**2020 ESSEX HISTORIC MILITARY VEHICLE ASSOCIATION REGISTERED CHARITY 1155705 ANNUAL REPORT** Introduction & Board of Trustees Co-Opted Members Chairmans Statement Aims and Activities & Classification Our Charity Work, Public Benefit and Activities Our Other Activities Our Financial Summary Our objectives are: The preservation, restoration and exhibition of historical military vehicles, armour, artillery and associated equipment, documents and artefacts and to advance the education of the public in the history of the said historical military items Trustees responsibilities in respect to the Annual Report and Financial Summary Risk Management Business Plan Fund raising policy & Retention of records ## E S S E X H I S T O R I C M I L I TA RY VE H I C L E A S S O C I AT I O N A L S O K N OWN A S T H E E S S E X H M VA C H A R I T Y N o : 1 1 5 570 5 WE B S I T E : h tt p : //w w w.e s s ex h m va .c o.u k ## OUR BOARD OF TRUSTEES Our Board of Trustees is currently made up of 10 Trustees, They set our strategic direction and are responsible for ensuring that the association upholds our values and governance, and delivers our objectives. They guide, advise and support the Chairman; they decide how the association’s money is spent and approve our budgets. The Board of Trustees met four times during the period and communicated frequently between meetings. CHERYL PATTEN CHRIS WARNE The trustees who served during the period and at the date of this report are listed below: ## **Colin Tebb** ## **Peter Smith** ## Chairman ## Treasurer Colin is known and respected by preservationists throughout the country and has been involved in military vehicle preservation from something that started purely as a small hobby, to working with Museum organisations and various preservation groups, before becoming the Essex area chairman of the MVT. He is also our show director for Echoes of History. Peter has a number of years’ experience in the preservation field, having started his working life as a coachbuilder, he now puts this experience to good use in giving help and advice to members regarding vehicle restoration. In addition, his knowledge of military artefacts is invaluable to the organisation. ## **David Smith** ## **Marion Tebb** ## Trustee ## Secretary Marion brings to our organization the administrative knowledge of her profession, along with a fresh perspective by coming from outside our association. She also oversees our non-member volunteer force who enjoy getting involved with our MFM show and other events. David was one of the founding trustees of the Essex HMVA , and is responsible for all our on line media streams including personally implementing an e-newsletter about our fundraising. From the start, the e-newsletter was designed to be more than just an advert for our events and as such a substantial proportion of the content of these mails is given over to articles written with an educational element. He now works with a small team of volunteers, who are experts in the field of electronic media. This has expanded to include all membership communications. He works alongside Russell Pacy in this process, including our brand image. ## **Russell Pacy** ## Trustee, IT & Design Director In 2018, Russell accepted the Essex HMVA’s invitation to become a Trustee. Russell brings his experience in a commercial capacity working for a FTSE 100 company’s IT department to ensure we make productive use of our IT systems. ## **Chris Warne** ## **Adam Clements** ## Trustee ## Trustee Chris Warne has been involved with us for a number of years now and undertook the role of Flying Display Coordinator to arrange and manage Air Show elements for all of our events. He has gained a solid working relationship with official bodies such as the CAA, and our main showground owners and is able to ensure regulations are fully complied with. Adam has been volunteering for us for a number of years now, and brings his professional experience in audio visual technologies to our organisation. He took over from Gary Patten as collections officer. ## **Kerry Clements** ## Trustee, Deputy Show director ## **Stephen Hatcher** ## Trustee Kerry has been volunteering for us since a young age but now brings her professional experience in marketing & event management as well as working experience of educational information and event programmes. She is also invaluable as one of the younger generation of people who bring a youth element to our association and help ensure the Essex HMVA encourages new members to join through engagement. Steve is responsible for the infrastructure needs at our storage facility, show grounds and external public events. His responsibilities include maintenance on the storage facility as well as site safety and signage at events. ## **Alan Zeller** ## Trustee In 2019, Kerry became the deputy show director for the Echoes of History event. Alan brings a wealth of Public Sector health and safety experience to the Essex HMVA, Alan has helped with the development of our Health and Safety policy and continues to ensure that we operate in a risk averse manner. ## **Laura Willis** ## Trustee Laura has been volunteering for us for a number of years in a varied number of roles, Laura’s can do attitude and approachable nature along with Kerry has formed a strong partnership. Alan also has close links to the Living History community and acts as a point of contact for these groups with the Essex HMVA. **----- Start of picture text -----**
GEORGE KING
Educational Officer
**----- End of picture text -----**
**----- Start of picture text -----**
DAVID WALMSLEY
Historian
**----- End of picture text -----**
**----- Start of picture text -----**
DAVID CARROLL
Photographer
**----- End of picture text -----**
**----- Start of picture text -----**
PETER DOBINSON
Storage Facilities Manager
