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2020-12-31-accounts

THE CLAYMIL L S PUMPING ENGINES T R UST LTD.

COM P ANY REGISTERED IN ENGLAND NO 2871763 CHARITY NO 1030331

A nnual Report & Accounts

for the year ending

31[st] December 2020

Registered Office:

The C laymills Pumping Engines Trust Limited Meadow Lane, Stretton, Burton-on-Trent, Staffordshire DE13 0DA Tel: (01283) 509929 Web: www.claymills.org.uk

Bankers:

Barclays Bank Plc High Street Burton-on-Trent

Legal and Administrative Information

Organisation of the Charity

The organisation is a charitable company limited by guarantee, incorporated on 15[th] November 1993 and registered as a charity on 14[th] December 1993.

The company was established under a Memorandum of Association, which established the objects and powers of the charitable company and is governed under its Articles of Association. Under those articles, members of the Board of Directors are elected at each AGM.

Directors

The following persons served as Directors and Trustees during the period:

Mr Andrew Parsons - Chairman Mr John Cooper – Secretary Mr John Reeve – Treasurer Mr John Ford Mr John Freeman Mr Derek Goodman Mr Stephen Goodman Mr Mike Guthrie Mrs Lesley Hirst Mr Geoff Sherratt Mr Jerry Turner - resigned 28[th] March 2020 Mr Ian Yates - appointed 5[th] September 2020

Objects of the Charity

To promote and preserve for the benefit of the public the nineteenth century Claymills Pumping Station complex including all buildings, engines and equipment therein situate at Meadow Lane, Stretton, Burton-on-Trent, Staffordshire.

Charity Funds

The funds of the Charity are administered by the Board to meet the objectives of the Charity. Sufficient funds are retained to ensure that the Charity can continue to meet its objectives. Funds not immediately required are deposited in a COIF Charity Deposit Fund.

Activities and Achievements

Introduction

This is the Directors’ Annual Report for Claymills Pumping Engines Trust for the period 1[st] January 2020 to 31[st] December 2020.

This constitutes a concise summary of the Trust’s activities and achievements in four broad areas related to its stated objectives which are 'to preserve Claymills Pumping Station and open it to the public as a heritage attraction'.

Previously, there were three main areas reported on year on year – from this report and onward, this report will be expanded to include ‘Finances, fundraising and marketing’ as below: -

  1. Management activities.

  2. Finances, Fundraising and Marketing (new report area).

  3. Operating the site as a public museum/heritage attraction.

  4. Restoration and maintenance activities.

Each of these points is covered in the following sections:

Area 1 – Management activities

During the year 2020 the Board of Directors met 11 times and the attendance by Directors ranged from 7 to 11. The Museum Mentor attended 1 meeting. These are the main business meetings of the Trust and cover operational and strategic matters, but are also open for any member to attend should they so wish, however the move to virtual meetings as a result of the Covid pandemic constrained this to some degree.

All board meetings from and including the March meeting were carried out virtually throughout the year. Never the less, these meetings were very effective and it is now our norm to hold a proportion of meetings in this fashion.

The board decided to send ad-hoc communications to all members to keep them informed regarding the situation on the site as the official guidance on the required steps to deal with the pandemic changed. These communications were effective and a number of members commented positively on this initiative.

As always, the board ensures that we remain compliant with UK law, for example H&S, to Heritage England due to the sites 2* listing, for maintaining our archive as required by our museums registration and, importantly, to our landlords Severn Trent Water with who 6 monthly meetings are held. Due to Covid, our meeting with STW was delayed and as a result only one meeting was held during 2020, instead of the two per year as planned. This meeting was held on the 15th September 2020 and as usual concentrated on the maintenance tasks required. These are positive and productive meetings.

Regarding compliance, it is important to state that the board ensured that the site was able to be opened as allowed by the guidance issued at that time by HM government, and that during the periods that the site was open all possible steps were taken to operate the site in a Covid safe manner as advised, including ‘track and trace’ for visitors.

The Trust’s Annual General Meeting was held on 5th September 2020 virtually via ‘Zoom’. As always, the Chairman presented the annual report and the Treasurer presented the accounts. In accordance with the constitution, half the directors stood down and were subsequently re-elected, as were the three officers of the Trust, Andrew Parsons, John Reeve and John Cooper.

Due to personal circumstances Jerry Turner had to resign during the year. On a positive note, Ian Yates was elected to the board.

By the year-end, membership was 331, a drop of around 10% on the previous year. Such a drop is unsurprising given that the pandemic resulted in the site being closed for most of the year. The board expects some recovery to take place when the site is open again.

