Trustees’ Report 2023
Governance, Management and Finance
The Board of Trustees of the Hebridean Sheep Society CIO held three meetings over the year to oversee the running of the organisation. Two meetings were held by video conferencing and one was a hybrid meeting (face-to-face with video conferencing access for those unable to attend). With trustees spread over a wide geographical area, video conferencing saves on travelling time, minimises our carbon footprint and ensures that more of our funds can be directed towards our charitable objects.
In terms of governance, the Board introduced two new policies. (All our policies are available to view by members and the public on our website). The Conflicts of Interest Policy aims to ensure that Trustees’ interests are declared and minuted before the start of each meeting so that they do not influence decision making. The Awards Policy formalises the new awards presented in recognition of the huge contribution to the preservation and maintenance of the breed made by those members who have been registering Hebrideans for more than 25 years or who have otherwise made an outstanding contribution to the Society and the breed over an extended period.
To keep track of the trophies that the Society owns and which are presented at various shows and sales, the Trustees agreed that winners should sign a receipt form when they receive a trophy. Many agricultural show societies no longer hand out their trophies because of the cost of insuring them against damage or loss. This is a great shame and the Trustees would like to ensure that our trophies continue to be in circulation.
The Board also updated the Data Protection Policy to restrict the use of membership data by Trustees to situations which have been approved and minuted by the Board. Such access is generally for sending out emails to all members.
The Reserve Funds Policy was updated to increase the sum held in reserve given the rate of inflation since the last figure was agreed. The finances of the Society are in a sufficiently strong position to make this possible. Sales of merchandise provide a source of income on top of the fees received from registrations, transfers and membership subscriptions. Our annual accounts have been independently examined by Graham Robbins, to whom we are again indebted for carrying out this task pro bono .
The Trustees plan to look at registration data by region to monitor the success of promotional activities and make sure monies and effort are well spent.
Promotion and Education
A number of well-attended and successful social/educational events for members and others wanting to find out more about the breed were held:
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The Winter Gathering for members and interested guests took place in the Scottish Borders, courtesy of Jonathan James with his Slipperfield Flock with Darren Cassie leading a session on stock selection for breeding and showing.
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A Pre Christmas Gathering took place in Warwickshire, courtesy of Katy Tunstall and Michael Mansell with the Munro Flock and Dale Huddlestone with his Revel Flock.
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The Summer Event arranged by David Braithwaite and Eric Medway was held at the Escrick and Harewood Estates, both of which have had Hebridean sheep for many years. The emphasis was on demonstrating the benefits of Hebrideans for conservation grazing.
The Trustees organised a webinar with Professor Andrew Fleming on the origins of Hebridean Sheep following his article ‘Hiding in plain sight: St. Kilda’s other race of ancient sheep’ published in the Agricultural History Review , 20 (2), 2022. This event was open to members of the public as well as Society members.
The Trustees have started using an on-line event management service to promote and manage attendance at events such as this webinar. The service is free for events that are themselves free, as are most Society events. Together with the online flock return, video-conferencing, a regularly updated website and an increasing use of social media to reach out to members and the general public, the Society is keeping its interactions up-to-date.
The shows this year were well supported with particularly large classes at the Staffordshire Show, Great Yorkshire Show, Royal Highland and the National Show. The HSS National Show was held this year at the Royal Lancashire Show and, despite the atrocious weather, the Trustees plan to have this as our regular third venue for our National Show; the Border Union and Royal Three Counties being the other two venues. This gives a good geographical spread allowing as many members as possible to attend our National Show.
The shows are an important shop window for our breed and provide the Society with lots of opportunity to explain the virtues and capabilities of Hebridean sheep to the wider public. It is encouraging to see classes for Hebrideans staged at more local shows, such as Malton and Dalkeith. This is due to the efforts of our exhibitors who have entered Rare and Minority breed classes in sufficient numbers to encourage the show organisers to hold separate Hebridean classes.
A special mention must be made here of our Trustee in charge of events south of the border, Darren Cassie, who once again has attended many, many shows this year (even more than last year), flying the HSS banner and sharing the experience with us on social media. North of the Border thanks go to Jonathan James who has had the new stand on display at the Royal Highland Show, the Black Isle Show, the Border Union, the Scottish Smallholder and Grower Festival (with help from Elizabeth Jack)
and together with Jeff Moore and Jack Cuthbert arranged for new bloodlines of registered sheep to be forward at the Dingwall sale. In Wales, the stand, with sheep provided by Nicky Mason, was at the Royal Welsh Spring Festival where the Hebridean classes had a good entry.
