Registered number 01950221 Charity Number 292807 Buckingham Old Gaol Trust Report and Accounts 31 March 2023 ## **Buckingham Old Gaol Trust Legal and Administrative Information** **Trustees** Mr David Bethell Mr Terence Bloomfield Mrs Angela Brock Mrs Beryl Cootes Mr Phil Dutton Ms Sybil Edgar Mr David Fell Mrs Beth Hawking Ms Bryony Norburn Mrs Joanne Thompson Mr Michael Wisbach Mrs Brianna Wyatt **Acting Chairman** Mrs Joanne Thompson **Secretary** Mr Michael Wisbach **Treasurer** Mr Terence Bloomfield **Independent Examiner** BirchCooper Accounting Services Ltd 26 Badgers Way Buckingham MK18 7EQ **Registered Office** The Old Gaol Market Hill Buckingham MK19 1JX **Company Number** 01950221 **Charity Number** 292907 MK19 1JX **Company Number** 1950221 **Charity Number** 292907 1 **Buckingham Old Gaol Trust Company Number: 01950221 Charity Number: 292807** ## **Trustee’s Report** The Trustee’s present their Annual Report along with Financial Statements for the year ended 31 March 2023. ## **Structure, Governance and Management** The organisation is a charitable company limited by guarantee, incorporated on 25 September 1985 and registered as charity on 25 October 1985. The charity changed its name from Buckingham Heritage Trust to Buckingham old Gaol Trust on 29 February 2021. The charity was created with a Memorandum of Association, which establishes the objects and powers of the company. It is governed by its Articles of Association. At the 2023 AGM the board only consisted of 7 members who were all re-elected (Mr David Bethell, Mr Terence Bloomfield, Mr David Fell, Ms Bryony Norburn, Mrs Joanne Thompson, Ms Kim Whitbread and Mr Michael Wisbach). Mrs Thompson resigned as chair but is continuing as acting chair until another board member is ready to take on the position. Ms Whitbread resigned at the end of 2022 but several new trustees were recruited in 2023 – Mrs Angela Brock, Mrs Beryl Cootes, Mr Phil Dutton, Mrs Beth Hawking, Mrs Brianna Wyatt and recently Ms Sybil Edgar. The Board has been able to start implementing the 3-year plan. Rather than apply for reaccreditation it was decided to focus on those areas of development that have been somewhat neglected during and after the pandemic. By dealing with these priorities, we will build resilience and set the Museum on a firm foundation, able to deal with future events more easily and eventually apply again for Accreditation. Trustees continue to take responsibility for specific areas of the Museums work, working in teams where appropriate. The Action Plan still provides guidance as to our progress and priorities. Mike Wisbach, the Secretary has been abroad for a large part of the year but has continued to carry out the role. This has been both online, and in the Museum when in Buckingham. Terry Bloomfield continues as treasurer. Angela Brock & Beryl Cootes organise and supervise the volunteers. Phil Dutton has been supervising maintenance updates. Joanne Thompson has organised training on conservation and has started the process of cleaning the museum and re-started the process of cataloguing the collection with David Fell. She has also taken on the role of membership secretary. Brianna Wyatt and Beth Hawkings have taken on social media roles and organising the anniversary festival for 2023. Bryony Norburn is liaising with Buckingham University to update our leaflets and Sybil Edgar will take a lead role in our Christmas offering. The Memorandum of Association with the Town Council defines our relationship with the Tourist Information Office. It has been renegotiated and agreed in order to provide clarification around a number of safety activities. This is now working well. **Related parties** There are no related parties **Risk management** 2 The cost of insurance for the museum continues to be add to the overall financial risk of being a small organisation and the lack of a professional mentor or any volunteer qualified in conservation is a risk to the collection. These risks have been mitigated by producing a provisional budget and paying for a qualified conservator to provide the volunteers with training in cleaning. A slight increase in the entrance fee has also helped us financially. There was previous