**----- End of picture text -----**
## Volunteers We also have many volunteers, mostly made up from associate members who help us carry out our main aims either as a collective group or on their own or in smaller groups. They have shown the same enthusiasm for what we do as the trustees. The variety of jobs they carry out is wide ranging, we also have had help from outside organisations such as the Army Cadets. 4 5 ## CHANGES TO OUR ORGANISATION During 2020, there were no changes to the Trustees. The Essex HMVA continues to review the mix of trustees on a regular basis to ensure there is a variety of views and opinions regarding how the charity is run. We remain a charity which has a mix of trustees from different ages, backgrounds and those who bring new ideas to the committee. We must always encourage new members be given the opportunity to join our management. One way we do this, is through our co-opted members, which gives those interested to progress. ## STRUCTURE AND DECISION MAKING Our trustees remain ultimately responsible for the operation of the charity. Due to the exceptional circumstances we found ourselves in due to Covid, The Charity switched to Microsoft Teams to hold trustee meetings and communicate via email between meetings. Meetings were also held on Teams regarding our main fund raising event which include trustees, co-opted members and outside advisors for such things as health and safety and security. Tasks are agreed and those responsible for conducting and delivering those tasks. These tasks are led by at least one trustee, and are usually supported by co-opted members. These then report back at the next meeting in order that these can put before the trustees present to agree. our Monthly meetings transitioned to Teams live events to allow us to continue to interact with our associate members. During these meetings, our current activities are reported back to them, as well as future events and commitments. They are also consulted on the wider view of our charities direction and reporting on decisions that have been made and why the trustees have made them. We feel this is very important, as one of the reasons the charity was formed was those who came from our previous organisation had felt it to be undemocratic and non-inclusive. **----- Start of picture text -----**
6
**----- End of picture text -----**
## ASSOCIATE MEMBERSHIP Our associate membership has seen a steady increase, but membership retention has not been without its challenges, we have members from all over the UK as well as a from Europe. This widens the access the public have to our vehicles and displays, . This has been a mix of people joining, from single individuals to families. We keep in contact with them through our monthly meetings and newsletters. We also have now been publishing our quarterly Olive Drab e-magazine, which we can use to inform and educate. We have a limited means scheme in place for those unable to meet the costs, though these costs are kept as low as possible to encourage engagement. We introduced our new free to join volunteer membership for those who want to start to help, and at a later date move to become a full associate member. Our members also bring a wide range of knowledge and varied vehicles and artefacts. This means, at events the public get to see history up close, and with our living history members, experience history at first hand. We continue to encourage membership and public engagement as well as our continued efforts to engage with other organisations and museums. Many of the pictures in this report are of our members displays and their interactions with the public. They are from a diverse mix of backgrounds and ages. We encourage diversity as part of our associate membership recruitment process. **----- Start of picture text -----**
Above: Explaining vehicles and weaponry to curious visitors7
**----- End of picture text -----**
## 2 0 2 0 S U M M A R Y _“ I cannot_ Welcome to the seventh report of the Essex Historic Military Vehicle Association, I’m _understate how_ pleased to to say that the charity continues _proud I am that_ to grow as an organisation and I’m pleased _the Trustees_ to report on the changes that have been introduced in this most difficult of years.. _rose to this challenge - they_ The impact that Coronavirus had on our _provided new_ charity cannot be understated - from a busy year in 2019, the lockdowns as well as _virtual events_ continued uncertainty about public events _for people to_ made 2020 very difficult. _watch and_ As we progress, we are always cognizant to ensure that the Essex HMVA remains relevant, the public benefit given by our organization and the controls that are set in place continue to be reviewed and updated where appropriate. We maintain a healthy, growing membership, and renewals of fees (which aid our income) are at a satisfactory level. We continue to use the software application ‘Membermojo’, which has proved to be an asset in managing our growing membership numbers. The need for social distancing meant _content to keep_ that some of our traditional events were _them informed_ impossible to hold and people’s discomfort _via our YouTube_ with going to events made the situation even worse - we were subject to short notice _channel”_ cancellations of events and a significant drop in footfall, this impacted on our fund raising efforts. Colin Tebb Chairman, Essex HMVA Having said all of that, I cannot understate how proud I am that the Trustees rose to this challenge - they provided new virtual events for people to watch and content to keep them informed via our YouTube channel, as well as staying in contact with some of our more isolated members by telephone. To educate and promote the study of military history by visiting schools and military