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2023-06-30-accounts

Cornwall Family History Society

An unincorporated charity.

Charity No. 288686

Trustees' Report and Unaudited Accounts

30 June 2023

Cornwall Community Accountancy Service The Elms, 61 Green Lane Redruth Cornwall TR15 1LS

Cornwall Family History Society CONTENTS

Pages
Trustees' Annual Report 2 to 5
Independent Examiner's Report 6
Statement of Financial Activities 7
Balance Sheet 8
Notes to the Accounts 9 to 18
Summarised Accounts 19

Page 1

Cornwall Family History Society TRUSTEES ANNUAL REPORT

REFERENCE AND ADMINISTRATIVE DETAILS

Charity No. 288686

Registered Office

18 Lemon Street Truro Cornwall TR1 2LS

Trustees

The following Trustees served during the year:

Ann Taylor Colin Trebilcock (Resigned 5 November 2022) Ian Bell Jacqueline Casson (Resigned 5 November 2022) James Cofer Jean Southan (Resigned 5 November 2022) Lynda Quee Lynne Tasker Sylvia Dyer

Honorary Members

President P Holden

Accountants

Cornwall Community Accountancy Service The Elms, 61 Green Lane Redruth Cornwall TR15 1LS

Page 2

Cornwall Family History Society TRUSTEES ANNUAL REPORT

The Trustees present their report with the unaudited financial statements of the charity for the year ended 30 June 2023.

OBJECTIVES AND ACTIVITIES

The aims and objectives of the Society are to promote and provide education and research into the genealogies and histories of Cornish and other families for public benefit. In furtherance of these stated aims and objectives, but not further or otherwise, the Society shall have the power: -

ACHIEVEMENTS AND PERFORMANCE

The twelve months covered by this report should have shown life returning to a more normal pattern, following the easing of the Covid restrictions that caused so much disruption to everyone’s lives. To a certain extent this has occurred, but the Covid pandemic has cast a long shadow which has caused a major shift in everyone’s attitude to their working and social lives. The national restrictions made working from home far more common and the use of internet resources for purchases and recreation the norm. This has been reflected in the number of people visiting our research library. Visitor numbers are now increasing, especially from overseas, but we will need to monitor this trend as this certainly supports our intention to continue to improve the style and content of our online websites. We acknowledge that we should not just wait for people to come to us and have been proactive in attending local history events and our regular series of Family History Drop-In sessions at Kresen Kernow is now firmly established.

With regards to our membership statistics we continue to attract the same number of new members each month but our overall membership has declined by 8% which is partly attributable to the sad demise of some of our loyal older members, but we are however ramping up the use of Facebook and Instagram to communicate with a wider audience by more modern means.

It is the policy of the charity to maximise access to family history data to its members and the general public. This has been achieved by the indexing and publishing of the information from source genealogical documents at the lowest cost commensurate with sustaining further similar work. To this end, during the period the society has:

• Maintained and updated the society’s website to inform the public and society members of new ventures and make available our own products and other people’s products, with a Cornish theme or family history relevance, that we feel are of value to our members and the public.

• Continued to support and update our Cornwall’s War History website, which honours the losses and sacrifices of the county during the two World Wars and subsequent conflicts.

• Provided access to and advice, by experienced volunteer researchers, on how to best use our records via our Research Library that continues to open four days per week and one Saturday morning per month.

Page 3

Cornwall Family History Society TRUSTEES ANNUAL REPORT

• Continued to co-operate in the provision of data with the Family History Federation who in turn work with “Find My Past” to make the information available online.

• Produced a quarterly journal to inform the members of new ventures, to encourage their presence at events and provide a forum for the sharing of information with our members, especially those overseas.

• Participated at various family history fairs run by other organisations around the county, exhibiting the society’s database and shared the variety of information available, including general family history assistance to those who do not have Cornish ancestors.

