## **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** Istju 2022. aothJuttÈ2028 INC￿lE20￿lo23 Cè5h Caid MhCell•r￿u5 apanlngteam Exp. RelundoveFch8rgeonrArd I￿￿Tan(e 2022n023 ThankYouGrff5 anintenance/MWReplaceMenl OfficeExpJStaftÉxp fee 870 Frontof £ 9.194.10 £ 4.U67.5 E 4945.08 £ 4.D26. £ s.646.62 £ 15.175A5 £ 1115.20 E 7.72&75 6337.10 £ IL138. 807.89 £ ZfjLSQ É i.1iS.CK) £ 505SO E L020.CK> É 78D 2&20 TeasTeDt 1,59152 156.21 in Bar 8BQTpnl IcÈCrÈams 3,05150 739.89 IcÈtr*m Cayt É ¥¢J&sÈ Other￿1￿ Tpa5tent F. ItÈCreaM EW. rExp. BBQExp. GlnExp 538A6 666.22 10,41&62 6A9&96 1789.78 £ 32269.99 É da,￿￿4 TofalCa5handtsr £ 75,979.43 £ 2i91QQ4 Merthandl Merthandlslfi 5vmup(ard ¥n?chinete5t .￿sh Fr¢JmAirAMbU￿nc￿ Buckets Greert F¥frn UrrhfontNrt6roup IrJllagÈ Hall 2tttskssalÈ LYX21 1.60 £ L9D Tukl PFI￿5 180. GardeThClub 2070 288.( 3.132. 1.250. HlrÈof(aYpak Iieof5tori8E Sewrrty6￿rd 550. É 7.02&LYJ Totsl Grantyoar2022-2023 £ 19.407.35 £ ￿￿735 TOTN TOTAL £ 58.52B.1S openiThBLltydsÈa￿ftCeOll07lIO2I Incomè £ 19.88322 £ 74169.73 IhaYeexa￿l￿edthe5eacC0untsW￿￿1hO papBrs mado libletDrrEeandfoun hemlo￿¢￿[reCt EKpendrture N•tlnc*imè 19,61155 Swed......... 5.11.23 C105ingUuOsÈalance301( £ 39.52471 C)Z • o o 7J J c¢ UJ o o ¢J n 0 0 o in OOthOL+JOO o rx) Oi (o i (D ED IJ *_ G)-xnT- rD O NJ (¥J NJ IPJ V) 2 J OOl*O C> IO O * 88¢J88-88- Q¥ tyJ J rTr) tsJ QD ro (p o ¢yJ 8888888" Istju 1021 . 30thJune Z023 Fe51ival Cash Card aeaTrir%team Exp. Relurvj ovettharyeanL7td tsurantE20W2023 Thankyou Gifts 870.1)) Frontof House TeasTent £ 9.194.10 £ 4IW.50 £ 4y5.08 £ 4￿26. £ 5.64&62 É 15.175.49 £ 3.115.20 É 7.726.75 £ 6337.10 £ IIIXSO Offi￿EX￿ExP 7.89 £ 261.50 >Jmup fee £ i.11S.(K> £ £ l02a￿ £ M.(K) 2&20 159L52 15&21 3ffjL50 £ 1627.46 Gin Bar 88QTent Ice Creams Icecream Cart Nant55ale 9JB&58 Food and Drink Othersale Old stodcsa Totsi Teastent Exp. kecream Ex BaiE f 82265￿ £ +470gA4 10.418.62 6,496.96 2.789.78 Total Cash andcaid £ 75979A3 Gin Exp £ 2QgI¢LfyI Dorwtion5 Surnup card rnachine test .Lash Frorn AIT Ambulan￿ Buckets Green Fam) UrchfontArt Group Village Hall BLth sale Ic2Cream Van Garden Club I.￿21 so1.￿) £ i.(Kk).oJ Tthal Pri￿$ 250fyJ 180. HireofVil&geHal HiTeofToilet HiTÈof cBrpak ￿l￿of￿AnbUra Flireolstordge 3.132.(X> L250.IX) 550.(K> 7.OWJ Grants Total Grantyear2022.2023 £ 19.407.35 £ JgW35 TOTAL . Opening Uoyds Balance 01107IW Income £ 19m.22 £ 78J69.ll £ 58,523.18 I Iwveerdrnit￿j these accountswiththe papers made a*dJable lo mearK5foun hem to bewffect Expenditure Net ittco Closlng Uoyds Bala•￿30/(w3 £ 3952Q C)Z • o o 7J J c¢ UJ o o ¢J n 0 0 o in OOthOL+JOO o rx) Oi (o i (D ED IJ *_ G)-xnT- rD O NJ (¥J NJ IPJ V) 2 J OOl*O C> IO O * 88¢J88-88- Q¥ tyJ J rTr) tsJ QD ro (p o ¢yJ 8888888" Istju 1021 . 30thJune Z023 Fe51ival Cash Card aeaTrir%team Exp. Relurvj ovettharyeanL7td tsurantE20W2023 Thankyou Gifts 870.1)) Frontof House TeasTent £ 9.194.10 £ 4IW.50 £ 4y5.08 £ 4￿26. £ 5.64&62 É 15.175.49 £ 3.115.20 É 7.726.75 £ 6337.10 £ IIIXSO Offi￿EX￿ExP 7.89 £ 261.50 >Jmup fee £ i.11S.(K> £ £ l02a￿ £ M.(K) 2&20 159L52 15&21 3ffjL50 £ 1627.46 Gin Bar 88QTent Ice Creams Icecream Cart Nant55ale 9JB&58 Food and Drink Othersale Old stodcsa Totsi Teastent Exp. kecream Ex BaiE f 82265￿ £ +470gA4 10.418.62 6,496.96 2.789.78 Total Cash andcaid £ 75979A3 Gin Exp £ 2QgI¢LfyI Dorwtion5 Surnup card rnachine test .Lash Frorn AIT Ambulan￿ Buckets Green Fam) UrchfontArt Group Village Hall BLth sale Ic2Cream Van Garden Club I.￿21 so1.￿) £ i.(Kk).oJ Tthal Pri￿$ 250fyJ 180. HireofVil&geHal HiTeofToilet HiTÈof cBrpak ￿l￿of￿AnbUra Flireolstordge 3.132.(X> L250.IX) 550.(K> 7.OWJ Grants Total Grantyear2022.2023 £ 19.407.35 £ JgW35 TOTAL . Opening Uoyds Balance 01107IW Income £ 19m.22 £ 78J69.ll £ 58,523.18 I Iwveerdrnit￿j these accountswiththe papers made a*dJable lo mearK5foun hem to bewffect Expenditure Net ittco Closlng Uoyds Bala•￿30/(w3 £ 3952Q