BAMPTON COMMUNITY ARCHIVE (Registered Charity 1097295)
TRUSTEES ANNUAL REPORT
FOR THE YEAR ENDED 31[ST] MARCH 2025
BAMPTON COMMUNITY ARCHIVE (BCA) 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. The charity welcomes visitors to its exhibitions and displays. The Charity holds major exhibitions and in the last year presented “Water, Wells & Waste in Bampton and Weald” by Alistair Wray and Paul Ader. Exhibitions are accompanied by printed catalogues, a permanent feature of the exhibition and added to the Community Archive.
The BCA Trustees gratefully acknowledge the hours of volunteer time, dedication and skill given to fulfilling the objectives of the BCA.
BCA STRUCTURE
The Rules of the Charity were adopted by the Members on 18[th] March 2002. The Charity is an Association with Members paying an Annual Subscription. During the period 2024 – 2025 BCA membership increased. There was no increase in membership fee during the period.
There are currently 69 Individual Members (£5 pa) and 86 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 work of the BCA is made possible only through the generosity of the local community who, in turn, are also brought together by the activity of the BCA.
All Trustees and Committee Members give their time voluntarily and receive no remuneration or other benefits.
BAMPTON COMMUNITY HUB
The Archive and Bampton Library work separately but also together under the umbrella of Bampton Community Hub.
The Lewington Room has been used regularly for talks and workshops encouraging members and non-members to be involved in a variety of activities, all of which are provided at no cost to attendees.
THE OLD GRAMMAR SCHOOL
On 10[th] September 2019, the Charity entered into a 25-year lease for part of the Ground Floor (the Robert Vesey Room) and all of the First Floor (the Lewington Room) of the Old Grammar School.
BCA FINANCIAL INFORMATION
Sales in the Vesey Room and Online in the year totalled £71,383. The gross profit margin was 45%. Donations from visitors and from tour groups contributed a further £8,011. After costs of operating the Charity, there was a surplus of £17,545, which resulted, at the year end, in reserves carried forward of £58,481 (which in the prior year amounted to £40,936).
BCA TRUSTEE DECLARATION
The Trustees of the Bampton Community Archive (BCA) are pleased to submit their report and accounts for the period 1st April 2024 to 31st March 2025.
The Trustees declare they have approved the Trustees’ Annual Report above and authorised its signature on 26 September 2025.
Jennifer Dixon-Clegg
Chairman
BAMPTON COMMUNITY ARCHIVE
REPORTS AND FINANCIAL STATEMENTS
YEAR ENDED 31st MARCH 2025
Charity Number: 1097295
| Contents | Page |
|---|---|
| Trustees' legal and administrative information | 1 |
| Examiner's report | 2 |
| Statement of financial activities | 3 |
| Balance sheet | 4 |
| Notes to the financial statement | 5 |
1
BAMPTON COMMUNITY ARCHIVE
LEGAL AND ADMINISTRATIVE INFORMATION
Trustees
Josephine Lewington (President) Jennifer Dixon-Clegg (Chairman) Robin Shuckburgh (Trustee) Nicholas Newland (Treasurer)
Registered Address
York House Cheapside Bampton Oxon OX18 2JL
Bankers
HSBC plc 24 Market Square Witney Oxfordshire OX8 7BG
TRUSTEES' REPORT
See attached documentation
2
INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF BAMPTON COMMUNITY ARCHIVE
I report on the accounts of the Trust for the year ended 31 March 2025, which comprise the Statement of Financial Activities, the Balance Sheet and related notes.
Respective responsibilities of trustees and examiner
The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year (under section 144(2) of the Charities Act 2011 (the 2011 Act)) and that an independent examination is needed.
