REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 AUGUST 2020 FOR DERBY BOOK FESTIVAL (A Charitable ILorpOrated Oryanisatioll) Registered Charity Number: 1159763 Dains LLP Chartered A¢¢DUlltants Charlotte Hou8e Stsnier Way Derby DE216BF
DERBY BOOK FESTIVAL (A Ch#ritablc In¢orporr4t¢d Organisation) COiYfENTS OF THE FINANCLIL STATEMENTS FOR THE YEAR ENDED 31 AUGUST 2020 Page Reference and Administrative Information Report of the Trustees 214 Independ¢nt Examiner's R¢port Statement of Financial Activities Balance Sheet Notes to the FiTVdncial Statements 8111
DERBY BOOK FESTIVAL (A Charitable In¢orporated Organisation) Reference Administrative Information Charity Number.. 1159763 Corr¢spondence Address.. 13 Lavender Row Darley Abbey Derby DE22 1 DF Trustees.. Andrew Flack Elizabcth J Fothergill CBE Llsa b Rtcliards Profcssor Keith A J McLay Adatn L Buss Narinder K Sharn)a Jenny M Denton Fiona M K Apihorpe Katherine Henshaw Independeni Examiner: Adam Dominey FCCA ADS ALcountancy Limited B¢zant House Bradg&te Park View Chellaston Derby DE73 5UH Accountant Dains LLP Chartered Accounta]its Charlolte House Stanier Way Derby DE216BF Bankers". HSBC Bank plc I St Peter's Ststet Derby DEI 2AE Page I
DERBY BOOK FF,STIVAL (A Ch&rit*ble Incorporated Organis#tiDn) Report of the Trustees for the year ended 31 August 2020 The Trustee.q are pleased to present their report together with the Financial Stat¢m¢nis of the Charity for the year ended 31 August 20?0. The Trustees have adopted the provisions of the Statcment of Recommended Practice {SORP 2015 FRSI 02) in preparing the anni report and financial state¥nents for the Charity. The referen¢¢ and administrative inforn)ation set out on page I fom)s part of this report. Structure Governance and Management Governing Documertt Derby Book Festival is a Charitable Ineorporated Organisation (CIO). which was registered with the Charity Commission on 5 January 2015. Its governing document is a constitution dated 3 Septemlxr 2014. Membership The members of the CIO alt its Trustees. In the event of th¢ Charity being wound up members hav¢ no liability to contribute to its assets and no personal liability for settling its debts and liabilities. Reernitmen¢ alld Appointmenl of Trustees The constitution provides for the appointment of a minimum of three and a maxiiiium of twelve trustees. Trustees are appointed by r¢solution at a tneeting of the Trustees. All Trustees are appointed to serve for a period of three years. In selecting individuals for appointment as appointed charity trustees. the charity Trustees must have regard to the skills. knowledg¢ and experi¢nc¢ needed for the effective administration of the CIO. Trustee Induction and Trainlng When a new Tru5t¢e is apwinted they provided wilh a pack which contains: a copy of the CIO constitution. a copy of the most ent Annual Report and Accounts" eop), Minutes of previous Trust¢¢s' Mcctings. a copy of the Charity Comn)ission Guidance 'The Essential Trustee, and 'Charities and Public Benefit,. Page 2
DERBY BOOK FF,STtVAL (A ChariLgble Illcorpordted Organisation) Report of the Trustses for the yeAr ended 31 Augu# 2020 (Continued) Object5 The objects of the CIO are the advancement of education for the benefit of the public by the promotion of lileratur¢, language and the arts in particular through a book or literature festival in Derby and such other activities as th¢ charity trust¢es shall froin time to time deterniine. Aehievements and PerforniAnee The original aim for 2020 was to deliver two Festivals during the y&qr. Unfortunately. due to the Covid-19 pandemic, neither of these were able lo be delivered. Despite this, the Festival continu¢d lo make progress again and maintained partnerships which have remaind strong and productive. The 2020 programme was Set to be the strongest Festival to date, offering one hundred live events. Due to the pandemic. Ihis Festival had to be quickly reinvented online; setting up online interviews and events and engaging audi¢noes via new tschnology. Despit¢ all of