2021-08-31-accounts - Clapham Pottery Limited

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CLAPHAM POTTERY

AGM 27 Oct 2021 Minutes Of Meeting

Attending:

Lydia Latham (Chair) Rosemary Wilkinson, Naine Woodrow (Co-ordinator), Jessica Dyer, Sophie King, Sarah Williams, Naomi Phillips (Company Secretary), Rachel Carpenter (Admin Assistant), Suleyman Saba, Tom Crame, Lauren Norris, Linda Mills, Ben Dickey, Michele Reilly, Aideen Manson, Rosa Bortolozzo, Xanthe Maggs.

Meeting opened via Zoom 7.10 pm

1. Welcome and apologies

Lydia opened the meeting, welcoming all new and existing members to the second Zoom AGM to be held.

Apologies from Verity Blakeman, Matthew Woodeson, Tarka Cowlam.

2. Minutes of last meeting and matters arising (Lydia)

Last year’s minutes were circulated prior to the AGM and a check was done on any matters arising.

No other matters arising

The chair motioned to approve the Minutes - approved unanimously by a show of hands/comments.

3. Chair’s report (Lydia) - circulated prior to the meeting

Last year, we all hoped that the Clapham pottery Zoom AGM was a one-off but, here we are again in 2021, socially distancing. Since we last met, we’ve all experienced a second long and difficult lockdown and it’s been very tough for a lot of people. But the pottery has survived and shown great resilience. We’ve had some very welcome grants from the government (via Lambeth) who have been long-standing supporters of Clapham Pottery and another significant donation from the John Murray Trust which shows we are highly valued by the local community. This is thanks very much to Naine, our Administrator and the people she gathers around her. She has an amazing network of skilled and talented people who maintain the building and help her look after the business, but above all this year she has had endless praise for the pottery tutors and technicians, for their dedication and resourcefulness rising to the challenge of creating a Covid safe environment - a challenge in our small, old, but beautiful building. But they have succeeded in creating an environment where they and our students can feel as secure and relaxed as possible. This can’t have been easy because our students come from a broad section of the community; stressed urban workers, the artistic, the vulnerable, the elderly plus the children’s classes (and their parents). The demand for our courses still far exceeds our capacity, so a big thank you to all those who have worked so hard to keep Clapham Pottery going - and indeed thriving this year.

4. Treasurer’s report 2020/2021 (Matthew)

Lydia ran through Matthew’s report. As the financial information is still not complete asked that approval of the accounts be delegated to the Finance committee. Approved by attendees

The accounts show that we have had, once again, a robust year where we have matched income with expenses and maintained the pottery's reserves for the future.

Income for the year was £47,183 which is roughly half of what we would expect from a traditional year but still reflects an amazing effort to get students and classes into the pottery this year. Total outgoings were £45,463 so we generated income to cover our expenses this year. Again, expenses were approximately half of what we would expect in a traditional year. CP received £18,193 in grants and payments made to the pottery in support of the furlough scheme that we introduced last year so in effect a repayment of the monies that were paid out last year.

In the financial year for 2021, we made a profit of £19,842 (including a charge for depreciation of our assets). Our cash balances remain stable with £154,076 spread across the two accounts with £66k in the reserve account and £88k in the current account (which includes revenue already received for this term). The reserve account continues to provide £25k contingency for building maintenance, £35k for a term’s costs and £20k for any additional emergencies.

Overall, the pottery has managed to withstand the financial pressure associated with the pandemic and has been able to continue to offer a reduced service and has managed its expenses in line with the reduced income. A fantastic effort from everyone.

Ben queried what the potteries financial year was – Runs from 1st September 2020 to 31st August 2021.

5. Workers’ reports

Co-ordinator’s Report (Naine) circulated prior to the meeting.

We were very often closed from September to the end of July. We opened when we could with half size classes and only one tutor with Covid safety precautions firmly in place. Several of us received grants from the government for loss of earnings and CP itself received a £10,000 grant. Since we are owned by the charity and have no rent to pay, we knew we would survive as of course we had very low utility bills and no wages or material costs much of the time. August 2021 came around and Rachel and I worked very hard to get the September term organized. The 10-week courses were all offered to existing students at the increased fee of £180/£90 but we decided on just 12 students instead of 15-16 and with 2 tutors. It was a bit of a head-ache working out fees and who owed what but we got there. We also worked hard to fill up the Sunday classes, as @ £60 they bring in revenue we need. Those and the family workshops filled up quickly and we are now offering them for the January term.