underinvestment with the Covid years so we appreciate there may be some lean years. ## **Objectives and Activities** The Objectives of the charity, as set out in the Memorandum of Association, are to restore and maintain the building known as Buckingham Old Gaol as a Grade 2 listed building of historical interest; and to develop the same as a heritage museum and gallery for the benefit of the people of Buckingham and Buckinghamshire. ## **Achievements and Performance** The office was felt to be too small for our needs and has been transferred to the basement offices, formerly used by the police. This has provided more workspace and storage space as well as room for the new photocopier etc. A new, more robust key safe was installed and all the keys from the old safe catalogued and transferred. The amalgamation of the Friends and the Trust organisations has now happened and several Friends have now joined the board. The work of the friends has been taken over by volunteers who are managed by Angela Brook and Beryl Cootes. The shop is running smoothly and the fundraising events have been very successful. The membership process was slightly hampered by trying an on-line system but the new simple contacts system on the membership email account has now re-established contact with all the members As 2023 is the 275[th] year of the gaol and the 30[th] year of the museum it was decided to make this year’s Heritage Day a celebration of the Museum. A team of Trustees has been working very hard to create a day full of events and activities to interest a wide range of stakeholders. There will be more children and family focussed events during the day with adult centred activities in the evening. The day will also see an electronic donation machine being trialled. Visitors simply tap their card on the machine to donate. We continue our beneficial arrangements with our tenants – the Tourist Information Centre, Giltswan (Mr Russell Cross) and Skyline Taxis. An arrangement was reached with the Taxi company regarding our use of the basement office space and a new contract was signed. An application was made to the Town Council for funding over the next four years. An award of £5,000 annually with a 3.5% annual uplift, total of £21,075, was agreed by the Town Council. This grant is now in its second year. The Virtual Museum is now available on our website and an interactive screen is available in the Museum, for visitors who are unable to access the stairs to the upper galleries. ## **Museum Report** The South-east corner of the museum was repaired (which involved a road closure) and other areas of the walls were re-pointed. This did result in an insurance excess of £5,000 on any future damage. We attempted to engage the Highways Department in possible alteration of the road layout but they were not interested and explained it would require us to pay for a traffic review. 3 A flood in the Museum, following a heavy rainstorm, has interfered with some of our work. It entered the basement via the door and the mezzanine via the down pipe that runs internally through the glass roof. This necessitated some electrical work, and replacement of carpets. The downstairs office has not yet been restored. The management of the collection is currently a priority. Following a thorough report from a conservation specialist, Joanne ordered the recommended equipment and organised training for volunteers, in its use. Part of the BMMT exhibition was cleaned during this training and a report was sent to their board. The cleaning and restoration of the cases has been started. High cleaning of the exercise yard, the tops of cabinets and cleaning of the alarm cupboard we also recommended. We have a professional company coming to clean the exercise yard and we have started to re-organise the alarm cupboard. We now have a multi-meter to take spots checks of the museum environment as a starting point for discovering what continuous environmental monitoring is needed. The accessions room, where items not on display are stored, has long required attention. We are looking at quotes for metal shelving. Unfortunately, the shelving will not accommodate all the stored collection, which has currently spread into the