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2020-12-31-accounts

Quaker Community Bamford www.quakercommunity.org.uk Charity Number 1178584 Registered Address Quaker Community Water Lane Bamford Hope Valley Derbyshire S33 0DA email: mail@quakercommunity.org.uk

Annual Report 2020

Objectives and Activities

Our aims include furthering the general religious and charitable purposes of the Religious Society of Friends (Quakers) by living together as a residential community and searching for ways to live out and demonstrate the Quaker Testimonies of peace, equality, truth, simplicity and sustainability. We also aim to work towards becoming a low carbon community and to protect the local natural environment through sustainable practices on our 10 acres of land.

The main way we fulfil these requirements is by offering opportunities for growth and renewal through both individual and private retreats and a program of facilitated retreats on various themes in accordance with our aims. We also offer working retreats to provide opportunities for visitors and guests to become involved in the sustainable management of our land and in growing organic food in the gardens, poly tunnel and greenhouses. Volunteers also help in the maintenance of our buildings.

The Community owns a large property, formerly the Derwent Water Board Offices in the heart of the Peak District National Park. Full community members are also resident trustees and live and work as volunteers at the centre and share the work to maintain the buildings, the land and provide all aspects of hospitality, housekeeping and administration. All our activities are evaluated by guests and visitors by written and oral feedback; we respond to and improve our practices where applicable.

The Quaker Community Bamford CIO is wholly managed by its volunteer members and trustees and has no employed staff. The charity receives no grants or funding from investments.

Achievements and Performance

1. Retreats, Lettings and other Visitors

The annual retreat program is organised, managed and facilitated by community members and is the main activity by which our charity fulfils its aims and objectives. Residential retreats together with working retreats provide opportunities for volunteers to live and work alongside community members. Our residential retreats include opportunities for spiritual learning, meditation, walking and creative arts. Our program of events this year started with a very successful Spiritual Journey retreat, with eight new participants together with returning guests. On the 16[th] of March 2020 we closed the Community due to Government restrictions at the outbreak of Covid 19 and remained closed for the rest of the year,

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cancelling all our usual group bookings, self-catering guests and residential retreats. The Community however continued to function very well, living, and working together as one household.

In July 2020 the Well Dressing retreat took place with contributions from all community residents which culminated in a splendid piece of artistry. With local ‘well dressers’ unable to produce a well dressing for the village, it felt appropriate to keep the tradition alive in these difficult times and support our aim of integration and connection with the local community. Posters of our 2019 Well Dressing were submitted for an exhibition entitled ‘The Meaning of Nature’ at Sheffield Central Quaker Meeting House along with text by those who contributed to the work last year.

The Working Retreats this year were carried out by Community members, volunteers and our tenant. Working Saturdays throughout the year attracted regular supporters who attended when able within the Covid 19 guidelines. Exploring Community weekends were cancelled, as they are residential.

2. Management of the Community

Meetings were held to seek ways forward to clarify the guidelines, and reassure all community members, volunteers, and tenant that we were doing all we could in prevention of C19 spread. However, in December one member did become ill with the virus, was cared for and made a strong recovery. Community members isolated themselves which prevented further spread. One member who had family illness outside the Community spent some time away as part of their loved one’s support bubble, enabled by the compassion of the Community. All were missing family contact and friends.

In 2020 we clarified that Community members have global permission from the Charity Commission to be both trustees and tenants. In 2019 the Community had explored new ways of maintaining its income and supporting its work by taking on volunteer tenants for long and short terms. This attracted three new volunteers in 2020. Due to the pandemic the plans of potential new members changed, and they were unable to join.

A professional Energy Survey was carried out highlighting the potential for savings and our commitment to practical sustainability. Lockdown gave us the opportunity to undertake whole community maintenance projects. These included:

External contractors were used:

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All maintenance projects are guided by our commitment to sustainability and working towards becoming a low carbon community.

Stewardship of the woodland and gardens owned by the Community is a priority as set out in our charitable aims. Community members and volunteers contribute to the work of maintaining and improving the land using organic and sustainable practices. Our Spring Awakening retreat went ahead with planting and preparation of the ground, including refreshing the ‘dead hedge’. A slide show of the work is presented on our website. Six young fruit trees were purchased and planted to enhance the Forest Garden Orchard. The Parish Council contacted us regarding a concern from local residents about cyclists using a public footpath. The Community is happy to help with local initiatives and solved the problem by erecting a section of fence adjacent to a gate provided by Peak Parks.