establishments as well as holding public events. The preservation of military artefacts, including but not exclusively military vehicles to provide access for the general public to educational materials through our website to make representations where legislation could affect historical military items. ## What - EDUCATION / TRAINING - ARTS / CULTURE / HERITAGE / SCIENCE - ENVIRONMENT / CONSERVATION / HERITAGE ## Who - OTHER CHARITIES OR VOLUNTARY BODIES - THE GENERAL PUBLIC / MANKIND ## How - PROVIDES ADVOCACY / ADVICE / INFORMATION - ACTS AS AN UMBRELLA OR RESOURCE BODY 8 9 As many of our Associate members and Trustees visit a number of different shows and take part in activities in smaller groups, to save space within this report, we have focused on examples of events we did as bigger groups or with a larger impact. This forms part of our public benefit activity, as such, our trustees always take into account the Charity Commission’s guidance on public benefit as being at the core of what we do and how this is reviewed. Above: Members collection on show at a school visit. ## G E N E R A L P O L I CY As well as running some events ourselves, we also attend events run by other organisations. Our own events including our Winter Gathering (a free event), and our Annual show, which is our main fund-raiser. We are looking to run more events, which will expand on what we do. Those events we get invited to attend are a mix of commercial and other Charites. We also support the British Army, attending their events. ## LO CA L EVE N TS The Essex HMVA continues to support many local events, these are normally organised by local Charities or Local Authorities, though some are commercial ventures. This gives us an opportunity to promote our work, and to educate and inform the visitors about the history portrayed in the displays. Many of the displays span a large period the 20th century, from late pre WW2 to almost current military operations. This gives a “something for everyone” approach, although the association can adapt our displays to suit themed events. The Essex HMVA kept to our aims to give a broad spectrum of activities and multi-period history, while keeping our costs as affordable as possible. The Association has had very positive feedback from the public, exhibitors and reenactors all of whom took part in the our events. The amount of work put in by our trustees, co-ops, associate members, sponsors and volunteers cannot be under estimated. The association included a programme for our showcase event which included many educational articles. ## VE T E R A N S The Association continues to support veterans where possible, Marion Tebb acted as host this year for a number of Veterans who attended the show. ## PR E S E R VAT I O N ## P O PPY CO L L E C T I N G The Essex HMVA remains committed to supporting the preservation of military vehicles and artefacts. We give advice on such things as the correct vehicle markings, sourcing spares, drawings, photos and documents. We are also helping with vehicle registrations, giving assistance with applications via the DVLA. Throughout November our members assisted the British Legion with their local charity poppy selling. 10 11 ## O L I VE D R A B M A G A Z I N E Most charities have a magazine, which they use to communicate with their associate members. We are particularly proud of our publication, which is called the ‘Olive Drab’. This was a followon from a member’s newsletter produced by our chairman for many years at a previous club. It is now produced by a small team, who also produce the monthly newsletters and other publications. The contents of this quarterly are a mix of historical articles as well as news, some of which are sent in by our own members. Photos and histories of some of our members who were in the armed forces have never been seen in print, and their experiences would have been lost to future generations. It has grown into something we also use to promote our association. The professional feel is attained by using Adobe publication software. We publish these both online and in a printed form. The feedback we get has been very positive, engaging with people who may have not been interested in just military vehicles. As one of our members once said: “ _it’s not just full of green things._ ”. We are equally pleased that the Olive Drab has been added to the British Library collection and allocated an ISSN number, meaning future generations can access the content to understand the history behind objects and locations. Above: some of the covers and articles published in the Olive Drab Magazine during 2020 12 13 Above: YouTube channel homepage ## YO U TU B E C H A N N E L At the start of the Covid emergency, we decided to bring forwards plans we had originally envisaged to be put into place later in the year, that of our new YouTube Channel. This would have many uses, not only for public engagement but also to be able to store our monthly meetings for those members not able to come along to the live event. We started with a small test video of one of our members vehicles and soon grew in confidence and eagerness to produce new content. The next video was a history of the “Jerry Can” and after a short while we began to slowly gain subscribers. At the same time, our chairman had been in discussions with Chelmsford Civic Society with regards to their Heritage Open Days, which they wanted to continue to run, but as virtual events. What better way for those to find out some more about what we do than produce a video, and this was to be about our storage facility “ The Barn”. So a few weeks before the Heritage events, a small team got together and with the aid of our Covid plans, were able to produce a video featuring a number of vehicles we store. This video proved to be popular and was not