2021-03-31-accounts

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MILLS ARCHIVE TRUST

TRUSTEES' REPORT FOR THE YEAR ENDED 31 MARCH 2021

The Trustees present their annual report together with the financial statements of The Mills Archive Trust (the charity) for the year ended 31 March 2021. The Trustees confirm that the Annual Report and financial statements of the charity comply with the current statutory requirements, the requirements of the charity's governing document and the provisions of the Statement of Recommended Practice (SORP), applicable to chari. es preparing their accounts in accordance with the Financial Repor�ng Standard applicable in the UK and Republic of Ireland (FRS102) (effec�ve 1 January 2015).

Structure, governance and management

The Mills Archive Trust is an educa�onal charity registered with the Charity Commission for England and Wales. Registered as a Charitable Trust in April 2002 (registra�on no 1091534) the charity was incorporated as a Founda�on Charitable Incorporated Organisa�on (registra�on no 1155828) in February 2014. The Charity is controlled by its cons�tu�on dated 18 February 2014 and the management of the Charity is the responsibility of the Trustees, who are elected under the terms of that cons�tu�on.

The Trustees confirm that in se�ng our objec�ves and planning our ac�vi�es, they have given careful considera�on to the Charity Commission’s general guidance on public benefit.

Following the promo�on of Elizabeth Bartram to Director of the Trust in February 2020, we had to delay the planned recruitment of a Development Manager un�l the covid impact became clearer. As Elizabeth was previously Development Director, she ensured that we maintained our momentum to enhance our Informa�on Services by managing the contribu�ons from the Millers’ Mutual Associa�on as well as obtaining a significant grant from the Garfield Weston Founda�on for our Hidden Heroes programme.

Dr Jane Freebody joined us as Development Manager in December and launched her first appeal “Help us put the wind back in our sails” in February. Such was the generous response in the following six weeks that we were able to maintain our unrestricted reserve at the target level of 6 months of unrestricted expenditure.

Statement on risk management

The Trustees have examined the major strategic, business and opera�onal risks which the charity faces and confirm that systems have been established to mi�gate these risks. In par�cular the measures we took to an�cipate the coronavirus lockdown ensured the safety of our staff and volunteers by working at home. Unfortunately this has also meant that we have had to close to visi�ng researchers. By cu�ng back on immediate expenditure to a level that allowed a con�nuing but reduced service, we have managed the expected reduc�on in personal dona�ons. We are cau�ously op�mis�c for 2021‐2022, but will con�nue to restrain expenditure for the coming year to maintain our level of unrestricted reserves.

Objects and activities for public benefit

The objects of the charity are:

to advance the educa�on of the public in the subject of mills and milling by establishing and preserving and facilita�ng the public use of the archive to form, establish and support, and to aid in the forma�on, establishment and support of any other chari�es and voluntary bodies, established for, or advancing, charitable purposes, the same as, or similar to those of the charity, for the benefit of the public.

We are very grateful to our volunteers who have helped us achieve so much this year in spite of having to work from home. We’ve been overwhelmed by their commitment and the way they have rallied around to offer their help from a distance. We acknowledge the con�nuing backing from our regular supporters and the contribu�ons from a number of new donors who have responded to our appeal to “Help put back the wind in our sails” during the last quarter of this financial year. Together they have enabled us to preserve records of our milling history and spread awareness of the urgent need to do more.

Although the temporary closure of the Archive during the pandemic made the acquisi�on of new collec�ons more difficult, we nevertheless accessioned 33 new dona�ons of archival material in 2020‐21, totalling around 45 boxes and 390 MB of digital records. Significant addi�ons included the photograph albums of millwright Derek Ogden, whose reports and large drawings are already in our catalogue; 19 drawings of Union Mill, Cranbrook, by ar�st Vincent Lines; a set of photos of many of the large Rank Hovis McDougall flour mills and items from the family of J F Morton, managing director of Hovis for many years.