Lockdown created the demand for extra internet connectivity, so an upgrade of our broadband was installed by a new business local provider. It took nearly the full year to complete but is a vast improvement in online connection and speed.

3. Community Life

Our spirituality-based retreat Step into Stillness in May was facilitated and attended by our Community together with a day workshop in February exploring our Spiritual Life together as a Worshiping Community.

Our twice daily Meetings for Worship underpin all aspects of our lives.

Excerpt from the minutes about this day…

“It is our hope that this shared spiritual experience will nourish us as we go about our daily lives working together as members of the Community and running the charity that is the Quaker Community Bamford. We acknowledge that friction, and the challenges of community life can sometimes be difficult, however we recognize that these are often necessary for growth. We are a work in progress. Despite the ups and downs of community life we remain committed to living and working together, practicing loving kindness, tenderness and forgiveness.”

Community members are supported, and peer reviewed by a panel of local Quakers, known as Elderseers, one of whom facilitated three sessions on community relationships. Elderseer support has proved invaluable over the last year for some Community members. Elderseers and non-resident trustees were invited to join an online epilogue once a month during this period.

We regularly share meals together in our lovely central kitchen. It was hoped to produce a Highlights Review of 2019 this may now become a celebration of our work in Community.

Resident trustees are active in the local community in the Hope Valley some of these activities were moved online this year.

Hope Valley Local Quakers worshiped outside on our land when restrictions allowed.

Two Membership Discernments were due to take place this year. One in May, postponed for a year; and one in December which was also postponed for six months.

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Financial Review

Overall, 2020 was a challenging year financially, due to the Covid 19 pandemic and government restrictions, we had no income from guests after 16 March 2020. Our general fund ended with a deficit of £5,440. £4,728 was drawn from our long-term maintenance reserve fund to replace two boilers, which in a normal year would be covered by generated income. Due to the pandemic, we were unable to acquire/attract any new resident trustees.

Principle Funding Sources and their use

In 2020, the principle funding source is the income from rent paid by members, volunteers and tenant. Due to the pandemic, all types of guest income were well down. The first quarter of 2020, however, was very positive financially, with a successful spiritual journaling retreat and steady income stream from self-caterers.

The generated income is used to support our charitable objects by funding maintenance, upkeep of premises and stewardship of our land, to enable us to welcome guests on spiritual and working retreats. This in turn offers opportunities for the retreat participants to share in community life and learn new skills guided by the principles of the Quaker Testimonies to equality, peace, truth, simplicity, and sustainability. All retreats held in a normal year offer opportunities for reflection and feedback so that the life of the Community continues to grow through gaining new insights into spiritual, practical, and reflective ways of living.

Financial Performance Going Forward

The financial performance in 2021, especially guest income, will be significantly affected by the nature and timing of the Government easing and removing restrictions in response to the pandemic. This will make a big difference to whether we can break even or have another deficit in 2021, but it will not affect our ability to continue as a going concern. Two self-contained huts on our land are being renovated in spring 2021 for guests from 12 April 2021.

Risk Strategy

The principle risks facing the charity are in bold with how these risks are managed in the bullet points below each heading.

Lack of full community members/ resident trustees. In 2020 we were unable to hold our usual Exploring Community weekends or hold meetings at Quaker events. In 2021 four out of the current five members are due for discernment about whether to stay or leave.

Lack of Income from guests

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An unsuitable person volunteers to be a community member / resident trustee

The building falls into disrepair

Loss of spiritual life

2020 Funds and Reserves

The Quaker Community Bamford holds funds in reserve to:

In response to the maintenance needs of our property, the trustees have been increasing our long-term maintenance reserve fund to cover the greater of six months budgeted income or six months budgeted expenditure, as in line with Charity Commission requirements. As in 2020 we drew on this reserve and did not make a general surplus to replenish it, this fund at £28,272 is not quite half (6 months of) the 2020 budget of £30,833.

All funds are unrestricted as they have been generated by us, rather than given and earmarked by donors.

