Berkshire Family History Society CIO BERKSHIRE Registered Charity Number 1204390 Trustees. Annual Report for the 12 months to 30 April 2024 Reference and admlnlstratlve details of the charity, its Trustees and advisors The Society was established in 1975 as Berkshire Family History Society. In Aiigllst 2023 It became a Charitable Incorporated OanisatiOn. Its new charity registration number is 004390, previously being charity niimber 283010. Its address is The Centre for Heritage and Family History, 2MI Floor Reading Central Library, Reading, Berkshire, RGI 3BQ 4liV HISTORY sobil Trustees {and Executive Committee members) in the year ending 30 April 2024 Trustee$ at 30 April 2024 Name Date of appointment (if during the year) Role Catherine Sampson Nick Prince Chairman Viee-chairman Martin Pilkington Variessa Chappell Sandra Barkwith Treasurer Secretary Bracknell and Wokingham Branch Compiiter (Woodley) branch Newbiiry Branch Reading Branch Vale of the White Horse (Abingdon) Braneh Windsor, Slough and Maidenhead Branch Gillian Stevens Nick Prince Vieki Chesterman Dave Purling 7,June 2023 Leigh Dworkin .lohn Diinne Andrew Rice Paiil Barrett Alison Pedley 7June 2023 Other Trustees during the 12 months to 30 April 2024 David Wooldridge Tony Henty Malcolm Gray Trustees receive no remuneration for their work on behalf of the Society. section continues on nextpage Page l of 12 Berkshire Family Historysoaely CharityCotDmissionTrLLsLeeAnnu*l ReportBrendIng 30.4pril 2ts24
Professional Advisors in the year ending 30 April 2024 JA)iiisa James, 38 Raymond Road, Maidenhead, Berkshire SL6 6DF CAF Bank, 25 Kings Hill Avenue, West Malling, Kent, MEI9 4JQ Sh2wbrix)k Bank Ltd, Lutea House, Warley Hill Business Park, The DrÉve, Great Warley. Brentwood. Essex, cm 3BE PIB Insuranee Brokers, Southgate House, Southgate Street, Cloucester, GLI IUB Blandy & Blandy LLP, One Friar Street, Reading. RGI IDA Structurei governance and management Originally established in 1975 as Berkshire Family History Society, Berkshire Family History Society CIO is registered wtth the Charity Commission (Registered Charity Number 1204390) as a Charitable Incorporated Organisation. The Society's eonstitiition was written in 2023 to reflect the change to a CIO. This new constitiition was adopted in.Tiine 2023 by the membership. Triistees will keep the constitiition linder active review and are satisfied that it remains fiilly consistent with contemporary requirements and that it properly guides what the charity does and how it operates. An Executive Committee, comprising no more than 15 Society members, manages the Soeiews affairs. There are foiir designated officer posts - chairman, vice-chairman, secretary and treasurer. These officers and the addttion21 Trustees form the SoCiets Executive Committee. Society members elect the officers and otheT Trustees at the Annual General Meeting. Each Trustee seTves a term of one year and, if eligible, retiring Trusiees may be re-elected for a further year. No Trustee may serve more than five consecutive terms without then taking a break from office. The combination of direct election and set lirnits to length of Trustee seThice safeguards continuity and integrity of Society management. It also serves to re-energise it, introducing a small number of new TrLJStees into the management group each year. In the year ending 30 April 2024, the Executive Committee met on ten occasions, including a special meeting to approve fiill year accounts before the Annual General Meeting, two strategy meetings and once to discuss the Society's relocation. The Society constitution permits the Executive Cornmittee to delegate certain funrtions to sub-committees. In every case, such sub-committees contain at least one Twstee in their permanent membership together with other Society members. A]1 sub-committees are responsible to the Execiitive Committee and report to it regularly on their activities and discussions. They also have clearly defined Terms of Reference which are regularly reviewed. section continues on nextpage Page 2 of 12 Berkshire Family History Society Ch8rityQ)mmissioDTru5te¢Annual ReportTrEarending,'iJ April 2U24
Structurer governance and management (continued) Projects and Publications Sllb-committee (PPC) Projert work represents a major part of the Society's charitable activity. The purpose of this committee is to manage and direct the Society's project workto agreed standards. Keytasks of the PPC include setting project priorities and overseeing the indexing and transcribing of original Berkshire reeords, the checking of those indexes and transcriptions against original reeords and bringing project outputs to timely publication in an appropriate form for the benefit of members and the wider public. Research Zone Sub-committee (RZC) The Society's premises at The Centre for Herttage and Family History in Reading Central Library, provides Berkshire's foremost facility for family history research. The Centre provides a wide range of online and traditional resources that are regularly used by Members of the public and Society members and it also serves as an educational facility. The Research Zone Committee is responsible for ensiiring the efficient day-to-day operation of the services and facilities of the Centre to ensiire that the needs and expectations of present-day family historians are recognised and satisfied effectively. Education and Events Sub-committee This group focuses on the organisation and delivery of events that promote understanding of social. local and family history through regular series of talks, walks, workshops and coiirses. This group also arranges for Berkshire Family History Society to be represented at fairs and open days. The groiip reports its activities and plans to the