Trustees' Annual Report for the period
Period start date
Period end date
To
01 01 2020 31 12 2020 From
Section A Reference and administration details
Charity name
Ashford Borough Museum Society
Other names charity is known by Registered charity number (if any) 298060
Charity's principal address Ashford Borough Museum
Church Yard Ashford Postcode TN23 1QG
Names of the charity trustees who manage the charity
| Trustee name | Office (if any) | Dates acted if not for whole **year ** |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|
| Christine Drury | Chair of Trustees | ||
| Roger Pitt | |||
| Karen Saunders | |||
| Michael Boulding |
Names of the trustees for the charity, if any, (for example, any custodian trustees)
Name Dates acted if not for whole year
Names and addresses of advisers (Optional information)
| Type of adviser Name Address |
Type of adviser Name Address |
Type of adviser Name Address |
|---|---|---|
| President | George Jessel | |
| Members of Management Committee | ||
| Richard Yeates (Chair) Mary Wiggins (Secretary) Ian Sharp (Curator) Robert Shrubb (Treasurer) Trevor Barton Jeffrey Fenner Alan Terry Ann Thomas Janet Welch |
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Section B Structure, governance and management
Description of the charity’s trusts
Type of governing document
- (eg. trust deed, constitution)
How the charity is constituted
Constitution
adopted 01/07/1987 amended on 18/04/2013
Unincorporated Association
- (eg. trust, association, company)
Trustee selection methods
Election at Annual General Meeting
(eg. appointed by, elected by)
Additional governance issues (Optional information)
You may choose to include additional information, where relevant, about:
-
policies and procedures adopted for the induction and training of trustees;
-
the charity’s organisational structure and any wider network with which the charity works;
-
relationship with any related parties;
-
trustees’ consideration of major risks and the system and procedures to manage them.
The guidance documents for trustees are the governance documents of the charity, the policies and procedures endorsed by accreditation, and the charity commission guidance, CC3 and further references within it.
The day to day management of the Charity is delegated to the Management Committee, the members of which are named above.
Trustees have undertaken to champion and progress the strategic development of the museum. Having successfully recruited a new chairman for the management committee in 2018 the current task is to evolve the curatorial function to be able to recruit a successor to our curator who retired during the year but has agreed to continue on an interim basis. Trustees are grateful for the funding from the Frank Brake Trust to be able to undertake a curatorial review with consultants to achieve this curator succession objective. The task for trustees also includes options for growth and relocation to larger premises in central Ashford. These projects are to be undertaken as much as possible as the Museum Team.
Trustees’ responsibilities include developing the governance of the Museum to support the accreditation already achieved and renewed. All trustees are familiar with CC3 as a first level governance reference. Trustees are aware of the need to declare and manage any conflicts of interest and any related party connections. There were neither any conflicts of interest nor related party interests during the year. The charity is unincorporated and although this has been a suitable structure up to now it is likely that future plans will include setting up a CIO structure.
The Charity is Lead Member of the Wheels of Time network of Kent museums and heritage sites; therefore maintaining the assets of the network.
Trustees have noted that the museum has Operational and Re-opening (Covid) risk assessments in place, and are committed to further developing the governance of the Museum including formalising the consideration of organisational, continuity, financial and other major risks.
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Section C Objectives and activities
To advance the education of the public by promoting the establishment of a Museum in Ashford and in furtherance thereof: to collect and store artefacts and documents of historic interest connected with the area Summary of the objects of the comprised in the Borough of Ashford in the county of Kent and to display charity set out in its such artefacts. governing document Summary of the main activities undertaken for the Despite the restrictions caused by the Coronavirus pandemic and the public benefit in relation to limited number of volunteers available as a result, the Museum was these objects (include within opened for two days per week from the 17[th] August to 30[th] October 2020. this section the statutory Members of the public were still able to contact the museum throughout declaration that trustees have the year as the museum is always able to discuss the acquisition of items had regard to the guidance relevant to the history and heritage of the Borough, (although limited issued by the Charity facilities means acquisitions have to be prioritised,) and to be a point of Commission on public contact for those with a family history in Ashford. benefit)
Additional details of objectives and activities (Optional information)
As always the Charity has been fully reliant on the volunteers who manage and run the Museum on behalf of the Charity although fewer were available to undertake face to face meetings or public facing roles as many were shielding in accordance with UK Government advice. Those that were able to participate did so under new guidance that resulted from the risk assessment carried out to minimise the spread of Covid-19. You may choose to include further statements, where relevant, about:
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policy on grantmaking; policy programme related investment;
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contribution made by volunteers.
