## **Trustees’ Annual Report for the period**
**From 1 July 2020 Period start date To 30 June 2021 Period end date**
## **Charity name:**
## **Charity registration number:**
## **Objectives and Activities**
||SORP reference||
|---|---|---|
|Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|**The objects of the Urchfont Scarecrow**
**Festival Charity are to further such**
**charitable purposes as the Trustees in**
**their absolute discretion may from time**
**to time decide including the preservation**
**and protection of good health, the**
**advancement of education, the**
**advancement of religion and other**
**charitable purposes for the benefit of the**
**inhabitants of the Parish of Urchfont in**
**Wiltshire, primarily but not exclusively by**
**the provision of grants.**|
|Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or services
identified in the accounts.|Para 1.17 and
1.19|**The Public Benefit activities of the**
**Charity are the making of charitable**
**grants and donations to many local**
**organisations. The Trustees ensure that a**
**wide range of local groups receive**
**funding in order that all sections of the**
**community benefit from the Charity.**|
|Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|**The Trustees confirm that they always**
**have regard to the guidance issued by**
**the Charity Commission on public benefit**
**in exercising their powers and duties.**|
## **Additional information (optional)** You may choose to include further statements where relevant about:
SORP reference
||SORP reference||
|---|---|---|
|Policy on grant making|Para 1.38|**Local groups and organisations are**
**encouraged to apply for a donation prior**
**to the annual Scarecrow Festival and**
**decisions on the allocation of funds are**
**taken shortly after the event.**
**The Trustees’ guiding principal is that**
**any grant or donation must fulfil at least**
**one of the Charities key charitable**
**objectives. Recipients must report back**
**to confirm how the grant received by**
**them was spent.**|
||||
|---|---|---|
|Policy on social investment
including program related
investment|Para 1.38|**For the distribution of donations**
**discretion is exercised with a view to**
**maximising the overall charitable benefit**
**within the community and to ensure that**
**a wide range of local groups receive**
**funding.**
**The Charity has three principles when**
**considering grants:**
**1. Self-Reliance. The groups**
**requesting donation should have**
**undertaken some of their own**
**funding.**
**2. Support. The Trustees would**
**expect at least some members of**
**each of the groups to volunteer to**
**assist with the Scarecrow Festival.**
**3. Capital Items. The Trustees will**
**not usually make donations to**
**cover day to day running costs.**
**Groups should be able to cover**
**their own overheads. Funding will**
**be considered, for example, to**
**assist with a project or for the**
**purchase of equipment or other**
**capital items.**
**The Charity invest in equipment required**
**for the effective and efficient organisation**
**of its Festivals.**|
|Contribution made by
volunteers|Para 1.38|**A considerable number of volunteers are**
**required during the three days of the**
**Festival and volunteers are also required**
**to help set up prior to the Festival and**
**take down after the Festival. About 150**
**volunteers, mostly from the village, assist**
**with all aspects of the Festival, the**
**majority whilst the Scarecrow Festival**
**takes place over the first Bank Holiday**
**weekend in May each year.**|
|Other|||
## **Achievements and Performance**
SORP reference
||Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|**Unfortunately, the 2021 Festival had to be**
**cancelled because of Covid 19 Pandemic**
**and it was not therefore possible to**
**undertake any charitable donations, the**
**Charity only holding sufficient funds to**
**set up the next Festival and to pay day to**
**day expenses (such as insurance and the**
**storage of equipment).**|
|---|---|---|---|
## **Additional information (optional)** You may choose to include further statements where relevant about:
|Achievements against
objectives set|Para 1.41|**The objectives were not met because the**
**2021 Festival was cancelled**|
|---|---|---|
|Performance of fundraising
activities against objectives
set|Para 1.41|**There was no fundraising because the**
