REGisfERED CHARITY NUMBER: 275891 Report of the Trustees and Unaudited Financial Ststements for the year ended 31 Dernber 2023 for Oxford5hire Family History Society Chapman Robinson and Moore knmited 30 Bankside Court Stationfields Kidlington Oxford OX5 IJE
Oxfordshire Family History Society Contents of the Flnancial Statements for the Year Ended 31 December 2023 Page Report of the Trustees Independent Examiner's Report ststement of Financial Attivities 8al3nte Sheet Notes to the Financial Statements 9-12
Oxfordshire Family History Soclety Report of the Trustees for the Year Ended 31 December 2023 The trustees present their report with the financial statements of the charity for the year ended 31 December 2023. The trustees have adopted the provisions of 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 IFRS 1021 leffeetive l January 20191 and with the Charities Att 2011. OBJEcmiES AND AcfMTIES The objetts of the charity are to advance public education in family history and genealogy primarily within the county of Oxfordshire; index. cwrdinate. publish and make accessible in the interests of genealogy any documents or records relating to the county,. to promote the preservation of such documents or records: to encourage the study of genealogy,. to assist educationally.by lettures or otherwise in records research- and to Co-operate with family history and other societies with similar interests. STRUCTURE, GOVERNANCE AND MANAGEMENT Governing document The charity is tontrolled by its governing document. a deed of trust, and constitute5 an unincorporated charity. REFERENCE AND ADMINISTRATIVE DETAILS Registered Charity number 275891 PRINCIPAL ADDRESS clo OxFordshire History Cent St. Luke's Church Temple Rd. Cowley Oxford Oxfordshire OX4 2HT Page I
Oxfordshire Family History Society Report of the Trustees (continued) for the Year Ended 31 December 2023 TRUSTEES M Austen C Eldridge S Honore K Poile S Mattheus J Cramer W Lancaster A Ramon A Trueman Chair Treasurer Editor Secretary (appointed on 26 June 20231 Membership Secretsry Trustee Trustee (appointed on l February 20231 Trustee (appointed on l February 20231 Trustee Secretary {resigned on 26 June 2023} T Emptage Trustees are recruited from the Society's membership and fomially appointed at the SocieV5 Annual General Meeting. There is no formal indurtion policy but new trustees are given support and training to enable them to undertake their work. The Society's affairs are managed by the Board of Trustees which meet5 on a monthly basis to plan future artivities and consider matter5 relating to membership and finance. The charity is not formalty part of a wider network and has no subsidiaries. It does co-operate with other organisations that have an interest in family and local history. Page 2
OxfordshI Family Hlstory Society Report of the Trustees (continued) for the Year Ended 31 December 2023 ANNUAL REVIEW 2023 saw the undertaking of a new major project BOND which will continue into 2024. This will require a significant portion of the the charity's assets but will ensure a digital future for our records. The Society had no employees in 202312022: None) but relies on volunteers to assist in its work including the provision of advice via local libraries. At the end of 2023 there were 1.578 members (2022:1.6261. Online and hybrid meetings were well attended and well received byour members. The online and hybrid meetings meant that the Society could reach Members across the world which was a real bonus. Some 20 tslks were held duringthe year. Alongside this, three journals were published for member5. Monthly email news updates were also sent out to members to keep them abre35t of more immediate events. The Society did not hold its annual fair due to the unavailablity of a suitable venue. It attended other artual ever¢ts hosted by other family history organisations. Membership is open to all and the services provided by the Society benefit the public and its understsnding of genealogy. family history and local Oxfordshire history. The Trustees have considered this public benefit in accordance with the Charity Commission's published guidance under the Charities Act 2011. FINANCIAL REVIEW There was a surplus of income over expenditure in 2023 of £10.53212022: surplus £7.3321. Income from Membership is slightly down on 2022- income from royalties were similar to 2022. Investment income has been boosted by high interest rates. Income is now derived from four p.".:ncipal sources- membership subscriptions: sales of CDS and other research information- royalties from other organisations and investment income. Page 3
