## **East Grinstead Museum CIO** ## **Annual Report of the Trustees for the year ending 31st March 2022** The Trustees of East Grinstead Museum CIO present their annual report for the period from 1st April 2021 to the 31st March 2022 which have been prepared in accordance with the accounting and reporting statements of recommended practices issued by the Charity Commission. East Grinstead Museum is a Charitable Incorporated Organisation [“CIO”] registered under charity number 1171561. It was created and is governed by a Constitution dated 9[th] February 2017. ## **Trustees** During the year the Trustees were Lester Porter [Chair of Trustees] Andrew Brock Dorothy Hatswell [Died 4[th] February 2022 ] Bob Marchant Amy Dillman [ Resigned 25[th] May 2021 ] Ruth Scrase Christina Bradstreet Hugh Kelly Stephen Ody [ Town Council Representative ] Dave Moore [ Appointed 28[th] September 2021 ] ## **Public Benefit** The Trustees confirm that the Charity Commission's general guidance on public benefit has been considered in relation to the objectives of the Charity. The report below sets out those objectives and describes how they have been met in the current year. ## T **rust Objects** The charitable objects, as set out in the Constitution are: “To provide for the advancement of public education by the provision of the Museum comprising the Existing Collection together with such other items as may from time to time be comprised in the Trust Fund and to preserve the same as a collection ("the Collection"). To educate the public in the geography, history and natural history of the area of the town of East Grinstead and its neighbourhood.” ## **Mission and Strategic Aims** To achieve these objects the Trustees have agreed a Mission where:- “East Grinstead Museum collects, safeguards and interprets collections to tell the stories of local people and local events for the interest, enjoyment and education of all” 1 Its Strategic Aims are to:- - Engage with audiences within East Grinstead and its surrounding villages, and both nationally and - internationally. - Tailor and improve our stories to engage a broader and more diverse audience. - Value and improve the volunteer experience so that they assume a key role in delivering the Mission. - Be financially self-sustainable and organisationally resilient. ## **Activities during the year** The Museum finally reopened again after the end of the pandemic lockdown on the 5[th] May 2021, and therefore losing a full month’s trading early in the year. Due to public concerns relating to the COVID 19 pandemic, footfall built very slowly again during the year, and therefore overall visitor levels and income from the shop and donations were significantly lower than pre pandemic levels. The Museum’s various other revenue generating activities – school holiday events, walking tours, talks at the Museum - also could not attract sufficient support early in the year and so were only available again from the summer of 2021. However, since then a full programme of events has been offered again. In November 2021, the Museum completed an Audience Development project, which aimed to better understand the existing and potential audiences of the museum, and how, especially after the pandemic, the museum might be able to engage these audiences. The findings from the report identified a number of areas for improvement, from marketing to developing a proposition which encourages people to return. This was further supported with some detailed work with focus groups in March 2022, consisting of both people who did engage with the museum and those who did not Following receipt of two significant legacies in 2020, the Trustees agreed to use the findings of the Audience Development project to help plan an upgrade to the Museum to increase visitor numbers. The Trustees have subsequently retained the services of a museum design company to help evaluate possible development options. This important project is now well under way but is not expected to be completed until 2024. In addition to a fulltime Manager, the Trustees continue to rely on our volunteers to act as Stewards at