We asked Xanthe and Sophie, the assistants to re-join us and, happily they both did. We have also employed two new assistants, Lauren and Ruth, both of whom are excellent fits.

This report covers up to 31 August but just to let you know, the September term is going well. Adults must wear a mask and prove double vaccination or a recent PCR/lateral flow test each lesson. There seem to be very few antivaxxers. Teenagers are also required to wear a mask. Classes are not fully attended as some are isolating, cautious or unwell.

We managed a couple of significant clear-outs during the down time. In this last week, we have had the roof and the heating system repaired.

Tom queried how likely we were to be impacted given the current volatility of the energy market. Rachel confirmed electricity rates were fixed till February ’22 and Gas was on a 3yr fixed term. Concerns also expressed regarding price increases not just on utilities but other key commodities (glazes etc). Tom said we may need to look at a Risk Register as good practice to understand how we might deal with issues down the line.

Ben stated that it would be useful to look at the split in what students pay, eg % tutors, material, premises etc. This could be helpful when looking at raising fees as well as explain price rises to students. It was agreed Lydia would look at developing a simple tool to show cost allocation to student fees

Action Point 1(21). Lydia to draw up cost allocation view/model

Sarah: Children were given clay to take home at the start of the pandemic so they could make and remake things. Some even brought their clay back to the pottery. By January we really felt Children needed to be back in the classes. Class sizes were reduced to 6 with Children remaining in their seats. By September we were back up to 12 with children masked and socially distanced.

Suley: Covering Tuesday and Wednesday adult evening classes, was a relief to return, thanks to Ruth and Lauren for their help. All students wore masks and confirmed Covid status. Some absences in Summer and Autumn term but students are happy to be back.

Rachel: Family, workshops, family /children special needs classes last September with Sophie's help. Since then, ran smaller 6 student family workshops without an assistant. All happy to be back at pottery. Luckily, we have not had to turn any students away despite dropping class sizes, which was wonderful. It was occasionally tricky messaging students but seems to have worked out well. Naine filled the summer classes. All students were Covid compliant although some students were tired/missing due to catch up on school work or Covid isolation requirements.

Sophie: Enjoyed being back and the kids were brilliant. The home-ed class is doing really well and enjoying themselves. Like to see another session on safeguarding as we have students attending from Chestnut Grove where there is also detailed safeguarding in place and I can share that paperwork.

Action Point 2(21). Naine to set up another Safeguarding session

Xanthe: Nice to be back doing Thursday PM adult classes and after school teen classes with Rachel. Additionally, one Sunday a month with Rosa. Lovely groups and I and the students love it.

Lauren: Really enjoying my time working with Rachel on Tuesday with elderly people and Suley and Sarah on Wednesday. Really benefited from working and learning from the different tutors.

Ben queried why attendance was down at adult classes why we have absences. His concern was the financial impact of running classes with fewer students. Absences were down due to a variety of issues e.g. flu, Covid isolation etc. Naine responded that as all students pre-pay attendance doesn’t impact pottery finances. Moreover, students and parents understand CP is a Charity and are happy to pay for a full term even if they don’t attend every class.

Rosa: Students all grateful to be back and enjoying it. They respected and followed the rules, working well together. Glad we are almost back to normal.

6. Nomination and election of officers and committee members

The following were elected unopposed:

Officers

Company secretary: Naomi Phillips, nominated by Rosemary, seconded by Rachel Chair: Lydia Latham, nominated by Naine, seconded by Sarah Treasurer: Matthew Woodeson, nominated by Suley, seconded by Rosa Minutes secretary: Jessica, nominated by Naomi, seconded by Aideen

Committee Members

Tarka Cowlam: nominated by Lydia, seconded by Rosemary Linda Mills: nominated by Sarah, seconded by Naomi Rosemary Wilkinson: nominated by Naine, seconded by Michelle Tom Crame: nominated by Ben, seconded by Rosa Ben Dickey: nominated by Tom, seconded by Aideen.

