CHAIRMAN’S REPORT ON BEHALF OF THE TRUSTEES
Welcome all.
I would like to mention 3 members who have sadly passed away this year.
Ray Poole
Christine Jammerson
Melody Hurst
We also had to send our condolences to our President Lord Petre on the sad loss of his wife, earlier in the year.
Following the issue that arose from the last AGM meeting, in that members had not been made aware of the proposed changes to our Constitution, as required, at an emergency AGM held at Colchester, these changes were voted in by the majority of members.
The Officers being myself, the Vice Chair, the Secretary and our Treasurer agreed to meet each month to discuss key issues that may affect our Society, such as this, to ensure that we adhere to all legal and other requirements, which are often subject to change. We formed a rolling action plan to investigate all areas of our Society that might be vulnerable, or need to be changed or updated, to prevent as many as possible, of these issues arising in future.
Our Vice Chair Toni also set up a Risk Register to identify any areas where our Society may be vulnerable.
Our IT sub committee began discussions about getting a new website or improving our current one.
Our provider John Lodge informed us that he could make significant
improvements to our existing website, at a relatively low price. Our Webmaster Paul worked with John to make these changes and our new refreshed Website was launched in the Spring. It looked much more user friendly and seemed to work well.
Having asked members attending live meetings to make a donation of £3, towards venue costs etc. I met with our Branch representatives to discuss, reconsidering this amount if they were prepared to try to reach out to more new members locally, to justify these costs. It was agreed that they would try to use local libraries to meet more potential members and use the libraries to advertise ESFH events where possible.
Our NE & WE branches were already providing ‘Hybrid’ meetings, which would be available for members who can’t attend local meetings, however our SE Essex branch, didn’t feel able to do this. We discussed recording those of their events
that were suitable, and they agreed to try this. This worked well, so that these recordings can now be viewed on our website.
Having agreed on these conditions, the executive committee agreed to drop the £3 charge for 6 months charge to see if there was any increase in attendance at local meetings.
I have to report that there has been no noticeable increase, and at a recent Executive Comm. Meeting this was discussed again, and the majority of the Comm. voted that a reduced donation of £1 should be asked of our members that attend live meetings after today’s date. The cost of hall hire and any revenue brought in by donations will be kept under review.
We have not increased our subscriptions for members since 2017. Obviously, inflation has risen considerably and in recent years the cost of producing the hard copy of our magazine has been running at a loss. We were aware of this and though many other Societies had already increased their subscriptions, we chose not to.
The Executive Committee discussed this issue recently and the majority agreed that we should increase our subscriptions from April 2025.
| Basic Membership UK & Worldwide | £10 | +£2 | |
|---|---|---|---|
| Hard copy of mag. UK only | £22 | +£6 | |
| Hard Copy Mag. Worldwide |
£35 | £10 |
The usual renewal notice will go out in the December edition of our magazine, and we ask those of you who pay by standing order to contact your bank and alter your payment.
Perhaps it would be easier for me to tell you all what we haven’t done this year, as we have been very busy, especially with our celebration plans for our 50[th] Anniversary.
Having got to grips with editing our magazine, our editor Jean Marc realised that as our magazine only comes out 3 times a year, we might want to remind members of events and family history matters, between editions, so he set–up a monthly online Newsletter.
This has been very well received by members.
In April, several volunteers visited a family history group at Chelmsford Library, and later that month 9 volunteers were at the Family History federation event at St. Ives, near Cambridge. At both events we were able to advise many visitors, and potential new members.
We were approached by St Mary’s Church at Woodham Fererrs to see if we could support their latest project. They had obtained funding to carry out a geophysical
survey of their graveyard, photographic mapping, and making the parish records held by the ERO open to the public on their own website so that users can see gravestones and inscriptions. Future records can be added by the church, giving free access to more detailed and much more up to date information, than has been available in the past. As they are the first church in Essex to undertake this, we were happy to join them in their project. They have involved 100’s of local school children to come to the church and many of us has visited these events and it was wonderful to see the excitement on so many faces as they tried to read ‘old writing’ and try it for themselves, and of course when the guy doing the geophysical survey, who looked a bit like an astronaut with his futuristic backpack, was surveying the grounds. graveyard. I know I spotted many future historians at the many inspiring events!