**2021 Festival had to be cancelled.**|
|Investment performance
against objectives|Para 1.41|**The objectives were not met as the 2021**
**Festival was cancelled.**|
|Other|||
## **Financial Review**
|**Financial Review**|||
|---|---|---|
|Review of the charity’s
financial position at the end
of the period|Para 1.21|**The Charity held in its two bank accounts**
**on 30th June 2021 £17,421.04**|
|Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|**Reserves are held to purchase items**
**required for the following Festival,**
**estimated at up to £16,000. An additional**
**£5,000 is being held to extend a water**
**supply to be adjacent to the main**
**activities on the days of the Festival.**|
|Amount of reserves held|Para 1.22|**Approximately £17,400**|
|Reasons for holding zero
reserves|Para 1.22|**N/A**|
|Details of fund materially in
deficit|Para 1.24|**N/A**|
|Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|**N/A**|
## **Additional information (optional)** You may choose to include further statements where relevant about:
|The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|**The charity’s principal source of funds is**
**the Scarecrow Festival which takes place**
**over the first Bank Holiday weekend in**
**May each year.**|
|---|---|---|
|Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|**As explained above the charity does not**
**hold more funds than are considered**
**necessary for the following Festival.**|
|A description of the principal
risks facing the charity|Para 1.46|**The main identified risks are:**
**1. The charity having to cancel a**
**Festival (as done in 2020 and 2021**
**because of Covid 19 and last done**
**for the Foot and Mouth outbreak in**
**2001) or there is a low attendance**
**because, perhaps, of wet weather**
**when the car parks, kindly**
**provided by local farmers in their**
**pasture fields, might be too wet for**
**vehicular use.**
**2. Risk is an accident or injury to a**
**member of the public, a volunteer**
**or a Trustee. A full health and**
**Safety Risk Assessment is**
**undertaken prior to the Festival.**
**3. Food Hygiene Issue. A Trustee is**
**assigned to overlook this issue in**
**the food tents.**
**4. Traffic problems. Signage is**
**erected throughout the village and**
**attendants at the car parks direct**|
**traffic flow. Many of the Trustees are in wireless contact so all can be made aware if there is, or might be, a problem. Professional medical assistance personnel are in attendance throughout the Festival. The charity has Public Liability Insurance cover of £10m.** Other
## **Structure, Governance and Management**
|Description of charity’s
trusts:|||
|---|---|---|
|Type of governing document
(trust deed, royal charter)|Para 1.25|**A Constitution dated 17th March 2014**
**which replaced the 2010 Trust Deed of**
**the former USFC charity (1134629). The**
**funds and all other assets of the former**
**charity have been transferred to this new**
**charity.**|
|How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|**Charitable Incorporated Organisation**
**(CIO)**|
|Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|**The current Trustees, at a committee**
**meeting, consider any applications or**
**recommendations and confirm their**
**approval to new committee members,**
**who are then confirmed as Trustees.**
**Officers are elected by the Trustees at the**
**AGM.**|
## **Additional information (optional)** You may choose to include further statements where relevant about:
|Policies and procedures
adopted for the induction and
training of trustees|Para 1.51|**The Trustees normally meet**
**approximately once a month, except for a**
**break during the summer. Trustees are**
**assigned an area of responsibility in**
**connection with the Festival and new**
**Trustees are assigned to understudy in**
**order to be able to take over in due**
**course.**|
|---|---|---|
|The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|**The Trustees at their AGM elect a**
**Chairman, Secretary and Treasurer for**
**the forthcoming year. All Trustees give**
**their time voluntarily and receive no**
**remuneration or benefits.**
**The charity does not work with any other**
**charity or organisation.**|
|Relationship with any related
parties|Para 1.51|**None**|
|Other|||
## **Reference and Administrative details**
|Charity name|**Urchfont Scarecrow Festival Charity**|
