THE FAMILY HISTORY SOCIETY OF CHESHIRE (Charity no. 515168) ## Trustees’ Annual Report to the Charity Commission for the Year 2020-2021 ## OBJECTS The object of the charity is to advance the education of the public in the study of family history in all its many aspects. ## GOVERNING DOCUMENT The charity is an unincorporated association governed by its constitution, originally set up around 1969 and currently the “1999 Constitution as amended 20 October 2001” ## CONTROL Management of the Society is vested by the constitution in the trustees who are members of the executive committee, which meets three times a year, and consists of: (a) Officers elected at the AGM: Chairman Secretary Treasurer and Some Officials appointed to specific posts within the society (b) Co-opted members and those who fill any casual vacancy (c) One delegate representative from each of the 13 Local Groups and the Computer Club. All trustees are unpaid. Many committee members have individual responsibility for the day-to-day operations of specific functions. Reporting is via their membership of the Society’s executive committee, supplemented in some cases by written reports. Sub-committees are sometimes set up to deal with particular issues. Of particular note is the permanent Financial Sub-committee, which has a major role in budgeting and financial overview. The governance model for the Society was considered formally as part of the 2006/2007 Think Tank process. It did not reveal any need for change at that time. The Trustees and the Executive Committee reviewed the governance model in the spring of 2021. Consequent to that review and following advice from the Federation of Family History Societies they intend to present a series of amendments, that would update the Society’s administrative and meeting procedures and protocols to reflect the changes forced on it by the Covid 19 emergency and the opportunities presented by the digital age, to the Annual General Meeting to be held on 31[st] October 2021, outside the current reporting year. ## TRUSTEES The Chairman for the reporting period 2020-2021 was Robert Alan Bennett of 8 Barford Drive, Lowton, Warrington WA3 1DD. The charity’s principal address is that of the Mobberley Research Centre, Rajar Building, Town Lane, Mobberley, WA16 7ER. A list of the trustees is attached. It contains names of those who held that position during the financial year and who have continued up to the date of this document. Preparation of new trustees for their general role as trustees is met by supplying a copy of Charity Commission guidance, Publication CC3, ‘The essential Trustee’ and copies of recent accounts and minutes of recent committee meetings. Some tasks undertaken by specific trustees require prior capability, such as financial literacy, or need induction training to cope with particular demands of the job. ## PLANNING The bulk of the Society’s activities are planned in advance. However, some aspects of the society’s activities are necessarily opportunistic rather than susceptible to considered planning. For example, library acquisitions depend on available funds and suitable works and collections coming up for sale or storage in an archive. ## ADVISERS The society is a member of the Federation of Family History Societies (FFHS). Membership brings with it advice on matters relevant to the conduct of the society’s affairs, either from FFHS staff or from their legal advisers or insurers. The Society contracts out some accounting functions and this may include an element of advice. Advice is sometimes sought from members of the society who have suitable expertise. ## RISK There appear to be no major risks to which the Society is exposed that are not covered by the insurance arranged through the FFHS. Assets insurance is provided by Aviva Insurance. ## DATA PROTECTION The Society is committed to complying with all relevant data protection legislation. ## INDEPENDENT EXAMINER The constitution calls for an independent examiner or auditor to be appointed. The independent examiner for the period was Messrs. Heywood Shepherd, Chartered Accountants, 1 Park St, Macclesfield, Cheshire SK11 6SR. ## ACCOUNTS The accounts are presented on an accruals basis. The central accounts have been consolidated with the accounts of the computer club and the 13 local groups to generate the annual financial report. The Society is not registered for VAT, but is registered for VATMOSS in the