Alrewas and District Agricultural and Horticultural Society Charity Number: 1178661
Trustees' Annual Report & Financial Statements for the Period 1 November 2023 to 31 October 2024
Alrewas and District Agricultural and Horticultural Society
Trustees’ Annual Report & Financial Statements for the Financial Period from 01-Nov-2023 to 31-Oct-2024
Reference & Administration Details
Charity Details:
Name(s): Alrewas and District Agricultural and Horticultural Society
Number: 1178661
Address: Overley House, Overley Lane, Alrewas, Burton on Trent DE13 7DF
Names of Trustees for the Charity
Richard Kirkland Chairman David Johnson Until 5 May 2024 Pat Green Honorary Secretary Kevin Wilkinson Honorary Treasurer Nicholas Kilford Honorary Governance Officer Tessa Allin Matthew Clive Colin Cox Mandy Brassington Mary Stanbrook Peter Ralley Carol Wedgbury Ian Kirkland Robert Paul Shirley Paul Mark Paul Claire Paul Tina Startin Neale McLaughlin Katie Sparkes Antony Coates Until 6 March 2024 Samantha Johns Stuart Nokes Claire Bell
Names & Addresses of Advisors
The Society’s Bankers are : -
NatWest Bank, 47 Market Street, Lichfield WS13 6LE Lloyds Bank, 22 Conduit Street, Lichfield WS13 6JS
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 2024 the Society held its annual show. This was exceptionally well attended with takings on the gate the highest in the Society’s history. Receipts from the agreement for the regular hire of the Show Field, which the Society entered into in 2023, have seen further growth with this representing more than one third of the Society’s income for the year.
Activities, Achievements & Performance
The Annual Show was held on Saturday 20th July 2024. It was a day of largely good weather with record numbers attending.
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 Show Field has been maintained during the year with hedge trimming, grass topping, and maintenance works carried out.
During the year the Show Field 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 the record takings on the gate, and growth in field rental income, the Society achieved a record surplus of £34,111, almost double that achieved in 2023, the substantial majority of which will be added to reserves for future investment in the further development and extension of the Show Field
Charitable donations of £800 were made during the year.
On May 5 2024, the Society’s Show Director and longest serving Trustee, David Johnson, sadly passed away. The Trustees wish to pay tribute to David for the leading role he played in various roles as a Trustee over very many years.
Financial Review
Statement of the Charity's Policy on Reserves
The Trustees’ policy is to maintain a minimum of £25,000 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 and agreed annually by the Trustees.
Development-The Development Fund sets aside rrKJneyfor the fubjre development and improvement of the SocieVs annual show which is the primaryvehicle for achieving the SoCies objettives. The amount designated is reviewed aThl agreed annually by the Trustees. Partlculars ofAny Outstsndkn8 Gtsar*)tee GhMI by thè Charfty The Trustee5 declare that the Society has given noguarantee where potential liability is outstanding at the date of the ststement of assets & liabilities. Pdrticulars otAny Outstandin8 Debt The Trustees decl?re that the &)ciety has no outstandirg debts which are secured by an express charge on any of the assets of the tharity at the date of the statement of assets & liabÈlities. Declaration The Trustees declare that they have approved the atthiè rewrt and authorised that it be signed on their behalf. Slgned on behalf of the Trustees of the Alrewas Agricultural & Horticultural Society Richard Kirkland Chairman Nicholas Kilford Honorary Governance Officer Date of signatures.. 5 November 2024
Alrewas & District Agricultural & Horticultural Society
Charity Number 1178661
Receipts and Payments Accounts
Year ending 31st October 2024
| Receipts and Payments Accounts Year ending 31st October 2024 |
||
|---|---|---|
| 2024 | 2023 | |
| Receipts | ||
| Subscriptions | 5,405.00 | 4,845.00 |
| Show Day Income | 36,172.21 | 25,891.05 (note i) |
| Other Income | 28,341.35 | 18,107.62 (note (ii) |
| Total Receipts | 69,918.56 | 48,843.67 |
| Payments | ||
| Show Day Expenditure | 28,710.97 | 25,230.98 (note iii) |
| Other Expenditure | 7,096.30 | 5,903.29 (note (iv) |
| Total Payments | 35,807.27 | 31,134.27 |
| Net Income/Expenditure | 34,111.29 | 17,709.40 |
| Assets and Liabilities | ||
| Cash Funds | ||
| General Fund | 17,500.23 | 13,388.94 |
| Contingency Fund | 12,500.00 | 12,500.00 |
| Development Fund | 80,000.00 | 50,000.00 |
| Total Cash Funds | 110,000.23 | 75,888.94 |
| Other Assets | ||
| Show Field at Cost | 42,000.00 | 42,000.00 |
| Total Assets | 152,000.23 | 117,888.94 |
| Bank Reconciliation | ||
| Current Account | 1,525.05 | 8,028.94 |
| Current Account unreconciled payments | 0.00 | 0.00 |
| Reserve Account | 27,538.79 | 1,027.25 |
| Savings Account | 80,923.83 | 66,776.53 |
| PettyCash | 12.56 | 56.22 |
| Total held in accounts | 110,000.23 | 75,888.94 |
NOTE:- During the year the Society's bank and savings accounts were changed. The Current and Reserve accounts were moved from NatWest Bank to Lloyds Bank. The Savings Account was moved from Virgin Money to NatWest. Due to increased income from Field Rental the Development Fund now stands at £80,000.