old office. To start with we now have a moratorium on any new items being added to the collection until we have solved the cataloguing and storage issues. This may require looking for external storage space. This has also interrupted plans for using the old office as a new exhibition space. ## **Staffing** The building, museum and the museum shop continue to be managed and staffed wholly voluntary basis, although valuable day-to-day assistance is provided by TIC staff. ## **Financial Review** The net (outgoing) resources for the year amount to (£12,379) after depreciation. The balance of unrestricted funds (those monies which were not identified for a specific purpose) at 31 March 2023 stood at £74,926 ## **Trustee’s Responsibilities in Relation to financial Statements** The Trustees remain resolved to: - Continue to maintain and preserve the Grade 2 listed Old Gaol as a building of historical interest. - Defer the accreditation process until the collection has been catalogued and a collection care plan - has been implemented. - Continue the cleaning process to enhance the life of the collection and the visitor experience. To - investigate the cost of the properly displaying the lace collection. - Continue careful management of the museum shop stock, to both reflect the historic building and - the museum continent and to maximise income - Improve training of the volunteers and trustees - Grow the Buckingham Old Gaol Trust membership The Trustees are responsible for maintaining proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Companies Act 2006. The Trustees are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps to prevention and detection of fraud and other irregularities ## **Accounts** A resolution proposing the re-appointment of BirchCooper Accounting Services Ltd as Buckingham Old Gaol Trust’s independent Examiner will be tabled at Annual General meeting. 4 This rerNJt was pyesented to the Trusteès at rts Tnffjt Bowd rYwtr"ng on Sgpt4xt*r 5" 2Q23 in draft fom, and I￿allY aF￿r￿ed by them that dale. Slgn•d.... Mrn Joann¢ Thomp•on (Chalrmanl ## **Buckingham Old Gaol Trust Accountants' Report** I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended **31[st] March 2023.** ## **Responsibilities and basis of report** As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. ## **Independent examiner's statement** I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect: the accounting records were not kept in accordance with section 130 of the Charities Act; or the accounts did not accord with the accounting records; or the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. BirchCooper Accounting Services Limited Accountants 26 Badgers Way Buckingham MK18 7EQ 6 ## **Buckingham Old Gaol Trust Statement of Financial Activities for the year ended 31 March 2023** |**Notes**
**Incoming resources**
Incoming resources from
generated funds
Voluntary income
3
Activities for generating funds
4
Investment income
5
Incoming resources from
charitable activities
6
Other incoming resources
7
**Total incoming resources**
**Resources expended**
Costs of generating funds
Costs of generating
voluntary income
8
Fundraising trading:
Cost of goods sold
and other costs
9
Charitable activities
10
Governance costs
11
**Total resources expended**
**Net incoming (outgoing) resources before transfers**
**Gross transfers**
18
**Net incoming (outgoing) resources**
**Fund balances brought forward**
**Fund balances carried forward**|**Unrestricted**
**funds**
**£**
12,304
21,179
100
5,200
4,421
43,204
382
5,163
41,412
2,443
49,400
(6,196)
-
(6,196)
81,122
74,926|**Restricted**
**funds**
**£**
-
-
-
-
-
-
-
-
6,183
-
6,183
(6,183)
-
(6,183)
193,125
186,942|**2023**
**Total**
**£**
12,304
21,179
100
5,200
4,421
43,204
382
5,163
47,595
2,443
55,583
(12,379)
-
(12,379)
274,247
261,868|**2022**
**£**
9,786
18,409
75
5,950
35,061| |---|---|---|---|---| |||||69,281
252
(3,861)
69,722
746| |||||66,859
2,422
-| |||||2,422
