# **Alrewas and District Agricultural and Horticultural Society Charity Number: 1178661** **Trustees' Annual Report & Financial Statements for the Period 1 November 2020 to 31 October 2021** # **Alrewas and District Agricultural and Horticultural Society** # **Trustees’ Annual Report & Financial Statements for the Financial Period from 01-Nov-2020 to 31-Oct-2021** ## **Reference & Administration Details** ## **Charity Details:** **Name(s): Alrewas and District Agricultural and Horticultural Society** **Number: 1178661** **Address: c/o Mr David Johnson, 77 Main Street, Alrewas, Burton on Trent DE13 7AE** ## **Names of Trustees for the Charity** Richard Kirkland Chairman David Johnson Honorary Show Director Pat Green Honorary Secretary Kevin Wilkinson Honorary Treasurer Nicholas Kilford Honorary Governance Officer Clifford Green Tessa Allin Matthew Clive Colin Cox Mandy Brassington Mary Stanbrook Lynne Mason Peter Ralley David Butcher Until 15/06/2021 Carol Wedgbury Ian Kirkland Robert Paul Shirley Paul Mark Paul Claire Paul Tina Startin Neale McLaughlin Katie Sparkes Antony Coates Samantha Johns ## **Names & Addresses of Advisors** ## **The Society’s Bankers are** : - NatWest Bank, 47 Market Street, Lichfield WS13 6LE Virgin Money, Jubilee house, Newcastle upon Tyne NE3 4PL ## **The Independent Examiner is** : Shires Business Services Ltd, 154 Main Street, Alrewas, Burton on Trent DE13 7ED ## **Structure, Governance & Management** ## **Type of Governing Document:** Constitution ## **How the Charity is Constituted:** Charitable Incorporated Organisation ## **Trustee Selection Methods:** New Trustees join the Board of Trustees by invitation of the Board and subject to their nomination being approved by a majority of the Trustees at a meeting of the Board. Trustees appointed by the Board are required to retire at the first Annual General Meeting following their appointment and offer themselves for election. At every annual general meeting one third of the trustees are required to retire by rotation. The Trustees retiring each year are those who have served the longest since the date of their appointment or last re-appointment. ## **How New Trustees are Inducted and Trained:** On or before the date of their appointment all new Trustees are provided with an up to date copy of the Society’s constitution together with a copy of the latest Trustees Annual Report and Financial Statements. ## **Objects** The objects of the Society are to promote improvement in the breeding and rearing of livestock, the invention and improvement of agricultural and horticultural implements and the encouragement of skill and industry in agriculture and horticulture in Alrewas, Staffordshire and surrounding communities by holding an annual show, or by such other means as the Trustees may determine. ## **Statutory Declaration on Public Benefit** The Trustees declare that they have complied with their duty to have due regard to the guidance on public benefit published by the Charity Commission in exercising their powers or duties. ## **Executive Summary** Due to the Covid 19 pandemic the Society’s income for the year was severely curtailed as it was necessary for the annual show to be cancelled for a second successive year. A scaled down event was held in the autumn which was very well attended. ## **Activities, Achievements & Performance** The Annual Show due to be held on Saturday 17th July 2021 was cancelled due to the Covid 19 pandemic. On 4[th] September 2021 a smaller event badged as an ‘Autumn Gathering’ was held as part of a wider programme of events which took place in Alrewas village during that weekend. This proved a huge success with several thousand people attending during the course of the day. A decision was taken by the Trustees to stage the event for the benefit of the local community with no admission charges payable, although subsequently it was necessary to revise this and charge a nominal entry fee in order to comply with local authority licencing requirements. Despite the loss of the Society’s principal source of income as a consequence of the Show cancelation, members again donated their subscriptions and this alongside other secondary income sources enabled a small financial surplus of £441 for the year to be achieved, after covering the costs of the Autumn Gathering. The Showground has been maintained during the year and has been used to