Finally, the Chairman wishes to thank the board for their flexibility and united approach during this challenging year. I believe that the boards decisions and actions to manage the site opening and closing regime in response to various covid ‘lock downs’ and ‘tiering’ decisions were appropriate and taken with the volunteer’s safety and best interests at the forefront of our decision-making process.

Area 2 – Finances, Fundraising and Marketing

The Trust’s policy of conservative and careful financial management, which includes the retention of one year's ‘running costs’ (£25,000) for reaction to an emergency situation has proven its worth and, unlike many other heritage sites, the Trust maintained financial stability through the year.

The Trust also continues to take advantage of Gift Aid and overall, the Trust recorded an operating margin of £15k for the year, which was due to the application for, and receipt of £29,000 in local government Covid grants for the hospitality and leisure sector which about covered our typical income from events. We are also fortunate in that a small supply of coal at a very low price became available and we now have stocks sufficient to run the site for perhaps the next two years, whilst keeping an eye on the availability of further stocks of coal in the market.

In addition, we applied for and were rewarded with a grant from the West Midlands Museum Development Fund of £2,500 which will be used on PR materials and guidance.

But other sources of major funding such as the HLF and the Arts Council are now completely dedicated to ensuring that organisations remain viable financially through the pandemic (i.e. wages and fixed costs support) and to cover spending on things necessary to recover – and absolutely excluded are any capital bids. This will affect the timescales of our plans for both the new workshop and for the proposed visitor centre, but we hope that a funding route will open up for capital bids from mid/late 2021.

Once again, it should be noted that nearly half of the available funds are restricted, and of the remainder the board is anxious to build up some cash reserve for our planned major future projects such as the new buildings and, of course, to support the 2021 ‘recovery from Covid’ where we can reasonably expect our visitor numbers to remain somewhat reduced which will likely result in an operating deficit during 2021.

Area 3 – Operating the site as a visitor attraction

Our visitor number totals of 919 for 2020 were less than 20% of the figures achieved in recent years, with the majority coming from a very successful 2-day February steaming and from two school visits.

The site opened for the public in February 2020 for one steaming event across two days and two school visits on subsequent days, following which all planned events were cancelled due to the pandemic. The site was also open intermittently for ‘drop in’ visitors as and when Covid restrictions allowed, and following Covid guidelines, but these numbers totalled only just over 90 across the year, plus a poor total of 18 who attended the ‘Heritage Open Days’ national activity.

The Trust was also able to support the Claymills Classic Car Cub who were able to hold a small number of meetings on site when the site was open, again these meetings were held in a Covid safe manner.

Of course, these numbers are disappointing but understandable given the circumstances and we look forward to a degree of recovery in 2021.

Area 4 – Restoration and maintenance activities

The site is restored, maintained and operated by a team of unpaid volunteer Trust members who undertake all of the work on the site, which is open for volunteers to attend on Tuesdays, Thursdays and Saturdays, plus of course additional days where called for due to events.

But of course, 2020 has been a difficult year for restoration activities as the site has been either closed completely or open only for volunteers working in restrictive Covid safe conditions. In addition, many volunteers were shielding or not travelling and these points have greatly impacted on the progress of restoration and maintenance tasks, although during periods where the site has been generally shut, small working parties have taken place to carry out specific tasks mainly related to buildings and grounds maintenance.

Directors have also attended the site to carry out regular security checks and to allow STW contractors to carry out agreed tasks, for example the removal of the Pine trees and the rebuilding of a section of the boiler house wall.

But, considering the year in balance, we have seen some excellent progress in key areas. As always, it is impossible to itemise each activity, but the below gives a flavour from some of the work done: -

The volunteers are co-ordinated by a nominated Director(s) and a Director is responsible for site health and safety for volunteers and the public. There is appropriate induction, training and supervision of volunteers. The buildings, infrastructure, boiler, steam systems and engines receive maintenance as required to allow for the functioning of the site and to meet legal and health and safety requirements and our major attractions and will undergo a full functional system check prior to the site being in steam for the public at some point in 2021.

This concludes the annual report for 2020 – our most challenging year ever.

In summary, we have ensured that the site survives both in terms of equipment and infrastructure and in terms of finances. All we can do is to look forward for hopes of recovery during 2021. The support of our members and volunteers will be key to such a recovery.

Prepared 21[st] December 2020 by A Parsons on behalf of the board of directors of CPET

Financial position

The Statement of Financial Activities is set out on the pages that follow. The net result for the year was an increase in charity funds of £15,080.

Total funds of the Charity at 31[st] December 2020 were £168,208.