Monitoring the Breed
There has been an increase in registrations after a few years of steady numbers. This is a very welcome change. More of these registrations are now made on-line via Grassroots.
Trustees are constantly seeking new opportunities and markets for the breed by demonstrating its increasing relevance to the commercial sector at a time when financial margins are tight.
Informing Breeders
Print publications remain the popular format for our yearbook, The Black Sheep , the Handbook, which has details of the national and individual member’s flocks, and The Black Book , which is the flock book. The bi-annual newsletter, The Blackboard , is emailed. Breeders can also ask questions using the HSS Facebook Forum and can contact Trustees using HSS email.
Helen Arthan Chair
Approved at AGM 15 October 2023
HEBRIDEAN SHEEP SOCIETY ACCOUNTS 2022-2023
General Account 2022-2023 Trading Account
Income
| Trading Account Income |
||
|---|---|---|
| Subscriptions | 11125.00 | |
| Books | 234.46 | |
| Calendars | 251.00 | |
| Other Merchandise | 570.50 | |
| summer event | 0.00 | |
| Interest | 2.11 | |
| adverts | 100.00 | |
| donations | 151.00 | |
| payment error | 145.00 | corrected next year |
| regs paid to general acc | 628.00 | |
| regs repaid to regist acc | -624.00 | |
| 12583.07 | 12583.07 |
Expenditure
| Postage Stationery Members' Handbook Black Sheep yearbook Trustees Meetings Meetings Travel Honorarium -Secretary Honorarium -Treasurer Breed promotion Catering subscriptions Adverts Merchandise Calendar Printing Summer event costs Winter Event costs Website/ISP Judges Expenses Event insurance Other travel Presentations Monthly Bank Charges Excess Expenditure Bank Reconciliation Opening Balance Expenses Receipts Closing Balance |
1009.04 277.49 449.00 762.00 103.17 87.60 1593.37 1593.37 6543.41 230.09 360.00 684.00 611.79 216.00 0.00 81.80 360.66 134.40 134.24 787.80 50.00 73.25 16142.48 -16142.48 -3559.41 427.08 - 22766.48 - 22339.40 22657.07 317.67 |
|---|---|
HEBRIDEAN SHEEP SOCIETY ACCOUNTS 2022-2023
| Bank at 31/03/22 o/bal trans in trans out less c/bal difference |
317.67 427.08 9450.00 9877.08 -6000.00 |
317.67 427.08 9450.00 |
|---|---|---|
| 3877.08 -317.67 3559.41 |
| Registration Account 2022- 2023 Trading Account Expenses itemised sub- totals Postage 598.05 Stationery 468.90 Computer costs 171.08 Internet fees 356.00 Ketchum/Shearwell Eartags 0.00 Flockbook Printing 836.00 Rosettes 119.51 Registration Sec. Honorarium 3397.80 Grassroots Fees 889.20 Mileage 0.00 Bank Charges 77.00 Melton Sale Contribution 50.00 mobilephone (logging in to Bank A/c 28.00 sundry 62.70 7054.24 -7054.24 Receipts Registration, transfers etc 10297.00 Interest 0.84 10297.84 10297.84 3243.60 Gold account interest 162.98 162.98 10460.82 Excess Income 3406.58 |
Registration Account 2022- 2023 Trading Account Expenses itemised sub- totals Postage 598.05 Stationery 468.90 Computer costs 171.08 Internet fees 356.00 Ketchum/Shearwell Eartags 0.00 Flockbook Printing 836.00 Rosettes 119.51 Registration Sec. Honorarium 3397.80 Grassroots Fees 889.20 Mileage 0.00 Bank Charges 77.00 Melton Sale Contribution 50.00 mobilephone (logging in to Bank A/c 28.00 sundry 62.70 7054.24 -7054.24 Receipts Registration, transfers etc 10297.00 Interest 0.84 10297.84 10297.84 3243.60 Gold account interest 162.98 162.98 10460.82 Excess Income 3406.58 |
Registration Account 2022- 2023 Trading Account Expenses itemised sub- totals Postage 598.05 Stationery 468.90 Computer costs 171.08 Internet fees 356.00 Ketchum/Shearwell Eartags 0.00 Flockbook Printing 836.00 Rosettes 119.51 Registration Sec. Honorarium 3397.80 Grassroots Fees 889.20 Mileage 0.00 Bank Charges 77.00 Melton Sale Contribution 50.00 mobilephone (logging in to Bank A/c 28.00 sundry 62.70 7054.24 -7054.24 Receipts Registration, transfers etc 10297.00 Interest 0.84 10297.84 10297.84 3243.60 Gold account interest 162.98 162.98 10460.82 Excess Income 3406.58 |
