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2023-12-31-accounts

Lymm Heritage Information Centre Trustees, Annual Report 2023

Lymm Heritage Information Centre

Reg Charity 1164961

TRUSTEES’ ANNUAL REPORT 2023 – CONTENTS

1. Introduction 3
2. Objectives 4
3. Governance and Management 4
4. Financial Report 5
5. Exhibitions 6
6. Learning 8
7. The Lymm Archive 9
8. IT Team 11
9. Oral history 12
10.
Volunteers		 12
11.
Friends & Sponsors		 13
12.
Premises		 13
13.
Additional / Miscellaneous Activities		 13
14. Marketing & Promotion 14
15.
On-line presence		 14
16.
Retail		 16
17.
The Year Ahead
 16
APPENDIX A Visitor Numbers ` 18
ACCOUNTS FOR THE YEAR ENDING 31stDECEMBER 2023
Receipts and Payments account 19
Statement of Assets & Liabilities 20

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1. Introduction

Lymm Heritage Information Centre is a registered charity. It was originally formed and constituted as a volunteer group in January 2015 and became registered as a Charitable Incorporated Organisation (Lymm Heritage information Centre No 1164961) on 22 December 2015. The address of the charity is Lymm Heritage Centre, 1 Legh Street, Lymm, WA13 0DA.

This report covers the year ended 31 December 2023.

The Heritage Centre first opened its doors to the public as an exhibition centre on 22 June 2017 and by the end of 2023 the Centre had welcomed 34,381 visitors on public open days. Visitor numbers for 2023 totalled 6,130. These figures do not include visiting groups and education sessions with schools. These visitor numbers compare to 5,853 in 2018, 7,154 in 2019 and 5,701 in 2022. A comparison with 2020 and 2021 is not meaningful due to Covid closure periods. The peak in 2019 was largely attributable to family visits to view the chirotherium dinosaur exhibit. It remains a reminder for the future of the importance of generating compelling exhibits that will attract families.

The Lymm Digital Archive (aka LyDiA) has continued to thrive. A software upgrade has added new features including book page turning and enhanced search capability.

Extensive use was made of social media to maintain contact with Facebook followers, of whom there are now approximately 5,900 across the Lymm Heritage page and the Lymm Memories group.

Financially, this was the second successive year that expenditure has exceeded income. It is an indication of potentially more challenging times ahead with, for example, increased energy costs for the Centre from 2024 and the “cost of living” challenge for many of our visitors. The Centre continues to hold very strong reserves but new initiatives may be needed if we are to ensure that the deficit does not recur and/or widen annually. More detail is contained in the Financial Report.

The Centre was pleased to welcome two new trustees during the year. Suzanne Kellett is a full time employee at Quarry Bank National Trust where she has responsibility for exhibitions and visitor experience. Suzanne moved to Lymm recently. Peter Graham brings good local knowledge with a particular interest in canal history and has been involved in practical projects including the new exhibition area in the existing office space (a project for 2024). The Centre runs smoothly but this is only because a large part of the burden is carried by the trustees themselves. There is an ongoing need to spread workload whilst also bringing in new perspectives, insights and more specialised skills.

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2. Objectives

Our Registered Charity constitution states our overall objective as:

“To advance the education of the public by providing and maintaining a heritage centre and museum for the exhibition to the public of objects, documents, photographs and other items connected with the history of Lymm, Cheshire and surrounding district.”

3. Governance and Management

The Trustees are:

Alan Williams – Chair, Exhibitions Development and Publicity Patrick Knowles – Treasurer Glynis Allen – Lymm Archive Co-ordinator Mark Linnell – Volunteer Co-ordinator Peter Graham - Exhibitions and Building Suzanne Kellett – Visitor Experience and Children’s Activities

As a very small charity the trustees effectively operate as the management team too but backed up by a number of sub-groups led by or with key members as follows:

Object and artefact archiving – Vacant following departure of Lucy Kimpton during the year to full time employment Volunteering - Mark Linnell Education - Sandra Surtees. Oral history (dormant) - Glynis Allen Premises – Peter Graham Finance - Patrick Knowles Exhibitions - Alan Williams Research - Roger Hannam Friends’ Admin - Chris Wakefield/Patrick Knowles ICT lead - Carol Sparkes Retail - Alan Williams/ Patrick Knowles Room Hire - Alan Williams/ Patrick Knowles Group visits - Alan Williams Displays - Colin & Janet Grimes Lymm Memories Facebook group admin - Diane Kerfoot

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4. Financial Report

During the year ended 31 December 2023 the charity had income of £20,495 and made payments of £24,375 resulting in a net deficit of £3,880. This compares to a net deficit of £3,136 in 2022. Full details are included in the accounts at the end of this report.

