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2021-12-31-accounts

The Deep-Sea Biology Society

Accounts for the year ended 31 December 2021

Registered Charity Number 1173699

The Deep-Sea Biology Society

Content of the Financial Statements for the year ended 31 December 2021

Page
Report of the Trustees 1 to 10
Independent Examiner's Report 11
Receipts and Payments Accounts 12 to 13

Trustees Annual Report

Covering the period 1 Jan 2021 - 31 December 2021

Section A Reference and administration details

Charity Name: Deep-Sea Biology Society Also known as: DSBS or DSB Soc Registered charity number: 1173699

Principal address: 49 Station Rd, Polegate, East Sussex, BN26 6EA, UK

Trustees:
Name Office Date Appointed* Appointing body
Michelle Taylor President October 2021 DSBS Members
Adrian Glover Past-president July 2017 DSBS Members
Neus Campanyà-
Llovet		 Treasurer October 2021 DSBS Members
Chris Yesson Past-Treasurer July 2017 DSBS Members
Julia Sigwart Awards October 2021 DSBS Members
Rachel Jeffreys Past-Awards July 2017 DSBS Members
Alexis Weinnig Secretary October 2021 DSBS Members
Erin Easton Past-Secretary Sept 2018 DSBS Members
Erin Easton Membership October 2021 DSBS Members
Santiago Herrera Past-Membership July 2017 DSBS Members
Ilysa Iglesias Past-Student affairs Jan 2020 DSBS Members
Franck
Lejzerowicz		 Communications March 2022 DSBS Members
Andrea Quattrinia Past - Communications October 2021 DSBS Members
Paris Stefanoudis Past - Communications Sept 2018 DSBS Members
Erik Cordes Development October 2021 DSBS Members

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Julia Sigwart Past - Development Sept 2018 DSBS Members
Pierre Methou Early Career October 2021 DSBS Members
Andrea Quatrinni Past-Early Career Sept 2018 DSBS Members
Daniela Zeppilli Conferences Aug 2020 DSBS Members
Alycia Jane Smith Diversity October 2021 DSBS Members
Raissa Hogan Past - Diversity Oct 2020 DSBS Members
Sofia Graça
Aranha Carvalho
Ramos		 Non-executive October 2021 DSBS Members
Katharine Bigham Student affairs October 2021 DSBS Members
Bhavani
Narayanaswamy		 Non-executive October 2021 DSBS Members
Sheena Talma Non-executive October 2021 DSBS Members

*Note: The appointment date is set to the date of charity registration. The appointments to the unregistered society occurred by membership vote prior to the official registration.

Previous Trustees:

The following trustees stepped down on the 18[th] of October 2021 of their previous positions within the society: Adrian Glover, Chris Yesson, Rachel Jeffreys, Santiago Herrera, Ilysa Iglesias, Paris Stefanoudis, Daniela Zeppilli, Raissa Hogan, Steven Haddock, Chong Chen, Malcolm Clark and Leigh Marsh. The following trustees shifted their position within the society on the 18[th] of October 2021: Erin Easton, Andrea Quatrinni and Julia Sigwart.

Names & Address of advisors:

Argents Chartered Accountants, 15 Palace St, Norwich, Norfolk, NR3 1RT, UK

Section B - Structure, governance, management

Type of governing document: Constitution

How the charity is constituted: CIO - Association

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Trustee selection method: Election by members on 3-year cycle coincident with the Deep-Sea Biology Symposium

Additional governance issues:

Trustees meetings

Trustees manage society business by means of regular meetings conducted via video calling. These meetings are minuted by the Secretary. The trustees held 9 meetings in 2021 and the Annual General Meeting. In an effort to include all trustees, who are located in a variety of countries, we are continuing to implement a dual-meeting strategy, where the meeting is repeated on the same or consecutive days during different time periods to allow trustees from different time zones to participate. The trustees have a dedicated website on the Slack platform to send private messages to all trustees concerning society business.

Risks

A major risk to the society is a reduction of income due to a drop in membership numbers. We try to mitigate this risk by providing members with incentives to maintain memberships, these include: ability to apply for grants and awards, provide discounts to scientific conferences, and keeping members updated about the society’s activities.

