ANNUAL REPORT OF THE TRUSTEES (INCLUDING REPORT OF THE DIRECTORS) AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2013 FOR

Transcription

1 ANNUAL REPORT OF THE TRUSTEES (INCLUDING REPORT OF THE DIRECTORS) AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2013 FOR FLORA LOCALE (LIMITED BY GUARANTEE) 1

2 (LIMITED BY GUARANTEE) CONTENTS OF THE FINANCIAL STATEMENTS For the Year Ended 31 st December 2013 Page Company Information 3 Report of the Directors and Trustees 4-7 Statement of Financial Activities 8 Balance Sheet 9 Notes to the Financial Statements Report of the Independent Examiners Income and Expenditure Account 17 2

3 (LIMITED BY GUARANTEE) COMPANY INFORMATION DIRECTORS: R.N Clarke D MacIntyre R Sutcliffe Dr B. Smith D.J Burton H.C Oliver SECRETARY: S.J Clarke REGISTERED OFFICE: 3/4 Denford Manor Hungerford Berkshire RG17 0UN REGISTERED COMPANY NUMBER: REGISTERED CHARITY NUMBER: (England and Wales) (England and Wales) and SC (Scotland) ACCOUNTANTS: C B Heslop & Company Limited Chartered Accountants 1 High Street Thatcham Berkshire RG19 3JG 3

4 (LIMITED BY GUARANTEE) ANNUAL REPORT OF THE TRUSTEES (INCLUDING REPORT OF THE DIRECTORS) The Directors and Trustees present their report with the financial statements of the company for the year ended 31st December STATUS The company is limited by guarantee, having no share capital. It is a registered charity. In the event of the company being wound up, the liability of each member is limited to 1. The power of admitting members of Flora locale is exercisable by the Board of Directors and no person can be admitted without the approval of the Board of Directors. Member means a Director of Flora locale. The Board of Directors consists of not fewer than three and not more than six members. New members can be elected annually at the Annual General Meeting. PRINCIPAL ACTIVITY The principal activity of the company in the year under review was that of promoting and advancing the conservation and enhancement of native wild plant populations and plant communities in relation to creative conservation and ecological restoration. The Company is governed by the Memorandum and Articles of Association. It is also a Registered Charity number (England and Wales) and SC (Scotland) DIRECTORS AND TRUSTEES The Directors and Trustees during the year under review were: R.N Clarke D MacIntyre R Sutcliffe Dr B Smith D.J Burton H C Oliver The Directors and Trustees also constitute the Members of Flora locale. Directors may be nominated by a current Director of Flora locale. Directors are elected annually. Statement of Officers Responsibilities The trustees are responsible for preparing the financial statements in accordance with applicable law and regulations. Charity law requires the trustees to prepare financial statements for each financial year. Under that law the trustees have elected to prepare the financial statements in accordance with the United Kingdom Generally Accepted Accounting Practice (United Kingdom Accounting Standards and applicable law). The financial statements are required by law to give a true and fair view of the state of affairs of the charity and of the surplus or deficit of the charity for that period. In preparing those financial statements, the trustees are required to - select suitable accounting policies and then apply them consistently; - make adjustments that are reasonable and prudent; - prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue its operations. The notes form part of these financial statements 4

5 (LIMITED BY GUARANTEE) ANNUAL REPORT OF THE TRUSTEES (INCLUDING REPORT OF THE DIRECTORS) Continued.. The officers are responsible for keeping accounting records which disclose with reasonable accuracy at any time the financial position of the charity and which enable them to ascertain the financial position of the charity and which enable them to ensure that the financial statements comply with applicable Law. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud or other irregularities and to provide reasonable assurance that: - the charity is operating efficiently and effectively; - its assets are safeguarded against unauthorized use or disposition; - proper records are maintained and financial information used within the charity or for publication is reliable; - the charity complies with relevant laws and regulations. ORGANISATIONAL STRUCTURE AND MANAGEMENT Flora locale s aims and objectives are published in a series of business plans. The Board, Technical Adviser and Company Secretary and salaried staff all play their role in the delivery of the targets published in those plans. The Board The Board of Directors consists of not fewer than three and not more than six members. New members can be elected annually at the Annual General Meeting. The Directors (who are also Trustees of the Charity) meet twice a year to monitor, review, and develop the organization s business plans and to discuss the activities of Flora locale Current Directors are Donald MacIntyre, Richard Sutcliffe, Dr Barbara Smith, Richard Clarke, David Burton and Henry Oliver. The Technical Adviser to the Board is Sue Everett and the Company Secretary is Sue Clarke. The Board delegates project coordination and the provision of direction and guidance to meet the aims and objectives published in its business plans to Sue Clarke, the Company Secretary supported by Sue Everett, Technical Adviser, who works under contract for Flora locale. Company Secretary & Project Management & Administration Sue Clarke became the Company Secretary in February She combines her legal duties as company secretary with responsibility to the Board for finance, personnel and office systems required for the efficient operation of the Company and in accordance with charity and company law and other relevant legislation. The Annual Training Programme of courses and seminars Claire McCorquodale administers the annual training programme with technical input from Sue Everett and management support from Sue Clarke GOVERNING DOCUMENTS AND RESTRICTIONS IMPOSED BY THE GOVERNING DOCUMENTS The charity is controlled by its Memorandum and Articles of Association and constitutes a limited company limited by guarantee, as defined by the Companies Act All of the income and property of the Trust must be applied solely towards the promotion of the Trusts objects. None of the Trustees can be appointed to any office of the Trust paid by salary. However, expenses incurred in carrying out the duties of a member can be reimbursed. The notes form part of these financial statements 5