only featured locally but also nationally with a number of different platforms such as featured on the Federation of British Historic Vehicle Clubs news section of their website. Not only was this a great way to engage with the public, but also our members too. Viewers to platforms such as YouTube grew while people had to contend with lockdowns, and we hope to further capitalise on this, engaging with people who for whatever reason are unable to attend our physical events. We also produced some “walk round” videos as a start of a series of videos focusing on individual vehicles. We believe this will be both entertaining and educational. We are looking to purchase some new equipment, rather than have to borrow those of members and once our channel has grown to justify the costs, we will be looking at a number of funding options. Above: George King talking about weapons of D-Day 14 Above: Attendance at some of our events pre impact of covid lockdown ## WI N T E R G AT H E R I N G With the pandemic continuing, we had to decide what events we could run and what events would simply not happen. Our first event of the year is our “Winter Gathering” and unfortunately that was the first casualty in the events calendar. Since we moved the event to Promenade Park, the event held in February has increased in size and has attracted both Military Vehicles and classic cars. We are hoping that our 2021 event will be able to go ahead and are liaising with Maldon Council with a view to see if this will be possible. ## CO R O N AVI R U S R E S P O N S E In order to be able to run any public events, we formed a frame work of Covid 19 risk assessments as well as engaging with our insurers and other stake holders as we looked towards the event calendar. Government advice continued to change from week to week and so we had to take the longer term view as to what events could take place. We also were unable to hold our monthly meetings, so these became on line events through Teams live Streams. We took a view as the year progressed, that our annual show would be the next diary casualty, but we committed to attempted to run at least one event before the end of the year, but with all the safeguards and controls in place. Late in September, we held a small gathering of vehicles which was to show we were very much still active and were hopeful that 2021 would bring better times. The event was well received by both those who took part as well as some of the bystanders who watched, and based on our members feedback, we intend to repeat the event in 2020. 16 17 The association continues to expand on its activities, not only to our members but those accessing our services. After discussion with the FBHVC, we have concluded it is the right time to start our vehicle verification programme. Up until now, this has had to be done via another association, but increasing costs and delays on back office processing had led to much frustration. Our pilot scheme has been well received, so we intend to expand on this into 2020. We have been able to call upon some vehicle experts and also use our own archives as well as knowledge gained, for example, volunteering at IWM Duxford. As you can see in other pages of this report, with an ever-expanding membership, we felt we could also expand the events programme. This meant a record number of events we ran (or co-organised) as well as attended. We have also given advice to other associations and groups, recently helping a local group with problems with their storage facilities. ## _Barn_ Above: The public engaging with a display of equipment at the Maldon car show ## E D U CAT I O N , H I ST O R Y A N D R E G U L AT I O N S Our education officer George King, as well as our Military History experts such as David Walmsley continue to represent the Essex HMVA for both Educational and Policy matters. Although these are perfectly safe and have been found to already be to some of the strictest standards in Europe, there are plans to make the regulations even tighter, or possibly to ban them altogether. This could make it more difficult as a “mobile museum” and education portal, to give talks when you are unable to show the actual items. George King continues to visit schools to assist with classroom learning. This is a valuable free resource to schools who are under pressure to find new ways to educate but have little or no budgets to achieve this. David continues to advocate on our behalf, within the limits permitted under charity law. He also advises our members on other legal matters to do with vehicle related regulations. His knowledge of military history will be put to future use, as we develop a programme of talks. David Walmsley is involved with Home Office consultations about policy concerning deactivated weapons. Our Barn gives us a facility which is used for storing our vehicles while off the road undergoing repair or where the vehicle owner could not store this at their home. It is a mix of members and non-members who pay towards the cost of the space and normally generates a small surplus to cover maintenance costs Any additional surplus goes into the charities contingency fund. This is something almost unique to a military association similar to ourselves. Many of those who access these services we provide, would find it difficult or be unable to store such vehicles if this facility did not exist. Currently the barn is not generally open to the public, this due to some safety, security, and access grounds. During 2019/ 2020 we implemented additional security measures, meant we are able to better protect our assets. ## _Social Media and web pages_ Our new event website for the Echoes of History was launched and has proved a success. The media team have been focusing on engagement with the public and greater awareness of what