Charity registration number: 273726
SUSSEX FAMILY HISTORY GROUP
ANNUAL REPORT AND FINANCIAL STATEMENTS
FOR THE YEAR ENDED 31 DECEMBER 2020
SUSSEX FAMILY HISTORY GROUP
CONTENTS
| Page | |
|---|---|
| Reference and Administrative Details | 1 |
| Trustees' Report | 2 - 3 |
| Independent examiner's report | 4 |
| Statement of financial activities | 5 |
| Balance sheet | 6 |
| Notes to the financial statements | 7 - 12 |
SUSSEX FAMILY HISTORY GROUP
REFERENCE AND ADMINISTRATIVE DETAILS
| Charity registration number | 273726 |
|---|---|
| Principal office | 10 Fairford Close |
| Haywards Heath | |
| West Sussex | |
| RH16 3EF | |
| Trustees | Mick Henry |
| Terry Mitchell | |
| Dave Wicks | |
| Vee Willis | |
| Judy Excell | |
| Jean Spilsted | |
| Brian Eaton | |
| Kath Allen (appointed 11 September 2020) | |
| David Green (appointed 10 January 2020) | |
| Bankers | HSBC plc |
| 21 High Street | |
| Storrington | |
| West Sussex | |
| RH20 4DR | |
| CAF Bank Ltd | |
| 25 Kings Hill Avenue | |
| Kings Hill | |
| West Malling | |
| Kent | |
| ME19 4JQ | |
| Independent Examiner | G Hunt FCA |
| Kreston Reeves LLP | |
| Springfield House | |
| Springfield Road | |
| Horsham | |
| RH12 2RG |
1
SUSSEX FAMILY HISTORY GROUP
TRUSTEES' REPORT
FOR THE YEAR ENDED 31 DECEMBER 2020
Introduction
The Trustees present their Report and Accounts for the year ended 31 December 2020.
These have been prepared in accordance with the Statutory requirements and Statement of Recommended Practice "Accounting and Reporting by Charities with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102)" and the Charities Act 2011.
The Charity was established on the 12 March 1972 and registered with the Charity Commission on the 29 June 1977. The governing constitution and rules were last amended in May 2014 after the agreement of the AGM. The objects of the Charity are:
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to collect, publish, co-ordinate and make accessible in the interests of genealogy any documents or records particularly relating to the County of Sussex;
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to promote the preservation of such documents and records;
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to encourage the study of genealogy; and
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to assist, educationally by lectures and otherwise, in record research.
To help achieve the objects of the Charity we have five meeting centres across both counties that hold regular monthly meetings with speakers who give talks on many aspects of genealogy. We publish a quarterly magazine that is sent to all members. Our room at The Keep is open to members on Tuesday to Friday but depends on volunteer availability. We are currently looking at ways that we can provide more for our overseas members. Due to the Covid Pandemic the Meeting Centres have not been able to hold their regular meetings and our Room at The Keep has been closed.
Trustees
The Trustees of the Charity are set out below. All Trustees are appointed for periods of one year at the Annual General Meeting, except where indicated. The Trustees have met on four occasions during the year (two via Zoom) and the attendance of Trustees was 100%.
Michael J Henry Terence F Mitchell Mrs Jean Spilsted David J Wicks Mrs Judy Excell Mrs Vee Willis Brian Eaton Mr David Green (Co-Opted 10th January 2020) Mrs Kathleen Allen (Co-Opted 11th September 2020)
Where there is a requirement for new Trustees, they are identified and appointed by the existing Trustees. The Trustees will undertake to give new Trustees an adequate induction to the responsibilities of Trustees, and the work, governing documents and procedures of the Sussex Family History Group (SFHG).
The Trustees are responsible for the preparation of the annual report and financial statements in accordance with the United Kingdom Accounting Rules.
The Trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the Charity. We have established a quarterly Management Accounts Report that continues to be presented to the members of the executive committee at their meetings.
The Trustees ensure that we provide the Independent Examiner with all the necessary information regarding the Charity and its assets.
Public benefit statement
The trustees have had due regard to the Charity Commission guidance on public benefit when setting the objects of the Charity. See above for details on how the Charity's activities provide public benefit.
Sub-committees
Much of the co-ordination of the activities of the Charity is undertaken through the following sub-committees, the minutes and reports of which are considered regularly by the Trustees:
Finance and General Purposes, Library, Meetings and Conferences, Membership, Projects, Publications and Sales, and Events. Because of the pandemic the Sub-Committees continued to meet via Zoom.