6 (LIMITED BY GUARANTEE) ANNUAL REPORT OF THE TRUSTEES (INCLUDING REPORT OF THE DIRECTORS) Continued.. REVIEW OF ACTIVITIES AND ACHIEVEMENTS IN 2013 Website This is the first full year of the new Flora locale website launched in June; this is a major step towards furthering a vision for Flora locale to provide the principal information hub for ecological restoration in the UK. The website is well used and in people signed up for our bi-annual newsletters. This portal uniquely fills a gap in current provision of practical advice and training to practitioners by providing a single entry point to the huge quantity of dispersed information that is currently available online. We continue to add content and have greatly increased the case studies that are available to assist with delivering successful restoration projects. We are currently exploring funding streams, including the Heritage Lottery Fund, that will enable us to develop it further. Our plans would improve the capacity of the website to deliver new income streams as well as expand and update the resources it holds. Training Programme The 2013 Training Programme attracted 296 participants. Flora locale also provided a customised Training Day for the London Borough of Brent and for the National Trust. Members of the Sports and Development Department, LB Brent attended a Day focused on restoring floristic diversity to established flower-poor grassland: project planning, site assessment, ground preparation, sowing seed, plug plants and management regimes. Over 20 National Trust staff attended training on grassland management, restoration and creation under Higher Level Stewardship. The profile of participants represented from different sectors showed a continued declining trend for participants employed in the public sector against an increase in those from the private sector. The Training income was maintained from British and Irish Flora Suppliers List The British and Irish Flora Suppliers List continues to be valued by those who are sourcing native flora. Although the Industry, in part, does not appear to see value in working together and supporting the aims and objectives of Flora locale, new business is steadily finding its way to us. 37 businesses currently appear in the list (as at June 2014). Wider policy and representation Flora locale responded to Wildlife & Countryside Act 1981 consultation that closed in March 2013 and entered into correspondence with Richard Benyon MP on bluebell licensing issues pressing for the de-listing of bluebell seed from Schedule 8 of the Act. Donald MacIntyre attended the final workshop on Integrating Genetics into Conservation as part of the Conservation & Genetics Knowledge Exchange project. Flora locale contributed to the Future Trees Trust Initiative advising that the use of direct tree seeding should be considered as a key approach.. Flora locale is working with the RBG Kew on the UK Native Seed Hub project. Meetings and discussions on how best Kew could support UK native seed producers included a meeting between Richard Clarke and Richard Benyon MP. Richard Benyon entered into correspondence with Richard Deverell, highlighting the need for the Director of Royal Botanic Garden, Kew to work with partners and be cognisant of commercial issues.. The 3 rd Flora locale Summer Meeting was kindly hosted by Kew at the Millennium Seed Bank at Wakehurst Place. The Trust had a net deficit of 14 (2012 5,542) on unrestricted funds and net deficit of 3,625 ( ,353) on restricted funds, giving an over all net deficit for the year of 3,639 (2012: Deficit 17,895). At 31 st December 2013 the net assets of the company were 19,706 (2012: 23,345). Growth is heavily dependant on attracting new funding from both the private and public sectors The notes form part of these financial statements 6