we do. It is a simple assumption, that we play soldiers or just drive our vehicles, when our goals remain education and preservation. It is telling a story of military and industrial evolution. Our websites and social media pages are therefore is educational as well as a informative. Our plan is to revamp our main Essex HMVA website in 2020 and expand it s contents. This includes improving our offering to our associate members and simplifying communication via online forms. We also rollied out a YouTube channel as much more of the younger generation no longer watch television or read history books, we need to stay relevant. This view is something we adopted when we started and have now continued to expand it. ## _Press coverage_ The Essex HMVA continues to have favourable press coverage about our work, including radio stations, where we talk about our organisation and the work the association does as well as coverage in the local press, which included our annual showcase event. Our shows TV appearance on “wheeler dealers” gained much attention and the association has capitalised on this with many press requests. ## _Further Promotion_ With VE75 being a big event in 2020, but with Lockdown being in place in the UK, we rolled out a programme of online educational events with a microsite on our website to celeberate for those who took part or have a connection to the start of peace after the end of WW2. In addition, some of our members held socially distanced displays from their own front gardens, allowing people to ask questions and understand more about VE day without risking their health. 18 19 We certainly have had our most challenging year in the history of the Essex HMVA. As we started the year I was very hopeful that 2020 would be a great year for us. Firstly , the equipment we purchased in 2019 would bring us a saving in 2020. Secondly, our main fundraising event format was settled and overall I forecast a good profit as the year ended. But it soon became obvious that events had changed and would continue to do so, and our income would take a large hit. Our new accounts system and tight cost controls would keep us on track and the trustees would be able to monitor the financial situation monthly. I therefore amended the forecasts and we manged to keep below them, without an overall reduction in the quality of the services we supply. Although our membership numbers fluctuated throughout the year we ended up in a positive position, and it was mainly this income which helped us through the lockdown and to the end of the year. I am certainly more cautious over what the next 12 months will bring, but with the processes in place, alongside strict cost controls that will remain in place until there is a sign of a more stable income stream i hope this will buffer us somewhat from the effects of the continued pandemic. We did continue to purchase some assets for use at events and those to maintain equipment, and this may be reflected in the start and end balances. I have prepared the accounts which the summary references below, and were presented at a recent trustees meeting, after independent inspection. Peter Smith, Treasurer **----- Start of picture text -----**
Essex Historic Military Vehicle Association Income Expenditure
Annual Financial Summary 2020
Income
Event income 2020 £1,395.00
Transfer in of Income for Show Account Safety reserve account £1,200.00
Vehicle Storage in Barn [1] £7,815.00
Association Income excluding show and barn £941.86
Total Income £11,351.86
Cash held at bank £11,299.10
Show Reserve Account £1,206.63
Petty Cash Balance £112.04
Bank Account Reserve £3,013.52
Expenditure
Event expenditure 2020 £215.26
Transfer out to Show Account Safety reserve account £1,200.00
Barn Rent £8,340.00
Association admin and Insurance [2] £3,000.64
Miscellaneous charges and fees £0.50
Total Expenditure £12,756.40
Operating Loss [3] -£1,404.54
Operating Surplus 2020 £13,285.99
**----- End of picture text -----**
> **1** Includes 1 bay for storage for Essex HMVA assets @ £425.00 per anumn, Vehicle storage also includes acruals The Trustees are responsible for preparing the Trustees’ report and the financial summary in accordance with applicable law and United Kingdom accounting standards (United Kingdom generally accepted accounting practice). Company law requires the Trustees to prepare the **In so far as the Trustees are aware:** 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 state of affairs unaware; and of the charitable company and the Group and of the incoming resources and application of resources, including the income and expenditure, of the • charitable group for that period. In preparing these financial statements, the Trustees are required to: - There is no relevant material audit information of which the charitable company’s auditor is unaware; and - The Trustees have taken all steps that they ought to have taken to make themselves aware of any relevant information and to establish that the auditor is aware of that information. - Select suitable accounting policies and then apply them consistently. The Trustees have a duty to report on how the charitable company provides public benefit by explaining: - Observe the methods and principles of the Charities SORP. - Make judgements and estimates that are reasonable and prudent. - The significant activities undertaken in order to carry out our aims for the public benefit; and - • Our achievements measured against those aims. - State whether applicable UK Accounting Standards have been followed, subject to any material departures disclosed and explained in the financial statements. The Trustees confirm that we have had regard to the Charity Commission’s guidance on public benefit in reporting on the Charity’s vision, purpose and goals, and on our objectives and