2023 was the second consecutive year that expenditure exceeded income.

The trustees are very grateful to all those individuals and bodies who have made donations during the year – especially Friends and Lymm Historic Transport Day. Donation income included:

2023
£		 2022
£
Public donations 1,656 1,626
Friends of Lymm Heritage Centre 2,239 2,394
Lymm RotaryClub 200
Lymm Historic Transport Day 3,000
Other donors 190 155
Total 7,085 4,375

Retail sales are normally a significant source of income but declined markedly this year from £10,555 in 2022 to £5,726 in 2023. There were three principal reasons. Firstly, 2022 included very strong sales of the 2021 launched book “Historic Lymm in Colour”. 2023 sales of the book declined by over £3,000 compared to 2022. Secondly, 2022 included £700 of sales of Queen’s Platinum Jubilee commemorative mugs. Thirdly sales of previously produced books and jigsaws declined generally in 2023. Sales of the “When May was in June” book launched in November 2023 were particularly disappointing at just 94 books sold by the end of the year.

For the first time since 2019, the Centre held chargeable education sessions for local primary schools starting in the 2023/24 academic year. Just over £500 of education income was generated and it is hoped to increase this in 2024.

Bank interest income increased as some fixed rate term bonds originally incepted prior to 2022 matured and were replaced by ones benefiting from the significant general rise in deposit rates since 2021.

Turning to expenditure, the charity’s most significant cost was the rent of £1,000 per month. It should be remembered however that our landlord gave the charity a very generous initial threeyear rent free period to help the Centre get established.

After rent, the most significant expenditure in the year was on £2,693 of software costs. This included the digital archive’s annual hosting/support fee of £1,580 and an agreed £600 one-off cost to upgrade the archive from the supplier’s basic product to their standard product offering better functionality.

Capital expenditure of £785 included a portable projector and a contactless donation machine.

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Cash

At the end of 2023 the charity had cash at bank and in hand balances totalling £109,906 – a decrease of £3,880 from £113,786 at the beginning of the year.

The year ahead and longer term

In May 2024 the Centre’s fixed cost gas and electricity supply contract originally agreed in early 2020 comes to an end and we are likely to face a significant rise in energy costs from just over £800 in 2023.

Longer term our cash flow projection shows that we are likely to incur annual operating costs, excluding new exhibition spend and capital expenditure, of around £21,000 at current prices. This will increase when higher energy costs are factored in. Our existing income sources are likely to support around 60% to 80% of our ongoing annual operating costs. In the short to medium term, any shortfall can be funded by our cash reserves but we need to develop plans to ensure that the gap is eliminated or reduced as much as possible. Again, longer term, new exhibition costs and any significant capital expenditure may have to be grant funded.

A substantial proportion of our annual costs will be fixed (60% to 75%) and this has been borne in mind when setting our reserves’ policy – see below.

Reserves policy

The charity’s policy is that unrestricted reserves represented by cash and liquid balances should not exceed, for an extended period, an amount equivalent to four years anticipated unrestricted expenditure. This means that the charity could continue to operate for a significant period where income was considerably lower than forecast unrestricted expenditure and/or costs higher than expected.

At the end of 2023, the charity’s unrestricted reserves amounted to £107,550 (cash £109,906 plus debtors £1,872 less creditors/accruals £278 less provision for dilapidations on ultimate closure of the Centre £3,950). At the end of 2022 reserves on the same calculation basis were £111,129.

£107,550 compares to a long-term policy maximum of approximately £100,000 to £110,000.

5. Exhibitions

The year began with an exhibition to mark the sad news of the death of the footballer Pele who had stayed in Lymm along with the Brazil team for the 1966 World Cup. The exhibition was based on material originally developed for an exhibition at the Lymm Hotel in 2016 with additional material, including a specially compiled video. The exhibition received over 1,000 visitors through January and February.