• As part of our education remit, , we are looking at ways of providing talks and educational presentations and/or discussions either via Zoom or on Facebook, as attendance at our courses has dropped.

• Continued to expand the reasonably priced fee based research service for members and also the general public.

• Kept abreast of current best genealogical practice through contact with the national Family History Federation.

• Continued to and enjoy good relations with our neighbours at Devon Family History Society.

• Continued and extended a good working relationship with Kresen Kernow (the former Cornwall Records Office).

• Continued to protect the privacy of our members in compliance with General Data Protection Act (2018).

PLANS FOR FUTURE PERIODS

• The society continues to support, manage and publish the work of volunteer members and maintains a research library which is open to the general public, all in furtherance of the society’s stated aim of maximising access to family history data for everyone.

• Continue to upgrade our websites to keep them fresh and compatible with modern expectations.

• Cornwall Family History Society has a strong educational aim and fulfils this role by educating and assisting members of the public and its members in techniques for researching their interests. To this end we will consider the possibility of transferring our training courses, to online platforms and with interaction via Zoom or via a private Facebook group, with the possibility of including various talks and Q&A sessions.

• Stronger links will continue to be made with other relevant agencies in order to make further information available for genealogists worldwide. On a more local basis we wish to improve our connections with the local museum trusts to increase our outreach to these establishments with regard to any family history issues, and also forge links with Kernow Goth (the Federation of Old Cornwall Societies).

• Thanks to the painstaking work of volunteers in the past, we still have a considerable collection of un-digitised records. Priority will be given to cataloguing and adding these to the website.

• Continue to explore new revenue generating opportunities to secure the long-term viability of the society.

• To actively recruit new volunteers to enable the continuation of our programme of education and research.

Page 4

Cornwall Family History Society TRUSTEES ANNUAL REPORT

STRUCTURE, GOVERNANCE AND MANAGEMENT

The society is managed by a committee of up to eleven member trustees who have been proposed and elected at the annual general meeting for the ensuing year. The management of the society is the responsibility of the trustees who are elected or co-opted under the terms of the constitution.

Volunteers

The trustees wish to express their great appreciation of the dedication and hard work of all the volunteers without whom this society could not exist – members who have helped the work of the society through the transcribing and indexing of records, photographing graves, guiding the research of library visitors and others who work long hours out of sight of the general membership with no thought of reward.

TRUSTEE RESPONSIBILITIES

The Trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charity and to enable them to ensure that the financial statements comply with the Charities Act 2011. The Trustees are also responsible for safeguarding the assets of the charity and hence taking reasonable steps for the prevention and detection of fraud and other irregularities.

The above report has been prepared in accordance with the Charities SORP (FRS 102).

Signed on behalf of the board

Ian Bell Trustee 04 November 2023

Page 5

Cornwall Family History Society INDEPENDENT EXAMINERS REPORT

Independent Examiner's Report to the trustees of Cornwall Family History Society

I report to the charity trustees on my examination of the accounts of Cornwall Family History Society for the year ended 30 June 2023 which comprise the Statement of Financial Activities, the Summary Income and Expenditure Account, the Balance Sheet and the related notes.

Responsibilities and basis of report

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

Having satisfied myself that the accounts of the charity are not required to be audited under Part 16 of the 2011 Act and are eligible for independent examination, I report in respect of my examination of your charity's accounts as carried out under section 145 of the 2011. In carrying out my examination I have followed the Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.

Independent examiner's statement

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

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.

