PEOPLE, LANDSCAPE & CULTURAL ENVIRONMENT EDUCATION AND RESEARCH CENTRE (PLACE)

Transcription

1 PLACE PEOPLE, LANDSCAPE & CULTURAL ENVIRONMENT EDUCATION AND RESEARCH CENTRE (PLACE) Annual Report and Financial Statements For the year ended 31 December 2014 Registered Charity number: Company Registration number: PLACE members on an outing to Malham Tarn in May 1

2 Contents Page Legal and administrative information 3 Report of the Trustees 4 Statement of Financial Activities 8 Balance sheet 9 Notes to the accounts 10 2

3 Legal and Administrative Information As at 31 December 2014 PLACE Name of Charity: People, Landscape and Cultural Environment Education and Research Centre (PLACE) Registered Charity number: Legal Form: Company limited by guarantee and not having a share capital. Incorporated 29 March 2004 Company registration number: Trustees (Directors): Aileen Margery Bloomer - Chair Christine Handley (elected 10/5/14) Michael Francis Hopkinson Treasurer Ann Hilary Moxon (re-elected 10/5/14) Richard Myerscough Terence Patrick O Connor George Sheeran Brian Walker (re-elected 10/05/14) Veronica Anne Wallace Company Secretary and Chief Executive: Margaret Ann Atherden Registered address: PLACE Office York St John University Lord Mayor s Walk YORK YO31 7EX Bankers: Cooperative Bank PO Box 250 Delf House Southway Skelmersdale WN8 6WT Virgin Money 2 New Street York YO1 8RA 3

4 PLACE Report of the Trustees For the period to 31 December 2014 The Trustees, who are also directors of the charity for the purposes of the Companies Act, are pleased to present their report together with the financial statements of the charity for the period to 31 December Legal and administrative information set out on page 1 forms part of this report. Objects People, Landscape and Cultural Environment Education and Research Centre is a charitable company that was incorporated on 29 March 2004 and registered with the Charity Commission on 17 November It is governed by a memorandum and articles of association, copies of which are available via the PLACE website ( The Charity s Objects are: 1. To promote research into the people, landscape and cultural environment of Yorkshire and elsewhere and to disseminate the useful results for the benefit of the general public 2. To advance the education of the public in the people and the natural and cultural heritage of Yorkshire and elsewhere Principal Activities Undertaken and Public Benefit The charity sets out to achieve its charitable objects through sponsoring, facilitating or undertaking research, organising conferences on subjects relevant to the charity's objects, producing publications, organising short courses and fieldtrips, and through partnership working. In accordance with S17(5) of the Charities Act 2011, Trustees have referred to the guidance contained in the Charity Commission's general guidance on public benefit when reviewing our aims and objectives and in planning future activities. In particular, Trustees considered how our planned activities will contribute to the aims and objectives we have set. Members' fees are set at a nominal 5 per year in order to encourage the widest possible membership. Equal access is important to us and all activities are open to members and non-members equally. In view of the continuing poor global economic situation, the costs of our events have been maintained at similar levels to those of the previous three years, with significant discounts for the retired and unwaged. In pursuance of our first charitable object, PLACE members undertook several research projects. The report on the research project on market towns in North Yorkshire, coordinated by Michael Hopkinson and funded by PLACE, was published. Martin Knight continued with his study of the influenza pandemic in some West Yorkshire towns, funded by a PLACE research grant. A grant was given to the York Mystery Plays for production of an information panel displayed in the Merchant Adventurers Hall. The research project, The impact of Islamic architecture on Bradford, in collaboration with the University of Bradford, was completed in 2014 for publication in Monitoring of vegetation transects at May Moss, in collaboration with the Forestry Commission and the North York Moors National Park Conservation Volunteers, continued with three field days in Monitoring of the flora of road verges, in collaboration with the North York Moors National Park, continued in 2014 but formal monitoring of road verges in Hambleton District was discontinued following changes in personnel at North Yorkshire County Council. The website on the wildlife survey of Hopewell House Farm, mentioned in the 2013 annual report, is still awaited. In pursuance of our second charitable objective, PLACE organised two conferences in 2014 for members and the general public. The spring conference held in Scarborough in April, on the theme of the Yorkshire coast, was attended by 58 people. Five talks were followed by an afternoon guided walk. The proceedings will be published in The autumn conference, Yorkshire s Religious Heritage c.1780-c.1910, was held Harrogate and was attended by 38 people. Six talks were followed by a tour of St Wilfrid s Church. The proceedings will be published in

