## Essex Society for Family History Member of the Family History Federation Patron: The Lord Bishop of Chelmsford Registered Charity No. 290552 www.esfh.org.uk ## **Trustees Report for AGM October 2025** This year has presented significant challenges for our Society. Last September, as I think most of you will be already aware, we experienced a cyber-attack on our website. We responded swiftly and comprehensively. We immediately notified the Information Commissioners Office (ICO) and consulted with Thin Thread our cyber security support providers. We established an IT Security Group, bringing in new volunteers with specialist expertise. The first priority was to secure our website by transferring it to a highly secure hosting platform which effectively eliminated the threat. Earlier this year we had streamlined our operations by merging the IT working group and IT security groups into a unified IT committee, which has been remarkably productive. Their first major initiative was the commissioning of a completely new website that would provide enhanced security features and modern functionality for our members. After thorough research we selected Beachshore-the trusted provider for our Family History Federation and many other family history societies, to develop this new website. Catherine Bentley, a new IT communications member and of course Paul Stirland our Web manager, together with many other members, have been instrumental in this project. Whilst we don’t yet have a confirmed launch date, we’re prioritizing a smooth transition to minimise disruption during the upcoming membership renewal period, and of course our current website remains fully operational for all of your research needs in the meantime. We are very grateful to John Young, who stepped down as Data Controller after many years of exemplary service. He passes the role to Jeff Porter and John continues his valuable work on the IT committee. He has also notably expanded our Transcribed Records Archives Collection for Essex, (TRACE) database with over 42,000 new records this year, including marriages, baptisms and monumental inscriptions. These will soon also be available through FindmyPast, generating important revenue for our Society. Well done, John! Earlier this year we discovered that an American web company had published unauthorized recordings of our educational Zoom meetings. Despite multiple direct requests and a formal ‘cease and desist notice’, the company initially failed to respond to us. However, working collaboratively with other affected UK family history societies, we successfully secured the removal of all of our content. This experience has led us to implement enhanced Zoom security procedures and spearhead an initiative to our Federation to establish an early warning system to promote best practices for online meetings for us all. We have also been active in many public events again this year. Last November we attended the Galleywood Heritage Centre Remembrance event, where we advised visitors, and will be there again on Sunday 16th November, so please put this date in your diaries, as we’d love to see you there! Sadly, in January Jean-Marc Bazzoni, who was our Hon Secretary and Editor of our magazine, had to resign from both of these roles. He continues to be a member and hopes to volunteer with us again in ## Essex Society for Family History Member of the Family History Federation Patron: The Lord Bishop of Chelmsford Registered Charity No. 290552 www.esfh.org.uk the future. We were delighted when our previous Editor Colleen and our previous Hon Secretary Meryl agreed to return to their former roles. Also, in January we took part in a virtual family history event hosted by East Surrey FHS, these events are very useful as they give us the opportunity for us to be able to help each other and share ideas, with many other societies. In April we attended the Suffolk Family History Show in Ipswich. We met with several of our members who came to tell us how much they were enjoying the DNA for Beginners online course. Our DNA ‘guru’ and Vice Chair Toni Neobard had set this up, and it had been very well supported for many months. Happily, Toni was present to hear these compliments, and we had a productive day talking to all of our visitors. The DNA course is now finished but still available online on our