BAMPTON COMMUNITY ARCHIVE
REPORTS AND FINANCIAL STATEMENTS YEAR ENDED 31st MARCH 2023
Charity Number: 1097295
| Contents | Page |
|---|---|
| Charity Information | 1 |
| Trustees’ legaland administrative information | 1 |
| Examiner's report | 2 |
| Statement offinancial activities | 3 |
| Balance sheet | 4 |
| Notestothefinancialstatement | 5 |
1
BAMPTON COMMUNITY ARCHIVE
LEGAL AND ADMINISTRATIVE INFORMATION
Trustees
Josephine Lewington (President) Robin Shuckburgh (Chairman) Nicholas Newland (Treasurer)
Registered Address York House Cheapside Bampton Oxon OX18 2JNL
Bankers HSBC pic 24 Market Square Witney Oxfordshire OX8 7BG
TRUSTEES’ REPORT See attached documentation
2
INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF BAMPTON COMMUNITY ARCHIVE
| report on the accounts of the Trust forthe year ended 31 March 2023, which comprise the Statement of Financial Activities, the Balance Sheet and related notes:
Respective responsibilities of trustees and examiner
The charily’s trustees are responsible for the preparation of the accounts. The chamty's trustees consider thal an audit is not required for this year (under section 144(2) of the Chanties Act 2011 (the 2011 Act)) and that an independent examination is needed,
It is. my responsibility to:
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' examine the accounts (under section 146 of the 2011 Act);
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to follow the procedures laid down in the General Directions given by the Charity Commissioners under section 145(5)(b)of the 2071 Act); and to state whether particular matters have come to my attention,
Basis of independent examiner's report
My examination was cared out in accordance wilh the General Directions given by the Chanty Commissioners. An examination includes # review of the accounting records kept by the charily and a comparison of the accounts presented with these records, It also includes consideration of any unusual items or disclosures In the accounts, and seeking explanationsfrom you as trustees concerningany auch matters. The procedures underaken 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 \hose matters set out in the statement below.
Independent examiner's statement
In connection wilh my examination, no matter has come to my attention:
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(1) which gives me reasonable cause to believe that in any matenal respect the requirements:
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a) to keep accounting records in accordance with section 130 of the 2011 Act: and
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b) lo prepare accounts which accord with the accounting records and comply wilh the-accounting requirements of the 2011 Act have not been met; or
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(2) to which, In my opinion, attention should be drawn in order to enable @ proper understanding of the accounts lo be mached
Signed and dated:
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Ce Se B02
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3
BAMPTON COMMUNITY ARCHIVE
EXPENDITURE INCOME AND ACCOUNT
| INCOME AND EXPENDITURE ACCOUNT |
||||
|---|---|---|---|---|
| 2022-23 | 2021-22 | |||
| Unrestricted | ||||
| Funds | Total | |||
| Incoming resources | £ | £ | ||
| Grants and Subscriptions | 2 | |||
| Equipment Grants | 1,500 | 3,512 | ||
| WODC, OCC&Landlord Renovation | Grants | 0 | 155,594 | |
| Membership Subscriptions | 772 | 524 | ||
| Donations | 5,549 | 284 | ||
| Activities generating funds | ||||
| Vesey Room&OnlineSales | 3 | 50,703 | 756 | |
| Events | 0 | 1,214 | ||
| Otherincomes | ||||
| Gift Aid | 162 | 45 | ||
| Bank Interest | 82 | 8 | ||
| __58,768_ | __161,937 | |||
| Resources expended | ||||
| Charitable expenditure | ||||
| Purchases for Resale | 25,420 | 293 | ||
| Refurbishment ProjectCosts | 61,617 | 205,824 | ||
| Repairs and Maintenance | 1,401 | 52 | ||
| Computerisation&Website | 7,950 | 3,844 | ||
| Paypal&Finance Costs | 1,121 | 55 | ||
| __97,508. | 97,508.__210,068_ | __210,068_ | ||
| Managementand Administration | ||||
| Telephone | 27 | 152 | ||
| AGM& Prvate Viewing Expenses | 4,522 | 0 | ||
| Subscriptions Legal Expenses |
255 13 |
255 13 |
||
| Rent& Service Charge | 2,060 | 0 | ||
| Insurance | 514 | 483 | ||
| Miscellaneous | 0 | 0 | ||
| _—7,391 | __903. | |||
| Total resourcesexpended | 104,900 | 210,971 | ||
| Net balance | -46,132 fb}2 |
-49,034 —___ |
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| Balancebroughtforward | 73,972 | 123,006 | ||
| Netaccumulatedincomecarriedforward | 27,840 | 73,972 |
4
BAMPTON COMMUNITY ARCHIVE
BALANCE SHEET
ASMARCHAT 31 2023
| ASMARCHAT AT 31 MARCHAT 2023 |
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|---|---|---|---|---|
| Notes | 2022-23 | 2021-22 | ||
| Asset employed: | £ | € | £ | |
| Fixed assets | ||||
| Tangible assets | 0 | 0 | ||
| Net Value | 0 | 0 | ||
| Current assets | ||||
| Stock | 14,000 | 13,000 | ||
| Cash at bank | 28,250 | 70,337 | ||
| Debtors | 0 | 1,000 | ||
| 42,250 | 84,337 | |||
| Creditors: amounts falling due | ||||
| within oneyear | -14,410 | -10,365 | ||
| Netcurrentassets | 27,840 | 73,972 | ||
| Net assets | 27,840 | 73,972 | ||
| Accumulated funds: | ||||
| Unrestricted | 27,840 | 73,972 |
The financial statements on pages 3 to. 5 were approved by the Trustees on 11 September 2023 and signed on their behalf by:
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Robin Shuckburgh
Chair
5
BAMPTON COMMUNITY ARCHIVE
NOTES TO THE FINANCIAL STATEMENTS
1 Accounting policies
(a) The financial statement have been prepared under the historical cost convention and in accordance with the Statement of Recommended Practice “Accounting and Reporting by Charities" published in February 2005,
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(b) Income and expenditure All income and expenditure 's accounted for on the accruals basis, when the charity is legally entitled to the money, and the amount can be quantified with reasonable accuracy,
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(Cc) Fund accounting Unrestricted funds can be used in accordance with the charitable objectives at the diseretion of the trustees, Restricted funds are those which have been made available for specific projects.
