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2022-12-31-accounts

The Somerset and Dorset Family History Society

ANNUAL REPORT AND FINANCIAL STATEMENTS

for the year ended 31 December 2022

Registered Charity No. 1010351

The Somerset and Dorset Family History Society INDEX TO THE ANNUAL REPORT AND FINANCIAL STATEMENTS For the year ended 31 December 2022

Page in
report
Legal and administrative details 1
Objects of the society 2
Report of the Trustees 3-4
Statement of Trustees’ responsibilities 5
Report of the Independent examiner 6
Statement of financial activities 7
Balance sheet 8
Accounting policies 9-10
Notes to the financial statements 11-15

The Somerset and Dorset Family History Society LEGAL AND ADMINISTRATIVE DETAILS

TRUSTEES Mr E A Udall Mrs R M Pettet Mr D Brown Mrs J J McGowan Mr J D Brooking Mrs S C Wilson Mrs L Lyon Mr J Tanner Mrs J M Sharp Mr P D Radford Mr C A Hall Mr I T Gould Mr M Pitfield Mr S Wilkinson

SOCIETY OFFICE Broadway House Peter Street Yeovil BA20 1PN REGISTERED CHARITY NUMBER 1010351 INDEPENDENT EXAMINER Malvern Carvell 21 Higher Kingston Yeovil Somerset BA21 4AS BANKERS Barclays Bank Plc 46 North Street Taunton TA1 1LZ COIF Charity Deposit Funds CCLA Investment Management Limited 80 Cheapside London EC2V 6DZ

Registered Charity No.1010351

Page 1

The Somerset and Dorset Family History Society OBJECTS OF THE SOCIETY

The Society was created by deed dated 28 September 1991 and is entered in the Central Register of Charities (registration number 1010351). The Society adopted a revised constitution on 6 July 2002 amended on 24 September 2011 and 19 September 2015.

The objects of the Society are:

  1. To advance the education of the public in the study of family history, genealogy and heraldry with particular reference to Somerset and Dorset.

  2. To promote the preservation, security, accessibility and publication of archival material.

Registered Charity No.1010351

Page 2

The Somerset and Dorset Family History Society TRUSTEES ANNUAL REPORT

The trustees submit their report and the financial statements of the Somerset and Dorset Family History Society for the year ended 31 December 2022.

LEGAL AND ADMINISTRATIVE INFORMATION

The Charity’s legal and administrative details are as shown on page 1.

The objects of the Charity are as detailed on page 2.

There have been no material changes since the last report in the policies adopted by the charity in order to further its objects.

MANAGEMENT AND GOVERNANCE ARRANGEMENTS

From 6 July 2002 the society has adopted a revised constitution, amended on 24 September 2011 and 19 September 2015. Under the constitution the society is administered by an Executive committee, comprising the Chairman, Secretary, Treasurer, two Vice Chairmen and representatives of the regional groups and nominated representatives of authorised sub-committees. The Society operates a number of sub-committees to handle various specific aspects of running the society. All important decisions are then ratified by the Executive Committee.

In setting objectives and in planning the activities of the society, the Trustees have given careful consideration to the Charities Commission’s general guidance on public benefit.

The following Trustees have held office since 1 January 2022:

Mr E A Udall Mrs R M Pettet Mr D Brown Mrs J J McGowan Mr J D Brooking Mrs S C Wilson Mrs C Hawkins Mrs L Lyon Mr J Tanner Mrs J M Sharp Mr P D Radford Mr C A Hall Mr J Damon Mr I T Gould

ACHIEVEMENTS AND PERFORMANCE OF THE SOCIETY AND FUTURE PLANS

The Society has no paid employees and is run entirely by volunteers from among its members. The Society’s Research Centre fully reopened in October 2021 following the Covid-19 pandemic, and visitor number were initially low, though they picked up throughout the year. Requests for research continued to come in and, although their volume remained low, many of them involved more in-depth research than previously. Most meetings of the Society’s Trustees continued to be held using internet connection, but the Society’s regional groups within the two counties have now reverted to face-to-face meetings. The new initiative to encourage “out of counties” groups has proved quite successful with new groups both in the UK and overseas now conducting online meetings. In 2021, the Society began negotiations to expand into the ground floor of Broadway House; this should allow us to offer improved access and greater visibility, leading, it is hoped to increased membership.