It is my responsibility to:
-
examine the accounts (under section 145 of the 2011 Act);
-
to follow the procedures laid down in the General Directions given by the Charity Commissioners
-
under section 145(5)(b) 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 Commissioners. 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 you as 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:
-
a) to keep accounting records in accordance with section 130 of the 2011 Act; and
-
b) to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act have not been met; or
-
(2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Signed and dated:
Dennis Walker Saturday, 30 August 2025
3
BAMPTON COMMUNITY ARCHIVE
STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDING 31 MARCH 2025 INCOME AND EXPENDITURE ACCOUNT
| Incoming resources Grants and Subscriptions 2 Equipment Grants WODC, OCC & Landlord Renovation Grants Membership Subscriptions Donations Activities generating funds Vesey Room & Online Sales 3 Events Other incomes Gift Aid Bank Interest Resources expended Charitable expenditure Purchases for Resale Refurbishment Project Costs Repairs and Maintenance Computerisation & Website Paypal & Finance Costs Management and Administration Stationery & Telephone Exhibition Costs & Meetings & Open Day Subscriptions Legal Expenses Rent & Service Charge Insurance Miscellaneous Total resources expended Net balance Balance brought forward Net accumulated income carried forward |
2024-25 Unrestricted Funds £ 0 0 940 8,011 71,383 0 605 767 81,706 39,333 1,761 1,664 10,282 1,474 54,514 227 3,703 255 34 4,375 590 463 9,647 64,161 17,545 40,936 58,481 |
2023-24 Total £ 2,500 0 1,012 5,628 64,020 1,230 614 503 |
2023-24 Total £ 2,500 0 1,012 5,628 64,020 1,230 614 503 |
|
|---|---|---|---|---|
| 75,507 | ||||
| 36,735 3,043 1,361 12,476 1405 |
||||
| 55,020 | ||||
| 359 3,310 255 13 2214 565 675 |
||||
| 7,391 | ||||
| 62,411 | ||||
| 13,096 | ||||
| 27,840 | ||||
| 40,936 |
4
BAMPTON COMMUNITY ARCHIVE
BALANCE SHEET
| AS AT 31 MARCH 2025 | |||||
|---|---|---|---|---|---|
| Notes | 2024-25 | 2023-24 | |||
| Asset employed: | £ | £ | £ | ||
| Fixed assets | |||||
| Tangible assets | 0 | 0 | |||
| Net Value | 0 | 0 | |||
| Current assets | |||||
| Stock | 13,450 | 14,073 | |||
| Cash at bank | 53,096 | 34,513 | |||
| Debtors | 690 | 1,658 | |||
| 67,236 | 50,244 | ||||
| Creditors:amounts falling due | |||||
| within one year | -8,755 | -9,308 | |||
| Net current assets | 58,481 | 40,936 | |||
| Net assets | 58,481 | 40,936 | |||
| Accumulated funds: | |||||
| Unrestricted | 58,481 | 40,936 |
The financial statements on pages 3 to 5 were approved by the Trustees on 26 September 2025 and signed on their behalf by:
Jennifer Dixon-Clegg 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.
(b) Income and expenditure
All income and expenditure is accounted for on the accruals basis, when the charity is legally entitled to the money, and the amount can be quantified with reasonable accuracy.
(c) Fund accounting
Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees.
Restricted funds are those which have been made available for specific projects.
- (d) Tangible assets and depreciation
Tangible assets are included at original cost less accumulated depreciation. Depreciation is provided in order to write 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 is attributed to specific activities and has been included in those cost categories. Support costs have been categorised as charitable expenditure as this more fairly represents the activities of the charity.
(f) Voluntary Income
The Charity 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 £8,011 (p/y £8,128).
3 Vesey Room & Online Sales
The Archive retails its 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, and online.
4 Trustee expenses
No Trustees claimed any expenses for their trustee duties during the year.
2
INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF BAMPTON COMMUNITY ARCHIVE
I report on the accounts of the Trust for the year ended 31 March 2025, which comprise the Statement of Financial Activities, the Balance Sheet and related notes.
Respective responsibilities of trustees and examiner
The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year (under section 144(2) of the Charities Act 2011 (the 2011 Act)) and that an independent examination is needed.
It is my responsibility to:
-
examine the accounts (under section 145 of the 2011 Act);
-
to follow the procedures laid down in the General Directions given by the Charity Commissioners
-
under section 145(5)(b) 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 Commissioners. 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 you as 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:
-
a) to keep accounting records in accordance with section 130 of the 2011 Act; and
-
b) to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act have not been met; or
-
(2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Signed and dated:
Dennis Walker Saturday, 30 August 2025