## **– THE BOTTESFORD INSTITUTE Year Ended 31[st] March 2022**
## **CHARITY ANNUAL REPORT**
## **(For Submission to the Charity Commission)**
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Charity Name: The Bottesford Institute
Charity Registration Number: 702277
The Old School,
Grantham Road,
Charity’s Principal Address: Bottesford,
Nottingham.
NG13 0DF
Charity’s Trustee(s): Bottesford Parish Council
Cllr. Anne Ablewhite
Cllr. Lorraine Ainscough
Cllr. Bob Bayman
Current Councillors Cllr. Jane Bennett
Undertaking Trustee Role: Cllr. Tony Bennett
Cllr. Leigh Donger
Cllr. Brian McInerney
Cllr. Bob Sparham
Chairman: Cllr. Leigh Donger
Officer Roles Undertake for the Secretary: Cllr. Jane Bennett
Trust: Treasurer: Cllr. Tony Bennett
Clerk to the Trustees: Lucy Flavin (Clerk to Bottesford PC)
STRUCTURE, GOVERNANCE & MANAGEMENT
The Bottesford Institute was established by Duke of Rutland on
the 08th August 1922, when he transferred the Belvoir Coffee
House on Market Street to Trustees “as a club, reading room,
library or institute for the use of all persons residing in the Parish
of Bottesford”.
In 1988, in conjunction with the Duke of Rutland and the Charity
Commission it was decided that Bottesford Parish Council would
Overview:
be appointed as the new Trustees of The Bottesford Institute.
Under the terms of the Trust Deed dated 08 [th] August 1922 as
varied by scheme of 16 [th] March 1988 as approved by the
Charity Commission on 28th November 1989, the charitable
objects changed so that the Charity’s income would be applied
“for public charitable purposes for the benefit of the
inhabitants of the Parish of Bottesford” .
Trust Deed dated 08 [th] August 1922 as varied by scheme of 16 [th]
Type of Governing Document:
March 1988 as approved by the Charity Commission on 28th
(eg. Trust Deed, Constitution)
November 1989.
How the Charity is Constituted: Trust.
(eg. Trust, Association, Company)
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|Trustee Selection Method:
(eg. Appointed by, Elected by)|Bottesford Parish Council is the sole Trustee of The Bottesford
Institute. The Charity is overseen and managed by a Board of
Custodian Trustee’s consisting of the elected Parish Councillors.
On being successfully elected/appointed as a member of the
Bottesford Parish Council, Councillors automatically become ex-
officio Trustees of The Bottesford Institute’s Board of Trustees,
unless they are ineligible (e.g. there is a conflict of interest
between their personal interests and that of The Bottesford
Institute or they have business contracts with the Charity).
Bottesford Parish Councillors will be automatically re-elected as
ex-officio Trustees of The Bottesford Institute’s Board of
Trustees at the Annual Parish Council Meeting of Bottesford
Parish Council, which is held in May each year.
Any Councillor who resigns from the Bottesford Parish Council is
automatically deemed to have resigned as ex-officio Trustee of
The Bottesford Institute’s Board of Trustees and The Bottesford
Institute Charity.|
|---|---|
|Additional Governance Issues:
(eg. Policies and Procedures,
Organisational Structure, Risks
etc)|The Bottesford Institute’s ‘day to day’ running, is delegated to a
Management Committee of three Trustees (i.e. Chairperson,
Secretary and Treasurer) who are supported by a Clerk to the
Trustees (i.e. the Parish Council Clerk).
On the 9thJune 2021 The Bottesford Institute’s Board of
Trustees adopted new, up to date robust policies and
procedures to ensure that the Charity operated effectively. The
revised documentation included:
Constitution document.
A Terms of Reference document.
Revised Standing Order document.
Revised Financial Regulations document.
Revised Financial Reserves Policy document.
A new Grant Aid Application Policy & Procedures document.
All Trustees give their time voluntarily and received no
remuneration or other benefits.|
|**OBJECTIVES & ACTIVITIES**||
|Summary of the objectives of
the Charity set out in its
governing document:|Originally under the 1922 Trust Deed the Charity’s objectives
had been focused on youth and education, however with a
scheme variation in 1988, approved by the Charity Commission
in 1989, the charitable objects changed with the focus of the
Charity’s income being applied_“for public charitable purposes_
_for the benefit of the inhabitants of the Parish of Bottesford”_.
Today, with these expanded objects The Bottesford Institute’s
‘mission statement’ is to support and promote such charitable
purposes of benefit to the inhabitants of the Parish of Bottesford,
including the provision of support that:
Advances education
Helps skills development
Promotes social inclusion
Improves recreation and/or sports facilities
Improves and/or protects the environment|
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Enhancing the quality of village life
Promotes the Parish of Bottesford in a positive way
The Bottesford Institute’s only source of income is from its
ownership of The Old School building which it currently leases
part of to Leicestershire County Council for use as the
Bottesford Community Library, with the other part of the building
being rent to the Bottesford Parish Council under a licence
agreement.