website. Toni had been working closely with BBC Essex on a fascinating series of interviews. In March she joined presenter Akylah Rodriguez in the studio to discuss her Jamaican heritage and the insights that her DNA testing might bring. Toni returned in June to reveal her findings and discuss Akylah’s DNA results, having also researched her family through Jamaican records available in the UK. She uncovered remarkable connections-including links to slavery and slave ownership, African and east Indian ancestry, and even Sephardic Jewish roots-all of which were born out by the DNA results. The success of these programmes has led to two of the producers also taking DNA tests. Toni was back in the studio in September to reveal some astonishing discoveries for one of them, and will return again, probably in November to share the findings for the other. These interviews have not only demonstrated the power of combining DNA with traditional research, but also provided excellent publicity for our society, by showcasing what we do to a wider audience across Essex. In June we took part in an online meeting organised by ‘Lost Cousins’. Toni and Tanya gave an exceptionally professional presentation to a large audience, where they highlighted our website services for members. Many attending were already our members but admitted they didn’t realise what they had been missing! -62 people either joined or re-joined our society following this presentation which was amazing! We had another very successful day in July when we attended the Essex Archaeology & History Show at Cressing Temple Barns near Braintree. Over 1000 people attended the event and most of us were busy advising visitors all day. We definitely plan to return to their next event. Our Family Fun Day in August at Galleywood Heritage Centre was poorly attended however those that came said they really enjoyed the event. As a result of this the Events Team have decided to participate in more established large events, in future. We continue to meet with the Essex Record Office management on a regular basis, and we now already have additional advertising banners on their ground floor. We are discussing the digitisation of 2 sets of records for our unique database, at our next meeting later this month. I have also asked all of our ERO volunteers to give us feedback on how we can improve our service for visitors to our research area there, and their comments will be considered shortly and actioned as soon as possible. ## Essex Society for Family History Member of the Family History Federation Patron: The Lord Bishop of Chelmsford Registered Charity No. 290552 www.esfh.org.uk We have also been in discussion with our branches to see how we can encourage more visitors to come to their meetings. This is taking into consideration venue prices, and the relatively low number of attendees at some locations. The branches have agreed to take action to attract more visitors. Since all speakers and hall hire is paid for from central funds, it was agreed that branches would only need finances for refreshments and any money they held over £60 was transferred to Head Office in April 2025. Our Annual Student Award of £500 was given to Julie Miller, who sadly can’t be here today. Julie has won this award before but I’m sure you’ll agree that her case study on two18th century Essex Quaker women farmers is very worthy of another award. She will present her case study at a date to be arranged, and a copy of it will be added to our website. We continue to support the Victoria County History Society and have donated £750 to them this year. We joined in Southend earlier in the year at the launch of one of their latest mini books Southend, Victorian Town & Resort, by Ken Crowe. We purchased a copy of this book which you can find in our library. It has been a very eventful year but thanks to the incredible amount of effort put it by so many members, to support our activities, and indeed each other, to achieve what we have done this year, is fantastic! I can’t thank you all individually, but I am so proud to be the Chairman of our Society today and say thank you to you all. ## **Andrea Hewitt** Chair 18[th] October 2025 ESSEX SOCIETY FOR FAMILY HISTORY FII¥ANCIAL STATEMENrs FOR THE YEAR ENDED 31 MARCH 2025 Chari No: 290552 C Pardoe FCA Chartered A¢¢oyntant Page I