Debbie Risborough Association of Chartered Certified Accountants Cornwall Community Accountancy Service The Elms, 61 Green Lane Redruth Cornwall TR15 1LS 04 November 2023

Page 6

Cornwall Family History Society STATEMENT OF FINANCIAL ACTIVITIES

for the year ended 30 June 2023

Notes
Income and endowments
from:
Donations and legacies
4
Charitable activities
5
Investments
6
Total
Expenditure on:
Charitable activities
7
Total
Net losses on investments
Net expenditure
Net expenditure before
other gains/(losses)
Other gains and losses:
Net movement in funds
Reconciliation of funds:
Total funds brought
forward
Total funds carried
forward		 Unrestricted
funds
2023
£
3,541
53,669
80
57,290
74,377
74,377
(3,595)
(20,682)
(20,682)
(20,682)
137,978
117,296		 Restricted
funds
2023
£
-
-
-		 Total
funds
2023
£
3,541
53,669
80		 Total
funds
2022
£
7,471
58,172
3
-
-		 57,290
74,377		 65,646
72,964
-
-		 74,377
(3,595)		 72,964
(6,303)
- (20,682) (13,621)
- (20,682) (13,621)
-
31,949		 (20,682)
169,927		 (13,621)
183,548
31,949 149,245 169,927

The statement of financial activities includes all gains and losses recognised in the year. All income and expenditure derive from continuing activities.

Page 7

Cornwall Family History Society BALANCE SHEET

at
30 June 2023
Notes
2023
£
Fixed assets
Tangible assets
10
16,994
16,994
Current assets
Stocks
11
1,676
Investments
12
104,345
Cash at bank and in hand
27,430
133,451
Creditors:Amount falling due within one year
13
(1,200)
Net current assets
132,251
Total assets less current liabilities
149,245
Net assets excluding pension asset or liability
149,245
Total net assets
149,245
The funds of the charity
Restricted funds
14
Restricted income funds
31,949
31,949
Unrestricted funds
14
General funds
108,894
Designated funds
4,581
113,475
Reserves
14
Revaluation reserve
3,821
3,821
Total funds
149,245		 2022
£
16,994
16,994
1,676
107,940
44,972
154,588
(1,655)
152,933
169,927
169,927
169,927
31,949
31,949
125,981
4,581
130,562
7,416
7,416
169,927

Approved by the board on 04 November 2023 And signed on its behalf by:

Ian Bell

Trustee

04 November 2023

Page 8

Cornwall Family History Society NOTES TO THE ACCOUNTS

for the year ended 30 June 2023

1 Accounting policies

Basis of preparation

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) (effective 1 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 financial statements are prepared in sterling, which is the functional currency of the charity. Monetary amounts in these financial statements are rounded to the nearest £.

The charity constitutes a public benefit entity as defined by FRS102.

Change in basis of accounting or to previous accounts

There has been no change to the accounting policies (valuation rules and method of accounting) since last year and no changes have been made to accounts for previous years.

Fund accounting

Unrestricted funds These are available for use at the discretion of the trustees in furtherance of the general objects of the charity. These are unrestricted funds earmarked by the trustees for particular Designated funds purposes. Revaluation funds These are unrestricted funds which include a revaluation reserve representing the restatement of investment assets at their market values. Restricted funds These are available for use subject to restrictions imposed by the donor or through terms of an appeal.

Page 9

Cornwall Family History Society NOTES TO THE ACCOUNTS

Income

Income Cornwall Family History
Society
NOTES TO THE ACCOUNTS
Recognition of Income is included in the Statement of Financial Activities (SoFA) when
income the charity becomes entitled to, and virtually certain to receive, the income
and the amount of the income can be measured with sufficient reliability.
Income with related Where income has related expenditure the income and related expenditure
expenditure is reported gross in the SoFA.
Donations and Voluntary income received by way of grants, donations and gifts is
legacies included in the the SoFA when receivable and only when the Charity has
unconditional entitlement to the income.
Tax reclaims on Income from tax reclaims is included in the SoFA at the same time as the
donations and gifts gift/donation to which it relates.
Donated services These are only included in income (with an equivalent amount in
and facilities expenditure) where the benefit to the Charity is reasonably quantifiable,
measurable and material.
Volunteer help The value of any volunteer help received is not included in the accounts.
Investment income This is included in the accounts when receivable.
Gains/(losses) on This includes any gain or loss resulting from revaluing investments to
revaluation of fixed market value at the end of the year.
assets
Gains/(losses) on This includes any gain or loss on the sale of investments.
investment assets

