TRUSTEES’ REPORT
The Association of Friends of the University of Bristol Botanic Garden
Hollybush Lane, Stoke Bishop, Bristol BS9 1JB Charity No. 291159
Report of The Trustees for the year ended 31[st] December 2021
Constitution
The objects of the Association are to advance public education in, and to promote research into, Botany and its related subjects and to publish useful results of such research. In pursuance of these objectives the Association supports the work and further development of the University of Bristol Botanic Garden.
The garden is unique in the West Country and the plant collections have been chosen to provide teaching and research resources for the University. Its mission to educate, communicate and conserve has also established a valuable amenity for local schools and a cultural attraction for the public.
Committee
Management of the Association is vested in a Committee (the Trustees) and its powers and duties are set out in the Constitution, including the procedures for appointment, nomination and election. Regular meetings of the Committee provide opportunity to apply risk management criteria in the assessment of the viability of potential fund-raising initiatives, whilst being dutifully aware of its charitable objectives.
The following members served the Committee during the year:
| Patricia Davie | Chair Paul Wood |
|---|---|
| Secretary | |
| Paul Mugford | Treasurer Jean Martin |
| Susan Beech | Membership Susan Redfern |
| Tony West | Vice Chair Alice Maltby Marketing and |
| Publicity |
Nicholas Wray, Curator of the Garden, and other volunteers as appropriate may attend Committee meetings in an ex officio capacity.
Important aspects of the Committee’s role are to encourage new members of the Association and to stimulate interest in the Garden through a variety of events and activities. Income generated by such initiatives, and from members’ subscriptions and donations, after meeting expenses, is used to support the maintenance and development of the Garden. The Committee acknowledges the support of those members who have become involved directly in Friends activities and ‘hands-on’ work in the Garden.
Accounting system
Our accounting system is a simple cash book approach that is acceptable to the Charities Commission and reflects the straightforward financial activity of the
Association. The cash book approach simply means that we record income and expenditure when it happens whilst taking care to note any significant items due (not paid or received) for the current year.
Income
During the year membership subscriptions were flat £41,422 (£41,555) with a small, but very welcome, increase in our Benefactor member subscriptions £5,250 (£4,875). Once again Covid restrictions prevented most events from going ahead so the opportunity to promote memberships, at the events, was lost. We were delighted to be able to hold a somewhat reduced Jazz event that generated £1,888. We are also very grateful to Chris Purvis who continued with plant sales from home and contributed an amazing£1,165.
Legacies and Donations have increased to £2,620 (£1,392)) and work done around Gift Aid generated £8,602. With no events this year other income remains reduced.
The Education and Training Fund - set up in 2014 to enable the Garden to employ trainee horticulturalists - continues to benefit from subscriptions from our Benefactor and Corporate members along with Life Memberships.
Subscription Income accounts for 89% of the Associations total Income (93%)
Use of Funds
The excess of Income, after expenses, continues to support the work of the Garden and during 2021 this included regular maintenance and development amounting to £36,780 (£36,380) and Trainee support at £14,100. We purchased a laptop (£500) for use by the membership team.
Our most significant recurring operating cost, apart from the above, remains stationary, printing and postage, mainly for the newsletter and seed list - which was maintained throughout - at £10,273 (£11,010). We continue to explore the use of email to help reduce costs.
The accounts include a provision of £7,050 for Trainee costs. Due for 2021 but not yet paid.
Reserves
Having set aside the Cecily Jones Trust Fund of £62,565 (we are custodians of the capital and can only use the interest) and transferred funds into the Education and Training Fund (ETF) which now stands at £42,488 (£44,284)) we currently hold £41,388 in the general fund. The ETF underpins our undertaking to support further Trainee costs.
Investments
The NS&I Investment Account is the home of the Cecily Jones Trust Fund. All remaining funds are held with either Lloyds Bank or Barclays Bank.
Insurance - The Association’s activities are covered by a Public / Employers’ Liability Insurance Policy under the Affiliated Societies Insurance Scheme operated by the Royal Horticultural Society.
Auditor - Independent examiner to be appointed following the sad death of Chris Starr a long term friend, and supporter, of the Garden.
By order of the Trustees March 2022.
The Association of Friends of the University of Bristol Botanic Garden Registered Charity No 291159
Income and Expenditure account for the year ended 31 December 2021
| INCOME Membership Subscriptions Benefactor Membership New Life Membership Corporate Membership Legacies Donations Social Events - Jazz concert Open Gardens Plant sales Gift Aid (2019) Interest on bank deposits etc. Lectures Book sales Sundry receipts / petty cash EXPENDITURE Garden support and development Education & Training Support Garden Support Garden Support - Alex Hertzel project Social Events -Jazz Concert Lectures Bank charges Entertaining Insurance & afliation Stationery & Printing Postage Service charges Sundry (Software) Petty Cash Miscellaneous Surplus/(-) for the Year BALANCE SHEET as at 31st December Net Assets Barclays Bank C/A Lloyds Bank C/A Petty cash Restricted: Barclays Bank (Education and Training Fund) Restricted: NS&I Investment (Cecily Jones Trust) Proft & Loss Account Brought forward Net proft /(loss) TOTAL FUNDS Approved on behalf of the Committee P Mugford (Honorary Treasurer) 1 February 2021 Independent Examiner - Ed Holcombe ACA Garden Support - Trainee(Includes a £7,050 provision) |
2021 2020 £ £ INCOME 41,422 41,555 5,250 4,875 625 1,150 2,620 1,392 2,550 464 1,165 625 8,602 521 532 50 140 63,330 50,208 EXPENDITURE 36,780 36,380 (3,000) Garden Furniture 14,100 6,224 1,000 662 200 186 462 390 40 110 110 5,699 6,716 4,574 4,394 22 192 97 100 530 27 63,371 52,624 (41) Surplus/(-) for the Year (2,416) BALANCE SHEET as at 31st December Net Assets 37,386 25,646 4,002 14,124 265 128 42,488 44,284 62,565 62,565 146,706 146,746 146,746 149,162 (41) (2,416) 146,705 146,746 |
2020 £ 41,555 4,875 625 1,392 464 625 532 140 |
|---|---|---|
| 50,208 | ||
| 36,380 (3,000) 6,224 1,000 186 390 110 6,716 4,394 97 100 27 |
||
| 52,624 | ||
| (2,416) | ||
| 146,746 | ||
| 149,162 (2,416) |
||
| 146,746 | ||
Independent examiner’s report to the Trustees of Association of friends of Bristol University Botanic Garden
I report to the charity trustees on my examination of the accounts of the company for the year ended 31[st] December 2021 which are set out on pages 1 to 12.
Responsibilities and basis of report
As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act)
I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent examiner’s report
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
- 1) accounting records were not kept in respect of the Trust as required by section 130 of The Act; or 2) the accounts do not accord with those accounting records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
Signed:
Name: Edward Holcombe ACA
Institute of Chartered Accountants in England & Wales (ICAEW) – 3174840
Address: 4 Branscombe Road, Bristol, BS9 1SN
Date: 21/02/2022