Trustees' Annual Report for the period
Period start date Period end date 01 01 2019 31 12 2019
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To
Section A Reference and administration details
Charity name Hampshire Ornithological Society
Other names charity is known by Registered charity number (if any) 1042309
Charity's principal address c/o “Westerly”, Hundred Acres Road, Wickham, Hampshire Postcode PO17 6HY
Names of the charity trustees who manage the charity
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Trustee name | Office (if any) | Dates acted if not for whole **year ** |
Name of person (or body) entitled to appoint trustee (ifany) |
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| Keith Betton | Chair | |||
| AndyMitchelmore | Treasurer | |||
| John Shillitoe | Secretary | |||
| Marcus Ward | ||||
| AndyBroadhurst | Until July2020 | |||
| Mike Chalmers | ||||
| Andrew Colenutt | ||||
| AndyLester | ||||
| KayShillitoe | ||||
| Tom Jordan | ||||
| Nicola Whitmarsh | From July2020 | |||
| David Brookes | ||||
| Annette Clayson | From July2020 | |||
| BarryPage | ||||
| Alison Cross | Until July2020 | |||
| NickyCourt | ||||
| Janice Beck | From July2020 | |||
| Julianne Evans |
Names of the trustees for the charity, if any, (for example, any custodian trustees)
Name Dates acted if not for whole year
Names and addresses of advisers (Optional information)
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Type of adviser Name Address
Name of chief executive or names of senior staff members (Optional information)
Section B Structure, governance and management
Description of the charity’s trusts
Constitution detailed in the Society Rules document Type of governing document (eg. trust deed, constitution) The Society is a Charitable Unincorporated Organisation How the charity is constituted (eg. trust, association, company) Election by Society members at Annual General Meeting Trustee selection methods
(eg. appointed by, elected by)
Additional governance issues (Optional information)
You may choose to include additional information, where relevant, about:
Trustees receiving grants from the Society are regarded as transactions with “related parties” and are required to be reported by SORP 15 FRS 102.
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In 2020 there were no grants sought by, or made to, any Trustees of the
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policies and procedures Society.
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adopted for the induction and training of trustees;
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the charity’s organisational structure and any wider network with which the charity works;
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relationship with any related parties;
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trustees’ consideration of major risks and the system and procedures to manage them.
Section C Objectives and activities
The objects of the Society are, within the County of Hampshire: i) To advance the education of the public in all aspects of ornithology. ii) To promote research into ornithology and to publish the useful results Summary of the objects of the of such study. charity set out in its iii) To support and encourage the preservation and conservation of wild governing document
iii) To support and encourage the preservation and conservation of wild birds and places of ornithological interest.
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The main activities of the Hampshire Ornithological Society are:
To promote and record the study of bird life in Hampshire and to publish the results in the annual Bird Report.
To use these results to encourage and support the conservation of wild birds and their habitats within the county.
Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)
To foster a wider interest in the recording and preservation of Hampshire bird life by organising a programme of indoor and outdoor meetings, by publishing a quarterly magazine and other forms of publicity.
As set out by the Charity Commission in its Guidances on Public Benefit in respect of the public benefit requirement in running a charity and its reporting, in their opinion the Trustees consider that they have complied with their duty to have due regard to the Commission’s public benefit guidances when exercising any powers or duties to which the guidances are relevant.
Additional details of objectives and activities (Optional information)
In Section D - Achievements and performance, the Chairman of HOS, in his report to members, outlines some of the activities of the Trust during the past year, showing how they have helped meet the Society’s objects. Other activities (extracted from the reports of the Chairs of the Scientific and Membership Committees) which are also in support of our objectives, are listed.
You may choose to include further statements, where relevant, about:
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policy on grantmaking;
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policy programme related investment;
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contribution made by volunteers.
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Section D Achievements and performance
| Summary of the main achievements of the charity during the year |
Chairman’s Report to be sent to Members prior to AGM in March 2021 “A year ago, nobody could have predicted how life (and birding) would change so dramatically in 2020. Everyone has been affected in so many ways, and of course HOS had to change many plans – the Members Day and outings in particular. A time when we can all meet again safely cannot come soon enough, but in the meantime, we are trying to improve our contact with members via Zoom talks on matters that they say are of interest to them (1). Another victim of the pandemic has been some aspects of our fieldwork, such as our planned survey of Snipe in the New Forest. We aim to complete that work in 2021 – along with several other surveys. Despite all these distractions, recruitment of HOS members remained remarkably high and it is great that 104 new people joined us in 2020. You are all very welcome. We are also very grateful to the Cameron Bespolka Trust for continuing their support of our Young Member initiative (2) which enables over 30 birders under the age of 21 to benefit from free HOS membership. Once again, the HOS Grants Programme (3) supported projects that make positive changes for Hampshire’s birds, and the Society has also been active in making representations on planning applications (4) that negatively impact birds. We now monitor all new applications alongside our colleagues at HBIC. Not least among these is the proposal to develop the Tipner peninsula in Portsmouth Harbour – an important roosting site for our wintering waders and wildfowl. HOS is standing shoulder to shoulder with the RSPB and HIWWT in putting the case against this unwelcome and totally inappropriate development. Once again, the Hampshire Bird Report (5) team did a great job and copies of the 2019 report were in the hands of our members in early November, maintaining a well-earned reputation for both speed and quality. We increased the volume of the Kingfisher newsletter (6) but offset this extra cost by reducing our postal bill by distributing three issues instead of four. Data is so vital in much of what HOS does, and we are adding to our data thanks to a volunteer team who are digitising the mass of paper bird records prior to the 1990s (7). In addition, John Clark has just finished writing a new HOS publication that assesses the status of all rare birds that visited Hampshire between 1950 and 2020 (8). Look out for a pre-publication offer in a few months. So, it has been a year that none of us will forget. I am also mindful of the fact that some of our members work in the NHS and the other emergency and essential services. This has been a tough year for all of us - but even tougher for you, being in the front line dealing with challenging situations. You may realise how much the rest of us appreciate the personal sacrifices you make on a daily basis, but on behalf of everyone else in HOS I want to record our gratitude. In closing I would like to thank everyone who has helped the Society to achieve so much in 2020. I wish you a good (and safe) birding year ahead. Keith Betton Chairman, HOS December 2020 ” While not a complete list of all activities undertaken during the year, the items numbered in the report above, eg (1), are in support of our objectives in Section C (above), as follows. (1) In support of objective i (2) In support of objective i (3) In support of objective iii (4) In support of objective iii (5) In support of objective ii (6) In support of objective I and ii (7) In support of objective ii (8) In support of objective ii |
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Section D Achievements and erformance p
Other activities documented in the sub-committee reports in the HOS AGM materials, which support our objectives include
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Liaison with Conservation Organisations – supporting objective iii
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Developing ten-year plan for surveying – supporting objective ii
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Section E Financial review
Brief statement of the charity’s policy on reserves
The Society currently has increased reserves and the Trustees aim to deploy these over the next three to four years to support conservation and research projects that meet the Society’s objectives. Once that has been achieved, the Society’s reserves should represent some 12 months of running costs, which have ranged approximately between £36,000 and £24,000 during the past five years (2016 to 2020 inclusive).
