2024-09-30-accounts - Plot 22

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Trustees’ Annual Report for the period 1[st] Oct 2023 to 30[th] Sept 2024.

Charity name: Plot 22

Charity registration number: 1165624

1. Objectives and Activities

1.1 Summary of the purposes of the charity as set out in its governing document

To provide facilities for recreation or other leisure time occupation by providing an area for use as a community garden and allotment and other activities for individuals in Brighton & Hove and the surrounding areas, who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the condition of life of the said inhabitants.
To advance education for the public benefit in the subjects of horticulture, healthy eating, conservation of natural resources and improvement of wildlife diversity, in particular by providing opportunities for learning in and around the community garden/allotment.
To advance health by the promotion of i) physical exercise through gardening ii) therapeutic horticulture iii) healthy eating, for individuals in Brighton, Hove and surrounding areas who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large.

1.2 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.

March saw a programme of Lottery funded ‘Garden Volunteers’ sessions come to an end. Established to meet increased demand for an additional women-only group in the immediate aftermath of Covid, the sessions had gradually and expectedly subsequently diminished in importance.

Otherwise, in 2023/24 our funded projects focussed on delivery of four regular key sessions aimed at specific cohorts:

Thyme & Space – for women facing mental health challenges such as depression and anxiety and / or recovering from abuse related trauma.
Growing Together - for older people, people living with dementia, and carers
Family sessions –providing access for families who don’t have their own outdoor spaces
Tuesdays –for a mix of adults who may also be receiving formal support, with a focus on inclusivity and supporting each other (comprising morning and afternoon taster sessions for new participants).

We continued to supplement our key sessions with a mixture of volunteer led events including monthly poetry and meditation meets, skills workshops hosted by guest presenters and collaborative ad hoc workshops with partner organisations.

1.3 Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit

Plot 22 Trustees have had regard to the guidance issued by the Charity Commission on public benefit.

2. Achievements and Performance

2.1 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.

In total we delivered 139 key sessions (including 40 Tuesday morning and 28 afternoon taster sessions).

Despite the number of key sessions dropping by almost 20% on the previous year (for reasons explained later in this report), total numbers of visits remained broadly consistent: 1045 adult and child spaces were attended in 23/24, compared with 1068 in 22/23.

Our key sessions were supplemented by an additional 42 sessions comprising:

The final 12 Garden Volunteers sessions referenced above
17 volunteer led poetry and meditation sessions
7 skills workshops, and
6 sessions delivered in collaboration with partner organisations

Across the year, 169 new participants signed up as new Plot 22 members.

A significant body of academic research identifies numerous physical and mental wellbeing benefits associated with providing access to allotments. For example, Healthy Ageing is shown to be enhanced through increased sense of purpose, physical health, independence, reduced instances of falls and reductions in cognitive decline / need for dementia care. Benefits for people facing mental health challenges include reduced loneliness, depression, fatigue and stress, and improved happiness, self- esteem, sense of identity, purpose and perceived social support

Given the nature of our work, quantifying the precise extent of beneficial participant / societal impact is challenging for a number of reasons (ranging from the varying and complex factors impacting an individual’s wellbeing to an understandable reluctance of many participants to become (or Plot 22 to treat them as) ‘research subjects’.

However, of 60 participants who completed a validated evaluation survey in the reporting period, 98% reported increased wellbeing, 48% increased exercise and 75% increased socialising. These quantitative indicators of impact support and supplement the more nuanced qualitative feedback we gather on a regular basis. Examples include:

‘I am very restricted in regards of my independence and spend most days at home, the plot is perfectly placed for access for me’.
‘I feel included and welcome, help me stabilize my mental health, feel I belong’
‘I couldn't have brought up my son without plot22. It really helped me (over the) last 8 years'.

3. Additional information

3.1 Achievements against objectives set

The cost-of-living crisis, ongoing legacy of Covid and increasing competition for decreasing levels of funding made 2023/24 a particularly challenging year for all working within the community and voluntary sector.

Against this general context, Plot 22 entered the year facing two additional significant challenges: our founder, Emma Houldsworth, decided to step aside as CEO after 13 years of leading day to day operations, and our primary source of funding, a three-year grant from the Lottery Community Fund, came to an end in March.

Successfully navigating these potentially existential challenges formed two of our primary objectives for the year, the third being maintaining provision of our key sessions. Ultimately, Emma’s decision to step down as CEO has provided an opportunity to review and strengthen our organisational structure. Leadership duties are now divided across a management team comprising new CEO, Jim Mayor, Garden Lead Alison Whitehead and Coordinator Dee McDonald – an arrangement that enables Plot 22 to benefit from new insights and resilience, whilst retaining Emma’s significant experience through her transition into an ambassadorial role.