Some items from the Morton Family collec�on

Our Mills make the World go Round project was completed with the help of one of our trustees. Funded by individual dona�ons and the Foyle Founda�on, our new educa�onal pages summarise 13 different uses other than corn milling based on milling technology. Such uses range from crushing sugar cane, bone or chalk to the mixing of gunpowder and the produc�on of paper or tex�les.

The collec�on we received last year from Glenys and Alan Crocker as well as material from the Mildred Cookson Founda�on Collec�on greatly enhanced the scope and depth of this window into our “non‐flour” milling holdings.

Conserva�on work on 99 badly damaged drawings from the Rex Wailes and other collec�ons was completed and these are now ready for digi�sa�on. We are grateful for the support from the Na�onal Manuscripts Conserva�on Trust and the Englefield Charity, which has enabled us to conserve key drawings

from one of the most significant mill collec�ons of the last 100 years and to store them in a new plan chest. The lockdown has meant that most of the cataloguing of the collec�on this year has been carried out without the aid of volunteers.

The Rex Wailes Collec�on has been a par�cular focus for Nathanael, our archivist, this year. A recently catalogued example from the Wailes’ collec�on is the image (REXW‐IMG‐01 ‐266) of the drainage mill at Ash Tree Farm, Norfolk, showing the ar�st Vincent Lines, at work. Shortly a�er the Second World War Lines collaborated with Rex to illustrate his seminal book The English Windmill, which used the mill as the centrepiece of a detailed discussion of the structure and func�on of East Anglian drainage mills.

The covid‐induced closure has meant a full year without physical visits, although our website traffic did increase. Nathanael has successfully introduced the opportunity presented by Zoom to set up demonstra�ons of archival material to virtual visitors. This experimental approach shows promise and we are considering how we expand its use even though we hope to welcome visitors through the doors before too long.

Con�nuing generous support from Perendale Publishers

A screenshot during a Zoom demonstra�on

during the lockdown has enabled us to con�nue improving

our Milling & Grain Room to make it more interes�ng to visitors who may wish to see “behind the scenes”. We have opened up some of the par��ons to create more open space, which now houses our new plan chest, and we are moving our network server out of the room, freeing up further space to house our work‐in‐progress.

In January 2021, we received a small grant from the Na�onal Archives to fund Archiving @ Home, a digital pla�orm so that people could transcribe some of our handwri�en documents from the comfort of their own home.

We rapidly developed and launched this ini�a�ve and it has helped to address the barrier to travel posed by the lockdown.

We will con�nue to benefit from it post‐Covid. Those who are unable to take advantage of on‐site volunteering can now help us remotely to expand the wealth of milling records available for research and enjoyment.

enhancements to our digital capability funded by the Millers’ Mutual Associa�on. As office work becomes straigh�orward, we will adopt a mixed approach combining the best aspects of working from home and at the Archive.

Database Execu�ve, Nataliya, contributed a great deal of digital material to our holdings working from home. Our library now has much richer digital content as a result, a trend we will con�nue to emphasise.

Following extensive work in 2019, we launched our much faster website with improved searching and naviga�on in the spring of 2020. This benefited a wider public as our number of virtual visitors increased by 25% during the first few months of lockdown. As well as the archive catalogue, we have built well over 300 educa�onal pages on many different aspects of mills and milling. Access to these and the databases we have created of 12,000 mills and

almost 50,000 “mill people” meant our original website became progressively overloaded and slow to respond. We therefore separated all the data‐hungry elements, enabling rapid searches and allowing the website to show the results within a few seconds.

During the year we published the eleventh in our Research Series, a defini�ve study of the windmills of Buckinghamshire as revealed by detailed research into our Stanley Freese (1902‐1972) and James Venn (1921‐ 2014) collec�ons. Describing the book as a strikingly handsome volume, a purchaser commented

“Crea�ng this excep�onal publica�on from a large volume of source material has clearly been the result of a huge team effort. Please accept and pass on our sincere congratula�ons to all involved.”

The Water and Steam Mills of Hun�ngdonshire’s Great Ouse, the twel�h in the series, was followed by Windmills of Berkshire and Oxfordshire .

