2020-12-31-accounts - The Birmingham And Midland Society For Genealogy And Heraldry

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REGISTERED CHARITY NUMBER: 505916

REPORT OF THE TRUSTEES AND UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2020 FOR

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

CONTENTS OF THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2020

	Page
Report of the Trustees	1 to 5
Statement of Trustees Responsibilities	6
Independent Examiner's report	7
Statement of Financial Activities	8
Balance Sheet	9
Notes to the Financial Statements	10 to 12
Detailed Statement of Financial Activities	13 to 14

Trustees' Annual Report for the period

Trustees' Annual Report for the period	Trustees' Annual Report for the period	Trustees' Annual Report for the period	Trustees' Annual Report for the period	Trustees' Annual Report for the period	Trustees' Annual Report for the period	Trustees' Annual Report for the period	Trustees' Annual Report for the period
	Period start date				Period end date
	01	January	2020		31	December	2020

Section A Reference and administration details

Charity name Birmingham and Midland Society for Genealogy and Heraldry Other name charity is known by Midland Ancestors Registered charity number 505916 Charity's principal address Birmingham and Midland Institute 9 Margaret Street Birmingham Postcode B3 3BS

Names of the charity trustees who manage the charity

Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee (ifany)
Mr. PhilipLamb	Chairman		Members attendingAGM
Mr. Adrian de Redman	Vice-Chairman Heraldry		Members attending AGM
Mrs. Penny Smith	Vice-Chairman Genealogy		Members attending AGM
Dr. AnthonyJoseph			Members attendingAGM
Mr. Christopher Evetts			Members attendingAGM
Ms. Linda Beilby			Members attendingAGM
Mr. Peter Middleton			Members attendingAGM
Mr. Michael Sharpe			Members AttendingAGM
Mr. David Kerr		Co-opted 24 June 2020

Names of the trustees for the charity

	Name	Dates acted if not for whole year
	None - the societydoes not ownproperty

Names and addresses of advisers

Names and addresses of advisers	Names and addresses of advisers	Names and addresses of advisers
Type of adviser Name Address
Independent Examiner	Tom Williams	TASK, 51 Conway Road, Colwyn Bay, Conwy LL29 7AW
Name of chief executive or names of senior staff members

Administered by General Secretary (Mrs. J.D. Cotterill), Treasurer (Mr. P. Morris) and Sales Administrator (Mr. S. Freeman)

Section B Structure, governance and management

Description of the charity’s trusts

Type of governing document

Constitution

(eg. trust deed, constitution)

How the charity is constituted

Unincorporated Association

(eg. trust, association, company)

Trustee selection methods

Elected by Annual General Meeting attendees for period of three years.

(eg. appointed by, elected by)

Additional governance issues

You may choose to include additional information, where relevant, about:

policies and procedures adopted for the induction and training of trustees;
the charity’s organisational structure and any wider network with which the charity works;
relationship with any related parties;
trustees’ consideration of major risks and the system and procedures to manage them.

The Society is a member of the Federation of Family History Societies. This gives access to legal, financial and administrative guidance and expertise together with public liability insurance and the opportunity to engage with other like-minded national and international groups.

The Society is a member of the West Midlands Group of Family History Societies. The Society seeks close links with the county record offices and local archive repositories through shared projects and sponsorship.

The Trustees meet regularly to consider governance issues and review procedures and policies necessary to fulfil their legal obligations.
The Trustees have made themselves aware of GDPR requirements and acted accordingly to achieve regulatory compliance.
To comply with COVID-19 restrictions, the Trustees were forced to cancel the 2020 AGM as the constitution did not allow for a virtual meeting alternative. A process was then started and continues to make any necessary changes to the Constitution and Governance Documentation to reflect the changed circumstances and ensure compliance with current charity law and advice. It is intended that a revised document be brought to the 2021 AGM for acceptance.

Section C Objectives and activities

The Society’s objects, as stated in the Constitution, are to promote the advancement of public education in the study of Genealogy and Heraldry. In furtherance of these objects, but not otherwise, the Society has power:

To promote, maintain and encourage the practice and dissemination of information

Summary of the objects of the charity set out in its governing document

To promote and maintain research into all aspects of Genealogy and Heraldry
To preserve records, archives and any other material by transcription or otherwise
To publish literature, and
To collaborate with similar organisations and with such bodies as churches, libraries and record offices

Summary of the main
activities undertaken for the
public benefit in relation to
these objects

During the year our planned activities have included (with some necessary
curtailment in compliance with CoVID-19 socialising restrictions.)

