## **Speen Allotment Association CIO Charity Number 1191276 Trustees Annual Report 2022** Speen Allotment Association (SAA) became a CIO on 14 September 2020. This is the charity’s second annual report covering the period from 1 January 2022 to 31 December 2022. ## **Objectives and activities** To further or benefit the residents of the parish of Speen, Newbury, Berkshire and the surrounding area, without distinction of gender, sexual orientation, race or of political, religious, or other opinions by providing allotment facilities in the interests of social welfare for recreational leisure time occupation with the objective of improving their conditions of life and physical and mental well-being. ## **Public benefit** The Trustees are made aware of the Constitution and the three Charity Commission guideline documents on public benefit PB1, PB2 and PB3. ## **Trustees** Alan Foley – Chair Nichola (Nicky) Jenkins – Secretary Colin Mansell – Treasurer Martin Wiltshire Lynne Roberts John Headland Jonathan Fitch ## **Governance** The CIO constitution is that of an association with voting members other than the trustees. The Board of Trustees is elected by the members and comprises the CIO’s management team. The Constitution provides for up to nine (9) Trustees. Each Trustee is made aware of the contents of the charity’s constitution and their terms of office, holding their posts for at least two years before retiring and offering themselves for re-election. Since the last report two of the original founding Trustees retired as required by the Constitution and were re-elected at the CIO’s AGM held in March 2022. The Trustees meet formally on a quarterly basis at minuted meetings. Individually, Trustees are involved informally in dealing with day-to-day issues on site that arise that affect members. ## **Background** SAA has a 70-year lease on the land at Station Road, Speen, Newbury. The land bordering the allotments on its southern and western sides is now owned by David Wilson Homes (DWH) who are currently pursuing various planning applications with West Berkshire Council (WBC) to deliver a major housing development that will have implications for the allotments and its members. Throughout 2022 the Trustees monitored the planning applications submitted by DWH and made representations where appropriate to both the Speen Parish Council and WBC. At the time of writing this report the Trustees are aware that some works have commenced on part of the development site that has no direct implications for the allotments/members. The Trustees continue to monitor the housing development progress in terms of compliance with the associated planning consent/conditions which contain references to the allotments. The allotments benefit from a supply of water that runs through the site to the river Lambourn. This supply tends to dry up during prolonged hot weather such as we have encountered in recent years. Due to the uncertainty about the possible adverse effects the housing development might have on the natural water supply SRSL agreed during the lease negotiations to install a mains water supply at no cost to the SAA. In late 2021 the mains water supply was installed and during the period of this report the Trustees used the supply for the first time during the period of intense weather. ## **Activities and achievements** Once again, the Trustees tried to operate on a ‘Service as usual’ basis throughout the period of this report but this was affected by both the early storms and later the sustained period of dry weather that wrought havoc for many members in terms of crop production. We were able to participate in the local annual Speen Fete where we had a stall with produce donated by our members. Money from the stall and the sale of raffle tickets provided us with a small amount of additional income. The removal of Covid restrictions enabled us to hold our annual BBQ for members and invited guests, albeit slightly later in the year than was originally planned. The Trustees met on a number of occasions and were able to discuss strategies for replacing the removed trees and for introducing plans to create areas for new hedging, trees and wildflowers to encourage biodiversity. To achieve these objectives the Trustees successfully applied to Greenham Trust’s 25th Anniversary Tree Project, supporting the Queen’s Green Canopy initiative, and working parties successfully planted a number of new fruit trees and hedging on site. Members