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2021-03-31-accounts

REGISTERED COMPANY NUMBER: 06034638 REGISTERED CHARITY NUMBER: 1118885

REPORT OF THE TRUSTEES AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2021

FOR

THE FAMILIES IN BRITISH INDIA SOCIETY

THE FAMILIES IN BRITISH INDIA SOCIETY

(A company limited by guarantee)

CONTENTS

Page
Reference and administrative details of the charity and its trustees 2
Report of the Trustees 3 - 6
Independent examiner’s report 7
Statement of financial activities 8
Balance sheet 9
Notes to the financial statements 10 -13
Detailed statement of financial activities_(This page does not form part of the statutory accounts)_ 14

Page 1 of 14

THE FAMILIES IN BRITISH INDIA SOCIETY (A company limited by guarantee) REFERENCE AND ADMINISTRATIVE DETAILS OF THE CHARITY AND ITS TRUSTEES

Incorporation

The charitable company was incorporated on 20 December 2006

Registered Company number: 06034638 (England and Wales)

Registered Charity number: 1118885

Registered Office

86, New Road Sands High Wycombe Bucks HP12 4LG

Trustees

Movements in year Geraldine Lorna Charles Robert Owen Charnock Andrew Cumine Resigned on 20 June 2020 Beverly Ann Hallam Elaine Victoria MacGregor Margaret Yvonne Murray John Derek Napper Jocelyn Louise O’Kelly Elizabeth Anne Rice Patrick Alexander Scully Alexandra Susan Anne Sherman Penelope Vyvyan Tipper Steven van Dulken Valmay Stella Young

Chairman

Patrick Alexander Scully

Bankers Independent Advisor National Westminster Bank Baker Accountancy 8-11 Pavilion Buildings 22 High View Avenue North Castle Square Brighton, Sussex Brighton, BN1 1DP BN1 8WR

Website

www. fibis.org

Page 2 of 14

THE FAMILIES IN BRITISH INDIA SOCIETY (A company limited by guarantee) REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2021

The Trustees are pleased to present their report for the year ended 31 March 2021.

The financial statements comply with the Charities Act 2011, the Companies Act 2006, the Memorandum and Articles of Association, and 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). Advantage has been taken of the exemptions contained therein for smaller charities which are not subject to a statutory audit.

STRUCTURE, GOVERNANCE AND MANAGEMENT

Governing Document

The charity is controlled by its Memorandum and Articles of Association, and constitutes a company limited by guarantee, as defined by the Companies Act 2006.

Trustees are elected at the Annual General Meeting for a term of three years, and between meetings may be coopted by the Board until the next AGM. One third of the Trustees must retire by rotation each year but may stand for re-election.

All new Trustees have their duties and responsibilities fully explained to them and are given a copy of the Charity Commission's guidance, The Essential Trustee .

The work of the Society is undertaken entirely by Trustees and other members, all of whom are volunteers who receive no remuneration other than reasonable expenses, mainly for travel purposes.

Risk Management

The Trustees have kept in mind their duty to identify and review the risks to which the charity is exposed and to ensure appropriate controls are in place to provide reasonable assurance against loss, fraud and error.

ANNUAL REPORT

Objects of the Charity

To promote and encourage the public study of family, social and economic history, genealogy, and related subjects such as local history, with reference to those areas which were administered by, or of interest to the Honourable East India Company, and those areas which were administered by, or of interest to, the Government of India. For the purposes of the Charity the areas shall include Pakistan, Bangladesh, Burma, Ceylon/Sri Lanka, Persia and the Persian Gulf and any other areas deemed relevant by the Trustees.

How our activities deliver Public Benefit

Page 3 of 14

ACTIVITIES

The Families in British India Society (hereinafter referred to as FIBIS) has continued to expand and improve its services to the British India family history community throughout the year. Expansion and activity has, in particular, been in the continued growth of data on our database and in the wiki and gallery as well as our Facebook Group (British India Family History) which goes from strength to strength with an ever increasing number of members.

Membership

We would like to thank Libby Rice for her commitment and continued hard work as Membership Secretary. In large part we have her to thank for the increase in our membership which finished the year at 1,886 members (1,699 at 31 Mar 2020). This net increase of 11%, helped by the introduction of our ‘paperless’ membership goes against the current trend for most Family History Societies, a fact of which we are proud.