the Museum and to support the Museum carrying out a range of specialist tasks, from helping to manage the collections, to delivering public talks, children’s activities and a wide variety of other activities and projects. The Trustees are hugely grateful for the support provided by over 70 dedicated volunteers without whom the Museum could not survive. The Trustees remain committed to the training and development of both staff and volunteers ## **The Heritage and its use** The original Collection comprises an extensive range of local history and craft material relevant to the history and culture of the ancient parish of East Grinstead and the immediate surrounding areas. It includes artefacts, domestic items, memorabilia, ephemera and images of the town, its people, trades, professions and institutions. The Queen Victoria Hospital Collection, which was acquired in 2009, comprises over three thousand items of archival material, books, photographs and objects including prosthetics, models, instruments, equipment, and personal memorabilia of both staff and patients telling the story of this internationally renowned hospital and the surgeon Sir Archibald Mclndoe and his famous Second World War Guinea Pigs. In March 2016, the Heritage Lottery Fund approved support for our Rebuilding Bodies and Souls exhibition which originally opened in November of that year. The exhibition, now a permanent feature of the Museum, has continued to attract visitors including a number of family members of the Guinea Pigs, and a steady flow of online enquiries... 2 The Museum serves the people who live in East Grinstead and the surrounding villages and the large numbers of tourists who visit the town each year, as well as special interest groups, groups of local children and researchers into local history and genealogy. In addition to the permanent displays, the Museum hosts a series of regular activities which includes: - a programme of activities during school holidays focussed on children aged between six and nine - talks and presentations to local community organisations - online talks of subjects of local interest - temporary exhibitions. ## **Governance and Museum Management** Standard Opening Hours: The Museum is normally open from Wednesday to Saturday 10 - 4pm., [and with effect from Sunday 4[th] December 2022 will also be open again on Sundays from 10 - 4pm]. Admission is free. Opening times from March 2021 during the Covid-19 pandemic have been consistent with Government lock-down guidelines. The Museum was awarded Full Accreditation in 2017 for a five-year period under the Arts Council England scheme for Museums. It meets all requirements for - Operational health - Collections - Users and their experiences ## **Organisational Structure** The Trustees acting as the Board meet bi-monthly and are responsible for - Ensuring compliance with the Museum's Trust Deed - Developing strategy - Agreeing and monitoring plans to implement the strategy - Setting and agreeing policies - Maintaining proper fiscal oversight - Funding issues and fundraising activity - Ensuring compliance with the law - Encouraging diversity - Ensuring openness and accountability ## **Financial Review** The accounts for the year ended 31 March 2022 show a net reduction in funds of £19,040 as income did not cover expenses. As noted in the review of annual activities the Museum has embarked on a project to increase visitors which we aim to do in a way which will increase income. The overall financial position of the Museum remains healthy with net cash at the year-end of £197,521. 