Leominster Museum CIO: Registered Incorporated Charity Number 1162600 ## **Trustees’ Annual Report and Accounts for the year from 1[st] December 2021 to 30[th] November 2022** ## 16 Etnam Street, Leominster, Herefordshire, HR6 8AQ Tel 01568 615186 Leominster Museum CIO: Registered Incorporated Charity Number 1162600 www.leominstermuseum.org.uk & : leominstermuseum : @leomuseum # **Trustees’ Annual Report for the period from 1[st] December 2021 to 30[th] November 2022** ## **Section A: Objectives and activities** ## _**Summary of the objects of the charity set out in its governing document**_ The objects of Leominster Museum CIO are set out in clause 3 of its Constitution as being :- - 3.1 The advancement of education, with particular reference to the understanding and appreciation of the history and heritage of Leominster and its surrounding area, by the provision and maintenance within that area of a museum and associated collection and other resources, and the provision of associated educational activities, for the benefit of the inhabitants of that area and any others who use the museum, its facilities or resources; and - 3.2 All other charitable purposes normally or usefully associated with a museum. ## _**Summary of the main activities undertaken for the public benefit in relation to these objects**_ These formal objects establish education as central to the Charity’s mission, as intended by the Museum’s founders 50 years ago. The Charity sets out to achieve this object by collecting and preserving local material relating to Leominster and district in the form of objects, archives and ephemera, and interpreting and displaying this material for the education and enjoyment of the public. After the complete closure of the Museum during 2020 and the late start to the 2021 season, both caused by the Covid pandemic, it was a delight to be able to open for a full season during 2022, between Easter Saturday and the end of the October school half-term, in line with the established pattern. The Museum, staffed and managed entirely by an enthusiastic team of volunteers under the careful guidance of the Hon. Curator Malcolm Mason, is open to the public without charge six days a week. The volunteer team now includes several new faces, alongside a good number who have been with us from before the pandemic (some for a good many years before that). Leominster Museum CIO: Annual Report – Year to 30.11.2022 Page 2 of 5 In planning and conducting the activities of the Charity, the charity trustees have as usual had regard to the guidance issued by the Charity Commission on public benefit. ## **Section B: Achievements and performance** ## _**Summary of the main achievements of the charity during the year**_ 2022 marked the 50[th] anniversary of the original opening of Leominster Museum on 1[st] April 1972, and two events were held to celebrate this: - an informal fundraising dinner at the Cider Barn Restaurant near Pembridge, ending with a successful auction of promises; and - a “birthday party” open to all, coinciding with H.M. The Queen’s Platinum Jubilee weekend and with the Leominster Festival, at which the birthday cake was cut by the Mayor of Leominster together with the Charity’s Patron – who is the only surviving original trustee of the charitable trust formed in 1970 to acquire the building which became the Museum. Additionally, we commissioned a new website in an updated style, which went live shortly before the start of the new season. As planned, reconversion of the South Gallery to its earlier function as display space for works of art (predominantly by John Scarlett Davis R.A.) was completed in time for the 2022 season, and the results have been much appreciated. (In the process, this restored the space – cramped as it is – for small meetings and education sessions, that had been lost when the South Gallery had been taken over some years previously for storage and curatorial working space.) The Scarlett Davis sketch book was repaired and conserved after its spine had deteriorated somewhat with time; and plans are currently being worked