Walsall Wood (Former Allotments ) Charity – 29 February 2024
Annual Report 01/04/2022 - 31/03/2023
Charity Registration Number: 510627
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Address: Walsall Council House, Lichfield Street, Walsall, WS1 1TW
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Trustees: Councillor Keith Sears (Chair of the Trustees) Councillor Mike Bird Councillor Ken Ferguson Councillor Amanda Parkes Mr Alan Paul Councillor Vera Waters
1 Summary of Report
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1.1 This report presents the work of the Charity during 2022-2023. The Committee met on three occasions and ensured the Charity acted in accordance with its purpose of relieving beneficiaries who are in conditions of need, hardship or distress by making grants of money or providing or paying for items, services or facilities.
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1.2 This report was initially prepared for submission as part of the Charity’s Annual Return (2022-23) to the Charity Commission in January 2024. Due to ongoing issues with the Charity Commission’s new digital system and user data, the annual return is still pending completion. The Charity Commission are working to resolve these issues. This is an issue affecting multiple charities and the Charity Commission have advised that they will amend the date of annual returns for any affected charities to show they were filed on time.
2 Recommendations
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2.1 That the work of the Charity be noted.
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2.2 That a report be brought to a future meeting for Trustees to review existing policies and to consider whether they wish to develop further policies to complement their operations.
3 Governance and Trustees
- 3.1 The Charity’s Committee of Management consists of five co-opted Trustees serving five-year terms of office and one Trustee nominated by Walsall Council serving a four-year term of office. This is in accordance with the Charity’s governing Trust Scheme (September 1993, as amended 2006 and
2023). New co-opted Trustees are recruited when vacancies become available and are appointed by the existing Trustees at special meetings.
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3.2 In August 2022 the Charity re-appointed Mr A. Paul as a co-opted Trustee and appointed Councillor V.Waters as a new co-opted Trustee to fill the existing vacancy.
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3.3 The Chair and Vice-Chair are appointed by Trustees at the first meeting of the Trustees in each municipal year and the Chair is always eligible for reelection.
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3.4 At their ordinary meetings, Trustees consider and determine applications received for financial assistance, after which the day-to-day administration of grants and the processing and handling of new applications, is delegated to the Clerk to the Trustees in co-operation with the Treasurer and Chair. The Clerk is provided by Walsall Council’s Democratic Services team. Risks revolving around the spending of charity resources by successful applicants are managed closely by the Clerk, in consultation with the Chair, outside of Charity Meetings.
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3.5 In March 2023 the Trustees approved an amendment to the Charity’s scheme to allow for meetings to be conducted in-person and via virtual, telephone or hybrid (a combination of these) methods. It was intended that meetings would continue to be held in-person however this provision would help future-proof the charity and manage business effectively and efficiently.
4 Charity Priorities and Activities
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4.1 The Charity’s governing document explains that its income should be used for the purpose of relieving beneficiaries who are in conditions of need, hardship or distress by making grants of money or providing or paying for items, services or facilities. The governing document also states that charity income cannot be used to relieve ‘rates, taxes or other public funds’. Further to this, Trustees have further developed the Charity’s purpose with the following local conventions:
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The Charity will not use its income for the relief of the following: o Rent arrears and deposits;
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Bankruptcy fees;
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Applications for assistance from applicants living outside of the borough of Walsall Council.
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Due to the substantial number of applications received and limited charitable resources, those applicants from residents in the Walsall Wood area (denoted by WS8 and WS9 postcodes) will be considered first.
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4.2 At their ordinary meetings, Trustees consider and determine applications received for financial assistance based on their own merit and the resources available to the Charity. Trustees have a legal and moral obligation to ensure that when considering applications, they are fair and even-handed, and that the age, disability, gender, race, religion or belief, and sexual orientation of applicants do not prejudice or influence decision making. Requirements are in place for applications to be supported by minimum standards of evidence to help ensure Trustees make awards to those who most require assistance and
therefore best meet their objectives of relieving beneficiaries who are in conditions of need, hardship or distress.
- 4.3 During 2022-23, regular meetings re-commenced with three meetings being held. Grants were made to 124 applicants, including some who had applied for assistance while meetings were unable to take place due to the Covid-19 pandemic. Awards were made for assistance including white goods, flooring, furniture, school uniform and clothing. Applications from residents in WS8 and WS9 postcodes were considered first however most awards were made to residents in the rest of Walsall Borough. Outgoing payments, including payment for some awards outstanding from the previous reporting year, totalled £21,036.00.