5 PLACE ran three short courses in In early spring Peter Goodchild led a course called Gardening the Landscape and Landscaping the Garden, It was attended by a total of 19 people and followed by a field visit to Bramham Park. In early summer Robert Wright led a course on The Norman Conquest of Yorkshire, which was attended by 50 people. It was followed by a visit to Pickering Castle and St Gregory Minster, Kirkdale. In the autumn an irregular short course, You be the Judge, was organised by Aileen Bloomer. A session in Bedern Hall was followed by three accompanied visits to the Magistrates Court in York. Our pre-christmas event, The History of Carols, was led by David Wharton-Street. It included some carol singing, accompanied by Aileen Bloomer on the keyboard. It afforded the opportunity for us to celebrate ten years of PLACE as a charity and to express our thanks to the Chief Executive. Once again the visits and fieldtrips proved popular with members. Alison Sinclair led two Foundations of York walks in late winter, repeated in the autumn. John D Anderson led a guided tour of the hidden green men in York Minster in late winter. Summer fieldtrips were to Malham Tarn and Tarn Moss (joint event with the Royal Geographical Society); Hagg Wood, Dunnington; Howsham Mill; two gardens in Seaton Ross; a World War I walk in Colsterdale (with the Nidderdale AONB), and West Mill, Askrigg. The PLACE Annual General Meeting was attended by 32 people and took place in the Leeds Discovery Centre. As well as the AGM, the activities included a talk and tour of the collections in the morning and guided walks around Leeds city centre in the afternoon, led by volunteers from Leeds Civic Trust Publications and Communications PLACE published four books in 2014: Unfolding the Landscape: Malham, North Yorkshire by Terry O Connor; Langdale Forest: a case of mistaken identity by Brian Walker; Yorkshire Market Towns: not just for shopping by Michael Hopkinson (based on the PLACE research project mentioned on P. 3), and The Future of the Uplands: prospects for Northern England edited by Margaret Atherden and Veronica Wallace. PLACE also joined with the Yorkshire Dales Landscape Research Trust to publish a book edited by Roger Martlew, Medieval Studies in the Yorkshire Dales. Three newsletters were sent to members in 2014, with the majority of copies distributed by to members and partner organisations. The PLACE website was updated regularly, with the addition of some members photographs on the Events page. The publicity leaflet was reprinted and distributed widely, resulting in several new members joining PLACE. Membership and Partners Members are known as 'Friends of PLACE' and pay an annual subscription. Membership is open to individuals and organisations. On 31 December 2014 there were 267 paid up members, including 14 who had paid before 31 December The membership figure has been stable for the past few years. At the end of 2014, 15 people had paid in advance for Independent researchers working on topics related to the charitable objects of PLACE are invited to become 'Fellows of PLACE'. They do not pay a separate subscription but they may participate in meetings of the PLACE Advisory Committee (see below). There were 20 Fellows on 31 December PLACE has established links with 25 partner organisations that have aims related to the people, landscape or cultural environment of Yorkshire, including a new link with the Royal Geographical Society (Yorkshire and North East Region): City of York Council Council for British Archaeology English Heritage Environment Agency Food and Environment Research Agency Forestry Commission Historic Towns Forum Huddersfield & Halifax Geographical Association Natural England North York Moors National Park Authority North Yorkshire County Council Heritage Unit 5