Executive Comrnittee. Marketing and Communications Sub0Mmittee (incorporating the Webslte Team) This groiip oversees the design and fiinctionality of the Society's signage and promotional material. The 8roiip feeds back to the Exeeiitive Committee regularly. The Website Team, originally raised to create the Sociews new website and one for its shop (run by its siibsidiary- Berkshire Family History Enterprises), now continues to develop the websites and within its part of the Marketing and Communications Group, Continues to produce regular email newsletters to members. IT Working Group This groiip manages the rr purchases and infrastrurtiire for the Society including AV, telephony and connectivsty into The Centre, with the exception of the website, which is managed by the Marketing and Communications Group (above). identify, test and cost the irnplementation ofthird party software. and manage the Societ$ email delivery systems. The Group will develop policies, practices and procedures and how-to-guides relative to the Society IT equipment, including security of data. The Groiip reports its aetivities and findings to the Executive Committee. Branches and Branch Sub-committees The constitution empowers the Executive Committee to set up Branches to further the objectives of the Society. The Society has six local branehes that are active across the historic Royal County of Berkshire. Branch Committees - nominated and elected by local members at their respective annual meetinss - run these branches and report to the Executive Committee on their activities. From their Branch Committee me.mbers, each braneh proposes a representative for elertion at the Society AGM to serve as a Society Triistee and to represent that branch on the Executive Committee for the next year. Eaeh Branch Committee thus contains at least one Trustee member. section continues on ntpage Page 3 of 12 Berkshire Family History Soaety CharityCommissionTrusteeAnnual Report yearending3O April 2024
Structurei governance and management (continued) Policies Pdnd Procedures Sllb-eommittee This groiip is tasked with e.nsiiring that all Olir policies and procedures are rigoroiis and current. They look at the formation of new policies or procedure5 should they be necessary to the effertive and lamrful work of the Society. The Group meets at least 5 times a year and reports directly to the Executive Committee. Day-to-day aCtIties, such as staffing The Centre for Heritage and Family History, assisting researchers, and indexing and transeribing of records to give three examples - are all undertaken by volunteers, none of whom reeeive remuneration foi theirwork. There are no employees or paid staff. Like many voluntary OTganisations, the Society flnds increasing difficiilty in attracting and retaining a siifficiently large eore of committed helpers to ensure that it continues to fiinetion effectively and, more importantlyj to tackle the miiltiple challenges of today's operating enyironment. The Soeiety> its membership and the wider piiblie are all indebted to that small groiip of volunteers th2t eontinues to take responsibility for a disproportionate number of the tasks that the Society has to address if it is to remain a meaningful and Sliceessful organisation. Since the beginning of 2016, the Societys quarterly magazine has been produced by an editorial panel. BFHE is a trading company wholly owned by the Society and registered with Companies House, Number 04733795. In the year to 31 March 2024, its directors were- Chad Hanna (Chairman), Ivan Diek250n (Managing Director), Tony Roberts, Catherine Sampson and Paul Barrett. The company pays the Society for it5 PTOPOrtionate use of Society premises and facilities, retails prodiicts purchased from the Society and other bodies, and donates any siirpliis profit generated to the Society. In the year ending 31 March 20¥, BFHE again traded siiccessfiilly, with unwavering support throughout the year frorn a small and dedicated operating tearn. Financial and other major risks to which the Society and its operations coiild be exposed are siibject to regular and ongoing assessment. Established procedures are in place to manage those risks and these are kept under active reTriew. During the year linder review the Trustees have eontinued to monitor the handling and storage of personal inforrnation (UK General Data Protection Regiilation 2021). This led to a review of our procedures and updatins of our current policies regarding Data Protection. In addition to this we took the opportunity to review all our policies regarding health and safety, and risk assessed our premises to ensure a safe environment for our volunteers and visitors. The Tnistees give full and carefiil consideration to their obligations under the Charities Aet, 2011 (cDnsolidating earlier legislation) and the Charities (Protection and Social Investment) Act 2016, to report on publie benefit, and to do so in accordance with ciirrent Charity Commission guidance. The principal benefits provided by Berkshire Family History Soeiety fall within two primary descriptions contained in Section 3 of the Charities Art, 2011. + advancement of ediication - in the fields of genealo&v and fatnily history. and dvancement of the arts, Culture, heritage or science - and particularly the advancement of related heritage issiies section continues on nextpage Page 4 of 12 Berkshire Family Hiskory thoety CharityCo]n]nlssionTrIeeAnnUa7 R¢portyearendin830.4pril 2024
