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2021-12-31-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 2021

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 Roy Barratt - appointed 15[th] May 2021 Mrs Jan Dingley - appointed 15[th] May 2021 Mr John Ford Mr John Freeman Mr Derek Goodman Mr Stephen Goodman Mr Mike Guthrie Mrs Lesley Hirst Mr Geoff Sherratt Mr Ian Yates

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 2021 to 31[st] December 2021.

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'.

As last year, this report covers the four areas as follows:-

  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 following.

1. Management activities.

2021 saw a change in the way that the board operates, whilst retaining the same overall structure. In a nutshell, previously our board meetings tried to cover both operational and strategic items, and it was proving difficult to get sufficient time and resource to address the strategic items due to the preponderance of operational issues,

As a result, we have split the board meetings and the attendees to these meetings into two ‘sub boards’ to which the Directors can attend both or either, both being chaired by the chairman. Each sub-board meets monthly 2 months out of 3, with an overall meeting of the complete board on the 3rd month. A particular focus of the strategic board will be to review and update all our policies and procedures to be ready for Museum Re-Accreditation in 2023.

This new board structure commenced in September 2021, and accordingly our boards met as a complete board 9 times, and each of the operation and strategy boards met twice during 2021. Whilst splitting the responsibilities of the Trust into two boards is a major step, early indications are that this is working well.

During the year 2021 the Board of Directors met 11 times and the attendance by Directors for the main board ranged from 10 to 13. These are the main business meetings of the Trust and now more clearly cover operational and strategic matters.

All board meetings take place virtually via Zoom and we imagine that this situation will eventually evolve to include both Face to Face and Zoom meetings. Use of Zoom is proving effective and has actually made the increased number of meetings more practical. Members are reminded that all board meetings are open for any member to attend should they so wish – please ask for the Zoom link to the meeting you wish to attend.

The board continued to send ad-hoc communications to all members to keep them informed regarding the Covid situation and these were well received.

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 museum’s registration and, importantly, to our landlords Severn Trent Water with whom meetings are held approximately every six months, and include a H&S audit carried out by STW H&S professionals once a year. These meetings included STW, as landlords, committing to both building repairs arising from requests from the board, and to necessary electrical works as a result

of the findings of a statutory fixed wiring inspection. On the subject of electrical safety, whilst we do not normally single out activities in this summary, it is of note that we maintain our own PAT testing and recording and this onerous task continues year-round.

The Trust’s Annual General Meeting was held on 15[th] May 2021 via Zoom due to the restrictions still in place as a result of the Covid pandemic. Over thirty members were in virtual attendance.

A key decision was agreed during the AGM to increase the maximum number of directors to 14 from the previous upper limit of 12.

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 two new directors, Roy Barratt and Jan Dingley. The three officers of the Trust, Andrew Parsons, John Reeve and John Cooper, were re-elected unopposed.

By the year-end, membership was 337, a recovery back to a more usual level of membership from 2020. We expect further membership numbers as our recovery continues during 2022.

During 2021 we also engaged with a leading Heritage sector consultant who has provided valuable advice and an ‘outside eye’ on our activities and we are working through the recommendations from the provided report – but one impact was the splitting of the board as previously detailed.

Finally, the Chairman wishes to thank the board for their flexibility and united approach during another challenging year. We continue to manage and operate the site to the satisfaction of compliance bodies, our landlords and our customers.

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 also of Local government Covid grants for the hospitality and leisure sector. Overall, the Trust recorded an operating margin of £12,691 for the year.

In addition, we applied for and were fortunate to win a grant from the West Midlands Museum Development Fund of just over £1800 which was used on PR materials and guidance, and a small grant to cover the costs of a first aid course.

A major grant of £20,000 was gained from the Pilgrim Trust toward the cost of the workshop / display building,

Regarding other major funding sources such as the HLF and the Arts Council, there are some small signs of a return to a more normal distribution of moneys but the bias toward recovery funding – as opposed to new project type funding - is still apparent and it will be some time before we consider a bid for large funds toward a visitor centre – perhaps this may be possible in 2023.

As is usually the case, our accounts give the appearance of being ‘cash rich’ – the AGM is reminded that during 2021 we committed to the new workshop and recognised that there would be extensive bills in excess of £70,000 to pay for groundworks, materials and construction of the workshop/display building during 2022, and in addition some £60K of balance are restricted funds, and also we do not intend to break own rule of retaining one year’s operational costs ‘in the bank’.

3. Operating the site as a visitor attraction

Of course, our steaming events in 2021 were impacted by the Covid pandemic and we held a total of three steaming events in 2022, commencing with the August steaming.

Our visitor number totals of 1572 for 2021 were significantly higher than 2020 but of course much lower than a ‘normal’ year due to only three events being held..

The site opened for the public with a ‘grand reopening’ steaming at the end of August followed by the September and October steaming events. The site was also open for ‘drop in’ visitors following relaxation of the Covid restrictions. The Trust also opened for a weekend to support the annual ‘Heritage Open Days’ initiative.