3 ## **1. Receipts** The Museum recorded receipts for the year ended 31 March 2022 of £41,257 (2021: £200,030) relating primarily to: - Bequests - Grants from local authorities - Donations from the visiting general public - Ongoing financial support from the Friends of the Museum - Funds raised from the sales of merchandise from the Museum shop - Events held at the Museum and elsewhere - Sales of image licenses ## **2. Payments** Total expenditure was £61,165 (2021: £57,900) relating primarily to:: - Salary and pension costs for staff employed by the Museum. - Costs of running the Museum building including insurance, maintenance, light and heat, etc. - Costs of fundraising events including purchases of stock for the Museum shop; and - Technology and professional support - Funding for Phase 2 of the Museums Audience Development Plan. ## **3. Statement of Assets and Liabilities** As at 31 March 2022 the net assets of the CIO were £191,830 (2021: £211,738) comprising Cash at bank and in hand of £197,521 (2021: £215,570 ), museum shop stock of £2,597 (2021: £2,723), and net creditors of -£8,288 (2021: - £6,555). ## **Reserves Policy** The Trustees consider it prudent for the Museum to maintain free cash reserves equivalent to approximately six months budgeted non-discretionary spend to deal with short-term fluctuations in income, unexpected repairs and to provide adequate working capital. In the event that forecast cashflows indicated free cash reserves could fall below this level, the trustees would consider what additional steps needed to be taken to improve the financial position of the museum. ## **Connected party transactions and Trustee benefits** There were no connected party transactions and no trustee received any remuneration or other benefits from the Trust. Signed by: Lester Porter, Chair of Trustees Date: 24 January 2023 4 ||**EAST GRINSTEAD MUSEUM**|**EAST GRINSTEAD MUSEUM**|**EAST GRINSTEAD MUSEUM**|**EAST GRINSTEAD MUSEUM**|Charity No
(if any)|**1171561**|**CC17a**| |---|---|---|---|---|---|---|---| ||Annual accounts for the period||||||| ||Period start date||**1 April 2021**|**To**|Period end
date|**31 March 2022**|| ||||||||| |**Section A**|**Statement of financial activities**||||||| ||||||||| |**Recommended**
**categories by activity**|**Details of own**
**analysis**||**Unrestricted**
**funds**|
**Restricted**
**income**
**funds**|**Endowment**
**funds**|**Total thisyear**|**Total last**
**year**| ||||**£**|**£**|**£**|**£**|**£**| |**Incoming resources(Note 3)**|||||||| |**Incoming resources from**
**generated funds**|||||||| |Donations and Legacies|||4,050|-|-|4,050|142,654| |Grants|||27,674|-|-|27,674|52,620| |Fundraising events|||8,975|-|-|8,975|3,937| |Interest income|||509|-|-|509|818| |**Other incoming resources**|||50|-|-|50|-| |**_Total incoming resources_**|||**41,257**|**-**|**-**|**41,257**|**200,030**| |**Resources expended(Notes 4-5)**|||||||| |**Costs of Generating Funds**||||||-|| |Wages, pensions and NI|||27,975|-|-|27,975|31,796| |Cost of fundraising events|||9,451|-|-|9,451|2,708| |Insurance|||2,631|-|-|2,631|2,171| |Repairs and maintenance|||6,156|-
|-|6,156|3,591| |Light and Heat|||1,957|||1,957|2,236| |Telephone, postage & stationery|||-|||-|-| |Legal and professional|||813|||813|-| |Technology costs|||2,670|||2,670|2,876| |Bank charges and interest|||108|||108|69| |Sundry|||3,165|||3,165|5,852| |Project Costs|||6,240|-
|-|6,240|6,600| |**_Total re_**|**_sources expended_**||**61,165**|**-**|**-**|**61,165**|**57,900**| |**_Net incoming/(outgoing) resources before_**
**_transfers_**|||-19,908|-
|-|-19,908|142,130| |**Gross transfers between funds**|||-|-|-|-
|-| |**_Net incoming/(outgoing) resources before_**
**_other recognisedgains/(losses)_**|||**-19,908**|**-**|**-**|**-19,908**|**142,130**| |**Other recognised** **gains/(losses)**|||||||| |Gains and losses on revaluation of fixed assets
for the charity’s own use|||-|-|-|-|-| |Gains and losses on investment assets|||-|-|-|-|-| |**Transfer of funds from Charity Reg 1047505**||||||-|-| |**_Net movement in funds_**|||**-19,908**|**-**|**-**|**-19,908**|**142,130**| |**Total funds brought forward**|||211,738|-|-|211,738|69,608| |**_Total funds carried forward_**|||**191,830**|**-**|**-**|**191,830**|**211,738**| 5 ## **Section B Balance sheet** **----- Start of picture text -----**
Restricted
Unrestricted income Endowment Total this Total last
funds funds funds year year
£ £ £ £ £
Fixed assets
Tangible assets (Note 6) - - - - -
- - - - -
Investments - - - -
Total fixed assets - - - - -
Current assets
Stock and work in progress 2,597 - - 2,597 2,723
Debtors 3,014 - - 3,014 4,331
(Short term) investments - - - - -