Registered Charity No.1010351

Page 3

The Somerset and Dorset Family History Society TRUSTEES ANNUAL REPORT

The Society continues to publish its quarterly journal “The Greenwood Tree”.

Improvements and updates to the Society’s website continued during 2022, under the guidance of Webmaster Chris Hall. The online shop initiated during 2016 has continued to prove to be very popular with members, increasing publications’ sales and giving more options for the payment of subscriptions. Members can also book events, make donations and pay Research Fees securely through the shop. The Society maintains its use of social media with a Twitter account, a Facebook Page and a very active Facebook Group.

Volunteers continue to work on Projects that will be useful to researchers. Data continues to be placed online. The Photographic Database is growing rapidly with its collection of images of people and places associated with both Counties.

FINANCIAL REVIEW INVESTMENT POLICY AND RESERVES

Income for the year amounted to £65,597 (2021 - £67,164) of which £43,468 (2021 - £27,535) came from subscriptions (see accounting policies for change in when subscriptions are recognised), £6,218 (2021 - £6,249) from services offered by the society and £6,414 (2021- £26,812) from bequests and donations. The charity incurred total expenditure of £44,812 (2021 - £44,346) giving a net increase in funds of £20,785 (2021 - £22,818).

A revaluation of the library was undertaken in 2014 to establish the veracity of the value of its contents as shown in the accounts. Using statistical sampling and validation, an internal valuation was undertaken in December 2014, which revealed that the contents were worth approximately £54,000. After due deliberation the Executive Committee decided to restrict the increase in value of the library stock to £6,500 in the Accounts, thus showing the asset as half its apparent value. A review was carried out as at 31 December 2017 at the time of the move to Yeovil and it was decided that an impairment to this valuation in 2017 of £3,000 should be made. The library is therefore currently valued at £24,000.

The Trustees have the power to invest the money of the charity not immediately required for its purposes in such investments or property as they think fit. Currently cash reserves are required to meet the day to day needs of the charity and therefore any cash not required for immediate use is held in Charity fund deposit accounts, which give immediate access to these funds.

The trustees aim to hold sufficient reserves to meet six months operating activity of the charity. As at 31 December 2022 balances held at the bank and on deposit totalled £153,311 of which £67,886 is restricted or has currently been designated for non-general purposes, including a contingency fund of £42,000. The society therefore holds £85,425 in general funds, which covers in excess of one year’s operating activities at current levels.

The Trustees have continued to implement the strict budgetary controls adopted in 2014 and this has enabled the Society to generate a further surplus this year.

E A Udall

Trustee

Date: 10 March 2023

Registered Charity No.1010351

Page 4

The Somerset and Dorset Family History Society STATEMENT OF TRUSTEES’ RESPONSIBILITIES

Charity law requires the Trustees to prepare financial statements for each financial year, which give a true and fair view of the Charity’s state of affairs at the end of the financial year and of its income and expenditure for that year.

In preparing those financial statements, the trustees are required to:

The trustees are responsible for maintaining proper accounting records which disclose with reasonable accuracy at any time the financial position of the Charity and to enable them to ensure that the financial statements comply with the Charities Act 2011, Accounting regulations and SORP. They are also responsible for safeguarding the assets of the Charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

Registered Charity No.1010351

Page 5

INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF THE SOMERSET AND DORSET FAMILY HISTORY SOCIETY

I report on the accounts of the Society for the year ended 31 December 2022, which are set out on pages 7 to 15.

Respective responsibilities of trustees and examiner

The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.

It is my responsibility to:

examine the accounts under section 145 of the 2011 Act;

to follow the procedures laid down in the general Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act; and

to state whether particular matters have come to my attention.

Basis of independent examiner's report

My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a 'true and fair view' and the report is limited to those matters set out in the statement below.