Expenditure

Expenditure
Recognition of Expenditure is recognised on an accruals basis. Expenditure includes any
expenditure VAT which cannot be fully recovered, and is reported as part of the
expenditure to which it relates.
Expenditure on These comprise the costs associated with attracting voluntary income,
raising funds fundraising trading costs and investment management costs.
Expenditure on These comprise the costs incurred by the Charity in the delivery of its
charitable activities activities and services in the furtherance of its objects, including the
making of grants and governance costs.
Grants payable All grant expenditure is accounted for on an actual paid basis plus an
accrual for grants that have been approved by the trustees at the end of the
year but not yet paid.
Governance costs These include those costs associated with meeting the constitutional and
statutory requirements of the Charity, including any audit/independent
examination fees, costs linked to the strategic management of the Charity,
together with a share of other administration costs.
Other expenditure These are support costs not allocated to a particular activity.

Taxation

The charity is exempt from corporation tax on its charitable activities.

Page 10

Cornwall Family History Society NOTES TO THE ACCOUNTS

Tangible fixed assets and depreciation

Depreciation is provided at the following annual rates in order to write off each asset over its estimated useful life:

0% Held at cost due to retained value and the Heritage assets difficulty in obtaining valuation Plant and machinery 20% Straight line

Heritage assets comprise the library and prize award cups.

Stocks

Stock is included at the lower of cost or net realisable value. Donated items of stock are recognised at fair value which is the amount the charity would have been willing to pay for the items on the open market.

Trade and other debtors

Trade and other debtors are recognised at the settlement amount due after any trade discount offered. Prepayments are valued at the amount prepaid net of any trade discounts due.

Cash and cash equivalents

Cash and cash equivalents comprise cash at bank and on hand, demand deposits with banks and other short-term highly liquid investments with original maturities of three months or less and bank overdrafts. In the statement of financial position, bank overdrafts are shown within borrowings or current liabilities. In the Statement of Cash Flows, cash and cash equivalents are shown net of bank overdrafts that are repayable on demand and form an integral part of the company's cash management.

Trade and other creditors

Short term creditors are measured at the transaction price. Other creditors and provisions are recognised where the charity has a present obligation resulting from a past event that will probably result in the transfer of funds to a third party and the amount due to settle the obligation can be measured or estimated reliably. Creditors and provisions are normally recognised at their settlement amount after allowing for any trade discounts due.

Research and development

Expenditure on research and development is written off in the year in which it is incurred.

Page 11

Cornwall Family History Society NOTES TO THE ACCOUNTS

Leased assets

Where the charity enters into a lease which entails taking substantially all the risks and rewards of ownership of an asset, the lease is treated as a finance lease.

Leases which do not transfer substantially all the risks and rewards of ownership to charity are classified as operating leases.

Assets held under finance leases are initially recognised as assets of the charity at their fair value at the inception of the lease or, if lower, at the present value of the minimum lease payments. The corresponding liability to the lessor is included in the balance sheet date as a finance lease obligation. Lease payments are apportioned between finance expenses and reduction of the lease obligation so as to achieve a constant rate of interest on the remaining balance of the liability. Finance expenses are recognised immediately, unless they are directly attributable to qualifying assets, in which case they are capitalised in accordance with the charity's policy on borrowing costs.

Assets held under finance leases are depreciated in the same way as owned assets.

Operating lease payments are recognised as an expense on a straight-line basis over the lease term.

In the event that lease incentives are received to enter into operating leases, such incentives are recognised as a liability. The aggregate benefit of incentives is recognised as a reduction of rental expense on a straight-line basis.

Pension costs

The charity operates a defined contribution plan for its employees. A defined contribution plan is a pension plan under which the company pays fixed contributions into a separate entity. Once the contributions have been paid the company has no further payments obligations. The contributions are recognised as expenses when they fall due. Amounts not paid are shown in accruals in the balance sheet. The assets of the plan are held separately from the company in independently administered funds.

