Trustees’ Annual Report for the period
From 1[st] September 2022 to 31[st] August 2023
Charity name: Friends of Priestfield Arboretum (FoPA)
Charity registration number: 1191183
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | To protect, preserve and enhance the collection of rare and interesting specimen trees at the privately owned Priestfield Arboretum, Stony Lane, Little Kingshill, Bucks replacing and adding to them as appropriate. |
| 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 |
Work parties to maintain the site and collection of trees. Open days to enable members of the public to enjoy and learn about the collection of trees. Produce a guide book for members describing the history of the arboretum and listing the specimen trees. Maintain a list of members. Collect membership subscriptions to support the work of the CIO. Produce quarterly newsletters. Maintain a web site. Arrange liability insurance. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | Yes |
Additional information (optional) You may choose to include further statements where relevant about:
SORP reference Para 1.38 Policy on grant making Para 1.38 Policy on social investment including program related investment
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Para 1.38 Contribution made by volunteers 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 | FoPA have continued to maintain the site and collections of trees. Visits have been made to the arboretum by: Little Kingshill Village School Berkshire, Buckinghamshire & Oxfordshire Wildlife Trust Volunteers from Little Kingshill for the Big Help Out We also held two open days with 90 and 151 visitors. A new edition of our guidebook was produced. We have added 12 new specimens to the collection, but lost 4 specimens due to drought or disease. |
Additional information (optional)
You may choose to include further statements where relevant about:
Achievements against objectives set |
Para 1.41 |
|
|---|---|---|
| Performance of fundraising activities against objectives set |
Para 1.41 | |
| Investment performance against objectives |
Para 1.41 | |
| Other |
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11.0 20" May 2024
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | £4151.00 |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | Reserves are held in case needed for tree felling or other urgent problems |
| Amount of reserves held | Para 1.22 | £1,500 |
| 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 | None |
| Additional information (optional) You may choose to include further statements where relevant about: |
Additional information (optional) You may choose to include further statements where relevant about: |
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 | Membership subscriptions Open days and sale of guidebooks Other organised visits Donations |
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | |
| A description of the principal risks facing the charity |
Para 1.46 | Weather, in particular wind, rain, drought, and frost, plus the risk of fire in dry spells |
| Other |
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Structure, Governance and Management
| Description of charity’s trusts: |
||
|---|---|---|
| Type of governing document (trust deed, royal charter) |
Para 1.25 | Constitution |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | 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 | Volunteers who are elected 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 |
|
|---|---|---|
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | |
| Relationship with any related parties |
Para 1.51 | |
| Other |
Reference and Administrative details
| Charity name | Friends of Priestfield Arboretum |
|---|---|
| Other name the charity uses | None |
| Registered charity number | 1191183 |
| Charity’s principal address | Dil Kushi, Windsor Lane Little Kingshill Great Missenden Bucks HP16 0DP |
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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 (ifany) |
|---|---|---|---|---|
| TimothyPye | AGM | |||
| Liz Murray-Leslie | AGM | |||
| MaryWyatt | AGM | |||
| Paul Heath | AGM | |||
– 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 | |
|---|---|---|
| Timothy Pye | ||
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Funds held as custodian trustees on behalf of others
Description of the assets None held in this capacity Name and objects of the None charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for None 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
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Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signature(s)
Full name(s)
Position (eg Secretary, Chair, etc)
Date
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Friends of Priestfield Arboretum
Financial report for the year 1 September 2022 to 31 August 2023
November 2023
Introduction
The sources of funds (our income) for Friends of Priestfield Arboretum (FoPA) are:
-
Membership fees paid annually by bank transfer, standing order, card or cash.
-
Entrance fees from open days, usually held in May and October
-
Sale of arboretum guidebooks
-
Donations, which include fees paid to for speaking at events of other organisations.
Our two annual open days are proving increasingly popular. Entrance fees and sales of guidebooks are made by cash payment, credit or debit card.
Membership fees continue to be charged at £10 per person. There were 120 members at the end of calendar year 2022, this has risen to 138 members at end on this calendar year (2023).
Donations come from speaking events attended by members of the management committee – usually Tim Pye - and one-off donations, often made on open days.
The largest single regular outgoing during the year is insurance, which provides cover for volunteers involved in workdays at the arboretum and for us as a charitable organisation during open days when the paying public are on-site.
Other expenditure includes preparation for the open days - print costs for the guidebooks and other promotional material - and undertaking regular maintenance of the Arboretum including purchase of tools and equipment, signage, cost of new trees, fuel for machinery etc.
Our funds are held in a current account (Community account) to pay for day-to-day and regular expenses such as insurance and website maintenance.
We also have a deposit account (Business premium account) for unexpected expenses such as the removal of a dangerous branches or trees. The trustees have stipulated we should maintain a balance of at least £1,500 in this account for such unforeseen events, the account currently stands at £2,070. The bank pays a small amount of interest on this deposit account,
Finally, we maintain a small cash float for small incidental expenditure.
Income for the Financial Year
2021/22 2022/23 £ £ Membership fees - Standing orders 95 135 - Cash & cards 370 465 - Open days 138 270 Total 603 870 Entrance fees to open days 412 430 Sales of guidebooks 86 56 Donations 221 171 Interest 1 7 Total 720 664 Total Income 1,323 1,534
The income for FoPA has showed an increase over that of the previous year. Membership numbers have increased slightly, including additional recruitment at the two open days in October 22 and May 2023. Entrance fee income on open days was marginally up on 2021/2022. The October 2023 open day, which will be reflected in next year’s accounts, was particularly busy and successful.
Donations primarily come from payments made for two speaking events undertaken by Tim Pye during the year.
Expenditure for the Financial Year
2021/22
2022/23
| £ Insurance 172 Costs for open day, tools, printing etc. 343 Purchase of tree 58 Web site annual fee 34 Expenses incurred in 21/22 paid in 22/33 197 Total Expenses 804 Costs accrued in 21/22 paid in 22/23 -343 Expenses incurred in 21/22 paid in 22/33 -197 Total Expenditure 264 |
£ 172 491 0 34 0 697 343 197 1237 |
|---|---|
Based on the figures available for the year our total expenses incurred in 2022/23 have decreased. This is mainly due to using existing stocks of brochures for the open days, thereby avoiding printing costs, and acquiring trees to plant at no cost.
Expenditure reflects the payment of an outstanding expenses of £540 (343+197) to Tim Pye for costs incurred during 21/22 including outstanding bills for maintenance. This impending expense claim was noted in the previous year’s Treasurer report.
Reconciliation of Funds
The overall increase in funds for the year (Income less Expenditure) was £297 (£1,059 2021/22). The main reason for the decrease in funds generated year on year was the payment of the deferred expenses bill of £540, mentioned earlier. Income generated, less actual expenses incurred during the year, shows a net gain in of £837 (£519 2021/22)
During the year under review, £272 was paid into the deposit account, a further £28 into the current account, and a slight (-£3) reduction in petty cash.
As of 31 August 2023, the deposit account held £2,000 and the current account stood at £2,070. The petty cash fund stood at £81.
Overall FoPA is well funded and able to meet its financial commitments. Renewals of memberships continue to hold up well and our open days and donations continue to make a significant contribution to our funds.
Planned Expenditure and Income
We expect income from membership and open days to continue at similar levels as that experienced during the current year. However, as the open day in May 2022 showed, bad weather can have a detrimental effect on attendance and our income for these events.
Expenditure planned for next year includes two new entrance signs and a new site description board to replace the current printed one.
Ian Brown, Treasurer, FoPA