the challenges, the 2020 Festival successes include.. l O virtual events on the Festival's YouTube channel Providing wider geographic reach Production of a Book Quiz with over 600 downloads RKord number of entries for Flash Fiction writing competition includin8 entries from the Royal School for the Delf 6 live, viitual Zoom visits to schools giving 690 pupils across ?3 classes opportunity to meet an author aiid illustrator Twice weekl), slots on BBC Radio Derby discugsing Ixioks Two thousand poety posl¢ards sent to isolated and vulnerable people FIDanelal Rèview (including reserves policy) Reseryes at the 31 August ?020 totalled £37,658. This falls within the range agreed by the trustee5. Risk Review Th¢ Trustees have examined the major internal and external risks which the charity faces and confirn) that systems and procedures are in plaL'¢ to Tnitigate eKFM)sure to major risks. Page 3
DERBY BOOK FESTIVAL (A Cbaritable Intorporated Organisation) Report of the Trusleey for the year ended 31 August 2020 (Continued) Public Benefii The trustee5 confirm that they have referred to the guidance contained in the Charity Cornmis8ion'8 genernl guidancc on public ben¢fil when reviewing the charity's aims and nbjeetiVC.4 2nd havc complied with their duti¢s under the Charities Act 2011. The public benefit provided by the Charity include: promoting artistic appreciation bringing a diverse and high quality range of authors and artists to Derby audiences The beneficiaries are all members of th¢ public and access is enabled AS follows- through concessionary tlcket schenies all areas of the festival ar¢ wh¢¢lchair ac¢¢ssible. Statement of trustses, respollsibilitie5 The trustees are reswjnsible for preparing the Trnstses, Annual Report and the financial statements in accordance with applicable law and United Kingdom Accounting Siandards (Uniied Kingdom G¢n¢rally Accept¢d Accounting Praeti¢¢). The law applicable to charities in England & Wale5 requires the trustees to prepare financial statements for e&ch financial ycar ivhich give a true and fair view of the state of affairs of the charity and of the incoming resourc¢s and application of resources of the cELarity for that period. In prepIllg these financial statements, the trustees are required to.. select suitsble accounting poli¢i¢s and then apply them consistently; observe the methods and principles in the Charities SORP2015 (FRSIO")- ake judgernents and estin]ates that are reasonable prudciit. statc whether applicable a¢counling standards have been followed, subject to any material departure5 diwlos¢d and ¢xplained in the financial stat¢ments' prepare the financial statements ihe goiiig concern basis unless it is inappropriate to pr¢sume th&t the charity will continue in operation. The irustees are responsible foy keeping proper accounting records that disclose with reasonable &ccuracy at any time the financial position of the charity" and enable them to ensure that the financial statements omply with the Charities Act 2UI l. the Charili¢s (AccOnts and Reports) Regulations ?008 and the provibiuns uf the constitution. They are also responsible for s&feguardingthc agscts of the charity, and hence for tsking reasonable st¢ps for the prevention and detection of fraud and other ijTegularities. Approved by the TnteeS on 28 May 2021 and signed on their behalf by.. Lisa Richards Tru%tee Page 4
DERBY BOOK FESTIVAL (A Charitabk Incorporat¢d Organisation) Independent Examiner's RepTrrt to the Truslees of Derby Book Festival I report to the charity trustees on iny examination of the accounts ofthe charity fortheyear ended 31 August 2020 which are set out on pages 6 to I l. Responsibilities &nd b&si5 of report As the Charity's truste you are responsible for the preparation of the accounts ill accordance with the requirement of the Charities Act 2011 ('%he Act.). I report in respect of my examination of the charity s accounts carried out under section 145 of the Act and in carrying out my examination I have followed all the applicable Directions