AGM Trustees Report November 23
Introduction
On 24[st] November 2023, we will hold our sixth AGM and once again reflect on our mission and performance, and consider options for the way forward.
Overall, we are pleased to report that once again, we have made solid progress in achieving our mission as well as dealing with some considerable management challenges. Our financial performance has been strong, and attendance and membership continues to increase steadily.
This report provides a summary of our work over the past year and information on our performance as a local charity. It will form part of our Trustee Annual Report to the Charity Commission which may be published on their website.
Our mission
Primarily, we promote and enable inclusion in order to prevent loneliness and isolation. To do this we operate and maintain safe and friendly spaces with facilities and resources. This enables members to engage, participate and share interests in arts, crafts and making activities as a means for social interaction. As far as reasonably practical we ensure that our spaces and activities are open, stimulating, accessible and affordable to all.
As many of us have no doubt experienced at some time, loneliness and social isolation can impact on health and well-being outcomes particularly in later life. Recent research[1] confirms a strong connection between loneliness, isolation and their impact on health and well-being outcomes. Sheds are an important if not essential way to counter isolation for some people, and we should not underestimate the value of the work we do at BH-Shed for our community.
Our Organisation
At the beginning of the year activities at the workshop and Kiln were continuing much as before with attendance steadily increasing. Reconfiguration work was drawing towards completion at the Kiln and as a result membership for some activities grew rapidly. By February it was clear that whilst both venues were well established, organisational problems were emerging. Whereas Shed members had close connections to the Charity’s core mission, only a few Kiln members had shown interest and the load on Shed members in terms of volunteering work had become seriously unbalanced. It also became obvious that the Kiln groups favoured a different direction to that of the Shed.
This possibility was foreseen and it was always intended from the offset that the Kiln might be handed over to a new management team when groups and new activities had developed. In March, the Trustees decided that BH-Shed should if possible now hand over to a new team. In April, the Trustees informed members that they were looking into splitting the venues and asked Kiln groups to form a new charity to run the Kiln. After consideration, the Kiln groups decided to form a new charity called Burgess Hill Creative Community, and take over the building lease. Although this was a significant change, the handover process went smoothly and the one organisation has now become two separate entities which both continue to be very successful at least for the time being. The Kiln has been a remarkable success and it is great that it is able to continue and make a significant contribution to our community. We thank the Group Leaders for their groundwork, for taking on the challenge of a new charity and wish
them every success in the future.
The Shed and Kiln projects have only been possible by the considerable volunteering efforts of members and we thank everyone involved for the significant contribution they have made to our work and community.
Way Forward Post Kiln
Today, we are once again focusing on our activities at the workshop and enhancing our mission and scope of activities. Perhaps a key reason why Makerspace activities failed in the Kiln was because they were set up in the wrong working environment or were not promoted in the right way, or maybe they would have been more successful if they had been set up alongside the workshop. This was something we did consider before the Kiln project but were unable to implement because West Sussex County Council (WSCC) who own Burnside would not co-operate on space and opening times.
Since the decision to discontinue the Kiln project, we went back to WSCC to ask for the use of the ‘Green’ room adjacent to our workshop which is now unused by them. Initially they refused giving unsubstantiated reasons. We believe that even if WSCC objections had any merit at all, which we dispute, they are insignificant compared to the cost burden of outcomes from loneliness and isolation on society. We have therefore provided more information to WSCC and asked them to reconsider our request. They are looking into the matter again.
It is our view that in the face of such overwhelming evidence indicating such a strong connection between isolation and health outcomes, Sheds are not a ‘nice to have’, they are essential. It is time that all Councils provided more support rather than work against us.
Obviously with the additional space opportunity at Burnside still pending, we need to consider other options and actions. We have tentatively explored other space options including hiring spaces, taking on a smaller shop unit or other rented space such as the Scout Hut. Unfortunately, space is a premium in our area and finding the right place is not straightforward and will probably be expensive. The space we are looking for will ideally allow us to do other activities rather than more woodwork. This could include other arts and crafts, hobbies, games or interests and we would like to restart the Makerspace too. We are willing to consider any idea that would enable us to enhance our mission.
To move forward, we must begin to promote our work much more rigorously throughout the community and especially to all political parties and councils with the aim of getting more support on appropriate space, either as real space or financial support to rent other spaces. We should also consider external sponsorship and help from local businesses and the community.