Section D Achievements and performance
Operation of the Museum under a new Covid-19 risk assessment Summary of the main enabled the Museum to gain Visit England’s ‘We’re Good to Go’ achievements of the charity certification. during the year Funding secured in November for a curatorial review project to deliver new arrangements for the curatorial function and to recruit a new curator during the coming year.
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Section E Financial review
Brief statement of the charity’s policy on reserves
The Museum seeks to maintain a General Funds reserve equivalent to two years expenditure.
Details of any funds materially in deficit
Not applicable
Further financial review details (Optional information)
You may choose to include additional information, where relevant about:
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the charity’s principal sources of funds (including any fundraising);
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how expenditure has supported the key objectives of the charity;
The Covid pandemic has seriously affected income from donations both at the Museum and as a result of individual donations; however, the Museum has benefitted from Government grants which more than cover the reduction in income. The surplus from these grants is shown in the accounts as designated funds.
The Charity maintains funds for the Wheels of Time network of museums and heritage sites in Kent. These funds are raised from contributions by members of the Scheme and various grants specifically provided for the Scheme. They are therefore shown as a Restricted Fund in the Charity accounts.
- investment policy and objectives including any The Charity has no investments. ethical investment policy adopted.
Section F Other optional information
The financial position of the charity is managed by the Treasurer who prepares accounts for trustee meetings to inform their discussions and decisions taken with involvement of the Chair of the Management Committee and the Treasurer.
Section G Declaration
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signature(s) Full name(s) Position (eg Secretary, Chair, etc)
Date
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Accounts for Year Ending 31st December 2020
Ashford Borough Museum Society
Assets
| 2019 | Balances | 2020 |
|---|---|---|
| 8,793 £ |
Barclays Current Account | 31,104 £ |
| 17 £ |
Cash | 43 £ |
| 8,810 £ |
31,146 £ |
Other Assets
| 1,240 £ |
New displaycabinets andguard | 930 £ |
|---|---|---|
| 10,200 £ |
Old displaycabinets | 10,200 £ |
| 16 £ |
Television | 11 £ |
| 10 £ |
Photocopier | |
| 47 £ |
Laptopcomputer | 32 £ |
| 55 £ |
Projector | 37 £ |
| 544 £ |
New laptopcomputer for Museum Office | 364 £ |
| 52 £ |
Monitor for new computer | 35 £ |
| 11,569 £ |
11,210 £ |
Asset values are estimated market values and will be less than replacement cost
Signed
Chairman R. Yeates Treasurer R. Shrubb Examiner D. Burke
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Ashford Borough Museum Society Accounts for Year Ending 31st December 2020
General Funds Receipts
| 2019 | Details | 2020 | |
|---|---|---|---|
| 767.50 £ |
Subs | 405.00 £ |
|
| 154.91 £ |
Donations | 127.50 £ |
|
| - £ |
Grants | 2,500.00 £ |
|
| 1,112.73 £ |
Donations Box | 97.00 £ |
|
| 115.00 £ |
Sales | - £ |
|
| 112.03 £ |
Sundry | - £ |
|
| 327.19 £ |
HMRC Gift Aid/GASDS | 352.14 £ |
|
| 1,633.55 £ |
Balance of RailwayRoom Fund | ||
| 4,222.91 £ |
Total Receipts | 3,481.64 £ |
