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2021-08-31-accounts

Charity registration number: 1159763

Derby Book Festival

Annual Report and Financial Statements for the Year Ended 31 August 2021

Derby Book Festival

Reference and Administrative Details
Trustees' Report
Independent Examiner's Report
Statement of Financial Activities
Balance Sheet
Notes to the Financial Statements		 Contents
1
2 to 5
6
7
8
9 to 13

Derby Book Festival

Reference and Administrative Details

Trustees Keith M H Donald
Professor Keith A J McLay
Fiona M K Apthorpe
Lisa E Richards
Sarah R Ward
Elizabeth J Fothergill CBE
Dianne Smith
Katherine Henshaw
Sue Wall
Narinder K Sharma
Charity Registration Number 1159763
Principal Office 13 Lavender Row
Darley Abbey
Derby
DE22 1DF
Auditor ADS Accountancy Limited
Bezant House
Bradgate Park View
Chellaston
Derby
DE73 5UH
Bankers HSBC Bank plc
1 St Peter's Street
Derby
DE1 2AE

Page 1

Derby Book Festival

Trustees' Report

The trustees present the annual report together with the financial statements of the charity for the year ended 31 August 2021.

Objectives and activities

Objects and aims

The objects of the CIO are the advancement of education for the benefit of the public by the promotion of literature, language and the arts in particular through a book of literature festival in Derby and such other activities as the charity trustees shall from time to time determine.

Public benefit

The public benefit provided by the Charity include:

The beneficiaries are all members of the public and access is enabled as follows:

The trustees confirm that they have complied with the requirements of section 17 of the Charities Act 2011 to have due regard to the public benefit guidance published by the Charity Commission for England and Wales.

Page 2

Derby Book Festival

Trustees' Report

Achievements and performance

In 2021 we delivered our first in-person Festival since autumn 2019 having been forced to cancel our 2020 Festivals (spring and autumn) due to the pandemic, although we were able to hold one event in October 2020 for children with our partner venue Deda.

Despite the cancellations, the Festival continued to make plans for a hybrid Festival in 2021 and maintained partnerships, which have remained strong and productive.

Having acquired experience of live streaming and recorded events, our 2021 Festival included these as well as an in-person programme of around 50 events. Due to the on-going situation with COVID, we could not be confident we could deliver in-person events but ultimately our venues opened 10 days before the Festival was programmed to start and we were able to deliver these. We had reduced capacity in venues and stringent health and safety requirements in place. Audiences were inevitably reluctant to return to in-person events and ticket sales were significantly lower than 2019 levels and we were forced to cancel 12 events.

We also started planning our Autumn 2021 Festival.

Despite all of the challenges, the 2021 Festival successes include:

shortlisted for judging by children. The winner was Sophy Henn’s All Kinds of Families.

Financial review

Reserves at 31 August 2021 totalled £30,223. This falls witihn the range agreed by the trustees.

Page 3

Derby Book Festival

Trustees' Report

Risk Review

The Trustees have examined the major internal and external risks which the charity faces and confirm that systems and procedures are in place to mitigate exposure to major risks.

Structure, governance and management

Nature of governing document

Derby Book Festival is a Charitable Incorporated Organisation (CIO), which was registered with the Charity Commission on 5 January 2015. Its governing document is a constitution dated 3 September 2014.

Membership

The members of the CIO are its Trustees.

In the event of the Charity being wound up members have no liability to contribute to its assets and no personal liability for settling its debts and liabilities.

Recruitment and appointment of trustees

The constitution provides for the appointment of a minimum of three and a maximum of twleve trustees. Trustees are appointed by resolution at a meeting 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, knowledge and experience needed for the effective administration of the CIO.

Induction and training of trustees

When a new Trustee is appointed they are provided with a pack which contains:

Page 4

Derby Book Festival

Trustees' Report

Statement of Trustees' Responsibilities

The trustees are responsible for preparing the trustees' report and the financial statements in accordance with the United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice) and applicable law and regulations.

The law applicable to charities requires the trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources of the charity for that period. In preparing these financial statements, the trustees are required to:

The trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act 2011, the applicable Charities (Accounts and Reports) Regulations, and the provisions of the constitution. The trustees are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

The annual report was approved by the trustees of the charity on 27 June 2022 and signed on its behalf by:

......................................... Lisa E Richards Trustee

Page 5

Derby Book Festival

Independent Examiner's Report to the trustees of Derby Book Festival

I report to the trustees on my examination of the accounts of Derby Book Festival for the year ended 31 August 2021.

Responsibilities and basis of report

As the charity trustees of Derby Book Festival you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).

I report in respect of my examination of the Derby Book Festival's accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner’s statement

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

  1. accounting records were not kept in respect of Derby Book Festival as required by section 130 of the Act; or

  2. the accounts do not accord with those records; or

  3. the accounts do not comply with the accounting requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair view' which is not a matter considered as part of an independent examination.

