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2022-03-31-accounts

Trustees' Annual Report for the period

Period start date Period end date 01 April 2021 31 March 2022 From To

Section A Reference and administration details

Charity name Other names charity is known by Registered charity number (if any) 1171875

The Sand House Charity

Charity's principal address 7 Ayots Green Dunscroft Doncaster Postcode DN7 4HG

Names of the charity trustees who manage the charity

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20		 Trustee name Office (if any) Dates acted if not for whole
**year **		 Name of person (or body) entitled
to appoint trustee (ifany)
Richard Bell Chair
PhilipCrawley Removed 21 Apr 2021
MandyKeating Resigned 13 Oct 2021
SandyJessop
Mick Jenkinson Appointed 01 Apr 2021
Andrew Isaacs Appointed 25 Jun 2021

Names of other trustees for the charity, if any, (for example, any custodian trustees)

Name Dates acted if not for whole year

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Names and addresses of advisers (Optional information)
Type of adviser
Name
Address		 Names and addresses of advisers (Optional information)
Type of adviser
Name
Address		 Names and addresses of advisers (Optional information)
Type of adviser
Name
Address
Name of chief executive or names of senior staff members (Optional information)
Not applicable

Section B Structure, governance and management

Description of the charity’s trusts

Constitution dated 02 March 2017 Type of governing document (eg. trust deed, constitution) Charitable Incorporated Organisation – Foundation Model How the charity is constituted (eg. trust, association, company) Apart from the initial charity trustees, every trustee must be appointed for Trustee selection methods a term of three years by a resolution passed at a properly convened (eg. appointed by, elected by) meeting of the charity trustees. Additional governance issues (Optional information)

A Financial Policy and Procedures document was formally approved at a You may choose to include meeting of trustees held on 15 June 2017. additional information, where relevant, about: A Health and Safety Policy document was issued on 7 November 2017. • policies and procedures A Privacy Statement was issued on 20 May 2018. adopted for the induction and training of trustees; Policies for Safeguarding Children and Vulnerable Adults were issued on • the charity’s organisational 28 May 2018. structure and any wider network with which the charity An Equality & Diversity Policy was issued on 8 April 2020. works; • relationship with any related An Expenses Policy was issued on 8 April 2020. parties; The above policies are reviewed each year. • trustees’ consideration of major risks and the system Mick Jenkinson was appointed trustee as from 1 Apr 2021. and procedures to manage Andrew Isaacs was appointed trustee as from 25 Jun 2021. them. Mandy Keating resigned her trusteeship on 13 Oct 2021. Chair of trustees, Richard Bell, was formally reappointed as both trustee and Chair on 21 Apr 2021. 11 training sessions on a range of subjects took place in the year involving three Trustees and one volunteer. They were in the form of webinars, online workshops and distance-learning. A training record was maintained. Richard Bell continued to represent the charity at meetings of the Doncaster and District Heritage Association. These meetings continued to take place online, via Zoom.

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Section C Objectives and activities

Summary of the objects of the charity set out in its governing document

To advance the education of the public in history, art, sculpture and other related subjects having a link to the former Victorian Sand House of Doncaster.

In planning and undertaking our activities during this period the trustees had due regard to the guidance issued by the Charity Commission on public benefit.

The COVID-19 pandemic continued to have a significant impact on our activities during 2021/22. While we continued to make progress with fulfilling the charity’s objectives, our activities were necessarily restricted by the pandemic.

In summary, the following activities took place for the public benefit.

Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)

Additional details of objectives and activities (Optional information)

You may choose to include further statements, where relevant, about:

Due to the continuing restrictions caused by the pandemic, we had little cause to call upon the services of our pool of volunteers, except for helping with two guided walks. Nevertheless, we maintained occasional contact with them and reassured them that their input would be very much welcomed once again when more of our activities resumed.

Our Patron, Matthew Schellhorn, continued to show tremendous support for our Charity throughout the year. His commitment towards helping us achieve our aims is greatly appreciated.

We are very grateful to Discovery Surveys Ltd, Network Rail and CML Ltd for their support in our search for undiscovered tunnels.

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Section D Achievements and performance

We continued to offer online illustrated talks of the type developed in the Summary of the main early weeks of the pandemic in 2020/21. In order to aim for a wider achievements of the charity audience, we trialled the use of Messenger Rooms for two talks, rather during the year than Zoom, as used previously. A third, Zoom, talk was also held. With small audiences and donations, it was decided to rest the online talks until a future date.