271,825| |||||274,247| 7 klngham Old G￿1 TN¥t Reglstered number. Balance Sheet at 31 March 2023 0195tr221 2023 2022 Fixèd a$s•ts Tangl￿6 assets 13 171,208 185,784 Curr•nt a•••ts Stoths Cash at bank •nd in hand 8,618 5,223 81.514 88,737 91,3S8 Crndltyrn: amw)ts hlllng tA4thln on• y4ar 17 16981 ¢urrnnt ••Mt• 86,041 N•t 271825 R••trict•d fund• Conbngoncy and r•pa 18 188,942 199,308 Unr••trl¢t•d fund• fund 18 74,928 72.517 27182S The directors ar• sath"sfied that th• coffpgny is •nlrW lo •x•nybon from th• rnwThn*nt to obtsin an audrt und•r s￿bOn 477 of lh• Corrponi•$ Ad 2QX. The fffimber8 have not rwirtyj th* t>)nyany to obtain an •Jdil in •(￿dIrt• V+th 478 01 The th'rectcn a¢knovA•dg• Ih•ir lor tt*nI￿ wilh lh• r•wir•m•nts of th• Corrpanies Acl 20Cé ¥Mth r•S￿et to wunb"n9 rec￿th •nd th• wp8rnts.on of o¢o)unls. The I￿nIs have been ￿t￿red deli￿rrIa Ni •c£orthnc¢ wth th? ¥wal wovlsw• to conynies ivbjod to lh• smal r￿n￿¥ni•S r•917￿. Th• profft and bo81 a¢¢4unl ha$ not teen delivered lo the Re9strar of Conyn*s. Mrs Joann• ThLw Ichoimwnl Director th• ￿ld on 5 S•oerrknr 2W23 **Buckingham Old Gaol Trust Notes to the Accounts for the year ended 31 March 2023** ## **1 Accounting policies** ## _**Basis of preparation**_ The financial statements have been prepared under the historical cost convention and in accordance with the Statement of Recommended Practice, Accounting and Reporting by Charities SORP (FRS 102) 2019, applicable accounting standards and the Companies Act 2006.ln common with many other businesses of our size and nature we use our accountants to assist us with the preparation of the financial statements. ## _**Cashflow**_ The financial statements do not include a cash flow statement because the charity, as a small reporting entity, is exempt from the requirement to prepare such a statement under the Financial Reporting Standard for Smaller Entities (effective April 2008). ## _**Incoming resources**_ ## Charitable Trading Activities Income from museum admissions, lettings and rents is included in incoming resources in the period to which it relates. ## Commercial Trading Activities Income from commercial activities (museum shop and tourist information centre) is included in the period in which the group is entitled to receipt. ## Donations and Grants Income from donations and grants, including capital grants, is included in incoming resources when these are receivable, except as follows:- - When donors specify that donations and grants given to the charity must be used in future accounting periods. - When donors impose conditions which have to be fulfilled before the charity becomes entitled to use such income, the income is deferred until the pre-conditions are met. - When donors specify that donations and grants, including capital grants, are for particular restricted purposes, this income is included in incoming resources of restricted funds when receivable. ## Interest Receivable Interest is included when receivable by the charity. ## _**Resources expended**_ Resources expended are included in the Statement of Financial Activities on an accruals basis. ## _**Tangible fixed assets**_ Tangible Fixed Assets are depreciated on a straight-line basis over their estimated useful lives as follows: |Freehold Buildings Restoration and Refurbishment Costs Fixtures and Fittings|2%| |---|---| |Fixtures and Fittings|5%-50%| |Furniture and Equipment|20%| 9 ## _**Stocks**_ Stock is valued at the lower of cost and net realisable value. ## _**Fund accounting**_ Funds held by the charity are either: ## Unrestricted general funds These are funds which can be used in accordance with the charitable objects at the discretion of the trustees. ## Designated Funds These are funds set aside by the trustees out of unrestricted general funds for specific future projects. ## Restricted Funds These are funds that can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes. ## **2 Legal status of the charity** The charity is a company limited by guarantee and has no share capital. The liability of each member in the event of winding-up is limited to £1. ## **3** _**Voluntary income**_ |Donations & gifts - Other
Membership subscription|**Unrestricted**
**funds**
**£**
11,865
439
12,304|**Restricted**
**funds**
**£**
-
-
-|**2023**
**Total**
**£**
11,865
439
12,304|**2022**
**£**
9,070
716| |---|---|---|---|---| |||||9,786| ## **4** _**Activities for generating income**_ |Collection & Entry Fees
Events
Father Christmas
Group visit
Cell income rent
Shop income