The project, however needed some further funding to complete it, and having seen the interest that it was creating, we were happy to donate £3,217.44. We also liaised with The ERO who agreed to provide the relevant parish records to St Mary’s free of charge. We look forward to seeing some of the results from the project soon, as Colleen and Tanya visited them yesterday for an update.
We held the first of our Branch Roadshows here at Galleywood in May, which was the first opportunity for members and visitors enter our free draw for Family history prizes such as DNA kits and subscriptions to various Family History Websites etc.
We launched our online Family history Genealogical Trail which proved extremely popular, and the winners of all prizes for this and all our other events will be drawn by Lord Petre at the close of this meeting.
Over the summer we took our 1970’s Roadshow to our South East, North East and West Essex branches where it was great to meet other local societies and members of the public.
As a result of the Officers examining the risks to our Society, we decided to bring in some external professional assistance. Toni and I met with a recommended local cyber security company, and having been impressed with their apparent knowledge and experience, we invited them to ‘visit’ our website. Even with very cursory check they identified several issues. We discussed this, with the Executive committee and they agreed we should employ the company ‘Thin Thread’ to prepare us a full report.
In the meantime, our Events Team were present at the ERO for their Heritage Open Day and Hylands House, where again we met and advised many visitors and how we could help them with their family history research.
We held our final Anniversary Event with an interactive Murder Mystery Play at the Keene Hall Galleywood. This was written by our multi –talented Vice Chair, Toni and Kate, one of her friends.
It was very well attended and enjoyed by all.
Sadly, just before we received the Cyber Security report from ThinThread we became that our Website had been breached and that our members were receiving bogus messages, purporting to be from our Society. We followed Charity Commission advice and contacted the relevant authorities, and our federation. We also let our members know in every way possible that these messages were not from us and advised them accordingly.
The Officers in consultation with our IT group agreed that we needed to take the actions we had recently been advised to take by ThinThread as a matter of urgency. The Executive Committee members voted to take this action.
We set up a Security Sub Committee to commence this procedure, and I asked member Jeff Porter (who is standing as a potential member of the Executive Committee and seems to have the required knowledge) to Chair this group. He agreed with ThinThread that a company known to us because of their links to our Federation seemed to be the best company to approach for further information. This Company is called Beachshore.
We will be seeking the authority of the executive Committee to engage the services of Beachshore as soon as possible. Whilst we have done everything we could to protect our members data to date, it still remains vulnerable until Beachshore can take over and make our site as secure as possible.
Finally, Toni wearing yet another of her hat’s launched a beginner’s course for DNA using the Ancestry website, and this has proved to be extremely popular. Don’t worry if you’ve missed it as you can catch up with the recordings (website permitting!!!!)
So, we’ve had a busy but productive year with challenges and good times too, so many members have worked so hard and given up so much of their own time to make all these things possible.
We all have times in our private lives when we can’t give of our best and I’d particularly like to thank all those who always jump into the breach, when one of us is struggling. As long as we can keep supporting each other I know the future will be bright for the next 50years of our great Society.
