Trustees’ Annual Report for the period
From 1 July 2022 Period start date To 30 June 2023 Period end date
Charity name: Urchfont Scarecrow Festival
Charity registration number: 1156450
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 |
||
|---|---|---|
| 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 | The 2023 Festival was a great success, both in terms of the funds raised for charitable purposes but also in respect of the enjoyment not only by members of the community but also by visitors from many parts of the country. Income from the Festival, including donations, was £78,169.73 (£70,340.03 in 2022). A distribution of £19,407.35 was made during this financial year. |
Additional information (optional) You may choose to include further statements where relevant about:
| Achievements against objectives set |
Para 1.41 | The objective is to raise funds for the benefit of the community - this is considered to be a great success. |
|---|---|---|
| Performance of fundraising activities against objectives set |
Para 1.41 | The income from the 2023 Festival was the greatest income received in the history of the charity. |
| Investment performance against objectives |
Para 1.41 | The investment of the Charity is to raise funds for the benefit of the community. |
| 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 bank account on 1st July 2023 £39,524.77 |
| 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 £20,000. An additional £15,000 is being held to cover rental for storage of equipment and the cost of a new marquee and barbeque equipment. |
| Amount of reserves held | Para 1.22 | Approximately £39,000 |
| 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 previously 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 Stevens | Chairman | |||
| Robert Boyce | ||||
| Simon Veitch | ||||
| Andrew Hinton | ||||
| Steven Osbourne | ||||
| Rodney Gillington | Assistant Treasurer |
|||
| Kenneth Mortimer | ||||
| KayMortimer | ||||
| Paul Baker | ||||
| Claire Young | ||||
| Claire Charlesworth | ||||
| Clive Seal | ||||
| Simon Johnson | ||||
| Amelia Eady | Secretary | |||
| Patcharin Frankel | Treasurer | |||
– 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 None held in this capacity 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)
| Type of adviser |
Name Address |
Name Address |
|---|---|---|
| Independent Examiner |
Andrew Castle | |
| Banks | Lloyds 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
24[th] January 2024
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