given by the Charty Commission UT]der section 145(5Xb) of the Act. IDdep¢nden¢ examiner's ststement I have completed my examination. l ¢onfim) that no mdterial matters have come to my attention in connection with the exarnination giving me cause to believe that in any material r¢specl.' accounting T¢cords were not kept in respe¢t of the charity as required by seetion 130 of th¢ Act; or 2. the accounts do not aecord with those records,. or the accounts do not comply with the appli¢able r¢quiremellts concerniiig the forn) and content of accounts set out in the Charities (Accounts and RcpDrts) Regulations ?008 other than any requirernent that the accounts give a'true and fair view" which is not a matter considered as part of an iiid¥p¥ndeDt examination. I have no concern5 alld have come aeross no other matters in connection with the examination to which att¢nlion should be dramm in this rewrt in order to enable a proper under8tsnding of ili¢ accounts to be reached. Adam Dominey FCCA ADS Accountancy Limited Bezant House Bradgate Park View Chellaston Derby DE73 5UH Date.. v8 /(/ Le*L Page 5
DERBY BOOK FESTIVAL {A ChAritable Ineorporn¢ed Organisation) Statement of Finan¢ial Adivities For the year ended 31 Avgust 2020 Total Total Unlr1eted Unrestritted Funds Funds 2020 2019 Notes Income and endoTrvments from: Donations and legacies Charitable activities.. Ticket sales and hospitality packages Other incoJne from events Total Ineome and endojvments 156,544 209.325 4,713 782 162,039 38,481 10,576 258,382 ExpeDditure on: Charitablc activities Governance costs Total expenditure 127,675 23276 249.625 ?49.6?5 Net in¢omel(expendlture) IA.088 8,757 Re£oneiliAtioll of fllnds Total funds brought forward Total funds carried forward 26,570 37,658 26,570 Page 6
DERBY BOOK FESTIVAL (A Chgritable lllcorporated Organi$4tion) Balonee Sheet as at 31 Augusi 2020 2020 2019 Not Current Assets Debtors Cash al bank and in hand 831 74J73 75204 38,022 51,346 89,368 Creditors: Amounts falling due within one year Net Assets 37 37,658 The funds of ihe Charity: Unrestricted income funds 76,570 These accounts wcre approved by the Trustees on 28 May. 20?! and signed on iheir behalf by'.- Lisa Richards Trust¢ The notes on pages 8 10 1 I form part of these financial statements Page 7
DERBY BOOK FESTIVAL (A Charitable Incorpornted Orianisation) Notes to the finaneiAI statements for the year ended 31 August 2020 Statutory lllforniation Derby Book Festival i5 a charitable incorpornted organisation regist¢red in England and Wales. The address of the Lharity is given in th¢ charity infonnation on p&ge l of thcqc financial Statements. Accounting polieiejj Basis of preparAtion of fillallci41 statements The charity coiistitutes a public benefit entity &s defined by FRS 102. The financial ststement have been prepared in accordance with Accounting and Reporting by Charities- Statement of Recoinmended Practice applicable to charities pr¢pariT]g their accounts in accordance with the Financial Reporting Standard applicable in the UK and Rcpublic of Iretand (FRS 10?) issued o 16 July 2014 (as updated through Update Bulletin I published on ? February ?016), the Financial Reporting Standard appIlb]e Tll the United Kiiigdom and Republic of Ireland IFRS 102) the Charities Act ?01 l and UK Generally Accepted Accounting PrtiCe. Income All incom¢ is inclu(kd in the statement of financial aclivitie5 when the charity has entitlement to the income, certainty of reccipt and th¢ amount can be measured with sufficient reliability. Donated services or facilities. which cojnprise don8ted services, are included in income at a valuation which is an estimat¢ of the fitwicial cost borne by the donorwher¢ the cosl is quantifiable and n]easurable. 2J Expenditure All cxpenditure is accounted for on an accruals basis and has been classifi¢d under heading5 Ihat aggregats all costs relaled tu the category. Expenditure, is recognised where ih¢r¢ is a legal or constructive obligation to make payments to third parties, it is probable that the settlement will be required and the amount of the Obliglon can be m¢asured reliably. Expenditure is classified by activity. Funds Unrestricted funds are incoming reSoUeS receivable for eXndituTe on the general objectives of the Charity. 25 Legal StstU8 ofthe Charlty The charity is a charitabl¢ incorporated organisalioii. the event of the Charity being wound up meTnbers have no liability to contribut£ to its assets and no personal liability for settling its debts &nd liabilities. Page 8