7. Health and Safety (Tom)

Last year and half was hugely challenging, making offices secure, bringing your teams with you and communicating to people coming in. Big undertaking to interpret Government guidance and putting appropriate measures in place. Took a lot of determination and passion by all to deliver this and ensure people were safe and felt safe. Tutors and students took precautions seriously and highlighted Clapham Potteries strong community ethos. We will need to keep processes and protocols under review and be able to ensure we can act appropriately and proactively. It’s a great team and we need to remain on top of things. Hopefully 2022 will be a better year and we may be able to do RAKU again.

Action Point 3(21) Tom to do a wider non Covid holistic review in the coming year.

Action Point 4(21). Tom to do risk assessment and progress risk register

8. Any other business

None

Meeting closed.

ADDENDUM

At an Extraordinary General Meeting held on 13.11.2021 it was resolved that Michele Reilly and Aideen Manson be on the Committee as Nominated by Rosemary Wilkinson and seconded by Naine Woodrow. This was to correct omissions at the AGM.

REGISTERED COMPANY NUMBEL. 05T19595 (England and Wales) Report of the TTUStees and Un•udited Flnancial Statements for the Year Ended 31st August 20ZI aapham Pottery Lthted 8 Bjandfield Road tx)ndon SW12 8BG

Clapham Pottery Limited Contents of the Flnandal Statements for the year ended 31st Au8USt 2021 Report ot the Trustees Ito2 IndepttKlent Examir$ Report Ststement of Finarthl Activitie8 5t06 7toll Detailed StstetYnt of Financial Activities 121014

Report of the Trnstees for the year ended 31st August 2021 The Imtees who are also dlrectots of the charity for tk purposes of the ComF>anies Act 2th)6, present their report with the financial statements of the charity for the year ended 31st Au8USt 2021. The tntstees have adopted the provisions of the Statement of RecOMmed Prp£tice (SORP) 'Accounting and Reporting by Charitie8' issued in March Regtstered Company number 05779595 (Engl1 and Walesl Re8a6tered Clty number 1129048 Re8iStered office 4a, Rectory Grove. aapha London SW4 ODZ Tru8te T F Cowlam A P A Man8on L J Mills M Retuy R J WiIknuon L Latharn M Woodeson T Crame B G Dickey N Phillip8 Company Secretary N Philli Independent e¥amkn The Decimal Pla 8 Blandfield Road ndon SW12 8BG Governing document The tharity is controlled by its govemins d(llment, a deed of trusL and constitutes limited company. limited by 8uarantee, as defined by the Compani&¥ Art 26. Page I

Report of the Trustees year ended 31st Au8USt 21)21 Risk nwiagement The trustees have a duty to id and to erLsure appropria fraud and enor. tify and review the risks to which the dwity is expcwd are in place to provide reasonable assur against Approved by order of the board ol tru#tees on . behalf by. .. and SI on its Page 2

Independent Examin&$ Report to the Trusteeo of aapham Pottery Limited I report on the accounts ol company for the year ended 31st August 2ff2L which are set out on pages four to elevaL RespoMibiAitie8 and basis 0£ ryort As the chaTity's trustees (and also the directors for the purposes of company Jaw) you are responsible for the preparation ol the accounts in accorda with the requirements of the Companies Act XM%. Having satisfied myself that the charity ig not Sublt to audit under company law and is eligible for independxnt exalnirnti0 I have examined your charlty's accounts as required under section 145 of the Charities Act 21ni Cthe Art). In carrying out my exan71tiOn I have followed the DirectiOTLS siven by the Chlty Commission under 8ection 145(5)(b) of the 2011 Act. My role is to state whet any material matters have come to my attention giving me Cause to believe: that accountins reLwds were not kept as required by section 386 of the Companies Art 2006; or that the accounts do not accord with the record4. or that the accounts do not comply with the accounting requirernts of stttion 3% 01 the Companies Art 2C and with the nwthods and prinaples of the Charities stateDnt of Recomn*nded Practice applicable to charities preparing their attounts in accordan with Financi Reportins Stsndard applicable in the UK and Republic of treland,. or that there is lurther infotn¥lion needed for a proper understanding ol the accounts. Independent examinetr• •tatement I have completed my examination and have no concerrL8 in respert of the matters O) to (4) listed above an& in connection with followins the Direction8 of the (Jwity Commts8ion I have found no matter5 that require drawins to your attentio The Decimal Place 8 Blandfield Road London SW12 8BG Pa8e 3

