TRUSTEES ANNUAL REPORT &ACCOUNTS YEAR ENDING 31 December 2023 HADDENHAM BEER FESTtVALS TRUST Index to Report and Accounts Pa es Trust Information Trustees Re ort Inde endent Examiners Re ort Financial Statements as at 31 December 2023
HADDENHAM BEER FESTIVALS TRUST TRUST INFORMATION Status A Charitable Trust Registration Number 1136844 Trustees Mr P Summerskill Chairman Mrs N. Reed Secretary Mr M. Broughton, Treasurer Mr D. Finch Mrs EC Towersey Mr R. Daniels Mr A Cumberland Ms S. Guirate-Goldsmith Registered Address 14 Longwall Haddenham Bucks HP17 8DL Ms L Herbert Whitley Stimpson Ltd Chartered Accountants Claremont House l Market Square Bicester, Oxfordshire OX26 6AA Independent Examiner Bankers Lloyds BanK Market Square, Aylesbury, PO Box 1000, BXI ILT Contact Details Website: www.had ham-bee - Email: haddenhambe rfestival il.com Postal: 14 Lon all, Haddenham, Bucks. HP17 8DL Board OfTteeS Report The trustees present their annual report and financial statements ofthe charity for the year ended 31 December 2023. The financial statements have been prepared in accordance with the accounting policies set out in note I to the accounts and comply with the charity's trust deed, the Charities Act 2011 and the ststement of Recommended Practice: Accounting and Reporting by Charities published in 2005.
Structure, governance and management The Trust is a registered charity, number 1136844, and is constituted under a trust deed dated 9 November 2009 and subsequently amended 13 June 2010. The Trust was established to organise fund raising events and distribute surpluses to the benefit of the local communities of Haddenham and surrounding Communities. Currently eight trustees constitute the Board ofTrustees. New trustees are appointed by the existing trustees and serve for five years after which they may put themselves forward for re-appointment. The Trust Deed provides for a minimum of S trustees. The Trustees meet four times per year. At these meetings the trustees agree the strategy and areas of activity for the Trust, including consideration of grant makin& investmenL reserves and risk management policies and performance. A separate larger committee plans and operates the fundraising events. some trustees are also members of this committee. Objects To further such purposes as are exclusively charitsble according to the laws of England & Wales as the trustees may from time to time determine for the public benefit of the communities of Haddenham in Buckinghamshire and surrounding areas. How the Charlty achleves its objectives. Our Summerfest23 and Winterfest23 were both successful and we were able to increase our funds to allow us to provide grant distrlbutlons during the year. The Charity raises funds by holding two community and family friendly festivals each year in the village of Haddenham in Bucks. These festivals are funded through donations from local businesses and sales on the day of each festival. The overheads of the Charity are kept to a minimum, which allows the majority of the surpluses from the two festivals to be distributed to good causes in the local communities. The largest of the festivals is held in the summer and normally attracts in excess of 3,500 visitors who enjoy the varied choice of ales, lagers, wines and ciders alongside music, food and children's entertainmenL The second festival is in Winter which attracts IOOO+ visitors to sample the winter ales, ciders and wines on offer as well as seasonal stalls, food, children's entertainment and music. Each of these festivals are organised by a voluntary committee from the village and surrounding areas who call upon a great deal of assistance from the locality themselves. The events are stsffed by volunteers from the local communities. Hence our charity motto "For the Community: By the Community"
The Board of Trustees manages the Charity; many ofwhom are also involved in the organising of the events. The Trustees hold their meetings separately from the organising committees and the Trustees agree all festival plans and expenditure before commitmenL The surpluses from these events less the Charity overheads create the funds that are made available to distribute to the Community. This distribution takes the forni of Grants that are applied for by community groups on behalf of their members. Applications are welcomed from all community groups and submitted for consideration through a standard application process accessed through the charity website. All applications are reviewed and decided upon at one of four Trustee meetings per year. The availability of these Grants is publicised throughout the communities covered by the Charity via newspapers, local publicity, the Charity's website and at the festivals themselves. The Grants are available to all communities within the Charitys catchment area of Haddenham and surrounding areas as long as they meet the criteria described in the