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2022-12-31-accounts

TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2022

CONTENTS Page
Charity Information 2
Annual Trustees’ Report 3-8
Statement of Financial Activities 9
Balance Sheet 10
Notes to the Financial Statements 11-15
Independent Examiner’s Report 16

Registered Charity No. 208080

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Hardy Plant Society

Report & Financial Statements 2022

CHARITY INFORMATION

Trustees Sally Adams Jaime Blake From September 2022 Karen Gimson Lynne Hackett Peter Howard Tricia Newton Heather Farquhar Graham Farquhar Keith Scott Saul Walker From March 2022 Chairman Pamela Clark Vice Chairman Vacancy Hon. Treasurer Stuart Senior Hon. Secretary Helen Curtis Hon. Secretary Linda Hall (Trustees) Office Manager Clare Powell Charity Registration No. 208080 VAT Registration No. 472-9285-14 Registered Office 3 Basepoint Business Centre, Crab Apple Way, EVESHAM, WR11 1GP Haines Watts Worcester Limited, Independent 6 Abbey Lane Court, Abbey Lane, Examiner EVESHAM, WR11 4BY

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TRUSTEES’ REPORT FOR THE YEAR ENDED 31 DECEMBER 2022

The Trustees present their Annual Report and the Financial Statements of the Society for the year ended 31 December 2022 in compliance with current statutory requirements and the charity’s governing documents.

Status

The Society is registered by the Charity Commission as a charity (number 208080) and operates under the provisions of a Constitution approved by AGM on 26/03/2011 and amended at AGMs on 30/03/2019 and 31/07/2020.

The objects for which the Society was established are to:

Trustees

The Society is managed by a committee of Trustees comprising up to twelve members each elected for a period of four years, plus any co-opted members and, additionally, four officers who are elected annually.

Activities

Introduction

Concern had been expressed during the year that one of the outcomes of the global Covid pandemic and the UK ‘cost-of-living’ crisis was that membership numbers might fall. While there was a decline in subscription renewals in the early months of the year all the indications were that membership would rise during the annual renewal process, and this has proved to be the case.

Like many organisations and charities, the Hardy Plant Society has seen lower attendances at local and special interest group events in some, but not all cases. Fears began to be expressed that the Society might fade away. However, the Board of Trustees had no intention of being responsible for executing a policy of managed decline. An opportunity to review the Society’s existing website developed into an occasion to look at the current value of the Society and to research and analyse topics that would develop the organisation as an expert knowledge base for plants and plantsmanship. To that end a project leader, Bill Hodgson, an HPS member and recent owner of an online marketing and web development company, was engaged on a

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contract basis. His detailed and extensive work and expert advice have moved what was a potential website development into a major Communications Strategy covering all areas of the Society’s activities.

In late 2022 an active programme of member engagement resulted in a high turnout on briefings for group leadership teams. The 2023 plans for the initiative will actively involve members in considering, amongst other topics, future existing and new membership development; plant and gardening knowledge and information and how to deliver it across a range of media (print, online, social media technologies); media relationships; and Society branding and design.

As will be seen below, the Society’s Postholders continue to provide the current range of member services and benefits, all of which support the organisation’s charitable objectives. It is likely that these objectives will be examined in the course of the strategic review, referred to above, to ensure that the Society continues to fulfil them as outlined at the Society’s inception and to confirm that they reflect needs and obligations almost 70 years on.

After two uncertain years under the influence of external factors, the Society finds itself in a strong position with its full complement of Postholder volunteers and with support from a growing number of members who are willing to undertake short-term projects on the Society’s behalf. The Trustees enter 2023 in a positive frame of mind and look forward to the Society ensuring its place as one of the UK’s leading horticultural organisations.

The Office and Administration

At the start of 2023, the Trustees created a new role and Clare Powell became our Office Manager. The job of Administrator has grown over recent years and the new job title reflects these changes. Clare will remain the first point of contact for members dealing with membership and orders, but she will also take on more varied tasks.

There has been an upgrade of some computer hardware, including a new laptop. The office is no longer dependent on a Basepoint server as the new cloud-based system will enhance working file security and further enable remote working.

The Office Manual was completed. The document will be updated regularly to reflect current procedures.

