**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**
## **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**
|1
2
3
4
5
6
7
8
9
10
11|**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 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.
6
## **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:
7
## **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
8
## **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
9
## **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|
10
## **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|
11
## **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**
12
## **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
13
## **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
14