A restricted programme of speakers for Birmingham, branches and
interest groups, after March being via distant conferencing and

The production and distribution of the Society quarterly journal
Midland Ancestor

The publication of material in the form of compact discs, DVDs and
digital downloads.

The continued work on transcribing and checking of parish registers
and other items of genealogical interest for future publication

Photographing, storing and indexing of registers, maps, memorial
stones and such like

Responding to requests for search of indexes

The sale of publications

The maintaining of a Society web site on the Internet giving access to
the Society Online Shop, members’ interests, calendar of events and a
comprehensive family history presence to the general public

Society branches running their own websites providing for specific
local interest

Representation at various country-wide family history fairs

Responding to members enquiries

Organising of trips to the National Archives Kew and other venues of
interest.

Continuing with a programme for the care of reference library books

Maintaining and operating a Family History Centre with weekday
access.

Maintaining a voluntary exchange of research at record offices by
linking members in different locations

Representing the interests of the Society as a member of the
Federation of Family History Societies

Offering education courses

Supporting the work of the area County Record Offices
In planning and maintaining activities, the trustees have had regard for
the Charity Commission guidance concerning public benefit.

Additional details of objectives and activities

The work of the Society is supported by the following unsalaried voluntary appointments: Publication Sales Team, Publications Committee Chairman, Projects and Publications Co-ordinator (vacant), Computer Support Team, Fairs Co-ordinator, Journal Editor, Lending Librarian, Reference Librarians, Outings Secretary, Record Office Liaison Officer (vacant),  contribution made by Publicity Officer(vacant), volunteers. Web-site Manager, Subscriptions Secretary, Social Media Officer Index Holders. To meet the needs of members living outside the Birmingham area, the Society is supported by a network of branches. In 2020 these were in Bromsgrove, Kenilworth, London, Stoke-on-Trent, Stourbridge and Wolverhampton. Branches arrange their own events under the organisation of elected officers.

Section D	Achievements and performance
Summary of the main achievements of the charity during the year
	126 new members joined the society during 2020. Total membership is around 1,750. Most of the physically attended public activities the Trustees reported on in 2019 were not able to take place in 2020 due to the COVID-19 pandemic. The trustees regularly considered the situation and were at all times guided by governmental instruction and advice. Contact with the membership and public was maintained through the society website and included a virtual programme of speakers. The Trustees wish to draw attention to the tremendous time and effort given by the Chairman to enable this new arrangement to take place so successfully. One advantage of the conferencing events programme has been the opportunity for members and visitors to join in from Australia and North America as well as other more distant parts of the UK. The Trustees were very appreciative for the General Secretary’s initiative in sending out to members a superb monthly newsletter with information about current matters of interest and opportunities for involvement both within the Society and the wider field of family history activity. This vital link has been very well received and is archived on the website. The Trustees are greatly relieved to report that the long-awaited new purpose-built membership database finally came into operation in the autumn. It is compliant with data protection requirements and is expected to enable all aspects of administration involving members to benefit from this investment in what should prove to be an efficient reliable system. The large team of some 60 volunteers continue to transcribe the Warwickshire County Record Office parish registers and make images available for sale through the Society shop. Another team of volunteers have also been working on transcription projects. The data is processed and made available for sale as downloads. The Society’s online shop is very popular with both members and non- members and 2020 was an exceptional year. This was mainly due to our customers finding themselves locked down by COVID-19 restrictions and having a lot of extra time for research from home. The shop has many volunteers who add new items to stock and process orders. The Midland Ancestors Shop generated around half of the year’s income excluding legacies and donations. This vital source of income relies upon an expanding stock of available items in convenient and flexible format to meet the needs of family historians. There are over 3,150 items in the shop with new items added every week. These include family/local history books, maps, parish registers and monument inscription transcripts available as downloads and much more. Most of the Midland Ancestors items are now available in pdf downloadable format which provides customers with a very convenient, postage free, immediate delivery of requested items. This service is extended to many of our partners data especially the Warwickshire County Record Office, Staffordshire Parish Registers Society and Midlands Historical Data.

