2025-12-31-accounts - Stainsby Folk Group

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STAINSBY FOLK GROUP

ANNUAL REPORT AND FINANCIAL STATEMENT FOR THE YEAR ENDED 31 DECEMBER 2025

The name of the charity is Stainsby Folk Group

Registered charity Number: 509610

Registered Address: Stainsby School House, Chesterfield, Derbyshire S44 5RN

Website address: hHps://stainsbyfesKval.org

Charitable ObjecKves:

To educate the public in the arts and in parMcular the art of folk music as a means to promote social jusMce, social cohesion, intergeneraMonal equity and sustainable development by all or any of the following means:

I. The presentaMon of Stainsby Folk FesMval and other events of a similar nature.
II. The advancement of educaMon in the arts, parMcularly among young people and children.
III. The provision of access to the arts and training opportuniMes for the public at large for all those who by reason of their youth, age infirmity or disablement, poverty or social and economic circumstances have need of such opportuniMes.
IV. The promoMon of peace understanding and reconciliaMon between differing social groups.

Our Board of Trustees

The Board of Trustees has overall responsibility for ensuring that the management, policies and strategies are in place to achieve the objecMves of the charity. This involves formal approval of key financial decisions such as the annual budget and annual report.

Trustees serving at the Kme this report was approved

Bob BeZs, Vince Briers, Bethan Ellis, Ashley Gobbi, Chris Ellis, Adele Gillibrand, Mary Cryan, Hugh Ellis, Emma Farndon, Tim Farndon, Kate Gillibrand, Adele Gillibrand, Ian Gobbi, Moby Renshaw, Tony Trafford.

Chair: Hugh Ellis

Vice Chairs: Bob BeHs. Bethan Ellis

Treasurer: Tim Farndon.

Secretary: Chris Ellis

President and Vice Presidents

President: Tony Trafford

Vice Presidents: John Glover, Liz Wilkinson, Dave Whitmore

1.1 Our FesKval

Stainsby folk group has, for almost 60 years, been creaMng access to live music in the former Derbyshire coalfield. The centrepiece of the charity's work is the producMon of Stainsby fesMval which is a three day long greenfield site music event. The fesMval provides an opportunity to experience the very best of the folk music tradiMon from the UK and internaMonally. But the fesMval is unique in providing opportuniMes to parMcipate in music at all levels including the results of our young people's music programme in local schools. The event also provides opportuniMes to enjoy and parMcipate in spoken word events from poetry to poliMcs as well as tradiMonal craa and children's entertainment. The ethos of the fesMval is designed to be kind and welcoming with a strong emphasis on creaMng an inclusive environment.

The producMon of the fesMval creates access to this high-quality arts experience for up to 2000 people in a number of different ways. Those paying full Mcket prices are gaining access to music at approximately one third of the cost of equivalent commercial events. Weekend camping is free and food and drink prices a consciously kept at an affordable level. We also offer a range of free and half-price Mckets for the immediate community and those who cannot afford to pay are welcomed as part of our 600 strong volunteer workforce.

1.2 Our volunteer ethos

We can only offer the unique experience of Stainsby fesMval because of the work and commitment of hundreds of volunteers. It is through the generous donaMon of that Mme and effort that access to the fesMval can remain affordable for some and free for others. The voluntary nature of our event is the foundaMon of the unique experience of Stainsby fesMval; it is about co-operaMon rather than profit making and aims to use the arts to inspire, educate and entertain.

Over the last 10 years the fesMval has become increasingly aware of the very important mental health benefits generated through volunteering at the fesMval and throughout the year. Part of these benefits are about creaMng opportuniMes for connecMon between people which can help address the chronic loneliness that many people experience in modern society. It is about using music and art to explore emoMons through shared experiences. There are also specific mental health benefits which were revealed when volunteers undertook our most ambiMous infrastructure project, the building an oak framed storage barn. During that process we created a safe space where people could express some deep-seated mental health challenges in an atmosphere of acceptance and kindness. We have now made that group a permanent part of our work and they meet regularly on the fields to carry out maintenance work and share their experiences.

1.3 Our commitment to sustainable development

We are conMnuing to deliver the environmental transformaMon of the site which will restore nature and make our event more resilient to severe weather. Our on-going plans set out in our five year land management plan include the restoraMon of a Green Lane as well as other historic hedgerow boundaries and the long-term restoraMon of the wildflower meadow which once existed on the site. We have recently completed the construcMon of a tradiMonal oak frame barn to create resilient storage on the site and begun the replacement of ancient field trees which were removed by opencast coal extracMon in the 1950s. We have begun this work with enthusiasm and by April 2025 we had planted more than 600 hedgerow plants and trees in less than two years.

1.4 2025 Impact Report

This year's festival reflected our successful policy of expanding access to music and the arts through workshops during the event and by placing artists in local schools. As a result the event retains its high reputation for both musical excellence while providing increasing access to children and young people both from the immediate community and across the region.

The commitment of our volunteers was recognised through an award from Derbyshire Volunteer centre which acknowledged the building our new oak frame barn. The festival continues to provide important opportunities, both over the weekend and throughout the year, to address long term mental health problems and social isolation.