Page 1 of 4
Notes to the Accounts
| Notes to the Accounts | ||
|---|---|---|
| 2024 | 2023 | |
| Note (i) - Show Day Income | ||
| Advertisements | 2,095.00 | 2,248.00 |
| Food Hall | 1,110.00 | 690.00 |
| Trade & Catering Stands | 6,475.00 | 5,397.50 |
| Indoor Trade Stands | 1,430.00 | 1,270.00 |
| Gate Money | 22,092.70 | 12,785.00 |
| Classic Cars & Tractors | 465.01 | 742.55 |
| Cattle | 0.00 | 100.00 |
| Shetlands | 339.00 | 467.00 |
| Shires | 1,732.00 | 1,527.00 |
| Light Horses | 433.50 | 564.00 |
| Cookery | 0.00 | 100.00 |
| Total Show Day Income | 36,172.21 | 25,891.05 |
| 2024 | 2023 | |
| Note (ii) - Other Income | ||
| Donations Received | 245.00 | 318.24 |
| Field Rental | 25,298.64 | 16,750.00 |
| Gift Aid | 1,016.55 | 707.55 |
| Investment Income | 1,768.16 | 194.33 |
| Miscellaneous Income | 13.00 | 137.50 |
| Total Other Income | 28,341.35 | 18,107.62 |
Page 2 of 4
Notes to the Accounts (continued)
| Notes to the Accounts (continued) | ||
|---|---|---|
| 2024 | 2023 | |
| Note (iii) - Show Day Expenditure | ||
| Cattle | 375.00 | 446.20 |
| Children's Arts & Crafts | 123.69 | 130.47 |
| Classic Cars & Tractors | 142.00 | 116.00 |
| Commentator | 100.00 | 85.00 |
| Cookery | 90.00 | 21.50 |
| Country Pursuits | 180.00 | 60.00 |
| First Aid | 326.40 | 316.80 |
| Floral Art | 50.00 | 40.00 |
| Gatemen | 614.40 | 589.44 |
| General Show Day Expenditure | 389.41 | 557.45 |
| Handicrafts | 40.00 | 40.00 |
| Horticulture | 55.00 | 122.40 |
| Hospitality | 1,741.91 | 1,994.52 |
| Indoor Trade Stands Expenditure | 15.00 | 0.00 |
| Hunt Packs | 0.00 | 70.00 |
| Light Horses | 50.00 | 40.00 |
| Main Attraction | 1,250.00 | 1,026.00 |
| Music & Dance | 250.00 | 250.00 |
| Other Attractions | 1,190.00 | 1,110.00 |
| Other Equipment Hire | 726.00 | 575.52 |
| PA & Radios | 1,041.60 | 811.62 |
| Parking Attendants | 500.00 | 250.00 |
| Posters & Signs | 266.16 | 290.15 |
| Printing | 584.67 | 776.99 |
| Rabbits | 15.00 | 0.00 |
| Rosettes & Badges | 1,209.26 | 1,021.32 |
| Security | 150.00 | 150.00 |
| Shetlands | 198.00 | 164.00 |
| Shires | 1,770.00 | 1,792.00 |
| Skips | 304.00 | 336.00 |
| Tentage | 13,681.67 | 10,627.20 |
| Toilet Hire | 650.00 | 1,370.00 |
| Trade & Catering Stands Expenditure | 55.00 | 0.00 |
| Trophies | 576.80 | 50.40 |
| Total Show Day Expenses | 28,710.97 | 25,230.98 |
Page 3 of 4
Notes to the Accounts (continued)
| Notes to the Accounts (continued) | ||
|---|---|---|
| 2024 | 2023 | |
| Note (iv) - Other Expenditure | ||
| Ambassadors Expenditure | 0.00 | 99.92 |
| Bank Charges | 445.09 | 532.48 |
| Charitable Expenditure - Donations | 800.00 | 500.00 |
| Field Maintenance | 2,459.09 | 1,578.32 |
| Independent Examiner Fees | 100.00 | 100.00 |
| Insurance | 1,174.43 | 1,110.28 |
| Meeting Expenses | 101.55 | 335.49 |
| Mowing and Hedgecutting | 884.80 | 300.00 |
| Other Fundraising Events Expenditure | 0.00 | 0.00 |
| Postage and Carriage | 216.60 | 233.52 |
| Stationery | 38.98 | 135.39 |
| Sundry Expenses | 875.76 | 977.89 |
| Website Costs | 0.00 | 0.00 |
| Total Other Expenses | 7,096.30 | 5,903.29 |
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 31st October 2024.
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:
-
Accounting records were not kept in respect of the Trust as required by section 130 of the Act; or
-
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 : 31/12/24
Signed:
Address: Support Staffordshire, Stafford Civic Centre, Riverside, Stafford, Staffordshire ST16 3AQ