Cash at bank and in hand 197,521 - - 197,521 215,570
Total current assets 203,133 - - 203,133 222,624
Creditors: amounts falling due within
one year (Note 7) 11,302 - - 11,302 10,886
Net current assets/(liabilities) 191,830 - - 191,830 211,738
Total assets less current liabilities 191,830 - - 191,830 211,738
Creditors: amounts falling due after
one year (Note 7) - - - - -
Provisions for liabilities and charges - - - - -
Net assets 191,830 - - 191,830 211,738
Funds of the Charity
Unrestricted funds 191,830 191,830 211,738
- - -
Restricted income funds - - -
Endowment funds - - -
Total funds 191,830 - - 191,830 211,738
**----- End of picture text -----**
6 ## **Section C Notes to the accounts** **Note 1 Basis of preparation** ## **1.1 Basis of accounting** These accounts have been prepared on the historical cost basis and in compliance with FRS 102, 'The Financial Reporting Standard applicable in the UK and the Republic of Ireland', the Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard in the UK and Republic of Ireland (FRS 102) (Charities SORP (FRS 102)) and the Charities Act 2011. ## **1.2 Change in basis of accounting** The method of accounting has been changed in the current year to an accruals basis from a 'receipts and payments' basis in the prior year. There has been no change to the accounting policies. ## **1.3 Changes to previous accounts** No changes have been made to accounts for the previous year. ## **1.4 Fund accounting** Unrestricted funds are available for use at the discretion of the trustees to further any of the charity's purposes. Restricted funds are subject to restrictions on their expenditure as laid down by the donor or through the terms of an appeal, and fall into one of two sub-classes: restricted income funds or endowment funds. **Note 2 Accounting policies** ## **2.1 Incoming resources** All incoming resources are included in the Statement of financial activities when entitlement has passed to the charity; it is probable that the economic benefits associated with the transaction will flow to the charity and the amount can be reliably measured. The following specific policies are applied to particular categories of income: 2.1.1 Income from donations or grants is recognised when there is evidence of entitlement to the gift, receipt is probable and its amount can be measured reliably. 2.1.2 Legacy income is recognised when receipt is probable and entitlement is established. 2.1.3 Income from donated goods is measured at the fair value of the goods unless this is impractical to measure reliably in which case the value is derived from the cost to the donor or the estimated resale value. Donated facilities and services are recognised in the accounts when received if the value can be reliably measured. No amounts are included for the contribution of the general volunteers. 2.1.4 Income from contracts for the supply of services is recognised with the delivery of the contracted service. This is classified as unrestricted funds unless there is a contractual requirement for it to be spent on a particular purpose and returned if unspent, in which case it may be regarded as restricted. 7 ## **Section C Notes to the accounts (continued)** ## **Note 2 Accounting policies (continued)** ## **2.2 Resources expended** Expenditure is recognised on an accruals basis as a liability is incurred. Expenditure includes any VAT which cannot be recovered and is classified under headings of the statement of financial activites to which it relates: 2.2.1 Expenditure on raising funds includes the costs of all fundraising activites, events, non-charitable trading activities and the sale of donated goods. 2.2.2 Expenditure on charitable activities includes all costs incurred by the charity in undertaking activities that further its charitable aims for the benefit of its beneficiaries, including support costs and costs relating to the governance of the charity apportioned to charitable activities. 