Page 5 ESSF.X SOCIETY FOR FAMIL Y HISTORY STATEMENT OF FINANCIAL ACTIVITIF.S FOR THE YEAR ENDED 31 MARCH 2024 Notes 2024 2023 Ineoming r&¥ources Subscriptions Sales Services supplied Donations Mcctings in Essex Interest received Investment income Royalties Mis¢ellaneous 19,860 378 41 2,921 21,980 197 146 1.905 61 946 1,400 2,403 2,275 942 3,232 1,095 TOTAL INCOMING RESOURCES 30,744 29,041 Resources expended Insurance Mcrchandising Society payments Scarch and ¢ertificates ser¥i¢e Depreciation Mectings in Essex Hire of accommodation The Essex Fatnily Flistorian Postage. telephone, printing & stationcry Donations (Victoria CH - Essex) ESFH Award Projects Credit card charge (PayPal) Internetlcomputer maintenance Bank charges Miscellaneous expenses Website development Travel Zoom 639 59 1.026 33 631 l J52 3,116 7.631 2.847 900 1,000 722 1.834 2,640 7.656 466 3,967 1.000 l.i75 410 220 76 509 3.425 261 10 428 393 125 193 2,624 344 768 25,603 1.451 23,416 906 Examiners fees TOTAL RESOURCES EXPENDED 27,054 24,322 Nel incomel(expenditure befoRT gains & Ios5d on investments Net gains/(loss¢s) on investment 4,719 (2.425) 5.824 NET SURPLUS FOR YEAR CARIUED TO GENERAL FUND 9.514 2294 The notes on pages 7 to 12 fom) part of these accounts
Page 6 ESSF.X SOCIF.TY FOR FAMILY HISTORY BALANCE SHEET- 31 MARCH 2024 Notes 2024 2023 FIXED ASSETS 13 1.182 1,385 CURRENT ASSETS STOCK Librdry BookslCDs 12 2,568 331 2,995 390 2,899 3,385 Investments Bank balances and cash in hand Debits & Prepaytnents 16 14 70,166 62.480 906 64,342 61,305 136.451 129,032 CREDITORS alld ACCRUALS Amounts falling due within one year Sundry creditors and aC¢nlS 15 1.779 (14.077) NET CURRENf ASSETS 124.672 114,955 NET ASSETS 125,854 116,340 REPRESENTED BY: GENERAL FUND . UNRESTRICTED Balance at l April 2023 Net Surplus for the year 116.340 9,514 14.046 2,294 17 Balance at 31 March 2024 125.854 16,340 Approved by the Committee of Trusiees and Sign on its behalf by: Chair Date of approval.. 19 10 21t The notes on pages 7 to 12 forni part of these accounts
Page 7 ESSEX SOCtF.TY FOR FAMtLY HISTORY NOTES TO THE FtNANCIAL STATEMErs- 31 MARCH 2024 I PRINCIPAL AccouNfING POLICIES A¢counting convention The financial 5tatcments 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 prdctice as laid down in the Statement of Recommended Practice - Accounting and ReFK)rting by Charities (SORP 2005) issued in March 25. Fund accounting The charity'5 unrestricted funds consist of reseryes which th¢ ¢h8rtty may use for its purpose at its own discretion. lllcoming resource5 Donations. legacies and similar incoming resources are recognised at their full amount in the period in which they are receivable. Gifts-in-kind are included at a reasonable estimate of market value. Ih'hen donors specily thal granls and gifts be for partiCLblar purpose8 the arnount 15 includ¢d in the appropriate fund (see Fund Accounting abovc). Resources expeDded Resources expended are included in the Statement of Financial Activities ('SOFA') on an accruals basis, inclusive of any iTrecoverdble VAT. All costs have been directly attributed to one of the categories of the SOFA. Management and administrdtion costs are thos¢ costs incurred in running the charity as an organisation. Tangible Fixed A&sets All assets or groups of similar asseis costing £1 00 or more are capitalised at cost. Depreciation is provided at the following annual rates in order to write off each asset over its estimated usefvl life. The useful economic life of each class of assets is as follows". Equipmcnt 2/0 of Cost. Deferred Incoming Rosourtes Incoming r¢sour¢¢s received or receivabk in the current accounting period but relating to the following one are recorded as'deferred income" and shown as creditors in the balance sheet. Taxation The Trust has charitable status and 15 afforded the lax exemptions set out in the Income T&xes Act 1988. Stoek Stock has been valued by the Trustees and it ha5 not been subject to external ¢xamination.
