Egham & Thorpe Royal Agricultural & Horticultural Association Income & Expenditure Account for year ending 31 December 2022 Income Egham show 2022 ExpÈndtturÈ E9hatn Show 2022 Surplus on year £70,072.94 £73,554.88 -£3,481.72 £70,072.94 £7a,072.94 Balance Sheet as at 31 December 2022 2021 £6,700.72 Bank BÈlanc£ (current aeL.I £60,172.66 Bank BHIan (reserve .) Creditois £1.43 Cash in hand 2022 £3,090.86 £60.230.80 £70.(X) £1.43 Belance 8IFopN8rd Icuf¥ent account) Balance BIForwardlre5erve accounll Creditors Cssh in hand Surplu8lDeficit 2022 £86.874.81 £63.393.09 Accounts checker Certificale Hunt Ford & Co IAccoun151 Ll¢J From Ihe book3 and vouGher5 given lo me, I believe that above shows an accurate po811ic of th8 Association 88 al Ihe 31s cember 2022. Sig Date..,. L.J. Ford F
THE EGHAM & THORPE ROYAL AGRICULTURAL & HORTICULTURAL ASSOCIATION
2022 ACCOUNT SUMMARY
| INCOME | 2022 | EXPENDITURE | 2022 |
|---|---|---|---|
| Sponsorship | £20,675.00 | Advertising/Sponsorship | £2,939.25 |
| Gate | £34,960.53 | Gate | £1,683.20 |
| Trade/Craft | £5,220.00 | Insurance | £2,723.25 |
| Showground Entertainment | £2,790.32 | Showground/Carpark | £45,008.11 |
| Horticulture | £93.09 | Arena Entertainment | £5,300.00 |
| Raffle | £1,811.54 | Showground Entertainment | £6,818.80 |
| Membership | £797.00 | Cars | £541.20 |
| Cars | £1,051.00 | Horticulture | £782.52 |
| Animals | £231.00 | Animals | £3,840.79 |
| Barn Dance | £400.05 | Raffle | £102.80 |
| Other | Kiddies Tent | ||
| Catering rebate | £1,075.27 | Music Marquee | £0.00 |
| Bank Interest | £58.14 | Web Hosting | £66.00 |
| TOTAL | £70,072.94 | Garage Rental | £885.60 |
| Trade Refunds | £0.00 | ||
| Volunteer Expenses | £107.25 | ||
| Catering | £325.80 | ||
| President's Lunch | £2,136.00 | ||
| Membership | £294.09 | ||
| TOTAL | £73,554.66 | ||
| SURPLUS | -£3,481.72 |
THE 166[th] YEAR OF EGHAM ROYAL SHOW SATURDAY 26[th] & SUNDAY 27[th ] AUGUST 2023 CADDEY’S FIELD, WHITEHALL LANE EGHAM, SURREY, TW20 9NW
Organised by: THE EGHAM & THORPE ROYAL AGRICULTURAL & HORTICULTURAL ASSOCIATION
TREASURER’S REPORT 2022
The Association started the year 2022 with a bank balance of £6,700.72 in the current account, £60,172.66 in the reserve account and £1.43 in cash. A total of £66,874.81.
We finished the year with £3,090.86 in the current account, £60,230.80 in the reserve fund account and £1.43 in cash, a total of £63,393.09 . A payment of £70, due in 2022, was not made until the start of 2023, therefore has been recorded as a creditor amount.
The income received was £70,072.94 and expenditure was £73,554.66 , a difference of £3,481.72 .
This appears to be a loss, but must be offset against the fact that we paid for the children’s rides in order to deliver the service free at the show – an unprecedented expenditure item which proved extremely popular and which we are confident will result in an increase in visitor numbers in future.
Line by line analysis of the income and expenditure figures are displayed on the screen.
Income
We were lucky to have had beautiful weather on both days of the show, which is reflected in the ticket income. The gate figures are almost £5,000 higher than in 2019. We increased the ticket price slightly and despite concerns about affordability, this did not deter visitors. For the first time, we implemented electronic payments at the gate – an essential gesture given that Covid had reduced so significantly the use of cash in society. This proved a great success.