2.2.3 Other expenditure includes all expenditure that is neither related to raising funds for the charity nor part of its expenditure on charitable activities. All costs are allocated to expenditure categories reflecting the use of the resource. Direct costs attributable to a single activity are allocated directly to that activity. Shared costs are apportioned between the activities they contribute to on a reasonable, justifiable and consistent basis. ## **2.3 Tangible assets** Tangible assets are initially recorded at cost, and subsequently stated at cost less any accumulated depreciation and impairment loss. Any tangible assets carried at revalued amounts are recorded at fair value at the date of revaluation less any subsequent accumulated depreciation and subsequent accumulated impairment losses. ## **2.4 Depreciation** Depreciation is calculated so as to write off the cost or valuation of an asset, less any residual value, over the useful econonic life of that asset as follows: Fixtures and fittings 25% straight line ## **2.5 Stocks** Stocks are measured at the lower of cost and estimated selling price less any costs to complete and sell. Cost includes all costs of purchase, costs of conversion and other costs incurred in bringing the stock to its present location and condition. ## **2.6 Pension costs** The charity operates a defined contribution workplace pension scheme. The pension cost in relation to this scheme is based on the employers' contributions payable in the year. 8 ## **Section C Notes to the accounts (continued)** ||||| |---|---|---|---| |**Note 3 Analysis of incoming resources**|||| ||**Analysis**|**Thisyear**|**Lastyear**| |||**£**|**£**| |**Donations and Legacies**|Friends of the Museum||812| ||Corporate donations||| ||Patrons|310|310| ||Donations - Gift Aid eligible|2,725|| ||Donations - General|765|1,532| ||Legacies|250|140,000| |||-|-| ||**Total**|4,050|142,654| ||||| |**Grants**|Local Authority grants|1,500|43,045| ||Furlough Scheme Grants|315|3,550| ||Other|25,858|6,025| ||**Total**|27,674|52,620| ||||| |**Fundraising events**|Museum shopsales|3,149|593| ||Image sales|535|204| ||Museum services|3,354|1,280| ||Other|1,937|1,861| ||**Total**|8,975|3,937| ||||| ||||| ||||| |**Note 4 Analysis of resources expended**|||| ||**Analysis**|**Thisyear**|**Lastyear**| |||**£**|**£**| |**Wages, pensions and National**
**Insurance**|Employment Costs|27,975|31,796| ||Trainingand travel||| |||-|-| ||**Total**|27,975|31,796| ||||| |**Cost of fundraising events**|Museum shop|1,313|57| ||Museum services costs|2,599|| ||Temporaryexhibitions and collections|790|923| ||Marketing|1,029|164| ||Other|3,720|1,564| ||**Total**|9,451|2,708| ||||| |**Repairs and maintenance**|Buildingmaintenance and service contracts|1,618|1,631| ||Cleaning|4,538|1,960| |||-|-| ||**Total**|6,156|3,591| ||||| |**Light and heat**|Utilities|1,957|1,780| |||-|-| ||**Total**|1,957|1,780| ||||| |**Telephone, postage and**
**stationery**|Telephone and internet||789| ||Stationery,Office supplies andpostage||563| ||||| ||**Total**|-|1,351| ||||| |**Legal and professional**|Professional services|813|2,940| |||-|-| ||**Total**|813|2,940| ||||| |---|---|---|---| |**Note 3 Analysis of incoming resources**|||| ||**Analysis**|**Thisyear**|**Lastyear**| |||**£**|**£**| |**Donations and Legacies**|Friends of the Museum||812| ||Corporate donations||| ||Patrons|310|310| ||Donations - Gift Aid eligible|2,725|| ||Donations - General|765|1,532| ||Legacies|250|140,000| |||-|-| ||**Total**|4,050|142,654| ||||| |**Grants**|Local Authority grants|1,500|43,045| ||Furlough Scheme Grants|315|3,550| ||Other|25,858|6,025| ||**Total**|27,674|52,620| ||||| |**Fundraising events**|Museum shopsales|3,149|593| ||Image sales|535|204| ||Museum services|3,354|1,280| ||Other|1,937|1,861| ||**Total**|8,975|3,937| ||||| ||||| ||||| |**Note 4 Analysis of resources expended**|||| ||**Analysis**|**Thisyear**|**Lastyear**| |||**£**|**£**| |**Wages, pensions and National**
**Insurance**|Employment Costs|27,975|31,796| ||Trainingand travel||| |||-|-| ||**Total**|27,975|31,796| ||||| |**Cost of fundraising events**|Museum shop|1,313|57| ||Museum services costs|2,599|| ||Temporaryexhibitions and collections|790|923| ||Marketing|1,029|164| ||Other|3,720|1,564| ||**Total**|9,451|2,708| ||||| |**Repairs and maintenance**|Buildingmaintenance and service contracts|1,618|1,631| ||Cleaning|4,538|1,960| |||-|-| ||**Total**|6,156|3,591| ||||| |**Light and heat**|Utilities|1,957|1,780| |||-|-| ||**Total**|1,957|1,780| ||||| |**Telephone, postage and**
**stationery**|Telephone and internet||789| ||Stationery,Office supplies andpostage||563| ||||| ||**Total**|-|1,351| ||||| |**Legal and professional**|Professional services|813|2,940| |||-|-| ||**Total**|813|2,940| 9 ## **Section C Notes to the accounts (continued)** **----- Start of picture text -----**
Note 5 Staff costs