|---|---|
|Other name the charity uses||
|Registered charity number|**1156450**|
|Charity’s principal address|**19 Manor Farmyard**
**Urchfont**
**Wiltshire**
**SN10 4BA**|
|---|---|
|||
## **Names of the charity trustees who manage the charity**
|1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**|
|---|---|---|---|---|
||David York
Stevens|Chairman|||
||Stephen Hodges||||
||Julie Irene Inglis||||
||Abby Ruth
Osborne||||
||Steven John
Osbourne||||
||Rodney John
Fraser Gillington|Assistant Treasurer|||
||William Pollok
Donald||||
||Paul David Baker||||
||Claire Suzannah
Young||||
||Claire Frances
Charlesworth||||
||Clive Seal||||
||Simon Johnson||||
||Amelia Grace Eady|Secretary|||
||Patcharin Frankel|Treasurer|||
||John Hays Watson||||
||||||
||||||
||||||
||||||
||||||
## – Corporate trustees names of the directors at the date the report was approved
**Director name**
Name of trustees holding title to property belonging to the charity
**Trustee name Dates acted if not for whole year**
## **Funds held as custodian trustees on behalf of others**
|Description of the assets
held in this capacity|**None**|
|---|---|
|Name and objects of the
charity on whose behalf the
assets are held and how this
falls within the custodian
charity’s objects||
|Details of arrangements for
safe custody and
segregation of such assets
from the charity’s own assets||
## **Additional information (optional)**
## **Names and addresses of advisers (Optional information)**
|**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**|
|---|---|---|
|**Type of**
**adviser**
**Name**
**Address**|||
|**Independent**
**Examiner**|**Martin Wingate**||
|**Banks**|Lloyds Bank|Market Place Devizes Wiltshire|
||NatWest Bank|Market Place Devizes Wiltshire|
||||
|**Name of chief executive or names of senior staff members (Optional information)**|||
||||
## **Exemptions from disclosure**
Reason for non-disclosure of key personnel details
## **Other optional information**
## **Declarations**
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
> **Signature(s)** _Rodney Gillington_ **Full name(s) Rodney John Fraser Gillington Position (eg Secretary, Assistant Treasurer Chair, etc) Date 10th April 2022**
||**URCHFONT SCARECROW FESTIVAL CHARITY Registered Number 1156450**|**URCHFONT SCARECROW FESTIVAL CHARITY Registered Number 1156450**|**URCHFONT SCARECROW FESTIVAL CHARITY Registered Number 1156450**|**URCHFONT SCARECROW FESTIVAL CHARITY Registered Number 1156450**|**URCHFONT SCARECROW FESTIVAL CHARITY Registered Number 1156450**|**URCHFONT SCARECROW FESTIVAL CHARITY Registered Number 1156450**|**URCHFONT SCARECROW FESTIVAL CHARITY Registered Number 1156450**|**URCHFONT SCARECROW FESTIVAL CHARITY Registered Number 1156450**|
|---|---|---|---|---|---|---|---|---|
|||||**1st July 2020- 30th June 2021**|||||
||||||||||
|**INCOME**|**2020/2021**|||||**EXPENDITURE 2020/2021**|||
|**Festival**||||||**Miscellaneous**|||
|Front of House||||£0.00||Cleaningteam Exp.|£0.00||
|BBQ||||£0.00||Green Team Exp.|£0.00||
|Bar||||£0.00||Insurance 2021/2022|£1,423.65||
|Teas||||£0.00||Thank You Gifts|£0.00||
|Ice Creams||||£0.00||Office Exp./Maintenance/Misc.|£110.11||
|Ice Cream Cart||||£0.00||||**£1,533.76**|
|Plants||||£0.00||**Food and Drink**|||
|||||**£0.00**||Tea tent Exp.|£0.00||
|||||||Ice Cream Exp.|£0.00||
|||||||Bar Exp.|£0.00||
|**Donations**||||||BBQExp.|£0.00||
|Donation||||£0.00||||**£0.00**|
|||||**£0.00**||**Merchandising**|||
|||||||Pencils/badges/Jewellery/|£0.00||
|||||||Mini Scarecrow Making|£0.00||
|||||||Programmeprinting||**£0.00**|
||||||||||
|||||||**Prizes**|||
|||||||Lucky programme|£0.00||
|||||||Most correct adult|£0.00||
|||||||Children'squiz|£0.00||
|||||||||**£0.00**|
|||||||**Hiring**|||
|||||||Hire of Village Hall|£0.00||
|||||||Hire of Toilet|£0.00||
|||||||Hire of carpak|£0.00||
|||||||Hire of Ambulance|£0.00||
|||||||Hire of storage|£1,800.00||
|||||||||**£1,800.00**|
|||||||**Grants**|||
||||||||||
||||||||||
||||||||||
||||||||||
||||||||||
|||||||||**£0.00**|
||||||||||
|**TOTAL**||||**£0.00**||**TOTAL**||**£3,333.76**|
||||||||||
|OpeningLloyds Balance 1/07/20||£19,754.80|||||||
|OpeningNatWest Balance 1/07/20||£1,000.00|||||||
|Income||**£0.00**|||||||
|Expenditure||£3,333.76|||||||
|**Net Income**||**-£3,333.76**|||||||
|ClosingLloyds Balance 30/06/21||**£16,421.04**|||||||
|ClosingNatWest Balance 30/06/21||£1,000.00|||||||