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SUSSEX FAMILY HISTORY GROUP
TRUSTEES' REPORT
FOR THE YEAR ENDED 31 DECEMBER 2020
General data protection regulation (GDPR)
During the previous year a member volunteered to oversee GDPR for the Charity and during the year was Co-Opted to the Executive Committee.
Risk management
The principal risks faced by the Charity are concerned with the Health and Safety, and Safeguarding of all the Volunteers who give their time to the Charity. We also through regular reports to the Executive Committee ensure the finances are dealt with in compliance with the Charities Act, SORP and Charity Commissioners.
Review of the year
The year has in some ways been difficult for the SFHG as from the middle of March all our Meeting Centres closed due to Covid restriction.
But there were some rewards to be had from this in that we began to organise Zoom talks that members could attend worldwide using the internet and we often had 150 to 200 attendees at these meetings, many more than we would have had at a local meeting. These will now be a permanent fixture in our calendar of events.
The lockdown has also resulted in an increase of around 500 members worldwide as people take to the internet.
Our Facebook membership continues to grow and now has over 2,500 members. Over the last year we have been transcribing a 200 year old diary and posting extracts for members to comment on and this has produced much interest. The diary needed rebinding, so we contributed towards the cost of this procedure.
We continue to support The Keep and there is collaboration in the pipeline for the SFHG to assist financially with the scanning and transcription of the Hellingly hospital records. This is ongoing.
We supported WSRO with our usual donation in 2020 which is always appreciated.
It was disappointing that we did not have our new website prior to the end of 2020 but there is much hope that it will appear in early 2021 and result in another increase in membership.
We also intend to make all of our current records available through the new website for members to search, a huge undertaking.
There is much to look forward to as we embrace the electronic age with one foot firmly in the past.
Reserves
The surplus for the year was £11,419 (2019: £3,699) and total funds carried forward at 31 December 2020 were £226,796 (2019: £215,377). No part of this represents a designated or restricted fund.
The trustees’ policy is to retain cash reserves equal approximately one year’s expenditure.
On 31 December 2020 we had £235,123 in the bank and building society (2019: £216,006) of which £35,394 was in a deposit account and £80,000 was in Skipton Building Society (2019: £45,358 in a Deposit Account).
The charity currently holds funds in excess of one year’s expenditure and this has been the result of the uncertainty over the costs relating to The Keep.
2021
As mentioned by the Chairman in the review of 2020 we saw an increase in membership. This has continued into 2021 and we hope this will continue. We have been encouraged by the numbers of Members who have joined the Zoom Talks that have been arranged especially welcoming Members from overseas.
Approval
This report was approved by the Trustees at a meeting held on 10 April 2021 and signed on their behalf.
M J Henry
Hon. Chairman and Trustee
3
INDEPENDENT EXAMINER'S REPORT
TO THE TRUSTEES OF SUSSEX FAMILY HISTORY GROUP
I report to the charity trustees on my examination of the accounts of the charity for the year ended 31 December 2020 which are set out on pages 5 to 12.
Responsibilities and basis of report
As the charity’s trustees 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 charity’s accounts carried out under section 145 of the Act and in carrying out my examination I have followed all the 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:
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accounting records were not kept in respect of the charity as required by section 130 of the Act; or
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the accounts do not accord with those records; or
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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.
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……………………………………………………… G Hunt FCA Kreston Reeves LLP Springfield House Springfield Road Horsham RH12 2RG
Date 4 May 2021
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SUSSEX FAMILY HISTORY GROUP
STATEMENT OF FINANCIAL ACTIVITIES
FOR THE YEAR ENDED 31 DECEMBER 2020
| Note INCOME FROM: Donations and legacies 2 Charitable activities 3 Investments 4 Other Total income EXPENDITURE ON: Charitable activities 5 Total expenditure Net income Net movement in funds Reconciliation of funds: Total funds brought forward Total funds carried forward |
2020 Unrestricted Funds £ 47,290 9,779 394 173 57,636 46,217 46,217 11,419 11,419 215,377 226,796 |
2019 Unrestricted Funds £ 46,704 9,474 94 282 |
|---|---|---|
| 56,554 | ||
| 52,885 | ||
| 52,885 | ||
| 3,669 | ||
| 3,669 211,708 |
||
| 215,377 |
All income and expenditure derive from continuing activities.
The charity has no recognised gains or losses for the year other than the results above.