Oxfordshire Family History Society Report of the Trustees (continued) for the Year Ended 31 December 2023 RESERVES POLICY All of the funds held by the OFHS are unrestricted funds. The Society has reserves as at December 2023 of £333,05512022= £322,523). This funding is held to enable the Society to develop its activities and to undertake investment in research or improving support to the membership le.g. improving the society's website and undertake new projerts to improve the availability and knowledge of the society's records to all OFHS members}. The reserves are now mainly held in a Charities Aid Foundation ICAFI Fund with Flagstone Investments with projected annual interest earnings for 2024 being £10.700 with a nominal working capital of around 20% of annual turnover held in the bank's current and deposit accounts earning minimal interest. Having considered its reserves and future income prosperts. the Trustees consider that the Society is a going concern and expect that it will be able to pay all its debts within the next 12 months. RISKS The Society reviews risks as part of its regular meetings and when considering new artivities. The Society is carrying adequate reserves to cope with most financial problems such as a short term reduction in membership numbers or less successful events. The work of the Society could be disrupted by external events (such as a pandemic) and. over a longer timescale, a shortage of Trustees to continue to lead the Society. Page 4
Oxfordshire Family History Society Report of the Trustees (continued) for the Year Ended 31 December 2023 BANKERS Barclays Bank UK PLC Barclays Leicester LE87 28B INDEPENDENT EXAMINER T.K. Hobbs, FCCA Chapman Robinson and Moore Limited 30 Bankside Court Stationfields Kidlingion Oxford OX5 IJE Approved by order of the board of trustees on 8 2021knd signed on its behalf by: Q4AILES gu)2itKE {name of trustee to be inserted) Page 5
Oxfordshire Farnily History Society Independent examlner's report to the trustees of the Oxfordshlre Family History Society I report to the charity trustees on my examination of the accounts of the Oxfordshire Family History Society {the Trust) for the year ended 31 December 2023. Responsibilitie5 and basi5 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. 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{51{bl of the Act. Independent examinerfs ststement I have completed my examination. I confirm that no material matters have come to mv attention in connection with the examination giving me cause to believe that in any material respect.. l. 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 3. 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 accoLtnts give a true and fair view which 15 not a matter considered as part of an independent examination. I confirm that there are no other matters to which your attentlon should be drawn to enable a proper understanding of the accounts to be reached. K.Ho 5 FCCA Chapman Robinson and Moore Limited 30 Bankside Court 5tationfields Kidlington Oxford OX5 IJE 8 May 2024 Page 6
OxFordshire Family Hlstory Society Statement of financial Activities for the Year Ended 31 Dember 2023 2023 2022 Notes Charitable activities- Membership fee5 Donations. legacies and royalties Other trading artivitie5 Investment intome Total 16.161 19.267 8.946 12.061 56,435 17,245 18.767 15,795 3,523 55,330 EXPENDITURE ON Raising funds Charitable activities Total 3.695 42,208 45,903 10,323 37,675 47,998 NET INCOME / IEXPENDITUREI RECONCILIATION OF FUNDS 10,532 7,332 Total funds brought forward 322,523 315,191 TOTAL FUNDS CARRIED FORWARD 333,055 322,523 The notes form part of these financial ststements Page 7
Oxford5hire Family History Society Balance Sheet Aa at 31 December 2023 3111212023 3111212022 Notes INTANGIBLE FIXED ASSETS Online database 21,600 CURRENT ASSETS Cash at bank Flagstone Savings Debtors Stock 5.857 307.544 4.819 26,097 303.174 4,660 318.220 333,930 CURRENT LIABIUTIES Creditors falling due within one year 6.765 6.765 11,407 11,407 TOTAL AssFfs LESS CURREfrif LIABILITIES 333,055 322,523 NET ASSETS 333.055 322,523 FUNDS Unrestricted fvnds TOTAL FUNDS 333.055 333.055 322,523 322,523 The financial statements were approved by the Board of Trustees on 8 May 2024 and were signed on its behalf by- C Eldridge -Trustee M Austen -Trustee The notes fom) part of these financial ststements Page 8