Publications

Our Journal Editor Mark Young, has successfully managed during the year under review to maintain the quality of content and presentation of the FIBIS Journal. The usual two journals were published, on time in Spring and Autumn, both with an attractive and informative selection of articles and commentaries on the history of British India. As mentioned in the last journal, Mark is handing over as editor, due to work commitments, to Jacob Bailey, to whom we wish every success in the role, and thank Mark for his time as editor. We plan the updating of at least two of our Fact Files in the near future, and during the year reprinted the FIBIS Guide to Indian Armies by Peter Bailey which continues to sell well. It is hoped that a new FIBIS Guide on the various trades in British India such as jute and indigo will come out during the current Financial Year.

Outreach & Shows

Due to Covid, no physical shows were held during the year, but FIBIS was represented ‘virtually’ at two of the main Family History Fairs during the year: RootsTech in February and the Family History Federation’s show in November. These gave an opportunity for overseas members to attend, which will certainly be continued at future shows, which are likely to be ‘hybrid’ in nature, both physical and virtual.

Meetings

The Annual General Meeting took place ‘virtually’ on Zoom on Saturday, 20[th] June, followed by the opportunity for attendees to ask questions of experts in break-out rooms. The ‘virtual’ Open Meeting in October included a talk by Mike Young on “Mental health in British India”, which was very well received. Since then, Zoom meetings for advice to members at 6-8 week intervals have been instituted, which have been very successful, and are continuing in the current year.

Overseas

Mary-Anne Gourley the FIBIS representative in Australia continues to do a wonderful job in increasing our presence in that country, as does Eleanor Neil in New Zealand.

Website

Increasing activity on our website has been well handled by our consultant Nik Parker. The Database, the Wiki and the Gallery now contain ever increasing data. The project to photograph gravestones which are in danger of being lost forever will re-commence once Covid restrictions are lifted. The number of images in the gallery continues to increase and is very popular with members and non-members alike.

Volunteers

Thanks to all the volunteers who have helped to promote FIBIS in so many ways by helping at shows, researching and transcribing records. As always, more volunteers are needed so please consider giving as much time as you can no matter how little time that may be. No experience is necessary as support and training will be provided.

Transcriptions & Fund-raising

Our Transcriptions Co-ordinator, Sandra Seager, has been busy with a team of transcribers working on new as well as ongoing projects. Transcriptions are from various sources, including many little-known ones in the India Office Records in the British Library. The results are to be found on our Website which supplement, not duplicating, records that can be found on commercial family history sites.

The presence of the pandemic, particularly in India has curtailed our activities of photographing cemeteries there throughout the year. However, we must thank The Pilgrim Trust for their continuing support in funding this project, although no grants have been applied for during the year.

Page 4 of 14

Research

Our dedicated team of volunteer researchers, led by Beverly Hallam, continues to support members who need help and/or assistance as required, although while the British Library has been closed due to Covid, this has in the main been by way of advice as to online sources. The policy continues of contacting new members within three months after they join, informing them of all the facilities we offer to help them with their research. This has proven to be very popular and is a particularly welcome stimulus both to our members and our Research Team. Our Facebook Group ‘British India Family History’ continues to be well supported and helps many members and non-members (hopefully soon to be members) in their family history quest.

BACSA

The Policy of working with our sister organization The British Association for Cemeteries in South Asia (BACSA) on issues of common interest continues.

FINANCIAL REVIEW

In the period 1 April 2020 - 31 March 2021, FIBIS continued to attract and register new members, its principal source of income, offset by non-renewing members. At the end of March 2021, total members paying subscriptions were 1,886 compared with 1,699 as at 31 March 2020.

During the year to 31 March 2021 incoming resources totalled £33,058 (2020 - £33,655), including £28,156 (2020 - £26,447) of subscription income. Resources expended in the year amounted to £24,407 (2020 - £29,687) resulting in a net excess of income over expenditure of £8,651 (2020 – £3,968). Closing funds at 31 March 2021 were £57,058 (2020 - £48,407).

INVESTMENT POLICY AND PERFORMANCE

Aside from retaining a prudent amount in reserves each year most of the charity’s funds are to be spent in the shortterm. Accordingly, at present there are no funds for long-term investment. If circumstances change, FIBIS will develop and implement an appropriate and ethical investment policy.