As the year went on there were signs of in-person talks resuming, as groups began to make arrangements to return to face-to-face meetings. Invitations to give talks in 2022/23 began to arrive. Also, having contacted the Doncaster Communication Specialist College in connection with our play project (see below), arrangements were made to give a talk to members of a student arts group. That talk was very well received and established a working relationship which we hope to build upon. It was decided to resume in-person guided walks of the Sand House locality for Heritage Open Days 2021. For the first time, two HOD walks were arranged for the same day, taking place on a Sunday morning and afternoon. Both walks were filled to capacity and elicited excellent feedback. Also, for the first time, merchandise was made available for purchase at the end of each walk. A good level of voluntary donations was supplemented by merchandise sales to raise vital funds. With Doncaster’s new museum due to open to the public in May 2021, the final touches were put to the audio-visual content of the Sand House display. In the end, around two-hours-worth of content was created, including images, text, audio clips and videos. Not only the AV material but also the rest of the Sand House display, including object case, continued to be displayed throughout 2021/22 and they remain in place for the foreseeable future. After the withdrawal of National Lottery Project Grants (NLPG) by Arts Council England (ACE) early on during the pandemic and the consequent cancellation of our funding application, our project to bring back the Sand House stage play had been on hold for nearly a year. With theatres reopening in 2021 we began to compile a revised ACE application. The project at that stage included a 12-performance run at Cast theatre, Doncaster, a short tour of other Yorkshire venues and a wide range of wrap-around workshops and events. With invaluable input from a new Producer (our previous Producer having taken full-time work elsewhere) a new application was completed and submitted in November 2021. On 14 February 2022 we were advised by ACE that our application had been unsuccessful. Their appraised confirmed that it had been a very good application, but the high volume of competition for funds meant that we lost out. As a result, we notified all stakeholders of a delay and began to consider our options for a further application to ACE. In the meantime, a good deal of time was spent on applying for match-funding, to boost the amount we could allocate to the play project from sources other than ACE. In all, 0ver 70% of the volunteer hours expended on projects were spent on the stage play project.

One of the constant problems we face is explaining to people how the Sand House was positioned in relation to its surroundings and where the tunnels were located. During 2021/22 we decided to make use of digital technology to create a 3D virtual model of the house and its immediately surrounding streets. Richard Bell initially commissioned and oversaw the work, with the intention of transferring the finished animation to the

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Section D Achievements and erformance p

charity. It was carried out by Joe Hare, taking a sabbatical year before starting a computer science degree course. By the end of the financial year the model was nearing completion and expected to be published by early summer 2022.

For a second time in recent years educational information, including links to online resources, was sent out to all primary and junior schools in Doncaster borough, totalling approximately 90. It was disappointing to note that no replies were received, although we remain hopeful that the resources were put to good use by some recipients. In 2020/21, our Patron, Matthew Schellhorn, commissioned composer Ben Gaunt to write a suite of piano music inspired by carvings in the Sand House’s Cloisters tunnel. The writing continued through 2021/22. Also, both Matthew and Ben attended one of our HOD guided walks, which provided further inspiration for Ben. It is planned to establish links with schools and colleges, to use the music in an educational context, as well as for raising the charity’s profile through live performance. As the year ended, opportunities to premiere the work were being pursued. The search for a lost tunnel that once linked the Sand House quarry to the nearby railway continued. With the relaxation of COVID19 restrictions, a site visit with Network Rail and one of their contractors, CML Ltd, too place on 30 Aug 2021. A location of particular interest was investigated, including digging a trial hole, but no tunnel was found. A few weeks later, after Discovery Surveys Ltd offered further pro bono input, they undertook a second ground penetrating radar (GPR) visit. This time they used equipment whose signal was easily capable of penetrating to a sufficient depth to locate the tunnel(s) we were searching for. The survey produced interesting results in some areas, although nothing conclusive in terms of likely tunnels. It did, however, effectively rule out some locations and, therefore, lead us to focus on other locations in future. The research continues. Facebook continued to be one of our main ways of routinely sharing educational information about the Sand House. Twitter and Instagram continued to be used, too. Our Facebook page Likes rose to almost 3,000 by the end of the year. Three newsletters were sent out to subscribers via Mailchimp during the year. There was a slight fall in the number of subscribers, possibly linked to the charity’s reduced activity levels because of the pandemic. The charity’s website was maintained throughout the year. Through the year we have continued to record all the hours expended by our volunteers, along with details of the activities undertaken. A total of 666.3 hours were expended, down from 973.4 in 2020/21. Main factors contributing to the reduction were the restricted activities due to COVID19, less work on the play project due to its postponement and the reduced availability of Richard Bell from December to February due to health issues. APPENDIX A provides a detailed breakdown of the 2020/21 hours and activities.