Page 8 ESSEX SOCIETY FOR FAMILY HISTORY NOTES TO THE FIIYANCIAL STATEMENTS- 31 MARCH 2024 I SALES 2024 2023 Bookstall - books I cards Postal- CDS 113 265 188 378 197 2 SERVICES SUPPLIED Magazine advertising ESFH courier & search service 41 108 38 41 146 3 MEETINGS IN ESSEX Refreshtnenis 61 61 4 INTEREST RECEIVED Charity Aid Foundation COIF Deposit 2.275 942 2,275 946 5 ROYALTIES Find My Past Parish Church 3.199 33 2.403 3.232 2.403 6 MISCELLANEOUS INCOME Refreshments Sundry Income Entry- HQ Entry- NE Branch 406 304 247 138 1.095 7 MERCHANDISING Opening stock Purchases Closing 0¢k at valuation 390 395 331 (390) 59
Page 9 ESSEX SOCIETY FOR FAMtLY HISTORY NOTES TO THE FINANCIAL STATEMENTS- 31 MARCH 2024 2024 2023 8 SOCIETY PAYMENTS Subscriptions payable - FFHS Confercn¢e and fairs 847 179 1.026 9 DEPRECIATION Deprcciation - equipment Library 395 427 204 427 722 631 10 MEETINGS IN ESSEX Teas at meetings Speakers at meetings 130 1.223 1.834 1,834 1.352 I I THE ESSEX FAMILY HISTOIUAN Printing Postage 4J67 3,264 2,747 7,656 7.631 12 LIBRARY Opening stock Purchases Depreciation of library stock 2,995 3,414 {427) (427) Closing stock 2.568 2,995 13 FIXED ASSETS Equipment COSTIVALUATION At l April 2023 Additions 13.349 92 At 31 March 2024 13,441
Page 10 ESSEX SOCIETY FOR FAMILY HISTORY NOTES TO THE FINANCIAL STATEMENTS- 31 MARCH 2024 2024 DEPRECIATION At l April 2023 Charg¢ for the year 11,964 295 At 31 March 2024 12.259 WRirrEN DOWN VALUE At 31 March 2024 1,182 At 31 Mah 2023 1.385
Pagell ESSEX SOCIETY FOR FAMILY HISTORY OTES TO THE FINANCIAL STATEMENfs- 31 MARCH 2024 14 BANK BALANCES CASH IN HAND 2024 2023 Branches: Bank and Building Society accounts Cash in hand CAF- Curreni A¢count CAF- Savings COIF fund deposil Account Co-operative Bank Paypal 1.471 140 6,004 46,824 1,040 66 5,554 38,799 ,477 3,154 1,215 2,578 5.443 62,460 61,305 IS SUNDRY CREDrfoRS AND ACCRUAIS Accrua15 Subscriptiotks paid in advarKe 3.373 8.406 5.127 8,950 11,779 14,077 16 tNVESTMENT CCLA COIF Charities Investment Fund {3036.06 Income Units @ 2043.26 per unit) {397.99 Itjcotnc Unit5 Qa 2043.26 per unit) ** 62,035 8,131 56,885 7,457 70,166 64,342 Purchased on 2111112013 under account no. l 014 IOOOIT 3036.06 units in the COIF Charities Investment Fund Income Units at a ts)tal cost of £35,000.(KI. Purchased 0210712015 under account no. 101410001T - 397.99 units In the COIF Charities Investtnent Fund Income Units at a total cost of £5.OIX).IKI. ** Selling price valuation at 3110312024 17 NET SURPLUS IDEFtC]T) FOR THE YEAR Headquarters S.E. Branch W. Branch N.E. Branch 8,370 894 213 37 1,808 349 83 54 17 18 19 9,514 2.294
Page 12 ESSEX SOCIETY FOR FAMtLY HISTORY NOTES TO THE FINNcIAL STATEMENTS- 31 MARCH 2024 2023 2024 18 SOUTH EAST ESSEX BRANCH tNCOME Donations Tea5 Books Raffl¢s Entrance Fees Excess ot income over expenditure 464 324 49 255 344 (893) 745 (349) 543 396 EXPENDITURE Meetings in Essex (refreshments) Speakers Postage & Stationery Hire of accommodation Bank Chargcs Miscellaneous Payments to Head OtTice 27 400 65 30 15 23 95 243 543 396 19 WEST F,SSEX BRANCH INCOME Miscellaneous Income Meetings in Essex Entrance & Donations Excess of incotne over expenditure 15 344 (213) 131 {83) 66 EXPENDITURE Speakers Postage, stationery etc Refreshments 63 126 131 66 20 NORTH EAST ESSEX BRANCH INCOME Donations Meetings in Essex (refreshments) Excess of income over expenditure 17 46 (54) (37) 28