Oxfordshire Family History Society Note5 to the Financial Statements for the Year Ended 31 December 2023 I. ACCOUNTING POLICIES There were trustees. expenses of £3,032 paid for the year ended 31 December 202312022.. £3.3141. The financial statements of the charity, which is a public benefrt entity under FRS 102. have been prepared in accordance with the Charities SORP {FRS 1021 '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 IFRS 1021 leffective I January 20191, and with the Charities Act 2011. The financial ststements have been prepared under the historical cost conventioft. al Income All income is recognised in the Statement of Financial Activities once the charity has entitlement to the funds, it is probable that the income will be reIVed and the amount Can be measured reliably. bl Expenditure Liabilities are recognised as expenditure as soon as there is a legal or construrtive obligation committing the charity to that expenditure. it is probable that a transfer of economic benefits will be required in settlement and the amount of the obligation can be measured reliably. Expenditure 15 accounted for on n accruals basis and has been classified under headings that aggregate all cost related to the category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resourtes. cl Taxation The charity 15 exempt from tax on its charitable attivities. dl Fund accounting Unre5tritted funds can be used in accordance with the charitable objectives at the discretion of the trustee5. Restricted funds can only be used for particular restrirted purposes within the objects of the charity. Aestrictions arise when specified by the donor or when fund5 are raised for particular restricted purposes. The Society has no restricted funds. Page 9
Oxfordshlre Famlly History Society Notes to the Financial Statements- continued for the Year Ended 31 December 2023 I. ACCOUNTING POLICIES (continued) el Intangible fixed assets The online database is capitalised at cost. The cost will be written off on a straight line basis once brought into use. fj Keyjudgements and Assumptions The society ha5 made judgements about the likelihood of members continuing to tske OLrt subscriptions. of continuing sale and ongoing income from royalties. It has estimated outstanding creditors and debtors based on the latest information available. It has fomed a view about the adequacy of reserves in the context of planned committed expenditure. 2. OTHER FUNDRAISING AcfiviTIES 2023 2022 Fundraising events Sundry receipts Sales (publications, CD/fiche, searches) 760 8,946 15,035 8.946 15,795 3. INVESTMENT INCOME 2023 2022 Deposit account interest 12,061 3.523 Page 10
Oxfordshire Family History Society Notes to the Financial Statements- continued for the Year Ended 310ecember 2023 4. TRUSTEES, REMUNERATION AND BENEFITS There were trustees, expenses of £3,032 paid for the year ended 31 December 202312022.. £3,314). These relate to travel expense5 and miscellaneous costs incurred on behalf of the Soaety- Five Trustee5 received payment Inine in 2022). S. INTANGIBLE FIXED ASSETS 2023 2022 Cost Online database- additions in year 21.600 Amortisation Charge for year Net book value 21.600 6. CASH AND CASH EQUIVALETrtrs 2023 2022 Cash in hand (Current and Deposit accounts) Cash equivalents (Long-term savings accounts) 5.857 307.544 313,401 26,097 303,174 329,271 7. DEBTORS The Society receives income from other organi5ations in the form of sponsorship. The debtors shown reflect the amount due to be paid in respect of 2023 royalties and monies not paid in from fairs attended in 2023. 2023 2022 Trade Debtors Other Debtors 4,579 240 4.819 4.660 4,660 Page 11
Oxfordshire Famlly History S(Kiety Notes to the Financial Statements- continued ftir the Year Ended 31 December ZOZ3 8. STOCK The Society holds a lirnited number of publications and CDS for resale. Book sales are declining with the introduction of digitised alternatives. CDS production costs. once the information has been prepared, are minimal and so the cost of CDS is minimal. For these reasons the Society has taken a prudent view to value its stock as £nil12022-. £Nil). 9. CREDITORS Creditors at the year end relate to royalty payments owing and membership fees paid before l January 2024. 2023 2022 Trade Creditors Other Creditors 3,617 3,148 6,765 8.296 3,112 11,407 10. RELATED PARTY DISCLOSURES There were no related party transactions for the year ended 31 December 2023 or for the previous year. 11. PUBLIC BENEFIT ENTITY The Society is a Public Benefrt Entity. Page 12