RESERVES POLICY

It has been agreed that it is appropriate for FIBIS to maintain strategic reserves sufficient to support unavoidable operating costs of FIBIS (primarily the cost of technical support for our website) for the future. The strategic reserve must consist of unrestricted funds.

FUTURE DEVELOPMENTS

FIBIS will continue its existing programme of work to support the public with an interest in family history research in British India. We will explore and, where appropriate, develop and introduce new services for members of the public, researchers, subscribers and others. Amongst those planned for the next 12 months are:

Page 5 of 14

TRUSTEES RESPONSIBILITIES STATEMENT

The following lists the Company’s current Trustees and their responsibilities.

Scully, Patrick Chairman
Charnock, Robert Vice Chairman
Napper, John Treasurer
Sherman, Alexandra Company Secretary
Charles, Geraldine Museums Liaison
Hallam, Beverly Research Officer
MacGregor, Elaine Shop Manager
Murray, Margaret Meetings Secretary
O’Kelly, Joss Public Relations
Rice, Elizabeth Membership Secretary
Tipper, Penny Events Manager
Van Dulken, Steven Publications
Young, Valmay Website & Social Media Manager

In addition to the above Peter Bailey (Immediate Past Chairman) is Non-Executive President.

The Trustees (who are also directors of ‘The Families in British India Society’ for the purposes of company law) are responsible for preparing the Trustees’ Report and the Financial Statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).

Company law requires the Trustees to prepare financial statements for each financial year. Under company law the Trustees must not approve the financial statements unless they are satisfied that they give a true and fair view of the affairs of the charitable company and of the income resources and application of resources, including the income and expenditure of the charitable company for that period. In preparing these financial statements, the Trustees are required to:

The Trustees are responsible for keeping adequate accounting records that are sufficient to show and explain the charitable company’s transactions and disclose with reasonable accuracy at any time the financial position of the charitable company and enable them to ensure that the financial statements comply with the Companies Act 2006.

They are also responsible for safeguarding the assets of the charitable company and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

In preparing this report the Trustees have taken advantage of the small companies’ exemptions provided by section 415A of the Companies Act 2006.

CONCLUSION

By all these means we have endeavoured to pursue our objectives of supporting India-related family history research and informing researchers and historians about the historical and social environment experienced by their ancestors in India.

Approved on behalf of the Trustees

_________ Patrick Alexander Scully, Chairman of Trustees

Approved on 10 July 2021

Page 6 of 14

THE FAMILIES IN BRITISH INDIA SOCIETY

(A company limited by guarantee) INDEPENDENT EXAMINER’S REPORT

To the Trustees of The Families in British India Society

Independent examiner’s report to the trustees of The Families in British India Society (‘the Company’)

I report to the charity trustees on my examination of the accounts of the Company for the year ended 31 March 2021.

Responsibilities and basis of report

As the charity’s trustees of the Company, (and also its directors for the purposes of company law) you are responsible for the preparation of the accounts in accordance with the requirements of the Companies Act 2006 (‘the 2006 Act’).

Having satisfied myself that the accounts of the Company are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination, I report in respect of my examination of your charity’s accounts as carried out under section 145 of the Charities Act 2011 (‘the 2011 Act’). In carrying out my examination I have followed the Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.

Independent examiner’s statement

I have completed my examination. I confirm that no matters have come to my attention in connection with the examination giving me cause to believe:

  1. accounting records were not kept in respect of the Company as required by section 386 of the 2006 Act; or

  2. the accounts do not accord those records; or

  3. the accounts do not comply with the accounting requirements of section 396 of the 2006 Act 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; or

  4. the accounts have not been prepared in accordance with the methods and principles of the Statement of Recommended Practice for accounting and reporting by charities (applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102)).

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.

Ms J Baker FCCA Baker Accountancy Services 22 High View Avenue North Brighton Sussex BN1 8WR

July 2021

Page 7 of 14

THE FAMILIES IN BRITISH INDIA SOCIETY (A company limited by guarantee) STATEMENT OF FINANCIAL ACTIVITIES

(incorporating income and expenditure account) FOR THE YEAR ENDED 31 MARCH 2021

Unrestricted Unrestricted
Funds Funds
2021 2020
Notes £ £
Incoming Resources
Incoming Resources from generated
funds
Donations & Legacies 880 3,167
Income from charitable activities 30,705 28,677
Income from other trading activities 2 1,452 1,719
Investment income 3 21 92
Total incoming Resources 33,058 33,655
Resources Expended
Expenditure on charitable activities 14,979 19,835
Costs of generating funds:
Fundraising trading: cost of goods sold and
other costs 2,695 2,124
Investment management costs 4 376 473
Support costs 6,357 7,255
Total Resources Expended 24,407 29,687
Movement in total funds for the Year -
Net surplus for the year 5 8,651 3,968
Total funds at 1st April 2020 48,407 44,439
Total funds at 31st March 2021 57,058 48,407

The notes on pages 10 to 13 form part of these financial statements.