One way to do this is to run open days in the workshop and target invitations, for example GP practices and Health Agencies, or local businesses, etc.
Performance
Our overall performance as a charity is assessed against the following criteria:
Membership levels - the number of people (our members) we help Attendance levels - the level of attendance achieved
Benefits – the benefits to members and the community arising from attendance
and involvement
Value to community – the value provided by our volunteer efforts
Sustainability – our ability to finance operations and manage continuity risks
Membership
In March 23, membership was approaching 200 with a split of 30% men and 70% women. At the end of July, all memberships terminated requiring all members to rejoin if they wished to continue. We are pleased to report that most members signed up in August and today we have just over 50 members which is in line with normal levels for the Shed.
As always, we currently depend entirely on our volunteer members who give up their valuable time to keep our venture alive. Without them we would not be able to offer sessions. I am sure we all want to thank our fellow members for their many fantastic and significant contributions that keep us going.
Attendance
Overall attendance figures for the Shed were up by more than 50% and it seems that members are visiting the workshop more often than previously.
Benefits to Members
We are currently conducting a survey and interviewing members on a one to one basis to obtain information on the benefits members have gained through BH-Shed. This is ongoing, however initial indications are that members are fully satisfied with activities and arrangements, and their well-being has improved. We will be providing a report to members when the survey is completed.
Value to Community
During the year we continued to contribute to community events. Early in the year we ran’ Shed Loads of Fun’ in the Kiln for parents and children and shortly after supported a St James Hospice Garden Open Day where members were able to meet the public and sell some products. In August we once again took part in MSDC at World’s End Rec.
Shed Loads of Fun and MSDC away days were co-hosted with Dr Richard Robinson from the Brighton Science Festival. His enthusiasm and ideas were very helpful for both events. As well as his time, he donated £400 which we have put aside to help fund future events. On behalf of us all, we give our thanks and appreciation for his help and donation.
We continued to make products to help community interest groups such as Swift Boxes and up until August we hired the Kiln premises to the BH Repair Cafe, BHCCM and Burgess Hill Artists. Some of our members also participated and supported these events.
Voluntary Value
We also calculate the value of our work in terms of voluntary value. This is the equivalent value of our voluntary work that enables us to operate. This includes the workshop manager, admin effort, supervisor effort, maintenance and repairs, attending training courses, managing accounts, applying for grants, attending external events and running events like Shed Loads of Fun.
This value is equivalent to the amount of work a council would need to do and fund to run a place like the Shed, or reconfigure and run the Kiln.
At the moment this value is around £100K per annum. In addition, the Kiln project required effort to reconfigure the Kiln building, negotiate the lease, deal with procurement, set up the organisation and admin arrangements, start up the groups and manage activities, etc. This was estimated at £150K. Therefore in round terms the overall voluntary value is in the order of 7 years at £100K, plus £150K for the kiln making a total in the order of £850K.
Thanks to all volunteer members that have contributed to this staggering amount.
Sustainability
Our current financial status is good (see ‘Finances’ below and Appendix A: Treasurer’s Report). The income from membership and session charges more than met outgoings this year and our reserves grew considerably to a healthy level. However, now we are operating as a Shed alone, future income levels will be much lower and more sensitive to cost increases.
Currently we have a fixed cost of rent, insurance and running costs, and if we add the cost of certifying the dust extractor and the rent increase to use our workshop 5 days and use the green room as well, our current membership fee of £30 per member will not be enough. Therefore we must either: increase income from other sources; increase membership fees; or use our reserves. We have about 18 months left on the current Burnside lease and we may need a good level of reserves if WSCC decides not to provide us with new lease.
In summary, we are likely to continue for the next few years, however after that is uncertain.
Trustees
Our trustees are all long serving volunteers who not only contribute as members, but also look after strategic and governance aspects. (NB. BH-Shed does not employ or pay anyone for work except specialist contractors when necessary.)
The following are current Trustees:
David Bailey David Hayes Eric Palmer Co-chair Ian Lucas Co-chair Jasmine Patel Tim Penn
Trustees stand down at the end of three years on a rotation basis and may be reelected. This year Ian Lucas and Jasmine Patel are standing for re-election. The remaining board unanimously recommends their re-election.