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Section E Financial review

Brief statement of the charity’s policy on reserves

Details of any funds materially in deficit

The Sand House Charity aims to hold the equivalent of at least three months’ running costs in reserve at all times. In practice, the charity has very few unavoidable costs, with insurance, web hosting and, where necessary, accountancy services being the only significant ones.

Not applicable.

Further financial review details (Optional information)

You may choose to include additional information, where relevant about:

Monthly donations from two Trustees and one other supporter generated £180.

Project-specific donations into Restricted funds totalled £4,455. Of this, £3,000 came from the Charles & Elsie Sykes Trust for the play project. They had first granted this money in 2019/20, but asked for it to be returned in 2020/21, when the play was postponed. A new application saw the £3,000 repaid to our charity in January 2022.

The remaining £1,455 income to Restricted funds came from donations by Richard Bell to fund the 3D digital model project.

Section F Other optional information

The charity can continue its routine educational work of providing illustrated talks, guided walks, online information via Social media and attendance at history fairs while incurring very little cost. It is envisaged that larger, project-type work will be funded by grants and our own fundraising activities. In simple terms, beyond the routine work, our activities will be determined by the level of funding that we can secure.

Section G Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s)

s trustees
Full name(s)
Position (eg Secretary, Chair,
etc)
Date
Richard Nigel Bell


Chair of Trustees
09 September 2022
09 September 2022

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APPENDIX A

The Sand House Charity: Details of volunteer hours and activities during 2021/22

Background

The number of hours expended by volunteers on behalf of The Sand House Charity have been recorded. This has been done to:

The following sections provide an analysis of the recorded hours and activities.

Hours expended per volunteer

----- Start of picture text -----
AP 12.3
Andrew Isaacs 10.3
GD 9.0
IP 3.0
Mandy Keating 1.5
Mick Jenkinson 14.1
Richard Bell 602.4
Sandy Jessop 11.2
SE 2.5
TOTAL 666.3
----- End of picture text -----

Only the names of the charity’s trustees have been identified in the above table. Other volunteers’ names are shown as initials only, to protect their identities.

Hours expended per month

The hours per month are relatively consistent except for June, when holidays were a factor, and December to February, when Richard Bell suffered ill health and had to restrict his level of input.

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Hours per Activity Type

All volunteer hours are recorded against a standard menu of Activity Types. They are defined as follows:

Administration: Routine, office-based tasks not linked directly to a funded project. Examples include typing up meeting minutes, general correspondence, collating documents for accountant, etc..

Events excl. talks: This includes all events that are neither talks nor part of a funded project. Examples include attending history fairs and community gatherings, but also includes any preparation and follow up specifically relating to the event.

Meetings (not linked to specific projects): Trustees' meetings and meetings linked to the general running of the charity. They exclude any meetings that form part of a project, whether funded or not.

Projects - Chargeable: All time spent working on activities that have been funded specifically, from grants and other external sources.

Projects - Non-chargeable: All time spent working on either preparing for activities for which external funding is going to be applied for or on activities which form a timelimited package (such as a series of sand modelling workshops) for which no external funding has been obtained.

Research: This will usually be research into the history of the Sand House, possiibly but not necessarily at various libraries and archives i.e. it could be online, or reviewing previously acquired research material.

Social media: Posts and comments aimed at educating the public. (Technical updates and general, non-educational posts are classified as Administration).

Talks: These will usually be illustrated talks to either specific groups or the general public. Include preparation and any follow up specifically relating to the talk.

Training: Attending a training course or workshop or delivering training to others working for The Sand House Charity.

Other: Any activity not specifically included within the other Activity Types. Should a new Activity Type be identified it may be added to the drop-down list.