Page 8 of 14

THE FAMILIES IN BRITISH INDIA SOCIETY

(A company limited by guarantee) REGISTERED NUMBER: 06034638

BALANCE SHEET AS AT 31 MARCH 2021

Notes
Fixed assets
Tangible assets
6
Current assets
Stocks
Debtors
7
Cash at bank and in hand
Creditors
Amounts falling due within one year 8
Net current assets
Total net assets
Represented by:
Charity Funds
Restricted Funds
Unrestricted funds
9
Total funds		 2021
£
£
122
1,172
8,180
63,419
72,771
(15,835)
56,936
57,058
-
57,058
57,058		 2020
£
2,348
8,918
51,420
62,686
(14,777)		 £
498
47,909
48,407
-
48,407
48,407

The company is entitled to exemption from audit under section 477 of the Companies Act 2006 for the year ended 31 March 2021. The members have not required the company to obtain an audit of its financial statements for the year ended 31 March 2021 in accordance with section 476 of the Companies Act 2006. The directors acknowledge their responsibility for complying with the requirements of the Act with respect to accounting records and for the preparation of accounts.

The financial statements have been prepared in accordance with the provisions applicable to companies subject to the small companies’ regime and in accordance with FRS102 SORP.

The notes on pages 10 to 13 form part of these financial statements.

The financial statements were signed on their behalf by:

John Derek Napper Treasurer & Trustee

Approved on 10 July 2021

Page 9 of 14

THE FAMILIES IN BRITISH INDIA SOCIETY (A company limited by guarantee) NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2021

1. ACCOUNTING POLICIES

Basis of preparation

The financial statements have been prepared under the historical cost convention and in accordance with the provisions applicable to companies subject to the small companies’ regime and in accordance with FRS102 SORP.

Company status

The charity is a company limited by guarantee. The members of the company are the Trustees named on page 2. In the event of the charity being wound up, the liability in respect of the guarantee is limited to £1 per member of the charity.

Fund accounting

General funds are unrestricted funds which are available for use at the discretion of the Trustees in furtherance of the general objectives of the charity and which have not been designated for other purposes.

Investment income, gains and losses are allocated to the appropriate fund.

Incoming Resources

All income is included in the Statement of financial activities when the charity is legally entitled to the income and the amount can be quantified with reasonable accuracy. Income tax recoverable in relation to investment income is recognised at the time the investment income is receivable.

Resources Expended

Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all costs related to the category. Where costs cannot be directly attributed to headings they have been allocated to activities on a basis consistent with the use of resources.

Tangible fixed assets

Tangible fixed assets for use by the charity are stated at cost less depreciation. Depreciation is provided at the following annual rates to write off each asset over its estimated useful life.

Exhibition Equipment - 10% on cost Computer equipment - 25% on cost Fixtures and Fittings - 10% on cost

Stocks

Stocks are valued at the lower of cost and net realisable value, after making due allowance for obsolete and slow-moving items.

Taxation

The charity is exempt from corporation tax on its charitable activities.

Value Added Taxation

VAT is not recovered by the charity and as such is included in the relevant costs in the Statement of Financial Activities.

Page 10 of 14

THE FAMILIES IN BRITISH INDIA SOCIETY (A company limited by guarantee) NOTES TO THE FINANCIAL STATEMENTS – CONTINUED FOR

THE YEAR ENDED 31 MARCH 2021

2.
ACTIVITIES FOR GENERATING FUNDS
Fundraising events
Research
Shop income
3.
INVESTMENT INCOME
Deposit account and other Interest
4.
INVESTMENT MANAGEMENT COSTS
Depreciation
5.
NET (INCOMING) / OUTGOING RESOURCES
Net resources are stated after charging / (crediting):
Depreciation - owned assets		 2021
£
29
20
1,403
1,452
2021
£
21
2021
£
376
2021
£
376		 2020
£
39
86
1,594
1,719
2020
£
92
2020
£
473
2020
£
473

Page 11 of 14

THE FAMILIES IN BRITISH INDIA SOCIETY (A company limited by guarantee) NOTES TO THE FINANCIAL STATEMENTS – CONTINUED FOR THE YEAR ENDED 31 MARCH 2021

6. TANGIBLE FIXED ASSETS

All assets are held for direct charitable purposes.

