OpenCharities

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

2023-08-31-accounts

Ouessant Sheep Society

DEFRA recognised breed society Registered Charity, No: 1195176

Trustees’ Annual Report & Statement of Financial Activity for the Year Ended 31 August 2023

Trustees

Natasha Arthur Sandra Bell (Chair) Julie Bukowczan Susan Hughes Anna Kelly John Kelly Adrian Lloyd Michelle Mcillmurray

Ouessant Sheep Society: Trustees’ Annual Report & Financial Statements

Page 1 of 11

Trustees’ Annual Report & Statement of Financial Activity for the Year Ended 31 August 2023

Contents

Contents Contents
1 Reference and Administration Details............................................................... 3
1.1 Charity Name & Registration ...................................................................... 3
1.2 Charity’s Address ....................................................................................... 3
1.3 Names of the Trustees Who Manage the Charity ......................................... 3
1.4 Names of Advisors & Senior Members of Staff ............................................. 3
1.5 Bank ......................................................................................................... 3
2 Structure, Governance & Management ............................................................ 4
2.1 Type of Governing Document ..................................................................... 4
2.2 Charitable Objects ..................................................................................... 4
2.3 Trustee Selection Methods ......................................................................... 4
3 Activities ............................................................................................................. 4
3.1 Statutory Declaration ................................................................................. 4
4 Achievements & Performance ........................................................................... 4
4.1 Outputs and Outcomes for the Charity’s Beneficiaries.................................. 4
4.2 How the Public Have Benefitted.................................................................. 5
4.3 Trustee Development................................................................................. 5
4.4 Plans for the Future ................................................................................... 5
5 Financial Review ................................................................................................. 6
5.1 Details of Any Funds Materially in Deficit .................................................... 6
5.2 Policy on Reserves ..................................................................................... 6
5.3 Principal Sources of Funding and Outgoings ................................................ 6
5.4 Remuneration of Trustees .......................................................................... 6
5.5 Risk Management ...................................................................................... 6
5.6 Financial Status.......................................................................................... 6
5.7 Statutory Statements on Liabilities.............................................................. 7
6 Statement of Financial Activity .......................................................................... 8
6.1 Report on the Accounts.............................................................................. 8
6.2 Receipts & Payments Accounts for the Financial Year Ended 31-Aug-21 ........ 9
6.3 Notes to the Accounts .............................................................................. 11

Ouessant Sheep Society: Trustees’ Annual Report & Financial Statements

Page 2 of 11

Trustees Annual Report & Statement of Financial Activity for the Year Ended 31 August 2022

1 Reference and Administration Details

1.1 Charity Name & Registration

Ouessant Sheep Society

The charity is a Charitable Incorporated Organisation, registration no: 1195176, registered with the Charity Commission on 14 July 2021.

The charity is registered with HM Revenue & Customs

1.2 Charity’s Address

Germoe Veor, Germoe, Penzance, TR20 9QX

e-mail: info@ouessantsheep.org.uk

website: www.ouessantsheep.org.uk

1.3 Names of the Trustees Who Manage the Charity

Role Appointed Resigned
Natasha Arthur 30 Oct 22
Christine Bamford (Secretary) 14 Jul 21 30 Oct 22
Sandra Bell (Chair) 14 Jul 21
Julie Bukowczan 06 Feb23
Antonia Clements (Chair) 14 Jul 21 25 Nov 22
Nina Dowler (Secretary) 30 Oct 22 31 May 23
Joanne Fulham 17 Oct 21 27 Jun 23
Val Grainger 30 Oct 22 16 Apr 23
Sally Hoppins 12 Jun 22 18 Jan 23
Susan Hughes 14 Jul 21
Anna Kelly 29 Mar 23
John Kelly 06 Feb 23
Adrian Lloyd (Registrar) 14 Jul 21
Michelle Mcillmurray 14 Jul 21
Wendy Thompson 17 Oct 21 26 Mar 23

1.4 Names of Advisors & Senior Members of Staff

None

1.5 Bank

Lloyds Bank, 41-43 South Street, Worthing BN11 3AU

Ouessant Sheep Society: Trustees’ Annual Report & Financial Statements

Page 3 of 11

2 Structure, Governance & Management

2.1 Type of Governing Document

Constitution – based on the Charity Commission’s Association model governing document for a Charitable Incorporated Organisation with voting members other than its charity trustees

2.2 Charitable Objects

As defined in the Ouessant Sheep Society’s Constitution (Governing Document):

The following objects are for the public benefit:

(1) The promotion of agriculture through the conservation and preservation of the Ouessant sheep as a distinctive and viable breed for the benefit of future generations.

