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2021-12-31-accounts

REGISTERED CHARITY NUMBER: 505916

Midland Ancestors is the public face of the Birmingham and Midland Society for Genealogy & Heraldry

REPORT OF THE TRUSTEES AND UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2021 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 2021

Page
Report of the Trustees 1 to 6
Statement of Trustees Responsibilities 7
Independent Examiner's report 8
Statement of Financial Activities 9
Balance Sheet 10
Notes to the Financial Statements 11 to 13
Detailed Statement of Financial Activities 14 to 15

Midland Ancestors is the public face of the Birmingham and Midland Society for Genealogy & Heraldry

Trustees Annual Report for the period 1[st] Jan 2021 to 31st Dec 2021

Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts.

During the year our activities have included

Usual activities appearing in italics indicates a temporary suspension in 2021 due to COVID-19 restrictions.

The Birmingham & Midland Society for Genealogy & Heraldry Charity Registration No. 505916 Page 1 of 6

An affiliated society of the Birmingham & Midland Institute and a member of the Family History Federation

•
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 in accordance with Covid-19 socialising restrictions.
•
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		 •
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 in accordance with Covid-19 socialising restrictions.
•
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
Statement In planning and maintaining activities, the trustees have had regard for the
Charity Commission guidance concerning public benefit.
Additional Information
Contribution made by
Volunteers		 The work of the Society is supported by the following unsalaried voluntary
appointments:
Publication Sales Team,
Publications Committee Chairman,
Projects and Publications Co-
ordinators
Computer Support Team,
Fairs Co-ordinator,
Journal Editor,
Lending Librarian,
Reference Librarians,		 Outings Co-ordinator,
Record Office Liaison Officers
Publicity Officer (vacant),
Web-site Manager,
Gift Aid Officer,
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 groups. In 2021 these were based in
Bromsgrove, Kenilworth, London, Stoke-on-Trent, Stourbridge and
Wolverhampton. Groups arrange their own events under the organisation
of locally elected officers.

Page 2 of 6

Achievements & Performance Achievements & Performance
Summary of the main
achievements of the
charity, identifying the
difference the charity’s
work has made to the
circumstances of its
beneficiaries and any wider
benefits to society as a
whole.		 The year began with a membership 1743 and ended with 1585. New
members numbered 127.
Most of the usual physically attended public activities were not able to
take place in 2021 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 web-site and included a virtual programme of speakers. The
conferencing events programme has provided the opportunity for
members and visitors from more distant parts of the UK and
internationally to participate.
The Trustees have been very appreciative for the General Secretary’s
continuing monthly members’ newsletter which has become an invaluable
means of communicating current information and encouraging
opportunities for member involvement both within the Society and the
wider field of family history activity.
The Society’s online shop is very popular with both members and non-
members. The shop is managed on a daily basis by the following
volunteers: Caroline Mason, Dawn Alexandre’ Grau, Mark Thursfield and
Steve Freeman. A newsletter is emailed approximately monthly to 2800+
shop newsletter subscribers. 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 3,000 items in the shop with new items added every week,
including updates to the Warwickshire Parish Registers as they become
available. These include family/local history books, maps, parish registers
and monument inscription transcripts available as downloads. We have
approximately 12 partners and sell their items in our shop, our biggest
partners being Warwickshire County Record Office and Staffordshire
Parish Registers Society.
The printing and distribution of the society quarterly journal The Midland
Ancestor is the primary benefit to the membership as a whole. The Editor
continues to oversee the production of a high-quality publication which
remains fresh, varied and relevant. There was an increase in the number
of colour pages and further opportunities for reader participation. The
trustees recognise with thanks the considerable time and effort involved.
Additional Information
Achievements against
objectives set		 A major initiative during the year has involved the channelling of a
proportion of legacy received funds into the financial support of
organisations within the area who share our aims and objectives. A
trustee sub-committee gave considerable time and effort to establish a
bidding process in accordance with strict criteria to ensure compliance

Page 3 of 6

with Charity good practice. As a result, the Trustees were able to approve a grant total of just over £21k in donations to four separate groups.