In June and July we marked the tenth anniversary of Lymm Historic Transport Day with an exhibition of photographs and a compilation video. In July this possibly contributed to our best ever July visitor figures of 535. Overall though, this exhibition seemed to have limited impact.

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For the remainder of the year, we relied upon the core exhibition. This continues to make a good impression on first time out-of-Lymm visitors but does little to encourage local repeat visitors.

The Centre welcomed their 30,000 visitors during the year – The Elliot family from Wiltshire.

Plans to extend the exhibition area into the office were approved by the trustees but very little progress was made in 2023 partly due to illness of Peter Graham who was taking a lead on this (now happily recovered) and a general lack of other resource to assist. We hope to complete in 2024.

Window Displays

The temporary exhibitions plus a coronation window were supported by displays assembled by Colin and Janet Grimes. In addition, they also designed and installed our annual Remembrance and Christmas windows to their usual high standard.

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The annual Remembrance window tells the story of different serving soldiers, killed or injured in the two World Wars.

6. Learning.

Malcolm Young, who had led the education team since its set –up in 2017 retired from the group in January 2023. His input was greatly appreciated. Happily, later in the year we were able to appoint a very able successor, Sandra Surtees, a retired Primary Head who moved to the area with her husband, Phil, fairly recently. A renewed recruitment also found us up to eight people willing, some from within the existing cohort of volunteers, to assist with education sessions with Alan Williams providing some extra “local knowledge” support while Sandra gets up to speed.

A good number of sessions were run for local schools on a variety of topics. The Centre also reintroduced a per child charge (typically £4) for sessions from September. This had been waived in the post-Covid period to assist schools and to encourage them back to the Centre.

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The team from the Waterways Museum at Ellesmere Port providing education activities

In addition to the sessions run by the main team there were four days of education activity during June run in conjunction with the Ellesmere Port Boat Museum education team and the staff of the flyboat Saturn, an educational charity. The sessions were co-ordinated, as they have been from the outset, by Mary Trotter. Six class groups from various schools in the area learnt about many aspects of life on a working canal boat. The children were given other canal related build projects in the Centre during their half-day visits.

7. The Lymm Archive

The Centre underwent a significant period of uncertainty and change during the Coronavirus pandemic, and this has continued to reshape our thinking. The development of ‘remote’ working devised by Carol Sparkes, IT Lead, during this time, did much to change future rationale and areas of growth required for The Lymm Archive and to reach out to both the local and wider communities it serves.

Over 2023, the Team worked collaboratively with Culture Warrington and other groups such

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as Heritage Network, on areas of digital scanning and oral history insights. This led to exploring additional options online, e.g. ‘Picture of the Week’ under the direction of Alan Taylor, and promoting use of the online digital kiosk at the Centre - and related social media platforms. Traffic via Google Analytics continues to be positive and encouraging - with visitors from both California and Texas contributing to retail sales.

The Digital Archive went through a major upgrade during the year

Webinar training from our software supplier, Townsweb Archiving, now also provides handwritten text recognition, i.e. identifying typed text in addition to handwritten. This will be of huge value due to the wide array of writing styles, whilst automatically adding the information as metadata, to support enhanced searching from our collections. From the subsequent investment in PastView, this has furthermore enabled the Centre to offer a shared approach in supporting education initiatives. Achieved in the form of face-to-face outreach work, class talks and visits, as well as remotely with teachers and residential care homes, now conducting their own independent research, sparking stimulating conversations and discussions. Reserve folders have also been created with Sandra Surtees, Education Lead, on the system to generate a ‘bank’ of additional resources, all ready to enthuse young minds and think about their own history and local community. This demonstrates a real push in terms of community engagement for the archive.

Mentoring two students has similarly reinforced its research value - and with the development of new systems in place for items deposited or left at the Centre, integrated within volunteer training.

Finally, and with significant input from our IT Lead, this has now provided the remarkable option to employ the latest in photogrammetry, a technique involving the creation of 3D

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models A precise digital replica of the 1926 May Queen Crown, featured on page 95 in the Centre’s book ‘When May was in June’, has ensured the crown’s preservation for many years to come. Over time, it is envisaged we will be able to create a virtual exhibition of many of Lymm’s objects and artefacts, to make Lymm’s history and cultural heritage globally accessible by employing this innovative approach. This is important as the Centre is not a museum and nor does it have the storage or presentation capacity to display many objects. Physical restoration and conservation is also time consuming and costly.