(2) To provide a registration and breeding programme for Ouessant sheep and to encourage and promote the improvement of the Ouessant breed.

(3) To advance the education of the public into the attributes and husbandry of Ouessant sheep, improving awareness of the breed and the welfare of its animals.

2.3 Trustee Selection Methods

There must be at least 5 charity trustees. The maximum number of trustees is 11.

In accordance with the Constitution, the existing committee became the first Board of Trustees on the registration of the charity as a CIO. All trustees stood down at the first AGM, on 17 October 2021, to allow election/re-election. In future, one third of Trustees will stand for re-election each year in a ballot of all members of the CIO.

There is one ex-officio Trustee, the Registrar, who is appointed by the Board of Trustees, with the appointment confirmed at the first Trustee meeting after the AGM.

In appointing Trustees due consideration is given to ensuring that the Trustees have, between them, the skills and experience necessary to manage the charity effectively and in accordance with charity law.

3 Activities

3.1 Statutory Declaration

The Trustees of the Ouessant Sheep Society CIO confirm that they have paid due regard to the guidance issued by the Charity Commission on public benefit in deciding what activities the charity should undertake.

4 Achievements & Performance

4.1 Outputs and Outcomes for the Charity’s Beneficiaries

The charity has been in existence since 2005 and, as at 31[st] August 2023, has 225 members, 185 of whom are voting members of the CIO. The national flock book has been maintained throughout the year; it now contains a total of 2750 sheep, 2203 of which are owned by members of the society. There are 2182 sheep in the main register, 27 at various stages of registration in the annex to the flock book and 37 that came through the amnesty registration. There are 504 sheep included that have been notified at birth. 115 sheep were birth-notified and 115 were fully registered in the twelve months to 31 August 2023.

A membership survey was undertaken in 2023 to gain a better understanding of the types of members which showed that there was an even spread between 'pet keepers', 'small scale

Ouessant Sheep Society: Trustees’ Annual Report & Financial Statements

Page 4 of 11

breeders' and the 'larger scale breeders'. The survey also provided further evidence of members’ training and advice requirements which is now being addressed.

In March, two board members attended the International Ouessant Meeting in the Netherlands and produced a report for members. Points discussed included

Plans are being evolved to organise a training course for inspectors, to enable the Society to have its own shows and judges. Measuring devises have been designed and are available for members. A new website is being developed in order to make it easier for members and the public to access information. The Breed Standards Committee has produced a new BS booklet, which is available as a hard copy and will be available on the new society website. Work is on-going to review the Society Rules and Regulation and the Constitution in order to make it simpler and clearer.

4.2 How the Public Have Benefitted.

The Society’s members have continued to bring the breed to the attention of the public through its website and social media platforms and by members showing Ouessant sheep at agricultural shows and similar events. The charity continues to provide support to members by providing information leaflets about the breed and is embarking on a training programme for potential judges. The charity’s website contains information on the breed, husbandry and welfare and contact details for advice and support. Trustees are planning to increase the role of regional representatives to enable more effective support for existing and potential members.

4.3 Trustee Development

In its second full year as a registered charity, the OSS Board has seen changes in its trustee membership and has placed significant emphasis on support for, and education and development of, trustees. Resources – principally those provided by the Charity Commission and Small Charity Support – have been provided to all trustees who are encouraged to participate in development opportunities. Trustee Development is a standing agenda item for the Board.

4.4 Plans for the Future

The Trustees are keen to build on the firm base of the charity’s first year as a CIO and to maintain the momentum of increased membership and greater interest in the breed. The charity plans to support and encourage newly trained inspectors to also train as judges making it possible to have dedicated Ouessant classes at shows. The charity will also encourage more inspectors to be trained by having workshops around the country. In addition, the Trustees will continue to work to reduce the size of the various regions making it easier for members and potential members to receive more effective support. Further on-line information, support and educational resources will be published including access to fleece workshops. The Trustees will investigate new software to replace Grassroots for the Flock Book

Ouessant Sheep Society: Trustees’ Annual Report & Financial Statements

Page 5 of 11

5 Financial Review

5.1 Details of Any Funds Materially in Deficit

The Charity has no funds which are materially in deficit.