6 Royal Geographical Society (Yorkshire and North East Region) Ryedale Folk Museum South Yorkshire EcoNET University of Bradford University of York York St John University Yorkshire Archaeological Society Yorkshire Dales Landscape Research Trust Yorkshire Dales National Park Authority Yorkshire Farming & Wildlife Yorkshire Naturalists' Union Yorkshire Philosophical Society Yorkshire Vernacular Buildings Study Group Yorkshire Wildlife Trust PLACE Partner organisations are not required to be members of PLACE, so as to prevent any possible conflicts of interest. Advisory Committee Representatives of partner organisations, Fellows of PLACE and members of the PLACE Board meet as the PLACE Advisory Committee. This group is responsible for advising the Board on future research projects, publications and events. The Advisory Committee was chaired by the Chief Executive and met twice during 2014, in March and October. Its minutes were accepted by the Board of Trustees. Board of Trustees PLACE is managed by a Board of Directors (Trustees), elected by vote from the membership of the Charity. In accordance with the Memorandum and Articles of Association, one third of the Board retire by rotation each year. At the AGM in May 2014, Hilary Moxon and Brian Walker stood down and were re-elected. Adrian Bailey resigned during the year and did not seek re-election. Christine Handley was elected as a Trustee at the AGM. The rules governing the nomination and election of trustees are set out in the Memorandum and Articles of Association. Board members re-elected Aileen Bloomer as Chair of the Board. The Board appoints a Chief Executive, the Company Secretary and Treasurer. The full list of Board Members/Trustees on 31 December 2014 is shown on page 3. The Board met 4 times during 2014, in January, March, June and October. All new Trustees receive appropriate induction. Financial Review and Reserves Policy All activities are undertaken from the general fund with the main sources of income being from conference fees, sales of books, short course fees, friends subscriptions, donations and gift aid. The main items of expenditure were hire of venues, the lease of the printer, printing costs for publications and the newsletters, insurance, photocopying and other office expenditure. Minor expenditure is handled through a petty cash account. Cash not required for immediate use has been placed in a Virgin Money account and interest rates achieved are monitored by the Treasurer and reported to the Trustees. The minimum financial reserve for 2014 was maintained at 3000 and the Board resolved to maintain this figure for Trustees' Responsibilities Company and Charity Law require the Trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the Charity at the year end and of the Net Incoming Resources for the year then ended. In preparing these financial statements the Trustees are required to: Select suitable accounting policies Make judgements and estimates that are reasonable and prudent State whether applicable accounting standards have been followed Prepare financial statements on a going concern basis unless it is inappropriate to do so 6

7 The Trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity and enable it to ensure that the financial statements comply with the Companies Act They 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. Health and Safety Trustees are aware of their responsibilities in regard to Health and Safety and new risk assessments have been drawn up and approved by our insurance company. However, the primary responsibility rests with individuals for their own health and safety. Strategic Objectives The following Objectives for 2014 were set out in the 2013 annual report: To publish the findings of the research projects financed by PLACE in 2013 and continue with research on other projects [report on Yorkshire Market Towns published; reports on the Islamic Architecture project and the influenza project in preparation; work on other projects continued] To award at least one new research grant [grant awarded to the York Mystery Plays] To organise two conferences [conferences held in April and October] To organise at least two short courses [three organised] To organise at least six fieldtrips or visits [nine fieldtrips or visits took place] To publish the proceedings of the autumn 2013 and spring 2014 conferences [the former published; the latter in preparation] To maintain or increase membership of PLACE [membership more or less stable] To distribute three newsletters and communicate with members, via where possible [done] The Strategic Plan for has the following objectives: To conduct research projects and surveys on topics relevant to the people, landscape and cultural environment of Yorkshire To offer grants to those wishing to apply to carry out projects on relevant topics To organise conferences, day schools, short courses and fieldtrips as appropriate to the topics under discussion, to advance the education of the public To publish proceedings from educational events and findings from research projects To work with other related organisations, charities and academic institutions The following specific objectives for 2015 have been agreed: To publish the survey of the architecture of Bradford mosques and a book on winter walks To publish the reports on the 2014 conferences To organise two conferences To arrange at least six fieldtrips or visits To develop/continue research projects, e.g. working with Natural England at May Moss To offer research grants To offer at least two short courses To maintain the membership and to circulate three newsletters This report was approved by the Trustees on 27 th March 2015 and signed on their behalf by the Chair of the Board. A. M. Bloomer 7

