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← People, Landscape & Cultural Environment, Education And Research Centre

2023-12-31-accounts

PLACE Registered charity number 1106814

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ANNUAL REPORT AND ACCOUNTS FOR 2023

The People, Landscape and Cultural Environment Education and Research Centre (PLACE)

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PLACE members on the third
Saturday walk from Jervaulx in May
[Margaret Atherden]
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CONTENTS

Legal and administrative information P. 2
Report of the Trustees P. 2
Statement of Financial Activities P.8
Balance sheet P.9
Notes to the accounts P. 10

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PLACE Registered charity number 1106814

LEGAL AND ADMINISTRATIVE INFORMATION

Registered Charity number: 1106814

Legal form: a Charitable Incorporated Organisation

Registered address: PLACE Office, York St John University, Lord Mayor’s Walk, York, YO31 7EX

Bankers: Co-operative Bank, PO Box 250, Delf House, Southway, Skelmersdale, WN8 6WT Virgin Money, 46 Coney Street, York, YO1 9NQ

Trustees: Angela Clark (elected March 2023) Laura Eddey (resigned January 2023) Ben Garlick (elected March 2023) Philip Niall Mander (re-elected March 2023) Richard Myerscough Colin Speakman George Sheeran (Chair, re-elected March 2023) Nancy Stedman

Chief Executive: Margaret Ann Atherden

REPORT OF THE TRUSTEES FOR THE PERIOD 1 JANUARY 2023 TO 31 DECEMBER 2023

The Trustees are pleased to present their report together with the financial statements of the charity for the period to 31 December 2023. PLACE was originally incorporated as a company limited by guarantee on 29 March 2004 and registered with the Charity Commission on 17 November 2004. It became a Charitable Incorporated Organisation (CIO) on 27 February 2020.

As stated in the charity’s constitution, its Objects are:

  1. To promote research into the people, landscape and cultural environment of Yorkshire and elsewhere and to disseminate the useful results for the benefit of the general public

  2. To advance the education of the public in the people and the natural and cultural heritage of Yorkshire and elsewhere.

Principal Activities Undertaken and Public Benefit

The charity sets out to achieve its charitable objects through sponsoring, facilitating or undertaking research, organising conferences on subjects relevant to the charity's objects, producing publications, organising short courses and fieldtrips, and through partnership working. In accordance with S17(5) of the Charities Act 2011, Trustees have referred to the guidance contained in the Charity Commission's general guidance on public benefit when reviewing the charity’s aims and objectives and in planning future activities. In particular, Trustees consider how the planned activities will contribute to the aims and objectives that have been set. Members' fees are set at a nominal £5 per year in order to encourage the

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PLACE Registered charity number 1106814

widest possible membership. Equal access is important to PLACE and nearly all activities are open to members and non-members.

Research Projects

Long-term monitoring of vegetation on May Moss continued, with recording along two transects across the site in July and August 2023. Brian Walker produced a news-sheet about the research and began editing a book about the site, to be published in 2024. Research continued on the archaeological survey at Flamborough, for which PLACE is providing a grant.

The PLACE Annual General Meeting was a hybrid meeting, held at York St John University on 25[th] March, with some members attending via zoom. At the AGM, Angela Clark and Ben Garlick were elected to the Board, having previously been co-opted. George Sheeran and Philip Mander stood down and were reelected. In the morning, George Sheeran gave a talk entitled Travellers in an Antique Land: Heritage Tourism in 18[th] century Yorkshire. In the afternoon, Andrew Morrison (CEO of the York Civic Society) led a guided tour of the Eye of York Public Realm, focusing on future plans for redevelopment of the area.

Indoor Events

In January, Nigel Wright of the York Butchers Guild gave a presentation on zoom entitled Guild Life and the York Mystery Play. The talk was recorded and made available for members to watch later on the PLACE Youtube channel. In May and June, George Sheeran presented a short course on zoom entitled Yorkshire’s New Rich and their Homes 1800-1900. The course sessions were recorded and made available via the PLACE Youtube channel. In July, members visited the English Heritage Archaeology Store in Helmsley. In October, PLACE held a conference in Bempton, with eight speakers talking about the geology, wildlife, archaeology and history of Flamborough. In November, members visited the Tapestry Museum in Stamford Bridge, to see the tapestry on the Battle of Stamford Bridge, created by local people. The pre-Christmas event was held in Bedern Hall and featured a talk by Peter Higginbotham on Food in the Workhouse. It was a hybrid zoom meeting and the talk was put on the PLACE Youtube channel.

Outdoor Events

Third Saturday Walks took place in every month except October (cancelled because of the weather) and December. Other events:

PLACE had stands at the Yorkshire Society’s Heritage Guardians event in Saltaire in May, the Stillingfleet

Lodge Wildlife Day in June and the Yorkshire Dales National Park Archaeology Day in November.

