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2022-12-31-accounts

REGISTERED CHARITY NUMBER: 505916

REPORT OF THE TRUSTEES AND UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2022 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 2022

Page
Report of the Trustees 1 to 7
Statement of Trustees Responsibilities 8
Independent Examiner's report 9
Statement of Financial Activities 10
Balance Sheet 11
Notes to the Financial Statements 12 to 14
Detailed Statement of Financial Activities 15 to 16

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

Trustees Annual Report for the period 1[st] Jan 2022 to 31st Dec 2022

Charity Name Birmingham and Midland Society for Genealogy & Heraldry
Charity Reg Number 505916
Objectives and Activities
Summary of the Purposes of
the Charity as set out in its
Governing Document		 The Society’s objectives, 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
•
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 full programme of speakers and events for all groups
involving some 55 presentations.
•
The production and distribution of the Society quarterly
journal Midland Ancestor.
•
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,

Page 1 of 7

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

Usual activities appearing in
italics indicates a temporary
suspension in 2022 due to
COVID-19 restrictions.		 calendar of events and a comprehensive family history
presence to the general public
•
Society groups running their own web-sites 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 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		 calendar of events and a comprehensive family history
presence to the general public
•
Society groups running their own web-sites 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 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
(vacant)
Computer Support Team,
Fairs Co-ordinator,
Journal Editor,
Lending Librarian,
Reference Librarians,		 Outings Co-ordinator,
Record Office Liaison
Officers (vacant)
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 2022 these were
based in Bromsgrove,Kenilworth,London,Stoke-on-Trent,

Page 2 of 7

Stourbridge and Wolverhampton. Groups arrange their own events under the organisation of locally elected officers.

Achievements & Performance

Stourbridge and Wolverhampton. Groups arrange their own events
under the organisation of locally elected officers.
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 of 1618 members. 253
members were lost during the year but there were 79 new
members.
The planned programme of speakers for Birmingham was greatly
disrupted, due mainly to the continuing effects of COVID-19
socialising restrictions and, as the year progressed, a reluctance of
members to feel safe enough to attend physical meetings which
were resumed in the Autumn. We continued with zoom meetings
but the attempts to hold hybrid meetings did not prove technically
achievable to meet our requirements. Other regional Society groups
endeavoured to make arrangements to suit their member’s needs.
The Trustees express their satisfaction and thanks to those
concerned with enabling the Midland Ancestors Family History
Centre to be open Monday to Friday. This facility has been greatly
enhanced by becoming a FamilySearch Affiliate Library. In addition
to the comprehensive holding of genealogical, heraldic and local
history resources, visitors will now have access to millions of
records held by the Family History Department of the LDS Church.
The Trustees would wish to express their thanks for the experienced
team of librarians who are available to offer help and advice to
researchers.
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 sought to encourage
a return to physical meetings but have also been mindful that
conferencing allows the opportunity to keep in touch with national
and international members.
The Trustees are pleased to report that a Midland Ancestors
Heritage Event took place in September. The Birmingham Local and
Family History Fair held at Cannon Hill Park attracted 176 paying
visitors and 27 exhibitors. The event was run by 38 society
volunteers and approx. 60 other support volunteers.
The Trustees have been very appreciative of 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.
A large team of volunteers (60+), led by the Warwickshire Project
manager,have worked on the Warwickshire CountyRecord Office

Page 3 of 7

project to transcribe Warwickshire Parish Registers and to make indexes and images available for sale through the Society shop. This project is now around 85% complete, just some of the larger parishes for Warwick and Coventry, and a few others, remain to be done. The society has a large collection of very detailed Birmingham maps c.1888 and these have all been indexed by the maps Project manager and made available for sale as downloads in the society shop. The maps index has recently been updated by the Project manager. The Society’s online shop is very popular with both members and non-members. The shop is managed on a daily basis by a team of four volunteers. A newsletter is emailed approximately monthly to 3300+ shop newsletter subscribers. The Midland Ancestors Shop generated around a third 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 also sell a large selection of 2nd hand books which have been donated to the society. 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 highquality publication which remains fresh, varied and relevant. The Editor has been keen to encourage reader participation. The trustees recognise with thanks the considerable time and effort involved.

Additional Information
Achievements against Having agreed in 2021 to donate £21k to four separate groups
objectives set within our area who share our aims and objectives, the trustees are
pleased to report successful outcomes. The groups have been able
to provide evidence of their achievements and have been willing to
acknowledge the Society’s sponsorship. In due time it has been
agreed that the details and resulting benefits will be shared with
members through speaker presentations or journal articles.
Financial Review

Page 4 of 7

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
once the Midland Institute has decided, funded and completed work
to modernise the building in which the Centre is
situated. Additionally, it is the Society’s intention to enlarge this
facility to incorporate a training/seminar room and library extension
to encourage more users. 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 are
held for the purpose of satisfying further potential appropriate grant
applications from other likeminded charitable organisations,
although without further significant donations in the medium term,
they will also be required if losses begin to accumulate whilst we
work to generate greater interest in the Society.
Reserves held £183,059.00
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 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		 Current charity law and advice is shared with the trustees to inform
their activities and decisions.
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.