Section D

Achievements and performance

Summary of the main
achievements of the charity
during the year

126 new members joined the society during 2020. Total membership is
around 1,750.
Most of the physically attended public activities the Trustees reported on
in 2019 were not able to take place in 2020 due to the COVID-19
pandemic. The trustees regularly considered the situation and were at all
times guided by governmental instruction and advice.
Contact with the membership and public was maintained through the
society website and included a virtual programme of speakers. The
Trustees wish to draw attention to the tremendous time and effort given
by the Chairman to enable this new arrangement to take place so
successfully. One advantage of the conferencing events programme has
been the opportunity for members and visitors to join in from Australia
and North America as well as other more distant parts of the UK.
The Trustees were very appreciative for the General Secretary’s initiative
in sending out to members a superb monthly newsletter with information
about current matters of interest and opportunities for involvement both
within the Society and the wider field of family history activity. This vital
link has been very well received and is archived on the website.
The Trustees are greatly relieved to report that the long-awaited new
purpose-built membership database finally came into operation in the
autumn. It is compliant with data protection requirements and is expected
to enable all aspects of administration involving members to benefit from
this investment in what should prove to be an efficient reliable system.
The large team of some 60 volunteers continue to transcribe the
Warwickshire County Record Office parish registers and make images
available for sale through the Society shop. Another team of volunteers
have also been working on transcription projects. The data is processed
and made available for sale as downloads.
The Society’s online shop is very popular with both members and non-
members and 2020 was an exceptional year. This was mainly due to our
customers finding themselves locked down by COVID-19 restrictions and
having a lot of extra time for research from home. The shop has many
volunteers who add new items to stock and process orders.
The Midland Ancestors Shop generated around half of the year’s income
excluding legacies and donations. This vital source of income relies upon
an expanding stock of available items in convenient and flexible format to
meet the needs of family historians. There are over 3,150 items in the
shop with new items added every week. These include family/local
history
books,
maps,
parish
registers
and
monument
inscription
transcripts available as downloads and much more.
Most of the Midland Ancestors items are now available in pdf
downloadable format which provides customers with a very convenient,
postage free, immediate delivery of requested items.
This service is extended to many of our partners data especially the
Warwickshire County Record Office, Staffordshire Parish Registers
Society and Midlands Historical Data.

Section E

Financial review

The Trustees have a reserves policy which is reviewed and updated Brief statement of the annually to inform decision making. There remains an expected charity’s policy on reserves significant increase in reference library rent. In addition, reserves will be required to enlarge this facility to incorporate a training/seminar room and library extension, together with the associated and general IT improvements to enhance members' experience and knowledge. There was a significant additional income received from legacies which will now be the subject of a major ongoing initiative to make some of the funds available to groups or organisations with very similar aims and objectives to our own. A sub-committee set up for the purpose will oversee the application administration and the recommendation of appropriate grants before reporting back to the Trustees for approval. Details of any funds materially Not applicable

Details of any funds materially Not applicable in deficit Further financial review details (Optional information)

Regular income to support the aims and objectives has been generated in the main from subscriptions, publications sales, index searches and Gift Aid.

You may choose to include in the main from subscriptions, publications sales, index searches and
additional information, where Gift Aid.
relevant about:  the charity’s principal Expenditure has allowed: sources of funds (including  the rent of a room as the charity headquarters, family history
any fundraising); centre and reference library
how expenditure has  the hire of rooms for meetings and storage 
supported the key objectives the engagement of speakers in support of programmes of events 
of the charity; the maintenance of the society website  the development of an improved members’ database
investment policy and  a presence at local and national events objectives including any  the production of a quarterly magazine
ethical investment policy  supporting internal and outside projects
adopted.  replacing, updating and maintaining equipment

Section F Other optional information

The Trustees are able to confirm that this charity did not experience any serious incidents in 2020 that should have been brought to the attention of the Charity Commission but were not.

The Society is the principal genealogical and heraldic society for the counties of Staffordshire, Warwickshire and Worcestershire, including the modern metropolitan borough known as the West Midlands which comprises Birmingham, Coventry, Dudley, Sandwell, Solihull, Walsall and Wolverhampton.

Section G Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature

Full name Philip John Lamb

Position Chairman

Date

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

STATEMENT OF TRUSTEES RESPONSIBILITIES FOR THE YEAR ENDED 31ST DECEMBER 2020

The trustees are responsible for preparing the Trustees' Report and the financial statements in accordance with applicable law and United Kingdom Generally Accepted Accounting Practice (United Kingdom Accounting Standards).