5.1 Staff Costs
This year Last year
£ £
Gross wages, salaries and benefits in kind 27,333 28,828
Pension costs 1,268 593
Staff expenses 363
Total staff costs 28,964 29,421
5.2 Average headcount
The average head count of employees during the year was 75 (2018: 79) analysed as follows:
This year Last year
Number Number
Employed staff 1 1
Volunteers 65 70
Trustees 10 9
Total 76 80
5.3 Defined contribution pension scheme
This year Last year
£ £
The costs of the scheme to the charity for the year 623 481
The amount of any contributions outstanding at the year end 645 nil
The amount of any contributions prepaid at the year end nil nil
**----- End of picture text -----**
10 ## **Section C Notes to the accounts (continued)** |||||||| |---|---|---|---|---|---|---| |**Note 6**|**Tangible fixed assets**|||||| |||||||| |**6.1 Cost or valuation**||||||| ||**Freehold land**
**& buildings**|**Other land &**
**buildings**|**Plant,**
**machinery and**
**motor vehicles**|
**Fixtures,**
**fittings and**
**equipment**|**Payments on**
**account and**
**assets under**
**construction**|**Total**| ||**£**|**£**|**£**|**£**|**£**|**£**| |Balance brought
forward|-|-|-|-|-|-| |Additions|-|-|-|-|-|-| |Revaluations|-|-|-|-|-|-| |Disposals|-|-|-|-|-|-| |Transfers|-|-|-|-|-|-| |Balance carried
forward|-|-|-|-|-|-| |||||||| |**6.2 Accumulated depreciation and impairmentprovisions**||||||| |||||||| |Balance brought
forward|-|-|-|-|-|-| |Depreciation charge
foryear|-|-|-|-|-|-| |Impairment provisions|-|-|-|-|-|-| |Revaluations|-|-|-|-|-|-| |Disposals|-|-|-|-|-|-| |Transfers|-|-|-|-|-|-| |Balance carried
forward|-|-|-|-|-|-| |||||||| |**6.3 Net book value**||||||| |||||||| |Brought forward|-|-|-|-|-|-| |Carried forward|-|-|-|-|-|-| |||||||| |||||||| |**Note 7**|**Creditors and accruals**|||||| |||||||| ||||**Amounts falling due within**
**oneyear**||**Amounts falling due after**
**more than oneyear**|| ||||**Thisyear**|**Lastyear**|**Thisyear**|**Lastyear**| ||||**£**|**£**|**£**|**£**| |Loans and overdrafts|||-|-|-|-| |Trade creditors|||-|-|-|-| |Other creditors|||10,793|7,957|-|-| |Accruals and deferred income|||510|2,929|-|-| |Total|||11,302|10,886|-|-| 11 Independent Examlnets Report Brenda Peers-Ross 29 Diift Road Selsey Chiehester West Sussex P020 QPW To the Trustees" EAST GRINSIEAD MUSEUM R•glst•red CIO Number: 1171561 Responsi)ilrt￿s and basis of rerrt I have Independenlty EXarnIT￿ the Statemrt 31" Marth 2022. A5 the L*atity"5 Itustees. you are resp￿￿ble the k¥eparati￿5 of the accwnls vTr acc￿danCe ￿￿th r£qutements of the Chafv￿ ALt 2011 fthe 2011 ALf Tr ch*itys TTu5tee5 C(Y￿1￿er an auth ￿ not r8quKed r￿thiS year urnJefseL*cffj 14W21 ofU* Ad 2011 ￿ that ￿ Th￿pe￿I exawMnatsL is needed 5 rewl on Try eX￿￿5b￿ of lJatiiYs acc(NJrtts C￿[￿￿ ¢yJl urWse[*￿ 145 oflhe 2011 ALI and li Commwn UrKjvsecb￿ 14S5Nbl ofthe A£1 My examin*￿ vrJ5 CatrEd oul Dte(kns gwen ty Ihe Chatity CommEsi arKI in accordance seckn 145 of the Ch￿be5 Ad 2011 nchJOe5 a re￿ of accwnbng rewds kept by the (*wty arKJ a (rflhe accwtts [￿es￿rted Mlh Ihese [￿rts abo ￿dUdES ConSKIW￿ of any unu5u* ite￿￿ (k5(*ssures in the and seekmg eJtyanHbons fr(Kn you the tsu5tees ¢oncwiHKJ suth matlw5. The ￿￿e￿A￿e5 undthen do rK)t provKle 31 e￿￿nce lh* woukl be rewire¢ in an wdrt. ￿ c(XLsequentty no O￿n￿n B gwen 35 to whether accounts weselll a 1tue an¢ W ￿lew, and tr iep(xl to Ihose set In next Irmlependent Exunine¢s state￿￿1 IThea￿{mIt￿g r￿ts y￿e se(JK*i 130 rflhp 2011 Att (* Iheaccwnts dKI Ihe Tecw attenbon sh￿Ik1 be In ts rewrt in (xder to enth a [K0p￿ ur￿￿13￿(￿g (rf Ihe accounts to bp reached. BreTKJa Pe8￿R(￿S FMAAT ACIE Date 27￿ January 2023 12