7 (LIMITED BY GUARANTEE) ANNUAL REPORT OF THE TRUSTEES (INCLUDING REPORT OF THE DIRECTORS) Continued.. RESERVES POLICY The Directors consider the level of reserves to be acceptable for the size and nature of the Company. The level of unrestricted funds should be in excess of the Company s creditors so that the Company can pay its debts as they fall due and so that, if income were to fall, the Company could continue in business in the short term. RISK MANAGEMENT The major risks to which the Charity is exposed, as identified by the Trustees, have been reviewed and systems have been established to mitigate these risks. INVESTMENT POLICY AND RETURNS The charity's funds are used as working capital and no investments have been made. STATEMENT AS TO DISCLOSURE OF INFORMATION TO THE INDEPENDENT EXAMINERS So far as the officers and directors are aware, there is no relevant information of which the company's independent examiners are unaware, and each officer and director has taken all the steps that he or she ought to have taken as an officer and director in order to make himself or herself aware of any relevant information and to establish that the company's independent examiners are aware of that information INDEPENDENT EXAMINERS The Independent Examiners, C.B. Heslop & Company Limited, were reappointed during the year and have expressed their willingness to continue in that capacity. The financial statements have been prepared in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities (issued in March 2005), regulation 8 of the Charities Accounts (Scotland) Regulations 2006 and in accordance with the special provisions of Part 15 of the Companies Act 2006 relating to small entities BY ORDER OF THE BOARD AND TRUSTEES. S J Clarke, Secretary. Director Dated. The notes form part of these financial statements 7

8 LIMITED BY GUARANTEE STATEMENT OF FINANCIAL ACTIVITIES Notes Restricted Income Unrestricted General INCOMING RESOURCES Incoming Resources from generated funds Voluntary income:- 1 Grants and Donations Activities in furtherance of the charity s objects:- Consultancy Fees ,280 Website Advertising - 1,760 1,760 1,666 Activities for generating funds:- Training fees - 19,270 19,270 19,002 Investment income Incoming Resources - 21,038 21,038 22,959 RESOURCES EXPENDED 1 Charitable Activities 2-17,793 17,793 26,241 Fund Raising and Publicity 2 3, ,438 11,274 Governance Costs ,245 3,446 3,339 Resources Expended 3,625 21,052 24,677 40,854 Net Incoming resources before transfers Net (deficit)/income for the year (3,625) (14) (3,639) (17,895) Transfers between 14 (374) Net movement in funds (3,999) 360 (3,639) (17,895) funds brought forward 8,402 14,943 23,345 41,240 funds carried forward 14 4,403 15,303 19,706 23,345 All of the above results are devised from continuing activities. All gains and losses recognized in the year are included above. The deficit for the year for Companies Act purposes comprises the net outgoing resources for the year of 3,639 (2012 Deficit 17,895). The notes form part of these financial statements 8

9 LIMITED BY GUARANTEE BALANCE SHEET 31st December 2013 Notes FIXED ASSETS: Tangible Assets CURRENT ASSETS: Debtors Cash at bank 21,890 25,817 current assets 21,934 25,861 CREDITORS: Amounts falling due within one year 10 2,228 2,516 NET CURRENT ASSETS: 13 19,706 23,345 TOTAL ASSETS LESS CURRENT LIABILITIES: 19,706 23,345 FUNDS OF THE CHARITY Restricted income funds 14 4,403 8,402 Unrestricted income funds 14 15,303 14,943 TOTAL FUNDS 19,706 23,345 The company is entitled to exemption from audit under Section 477 of the Companies Act 2006 for the year ended 31st December The members have not required the company to obtain an audit of its financial statements for the year ended 31st December 2013 in accordance with Section 476 of the Companies Act The directors acknowledge their responsibilities for: (a) ensuring that the company keeps accounting records which comply with Sections 386 and 387 of the Companies Act 2006 and (b) preparing financial statements which give a true and fair view of the state of affairs of the company as at the end of each financial year and of its profit or loss for each financial year in accordance with the requirements of Sections 394 and 395 which otherwise comply with the requirements of the Companies Act 2006 relating to financial statements, so far as applicable to the company. These financial statements have been prepared in accordance with the special provisions of Part 15 of the Companies Act 2006 relating to small companies and with the Financial Reporting Standard for Smaller Entities (effective April 2008). ON BEHALF OF THE BOARD: DIRECTOR & TRUSTEE.. Dated:. 9

