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2021-12-31-accounts

2021 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.

In 2021, Steve retired from being a Trustee.

Alan Zeller

Trustee

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.

In 2019, Kerry became the deputy show director for the Echoes of History event.

Laura Willis

Alan also has close links to the Living History community and acts as a point of contact for these groups with the Essex HMVA.

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.

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GEORGE KING
Educational Officer
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DAVID WALMSLEY
Historian
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DAVID CARROLL
Photographer
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PETER DOBINSON
Storage Facilities Manager
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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.

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CHANGES TO OUR ORGANISATION

During 2021, Stephen Hatcher retired from being a Trustee. We would like to thank Stephen for his service, and wish him well in his retirement.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.

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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.

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Above: Explaining vehicles and weaponry to curious visitors7
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2 0 2 1 S U M M A R Y

“ Our successes Our successes

“ Our successes Our successes Welcome to this latest report from the Essex HMVA. We had hoped that things would have see us begin to return to normal after the Covid engaging pandemic, but we still face uncertain times with local as 2021 comes to end. We did continue to do as much as we could in engaging with the organisations public and members and we were able to run such as the small gatherings within the rules and laws in Chelmsford place at that time. Our cover photo depicts our Drive It Day event in April, which forms Civic Society part of a national event, with clubs from all which lead over the country, driving classic vehicles out, to us holding so that the wider public can apricate them. Our final destination was a the Esssex Wildlife a heritage Trust in Hanningfield. It is a chance for both event at our charities to come together with nature and barn facility, industry. We had to make the decision not to run our main annual event, which has something I not helped with the resulting reduction in had been keen income as a result. It is something my fellow trustees take with the upmost seriousness, on seeing but we have to look at the bigger picture of happen for a the man risks. long time”

However, our membership continues to support us and overall increases year on year. Our successes have see us engaging with local organisations such as the Chelmsford Civic Society which lead to us holding a heritage event at our barn facility, something I had been keen on seeing happen for a long time and following on from our achievement of our YouTube video on our premises the year before. We started to plan for our events in 2022 and have been offered a new show site for our echoes of history show. This new site gives us exciting possibilities.

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. Trustees have also taken a fresh look at our general direction and also our future aims, and you will see in this report that dates have been removed from them as we want to focus on what is achievable over when.

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

Who

Colin Tebb Chairman, Essex HMVA

How

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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.

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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: Screenshot from the ‘Meet the green machines’ YouTube video

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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 2021

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Above: One of the 2021 “Meet the Green Machines” storage facility tours.

CO R O N AVI R U S R E S P O N S E

H E R I T I D G E O PE N D AY

We have faced several challenges as a result of Covid, but from the early days of the pandemic it was quickly realised the effects this would have on our organisation and the teams involved moved to on line events.

Meetings were held using Microsoft Teams and also looking at the risks such as everything from financial to close contact with other people. Our Covid risk assessments formed the basis for running safe events or deciding events were too risky.

We have attempted to continue to find funding through Covid recovery grants but have been unsuccessful so far. We are now confident that the pandemic is ending but will continue to monitor risks and may leave safeguards in place even if optional such as the supply of hand gel at events.

Since 2020, we have been involved as part of the National Heritage open day events. Due to the pandemic, our first event consisted of a video - but for 2021, we were able to offer something very special with a rare visit to our storage facility in Essex, backed up with small displays of vehicles and equipment. This “Meet the Green Machines Event”, turned out to be very successful in gaining much local interest and we also gained new members from it. The Chelmsford Civic Society did some work behind the scenes to make it happen and we are extremely grateful both to them and also our members who spent much time making the area safe and secure for members of the public to visit as well as promoting the event. We are certainly looking at holding more heritage events in the future.

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Above: A couple of our members vehicles that people can examine

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.

One of the busiest parts of our services we provide has been in vehicle verifications. This service is offered to both members and non-members and we independently examine vehicles to confirm chassis and engine numbers and that the vehicle is what the owner claims it to be before they can register it for road use.

We also use our records to verify documentation and confirm dates of manufacture. We have also been able on some occasions to give further history information to the vehicle owner. We have had many successes so far and we intend to continue to offer this most important scheme to assist in military vehicle heritage.

We continue to follow advice given to us via the umbrella organisation of the Federation of British Historic Vehicle clubs.

Barn

Press coverage

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.

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.

Future Events

We are sure that 2022 will have much to celebrate with commemorative events taking place for the Queens Platinum Jubilee. Her links with the armed services have been much written about. We will also be looking further ahead with D-Day 2024 - planning wise, not so far in the distant future. These events will continue to be something that will gather much press, local and national interest.

Currently the barn is not generally open to the public, this due to some safety, security, and access grounds. We have implemented additional security measures, that has meant we are able to better protect our assets.

Social Media and web pages

At the start of 2021, we launched our updated Essex HMVA website, which included extended offerings for our members such as a members only area, with exclusive articles and assistance. as well as moving the entire site to new web technologies such as Bootstrap to future proof our website.

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The Covid19 pandemic certainly hit us hard and we found our income fell away, as we found it increasingly difficult to interact with the public.

I have continued to keep costs as low as possible and have negotiated deals with our insurance provider to continue to give the best value for money on one our biggest expenses. Our Barn remains at least cost neutral when we take into account that one bay is used soley for Essex HMVA use.

The forecast for 2022 is looking much more promising with us being able to carry out events again and I have outlined a budget we will need to stick to, to make our main fundraising event maximise the returns on spending to supplement the income we get from membership plus ensuring with continue to give pubic benefit. I have reviewed those charges and do not intend to increase them during 2022.

