# **Alrewas and District Agricultural and Horticultural Society Charity Number: 1178661** **Trustees' Annual Report & Financial Statements for the Period 1 November 2021 to 31 October 2022** # **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 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** : Debbie Wellcomme BA (Hons), (FMAAT) Support Staffordshire, Stafford Civic Centre, Riverside, Stafford, Staffordshire ST16 3AQ ## **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** In July 2022 the Society was able to hold its first annual show since 2019 with both the 2020 and 2021 events having been cancelled as a consequence of the Covid 19 pandemic. Records numbers attended resulting in record takings for admissions charges and the Society achieving its highest ever annual surplus. ## **Activities, Achievements & Performance** The Annual Show was held on Saturday 16th July 2022. On a very warm day the attendance was the highest ever recorded resulting in record takings at the gate. The Show layout saw further revision to provide more exhibitor space and enable visitors to move around the showground more easily. Competitive classes were again well supported including Cattle, Shire Horses, Shetland Ponies, and Horticulture. Exhibitors included a number demonstrating country pursuits and working crafts. There were also a good variety and number of trade stands. The Showground has been maintained during the year with hedge trimming, grass topping, and maintenance works carried out. During the year the Showground is used to support the local agricultural community by the provision of grazing for sheep. It has also been made available for rental to local and other organisations. As a consequence of a highly successful year, the Society achieved a record surplus of £14,030, the substantial majority of which will be added to reserves for future investment in the further development and extension of the Showground. Charitable donations of £500 were made during the year. ## **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 Outstandi1¥ 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 & liabilitie5. Declaratlon The Trustees declare that they have approved the above report and authorised that it be signed on thelr behalf. Signed on behalf of the Trustees of the Alrewas Agricultural & Horticultural Soclety Ric rd Kirkland Chairman Nicholas Kilford Honorary Governance Officer Date of signatures: **Alrewas & District Agricultural & Horticultural Society** Charity Number 1178661 ## **Receipts and Payments Accounts** Year ending 31st October 2022 |**Receipts and Payments Accounts**
Year ending 31st October 2022||| |---|---|---| ||**2022**|**2021**| |**Receipts**||| |Subscriptions|4,190.00|2,145.00| |Show Day Income|32,363.97|1,454.00 (note i)| |Other Income|2,225.02|6,299.41 (note (ii)| |Total Receipts|38,778.99|9,898.41| |**Payments**||| |Show Day Expenditure|20,902.04|1,466.83 (note iii)| |Other Expenditure|3,846.95|7,990.11 (note (iv)| |Total Payments|24,748.99|9,456.94| |**Net Income/Expenditure**|**14,030.00**|**441.47**| |**Assets and Liabilities**||| |**Cash Funds**||| |General Fund|23,179.54|9,149.54| |Contingency Fund|10,000.00|10,000.00| |Development Fund|25,000.00|25,000.00| |Total Cash Funds|58,179.54|44,149.54| |**Other Assets**||| |Show Field at Cost|42,000.00|42,000.00| |**Total Assets**|**100,179.54**|**86,149.54**| |**Bank Reconciliation**||| |Current Account|5,422.91|6,655.25| |Current Account unreconciled payments|0.00|-200.00| |Reserve Account|1,016.11|1,015.14| |Charity Savings Account|51,593.34|36,549.41| |PettyCash|147.18|129.74| |Total held in