Post balance sheet events

The pandemic in 2021 will have a significant effect on the report for 2021. As a result of Corona Virus (Covid-19), it is not currently possible to predict when normal site operation will resume. However, at the date of this report, the Trust has been in receipt of a further HM Government Local Restrictions Business Support Grant to the value of £9K.

Statement of Trustees Responsibilities

The Trustees as directors of the charitable company are responsible for preparing the Annual Report and the accounts in accordance with applicable law and the United Kingdom Generally Accepted Accounting Practice.

Company law requires the Trustees to prepare accounts for each financial year that give a true and fair view of the state of affairs of the charitable company and of the surplus or deficit of the charitable company for that year. In preparing those accounts, the Trustees are required to:

The Trustees are responsible for maintaining proper accounting records which disclose with reasonable accuracy at any time the financial position of the charitable company and to enable them to ensure that the accounts comply with the Companies Act 2006. They are also responsible for safeguarding the assets of the charitable company and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

This report was approved by the board on 27[th] January 2021 and was signed on its behalf by:

Andrew Parsons, Chairman, Trustee Director

Independent Examiner’s Report on the Accounts of

Th e Claymills Pumping Engines Trust Ltd

For the year ended 31[st] December 2020

I report on the accounts that are se t out following this report.

Respective responsibilities of directors and examiner

The charity’s directors are responsible for the preparation of the accounts. The cha r ity’s directors consider that an audit is not required for th e year under section 144(2) of the Charities Act 2 0 11 (the 2011 Act) and that an independent examination i s needed.

Having satisfied myself that the c h arity is not subject to audit under company law a nd is eligible for independent examination, it is my responsibility to:

Basis of independent examiner’s report

My examination was carried out i n accordance with the general Directions given b y the Charity Commission. An examination incl u des a review of the accounting records kept by t h e charity and a comparison of the accounts prese n ted with those records. It also includes considera t ion of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees conce r ning any such matters. The procedures undertaken do not provide all the evidence that would be required i n an audit and consequently no opinion is given a s to whether the accounts present a 'true and fair view' and the report is limited to those matters set out in t he statement below.

Independent examiner’s statement

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

  1. which gives me reasonable c ause to believe that in any material respect the r e quirements: • to keep accounting recor d s in accordance with section 386 of the Compan i es Act 2006; and

  2. to prepare accounts whic h accord with the accounting records, comply wi t h the accounting requirements of section 396 of the Companies Act 2006 and with the met h ods and principles of the Statement of Recommen d ed Practice: Accounting and Reporting by Chari t ies have not been met;

  3. OR 2. to which, in my opinion, att e ntion should be drawn in order to enable a prop e r understanding of the accounts to be reached.

Signed Date 8thMay 2021
Name Brian E. Kea
tes
Address 53 Short Lan
Barton under
Burton-on-Tr
e
Needwood
ent, Staffs, DE13 8LB

Statement of Financial Activities

For the year ending 31[st] December 2020

Income and Expenditure
Note
Income
Operation of the Pumping Station
6
Grants and restricted donations
7
Bank Interest
Total Income
Expenditure
Cost of operation of the Pumping Station
8
Managing and administering the charity
9
Total Expenditure
Excess of income over expenditure
Funds brought forward at
1stJan 2020
Funds carried forward at
31stDec 2020		 Unrestricted
Funds
Restricted
Funds
Total
2019
14,055
14,055
39,609
29,000
4,500
33,500
9,610
289
289
597
£43,344
£4,500
£47,844
£49,816
29,332
2,509
31,841
36,218
923
923
2,382
£30,255
£2,509
£32,764
£38,600
13,089
1,991
15,080
11,216
83,882
69,246
153,128
141,912
£96,971
£71,237
£168,208
£153,128

Balance Sheet

At 31[st] December 2020

Fixed Assets
Current Assets
Shop + Stationery Stock
Cash in Hand
Cash at Bank
Coal
Debtors & Pre-payments
Current Liabilities
Creditors less than 1 year
Net current Assets
Funds
Unrestricted funds
Restricted funds
Note
4
2
3		 Unrestricted
Funds
Restricted
Funds
18,476
7,762
7,753
966
60,073
63,475
5,632
4,091
Total
2019
26,238
25,628
7,753
8,172
966
737
123,548
112,810
5,632
3,864
4,091
2,025
£96,991
£71,237
£
168,228
£153,236
(20)
(20)
(108)
£96,971
£71,237
£
168,208
£153,128
£96,971
-
£96,971
£83,882
-
£71,237
£71,237
£69,246
£96,971
£71,237
£
168,208
£153,128

For the year ending 31[st] Decembe r 2020, The Claymills Pumping Engines Trust Lt d . was entitled to exemption from audit under sectio n 477 of the Companies Act 2006.