Structurei governance and management (continued) Its activities also contribute to improvement of the historie environment and to heritage conservation. The Society's first objective (see below) addresses piiblic ediication. Family history research remains one of the most POPLilar interests for people of all ages, backgrounds and nationalities. Many who set out to research their family's aneestry do not always have the iinderstanding, research expertise, perspectives and skills that are needed to eondurt researeh effertively. The skill set and experience required to find and to prove family links and connections are not easily aequired withoiit ready access to traditional and online resources, and to informed help, support and advice - all of which Berkshire Family History Society is well positioned and able to offeT. The Society's second objective addresses Pllblie benefit directly, for present and futUTe generations. That benefit derives from all that the Society does to help and to support the preservation, care and responsible use of the archival heritage of the historic Royal Coiinty of Berkshire. This report illustrates how the Society has delivered public benefit in the past year. * benefits are readily available to all members of the public in Berkshire and further afield + benefits are easy to access for many- at The Centre for Heritage and Family History, centrally located in Reading benefits are delivered actively to local Berkshire communities, through an extensive programme of branch meetings, events at The Centre for Heritage and Family History and outreach events benefits are Tnade available, wherever practicable, free of charge at the point of deliverf . Where the Society has paid to subscribe to key products and seiCeS from outside organisations, a iiser fee rnay be payable. Siich fees are nominal and make OT)ly a modest contribution towards offsetting the costs inciirred in providing the service, Central and loeal government funding continues to fall for loeal and national archive 5ervic.es, librnries (including local stiidies), heritage events and continuing adiilt edueation. The Trustees seek to ensiire that, whenever practicable. services proTrided by the Society take due account of the ramifieations of local changes in levels of public funding and siipport. The Society seeks to deliver serviees of good valiie to all family historians - wherever their research interests may lay, whatever the extent of their research experienee and whether or not they are Society members. Throughout the past year we have continued to nln face-to-f2ee activities, as well as maintaining, and even expanding, our online activities for the publie benefit. This has enabled lis to continue to attract a new audience from all over the UK and overseas. as well as re-engaging with previous audiences who were not able to access online offerings. Objectives and Actlvltles The objectives of the Society are: To advance education of the public in research into family history and genealogy? primarily but not exdusively within the boundaries of the pre-1974 Royal County of Berkshire. and To workto promote the preservation, transcription, indexing and ready public accessibility of related reeords and infornlation. section continues on ntpage Page 5 of 12 Berk5bire Famdy History SoLMety Chdjity Q)mrnissioD TrusteeAnnual Report yearendin8.30.Ipril 2()24
Objectives and Activities (continued) vities: Public benefit This section siimmarises where the Societys efforts have been directed in the year linder review: + managing The Centre for Heritage and Family History in Reading to ensure that Berkshire's foremost facility for family history research remains compliant with any prevailing guidance regarding public health issues facilitating the continuation of one oiit of three of our paid for family history website subscriptions to be avai12ble to members from their homes, outside of oiir Centre for Heritage Family History opening hours, enabling personal family history research on a local, national and international scale benefits are made available, wherever praeticable, free of charge at the point of delive * organising meetings each month either online or face-to-face, covering our six branches in the historic county of Berkshire at Abingdon, Bracknell, Newbury. Reading, Windsor and Computer - open to all monthly evening inforrnal sessions online to dIsISS and enlighten on particular topics * holding online and face-to-face advice sessions (all free-of-charge events) + supporting community organised events, includins Heritage Open Days + giving talks and presentations on family history research to eommunity organisations + producing and publishing a 44-page quality quarterly journal - Berkshire Family Historian + publishing a bi-weekly email newsletter for our members and on alternate weeks a bi-weekly events newsletter for members and non-rnembers * maintaining an online forum, to host a valuable interehange of questions, answers, news and ideas for Society members worldwide continuing activtties in an online format as well as running face-to-face events, thus maintaining the accessibility to those living at a distance from Berkshire. + providing, maintaining and pro-artively developing a website berl-.sfh. . This was eonstantly linder review to ensure that it was lip to d2te, made fiill Iise of the latest technology and provided a pleasant and easy user experience. It offers substantial free content on general research principles, research in Berkshire, and on Society activities + utilising social media (Twitter and Faeelx)ok) to reach family and local historians + maintaining the Berkshire pages of GENUKI (UK and Ireland Genealo&v) a virtual reference library for Berkshire local and family history research interests + providing online workshops, coiirses, talks, and special interest groups designed to increase knowledge of farnily, local 2nd social history section continues on nutpage Page 6 of 12 P£rksbire Family History Sooety Charity]70nTrU¥lee Annual Reportyearending 30..IpTiI 2024