5.2 Policy on Reserves

The charity’s Reserves Policy is designed to provide a level of working capital that protects the continuity of the Society’s core work and provides cover for risks such as unforeseen expenditure or unanticipated loss of income. The Society’s core work is assessed as the provision of the online flock book, member services and other resources via the Society website. These services, plus the essentially administration required to support them currently cost around £3,000 per year. As income is mainly derived from subscription and registration fees, the Society is less susceptible to variation in income than charities which depend on fundraising. Unforeseen expenditure is unlikely to exceed £1,000, except in the event of a regional or national outbreak of a notifiable disease when the Society may be called upon to help protect and support the breed. The Trustees therefore judge that the Society must retain minimum reserves of £6,000.

5.3 Principal Sources of Funding and Outgoings

The principal sources of funding are members’ subscriptions, upon which Gift Aid is claimed where applicable, and fees for services provided, principally registration fees. Major outgoings are the delivery of charitable activities, in the form of education and information via the charity’s website and events and the provision of the national flock book, breeding and inspection programmes, and the administration and support of the charity. Administrative costs are kept to a minimum and remain significantly less than the expenditure on charitable activities.

5.4 Remuneration of Trustees

All Trustees act in a voluntary capacity and receive no remuneration or other material benefits from their services to the Charity.

Out-of-pocket expenses necessarily and reasonably incurred by Trustees in promoting the purposes of the Charity are reimbursed at cost.

5.5 Risk Management

The Trustees have considered the major risks to which the charity is exposed. They review those risks regularly and take action to manage them where appropriate. Major risks include a loss of confidence in the charity, resulting in a reduction of donation and fee income, accidental or malicious compromise of IT systems, including the membership database and online flock book, and an epidemic of serious ovine disease. All the charity’s actions are designed to increase trust and confidence in the charity and its management, which will be reinforced by the charity’s recent registration with the Charity Commission and zootechnical accreditation. The Trustees place the highest importance in online security and Data Protection and have invested in the latest versions of software, and use only reputable commercial providers, to maintain the integrity of systems and reduce the risk of compromise.

5.6 Financial Status

Though modest, the Ouessant Sheep Society’s current income from unrestricted donations (subscriptions) and fees for services provided are more than sufficient to meet its outgoings for at least next year.

All the indications are that this will remain the case for the foreseeable future.

Ouessant Sheep Society: Trustees’ Annual Report & Financial Statements

Page 6 of 11

5.7 Statutory Statements on Liabilities

The Trustees declare that:

Approved by the Trustees and signed on their behalf,

Sandra Bell (Chair)

17[th] September 2023

Ouessant Sheep Society: Trustees’ Annual Report & Financial Statements

Page 7 of 11

6 Statement of Financial Activity

6.1 Report on the Accounts

6.1.1 Responsibilities and Basis of the Report

The trustees are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).

The trustees note that, as the charity’s income is less than £25,000, an independent examination of the accounts is not mandated.

The trustees confirm that

  1. accounting records were kept in respect of the charity as required by section 130 of the Act

  2. the accounts presented below accord with those records.

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

6.1.2 Treasurer’s Report

As with previous years, the society accounts have been maintained in Zoho Books on a receipts and payments basis. This report has been compiled using the Charity Commission template for noncompany charities with gross income of £250K or less (CC16a).

Income is broadly in line with forecasts, with lower subscription income being offset by other sources of income through sales of measuring devices, calendars etc. Expenditure is up on previous years through increased expenses for attendance of international meetings and the holding of a number of workshops across the UK.

It should be considered that income through subscriptions will continue to grow steadily over the coming year while expenditure in areas that are beneficial to the society and its members should be encouraged.

I am confident that the charity remains in a very healthy position and continues to grow.