up for the conservation and protection of his larger oil paintings, following advice received pursuant to the Collection Care Audit funded the previous year by the Pilgrim Trust through the Association of Independent Museums. Visitor numbers totalled 2,481 for 2022 – up on the short 2021 season, but the lowest aggregate since 2012, and representing a lower average number per week of opening. This is thought to reflect a continuing degree of post-Covid caution among the population. Against this, visitors’ comments in the Visitors’ Book, and on TripAdvisor, continue to be very complimentary – of both the Museum’s displays and the volunteer staff, This was reflected in the amount of donations in the Donations Box and by contactless payment – the first year we have offered this – which almost matched the record level, for average donation per adult visitor, set in 2021. Progress has continued in bringing documentary records of the collection up to date, as has the upgrade of storage materials for artefacts to a conservation-friendly specification. ## _**Looking to the future**_ As a first step towards developing plans for a major upgrade of the buildings, a grant was obtained from West Midlands Museum Development to carry out (with professional Leominster Museum CIO: Annual Report – Year to 30.11.2022 Page 3 of 5 assistance) some audience development research among local groups who do not feature largely among the current visitors to the Museum; this research was ongoing at the end of the financial year. Although there are other bridges yet to be crossed, the recently-issued consultant’s report will provide very valuable supporting evidence to support a number of features that we have already had in mind to incorporate in the project for which we will be seeking grant funding when we are ready to put proposals forward. ## **Section C: Financial review** The accounts show that payments in the financial year exceeded receipts by some £5,365. However, as foreshadowed in the previous Annual Report, this apparent budget deficit was deliberate: the government Covid grants received in the two preceding financial years – as well as allowing the Designated Fund to be increased by more than 50% last year – gave the opportunity to update the storage of the collection to better curatorial standards than had been possible before, and to continue some important repairs and improvements including an upgrade of the increasingly unreliable intruder alarm system. The charity trustees are however alert to the need to temper spending on repairs that might be swept away in a substantial upgrade project. ## _**Year-end summary**_ The net monetary assets of the Charity in Unrestricted Funds at 30[th] November 2022, and the fund/reserves to which they are allocated, were as follows (see also note 6 to the Accounts). As will be seen, some specific reserves have been set aside for particular anticipated expenditure, some of which had already been committed before the year-end. The Designated Fund earmarked towards the proposed building upgrade remains unchanged this year at £40,000, after the substantial addition made in 2020-21. |Designated Fund (future building upgrade)
Reserve for short-term building repairs and
electrical testing
Reserve for tablet guide content reinstallation
Reserve for website rebuild and upgrade
Reserve for further curatorial supplies and potential
conservation projects
General reserve
**Total net monetary assets**|**30.11.2022**
**30.11.2021**
£ 40,000
£ 40,000
£ 4,000
£ 5,000
£ 1,320
n/a
£ 1,100
£ 5,000
£ 8,135
£ 9,889| |---|---| ||**£53,455**