with Charity good practice. As a result, the Trustees were able to approve
a grant total of just over £21k in donations to four separate groups.
Financial Review
Review of the charity’s financial position at the end of the period
Statement explaining the
policy for holding reserves
stating why they are held		 The Trustees have a reserves policy which is reviewed and updated
annually to inform decision making. There continues to remain the
expected significant increase in the Family History Centre room rent. In
addition, reserves will be required to enlarge this facility to incorporate a
training/seminar room and library extension, once the Midland Institute
has decided, funded and completed work to modernise the building in
which the library is situated. There have been during the year, and
continue to be, general IT improvements to enhance members’ and other
users’ experience and knowledge in addition to maintaining and improving
IT security itself. Our recently enhanced reserves as noted earlier in this
report are held for the purpose of satisfying further potential appropriate
grant applications from other likeminded charitable organisations.
Additional Information
The charity’s principal
sources of funds (including
any fundraising)		 Regular income to support the Society aims and objectives has been
generated in the main from donations, subscriptions, publications sales,
index searches and Gift Aid.
Structure Governance & Management
Description of charity’s trusts:
Type of governing
document		 Written Constitution
How is the charity
constituted?		 Unincorporated Association
Trustee selection method Elected by Annual General Meeting attendees for period of three years.
Additional Information
Policies and procedures
adopted for the induction
and training of trustees		 A revised Constitution and Governance Documentation reflecting
changing circumstances and ensuring compliance with current charity law
and advice was brought to the 2021 AGM for acceptance.
The charity’s organisational
structure and any wider
network with which the
charity works		 The Society is a member of The Family History Federation. 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.

Page 4 of 6

Relationship with any
related parties		 Relationship with any
related parties		 The Society seeks close links with the county record offices and local
archive repositories through shared projects and sponsorship.		 The Society seeks close links with the county record offices and local
archive repositories through shared projects and sponsorship.		 The Society seeks close links with the county record offices and local
archive repositories through shared projects and sponsorship.
Other 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 regulation compliance. They are assured that
the new society membership data-base has much improved security
features to further protect sensitive member data.
The Trustees are able to confirm that this charity did not experience any
serious incidents in 2021 that should have been brought to the attention
of the Charity Commission but were not.
Names of the Trustees who manage the Charity
Trustee Name Office (If Any) Dates Acted if not for
the whole Year		 Name of person (or
body) entitled to
appoint Trustee (if
any)
1 Mr Philip Lamb Chairman Members attending
AGM
2 Mr Adrian de
Redman		 Vice-Chair Heraldry
3 Mrs. Penny Smith Vice-Chair Genealogy
4 Dr. Anthony Joseph
5 Mr. Christopher
Evetts		 To 30thApril
6 Ms. Linda Beilby
7 Mr Peter Middleton
8 Mr Michael Sharpe
9 Mr. David Kerr
There are no Corporate Trustees involved with the Charity
There is no property (real estate) belonging to the Charity
There are no funds held as custodian trustees on behalf of others.
Reference and Administrative Details
Charity name Birmingham and Midland Society for Genealogy and Heraldry
Other name the charity
uses		 Midland Ancestors
Charity Reg. Number 505916
Charity’s principal address Birmingham and Midland Institute
9 Margaret Street Birmingham B3 3BS

Page 5 of 6

Additional Information

Additional Information Additional Information
Names and Addresses of Advisers
Independent Examiner Tom Williams, TASK Accounting Ltd., Colwyn Bay, Conway, LL29 7AW
The Charities Senior Staff
Members		 Mrs. J.D. Cotterill - General Secretary
Mr P.G. Morris – Treasurer
Mr. S.E. Freeman – Sales Administrator
Declarations The Trustees declare that they have approved the trustees report above
Signed on Behalf of the
Charities Trustees
Signed
Full Name Philip John Lamb
Position Chairman
Date 30thApril 2022

Page 6 of 6

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

STATEMENT OF TRUSTEES RESPONSIBILITIES FOR THE YEAR ENDED 31ST DECEMBER 2021

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.

7

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 2021 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:

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:

have not been met; or

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

Date: 9th May 2022

8

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31ST DECEMBER 2021

Notes
2
3
Grants to other organisations
4
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
Incoming resources from generated funds
INCOMING RESOURCES
Total incoming resources
RESOURCES EXPENDED
Costs of generating funds
Voluntary income
Activities for generating funds
Investment income		 Unrestricted
fund
£
74,484
6,225
973
81,682
10,588
12,436
13,660
13,964
25,185
816
76,649
5,033
186,825
191,858		 Restricted
fund
£
-
-
-
-
-
-
-
-
-
-
-
-
5,010
5,010		 2021
Total funds
£
74,484
6,225
973
81,682
10,588
12,436
13,660
13,964
25,185
816
76,649
5,033
191,835
196,868		 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