achievements. - Prepare the financial statements on the going concern basis unless it is inappropriate to presume that the Charity will continue in business. The Trustees are responsible for keeping proper 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, Statement of Recommended Practice (SORP 2005) “Accounting and Reporting by Charities” published in March 2005, applicable accounting standards, the Charities Act 2011, and the Charity (Accounts and Reports) Regulations 2008. They are also responsible for safeguarding the assets of the charitable organization and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. The Trustees are responsible for the maintenance and integrity of the information included on the Charity’s website. The Legal and Administrative Details form an integral part of this report. Approved by the Board of Trustees and signed on its behalf on 6 September 2018. Colin Tebb Chairman, Essex HMVA > **2** Includes purchase of Adobe software licenses for Association administration as well as combined pubblic liability insurance, members insurance and barn insurance 20 21 During our set up we carried out a number of risk assessments using a “heat map” in order to grade possible risks to our association. Through this, we updated our Health and Safety Policy at the end of the year along with adding risk assessments for individual events with liability insurance for our associate members. One of the biggest challenges to the structure of our association was setting up a bank account. This took much longer than we expected due to delays caused by the bank. Our treasurer and chairman maintained pressure on the bank to speed the process along. Our treasurer was able to implement a temporary back up plan in order that we could keep tight financial control of incoming monies during this time, with the full support of the trustees. As part of the risk management process, major risks have been reviewed and actions taken in mitigation. The Essex HMVA complies with the Charity Commission’s list of internal financial controls in all material respects, though significant risks arise in the following areas: - Health and Safety risks. - Public liability risk that a third party or their representative, participating in an event either promoted by the Charity or organised in support of it may bring a lawsuit following death or serious injury as a consequence of their participation. - Reputational risk that adverse publicity may lead to a reduction in future donations. - Fraud risk that the Charity suffers financial loss as a result of fraudulent activity. - Fundraising during the current economic climate continues to prove to be a challenge. The Trustees have responsibility for ensuring that there is an appropriate system of controls, financial and otherwise. They are also responsible for safeguarding the assets of the Essex HMVA and for taking reasonable steps for the prevention and detection of fraud and other irregularities, and to provide reasonable assurance that: - The Essex HMVA is operating efficiently and effectively; - Its assets are safeguarded against unauthorised use or disposition; - Proper records are maintained and financial information used within the Charity or for publication is reliable; and - The charity complies with relevant laws and regulations. The systems of internal control are designed to provide reasonable, but not absolute, assurance against material misstatement or loss. They include: - An annual budget approved by the Trustees; - Regular consideration by the Trustees of financial results, variance from budgets and non-financial performance indicators; Future risks remain at the front of our agenda at all meetings. One of the biggest future risks we currently face are due to new EU regulations. Following several attacks in mainland Europe the EU are looking at ways to curb the use or ownership of deactivated weapons. In the UK, we already have some of the strictest gun controls in Europe, but early assessments of regulations could mean we loose some historic artefacts including those fitted to vehicles. We plan to form a sub-committee with the view of keeping an eye on such legislation and ensuring this does not impact on the educational aspect of it. We will write a frame of reference for this committee to work under, which includes taking notes of the Charity Commission’s guidance as contained in CC9 notes. Further legislation that could affect us comes from those, which have impacts on vehicles. We are a member of the Federation of British Historic Vehicle Clubs, who keep us up to date with changes that could affect us, as well close contact with those who make such legislation. This ensures that the rule of common sense remains and our voices are heard. We were unable to secure the longer term use of the land in Maldon, as mentioned in our Military & Flying Machines section. As a charity we need to ensure we remain of public benefit, comply with charity law, be relevant and not allow ourselves to be forced into an unacceptable situation, or conditions, which we have found some venue owners feel they wish to impose onto us. They remain commercial organisations, and therefore their outlook can be different to ours. As part of our risk management, we require time after the event for evaluation and a full review of finances, and reports from all departments to ensure we comply with charity law. The Charity was unable to complete this in the time needed in order to secure a longer term venue, so we have been forced to miss out on the 2018 fund raising event. Although there is a risk to the loss of our main funding stream, we have already taken action to ensure we deal with this promptly. We have already secured a better venue, with the support of Maldon District Council and our local MP. The new site offers