Slatement of llne11 Activitie8 for tke year ended 31st Au8UJt %Y21 Total COMING RESOURCES funds Voluntary irKome Investment income Incomins re80urces from charitable actlvlties Pottery courses 318 26535 617 47,183 54,189 Total Ineomins resource• RESOURCES EXPENDED C08ts of senerallns fund¥ Operating costs (exdudins depwiation) Staff costs and materials 11,699 19.144 1£620 164 41746 15,970 Total cash resource8 expended Depre¢iation 4,625 48,915 INCOMINC/(oufGOING RESOURCES 19 {1284) RECONCIUATION OF FUNDS Tolal fund• brought forward m,970 I75.4 TOTAL FUNDS CARRIED FORWARD W3m2 £2T3.Y70 Page 4

aapham Pottery Limited Balance Sheet 31st Au8U¥t %Y21 Total Fundj FIXED ASSErs Tansible assets 148A58 Cath at bank and in hand 154,ff16 ]50A24 CREDrroRS Amounts falling due withln one lear NEf CURREwf AssErs (8,T22) (28J64) 14&5254 iac¥J2 TOTAL ASSETS LESS CURRENT UABILMES YJM2 2TJ,970 Nyf AssErs £YJA12 2Y3M2 zrJ,970 Pa8e 5

aapham Potttsy Limited Balan¢e Sheet- continued At 31st Ausust 21Y21 The charitable company is entitled to exemption from audit under Section 4TJ of the Companies Act 2CK6 for the year ended 31st August 2(W. The members have not required the tompany to obtain an audit of its financial statements lor the year ended 31st August 22] in accordano with Section 476 of the Companies Art The trustees acknowledse their responsibilities for (a) ensuring that the charitable company keeps acmunting record8 that comply with srtIons 386 and 387 of the Companies Act 26 and (b) preparing finanaal statements which 8ive a true and fatr view of the stste of affairs of the charitable company as at the end of each fina[1 year and of its surplus or deficit for each financial year in accordance with the requirements of Sections 394 and 395 and which Othe comply with the requirements of the Companies Act 2 relating io finamal statementy so far as appIicable to the charitable company. These financi statennts have been Prepared in accordance with the special provisions of Part 15 of the Companies Act 2CQ6 relating to charitable small companies and with the Financial Reporting Stsndard lor Smaller Entities (effective January 2015). .J.O....., .. and were Sied on its lhalf by: Trustee

Clapham Poltw Limited Nott8 the Financial Statements for the year ended 31st August 2021 STATUS The company wa8 srantea charitable ststus on 7th April 2(K19. A8 the company was not a charity in the Frevi9us year comparative figures have not been showrL AccouNfiNG POLICIES Accounting convention The financial statennts have been prepared under the historical cost conventio and in accordance with, the Financi Reporting Standard for Smaller Entities (effective April 21K6), Companies Art 2(K)6 and the wulremts of the Ststement All incomin8 rex)urces are iluded on tk Statement of Financial Athities when the charity is legally entitled to i1orne and the amount can be quantified with zeasonable atturacy. Resources expended Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all cost rdated to the category. Where costs cannot be directly attributed to particular headin85 they have been allocated to artivities on a bAsis co81$tent with the Ufe of rur. Tanslble fixed aM¢ts Depreciation is provided at tl following annual rates in order to write off each asset over its estlnwted useful life. Freehold prop Plant and machinery Flxtures and fittin8B Taxation The thlty is exempt fvom corpontion tax on its thtable activiti - 2% on cost -25% on cost -25% on cost Fund accountin8 Unrestricted fund$ can be used In accord•r with the charitable ol11ve8 at the There are no restricted funds hdd at any tlme durin8 the year . FUrtr explanation of the nature and purpose of each fund is i[]uded in noteg Page 7

Notes to the Fuuncial Statements- contlnued for the ytsr ended 318t Au8llSt 2021 263 617 COSTS OF GENERATING VOLuKfARY INCOME Support costs 11.6 a164 NEfiNCOMING/(oufGOING) RESOURCES 21 Depreciation. owred assets 3.452 4626 There were no trustees, remunerdtion or otF*r beTts for the year ended 31st Ausust If21 nor for the year ended 31st Ausust 202Q There were no trustees, expenses for year ended 31st August 2021 nor for the year ended 31st August 2020. Pase 8