Following the pandemic, many speakers and lecturers were no longer offering talks to our Groups. Tricia Fraser volunteered to completely review the Speakers List with assistance from three members: Diana Garner, Kate Brown and Pat Hunter. The new list was welcomed by Group Secretaries and is available on the website.

HPS Journal

Unusually for the Journal, it appears that we have ample copy to fill the nominal 84 pages for the spring 2023 issue. We have an interesting range of articles, which is encouraging – all that’s left is to make them as presentable as possible. The return of the Horticultural Advisory Team is very welcome, and our relationship with the Garden Media Guild continues to yield some new authors. The Garden writing feature has had its run – it’s a pity publishing houses are so unresponsive; otherwise, we could include more worthy, recently published material.

The team of editor, proof-reader, fact-checker and typesetter is intact so far, and Souren is extremely grateful to have such expert and dedicated help.

Newsletter

Production of three editions of the Society’s 40-page newsletter continued in 2022.

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Content continues to focus on both national and local stories about events and member activities – including interviews with a range of HPS members including introducing our new trustee Jaime Blake to readers. Other profiles included the four new members of the new Horticultural Advisory Team, a Belgian GP member who shared his passion for hardy geraniums and two of the society’s Special Interest Groups were also featured. Full coverage was carried of the society’s first Annual Lecture Day and AGM, held in Taunton, since before Covid.

The print and mail preparation services of the newsletter went to re-tender in 2022 and the incumbent specialist company, HMCA, based in Knaresborough, retained the contract.

Booklets

Sales of booklets were fairly steady in 2022. There are currently eight booklets available and of these Euphorbias, Geraniums and Pulmonarias have all sold well. The updated version of Gail Harland’s ‘Peonies’ was published in the Spring with many more excellent photographs. Since then Gail has been working on ‘Galanthus - a guide to snowdrops’ and the text and photos have now been sent to the designer. We hope to be able to launch that in the new year, during the snowdrop season.

No further booklets are planned at present but there have been several suggestions, and these are being followed up.

Seed Distribution

The Seed Distribution Scheme was more successful than last year in terms of the number of types of seed available, 1702 , although there were fewer portions of seed due to the dry summer. Some donors sent apologies with their contributions saying there was less seed available to collect. The number of donors almost exactly matched last year with a continuing slight downward trend. About one hundred volunteers were involved in the various processes from seed receiving to order picking and the fulfilling of charity requests, free samples for local events and the samples that go in the packs for every new member.

There were fewer donors this year, indicating a pressing need for more publicity and the promoting of awareness within local groups.

The focus for the coming year will be the completion of a Seed Distribution Review, talks to local groups outlining the scheme and the revising of the website entry.

Conservation

The annual exchange meeting of the Conservation Scheme was well attended, with a good selection of propagated plants. Several of the local group co-ordinators were involved in checking the availability of plants in the scheme, reviewing the Plant Finder and website lists, and in some cases contacting nurseries.

In addition to meetings, the national coordinator has encouraged interest in the scheme by providing talks and displays at HPS meetings and contributing articles to the national newsletter. There has been quite a bit of interest from independent HPS members who don’t currently belong to a local group. The scheme is always happy to welcome new growers as well as new plants. Arrangements have been made to introduce some Helenium cultivars in 2023.

Shows & Events

The Annual Lecture Day was held at Taunton and hosted by Somerset Group. Around 120 members attended the event and heard two very contrasting talks from Rosie Hardy and Keith Wiley.

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Our presence at shows is an excellent way to inspire people to grow hardy perennials and publicise our charitable aims. The Society’s display stand at the RHS Malvern Spring Festival 2022 attracted many visitors. The Society was awarded a silver medal and ‘Best Society Stand in Show’ which was presented by HRH The Princess Royal. (We must concede however, that many Societies chose not to exhibit in 2022 and there was little competition.)

We were also well represented at the Staffordshire County Show and the Chorley Flower Show, and the West Yorkshire Group attended the Harrogate Flower Show and were awarded a Premier Gold medal (although there was no-one sufficiently royal to present it!).

Two new display banners were produced for the RHS Rosemoor Flower Show. The design can be adapted for use by Groups at other events.

Following our appeals for volunteers, we now have two Shows and Events Post Holders, Saul Walker and Helen Brown. They will work as a team to provide advice to any group considering or preparing to host an event.