support the local agricultural community by the provision of grazing for sheep. No charitable donations were made during the year reflecting the small level of surplus funds achieved. Finally, the Trustees wish to pay tribute to David Butcher’s contribution to the Society over very many years. David, the Society’s President for 2021 and a Trustee for more than 25 years passed away on 15 June 2021. He is sadly missed. ## **Financial Review** ## **Statement of the Charity's Policy on Reserves** The Trustees’ policy is to maintain a minimum of £20,000 in liquid funds at all times. The figure has been set at a level which would allow the Society to maintain its activities for a minimum of two years in the event of either a substantial reduction in income or the occurrence of substantial unforeseen costs. ## **Details of Any Funds Materially in Deficit** The Trustees declare that the Society had no funds which were materially in deficit at the date of the Financial Statements. ## **State of the Charity’s Finances** The Trustees are pleased to report that the Society achieved a financial surplus for the year and remains strongly capitalised with good levels of liquidity. ## **Designated Funds** **Contingency –** The Contingency Fund provides for the circumstance of the annual show being cancelled at the last minute or severely impacted by adverse weather. The amount designated is reviewed annually by the Trustees and agreed at the Society’s annual general meeting. **Development –** The Development Fund sets aside money for the future development and improvement of the Society’s annual show which is the primary vehicle for achieving the Society’s objectives. The amount designated is reviewed annually by the Trustees and agreed at the Society’s annual general meeting. ## **Particulars of Any Outstanding Guarantee Given by the Charity** The Trustees declare that the Society has given no guarantee where potential liability is outstanding at the date of the statement of assets & liabilities. ## **Particulars of Any Outstanding Debt** The Trustees declare that the Society has no outstanding debts which are secured by an express charge on any of the assets of the charity at the date of the statement of assets & liabilities. ## **Declaration** The Trustees declare that they have approved the above report and authorised that it be signed on their behalf. ## **Signed on behalf of the Trustees of the Alrewas Agricultural & Horticultural Society** Richard Kirkland Nick Kilford Richard Kirkland Nicholas Kilford Chairman Honorary Governance Officer **Date of signatures: 1 February 2022** ## **Statement of Independent Examiner** Accounts Year End: 31[st] October 2021 ## **Respective Responsibilities of the Trustees and Independent Examiner** The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under Section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed. It is my responsibility - To examine the accounts under section 145 of the Charities Act - To follow the procedures laid down in the General Directions given by the Charity Commission (under section 145(5)(b) of the Charities Act - To state whether particular matters have come to my attention. ## **Basis of Independent Examiner’s Statement** My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts present a ‘true and fair’ view and the report is limited to those matters set out in the statement below. ## **Independent Examiner’s Statement** In connection with my examination, no material matters have come to my attention which gives me cause to believe that in any material respect: - Accounting records were not kept in accordance with section 130 of the Charities Act or - The accounts do not accord with the accounting records I have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. ## Signed: - Roy Richards Date: - 2 February 2022 Name: - For and on behalf of Shires Business Services Ltd Address: - 154 Main Street, Alrewas, Burton on Trent DE13 7ED **Alrewas & District Agricultural & Horticultural Society** Charity Number 1178661 ## **Receipts and Payments Accounts** Year ending 31st October 2021 |**Receipts and Payments Accounts**
Year ending 31st October 2021||| |---|---|---| ||**2021**|**2020**| |**Receipts**||| |Subscriptions|2,145.00|1,815.00| |Show Day Income|1,454.00|628.00 (note i)| |Other Fundraising Events Income|5,348.05|130.00 (note ii)| |Other Income|951.36|3,735.83 (note (iii)| |Total