As a voluntary organisation, and with careful planning and improvisation, this enthusiastic and committed team, has done much to adapt its environment and with the main focus being its continued contribution to ‘Lymm’s heritage cycle’.

Finally, working collaboratively with Lymm Heritage Centre’s Technical Support Team, and notably, Carol Sparkes, the Centre’s IT Lead, we are now confidently looking forward to this migration as our next stage of development.

Following the software upgrade, the analytics on 18 February 2023 showed some 5,500 user sessions during the remainder of 2023. This is almost exactly the same as the whole of the previous year. Average session time was down to 2m 31secs from over 4.12 minutes in 2022.

8. IT team.

2023 brought a year of consolidation for the IT Team’s activities. The “business as usual” technical support and routine maintenance continued, with technical issues that arose all being resolved in a timely manner.

Certain planned activities were frustrated by the loss of a key member of the team, Peter Thomas, due to professional work pressures. Happily, towards the end of 2023, a new volunteer, Pauline Hobin, was recruited into the team. She will provide much needed administrative support. Owing to the loss of the volunteer, the technical inventory was only partially maintained and the new volunteer has worked hard to bring that back up to date.

A major success for the team was the negotiation and signing of an Agreement with Warrington Archives (part of Warrington Museum and Library). The Agreement provides a facility at the Archives for a periodic backup of all the information held electronically at the Heritage Centre. This means that should the Heritage Centre, for any reason, cease to continue to exist, then all the documents and data generated by the Heritage Centre would continue to be available for posterity under the auspices of Warrington Archives.

The IT Team has also been monitoring the situation with regards to the provision of voice and data connectivity, via BT, through a third-party supplier. This has been an ongoing review in terms of value for money and performance. As we move into 2024, it looks as though we will need to make more effective provision for our voice and data supply. From a governance perspective, a data and computer use guidance document (consisting of a short- read summary, and more detailed guidance) has been issued to the trustees. The guidance is also for promulgation by the

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trustees through to volunteers who hold or use data on their own devices on behalf of the Heritage Centre

Ideally, the IT Team would like to introduce some form of data synching where home data is automatically synced through to the Heritage Centre PC. However, this would incur additional costs and the technical ability of many of the volunteers who do produce documentation would appear to preclude this as an organisation-wide solution. This means that another round of visits to volunteers’ homes to copy off their Heritage Centre data to transfer onto the Heritage Centre PC will no doubt be required in 2024. The Team looks forward to supporting the Heritage Centre’s core activities in 2024.

9. Oral history

Lymm Heritage Centre recently benefitted from oral history training, delivered by Philp Jeffs, Archives and Heritage Officer, Culture Warrington. This will enable heritage projects to set up, training volunteers in research skills, oral history interviewing, indexing and recording skills. These interviews will not only be made available within the Centre’s own Archive and history projects but linked with Heritage Open Days (8-17 September 2023) themed ‘Creativity Unwrapped’.

10. Volunteers

It takes a huge amount of volunteer effort to keep the Heritage Centre running efficiently and professionally. Stewarding, education, IT, archiving, research, display, retail, room hire, admin & finance and social media have all been covered to a high standard by members of the team albeit a disproportionate amount of responsibility tends to fall on a small core group.

Lymm Heritage Centre opens Thursday to Sunday afternoons (12 noon to 4pm) throughout the year, staffed by many of those volunteers. Inevitably there is some “churn” in that team as volunteers step down for various reasons, typically health related issues. In all the Centre has approximately 30 volunteers who are actively involved at least once a month. This number has fallen slightly since 2022. The demographic is not surprisingly heavily biased towards retired people. We welcomed two new young (18-30 age group) volunteers who have been involved in family and World War research. We look forward to sharing the outcomes of this research in 2024. The majority of volunteers join for the opportunity to do room stewarding though we have also had a good influx of new volunteers interested in education in 2023. As always, there is scope for volunteers who would like to take a lead in key roles such as marketing and exhibition management.

The trustees wish to thank all volunteers for their efforts and contributions during the year.