Page 13 ESSEX SOCIETY FOR FAMILY HISTORY OTES TO THF. FINANCIAL STATEMEIYTS- 31 MARCH 2024 2024 2023 EXPENDITURE Meetings in Essex (refre5hm¢nts) Speakers Postage and stationery Hir¢ of accommodation 18 10 28
ESSEX SOCIETY FOR FAMILY HISTORY FINANCIAL STATEMENrs FOR THE YEAR EIYDED 31 MARCH 2024 Chari No: 290552 P KrrrLE FFA FTPA FFTA Financial Accounlant
Page I ESSEX SOCIETY FOR FAMILY HISTORY TRUSTEES Andrea Hewitt- Chair Toni Ntt)bard- Vice Chair Jean Marc Bazzoni- Secretary Appointed 16.05.23 Tanya Sewell - Treasurer Elizabeth Cox Merj'l RaWlinS Paul Stirland John Young H¢athcr Fcathcr Pauline Adlem Colleen Devenish Janice Sharp¢ Dcnisc Somcrs Gillian Peregrine Mary Ann Rix- Resigned 21.10.23 I revor William Rix- Resigned 21.10.23 Barbara Harpin- Resigned 21.10.23 David Cooper- Resigned 21.10.23 PRINCIPAL OFFICE ESFH Research Centre CIO Essex Record oifice IVharfRoad Chelmsford CM2 6YT CHARrfY REGISTRATION 290552 INDEPENDENf EXAllttNER P Kittlc FFA FIPA FFTA Financial Accountant 37 Fras¢r Close Cheltnsford Essex CM2 OTD coNrENrs Pages 2-3 Trustees RetK)rt Independent Examiners Report Ststement of Financial Activities Balance Sheet 7-13 Notes to the Financial Statements
Page 2 ESSEX SOCIETY FOR FAMILY HISTORY REPORT OF THE TRUSTEES FOR THE YEAR ENDED The trustees present their rew)rt along wtth the fTnancial statements of the charty for the period ended 31 March 2024. The financial ststements have been prepared in accordance with the accounting wlicie5 set out on page 7 and comply with the charÉty's tnLSt deed and appltcable12W. Constitution and objects Essex Society for Family History is constituted under a trust deed daied 24ih S¢pl¢mb¢r 1994. revised in minor resp¢¢ts on 2019197. 2012199, 2019103. 2719108 and 27110120 and 1010212024. The charity's objects are to promote and encourage the public study of Britisl) Family History, genealogy. herdldry and local history with particular teference to Essex and to promote the preservation. security and accessibility of archival material. Orgallisation The trustees who have Sced during the are set out on page l. The trustees are elected from fully paid up tncTnbers of ihe s(Kiely. membe of the committee are subject to election or re-election at the Annual General Meeting for one year. The chairman shall be in office for not more than five ¢onse¢utiYe years and must have a break of one year before seeking re<lection. Related Parties The charity has a close relationship with The Fedcrdtion of Family Ili5tory Sl¢tI¢$ (FFHS). Details of the financial and oth¢r supFN)rt provided by the Essex Society for Family History is detailed in nole 6. Reseryes Poliey The charity's poltcy is to maintain sufficient reserve5 to cover its operational costs for at least the following 2 years. At the year end. the charity had moff than sutricienl reserves to comply wtth this policy. The level of reserves is kept under close scrutiny by the trustees. Risk Management The trustees have examined the major operntional, strategic and business risks which the charity faces and confim) that appropriale systems are in place to tniligate the effeets of these risks. PublRc Benefit The Trustees have complsed with the duty in Section 17 of the Charities Act 2011 io have due regard to public benefit guidance published by the Charities Cownmission. They have referred to thc guidance in the Charity Commission's generdl guidance on Publi¢ Benefit when reviewing the Trust's aims and objectives and in planning future activities as demonstsxt¢d above.