As well as these outward impacts we have devoted a great deal of effort to renewing our financial procedures, designing and launching a new website and reviewing our own internal policy. Since we are a small community charity all of these changes represent a significant achievement in securing the long term resilience of our organisation.

The 2026 festival represents an important opportunity to continue to expand our offer to children and young people as well as supporting access to the arts for local people. We will continue to address the infrastructure challenges we have on site and retain our strong commitment to sustainable development and nature through the adoption of our Land Management policy.

TradiMonal word working at the fesMval

1.5 Risk Register

The festival faces three primary risks to its future:

The on-going challenge of finding volunteers willing to offer the kind of time commitment necessary to run a demanding public entertainment event. As a charity we have to ensure we value our volunteers and invest to make their lives as rewarding as possible.
Securing the income streams to ensure we can invest long term in our expanded offer for children and young people. The trustees will need to adopt a clear fundraising strategy for these key charitable objectives.
The impact of climate change and specifically the increase in severe weather in the summer months which will have a major impact on the operation or our event. We have already taken steps to make us more resilient to severe weather but we will need continue to think we can prepare for extreme conditions.

1.6 Public benefit

The work set out in our impact reports demonstrates that the Trustees have complied with the duty in section 17 of the Charities Act 2011 to have due regard for public benefit under the guidance published by the Charity Commission. Our achievements show a strong determination to ensure our charitable objectives remain the foundation of our operational activities.

An encounter with pirates

1.7 Financial review 2025

Overall cash funds

The charity ended 2025 with overall cash funds of £18,189. This is up from £13,518 last year. This increase is in large part due to the receipt of restricted grant monies to cover costs laid out on the barn build in 2024.

Of the total cash funds, £12,111 is unrestricted and £6,078 is restricted.

The 2025 fesKval

The fesMval itself produced a surplus of £154. This figure excludes the agreed extra spending on repairs, workshops educaMon, etc. It’s worth noMng that the total fesMval receipts did not match the overall budget of £58,000 and the surplus is due to an underspend on individual budgets.

Non-revenue spending

Total non-revenue spending on the fesMval (bar repairs, educaMon & workshop seed funding) was £1829. This may be set against on-going receipts from donaMons that totalled £2,506. A deposit of £2,611 for 2026 marquees was paid in this financial year.

Overall spend of unrestricted funds

Taking all unrestricted revenue (fesMval income & donaMons) and all unrestricted spending into account, the charity ran at a deficit of £4,506 this year. It may be borne in mind that this figure includes a deposit paid for 2026 services and extra-budgetary one-off seed funding totalling between them £4120.00. The accounts are aZached as Annex 1.

Reserves

The charity does not operate a reserves policy at this Mme.

Statement of Trustee responsibiliKes

The Trustees are responsible for preparing the annual report and the financial statements in accordance with applicable law and regulaMons. In preparing these financial statements, the Trustees are required to:

a) select suitable accounMng policies and then apply them consistently. b) make judgments and accounMng esMmates that are reasonable and prudent.

The Trustees are responsible for keeping adequate accounMng records that are sufficient to show and explain the chariMes transacMons and disclose with reasonable accuracy at any Mme the financial posiMon of the charity. They are also responsible for safeguarding the assets of the company and hence for taking reasonable steps for the prevenMon and detecMon of fraud and other irregulariMes.

The Trustees confirm that, to the best of their knowledge, the financial report represents a true and accurate descripMon of the charity’s accounts. On Behalf of the Board of Trustees

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1.7 Financial review 2025

Overall cash funds

Of the total cash funds, £12,111 is unrestricted and £6,078 is restricted.

The 2025 fesKval

Non-revenue spending

Overall spend of unrestricted funds

Reserves

The charity does not operate a reserves policy at this Mme.

Statement of Trustee responsibiliKes

a) select suitable accounMng policies and then apply them consistently. b) make judgments and accounMng esMmates that are reasonable and prudent.

The Trustees confirm that, to the best of their knowledge, the financial report represents a true and accurate descripMon of the charity’s accounts. On Behalf of the Board of Trustees