LSSEX SOCIETY FOR FAMILY HISTORY TRUSTEES Andrea Hewitt- CbaiF Toni Neobard- Vic¢ Chair Jean Marc BaT2oni - Secretsry Resigned 0110112025 Meryl RAwlings- Acting Secretary appt 0210112025 Tanya Sewell- Treasu Pauline Adlem Colleen Devenish Jeff Portcr- appointed 19110124 Janicc Sharpe- ￿Signed 19110124 Denise Somers Chris Siringer- appointed 19110124 Paul Stirland John Young Elizabeth Cox Heather Feather Gillian Pcrcgnnc David Perkin5- CO4)p1￿ 15101125 resigned 16104125 PRINCIPAL OFFICE ESFH Research CeTJtre CIO Essex Record OITice WharfRoad Chelmsford CM2 6Yr CHARITY REGISTRATION 290552 INDEPENDEIYT EK4MINER C Pardoe FCA Chartered Accountant 37 Fraser Closc Chelmsford Fssex CM2 OTD COIYTKNTS Pages 2-3 Trustees Re￿rt Independent Examincrs Report Statement of Financial Activities Balance Sheet 7-13 Notes to the Financial Statements Page 2 ESSEX SOCIETY FOR FAMtLY HISTORY REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2025 The trustees present their report along with the financial statements of the charity for the period ended 31 March 2025. The financial statern￿ts have been prepared in accordance with the accounting policie5 set out on page 7 and comply with the charity's trust deed and applicable law. Coknstitution #nd objects Essex Society for Family History is constituted under a lThst deed dated 24th September 1994. revised in minor reSp￿ts on 2019197. 2012199. 2019103. 2719108 and 27110120 ond 1010212024. The charity's objects are to promote and encourage the public study of British Family History, genealogy. heraldry and local history with particular Teference to Ewx and to promote the preservation, security and accessibility of archival material. Organisation The tn￿le¢S who have served during the period are Set out on page l. The tr￿SteeS are elected from fully paid up members of the s(tiety. Members of the committee are subject 10 election or re•election at the Annual General Meeting for one year. The chaimian shall be in office for not more than five consccutive years and musl have a break of one year before seeking re-election. Related Parties The Charity has a close relationship with The FedeTation of Family History Societies (FFHS). Details of the financial and other SUp￿rt provided by the Essex &Kiety for Family History is detailed in note 6. Reserves Policy The charity's policy is lo maintain sufficient reseTves to cover its operntional costs for at least the following 2 years. Ai the year end the Charity had more than sutTicicDt reserves to comply with thi5 policy. The l¢v¢l of T￿￿¢S is kept under close SCTutiny by the tnjstees. Risk M¥nagemeDt The trustees have examined the major operntional, strategtc and b￿S1￿e$S risks which the charity faces and confirni that appropriate systems are in place to miiigale the effects of these risks. Publlc Benell¢ The Tntstees have complied with the duty in Section 17 of the cI￿ltieS Acl 2011 to have due regard to publi¢ benefit guidon¢e published by the Charities Commission. They have referred to the guidance in the Charity Commi&8ion's general guidance on Public Benefit when reviewing the Trust's aims and objectives and in planning futtwe activiti&8 as demonstrnted above. Page 3 ESSEX SOCIETY FOR FAMILY HISTORY REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2025 Trustee's resp)nsfibUities in relation to the fmancial statements Law applicablc to charities in England and Walcs requi￿ the trnstccs to prcpar¢ financial statements for each financial period. which givc a truc and fair view of the clwity's financial aclivities dwing the pcriod and of its financial w)sition at the end of the peri(Ml. In preparing those financial statements, the trustees are required to". Select suitable accounting policies and then apply them consistently. Make judgements and estimates that are reasonable and prudent" State whether applicable accounting standards and statemenls of recommended practice have been followed subjcci to any departures discloscd and explained in the financial statement5- and Prepare the fmancial statcmenls on the going concern basis unless it is inappropriate to presume that the ckthrlty will continue in busines The trustecs are responsible for keeping accounting records which disclose with reasonable a¢¢uracy at any tirne the financial position of the charity and enable them to ensure that the financial 5tatem¢nts