Charity Registration Number: 1165496
Poole Quays Forum
Trustees’ Annual Report and Accounts for the Year Ended 31 December 2022
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Poole Quays Forum Trustees’ Annual Report for the Year Ended 31 December 2022
Reference and Administration Details
Charity name Poole Quays Forum
Charity registration number 1165496
Charity’s principal address Poole Quays Forum 2 Poplar Close Poole BH15 1LP
Trustees
William Constance (Chair) Christopher Allenby (Treasurer) - re-appointed 22/06/22 Duncan Challis - retired 22/06/22 Lisa Fall Gordon Sutterby
Poole Quays Forum Trustees’ Annual Report for the Year Ended 31 December 2022
Structure, Governance and Management
Poole Quays Forum is a Charitable Incorporated Organisation (‘CIO’), which was created and registered with the Charity Commission on 9 February 2016.
Poole Quays Forum is a membership-based organisation. Membership of the CIO is open to;
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i. anyone who resides, or works or, in the case of a corporate body or a partnership has a place of business in the Neighbourhood Area; or
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ii. anyone who is an elected member of BCP Council, whose area falls within the Neighbourhood Area; and is interested in furthering the purposes of the CIO.
The general management and control of the charity rests with a board of trustees, who are elected by the membership of the charity at each annual general meeting. The board of trustees may also appoint new trustees during the year, although such persons will hold office until the next AGM, where they may be re-appointed. Trustees are required to retire by rotation, with one third of the trustees retiring each year. Trustees who retire at an Annual General Meeting (AGM) may, if still willing to act, be reappointed.
The board of trustees meet approximately once a month to manage the affairs of the charity. All trustees give their time voluntarily. They are assisted by a group of
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voluntary advisors, who provide advice and guidance to the trustees on a range of technical issues.
Objectives and Activities
The objects of the charity, as set out in its governing document, are to promote for the benefit of the public:
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a. the protection, preservation, improvement and revitalisation of the built environment;
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b. high standards of architecture and town planning;
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c. the provision or improvement of public amenities, open spaces and recreational facilities for the public at large or those who have need of them by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances; in the neighbourhood area, in particular but not exclusively by such sustainable means as may promote sustainable development, in order to improve the social economic and environmental wellbeing of the neighbourhood area.
The ‘neighbourhood area’ means the area known as Poole Old Town and Hamworthy East.
Poole Quays Forum (PQF) primarily pursues its objects as defined in the Neighbourhood Plan for the Poole Quays Forum area. Under the Localism Act 2011, a neighbourhood forum has the powers to prepare a Neighbourhood Plan and Development Order for a neighbourhood area. The PQF plan was adopted by the Local Authority (LA) in February 2017 and is now part of the LA’s planning policies. As a formal group recognized by the Local Authority, Poole Quays Forum can therefore represent the neighbourhood and the local community’s various interests. It is an opportunity for interested parties to share ideas and work together to make the neighbourhood area a better place.
Poole Quays Forum also pursues its objects by pursuing improvements to public amenities in the neighbourhood area. Such work involves working in partnership with other bodies to identify opportunities and bring forward plans to improve public space.
The trustees have referred to the Charity Commission’s guidance on public benefit when reviewing aims and objectives and when planning future activities. The trustees are satisfied that the charity meets the Charity Commission’s public benefit test.
Achievements and Performance
Following two years of COVID restrictions, this year saw a return to normal business activities. We were able to host 3 Members meetings, including the AGM held in June 2022.
The members meeting in March introduced the recently formed Bournemouth Christchurch Poole (BCP) Future Places Limited, to 76 of our members. BCP
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Future Places Limited is an urban regeneration company, wholly owned by BCP Council. They have the responsibility to facilitate the Poole Regeneration Projects including the Poole Quay. We have developed a close working relationship with Future Places and have engaged in several workshops and consultation events.
At the AGM in June, attend by 60 members, Senior Directors of BCP Council introduced the Aims and objectives and plans for the Cleaner, Greener, Safer Neighbourhood project.