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

...................................... Adam Dominey FCCA ADS Accountancy Limited

Bezant House Bradgate Park View Chellaston Derby DE73 5UH

20[th] June 2022

Page 6

Derby Book Festival

Statement of Financial Activities for the Year Ended 31 August 2021

Note
Income and Endowments from:
Donations and legacies
2
Other income
Total income
Expenditure on:
Charitable activities
Total expenditure
Net expenditure
Net movement in funds
Reconciliation of funds
Total funds brought forward
Total funds carried forward
Note
Income and Endowments from:
Donations and legacies
Other income
Total income
Expenditure on:
Charitable activities
Total expenditure
Net income
Net movement in funds
Reconciliation of funds
Total funds brought forward
Total funds carried forward		 Unrestricted
funds
£
142,338
28,018
170,356
(177,789)
(177,789)
(7,433)
(7,433)
37,656
30,223
Unrestricted
funds
£
156,544
5,495
162,039
(150,951)
(150,951)
11,088
11,088
26,570
37,658		 Total
2021
£
142,338
28,018
170,356
(177,789)
(177,789)
(7,433)
(7,433)
37,656
30,223
Total
2020
£
156,544
5,495
162,039
(150,951)
(150,951)
11,088
11,088
26,570
37,658

All of the charity's activities derive from continuing operations during the above two periods.

The notes on pages 9 to 13 form an integral part of these financial statements. Page 7

Derby Book Festival

(Registration number: 1159763) Balance Sheet as at 31 August 2021

Note
Current assets
Debtors
7
Cash at bank and in hand
Creditors: Amounts falling due within one year
8
Net assets
Funds of the charity:
Unrestricted income funds
Unrestricted funds
Total funds		 2021
£
855
92,697
93,552
(63,329)
30,223
30,223
30,223		 2020
£
831
74,373
75,204
(37,546)
37,658
37,658
37,658

The financial statements on pages 7 to 13 were approved by the trustees, and authorised for issue on 27 June 2022 and signed on their behalf by:

......................................... Lisa E Richards Trustee

The notes on pages 9 to 13 form an integral part of these financial statements. Page 8

Derby Book Festival

Notes to the Financial Statements for the Year Ended 31 August 2021

1 Accounting policies

Statement of compliance

The financial statements have been prepared in accordance with the second edition of the Charities Statement of Recommended Practice issued in October 2019, the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102) and the Charities Act 2011.

Basis of preparation

Derby Book Festival meets the definition of a public benefit entity under FRS 102. The accounts (financial statements) have been prepared under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant note(s) to these accounts.

Going concern

The trustees consider that there are no material uncertainties about the charity's ability to continue as a going concern.

Income and endowments

All income is included in the statement of financial activities when the charity has entitlement to the income, certainty of receipt and the amount can be measured with sufficient reliability.

Donated services or facilities, which comprise donated services, are included in income at valuation which is an estimate of the financial cost borne by the donor where the cost is quantifiable and measurable.

Expenditure

All expenditure is recognised once there is a legal or constructive obligation to that expenditure, it is probable settlement is required and the amount can be measured reliably. All expenditure is accounted for on an accruals basis are allocated to the applicable expenditure heading that aggregate similar costs to that category. Expenditure is classified by activity.

Fund structure

Unrestricted income funds are general funds that are available for use at the trustees's discretion in furtherance of the objectives of the charity.

Legal Status of the Charity

The charity is a charitable incorporated organisation. In the event of the Charity being wound up members have no liability to contribute to its assets and no personal liability for settling its debts and liabilities.

Page 9

Derby Book Festival

Notes to the Financial Statements for the Year Ended 31 August 2021

----- Start of picture text -----
2 Income from donations and legacies
Unrestricted
funds Total
General funds
£ £
Donations and legacies;
Arts Council England 41,500 41,500
Charitable Trusts/Foundations 41,154 41,154
Festival Funds 734 734
Donations in Kind 37,300 37,300
Sponsorship 21,650 21,650
Total for 2021 142,338 142,338
Total for 2020 156,544 156,544
2.1 Analysis of Donations in kind
2021 2020
Note £ £
Events expenditure - 400
Website and on-line support 2,500 2,000
Volunteer cost and training 3,000 200
-
Business planning and evaluation 6,000
Independent examiner 600 600
Legal and professional fees 1,150 1,150
Accountancy 12,600 15,000
Room hire 4,000 3,000
-
Advertising and marketing 5,750
-
Interviewer fees and expenses 1,700
-
Trustees and management operations 6,000
37,300 28,350
----- End of picture text -----

Page 10

Derby Book Festival

Notes to the Financial Statements for the Year Ended 31 August 2021

3 Expenditure on charitable activities

Team costs and expenses
Event expenditure
Marketing
Engagement Projects - book awards
Engagement Projects - shared writing
Office costs
Insurance
Box Office and ticketing
Books and Tote bags
Volunteer costs and training
Business planning and evaluation
Total for 2021
Total for 2020
Team costs and expenses
Event expenditure
Marketing
Engagement Projects - book awards
Engagement Projects - shared writing
Office costs
Insurance
Box Office and ticketing
Books and tote bags
Volunteer costs and training
Business planning and evaluation
Total for 2021
Total for 2020		 Unrestricted
funds