continue to harvest as much water as possible and most members with sheds have now fitted guttering. Throughout the summer the Trustees encouraged Members to donate their surplus produce to the West Berkshire Food Bank. Deliveries were made to the food bank each Monday. Members also made donations of produce to the parish church for its harvest festival service. Throughout the reporting period membership has been consistent. The Secretary has managed the Waiting List exceptionally well is again able to meet prospective members on site whenever appropriate. It is pleasing to see that some members are encouraging their friends to help, thereby promoting our core objective. ## **Financial Review** The SAA’s primary sources of income continue to be allotment rents and Membership fees. Historically these were paid in cash at the AGM held in March but Covid changed all that. Alternative, on-line methods of payment introduced directly as a result of Covid, have continued and it is pleasing that Members have accepted these arrangements wholeheartedly. Annually, SAA provides access to a supply of farmyard manure but in 2021 the quality of what was delivered raised concerns and therefore the Trustees sought alternative arrangements. In December a supplier delivered some 225 80ltr bags of compost so we are hoping that the proof of the pudding ….! The Trustees budget to break-even whilst trying to maintain rent levels that are noticeably lower than the Town Council’s; the latter includes water supplies. SAA’s use of mains water began in August following the sustained period of dry weather that had affected the supply of natural water. The Trustees arranged for the mains supply to feed into the existing infrastructure and took regular meter readings for cost monitoring purposes. This proved invaluable as the charges levied were far in excess of what was expected. After challenging the invoicing organisation it emerged that there had been an error on its part regarding the type of meter that had been installed and normal service was resumed after exchanges of messages and further meter readings. The Treasurer prepares an annual budget ahead of the AGM and this is used by the Trustees to determine whether or not any increase will be necessary. Rent levels are voted on by members at the time of an AGM and increases take effect from the following year. Refundable deposits for new members were introduced when the CIO started to cover the costs involved in restoring to a reasonable standard any plots given up where no work had been undertaken. This initiative has been well-received and is working well. The CIO now has a reserves policy and provides members with a Statement of Assets and Liabilities. Reserves are earmarked separately for Tree and Water projects, sheds, refundable deposits and a general fund. The accounts show that the CIO made a small surplus over the reporting period in line with previous years and expectations. 1191276 Recei tsand ments accounts CC16a For the period 01101r2022 3711212022 Section A Receipts and payments Unrestrrcted funds Restricte fundB *4wvtst £ tts1￿ npare5tÉ t*the nfrar•5t£ tots iiw•st£ tolthe neare5t£ Endowrnent Total funds Last yoar A1 R￿er 8mbWthip 18es Alotmenl rents 144 144 RefundatrAe dewJsit5 Shed rents 20D 225 FundraNng Ir￿) Manure 331 331 Don¥ti￿$ 18 ie NW8 ￿￿te￿8t or ARJ 2?11 Z,591 1.921 tan see table . nvestment sa Total recelpts 2.311 2591 1.921 A3Pa ments In$urnn¢e Reni 318 103 318 103 788 501 65 316 T￿ proya Site main*Qgn W$ter project BBQ Equipment8fy%ir£ Admin Other rn4xdlaneous ex[e￿AUre 11 15 261 14 14 87 132 Sub total 1012 2,01Z A4 Asset and investment Sub total 2.012 2,012 1,500 Net of receipts/{payments) A5 Trdnsfers b•ts¥8•n funds A6 Cash funds last year end Cash funds this yearend 299 $79 421 579 421 Section B Statement of assets and liabilities at the end of the period Unrestricted funds Restricted funds to rthirest£ Endowment funds to nearest£ Categorle8 Detsi18 B1 Cash fund5 General ftjnd 3.119 Waler project 913 Tree project Refundable deposits Shed rents 450 425 160 Totsl Cash fvnds 3.119 $11 Re$￿eted fvnds EDd0v￿ent funds to near¢ste fvnds Details to nearest É FuThd to whkh cUr￿Nt￿a1¢t• Details CrAt{opkna Fund to¥rttKh asset CuThtvalue Details Sheds B4 Assets relained for the charity's own use Resth"cted 600 Amountdue duty onai Details BS Liabilities &gned by ore or bvo tru5tee5 on behawof all the trustees Date of roval Signature Print Narne Colin Mansell JB