The Kenneth Black Bursary Scheme (KBBS)

The number of applications increased during 2022 following two lean years of limited training opportunities and travel restrictions during the pandemic. We received applications from students studying at Kew, some requesting part funding for their travel while undertaking work experience abroad. KBBS also helped academic and postgraduate students studying taxonomy. Applications from self-employed gardeners who were seeking assistance to help them win a qualification or to attend horticultural events were warmly received. We estimate the number of bursaries awarded will increase during 2023: as at 1[st] January 2023, there remains £181,763 in the Kenneth Black Fund which needs to be spent!

Kenneth Black Bursary Awards

----- Start of picture text -----
£25,000
£22,318
£20,000
£14,249
£15,000
£12,479
£10,000 £8,174 £8,960
£4,560 £4,750
£5,000
£1,962
£0
2015 2016 2017 2018 2019 2020 2021 2022
----- End of picture text -----

Publicity and PR activity

The publicity postholder helps underpin the charitable objects of the HPS through communication of the work of the Society. This year has focused on building media networks to enable dissemination of HPS news and knowledge enabling it to be shared with a wider audience. This has included promotion of the new booklet, Galanthus, a Guide to Snowdrops, celebrating the 50[th] edition of Cornucopia and publicity support for the shows and events team.

To assist local and special interest groups with publicity activities we have introduced an HPS Publicity Forum. The aim of the forum is to allow two-way communication around issues relating

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to publicity and space for the team to share information and support each other. In 2022 the group created a short PowerPoint presentation, giving a clear and concise overview of the society, this is designed to sit at the start of a longer group or plant focused presentation and is now available to members through the office.

The website

The website contributes to the Society's charitable objects by making our activities more readily accessible, both to many of our members and to the wider public. This includes the image library, seed distribution and publications. Amongst other things there are around 350 recent articles written by knowledgeable, or expert, practitioners not available elsewhere, over 400 articles from past copies of The Journal and nearly 400, from Cornucopia, written by group members over the years. Website analytics typically report about 80,000 users each year.

Finance

Financial outcome 2022

The highlight of the year was the 4% increase in member subscriptions, reversing the downward trend of recent years. And following the Covid-19 years, the expenditure on our charitable objects, in particular the bursary scheme and the support to shows, all increased significantly. On a bleaker note, the 2021 gain in the value of our equity investments was effectively wiped out in 2022. So, overall, we are posting a deficit of £44,562 for 2022 of which £29,066 is attributable to the investment loss.

Nonetheless, we remain in very good financial shape with total funds of £546,784.

Investment policy

The Society’s approach to financial matters, and investments in particular, is one of extreme prudence given the current (and likely future) volatility of equity markets, the very modest interest rates on deposit accounts and low returns on bonds. For this reason, the Society chooses to keep approximately half of its funds as cash (in current and deposit accounts). The remainder is in fixed interest bonds and equities.

Reserves policy

The cash flows of the Society are generally positive. Membership subscriptions are received at the beginning of the year and these, with the prior year Gift Aid payment already banked, cover the operating costs of the Society. Nonetheless, the Trustees have decided that it should set a level of reserves to cover unforeseeable expenditure such as might be incurred in the very unlikely event of the Society closing down or membership declining very rapidly, or an uninsured claim being made against the Society. A level of £50,000 has been set.

Future Plans

The Society’s priorities for the year ahead are to:

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Trustees’ Responsibilities

Under charity law the Trustees are required to prepare financial statements for each year which show a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources, including the income and expenditure, of the charity for that period. In preparing these financial statements, the Trustees are required to:

The Trustees are responsible for keeping adequate accounting records that disclose with reasonable accuracy at any time the financial position of the charity. The Trustees are also required to act in accordance with the Constitution of the Society and to take such steps as are reasonable to safeguard the assets of the Society and to prevent and to detect fraud and other irregularities.

The Trustees confirm that they have referred to the guidance contained in the Charity Commission’s general guidance on public benefit when reviewing the charity’s aims and objectives and in planning future activities.