Republic of Ireland for digital sales in the EU. ## RESERVES The total monetary assets (Net Current Assets) in the consolidated accounts are shown as: £172,331 The committee has determined (report, December 1999) that the reserves within its central accounts should be targeted at between one third and two thirds of its annual subscription. These reserves consist of: working capital; funds for the purchase of research materials; equipment; renewal provision; and provision for unforeseen expenditure. For the year ending 30[th] June 2021 the annual subscription income was £25,297. Reserves are currently in excess of target. The trustees are satisfied that the reserves policy is appropriate and the level of reserves this year is suitable for the prevailing circumstances. ## PUBLIC BENEFIT REPORTING REQUIREMENT The next section charts the activities of the Society during the reporting year. This has been prepared with regard to the guidance in the Charity Commission’s brochure PB1 “Charities and Public Benefit” published in September 2013. ## ACTIVITIES, ACHIEVEMENTS and PUBLIC BENEFIT 2020-2021 The reporting year 2020-2021 has been challenging for the Society but it has responded effectively to it. During the 2019-2020 reporting year the Trustees and the Executive Committee began holding their meetings online using Zoom. Before the end of the last reporting year the Computer Club had moved all of its activities online. During the current reporting year several Local Groups, either in pairs or as single units followed suit and began to successfully hold meetings online. The Society purchased Zoom licences. The 2020 Annual General Meeting, held online, attracted members from overseas and outside Cheshire. The benefits to the Society’s wider membership were quickly realised as more and more members living outside the county could participate in its online activities. The Executive Committee, therefore, took the decision that for the 2021-2022 meeting and reporting year a Family History Society of Cheshire Seminar Series of talks and activities should be held monthly in parallel with the usual meetings of the Local Groups. These would be advertised to all members, would be held on Zoom with speakers of national reputation and standing in the family history world being engaged. ## **Membership** A substantial percentage of the members now join via the internet and this facilitates our ability to address a geographically wide public. The Society has updated its membership forms to meet the changes required by the new GDPR regulations. A gradual decline in membership over recent years is a matter of concern to the Society. Renewals in 2021 continued that decline although many members continue to express their appreciation of the Society’s response to the pandemic and new members have joined as interest in family history expanded during the lockdowns. Given the circumstances membership numbers have held up well, supported by significant improvements in the arrangements for new members. ## **Mobberley Research Centre** The Mobberley Research Centre is at The Rajar Building, Town Lane, Mobberley, WA16 7ER. These premises provide light and bright accommodation, good access and space for the Society’s extensive collection of documents and computer resources. The Macclesfield Newspaper Archive is now housed at the Research Centre. The Rajar Building is owned by Mobberley Parish Council and was the subject of refurbishment with the aid of an S106 agreement following planning permission for new homes in the village. The Research Centre is staffed by volunteers and is overseen by a Management Committee. The Centre is the focus of our service provision, providing an invaluable resource for the Society in general and for members at the eastern side of the county in particular. It is open to non-members for a small donation. The multifunctional machines that handle media and copying continue to reinforce their value to the society and to make the wide range of resources available for research. The turnover of volunteers, who provide advice and support for visitors, to staff the centre remains low but, when people move on, it is usually possible to find suitable new volunteers. The Centre continues to respond to the increase in on-line genealogical information although _Find My Past, Ancestry_ and _The Genealogist_ websites, remain the preferred and cost-effective sites accessed by subscription, together with access to the many free to search sites. Following Government guide-lines the Research Centre was closed for the entire 2020-2021 reporting year. Following a review of the situation and of all relevant risk assessments in the spring and summer of 2021 it was decided to re-open the Centre in September 2021. The closure of the Centre has further delayed the Society’s application to have the Centre become a Family Search Affiliate Library. ## **Crewe Family History Unit** This is based in the Crewe Municipal Building, in rooms provided by Cheshire East Council **.