Summary of the main activities
Income from both the above lease and licence agreement, after
undertaken for the public
benefit in relation to these allowing for the safeguarding/upkeep of The Old School building,
is set-aside and allocated for grant aid awards to eligible
objectives:
voluntary and/or charitable organisations who can demonstrate
a clear need for financial support to achieve an objective which
will benefit the inhabitants of the Parish of Bottesford. The
amount of funds available for distribution in any year are clearly
limited, therefore of necessity, The Bottesford Institute has to
both restrict and prioritise its grant awards programme.
Additional details on objectives Now that The Bottesford Institute has a new/revised Grant Aid
and activities: Application Policy & Procedures document, incorporating Grant
(eg. Policy/details on grant Application Guidelines and Grant Aid Application Form, this will
making, Policy/detail on ensure fairness and openness with regards to the awarding of
investment programme, grants, whilst providing all applicants with a standardised
Volunteers etc) application form and process.
ACHIEVEMENTS & PERFORMANCE
As mention in previous years Charity Annual Reports there had
been a period of inactivity, with The Bottesford Institute lying
dormant and rarely meeting. During this financial year two
meetings of the Trustees were held, the first, a virtual meeting
via Zoom, on the 09 [th] June 2021 with the main focus being to
introduce and approve the robust policies and procedures for the
management of the ‘reinvigorated’ Charity’s activities. The
second ‘meeting’ held on 28 [th] November 2020 was a ’face to
face’ meeting to deal with the approval of the annual report for
Summary of the main the financial year ended 31 [st] March 2021 for submission to the
achievements of the Charity
Charity Commission. Also, in the meeting the Trustees agreed
during the year:
to obtain a Building Condition Survey with regards to The Old
School building (i.e. the Charities major asset) and to have
discussions with Leicestershire County Council concerning the
Bottesford Library’s lease.
No grant aid awards were made by The Bottesford Institute
during the year, as it thought prudent to wait and see what
potential costs/expenditure the Charity could face with regards
to the repair/maintenance of The Old School building once the
Building Condition Survey was received.
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|Summary of the main
achievements of the Charity
during the year:|As mention in previous years Charity Annual Reports there had
been a period of inactivity, with The Bottesford Institute lying
dormant and rarely meeting. During this financial year two
meetings of the Trustees were held, the first, a virtual meeting
via Zoom, on the 09thJune 2021 with the main focus being to
introduce and approve the robust policies and procedures for the
management of the ‘reinvigorated’ Charity’s activities. The
second ‘meeting’ held on 28thNovember 2020 was a ’face to
face’ meeting to deal with the approval of the annual report for
the financial year ended 31stMarch 2021 for submission to the
Charity Commission. Also, in the meeting the Trustees agreed
to obtain a Building Condition Survey with regards to The Old
School building (i.e. the Charities major asset) and to have
discussions with Leicestershire County Council concerning the
Bottesford Library’s lease.
No grant aid awards were made by The Bottesford Institute
during the year, as it thought prudent to wait and see what
potential costs/expenditure the Charity could face with regards
to the repair/maintenance of The Old School building once the
Building Condition Survey was received.|
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||As mention in last year’s Annual Report the The Bottesford|
|Additional information on
achievements and
performance:|Institute had been inactive for several years so the focus
throughout the year has been the aim of ‘reinvigorate’ The
Bottesford Institute’s activities, with the main attention being to
have governance, policies and procedures in place. The|
||Trustee, i.e. the Bottesford Parish Council has a duty to|
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administer The Bottesford Institute in the best interests of the
Charity and not in the Parish Council’s best interests. With the
new/revised documentation steps were taken to formulate a
formal Constitution and to introduce a suite of policy and
procedure documents that were specific to The Bottesford
Institute Charity.
FINANCIAL REVIEW
Details of any funds materially n/a - None
in deficit:
The Bottesford Institute’s Board of Trustees new Charity’s
Reserves Policy that was adopted on the 09 [th] June 2021, gives
details of how funds are to be allocated to Reserves. In the
Reserves Policy the main focus when assessing the level
Reserves required, is the level of risks The Bottesford Institute
faces in terms of any significant unforeseen expenditure
requirements, particularly in regards to its major capital asset of
The Old School building.
Based on this priority the current Reserve Policy allocates 75%
Brief statement of the Charity’s of years surplus income (i.e. excess/deficit of income over
policy on Reserves: expenditure after grants) to the Building Repair Fund and the
remaining 25% to a ‘specific’ reserve for Grant Funds.