We are sure members would wish to thank the Trustee team for their valuable inputs and for having the courage and tenacity to help us through some difficult periods, and keep us on a steady course.
Succession
From previous correspondence you will be aware that we are seeking to increase the number of trustees on the Board. I am therefore nominating members Graham Mason and Tony Ryan to become trustees and this is seconded by Ian Lucas. Both candidates
fully meet the requirements to become trustees having already made many voluntary contributions to our work. They have agreed to stand for election at the AGM. We may consider other nominees if these come forward in time for the meeting.
External Stakeholders
We extend our thanks to two very important stakeholders: West Sussex County Council and New River who have both leased premises on favourable terms. Without them we simply would not be able to operate.
We give thanks and appreciation to three external groups that regularly hired our Kiln premises: The Repair Cafe (Anne Eves); Summerhaven (Janice Henwood) and Burgess Hill Community Crafter’s Market (Jo Homan).
This year we also received grants from Burgess Hill Town Council (BHTC) and Sussex Community Foundation (SCF). BHTC provided funds to repair and upgrade the Kiln floor. The SCF grant enabled us to purchase Leather, Sewing, Makerspace and Weaving Equipment. We thank these organisations for their continued support to our ventures.
We also thank the public for donations throughout the year.
Finance
A summary of our finances is provided in Appendix A: Treasurer’s Report. This shows net income was over £14K which is £4K more than last year. Income made up from members’ subscriptions and fees (£18.1K), sales and donations up from £4.5K to £5.9, and rental and other income up by £0.6K to £2.6K. The main expenditure of £12.5K included £3K for equipment and materials, £7K general expenses which included £2K donated to BHCC to help with start-up costs plus credits for outstanding membership subscriptions. We also paid some of the costs to repair the Pottery Kiln and buy additional weaving equipment.
With the income generated this year, our reserves now stand at a healthy £43K. This is a considerable achievement given that over the past three years we have created and kick started the Kiln without any impact on our reserves. Overall, this is another very good performance.
Following the organisational changes, Treasurer Nigel Greg decided to stand down to take a new role in another organisation. He continued up until the end of September in order to finalise and handover accounts. His last set of accounts is shown in Appendix A: Financial Report. Nigel has not only overseen our accounts he also helps other organisations. He has helped us set up new payment methods, co-ordinated and organised daily transactions across all groups, and also provided financial advice to the Board. For his significant voluntary contributions, on behalf of the trustees and members we express our thanks and appreciation and wish him every success in his new ventures.
References
- ‘ Our Epidemic of Loneliness and Isolation 2023’, (Introduction) The US Surgeon General’s Advisory on the healing Effects of Social Connection and Community, Dr. Vivek H. Murthy 19th and 21st Surgeon General of the United States
Appendix A: Financial Report aJ6a Forthe 110 014>rt.22 31>SÈp23 To on.4Rece? t>and aVEllents UnTr5trictrd fllxds tothe paR5t Pstricted fund5 End0v#ent fund5 Tctsl funds List year to Ibe nearest£ Al Reoipts Etnxion5 Sale5 SÈssionFees MqnbrSub5 GJ? cth 42 553 424 5,530 14,480 3.567 7,100 2590 4557 9116 3785 6616 L713 7,ICiI 259 Sub totaT(GJV1RCOrnefvr 2&591 7.100 33h91 26217 A2 At and 531es [5eetableJ Subtotd 2&591 7.100 3391 217 I Payments EqpE&)ll3llS TAining &wses [EEur&e 307 4.600 7h72 1482 76 761 750 3J41 2.SIKI 6742 L¥i & PrOfFxPrQs n2 7.121 4143 Sub tr1&71 19 772 A55et and investment purthases (stt tabk) Subtrtsl T0&71prym•7ts 12.545 7.100 19M5 15.772 gfrnvptsJfpiy7wIts) A5 bètM•Èttfimd sh funds lastyear C415h fvnd¥ thisyarffld 14 14. IOh4 29.16 43215 29,169 43215 1&72 29.16
