OpenCharities

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

2023-12-31-accounts

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

REGISTERED CHARITY NUMBER: 505916

REPORT OF THE TRUSTEES AND UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2023 FOR

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

The Birmingham & Midland Society for Genealogy & Heraldry Charity Registration No. 505916 An affiliated society of the Birmingham & Midland Institute and a member of the Family History Federation

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

CONTENTS OF THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2023

Page
Report of the Trustees 1 to 7
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

Trustees Annual Report for the period 1[st] Jan 2023 to 31st Dec 2023

Charity Name Birmingham and Midland Society for Genealogy & Heraldry
CharityRegNumber 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.		 • A full programme of speakers and events for all groups
• The production and distribution of the Society quarterly
journal The Midland Ancestor.
• The publication of material mainly in the form of 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
and associated material
• 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_satellite_groups running their own web-sites
providing for specific local interest
• Responding to members enquiries
• Representation at various family history fairs
• Continuing with a programme for the care of reference
library books
• Maintaining and operating a Family History Centre.
• Representing the interests of the Society as a member of the
Federation of Family History Societies
• Offering educational courses
• Supportingthe work of the area CountyRecord Offices

Page 1 of 6

Affiliations - The Birmingham Midland Institute. Member - Family History Federation, Member - National Council for Voluntary Organisations

Statement In planning and maintaining activities, the trustees have had regard
for the CharityCommissionguidance 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 2023 these were based in Bromsgrove (now closed), Kenilworth, London, Stoke-
on-Trent, Stourbridge and Wolverhampton. Groups arrange their own events under the organisation
of locallyelected 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 ended with a membership of 1317 which is lower than
expected but is thought to be partly explained by historic
weaknesses in data handling. The Trustees are satisfied that this
issue is being addressed and will be more robust going forward.
A major event was the celebration of the Diamond Anniversary of
the Society. The Trustees were delighted to welcome self-financing
members to a celebration lunch. The Society was one of the first
family history societies to be formed.
The Trustees are pleased to report that a full programme of
Birmingham Group physical meetings has taken place. Attendances
have not returned to pre-COVID levels and railway disruption has
unfortunately resulted in frequent changes of date which has not
helped. The other regional Society groups have made efforts to
restore a programme of events to meet members needs in their
local area.
The Trustees express their satisfaction and thanks to those
concerned who have enabled the Midland Ancestors Family History
Centre to be open Monday to Friday and selected Saturdays. This
facility is also a FamilySearch Affiliate Library which means that in
addition to the comprehensive holding of genealogical, heraldic and
local history resources, visitors now have access to millions of
records held by the Family History Department of the LDS Church.
The Trustees would express their thanks to the dedicated and
experienced team of librarians who are available to help and advise
researchers.
The Trustees are grateful for the willingness of those involved to
provide a monthly conferencing programme of help and advice. This
hasprovided the opportunityfor members and visitors from more

Page 2 of 6

distant parts of the UK and internationally to have a continuing involvement. The Trustees are pleased to report that engaging with the various heritage events reported on last year provided ongoing contact opportunities in 2023 with groups and individuals sharing the aims of Midland Ancestors. The Trustees are grateful to those involved for the continuing monthly members’ newsletter which is 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 continue to work on the Warwickshire County Record Office project to transcribe Warwickshire Parish Registers and to make indexes and images available for sale through the Society shop. This project is almost complete, with just four of the larger parishes for Warwick and Coventry remaining to be done. Following on from success of indexing the Societies large collection of very detailed Birmingham maps OS c.1888 made available for sale as downloads in the society shop, the Project Manager has embarked upon a similar project involving our holdings of Staffordshire OS maps. The Society’s online shop is very popular with both members and non-members. The shop is managed daily by a team of three volunteers. A newsletter is emailed approximately monthly to 3400+ 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 3,600 items in the shop with new items added every week, these include family/local history books, maps, parish registers and monument inscription transcripts, most of our own data is now available as pdf downloads and some of our partners have also converted to pdf downloads rather than producing CDs or books. We also sell a large selection of used books which have been donated to the society for us to resell. We have approximately 15 partners and sell their items in our shop, our biggest partners being Warwickshire County Record Office and Staffordshire Parish Registers Society. The Warwickshire Parish Register project is around 95% complete and will hopefully complete in 2024. This project has been running for 5+ years and could not have happened without the massive amount of work done by the Project manager and her team of around 60 volunteers. Resulting indexes and images are available for sale through the Society shop. Several other projects are also in progress to digitise and index data. Thanks to the Data Manager and two volunteers who process/test this data prior to adding to the shop for sale. All our digitised data is also available via an app called “The Library Data Menu”, which is available in our Family History Centre in Birmingham and several of our satellite Groups, again, many thanks