In 2020 due to the disruption caused by the pandemic, all our funds reduced except for the capital assets fund which increased in 2020 mainly due to more of the mortgage having been paid off.

The capital assets fund is nearly £200,000. This money is not available for spending as it is the money locked up in the value of our land and building, equipment etc, so would not become available unless these items were sold.

Designated Funds

2020 Projects Fund

At the board of trustees meeting 8 December 2019 trustees decided to use the 2019 surplus for maintenance projects in 2020. This fund started with £15,100. In 2020 it

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was spent on: energy saving work; DIY projects; repairs which had not been budgeted for; and purchasing some items, see details in table.

Energy Saving Work
Energy survey Nick Parsons
New door in hallway
Swing Doors between porch & hall& other draught proofng
Mike Haver lof insulaton
Cooker hoods £214.00 tmes 2
Chimney stopper for caretakers living room
Other DIY Projects
Internal and external paintng
Pointng project
Repairs etc not in the budget
GA Lazenby Atc Sky Lantern
Keith Groom retaining wall
Energy Performance Certfcate
New Phones and beter internet
Fitngs and Equipment
New Honda Lawnmower
Flooring: clover, bathroom, EH outer litle porch
Cordless electric Rotary 24V Lawnmower
Total		 242.80
233.04
139.33
986.00
548.56
45.00
316.93
45.84
1033.00
396.00
300.00
1373.15
849.00
765.00
150.00
7423.65

The Long-term Maintenance Reserve Fund is money set aside for larger maintenance projects. This buffer means we would not have to increase our mortgage if a larger piece of work was needed. We are building this up rather than paying off our mortgage. In 2020 £4,728 of this fund was used to replace two boilers leaving a balance of £28,272.

General Funds

The general fund includes all our working capital and other money available for spending. After the 2020 deficit the balance is £37,368.

In years when there is a surplus, Trustees decide on the use and allocation of any expenditure depending on the needs at the time. With the maintenance demands of our aging property sometimes spending money on maintenance or setting it aside in the Long-Term Maintenance Reserve Fund is more urgent than building up our general fund.

At the end of 2020 we have total funds of £270,237.

Plans for the Future

Attracting suitable new community members who are willing to serve as resident trustees remains an ongoing aim and the focus for 2021. We also hope to attract long term volunteers, as well as continuing with a tenant. A variety of opportunities still exist for volunteers to share in the life of the Community, these volunteering opportunities can be offered alongside our appeal for new members.

Out buildings on the land are to be developed to provide indoor accommodation for overnight stays. This work will be a considerable undertaking to establish the Glade Hut, with wood burning stove for heating, cooking hob, sofa beds, and a complete redecoration. Similarly, the Woodland Hut needs a makeover. Offering to accommodate

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up to four people in each Hut could generate much needed independent facilities for guests to enjoy as well as Camping. Covid restriction adherence along with the health and safety of our guests is a priority, with fire and gas safety and separate toilet and washing facilities for each Hut.

We plan to take bookings for self-catering guests in the main house and on our land as soon as Covid restrictions allow.

We will review our Risk Strategy at a special meeting in 2021.

The Community’s need for members may be addressed in compiling a presentation to take to Quaker Meetings to generate interest. We could possibly use the work already completed on the Highlights 2019 presentation for use on our website and social media. More discernment is to take place in the summer 2021 at planning meeting concentrating on our long-term vision.

It is also hoped to nurture our spiritual life in running Themed Days or Experiment with Light Sessions, spiritual book reviews or guided meditations and we may seek outside facilitation to enable whole Community participation.

We have four out of five community members due for Discernment in 2021 and a review of our core values and objects will be carried out by all Trustees and Elderseers. We recognise the need to develop skills for creating a discernment process that is friendlier, more loving and kind. This could be carried out as whole group learning, online or with external facilitators.

In September 2021 we hope to plan a Program of Retreats and Events for 2022/2023 that reflect our charitable aims and objectives, in adapting to the changing world.