The sponsorship is boosted by £3,000, as two sponsors had paid us for 2020 in anticipation of our holding a show, and asked us to carry over these funds. Those figures were reported in the 2020 accounts so are not repeated here. Given that due to Covid we were very late in confirming that the show would go ahead, this sponsorship total is an excellent achievement, mainly by Nick.
Income from trade stands was over £2,000 lower than in 2019, for two reasons. Firstly, as the decision to go ahead with the show was taken very late, there was limited time to pursue traders and secondly, the aftermath of the pandemic resulted in trader nervousness and reluctance to invest in face to face selling opportunities.
The Showground Entertainment figure includes takings at the simulator, which again was a great success, dog show entry fees and targeted sponsorship and the fee paid by the ice cream van trader.
The raffle ticket takings were a little disappointing – especially as this figure includes a generous £500 donation from Barclays Bank. This year we plan to sell the tickets more proactively around the ground to increase the takings.
President: Nick Wood-Dow DL Registered address: Chairman: James Doran Egham Royal Show Treasurer: Mary Wildsmith Tel: 07966 826867 C/O Horne, Engall & Freeman LLP Secretary: Jackie Cashen 47a High Street, Egham, Surrey, TW20 9ES Registered charity No: 247399 Website: www.eghamroyalshow.org.uk
THE 166[th] YEAR OF EGHAM ROYAL SHOW SATURDAY 26[th] & SUNDAY 27[th ] AUGUST 2023 CADDEY’S FIELD, WHITEHALL LANE EGHAM, SURREY, TW20 9NW
Organised by: THE EGHAM & THORPE ROYAL AGRICULTURAL & HORTICULTURAL ASSOCIATION
We are grateful to the Egham Residents’ Association for organising the barn dance at short notice – until shortly before the show it had not seemed possible to hold the evening entertainment.
Expenditure
As expected, due to the condition of the economy, nearly all costs increased this year.
Providing contactless payments incurred transaction commissions and card reader costs which we have not had before.
Richard did an excellent job of controlling increases in Central Showground costs, but some unusual costs were incurred. These included replacing plumbing equipment and paying for a dedicated water supply. Our thanks go to Alfie for implementing this for us. Other unusual costs included purchasing wood to repair broken staging, replenishment of wristbands which will last for several years and increased fencing costs for the onsite car park. We also donated £3,500 to Surrey 4x4 in recognition of the excellent service they provide to us. This included management of the new car parking arrangements.
Showground Entertainment covers everything that is not in the arena, such as scurry racing, Punch and Judy, Morris dancing, model marquee plaques, dog show costs. The major cost here was £4,000 to fund the children’s rides.
I note that this year, unlike previous years, there was no cost incurred at all for the live music, thanks to Dennis Brown’s management of the area.
One change to comment on is the closure of the Egham branch of Barclay’s Bank, which used to be so convenient for depositing cheques, colleting hundreds of pounds of coins for the float and storing the large amount of cash safely overnight on the Saturday of the show. I am grateful to Nicholas Smith of Barclays, a long-term supporter of the show, for providing all the float for me and banking the cash the day after the show, and to Nick Jamison for providing the overnight storage service at his office.
President: Nick Wood-Dow DL Chairman: James Doran Treasurer: Mary Wildsmith Tel: 07966 826867 Secretary: Jackie Cashen
Registered address: Egham Royal Show C/O Horne, Engall & Freeman LLP 47a High Street, Egham, Surrey, TW20 9ES Registered charity No: 247399 Website: www.eghamroyalshow.org.uk
THE 166[th] YEAR OF EGHAM ROYAL SHOW SATURDAY 26[th] & SUNDAY 27[th ] AUGUST 2023 CADDEY’S FIELD, WHITEHALL LANE EGHAM, SURREY, TW20 9NW
Organised by: THE EGHAM & THORPE ROYAL AGRICULTURAL & HORTICULTURAL ASSOCIATION
EGHAM ROYAL SHOW TRUSTEES’ REPORT 2022
The main activities of the Egham & Thorpe Royal Agricultural & Horticultural Association, as defined by its constitution, are the planning, organization and management of the annual Egham Royal Show, including raising the necessary finance to run the Show, whilst maintaining sufficient reserves to ensure the future of the Show.