General Funds Payments
| 2019 | Details | 2020 | |
|---|---|---|---|
| 1,052.99 £ |
Utilities | 661.73 £ |
|
| 1,264.08 £ |
Insurance | 738.69 £ |
|
| 86.40 £ |
Computing | 87.60 £ |
|
| 115.00 £ |
Subs | 112.00 £ |
|
| 111.70 £ |
Displays | 100.90 £ |
|
| 623.89 £ |
Sundry | 298.01 £ |
|
| 3,254.06 £ |
Total Payments | 1,998.93 £ |
|
| 968.85 £ |
Net Receipts / Payments | 1,482.71 £ |
|
| 4,167.63 £ |
Balance at 31 December 2019 | 5,136.48 £ |
|
| 5,136.48 £ |
Balance at 31 December 2020 | 6,619.19 £ |
Designated[(D)] & Restricted[(R)] Funds Receipts and Payments
| 2019 | Details | 2020 | |
|---|---|---|---|
| 8,502.99 £ |
Receipts | 28,950.00 £ |
|
| 10,355.03 £ |
Payments | 8,096.53 £ |
|
| 1,852.04) (£ |
Net Receipts / Payments | 20,853.47 £ |
|
| 5,525.58 £ |
Balance at 31 December 2019 | 3,673.54 £ |
|
| 3,673.54 £ |
Balance at 31 December 2012 | 24,527.01 £ |
|
| Comprising | |||
| RailwayRoom(D) | |||
| Coronavirus(D) | 16,233.83 £ |
||
| 3,673.54 £ |
Wheels of Time(R) | 2,293.18 £ |
|
| Brake Fund(R) | 6,000.00 £ |
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Ashford Borough Museum Society Accounts for Year Ending 31st December 2020
All Funds
| 2019 | Details | 2020 | |
|---|---|---|---|
| 12,725.90 £ |
Receipts | 32,431.64 £ |
|
| 13,609.09 £ |
Payments | 10,095.46 £ |
|
| 883.19) (£ |
Net Receipts / Payments | 22,336.18 £ |
|
| 9,693.21 £ |
Balance at 31 December 2018 | 8,810.02 £ |
|
| 8,810.02 £ |
Balance at 31 December 2019 | 31,146.20 £ |
Bank Reconciliation
| Date | Details | ||
|---|---|---|---|
| 01 Jan 2019 | Balance BF | 8,793.45 £ |
|
| 31 Dec 2019 | Bankings | 32,355.64 £ |
|
| 31 Dec 2019 | Cheques | 10,045.46 £ |
|
| 31 Dec 2019 | Balance CF | 31,103.63 £ |
|
| 41,149.09 £ |
41,149.09 £ |
Cash Reconciliation
| 01 Jan 2019 | Balance BF | 16.57 £ |
|
|---|---|---|---|
| 31 Dec 2018 | Receipts | 541.00 £ |
|
| 31 Dec 2018 | Payments | 50.00 £ |
|
| 31 Dec 2018 | Banked | 465.00 £ |
|
| 31 Dec 2018 | Balance CF | 42.57 £ |
|
| 557.57 £ |
557.57 £ |
Total Funds
| 883.19) (£ |
Net Receipts / Payments | 22,336.18 £ |
|
|---|---|---|---|
| 9,693.21 £ |
Balance at 31 December 2019 | 8,810.02 £ |
|
| 8,810.02 £ |
Balance at 31 December 2020 | 31,146.20 £ |
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Independent Examiner’s Report on the Ashford Borough Museum Society’s Accounts for year ended 31[st] December 2020
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I report on the accounts of the Ashford Borough Museum Society for the year ended 31[st] December 2020.
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Scope and nature of examination:
An examination includes a review of the accounting records kept by the Society and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from the management committee and/or treasurer concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and, consequently, no opinion is given as to whether the accounts present a ‘true and fair’ view and the report is limited to those matters set out in the statement below.
In undertaking this examination I have used as a reference point the requirements for accounts and examinations as set out in the Charities Act 2011.
3. 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 soundly (as would be required in accordance with section 130 of the Charities Act) ; or
-
the accounts did not accord with the accounting records.
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.
Signed:
Examiner: David J Burke, BSc FCA
Date: 13[th] June 2021