10 (LIMITED BY GUARATEE) NOTES TO THE FINANCIAL STATEMENTS 1. ACCOUNTING POLICIES a. The financial statements have been prepared under the historical cost convention and in accordance with the Statement of Recommendation Practice Accounting and Reporting by Charities 2005, the Financial Reporting Standard for Small Entities (effective April 2008), applicable accounting standards and with the Charities Act b. Incoming Resources All incoming resources are included in the Statement of Financial Activities when the charity is legally entitled to the income and the amount can be quantified with reasonable accuracy. Donations received from members are accounted for in the year in which they are received and are disclosed in the funds in accordance with the donor s wishes. Grants receivable are accounted for in the year in which they arise and are allocated to the funds for which they were donated. Bank interest is accounted for on an accruals basis. c. Resources Expended All expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all costs related the category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis consistent with use of the resources. Rent has been allocated on a floor area basis. Staff salaries have been apportioned according to the time spent on each activity. Fundraising costs are those costs incurred in promoting the charity and its objects. Management and administration costs are those incurred in connection with the administration of the charity and compliance with constitutional and statutory requirements. d. Irrecoverable VAT The charity is not registered for VAT purposes, therefore no input VAT is recoverable. All unrecovered VAT is charged to the relevant cost centers as it is incurred. e. Fund accounting Unrestricted funds are donations and other incoming resources receivable or generated for the objects of the charity without further specified purpose and are available as general funds. Designated funds are restricted funds earmarked for particular purposes of the charity. f. Deferred taxation Provision is made at current rates for taxation deferred in respect of all material timing differences except to the extent that, in the opinion of the directors, there is reasonable profitability that the liability will not arise in the foreseeable future. 10

11 (LIMITED BY GUARATEE) NOTES TO THE FINANCIAL STATEMENTS Continued g. Fixed Assets and Depreciation Fixed assets costing 550 or more are capitalized in the Balance Sheet. Depreciation of fixed assets is calculated to write off their cost or valuation less any residual value over their estimated useful lives. h. Leases and Hire Purchase Contracts Rentals paid under operating leases are charged to income as incurred. i. Taxation As a registered charity the company is exempt from corporation tax. 2. RESOURCES EXPENDED ON CHARITABLE ACTIVITIES Wild Meadows Initiative (Wales) Unrestricted General Direct charitable Expenditure Grants Awarded Salaries - 7,021 7,021 9,311 Employers National Insurance Post, Printing & Stationery ,847 Telephone & Internet Travel Training Costs - 8,850 8,850 9,482 Technical Fees ,845 Newsletter and guidance notes ,793 17,793 26,241 Fund Raising and Publicity Promotion and website costs 3, ,438 11,274 3, ,438 11,274 11

12 (LIMITED BY GUARATEE) NOTES TO THE FINANCIAL STATEMENTS Continued 3. GOVERNANCE COSTS Wild Meadows Initiative (Wales) Unrestricted General Salaries - 1,755 1,755 1,770 Employers National Insurance Post, Printing & Stationery Telephone & Internet Accountancy (note 6) Bank Charges Rent Insurance Sundry Expenses ,245 3,446 3, DIRECTORS AND TRUSTEES REMUNERATION AND RELATED PARTY TRANSACTIONS The net income for the year is stated after charging: Directors and Trustees emoluments and benefits Trustees travel expenses - - Sue Clarke was Secretary of the charity during the year under review. Sue Everett acted as a self-employed consultant to Flora locale between 1 January and 31 st December 2013, and received fees and expenses to the value of 687 (2012: 3,845) for work carried out during this period. 5. STAFF COSTS Salaries and wages 8,776 11,081 Social Security costs Pension contributions paid - - 8,777 11,201 No employee earned more than 60,000 per annum The average number of full time equivalent employees (including casual and part time staff) paid during the during the year was made up as follows: Directors - - Charitable

13 (LIMITED BY GUARATEE) NOTES TO THE FINANCIAL STATEMENTS Continued 6. COST OF INDEPENDENT EXAMINATION AND REPORTING ACCOUNTANT SERVICES Costs incurred in respect of external scrutiny Payroll services TAXATION No liability to UK corporation tax arose on ordinary activities for the year ended 31st December 2013 or for the year ended 31st December FIXED ASSETS The policy for capitalizing Fixed Assets is set out in note 1(g) in these accounts. No Fixed Assets were acquired. or disposed of during the year ended 31 st December 2013 (2012 nil). 9. DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR Payroll taxes and social security - - Other debtors CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR Other creditors 1,676 1,366 Accruals 552 1,150 2,228 2, COMMITMENTS UNDER OPERATING LEASES At 31 st December 2013 the charity had annual commitments under operating leases for land and buildings in the sum of SHARE CAPITAL AND MEMBERS LIABILITY The company is limited by guarantee. In the event of the company being wound up the liability of each member is limited to 1. 13