**£ 60,989**| ## _**Brief statement on the charity’s policy on reserves**_ As a prudent measure the CIO aims to hold a general reserve of between one and two times normal annual expenditure – a margin that reflects the less than wholly predictable flow of income, and the fluctuating levels of expenditure of a “normal” nature. The charity trustees have reviewed the level of general reserves required in the light of a general increase in costs, Leominster Museum CIO: Annual Report – Year to 30.11.2022 Page 4 of 5 and now consider a prudent reserve on this basis in a typical year to be around £9,000£12,000 in all. At £8,135 as noted above, the present level of general reserves is below the lower end of this range, but is still within the “1-2 years” policy referred to above. ## _**Ongoing viability**_ In the circumstances described above, the charity trustees have no doubts as to the ongoing financial viability of the Charity. ## **Section D: Structure, governance and management** ## _**Description of the charity’s trusts**_ The charity’s governing document is its Constitution, initially adopted on 9[th] June 2015. The charity is a charitable incorporated organisation and came into being on being entered in the register of charities on 9[th] July 2015. Amendments to the Constitution were made at the Annual General Meeting held on 13[th] June 2018, and took effect on registration by the Charity Commission on 18[th] June 2018. Following those amendments, - charity trustees, up to a maximum of 15, are elected by the members of the CIO or appointed (co-opted) by the charity trustees, and - no outside body has power to appoint any charity trustee. (None of the current charity trustees holds office by virtue of an appointment made before the constitutional amendments mentioned in the previous paragraph.) Charity trustees are subject to retirement by rotation, and are eligible for re-election;. Those who retired by rotation at the Annual General Meeting on 6[th] September 2022 were Mrs Jarman, who was re-elected, and Mr Wilkinson, who did not seek re-election. The board are delighted to have strengthened their number by the co-option of three well-qualified additional charity trustees during the course of the financial year; those appointed before the date of the Annual General Meeting also retired at that meeting in accordance with the Constitution, and were re-elected at that meeting. A full list of those in office during the financial year is given in section E below. ## _**Risk management policy**_ The Museum holds a Risk Register, which is presented to each meeting of the charity trustees for review. The categories are a) Governance b) Operations c) Financial d) External and e) Compliance with law and regulation. The Register shows the various risks and their mitigating factors and it is based on the Charity Commission framework CC26. Ratings are given to both the probability of an event, and the severity of its impact if it were to occur, and these are multiplied together to produce an overall risk score. Leominster Museum CIO: Annual Report – Year to 30.11.2022 Page 5 of 5 ## **Section E: Reference and administration details** Leominster Museum CIO’s principal address and registration number are shown at the top of this Report. The charity is not known by any other name. ## _**Names of the charity trustees who manage the charity:**_ ## **Trustee name** **Office (if any) Dates acted as charity trustee (if not for the whole period)** 1. Mr Geoffrey Crofts Chair 2. Mr Malcolm Mason Hon. Curator 3. Mr Christopher Jarman Hon. Treasurer 4. Mrs Deborah Jarman Hon. Education Outreach Officer 5. Mr Ian Wilkinson To 6[th] September 2022 6. Ms Sue McKenzie From 27[th] January 2022 7. Mr Ted Rogers From 22[nd] February 2022 8. Ms Lean Kee From 10[th] November 2022 The Hon. Secretary, who is not a charity trustee, is Mr Andrew Parsons. There are no custodian trustees or other trustees holding property on behalf of the charity. ## **Section F: Declaration** The charity trustees declare that they have approved the Trustees’ Report above. Signed on behalf of the charity’s trustees: Signature(s) _G Crofts S McKenzie_ Full name(s) Geoffrey Crofts Sue McKenzie Position Chair of Charity Trustees Charity Trustee Date signed 9[th] May 2023 9[th] May 2023 CHARITY COMMISSION FOR ENGIAND AND WAIES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trustees Leominster Museum CIO On accounts for the year ended 30° November 2022 Charity no (If any) 1162600 Sot out on page3 1of6 to 6of6 I report to the trustees on my examination of the aGGounts of the above chanty (Ihe Twst.) for the year ended 3011112022. Responsibilities and basis of rep¢>rt As the charity's trustees, you are responsib￿ for the preparation of the accourts in accordan￿ with the requirements of the Charities Act 2011 (Ihe AL#°). