**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** - Charity Name Birmingham and Midland Society for Genealogy & Heraldry Charity Reg Number 505916 **Objectives and Activities** Summary of the Purposes of The Society’s objectives, as stated in the Constitution, are to promote the the Charity as set out in its advancement of public education in the study of Genealogy and Heraldry. Governing Document In furtherance of these objects, but not otherwise, the Society has power • To promote, maintain and encourage the practice and dissemination of information - • 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 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_ - _A restricted programme of speakers for Birmingham, society groups and interest groups via video conferencing and in compliance with COVID-19 socialising restrictions. From October some limited physical meetings were held._ - _The production and distribution of the Society quarterly journal Midland Ancestor._ _Usual activities appearing in italics indicates a temporary suspension in 2021 due to COVID-19 restrictions._ - _The publication of material in the form of compact discs, DVD’s 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 cemetery registers_ - _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._ - _Some society groups running their own web-sites providing for specific local interest._ 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: - 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: 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 - 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|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