This series of printed volumes will be extended as new �tles are developed, emphasizing our role as a custodian of milling history and ac�ng as a balance to our increasing digital output.

groups into a weekly e‐newsle�er to the full mailing list of almost 5,000 subscribers. These mailings on a variety of milling history topics are very popular, s�mula�ng discussion and even the offer of relevant material.

publica�on on the subject. It also generated a research opportunity with the University of Reading. We have collaborated with the History Department, who have successfully applied to their Undergraduate Research Opportuni�es Programme for a student to research into the connec�on between sugar mills and Caribbean slavery. They will work at the Archive star ti ng in summer 2021.

Financial Position

The impact of covid included a £23,000 reduction in our expected unrestricted income to £70,000. Restricted income totaled £93,000, more than double the previous year. Expenditure control, including a recruitment delay, meant our unrestricted reserves were maintained above our target at 6.3 months of unrestricted expenditure. Overall reserves were at the same level as last year, with approximately half reserved for restricted expenses.

Reserves Policy

It is the policy of the charity to aim for an unrestricted reserve of six months of unrestricted expenditure.

Trustees’ responsibilities statement

The Trustees are responsible for preparing the Trustees’ report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice). The law applicable to charities in England and Wales 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 and of incoming resources and application of resources of the charity for that year. In preparing these financial statements the Trustees are required to:

Select suitable accounting policies and then apply them consistently;
Observe methods and principles in the Charities SORP;
Make judgements and accounting estimates that are reasonable and prudent;
State whether applicable UK Accounting Standards have been followed, subject to any material departures disclosed and explained in the financial statements;
Prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation.

The Trustees are responsible for keeping proper accounting records that are sufficient to show and explain the charity’s transactions and disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that financial statements comply with the Charities Act 2011, The Charity (Accounts and Reports) Regulations 2008 and the provisions of the trust deed. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

This report was approved by the Trustees on 7 July 2021 and signed on their behalf by:

RF Cookson Chairman Date 7 July 2021

Independent examiner's report on the accounts

Section A Independent Examiner’s Report

Report to the trustees/ The Mills Archive Trust members of On accounts for the year 31[st] March 2021 Charity no 1155828 ended (if any) Set out on pages 11-14

Respective The charity's trustees are responsible for the preparation of the accounts. responsibilities of The charity’s trustees consider that an audit is not required for this year trustees and examiner under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed.

It is my responsibility to:

examine the accounts under section 145 of the Charities Act,
to follow the procedures laid down in the general Directions given by the Charity Commission (under section 145(5)(b) of the Charities Act, and
to state whether particular matters have come to my attention.

Basis of independent examiner’s statement

My examination was carried out in accordance with general Directions given by the Charity Commission. 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 the 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 In connection with my examination, no material matters have come to my examiner's statement attention which gives me cause to believe that in, any material respect,:

the accounting records were not kept in accordance with section 130 of the Charities Act; or
the accounts did not accord with the accounting records; or
• the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.

I have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached .

Date: 6[th] September 2021

Signed: Name: Rachel Eden

IER

December 2017

ACMA (Chartered Institute of Management Accountants)

Relevant professional qualification(s) or body (if any):

Address: Holy Brook Associates, Curious Lounge, 1st Floor, Pinnacle Building, Tudor Road, Reading, England, RG1 1NH

Section B Disclosure

NONE

IER

December 2017

THE MILLS ARCHIVE TRUST

RECEIPTS AND PAYMENTS ACCOUNT FOR THE YEAR ENDED 31 MARCH 2021

Restricted funds 2021 £ 6,000 0 0 87,030	Unrestricted funds 2021 £ 63,623 6,012 46 0	Total funds 2021 £ 69,623 6,012 46 87,030	Total funds 2020 £ 161,038 5,650 202 37,889
93,030	69,682	162,712	204,779
Restricted funds 2021 £ 3,462 46,332	Unrestricted funds 2021 £ 25,077 90,768	Total funds 2021 £ 28,539 137,099	Total funds 2020 £ 27,950 138,295
49,793	115,845	165,638	166,245
43,237 17,784	(46,163) 97,979	(2,927) 115,764	38,534 115,764
61,021	51,816	112,837