comply with the Charities Act 2011. They are a150 responsible for safeguarding the assets of the charÉty and hence for taking reasonable steps for the prevention and d¢t¢¢tion of fraud and other inrgularities. Approved by the tnstees and signed on their behalf by: Chair of trustees Essex Society for Family History Page 4 INDEPENDE￿r EXAMINER'S REPORT TO THE TRUSTEES OF ESSEX SOCIETY FOR FAMtLY HISTORY This re￿rt on the accounts of the trustees for the year ended 31 March 2025, which are set out on pages 5 to 12. is in respect of an examination Ca￿led out under Section 145 of the Charities Act 2011. Respectlve responslbllliles of the trustees and euminer The charity's trustees are responsible for the preparaiion of the accounts; The charity's trustees consider that an audit 15 not required for this year under section 144 of the Charities Act 2011 (The Charities Act) and that an Inde￿ndent examination is needed. It is my responsibility to: Examine the accounts under section 145 of the Charities ACL To follow the pr(￿VreS laid down in the General Directions given by th¢ Charity Commissioner5 (under section 145(5)9(b) of the Charilies Act); and To state whethcr in particular matters have come to my att¢ntson. Basis of independent examlner's report My examination was carried out in accordance with general directions given by the Charity ComTnission. An examination includes a review of the accounting records kept by the charity and a compari50n of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from the tn￿le¢S c(Jncerning any such matters. The procedurcs undcrtakcn do not provide all the evidence that would be required in an audit, and consequcntly no opinion is given as to whether the accounts pre￿nI a 'true and fair. vicw aud the report is limited to thosc mattcTS set out in the statement below. Indepettdent examiller's statement In connection with my exaTnination. no rnaller has ￿rne to my attention: (l) which give5 me reasonable cause to klieve that in. any material ￿Spec( the requirements" to keep accounting records ill accordance with Section 130 of the Charities Act. and to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charities Act have not been met: or (2) lo which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reac C Pardoe FCA Chartered Accountsnt 37 Fraser Close Chelmsford E8s¢x CM2 OTD Date: Page S EX SOCIETY FOR FAMILY HISTORY STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31 I¥IARCH 2025 Notes 2025 2024 Incoming resources Subscriptions Sal¢s Servic¢s supplied Donations Interest rcccivcd Invcstment income Royaliies Miscellaneous 19.438 323 58 ,497 1,350 .908 2.391 1,829 19,860 378 41 2,921 2275 942 3.232 1.095 TOTAL INCOMING RESOURCES 28,794 30,744 Resource$ eipended Insurance Mcrchandising Society payments Dcpreciation Meetings in Essex 14ire of a¢comm(Mlation The Essex Family Historian Po%tage, telephonc. printing & station Donations (Victoria CH- Essex) ESFH Award Projects Credit card ¢harg¢ (PayPal) Inlcrnetl¢omputer maintenance Bank charges Misccllan¢ou$ expenses Website development Travel Zvum 655 639 59 1,570 1.658 3.282 10.449 612 750 S(X) 3,213 419 166 91 917 9.916 436 463 722 1,834 2,640 7,656 466 3.967 l.O(M) 1.575 410 220 76 509 3,425 261 io 35.197 1.907 25.603 1,451 Examiners fees TOTAL RESOURCES EXPENDED 37,104 27,054 Net Ineome/(expenditure before gains & losses on Investments Net gainsl(losses) on invcsttnent (8,310) (3269) 3,690 5.824 ET SURPLUS (DEFICIT) FOR YEAR CARRIED TO CENERAL FUND (11.579) 9,514 The notes on paga5 7 to 12 forni part of these accounts Page 6 ESSEX SOCIETY FOR FAMtLY HISTORY BALANCE SHEET- 31 MARCH 2025 Note5 2025 2024 FIXED ASSETS 13 713 1,182 CURRENf ASSETS STOCK Library BookslCDs 12 2.141 461 2,568 331 2.602 2,899 Inveslmenls Bank balances and cash in hand Debtors & Prepayments 16 14 66.897 54,328 403 70.166 62.480 906 124230 136.451 CREDITORS and ACCRUAIS Amounts falling due within one year Sundry creditors And aCen￿lS 15 10.668 11,779 NET CUIIRENT ASSETS 113.562 124.672 NET ASSETS 114.275 125.854 REPRESENTED BY: GENERAL FUND- UNRESTiucfED Balance at l April 2024 Net Surplus for the year 125.854 (11.579) 116.340 9.514 17 Balance at 31 March 2025 14.275 125.854 Approved by the Committee of Tn￿e¢S and signed on its behalf by: Chair Dale of approval: The notes on pages 7 to 12 forni part of these aLxounts