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.

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.

The 2021 volunteer hours totalled some 19473 recorded hours but as always not all hours are recorded. This is a good number – equivalent to around 12 full time staff - but of course was somewhat impacted by Covid in the earlier part of the year. During the period of restricted access in the early part of the year due to Covid the site was generally shut, but small working parties tool place to carry out specific tasks mainly related to security, 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.

Regardless of Covid, 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 undergo a full functional system check prior to the site being in steam for the public.

This concludes the annual report for 2021 – another challenging year but progress was made in many areas.

In summary, we continue to ensure that the site survives both in terms of equipment, infrastructure, finances and compliance. 2022 will see some major steps forward in terms of major projects (New building, Firebars, A Engine). The support of our members and volunteers will, as always, be vital to our continued post Covid recovery.

Prepared 17[th] July 2022 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 £12,691.

Total funds of the Charity at 31[st] December 2021 were £180,899.

Post balance sheet events

At the date of this report, the Trust has been in receipt of further HM Government Local Restrictions Business Support Grants to the value of £5,600. The balance of the Pilgrim Trust grant £17,120 has been received. Expenditure on the new workshop / display building to date is £26K, with a further invoice of £40K expected on completion of the building shell.

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] July 2022 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 2021

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 17thAugust 2022
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 2021

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 2021
Funds carried forward at
31stDec 2021		 Unrestricted
Funds
Restricted
Funds
Total
2020
22,516
22,516
14,055
24,500
5,112
29,612
33,500
15
15
289
£47,031
£5,112
£52,143
£47,844
29,919
5,399
35,318
31,841
4,134
4,134
923
£34,053
£5,399
£39,452
£32,764
12,978
(287)
12,691
15,080
96,971
71,237
168,208
153,128
£109,949
£70,950
£180,899
£168,208

Balance Sheet

At 31[st] December 2021

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
24,838
10,018
7,266
944
70,608
60,932
1,680
4,802
Total
2020
34,856
26,238
7,266
7,753
944
966
131,540
123,548
1,680
5,632
4,802
4,091
£110,138
£70,950
£
181,088
£168,228
(189)
(189)
(20)
£109,949
£70,950
£
180,899
£168,208
£109,949
-
£
109,949
£96,971
-
£70,950
£70,950
£71,237
£109,949
£70,950
£
180,899
£168,208

For the year ending 31[st] Decembe r 2021, 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] July 2022 and were sign e d 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
Reach Publishing
3 Creditors
Staffordshire County Council
Other creditors		 2021
1,666
2,764
372
2020
2,091
2,000
£4,802
£4,091
2021
100
89
2020
20
£189
£20
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 2021
At
31stDecember 2021		 Total
Leasehold
Property
Historic
Engines &
Machinery
Modern
Tools &
Machinery
Office &
Shop
Equipment
New
Buildings
70,936
12,503
0
3,259
226
0
0
13,715
3,729
0
22,506
358
0
31,230
8,416
0
£83,439
£3,259
£226
£17,444
£22,864
£39,646
(44,698)
(3,885)
0
(2,108)
0
0
0
0
0
(9,880)
(1,274)
0
(19,556)
(1,025)
0
(13,154)
(1,586)
0
£(48,583)
£(2,108)
0
£(11,154)
£(20,581)
£(14,740)
£26,238
£1,151
£226
£3,835
£2,950
£18,076
£34,856
£1,151
£226
£6,290
£2,283
£24,906

5 Transactions involving Trustees

None

6 Incoming resources from the operation of the
Pumping Station
Subscriptions & Donations
Open Day Takings
Shop Takings		 2021
11,576
6,819
4,121
2020
8,520
3,473
2,062
£22,516
£14,055
7 Unrestricted Grants
Retail, Hospitality and Leisure Grant
Local Restrictions Support Grant (November)
Local Restrictions Support Grant (December)
Local Restrictions Support Grant (January)
Local Restrictions Support Grant (March)
Restart Grant
Restricted Grants and donations
Operational Grant Income
Severn Trent Water
Covid Recovery Grant
AIM
Capital Grant Income
Pilgrim Trust
8
Cost of operation of the Pumping Station
Restoration of Claymills site
Shop Stock
Insurance
Advertising
Operating Expenses
Running site in steam
Other
Coal
Depreciation & Amortisation
9
Managing & administering the charity
Postage & Stationery
Legal & Professional fees
Office costs		 2021
9,428
3,072
12,000
2020
25,000
2,000
2,000
£24,500
£29,000
1,932
300
2,880
2,000
2,500
£5,112
£4,500
2021
Unrestricted
Funds
2021
Restricted
Funds
2020
5,299
711
12,758
1,798
775
272
1,556
1,834
2,419
658
3,287
2,949
10,341
1,850
4,946
3,240
3,952
5,128
3,261
624
2,626
£30,291
£5,399
£36,218
2021
2020
364
3,295
475
257
666
£4,134
£923