Independent examiner's statement

In connection with my examination, no matter has come to my attention:

have not been met; or

MALVERN CARVELL

21 Higher Kingston Yeovil Somerset BA21 4AS

Date: 10 March 2023

Registered Charity No.1010351

Page 6

The Somerset and Dorset Family History Society STATEMENT OF FINANCIAL ACTIVITIES

for the year ended 31 December 2022

Notes
Unrestricted
General
Funds
£
Restricted
and
designated
Funds
£
INCOMING RESOURCES
Incoming resources from generated
funds
Subscriptions
43,468
-
GiftAid on subscriptions
3,058
-
Society services
6,218
-
Legacies and donations
9
6,414
-
Miscellaneous services
479
-
Investment income
930
-
Books and publications
5,030
-
Transfer to income
-
-
TOTAL INCOMING RESOURCES
65,597
-
RESOURCES EXPENDED
Charitable expenditure
Greenwood Tree costs
3
16,719
-
Books and publications
3
2,448
-
Society services and projects
3
1,362
-
Group funding
3
400
-
Administrative expenses and
depreciation (including Governance
costs)
3 & 4
23,883
-
TOTAL RESOURCES EXPENDED
3 & 4
44,812
-
NET MOVEMENT IN FUNDS
20,785
-
Transfer between funds
367
(367)
Fund balances at 1 January 2022
98,865
68,253
FUND BALANCES AT 31
DECEMBER 2022
120,017
67,886		 Total
2022
£
43,468
3,058
6,218
6,414
479
930
5,030
-
65,597
16,719
2,448
1,362
400
23,883
44,812
20,785
-
167,118
187,903		 Total
2021
£
27,535
2,243
6,249
26,812
173
12
4,140
-
67,164
16,558
866
765
864
25,293
44,346
22,818
-
144,300
167,118

The Statement of Financial Activities has been prepared on the basis that all operations are continuing operations.

All gains and losses have been dealt with in the above statement.

The notes on pages 11 to 15 form part of these accounts.

Registered Charity No.1010351

Page 7

The Somerset and Dorset Family History Society BALANCE SHEET 31 December 2022

Notes
Unrestricted
General
Funds
£
Restricted
and
designated
Funds
£
FIXED ASSETS
Tangible assets
5
24,000
-
CURRENT ASSETS
Stocks
6
8,556
-
Debtors
7
3,009
-
Cash at bank and in hand
85,425
67,886
96,990
67,886
CREDITORS: Amounts falling due within
one year
8
973
-
NET CURRENT ASSETS
96,017
67,886
TOTAL ASSETS LESS CURRENT
LIABILITIES
120,017
67,886
ACCUMULATED FUNDS
General funds
120,017
-
Designated funds
9
-
67,886
Restricted fund
-
-
10
120,017
67,886		 Total
2022
£
24,000
8,556
3,009
153,311
164,876
973
163,903
187,903
120,017
67,886
-
187,903		 Total
2021
£
24,617
9,378
5,381
143,740
158,499
15,998
142,501
167,118
98,865
67,886
367
167,118

The financial statements on pages 7 to 15 were approved by the Trustees for issue on 10 March 2023 and signed on their behalf by:

R M Pettet Trustee E A Udall Trustee

The notes on pages 11 to 15 form part of these accounts.

Registered Charity No.1010351

Page 8

The Somerset and Dorset Family History Society ACCOUNTING POLICIES

BASIS OF ACCOUNTING

The financial statements have been prepared in accordance with Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2015) - (Charities SORP (FRS 102)), the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) and the Companies Act 2006.

The accounts have been prepared under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant note(s) to these accounts.

The following accounting policies have been applied consistently in dealing with items which are considered material to the financial statements.

INCOME RECOGNITION

Income is recognised in the period in which it falls due. Until 2021 Subscriptions were accounted for in the period they are due. For the 2022 accounts there has been a change in policy and subscriptions are now recognised in the period in which they are received. As a result the full amount of any three year subscriptions paid in 2022, totalling approximately £20,000, have been brought into this year. This represents an acceleration of income of approximately £13,500. In addition the unexpired amount of any 2021 subscriptions, totalling approximately £4,000 have also been brought into this year. The surplus for the year has therefore been increased by approximately £17,500.

TANGIBLE FIXED ASSETS

Fixed assets are stated at historical cost less depreciation. Depreciation is provided on all tangible fixed assets at rates calculated to write each asset down to its estimated residual value over its expected useful life, as follows:-

Plant and equipment 25% reducing balance Computer equipment 20% per annum

Microfiche for society services and projects is written off in the year of acquisition.

