Essex Society for Family History
Member of the Federation of Family History Societies Registered Charity No. 290552
www.esfh.org.uk
TRUSTEES REPORT 2022-2023
This year has been challenging in many ways. After several months of live meetings following the Covid Pandemic, that we were assured our members were very anxious to return to, it soon became apparent that this was sadly not the case. The number of attendees for at least 2 branches were attracting less than half of their former audiences. Many other Societies also reported the same issue.
In view of this and venue costs we asked branches to try to encourage extra visitor numbers and reduce their costs where possible.
To also offset some of the losses these activities were creating, the Executive Committee decided to ask members to pay £3 to attend live meetings. We were hopeful that once audiences increased over time, we would be able to reduce or remove this payment. Despite the fact that many members appeared to be happy to do this, over time, the revenue from live meetings fell, for various reasons, as the overall attendance figures were not increasing.
At a meeting of branch officers, they agreed to:
-
Make more meetings accessible to more members where possible,
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And continue to, or begin to use, free venues like libraries etc. to attract more new members to support local meetings.
As a result of this the Executive Committee agreed that the £3 charge for members to attend would be dropped for 6 months from...................an email will be sent out shortly to all members to make them aware of this change. (Please spread the word to any without email!)
This situation will be reassessed at the end of the 6-month period.
Throughout the year we have held and enjoyed a vast number of talks and workshops on a large number of topics, at live meetings, online via Zoom, and via hybrid meetings, many reaching both live and online members. I would like to thank all our contributors, and facilitators that have made it possible to provide such a huge range of well received subjects, by giving up so much of their own precious time. Without you all, we would not have the fantastic society we have. Sorry I can’t name you all, but you all know who you are!
I hope you will have seen in our much-loved magazine the photo of members Heather Feather, Eric Jude and Linda Metcalf officers of our South East Essex Branch which was awarded the Southend City Jubilee and Queens Memorial Award for their services to the community. It is great to see the work done by our members being recognised.
Also, via our magazine and using many other platforms we put out a plea for volunteers for the many of vacant roles in our Society, most importantly for a new Editor, as Colleen Devenish has stepped down from this role. It is sad to say that if we don’t find a suitable replacement Editor soon our next edition, could be the last one. So, if anyone knows of a possible volunteer, please get them to get in touch with Colleen as soon as possible.
Essex Society for Family History
We again took part in RootsTech, the largest online Family History event in the world, although the lack of response to our booth was very disappointing, compared with last year, so we won’t be taking part next year.
We also took part in the ‘Really Useful ’shows promoted by the family history Federation and these and some other local Society online events were found to be well worth supporting in the future.
Special Interest Groups were started on various aspects of DNA, and one Surname interest group was set up, and they attracted many members who joined online.
Many of our branches supported events at their local libraries and began or continued their working relationship with them, to share resources and offer help and guidance to their visitors.
Heather and I took part in a British Library project to produce a video where we discussed everything that local family history societies could offer their visitors. We also plan to further develop the activities our Society is already involved in, with more of our local libraries.
We continued to support the Essex branch of the Victoria County History Project, the Commonwealth War Memorial Trust, and we awarded Paul Topley this year’s Student Award. (Paul will be asked to present a talk to us on his work will be published on our website, to add to our unique Essex archives.
We had a drop in our membership renewals in April, as did other Societies, with some of our members saying they reluctantly needed to reduce their outgoings. Member numbers were still considerably higher than our pre-Covid levels however and have continued to rise throughout the year.
Instead of holding regular meetings here at Galleywood Heritage Centre we instead held an open day, and recently a Military Day. Both events disappointingly attracted few visitors, however many of those that attended the Military event told us that they found it a very useful and fun day.
2024 sees the 50[th] Anniversary of our Society and the Events committee has already met to discuss the best way to celebrate this important milestone. Our Anniversary date is so please put this in your diaries, but we plan to hold events throughout the year. If anyone would like to join this group, please contact me.
We have exciting news regarding our website! It appears that we can give it a makeover and make it much more user friendly and more attractive to visitors of all ages, and the best news is that it will not cost a huge amount of money. Work is already underway with our Web Manager and our Web Developer, and we plan to launch our new site in the New Year!
Having been looking for a volunteer to organise and develop our Social Media profile I am delighted to tell you that we have recently met with at least 2 knowledgeable and enthusiastic volunteers, and work has started on our existing Facebook page, and on Instagram and even Tik-Tok to promote our society.
When several of us took part in the recent Suffolk FH Show, Toni Neobard chair of the new Social Media group was filming us at the event, for Instagram, between advising the many interested visitors we had.