** It holds a good cross section of research material including free access to the same websites as the Mobberley Research Centre, local parish registers, an extensive library and the Crewe and District and South East Cheshire local history archives. The Unit is run by volunteers and opens two days a week and on occasional Saturdays. The Unit also has a space for talks and displays. The Crewe Research Centre was also closed throughout the 2020-2021 reporting year. Preparations have been made for re-opening and the appropriate risk assessments have been completed but the Society is still awaiting permission to proceed with re-opening from Cheshire East Council. ## **Internet presence** The Society’s internet activity has played a vital part in its response the challenges of the pandemic. It has provided an invaluable line of communication to members through the regular Monthly Lockdown Newsletters full of information, news and hints, and newsletters advising members of events and activities being held online. The Society’s presence on Facebook and Twitter has been enhanced and consolidated proving a valuable resource for members and non-members alike. All these areas of online actively are constantly reviewed and updated to ensure that the best information and encouragement is given. The Society’s website itself is reviewed constantly to allow improvement and updates following feedback from users. It is accessed by members and non-members alike. The Webmaster and his Web Assistant have ensured that members are fully cognisant of the opportunities the site offers. All group leaders can manage their own web presence in a time efficient way providing members with information about group activities and other local events and projects. Such activities, and the broader opportunities now available, enhance membership of the Society. Easily accessible information available on line for the general public raises the Society’s profile and encourages new members to join and to pursue the study of family history. An active online Forum allows members and non-members to raise issues and problems they are facing in their research and to discuss possible solutions with other users. New members can thus benefit from the experience of others. The Members’ only section of the site gives them access to documentation relevant to the society’s activities. After an extensive, and ongoing, digitisation of its resources the Society successfully launched its online shop selling digitised resources for download and CDs for which it owns the copyright and other items of interest to family historians. The website also has links to other relevant family history sites where members and the general public can pursue their research. All of this benefits the society’s members and researchers worldwide. The Society also hosts and manages the website for the North West Group of Family History Societies. ## **Electronic projects** Electronic records of Cheshire related material are produced from the projects undertaken by our groups, volunteers, members and others. Microfiche and CD/DVD resources are being replaced as more of the Society’s resources are digitised for download through the online shop and for placement on commercial family history sites. ## **Local Groups** The Society’s local groups provide a focus for people in specific localities in Cheshire. A popular and important part of our work is undertaken by these groups, with group committee members providing local knowledge, organising talks, undertaking the collection of data and making this available worldwide, and helping members and the public with their research at local help desks in libraries and other community facilities. In the 2020-2021 reporting year the Society had 13 Local Groups operating across the historic County of Cheshire. Its Middlesex Group has been defunct for