Museum Shop & TIC sales|**Unrestricted**
**funds**
**£**
11,398
2,405
814
-
2,750
3,330
482
21,179|**Restricted**
**funds**
**£**
-
-
-
-
-
-
-
-|**2023**
**Total**
**£**
11,398
2,405
814
-
2,750
3,330
482
21,179|**2022**
**£**
10,340
1,222
744
210
3,000
2,470
423| |---|---|---|---|---| |||||18,409| 10 ## **5** _**Investment income**_ |**Unrestricted**
**funds**
**£**
Interest
100
100
**6**
**_Incoming resources from charitable activities_**
**Unrestricted**
**funds**
**£**
Rent receivable
5,200
5,200
**7**
**_Other incoming resources_**
**Unrestricted**
**funds**
**£**
Buckingham & Gawcott Trust
-
COG grant
-
Covid-19 grant
-
Insurance claim
3,409
Storage
750
Bucks lottery
262
Richard III gold coin
-
Rothschilds Grant
-
4,421|**Restricted**
**funds**
**£**
-
-
**Restricted**
**funds**
**£**
-
-
**Restricted**
**funds**
**£**
-
-
-
-
-
-
-
-
-|**2023**
**Total**
**£**
100
100
**2023**
**Total**
**£**
5,200
5,200
**2023**
**Total**
**£**
-
-
-
3,409
750
262
-
-
4,421|**2022**
**£**
75| |---|---|---|---| ||||75| ||||**2022**
**£**
5,950| ||||5,950| ||||**2022**
**£**
785
1,000
12,000
-
-
251
1,025
20,000| ||||35,061| ## **8** _**Costs of generating voluntary income**_ |**Unrestricted**
**Restricted**
**funds**
**funds**
**£**
**£**
Advertising and Promotion
-
-
Event and Volunteer Expenses
355
-
Sundries
27
-
382
-
**9**
**_Fundraising trading: Cost of goods sold and other costs_**
**Unrestricted**
**Restricted**
**funds**
**funds**
**£**
**£**
Museum shop & TIC Cost of sales
5,163
-
Museum shop & TIC Admin costs
-
-
5,163
-
11|**2023**
**Total**
**£**
-
355
27
382
**2023**
**Total**
**£**
5,163
-
5,163|**2022**
**£**
85
151
16| |---|---|---| |||252| |||**2022**
**£**
(3,861)
-| |||(3,861)| |||| ## **10** _**Charitable activities**_ |AGM
Bank Charges
BMMT donation
Caretaking
Cleaning
Consumables
Data protection
Depreciation : Fixtures & Fittings
Depreciation : Furniture &
Equipment
Depreciation : Restoration
Exhibit facilities
Modes input
New facility
Insurance
Printing, Postage & Stationery
Rates and utilities
Repairs (including conservation)
Richard III exhibition
Room hire
Sanatising
Software
Staff training & welfare
Subscriptions
Telephone
Wifi installation|**Unrestricted**
**funds**
**£**
323
692
-
85
1,897
-
40
-
-
1,105
1,500
-
3,618
10,377
514
5,546
13,551
1,090
20
-
248
-
395
411
-
41,412
10|**Restricted**
**funds**
**£**
-
-
-
-
-
-
-
-
-
6,183
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
6,183|**2023**
**Total**
**£**
323
692
-
85
1,897
-
40
-
-
7,288
1,500
-
3,618
10,377
514
5,546
13,551
1,090
20
-
248
-
395
411
-
47,595|**2022**
**£**
497
575
2,500
-
1,365
-
-
-
-
7,288
-
-
-
7,508
414
3,597
21,389
19,398
-
-
342
-
298
378
4,173| |---|---|---|---|---| |||||69,722| **11** _**Governance costs**_ |Accountancy
Consultancy
Solicitor
Strategy day|**Unrestricted**
**funds**
**£**
746
934
763
-
2,443|**Restricted**
**funds**
**£**
-
-
-
-|**2023**
**Total**
**£**
746
934
763
-
2,443|**2022**
**£**
746
-
-
-| |---|---|---|---|---| |||||746| 12 ## **12** _**Movement in total funds for the year**_ |**12** **_Movement in total funds for the year_**||| |---|---|---| |This is stated after charging:
Depreciation: Restoration & refurbishment costs
Accountants remuneration
During the year no trustee received any remuneration (2020 : £Nil)
**13 Tangible fixed assets**
**Restoration**
**Fixtures**
**& refurb**
**& fittings**
**Costs**
**£**
**£**
**Cost**
At 1 April 2022
364,402
193,804
Additions
-
-
Surplus on revaluation
-
-
Disposals
-
-
At 31 March 2023
364,402
193,804
**Depreciation**
At 1 April 2022
185,906
193,804
Charge for the year
7,288
-
Surplus on revaluation
-
-
On disposals
-
-
At 31 March 2023
193,194
193,804
**Net book value**
At 31 March 2023
171,208
-
At 31 March 2022
178,496
-
**15** **_Investments_**
Investment in subsidiary undertaking|**2023**
**£**
7,288
746
**Furniture**
**& equip**
**£**
30,844
-
-
-
30,844
30,844
-
-
-
30,844
-
-
**2023**
**£**
-|**2022**
**£**
7,288
746| |||**Total**
**£**
589,050
-
-
-| |||589,050| |||| |||410,554
7,288
-
-| |||417,842| |||171,208| |||178,496| |||**2022**
**£**
-| 13 ## **16** _**Debtors**_ |**16** **_Debtors_**|||| |---|---|---|---| |Amounts due from Buckingham Heritage Trust
(Enterprises) Ltd.
