## **Trustees' Annual Report for the period**
Period start date Period end date Day Month Year Day Month Year **From** 01 01 2020 **To** 31 12 2020
## Section A Reference and administration details
**Charity name** Dorset Record Society
**Other names charity is known by Registered charity number (if any)** 1165078
**Charity's principal address** Dorset History Centre Bridport Road DORCHESTER **Postcode DT1 1RP**
## **Names of the charity trustees who manage the charity**
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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body) entitled**
**to appoint trustee(if any)**|
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||Sam Johnston|Chairman|||
||Ann Smith|Secretary|||
||Geoff Smith|Treasurer|||
||Mark Forrest|Editor|||
||Martin Ayres||||
||John Chandler||||
||Graham Hoddinott||||
||Katherine Barker||||
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## **Names of the trustees for the charity, if any, (for example, any custodian trustees)**
**Name Dates acted if not for whole year**
**TAR**
March **2012**
1
## **Names and addresses of advisers (Optional information)**
**Type of adviser Name Address**
## **Name of chief executive or names of senior staff members (Optional information)**
## **Section B Structure, governance and management**
## **Description of the charity’s trusts**
Type of governing document
Constitution
- (eg. trust deed, constitution)
Charitable Incorporated Organization How the charity is constituted
- (eg. trust, association, company)
Elected by the Trustees Trustee selection methods
- (eg. appointed by, elected by)
## **Additional governance issues (Optional information)**
You **may choose** to include additional information, where relevant, about:
- policies and procedures adopted for the induction and training of trustees;
- the charity’s organisational structure and any wider network with which the charity works;
- relationship with any related parties;
- trustees’ consideration of major risks and the system and procedures to manage them.
## **Section C Objectives and activities**
**Summary of the objects of the charity set out in its governing document**
To advance the education of the public in the subject of history, and to facilitate historical research by the publication, distribution and interpretation of archival texts, records and study guides relating to the county of Dorset.
**TAR**
March **2012**
2
**Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)**
The Trustees held the fifth AGM remotely by Microsoft Teams on 10[th] May 2021due to the continuing COVID 19 restrictions, to discuss Record Society business. The accounts and the minutes of the previous meeting in 2020 were approved. The Minute Book of Weymouth and Melcombe Regis 1625-1660 was published in December 2020. The Thomas Rackett Papers, 1786-1840 are now nearly ready for publication. Further volumes in preparation include Corfe Castle census and associated documents, the Medieval Fraternity of Bridport, the Dorset Lay Subsidy of 1628, Sherborne wills and inventories, The Dorchester Offenders Book 1620s, and Witchcraft in Dorset. We are intending to reprint Puddletown Census and the Love Letters and Poems of William Barnes, both now out of print. These will be in modern hardback format. Whilst lockdown has reduced activity and opportunities to sell our volumes, the Trustees and a small band of supporters have used the time to prepare new texts for publication. We have been offered potential texts of the detached portion of the minutes of the Dorset Standing Committee 1646, a manuscript volume of hymns used by Thomas Hardy’s family and the Shaftesbury Abbey cartulary.
The South-West regional meeting of the British Association for Local History has been postponed. If it goes ahead, one of the Trustees and the Secretary will man a bookstall for Dorset Record Society.
The Trustees have had regard to the guidance issued by the Charity Commission on public benefit in running the charity.
## **Additional details of objectives and activities (Optional information)**
You **may choose** to include further statements, where relevant, about:
- policy on grantmaking;
- policy programme related investment;
- contribution made by volunteers.
**TAR**
March **2012**
3
Section D Achievements and performance
Sales have been affected by the closure of Dorset County Museum for major **Summary of the main** building works and closure or limited access to Dorset History Centre, both of **achievements of the charity** which are important sales outlets. Such sales as have taken place have been **during the year** through online outlets such as Amazon.
**TAR**
March **2012**
4
## **Section E Financial review**
Sales of books provide income for future publications. **Brief statement of the** All funds are held in the DRS bank account. **charity’s policy on reserves** There are no separate reserves but the Treasurer and Trustees have agreed a policy that no more than 50% of available funds may be committed to a new publication and that a minimum balance of £500 pounds will be maintained in the DRS bank account.
**Details of any funds materially in deficit**
None
## **Further financial review details (Optional information)**
You **may choose** to include additional information, where relevant about:
- the charity’s principal sources of funds (including any fundraising);
- how expenditure has supported the key objectives of the charity;
- investment policy and objectives including any ethical investment policy adopted.
## **Section F Other optional information**
## **Section G Declaration**
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
**Signature(s)** P.A. Smith
**Full name(s)** Patricia Ann Smith Secretary
**Position (eg Secretary, Chair, etc)**
**Date** 30th May 2021
**TAR**
March **2012**
5
## **Dorset Record Society**
## **RECEIPTS AND PAYMENTS ACCOUNT - 2020**
|£
Opening Balance on 1st January 2020
Lloyds Bank
9411.92
DRS Book Sales
370.21
Other Sales
0.00
Grants
0.00
Donations
0.00
**Income and Expenditure:**
**2020**
Income:
370.21
Expenditure
516.39
Contingent Liabilities
0.00
Surplus/Loss:
-146.18|£
Printing & publication costs
Editorial expenses
Secretarial expenses
9411.92
Bank charges
Refunds
Balance at 31st December 2020
Lloyds Bank
370.21
9782.13
G M Smith|£
516.39
0.00
0.00
0.00
0.00
9265.74|£
516.39
9265.74|
|---|---|---|---|
||||9782.13|
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G M Smith Hon. Treasurer Date: 5/1/2021
Registered Charity Number 1165078