Structure, Governance and Management

The trustees of the charity comprise the members who are resident within the community, and trustees appointed from other Quaker groups. No members of the charity receive pay or remuneration or are employed by the charity. Community members pay a reduced rent to live in the community in return for unpaid service supporting the aims of the charity. This rent is determined by the Rent Committee, comprised of non-conflicted trustees. Volunteers and tenants pay rents determined from time to time by the trustees. Community members receive an initial period of three months induction, which can be terminated or extended as the need arises by either party.

The charity is not affiliated to an umbrella group but does operate within the principles of the Religious Society of Friends (Quakers) in Britain. There are no subsidiary undertakings. Day to day decision making is undertaken by community members in regard to the running of the Quaker Community in furtherance of the charity’s objectives. For example, in providing a place of spiritual retreat, pastoral care of visitors and community members, stewardship and protection of the local natural environment.

Reference and Administrative details

Trustees may seek advice from the Religious Society of Friends (Quakers) in Britain governing body Britain Yearly Meeting. Weekly House Meetings guide the day to day management of the charity and records of these meetings are kept and circulated to relevant members.

CIO meetings are held quarterly, unless an extraordinary meeting of the CIO is required. All trustees may attend CIO meetings. No decisions shall be taken unless a quorum is present,

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that is, three Charity Trustees, or the number nearest to one third of the total number of Charity Trustees, whichever is greater. Meetings are conducted in accordance with the principles of the Religious Society of Friends and the provisions of the current edition of the book of Christian discipline of the Yearly Meeting of the Religious Society of Friends (Quakers) in Britain as outlined in the constitution.

Administrative Information

Resident Trustees

Zee-Zee Heine

Linda Southwick

Amanda MacKenzie

Cindy Metcalfe

Jayne Meadows

Non-resident Trustees

Jasmine Piercy

John Rouse

Gregory Norminton

Valda Dagnell

Auditor or Independent Examiner

John Hollis, Ashmeade, Edale Road, Hope, Derbyshire, S33 6ZF

Bank Account

Triodos Bank UK Ltd. Deanery Road, Bristol, BS1 5AS

Mortgage provider and Savings Account

Ecology Building Society, 7 Belton Road, Silsden, Keighley, West Yorkshire, BD20 0EE

The charity has no investments and therefore does not require an investment advisor.

Annual Report submitted on behalf of the Charity by clerk/secretary

Linda Southwick

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Quaker Community Bamford Charity number 1178584

Final Accounts to 31 December 2020

Date Printed 14/10/2021

Quaker Community Bamford

Charity number 1178584

Annual Accounts for the year 1 January 2020 to 31 December 2020

Statement of Financial Activities

Income
Note
Donation Income
Charitable Activities
Other Income
Other Trading
2
Expenditure
Charitable Activities
Governance Costs
Fund-raising
Support Costs
Other
3
Net income/(expenditure)
Extra Ordinary items
Net movement in funds
Funds Brought Forward
Total funds carried forward		 2020
2019
3,093
2,479
7,266
31,378
35,455
35,321
49
44
45,864
69,222
45,730
53,100
-
42
-
973
45,730
54,114
134
15,108
254,995
134
270,103
270,103
270,237
270,103

Other information:

The £254,995 extra ordinary items in 2019 are assets and liabilities donated to the charity from Sheffield Quaker Community Ltd.

Quaker Community Bamford

Charity number 1178584

Annual Accounts for the year 1 January 2020 to 31 December 2020

Balance Sheet as at 31 December 2020

Fixed Assets
Land and Buildings
Cyclical Building Work
Furniture and Equipment
Total fixed assets (note 4)
Current Assets
Stock
Debtors
Cash at Bank and in hand
Total current assets
Creditors: amounts falling due within one year
Net current assets (note 5)
Total assets less current liabilities
Mortgage (note 6)
Net Assets or (Liabilities)
Represented by
Funds of the Charity (note 7)
Signed by the treasurer Zee-Zee Heine
And on behalf of all of the Trustees
Linda Southwick Trustee		 2020
2019
353,614
352,395
79,896
85,580
5,817
1,045
439,328
439,020
1,446
1,270
2,738
3,283
71,904
82,147
76,088
86,701
2,017
60
74,071
86,641
513,398
525,661
243,162
255,558
270,237
270,103
270,237
270,103
signed on
Date
signed on
name
Date

Quaker Community Bamford

Charity number 1178584

Annual Accounts for the year 1 January 2020 to 31 December 2020

Note 1 Accounting Policies (agreed at house meeting 3/3/2020)