Signed on behalf of the Trustees:

Pamela Clark, Chairman

Date: 16[th] May 2023

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Statement of Financial Activities

Note
INCOME
Income from generated funds:
- Voluntary income
2
- Activities for generating funds
3
Income from charitable activities
4
Investment income
TOTAL
EXPENDITURE
Costs of generating voluntary
income
5
Charitable activities
6
Governance costs
7
Other resources expended
8
Bursaries etc.
9
TOTAL
Net Gain/Loss on investment
Net Income for the year
NET MOVEMENT IN FUNDS
RECONCILIATION OF FUNDS
Funds B/F at 1 January 2022
TOTAL FUNDS C/F at 31 December
2022		 Unrestricted
Funds
£
89,275
5,154
11,765
3,883
110,077
49,351
58,854
2,164
2,705
113,074
(19,024)
(22,021)
(22,021)
387,042
365,021		 Designated
Funds
£
2,050
2,050
14,549
14,549
(10,042)
(22,541)
(22,541)
204,304
181,763		 2022
Total
Funds
£
89,275
5,154
11,765
5,933
112,127
49,351
58,854
2,164
2,705
14,549
127,623
(29,066)
(44,562)
(44,562)
591,346
546,784		 2021
Total
Funds
£
88,206
5,621
11,473
4,940
110,240
42,568
51,592
840
251
5,043
100,294
30,062
40,008
40,008
551,338
591,346

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Balance Sheet

----- Start of picture text -----
2022 2021
Note
Fixed assets 11 791 261
Current assets
Bank balances 275,620 290,980
Investments at cost 12 285,770 314,834
Debtors &
prepayments 13 9,162 7,227
Stock (booklets) 7,618 6,621
578,170 619,662
Creditors: amounts falling due within one year
14 (32,177) (28,577)
Net current assets 545,993 591,346
Total assets less current liabilities 546,784 591,346
Financed by:
General fund 15 365,022 387,043
Bursary fund 15 181,762 204,303
546,784 591,346
----- End of picture text -----

The accounts were approved by the Trustees on 16[th] May 2023.

Pamela Clark Stuart Senior Chairman Treasurer

The notes on pages 11 to 15 form part of these financial statements.

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Notes to the Accounts

1 Accounting policies

1.1 Basis of preparation:

The accounts have been prepared under the historical cost convention.

The accounts have been prepared in accordance with applicable accounting standards and the Charities Statement of Recommended Practice (SORP) FRS102.

The accounts have been prepared on an accruals basis as they have been in previous years.

1.2 Incoming resources

Subscriptions are accounted for net of VAT and are accounted for in the year to which they relate.

Donations are accounted for gross when received.

Investment income is based on the interest receivable for the year.

Sundry sales are accounted for net of VAT and are recognised when they are invoiced.

Advertising income is accounted for net of VAT and is recognised when invoiced.

1.3 Resources expended

Costs are allocated between costs of generating funds and charitable expenditure according to the nature of the cost.

1.4 Fixed Assets and depreciation

Fixed assets for charity use are capitalised at cost, they are stated in the accounts at cost less depreciation. Depreciation is calculated to write off the cost of the fixed assets, less their estimated residual value, over their expected useful lives on an individual basis.

Office equipment: 25% Reducing balance Computer equipment: 3 years straight line

1.5 Investments

Investments are included in the accounts at their market value.

1.6 Stock

Stocks are valued at the lower of cost and net realisable value.

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2
Voluntary income
Subscriptions
Donations
Gift Aid
3
Activities for generating funds
Advertising
Booklets
4
Incoming resources from charitable
activities
Seed distribution
Cornucopia
Enamel badges
AGM/ALD
5
Costs of generating voluntary income
Administration services
Bookkeeping
Legal & professional
Office rent, heat & light
Printing, postage & telephone
Meetings
Insurance
Publicity
Depreciation of equipment
Bank charges
New systems project
Process modelling
Software & IT support		 2022
£
Unrestricted
Funds
77,820
1,106
10,349
89,275
3,015
2,139
5,154
5,767
3,412
50
2,536
11,765
23,000
1,664
349
9,041
4,394
197
4,062
0
65
2,564
0
0
5,015
49,351		 2021
£
Total Funds
74,734
3,880
9,592
88,206
3,060
2,561
5,621
6,142
5,354
27
(50)
11,473
19,650
1,949
2,609
7,390
3,626
66
3,875
0
87
867
1,236
452
2,710
42,568

The average number of employees during the year was 1. There are no employees who received total employee benefits of more than £60,000.