I would like to pay tribute to 3 members who recently died:
Beryl Sidney, Shirley Harman and Christopher Scrutton
All were loyal and hardworking members of our Society and particularly well known at our office at the ERO. I’m sure they will be sadly missed by many.
Page 2 of 3
Essex Society for Family History
As I said there have been many issues to deal with this year and I would particularly like to thank Tanya for working so hard for us through a very challenging year, not just with her Treasurers hat on but in so many ways other ways too- I have no idea where she finds all her energy and enthusiasm!
I would also like to thank John Young, who is stepping down as Vice Chair, who has been there or abouts, working hard, for longer than I remember!
Colleen Devenish for 8 years of Editing our great magazine.
Meryl Rawlings who has been our Hon Sec. For 6 years
Barbara Harpin, David Cooper, Mary Rix, and Trevor Rix (one of our founder members) who are all stepping down from the Executive Committee, but I know will assist us in the future if they can.
It is my pleasure to welcome Toni Neobard as Vice Chair and Jean-Marc Bazzoni for taking up the position of Secretary.
Andrea Hewitt Chair 21/10/2023
Page 3 of 3
ESSF.X SOCIETY FOR AMILY HISTORY FtNANCIAL STATEMEMS FOR THE YEAR ENDED 31 MARCH 2023 Chari No: 2)51 P KrrTLE FFA FIPA FFTA Finaneigl Accountant
Page I ESSEX SOCtETY FOR F.JlMILY HISTORY TRUSTEES Andrea Hewitt- Chair Meryl Raivlings- Secrelary Tanya Sewell- Treasurer Elizabeth Cox Ronald Knights - Resigned 15.10.22 Paul Stirland John Young Heather Feather Pauline Adlcm Colleen Deveni5h Janice Sharpe Eric Jude- Resigned 15.10.22 Helen LMatten- Resigned 15.10.22 Mary Ann Rix Trevor William Rix Barbara Harpin David Cooper- Appointed 15.10.22 Toni Neobard- Appointed 15.10.22 Denise Somers- Appointed 15.10.22 Gillian Peregrine- Appointed 15.10.22 PRtNCIPAL OFFICE ESFH Research Cen CIO Essex Rerd Office WharfRoad Cheknsford CM2 6YT CHARITY REGISTRATION 290552 INDEPENDEwf EXAMINER P Kittle FFA FIPA FFfA Financial Accountsnt 37 Frdser Close Chehn5ford Essex CM2 OTD CONfE[S Pages 2-3 Trustees Retx)rt Independent Examine RetK)rt Statement of Financial Activities Balance Sheet 7-12 Note5 to the accounts
Pgge 2 ESSEX SOCIETY FOR FAMILY HISTORY REPORT OF THE TRUSTEES FOR THE y*R ENDED 31 MARCH 2023 The twstees present their report along iiith the fllwicial statement5 of the charity for the period ended 31 March ?023. The fancIal statements have prepared in accordance with the accounting policies set out on page 7 and comply with the charity's lrnst deed and applicable law. Coostltutioll and objects Essex Society for Family History is constitutcd undcr a trnst deed dated 24th September 1994. revised in minor respects on 2019197. 2012199. 2019103. 2719108 and 27110120. The charity's objects ar¢ to promote and encourdge the public study of British Family History. genealogy, heraldry and local history with particular reference to Essex and to promote the preservation. securitv 8nd accessibility of archival material. Organisation The trustees who have served during the period arc set out on page l. The trustees are elected from fully paid up members of the so¢iety. Members of the con]mittc¢ arc SUbjt to clcction or rc-clcction at the Annual General Meeting for one vear. The chairnian shall be in oifice for noi more than five consecutive years and must have a break" of one year before seeking re-¢l¢¢tion. Related Parties The charity has a close relationship with The Federdtion of Family History Societie5 (FFHS). Details of thc fanCIal and other support provided by the Essex Society for Family History is detailed in note 6. Reserves Poli¢y The chartty's policy is to maintain sutTicient reseryes to cover its operational costs for at least the following 3 tnonths. At the year end. the charity had sufficient reserves to comply with this policy. The level of reserves is kept under close s¢rutiny by th¢ trustees. Risk Management The trustees have exatnined the major operational. strntegic and business risks which the Charity faces and confm that appropriate systems are in place to mitigate the ¢ffects of these risks. Public Benefit The Trustees have complied with the duty in Section 17 of the Chariti¢s Act 2011 to have due regard to public benefit guidance published by the Charities Commission. They have tyferred to the guidance in the Charity Cofflmission's general guidance on Public Benefit whcn VIewIng the Trust's aims and objectives and in planning fi]ture actiNities as devnonstrated above.