Dr Hugh Ellis Chairperson

Annex8 1 Stainsby Folk Group Receipts & Payments Accounts Year gndgd 3111 December 2025 Ac(x)unts & Ext8m81 Examin8rfs R8POrt Unrestricted Restricted.. Restricted- Restricted.. Barn build Fields Community access 2025 2024 Restated A1.Ro¢èipts Grants Ault Huckn211 PC Isubsidised community tid¢etsl Four winds energy o>operative It 8olsover District Council Derbyshir8 County Council Total Gran¢$ 1,400 1,400 2,500 7,376 7,969 500 18.345 9.942 9,942 9.942 1,400 11.342 other Recalpts Bar receipts Car Park receipts Concessions Icalering stalls) Cr8ft stall receipts Donations I1£ 11 Gift aid HMRC Printed programm8 sale5 & con(SSIOnS Ticket sales I&2) Mis¢. Income Total Other Receipts 12.872 434 2,882 8) 2.506 12,872 434 2.882 890 3,506 16,952 571 3,056 590 4,194 1,259 325 37,031 3,31e 67,294 1,000 1.575 41,410 1.575 41.410 62,569 1,ODO 63,569 Total Receipts 62,569 10,942 1,400 74,911 85.639 A4 Paymgnts Artists fee5 & expenses Admin Bar 8ox Offi Publicity Site Misc. payments 27,164 1,585 7,878 636 1,629 28,185 1,400 28,564 1,585 7.878 e36 1,629 28,185 26,487 1,927 5,362 142 1,451 26,146 757 62,272 67,075 1,400 68,475 A4 capltsl spend Field5 Improvetnenls Barn build Total Capltsl Spend 1.300 466 466 1.300 1,766 27.883 Net Income 14.5061 10.476 11.3001 4.671 145161 A.5 Tran$fvrs b•twtèn funds A4 Cash funds last year end Cash funds thls year end 16,616 12,111 19.7421 734 6,644 5.344 13.518 18,189

Stainsby Folk Group Statement of assets and liabilities at the end of the period Year ended 311t December 2025 8-1 Cash fund8 2025 2024 Cash at bank and in hand Inote 21 18,188 13,518 Restricted fund5 Unr8Strict8d funds 6.078 12,111 13.0981 16,616 Total cash funds 18,189 13.518 B4 Oth¢r monetsry o$9•ts B4 AsS•t5 retsinod for the charitys own use Festival fields Int3) 84,000 Nots$ 1 Frorn the beginning of this aCCDUnting yg¥r, png01t monthty dpn3tions have boon owounted p$ unresknctfd funds. dg5ign3tsd to ihe consliluled aims of Ihe Gharity. 2. The 2024 bthel Is restsled lo Include Ikol inmm919ft in paypal account aty88r end. Thls come lo Iighi Sin publlshing the 2024 accounts. 3. The fldds are nové he as an assetof thechBdty by three Wding trustees.. Richard Renshaw. Zard Gilllbrand and Tony 51gned by one ortwo tru$tee$ on behalf of all the trustees Print Namè Oate of approval .//

Independent examiner’s report to the trustees of Stainsby Folk Group

I report to the trustees on my examination of the accounts of the Stainsby Folk Group (the Group) for the year ended 31 December 2024.

Responsibilities and basis of report

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

I report in respect of my examination of the Group’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

The Group’s gross income did not exceed £250,000 and so there is no requirement that your examiner must be a member of a body listed in section 145 of the Act. Nevertheless, I confirm that I am a member of the ICAEW, which is one of the listed bodies.

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.

In carrying out my examination I noted three matters to which I specifically draw your attention:

The Annual Report for 2024 was approved in March 2025, prior to the Independent Examination, and the financial information contained therein is not consistent with the final accounts. Additionally, the Annual Report does not contain all the details required by the Charities (Accounts and Reports) Regulations 2008. You have agreed to amend and reissue the 2024 Annual Report accordingly.
As a result of enquiries made during the examination, you identified a cash purchase of £1,200 which did not initially appear in your accounting records. I have not seen any indication of further errors and consider the amount immaterial, however this lapse puts into doubt the completeness and overall integrity of your accounting records.
I noted an immaterial lapse in the keeping of accounting records which has resulted in £3,275 of receipts and £797 of expenditure for which you are unable to accurately identify the nature of the transactions. While the circumstances of these transactions strongly suggest that they relate directly to the operation of the festival, you should

take steps in future to ensure that you comply with your duty to keep complete accounting records.

I attach as an Appendix to this report to provide further detail of these matters and others identified and corrected during the course of the Independent Examination.

I confirm that there are no other matters to which your attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

Signed: Tim Rouse

Name: Tim Rouse ACA

Relevant professional qualification: ICAEW Chartered Accountant Address: 12 Century Road, London E17 6JB Date: 24 October 2025

Appendix: Matters identified during the course of the Independent Examination

To the trustees of the Stainsby Folk Group,

In the course of the Independent Examination, I identified a number of matters which required further explanation and, in some cases, required corrections to be made to the draft accounts provided. In each case, I have discussed the relevant matters with Chris Ellis, the Secretary to the Group, to gain a better understanding of each item.

This Appendix details these matters. It is split into two sections:

Adjustments required

As noted in the main Report, I identified three matters which required me to report a concern to you. These are detailed in this section along with other matters which, if they had not been satisfactorily addressed, would in my view have meant that the accounts did not materially correspond to the accounting records kept.

Commentary on other matters

In a number of other areas, I identified processes or systems with room for improvement, or which the trustees may otherwise wish to consider. I have commented on these below and provided links to external resources where relevant. Please note that nothing in this appendix is intended as advice to the trustees, and you should form your own view on these matters, including seeking specialised accounting advice if you consider it necessary.

I would like to note that, for all the matters documented in this Appendix, I was generally impressed with the professionalism and dedication that is very evident among the Group and its volunteers. I would like to extend particular thanks to Chris Ellis for the speedy responses to my queries, and to all who have supported the examination process behind the scenes.