Page 7 ESSEX SOCIETY FOR FAMILY HISTORY NOTES TO THE FINANCIAL STATEMENTS- 31 MARCH 2025 I PRINCIPAL ACCOUL¥TING POLICIES Accounting eonvention The financial statements are prepared under the historical c05t convention and in accordance with the Financial Reporting Standard for Small¢r Entities (effcctive March 2000). In prcparing the financial statcmcnts the charity follows best pracltce as laid down in the Statement of Rccommcnded Practice - Accounting and RetKlrting by Charities (SORP 21M)5) issued in March 2005. FuDd accounting The charity's unrestrictrd fi￿dS consist of reserves which th¢ ¢haTity may use for its purtK)se at its own discretion. Incoming resources Donations. legacies and sitnilar incoming resources arc rccognised at their full amount in the period in which they are receivable. Gift5-in-kind are included at a reasonable estimate of market value. When donors specify that grants and gifts be for particular pur￿$¢S. the amount is included in the appropriale fund (see Fund Accounting above). Resources expended Resources expended are included in the Statement of Financial Activities ('SOFA') on an accruals basis, inclusivc of any itTecoverable VAT. All costs have been dire¢tly attributed to one of the Jtegories of thc SOFA. Management and administration costs are those ￿sts incurred in running the ch￿lty as an organisation. Tangible Fixed Assets All assets or groups of sivnilar assets costing £100 or more are capitslised at cost. Depreciation is provid¢d at the following annual rat¢s in order to writ¢ off each asset over its ¢5timat¢d usefvl life. Thc useful econornic life of each class of is as follows: Equipmenl 2￿/0 of cosl. Deferred Ineoming Resources Incoming resourc¢s received or receivable in the current accounting period but relating to the following one are recorded as'deferred incovnc" and shown as creditors in the balance sheeL Taxation The Trust has charitable status and is afforded thc tax exemptions set out in the Income Taxes Act 1988. Stock Stock has been valued by the TnLStees and it has not been subject to external examination. Page 8 ESSEX SOCtETY FOR FAMILY HISTORY NOTES TO THE FINANCIAL STATEMENfs- 31 MARCH 2025 I SALES 2025 2024 Bookstall- books I cards Postal- CDS 113 265 172 323 378 2 SERVICES SUPPLIED Magazine advertising ESFH courier & search service 58 41 58 41 3 MEETINGS IN ESSEX Refreslunents 4 INTEREST RECEtVED Charity Aid Foundation COIF Deposit 1,350 2.275 1.350 2.275 S ROYALTIES Find My Past Parish Church 2378 13 3.199 33 2,391 3232 6 MISCELLANEOUS INCOME 50 Anniversary- evenl income Refreshments Sundry In¢ome Entry- HQ Entry- NE Brdnch 1.180 194 259 177 19 304 247 138 1.829 1,095 7 MERCHANDISING Opening stock Purchases Closing st(Kk at valuation 331 229 (460) 390 331 l(M) 59 Page 9 ESSEX SOCIETY FOR FAMILY HISTORY NOTES TO THE FINANCIAL STATEMENTS- 31 MARCH 2025 2025 2024 8 SOCIETY PAYMENTS Subscriptions payable - FFHS Conference and fairs 9 DEPRECIATION Depreciation - equipment Library 1.143 427 395 427 1,570 722 10 MEETINGS IN ESSEX Teas at meetings Speakers at meetings .658 ,834 .658 .834 I I THE ESSEX FAMILY HISTORIAN Printing Postage 7,037 3.412 4,909 2.747 10,449 7.656 12 LIBRARY Opening stock Purchases Depreciation of librdry Stock 2.568 2.995 (427) (427) Closing sto¢k 2.141 2,568 13 FIXED ASSETS Equipment COSTIVALUATION At l April 2024 Additions 13,441 674 At 31 March 2025 14.115 Page 10 ESSEX SOCIETY FOR FAMILY HISTORY NOTES TO THE FINANCIAL STATEMEwfs- 31 MARCH 2025 2025 DEPRECJATION Ai l April 2024 Charge for the year 12.259 1.143 At 31 March 2025 13,402 WRI￿EN DOWN VALUE Al 31 March 2025 713 At 31 March 2024 1,182 Page 11 ESSEX SOCIETY FOR FAMtLY HISTORY NOTES TO THE FINANCIAL STATEMENTS- 31 MARCH 2025 14 BANK BALANCES CASH IN HAND 2025 2024 Brdn¢he5: Bank and Building Society accounts Cash in hand CAF - Current Account CAF- Savings Co-operative Bank Paypal 2.043 59 1,471 140 42.501 768 6.893 46,824 2,578 5.443 54,328 62,460 15 SUNDRY CREDITORS AND ACCRUAIS Accruals Subscriptions paid in advance 1.287 9,381 3,373 10.668 11,779 16 INVESTMENT CCLA COIF Charities tnvc5tment Fund (3036.06 In¢ome Unit5 @ 1948.06 per unit) (397.99 Income Units @ 1948.06 per unit) ** 59.144 7.753 62,035 8.131 66,897 70,166 *Purchascd on 2111112013 under account no. 10141(M)OIT 3036.06 units in the COIF CharitlC5 Inve5tm¢nt Fund Income Units at a total cost of£35,(￿.0o. Purchased 0210712015 under account no. I01410￿1T - 397.99 units in the COIF Charities Investment Fund Income UniLS at a total cost of £5.000.