1.1 These accounts have been prepared under the historical cost convention with items recognised at cost or transaction value. 1.2 The accounts have been prepared in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities and in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) issued on 16 July 2014 and with the Charities Act 2011. 1.3 These accounts have been prepared using the going concern principle, as we are continuing as a charity for the year ahead that is 2020. 1.4 The accounts have been prepared to present a true and fair view of the financial state of the charity. 1.5 Recognition of income: income is included in the Statement of Financial Activities (SoFA) when the charity is entitled to the money and the money has been received by the time of the independent examination or is reasonably expected to be received. 1.6 Offsetting: There has been no offsetting of assets and liabilities, or income and expenses. 1.7 Donations: donations are included in the accounts when received. 1.8 Gift Aid: in 2019 we did not have a gift aid scheme. 1.9 Donated Goods: donated goods are not included in the accounts because they are second hand and because they are not sold, so therefore the value cannot reliably be measured. Donated goods usually soft furnishings such as sheets, towels and curtains and sometimes furniture. They are either used for the work of the charity or passed on to another charity. 1.10 Donated services: all the members and volunteers living at the property give a large amount of time to the work of the charity. Retreatants, guests and day visitors also donate their time to the work of the charity. All this work is not included in the accounts as it cannot be reliably measured. The value of this voluntary help is described in the trustees’ annual report. 1.11 Associate Membership subscriptions are shown in the accounts as donations, because the benefit is not material. 1.12 Governance and support costs: Governance costs comprise all costs involving public accountability of the charity and its compliance with regulation and good practice. Support costs are normally central functions and are normally allocated to activity costs. As we are a small charity, we have no central functions and only one activity cost category, so there is no need to split support costs between different activities. 1.13 Some trustees, live at the property, carry out the work of the charity (on a voluntary basis) and pay rent at some what below market rate. They live together as a community and carry out the objects of the charity. See the annual report for more details. 1.14 Deferred income: No item of deferred income is due or has been included in the accounts.

1.15 Tangible fixed assets for use by charity. These are capitalised if they can be used for more than one year, and cost at least £50. They are valued at cost. Assets are depreciated using the straight line method over the following years: Land and buildings including major improvements not depreciated Refurbishments, major repairs, and cyclical maintenance 16 years Furniture and equipment 5 years (though in fact all our furniture has been donated, so there is only equipment purchased and depreciated.) 1.16 Stock: the stock of food and other consumables including cleaning materials and toilet paper are valued at the purchase cost. 1.17 Debtors: Debtors are measured at the amount due, unless receipt of the income is in doubt. See above note about income. Accrued expenses are proportioned between accounting periods. 1.18 Funds: All our funds in 2020 are unrestricted funds. Designated funds are where we have set money aside for a particular purpose.

Quaker Community Bamford

Charity number 1178584

Annual Accounts for the year 1 January 2020 to 31 December 2020

Note 2
Income
Donation Income
Donations
Associate Members
Guest Food
Donations for Bursary Fund
sub total
Charitable Activities
Retreats
Self caterers
outside groups
Room Hire
sub total
Other Income
Rent from all residents
Family members and personal guests
Food bought by residents
Interest Received
Way-leaves
sub total
Other Trading
Sales of cards etc.
sub total
Total Income		 2020
2019
£
£
1,839
603
1,150
1,526
41
350
63
3,093
2,479
3,110
13,828
3,456
9,603
-
6,920
700
1,027
7,266
31,378
31,447
31,288
143
997
3,033
2,711
693
159
140
166
35,455
35,321
49
44
49
44
45,864
69,222

Quaker Community Bamford

Charity number 1178584

Annual Accounts for the year 1 January 2020 to 31 December 2020

Note 3
Expenditure
Charitable Activities
Mortgage
Metered Utilities: water gas electricity
Phone, broadband Insurance and council tax
Depreciation
DIY Maintenance
2020 Projects
Household Durables
Outside Contractors
Legal Fees
Office Costs And Bank Charges
Food for Retreats and events
Land and Garden
Travel
Bad Debts Written Off
sub total
Governance Costs
Trustees travel
sub total
Fund-raising
Brochure and mailing
Website
Cards for Sale
Other Publicity
sub total
Other
sub total
Total Expenditure
Other information:		 2020
2019
£
£
10,468
11,914
8,513
8,310
8,633
7,916
11,455
11,460
305
257
91
51
66
1,690
1,617
5,804
226
206
3,896
5,097
364
192
38
22
238
45,730
53,100
42
-
42
800
49
35
89
-
973
45,730
54,114

In 2019 £5,804 was spent on legal fees, including £1,809 legal fees for our mortgage provider.