A small General/Operational Reserve also exists to meet the
Charity’s known annual expenditure (i.e. building insurance).
At the end of the 2021/22 financial year the total Reserves were
£87,667.46 which were split:
The Old School Building Repair Fund Reserve - £69,875.59
Grant Funds Reserve - £15,291.87
Unallocated (General/Operational Reserve) - £2,500.00
The Bottesford Institute’s only tangible asset is the property it
owns, The Old School building. In the accounts the building has
been recorded at a value of £500,000, which is somewhat of an
arbitral figure settle upon during the retrospective generating of
Security of the Charity’s
the historical financial records. For insurance purposes the
Assets:
latest renewal notice showed The Old School building valued at
£1,687,296.
Going forward it is intended to have a formal valuation done of
The Old School building for both market and insurance purpose.
n/a – None
The Charity does not currently make investments, all funds held
Investment Policy & in bank current account at HSBC. Although due to the recent
performance: introduction of bank charges by HSBC on Charity accounts the
Trustees are exploring moving The Bottesford Institute’s banking
arrangements to the Co-Op bank.
No grant awards were made by The Bottesford Institute during
the year.
Grant awards:
Whilst the lack of grant awards was in part due to the previously
mention inactivity of the Charity, another more relevant reason
was the need to build up The Old School Building Repair Fund
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Reserve to a level that more accurately reflected the amount of
potential risk exposure.
The Charity received full funds from both its income generating
sources during the year. A total income of £21,500.00 was
received (i.e. £5.500.00 & £8,000.00 plus the further £8,000.00
arrears).
Also, during the financial year ending 31 [st] March 2022 The
Bottesford Institute received a donation of £18,791.92 from the
Hands Trust Charity, being the funds on the winding-up/closing
of the Hands Charity. A ‘ring fenced’ grant/donation of
Further Financial Review £24,000.00 was also received from Bottesford Parish Council,
details: with the funds being specifically ‘ring fenced’ for the repairs and
(eg. Details of Charity’s principal maintenance of The Old School building.
source of funds, how expenditure
In addition to the Charity’s normal annual operational running
has supported the Charity’s key
cost for the buildings and public liability insurance premium,
objectives, Investment policy)
which this year was £2,296.40, unanticipated repair/
maintenance expenditure of £2,640.00 was incurred to secure
the services of a Chartered Surveyor to undertake a Building
Condition Survey of The Old School building.
With no grant awards being made the income remaining after
allowing for expenditure, was applied to bolster Reserves, in
particularly The Old School Building Repair Fund Reserve with
the remaining £6,808.88 being applied to the Grant Funds
Reserve.
The Trustees are responsible for keeping accounting records
which disclose with reasonable accuracy the financial position of
the Charity and enable them to ascertain to ensure that the
financial statements comply with the Charities Act 2011, the
Charities (Accounts and Reports) Regulations 2008 and the
Trustee’s responsibilities in provisions of the Trust deed.
relation to the Financial
The Trustees are responsible for preparing the Trustee’s Report
Statements:
and the Financial Statements in accordance with applicable law
and accounting standards.
Trustees are also responsible for safeguarding the assets of the
Charity and hence for taking reasonable steps for the prevention
and detection of fraud and other irregularities.
OTHER OPTIONAL INFORMATION
Brief details of any other
The coming year will see a continued renewed emphasis given
relevant/key plans or activities
to The Bottesford Institute and its charitable activities with the
that may have an impact on
aim of grant awards being made.