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act 2nd in carrying OLrt my examination, I have foll0v￿1 all the applicable Directions given by the Charty Commission under section 145(5){b) of the Act. Independent I have completed my examination. I confimi that no matertal matters have examinerfs statement come to my attention in conneclion wtlh the examination which gives me ause to believe that in, any material respeci". the accounling records V￿re not kept in accordance ￿ryth section 130 of the Chartties Act.. or the accounts did not ac(xrd with the accounting records" or the accounts did not comply vrith the applicable requirements conceming the form and content of accounts set oul in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ttrue and fairf view which is not a matter considered as part of an independent examination. I have no Goncems and have come across no other matters in connection wtth the examination to which attention should be drawn in this report in order to enable a woper understanding of the accounts to be reached. Slgned: Date: 281412023 Name: S E Gluyas FCCA FMAAT Relevant professional qualification(s) or body (rfany): Asswation of Chartered Certrfied Accountants Association of Accounting Technicians Address: 99 Rsdgem¢)or Road Leominstei HR6 8UH IER Oct 2018 Section 8 Disclosure Only Gomplete rf the examiner needs to highlight malerial matters of con¢em (see CC32, Independent examination ot ¢hanty accounts.. directions and guidan￿ for examiners). Glve here brief details of any items that the examiner wishes to disclose. IER Oct 2018 ## **LEOMINSTER MUSEUM CIO** (Registered Charity No. 1162600) Financial Statements for Year to 30th November 2022 ## **Receipts and Payments Accounts and Statement of Asserts and Liabilities** |A: RECEIPTS & PAYMENTS ACCOUNTS|**Unrestricted Funds**|**Unrestricted Funds**|**Restricted Income**|**Funds**|**Endowment Funds**|**Endowment Funds**|**This Year**|**Total**|**_Last Year Total_**|**_Last Year Total_**| |---|---|---|---|---|---|---|---|---|---|---| ||_to the nearest £_||_to the nearest £_||_to the nearest £_||_to the nearest £_||_to the nearest £_|| |**RECEIPTS**||||||||||| |Voluntary Receipts||||||||||| |Grants (note 2)|1,712||4,250||0||5,962||_28,343_|| |Friends/other membership subscriptions|1,046||0||0||1,046||_0_|| |Donations|2,516||0||0||2,516||_2,721_|| |Gift Aid|605||0||0||605||_248_|| |_Total Voluntary Receipts_
Activities for Generating Funds||5,879||4,250||0
0||10,129||_31,312_| |Sales of books and merchandise|273||0||0||273||_263_|| |Other fundraising receipts|1,826||0||0||1,826||_113_|| |_Total Activities for Generating Funds_||2,099||0||0||2,099||_376_| |Investment Interest||645||0||0||645||_529_| |Other Receipts||155||0||0||155||_222_| |**Total of above Receipts**||8,778||4,250||0||13,028||_32,439_| |**TOTAL RECEIPTS**||**8,778**||**4,250**||**0**||**13,028**||**_32,439_**| |**PAYMENTS**||||||||||| |Costs of generating voluntary receipts||1,250||0||0||1,250||_18_| |Fundraising costs (trading activities)||63||0||0||63||_36_| |Costs of charitable activities||||||||||| |Museum collections expenses|1,995||0||0||1,995||_4,290_|| |Museum premises expenses|8,158||0||0||8,158||_4,450_|| |Other Museum expenses|3,862||1,016||0||4,878||_8,963_|| |Other charitable activities expenses|100||0||0||100||_0_|| |_Total Costs of charitable activities_||14,115||1,016||0||15,131||_17,703_| |Governance costs||1,949||0||0||1,949||_216_| |**Total of above Payments**||17,377||1,016||0||18,393||_17,973_| |**TOTAL PAYMENTS**||**17,377**||**1,016**||**0**||**18,393**||**_17,973_**| |**NET RECEIPTS / (PAYMENTS)**||**(8,599)**||**3,234**||**0**||**(5,365)**||**_14,466_**| |**TRANSFERS BETWEEN FUNDS**||0||0||0||0||_0_| |**CASH FUNDS AT LAST YEAR END**||61,250||0||0||61,250||_46,784_| |**CASH FUNDS THIS YEAR END**||**52,651**||**3,234**||**0**||**55,885**||**_61,250_**| Page 1 of 6 Printed 19/05/2023 LeoMus_Accounts_30-11-2022.xlsm / R&P_Summary ## **LEOMINSTER MUSEUM CIO** (Registered Charity No. 1162600) Financial Statements for Year to 30th November 2022 ## **Receipts and Payments Accounts and** **Statement of Asserts and Liabilities** ## B. STATEMENT OF ASSETS AND LIABILITIES AT THE END OF THE PERIOD |**Categories, and Details**