STOCKS AND WORK IN PROGRESS

Stocks of books are valued on a conservative basis. This prudent approach is necessary because of the specialised nature of the publication and the uncertainty of the future demand. Income from the sale of books is recognised as it is received.

UNRESTRICTED FUNDS

All the funds of the charity are unrestricted but they are allocated to the following funds:

General fund

The use of this fund has not been restricted to any particular purpose by the donors or their representatives.

Support costs have been differentiated between governance costs and other support costs. Governance costs comprise all costs involving the public accountability of the charity and its compliance with regulation and good practice. These costs include costs related to statutory examiner’s and legal fees together with an apportionment of overhead and support costs relating to trustee Board and sub Committee meetings.

Designated funds

Designated funds are those which have been allocated by the charity for a particular purpose. The funds have been set up to provide charitable giving agreed by the Board of Trustees to be donated at a future date.

Registered Charity No.1010351

Page 9

The Somerset and Dorset Family History Society ACCOUNTING POLICIES

RESTRICTED FUNDS

Restricted funds are those which are required to be used for specific purposes as set out by the donors. These funds are not available for the general use of the charity.

OPERATING LEASES

Annual rentals under operating leases are charged to profit and loss on a straight-line basis over the lease term.

Registered Charity No.1010351

Page 10

The Somerset and Dorset Family History Society NOTES TO THE FINANCIAL STATEMENTS For the year ended 31 December 2022

1
NET INCOME FOR THE YEAR
Net income is stated after charging:
Independent Examiner’s remuneration – examination
Independent Examiner’s remuneration – other services
Depreciation and amounts written off fixed assets
Impairment of Library assets
2
TAXATION
Tax recovered on Gift Aid
3
CHARITABLE EXPENDITURE
General fund
Greenwood Tree
Books and publications
Society services
Group funds
Postage and telephone
Stationery, printing and computer supplies
Insurance
Subscriptions and website management
Accountancy and legal costs
Credit card charges
Yeovil Headquarters
Small equipment purchases
Copyright advice
Depreciation and amounts written off
Impairment of library collection
Restricted and designated funds
Yeovil relocation costs (see note 9)
Computer upgrade costs		 2022
£
375
375
617
-
2022
£
3,058
2022
£
16,719
2,448
1,362
400
486
1,794
747
2,578
750
6
12,481
3,138
-
617
-
43,526
-
-
-		 2021
£
375
375
438
-
2021
£
2,243
2021
£
16,558
866
765
864
1,247
1,494
764
1,037
375
-
11,843
-
690
438
-
36,941
-
5,480
5,480

Registered Charity No.1010351

Page 11

The Somerset and Dorset Family History Society NOTES TO THE FINANCIAL STATEMENTS For the year ended 31 December 2022

4
GOVERNANCE COSTS
General fund
Independent examiner’s costs
Conference, AGM and room hire
Restricted and designated funds		 2022
750
536
1,286
-		 2021
£
375
1,550
1,925
-

5 TANGIBLE FIXED ASSETS

COST OR
VALUATION:
1 January 2022
Additions
31 December 2022
DEPRECIATION:
1 January 2022
Charge in the year
31 December 2022
NET BOOK VALUE:
31 December 2022
31 December 2021		 Books
and
journals
£
Office
equipment
£
Fixtures
& fittings
£
Computers
& printers
£
27,000
1,742
6,797
13,056
-
-
-
-
27,000
1,742
6,797
13,056
3,000
1,582
6,797
12,599
-
160
-
457
3,000
1,742
6,797
13,056
24,000
-
-
-
24,000
160
-
457		 Other
equipment
£
4,595
-
4,595
4,595
-
4,595
-
-		 Total
£
53,190
-
53,190
28,573
617
29,190
24,000
24,617

Registered Charity No.1010351

Page 12

The Somerset and Dorset Family History Society NOTES TO THE FINANCIAL STATEMENTS For the year ended 31 December 2022