Objectives and Activities (continued) + answering questions and providing one-to-one online and in-person advice session, as well as via telephone or email or on social media This section summarises where the Society's efforts have been directed in the year under review: indexing and transcribing of original records, including parish register data and historic newspaper articles, for publieation in CD format, downloaded PDF, and online. this greatly reduces the need for freqiient or direct acces5 to fragile original documents, and enables wider and improved access to such records recording, photographing and mapping memorial inscriptions, incliidin8 war memorials, aeross the county, and PLiblishing this information so as to preserve details for future generations; this is important as many monuments and inscriptions are unlikelyto Survive due to headstones being moved, eroded by weather and pollution, or vandalised + securing online publication of the Society's transcriptions on fmdmypast (previously DC Thomson Family History) website, with support from the Royal Berkshire Archives (forrnerly Berkshire Record Office) * maintaining The Centre for Heritage and Family History, run by Society members, where visitors may access worldwide online resourees, CD datasets, microfilm records, and a library of printed material • providing a general source of advice on family history matters to all representing family history and genealogical interests on local bodies, including the Standing Conference on Arehives for Berkshire + through a wholly owned subsidiary organisation an online shop is provided retailing Society publications and specialist items from other sources maintaining and continiially improving a digital service (Yourffrees) for our members to upload their family trees for vtewing by other members providing free replacement baptism registers to Berkshire's smaller churches, in conjunction with the Royal Berkshire Archives Iformerly Berkshire Record Office), to enable them to deposit thelr longstanding, biit not yet fiill, registers for safekeeping with the Royal Berkshire Archives + donating funds to the Royal Berkshire Archives for replacement computers within their search r(>om Achievements in the year ending 30 April 2024 The achievements of the Society diiring the p2St year are set oiit below: retaining our Society President, who has immense standing within the Berkshire, and national, commiinity + retaining 1,067 paid Society memberships (single, family and overseas), representing about 1,250 family historians (a continued robust achievement in a challenging operating climate). This is a slight decrease on the previous yearfs figures + organising and running 50 brarAch meetings online and face-to-face with over 1050 recorded attendees (of which a total of just over 5% were not Society members). This is down aroiind 350 on last year's figures. There was a noticeable reduction in face-to-face branch attendances with a section continuas on nextpage Page 7 of 12 Berkshire Famity Hi5torySoaety Charity Commission TrusteeAnnual Reportyear ending Ji).4pril 2a24
Achlevements in the year ending 30 April 2024 (continued) continued hesitancy of people to rejoin group meetings, with online meetings being better attended + running braneh and other face-to-face meeting5 alongside a range of online activities that also have the effect of widening participation to include the whole of the UK and abroad + continuing bi-anniial Combined Branches Meetings where we can access more renowned speakers, and attract miieh larger audiences over wo attendees for the year in review + continuiDg the recording of branch meetings, subject to agreernent by the speaker, for access by our members on our website, so that those who Could not attend can still access the meeting content + recording of family history courses for access by all on our website + recording video toiirs for access by our members on our website creating and delivering a programme of events held online and face-to-faee, inclliding 25 social history talks, 12 family, social and local history workshops, 2 family, social and loeal history courses, 14 guided tours and walks, 2 tours of the Centre for Heritage aTtd Family History, 22 advice sessions li natter groiips and a day school continuing face-to-face advice sessions at The Centre for Heritage and Farnily History + maintaining a DNA inteTest group by a nationally noted expert and author in this field thal met on 4 occasions online + delivering another County Heritage Fair (the second ever), a joint online venture with BerkshiTe iA)cal History Association. with 30 'Stallholders' and, again, attracting over 200 attendees + supporting lo1 family history societies by attending i virtual fair that they organised + supporting popular Heritage Open Day events in September 2023 over 3 days welcoming visitors to The Centre for Heritsge and Family History and running a talk especially for the event * giving talks and presentations + maintaining members discounts on Society products and events * iMpron8 services and f2eilities for researchers at The Centre for Heritage and Family History in Reading with regular maintenance and upgrade of the available computers • opening The Centre for Heritage and Family History, with regular reviewing of safety Procedures and our opening hours, and extending our openins hours when possible + cataloguing of our reference librdry and launching the catalogue online to aid visitors to The Centre for Heritage and Family History reviewing ar]d updating point of sale processes to irnprove our customer experience + welcoming 442 people into The Centre for Heritage and Family History (over 60 more than in the previous year), of which 38°A were non-members + attracting 75 members and visitors during the year to attend online and face-to-face events (of which nearly 30°A were not Society members)(figures incliide sItOrS from Canada, America, Eiirope, Australia and all over the UK). The attendance figure is slightly down on last year, but the proportion of non-members has increased section continues on nextpage Page 8 of 12 Berkshire Family HistorySo¢iety a)arityCommissionTrustreAnnual R¢porL aren01% Ju April 2024