**Cash funds**
Cash at banks and in hand
**_Total cash funds_**
check balances
**Other monetary assets**
Debtors
**Investment assets**
**Assets retained for the charity's own use**
Museum buildings (freehold)
Scarlett Davis Sketch Book
Remainder of Museum collection
2019 digital display equipment
Other museum display equipment
Furnishings, office & computer equipment
**Liabilities**
Miscellaneous Creditors
End|
52,651
**Unrestricted Funds**_,_
_to the nearest £_
_52,651_
_OK_
**Unrestricted Funds**_,_
_to the nearest £_
458
**Fund to which asset**
**belongs**
Unrestricted
**Fund to which asset**
**belongs**
Unrestricted
Permanent endowment
Unrestricted
Restricted Income
Unrestricted
**Fund to which liability**
**relates**
Unrestricted|**Cost**
_(optional)_
**Amount due**
346
3,234
**Restricted Income Funds**_,_
_to the nearest £_
_3,234_
_OK_
**Restricted Income Funds**_,_
_to the nearest £_
0
**Current value**
_(optional)_
**When due**
< 1 year|**Endowment Funds**_,_
_to the nearest £_| |---|---|---|---| ||||_0_
_OK_
**Endowment Funds**_,_
_to the nearest £_| _OK_ These accounts for the year ending 30th November 2022 were approved by the Charity Trustees on 9th May 2023 G Crofts S McKenzie Chair Charity Trustee Page 2 of 6 Printed 19/05/2023 LeoMus_Accounts_30-11-2022.xlsm / R&P_Summary **LEOMINSTER MUSEUM CIO** (Registered Charity No. 1162600) Financial Statements for Year to 30th November 2022 **Notes to the Accounts** ## **1 Basis of Accounts** These accounts are prepared on a receipts and payments basis. The detailed categories of receipts and payments used in maintaining the underlying records are summarised in the published accounts by showing only the totals for each heading/sub-heading of receipts or payments as the case may be. A copy of the detailed version of the receipts and payments account is available on application to the Treasurer. ## **2 Grants received** ## **(a) Restricted** (NOTE: Grants whose purpose is restricted, but which are not received until after the stated purpose has (wholly or partly) been already paid for out of unrestricted funds, are accounted for as being, to that extent, for unrestricted purposes by the time the grant money is in fact received.) |Museum Development West Midlands - Reset grant for audience development (excess over
reimbursement for one invoice already paid from unrestricted funds, see (b) below)
**Unrestricted**
Museum Development West Midlands - Reset grant for audience development (to extent of
reimbursement for one invoice already paid from unrestricted funds, see (a) above)
Leominster Festival
The Croft Trust
HM Government via Herefordshire Council - Successive grants under various titles arising from Covid-
19 closure requirements|_Year to_
_30.11.2022_
_Year to_
_30.11.2021_
4,250
4,250
0
_Year to_
_30.11.2022_
_Year to_
_30.11.2021_
500
50
1,000
27,343
0
28,343| |---|---| **(b) Unrestricted** Page 3 of 6 Printed 19/05/2023 LeoMus_Accounts_30-11-2022.xlsm / R&P_Notes ## **LEOMINSTER MUSEUM CIO** (Registered Charity No. 1162600) Financial Statements for Year to 30th November 2022 ## **Notes to the Accounts** ## **3 Other Significant Donations received** |**cant Donations received**|||| |---|---|---|---| ||_Year to_||_Year to_| ||_30.11.2022_||_30.11.2021_| |Members' donations in lieu of membership fees waived for year|||1,072| |EasyFundraising re online shopping||50|80| |Total of other significant donations listed in last year's equivalent of this note|||100| No totals of Other significant donations are given here because they do not correspond directly to any distinct figure in the Receipts & Payments Account. They comprise only some of the donations received, and may fall under