Page 5 of 7

The Society is a member of the West Midlands Group of Family
History Societies.		 The Society is a member of the West Midlands Group of Family
History Societies.		 The Society is a member of the West Midlands Group of Family
History Societies.
Relationship with any related
parties		 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 Until September
5 Ms. Linda Beilby
6 Mr. David Kerr
7 Mr Peter Middleton
8 Mr Michael Sharpe
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

Page 6 of 7

Charity’s principal address Birmingham and Midland Institute
9 Margaret Street Birmingham B3 3BS
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 25thApril 2023

Page 7 of 7

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

STATEMENT OF TRUSTEES RESPONSIBILITIES FOR THE YEAR ENDED 31ST DECEMBER 2022

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.

8

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 2022 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: 25th April 2023

9

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31ST DECEMBER 2022

Notes
2
3
Grants to other organisations
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
£
49,043
7,069
802
56,915
7,520
13,724
7,500
13,858
27,305
816
70,724
(13,809)
191,858
183,059		 Restricted
fund
£
-
-
-
-
-
-
-
-
-
-
-
-
5,010
-		 2022
Total funds
£
49,043
7,069
802
56,915
7,520
13,724
7,500
13,858
27,305
816
70,724
(13,809)
196,868
183,059		 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
186,825
196,868

The notes form part of these financial statements

10

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

BALANCE SHEET AT 31ST DECEMBER 2022

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
£
3,836
17,527
161,696
179,223
179,223
183,059
183,059		 Restricted
fund
£
-
-
-
-
-
-
-		 2022
Total funds
£
3,836
17,527
161,696
179,223
179,223
183,059
183,059
183,059
-
183,059		 2021
Total funds
£
2,524
16,890
177,454
194,344
194,344
196,868
196,868
191,858
5,010
196,868

The financial statements were approved by the Board of Trustees on 25th April 2023 and were signed on its behalf by:

Philip Lamb Chairman

The notes form part of these financial statements

11

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2022

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		 2022
£
6,813
256
7,069		 2021
£
6,097
128
6,225

12

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

NOTES TO THE FINANCIAL STATEMENTS - CONTINUED FOR THE YEAR ENDED 31ST DECEMBER 2022

3. INVESTMENT INCOME

4.

Deposit account interest
GOVERNANCE COSTS
Accountancy		 2022
£
802
2022
£
816		 2021
£
973
2021
£
816

5. TRUSTEES' REMUNERATION AND BENEFITS

There were no trustees' remuneration or other benefits for the year ended 31 December 2022 nor for the year ended 31 December 2021.

Trustees' expenses

There were no trustees' expenses paid for the year ended 31 December 2022 nor for the year ended 31 December 2021.

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 2022
DEPRECIATION
At 1 January 2022
Charge for year
1At 31 December 2021
NET BOOK VALUE
At 31 December 2022
At 31 December 2021		 2022
£
13,858
2022
3		 2021
£
13,964
2021
3
Plant and
Machinery
£
27,134
22,019
1,279
23,298
3,836
2,524

13

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

NOTES TO THE FINANCIAL STATEMENTS - CONTINUED FOR THE YEAR ENDED 31ST DECEMBER 2022

8. STOCKS

2022
£
Library books
11,300
Stock of publications
6,227
17,527
MOVEMENT IN FUNDS
Net movement
At 01/01/22
in funds
£
£
Unrestricted funds
General fund
191,858
(8,799)
Restricted funds
Heraldry
5,010
(5,010)
TOTAL FUNDS
196,868
(13,809)
Net movement in funds, included in the above are as follows:
Incoming
Resources
resources
expended
£
£
Unrestricted funds
General fund
56,915
(70,724)
Restricted funds
Heraldry
-
-
TOTAL FUNDS
56,915
(70,724)		 2021
£
11,300
5,590
16,890
At 31/12/22
£
183,059
-
183,059
Movement in
funds
£
(13,809)
-
(13,809)

9. MOVEMENT IN FUNDS

14

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

DETAILED STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31ST DECEMBER 2022

Ticket and fair sales income
Excursion costs
Fair costs
Grants to other organisations
Publicity and advertising
Repairs and maintenance
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
Gift aid
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		 2022
£
506
20,047
-
1,605
21,263
5,622
49,043
6,813
256
7,069
802
56,915
6,310
-
1,210

7,520
-
7,500
2,196
807
3,469
82
13,724
74
-
636
2,721
5,243
1,279
37,730
816		 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

The notes form part of these financial statements

15

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

DETAILED STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31ST DECEMBER 2022

Management
Total resources expended
Net income / loss
Office salaries
Telephone
Travel
Bank processing
IT support and web hosting
Support costs		 2022
£
13,858
2,016
109
190
8,484
24,657
70,724
(13,809)		 2021
£
13,964
1,191
-
192
8,344
23,692
76,649
5,033

The notes form part of these financial statements

16