THE MILLS ARCHIVE TRUST

STATEMENT OF ASSETS AND LIABILITIES AS AT 31 MARCH 2021

CASH FUNDS Current accounts Deposit account Other accounts Total: OTHER MONETARY ASSETS Gift Aid Total: ASSETS FOR CHARITY'S OWN USE Library furniture Total: STATEMENT OF FUNDS General funds Collections fund Research & education fund Restricted funds Total:	2021 £ 16,093 90,943 5,801	2020 £ 9,575 106,146 42
	112,837	115,764
	9,794	11,730
	9,794	11,730
	12,330	12,330
	12,330	12,330
	31,877 5,181 14,758 61,021	78,624 5,181 14,174 17,784
	112,837	115,764

R F Cookson A W Vaidya Chairman Vice Chairman

The following notes page(s) form part of these financial statements.

THE MILLS ARCHIVE TRUST

NOTES TO THE FINANCIAL STATEMENTS

Restricted funds 2021 £ 0 0 6,000 0	Unrestricted funds 2021 £ 4,388 1,880 57,355 0	Total funds 2021 £ 4,388 1,880 63,355 0	Total funds 2020 £ 2,466 4,210 73,698 80,663
6,000	63,623	69,623	161,038
0	6,012	6,012	5,650
0	6,012	6,012	5,650
0 0	46 0	46 0	125 78
0	46	46	202
0 10,000 0 0 0 75,000 2,030	0 0 0 0 0 0 0	0 10,000 0 0 0 75,000 2,030	8,017 20,000 2,500 4,972 2,400 0 0
87,030	0	87,030	37,889
0 3,462	25,000 77	25,000 3,539	25,000 2,950
3,462	25,077	28,539	27,950
5,434 6,770 11,970 215 303 3,902 575 10,500 701	428 0 0 4,321 781 1,601 24,399 54,383 2,407	5,862 6,770 11,970 4,536 1,084 5,503 24,974 64,883 3,108	3,116 45 11,091 9,375 1,849 1,761 25,178 69,287 9,296

Website maintenance 5,962 2,447 8,410 7,297 Total: 46,332 90,768 137,099 138,295

Notes to the accounts

Trustee Remuneration and expenses:

None of the trustees have been paid any remuneration or received any other benefits from an employment with their charity or a related entity. No trustee expenses have been incurred.

Independent Examiner remuneration

The Independent Examiner received renumeration of £360 including VAT. They did not undertake any other work for the firm but the same firm received renumeration of £346 including VAT for other services relating to payroll and pensions administration during the year.

Related parties

There were no related party transactions in the reporting period that require disclosure.

Staff

The average head count (number of staff employed) during the reporting period was Four.

No employees received employee benefits (excluding employer pension costs) of more than £60,000.

The charity operated a defined contribution plan. All of the costs associated with this were from unrestricted funds.

Accounting policies

The accounts are produced on a receipts and payments basis.

There are no material uncertainties about the charity’s ability to continue

Public benefit

The charity is a Public Benefit Entity.

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MILLS ARCHIVE TRUST

TRUSTEES' REPORT FOR THE YEAR ENDED 31 MARCH 2021

Structure, governance and management

Statement on risk management

Objects and activities for public benefit

Financial Position

Reserves Policy

Trustees’ responsibilities statement

THE MILLS ARCHIVE TRUST

RECEIPTS AND PAYMENTS ACCOUNT FOR THE YEAR ENDED 31 MARCH 2021

THE MILLS ARCHIVE TRUST

STATEMENT OF ASSETS AND LIABILITIES AS AT 31 MARCH 2021

THE MILLS ARCHIVE TRUST

NOTES TO THE FINANCIAL STATEMENTS

Notes to the accounts

Trustee Remuneration and expenses:

Independent Examiner remuneration

Related parties

Staff

Accounting policies

Public benefit

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