## **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