Statement of cash flows

The charity is exempt from preparing a statement of cash flows on the grounds that it is a small charity

2 Company status

The organisation is an unincorporated charity and consequently does not have share capital.

Page 12

Cornwall Family History Society NOTES TO THE ACCOUNTS

3 Statement of Financial Activities - prior year

Income and endowments
from:
Donations and legacies
Charitable activities
Investments
Total
Expenditure on:
Charitable activities
Total
Net gains on investments
Net income
Net income before other
gains/(losses)
Other gains and losses:
Net movement in funds
Reconciliation of funds:
Total funds brought
forward
Total funds carried
forward
4
Income from donations and
legacies
Appeals and donations
Legacies
Gift aid		 Unrestricted
funds
2022
£
7,471
58,172
3
65,646
71,008
71,008
(6,303)
(11,665)
(11,665)
(11,665)
149,643
137,978
Unrestricted
£
1,565
-
1,976
3,541		 Restricted
funds
2022
£
-
-
-
-
1,956
1,956
-
(1,956)
(1,956)
(1,956)
33,905
31,949
Total
2023
£
1,565
-
1,976
3,541		 Total
funds
2022
£
7,471
58,172
3
65,646
72,964
72,964
(6,303)
(13,621)
(13,621)
(13,621)
183,548
169,927
Total
2022
£
1,111
2,000
4,360
7,471

Page 13

Cornwall Family History Society NOTES TO THE ACCOUNTS

5 Income from charitable activities

5
Income from charitable activities
Subscriptions
United Kingdom
Outside Europe
Genealogy
Receipts from meetings
Receipts from searches
Sales of publications
Sale of directory,
census and other items
6
Income from investments
Bank interest received		 Unrestricted
£
24,522
14,182
440
2,028
2,224
10,273
53,669
Unrestricted
£
80
80		 Total
2023
£
24,522
14,182
440
2,028
2,224
10,273
53,669
Total
2023
£
80
80		 Total
2022
£
28,424
14,350
17
2,201
1,710
11,470
58,172
Total
2022
£
3
3

Page 14

Cornwall Family History Society NOTES TO THE ACCOUNTS

Expenditure on charitable 7 activities

Direct expenditure on
charitable activities
Subscriptions &
Research
Journal production
costs
Travelling
Support Costs
Wages
Pensions
Rent & rates
Insurance
Repairs & renewals
Telephone and fax
IT expenses
Printing, postage and
stationary
Subscriptions
sundry expenses
Cleaning
Marketing and
promotion
Bank charges
Governance costs
Cost of trustee
meetings
Independent
examination of the
charity's accounts
8
Trustee remuneration and
expenses		 Unrestricted
£
1,219
12,864
1,317
24,931
772
21,642
96
-
705
5,579
1,088
176
1,707
-
60
1,440
186
595
74,377
2023
Number		 Total
2023
£
1,219
12,864
1,317
24,931
772
21,642
96
-
705
5,579
1,088
176
1,707
-
60
1,440
186
595
74,377		 Total
2022
£
1,180
12,245
153
23,128
668
21,667
96
1,956
1,232
5,122
1,874
173
1,483
4
50
1,231
102
600
72,964
2022
Number

The nature of the reimbursed No remuneration or expenses were paid to trustees in expenses the current or prior periods.