==> picture [130 x 25] intentionally omitted <==
| BURGESS HILL SHED | BURGESS HILL SHED | No (if any) | ||
|---|---|---|---|---|
| Receipts andpayments accounts | CC16a | |||
| For the period from |
01-Oct-22 | 30-Sep-23 To |
| Section A Receipts and payments | Section A Receipts and payments | Section A Receipts and payments | Last year to the nearest £ 430 4,557 9,116 3,785 6,616 1,713 - - 26,217 - - 26,217 3,482 - 655 750 6,742 - - 4,143 - - 15,772 - 15,772 10,445 - 18,724 29,169 |
||||||
|---|---|---|---|---|---|---|---|---|---|
| A1 Receipts | Unrestricted funds to the nearest £ 424 5530 14480 3567 2590 |
Restricted funds to the nearest £ - - - - 7,100 - - |
Endowment funds to the nearest £ - - - - - - - |
Total funds to the nearest £ 424 5,530 14,480 3,567 7,100 2,590 - - 33,691 |
|||||
| Donations Sales Session Fees Member Subs Grants Other |
424 5530 14480 3567 2590 |
- | - | 424 | |||||
| - | - | 5,530 | |||||||
| - | - | 14,480 | |||||||
| - | - | **3,567 ** | |||||||
| 7,100 | - | 7,100 | |||||||
| - | - | 2,590 | |||||||
| - | - | - | |||||||
| - | - | - | - | ||||||
| Sub total(Gross income for AR) |
26,591 |
7,100 | - | 33,691 | |||||
| A2 Asset and investment sales, (see table). |
|||||||||
| - | - | - | - | ||||||
| - | - | - | - | - | |||||
| Sub total | - | - | - | - | - | ||||
| Total receipts A3 Payments |
|||||||||
| Equipment & materials Training Courses Insurance Premise Hire Premises refurbishment Legal & Prof Expenses Postage Gen Expenses |
3072 761 750 841 7121 |
||||||||
| - | |||||||||
| - | |||||||||
| **Sub total ** | 12,545 | ||||||||
| A4 Asset and investment purchases, (see table) |
|||||||||
| - | |||||||||
| - | |||||||||
| **Sub total ** | - | ||||||||
| Total payments Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end |
|||||||||
| 14,046 | 14,046 | 10,445 | |||||||
| - | - | ||||||||
| 29,169 | 29,169 | 18,724 | |||||||
| 43,215 | 43,215 | 29,169 |
Section B Statement of assets and liabilities at the end of the period
| Categories B1 Cash funds CCXX R1 accounts (SS) |
Details Total cash funds Bank and cash balances 1 |
Unrestricted funds to nearest £ 43,215 - - 43,215 |
Restricted funds to nearest £ - - - - |
Endowment funds to nearest £ - - - - 23/10/2023 |
|---|---|---|---|---|
| 43,215 | - | - | ||
| - | - | - | ||
| - | - | - | ||
| 43,215 | - | - 23/10 |
CCXX R1 accounts (SS)
CHARITY COMMISSION FOR ENGLANO AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Raport to the tntea Burgess Hill Shed On accounts for tho year ended 30 September 2023 Charlty no lrfanyl 1168743 Set out on pages I report to the trustees on my examination of the accounts of the above charty (Ihe Trusf) for the year ended 30 0 I loi3 Responsibilit1•• and ba818 of roport As the chantys trustees. you are responsible for the preparation of the accounts in accordance wth the requirements of the Charib'es Act 2011 I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination, I have followed all the applicable Directions given by the Chanty Commi88ion under sechon 145(5){b) of the A(a. Independent axamineV8 statement I have completed my examination. I confinn that no material matters have come to my attention in connection with the examination {other than that disclosed bèlow ') which gives me cause to b8lK8ve that in, any material the accounting record8 re not kept in accordance with section 130 of the Charitie8 Ad: or the accounts dKI acrd with the accounting records.. or the accounts did not cornply with the applicable requirements conceming the form and content of accounts set out in the Charities (Accounts and RePts) Regulations 2008 other than any requirement that the accounts give a Irue and fairf which is not a matter considered as part of an irpendent examinats'on. I have no ¢on¢erns and have )rne across no other matters in connection wrth the examination to which attention should be drawn in this report in order to enable a woper understarKling of the accounts to be reached. . Please delete the in the brnckets rfthey do not apply. Signed: o&Lk N•m•: Lynne Adams Rolovant profM•ional quallficationls) or body lif any): Addrass: 31 KEhJWLL Co&f lf* IER Oct 2018