Receipts|9,898.41|6,308.83| |**Payments**||| |Show Day Expenditure|1,466.83|151.74 (note iv)| |Other Fundraising Events Expenditure|5,351.28|0.00 (note (iii)| |Other Expenditure|2,638.83|5,221.72 (note (v)| |Total Payments|9,456.94|5,373.46| |**Net Receipts/(Payments)**|**441.47**|**935.37**| |**Assets and Liabilities**||| |**Cash Funds**||| |General Fund|9,149.54|8,708.07| |Contingency Fund|10,000.00|10,000.00| |Development Fund|25,000.00|25,000.00| |Total Cash Funds|44,149.54|43,708.07| |**Other Assets**||| |Show Field at Cost|42,000.00|42,000.00| |**Total Assets**|**86,149.54**|**85,708.07**| |**Bank Reconciliation**||| |Current Account|6,655.25|6,210.62| |Current Account unreconciled payments|-200.00|0.00| |Reserve Account|1,015.14|1,015.02| |Charity Savings Account|36,549.41|36,479.67| |PettyCash|129.74|2.76| |Total held in accounts|44,149.54|43,708.07| NOTE:- The Alrewas Show scheduled for 17th July 2021 was cancelled due to the COVID pandemic. A smaller Autumn Gathering took place instead on 4th September 2021. This is reported under Other Fundraising Events Income & Expenditure and detailed in note (iii) Page 1 of 4 ## **Notes to the Accounts** |**Notes to the Accounts**||| |---|---|---| ||**2021**|**2020**| |**Note (i) - Show Day Income**||| |Advertisements|80.00|0.00| |Food Hall|225.00|75.00| |Trade Stands|730.00|413.00| |Working Crafts|419.00|40.00| |Cattle|0.00|100.00| |Total Show Day Income|1,454.00|628.00| |**Note (ii) - Autumn Gathering Income & Expenditure (2021)**||| ||**Income**|**Expenditure**| |Displays - Cars|372.25|| |Displays - Hunt Packs||70.00| |Displays - Country Purstuits||110.00| |Displays - Tutbury Band||200.00| |General - Air Cadets||150.00| |General - Commentator||50.00| |General - Gatemen||180.00| |General - First Aid||336.00| |General - Security||150.00| |Equipment Hire - PA and radios||200.00| |Equipment Hire - Skips||220.00| |Equipment Hire - Toilets||375.00| |Equipment Hire - Generator||80.50| |Equipment Hire - Barriers||13.20| |Tentage, Chairs & Tables||1,600.00| |Heavy Horses|1,514.00|1,530.76| |Outdoor Trade Stands|1,652.50|0.00| |Indoor Trade Stands|352.00|0.00| |Food Hall|100.00|0.00| |Gate Money|1,184.39|0.00| |Donations|172.91|0.00| |Miscellaneous||85.82| |Total|5,348.05|5,351.28| ||**2021**|**2020**| |**Note (iii) - Other Income**||| |Gift Aid|91.50|510.66| |Donations Received|90.00|1,215.00| |Investment Income|69.86|273.67| |Miscellaneous Income|0.00|400.00| |Christmas Meal|0.00|636.50| |Grazing Fees|700.00|0.00| |Field Rental|0.00|700.00| |Total Other Income|951.36|3,735.83| Page 2 of 4 ## **Notes to the Accounts (continued)** ||**2021**|**2020**| |---|---|---| |**Note (iv) - Show Day Expenses**||| |Bands|0.00|0.00| |Carnival|0.00|0.00| |Classic Cars & Tractors|0.00|0.00| |Hunt Packs|0.00|0.00| |Main Attraction|0.00|0.00| |Morris Dancers|0.00|0.00| |Country Pursuits|0.00|0.00| |Other Attractions|0.00|0.00| |PA & Radios|0.00|0.00| |Skips|0.00|0.00| |Tentage|0.00|0.00| |Toilet Hire|0.00|0.00| |Other Equipment Hire|0.00|0.00| |Cattle|0.00|0.00| |Rabbits|0.00|0.00| |Shetlands|0.00|0.00| |Shires|0.00|0.00| |Moorland Ponies|65.00|0.00| |Poultry|0.00|0.00| |Children's Arts & Crafts|126.30|0.00| |Cookery|0.00|0.00| |Floral Art|0.00|0.00| |Handicrafts|0.00|0.00| |Horticulture|0.00|0.00| |Junior Floral Art|0.00|0.00| |Junior Horticulture|0.00|0.00| |Commentator|0.00|0.00| |First Aid|0.00|0.00| |Gatemen|0.00|0.00| |Parking Attendants|0.00|0.00| |Security|0.00|0.00| |Printing|318.40|0.00| |Rosettes & Badges|957.13|0.00| |Posters & Signs|0.00|43.20| |Trophies|0.00|0.00| |Other Marketing & Publicity|0.00|0.00| |Hospitality|0.00|0.00| |Thank You Gifts|0.00|0.00| |Other Show DayCosts|0.00|108.54| |Total Show Day Expenses|1,466.83|151.74| Page 3 of 4 ## **Notes to the Accounts (continued)** |**Notes to the Accounts (continued)**||| |---|---|---| ||**2021**|**2020**| |**Note (v) - Other Expenses**||| |Charitable Expenditure - Donations|0.00|500.00| |Meeting Expenses|171.00|56.00| |Website Costs|12.59|0.00| |Postage and Carriage|148.50|33.55| |Office Stationery|137.53|102.44| |Field Maintenance|237.03|1,676.98| |Mowing and Hedges|240.00|180.00| |Field Supplies|0.00|0.00| |Insurance|993.26|944.44| |Sundry Expenses|456.43|959.20| |Ambassadors Expenditure|145.92|0.00| |Xmas Meal Expenditure|0.00|693.94| |Bank Charges|26.57|5.17| |Audit Fees|70.00|70.00| |Total Other Expenses|2,638.83|5,221.72| Page 4 of 4