The notes form part of these financial statements

9

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

BALANCE SHEET AT 31ST DECEMBER 2021

Notes
7
8
9
NET CURRENT ASSETS
TOTAL ASSETS LESS CURRENT LIABILITIES
NET ASSETS
FUNDS
Unrestricted funds
Restricted funds
TOTAL FUNDS
CURRENT ASSETS
Stocks
Cash at bank and in hand
FIXED ASSETS
Tangible assets		 Unrestricted
fund
£
2,524
16,890
172,444
189,334
189,334
191,858
191,858		 Restricted
fund
£
-
-
5,010
5,010
5,010
5,010
5,010		 2021
Total funds
£
2,524
16,890
177,454
194,344
194,344
196,868
196,868
191,858
5,010
196,868		 2020
Total funds
£
1,899
18,758
171,178
189,936
189,936
191,835
191,835
186,825
5,010
191,835

The financial statements were approved by the Board of Trustees on 30th April 2022 and were signed on it's behalf by:

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

Philip Lamb Chairman

The notes form part of these financial statements

10

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2021

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

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		 2021
£
6,097
128
6,225		 2020
£
6,285
11
6,296

11

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

NOTES TO THE FINANCIAL STATEMENTS - CONTINUED FOR THE YEAR ENDED 31ST DECEMBER 2021

3. INVESTMENT INCOME

4.

Deposit account interest
GOVERNANCE COSTS
Accountancy		 2021
£
973
2021
£
816		 2020
£
762
2020
£
816

5. TRUSTEES' REMUNERATION AND BENEFITS

There were no trustees' remuneration or other benefits for the year ended 31 December 2021 nor for the year ended 31 December 2020.

Trustees' expenses

There were no trustees' expenses paid for the year ended 31 December 2021 nor for the year ended 31 December 2020.

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 2021
DEPRECIATION
At 1 January 2021
Charge for year
1At 31 December 2021
NET BOOK VALUE
At 31 December 2021
At 31 December 2020		 2021
£
13,964
2021
3		 2020
£
13,755
2020
3
Plant and
Machinery
£
24,543
21,178
841
22,019
2,524
1,899

12

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

NOTES TO THE FINANCIAL STATEMENTS - CONTINUED FOR THE YEAR ENDED 31ST DECEMBER 2021

8. STOCKS

2021
£
Library books
11,300
Stock of publications
5,590
16,890
MOVEMENT IN FUNDS
Net movement
At 01/01/21
in funds
£
£
Unrestricted funds
General fund
186,825
5,033
Restricted funds
Heraldry
5,010
-
TOTAL FUNDS
191,835
5,033
Net movement in funds, included in the above are as follows:
Incoming
Resources
resources
expended
£
£
Unrestricted funds
General fund
81,682
(76,649)
Restricted funds
Heraldry
-
-
TOTAL FUNDS
81,682
(76,649)		 2020
£
11,300
7,458
18,758
At 31/12/21
£
191,858
5,010
196,868
Movement in
funds
£
5,033
-
5,033

9. MOVEMENT IN FUNDS

13

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

DETAILED STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31ST DECEMBER 2021

Ticket and fair sales income
Excursion costs
Fair costs
Grants to other organisations
Publicity and advertising
Repairs and maintenance
Governance costs
Accountancy
Midland ancestor
Room hire
Postage, stationery and printing
Rent
Depreciation
Honoraria
Speakers
Subscriptions
Branch running costs
Sundries
Total incoming resources
RESOURCES EXPENDED
Fundraising trading: cost of goods sold and other costs
Publication costs (inc. stock movement)
Charitable activities
Pay to view
Sundry income
Investment income
Deposit account interest
Donations and legacies
Publication sales
Excursion income
Subscriptions
Activities for generating funds
Gift aid
Voluntary income
INCOMING RESOURCES		 2021
£
17,527
26,507
-
35
23,979
6,436
74,484
6,097
128
6,225
973
81,682
10,918
-
(330)
10,588
1,000
13,660
1,010
1,423
2,344
96
12,436
-
-
248
2,381
6,114
841
41,553
816		 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

The notes form part of these financial statements

14

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

DETAILED STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31ST DECEMBER 2021

Support costs
Management
Total resources expended
Net income / loss
Office salaries
Telephone
Travel
Bank processing
IT support and web hosting		 2021
£
13,964
1,191
-
192
8,344
23,692
76,649
5,033		 2020
£
13,755
2,117
-
120
4,044
20,035
57,924
59,150

The notes form part of these financial statements

15