I want to thank the efforts of the membership team in both continuing to engage with our supports and also gaining new members.

I have prepared the accounts which the summary references below, and these accounts were presented at a recent trustees meeting, after independent inspection.

Peter Smith, Treasurer

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Essex Historic Military Vehicle Association Income Expenditure
Annual Financial Summary 2021
Income
Event income 2020 £0.00
Transfer in of Income for Show Account Safety reserve account £0.00
Vehicle Storage in Barn [1] £7,383.00
Association Income excluding show and barn £2,085.73
Total Income £9468.73
Cash held at bank £10,272.47
Show Reserve Account £1206.78
Petty Cash Balance £88.76
Bank Account Reserve £3,013.84
Expenditure
Event expenditure 2020 £0.00
Transfer out to Show Account Safety reserve account £0.00
Barn Rent £9,035.00
Association admin and Insurance [2] £2,313.05
Total Expenditure £11,348.05
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Total in main bank at end 2021 £7812.91
Operating Defecit start to end 2021 at bank totals only -£2,459.56
Actul operating difference less acrual payments from 2020/2022 -£1879.32
Operating Surplus 2021 incuding reserve accounts - less petty cash £10,826.75
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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:

The Trustees have a duty to report on how the charitable company provides public benefit by explaining:

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.

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 the 14[th] of September 2021.

Colin Tebb Chairman, Essex HMVA

2 Includes purchase of Adobe software licenses for Association administration as well as combined public liability insurance, members insurance and barn insurance

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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:

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 systems of internal control are designed to provide reasonable, but not absolute, assurance against material misstatement or loss. They include:

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. 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.

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Above: Heritidge open day display

Short term Goals:

Medium Term Goals:

Long Term Goals:

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As part of our future projects, we are looking at the purchase of camera equipment to assist us with growing our YouTube Channel. We aim to achieve this through a grant and are putting our application together in order to submit it through lottery funding. This will make it much easier for us to film our work and also add more videos of a historic context. This is much heritage in the local area which has been yet to be fully documented in the form of video or in depth discussion and this gives us the opportunity to do so.

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.

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.

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2021 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

2021 Annual Report

ESSEX HMVA EVENTS 2021

Armed Forces Day & Echoes of History

Income

Event Income Paypal £0.00
Event Income Bank £0.00
Event Income Cash £0.00

£0.00

Income

Expenditure

Advertising
Event Expenditure Paypal £0.00
Event Expenditure Bank £0.00
Event Expenditure Cash £0.00
Publicity
Entertainment
Show Displays
Unidentified

Expenditure £0.00

Gross Total £0.00

Barn

Income

Expenditure

Barn Monthly Rents -£9,035.00

Income
£7,400.00
BANK CURRENT ACCOUNT
Essex Lottery
£104.00
Barn Rent
£7,383.00
Show Catering
£0.00
Event Income
£0.00
Membership Payment
£42.00
Amazon Smile
£57.99
From SHOW Account
£0.00
From Paypal
£1,000.00
Misc. Income
£301.50
Income
£8,888.49		 Expenditure
-£9,035.00
Gross Total
-£1,635.00
EXPENDITURE
Barn Rental
-£9,235.00
Show Display
Association
-£415.33
Event Expenditure
£0.00
To SHOW Account
£0.00
To Savings Account
To Paypal
-£73.83
Insurance
-£1,623.89
Barn Maintenance
£0.00
Expenditure
-£11,348.05
Gross Total
-£2,459.56

PAYPAL

INCOME

From Bank £73.83 Membership £2,011.90 Stall Payment show £0.00 Show Catering TOTAL £2,085.73

Essex Historic Military Vehicle Association

Income

Membership PAYPAL £2,011.90 Membership Cash £65.00 Membership Bank £42.00 Membership Total £234.00 Amazon Smile £57.99 Misc. Income £301.50 Lottery £104.00

EXPENDITURE

To Bank -£1,000.00
Mmojo -£565.10
Facebook Advertising -£25.03
Stall Refund show £0.00
Olive Drab Printing -£644.34
Paypal fees -£57.70
Show Entrance Tickets £0.00
TOTAL -£2,292.17
Gross Total -£206.44
Expenditure
Membermojo costs -£575.10
Insurance -£1,623.89
Club Admin BANK -£415.33
Club Admin PAYPAL -£1,074.03
Olive Drab -£719.76
Publicity £0.00
Club Income/Loss Sub Total -£4,408.11
Expenditure -£4,408.11

Income

£2,816.39

Gross Total -£1,591.72

BANK ACCOUNT January 1st 2021 December 31st 2021 Accruals

ACTUAL RECON £10,272.47 £10,272.47 Difference Start/Year Recon difference End £7,812.91 £7,812.91 £0.00 -£2,459.56

RESERVE ACCOUNT January 1st 2021 £3,013.52 Interest £0.32 Total Reserve £3,013.84 SHOW ACCOUNT JANUARY 1ST 2021 £1,206.66 Interest £0.12 Total Show £1,206.78

£10,826.75

Total

Grand total £10,826.75 Petty Cash £88.76

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 2021 Charity no
(if any)		 1155705
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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 In connection with my examination, no matter has come to my attention.

Date: 02/10/2021 Signed: Name: Janice Grand Relevant professional qualification(s) or body (if any): Address: 4 Fraser Close, Basildon, Essex, SS15 6SU.

1