Report Prepared by:

John Kelly Treasurer Date 25[th ] September 2023

Ouessant Sheep Society: Trustees’ Annual Report & Financial Statements

Page 8 of 11

6.2 Receipts & Payments Accounts for the Financial Year Ended 31-Aug-23

6.2.1 Receipts & Payments

Section A Receipts and payments

Unrestricted
funds		 Restricted
funds		 Endowment
funds		 Total funds Last year
to the nearest
£		 to the nearest £ to the nearest £ to the nearest £ to the nearest £
A1 Receipts
Subscriptions 3,631 - - 3,631 4,129
Registrations 929 - - 929 1,307
Gift Aid on Subscriptions 466 - - 466 531
Interest(Bank Accounts) 57 - - 57 1
Other Income 635 - - 635 -
- - - - -
- - - - -
- - - - -
Sub total(Gross income for
AR)		 5,718 - - 5,718 5,968
A2 Asset and investment
sales, (see table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 5,718 - - 5,718 5,968
A3 Payments
AccountingFees 284 - - 284 17
Advertising& Marketing - - - - 67
Bank fees & Charges 189 - - 189 254
IT & Internet Expenses 1,272 - - 1,272 1,456
Administration Expenses 735 - - 735 136
Other Expenses 1,574 - - 1,574 569
Workshops 805 - - 805 1,123
European Meeting 1,167 - - 1,167 -
- - - - -
**Sub total ** 6,026 - - 6,026 3,622
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
**Sub total ** - - - - -
Totalpayments 6,026 - - 6,026 3,622
Net of receipts/(payments) - 308 - - - 308 2,346
A5 Transfers between funds - - - - -
A6 Cash funds lastyear end 13,897 - - 13,897 11,551
Cash funds thisyear end 13,589 - - 13,589 13,897

Ouessant Sheep Society: Trustees’ Annual Report & Financial Statements

Page 9 of 11

6.2.2 Statement of Assets and Liabilities

Section B Statement of assets and liabilities at the end of the period

Categories Details Unrestricted
funds		 Restricted
funds		 Endowment
funds
to nearest £ to nearest £ to nearest £
B1 Cash funds Current Account 1,498 - -
Deposit Account 11,242 - -
PayPal Account 849 - -
Total cash funds 13,589 - -
(agree balances w ith receipts and payments
account(s))		 OK OK
Unrestricted
funds		 Restricted
funds		 Endowment
funds
Details to nearest £ to nearest £ to nearest £
B2 Other monetary assets - - -
- - -
- - -
- - -
- - -
- - -
Details Fund to which
asset belongs		 Cost (optional) Current value
(optional)
B3 Investment assets - -
- -
- -
- -
- -
Details Fund to which
asset belongs		 Cost (optional) Current value
(optional)
B4 Assets retained for the
charity’s own use		 Registrations Laptop Computer 391 150
- -
- -
- -
- -
- -
- -
- -
- -
Details Fund to which
liability relates		 Amount due
(optional)		 When due
(optional)
B5 Liabilities -
-
-
-
-

6.2.3 Approval of the Board of Trustees

The Trustees declare that they have approved the above Annual Report & Statement of Financial Activity.

Signed on behalf of the Trustees

Sandra Bell (Chair)

28[th] September 2023

Ouessant Sheep Society: Trustees’ Annual Report & Financial Statements

Page 10 of 11

6.3 Notes to the Accounts

The financial statements have been prepared in accordance with the Charities Act 2011 Section 133, using the Receipts and Payments basis available to small charities and the Zoho Books accounting software.

Out-of-pocket expenses incurred necessarily, reasonably and incidentally in the course the charity’s activities are reimbursed at cost.

No trustee receives any payments for the services they provide to the charity. In the current financial year the charity employed no staff or external contractors;

d) Fixed Assets

The charity has not purchased and has not disposed of any fixed assets in the current financial year;

Cheques for goods or services purchased, or invoices for goods or services delivered, which are issued prior to the end of the financial year but not appearing in the end of financial year bank statement are reported as outstanding creditors or debtors respectively.

f) Rounding Discrepancies

All amounts are recorded to the penny, but in these accounts are shown as digitally rounded to the nearest pound. This can occasionally result in a total apparently not being the sum of its constituent amounts. All individual amounts, and their totals, are nevertheless correct.

Ouessant Sheep Society: Trustees’ Annual Report & Financial Statements

Page 11 of 11