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2022-12-31-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 2022

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 - resigned 21[st] Mar 2023 Mrs Jan Dingley Mr John Ford Mr John Freeman Mr Derek Goodman Mr Stephen Goodman Mr Zak Goodwin - appointed 1[st] Oct 2022 Mr Mike Guthrie - resigned 1[st] Oct 2022 Mr Clive Haffenden - appointed 1[st] Oct 2022 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 2022 to 31[st] December 2022.

This constitutes a 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.

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

  4. Restoration and maintenance activities.

1. Management activities.

The Board meets in three forms: the main Board which meets quarterly; the operational board; and the strategic board. Directors may attend both or either the operational board and the strategic board, with both being chaired by the chairman. Each sub-board meets monthly 2 months out of 3, with an overall meeting of the main board on the 3rd month.

During the year 2022 the main board met 4 times, the operational board 7 times and the strategic sub-board 11 times. These are the main business meetings of the Trust and now more clearly cover operational and strategic matters. Attendance at the meetings of the main board ranged from 9-12 Directors.

Whilst the main board meets ‘in person’ four times per year, other meetings take place virtually via Zoom as introduced during the pandemic and we imagine that this situation will continue. 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.

At the AGM held in 2021, the number of directors was increased to allow a maximum of 14 directors to be appointed, this was done with one eye on the future, with some expectation that some directors may be retiring. This turned out to be the case, with Mike Guthrie standing down at the last AGM. This year Roy Barratt has also left the board, following 30 years of hard work for the Trust, including much activity during the formative years. Our thanks go to Roy for his sterling service to the Trust over the years.

The Board continued to send ad-hoc communications to all members to keep them informed regarding the Covid situation and other points, and these communications were generally well received.

The Board continues to work on improving our compliance with regulatory and other requirements relating to the Trust as a charitable company and as an accredited museum. We also have responsibilities to Seven Trent Water plc as our landlord. For example, we are continuing to refine and improve our Health and Safety practice; our work with Heritage England on the site’s 2 and 2* listings, Arts Council England on museum accreditation and our archive, and, importantly, to our landlords Severn Trent Water plc with whom meetings are held approximately every six months, and which include a Health and Safety audit carried out by STW professionals once a year. Both the Trust and STW plc have committed to a range of actions. For example, STW are and have been undertaking building repairs arising from requests from the Board, and have undertaken necessary electrical works as a result of the findings of a statutory fixed wiring inspection. This fixed wiring inspection was recently carried out by STW’s contractors and resulted in non-compliance being found in the site’s old wiring, and, as a result, significant work has been carried out, funded by STW, to rectify and modernise the electrical installation to current standards. This represents a good example of how well our relationships with our landlords are progressing.

Another positive example of our relationship with STW was reflected in the rapid response to the flooding incident in early 2022 by the operational team from the main STW sewage works.

To further support regulatory compliance, a first aid training course was held on-site in February 2022 with nine Trust volunteers in attendance. The day-long course, supported by an AIM training grant, included use of the defibrillator that was acquired by the Trust recently.

The Trust’s Annual General Meeting reviewing 2021 year was held on site on the 1[st] October 2022 with over twenty members in attendance. 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.

By December 2022, our membership had grown to 376, a new record.

On a sad note, in February 2022, we noted the sudden passing of Claymills former president Sir Alan Jones. Sir Alan became president of the Trust after accepting the role in 2010 and during his six years in post he made significant contributions on a number of different fronts, helping the Trust unblock many obstacles and offering invaluable advice to the board. In particular, it was through his tenacious endeavours that the Trust managed to secure a 60-year lease for the pumping station site from Severn Trent Water in 2013. We also noted the passing of Trust member and former director Dave Caroline who passed away in March 2022 after a short illness. Dave joined the Claymills Trust at its inception and at its first meeting, held at Willington Power Station Sports and Social Club on 20th January 1994, he was one of eight directors voted onto the initial board.