several years but after negotiation with other Family History Societies based in the North West it is hoped that a London Group for those with family history roots in the North West can be established. Following the success of the Computer Club’s online Zoom meetings local groups began to plan programmes for autumn 2020 using Zoom, often in collaboration with neighbouring groups. The response from members to this has been very positive. Group Leaders have continued to keep in contact with their members through their own newsletters. ## **The Computer Club** The Computer Club plays an important role in providing advice on all aspects of the digital world, holding regular meetings to address current issues and problems and to look at new initiatives and sources of information relevant to family historians. The Computer Club pioneered the use of online meetings discovering that more people attended than did a physical meeting and that members from all over the country, and elsewhere in the world, were willing and able to interact with the Society. ## **Magazine** The society’s magazine, the _Cheshire Ancestor,_ remains a focus of communication with our members. It is produced quarterly and continues to be both entertaining and a mine of useful information. It has won the Federation of Family History Societies’ “ _Elizabeth Simpson Award_ ” several times for the best magazine. As a result of increased publishing and postage costs members have the opportunity of receiving an electronic version of the magazine at a lower subscription rate but a significant number of members prefer to continue to receive the magazine in paper format. The journal is distributed to the major libraries, archive offices and local studies libraries throughout the historic county of Cheshire covering the following modern local authority areas: Cheshire East, Cheshire West and Chester, Wirral, Halton, Stockport, Trafford and Tameside. It is hoped that this will raise the Society’s profile and attract members from those who are using these resource centres at the beginning of their family history journey. ## **Transcription, indexing and publications** Considerable time and effort continues to be put in by members to projects for the transcription and/or indexing of all sorts of written historical records and also of gravestones, war memorials and other relevant data. This benefits all those in this country and overseas who have Cheshire ancestry. The publication of these results online as downloads through the Society’s online shop, in book form, or as CDs enables access for those who are unable to visit local Cheshire facilities through disability or distance. This is a public service that most or all family history societies, and other historical organisations, undertake. ## **Lectures** Although continuing Covid restrictions have made the Society’s wider role more difficult to fulfil our members educate the public at formal education establishments and by providing speakers at meetings of other organisations, including those that do not have a historical focus. Our own meetings often include speakers on wider aspects of social, local, national and international history that put family history in context. Beginner’s days are run in various parts of the county and Family History Awareness and Heritage Days are run in local libraries and churches by group members of our society. Family history classes are also run at our research centre. The Society continues to investigate ways in which this part of its activities could be moved online. ## **Help Desk Advice** Some of our groups provide a help desk service in their local library and other community facilities for members of the public who are interested in tracing their family tree or need on-going advice. This service is for members and non-members alike. Unfortunately, this service came to a temporary halt with the closure of local libraries and out a concern for the health of both our members and the general public. ## **Existing Services** Restriction have limited the existing activities and services, for example book stall, journal distribution, evening classes in family history, day schools for beginners, group meetings, open days, publicity and research advice that continue to provide the backbone of our services and support to members and, through their endeavours, the wider public. A look-up service using our transcription records has been