5
Financial Review
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5.1 Details of the Charity’s financial review can be found in the appended financial report. Trustees have a duty to manage the Charity on a sound financial footing and should seek to spend within its income levels.
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5.2 The attached financial review was previously reported to and noted by Trustees at their meeting of 24 August 2023.
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Risk management
- 6.1 The associated risks to this report revolve around the financial security of the Charity and statutory reporting requirements.
Serious incidents
- 6.2 There have been no serious incidents requiring reporting.
Policy Statements
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6.3 The Charity Commission recommends that Charities should have policies in place to ensure that it carries out its aims lawfully and to safeguard its funds and assets. Whilst there is no specific legal requirement to have in place formal policies for some matters referred to by the Charity Commission, it would be good practice to provide positive statements in areas where there is an identifiable need.
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6.4 The Charity currently has in place the following policies and procedures:
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Safeguarding (adopted March 2017)
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Trustee conflicts of interest (adopted December 2016)
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6.5 It is recommended that a report be brought to a future meeting for Trustees to review the existing policies and make any necessary amendments and to consider whether they wish to develop any further policies to complement their operations.
7 Legal implications
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7.1 Charities with an income exceeding £25,000 are required to provide a copy of the trustees’ annual report, the Charity’s accounts and Independent Examiner’s Report as part of their annual return to the Charity Commission.
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7.2 The annual return for 2021-2022 required by the Charity Commission was completed.
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7.3 Due to ongoing issues with the Charity Commission’s new digital system and user data, the annual return for 2022-23 is still pending completion. The Charity Commission are working to resolve these issues. This is an issue affecting multiple charities and the Charity Commission have advised that they will amend the date of annual returns for any affected charities to show they were filed on time.
8 Equality implications
- 8.1 Trustees have a legal and moral obligation to ensure that, when considering applications, they are fair and even handed and that the age, disability, gender, race, religion or belief, and sexual orientation of applicants does not prejudice or influence decision making.
9 Consultation
- 9.1 The Council’s finance team have
Author
Edward Cook Democratic Services Officer
01922 653204
- Edward.Cook@walsall.gov.uk
Walsall Wood Allotment Charity
Receipts and Payments Statement For the year ended 31 March 2023
| 2021/22 | 2022/23 | |||||
|---|---|---|---|---|---|---|
| Restricted | ||||||
| funds (inc | Restricted | |||||
| Unrestricted | endowments | Unrestricted | funds (inc |
|||
| Funds | ) | Total | Funds | endowments) | Total | |
| £ | £ | £ | £ | £ | £ | |
| Receipts from: | ||||||
| 2,431 | 25,654 | 28,085 | Investments | 2,480 | 26,167 | 28,647 |
| 0 | 0 | 0 | Donations | 0 | 0 | 0 |
| 8 | 0 | 8 | Bank Interest | 195 | 0 | 195 |
| 0 | 0 | 0 | Other receipts | 0 | 0 | 0 |
| 0 | 0 | 0 | Sale/redemption of investments | 0 | 0 | 0 |
| 2,439 | 25,654 | **28,093 ** | Total Income | 2,675 | 26,167 | 28,842 |
| Payments on: | ||||||
| 0 | 4,445 | 4,445 | Charitable expenses | 0 | 21,036 | 21,036 |
| 0 | 0 | 0 | Insurance | 0 | 0 | 0 |
| 0 | 0 | 0 | Administrative expenses | 0 | 0 | 0 |
| 0 | 4,445 | **4,445 ** | Total Payments | 0 | 21,036 | 21,036 |
| 2,439 | 21,209 | **23,648 ** | Surplus/(Deficit) for Year | 2,675 | 5,131 | 7,806 |
| 27,634 | 50,644 | 78,278 | Total Cash Funds Brought Forward | 30,073 | 71,853 | 101,926 |
| 30,073 | 71,853 | **101,926 ** | Total Cash Funds Carried Forward | 32,748 | 76,984 | 109,732 |
PP
Shaun Darcy Treasurer to the Trust