6
STOCKS AND WORK IN PROGRESS
Books
Publications
7
DEBTORS
Due within one year:
Sundry debtors
Prepayments
8
CREDITORS: Amounts falling due within one year
Deferred income (see accounting policies)
Sundry creditors		 2022
£
3,556
5,000
8,556
2022
£
3,009
-
3,009
2022
£
-
973
973		 2021
£
4,378
5,000
9,378
2021
£
4,865
516
5,183
2021
£
15,686
312
15,998

Registered Charity No.1010351

Page 13

The Somerset and Dorset Family History Society NOTES TO THE FINANCIAL STATEMENTS For the year ended 31 December 2022

9 DESIGNATED AND RESTRICTED FUNDS

Designated funds

The charity holds the following designated funds which have been set aside out of unrestricted funds by the trustees for specific purposes

rustees for specific purposes
1
David Chant bequest
Gillian Kerr bequest
Deidre Powell bequest
Diana Bradley bequest
Edward Baxter bequest
Barbara Vine bequest
Contingency fund		 January
2022
Utilised
/Realised
Transfers
between
funds
31 December
2022
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
3,000
-
-
3,000
22,886
-
-
22,886
42,000
-
-
42,000
67,886
-
-
67,886
67,886

The bequests reflect legacies received in 2009, 2010 and 2011, which were allocated to designated reserves pending a decision on what projects these monies are to be put towards. In 2021 four of the designated funds were used to upgrade computer equipment at a cost of £5,480. In addition two further bequests were received totalling £25,886.

In 2018 the society received £56,973 from online services. £48,925 of this was a one-off payment in respect of sales of databases and online collections. The trustees transferred £42,000 to a designated contingency fund. These funds are held on the COIF deposit account.

In December 2022 the Society received a legacy of £5,000 from the Estate of the late Sir Mervyn Tregonwell Medlycott, Bt F.S.G. No conditions were attached to this bequest and it has therefore been taken directly to general funds, where it will be applied towards the running of the society.

Restricted funds

The charity holds the following restricted funds which have been restricted to a specific use by the donor.

1
Bill Ridout Archive
Yeovil Fund		 January
2022
Utilised
/Realised
Transfers
between
funds
31 December
2022
218
-
(218)
-
149
-
(149)
-
367
-
(367)
-		 January
2022
Utilised
/Realised
Transfers
between
funds
31 December
2022
218
-
(218)
-
149
-
(149)
-
367
-
(367)
-
-

Bill Ridout Archive

The purpose of the fund is to enable the charity to defray costs and expenses that are incurred in insuring access to both the paper archive and the computer archive formed by Bill Ridout both in preserving the archive and making it as widely available as practicable to the public at large.

Registered Charity No.1010351

Page 14

The Somerset and Dorset Family History Society NOTES TO THE FINANCIAL STATEMENTS For the year ended 31 December 2022

Yeovil Fund

At the end of 2017 the Society moved its Headquarters and Research Centre from Sherborne to Yeovil. A donation of £10,000 was received from an individual to help meet the costs of relocation. The costs incurred during the year totalled £nil (2021: £nil). The donor has requested that any unspent balance be used to make future additions to the library.

10 ANALYSIS OF NET ASSETS BETWEEN FUNDS

Unrestricted general fund
Designated funds
Restricted funds		 Fixed
Assets
£
Net current
Assets
£
24,000
96,017
-
67,886
-
-
24,000
163,903		 Total
2022
£
120,017
67,886
-
187,903		 Total
2021
£
98,865
67,886
367
167,118

11 VOLUNTARY HELP

The charity is dependent upon the Trustees who administer the day to day running of the charity. For the purposes of these accounts no value has been attached to this or to any donations in kind.

During the year the trustees received no remuneration from the charity other than the reimbursement of incidental out of pocket expenses (2021 - £nil)

12 COMMITMENTS UNDER OPERATING LEASES 2022 2021
£ £
During the year the charity incurred the following costs under operating leases
Land & buildings
Expiring within one year 8,500 -
Expiring in the second to fifth year - 8,500

A new lease was taken out in December 2017 at an annual rent of £8,500. This lease is for six years with a review after three years. In late 2022 the Society began negotiations to take on the lease of enlarged premises and renew the current lease to align the dates. As at 31 Dec 2022 these negotiations had not been completed.

Registered Charity No.1010351

Page 15