established at the Research Centre available to members. The online Forum and the website itself are another valuable tool for family historians, members and non-members alike and is proving an effective means of extending the services the Society can provide. ## **Co-operation with others** The society is a member of the Federation of Family History Societies and of the North West Group of Family History Societies and liaises with other family history societies, local Registrars, local studies officers and the media. There is good co-operation with the Cheshire County Record Office, and the Society continues to be actively engaged in the ongoing consultation on the future of the archive service within Cheshire and the role that the Society can have in these future developments. The Society also works with the Wirral Archives Services and is a member of the Cheshire Local History Association and the Lancashire Parish Registers Society. ## **Volunteer Activities** The Society can only function through the work of its volunteers. A survey undertaken in the 20172018 reporting year indicated over 20,000 hours contributed by volunteers, equivalent to around 12 full time staff and over £150,000 at the national minimum wage. The Trustees would wish to acknowledge the debt that is owed to all those who give willingly of their time to further the objectives of the Society and for the benefit of the public. ## **Review** A primary aim of the committee is to maximise both the services available to members and the services that members provide to the public at large. The way in which these services are undertaken is reviewed regularly to ensure that advantage is taken of new opportunities. ## ATTACHMENTS List of trustees during the financial year ending 30[th] June 2021. DECLARATION Signed with the authority of the trustees, ## R.A.Bennett Chairman 22[nd] January 2022 ## **FHSC Trustee List** Those who occupied a position as Trustee of the Family History Society of Cheshire all of the year 1[st] July 2020 to 30th June 2021: BENNETT Robert Alan, DAVENPORT Peter, GUYTON David, HAMILTON Sheila, JOHNSON Geoff, LAIDLAW Jean, MARTIN Howard, MITCHELL, Sheila, MOORE Angela, OLIVER Gay, ROWLEY, Peter, RUGMAN Rev Hazel, SANT, Anthony, SPATE Margaret, SMETHAM David, SMETHAM Lesley THOMAS David, WRIGHT Robert. THE FAMILY HISTORY SOCIETY OF CHESHIRE ACCOUNTS FOR THE YEAR ENDED 30TH JUNE 2021 HEYWOOD SHEPHERD CHARTERED ACCOUNTANTS THE FAMILY HISTORY SOCIEry OF CHESHIRE ANNUAL ACCOUNTS FOR THE YEAR ENDED 30TH JLINE 2021 Statèment of Income & Expenditure 2021 2020 INCOME Subscriptions IThis year ontyl Interest on Deposils Gift Aid Refvnds Book Sales Fiche Sales CD Sales Research Rooms- Mobberfey Royalties Website I￿￿)rne tlonglions 25.297 1,468 24,863 1,148 3,761 1.133 143 19 702 339 1,225 940 1.209 26 1.071 819 Total Income for year 29,519 EXPENDITURE Magazine Printing Magazine Postage Capitation to Groups Grants to Groups Insurance & FFHS subscripb.on Subscriptions Book Purchases for Resale CD Purchases for Resale Membership Expenses Research Rooms- Mobbertey Crewe Research Centre Projects Webslte Expenses Cornmittee Costs Accountancy Charges Other Expenditure Depreciation 5.335 4.039 6.000 5,246 7,000 452 1,746 1,623 65 374 82 312 10,008 614 167 942 40 3.390 904 118 330 10,758 973 173 1.613 829 3,420 115 Total EX￿ndit￿re for the ytar 34,985 39,718 IDefJcitllSurplus for the ￿ar 15,466) 15,0741 THE FAMILY HISTORY SOCIETY OF CHESHIRE ANNUAL ACCOUNTS FOR THE YEAR ENDED 30TH JUNE 2021 Balance Sh¢gt 2021 2021 2020 2020 Tangible Flxed Assets Equipment al Cosl Additions during year 13,69) 13,190 500 13,690 13,235 13.690 13.325 Less.. Aggregat8 DeP￿tiation Fumiture & Other Eqijipment at Cost Less.. Aggregate Depreciation 365 455 4,371 4.371 4,371 4,371 Micr(>fiche Library al Cost Less.. Aggregale Depreciation 1,422 7,422 1,422 1,422 Mobb8rtey Leasehold Improvements at Cost Less.. Aggregat8 DeP￿CIatiOn 5,759 5,759 5,759 5.759 Library Books at Cost 45.388 45.753 45,388 45.843 Current Assets Stock Sundry Debtors Prepayrnents Cash at Bank Cash in Hand 3.406 2,032 3.144 126,783 3,825 5.609 4,095 123.934 50 137,313 135,415 Current Liabilitles Subscriptions Received in Advance Accruals 7.020 2.496 9.516 4.652 1,386 6,038 Net Current Assets 125.899 131,275 TOTAL ASSETS 171.652 177,118 Financed by= S¢xiety Funds Balance al 1st July 2020 (Deficitysurplus for year 177,118 15.4661 182,192 15,0741 171.652 177.118 THE FAMILY