The law applicable to charities in England and Wales requires the trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and the incoming resources and application of resources of the charity for that period. In preparing these financial statements, the trustees are required to:

Select suitable accounting policies and then apply them consistently; Observe the methods and principles in the Charities SORP; Make judgements and estimates that are reasonable and prudent; and

Prepare the financial statements on a going concern basis unless it is inappropriate to presume that the charity will continue in business.

The trustees are responsible for keeping adequate accounting records that are sufficient to show and explain the charity's transactions, disclose with reasonable accuracy at any time the financial position of the charity, and enable them to ensure that the financial statements comply with the Charities Act 2011, the Charities (Accounting and Reports) Regulations 2008 and the provisions of the charity's constitution. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

The trustees are responsible for the maintenance and integrity of the charity and the financial information included on the charity's website. Legislation in the United Kingdom governing the preparation and dissemination of Financial Statements may differ from legislation in other jurisdictions.

INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

I report on the accounts for the year ended 31st December 2020 set out on pages eleven and twelve.

Respective responsibilities of trustees and examiner

The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year (under Section 144(2) of the Charities Act 2011 (the 2011 Act)) and that and independent examination is required.

It is my responsibility to:

examine the accounts under Section 145 of the 2011 Act
to follow the procedures laid down in the General Directions given by the Charity Commission (under Section 145(5)(b) of the 2011 Act); and
to state whether particular matters have come to my attention.

Basis of the independent examiner's report

My examination was carried out in accordance with the 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 also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts present a 'true and fair view' and the report is limited to those matters set out in the statements below.

Independent examiner's statement

In connection with my examination, no matter has come to my attention:

(1) which gives me reasonable cause to believe that, in any material respect, the requirements
to keep accounting records in accordance with Section 130 of the 2011 Act; and
to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the 2011 Act

have not been met; or

(2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

T Williams Task Accounting Limited Commodore House 51 Conway Road Colwyn Bay Conwy LL29 7AW

Date:

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31ST DECEMBER 2020

Notes 2 3 4 Total incoming resources RESOURCES EXPENDED Costs of generating funds Voluntary income Activities for generating funds Investment income Incoming resources from generated funds INCOMING RESOURCES Fundraising trading: cost of goods sold and other costs Charitable activities TOTAL FUNDS CARRIED FORWARD Other expenses Governance costs Total resources expended NET INCOMING RESOURCES RECONCILIATION OF FUNDS Total funds brought forward Wages Midland ancestor	Unrestricted fund £ 110,017 6,296 762 117,075 10,199 12,274 13,755 20,880 816 57,924 59,150 127,675 186,825	Restricted fund £ - - - - - - - - - - - 5,010 5,010	2020 Total funds £ 110,017 6,296 762 117,075 10,199 - 12,274 13,755 20,880 816 57,924 59,150 132,685 191,835	2019 Total funds £ 52,068 7,571 321
				59,960 15,149 12,349 13,892 27,876 804
				70,070
				(10,110) 142,794
				132,685

The notes form part of these financial statements

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

BALANCE SHEET AT 31ST DECEMBER 2020

Notes 7 8 9 CURRENT ASSETS Stocks Cash at bank and in hand FIXED ASSETS Tangible assets NET CURRENT ASSETS TOTAL ASSETS LESS CURRENT LIABILITIES NET ASSETS FUNDS Unrestricted funds Restricted funds TOTAL FUNDS	Unrestricted fund £ 1,899 18,758 166,168 184,926 184,926 186,825 186,825	Restricted fund £ - - 5,010 5,010 5,010 5,010 5,010	2020 Total funds £ 1,899 18,758 171,178 189,936 189,936 191,835 191,835 186,825 5,010 191,835	2019 Total funds £ 1,845 17,647 113,192
				130,840 130,840
				132,685 132,685
				127,675 5,010
				132,685

The financial statements were approved by the Board of Trustees on ….......................... 2021 and were signed on it's behalf by:

…...............................................

Philip Lamb Chairman

The notes form part of these financial statements

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2020

1. ACCOUNTING POLICIES

Accounting Convention

The financial statements have been prepared under the historical cost convention, and in accordance with the Financial Reporting Standard for Smaller Entities (effective April 2008), the Charities Act 2011 and the requirements of the Statement of Recommended Practice, Accounting and Reporting by Charities.