accounts|58,179.54|44,149.54| NOTE:- The Alrewas Show was staged in July 2022 following two missed years due to the COVID pandemic. As a result the figures for Show Day Income and Expenditure for 2021 are significantly lower than for 2022. Page 1 of 4 ## **Notes to the Accounts** |**Notes to the Accounts**||| |---|---|---| ||**2022**|**2021**| |**Note (i) - Show Day Income**||| |Advertisements|1,770.00|80.00| |Food Hall|720.00|225.00| |Trade & Catering Stands|4,654.00|730.00| |Indoor Trade Stands|484.00|419.00| |Gate Money|20,942.40|0.00| |Classic Cars & Tractors|409.32|0.00| |Cattle|150.00|0.00| |Shetlands|462.00|0.00| |Shires|1,884.00|0.00| |Light Horses|594.00|0.00| |Cookery|174.50|0.00| |Floral Art|55.50|0.00| |Handicrafts|33.25|0.00| |Horticulture|31.00|0.00| |Total Show Day Income|32,363.97|1,454.00| ||**2022**|**2021**| |**Note (ii) - Other Income**||| |Donations Received|133.33|90.00| |Field Rental|1,500.00|0.00| |Gift Aid|231.79|91.50| |Grazing Fees|315.00|700.00| |Investment Income|44.90|69.86| |Other FundraisingEvents Income|0.00|5,348.05| |Total Other Income|2,225.02|6,299.41| Page 2 of 4 ## **Notes to the Accounts (continued)** |**Notes to the Accounts (continued)**||| |---|---|---| ||**2022**|**2021**| |**Note (iii) - Show Day Expenditure**||| |Carnival|275.00|0.00| |Cattle|403.86|0.00| |Children's Arts & Crafts|0.00|126.30| |Classic Cars & Tractors|110.00|0.00| |Commentator|75.00|0.00| |Cookery|162.00|0.00| |Country Pursuits|240.00|0.00| |Floral Art|75.00|0.00| |Gatemen|240.00|0.00| |General Show Day Expenditure|192.48|0.00| |Handicrafts|72.00|0.00| |Horticulture|92.88|0.00| |Hospitality|810.45|0.00| |Hunt Packs|70.00|0.00| |Light Horses|40.00|65.00| |Main Attraction|1,950.00|0.00| |Music & Dance|250.00|0.00| |Other Attractions|1,220.00|0.00| |Other Equipment Hire|377.53|0.00| |PA & Radios|725.00|0.00| |Parking Attendants|150.00|0.00| |Posters & Signs|125.02|0.00| |Printing|716.77|318.40| |Rabbits|100.00|0.00| |Rosettes & Badges|745.52|957.13| |Security|150.00|0.00| |Shetlands|175.00|0.00| |Shires|2,309.00|0.00| |Skips|508.33|0.00| |Tentage|7,760.00|0.00| |Toilet Hire|600.00|0.00| |Trophies|181.20|0.00| |Total Show Day Expenses|20,902.04|1,466.83| Page 3 of 4 ## **Notes to the Accounts (continued)** |**Notes to the Accounts (continued)**||| |---|---|---| ||**2022**|**2021**| |**Note (iv) - Other Expenditure**||| |Charitable Expenditure - Donations|500.00|0.00| |Other Fundraising Events Expenditure|0.00|5,351.28| |Meeting Expenses|396.70|171.00| |Website Costs|0.00|12.59| |Postage and Carriage|232.05|148.50| |Stationery|44.49|137.53| |Field Maintenance|353.96|237.03| |Mowing and Hedgecutting|216.00|240.00| |Insurance|1,055.91|993.26| |Sundry Expenses|731.66|456.43| |Ambassadors Expenditure|0.00|145.92| |Bank Charges|246.18|26.57| |Independent Examiner Fees|70.00|70.00| |Total Other Expenses|3,846.95|7,990.11| Page 4 of 4 ## Independent Examiner’s Report to the Trustees of ## Alrewas & District Agricultural & Horticultural Society I report on the accounts of the Charity for the year ended 31[st] October 2022. ## **Responsibilities and basis of report** As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the Charities Act 2011 (“the Act”). I report in respect of my examination of the Trust’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 the Trust as required by section 130 of the Act; or 2. The accounts do not accord with those records. 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. **Name** : Debbie Wellecomme BA (Hons), (FMAAT) **Date** : 9/12/22 ## **Signed:** **Address:** Support Staffordshire, Stafford Civic Centre, Riverside, Stafford, Staffordshire ST16 3AQ