us a chance to expand on the way we educate the public by expanding the historical aspect. The land owners are very supportive of charities, running events themselves and raising many thousands of pounds, so are much more in tune with charity events, and our need to have a longer term and more stable venue. The charity generally has another successful year, and has no major incidents to report. - Delegation of authority and segregation of duties; and - Identification and management of risks; 22 23 ## Above:A small subsection of Vehicles that belong to our Members ## 2021 Goals (Short term Goals): - To secure additional funding above our current actions in order that preservation and restoration activities can continue. - Continue with our education programme, with more school visits - Increase membership numbers and secure renewals - Prepare and execute this year’s Echoes of History Show ## 2022-2023 Goals (Medium Term Goals): - Increase community interaction with programmes designed for schools and other educational facilities. - Set up an online e-learning programme with advice for new starters, and educational resources for those interested in our industrial heritage. - Encourage a greater number of younger people to take an interest in the conservation activities of the association ## 2024 Onwards goals (Long Term Goals): - Continue the search for a suitable patron for the Association. - To secure premises to open a museum, those premises affording greater public access and housing a subset of the collection with the ability within the premises to stage exhibitions as well as giving us a venue to enhance our ability to provide an educational resource. 24 25 We remain committed to finding a suitable site to house a permanent collection as part of our future goals. In order for this new project to go ahead, it would need to pass the tests which the trustees set in place in order to ensure it is a viable and long term attraction. Last year, we looked at an interactive system of an outside TV which we could use as an additional educational aid at events and school visits. Unfortunately, it has proved difficult to find such grants, as our aims often fall outside their remits for funding. However, we will continue to attempt to gain funding for this project. We continue to follow guidance sent to us from the Charity Commission, and use this to ensure our charities policy documents are kept relevant and up to date. Given recent bad press about the charity sector, it is as important now as it ever was to stay within the current guidelines. We also engaged with a new insurance company at the beginning of the year as we felt there could be some areas which pose a risk of having a cover gap. We now cover all associate members for public liability while they are attending events, as well as the usual charity and trustee cover. We also follow the guidance from the Federation of British Historic Vehicle Clubs, who advise on matters of vehicle law and advice for holding events. We also give guidance, to members and public, who own vehicles or equipment. This can be both historical or legal. Our main fund raising is achieved by running the Echoes of History event every year. Monies earnt from this are allocated to an annual budget to run the following years show and anything earnt beyond this is used to fund the charities running costs and aims. Membership monies collected are used to self-fund the membership operating costs and any surplus is retained in the main account for charity use. The association has reviewed our fund raising polices in line with our future income stream review and as part of a recent appeal for a special fund for purchasing new and replacement equipment. The Essex HMVA also gain additional funds from the use of charity buckets. This has helped with our general income, with the public being generous with their donations. We held a Christmas gathering for our members , and organised a small raffle with donated items, which brought in some funds. The cost of the event was covered by an entry ticket., so was cost neutral. The Trustees have agreed to set a policy in place that the association will not cold call either our members or outside individuals to ask for donations. The Essex HMVA may call, write or email to remind members their membership has lapsed or in cases where we need to grant either reduced / free membership in order to comply with our policy on access to those on limited means. The association will also mailshot organisations or companies where there would be mutual interest in supporting us through advertising or sponsorship. Should in the future , the Essex HMVA wish to fund raise for a project, we will ensure this is done in such a way that does not put any pressure on those individuals contacted to contribute and without the use of any “cold call” listing either purchased or otherwise. The trustees note the adverse publicity and damage that can be attached to charities as a whole should we not act otherwise to the above. The Essex HMVA may from time to time use our social media to promote special fund raising activities or as part of our normal fund raising and general charity awareness. The Essex HMVA has brought in a revised and updated collections policy following the donation to us of a military pumping unit. This was our first large asset, and we plan to use this for future use where we can display it in such a way to be of interest. Currently, this will be stored until we can check it over, carry out any repairs or restoration. One of the issues with donations of equipment is to have somewhere to store this. We can use our Barn facility as required for larger items, and the use of “guardians” for smaller items. It was agreed at a trustees meeting that Adam Clements would take over from Gary