Page 3 E&SEX SOCIETY FOR FAMILY HISTORY REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2023 Trustee's resposIbilitieS in relation to ihe fina1[ slatements LAiv applicable to chaTities in EnglaTtd and Wales requires the tntstecs to prepare financial ststcmcnts for each financial period. which gtve a tThe and fair view of the charity's financial activities during the period and of its financial position at the end of the peri(xl. In preparing those financial statements. the trustees are requitTd to: Select suitable accounting policies a1 then apply them consistently" Make judgements and estimates that are re&8onable and prudenc Stste whether applicable accounting standards and ststements of recommended prdctice have followed subject to any dePartlls disclosed and explained in thc fmancial statements; and Prepare the fllLqncial statements on the goinD concern basis unless It is inappropriate to presume that the charity will continue in business. The trustees are resw)nsible for keeping accounting records wthich disclose with reasonable accurdcy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act ?01 l. They atE also responsible for safeguarding the assets of the charity and hence for taking re&sonable steps for the prcvcntion and dctection of fraud and other irregularities. Appmved by the trustees and signed on their t*half by: Chair of trustees Essex Society for Family History
Page 4 INDEPENDENT ELIMINER'S REPORT TO THE TRUSTEES OF ESSEX SOCIETY FOR FAMtLY HtSTORY This report on the a¢¢ounts of the trustees for the year ended 31 March 2023, which are set out on pages 5 to 12, is in respect of an examination carried oui under Section 145 of the Charities Act 2011. Respective rponsIbIlitieS of the trustees and examiner The charity's trnstees are responsible for the prepardtion of the accounts. The chartty's trustees consider that an audil is not required for this year under section 144 of the Charities Act 2011 ('rhe Charities Act) and that an Independent examination is needed. It is my responsibility to- Examine the accounts under section 145 of the Charities Act. To follow the procedures laid down in the Generdl Directions given by the Charity Commissioners (under section 145(5)9(b) of th¢ Charities Act); and To stat¢ whether in particular fflatters have come to my attention. Basis of independent eMiner'S report My ¢xaminaiion was carri¢d out in accoanCe with genet31 ditt¢tions given by the Charity Commission. An examination includes a revaew of the a¢counting records kept by th¢ chariry and a comparison of the a¢¢ounts presented wtth thos¢ re¢ords. It also includes considerdtion of any unusual items or dis¢losur¢s in the a¢¢ounts and seeking explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audi¢ and consequentl>' no opinion is oiven as to Mthether the accounts present a 'truc and fair. view and the report is limited to those matters set out in the Sthtrment lOw. Independent examiner's statement In connection with my examination. no matter come to my attention: (l) which gives me reasonable cause to klieve that ally material respecL the reqU1ments. to keep a¢wunting records in accordance with Section 130 of the Charities Act; to prepare aceounts which accord with the )unting records and comply with the accounting requirements of the Charities Act have not ixen met. or (2) to which. in my opinion, attention should be drawn in order to ¢nabl¢ a prOr understanding of the accounts to be reached. P Kittle FFA FIPA FFfA Financial Ac¢ountant 37 Frdser Close Chelmsford Essex CM? OTD Date.. l rfem1.
Page 5 ESSEX SOCtF.TY FOR FAMILY HISTORY STATF.MF.ST OF FLN"AI%'CL4L ACTIvfTIES FOR THE YEAR EIITED 31 MARCH 2023 Noles 2023 2022 Incoming resourees Subscriptions Sales Services supplied Donations Meetings in Essex Interest received Inveslment in¢om¢ Find my past Miscellaneous 21.980 197 24.088 556 173 773 1.905 61 946 1.400 2.403 1,834 2,987 TOTAL INCOMING RESOURCES 29.041 30,424 Resources expended Mcrchandising So¢i¢ty payments Search and certificat¢s service Depreciation Meetings in Essex Hire of ae¢omm(Klation The Essex Fatnily Historian Postsge, tslephone, printing & stationery Donations (Victoria CH- Essex) ESFH Award Projects Credit card charge (PayPal) Internetl¢omputer maintenance Bank charges Research room expenses Mis¢¢llaneous expenses Website development Travel Zoom 164 1.341 33 631 lJ52 3.116 7,631 2,847 900 1,000 698 l.(Al 532 7,822 1.103 1,150 1,000 193 407 165 96 17 58 3.082 236 768 428 393 125 193 2,624 344 768 23,416 906 20.495 906 Examiners fees TOTAL RESOURCES EXPENDED 24J22 21.401 Net incomel{expenditure before gaills & losses on inveslments Net gainsl(losses} on investrnent 4.719 (2,425) 9.023 5,326 NET SURPLUS FOR YEAR CARRIED TO GENERAL FUND 2294 14,349 The notes on pages 7 to 12 forn) part of these accounts