Incoming resources

All incoming resources are included on the Statement of Financial Activities when the charity is legally entitled to the income and the amount can be quantified with reasonable accuracy.

Resources expended

Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all cost related to the category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resources.

Tangible fixed assets

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

Plant and machinery

25% on reducing balance

Stocks

Stocks are valued at the lower of cost and net realisable value, after making due allowance for obsolete and slow moving items.

Taxation

The charity is exempt from tax on its charitable activities.

Fund accounting

Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees.

Restricted funds can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes.

Further explanation of the nature and purpose of each fund is included in the notes to the financial statements.

2. ACTIVITIES FOR GENERATING FUNDS

Pay to view Sundry income	2020 £ 6,285 11 6,296	2019 £ 7,191 379
		7,571

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

NOTES TO THE FINANCIAL STATEMENTS - CONTINUED FOR THE YEAR ENDED 31ST DECEMBER 2020

3. INVESTMENT INCOME

4.

Deposit account interest GOVERNANCE COSTS Accountancy	2020 £ 762 2020 £ 816	2019 £ 321
		2019 £ 804

5. TRUSTEES' REMUNERATION AND BENEFITS

There were no trustees' remuneration or other benefits for the year ended 31 December 2020 nor for the year ended 31 December 2019.

Trustees' expenses

There were no trustees' expenses paid for the year ended 31 December 2020 nor for the year ended 31 December 2019.

6. STAFF COSTS

7.

Wages and salaries The average monthly number of employees during the year was as follows: Governance No employees received emoluments in excess of £60,000. TANGIBLE FIXED ASSETS COST At 31 December 2020 DEPRECIATION At 1 January 2020 Charge for year At 31 December 2020 NET BOOK VALUE At 31 December 2020 At 31 December 2019	2020 £ 13,755 2020 3	2019 £ 13,892
		2019 3
		Plant and Machinery £ 23,077
		20,545 633
		21,178
		1,899
		1,845

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

NOTES TO THE FINANCIAL STATEMENTS - CONTINUED FOR THE YEAR ENDED 31ST DECEMBER 2020

8. STOCKS

2020 £ Library books 11,300 Stock of publications 7,458 18,758 MOVEMENT IN FUNDS Net movement At 01/01/20 in funds £ £ Unrestricted funds General fund 127,675 59,150 Restricted funds Heraldry 5,010 - TOTAL FUNDS 132,685 59,150 Net movement in funds, included in the above are as follows: Incoming Resources resources expended £ £ Unrestricted funds General fund 117,075 (59,150) Restricted funds Heraldry - - TOTAL FUNDS 117,075 (59,150)	2019 £ 11,300 6,347
	17,647
	At 31/12/20 £ 186,825 5,010
	191,835
	Movement in funds £ 57,924 -
	57,924

9. MOVEMENT IN FUNDS

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

DETAILED STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31ST DECEMBER 2020

Ticket and fair sales income Excursion costs Fair costs Publicity and advertising Voluntary income INCOMING RESOURCES Pay to view Sundry income Investment income Deposit account interest Donations and legacies Publication sales Excursion income Subscriptions Activities for generating funds Total incoming resources RESOURCES EXPENDED Fundraising trading: cost of goods sold and other costs Publication costs (inc. stock movement) Charitable activities Honoraria Speakers Subscriptions Branch running costs Sundries Governance costs Accountancy Midland ancestor Room hire Postage, stationery and printing Rent Depreciation	2020 £ 54,360 30,035 - 102 25,521 110,017 6,285 11 6,296 762 117,075 9,847 - 351 10,199 1,000 668 1,037 1,034 34 12,274 78 658 2,480 6,979 633 26,874 816	2019 £ 25 20,479 2,091 3,172 26,301
		52,068 7,191 379
		7,571 321
		59,960 11,373 2,196 1,581
		15,149 1,000 2,407 1,244 2,301 291 12,349 2,873 2,125 1,531 7,240 615
		33,976 804

The notes form part of these financial statements

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

DETAILED STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31ST DECEMBER 2020

Management Total resources expended Net income / loss Office salaries Telephone Travel Bank processing Web Hosting Support costs	2020 £ 13,755 2,117 - 120 4,044 20,035 57,924 59,150	2019 £ 13,892 1,411 371 119 4,348
		20,141
		70,070
		(10,110)

The notes form part of these financial statements