Finally for this section, 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 continues, this includes the retention of one year's ‘running costs’ (£25,000) for reaction to an emergency situation. This approach has proven its worth and, despite the expected high outgoings due to the new workshop and display building, the Trust ended the year with a surplus of income over expenditure, the details of which follow in the treasurer’s report.

The Trust also continues to take advantage of Gift Aid to good effect and to obtaining 100% rate rebate from the local council.

We have continued to benefit from grant aid, for example the grant to cover the first aid training previously mentioned.

Another example of grant aid was the grant made of £1,953 from West Midlands Museum Development fund recovery grant scheme. This went toward the development and printing of the new visitor guide folder and inserts which are proving to be popular with our visitors.

Another grant was that of £6,800 toward the restoration of the Pipe Drug.

In terms of issues such as grant aid, Gift Aid and Rate rebates, none of these things are automatic and the amount and complexity of some of the associated paperwork is high, so a big ‘thank you’ to our Treasurer and to those working hard to gain grants for the Trust. We will continue to seek further grant aid opportunities, whilst ‘keeping our powder dry’ for a later application for a one-off large grant in order to realise our ultimate aim of a visitor centre.

3. Operating the site as a visitor attraction

As seen in a recent newsletter, our secretary carried out an analysis of Trust KPI performance against reported national averages, and commented that the Claymills pumping station did fully open to visitors in 2022 over all the normal planned steaming events over seven weekends/bank holidays (this was not possible the previous two years). The visitor numbers last year compared to 2019 shows a reduction by c17% compared to the national average of 45%, so all in all we had a respectable year.

Total visitor numbers for 2022 was 3,696, more than double that of 2021 (which of course was Covid affected) but still not yet back at pre-pandemic levels. This slow recovery is reflected in national figures and

in subjective reporting, particularly regarding heritage railways, which are having a tough time. As previously noted, our prudent financial management is a vital element in weathering the slumps and cycles of visitor attendance.

The Trust continues to support the Claymills Classic Car Cub, who are now able to carry out their monthly meetings and who also make a sizable donation to the Trust each year, for which we are very grateful and of course, to the CCCC members themselves, who regularly bring their classic vehicles to site for events.

Again, and relating to compliance, the Trust was visited by the VAQAS (Visitor Attraction Quality Assurance Scheme) assessor during July 2022. The scheme is run by the tourism industry regulatory body ‘Visit England’. The assessor scored Claymills on a series of criteria under the headings of visit pre-arrival, arrival, the visitor attraction, cleanliness, toilets and staff. The Trust has been successful in once again attaining the award, together with a report of the visit that highlights any areas of improvement.

The ‘Events Committee’ continues their hard work to suggest, organise and operate the many events that take place on site and, for steaming events, supporting activities such as Professor Pumpernickel, and also small but important tasks such as hiring out areas of the site for visits, activities and, for 2022, filming on site. We now do not rely solely on steaming and operation of machinery, but have other types of events such as the model railway show, Land Rover days and similar, and our thanks go to the Events Committee for their hard work across all these activities and for the smooth way in which all of our events operate.

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 to support our events.

The 2022 volunteer hours totalled some 14,634 recorded hours but as always not all hours are recorded.

During 2022 we have seen excellent progress in key areas. As always, it is impossible to itemise each activity, but we should highlight all of the work done to prepare the ground for the new workshop and display building, and the significant work that has gone into furthering the restoration of B engine and progressing the restoration of ‘A’ engine.

At the same time, we must not underestimate the work done just to maintain the machinery and infrastructure. This is equally important – perhaps more so - as the work on new projects.

The below gives a flavour from some of the work done: -

The volunteers are co-ordinated by a nominated Director(s) in each area 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 regulatory and health and safety requirements. Our boilers and engine undergo a full functional system check prior to each occasion the site is brought into steam for the public.

This concludes the annual report for 2022 – another year where progress was made in all areas of our responsibilities. We look forward particularly to the October events to mark our 30-year anniversary of the commencement of restoration.

In summary, we continue to ensure that Claymills does not just survive, but continues to thrive as a working steam museum, in terms of equipment, infrastructure, finances, compliance, and volunteer support. 2023 will see some major steps forward in terms of completion of major projects (New workshop fit out, A Engine). The support of our members and volunteers will, as always, be vital.

