## **Trustees' Annual Report for the period** Period start date Period end date Day Month Year Day Month Year **From** 01 01 2021 **To** 31 12 2021 ## 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** |1
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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)**| |---|---|---|---|---| ||Sam Johnston|Chairman||| ||Ann Smith|Secretary||| ||Geoff Smith|Treasurer||| ||Mark Forrest|Editor||| ||Martin Ayres|||| ||John Chandler|||| ||Graham Hoddinott|||| ||Katherine Barker|||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| ## **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 sixth AGM at Dorset History Centre on 7[th] April 2022 to discuss Record Society business. The accounts and the minutes of the previous meeting in 2021 were approved. The Thomas Rackett Papers, 1786-1840 were published in December 2021. A second edition of the Minute Book of Weymouth and Melcombe Regis 1625-1660 containing a few corrections to the captions will be issued shortly. Further volumes nearly ready for publication include Corfe Castle census and associated documents and the Medieval Fraternity of Bridport. Work is still in progress on the Dorset Lay Subsidy of 1628, the detached portion of the Minutes of the Dorset Standing Committee 1646, Sherborne wills and inventories, the Dorchester Offenders Book 1620s and 1630s, and Witchcraft in Dorset. It was hoped to produce a volume on the earliest Motor Tax records of Dorset, but formidable difficulties with the text have regretfully caused the Trustees to abandon this project. New texts suggested for future volumes include the Churchwarden’s presentments for the Dorset peculiars of the Dean of Sarum, 1550-1603 and the 18[th] century political diaries of Henry Bankes. The churchwarden’s presentments have been digitized and work will start on them when other texts are finished. Outlets for selling our books were severely affected during the pandemic, and some of our core outlets have since disappeared. Dorset County Museum has now re-opened after major building work, but the new shop does not sell academic books. Dorset History Centre has re-opened to the public, but on a reduced basis which is affecting footfall and potential sales of our books. Sales are continuing through online outlets such as Amazon. We are contacting independent bookshops to strengthen our links with them. The South-West regional meeting of the British Association for Local History may take place in the Autumn. 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 We have published one new volume in the last year, The Thomas Rackett **Summary of the main** Papers, 1786-1840. Two more volumes are almost ready for publication. As a **achievements of the charity** result of the pandemic, opportunities to sell our volumes have been reduced, and **during the year** we are actively seeking new outlets. **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** 3th May 2022 **TAR** March **2012** 5 ## **Dorset Record Society** ## **RECEIPTS AND PAYMENTS ACCOUNT - 2021** |£
Opening Balance on 1st January 2021
Lloyds Bank
9265.74
DRS Book Sales
489.82
Other Sales
0.00
Grants
0.00
Donations
0.00
**Income and Expenditure:**
**2021**
Income:
489.82
Expenditure
289.29
Contingent Liabilities
0.00
Surplus:
200.53|£
Printing & publication costs
Editorial expenses
Secretarial expenses
9265.74
Bank charges
Refunds
Balance at 31st December 2021
Lloyds Bank
489.82
9755.56
G M Smith|£
289.29
0.00
0.00
0.00
0.00
9466.27|£
289.29
9466.27| |---|---|---|---| ||||9755.56| ||||| G M Smith Hon. Treasurer Date: 5th January 2022 Registered Charity Number 1165078