14 (LIMITED BY GUARATEE) NOTES TO THE FINANCIAL STATEMENTS Continued 13. ANALYSIS OF NET CURRENT ASSETS BETWEEN FUNDS Unrestricted Income Restricted Income Tangible Fixed Assets Current Assets 17,450 4,484 21,934 Current Liabilities (2,147) (81) (2,228) Net Current Assets at 31 December ,303 4,403 19,706 Net Current Assets at 31 December ,943 8,402 23, MOVEMENTS IN FUNDS As at Incoming Outgoing Transfers As at resources resources Unrestricted Income funds 14,943 21,038 (21,052) ,303 Restricted Income funds: Wild Meadows Initiative (Wales) 8,028 - (3,625) - 4,403 Education Project (374) - restricted income funds 8,402 - (3,625) (374) 4,403 TOTAL CHARITY FUNDS 23,345 21,038 (24,677) - 19,706 Purpose of restricted income funds Education Project: The grant received from the Ernest Cook Trust has been used to develop materials that aim to promote good practice in using native flora. The information is available through the website Wild Meadows Initiative (Wales) funded by Countryside Council for Wales and the Esmée Fairbairn Foundation The aim of the 3 year project finished in 2010 was to stimulate the restoration and recreation of species-rich neutral grasslands in Wales, at the end of the project the balance of the funding was to capture the information and other associated ecological restoration information and make it available on a new website launched in June The balance of the funding has now been spent on the development of the website and the project completed. 15. APB ETHICAL STANDARD PROVISIONS AVAILABLE FOR SMALL ENTITIES In common with many other companies and charities of our size and nature we use our independent examiners to prepare and submit returns to the tax authorities and assist with the preparation of the financial statements. 16. ULTIMATE CONTROLLING PARTY The company is limited by guarantee and there is no ultimate controlling party. 14

15 INDEPENDENT EXAMINERS REPORT TO THE DIRECTORS OF FLORA LOCALE I report on the accounts of the Trust for the year ended 31st December 2013 which are set out on pages eight to fourteen. Respective responsibilities of trustees and examiner The charity's trustees (who are also the directors of the company for the purpose of company law) are responsible for the preparation of the accounts in accordance with the terms of the Statement of Recommended Practice: Accounting and Reporting by Charities (issued in March 2005), the Charities and Trustee Investment (Scotland) Act 2005 and the Charities Accounts (Scotland) Regulations The charity's trustees consider that an audit is not required for this year (under section 144 of the Charities Act 2011 and Regulation 10(1) (a) to (c) of the 2006 Accounts Regulations). They consider that an independent examination is needed. Having been satisfied that the charity is not subject to audit under company law and is eligible for independent examination it is my responsibility to: examine the accounts under section 145 of the 2011 Act and section 44(1) (c) of the Charities and Trustees Investment (Scotland) Act to follow the procedures laid down in the General Directions given by the Charity Commissioners (under section 145(5) of the 2011 Act; and to state 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 Commission and Regulation 11 of the 2006 Accounts Regulations. 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 the 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: to keep accounting records in accordance with s130 of the Charities Act 2011, s386 of the Companies Act 2006, Section 44 (1) (a) of the 2005 Act and Regulation 4 of the 2006 Accounts Regulations; and to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the Charities Act, the Companies Act 2006, Regulation 8 of the 2006 Accounts Regulations and with the methods and principles of the Statement of Recommended Practice: Accounting and Reporting by Charities (revised 2005) have not been met; or 15

16 INDEPENDENT EXAMINERS REPORT TO THE DIRECTORS OF FLORA LOCALE (continued) Independent examiner's statement (continued) (2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.. T.P.G. Allen FCA On behalf of:- C B Heslop & Company Limited Chartered Accountants 1 High Street Thatcham Berkshire RG19 3JG Dated: This page does not form part of the statutory financial statements 16

17 LIMITED BY GUARANTEE STATEMENT OF FINANCIAL ACTIVITIES (INCLUDING INCOME AND EXPENDITURE ACCOUNT) Notes Restricted Unrestricted General INCOMING RESOURCES Training Course fees 1-19,270 19,270 19,002 Grants and donations Consultancy Fees ,280 Website Advertising - 1,760 1,760 1,666 Bank interest received Incoming Resources - 21,038 21,038 22,959 RESOURCES EXPENDED 1 Salaries - 8,776 8,776 11,081 Employers National Insurance Training Costs - 8,850 8,850 9,482 Post, Printing and stationery ,052 Telephone & Internet Travel Promotion ,257 Website Development & Hosting ,017 Sundry expenses Accountancy Bank charges Technical fees ,845 Rent News letter and guidance notes Insurance Grants Awarded Resources expended 3,625 21,052 24,677 40,854 Net (Outgoing)/Incoming Resources for the Year - Net deficit for the year 1 (3,625) (14) (3,639) (17,895) This page does not form part of the statutory financial statements 17