Page 6 ESSEX SOCTETY FOR FAMILY HLSTORY BAL4NCE SHEET- 31 MARCH 2023 Notes 2023 2022 FIXED ASSETS 1.385 1.589 CURRENf ASSETS STOCK Library BOOkCDS io 2.995 390 3.414 395 3.385 3,809 Inve5ttnent5 Bank balances and cash in hand 14 12 64.342 61.305 66,767 53,350 129.032 123.926 CREDITORS and ACCRUAiS Amounts falling due within one Jtar Sundry creditor5 and accruals 13 (14.077) 11,469 NET CURRElYt ASSETS 114.955 112,457 NET ASSETS 116.34 114,046 REPRESENfED BY.. GEERAL FUND . UNRESTIUCfED Balance at l April ?022 Net Sulplus for the year 114.046 2.294 99,697 14,349 15 Balance at 31 March 2023 116,340 114,046 Approved by the Committee of TSteeS and signed on its khalf by: Chair Date of approval: The notes on pages 7 to 12 forn) part of these accounts
Page 7 E&SEX SOCIETY FOR FAMILY HISTORY NOTES TO THE FINANCIAL STATEMENfs-31 MARCH 2023 I PRINCIPAL ACCOUNTING POLICIES Accountiug convention The fin8n¢ial strteTnents are prepared under the historical cost convention and in accordance with the Financial Reporting Standard for Smaller Entities (effective March 2000)- In preparing the financial statements the charity follows best practi¢¢ as laid do% in the Statement of Recommended Practice - Accounting and Reporting by Chariti¢S (SORP 2005) issued in M&rh 2005. Fund accounting The charity's unrestricted fitnds ¢onsist of reserve5 which the charity may use for its purpose at its own discretion. Incoming resourees Donations, legacies and similar incoming resources are recognised at their full amount in the peri(xl in which they are receivable. Gifts-in-kind are in¢luded at a reasonable estimate of Ma¢t value. When donors specify that grants and ."fts be for partÈcular purposes. the amount is included in the appropriate fund (see Fund Accounting alKyve). Resources expended Resources expended are included in the Stat¢mellt of Financial A¢tiviti¢s ('SOFA') on an accruals basis, inclusive of any irre¢overnble VAT. All costs have been directly attributed to on¢ of the categories of the SOFA. ManageTnent and advnintstration costs are those costs incuTred in running the charity as an organisation. Tangible Fi1 Amets All assets or groups of similar assets Costing £100 or MO are Capitalised at cost. Depreciation is provided at the following annual rai¢s in order to off each asset over its estimated useful life. The usefiil economic life of each c1&5s of assets is as follows: Equipment 2/fj of cosL Deferred Incoming Resources Incoming resources received or receivable in th¢ Current accounting period but relating to the following one are recorded as'deferred income". and shown as creditors in the balance sheeL Taxation The Trust has charitable staws and is afforded the lax exemptions set out in the Income Taxes Act 1988. Stock Stock ha5 kcn valued by the Trustees and it has not FKen subject to external examination.
Pgge 8 ESSEX SOCIETY FOR FAMILY HISTORY NOTES TO THE FINANCIAL STATEMENTS- 31 hICH 2023 I SALES 2023 2022 Bookstall- books I cards Postal - CDS 12 544 188 197 556 2 SERVICES SUPPLIED Magazine advertising ESFH courier & search service 108 38 108 65 173 3 MEETINGS ESSEX Refreshments 61 61 4 INTEREST RECEIVED Charity Aid Foundation COIF Deposit 942 946 5 MERCHANDISING Opening stock Purchases Closing Stock at valuation 395 558 (390) (395) 164 6 SOCIETY PAYMENIS Subscriptions payable - FFHS Conference and fairs 790 551 179 1,026 1,341 7 DEPRECIATION Depreciation- equipment Library 21M 427 271 427 631 698
Page 9 ESSEX SOCIETY FOR FAMILY HISTORY NOTES TO THE FINANCIAL STATEMENfs-31 MARCH 2023 2023 2022 8 I¥ETINGs IN ESSEX Teas at mectings Speakers at meetings li ,630 1223 l J52 9 THE ESSEX FAMILY HISTORIAN Printing Postage 4J67 3264 5.479 2.343 7.631 7.822 10 LIBRARY Openinu stock Purchases Depreciation of librdry StIKk 3.414 3,841 (427) (427) Closing stock 2,995 3,414 11 FL¥ED ASSETS Equipment COSTIVALUATION At l April 2022 Additions 13,349 At 31 March 2023 13,349 DEPRECIATION At l April 20?? Charge for the year 11,760 204 At 31 March 2023 11,964 WRrrrEN DOWN VALUE At 31 March 2023 1.385 At 31 March 2022 .589