Achievements in the year ending 30 April 2024 (continued) + welcoming 71 people to our library drop-in adviee sessions, family history siirgery sessions and other events arranged and nin by Society members across historic and modern Berkshire - at Bracknell, Wokingham, Newbiiry, Faringdon and Reading. This is an inerease on the number who attended the previous year. We were able to hold 33 sessions. Of the 71 people who attended, ifA were non-members continuing online publication on findmypast of more Berkshire parish re8i5ters transcribed by Society voliinteers aDd widening public aecess to them + Tetaining a discount to findmypast foT our members continiiing refinement of the Society website, with upgraded website seciirity, the addition of new web pages and a number of datasets aTJd data extracts expanding our electronic journal exchange with other family history societies + internal reviewing of our Code of Conduet, Offiee Risk Assessment, Privary and Data Protection Policies, and an independent external review of oiir Health and Safety Policy, to ensure currency and Compliance attracting a healthy number of posts from members on the online Members Forum strengthening the Society presence on Twitter (@BerkshireFHS) and branch presence on Facebook a5 a means of extending communication with Society stakeholders supporting a Society voliLnteer in maintaining the Berkshire pages of GENUKt - the searchable virtual reference library for the UK and Ireland- where Berkshire pages, including Towns and Villages and the Berkshire Church database, are now essentially'complete. indexing and transcribing additional Berkshire records, including parish registers and monllmental inscriptions and progressing them for fiiture CD and online publication + preparation for and release of a further 108 piirchasable data downloads covering marriages and banns across the coiinty * continiiing work on the prodiiction of 3 new CD covering Winkfield Parish Registers, also CDS on Bray Parish Regters, Tilehurst Stmichaels Memorial Inscriptions, Windsor Memorial Inscriptions, and Berkshire BaptiSTns (4 and è eds) + creating a Berkshire Name Index accessible our website <• preparation of more burial data downloads + ongoing work on a further batch of parish register transcription5 and burial ground monumental inscTlPtions recording, and also on recording war memorials in the county + publishing in print and online four issues of the Berkshire Family Historian each with 44 A4 pages. with copies sent to all tnembers and mailed, by request. to libraries and other organisations + promoting the involvement and development of young people through the engagement of 2 college student as videographer for the Society, and continued engagement of 2 Student graphic designer maintaining healthy accounts in Itght of economic uncertainty and rising costs •> continuing a regular fortnightly email newsletter to members and non-members with advice on family history matters and links to related events and publieations, as well as continuing to produce a fortnightly events email newsletter section continues on next page Page 9 of 12 Berkslire Family HistoryS(xiety CharilyCotnmi55ionTrw4tee Annual Reportirar endin830.4pril 2024
Achievements in the year ending 30 April 2024 (continued) + providing complimentary back-copie5 of the SoCiets journal to visitors to The Centre for Heritage and Farnily History and the Berkshire record Office + donating new computers to the Royal Berkshire Archives for use by visitors in their readtng room This short summary reveals the scale of the collective investment of knowledge, skills and time that volunteers make to the work of the Berkshire Family History Society. Their support is vital for the Soeiety to continue to deliver public benefits not just in Reading and across Berkshire but nationally and internationally. The Trustees woiild like to record their recognition and appreciation of the contribution made by those volunteers and of the level of support they bring to the Society, its produets and services. Flnanclal review min Total Society income in theyearto 30 April 2024 was £41,6 (LY£45,124). Our overall tot21 ineome decreased from the 202212023 figiire, this change is attributable to a decrease in the income from donations. Gift Aid income did not come through in the year in qiiestion. The donation of £2,680 from Berkshire Farnily History Enterprises is £1,620 down on that in the year 202212023. Interest in print publieations has continued to show a slight downtiJrn dliring the yeaT. Royalty income from online publication of Society transcriptions has remained steady. Income from events has increased slightly by nearly 4%. Overall, Society income was less than the operating costs of É54,779 (LY £41,157) to generate a loss of £,164 (LY £3,9671. This is primarily due to spending on iipgrading oiir IT eqiiipment and an increase in the cost of subscription packages for use within The Centre for Heritage and Family History. Since the last report we have continued to be settled in our new premises at The Centre for Heritage and Family History, within Reading town centre. Unfortiinately, we are aware that we will need to move premises within the next year. The objectives remain to cover all foTecast management, administrative and support costs incurred by the Society and to replace or upgrade Society assets when indicated. It is Society policy to maintain a generdl reserve that is at least equivalent to a minimum of twelve months, unrestricted ftjnd expenditure at prevailing levels. In addition, the Society Seeks to generate sufficient income to enable siipport to be given to deserving local archiY21 initiatives and projects at the Trustees. discretion and to allow for siipport of specific educational projects. The Trustees consider this to be the proper level at which to preserve the Society's financial integrity. Tnistees actively revtew all elements of the Society's cumulative financial performance, including expenditure against annually agreed pre-approval limits, on a bi-monthly basis. section continues on nextpage Page 10 of 12 Berkshire FatDily History Soiiety CharityCommiSsionTrt¢eknllUa] Report vear ending30 April 2024