General
£
83,447
27,191
18,248
185
6,843
1,179
937
209
7,664
3,028
6,384
155,315
127,675
Activity
undertaken
directly
£
83,447
27,191
18,248
185
6,843
1,179
937
209
7,664
3,028
6,384
155,315
127,675		 Total
funds
£
83,447
27,191
18,248
185
6,843
1,179
937
209
7,664
3,028
6,384
155,315
127,675
Total
expenditure
£
83,447
27,191
18,248
185
6,843
1,179
937
209
7,664
3,028
6,384
155,315
127,675

Page 11

Derby Book Festival

Notes to the Financial Statements for the Year Ended 31 August 2021

4 Analysis of governance and support costs

Governance costs

Governance costs
Legal fees
Other governance costs
Accountancy
Independent examiner fees
Total for 2021
Total for 2020		 Unrestricted
funds

General
£
1,242
4,000
16,632
600
22,474
23,276		 Total
funds
£
1,242
4,000
16,632
600
22,474
23,276

5 Trustees remuneration and expenses

No remuneration directly or indirectly out of the funds of the Charity was paid or payable for the year to any trustee or to any person known to be connected with any of them.

Page 12

Derby Book Festival

Notes to the Financial Statements for the Year Ended 31 August 2021

6 Taxation

The charity is a registered charity and is therefore exempt from taxation.

7 Debtors

Trade debtors
Otherdebtors
8 Creditors: amounts falling due within one year
Trade creditors
Other creditors		 2021
£
(71)
926
855
2021
£
2,283
61,046
63,329		 2020
£
(95)
926
831
2020
£
4,133
33,413
37,546

9 Related party transactions

During the year the charity made the following related party transactions:

(Fiona Apthorpe is a Partner of Geldards LLP and is also a Trustee.)

During the year there was event income from Gledards LLP of £Nil (2020: £Nil). At the balance sheet date the amount due to/from was £Nil (2020 - £Nil).

(Lisa Richards is a partner at Dains LLP and is also a Trustee.)

During the year, Dains LLP provide services in kind to the value of £13,200 (2020: £15,600). At the balance sheet date the amount due to/from was £Nil (2020 - £Nil).

Page 13

Derby Book Festival

Statement of Financial Activities by fund for the Year Ended 31 August 2021

Income and Endowments from:
Donations and legacies
Other income
Total income
Expenditure on:
Charitable activities
Total expenditure
Net (expenditure)/income
Net movement in funds
Reconciliation of funds
Total funds brought forward
Total funds carried forward		 Total
Unrestricted
Funds
2021
£
142,338

28,018
170,356
(177,789)

(177,789)
(7,433)
(7,433)
37,656
30,223		 Total
Unrestricted
Funds
2020
£
156,544
5,495
162,039
(150,951)
(150,951)
11,088
11,088
26,570
37,658

This page does not form part of the statutory financial statements. Page 14

Derby Book Festival

Detailed Statement of Financial Activities for the Year Ended 31 August 2021

Income and Endowments from:
Donations and legacies (analysed below)
Other income (analysed below)
Total income
Expenditure on:
Charitable activities (analysed below)
Total expenditure
Net (expenditure)/income
Net movement in funds
Reconciliation of funds
Total funds brought forward
Total funds carried forward		 Total
2021
£
142,338

28,018
170,356
(177,789)

(177,789)
(7,433)
(7,433)
37,656
30,223		 Total
2020
£
156,544
5,495
162,039
(150,951)
(150,951)
11,088
11,088
26,570
37,658

This page does not form part of the statutory financial statements. Page 15

Derby Book Festival

Detailed Statement of Financial Activities for the Year Ended 31 August 2021

Donations and legacies
Arts Council England
Charitable Trusts/Foundations
Festival Funds
Donations in kind
DANCOP
Sponsorship
Other income
Ticket sales and hospitality packages
Other income from events
Charitable activities
Team costs and expenses
Event expenditure
Marketing
Engagement Projects - book awards
Engagement Projects - shared writing
Office costs
Insurance
Box Office and ticketing
Books & Tote bags
Volunteer costs and training
Business planning and evaluation
Accountancy fees
Independent examiner's fee
Legal and professional fees
Meeting room hire		 Total
2021
£
41,500
41,154
734
37,300
-
21,650
142,338
17,021
10,997
28,018
(83,447)
(27,191)
(18,248)
(185)
(6,843)
(1,179)
(937)
(209)
(7,664)
(3,028)
(6,384)
(16,632)
(600)
(1,242)
(4,000)
(177,789)		 Total
2020
£
63,500
53,580
1,114
28,350
8,000
2,000
156,544
4,713
782
5,495
(80,701)
(7,084)
(15,673)
(11,503)
(861)
(3,327)
(879)
(1,084)
(363)
(200)
(6,000)
(18,132)
(600)
(1,150)
(3,394)
(150,951)

This page does not form part of the statutory financial statements. Page 16