This includes addressing Anti-Social Behaviour (ASB) issues and the serious and continuing problem relating to the proliferation of rubbish bins, which blight the Lower High Street and the Quay.
This was followed by Alison Smith, Project Manager for the Poole Museum improvement programme, who presented an outline of the plans. PQF continue to support this exciting project.
At a members meeting held in October, attended by 75 members, Graham Farrant, CEO, BCP Council presented a review of the Council since its formation in 2019. In addition, he outlined future plans. Samuel Fox, Interim Planning Director, gave an update on the planning team and planned developments. A lively Q and A session followed.
Our objective is to encourage the local community to play an active part in shaping the future environment for the PQF area. Providing, timely and accurate information on activities, developments and changes to the local environment, which may affect people’s work and/or living conditions. That means bringing people together, physically, to share concepts and work towards improvements in the area.
The Trustees and Advisors met regularly on 11 occasions through the year. The working group review all planning applications within the area, submitting comments to the Planning team, when appropriate. Information is passed to Members, who are encouraged to give their own views and comments. The objective is to inform people and encourage them to be active in the community. We continue to work closely with developers and BCP Council on potential developments and public realm projects, which will improve the environment and benefit the existing and future community of the Neighbourhood area.
Representative members of the Trustees and Advisor group continued engagement and contributed to other local organisations including Poole Business Improvement District (BID), the local Police Authority, the Society for Poole, and the High Street Action Zone (HAZ). Following detailed discussions with the developer’s, PQF welcomed a major new scheme within the High Street. The “Dibben’s site”, which was approved by the planning committee, but unfortunately, to date, construction has not commenced.
A significant event was the Appeal of the Quay Thistle development. BCP Planning Committee had refused planning permission against the recommendations of the Planning team. The hearing was held in June and July. PQF representatives attended and gave evidence. The appeal was dismissed.
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The site known as “Between the Bridges” had been at the planning stage for over 4 years. In July 2022 the application was due for consideration by the Planning Committee, with a recommendation for approval. At the start of the Planning Meeting BCP Council withdrew the item, because of serious concerns expressed by the statutory consultees, Historic England, and the Environment Agency. The scheme has since been withdrawn by the developers.
Contributions have been made to a new BCP Local Plan and we continue to work closely with the BCP team to ensure PQF Neighbourhood Plan policies are incorporated where ever relevant.
A proportion of the Community Infrastructure Levy (CIL) paid by developers is available for bids from the local community for projects to enhance the local environment. As PQF have a registered Neighbourhood Plan any requests for CIL funding within the PQF area must be considered by the Trustees, who make recommendations to BCP Council, who allocate the funds. We have established an application and review procedure, which has been approved by the Council. A small number of applications were received.
The Neighbourhood Plan is now firmly established as part of the BCP Council planning process. PQF will continue to work in partnership with other interested parties such as the Council, Poole Harbour Commissioners, local businesses, potential developers, and the Poole BID team to share ideas and work together to make the neighbourhood area a better place.
PQF Trustees wish to thank all members for their continued support. Membership at the year-end was 491, with an additional 167 interested parties and 24 BCP Council representatives, resulting in a mailing list of 682. All members are encouraged to participate in PQF activities and new members are most welcome.
The Trustees wish to thank the RNLI for their continued support and assistance.
A special thank you is due to fellow Trustees and Advisors, who continue to give of their time, knowledge, experience and effort on a voluntary basis.
We look forward to another active year.
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Financial Review
The charity’s incoming receipts for the period were £4597 (2021: £327), with most funds being raised through donations from the charity’s members and other supporters. All the funds were unrestricted.
The charity relies extensively on the voluntary effort of its trustees, voluntary advisors, and other supporters. For this reason, it can operate on relatively low levels of expenditure. During the period, payments made by the charity totalled £2548 (2021: £727).
The trustees aim to retain sufficient cash funds within the charity’s bank account to provide adequate working capital to sustain day-to-day operations and to meet costs as they arise. These form the general reserves of the charity. As at 31 December 2022, the charity’s cash reserves were £4255 (2021: £1206).