Financial review (continued) The Trustees appreciate the Current reserves are maintained at 29 months expenditure. Now that we have physically and financially settled into our new prernises, The Centre for Heritage and Family History, the Trustees are looking to give support to archival projects and will look to reduee reserves while retaining a prudent level of retained reserves. Trustees are also m3ndful that in the near future significant capital may be needed to secure new prernises. Lookin forward As the UK economy eontinues to suffer in uncertain times, the Trustees recognise the seale of the challenge to maintain or, better still, to increase income from rnembership fees, donations, and the provision of educational events available to all. The Trustees appreciate that family history research is not an inexpensive pastime. They accept that the Society must invest more in effective, wider-reaching piiblic and member proTnotion to create and raise awareness of its services. The Society has also to work to counter a mistaken belief among many researchers that online publishers now offer all that they need for successful research. The skill mix reqiiired by family history societies from their volunteers is widening steadily, particularly in applications of information technology in the research process itself and ir) the Societgs management. Where siieh skills cannot be foiind readily frorn within the Society's voliinteer grollp, the Trustees acknowledge that they may well have to eonsider non-member volunteers or paying to acqiiire necessary technical skill sets. The Trustees had Consciously held back from giving major financial support to archival initiatives biit we did make a donation of new equipment to the Royal Berkshire Archives (formerly Berkshire Reeord Office) to ftirther their work. Future potential projects are regularly discussed in oiitline with Royal Berkshire Archives. The Trustees are awaTe that the Society will need to move premises, most likely within the next year, due to the closiire of the biiilding we currently oceupy. The aim is that this will not impact a majority of the Soeiet)ds activities, biit it is antieipated there will be a significant financial impact. Not least, Trustees recognise that turnS from the Society's investments are likely to remain at very modest levels in the near to medium term. Any realistic opportunities to improve on those returns will be kept Linder active review. Looking foThFard, the Berkshire Family History Soctety will seek to broadly maintain current levels of income, at the same time eontiniiing to explore wider applications of technolo to contain increases in costs likely to be seen in traditional areas of expenditure. Planning for 2024/2025 The Tnistees have identified eleven key tasks and initiatives for the coming year: to Complete the Societys move in charitable status to that of a CIO (Charitable Incorporated Organisation) to bring Berkshire Farnily History Enterprises back under the management of Berkshire Family History Society to seek and secure future premises for the Soeiety actively section continues on nextpage Page 11 of 12 erkshire Family History So(iety Charitycommission TrusteeAnnuB] Rcport yearendins.'io.Ipril 2024
Plannlng for 2024/2025 (continued) to maintain current rates of indexing and transeribing of original Berkshire records and, consistent with high quality data standards, publishing further transcriptions of Berkshire baptisms, marriages and burials as 'state of the art, CDS, data downloads and also online + to continue developing the Society website, by extending content, developing online membership serrices, and embracing aceess implications for mobile devices. Also strengthening evaluation techniques to make increased use of traditional and electronic media to raise awareness of the Society and its products and services in order to increase public support and sustain membeiship numbers to build on the programme of regu12r outreach activities across the historic Royal County of BerkshiTe to inerease the Society's public Nisibility and public interaction, Mthile striving to maintain and bolster online alternatives for those who are OUt-ofullty + to continue to devdop education and information serviees that can facilitate greater engagen)ent between the Society, other famlly historians and other historians to secure additional volunteers, some of whom will have particular specialist skills, and all of whom have a genuine cornmitment to help to drive forward the next stages of the Society's developrnent + to continue supporting a sub-committee structure which helps establish the expeetstions of family historians and prepare to meet those expectations, ineorporating and developing in detail some of the initiatives described above + to review the StCtUre and scope of the sub-con)mittees supporting the Trustees Executive Committee + to organise and host more online Berkshire Heritage Fairs in association with the Berkshire IA)cal History Assoeiation to organise a one day collference and series of associated visits to celebrate the Sociews 50th anniversary Approval The Trnstees of Berkshire Family History Society CIO approved this report on 24th January 2025. It is Sl8Thed on theiT behalf by two Trnstees, Vanessa Chappell, Society Secretary during the year under review, and Catherine Sampson, the Society Chairman during the year under review. Signed , Secretary Signed , Chairnian Date 30 JcmLW 2025 Page 12 of 12 BeTkshiTe Family History kniety eharityc4Jmml&8ion TNstee Annual Report yeRr Endittg 3oApril 2024