Page 10 F.SSF.X SOCtF.TY FOR FAMtI.Y HISTORY NOTES TO THE ACCOUNTS-31 MARCH 2023 12 BANK BALANCFS CASH IN HAND 2023 2022 Branches: Bank and Buildtng SoKiety accounts 1.040 614 Floats Cash in hand CAF- Current A¢count CAF - Savings COIF fund deposit Accowit C(pOperative Bank Paypal 66 5.554 38.799 11.477 3.154 1.215 6.021 30,028 11.276 4.060 1.345 61 J05 53.351 13 SUNDRY CREDrroRS ACCRUAIS Accruals Subscriptions paid in advanc¢ 8,950 10,564 14.077 11.469 14 INVESTMEKr CCLA COIF Chariti¢5 Investment Fund (30J6.06 Income Units @ 1944.25 unit}"" (397.99 Income Units @ 1944.?5 per unit) 56.885 7.457 59.029 7.738 ** 64J42 66,767 Purcha5ed on ?111112013 under account no. 101410001T 3036.06 units in th¢ COIF Charities Investtnent Fund Income Units at a lotsl cost of £35,000.00. Purchased 021071?015 und¢r account no. 101410(M)IT - 397.99 units in the COIF Charities Investsnent Fund Income Units at a total Cost of £5.000.00. ** Selling price valuation at 3110312022 15 NET SURPLUS (DEFicrf) FOR THE YEAR Headquarters S.E. Branch W. Branch N.E. Branch N.W. Brdnch 1.808 349 83 54 15.548 (463) (190) (517) 17 18 19 20 2.294 14.349
Page 11 ESSEX SOCIETY FOR FAMILY HISTORY NOTES TO THE AccouKfs-31 MARCH 2023 2023 2022 16 SOUTH EAST ESSEX BRANCH INCOME Donations Excess of income over expenditure 745 (349) 463 396 463 EXPENDITURE Meetings in Essex Sp¢akers P05tsge & Stationery Hire of accommodation Miscellaneous Payments to Head Office 27 33 30 95 243 430 396 463 17 WEST ESSEX BRANCH INCOME Miscellaneous Income Meetings in Essex Donations Excess of income over expenditLffe 15 131 (83) 190 190 EXPENDITURE Speakers Postsge, stationery etc 63 190 190 18 IYORTH EAST ESSEX BRANCH INCOME Donations Meetings in Essex Excess of income over expenditure 17 (54) 514 517 EXPENDITURE Meetings An Essex Speakers Postage and slationery Hire of accommodation 260 245 517
Page 12 E%SEX SOCtETY FOR FAMILY HISTORY NufES TO THE ACCOUNfs- 31 MARCH 2023 19 NORTH WEsf ESSEX BRANCU 2023 2022 tNCOME Excess of expendilure over income 29 29 EXPENDITURE Hire of a¢commodation 29 29
ESSF.X SOCIETY FOR AMILY HISTORY FtNANCIAL STATEMEMS FOR THE YEAR ENDED 31 MARCH 2023 Chari No: 2)51 P KrrTLE FFA FIPA FFTA Finaneigl Accountant
Page I ESSEX SOCtETY FOR F.JlMILY HISTORY TRUSTEES Andrea Hewitt- Chair Meryl Raivlings- Secrelary Tanya Sewell- Treasurer Elizabeth Cox Ronald Knights - Resigned 15.10.22 Paul Stirland John Young Heather Feather Pauline Adlcm Colleen Deveni5h Janice Sharpe Eric Jude- Resigned 15.10.22 Helen LMatten- Resigned 15.10.22 Mary Ann Rix Trevor William Rix Barbara Harpin David Cooper- Appointed 15.10.22 Toni Neobard- Appointed 15.10.22 Denise Somers- Appointed 15.10.22 Gillian Peregrine- Appointed 15.10.22 PRtNCIPAL OFFICE ESFH Research Cen CIO Essex Rerd Office WharfRoad Cheknsford CM2 6YT CHARITY REGISTRATION 290552 INDEPENDEwf EXAMINER P Kittle FFA FIPA FFfA Financial Accountsnt 37 Frdser Close Chehn5ford Essex CM2 OTD CONfE[S Pages 2-3 Trustees Retx)rt Independent Examine RetK)rt Statement of Financial Activities Balance Sheet 7-12 Note5 to the accounts
Pgge 2 ESSEX SOCIETY FOR FAMILY HISTORY REPORT OF THE TRUSTEES FOR THE y*R ENDED 31 MARCH 2023 The twstees present their report along iiith the fllwicial statement5 of the charity for the period ended 31 March ?023. The fancIal statements have prepared in accordance with the accounting policies set out on page 7 and comply with the charity's lrnst deed and applicable law. Coostltutioll and objects Essex Society for Family History is constitutcd undcr a trnst deed dated 24th September 1994. revised in minor respects on 2019197. 2012199. 2019103. 2719108 and 27110120. The charity's objects ar¢ to promote and encourdge the public study of British Family History. genealogy, heraldry and local history with particular reference to Essex and to promote the preservation. securitv 8nd accessibility of archival material. Organisation The trustees who have served during the period arc set out on page l. The trustees are elected from fully paid up members of the so¢iety. Members of the con]mittc¢ arc SUbjt to clcction or rc-clcction at the Annual General Meeting for one vear. The chairnian shall be in oifice for noi more than five consecutive years and must have a break" of one year before seeking re-¢l¢¢tion. Related Parties The charity has a close relationship with The Federdtion of Family History Societie5 (FFHS). Details of thc fanCIal and other support provided by the Essex Society for Family History is detailed