￿. ** Selling price valuation at 3110312025 17 NET SURPLUS (DEFicrr) FOR THE YEAR Headquarters S.E. Branch W. Branch N.E. Bran¢h (12.011) 247 136 49 8.370 894 213 37 17 18 19 (11,579) 9,514 Page 12 ESSEX SOCIETY FOR FAMILY HISTORY NOTES TO THE FINANCIAL STATEMENTS- 31 MARCH 2025 2025 2024 18 SOUTH EAST ESSEX BRANCH INCOME Donations Teas Books Raffles Entrance Fees Excess of income over expenditurc 221 329 117 144 532 {247) 464 324 49 255 344 (893) 543 EXPENDETURE Methings in E&%ex (refreshments) Speakers Postagc & Stationery Hirc of accomtnodation Bank Charges miscel1aneo￿S Payments to Head Office 38 450 132 40 65 15 23 13 463 1.096 543 19 WEST ESSEX BRANCH tNCOME Entrance & Donations Excess of income over expenditure 339 (136) 344 (2131 203 131 EXPENDrruRE Postage, stationery et Refreshments Payments to head office 126 49 203 131 20 NORTH EAST ESSEX BRANCH INCOME Donations Raffles Meetings in Essex (refreshments) Excess of income over expenditure 78 (49) (37) 42 28 Page 13 ESSEX SOCIETY FOR FAMILY HISTORY NOTES TO THE FINANCIAL STATEMENTS- 31 MARCH 2025 2025 2024 EXPENDITURE Meetings in Essex (refreshments) Speakers Postage and 5tation¢ry 28 18 io 14 42 28 ## Essex Society for Family History Member of the Family History Federation Patron: The Lord Bishop of Chelmsford Registered Charity No. 290552 www.esfh.org.uk ## **Treasurers Report for AGM October 2025** I am pleased to present the Treasurer’s Report for the financial year ending 31st March 2025. ## **Overview** The Society remains in a stable financial position, and we have continued to manage our income and expenditure carefully throughout the year. Our primary sources of income have been membership subscriptions, royalties, donations, investment income, bank interest and any event-related revenue. Our membership numbers have dropped by 75 from 1725 in December 2023 to 1650 in December 2024. The trustees have reviewed and approved the annual accounts, which are now presented to members for adoption. ## **Income** Total income for the year was £28,794, which represents a decrease of £1,732 which is approximately 6% compared to the previous year. This change is mainly due to: - A drop in membership numbers. - A reduction in donations, interest and royalties ## **Expenditure** Total expenditure was £37,104 which was higher than last year’s figure of £25,385. Major expenses included: - Website hosting and IT services: £10,175 – now includes payments for Cyber Security and cost for the new website - Magazine production and distribution: £10,449 – In comparison to last year’s figure which was £7,656 where the August 2023 edition was a newsletter and not a magazine. - Hall hire and meeting costs: £4,940 – hall hire has increased at each venue. We introduced a small attendance fee for members at live meetings (£1 per member and £3 per visitor), starting from 1st November 2024, to help offset increasing venue costs. ## Essex Society for Family History Member of the Family History Federation Registered Charity No. 290552 Patron: The Lord Bishop of Chelmsford www.esfh.org.uk - 50[th] Anniversary celebrations (Roadshows and events) £3,213 - Depreciation costs £1,570 – these have been amended to bring them into line as under depreciated in previous years ## **Balance** The net loss for the year was -£8,310. At the end of the financial year, the Society’s investment value dropped by £3,269 to £66,897. The Society held a total balance in its bank accounts of £54,328. This provides us with a healthy reserve and enables us to plan future activities and investments with confidence. ## **Looking Ahead** While our financial position is sound, we continue to monitor costs carefully and explore ways to sustain income. As ever, we are grateful to all our members and volunteers whose support helps us operate efficiently and effectively. I now formally present the accounts for your approval and am happy to answer any questions. Please can I ask the members to approve the Annual Accounts for the year ending 2025. Please can I also have your agreement to employing the examiner services of Chelmer Company services for the forthcoming year. ## **Tanya Sewell** Treasurer 10[th] October 2025