more than one heading in the detailed version of that Account. ## **4 Endowment Funds** The charity has no expendable endowment, and the only permanent endowment consists of the album of drawings etc by John Scarlett Davis, which was bought in 1979 with grant assistance from the National Art Collections Fund "on the basis that and on condition that it is not to be sold, and must be available for viewing by students or members of the general public in perpetuity". There are no financial transactions in respect of endowment funds. ## **5 Restricted Income Funds** The year-end balance of restricted income funds in hand was made up as follows: |Museum Development West Midlands - Reset grant for audience development|_30.11.2022_
_30.11.2021_
3,234
3,234
0| |---|---| Page 4 of 6 Printed 19/05/2023 LeoMus_Accounts_30-11-2022.xlsm / R&P_Notes ## **LEOMINSTER MUSEUM CIO** (Registered Charity No. 1162600) Financial Statements for Year to 30th November 2022 ## **Notes to the Accounts** ## **6 Unrestricted Funds** Net monetary assets of unrestricted funds are comprised as follows: |||Net monetary assets of unrestricted funds are comprised as follows:||| |---|---|---|---|---| |||Cash funds
Add Debtors (note 7)
Deduct Miscellaneous Creditors (note89)|_30.11.2022_
52,651
458
346|_30.11.2021_
61,250
348
(609)| |||Comprising:
Designated Fund (note 10)
Reserve for short-term building repairs and electrical testing
Reserve for tablet guide content reinstallation
Reserve for short-term building repairs
Reserve for website rebuild
Reserve for curatorial supplies and potential conservation projects
General Reserves (note 9)|53,455
40,000
4,000
1,320
8,135|60,989
40,000
5,000
1,100
5,000
9,889| ||||53,455|60,989| |||**Assets & Liabilities: Debtors**
The amounts owed to the CIO at the year-end but as yet unpaid (and so not reflected in the Receipts & Payments account) are
follows:||made up as| |||HM Revenue & Customs: Gift Aid (including gift aid small donations scheme), to be claimed at end of tax
year|_30.11.2022_
458|_30.11.2021_
348| ||||458|348| **7 Statement of Assets & Liabilities: Debtors** ## **8 Statement of Assets & Liabilities: Miscellaneous Creditors** The amounts owed by the CIO at the year-end but as yet unpaid and in most cases unbilled (so not reflected in the Receipts & Payments account) are made up as follows: |Electricity supply
Water & sewerage supply
Provision for construction of new website
Security alarm maintenance visit and annual maintenance fee
Miscellaneous other creditors|_30.11.2022_
_30.11.2021_
207
291
53
49
249
86
20
346
609| |---|---| Page 5 of 6 Printed 19/05/2023 LeoMus_Accounts_30-11-2022.xlsm / R&P_Notes ## **LEOMINSTER MUSEUM CIO** (Registered Charity No. 1162600) Financial Statements for Year to 30th November 2022 **Notes to the Accounts** ## **9 Reserves** As a prudent measure the CIO aims to hold general reserves of between one and two times normal annual expenditure. The charity trustees have reviewed the level of general reserves required in the light of a general increase in costs, and now consider a prudent reserve on this basis in a typical year to be around £9,000-£12,000 in all. The general reserve at 30.11.2022 recorded in note 6 is less than the lower end of this range, but still within the "one to two times" policy. ## **10 Designated Fund** The charity trustees have built up in recent years a fund designated for use towards developing and carrying out the major building upgrade project to which they have aspired for several years. (This Designated Fund technically forms part of the Unrestricted Funds, as reflected in note 6.) This year's excess of receipts over payments (expected and indeed planned) means that no addition is made to this fund on this occasion; but the fund will already stand the charity in good stead when the proposed National Lottery Heritage Fund application is ready to proceed. |Designated Fund at start of year
Addition to Designated Fund|_30.11.2022_
_30.11.2021_
40,000
26,000
0
14,000
40,000
40,000| |---|---| Page 6 of 6 Printed 19/05/2023 LeoMus_Accounts_30-11-2022.xlsm / R&P_Notes