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SUSSEX FAMILY HISTORY GROUP
BALANCE SHEET
AT 31 DECEMBER 2020
| Note Fixed assets Tangible assets 9 Current assets Stocks Debtors 10 Cash at bank and in hand Creditors: Amounts falling due within one year 11 Net current assets Net assets Funds Unrestricted income funds Total charity funds |
£ £ 12,098 12,098 853 793 235,123 236,769 (22,071) 214,698 226,796 226,796 226,796 2020 |
£ £ 14,859 14,859 941 4,057 216,006 221,004 (20,486) 200,518 215,377 215,377 215,377 2019 |
£ £ 14,859 14,859 941 4,057 216,006 221,004 (20,486) 200,518 215,377 215,377 215,377 2019 |
|---|---|---|---|
| 14,859 200,518 |
|||
| 215,377 | |||
| 215,377 | |||
| 215,377 |
These accounts were approved by the Board and authorised for issue on 10 April 2021 and signed on its behalf by:
M Henry Hon. Chairman T Mitchell Treasurer
6
SUSSEX FAMILY HISTORY GROUP
NOTES TO THE FINANCIAL STATEMENTS
FOR THE YEAR ENDED 31 DECEMBER 2020
1 Accounting policies
General information and basis of preparation
Sussex Family History Group is a registered charity in England. The address of the charity is given in the charity information on page 1 of these financial statements.
The charity constitutes a public benefit entity as defined by FRS 102. 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 (FRS 102) issued in October 2019 , the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102), the Charities Act 2011 and UK Generally Accepted Accounting Practice.
The financial statements are prepared on a going concern basis under the historical cost convention. The financial statements are presented in sterling which is the functional currency of the charity and rounded to the nearest £.
The significant accounting policies applied in the preparation of these financial statements are set out below. These policies have been consistently applied to all years presented unless otherwise stated.
Going concern
The Trustees consider that the charity will be able to settle outstanding invoices, bills and commitments as they fall due.
Fund accounting policy
Unrestricted income funds are general funds that are available for use at the trustees' discretion in furtherance of the objectives of the charity.
Income
All income is recognised once the charity has entitlement to the income, it is probable that the income will be received and the amount of income receivable can be measured reliably.
Donations are recognised when the charity has been notified in writing of both the amount and settlement date. Legacy gifts are recognised on a case by case basis following the granting of probate when the administrator/executor for the estate has communicated in writing both the amount and settlement date.
Income from tax reclaims are included in the Statement of Financial Activities at the same time as the gift to which they relate.
Membership subscriptions are recognised over the period to which they relate.
Income from charitable activities includes income recognised as earned (as the related goods or services are provided) under contract.
Income from investments is recognised when receivable and the amount can be measured reliably by the charity.
Deferred income represents amounts received for future periods and is released to incoming resources in the period for which it has been received.
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SUSSEX FAMILY HISTORY GROUP
NOTES TO THE FINANCIAL STATEMENTS
FOR THE YEAR ENDED 31 DECEMBER 2020
Expenditure
Liabilities are recognised as soon as there is a legal or constructive obligation committing the charity to the expenditure. All expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all costs related to the category.
Charitable expenditure comprises those costs incurred by the charity in the delivery of its activities and services for its beneficiaries. It includes both costs that can be allocated directly to such activities and those costs of an indirect nature necessary to support them.
Grants payable are payments made to third parties in the furtherance of the charitable objectives. Where the charity gives a grant with conditions for its payment being a specific level of service or output to be provided, such grants are only recognised in the Statement of Financial Activities once the recipient of the grant has provided the specific service or output. Grants payable without performance conditions are only recognised in the Statement of Financial Activities when a commitment has been made and there are no conditions to be met relating to the grant which remain in the control of the charity. Provisions for grants are made when the intention to make a grant has been communicated to the recipient but there is uncertainty about either the timing of the grant or the amount of grant payable.
Support and governance costs
Support costs are governance costs. Governance costs include costs of the preparation and examination of the statutory accounts, the costs of trustees' meetings and the cost of any legal advice to trustees on governance or constitutional matters. All support costs are allocated to charitable activities.
Donated services
In accordance with the Charities SORP (FRS 102), general volunteer time is not recognised. The charity relies on voluntary help and has no paid staff. Volunteers staff the Library and assist the members with their research and other enquiries as well as organising and running other trips and events held.
Taxation
The charity is eligible for exemption from taxation in respect of its income and gains.
Library and The Keep
Expenditure is charged as an expense in the Statement of Financial Activities in the year of purchase.