Other debtors
**17** **_Creditors_**
Amounts falling due within one year:
Trade creditors
Other creditors
Other taxes and social security
**18** **_Funds_**
**Balance**
**at 31.03.22**
**£**
**Restricted funds**
Fixed assets
193,125
Restoration & repairs contingency
& building repair
-
193,125
**Unrestricted funds**
Designated funds - fixed assets
-
General fund
81,122
81,122|**Movement**
**£**
(6,183)
-
(6,183)
-
(6,196)
(6,196)|**2023**
**£**
-
-
**2023**
**£**
-
-
-
-
**Transfers**
**£**
-
-
-
-
-
-|**2022**
**£**
-
-| ||||**2022**
**£**
-
696
-| ||||696| ||||**Balance**
**at 31.03.23**
**£**
186,942
-| ||||186,942| ||||-
74,926| ||||74,926| ## **19** _**Related parties**_ There were no related party transactions during the year ## **20 Employees** |**Employees**
Average number of persons employed by the company|**2023**
**Number**
-|**2022**
**Number**
-| |---|---|---| 14 ## **Buckingham Old Gaol Trust Detailed profit and loss account for the year ended 31 March 2023** |**_Income_**
Bank interest
Buckingham & Gawcott Trust
Bucks Lottery
Cell income rent
COG Grant
Collections and entry fees
Covid-19 grant
Donations & gifts
Events
Father Christmas
Grants
Group Visit
Insurance claim
Interest receivable
Rent received
Richard III gold coin
Rothschilds Grant
Subscriptions
Shop income
Storage
Talks
TIC
Venue hire
**_Expentidture_**
Audit & accountancy
Advertising and PR
AGM
Bank charges
BMMT donation
Caretaking
Cleaning
Conservation
Consultancy fees
Cost of sales
Data protection
Event & volunteer expenses
Exhibit facilities
Insurance
New facility
Printing, postage & stationary
Rates
Richard III exhibition|**2023**
**£**
100
-
262
2,750
-
11,398
-
6,865
1,466
814
5,000
-
3,409
-
5,200
-
-
439
3,330
750
158
482
781
43,204
746
-
323
692
.
85
1,897
1,198
934
5,163
40
355
1,500
10,377
3,618
514
883
1,090|**2022**
**£**
-
785
251
3,000
1,000
10,340
12,000
6,070
44
744
3,000
210
-
75
5,950
1,025
20,000
716
2,470
104
423
1,074| |---|---|---| |||69,281| |||| |||746
85
497
575
2,500
-
1,365
-
-
(3,861)
-
151
-
7,508
-
414
451
19,398| 15 ## **Buckingham Old Gaol Trust Detailed profit and loss account for the year ended 31 March 2023** |**_Income_**
Repairs & renewals
Room hire
Sanatising
Solicitor
Subscriptions
Sundry
Software
Telephone
Utilities
Wifi installation
**_Surplus before depreciation_**
Restoration
**_(Deficit)/Surplus_**|**2023**
**£**
12,353
20
-
763
395
27
248
411
4,663
-
48,295
(5,091)
7,288
7,288
(12,379)|**2022**
**£**
21,389
-
-
298
16
342
378
3,146
4,173| |---|---|---| |||59,571| |||9,710| |||7,288| |||7,288| |||2,422| 16 **2023 2022 £ £** ## **Buckingham Old Gaol Trust Detailed profit and loss account for the year ended 31 March 2023** ## _**Income**_ 16 17