Registration Account 2022- 2023 Trading Account Expenses itemised sub- totals Postage 598.05 Stationery 468.90 Computer costs 171.08 Internet fees 356.00 Ketchum/Shearwell Eartags 0.00 Flockbook Printing 836.00 Rosettes 119.51 Registration Sec. Honorarium 3397.80 Grassroots Fees 889.20 Mileage 0.00 Bank Charges 77.00 Melton Sale Contribution 50.00 mobilephone (logging in to Bank A/c 28.00 sundry 62.70 7054.24 -7054.24 Receipts Registration, transfers etc 10297.00 Interest 0.84 10297.84 10297.84 3243.60 Gold account interest 162.98 162.98 10460.82 Excess Income 3406.58 |
|
|---|---|---|---|---|
| C/Bal Transferred from Gold Account Transferred to Gold Account less O/Bal Gold acc Interest difference |
570.54 -5500.00 -4929.46 8500.00 3570.54 -326.94 3243.60 162.98 3406.58 |
HEBRIDEAN SHEEP SOCIETY ACCOUNTS 2022-2023
Rosettes and Melton fee really belong to General Account but have historically been paid by registration account as I do the ordering
Registration and Gold Accounts Consolidation
| Closing Bal - Reg Acc Closing Bal - Gold Acc Opening Bal Gold Acc Opening Bal Reg Acc difference paid from Gold acc to General acc paid to Gold acc from General acc Difference equals surplus of income |
570.54 21120.54 21691.08 - 21407.56 -326.94 9450.00 -6000.00 |
21691.08 -21734.50 -43.42 3450.00 3406.58 |
21691.08 -21734.50 -43.42 3450.00 3406.58 |
|
|---|---|---|---|---|
| All Accounts Consolidation Closing Bal - Reg Acc Closing Bal Gold Acc Closing Bal Gen Acc Opening Bal Reg Acc Opening Bal Gold Acc Opening Bal Gen Acc Difference Gold acc Interest Excess Expenditure Gen Acc Excess Income Reg Acc Equals difference |
570.54 21120.54 317.67 22008.75 326.94 21407.56 427.08 22161.58 162.98 -3559.41 3243.60 -152.83 |
22008.75 -22161.58 -152.83 |
08 August 2023
Kirkby House SCROOBY Doncaster DN10 6AD
Mrs V C K Mason Hebridean Sheep Society Sycamore House Heatley Lane Broomhall Nantwich CW5 8BA
Dear Mrs Mason
Validation of Hebridean Sheep Society 2023 Accounts
Thank you for forwarding the bank statements, trading sheets, and supporting income and expenditure documentation for the year ending 31 March 2023.
I am happy to validate your record keeping.
I have considered the following points:
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The Society uses three bank accounts (General account CAF 00027345, Registration account CAF 00027346, Gold account CAF 00098422). All documents relating to these accounts are presented. Transactions between the accounts are clearly documented.
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The balances shown at the close of the period on external statements reconcile to the balances in your records. This is a fundamental validation of your figures, and implies that income has been accounted for on a cash received basis; that is, there is no income shown in your accounts which has not been received from membership, registrations, book sales, etc.
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All receipts and expenses, both in total and by category, reconcile to your detailed listings.
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All expenses are documented, with external documents where possible. In addition to the usual checks, I made five checks between your records and primary external documents, chosen at random but concentrating on higher value transactions: First Choice Event Hire £960.00 invoice HEBRIDEANSHEEP/12072022 14 Apr 2022, Triographics Printers £1,211.00 invoice SI-1595 1 Jun 2022, YAS Enterprises 2023 £504.58 invoice HEBRID01 2022 19 Dec 2022, Grassroots annual support £396.00 invoice INV-1064 5 Dec 2022, and Johnsons Printers £836.00 invoice 104675 7 Feb 2023. All external documents were present.
As in previous years, they look like a very well-kept set of accounts.
If I can help in future years, let me know. Thank you.
Best Regards
Graham Robbins 07720 509 683 graham@bawtry.net