in note 6. Reserves Poli¢y The chartty's policy is to maintain sutTicient reseryes to cover its operational costs for at least the following 3 tnonths. At the year end. the charity had sufficient reserves to comply with this policy. The level of reserves is kept under close s¢rutiny by th¢ trustees. Risk Management The trustees have exatnined the major operational. strntegic and business risks which the Charity faces and confm that appropriate systems are in place to mitigate the ¢ffects of these risks. Public Benefit The Trustees have complied with the duty in Section 17 of the Chariti¢s Act 2011 to have due regard to public benefit guidance published by the Charities Commission. They have tyferred to the guidance in the Charity Cofflmission's general guidance on Public Benefit whcn VIewIng the Trust's aims and objectives and in planning fi]ture actiNities as devnonstrated above.
Page 3 E&SEX SOCIETY FOR FAMILY HISTORY REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2023 Trustee's resposIbilitieS in relation to ihe fina1[ slatements LAiv applicable to chaTities in EnglaTtd and Wales requires the tntstecs to prepare financial ststcmcnts for each financial period. which gtve a tThe and fair view of the charity's financial activities during the period and of its financial position at the end of the peri(xl. In preparing those financial statements. the trustees are requitTd to: Select suitable accounting policies a1 then apply them consistently" Make judgements and estimates that are re&8onable and prudenc Stste whether applicable accounting standards and ststements of recommended prdctice have followed subject to any dePartlls disclosed and explained in thc fmancial statements; and Prepare the fllLqncial statements on the goinD concern basis unless It is inappropriate to presume that the charity will continue in business. The trustees are resw)nsible for keeping accounting records wthich disclose with reasonable accurdcy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act ?01 l. They atE also responsible for safeguarding the assets of the charity and hence for taking re&sonable steps for the prcvcntion and dctection of fraud and other irregularities. Appmved by the trustees and signed on their t*half by: Chair of trustees Essex Society for Family History
Page 4 INDEPENDENT ELIMINER'S REPORT TO THE TRUSTEES OF ESSEX SOCIETY FOR FAMtLY HtSTORY This report on the a¢¢ounts of the trustees for the year ended 31 March 2023, which are set out on pages 5 to 12, is in respect of an examination carried oui under Section 145 of the Charities Act 2011. Respective rponsIbIlitieS of the trustees and examiner The charity's trnstees are responsible for the prepardtion of the accounts. The chartty's trustees consider that an audil is not required for this year under section 144 of the Charities Act 2011 ('rhe Charities Act) and that an Independent examination is needed. It is my responsibility to- Examine the accounts under section 145 of the Charities Act. To follow the procedures laid down in the Generdl Directions given by the Charity Commissioners (under section 145(5)9(b) of th¢ Charities Act); and To stat¢ whether in particular fflatters have come to my attention. Basis of independent eMiner'S report My ¢xaminaiion was carri¢d out in accoanCe with genet31 ditt¢tions given by the Charity Commission. An examination includes a revaew of the a¢counting records kept by th¢ chariry and a comparison of the a¢¢ounts presented wtth thos¢ re¢ords. It also includes considerdtion of any unusual items or dis¢losur¢s in the a¢¢ounts and seeking explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audi¢ and consequentl>' no opinion is oiven as to Mthether the accounts present a 'truc and fair. view and the report is limited to those matters set out in the Sthtrment lOw. Independent examiner's statement In connection with my examination. no matter come to my attention: (l) which gives me reasonable cause to klieve that ally material respecL the reqU1ments. to keep a¢wunting records in accordance with Section 130 of the Charities Act; to prepare aceounts which accord with the )unting records and comply with the accounting requirements of the Charities Act have not ixen met. or (2) to which. in my opinion, attention should be drawn in order to ¢nabl¢ a prOr understanding of the accounts to be reached. P Kittle FFA FIPA FFfA Financial Ac¢ountant 37 Frdser Close Chelmsford Essex CM? OTD Date.. l rfem1.