Page 3 of 6

to the Data Manager who developed this app and maintains it with
updated data every week.
The Trustees were also pleased to learn that The North Staffs group
had engaged with the local authority and the Stoke-on-Trent
Archives to create a project to record local burial registers.
As previously reported, 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. The Editor has been keen to encourage reader
participation resulting in a greater confidence among our members
to submit contributions for consideration. The trustees recognise
with thanks the considerable time and effort involved.
The Trustees are able to report that a Memorabilia Archives for
Midland Ancestors has been created and is beingdeveloped.
Additional Information
Achievements against
objectives set		 The Trustees wish to draw attention to the considerable success
with regard to running library based family history classes in the
Wolverhampton area. This is a clear indicator that there is a demand
to be met for theprovision of courses such as these.
Other The Trustees are pleased to be informed that Eventbrite was now
being used to promote some major Society events. In particular, the
site will be used topromote some upcomingoutreach events.
Financial Review
Review of the charity’s financial position at the end of theperiod
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 reserves
are also held for the purpose of satisfying further potential
appropriate grant applications from other likeminded charitable
organisations.
Reserves held £164292.00
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.
It became necessary for an increase in the membership subscription
which was accepted at the AGM. This was the first increase since
2005.

Page 4 of 6

Other Other The Society’s application for National Lottery funding for the Family
History Centre Library Digitisation Project was unsuccessful but the
project still remains a necessaryrequirement.		 The Society’s application for National Lottery funding for the Family
History Centre Library Digitisation Project was unsuccessful but the
project still remains a necessaryrequirement.		 The Society’s application for National Lottery funding for the Family
History Centre Library Digitisation Project was unsuccessful but the
project still remains a necessaryrequirement.
Structure Governance & Management
Description of charity’s trusts:
Type ofgoverningdocument 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. To support the trustees in fulfilling
their role the Society joined the National Council for Voluntary
Organisations.
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
HistorySocieties.
Relationship with any related
parties		 The Society seeks close links with the county record offices and local
archive repositories through sharedprojects 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 2023 that should have been brought to the
attention of the CharityCommission 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 PhilipLamb Chairman Members attending AGM
2 Mr Adrian de Redman Vice-Chair Heraldry
3 Mrs. Penny Smith Vice-Chair
Genealogy
4 Ms. Linda Beilby
5 Mr. David Kerr
6 Mr Peter Middleton
7 Mr Michael Sharpe
8 Mr Gareth Pemberton 18thJulyonwards

Page 5 of 6

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.

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.		 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
Charityname Birmingham and Midland Societyfor Genealogyand Heraldry
Other name the charityuses Midland Ancestors
CharityReg. Number 505916
Charity’s principal address Birmingham and Midland Institute
9 Margaret Street Birmingham B3 3BS
Names and Addresses of Advisers
Independent Examiner Tom Williams,TASK AccountingLtd.,Colwyn Bay,Conway,LL29 7AW
The Charities Senior Staff
Members		 Mrs. K.S Walker - 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 P. J. Lamb
Full Name PhilipJohn Lamb
Position Chairman
Date 24/04/2024