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11.Friends and Sponsors

Income from our Friends scheme this year generated £2,671, compared to £2,722 in 2022. Friends’ income has reduced slightly as sadly a small number of Friends have passed away and a few decided not to renew. A small number of new Friends were recruited in the year. It is essential that more progress is made in recruiting new Friends if the scheme is not to experience further falls in numbers in future years. Membership remains at £12 per individual and £20 per couple/family. As far as possible we encourage membership payment by a recurring method such as standing order. Some of our Friends go on to become volunteers or to support in other ways. We also have a business sponsor at £100 p.a. Friends and sponsors provide a vital, regular source of income. We are keen to grow this area as much as possible but need to introduce the scheme to visitors more proactively. In these inflationary times we need to redouble our efforts to increase numbers to maintain the value of this important contribution to funds.

12. Premises

The Heritage Centre, as tenant, carries responsibility for effecting general repairs. A small roof repair was required during the year. As part of the project to convert the current office to exhibition space, it was recognised that additional storage space would be needed. This has been partially met by converting one of the two toilets and additional space will arise via the purchase of a shed in 2024.

13. Additional / Miscellaneous Activities

The Centre hosted a couple of group visits by retirement groups and similar as well as younger Beaver and Guide groups. There was also a visit for a talk to a group in Thelwall and a visit to a residential care home. This is an area with scope for expansion though possibly limited for some senior groups due to lack of disabled access.

The Centre also participated in the National Heritage Open Days Scheme during September in cooperation with the owners of Lymm Hall. Sixty members of the public participated.

In November the Heritage Centre hosted the annual performance of the souling play by the Warburton Soulers.

In December, the Centre participated in the St Mary’s Christmas Tree Festival.

The Centre is a participating member of the Warrington Heritage Network, the Museums of Cheshire Group and AIM - the Association of Independent Museums.

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Members of Lymm & Thelwall U3A attending presentation on Elizabeth Pulman.

14. Marketing & Promotion

Social media continues to be a significant point of access to our potential audiences. Local press outlets, Lymm Life and Warrington Guardian, continue to be supportive and we have advertised in the former to promote specific activities e.g. the “When May Was In June” book launch. We are in the process of altering the nature of our VisitCheshire.com presence to be part of a higher profile Museums of Cheshire page. We will also retain our individual page. Overall, this should result in a small financial saving. Marketing is an area that could benefit greatly from additional focused resource but also appears to be one where it is particularly difficult to recruit suitably skilled and committed volunteers. For the second consecutive year we have significantly underspent our budget.

15. On-line presence

Our online reach is an important means of sharing heritage and also generating interest in visiting. The Heritage Centre is represented in five main ways online.

  1. The Centre website www.lymmhic.co.uk -had a major makeover during 2021 with the development of a more consistent and simplified style and presentation. The website had all-time high traffic in 2020 of 4,769 unique visitors for 6,702 site sessions, averaging over 13 minutes. This is very likely related to Covid and the general upsurge in online activity. The equivalent figures for 2021 were 2,576 unique visitors for 3,473 sessions. In 2022 this fell again to 1,912 sessions for 1,326 unique visitors. In 2023 the figures were very similar with 1,959 site sessions for 1,444 visitors.

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  1. The Lymm Heritage Shop – The Heritage shop was moved during the year to become part of the main Lymm Heritage Centre website. This was prompted by potential subscription cost savings. Visitors to the previous site are automatically redirected to the main Heritage Centre site.

  2. The Lymm Digital Archive (aka LyDiA). www.thelymmarchive.co.uk The work of the archive team has been reported on more fully in Section 7 but it is worth noting again here that in early 2023 the team embarked on a significant upgrade to the software that will introduce many new features.

  3. Heritage Centre Facebook group increased its followers from 2,778 in 2021 and 2,897 in 2022 to 3,048 in 2023 .

  4. This number of followers is exceptionally high for such a small Centre and compares favourably with larger and longer established venues like Warrington Museum (4.6K) and Nantwich Museum (3.7K). It far exceeds the number of followers for other venues in the area like Knutsford Heritage Centre (1k), Lion Salt Works (0.8K) and Weaver Hall, Northwich (1.8k). Our success in terms of followers probably reflects the strength of our community engagement. It continues to grow steadily in spite of potentially being a very “niche” site. The page remains an important way of sharing heritage stories but also promoting the Centre and introducing new merchandise. Page reach (i.e. the number of individuals who saw at least one post, either because they like the content, had it shared to them, or as a result of promotion) increased markedly from 42K to 73K. There were approximately 86 posts through the year, 6 more than in 2022 with a total reach of over 100,000. The most successful single post, telling the story of the Lymm Travellers Rest had a reach of 18,000.