Page 5 ESSEX SOCtF.TY FOR FAMILY HISTORY STATF.MF.ST OF FLN"AI%'CL4L ACTIvfTIES FOR THE YEAR EIITED 31 MARCH 2023 Noles 2023 2022 Incoming resourees Subscriptions Sales Services supplied Donations Meetings in Essex Interest received Inveslment in¢om¢ Find my past Miscellaneous 21.980 197 24.088 556 173 773 1.905 61 946 1.400 2.403 1,834 2,987 TOTAL INCOMING RESOURCES 29.041 30,424 Resources expended Mcrchandising So¢i¢ty payments Search and certificat¢s service Depreciation Meetings in Essex Hire of ae¢omm(Klation The Essex Fatnily Historian Postsge, tslephone, printing & stationery Donations (Victoria CH- Essex) ESFH Award Projects Credit card charge (PayPal) Internetl¢omputer maintenance Bank charges Research room expenses Mis¢¢llaneous expenses Website development Travel Zoom 164 1.341 33 631 lJ52 3.116 7,631 2,847 900 1,000 698 l.(Al 532 7,822 1.103 1,150 1,000 193 407 165 96 17 58 3.082 236 768 428 393 125 193 2,624 344 768 23,416 906 20.495 906 Examiners fees TOTAL RESOURCES EXPENDED 24J22 21.401 Net incomel{expenditure before gaills & losses on inveslments Net gainsl(losses} on investrnent 4.719 (2,425) 9.023 5,326 NET SURPLUS FOR YEAR CARRIED TO GENERAL FUND 2294 14,349 The notes on pages 7 to 12 forn) part of these accounts
Page 6 ESSEX SOCTETY FOR FAMILY HLSTORY BAL4NCE SHEET- 31 MARCH 2023 Notes 2023 2022 FIXED ASSETS 1.385 1.589 CURRENf ASSETS STOCK Library BOOkCDS io 2.995 390 3.414 395 3.385 3,809 Inve5ttnent5 Bank balances and cash in hand 14 12 64.342 61.305 66,767 53,350 129.032 123.926 CREDITORS and ACCRUAiS Amounts falling due within one Jtar Sundry creditor5 and accruals 13 (14.077) 11,469 NET CURRElYt ASSETS 114.955 112,457 NET ASSETS 116.34 114,046 REPRESENfED BY.. GEERAL FUND . UNRESTIUCfED Balance at l April ?022 Net Sulplus for the year 114.046 2.294 99,697 14,349 15 Balance at 31 March 2023 116,340 114,046 Approved by the Committee of TSteeS and signed on its khalf by: Chair Date of approval: The notes on pages 7 to 12 forn) part of these accounts
Page 7 E&SEX SOCIETY FOR FAMILY HISTORY NOTES TO THE FINANCIAL STATEMENfs-31 MARCH 2023 I PRINCIPAL ACCOUNTING POLICIES Accountiug convention The fin8n¢ial strteTnents are prepared under the historical cost convention and in accordance with the Financial Reporting Standard for Smaller Entities (effective March 2000)- In preparing the financial statements the charity follows best practi¢¢ as laid do% in the Statement of Recommended Practice - Accounting and Reporting by Chariti¢S (SORP 2005) issued in M&rh 2005. Fund accounting The charity's unrestricted fitnds ¢onsist of reserve5 which the charity may use for its purpose at its own discretion. Incoming resourees Donations, legacies and similar incoming resources are recognised at their full amount in the peri(xl in which they are receivable. Gifts-in-kind are in¢luded at a reasonable estimate of Ma¢t value. When donors specify that grants and ."fts be for partÈcular purposes. the amount is included in the appropriate fund (see Fund Accounting alKyve). Resources expended Resources expended are included in the Stat¢mellt of Financial A¢tiviti¢s ('SOFA') on an accruals basis, inclusive of any irre¢overnble VAT. All costs have been directly attributed to on¢ of the categories of the SOFA. ManageTnent and advnintstration costs are those costs incuTred in running the charity as an organisation. Tangible Fi1 Amets All assets or groups of similar assets Costing £100 or MO are Capitalised at cost. Depreciation is provided at the following annual rai¢s in order to off each asset over its estimated useful life. The usefiil economic life of each c1&5s of assets is as follows: Equipment 2/fj of cosL Deferred Incoming Resources Incoming resources received or receivable in th¢ Current accounting period but relating to the following one are recorded as'deferred income". and shown as creditors in the balance sheeL Taxation The Trust has charitable staws and is afforded the lax exemptions set out in the Income Taxes Act 1988. Stock Stock ha5 kcn valued by the Trustees and it has not FKen subject to external examination.