8 People, Landscape and Cultural Environment, Education and Research Centre Statement of Financial Activities Including income and expenditure account For the year ended 31 December 2014 Notes Total Total Incoming Resources Voluntary Income Donations & Gift Aid Friends Subscriptions 4 1,335 1,325 Incoming resources from Charitable Objects Conference/ Field trip Fees 3,676 3,879 Short Course Fees 1,655 1,495 Publications - Sales & Royalties 1,672 4,238 Investment Income Bank interest Total Incoming Resources 9,498 11,803 Resources Expended Postage, stationery, newsletter and other office costs 667 1,009 Equipment hire Insurance Companies House Costs Trustee Travel expenses Trustee training/board expenses/agm Conference/ Field trip costs 2,521 2,235 Short Course Costs 1, Research Costs Advertising/Publicity Publication costs 2,381 4,493 Photocopier/Laptop Depreciation 262 Total Resources Expended 8,847 10,588 Net incoming/(outgoing) resources for the year/movement in funds 651 1,215 Total funds brought forward 11,542 10,327 Total Funds carried forward 12,193 11,542 Note: All activity is within the general objects of the charity and therefore within unrestricted funds.. 8

9 People, Landscape and Cultural Environment, Education and Research Centre Balance Sheet as at 31 December 2014 Notes Fixed Assets Laptop Depreciation on laptop (787) (787) Total Fixed Assets 0 0 Current Assets Book Stock ,391 Debtors Gift Aid Debtors book sales 8 Debtors - prepaid insurance Debtors prepaid equipment hire Debtors prepaid conference costs 40 Cash at bank & in hand 11, Total Current assets 12,283 11,622 Creditors: amounts falling due within one year Prepaid Subscriptions 4 (90) (80) Total Creditors (90) (80) Net Current Assets 12,193 11,542 Total Net Assets 12,193 11,542 Represented by: Unrestricted funds 12,193 11,542 Fund balance 12,193 11,542 For the year ended 31 st December 2014 the company was entitled to exemption from audit under section 477 of the Companies Act 2006 relating to small companies. Directors responsibilities: the members have not required the company to obtain an audit of its accounts for the year in question in accordance with section 476. the directors acknowledge their responsibilities for complying with the requirements of the Act with respect to accounting records and the preparation of the accounts. These accounts have been prepared in accordance with the provisions applicable to companies subject to the small companies regime. Chair A M Bloomer Date: 27 th March

10 10 PLACE Notes forming part of the financial statements for the year ended 31 December Accounting Policies These financial statements have been prepared on an accruals basis in accordance with the Companies Act 2006 relating to small charitable companies, the Charities Statement of Recommended Practice (SORP) March 2005(revised May 2008) and applicable accounting standards. As the income of the charity is below 25,000, minor departures from the SORP are not necessarily disclosed. 2. Company status The charity is a company limited by guarantee. In the event of the charity being wound up, the liability in respect of the guarantee is limited to 10 per member of the charity. 3. Funds The Charity has only one fund a general unrestricted fund. All movements in the fund are fully disclosed in the Statement of Financial Activities. 4. Income and Expenditure Income has been included in the accounts when receivable. Subscriptions from new members received after 1 st October in any year are applied to the following year and run to 31 st December of that year. These have been deferred. Expenditure has been classified according to the type of expenditure using natural classifications in accordance with Appendix of SORP No expenditure has been incurred during the year on generating funds. 5. Employees The charity has no paid employees. 6. Transactions with Trustees No Trustee received any remuneration. Three Trustees claimed expenses during the year, one for research, one for travel to Board meetings and in connection with a fieldtrip and one for travel to a conference. These amounted to and are included in the financial statements under research costs, field trip costs, conference costs and Trustee travel. ( ) 7. The lease for the printer/photocopier includes servicing, replacement consumables and insurance. The lease is for 5 years beginning in August 2011 at a cost of per year. Payments are charged to the SOFA on a straight line basis over the lease term. 8. Research costs in 2014 includes expenditure on two existing funded projects and one new grant in the year as well as equipment for May Moss. During the year was spent on the Market Towns Survey project and was spent on the study of the 1918/19 influenza pandemic in some West Yorkshire towns. A new grant for 420 was given to the York Mystery Plays. 9. Fiixed Assets and Stocks The capitalisation limit for fixed assets has been set at 500. Depreciation of equipment is over three years. Book stock consists of 50 copies of Wild Flowers on the Edge that were printed in Stock has been valued at the lower of cost and net realisable value. 10. Debtors and Creditors Full details of debtors and creditors are shown on the Balance Sheet.