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PLACE Registered charity number 1106814

Publications and Communications

No new PLACE books were published in 2023 but book sales increased, especially via the website. PLACE established a blog in 2023 to enable members and the public to read short articles on the website. Four blog articles were published in 2023:

Four PLACE newsletters were sent out to members and partner organisations and made available to all via the website. A survey was sent to members in 2023 to gain feedback on PLACE activities.

Membership

Members pay a small annual subscription of £5.00. Membership is open to individuals and organisations. On 31 December 2023 there were 250 paid up members, including several new members who signed up via the website.

Partner Organisations

PLACE has established links with 26 partner organisations that have aims related to the people, landscape or cultural environment of Yorkshire. They are not required to be members of PLACE, to prevent any possible conflicts of interest. Current partner organisations are:

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PLACE Registered charity number 1106814

PLACE also provides advisory support for the working group on establishment of an East Yorkshire GeoPark.

Events Committee

Four meetings of the Events Committee took place in 2023, on the same days as the Board meetings. The Committee consists of Trustees, independent researchers (PLACE Fellows) and other interested members. The Committee is responsible to planning future PLACE events.

Board of Trustees

PLACE is managed by a Board of Trustees, elected by vote from the membership of the Charity. In accordance with the constitution, one third of the Board normally retire by rotation each year. The Board may co-opt other members for a maximum of 12 months, after which they must stand for election or step down. Four meetings of the Board were held in 2023: in January, March, July and October.

Financial Review and Reserves Policy

All activities are undertaken from the general fund with the main sources of income in 2023 being from sales of books, members’ subscriptions and donations. The main items of expenditure were printing costs for publications, printer cartridges, the newsletters, insurance and other office expenditure. Cash not required for immediate use has been placed in a Virgin Money account and interest rates achieved are monitored by the Treasurer and reported to the Trustees.

At the end of 2023 Free Reserves stood at £ 16,168 . The minimum financial reserve agreed by the Board is £3,000, which would allow commitments to research and publications to be fulfilled should general income reduce in future. The level of reserves will be kept under review by the Trustees.

Trustees’ Responsibilities

Charity Law requires the Trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the Charity at the year end and of the Net Incoming Resources for the year then ended. In preparing these financial statements the Trustees are required to:

The Trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity. They are also responsible for safeguarding the

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PLACE Registered charity number 1106814

assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

Health and Safety

Trustees are aware of their responsibilities in regard to Health and Safety and produce risk assessments for events, as approved by the charity’s insurance company. Participants are alerted to any anticipated hazards before each event. However, all PLACE members are adults and the primary responsibility rests with individuals for their own health and safety. PLACE has a Safeguarding Policy , agreed in 2020.

Data Protection

Trustees are mindful of the General Data Protection Regulation (2018). PLACE maintains a database of members, which is updated regularly and held securely. The minimal information supplied by members is used only for administrative purposes and is never shared with or sold to third parties. Information about data protection is communicated to members via the newsletter to ensure compliance with the GDPR.

Strategic Objectives

The Board of Trustees worked in line with the 3-year Strategic Plan agreed in 2022:

The following specific objectives for 2023 were agreed by the Board of Trustees in March 2022:

The following specific objectives for 2024 were agreed by the Board of Trustees in January 2024:

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PLACE Registered charity number 1106814

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PLACE Registered charity number 1106814

STATEMENT OF FINANCIAL ACTIVITIES

Including income and expenditure account (For the year ended 31 December 2023)

Notes 2023
Total
£		 2022
Total
£
Incoming Resources
Voluntary Income
Donations & Gift Aid
Friends Subscriptions
Charitable Objects
Conference/ Field trip Fees
Short Course Fees
Publications – Sales & Royalties
Investment Income – Bank interest		 4 848
1,250
2,009
270
1,077
49		 873
1,315
1,264
480
1,771
20
Total Incoming Resources 5,503 5,723
Resources Expended
Postage, stationery, newsletter and other office
costs
Insurance
Trustee Travel expenses
Trustee training/Board expenses/AGM
Conference/ Field trip costs
Short Course Costs
Research Costs
Advertising/Publicity/website
Publication costs		 6
6
7		 667
367
16
0
1,339
0
0
1,270
619		 724
364
0
127
648
587
0
933
1,122
Total Resources Expended 4,278 4,505
Net incoming/(outgoing) resources for the
year/movement in funds		 1,225 1,218
Total funds brought forward 14,943 13,725
Total Funds carried forward 16,168 14,943

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PLACE Registered charity number 1106814

Note:

All activity is within the general objects of the charity and therefore within unrestricted funds.

There were no recognised gains or losses for 2023 and 2022 other than those included in the income and expenditure account. All activities derive from continuing operations.