BERKSHIRE 4rt*iLY HISTORY SOG BERKSHIRE FAMILY HISTORY SOCIETY Financial statements for the year ending 30 April 2024 Regastered Charity No. 1204390
BERKSHIRE FAMILY HISTORY SOCIETY coNrENfS Page Independent Examiner's Report Statement of Financial Activities Balance Sheet Notes to the financial statements 6-10
BERKSHIRE FAMILY HISTORY SOCIETY Independent examiner's report I report on the accounts of Berkshire Family History Society for the year ended 30 April 2024, which are set out on the following seven pages. Respective responsibilities of trustees and examiner The charity's trustees are responsible for the preparation of the accounts. The charity's trustees Consider that an audit is not required (under section 144 of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to: examlne the accounts (under section 45 of the 2011 Act) follow the procedures laid down in the General Directions given by the Charity Commission (under sectlon 145(5)(b) of the 2011 Aet) state whether particular matters have come to my attention. Basis of independent examiner's report My examination was carried out iii accoidance with the Genera] Directions given by the Charity Commission. An exalnination 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 you as 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 ttrue and fair view and the report is limited to those matters set out in the statement below. Independent examinerfs statement In connection with my examination, no matter has come to my attention: which gives me reasonable cause to believe that in any material respect the trustees have not met the requirements to keep accounting records in aceordanee with section of the 2011 to prepare accounts which accord with the aecounting records and comply with the accounting requirements of the 2011 Act or 2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Louisa James 38 Raymond Road Maidenhead Berkshire SL6 BDI LIIKtCK)MD_S Date: 16191lOJU
BERKSHIRE FAMILY HISTORY SOCIETY Statejnent of Nnancial A¢lltieS for the year ending 3oApAI 2024 2024 2023 Note INCOME FROM Voluntary incovne Activities for generatingfim Investment incorne 25.587 30,905 2,614 949 Charitsble aetivities 79 13,270 TOTAL INCOME 41,6 45,124 Raising funds 11,623 10,948 Charitable activÈties 43.156 30,209 549779 41,157 NET INCOME 13yi64 3*967 TOTAL FUNDS BROUGHf FORWARD 147,657 143,690 J34?494 147,657 The note5 form partofthesefiTraa1 statements.
BERILSHIRE FAMILY HISTORY SOCIErY Balance Sheet at 30 April 2024 2024 2023 Note Tangible assets Debto Deposit aceount Cash at bank and ill haLd 7,248 52,541 106,518 7,231 $2,176 100,722 166,307 A60,12 CREDrroRS: 4mounts fallingdue one year (31,8u) (12AT2) Provi8ionsfoT liabilities and {31,84) {12?479) A34?494 147,657 134 94 147.657 Unrestricted funds 130.494 4.0(K) 143.657 4,000 FAlu(ztÉon 134A94 147,6s7 The TnteeS collsiderthat the company is entitled to exemption from the requirementto have all audit under the provision5 of section 477 of the Cornpanies Art 2006 (Wie ACV,) and members bave not required the 0)mpayt0 obtain an &uditfortheyear in questioll in a¢o)rdancewsth seetion 476 ofthe Art. The ThteeS acknowledgetheir responsibilities for o)mplying with the quireMents of the CompaniesAet 2006 respectto accounting reeords andthe preparation of financial Statements. The financial statements were approved by the TheeS on th May 2022 and signed on theirbehalf,by Cathwine Sa7n50n Date.. 2024 202 hlartin Pilkitwon Date: 2024 211iQ IZ Thenote50ll Pa8es4to 8form p3rtofthese flnanclal st*emÈnts.
BERKSHIRE FAMILY HISTORY SOCIETY Notes to the accounts for the year to 30 April 2024 i Accounting Policies 1.1 Basis of preparation of financial statements The financial statements have been prepared in accordance with Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS102) (effective i January 2015) (Charities SORP (FRS 102)), the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) and the Companies Act 2006. The Berk8hire Family History Society meets the definition of a public benefit entity under FRSIo2. 1.2 Organisation statss The charity is an unincorporated organisation. 1.3 Fund accounting General ndS are unrestricted ndS which are available for use at the discretion of the Trustees in furtherance of the general objectives of the charity and which have not been designated for other purposes. There are no funds which have been restricted by specific restrictions imposed by donors. All funds are unrestricted. 1.4 Income All income is reeognised once the charity has entitIernent to the income, it is probable that the income will be received and the amount of income can be measured reliably. Other income is recognised in the period in which it is receivable and to the extent that goods have been provided or on completion of the serviee. 1.5 Expenditure Expenditure is recognised once there is a legal or constructive obligation to transfer economic benefit to a third party, it is probable that a transfer of economic benefit will be required in settlement and the amount of the obligation can be measured reliably. All expenditure is inelusive of ]ecOVerable VAT.