Using the above definitions, the volunteer hours per Activity Type across the whole of 2021/22 are as shown in the pie chart below.

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Breakdown of ‘Projects – Non-chargeable’ Activity Type

The hours expended on the largest Activity Type have been analysed in detail and broken down into the following specific activities.

END

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Charity Name The Sand House Charity

No (if any) 1171875

Receipts and payments accounts For the period Period start date Period end date To from 4/1/2021 3/31/2022

Section A Receipts and payments

----- Start of picture text -----
Unrestricted Restricted Endowment
Total funds
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Grants - 3,000 - 3,000
Donations held in NatWest account 572 1,455 - 2,027
Donations held in PayPal account 31 - - 31
Other 36 - - 36
- - - -
- - - -
- - - -
- - - -
639 4,455 - 5,094
Sub total (Gross income for AR)
A2 Asset and investment sales,
(see table).
- - - -
- - - -
Sub total - - - -
Total receipts 639 4,455 - 5,094
A3 Payments
Equipment, materials & costumes - - - -
Insurance 435 - - 435
Professional fees - 950 - 950
Grant repayment - - - -
Other - - - -
- - - -
- - - -
- - - -
- - - -
Sub total [ 435 ] 950 - 1,385
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - -
Total payments 435 950 - 1,385
Net of receipts/(payments) 204 3,505 - 3,709
A5 Transfers between funds - - - -
A6 Cash funds last year end 993 5,417 - 6,410
Cash funds this year end 1,197 8,922 - 10,119
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Section B Statement of assets and liabilities at the end of the period

Unrestricted Restricted
Categories Details funds funds
B1 Cash funds NatWest account
PayPal account		 Total cash funds to nearest £
1,166
31
-
1,198


to nearest £
8,922
-
-
8,922
(agree balances with receipts and payments
account(s))		 Agreement Error OK
Unrestricted Restricted
funds funds
B2 Other monetary assets Details
None		 to nearest £
-
-
-
-
-
-




to nearest £
-
-
-
-
-
-
B3 Investment assets Details
None		 Fund to which
asset belongs		 Cost (optional)
-
-
-
-
-
B4 Assets retained for the Details
Equipment		 Unrestricted
Fund to which
asset belongs		 Cost (optional)
-
charity’s own use Props & costumes for play Restricted






-
-
-
-
-
-
-
-
Fund to which Amount due
B5 Liabilities Details
None		 liability relates



-
-
-
-
-
(optional)
Signed by one or two trustees on
behalf of all the trustees		 Signature Print Name
Richard Nigel Bell

Notes to the Accounts

Basis of preparation.

These financial statements have been prepared under the historical cost basis and in accordance with the Charities Act 2011 Regulations.

As the charity's level of income is below £250,000 the Trustees have opted for the accounts to be prepared under the receipts method. This is in accordance with the Charity Commission guidelines for small charities and is seen as appropriate for this or

The Trustees have also decided that there should not be an independent examination of the accounts on this occasion, becaus income is below £25,000 (in fact, only £5,094). This is in accordance with Charity Commission guidelines.

Fund accounting

Incoming resources that may be applied for the charity's general purposes are treated as unrestricted incoming resources and the unrestricted fund.

Where a donation or grant is required to be used for a specific purpose, the amount concerned is treated as restricted income to the appropriate restricted fund.

Movement of funds

Unrestricted funds
General fund - NatWest account
General fund - PayPal account
Restricted funds
TOTAL		 993
608
-435
0
31
0
Balance at
01/04/2021
Incoming
resources
Expended
resources
993
639
-435
5417
4455
-950
6410
5094
-1385

Trustees' remuneration, benefits and expenses

The were no trustees' remunerations in the period of these accounts.

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CC16a
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Last year

to the nearest £

----- Start of picture text -----
-
1,312
-
24
-
-
-
-
1,336
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-

1,336

102 430 575 3,030 24 - - - - 4,162

4,162 - 2,826 - 9,236 6,410

Endowment funds to nearest £ - - - -

OK

Endowment funds to nearest £ - - - - - -

Current value (optional)

-

Current value (optional) 4,750 1,032 - - - - - - -

When due (optional)

Date of approval

and related

s and payments rganisation. se the charity's

d are credited to and is credited

Balance at 31/03/2022

1166 31 1197 8922 10119