Page 15

Cornwall Family History Society NOTES TO THE ACCOUNTS

9
Staff costs
Salaries and wages
24,931
Pension costs
772
25,703
No employee received emoluments in excess of £60,000.
The average monthly number of full time
equivalent employees during the year was as
follows:
2023
Number
Charitable activities
2
2
10 Tangible fixed assets
Heritage
assets
£
Cost or revaluation
At 1 July 2022
14,194
At 30 June 2023
14,194
Depreciation and
impairment
At 1 July 2022
-
At 30 June 2023
-
Net book values
At 30 June 2023
14,194
At 30 June 2022
14,194
11 Stocks
2023
£
Finished goods
1,676
1,676
12 Current asset investments
2023
£
Listed investments
104,345
104,345		 Plant and
machinery
£
36,029
36,029
33,229
33,229
2,800
2,800		 23,128
668
23,796
2022
Number
2
2
Total
£
50,223
50,223
33,229
33,229
16,994
16,994
2022
£
1,676
1,676
2022
£
107,940
107,940

Page 16

Cornwall Family History Society NOTES TO THE ACCOUNTS

13 Creditors:

amounts falling due within one year

Other creditors
Accruals and deferred income
14 Movement in funds
Restricted funds:
Restricted income
funds:
Total
Unrestricted funds:
General funds
Designated funds:
Document purchase
fund
Total
Revaluation Reserves:
Revaluation fund
Total revaluation
reserves
Total funds		 At 1 July
2022
31,949
31,949
125,981
4,581
4,581
7,416
7,416
169,927		 2023
£
605
595
1,200
Incoming
resources
(including
other
gains/losses)
£
-
-
57,290
-
-
(3,595)
(3,595)
53,695		 Resources
expended
£
-
-
(74,377)
-
-
(74,377)		 2022
£
1,060
595
1,655
At 30
June
2023
£
31,949
31,949
108,894
4,581
4,581
3,821
3,821
149,245

Purposes and restrictions in relation to the funds: Revaluation reserves Represent the amount by which investments exceed their historical cost.

Designated funds: Document purchase fund

Page 17

Cornwall Family History Society NOTES TO THE ACCOUNTS

Analysis of net assets between 15 funds

Analysis of net assets between
funds
Fixed assets
Net current assets		 Unrestricted
funds
£
4,132
113,164
117,296		 Restricted
funds
£
12,862
19,087
31,949		 Total
£
16,994
132,251
149,245

16 Related party disclosures

Controlling party

The charity is an unincorporated charity managed by the trustees. Thus no single party controls the organisation.

Page 18

Cornwall Family History Society

Summarised Financial Statements for the period ending 30th June 2023

Statement of Financial
Activities		 Unrestricted
Funds
£		 Restricted
Funds
£		 2023
Total
£		 2022
Total
£
Total income (Analysed below)
Expenditure (Analysed below)
Net movement in funds/Unrealised Losses
Total funds brought forward
Total funds carried forward		 53,695
74,377
(20,682)
136,022
115,340		 -
-
0
33,905
33,905		 53,695
74,377
(20,682)
169,927
149,245		 59,343
72,964
(13,621)
183,548
169,927
Balance Sheet at 30th June 2022
Tangible Fixed Assets
Current Assets
Stock
1,676.00
Debtors & Accrued income
-
Bank, Cash and Investments
152,912.00
Creditors: amounts falling due within 1 year
Net current assets
Net assets
Capital and reserves
Unrestricted funds
Restricted funds		 2023
£		 2022
£
16,994.00
154,588.00
1,655.00
-
152,933.00		 1,676.00
-
152,912.00		 16,994.00
154,588.00
1,655.00
-
152,933.00
169,927.00 169,927.00
115,340.00
33,905.00		 137,978.00
31,649.00
149,245.00 169,627.00
Donations & Legacies 3,541 Donations & Legacies
Subscriptions 38,704 Subscriptions
Investment Income
Genealogy Activities		 - 3,515

14,965		 Investment Income
Genealogy Activities
Total Incoming 53,695
Genealogy
Direct Costs 15,400
Share of Support Costs 56,866
Total Genealogy 72,266
Governance
Independent Examination
Board meeting costs		 595
186		 Total Genealogy
Total Governance
Share of Support Costs 1,330
Total Governance 2,111
Total Outgoing 74,377

Page 19