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Networks

The society continues its relationship with DOSI – Deep Ocean Stewardship Initiative for scientific investigation of deep-sea ecosystems - which has a remit to communicate deep-sea information to the community. We are continuing to assist DOSI with the production of the Deep-Sea Life Newsletter. Two issues were produced in 2021; one in January, and another in July.

Section C - Objectives and Activities

Summary of the objects of the charity set out in its governing document:

We are a scientific society that exists to enable the exchange of information on deep-sea biology to all those who are interested. Our vision is to advance knowledge and awareness of deep-sea ecosystems by promoting and disseminating deep-sea research to both scientific and public audiences, to foster the next generation of deep-sea biologists and to promote demographic diversity in the study of deep-sea biology.

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 have had regard to the guidance issued by the Charity Commission on public benefit.

The society enables the exchange of information on deep-sea biology through its membership program and the organisation and sponsorship of scientific meetings. Specifically, the society directly supports the triennial international Deep-Sea Biology Symposium, and by supporting the triennial International Symposium on Chemosynthesis-Based Ecosystems and triennial International Symposium on Deep-Sea Corals. These are the pre-eminent conferences in their respective fields, which reach out to academic, public, industry and government stakeholders. The society issues grants and awards. These include travel awards to support the society's mission of fostering the next generation of deep-sea biologists (e.g through student awards) and to promote demographic diversity by enabling researchers from developing countries to attend symposia. The society also provides annual and triennial prizes recognising excellence in research.

The society provides a public forum for discussion and information related to deep-sea biology through the website (http://dsbsoc.org) twitter feed (@DSBSoc), Instagram feed (@dsbsoc) slack forum (http://dsbsoc.slack.com) and emails. These services also provide information and articles on upcoming and recent events in the world of Deep-Sea Biology, as well as news on job and studentship announcements. The society’s student forum provides access and assistance to students, while our mentoring program connects senior and junior researchers and students to offer career advice, help and support.

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Additional details of objectives and activities:

Policy on grantmaking

Grants and awards are distributed by the society according to our principles. A group of trustees independently score applicants based on scientific merit and other criteria specific to the award. Applicants are ranked based on the combined scores. The top ranking applicant(s) are selected for the award, after approval at a meeting of the trustees.

Contribution of volunteers

The society is fortunate to receive hard work and assistance from its trustees, who all contribute their time and efforts on a purely voluntary basis. The society has also received voluntary support from many members of the deep-sea community.

Section D Achievements and performance

Summary of the main achievements of the charity during the year

16[th] Deep Sea Biology Symposium “16[th] DSBS”

On 12-17[th] September 2021 the DSBS conducted a hybrid symposium “16[th] DSBS” in Brest (France) that included 581 participants (159 onsite –- and 422 online) from 56 different countries. This event incorporated 200 research talks, 169 science posters, a student event, a biodiversity round table and 9 social events over the course of 5 days. This event provided deep-sea researchers an opportunity to meet and share ideas during what was a very disrupted and difficult year for many people due to the COVID-19 pandemic.

This event was organised and run by trustees, members and IFREMER and registration fees were lower to all society members. A paper has been drafted to help share the Society’s experiences and lessons learnt in the conduct of such a hybrid conference to help those

DSBS Trustees Annual Report 2021

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planning similar events in future (Puccinelli et al. 2022; https://doi.org/10.1101/2022.03.18.484941).

Members

Memberships were boosted by the symposium, which offered them a discount on the registration fees. Active members on January 1 2021 were 462, we ended with 647; gain of 185 (40.04%). Membership remains a long-term source of funding for the society.

Administration

The society continues to manage memberships through the Wild Apricot platform. We continue to remain compliant with the General Data Protection Regulations (GDPR). Our Annual General Meeting was conducted virtually on 17[th] September 2021 during the hybrid symposium “16[th] DSBS”, where 13trustees presented and discussed a summary of our activities to 103 nontrustee members in attendance. The minutes of the 2021 AGM are available on our website (http://dsbsoc.org/wp-content/uploads/2022/06/Minutes-of-DSBS-AGM-2021_Final.pdf.

DSBS Trustees Annual Report 2021

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DSBS Trustees Annual Report 2021

7

Awards

We have used our income from membership, grants and event sponsorship to continue our commitment to prizes and awards. Our regular awards linked to traveling to meetings or visiting labs have been somewhat curtailed due to the COVID-19 pandemic. Our major awards in 2021:

Mentoring & Student support

The society's mentoring program began in 2018 with three groups totalling 20 people. This year (2021) we expanded this mentoring network into new territories with 100 participants. We also conducted events during the “16th DSBS”.

The society has initiated a webinar series providing support to early career researchers, with content provided by a wide range of deep-sea researchers covering topics such as work-life balance, science outreach and proposal writing.

We continue to support students through our dedicated student webpage,and facebook group.

Communications

The society's website and social media presence continues to expand. The website http://dsbsoc.org/ continues to be a significant resource for news on funding, cruises, jobs, scientific papers and to highlight members that received awards or send new contributions to promoting activity. At the end of Dec 2021, our twitter feed @DSBSoc had over 6,600 followers (+13% in 2021). Our Slack channel to foster communication amongst researchers (https://dsbsoc.slack.com/) count 907 members (+75% on last year) and a total of 12,133 messages sent (+108%). We continue to support the Deep-Sea Life Newsletter, which is a valuable resource to the deep-sea community and the society will continue to support and develop this resource.

Diversity

The society created a new office-bearing trustee position of “Diversity officer”, which was formally approved by the membership at the AGM. The remit of this role is to tackle diversity, equity and inclusivity issues in the Society and the wider field of Deep-Sea Biology. We also

DSBS Trustees Annual Report 2021

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ammended our constitution to include a Code of Conduct that explicitly prohibits discrimination in the Society and expands our commitment to inclusion and equity. The society also approved a Diversity Fund aimed at generating opportunities to increase representation of Black, Indigenous and People of Colour in the field of Deep-Sea Biology.

Section E Financial review

Brief statement of the charity’s policy on reserves

The charity seeks to hold reserves in line with charity commission guidance. We aim to hold funds sufficient to cover a typical year of expenditure.

Details of any funds materially in deficit

None applicable

Further financial review details

The charity's principal source of funds are membership fees, which have provided a steady income stream from the time of the society’s formation. Memberships were boosted by the 16[th] DSBS meeting (which had reduced fees to all members).

This year we had success raising sponsorship funds for the virtual meeting 16[th] DSBS from the Gordon & Betty Moore Foundation (GBMF), the International Seabed Authority (ISA) and the Lounsberry Foundation.

We also hold funds from GBMF to support the 7th Chemosynthesis-Based Ecosystems conference, which was postponed due to the COVID-19 pandemic. We will hold these funds until the meeting is rescheduled (planned for 2023).

At present we have no investments. The trustees are investigating investment options that would provide a return on our reserve holdings while maintaining access to these funds.

Section F Other optional information

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No additional information is provided.

Section G Declaration

The trustees declare that they have approved the trustees’ report above Signed on behalf of the charity’s trustees

Signature

Full Name: Neus Campanyà i Llovet

Position: Treasurer

Date: 23rd June 2022

DSBS Trustees Annual Report 2021

10

Independent Examiner's Report to the Trustees of The Deep Sea Biology Society

Independent examiner's report to the trustees of The Deep Sea Biology Society

I report to the charity trustees on my examination of the accounts of The Deep Sea Biology Society (the Trust) for the year ended 31 December 2021.

Responsibilities and basis of report

As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ('the Act').

I report in respect of my examination of the Trust's accounts carried out under section 145 of the Act and in carrying out my examination I have followed all applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner's statement

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

  1. accounting records were not kept in respect of the Trust as required by section 130 of the Act; or 2. the accounts do not accord with those records; or

  2. the accounts do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a true and fair view which is not a matter considered as part of an independent examination.

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

Mark Johnstone FCA

ICAEW Argents Chartered Accountants 15 Palace Street NORWICH Norfolk NR3 1RT

Date: ............................................. 29 August 2022

The Deep Sea Biology Society 1173699
Receipts andpayments accounts CC16a
01-Jan-21
For the period
from		 To 31-Dec-21

Section A Receipts and payments

A1 Receipts Unrestricted
funds
to the nearest
£
-
11,754
845
-
-
5
-
-
12,604
-
-
-
12,604
9,023
1,738
1,565
2,173
401
-
-
14,900
1,858
-
1,858
16,758
- 4,154
-
84,615
80,461		 Restricted
funds
to the nearest £
21,039
-
-
-
-
-
21,039
-
-
-
21,039
6,867
-
-
-
14,892
-
-
-
-
21,759
-
-
-
21,759
- 720
-
11,201
10,481		 Endowment
funds
to the nearest £		 Total funds
to the nearest £
21,039
11,754
845
-
-
5
-
-
33,643
-
-
-
33,643
15,890
-
1,738
1,565
17,065
401
-
-
-
36,659
1,858
-
1,858
38,517
- 4,874		 Total funds
to the nearest £
21,039
11,754
845
-
-
5
-
-
33,643
-
-
-
33,643
15,890
-
1,738
1,565
17,065
401
-
-
-
36,659
1,858
-
1,858
38,517
- 4,874		 Year ended 31
December 2020
to the nearest £
Grants - -
-
-
-
-
-
-
-
-		 21,039 14,927
Membership 11,754 11,754 16,990
Product sales 845 845 -
Events - - -
Symposium - - -
Donations 5 5 1,750
- - -
- - -
Sub total (Gross income for
AR)		 12,604 33,643 33,667
A2 Asset and investment sales,
(see table).
- -
-
-		 -
- - -
Sub total - - -
Total receipts
A3 Payments
- 33,643 33,667
Awards 9,023 -
-
-
-
-
-
-
-
-
-		 15,890 1,100
Publications - -
General Administrative costs 1,738 1,738 1,463
Promotional costs 1,565 1,565 1,000
Events 2,173 17,065 4,162
Bank charges 401 401 632
- -
- - -
- - -
Sub total 14,900 36,659 8,357
A4 Asset and investment
purchases,(see table)
Foreign exhange loss 1,858 -
-
-		 1,858
- -
Sub total 1,858 1,858 -
Total payments
Net of receipts/(payments)
A5 Transfers between funds
A6 Cash funds last year end
Cash funds this year end
- 38,517 8,357
- 4,154 - 720 - - 4,874 25,310
- - -
-		 - -
84,615 11,201 95,816 70,506
80,461 10,481 - 90,942 95,816

CCXX R2 accounts (SS)

19/07/2022

2

Section B Statement of assets and liabilities at the end of the period

Categories
Signed by one or two trustees on
behalf of all the trustees
B5 Liabilities
B3 Investment assets
B2 Other monetary assets
B4 Assets retained for the
charity’s own use
B1 Cash funds		 Details
Details
Total cash funds
(agree balances with receipts and payments
account(s))
Bank account
Paypal account
Paypal USD account
Details
Details
Details
Signature		 Unrestricted
funds
Restricted
funds
to nearest £
to nearest £
19,933
10,481
32,314
28,214
-
80,461
10,481
OK
OK
Unrestricted
funds
Restricted
funds
to nearest £
to nearest £
-
-
-
-
-
-
-
-
-
-
-
-
Fund to which
asset belongs
Cost (optional)
-
-
-
-
-
Fund to which
asset belongs
Cost (optional)
-
-
-
-
-
-
-
-
-
Fund to which
liabilityrelates
Amount due
(optional)
-
-
-
-
-
Print Name
Neus Campany-Llovet		 Endowment
funds
to nearest £
-
-
-
-
OK
Endowment
funds
to nearest £
-
-
-
-
-
-
Current value
(optional)
-
-
-
-
-
Current value
(optional)
-
-
-
-
-
-
-
-
-
When due (optional)
Date of approval
Neus Campany-Llovet 23 June 2022

CCXX R3 accounts (SS)

19/07/2022

3