Page 6 of 6

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

STATEMENT OF TRUSTEES RESPONSIBILITIES FOR THE YEAR ENDED 31ST DECEMBER 2023

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 2023 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: 24/04/2024

8

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31ST DECEMBER 2023

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
£
47,409
6,493
2,791
56,694
9,032
14,756
-
13,279
37,565
828
75,461
(18,767)
183,059
164,292		 Restricted
fund
£
-
-
-
-
-
-
-
-
-
-
-
-
-
-		 2023
Total funds
£
47,409
6,493
2,791
56,694
9,032
14,756
-
13,279
37,565
828
75,461
(18,767)
183,059
164,292		 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

The notes form part of these financial statements

9

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

BALANCE SHEET AT 31ST DECEMBER 2023

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
£
2,877
17,147
144,269
161,415
161,415
164,292
164,292		 Restricted
fund
£
-
-
-
-
-
-
-		 2023
Total funds
£
2,877
17,147
144,269
161,415
161,415
164,292
164,292
164,292
-
164,292		 2022
Total funds
£
3,836
17,527
161,696
179,223
179,223
183,059
183,059
183,059
-
183,059

The financial statements were approved by the Board of Trustees on 24th April 2024 and were signed on its 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 2023

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 Office and PC - 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		 2023
£
6,347
146
6,493		 2022
£
6,813
256
7,069

11

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

NOTES TO THE FINANCIAL STATEMENTS - CONTINUED FOR THE YEAR ENDED 31ST DECEMBER 2023

3. INVESTMENT INCOME

4.

Deposit account interest
GOVERNANCE COSTS
Accountancy		 2023
£
2,791
2023
£
828		 2022
£
802
2022
£
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 2023
DEPRECIATION
At 1 January 2023
Charge for year
At 31 December 2023
NET BOOK VALUE
At 31 December 2023
At 31 December 2022		 2023
£
13,279
2023
4		 2022
£
13,858
2022
3
Plant and
Machinery
£
27,134
23,298
959
24,257
2,877
3,836

12

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

NOTES TO THE FINANCIAL STATEMENTS - CONTINUED FOR THE YEAR ENDED 31ST DECEMBER 2023

8. STOCKS

2023
£
Library books
11,300
Stock of publications
5,847
17,147
MOVEMENT IN FUNDS
Net movement
At 01/01/23
in funds
£
£
Unrestricted funds
General fund
183,059
(18,767)
Restricted funds
Heraldry
-
-
TOTAL FUNDS
183,059
(18,767)
Net movement in funds, included in the above are as follows:
Incoming
Resources
resources
expended
£
£
Unrestricted funds
General fund
56,694
(75,461)
Restricted funds
Heraldry
-
-
TOTAL FUNDS
56,694
(75,461)		 2022
£
11,300
6,227
17,527
At 31/12/23
£
164,292
-
164,292
Movement in
funds
£
(18,767)
-
(18,767)

9. MOVEMENT IN FUNDS

13

BIRMINGHAM AND MIDLAND SOCIETY FOR GENEALOGY AND HERALDRY

DETAILED STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31ST DECEMBER 2023

Ticket and fair sales income
Worcester branch bequest
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
Meetings' fundraising activities
Subscriptions
Activities for generating funds
Gift aid
Voluntary income
INCOMING RESOURCES		 2023
£
3,016
21,940
630
-
21,823
-
-
47,409
6,347
146
6,493
2,791
56,694
8,799
-
240
9,039
2,000
-
1,947
974
3,343
191
14,756
97
24
1,164
1,844
6,225
959
33,525
828		 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

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 2023

Support costs
Management
Total resources expended
Net income / loss
Office salaries
Telephone
Travel
Bank processing
IT support and web hosting		 2023
£
13,279
1,136
336
120
17,197
32,069
75,461
(18,767)		 2022
£
13,858
2,016
109
190
8,484
24,657
70,724
(13,809)

The notes form part of these financial statements

15