Cost
At 1 April 2020
Additions
Disposals
At 31 March 2021
Depreciation
At 1 April 2020
Charge for year
On Disposals
At 31 March 2021
Net book value
At 31 March 2021
At 31 March 2020		 Fixtures &
Fittings
£
333
-
-
333
233
33
-
266
67
100		 Exhibition
Equipment
£
3,902
-
-
3,902
3,604
293
-
3,897
5
298		 Office & PC
Equipment
£
1,122
-
-
1,122
1,022
50
-
1,072
50
100		 Total
£
5,357
-
-
5,357
4,859
376
5,235
122
498

7. DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR

Trade debtors & accrued income
Prepayments		 2021
£
2,849
5,331
8,180		 2020
£
2,839
6,079
8,918

Page 12 of 14

THE FAMILIES IN BRITISH INDIA SOCIETY (A company limited by guarantee) NOTES TO THE FINANCIAL STATEMENTS – CONTINUED FOR

THE YEAR ENDED 31 MARCH 2021

8. CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR

Trade creditors
Accruals
Deferred income		 2021
£
510
275
15,050
15,835		 2020
£
512
275
13,990
14,777

9. STATEMENT OF FUNDS

STATEMENT OF FUNDS - CURRENT YEAR
Restricted Funds
Unrestricted Funds
STATEMENT OF FUNDS - PRIOR YEAR
Restricted Funds
Unrestricted Funds		 Brought
Incoming
Resources
Carried
Forward
Resources
Expended
Forward
£
£
£
£
-
-
-
-
48,407
33,058
24,407
57,058
48,407
33,058
24,407
57,058
Brought
Incoming
Resources
Carried
Forward
Resources
Expended
Forward
£
£
£
£
-
-
-
-
44,439
33,655
29,687
48,407
44,439
33,655
29,687
48,407

10. TRUSTEES' REMUNERATION AND BENEFITS

There were no trustees' remuneration or other benefits for the year ended 31 March 2021

Trustees' Expenses

Telephone, travel, accommodation, subsistence and other expenses of £212 (2020: £1,822) were reimbursed to 2 trustees (2020: 8 trustees) during the year ended 31 March 2021.

Page 13 of 14

THE FAMILIES IN BRITISH INDIA SOCIETY (A company limited by guarantee) DETAILED STATEMENT OF FINANCIAL ACTIVITIES FOR

THE YEAR ENDED 31 MARCH 2021

INCOMING RESOURCES
Donations & Legacies
Income from charitable activities
Royalties & commissions received
Gift aid
Subscriptions
Other trading activities
Fundraising events
Research
Shop income
Investment income
Deposit account and other interest
Total incoming Resources
RESOURCES EXPENDED
Core Charitable activities
Journal costs including postage
Website costs
Exhibition & Open Meeting costs
Acquisition of photographs
Fundraising trading: cost of goods sold and other costs
Opening stock
Research costs
Publications
Closing stock
Investment management costs
Depreciation of tangible fixed assets
Support costs
Storage costs (rent)
Insurance
Travel & subsistence
Printing, stationery & postage
Accounting costs
Advertising & PR
Legal & professional fees
Subscriptions
Bank charges
Exchange differences
Total Resources expended
Net surplus for the year		 2021
£
880
1,000
1,549
28,156
30,705
29
20
1,403
1,452
21
33,058
6,626
7,751
602
-
14,979
2,348
254
1,265
(1,172)
2,695
376
1,080
1,064
-
1,143
1,721
110
-
650
711
(122)
6,357
24,407
8,651		 2020
£
3,167
655
1,575
26,447
28,677
39
86
1,594
1,719
92
33,655
6,184
7,983
4,817
851
19,835
4,164
301
7
(2,348)
2,124
473
1,080
1,036
695
1,255
1,636
280
13
607
626
27
7,255
29,687
3,968

This page does not form part of the statutory accounts

Page 14 of 14