(d) Tangible assets and depreciation
Tangibie assets are included at orginal cost less accumulated depreciation. Depreciation is provided at the following annual rates in order to wnte off each asset over its estimated useful life. Assets which have been provided by donation or grant are not capitalised.
(e) Analysis of expenditure
Expenditure |s attributed to specific activities and has been included in those cost categories. Support costs have been categonsed as charitable expenditure as this more fairly represents the activities of the charity,
- (f) Voluntary Income
The Charty receives the assistance of many volunteers who do not take any payment for their time and effort. No attempt has been made to quantify their contribution and the accounts have been prepared without including any provision for this income.
2 Grants & Donations
Equipment grants and donations in the current year total £7,049. In the prior year, Grants totalling £159,106 relate to the appeal for funds to renovate (he Old Grammar Schoo! building in Bampton which houses the Archive and Vesey Raom from which the Chanty operates, The work was finished in May 2022 al a total cost of £267,441,
3 Vesey Room & Online Sales
The Archive retails (ts.own publications and other memorabilia in the Vesey Room in the in the Old Grammar School, Bampton which reopened in May 2022 after completion of the renovation programme, The building was closed throughout the prior year,
4 Trustee expenses
- No Trustees claimed any expenses for their trustee duties dunng the year.
BAMPTON COMMUNITY ARCHIVE (Registered Charity 1097295)
TRUSTEES ANNUAL REPORT FOR THE YEAR TO 31 MARCH 2023
STRUCTURE
The Rules of the Charity were adopted by the Members on 18 March 2002 and the Charity is an Association with Members paying an Annual Subscription. There are currently 63 Individual Members (£5 pa) and 82 Family Members (£8 pa). The Trustees are appointed or reappointed annually at the Annual General Meeting. The Committee manages all the affairs of the Charity and consists of the Officers and not fewer than four and not more than twelve other Members. The Charity has set up a limited company, Bampton Archive Trading Ltd (company number 08853943), to sell products to generate additional revenue for the Charity, The company’s officers are the Trustees, The results of the company are consolidated with the Charity and all profits from the trading company are donated to the Charity, All Trustees and Committee Members give their time voluntarily and receive no remuneration or other benefits.
OBJECTIVES AND ACTIVITIES
The object of the. Charity is to promote and encourage for the public education and benefit, the collection, preservation, storage and display of photographic, written and other archival material relating to the social history of the Parish of Bampton, Oxfordshire. The Charity operates from the Robert Vesey and Lewington rooms in the Old Grammar School in Church View, Bampton, and welcomes visitors to its exhibitions and displays. Each year, the Charity usually holds 3 major exhibitions but in the last year there only two Birding in the Bush by Barry Hudson, and Mapping Bampton — A Journey in Space and Time by Will Fenton. These exhibitions are accompanied by printed catalogues, a permanent feature of the exhibition, which are added to the Community Archive. In addition, the Archive published a book by a member Frank Hudson, Made in Bampton.
BAMPTON COMMUNITY HUB
The Archive and the Library work separately bul also together under the umbrella of Bampton Community Hub, The Lewington room has been used regularly for talks and workshops encouraging members and the public to be involved in a variety of activities.
PHASE || OF THE REFURBISHMENT OF THE OLD GRAMMAR SCHOOL On 10" September 2019, the Charity entered into a 25 year lease for part of the Ground Floor (the Robert Vesey room) and ail of the First Floor (the Lewington room) of the Old Grammar School. The Lease provided for the Charity to undertake Tenant's Works to renovate the interior and bring back into use the first floor of the bullding to create a permanent exhibition centre for the Community Archive, Works commenced in June 2021 and were completed in May 2022
FINANCIAL INFORMATION
The Old Grammar School reopened to the public in May 2022 and Turnover for the 14 months of the year of £50,700 was in line with pre-COVID levels. Gross profit margin remained at 50%. Donations from visitors and from tour groups contributed a further £5,500, After costs of operating the Charity there was a surplus of £15,500. The final building costs and fitting out works totalled £61,600. The total excess of expenditure over income In the year was £46,132 and the balance of reserves carried forward at the year end is £27 840 (prior year £73,972),
TRUSTEES
At the Annual General Meeting held on 26" October 2022, Robin Shuckburgh announced he would stand down as Chairman of the Trustees (although remaining as a Trustee) and the Committee appointed Jennifer Dixon-Clegg to take on the role of Chairman and join the Trustees which she did on 11" September 2023.
DECLARATION
The Trustees declare they have approved the Trustees’ Annual Report above and authorised its signature on 1<" September 2023,
Robin Shuckburgh - Tru