This is a one off cost transferring the land building and mortgage to the charity.

All our publicity, such as our brochure and website, is also our fund-raising as it attracts visitors, guests and resident trustees which are our main forms of income.

Quaker Community Bamford

Charity number 1178584

Annual Accounts for the year 1 January to 31 Deceber 2020

Fixed Assets

Cost b/f
additions
disposals
cost c/f
Depreciation b/f
Disposals
Charge for the year
depreciation c/f
Net Book Value 31/12/ 2019
Net Book Value 31/12/ 2020		 Land &
Cyclical
Furniture &
building
Building work Equipment
not depreciated
6.25% SL
20% SL
352,395
222,493
20,380
1,219
4,082
6,504
-
-
190
-
353,614
226,576
26,694
-
136,914
19,335
-
148
-
9,766
1,690
-
146,679
20,877
352,395
85,580
1,045
353,614
79,896
5,817		 Total
595,269
11,806
190
-
606,884
156,249
148
-
11,455
167,557
439,020
439,328

Other information:

All the brought forward fixed assets were donated to the charity at zero cost, (apart from legal fees see expenditure note.) The amounts above are the historical cost.

Quaker Community Bamford

Charity number 1178584

Annual Accounts for the year 1 January 2020 to 31 December 2020

Note 5
Net Current Assets
Stock
food cleaning materials and
toilet paper
Debtors
Refund Awaited
Income debtors
Prepayments
sub total
Cash
Triodos Current account
Triodos Debt Card Account
Saving account Ecology BS
Cash in hand
sub total
Total current assets
Creditors
sub total
Net Current Assets		 2020
2019
£
£
1,446
1,270
484
213
855
2,041
2,428
2,738
3,283
4,479
5,698
800
500
66,626
75,936
-
13
71,904
82,147
76,088
86,701
2,017
60
2,017
60
74,071
86,641

Note 6 Long Term Liabilities

The Mortgage is from the Ecology Building Society and secured on the land and buildings .

Quaker Community Bamford

Charity number 1178584

Annual Accounts for the year 1 January 2020 to 31 December 2020

Note 7

Funds

Funds donated by Sheffield
Quaker Community
Housing Co-op
Funds Brought Forward at
start of year
Allocation of Surplus/
(deficit)
Closing Fund Balance		 2019
General
Fund
2020
pro-
jects
Long term
Maintenance
Reserve Fund
Capital
Assets
Fund
Total
Funds
Total
Funds
254,995
43,078
15,100
33,000
178,925
270,103
(5,440)
(6,940)
(4,728)
17,241
134
15,108
2020 Funds
37,638
8,161
28,272
196,166
270,237
270,103

Funds

All our funds are unrestricted. The General Fund are the funds available for spending. Designated Funds

The capital assets fund is the amount of funds tied up in land buildings and other fixed assets, as unless these items were sold, this money is not available for spending. The total of this fund is equal to the net book value of the fixed assets see note 4., less the amount of the mortgage still to be paid, see long term liabilities. The Long term Maintenance Reserve Fund is money set aside for larger maintenance projects. This buffer means we would not have to increase our mortgage if a larger piece of work needed doing. 2020 Projects is for larger cost work planned for 2020 including energy saving measures, a new lawnmower and various maintenance projects.

Quaker Community Bamford Charity Number 1178584 Independent Examiner's Report I have examined the Income and Expenditure Account plus 8alance Sheet, which are in agreement with the records of the Quaker Community Bamford. and have obtained all the information and explanstions that were necessary for the review. In my opinion, the Accounts show a true and fair view of the Community's Income and Expenditure for the year ending 31 December 2020 in stating an excess of income over expenditure of £134 John Hollis FCCA 27105121