Chariws Objects and the Charity has the resources available at that time. Once Grants have been agreed or rejected by the Trustees, the Treasurer advises all applicants, in writin& of the outcome. The funds are reserved for twelve months within the Charity awaiting the successful applicants to claim. The Trustees aim to ensure that all sectors of the local communities beneflt from the Grants that are made. Most Grants have been of a small to medium sized nature although it is clear that as local and national governmental support for local amenities diminishes, the call on the Charity to support larger more fundamental community causes increases. Whilst wishing to support local amenities that may otherwise be lost to the communities the Trustees continue to recognise the need to help smaller local groups who support the advancement of their communities. The year ending 31 December 2023 This is the fourteenth full year of the Charity's existence. and the Trustees are very pleased to report the following summary of activities: Fund Raising and Expenditure (all figures in thousands) As previously reported The Charity were able to hold two fund raising events following the covid pandemic. The Charity does not employ any staff and relies completely on volunteer Trustees, Committee Members and Staff, helping plan, prepare and work on the day. The only payments made to individuals are the reimbursement of direct expenses paid out in carrying out their duties. Net income from the Fund-Raising Events £49.3k in 2023 (LY£32.4k), charity expenses were to £2.6k (LY 1.8k) and Grants of £25.8k (LY£6.5k) were paid out for Grants agreed. Grants agreed but not paid by year end totalled £23,7k
The above activities during the year resulted in an increase in cash balances of £20.4k to £72.8k Cash in Bank is the only asset of the Charity as a cash accounting policy is employed to record the financial transactions and all acquisitions are written off in the year of purchase. Amounts owed (incl. unpaid grants) total £25.9k leaves £46.9k of funds available to cover future events, grants and overheads. Each of our festivals has a significant element of outside activity and therefore the weather is an important fartor in the success of each evenL The organising committee take significant steps to mitlgate the effect of bad weather but even so there is a high likelihood of reduced income if the weather is not kind. Grant Making Each of the applications for Grants was reviewed against the criteria set out in the Charity's Objects and on an equal footing. The Trustees paid 26 individual Grants during the year. These Grants totslled £25.8k An analysis of the groups benefitted by Grants shows the following: A eGrou Children Youth Adult Elderl Non-a 51% 4% 32% ecific Grou i.e. all a es benefit from Grant Communi Grou orts & Leisure Education extra curricula ecific Pro. ects with other Charities s & Facilities 33% 16% 23% Communities Haddenham. Thame & Surroundin Villa Other Communities benefit from Grants es 62% 38% 36 new Grants totalling £36.5k were authorised in 2023. £25.8k (analysed above) payments were made in the year. Sufficient funds have been reserved to meet the Grants that remain outstanding (£23.7k). The above has been achieved through the commitment of those who volunteer their time and services to ensure the festivals are run safely and effectively, Without those volunteers the Charity would not exist, the Trustees wish to thank all those people and companies who support the festivals as well as those people who attend the festivals and make them the success they have been this year.
A full list of Grant recipients paid in the year is listed below: Haddenham Mummers Cuddington PCC Scanappeal Haddenham St Mary's School Thame Utd U~10 Kit Sponsor Haddenham Youth Theatre Bishopstone Beer Festival Hat & Boots- Methodist Church Haddenham Gates Chinnor & Ris Railway Blooming Fruity Invest Churches Together Blooming Fruity Invest Cyclist Fighting Cancer Haddenham Chess Club Haddenham 60+ Club Cyclist Fighting Cancer Lindengate Charity Thomley Hall Charity Snakemoor (Vis Par Counc) Turn End Trust Lord Williams Choral Haddenham Tennis Club Dinton Village Fete Cuddlngton Sunshine Club Snakemoor (Vis Parish Council) St Mary's PCC Plans forthe New Year 2024 We are pleased to reportthat Summerfest 24 was held on 6 July 2024 but unfortunately was severely affected by inclement weather so it is unlikely that the Charity will have as large a fund for Grants in 2024/5. Winterfest 24 on the 14 December is in the planning stages and we hope to hold a successful event. Risk Management All major third-party risks are insured. and any contractual risks are reviewed before being entered into to assess whether they signfficantly impact upon the ChariWs ability to fulfil its objectives. A formal Risk Analysis is undertaken in