the Charity:
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## **DECLARATION**
**The Trustees declare that they have approved the Trustee’s report above. Signed on behalf of the Charity’s Trustees.** Signature: Full Name: Position: (eg. Chairman, Secretary, Treasurer or Clerk) Date:
**FINANCIAL STATEMENT AT 31st MARCH 2022**
## **INCOME & EXPENDITURE**
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Detail Year End - 31st March 2022
Income
Lease - Library (LCC) £8,000.00
Rent - Current Year £8,000.00
Licence Agreement - Fuller & Parish Rooms (BPC) £5,500.00
Rent - Current Year £5,500.00
Room Hire Rentals (Fuller & Parish Rooms) n/a (BPC) £0.00
Grant/Donation - Bottesford Parish Council (for Repairs & Maintenance of The Old School building) £24,000.00
Grant/Donation - The Hands Trust Charity (Closing Funds on Winding-Up of the Hands Charity) £18,791.92
Miscellaneous £0.00
Bank Interest £0.00
Income Total £56,291.92
Expenditure
Annual Insurance Premium - Buildings & Public Liability £2,296.40
Old School/Fuller: Caretaker n/a (BPC) £0.00
Old School Running Costs n/a (BPC) £0.00
Audit & Legal Fees £0.00
Old School Repairs & Maintenance (i.e. Building Condition Survey - Chartered Surveyor) £2,640.00
Projects - Old School Improvements £0.00
Staff Costs - Clerk (Bottesford Institute Clerk) £100.00
Bank Fees & Charges £20.00
Expenditure Total £5,056.40
Excess/Deficit of Income Over Expenditure Before Grants From Trust Funds £51,235.52
Trust Fund Grants Made £0.00
Excess/Deficit of Income Over Expenditure After Grants From Trust Funds £51,235.52
BALANCE SHEET
Detail Year End - 31st March 2022
Current Assets Property - The Old School Building (Library, Fuller Room, Parish Room & Outside Yards) £500,000.00
Bank Account - HSBC (Community Account - BSC: 40-34-08 Account: 11687948) £87,667.46
Bank Account - HSBC (Community Savings Account - BSC: 40-34-08 Account: 51687956) £0.00
Petty Cash/Funds Held By Parish Council £0.00
Debtors (Current Year) - Outstanding Licence/Lease/Room Hire Fees £0.00
Debtors (Previous Years) - Outstanding Licence/Lease/Room Hire Fees £0.00
Debtors - Outstanding Licence/Lease/Room Hire Fees £0.00
Net Assets £587,667.46
Represented By: Capital Account (The Old School Building) At Start Of Financial Year £500,000.00
Increase/Decrease In Property Valuation (Revaluation Surplus Reserve) £0.00
Capital Account (The Old School Building) Value At End Of Financial Year £500,000.00
Old School Building Repair Fund Reserve At Start Of Financial Year £25,448.95
Ring-Fenced Grant Donation From Bottesford Parish Council [12th July 2021] £24,000.00
Increase/Decrease In Repair Fund Reserve ( Note: 75% used) £20,426.64
Old School Building Repair Fund Reserve Value At End Of Financial Year £69,875.59
Grant Funds Reserve At Start Of Financial Year £8,482.99
Increase/Decrease In Grant Funds Reserve ( Note: 25% used) £6,808.88
Grant Funds Reserve Value At End Of Financial Year £15,291.87
General Reserve (Unallocated Operational Reserve) At Start Of Financial Year £2,500.00
Increase/Decrease In General Reserve (Unallocated Operational Reserve) ( Note: £2,500 used) £0.00
General Reserve (Unallocated Operational Reserve) Value At End Of Financial Year £2,500.00
Bad Debt Reserve At Start Of Financial Year £0.00
New Bad Debt Provision (Debtors) £0.00
Income Received Against Previous Year's Bad Debt Provision (Debtors) £0.00
Writing Off Bad Debt (Debtors) From Previous Years £0.00
Bad Debt Reserve Value At End Of Financial Year £0.00
Total Value Of Funds £587,667.46
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|**BANK ACCOUNT RECONCILIATION (HSBC Bank)**
**Community Account**
BSC: 40-34-08 Account: 11687948
Detail
Year End - 31s
01st April 2021 Balance B/Fwd From 31st March 2021
Income Received
Payments Made
Bank Interest
Bank Fees & Charges
31st March 2022 Balance C/Fwd To 01st April 2022
**Community Savings Account**
BSC: 40-34-08 Account: 11687948
Detail
Year End - 31s
01st April 2021 Balance B/Fwd From 31st March 2021
Income Received
Payments Made
Bank Interest
Bank Fees & Charges
31st March 2022 Balance C/Fwd To 01st April 2022
**Petty Cash/Funds Held By Parish Council**
Detail
Year End - 31s
01st April 2021 Balance B/Fwd From 31st March 2021
Income Received
Payments Made
31st March 2022 Balance C/Fwd To 01st April 2022||
|---|---|
||t March 2022|
||£36,431.94
£56,291.92
-£5,036.40
£0.00
-£20.00
**£87,667.46**|
||t March 2022|
||£0.00
£0.00
£0.00
£0.00
£0.00
**£0.00**|
||t March 2022|
||£0.00
£0.00
£0.00
**£0.00**|
## **The Bottesford Institute**
## **Examiner’s / Auditors Report (Year ending 31[st] March 2022)**
The Trustees are responsible for keeping accounting records which disclose with reasonable accuracy the financial position of the Charity and enable them to ascertain to ensure that the financial statements comply with the Charities Act 2011, the Charities (Accounts and Reports) Regulations 2008 and the provisions of the Trust deed.
The Trustees ensure robust financial records and sound Financial Statements. A transfer of grant funds from Bottesford Parish Council to maintain the building asset of the charity ensure a secure financial situation moving forward.