In July we were delighted to discover that we had been successful in securing ongoing Lottery funding for a further three years. This new period of Lottery funding, which starts at the beginning of our next financial year, provides the platform that will enable Plot 22 to continue to deliver our established services, whilst investing additional resource into expanding that offer to a wider cross section of the local community in the form of additional sessions for new cohorts, and giving more focussed attention to knowledge exchange and sharing of best practice.

And as outlined in the previous section, we continued to provide all of our key sessions, benefitting similar numbers of people despite the total number of sessions delivered dropping by almost 20% year on year. (This drop was mainly due to a one-off grant having enabled an unusually high number of Thyme & Space sessions in ‘22/23 and a decision to pause Tuesday afternoon sessions over winter ‘23/24 due to the impact of weather on take up and so relative value for money).

3.2 Performance of fundraising activities against objectives set

Over the course of the year, Plot 22 has worked to three broad financial objectives:

To secure sufficient funding to deliver our key sessions (our ongoing / immediate term objective),
To ensure Plot 22 has sufficient short-mid-term core funding to provide the platform that enables us to deliver those sessions, and
To ensure a robust reserves policy is implemented to help us mitigate any temporary shortfalls funding targets, or, in a worst-case scenario, close down responsibly.

Ultimately, we made good progress in each area:

Our core sessions were supported through successful bids to the Enjoolata Foundation and Hubbub (Family Sessions), D’Oyly Carte (Thyme and Space), Awards for All / TSIP (Tuesdays) and the Sussex Community Foundation (Growing Together),
Our successful bid to the Lottery Community Fund secured sufficient funding to meet the majority of our core costs for the next three years, and
Our Designated General reserve was £15.126 against a target of holding a minimum of three months running costs and a maximum of one years running costs (approximately £22,500 - £90,000).

4. Financial Review

4.1 Review of the charity’s financial position at the end of the period

We held cash in the bank at 30[th] September 2024 of £75,000 (2023 £78,000). Our total Income for the year was £83,575 (2023 £98,825). Total costs for the year were £86,575 (2023 £82,728). The main financial risks to the charity are loss of funding and increased costs due to inflation. Although the core grant from the National Lottery has been re-secured, another significant grant from the local authorities is due to finish during 2024-25 and a new

award is uncertain due to a restructuring of the awards system driven by local authority cuts. Alternative funding sources are being sought to address this.

4.2 Statement explaining the policy for holding reserves stating why they are held

Our Reserves Policy, last updated in July 2022, sets out our rationale for holding a proportion of ‘…unrestricted funds in reserve to enable us to act when:

An unforeseen emergency happens (unexpected bill or to provide seed funding for an urgent project)
Unforeseen day to day (provide temporary staff cover for long term sickness)
Long-term grant not being renewed (giving time to take action)
Planned commitments (match funding requirements)
Fund short term deficits (money needed before future grant received)
To help plan for growth or to grasp opportunities when they arise.
To promote the ethos of permaculture and the PLOT 22 way by publishing and developing products that can provide an income.

We have looked at having a minimum of three months running costs and a maximum of one years running costs. This will enable PLOT 22 to apply for funding and if unsuccessful then to responsibly close the project. Using clear, timely, compassionate communications by:

Informing participants about this change and to help them to connect with other local opportunities to engage with outdoor gardening and gathering
opportunities within the Green Alliance projects.
Informing partners and establish a smooth exit for their participants and for the partnership to be ended.
To be able to pay any outstanding debts
To inform and carry out all legal requirements both with the Charity
Commission and tax office.
To pay any outstanding PAYE/NIC and redundancy

The maximum amount of a years running costs is to enable time to research, identify funding opportunities, apply and await the decisions of funders as this process can easily take up to a year’.

4.3 Amount of reserves held

At the end of the year, our unrestricted reserves were £50,175, including designated closure reserves of £15,000 and designated general reserves of £15,126.

4.4 Explanation of any uncertainties about the charity continuing as a going concern

With the new 3-year period of Lottery funding set to commence in October 2024 (which meets over 80% of core costs) and a healthy reserves balance, the board considers preparing accounts on the going concern basis entirely appropriate.

However, our ongoing success will be dependent on maintaining efforts to raise additional funding to meet the costs of our key sessions, and the next three years will require increased efforts in developing additional income streams to ensure we can be as self-sustaining as possible in the mid to long-term.

4.5 Related Party Transaction

During the year new CEO, Jim Mayor, was appointed. He is married to trustee and treasurer Vanessa Mayor. Vanessa had no involvement in the appointment. Additional procedures relating to all financial transactions involving both individuals were immediately implemented to ensure full independence and transparency within the organisation. The financial policy document was updated to reflect this. The board are fully satisfied that no conflict of interest exists. During the year Jim was paid a total of £12,213 for his services.

