total promotional expenses**|**2,070**|**1,995**| |**Special projects**||| |Other Projects for the year (see note 3)|**18,351**|**21,092**| |**Total of expenditure**|**57,847**|**54,687**| |**Surplus for year**|**£887**|**£6,447**| Ind¢p¢ndent examiner's report to the trnstees of The Plantation Garden Preservation Trust I report to the trustees on my examination of the accounts of the plan￿lon Garden Preservation Trust ('the Trust.) for the year ended 31 December 2023. Responsibilities and basis of r¢port As the charity trustees of the Trust you are resw)nsible 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 Tn￿'S accounts carried out under sectkon 145 of the 2011 Act and in catrying out my examinalion I have lollowed all the applicable Directions given by the Charity Commission under section 145(5Xb) of the Act. Independent examiner's statem¢nt I hav¢ completed tny eXamir￿tiOn. I confirni that no material matters have come to my attention in connection with the examination giving me Ca￿ to believe that in any material respect: accounting records were not kept in respect of the Trust as required by section 130 of the Act. or 2. the accounts 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 Charities (Accounts and Rwrts) Regulations 2008 other than any requirement that the accounts give a 'true and fair view. which is not a ll￿tter considered as part of an independent examination. I have no concerns and have com¢ acro&s no otber matters ID connection with th¢ examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to k reached. Jlbgwu?.LU M Dennis Independent Examiner 3 Tungate Crescent Norwich Date: I l Febnwy 2024