line with Health & Safety requirements before each festival by the Trustees and Organising Committee, volunteers are briefed before each festival on areas of risk and procedures to mitigate. Related Transactions During the year the Charity entered related party transactions with Oxlink Ltd £4818, of this £4268 was for original artwork and design and £550reimbursement of costs. The company provided marketing and design services to HBFT. David Finch, a Trustee was at that time owner and director of Oxlink Ltd, he has since sold his investment in Oxlink Ltd and ceased to be owner/director on 4 September 2024. The services were provided at less than market value. Statement of Trustees Responsibllitles Charity law requires the Trustees to prepare accounts for each financial year that ve a true and fair view of the state of affairs ofthe Charity and of the profit and loss ofthe Charity for that period. In preparing these accounts, the Trustees are required to: Select suitable accounting policies and then apply them consistently. Make adjustments and estimates that are reasonable and prudenL Prepare the accounts on the going concern basis unless it is inappropriate to presume that the Charity will continue in operation. The Trustees are responsible for keeping adequate accounting records which disclose with reasonable accuracy at any time the financial position of the Charity and to enable them to ensure that the accounts comply with the Charities Acts. 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. The Trustees confirm that the accounts comply with current statutory requirements and those ofthe Charitys trust deed. Approved by the Board ofTrustees on: 20 OLTO 20 Z LP And signed on Its behalf by: Martyn Broughton FCMA Trustee and Treasurer
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trustees Haddenham Beer Festjvals Trust On accounts for the year ended 31 December 2023 Charlty no (if any) 1136844 Sot out on pages of2 I report to the trustees on my examination of the accounts of the above charity (Ihe Trust.) for the year ended Responslbilities and basls of report As the charlty's trustees. you are responsible for the preparatlon of the accounts in accordance with the requirements of the Charities Act 2011 (Ihe Acr). 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 examlnatlon, I have follow8d all the applicable Directions gNen by the Charity Commission under section 145(5)(b) of the ACL Independent I have completed my examination. I confirm that no material matters have examlnerfs statement come to my attention in connection with the examinatlon whlch glves me cause to be118V8 that In, any material respect" the accounting records were not kept in accordan with section 130 of the Charities Act; or the accounts dld not accord wlth the accountlng record8. I have no concems and have come across no other matters in connection wlth the examination to whlch attention should be drawn In thls report In order to enable a proper understanding of the accounts to be reached. Signed: Date: 1111012024 Name: Laura Herbert, Whitley Stimpson Limited Relevant professional qualificatlon(s} or body (If any): ACCA Addre88: Claremont House, 1 Market Square, Bicester, Oxon, OX26 6AA IER Oct 2018
Section B Disclosure Only complete rf the examiner needs to highlight material matters of concem (see CC32. Independent examlnatlon of charity accounts: dlrectlons and guldance for examiners). Give here brief details of any items that the examlner wlshes to dlsclose. IER Oct 2018
Recei ts and ments accounts CC16a For the perfod r rJli'Jii 01-jan-23 31-Dec-23 Section A Receipts and payment: Unrestrlcted fund8 to tho Mareot Restrlctod funds Endowment fundg Total funds Last y•ar to tha noaragt £ to the n•ar•gt £ to the nèarèst £ tr* th• n•ar•st £ A1 RecAlpts Summerfe5t2023 WnterFesl 2023 Summgr Festlval nterFest 120,305 22,295 96,849 ,12 120.305 22,295 96,849 114,815 92,675 Net FuTha Flalsl ng Inccffn• Other I ncome 5,496 26,174 5.496 26.174 90 16.525 2,766 Sponsorshlp & Donatlons mber6 Qub Income Sub total(Gross income forAR) A3 Payments 49292 49,292 32,406 General 2,585 25.841 400 85 25,841 1,760 6.479 Grants Pald Fulure Event5 {Non Refund Dep081t) Sub total 28,826 8.239 Net of recelpts/(payments) A6 Cash funds last year end Cash funds this year end 24, 67 28.200 52,367 52,367 71833 72, Section B Statement of assets and liabilities at the end of the period Unrestrfcted Restrfcted funds funds to Jwest £ to nearest £ Endowment funds to nwest £ Categories Details B1 Cash funds Uoyds Bank Ojrrént kcount Lloyds Bank ljoposll Account Lloyds Bank Recoipts Account tro Bank 5.009 24,659 43,160 Total cash funds 72.833 carrt(8) ljl Furnl to whlch rolate UIR FurKI¥ Amourt 4 Whnd Details Grants agre1 btrt rKrt Pald Audrt Fee B5 Llabllltles 23,738 2,160 693 Vvhen ¢lalmed Crymplete Audlt PPUPRS Muslc Ucences lor 2023 Signed by one or two trustees on behalf of all the trustees Prrit Name Date of approval Matyn Broughton D8vld Flnch