Appendix 1 - Walsall Wood Financial Report August'23
Management Account for Walsall Wood Allotment Charity As at 08 August 2023
Forecast Receipts and Payments 2023/24
| Restricted | |||
|---|---|---|---|
| Unrestricted | funds (inc | ||
| Funds | endowments) | Total | |
| £ | £ | £ | |
| Receipts received to date | |||
| Investments | 615 | 6,494 | 7,109 |
| Bank Interest | 267 | 0 | 267 |
| 882 | 6,494 | 7,376 | |
| Forecast Receipts | |||
| Investments | 1,846 | 19,482 | 21,328 |
| Bank Interest | 665 | 0 | 665 |
| 2,511 | 19,482 | 21,993 | |
| Total Income | 3,393 | 25,976 | 29,369 |
| Payments made to date | |||
| Charitable expenses | 0 | 5,994 | 5,994 |
| Insurance | 349 | 0 | 349 |
| Administrative expenses | 0 | 0 | 0 |
| 349 | 5,994 | 6,343 | |
| Forecast payments for rest of year | |||
| Charitable expenses | 0 | 23,091 | 23,091 |
| Insurance | 1,100 | 0 | 1,100 |
| Administrative expenses | 519 | 0 | 519 |
| 1,619 | 23,091 | 24,710 | |
| Total Payments | 1,968 | 29,085 | 31,053 |
| Surplus/(deficit) as at 10th May 2023 | 533 | 500 | 1,033 |
| Forecast Surplus/(Deficit) for Year | 1,425 | (3,109) | (1,684) |
Uncommitted Cash Funds
| Details | Unrestricted Funds |
Restricted Funds |
Total Funds | |
|---|---|---|---|---|
| £ | £ | £ | ||
| Current Account | 3,473 | - | 3,462 |
11 |
| DepositAccount | 29,808 | 80,947 | 110,755 | |
| Total Cash Funds | 33,281 | 77,485 | 110,766 | |
| PP |
Analysis of forecast expenditure for remainder of year
| Description | Category | Value |
|---|---|---|
| £ | ||
| Unpaid Approved Grants | Charitable Expenses | 4,875 |
| Accountancy Fee | Administrative expenses | 519 |
| Insurance | Administrative expenses | 1,100 |
| Payments made by Walsall Council | Charitable Expenses | 1,219 |
| Predicted Spendfor rest ofyearGrants | CharitableExpenses | 16,997 |
| Total projected expenditure | 24,710 | |
| Projected bank balance year end: | £ | |
|---|---|---|
| Current bank balance | 110,766 | |
| Adjustments to the Bank | - | |
| Less uncashed cheques (check bank reconciliation) | - | |
| Add income for rest of the year. | 21,993 | |
| Less expenditurefor rest ofthe year. | - | 24,710 |
| Projected year end balance | 108,049 | |
| Bank balance at start of year | 109,733.00 | |
| Projected movement in bank balance | 1,684.00 | |
| - |
Investments
| Market | Market | |||
|---|---|---|---|---|
| Details | Fund to which investment belongs to |
No of units held |
valuation as at 04/05/2023 |
valuation as at 08/08/2023 |
| £ | £ | |||
| COIF Charities Investment Fund | Unrestricted Fund | 4,552.40 | 84,695 | 86,004 |
| Total unrestricted fund investments | 84,695 | 86,004 | ||
| COIF Charities Investment Fund | Restricted Fund | 48,031.82 | 893,603 | 907,422 |
| Total restricted fund investments | 893,603 | 907,422 | ||
| Total Investments | 978,298 | 993,426 | ||
Shaun Darcy Treasurer to the Trustees
INDEPENDENT EXAMINER’S REPORT TO THE MANAGEMENT COMMITTEE OF WALSALL WOOD ALLOTMENT CHARITY
I report on the accounts of the Trust for the year ended 31 March 2023.
Respective Responsibilities of the Trustees and Examiner
As the charity’s trustees you are responsible for the preparation of the accounts; you consider that the audit requirement of section 43 (2) of the Charities Act 1993 (the Act) does not apply. It is my responsibility to state, on the basis of procedures specified in the General Directions given by the Charity Commissioners under section 43 (7) (b) of the Act, whether particular matters have come to my attention.
Basis of Independent Examiner’s Report
My examination was carried out in accordance with the General Directions given by the Charity Commissioners. 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 I do not express an audit opinion on the view of the accounts.
Independent Examiner’s Statement
In connection with my examination, no matter has come to my attention which gives me reasonable cause to believe that in any material respect the requirements set out below have not been met.
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To keep accounting records in accordance with section 41 of the Act; and
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To prepare accounts which accord the accounting records and to comply with the accounting requirements of the Act
Signed
Mr Robert Page MSc CPFA
Walsall MBC, Civic Centre 3[rd] Floor, Darwall Street, Walsall, WS1 1TP
16 August 2023.