Details of any funds materially in deficit
None
Further financial review details (Optional information)
You may choose to include additional information, where relevant about:
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the charity’s principal sources of funds (including any fundraising);
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how expenditure has supported the key objectives of the charity;
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investment policy and objectives including any ethical investment policy adopted.
Section F Other optional information
Section G Declaration
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signature(s) John Shillitoe Full name(s) Keith Betton Andy Mitchelmore Position (eg Secretary, Chair, Chair Secretary etc) Treasurer Date
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Hampshire Ornithological Society (HOS)
Receipts and Payments Accounts for the period from 01/01/2020 to 31/12/2020
| Receipts and Payments Accounts for the period from 01/01/2020 to 31/12/2020 | Receipts and Payments Accounts for the period from 01/01/2020 to 31/12/2020 | Receipts and Payments Accounts for the period from 01/01/2020 to 31/12/2020 |
|---|---|---|
| Total Funds Total Funds (unrestricted) (unrestricted) 2020 2019 Receipts Membership subscriptions £19,401.59 £18,885.80 Donations £2,224.58 £79.61 Income Tax refund on subscriptions £3,263.42 £2,769.57 Interest from deposit accounts £568.39 £575.66 Publication sales £2,631.80 £2,321.79 Clothing and DVD sales £77.00 £555.00 Surveys and data sales £17,353.00 £12,160.00 Courses and Training Days £915.00 £1,466.00 Bird Report Advertising £665.00 £1,215.00 Hampshire Checklist Sponsorship £0.00 £300.00 Members' Day/AGM £0.00 £877.90 Total receipts £47,099.78 £41,206.33 Payments Grants £0.00 £8,130.00 Bird Report £9,503.23 £6,835.96 Kingfisher Newsletter £9,468.00 £12,082.00 Hampshire Checklist £0.00 £1,074.00 Rare Birds of Hampshire Book £0.00 £100.00 Members' Day/AGM and events £2,575.39 £3,911.42 Clothing and DVDs £392.40 £358.48 Insurance £290.00 £357.65 Cost of data sales/surveys £677.25 £728.33 Postage, photocopying, stationery and room hir £1,116.98 £1,093.10 Trustee Expenses £17.50 £625.27 Total payments £24,040.75 £35,296.21 Net of receipts / (payments) £23,059.03 £5,910.12 Cash funds last year end £65,704.60 £59,794.48 Cash funds this year end £88,763.63 £65,704.60 Statement of Assets and Liabilities at the end of the period to 31/12/2020 Cash Funds: Lloyds bank current account £1,506.82 £1,462.03 Lloyds bank deposit account £22,256.81 £19,242.57 Hampshire Trust Bank £45,000.00 £45,000.00 United Trust Bank, bond – matures 1/9/21 £20,000.00 £0.00 Total cash funds £88,763.63 £65,704.60 Other monetary assets Prepayment of 2021 Insurance premium £290.00 £357.65 Prepayment of 2021 St Swithun's 2021 members £2,575.39 Liabilities none Other assets Stock in hand – Clothing and publications 2020 2019 Fleeces 15 5 Sweatshirts 17 13 Polo shirts 17 13 Baseball Caps 4 7 Hampshire Atlas 88 123 Bird reports two most recent issues 23 299 Keyhaven/Lymington checklists 95 102 Hampshire checklists 933 1183 |
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| £88,763.63 £65,704.60 |
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| £290.00 £2,575.39 2020 15 17 17 4 88 23 95 933 |
£357.65 2019 5 13 13 7 123 299 102 1183 |
Independent Examiner’s Report To the Trustees of the Hampshire Ornithological Society Registered Charity in England; Number 1042309
I report to the Trustees on my examination of the accounts of the Hampshire Ornithological Society (the Trust) for the year ended 31 December 2020.
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 requirements of 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 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 :
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The accounting records were not kept in respect of the Trust as required by section 130 of the Act; or
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The accounts did not accord with those records; or
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The accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
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.
Signed: Name: Mrs D J H Aubin, BA (Hons), FCA
Relevant professional qualification or membership of professional bodies:
Fellow of the Institute of Chartered Accountants in England and Wales
Address: 4 Old Barn Close Christchurch DORSET BH23 2QZ United Kingdom
Date: