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## **Trustees’ Annual Report for the period From 1[ST] NOVEMBER 2021 To 31[ST] OCTOBER 2022 Charity name: MILFORD-ON-SEA HISTORICAL RECORD SOCIETY Charity registration number: 1177587**
## **Objectives and Activities**
|**Objectives and Activities**||
|---|---|
|||
|Summary of the purposes of
the charity as set out in its
governing document.
[SORP 1.17]|The promotion, for the benefit of the public, of knowledge and research into
the history and heritage of Milford-on-Sea and its surrounding area by:
research, recording and preservation of the history of the area including
promoting and encouraging the study of its history, heritage and archaeology;
collection and research of records relating to Milford and making them
accessible to the public; and liaison with other history groups locally, regionally
and nationally to further the interests of the society.|
|Summary of the main activities
in relation to those purposes
for the public benefit, in
particular, the activities,
projects or services identified
in the accounts.
[SORP 1.17, 1.19]|Provision of talks, lectures and podcasts and new accessions to the society’s
archives.
Preparation for publication of the Society’s Occasional Magazine.
Continuation of the Cornwallis Remembered initiative through the preparation
of a full learning resource for KS2 with St Barbe Art Gallery and Museum and
the support for a memorial to Cornwallis at St Ann’s Portsmouth.
Provision of new search aids to support local history research through the
project Local History Lives! The website will be refreshed to as part of this
initiative to promote the Society’s activities and publicise its governing
documents.
Through a new project, Hurst Castle Interpretation, we are researching and
recording the local history of the ancient monument on Hurst Spit. The people
and events surrounding this English Heritage building will be explored and
presented to the public.
Extending collaborative activities with other local history organisations, both
national and local.|
|Statement confirming whether
the trustees have had regard
to the guidance issued by the
Charity Commission on public
benefit.[SORP 1.18]|The Trustees have ensured that the main activities undertaken in 2022 have furthered
the charity’s purposes for the public benefit and can confirm that they have had
regard to the Charity Commission’s guidance on public benefit.|
**Milford-on-Sea Historical Record Society Trustees Report 2022**
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## **Achievements and Performance**
|Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to the
circumstances of its
beneficiaries and any wider
benefits to society as a whole.
[SORP 1.20]|Continued production of a series of bi-monthly podcasts featuring aspects of our
local history, drawing on past lectures, and photographs, maps and items from our
sound archives.
Maintaining the frequency of a newsletter to members on a bi-monthly basis.
Continuation of the cataloguing of the Society’s archives with a further ~1500 entries
being added, taking the total number to nearly 10,000. Additional items have been
received from members and will be added to the archive.
Worked with The 1805 Club on a joint proposal for a national memorial to a former
resident, Admiral Sir William Cornwallis to be placed at St Ann’s Church in
Portsmouth Dockyard.
Raised funding for and initiated the Local History Lives! project.
Initiated the Hurst Castle Interpretation project.|
|---|---|
## **Financial Review**
|**Financial Review**||
|---|---|
|Review of the charity’s financial
position at the end of the
period
[SORP 1.21]|2022 was a much better year for the society, financially and on other
measures.
Our membership and renewals are moving back up which helps cover
our regular costs and most members are able to gift aid their
membership. This, along with using email rather than paper
printing, allows us to keep the membership costs low.
Our outing to Hinton Ampner made a small surplus, though this was
mainly due to some late cancellations which lowered the numbers and
some of the costs. Our Occasional Magazine and other sales are
steady.
Our total income for the period November 2022 to October 2023 (our
financial year ends early to give time to review the accounts for the
January AGM) was £14,389.34 but the bulk of this are the grants
received for the Local History Lives project.
Cornwallis and Local History Lives projects are spending within their
plan and budgets and our general expenditure is back on a more
normal footing. The total expenditure of £11,234.73 leaves us a
surplus of £3,154.61 but the bulk of this is restricted to the
aforementioned projects. The surplus excluding grants and project
spend was £835.91.|
|Statement explaining the policy
for holding reserves stating
why they are held
[SORP 1.22|MOSHRS holds a reserves fund in order to cover any unexpected, unavoidable
costs (such as the loss of the archive storage facility) and in order to initiate new
projects, events or initiatives (expecting that these would ultimately need further
grants orgifts to complete).|
|Amount of reserves held
[SORP 1.22]|£7,960|
|Reasons for holding zero
reserves[SORP 1.22]|_N/A_|
|Details of fund materially in
deficit[SORP 1.24]|_N/A_|
|Explanation of any
uncertainties about the charity
continuing as a going concern
[SORP 1.23]|_None_|
## **Structure, Governance and Management**
Type of governing document The charity is governed by a Trust Deed as a charitable incorporated organization [CIO]. [SORP 1.25] How is the charity constituted? CIO [SORP 1.25]
**Milford-on-Sea Historical Record Society Trustees Report 2022**
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|Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of any
person or body entitled to
appoint one or more trustees
[SORP 1.25]||Eligibility for trusteeship
(a) Every charity trustee must be a natural person.
(b) No one may be appointed as a charity trustee:
• if he or she is under the age of 16 years; or
• if he or she would automatically cease to hold office under the provisions of
clause 15(1)(f).
(c) No one is entitled to act as a charity trustee whether on appointment or on any
re-appointment until he or she has expressly acknowledged, in whatever way the
charity trustees decide, his or her acceptance of the office of charity trustee.
Number of charity trustees
(a) There must be at least four charity trustees. If the number falls below this
minimum, the remaining trustee or trustees may act only to call a meeting of the
charity trustees, or appoint a new charity trustee.
(b) There is no maximum number of charity trustees that may be appointed.
Appointment of charity trustees
(1) At the first annual general meeting of the members of the CIO all the charity
trustees shall retire from office;
(2) At every subsequent annual general meeting of the members of the CIO, one-
third of the charity trustees shall retire from office. If the number of charity
trustees is not three or a multiple of three, then the number nearest to one-third
shall retire from office, but if there is only one charity trustee, he or she shall
retire;
(3) The charity trustees to retire by rotation shall be those who have been longest
in office since their last appointment or reappointment. If any trustees were last
appointed or reappointed on the same day those to retire shall (unless they
otherwise agree among themselves) be determined by lot;
(4) The vacancies so arising may be filled by the decision of the members at the
annual general meeting; any vacancies not filled at the annual general meeting
may be filled as provided in sub-clause (5) of this clause;
(5) The members or the charity trustees may at any time decide to appoint a new
charity trustee, whether in place of a charity trustee who has retired or been
removed in accordance with clause 15 (Retirement and removal of charity
trustees), or as an additional charity trustee, provided that the limit specified in
clause 12(3) on the number of charity trustees would not as a result be exceeded;
during the year, the Trustees may appoint up to 2 additional Trustees who will
stand down at the next AGM.
(6) A person so appointed by the members of the CIO shall retire in accordance
with the provisions of sub-clauses (2) and (3) of this clause. A person so appointed
by the charity trustees shall retire at the conclusion of the next annual general
meeting after the date of his or her appointment, and shall not be counted for the
purpose of determining which of the charity trustees is to retire by rotation at
that meeting.|
|---|---|---|
|**Reference and Administrative details**|**Reference and Administrative details**|
|---|---|
|Charityname|Milford-on-Sea Historical Record Society|
|Other name the charityuses|MoSHRS|
|Registered charitynumber|1177587|
|Charity’s principal address|4 Park Close, Milford on Sea SO41 0QT|
**Names of the charity trustees who manage the charity**
|**Trustee name**|**Office (if any)**|**Dates acted if not for**
**wholeyear**|**Name of body) entitled to**
**appoint trustee**|
|---|---|---|---|
|Christopher Hobby|Chairman||Membership|
|Robert Braid|Archivist||Membership|
**Milford-on-Sea Historical Record Society Trustees Report 2022**
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|3
4
5
6
7
8
9|Andrew Priestley|Treasurer and Acting
Secretary||Membership|
|---|---|---|---|---|
||Chris Sanders|||Membership|
||Joanna Close-Brooks||Resigned 14 July 2022|Membership|
||Lynton Robins|||Membership|
||Celia Jones|Membership Secretary||Membership|
||Paul French|||Membership|
||David Graves||Elected 14 July 2022|Trustees|
Corporate trustees – names of the directors at the date the report was approved
|**Director name**||N/A|
|---|---|---|
|Name of trustees holdingtitle topropertybelongingto the charity|||
|**Trustee name**|**Dates acted if not for wholeyear**|N/A|
|**Funds held as custodian trustees on**|**behalf of others**||
|Description of the assets held in this capacity||N/A|
|Name and objects of the charity on whose behalf the assets are held and
how this falls within the custodian charity’s objects||N/A|
|Details of arrangements for safe custody and segregation of such assets from
the charity’s own assets||N/A|
## **Declarations**
**The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees**
**Signature(s) Full name(s)** Christopher Hobby Andrew Priestley **Position (e.g. Secretary, Chair)** Chairman Acting Secretary **Date**
**Milford-on-Sea Historical Record Society Trustees Report 2022**
##
|Milford on Sea Historical
Income&Expenditure Ac|Record Society
count**2021/2022**|||
|---|---|---|---|
|RegCharityNo1177587|_12 months_|_10months_||
||**Yearending**|**_yearending_**||
|**Income**|**31/10/2022**|**_31/10/2021_**|_Notes(for2022)_|
|Annual Subscriptions Donation -GiftAided|1,475.00|_1,120.00_|_IncreaseInmembership_|
|Annual Subscriptions Donation - Non Gift Aided|530.00|_560.00_||
|Visitor Fees|20.00|_10.00_||
|General Donations Received - Gift Aided|115.98|_20.00_||
|General DonationsReceived - Non Gift Aided|122.00|_550.00_||
|General Sales|82.00|_22.00_|_Books, teatowelsetc... _|
|Occasional Magazine|219.50|_102.50_||
|OutingReceipts|1,013.00|_0.00_|_HintonAmpner_&_SouthwickPark_|
|GiftAid Refund (fromHMRC)|414.44|_352.06_|_IncreaseInGiftAiding_|
||10,341.00|||
||||_GrantsfromParishCouncil, Hampshire_|
|Local History Lives|||_CouncilandNations/Heritage_|
|Cornwallis|50.00|||
|Bank Interest&otherincome|6.42|_0.86_||
|**TOTAL**|**£14,389.34**|**_2,737.42_**||
##
|Milford onSeaHisto
Income&Expenditur|rical Record Society
e Account**2021/2022**|||
|---|---|---|---|
||**Yearending**|**_yearending_**||
|**Expenditure**|**31/10/2022**|**_31/10/2021_**||
|Lecture Costs|340.00|_150.20_|_Expenses/Gfftstovisitingspeakers_|
|Hall Hire|540.00|_45.00_|_Al/SaintsandtheVillageHall_|
|Archive Storage|400.00|_400.00_|_ArtefactsheldatVillageHall_|
|Expenses, Secretarial&Postage|191.57|_106.35_||
|Printing Occasonal Magazine|0.00|_470.00_||
|Printing&Stationery|70.00|_133.00_|_Usingemailffpossible_|
|Advertising|0.00|||
||||_BALH, Hamp. FieldClub, Archives_|
|Insurance&Affiliations|408.29|**_295.58_**|_Trust; publicliability_&_otherins. _|
|Acquisitions|0.00|||
|OutingCosts|971.45||_seeabove, outingreceipts_|
|AGM Costs|116.40|_12.00_|_printingfor2022AGM_|
|Catering Costs|0.00|||
|Event Costs|0.00|||
|Cornwallis/Peyton projects|1,048.94|**_679.44_**|_PlaqueforStAnn's_&_AllSaints_|
|Local History Lives Project|7,023.36||_CommunitySites_&_others_|
|Miscellaneous|124.72|**_429.98_**|_HSBCcharges_&_CardReader_|
|**TOTAL**|**£11,234.73**|**_2,721.55_**||
|**Surplus/[Deflcit] foryear**|**£3,154.61**|**_1.5.87_**|_835.91_|
||||_ExcludingLHL_&_Cornwallisprojects_|
#
##
##
|"Restricted" Funds||7,624.83||_5,306.13_|_Cornwallis' _&_'LocalHistory'activities_|
|---|---|---|---|---|---|
|"Free" Funds (unrestricted, prev yr)|7,972.92|||_10,275.75_|_Ofwhichupto£3kmarkedforLHL_|
|Surplus/Deficitfortheyear|3,154.61|||_15.87_||
|Total "Free" Funds||11,127.53||_10,291.62_||
|**TotalcashAssets**|||**£18,752.36**|_15,597.75_||
|_Made upof:_||||||
||||||_AllBankingMoneytransferredtoLloyds_|
|**Bank**Current Account(s)||18,585.28||_2,445.43_|_3110/22_|
|**Bank**Deposit Account||0.00||_12,775.24_||
|_ofwhich,restricted(C'wallis)_|4,307.19|||||
|_ofwhich,restricted(LHL)_|3,317.64||||_Plusupto£3kfrom_MOSHRS_funds_|
|_ofwhichUNrestricted_|10,960.45||||_Ofwhich£3k'dedicated'forLHL_|
|Cashin Hand||167.08||_377.08_|_Moneyforcashsales_|
|**Total**|||**£18,752.36**|_15,597.75_||
##
|**Income &E **|**xpenditu**|**reA **|**ccount2 **|
|---|---|---|---|
|Other assets|Date||Purchase price|
|Storage cabinets, chest||2012|4845|
|Display panels, storage drives||2013|192|
|Projector||2020|
299|
|Laptop||2021|
350|
|Historical Records&Artifacts||||