HISTORY SOCIETY OF CHESHIRE CONSOLIDATED ACCOIJNTS FOR THE YEAR ENDED 30TH JUNE 2021 Statement of Incorne & Expendlture 2021 2020 INCOME Subscriptions (This year only) Interest on Deposits GFft Refunds Book Sales Fiche Sales CD Sales Research Rooms- Mobb•rtey Royalties DonatiorF8 Other Incomè Door Money Group Trips Project Incorne Wgbsita Incom& 25,297 1,470 24.863 1,157 3.761 1.313 137 19 749 406 1.225 940 330 274 3.222 1.071 221 50 1.209 819 Total Income for year 29.993 39,140 EXPENDITURE Magazine Prlnling Magazlng Postage Insurance & FFHS Subs¢ripJon Subscription5 Book Purchases for Resale CO Purchas8$ for Resal8 Membership Expenses Rese8r¢h Room5. Mobberfey C￿we Research Centre Projects Stationery, Postage. T818phone, Travel ètc Webslle Expen$8$ Committee Costs Room Hi Accountancy Charg&s Library Expensgs Other Expenditure Sp88kers Rèfrashmènls Group Vislts Donations and Gratuitks Deprgcialion 5,335 4,039 1,623 65 374 81 312 10.008 614 207 6.000 5,246 1,74 65 540 118 330 10,758 973 343 441 1,613 829 2.640 3.420 42 967 2,266 776 417 25 804 942 40 164 1,802 1.627 20 630 Totsl Expendlturn lorthe yaar 31.273 40.359 {D6llcltllSurplus for the yèar 11,2801 {1,2191 THE FAMILY HISTORY SOCIEtY OF CHESHIRE CONSOLIDATED ACCOUNTS FOR THE YaqR ENDED 30TH JUNE 2021 Balan¢e Sheet 2021 2021 2020 2020 Tangible Fixed Assets Equiprnent at Cost Additions during year 54,135 53,246 889 54,135 25.508 54.135 25.868 Less.. Aggregate Depreaation Fumiture & Other Equipment at Cost Addib'ons during year 28,267 28,627 27,381 27,341 40 27,381 22,668 27.381 22,803 Less.. Aggregate Depreciation Microfiche Library at Cost Less-. Aggregate Depreciation 4.578 4,713 1,422 1.422 1,422 1,422 Library Books al Cost Less.. Aggr8gate Depreciation 76.020 11,181 76,020 11,046 Mobbertey Leasehold Improvemfynts at C05t Less.. Aggreoale Oepwation 64,839 64,974 5.759 5.759 5.759 5,759 Current Assets Stock Sundry Debtor Prepayments Cash at Bank Cash in Hand 97.684 98,314 3.406 2,032 3,144 172,474 791 181,847 3.625 5,609 4.095 164.676 1,014 179.019 Current Liabiliti8S Subscriptions Received in Advan¢e Accruals 7,020 2,496 9.516 4,652 1,386 6,038 Net Current Assets 172.331 172,981 TOTAL ASSETS 270.015 271,295 Financed by= Group Funds Balance al 1st Juty 2020 (Deficitysurplus for year 271,295 1.280 272,514 1,219 270,015 271,295 270,015 271,295 THE FAMILY HISTORY SOCIETY OF CHESHIRE Independent Examinefs Report to the Managing Committ•• I report on the accounts of The Family History S(KEty of Cheshire forthe year ended 30th June 2021 Respective responsibilities of the Managing Cornmitteé and Examiner As the association's Managing Committee, you are responsible for the p￿paratIOn of the accounts,. you consider that an audit is not required under section 144(2} of the Charities AGt 2011 and that an independent examinatson is needed. 11 is my rest￿nSIbIlity to= exarnine the accounts under section 145 of the 2011 ACL. follow the procedures laid down in the general Di￿tiOnS gtven by Charity Commission under section 14515Kbl of th8 2011 Act.. and state whether parbcular matters have come to my attention. Basis of Indepondent Examintsr's Report My gxarnination was Carried out in accordance the General Direcbons given by the Charity Commission. An examination includes a rewew of the accountiThJ rewrds kepl by the Association and a comparison of the accounts presented those r8cords. It also includes conslderation of 8ny unusual item5 Qr disclosures in the accounts and seeking explanabons from you as trustees concerning such matters. Th8 procedures undertaken do not PTowde all the ewdence thal would be required in an audit and consequenuy no opinion is given as to whether tt)e accounts presenl a rue and fair and the rewrt Is limited to thosè matters set out in the statement below. Independent Exarninerfs Ststement In eonrtection with my examination. no matter has come to my attention-. 111 Kthich giv&s me ￿asOnable Cause to believe that in any material resrwt. the ￿quirements- to keep accounting records lin accor(lance section 130 of the 2011 Aotl; and to p￿pa￿ accounts %thich accord with the accounb.ng records and comply wth the accountiThJ requirements of the 2011 AGt have not been met.. or 121 lo which, in my opinion, attention should have been drawn in order to enable a prnper understsnding ofthe a¢¢ounts to be reaehed. DAVID SOUTHALL hartered Accountant I Park Street Macclesfield Cheshire SKt1 6SR 13th Octobèr 2021 ## ## ## ## ##