5. Structure, Governance and Management

5.1 Type of governing document

Constitution

5.2 How is the charity constituted?

CIO // Association

5.3 Trustee selection methods

New trustees are appointed on the basis of having the appropriate skills, experience and relationship with the plot to ensure good fit. We are mindful to invite project participants and those from diverse backgrounds.

5.4 Trustees

Bunty Dann (Chair)
Vanessa Mayor (Treasurer)
Charlotte Overton-Hart
Lynne Ridden
Simon Rowledge
Jennie Smith

6. Reference and Administrative details

6.1 Charity’s principal address

Welkin, Hill Top Road, West Hoathly, East Grinstead RH19 4QJ

6.2 Independent Examiner

Rachel Balchin, Bulldog Accounting - 12 Brogdale Place, Faversham, Kent ME13 0AF

7. Declarations

The trustees declare that they have approved the trustees’ report above.

Signatures
Name	Bunty Dann	Vanessa Mayor
Position	Chair	Treasurer
Date	18.01.25	16.01.25

	Plot 22	Plot 22	Plot 22	1165624	CC16a
	For the period from	Period start date 01.10.23	To	Period end date 30.09.24

Section A Receipts and payments
A1 Receipts Donations 3,534 Grants - Interest Received 463 Sale of Goods & services 1,045 - - - - 5,042 - - Sub total - Total receipts 5,042 A3 Payments DeliveringCharitable Activities 968 Adminstration Employee Costs - - - - - - - Sub total 968 - - Sub total - Total payments 968 Net of receipts/(payments) 4,074 A5 Transfers between funds 1,318 A6 Cash funds last year end 44,783 Cash funds this year end 50,175 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 £ - 77,033 - 1,500 - - - - 78,533 - - - 78,533 45,810 22,993 16,804 - - - - - - 85,607 - - - 85,607 - 7,074 - 1,318 33,218 24,826 Restricted funds	to the nearest £ Endowment funds	Total funds to the nearest £ 3,534 77,033 463 2,545 - - - - 83,575 - - - 83,575 46,778 22,993 16,804 - - - - - - 86,575 - - - 86,575 - 3,000 - 78,001 75,001	Last year to the nearest £
			-	3,534	4,492
			-	77,033	91,901
			-	463	142
			-	2,545	2,290
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			-	83,575	98,825

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			-	83,575	98,825

			-	46,778	46,228
			-	22,993	2,633
			-	16,804	33,867
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			-	86,575	82,728

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			-	86,575	82,728

		- 7,074	-	- 3,000	16,097
		- 1,318	-	-	-
		33,218	-	78,001
		24,826	-	75,001	16,097

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 Cash in Bank Details Receivables Details Details Details Signature *Total cash funds* (agree balances with receipts and payments account(s))	to nearest £ to nearest £ 50,175 24,826 - - - - 50,175 24,826 OK OK to nearest £ to nearest £ 245 - - - - - - - - - - - Cost (optional) - - - - - Cost (optional) - - - - - - - - - - - - - - Print Name Vanessa Mayor Bunty Dann 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
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			OK
			to nearest £ Endowment funds
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			Current value (optional)
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			Date of approval
		Vanessa Mayor	08.01.2025
		Bunty Dann	14.1.2025

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Indopendent Examiner's Report Report to the trusteesl mernbers of Plot 22 On accounts for the year ended 30 September 2024 Charity no (if anyl 1165624 Set out on pages I report to the trustees on my exsminalion of the accounts of the at charity I'the Tru5t"I for Ihe year ended 30 109 12024. Rosponslbilities and As the charity Ifuslees of the Trust. you are resF)onsible for the preparatson basls of report of the accounts in accordance with the requirements of the CharItS Act 2011 ("the Act"). I report in respect of my examination ofthe Trust's )untS carried out under Section 145 of the 2011 Act and in carrying out my examination, I have folb)wed the applicable Dir8ctions given by the Charty Commission under section 14515llb) of the Act. I have ¢ompl6ted my examinatn. I confimi that no material matters have come to my attentit)n {olher than that disclosed below") in connection wrth Ihe examination which gives Me cause to believe that in. any matenal respect: accounting records were not kept in accordance w¢lh section 130 of the Act or the accounts do not eOrd wrth the accounting records Independent oxamlnof8 slatemant I have no concerns and have come across no other matters in connection with the examination to whtch attention should be drawn in ¢yder to enable 8 proper understanding of Ihe accounts to be reached. Ple8s8 d818te the words in the br8¢kels il Ihey do nol apply Date: 1611212024 Slgnad: Name: Rachel Hall FCA Relevant professlonal qualification(s) or body (rf any): ICAEW Address: 12 Brogdale Place Faversham ME13 OAF