BERKSHIRE FAMILY HISTORY SOCIETY Notes to the accounts for the year to 30 April 2024 (continued) 1.6 Tangible fixed assets and depreciation Tangible fixed assets are carried at cost, net of depreciation and any provision for impairment. Depreciation is provided at rates calculated to write off the costs of fixed assets, less their estimated residual value, over their expected usefijl lives on the following bases: Computer equipment - 33% straight line Office equipment - 20% straight line 1.7 Interest Receivable Interest on ndS held on deposit is induded when re]Vable and the amount can be measured reliably by the charity. this is nonnally upon notification of the interest paid or payable by the bank. 1.8 Debtors Prepayments are valued at the an]ount prepaid net of any trade discounts due. 1.9 Cash at bank and in hand Cash at bank and in hand indudes cash and short terni highly liquid investments with a short maturity of three months or less from the date of acquisition or opening of the deposit or similar account. i.io Liabilities tAabilities are recognised when there is an obligation at the balance sheet date as a result if a past event, it is probable that a transfer of economic benefit will be required in settlement, and the amount of the settlement can be estimated reliably. Liabilities are reeognised at the amount that the charity estimates it will pay to settle the debt or the amount it has received as advanced payment for goods it services it must provide. i.ii Financial Instruments The charity only has financial instruments of a kind that qualify as basic financial instruments. Basic financial instrnments are initially reeognised at transaction value and subsequently me&8ured at their settlement value.
BERKSHIRE FAMILY HISTORY SOCIETY Notes to Ibeaeeounts fortheyear tO3oApril 2024 (contd) 2024 2023 Sub%Tiptions HM Reventr 8tCu8tortts. Gift Aid Donations Total Volun Advertisin Artivities for ]lank interest 20,266 20,620 OR 30tr905 2.6k4 949 Events eTkshire Dame seardj and birtb biiefs Royalties Printingd (wyillg Brc aetiiryry Miseellaneous income Cbarltsble rtSvltles 6,044 5,843 6.992 6,813 68 100 128 X3•379 320 180 13y270 1.615 024 gog3 ne ubiÈc8ti0n 11,623 11.6 749 20,542 10.948 JQy948 i%ase of prejni Rttharge8to Berk8hire Family Hi8tory Eterises ,441 {4,540) (4,7361 1.854 2,165 2,689 1,712 1,652 1,328 ting&S And speake Events Brazjth artivity Compuiercosts I)epreciatio F4uipment MaIDtenCe SubseriptsoDS. FIDd My PasL Gertea]ogast, et 15,833 7,189 223 732 2,454 953 Charitable a<ivitle• 0,09 To nalture 54779 X>X57 T(YTALFUNDS BROUGHTFORWARD 147.657 X43,690
BERKSHIRE FAMILY HISTORY SOCIETY Note8 tothe accounts fortheyettr to 30 April 2024 (tontitiued) 2024 2023 Thistee &xpenses Number of trustees who were pvid expenses Total paid- reimburnement of c(ksts. £0 £103 Tanglble fixed a55ets and depreclatlon All tangible fixed assets are stated at C05t le depreciation. Depreciation forthe year hasbeen calculated ioityTite off the cosl of tsngiblt assets, less their estimated residual value, over their exped 8eful lives- betV three and fiYeyeArs. CoTllPUter equiptnent Computer equipment Other ¥4uipment Total 2023 equipment 2024 Brought forward Additions DisFwals 12J97 21,044 12.391 21.044 12 21.0 12a 21 33 Brougbt forward Charge fortheyear Disposals 12397 21,044 33A41 11.640 21,044 32,684 751 12•397 21,044 33A41 12?397 21,044 bwk value 2024 20513 Owed by Berkshire Famity History Enterprises I Prepa)rynents and income Other debtors Totsl debtors 3,926 3,320 3,873 3J59 7248
BEIULSHIRE FAMILY HISTORY SOCIETY Notes to the accounts fi>r the year to 30 AprAI 2024(continued) 2024 2023 12 The trustees have decided to devote a portion of the unrestricted fuods of the Society to advanee the knowledge of Family History. The Trustees have agreed that the amount of £4000 should be retsined in the Education Fund for the year 2023/24 Transactions with related parties At 30th April 2024, the balance owed by Berkshire Family History Enteryrises Limited, which is a wholly owned trading company of the Soeiety. was £3,928 (2023: £3,873). This is a trading balance between the Society and the Company at the end of the year. Income includes a donation of £2,680 (2023: £4,300) from Berkshire Famity History Enterprises lirnited. An estimate of utilities to be recharged of £0 is induded with debtors and prepayments. A proportion of rent and other costs have been recharged to the Company amounting to £4,736 (2023 £4,673). io Independent examiners renjuneration The Independent exarniners remuneration an)ounted to a fee of £50. 11 Staff costs The charity employed no staff during the year. All work was carried out byvolunteers. 10