Patten as collections officer. We have updated our written policy as part of the review and this is now stored in our on line intranet file storage system. We also have some archives , which are books and information which has been digitised and will be used for reference use by those wishing us to assist them with historical or mechanical research. The Essex HMVA will retain such documents as required by law under the Companies Act/Charities Act for periods of time specified. We are moving all account invoices onto our intranet system by scanning them. This is part of our new accounts system which we have rolled out. The Essex HMVA are pleased to say that the requirements under the General Data Protection Regulation legislation is being complied with, this regulation extends the rights of the individuals, granting the right to increased access to personal data or to its removal. 26 27 ## **2020 ESSEX HISTORIC MILITARY VEHICLE ASSOCIATION ANNUAL REPORT** Telephone: 01245 476249 Email: info@essexhmva.co.uk Website: www.essexhmva.co.uk ESSEX HMVA c/o COLIN TEBB 60 MOLRAMS LANE GREAT BADDOW CHELMSFORD, ESSEX CM2 7AJ 2020 Annual Report **ACCOUNTS SUMMARY 2020.** ## **ESSEX HMVA EVENTS 2020** Armed Forces Day & Echoes of History |**Income**
Event Income Paypal
£0.00
Event Income Bank
£1,395.00
Event Income Cash
£0.00
**Income**
£1,395.00
**Barn**
**Income**
£7,815.00
**From Rent**|**Expenditure**
Advertising
-£13.00
Event Expenditure Paypal
-£436.93
Event Expenditure Bank
-£202.26
Event Insurance
£0.00
Event Expenditure Cash at
show
£0.00
Entertainment
Show Displays
Unidentified
**Expenditure**
-£652.19| |---|---| ||**Gross Total**
**£742.81**
*| ||**Expenditure**
Barn Monthly Rents
-£8,340.00
Maintenance
£0.00
To Petty Cash
£0.00
*** Includes any accounts transfers**| |£7,815.00|**Expenditure**|-£8,340.00| |---|---|---| ||**Gross Total**|**-£525.00**| ||**EXPENDITURE**|| |£127.00||| |£8,011.00|**Barn Rental**|-£8,340.00| |£231.64|**Association Insurance**|-£1,512.24| |£1,395.00|**Essex HMVA Association**|-£429.11| |£185.00|**Event Expenditure**|-£202.26| |£5.66|**To SHOW Account**|-£1,200.00| |£0.00|**To Reserve Account**|| |£0.00|**To Paypal**|-£1,060.29| |£196.56|**Event Insurance**|£0.00| ||**Event Advertising**|-£13.00| ||**Transfer Er Out**|£0.00| ||**reconcillation error >£1**|£0.50| |**Income**
**BANK CURRENT ACCOUNT**
**Essex Lottery**
**Barn Rent * accrued income included**
**Association**
**Event Income**
**Membership Payment**
**Amazon Smile**
**From SHOW Account**
**Transfer Er In**
**From Paypal**|£7,815.00
£127.00
£8,011.00
£231.64
£1,395.00
£185.00
£5.66
£0.00
£0.00
£196.56| |---|---| **Expenditure*** **Income Total** £10,151.86 -£12,756.40 **Gross Sub Total *** -£2,604.54 ## **PAYPAL** *** includes any account transfers** |**INCOME**|| |---|---| |**Bank Deposit**|-£67.27| |**Membership**|£1,679.80| |**Stall Payment show**|£0.00| |**Show Catering**|| |**To Paypal : from Bank**|£1,060.29| |**TOTAL**|£2,672.82| ## **EXPENDITURE** |**Association**|-£1,392.63| |---|---| |**Mmojo**|-£447.40| |**Facebook Advertising**|£0.00| |**Stall Refund show**|£0.00| |**Olive Drab Printing**|£0.00| |**Paypal fees**|-£48.20| |**To Paypal : from Bank**|-£1,060.29| |**TOTAL**|-£2,948.52| |**Gross Total**|-£275.70| ## **Essex Historic Military Vehicle Association** |**Income**||**Expenditure**|| |---|---|---|---| |Membership PAYPAL|£2,140.30|Membermojo costs|-£652.40| |Membership Cash|£15.00|Association Insurance|-£1,512.24| |Membership Bank|£125.00||| |Membership Total|£2,280.30||| |Olive Drab Hard Copies|£4.00||| |Shop Income|£106.00||| |Lottery|£127.00|Club Admin BANK|-£429.11| |||Club Admin PAYPAL|£0.00| |||Olive Drab Printing|-£115.28| |||Publicity|£0.00| **Club Income/Loss Sub Total** -£2,709.03 **Income** **Expenditure** -£2,709.03 £4,797.60 **Gross Total** £2,088.57 ## BANK ACCOUNT ACTUAL RECON January 1st 2020 December 31st 2020 **£12,877.01 £12,877.01 Difference Start/Year End £10,272.47 £10,272.47** -£2,604.54 Accruals RESERVE ACCOUNT January 1st 2020 £3,011.15 Interest £2.40 Total Savings £3,013.52 SHOW ACCOUNT |21st February 2020|£1,206.47||| |---|---|---|---| |Interest|£0.16||| |Total Show|£1,206.63||| |Grand total|**£13,285.99**||| |PayPal Balance|||| |Grand total|**£13,285.99**|Operating profit /loss|**-1404.54**| |**PETTY CASH**|£112.04||| **Independent examiner's report on the accounts** |**Report to the trustees/**
**members of**
**On accounts for the year**
**ended**
**Set out on pages**
**Respective**
**responsibilities of**
**trustees and examiner**
**Basis of independent**
**examiner’s statement**|Essex Historic MilitaryVehicle Association|Essex Historic MilitaryVehicle Association|Essex Historic MilitaryVehicle Association| |---|---|---|---| ||||| ||31stDecember 2020|**Charity no**
**(if any)**|1155705| ||||| ||1||| ||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 of the Charities Act 2011 (the Charities Act) and that an
independent examination is needed.
It is my responsibility to:
•
examine the accounts under section 145 of the Charities Act,
•
to follow the procedures laid down in the general Directions given by the
Charity Commission (under section 145(5)(b) of the Charities Act, and
•
to state whether particular matters have come to my attention.
My examination was carried out in accordance with 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 the
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**
**Signed:**
**Name:**
**Relevant professional**
**qualification(s) or body**
**(if any):**
**Address:**

|In connection with my examination, no matter has come to my attention.
**Date:**28/09/2020|In connection with my examination, no matter has come to my attention.
**Date:**28/09/2020| |---|---|---| |||28/09/2020| |||| ||Janice Grand|| |||| |||| |||| ||4 Fraser Close, Basildon,|| ||Essex, SS15 6SU.|| |||| 1