Prepared 28th May 2023 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 £24,949. Total funds of the Charity at 31[st] December 2022 were £205,848.

Post balance sheet events

At the date of this report, the Trust has been awarded Discretionary Rate Relief on the business rates which had been paid to East Staffordshire Borough Council for the years 2021-22 and 2022-23. This was refunded during 2023 and is shown as a debtor in this report.

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 31[st] May 2023 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 2022

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 14thJune 2023
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 2022

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 2022
Funds carried forward at
31stDec 2022		 Unrestricted
Funds
Restricted
Funds
Total
2021
44,937
44,937
22,516
5,600
20,520
26,120
29,612
801
801
15
£51,338
£20,520
£71,858
£52,143
37,828
5,383
43,211
35,318
3,698
3,698
4,134
£41,526
£5,383
£46,909
£39,452
9,812
15,137
24,949
12,691
109,949
70,950
180,899
168,208
£119,761
£86,087
£205,848
£180,899

Balance Sheet

At 31[st] December 2022

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
68,192
30,628
6,235
1,163
22,237
55,459
14,151
7,811
Total
2021
98,820
34,856
6,235
7,266
1,163
944
77,696
131,540
14,151
1,680
7,811
4,802
£119,789
£86,087
£
205,876
£181,088
(28)
(28)
(189)
£119,761
£86,087
£
180,899
£180,899
£119,761
-
£
119,761
£109,949
-
£86,087
£86,087
£70,950
£119,761
£86,087
£
205,848
£180,899

For the year ending 31[st] Decembe r 2022, 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 31[st] May 2023 and were sig n ed 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
Tiger Aspect Productions
3 Creditors
Staffordshire County Council
Other creditors		 2022
119
2,908
1,534
3,250
2021
1,666
2,764
372
£7,811
£4,802
2022
28
2021
100
89
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 2022
At
31stDecember 2022		 £28
£189
Total
Leasehold
Property
Historic
Engines &
Machinery
Modern
Tools &
Machinery
Office &
Shop
Equipment
New
Buildings
83,439
70,798
0
3,259
226
0
0
17,444
1,274
0
22,864
96
0
39,646
69,428
0		 £28
£189
£154,237
£3,259
£226
£18,718
£22,960
£109,074
(48,583)
(6,834)
0
(2,108)
0
0
0
0
0
(11,154)
(1,434)
0
(20,581)
(1,037)
0
(14,740)
(4,363)
0
£(55,417)
£(2,108)
0
£(12,588)
£(21,618)
£(19,103)
£34,856
£1,151
£226
£6,290
£2,283
£24,906
£98,820
£1,151
£226
£6,130
£1,342
£89,971

5 Transactions involving Trustees

None

6 Incoming resources from the operation of the
Pumping Station
Subscriptions & Donations
Open Day Takings
Shop Takings		 2022
16,394
17,923
10,620
2021
11,576
6,819
4,121
£44,937
£22,516
7 Unrestricted Grants
Local Restrictions Support Grant (January)
Local Restrictions Support Grant (March)
Restart Grant
Omicron Hospitality and Leisure Grant
Additional Restrictions Grant
Restricted Grants and donations
Operational Grant Income
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
Education & Children’s Activities
Operating Expenses
Running site in steam
Other
Coal
Depreciation & Amortisation
9
Managing & administering the charity
Postage & Stationery
Legal & Professional fees
Office costs		 2022
4,000
1,600
2021
9,428
3,072
12,000
£5,600
£24,500
3,400
17,120
1,932
300
2,880
£20,520
£5,112
2022
Unrestricted
Funds
2022
Restricted
Funds
2021
2,708
6,010
3,665
1,798
202
1,703
1,828
5,664
2,705
631
12
7,422
3,247
2,171
2,949
12,179
8,964
3,952
5,325
1,509
3,885
£37,828
£5,383
£35,318
2022
2021
291
2,787
620
364
3,295
475
£3,698
£4,134