The 2022 Show experienced fine hot weather throughout the weekend, with visitors hunting out every area of shade during the hottest parts of the day, including the Community Marquee and the opportunity to watch the entertainment in the main arena. The good weather attracted a broad cross section of visitors from a wide area, encouraged by the opportunity to spend time outdoors at a traditional bank holiday event with attractions for all ages promoting agriculture and horticulture.
This resulted in good gate takings as shown in accounts. In addition, since the Show introduced a facility to purchase tickets on-line in advance several years ago, this has seen the numbers of prepurchased tickets increasing year on year and contributed an additional value in ticket sales. It was decided to invest some of our reserve in funding free Childrens rides and entertainment as the first show post Covid pandemic as we were not able to hold shows in 2020 & 2021. This could not have been achieved without the continued support of the corporate, local council and individual supporters, including new corporate sponsors, who provided financial and practical support for the Show.
Increasing costs associated with running the Show mean that the management committee are continually looking for ways to reduce expenditure and increase revenue in order to keep it financially secure and to ensure the longer-term future of the Association and of the Egham Royal Show. For this reason, we are grateful for the continued support of our regular sponsors, and we welcomed several major new commercial sponsors in the year.
There has been one significant change in the charity management during the year. Ruchard FrazerMcRobert, who had devoted many years to the Show as Chairman and in other roles, resigned after the 2022 show, replaced by our long-standing management team member responsible for agriculture and livestock James Doran as Trustee and Chairman. Henry Doran has taken over as Show Manager from Richard and we welcome Dennis Brown in a management capacity too aiding the organization of sponsorship and planning for the show.
Egham Royal Show has no permanent staff and is entirely managed and run by volunteers who give up their time to support a valuable and long-established institution in Surrey.
A number of committee members have taken on additional responsibilities to ensure that the Show goes ahead. The committee is working to recruit additional volunteers through local organizations, the local university, and other charitable organizations, to attract new sponsors, and to introduce new features, due to the way that people spend their disposable income and leisure time, it is important that we endeavor to keep the Show true to original purpose and history whilst being relevant to today's audience.
President: Nick Wood-Dow DL Registered address: Chairman: James Doran Egham Royal Show Treasurer: Mary Wildsmith Tel: 07966 826867 C/O Horne, Engall & Freeman LLP Secretary: Jackie Cashen 47a High Street, Egham, Surrey, TW20 9ES Registered charity No: 247399 Website: www.eghamroyalshow.org.uk
THE 166[th] YEAR OF EGHAM ROYAL SHOW SATURDAY 26[th] & SUNDAY 27[th ] AUGUST 2023 CADDEY’S FIELD, WHITEHALL LANE EGHAM, SURREY, TW20 9NW
Organised by: THE EGHAM & THORPE ROYAL AGRICULTURAL & HORTICULTURAL ASSOCIATION
The Trustees and the Management Committee are confident that the level of the Association's Reserves, alongside the work being done to increase the level of corporate support and the initiatives to recruit additional volunteers, will be sufficient to ensure the longer-term future of the Association and of the Egham Royal Show.
The full financial report for 2022 can be seen in the accounts that are part of this combined document. We started the year with £66,874.41 and closed with £63,393.09, we invested from our reserve in increase free entertainment for children as family budgets stretched post pandemic as this is a community event for all.
TRUSTEE MEETING HELD ON WEDNESDAY 20[TH] APRIL 2023
AT 17:00
IN THE BAND HALL, WASPE FARM, EGHAM
Attended by James Doran, Richard Frazer-McRobert, Nick Jamison, Douglas Newton, Mary Wildsmith, Nick Wood-Dow
Review of minutes of November 2021 meeting
It was noted that in paragraph 4, “incorporated charity” should have read “unincorporated charity”.
It was noted that Nick Jamison’s name was incorrectly spelled in the November 2021 minutes
It was confirmed that the reserves policy had been finalised from the draft presented at the November 2021 to trustees’.
Nick Jamison confirmed the suitability of the Trustees’ insurance policy currently in place.
Resignation of Chairman / Appointment of new chairman
Richard handed his official resignation letter to the meeting and was thanked again for all his work for the show. In line with the constitution, chairman James Doran was proposed as a trustee in his place, and will be formally voted in at the management meeting later this evening, Note: appointment was later confirmed at this management meeting the same evening.