  5. Lymm Memories Facebook group - This group grew from 2,675 (2021) and 2,740 (2022) to 2,821 by the end of 2023. Similar to the Heritage Centre site, as a niche group, further growth is likely be incremental. This is mainly a reminiscence group administered on our behalf by a lifelong resident of Lymm. Members also help with information for the archive and provide stories and information for publications.

In addition to the above, the Centre has a mailing list of approximately 400 who receive at least quarterly newsletters. The Centre also has an Instagram account which is still in its infancy. The Centre would benefit from additional specialist resource to help develop the online presence and impact.

The Centre can clearly see the ever- growing importance of social media as a means of keeping people informed, sharing heritage stories and promoting visits and activities. With that in mind the trustees remain keen to recruit a volunteer with specialist skills in this area.

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16. Retail

Retail had a very difficult year, as mentioned in the financial section. In addition to the reasons suggested there one might add

Thought is being given to affordable products of broad interest but we may need to reset our expectations of retail in future years unless there is a major economic recovery coupled with new products that capture the visitors’ imagination.

17 The Year ahead

A look back at “the year ahead” shows that there is much to do. Overall there were many positives to draw from 2023 – the re-establishment of the education aspect of our work, the continued growth in innovation in the Lymm Archive and the maintenance of our visitor numbers. But we could also still reasonably carry forward our objectives for 2023 into 2024.

With a strengthened trustee team and some clear goals, in particular the extension of the exhibition area into the existing office space, we look forward to positive steps forward in 2024.

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Contact Alan Willams, Chair 07540 096282 lymmheritagecentre@gmail.com

Trustess Report approved May 19[th] 2024

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APPENDIX A

Visitor Numbers

Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec		 2018
322
264
381
497
269
1106
285
477
435
388
516
913		 2019
748
814
546
618
604
1086
361
526
296
394
389
772		 2022
173
240
498
616
447
1113
437
387
421
479
413
477		 2023
529
567
358
782
388
983
535
432
437
388
243
488

Total 5,853 7,154 5,701 6,130

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LYMM HERrrAGE INFORMATION CEKtRE RECEIPTS AND PAYMEpifs ACCOUNT FOR THE YEAR ENDED 31 DECEMBER 2023 2023 2022 AI RECEivrs Donations Sale of goods Local authority Covid sUPPOrt grants Education income Walks and talks Room hire Interest income Gift Aid receipts Insurance claim 7.085 5,726 4,375 10.555 2,667 524 31x1 3,592 2.370 898 128 3.874 1.609 714 5Th) 24.422 TOTAL RECEIPTS 20,495 A3 PAYMENTS Purchases of goods Rent Utilities and broadband Insurance Minor capital items Software licences and support Exhibition costs Education costs Publicity Refreshments Cleaning Printin& postage & stationery Subscriptions Sundry expenses Repairs and renewals Retail goods selling costs Sub total 2,459 12,(KMI 1.860 964 248 5,116 12.OCKI 1,937 982 126 2.693 744 1,547 2,187 646 780 35 iio 118 65 1.356 140 745 27,558 770 312 154 23,590 A4 ASSET & INVESTMENT PURCHASES Other fixtures. fittings and equipment Sub total 785 785 TOTAL PAYMENTS 24.375 27,558 Nrf IPAYMENTSIIRECEIPTS Cash funds at 31 December 2022 Cash funds at 31 December 2023 13.8801 113.786 109,906 13,1361 116,922 113,786

LYMM HEAifAGE WIFO•MATK)11 CEPITrE 3yi¥m iUQ022 C4sh It b•nk 109.702 Il3.910 747 822 1.668 IA72 Retsi 5t0£* 42S5 4,Cf13 B,616 IT electn¢al EYh1>￿ rnodels IQ271 383 7.237 36.410 3383 7.237 37.447 3.350 4.228 all the trustees Si9naiure Pnni Name ate of approval 19105124 ALAN WILLIAMS PATRICK KtL)WLES 19105124 20-