Declaration
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees;
William Constance Chairman of Trustees
6[th] June 2023
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Poole Quays Forum Receipts and Payments Accounts For the Year Ended 31 December 2022
| Notes | 2022 | 2021 | |
|---|---|---|---|
| £ | £ | ||
| Receipts | |||
| Grants | - | ||
| Donations and gift aid | 1097 | 327 | |
| BCP & BoP | 3500 | - | |
| Total receipts | ⎯⎯⎯⎯ | ⎯⎯⎯⎯ | |
| 4597 | 327 | ||
| ⎯⎯⎯⎯ | ⎯⎯⎯⎯ | ||
| Bank Charges | (63) | - | |
| Workshop | - | - | |
| Print & publicity | - | - | |
| Website Domain | - | - | |
| Insurance | 5 | (187) | (175) |
| ECA Planning advise | - | - | |
| Other miscellaneous costs CVS Subscription | (2298) | (552) | |
| ⎯⎯⎯⎯ | ⎯⎯⎯⎯ | ||
| Sub-total | (2548) | (727) | |
| ⎯⎯⎯⎯ | ⎯⎯⎯⎯ | ||
| Net receipts / (payments) | 2050 | (400) | |
| ⎯⎯⎯⎯ | ⎯⎯⎯⎯ | ||
| Cash funds brought forward | - | - | |
| ⎯⎯⎯⎯ | ⎯⎯⎯⎯ | ||
| Cash funds carried forward | 2050 | (400) | |
| ⎯⎯⎯⎯ | ⎯⎯⎯⎯ |
All funds are unrestricted.
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Poole Quays Forum Statement of Assets and Liabilities as at 31 December 2022
| Notes | 2022 | 2021 | |
|---|---|---|---|
| £ | £ | ||
| Cash funds | |||
| HSBC current account | 4255 | 1206 | |
| HSBC savings account | - | - | |
| ⎯⎯⎯⎯ | ⎯⎯⎯⎯ | ||
| 4255 | 1206 | ||
| ⎯⎯⎯⎯ | ⎯⎯⎯⎯ | ||
| Liabilities | |||
| Payments due | (100) | (100) | |
| Loan notes | 3 | (1,000) | (3,000) |
| ⎯⎯⎯⎯ | ⎯⎯⎯⎯ | ||
| (1,100) | (3,100) | ||
| ⎯⎯⎯⎯ | ⎯⎯⎯⎯ |
All funds are unrestricted.
Signed on behalf of all the trustees.
William Constance Chairman of the Trustees 6[th] June 2023
Accounts reviewed by
DEBBIE L. FERGUSON Date: 8[th] June 2023
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Poole Quays Forum Notes to the Accounts for the Year Ended 31 December 2022
The following notes provide additional analysis to assist with the understanding of the accounts.
1. Basis of preparation
As a CIO, the charity is required to follow accounting and reporting requirements set out by charity law. As the charity’s annual income is below £250,000, it is permitted to prepare its accounts on a receipts and payments basis. The charity has therefore chosen to present receipts and payments accounts with a statement of assets and liabilities.
2. Independent examination of the accounts
An audit or independent examination is only required if the charity’s gross income is over £25,000. The trustees have therefore decided not to have an independent examination performed in accordance with the Charity Commission’s guidance set out in ‘Independent examination of charity accounts: examiners (CC32) ’. The Trustees have, however, subjected the accounts to informal external verification by a suitably experienced person not connected to the charity.
3. Loan notes
Loan notes were partly repaid and/or transferred as donations to PQF. Duncan Challis, retired as a Trustee. He was repaid £500 and donated the balance of £500 to PQF. Christopher Allenby and William Constance each donated £500 of the loan notes to PQF. New loan notes to the value of £500 were issued on 08/11/2022.
| 2022 | 2021 | |
|---|---|---|
| £ | £ | |
| Christopher Allenby | (500) | (1,000) |
| Duncan Challis | (000) | (1,000) |
| William Constance | (500) | (1,000) |
| ⎯⎯⎯⎯ | ⎯⎯⎯⎯ | |
| (1,000) | (3,000) | |
| ⎯⎯⎯⎯ | ⎯⎯⎯⎯ |
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