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6
Charitable activities
Journal costs
Newsletter costs
Cornucopia costs
Booklet costs
Seed distribution expenses
AGM/ALD expenses
Conservation
Group support
Shows & Events
Banners
Website
7
Governance costs
Trustees’ meetings
Independent examination
8
Other resources expended -
unrestricted
Communications Strategy
Sundry expenses
9
Other resources expended -
designated
Bursaries awarded
Photo competition prizes
10
Trustees		 2022
22,175
13,517
2,827
1,446
7,840
4,314
1,171
3,656
1,208
156
544
58,854
1,289
875
2,164
2,500
205
2,705
14,249
300
14,549		 2021
20,524
12,426
3,085
2,669
7,406
3,301
1,233
0
0
0
948
51,592
40
800
840
0
251
251
4,750
293
5,043

None of the Trustees (or any persons connected with them) received any remuneration during the year but eight of them were

reimbursed a total of £1,109 for travelling expenses (2021 £40).

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11 Tangible fixed assets

Office Computers
Equipment
Cost b/f
7,122
11,964
Additions
595
0
Cost c/f
7,717
11,964
Depreciation b/f
6,861
11,964
Charge for the year
65
0
Depreciation c/f
6,926
11,964
Net book value 31.12.22
791
0
Net book value 31.12.21
261
0
12
Investments
Skipton Building Society
1 yr bond
St James Place
Equities
CCLA COIF Charities Global Equity Income Fund
Investment income during the year was made up of:
Interest (unrestricted, general)
Interest (unrestricted, designated)
13
Debtors
Prepayments and accrued income
Other debtors
15
Creditors
VAT
Trade creditors
Other creditors
Subscriptions & seed in advance		 Office Computers
Equipment
7,122
11,964
595
0







2022
70,598
86,496
128,676		 Total
19,086
595
7,717
11,964		 19,681
6,861
11,964
65
0		 18,825
65
6,926
11,964		 18,890
791
0		 791
261
0		 261
2021
70,246
94,651
149,937
285,770 314,834
3,883
2,050		 2021
5,940
1,008
5,933
2022
8,455
707
9,162 6,948
2022
(1,262)
3,474
5,660
24,305		 2021
(1,249)
(52)
2,189
19,201
32,177 20,089

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16
Reserves
Fund Movements
Unrestricted general
Unrestricted designated		 01.01.22
Incoming
Outgoing
Gains &
31.12.22
B/F
Resources
Resources
Losses
C/F
387,043
110,077
113,074
(19,024)
365,022
204,303
2,050
14,549
(10,042)
181,762
591,346
112,127
127,623
(29,066)
546,784

The unrestricted designated fund relates to the Society's Bursary and Project Support Fund. This fund arose as a generous legacy from the estate of Mr Kenneth Black who was a gardener with Enfield Council in North London.

The trustees decided that this fund should not be used for the administration of the Society but that it should be invested and the interest used to support special projects. There are two types of Bursary: one for college or university students and one for people in horticultural employment.

Funding may be awarded to projects of any sort which fit within the charitable objects of the Society and may be made to individuals or groups. More information is available on the Society's web site http://www.hardy-plant.org.uk/ and applications are made via the Bursary co-ordinator.

Reserves are
represented by:
Fixed assets
Current assets
Current liabilities		 Unrestricted
General
791
396,408
(32,177)
365,022		 Unrestricted
Designated
-
181,762
-
181,762		 Total
791
578,170
(32,177)
546,784

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Independent Examiner's Report to the Trustees of Hardy Plant Society

I report on the accounts of the charity for the year ended 31 December 2022 which are set out on pages 9 to 15.

Respective responsibilities of trustees and examiner

The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.

It is my responsibility to:

Basis of independent examiner's report

My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a “true and fair view” and the report is limited to those matters set out in the statement below.

Independent examiner's statement

In connection with my examination, no matter has come to my attention:

  1. which gives me reasonable cause to believe that, in any material respect, the requirements:

  2. to keep accounting records in accordance with section 130 of the 2011 Act; and

  3. to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act

have not been met; or

  1. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

James Howard FCCA ACA

Haines Watts Worcester Limited 6 Abbey Lane Court, Abbey Lane EVESHAM, WR11 4BY

15[th] May 2023

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