Page 3 ESSEX SOCIETY FOR FAMILY HISTORY REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2024 Trustee's reSnSIbIlItieS in relation to the finantial statements Law applicable to charities in England and Wales requires the trustees to prepAre financial siateinents for cach financial pcri(MJ, which givc a true 2nd fair view of the charity's financial activities during the period and of its financial position at the ¢nd of th¢ p¢rithl. In preparing those financial statements, thc trustees are required to.. Select Suitable accounting wlici¢s and then apply them consistently- Makc judg¢m¢nts and estimates that are reasonablc and prudenL State whether applicable accounting standards and statements of recommeiided practice have been followed Subject io any departure8 disclosed and explained in the financial slalements. and Prepare the financial Statements on the going concern basis unless it is inappropriate to presume thai the charity will continue in business. The trustees are responsibl¢ for keeping accounting records which disclose with reasonable accuracy at any time the financial w)silion of the charity and enable them to ensurc that the financial statements comply with the Charities Act 201 l. They are also resw)nsible for safeguarding thc asKts of t])e ¢harity and hence for taking reasonable steps for the prevention and detcction of fraud and other ie8vIarities. Approved by the trustees and sign¢d on their behalf by: Chair of trust¢¢s Essex Society for Family History
P4ge 4 INDEPENDENT ExA[[NER.5 REPORT TO THE TRUSTEES OF ESSEX SOCIETY FOR FAMILY HISTORY This report on the COUnt$ of the truste¢s for the year ended 31 March 2024, which are set out on pages 5 10 12, is in respecl of an examination carried out under Section 145 of the Charities Act 2011. R¢8pective reswtrnsKbilities of the trnstees and examiller The charity's trustees are responsible for the prepardtion of the accounts; The chartty's trustees consider that an audit is not rcquir¢d for thi5 ycar under section 144 of the Charities Act 2011 (Tlie Cliarities Act) and that an Independent examination is needed. It is my reS)nsIbIlity to: Examine the ac£ounts under section 145 of the Charities Act. To follow the procedures laid down in the General Directions given by the Charity Commissioners (under section 145(5)9(b) of the Charilies Act)- and To state whether in particular matters have come to my attention. Basis of independent examiner's report My examination was Carried out in accordance with general directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a Comparison of the accounts presented with those records. It a150 includes consideration of any unusual items or disclosures in the accounts 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 audiL and consequenily no opinion is given as to wheiher the accounts present a 'true and fair, view and the report is liwnitcd to thosc Tnattcr5 5Ct out in thc statemcnt IKIOW. llldependettt examiner's sla¢emenl In Conncction with my examination, no matter has come to my attention: {1 ) which gives me reasonable cause to IKlieve that in. any material respect. the requirements; lo keep accounting ordS in aOrdanCe wtth Section 130 of the Charities ACL and to prcpare accounts h]ch accord with the acc4)unting records and comply with the accounting requirements of the Charities Act have not been met. or {2} to which, in my opinion. attention should be drawn in order to enable a PrOr understanding of the accounts to LK ached. P Kittle FFA FIPA FFTA Financial Accountant 37 Fraser Close Chelmsford Essex CM2 OTD Date: 13