Pgge 8 ESSEX SOCIETY FOR FAMILY HISTORY NOTES TO THE FINANCIAL STATEMENTS- 31 hICH 2023 I SALES 2023 2022 Bookstall- books I cards Postal - CDS 12 544 188 197 556 2 SERVICES SUPPLIED Magazine advertising ESFH courier & search service 108 38 108 65 173 3 MEETINGS ESSEX Refreshments 61 61 4 INTEREST RECEIVED Charity Aid Foundation COIF Deposit 942 946 5 MERCHANDISING Opening stock Purchases Closing Stock at valuation 395 558 (390) (395) 164 6 SOCIETY PAYMENIS Subscriptions payable - FFHS Conference and fairs 790 551 179 1,026 1,341 7 DEPRECIATION Depreciation- equipment Library 21M 427 271 427 631 698
Page 9 ESSEX SOCIETY FOR FAMILY HISTORY NOTES TO THE FINANCIAL STATEMENfs-31 MARCH 2023 2023 2022 8 I¥ETINGs IN ESSEX Teas at mectings Speakers at meetings li ,630 1223 l J52 9 THE ESSEX FAMILY HISTORIAN Printing Postage 4J67 3264 5.479 2.343 7.631 7.822 10 LIBRARY Openinu stock Purchases Depreciation of librdry StIKk 3.414 3,841 (427) (427) Closing stock 2,995 3,414 11 FL¥ED ASSETS Equipment COSTIVALUATION At l April 2022 Additions 13,349 At 31 March 2023 13,349 DEPRECIATION At l April 20?? Charge for the year 11,760 204 At 31 March 2023 11,964 WRrrrEN DOWN VALUE At 31 March 2023 1.385 At 31 March 2022 .589
Page 10 F.SSF.X SOCtF.TY FOR FAMtI.Y HISTORY NOTES TO THE ACCOUNTS-31 MARCH 2023 12 BANK BALANCFS CASH IN HAND 2023 2022 Branches: Bank and Buildtng SoKiety accounts 1.040 614 Floats Cash in hand CAF- Current A¢count CAF - Savings COIF fund deposit Accowit C(pOperative Bank Paypal 66 5.554 38.799 11.477 3.154 1.215 6.021 30,028 11.276 4.060 1.345 61 J05 53.351 13 SUNDRY CREDrroRS ACCRUAIS Accruals Subscriptions paid in advanc¢ 8,950 10,564 14.077 11.469 14 INVESTMEKr CCLA COIF Chariti¢5 Investment Fund (30J6.06 Income Units @ 1944.25 unit}"" (397.99 Income Units @ 1944.?5 per unit) 56.885 7.457 59.029 7.738 ** 64J42 66,767 Purcha5ed on ?111112013 under account no. 101410001T 3036.06 units in th¢ COIF Charities Investtnent Fund Income Units at a lotsl cost of £35,000.00. Purchased 021071?015 und¢r account no. 101410(M)IT - 397.99 units in the COIF Charities Investsnent Fund Income Units at a total Cost of £5.000.00. ** Selling price valuation at 3110312022 15 NET SURPLUS (DEFicrf) FOR THE YEAR Headquarters S.E. Branch W. Branch N.E. Branch N.W. Brdnch 1.808 349 83 54 15.548 (463) (190) (517) 17 18 19 20 2.294 14.349
Page 11 ESSEX SOCIETY FOR FAMILY HISTORY NOTES TO THE AccouKfs-31 MARCH 2023 2023 2022 16 SOUTH EAST ESSEX BRANCH INCOME Donations Excess of income over expenditure 745 (349) 463 396 463 EXPENDITURE Meetings in Essex Sp¢akers P05tsge & Stationery Hire of accommodation Miscellaneous Payments to Head Office 27 33 30 95 243 430 396 463 17 WEST ESSEX BRANCH INCOME Miscellaneous Income Meetings in Essex Donations Excess of income over expenditLffe 15 131 (83) 190 190 EXPENDITURE Speakers Postsge, stationery etc 63 190 190 18 IYORTH EAST ESSEX BRANCH INCOME Donations Meetings in Essex Excess of income over expenditure 17 (54) 514 517 EXPENDITURE Meetings An Essex Speakers Postage and slationery Hire of accommodation 260 245 517
Page 12 E%SEX SOCtETY FOR FAMILY HISTORY NufES TO THE ACCOUNfs- 31 MARCH 2023 19 NORTH WEsf ESSEX BRANCU 2023 2022 tNCOME Excess of expendilure over income 29 29 EXPENDITURE Hire of a¢commodation 29 29