DERBY BOOK FESTIVAL (A Charitable Incorporated Orgonisatioll) Notes to the fiuancial Statements for Ihe year ellded 31 August 2020 {eontinued) Income frnm donations and legaeie5 Unrestricted Ullrestrieted Funds Funds 2020 2019 Arts Council England Charitabl¢ Trusts/Foundatioos Lniversity of Derby Sponsorship Sponsorship Fcstival Funds Donations in Kind (Note 6) DANCOP 63,500 53,580 49,000 10,000 2,(HlO 1,114 28J50 8,VOO 156.544 1,769 68.108 51.998 209,325 Anvdty5is ofexpenditure by activities Dlrect Costs Unrestrieted Unrestricted Funds FMnd8 2020 2019 Event expenditure Marketing Design and branding Engagement Projects- book awards Ellg¢met Projects- shared readin8 7,084 15,673 42,358 35,413 4,000 3.810 864 11503 Engagement Projects- shared writing Engagement Pmjccts- flash fictio Signing and large print Office costs Jnsuran¢¢ Box Office and ticketing Team costs and expenses Books & Tote bags Volunteer costs and trainfftng Project assistant and intem Business planning and evaluation DANCOP 861 680 576 307 823 2.199 3J27 879 1,084 80,701 363 200 5,450 16.707 3.000 6,162 51,998 2?5.967 6,000 127.675 Page 9
DERBY BOOK FESTIVAL (A Cbaritthble Incorporaled OrgaTrisation) Notes to the finanei&l statements for tbe year ended 31 August 2020 (Continued) Analysis of expenditure by activities (continued) 42 Support costs Unrestrided Unrestricted Funds Funds 2020 2019 Independent examiner Legal fees Accountancy Meeting room hire 600 1,150 18,132 3J94 23,276 600 1,150 19.908 23,658 Total ISO,951 249,625 An8lysi8 of Donation5 in Kind Unrestrlcted Unrestricted Funds Fllnds 2020 2U19 Events expenditure Venue hire Marketing Design and branding Website and on-line support Volunteer cost and training Project assistant and intern Business planning and evaluatio Independ¢nt examiner Legal and protession fees Accountsncy Room hire D¢rby College 400 1,700 2,500 6,750 4,000 5.500 15,000 2,000 6,000 600 1.150 19.908 2,000 21Mb 6,(H)O 600 1,150 15,000 3,0 1.000 68,108 28 50 Trustees rnmuneration expenses No remun¢ration directly or indire¢tly out of the funds of the Charity wa5 paid or payable for the year lo any tDJstee or to any person known to be conne¢tEd with any of them. TravelliJJg expenses totalling £Nil (2019.. £Nil} were paid to Nil {2019.. Nil) trnst¢es during the year. Pag¢ 10
DERBY BOOK FESTWAL (A Charitable InCorrated Organis#tion) Notes to the financial statements for the year ended 31 August 2020 (contillued) 7. Related party transactions D¢rby Book Festival have a profit-sh&ring arrangement with DEDA that is in line with a nornial trading relationship. Steph¢n Mumn is A director of Deda and is a former Trustee. Derby Book Festival have a profit-sharingT arrangement with Derby Quad that is in line with a nomiaj trading relationship. Adam Buss is Chief ExUtiVe Officerof Derby Quad and Liz Fothergill is a director. bath are Trustees. During the year there w&$ event income Geldards LLP of £Nil (2019.. £? 000). Ftona Apthorpe is a P&rtner of G¢ldards LLP and also a Trustee. During the year there was event income from Pennine H¢8lth¢are of £Nil {2019: £500). Elizabeth Fothergill is the Chaim)an of Pennin¢ Healthcare and is also a Trnstee. During the year, Dains LLP provide servi$ in kind to the value of £15,600 (?019- £20.508)- Lisa Richards is a partner of Dains LLP and is also a Trustee. 8. Debtors 2020 2019 Grdnt- Arts Council England Trade debtors Other debtors Prepaymeiils 5,850 31,246 926 (96) 926 831 38,022 9. Creditors 2020 2019 Trade creditors Other creditors and accruals 4,133 33,413 3746 7,027 55,771 Page 11