Tangible fixed assets and depreciation
Depreciation is provided on tangible fixed assets so as to write off the cost or valuation, less any estimated residual value, over their expected useful economic life as follows:
Leasehold property Over the life of the lease Equipment 3 or 5 years straight line
Assets costing less than £250 are not capitalised but instead are charged as an expense in the Statement of Financial Activities.
Stock
Stock is valued at the lower of cost and net realisable value, after due regard for obsolete and slow moving stocks.
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SUSSEX FAMILY HISTORY GROUP
NOTES TO THE FINANCIAL STATEMENTS
FOR THE YEAR ENDED 31 DECEMBER 2020
| 2 Donations and legacies Legacies and donations Gift Aid tax reclaimed Subscriptions 3 Charitable activities Publication sales Conferences and trips 4 Investments Interest on cash deposits |
2020 Unrestricted Funds £ 230 1,323 45,737 47,290 2020 Unrestricted Funds £ 7,368 2,411 9,779 2020 Unrestricted Funds £ 394 |
2019 Unrestricted Funds £ 37 1,801 44,866 |
|---|---|---|
| 46,704 | ||
| 2019 Unrestricted Funds £ 5,696 3,778 |
||
| 9,474 | ||
| 2019 Unrestricted Funds £ 94 |
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SUSSEX FAMILY HISTORY GROUP
NOTES TO THE FINANCIAL STATEMENTS
FOR THE YEAR ENDED 31 DECEMBER 2020
5 Analysis of charitable activities
| Donations to societies Support costs (note 7) Projects Printing, stationery, postage and mileage Meeting Centres The Keep broadband and internet services Insurance The Keep Grants payable (note 6) Group Computers/Internet Bank Charges Depreciation of leasehold property Depreciation of equipment FHF Costs and Society Subs Publicity Conferences and Trips Travel and subsistence Magazine Publication Costs |
2020 Unrestricted Funds £ 1,200 8 890 643 6,009 2,311 2,262 14,856 3,387 1,050 416 1,811 27 - 923 3,130 1,818 2,183 3,293 46,217 |
2019 Unrestricted Funds £ 1,000 17 5,115 639 5,585 1,577 2,902 16,649 2,514 966 353 5,793 594 35 969 3,130 1,496 1,150 2,401 |
|---|---|---|
| 52,885 |
6 Grants to institutions
| Name of Institution Activity Support costs Governance Legal and professional costs West Sussex Record Office Document preservation |
2020 Unrestricted Funds £ 3,293 |
£ 1,200 |
|---|---|---|
| 2019 Unrestricted Funds £ 2,401 |
7 Support costs
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SUSSEX FAMILY HISTORY GROUP
NOTES TO THE FINANCIAL STATEMENTS
FOR THE YEAR ENDED 31 DECEMBER 2020
8 Employees, trustees' remuneration and expenses
The Charity had no employees during the year.
No remuneration was paid to the trustees during the year (2019 - £nil). One (2018 - Eight) trustees received mileage expenses amounting to £53 (2019 - £601).
The independent examiner's fee for the year was £3,240 of which £1,740 was under-accrued in the previous year (2019 - £1,200). This has been included as part of the governance costs.
9 Tangible fixed assets
| Cost: At beginning of year Additions At end of year Depreciation: At beginning of year Charge for the year At end of year Net book value: At end of year At beginning of year Debtors Other debtors Prepayments |
Leasehold property £ 31,300 - 31,300 19,562 3,130 22,692 8,608 11,738 |
Equipment £ 22,628 2,187 24,815 19,507 1,818 21,325 3,490 3,121 2020 £ 492 301 793 |
Total £ 53,928 2,187 |
|---|---|---|---|
| 56,115 | |||
| 39,069 4,948 |
|||
| 44,017 | |||
| 12,098 | |||
| 14,859 | |||
| 2019 £ 2,519 1,538 |
|||
| 4,057 |
10 Debtors
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SUSSEX FAMILY HISTORY GROUP
NOTES TO THE FINANCIAL STATEMENTS
FOR THE YEAR ENDED 31 DECEMBER 2020
11 Creditors: amounts falling due within one year
| Creditors: amounts falling due within one year | ||
|---|---|---|
| Accruals and deferred income Creditors amounts falling due within one year includes deferred income: As at 1 January Amount released to income Amount deferred in the year As at 31 December |
2020 £ 22,071 2020 £ 9,063 (9,063) 10,597 10,597 |
2019 £ 20,486 |
| 2019 £ 8,694 (8,694) 9,063 |
||
| 9,063 |
12 Related parties
Controlling entity
The charity is controlled by the trustees.
Related party transactions
There were no related party transactions during the year (2019 - £nil).
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