Balance Sheet as at 31 December 2023

Notes 2023
£		 2022
£
Fixed Assets
Laptop
Depreciation on laptop
Website
Website Depreciation		 8 787
(787)
2,500
(2,500)		 787
(787)
2,500
(1,666)
Total Fixed Assets 0 834
Current Assets
Book Stock
Debtors – Gift Aid
Debtors - prepaid insurance
Cash at bank & in hand		 8
4		 2,530
584
302
12,767		 2,451
306
288
11,099
Total Current assets 16,183 14,144
Creditors: amounts falling due within one year
Prepaid Subscriptions
Short Course Fees owed
Total Creditors		 4 (15)
0
(15)		 (35)
0
(35)
Net Current Assets 16,168 14,109
Total Net Assets 16,168 14,943
Represented by:
Unrestricted funds
Fund balance		 16,168
16,168		 14,943
14,943

These financial statements were approved by the Trustees on the 22[nd] March 2024 and are signed on their behalf by:

Date: 22/03/2024

Chair Dr George Sheeran

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PLACE Registered charity number 1106814

Notes forming part of the financial statements for the year ended 31 December 2023

1. a. Accounting Policies

The charity constitutes a public benefit entity as defined by FRS 102. These financial statements have been prepared on an accruals basis in accordance with the Accounting & Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1[st] January 2015 as updated 2 February 2016) -(Charities SORP (FRS 102), The Charities Act 2011 and The Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102).

b. Going Concern

The Trustees have prepared financial projections, taking into consideration the current economic climate and its potential impact on the sources of income and planned expenditure. Trustees have a reasonable expectation that adequate financial resources are available to enable the charity to continue in operational existence for at least the next 12 months, and have adequate contingency plans in the event that income streams are reduced. The accounts have therefore been prepared on the basis that the charity is a going concern.

c. Financial Instruments including cash and bank balances

The charity only has financial assets and financial liabilities of a kind that qualify as basic financial instruments. Cash held by the charity is included at the amount held and counted. Bank balances are shown at the amounts properly reconciled to the bank statements

d. Change of accounting policy/estimates

The accounts present a true and fair view and no changes have been made to the accounting policies adopted. No changes to accounting estimates have occurred in the reporting period. (3.46 FRS 102 SORP)

e. Offsetting

There has been no offsetting of assets and liabilities or income and expenditure, unless required or permitted by the FRS 102 SORP or FRS102

2. Organisation status

On the 27[th] February 2020 the company was registered by the Charity Commission as a Charitable Incorporated Organisation (CIO) retaining its charity registration number but ceasing its registration with Companies House as a limited Company. In the event of the CIO being wound up the members of the CIO have no liability to contribute to its assets and no personal liability for settling its debts and liabilities.

3. Funds

The Charity has only one fund a general unrestricted fund. All movements in the fund are fully disclosed in the Statement of Financial Activities.

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PLACE

Registered charity number 1106814

4. Income and Expenditure.

Income has been included in the accounts when receivable. Subscriptions are on a rolling 12 month basis with one subscription payment per year.

Gift Aid receivable is included in income when there is a valid declaration from the donor and is treated as an addition to the same fund as the original donation.

Expenditure has been classified according to the type of expenditure using natural classifications in accordance with paragraph 4.23 of the Charity SORP 2015 (FRS 102). No expenditure has been incurred during the year on generating funds.

5 . Employees and volunteers

The charity has no paid employees. The Charity currently has a governing board of 7 Trustees all of whom are volunteers. The day to day running of the Charity is administered by its Chief Executive who is also unpaid. However, placing a monetary value on the contribution presents significant difficulties and makes it impractical for their contribution to be measured reliably for accounting purposes. Therefore, this contribution is not included as either income or expenditure in the accounts.

6. Transactions with Trustees

No Trustee received any remuneration. One Trustee claimed expenses during the year (£25). (2022 £5) This is shown under conference/fieldtrip costs and Trustee travel.

  1. There were no research costs in the year (2022 £0).

8. Fixed Assets and Stocks

The capitalisation limit for fixed assets has been set at £500. Depreciation of equipment and website costs is over three years.

Book stock consists of 430 publications comprising copies of Deep Dale, the Place book of Woodland Walks, Guide to the Wild Flowers of NE Yorkshire, The Changing Nature of Conservation, Challenges and Change in the Urban Environment, Roadside Wildflowers through the Seasons, The Yorkshire Wolds Landscape: past, present & future, Canals,Plants & People, The Place book of Winter Walks and Wildflowers on the Edge. Stock has been valued at the lower of cost and net realisable value.

9. Debtors and Creditors

Full details of debtors and creditors are shown on the Balance Sheet.

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PLACE Registered charity number 1106814

  1. Liability to taxation

As a registered charity the organisation is exempt from income and corporation tax falling within section 505 of the Taxes Act 1988 or section 252 of the Taxation of Chargeable Gains Act 1992 to the extent that its income and gains are applied towards the charitable objects of the charity and for no other purpose. Value Added Tax is not recoverable by the charity and is therefore included in the relevant costs in the Statement of Financial Activities and the Balance Sheet.

  1. Winding up or dissolution of the charity

If upon winding up or dissolution of the charity there remain any assets after the satisfaction of all debts and liabilities, the assets represented by the accumulated fund shall be transferred to some other charitable body or bodies having similar objects to the charity.

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