The members have not required th e company to obtain an audit in accordance with section 476 of the Companies Act 2006.

The directors acknowledge their r e sponsibility for complying with the requirement s of the Act with respect to accounting records and for the p reparation of accounts.

These accounts have been prepare d in accordance with the small company regime (Section 419(2) of the Companies Act 2006).

These accounts were approved b y the board on 27[th] January 2021 and were s igned on its behalf by:

J.C.Reeve, Treasurer, Trustee D irector

Notes to the Accounts

1 Accounting Policies

The accounts have been prepared under the historical cost convention and are in accordance with applicable accounting standards and the Statement of Recommended Practice Accounting for Charities (SORP 2005).

The Trust is not registered for VAT and expenditure includes VAT where applicable.

Fixed Assets

Ownership of the site, buildings, plant and machinery lies with Severn Trent Water Limited and are not disclosed within these accounts. Other historic assets do not represent a true value as they include many gifted items. The reader of these accounts should appreciate the undisclosed aspect of the inventory which arises and which remains a difficult judgement of value.

Historic assets have not been depreciated on the basis that they will only appreciate. Following the lease agreement with STW and the passing of ownership of historic engines & equipment, these assets have been reclassified and will be depreciated over the remaining term of the lease. (being 60 years)

Fixed assets are depreciated according to the following table.

New Buildings 4.0%
Modern Tools & Machinery 12.5%
Office & ShopEquipment 20.0%
Leasehold Property Remainingterm of the lease(1.67%)

Income

All income is accounted for gross and when receivable.

Expenditure

All expenditure is accounted for gross and when incurred. All restoration costs at the Claymills site are written off as incurred. Acquisition costs of historic assets are currently written off as incurred.

Water and electricity costs are borne by Severn Trent Water.

2 Debtors & Pre-payments
Gift Aid
Pre-payments
East Staffordshire Borough Council		 2020
2,091
2,000
2019
47
1,978
£4,091
£2,025
3 Creditors
Barclaycard
Other creditors
4 Tangible Fixed
Assets
Cost:
Brought Forward
Additions
Disposals
Balance c/f
Depreciation:
Brought Forward
Charge
Disposals
Balance c/f
Net Book Value:
At 1stJanuary 2020
At
31stDecember 2020		 2020
20
2019
47
61
£20
£108
Total
Leasehold
Property
Historic
Engines &
Machinery
Modern
Tools &
Machinery
Office &
Shop
Equipment
New
Buildings
67,290
3,646
0
3,259
226
0
0
11,445
2,270
0
21,130
1,376
0
31,230
0
0		 2020
20
2019
47
61
£20
£108
£70,936
£3,259
£226
£13,715
£22,506
£31,230
(41,662)
(3,036)
0
(2,108)
0
0
0
0
0
(9,068)
(812)
0
(18,581)
(975)
0
(11,905)
(1,249)
0
£(44,698)
£(2,108)
0
£(9,880)
£(19,556)
£(13,154)
£24,785
£1,151
£226
£2,377
£2,549
£19,325
£26,238
£1,151
£226
£3,835
£2,950
£18,076

5 Transactions involving Trustees

None

6 Incoming resources from the operation of the
Pumping Station
Subscriptions & Donations
Open Day Takings
Shop Takings
7 Unrestricted Grants
Retail, Hospitality and Leisure Grant
Local Restrictions Support Grant (November)
Local Restrictions Support Grant (December)
Restricted Grants and donations
Operational Grant Income
Severn Trent Water
Covid Recovery Grant
Capital Grant Income
Heritage Lottery Fund
8
Cost of operation of the Pumping Station
Restoration of Claymills site
Shop Stock
Insurance
Advertising
HLF Development project
Operating Expenses
Running site in steam
Other
Coal
Depreciation & Amortisation
9
Managing & administering the charity
Postage & Stationery
Legal & Professional fees
Office costs		 2020
8,520
3,473
2,062
2019
16,421
14,705
8,483
£14,055
£39,609
2020
25,000
2,000
2,000
2019
£29,000
2,000
2,500
4,000
5,610
£4,500
£9,610
2020
Unrestricted
Funds
2020
Restricted
Funds
2019
12,737
21
6,072
775
3,556
264
1,570
1,734
3,287
5,166
3,750
2,106
5,789
408
4,946
3,240
1,848
5,128
2,526
510
2,626
£29,332
£2,509
£36,218
2020
2019
257
666
450
924
1,008
£923
£2,382