Notes to &e Flnaneial Statements- contlnued for the year ended 31st Au8llSt 2021 TANGIBLE FIXED ASss Fixtu FreelK)Id Plant and property ChInery fittin8s Totals cosr At 1st &ptemE*r 2020 and 31st Au8USt 2Y21 IB623 17,71X> DEPRECtATION At 1st sePtenEr 220 Charge for year 20.n5 3A52 17,705 40,019 3A52 At 31st August 2 2£]67 17.7CLS 3,4n NEf BOOK VALUE At 31ot Au8USt 2021 148,456 148.458 At 31st August 2020 151,918 151,910 CREDrroRS: AMouNfs FALLING DUE wrrHIN ONE YEAR Trade creditors Accruals and deferzed income 417 8205 28,026 28J64 MOVEMwf EN FUNDS Net At 1.920 in fund$ At 31.8.21 Unrethd funds General fund 2T3,970 19W T(yfAL FUNDS 19,842 2YJ.812 Page 9

Clapham Pottery Limited Notes to the Fuwieial Statements- continued for the year ended 31st Au8USt 2021 Net movement in funds, irduded in above are as follows: IornIng Resources Movement resources expended in funds Unreotsicted fundo 50564 (30,722) 19N2 TOTAL FUNDS 50564 (30,722) CompaTatlvu for movement In funds Net At 1.9.19 in funds At 31.8.20 Unre•tricted Fund• General fund 275254 0284) 2T3,970 TOTAL FUNDS 275254 .194) 2T3,970 Comparatlve r*t movement in fvnds iwIud In the above are 98 follows: IrKomins Resources Movement resources expended in funds Unre•ttlcted fund• General £und 84.221 284) 221 (&55> 284) Pa8e 10

aapham Pottery Limited Note8 to the FAnandal Statements- ¢ontlnued for the year ended 318t Ausust %m - continued A cvrnt year 12 nthS and prior year 12 months combiwl position i8 as follows: Net movement in fund8 At 31.8.21 At 1.9.19 General Eund 275.254 18558 293m2 TOTAL FUNDS 275.254 18J58 293,812 A current year 12 months and prior year 12 months combined net movement in funds itduded in the above are as follow& oming Resourtt5 Movement Unre8trlthd fund• 134,785 (116.227) 18558 TOTAL FUNDS 134,785 {116227J 18,558 Pase 11

aapham Pottay Lited Detalledlststement Finandal Actlvltle8 for the year ended 31st August 2(r21 2(r20 INCOMNG RESOURCES Voluntary lacome Lknations 318 26535 Inve•tment Income Deposit account interest 617 Incoming resource8 from charltable artlvltie• Saturday pottery classes Home education Pound for pound childre parties Family workshop Adult evwking classes Adult daY.tIn da88ts Adult parties Master dass Beginners . Sunday A&After xhool Half tenn Throwin8 work8hop Throwing Sunday 392 590 1,487 951 952 363 28.087 11775 6T2 1,215 541 1061 7.219 5J31 1,763 8244 10513 319 4245 4538 47.183 54.189 Rent received Exception41 item: Furlough 8cW support 18,193 20,9>3 Tolal incomlns re8ollrce• 68,757 84,221 RESOURCES EXPENDED pa8e does not fonn part of statutory finarwl statements P48e 12

Clapham Pthry LimAted Detailed statellnt of Financial A¢ttvities foT the year ended 31st August 2021 Fundrai8in8 trddln& cost of Soodo sold and other costs Freelance tutor fees 1655 16.489 4704 19,144 41746 Administrator's fee8 Accountancy Fees re: Art Therapy Groups Covordinator fees Tax on transactions PrOf10n41 fees 5,19) 7J50 i(M) 1740 1£620 15, Support costs Management Insuran Light and heat Telephone Postase and statior We&site upk Repairs to equipment aeaning materials 22Y7 1197 1,216 494 150 192 114 3T2 62 261 Computer CO$uMable& Rateg & water rates Workshop organisation Volunteer mentor Covid dosures: re worke Bank charges Travel paid for Art Therapy students Waste removal 852 L263 10,846 149 146 130 IiW9 164 Pa8e 13

Clapham Pottery Limited Detailed Statement of Financial Activities for the year ended 31st Ausust 2021 20 2020 Other Freehold propety Plant and machinery 3.452 3A52 I,IT3 3A52 4.625 Total resources expended 85505 Net income/(expenditure) 19.842 (1,284) This page does not fonn part of the statutory financia] statements Page 14