Finance update
Mary Wildsmith - Treasurer presented the finance summary as delivered at the AGM, showing expenditure of £73,500 and income of £70,000. The “loss” of £3,500 is offset against the £4,000 spent on funding children’s rides, an initiative which was very popular and is expected to result in more visitors in
President: Nick Wood-Dow DL Registered address: Chairman: James Doran Egham Royal Show Treasurer: Mary Wildsmith Tel: 07966 826867 C/O Horne, Engall & Freeman LLP Secretary: Jackie Cashen 47a High Street, Egham, Surrey, TW20 9ES Registered charity No: 247399 Website: www.eghamroyalshow.org.uk
THE 166[th] YEAR OF EGHAM ROYAL SHOW SATURDAY 26[th] & SUNDAY 27[th ] AUGUST 2023 CADDEY’S FIELD, WHITEHALL LANE EGHAM, SURREY, TW20 9NW
Organised by: THE EGHAM & THORPE ROYAL AGRICULTURAL & HORTICULTURAL ASSOCIATION
- The savings account holds over £60,000 in line with the reserves policy and Mary has ensured that the most advantageous interest rate is being achieved.
Actions on policies
Richard clarified that the charity needs to have in place policies on Safeguarding, Health and Safety, Privacy and a Risk Assessment. Susan Murray – Management Committee member responsible has drafted these already . It was agreed that we will continue to review the policies and formally adopt them. After discussion, it was agreed not to publish them on the website and to request justification from anyone who asks to see them.
Trustees Liability Insurance
Mary Wildsmith explained that she had sought quotations from other insurers in an attempt to reduce the broker charge for the existing Trustees Liability policy. It was agreed that it is safer to remain with the local broker who is familiar with the show, since the potential saving is very small.
It was agreed that a message would be sent to all volunteers reminding them of the sensitivity of discriminating against legal “protected characteristics”. This will ensure that trustees have not been negligent in this regard.
Dates of Future Meetings
We need to meet as a trustee board at least once a year. The next meeting will be held in January 2024 and Mary Wildsmith will propose a date in the next few months.
AOB
Richard Fazer – McRobert handed over his Charity Commission hard copy file to James Doran. James will prepare the CC return for 2022 in October and Richard has offered his help with this. Richard will write and tell the Commission that James has taken over from him, Note: this has been actioned .
As every trustee should have a login for the CC service, James handed out a hard copy of the details to each of the team.
Mary reported that Matthew Jones had informed her that he might not be available to carry out the 2022 finance review. In anticipation of this, James will approach Jane Dorrington and ask her if she could carry out the review. Jane is an experienced treasurer of other charities. Note: An alternative professional accountant Hunt Ford has been since found and engaged to check accounts.
Nick Jamison proposed that Horne Engel Freeman make a sponsorship donation of £500 in 2023, for which he was sincerely thanked. No conditions will be placed on that donation.
| President:Nick Wood-Dow DL | Registered address: | |
|---|---|---|
| Chairman:James Doran | Egham Royal Show | |
| Treasurer:Mary WildsmithTel: | 07966 826867 |
C/O Horne, Engall & Freeman LLP |
| Secretary:Jackie Cashen | 47a High Street, Egham, Surrey, TW20 9ES | |
| Registered charity No: 247399 | ||
| Website: www.eghamroyalshow.org.uk |
THE 166[th] YEAR OF EGHAM ROYAL SHOW SATURDAY 26[th] & SUNDAY 27[th ] AUGUST 2023 CADDEY’S FIELD, WHITEHALL LANE EGHAM, SURREY, TW20 9NW
Organised by: THE EGHAM & THORPE ROYAL AGRICULTURAL & HORTICULTURAL ASSOCIATION
Richard noted that we should keep a formal record of meeting minutes. It was agreed that Mary will ask the charity’s secretary Jacky Cashen if she has such a record, which can be electronic.
Meeting concluded.
James Doran
James Doran - Trustee & Current Chairman
President: Nick Wood-Dow DL Chairman: James Doran Treasurer: Mary Wildsmith Tel: 07966 826867 Secretary: Jackie Cashen
Registered address: Egham Royal Show C/O Horne, Engall & Freeman LLP 47a High Street, Egham, Surrey, TW20 9ES Registered charity No: 247399 Website: www.eghamroyalshow.org.uk