THE FAMILY HISTORY SOCIETY OF CHESHIRE (Charity no. 515168)
Trustees’ Annual Report to the Charity Commission for the Year 2022-2023
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[th] October 2001 and 30[th] October 2021”.
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 12 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.
In the Spring of 2021, following advice from the Federation of Family History Societies, the Trustees and the Executive Committee reviewed the governance model to ensure that it reflected changes in the format of meetings and administrative procedures during the pandemic. They were also mindful that some of these changes had proved beneficial and that the Society’s Constitution and governance model should be amended to enable the Society to benefit from the wider opportunities presented by the digital age. The amendments to the Society’s administrative and meeting procedures and protocols included the ability to hold Annual General Meetings and other meetings on-line as well as in person, to vary the timings of meetings in exceptional circumstances, and to allow flexibility in the time periods for tenure of offices. These were presented to the Annual General Meeting on 30[th] October 2021 and were approved by those attending.
TRUSTEES
The Chairman for the reporting period 2022-2023 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.
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 12 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. The Trustees have noted that there has been no review of the methodology used for depreciation of the value of tangible fixed assets for some time and this will be addressed during 2023-24.
RESERVES
The total monetary assets (Net Current Assets) in the consolidated accounts are shown as:
£158,745
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 2023 the annual subscription income was £22,469. 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. A review of the reserves policy is however planned for 2023-2024.
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 2022-23
During the reporting year 2022-23, the Society has fully resumed all activities which had been paused during the pandemic, including the operation of its family history research centres at
Mobberley and Crewe and local group meetings. Additionally, the Cheshire Family History Seminar Series of on-line talks and presentations by nationally known figures, which commenced in the autumn of 2021 with monthly meetings, has continued to be well-attended and widely praised for its accessibility to members from outside Cheshire, including overseas members. There is a full programme for 2023-2024, enhanced by additional online Cheshire Research Seminar Buddies allowing interaction between members both in and outside Cheshire with similar interests in geographical areas of the county. The Society’s Executive Committee meetings have also continued to be held online, an advantage since its membership is drawn from all parts of the historic County of Cheshire. Attendance at the 2023 Annual General Meeting also showed continuation of the trend for greater engagement by members now that its business, preceded by a talk given by a nationally known speaker was held on line.
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 2023 continued to reflect that decline although many members continue to express their appreciation of the Society’s response to the pandemic and to the new opportunities provided by online meetings. New members have joined as interest in family history expanded during the last two years. The challenge is to retain them. Given the circumstances membership numbers have held up well, supported by significant improvements in the arrangements for new members. A major review of the Society’s activities and offerings has been initiated during 2023 and it is anticipated that this will lead to enhancements to be made during 2024 which it is hoped will encourage both retention of current members and recruitment of 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 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. A new lease agreement between the Parish Council and the Society was signed in 2023.
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.
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 Society has been heavily involved in collaboration with Cheshire Archives and Local Studies (CALS) in the development of plans for the new Crewe history centre and it is anticipated that the Family History Unit will in due course relocate into the new centre. Discussions with CALS are also ongoing with regard to the options open to the Society to be involved in the similar developments for the new Chester history centre.
Internet presence
The Society’s internet played a vital part in its response to the challenges of the pandemic and it has continued to provide an invaluable line of communication to members. There is a monthly newsletter, sent out to all members for whom it has an email address. This gives information, news and hints, advising members of upcoming events in the family history world and links to useful websites. 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’s online shop offers a wide range of 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 (either face-to-face, online or a mixture of the two), 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 2022-2023 reporting year the Society had 12 Local Groups
operating across the historic County of Cheshire. Sadly, a lack of volunteers to run its Bramhall group led to the group’s closure in November 2022, but members of the group were offered the opportunity to transfer to other local groups.
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. Online working has also enabled small groups with particular interests to be formed which can then feed back to the Club and 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
The Society is always ready to provide speakers to educate the public at formal education establishments or 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. These local group meetings are advertised locally and non-members are invited to attend. 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 ongoing advice. This service is for members and non-members alike, and is resuming after the pandemic restrictions.
Existing Services
Recent restrictions 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. These activities will 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 Archives and Local Studies (CALS) 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. A Memorandum of Understanding was agreed with both the Cheshire Local Authorities as part of the bid for Heritage Lottery Funding for the Archives Project. The Society also works with the Wirral Archives Services, 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 2017-2018 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 2023.
DECLARATION
Signed with the authority of the trustees,
Margaret Roberts Chair
FHSC Trustee List
Those who occupied a position as Trustee of the Family History Society of Cheshire for the Reporting Year 1[st] July 2022 to 30[th] June 2023:
BENNETT Robert Alan, DAVENPORT Peter, GUYTON David, HAMILTON Sheila, JOHNSON Geoff, JONES, Sheila 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 2023 HEYWOOD SHEPHERD CHARTERED ACCOUNTANTS
THE FAMILY HISTORYSOCIETYOF CHESHIRE ANNUALACCOUNTS FOR THE YEAR ENDED 30TH JUNE 2023 STATEMENT OF INCOME & EXPENDITURE 2023 2022 INCOME Subscriptions (fhis year only) Interest on Deposits Gift Aid Refunds Book Sales Fiche Sales CD Sales Advertising Research Rooms - Mobberley Royalties Website Income Donations Funds from Closed Groups 22,469 1.340 22,622 1,198 3,625 136 136 14 1.110 791 1.178 110 3,229 263 780 806 1,009 Total Income for year 30.417 EXPENDITURE Magazine Printing Mag82ine Postage Capitation to Groups Grants to Groups Royalties to Groups Insurance & FFHS Subscription Subscriptions Book Purchases for Resale CD Purchases for Resale Membership Expenses Research Rooms - Mobberley Crewe Research Centre Website Expenses Committee Cosls Accountancy Charges Other Expenditure Depreciation 5.973 5,030 6,000 572 45 1.588 240 500 675 1,262 10.865 163 2.508 5.275 4.473 7,000 1,431 1.129 73 542 10.243 50 1,229 3,690 320 60 3.636 817 75 Total Expenditure for the year 39.836 36,073 (Deficit)ISurplus for the year (9,419) (5.628)
THE FAMILY HISTORY SOCIETY OF CHESHIRE ANNUAL ACCOUNTS FOR THE YEAR ENDED 30TH JUNE 2023 BALANCE SHEET 2023 2023 2022 2022 Tangible Fixed Assets Equipment at Cost Additions during year 13.690 13,690 13,690 13.460 13,690 13.4CK) Less: Aggregate Depreciation 230 290 Furniture & Other Equipment at Cost Less= Aggregate Depreciation 4.371 4.371 4,371 4.371 Microfiche Library at Cost Less: Aggregate Depreciation 1.422 1,422 1.422 1.422 Mobberley Leasehold Improvemenls at Cost Less: Aggregate Depreciation 5.759 5.759 5,759 5,759 Library Books at Cost 45.388 45,618 45.388 45,678 Current Assets Stock Sundry Debtors Prepayments Cash at Bank Cash in Hand 1,150 2.047 3.639 111,880 2,300 2,029 3,407 120,499 118,716 128.235 Current Liabilities Subscriptions Received in Advance Accruals 6.481 1.248 7,729 6,641 1,248 7,889 Net Current Assets 110.g87 120,346 TOTAL ASSETS 156,605 166.024 FInand by: Society Funds Balance at 1st July 2022 (Deficit)ISurplus for year 166.024 (9,419) 171,652 (5.628) 156.605 166,024
THE FAMILY HISTORY SOCIETY OF CHESHIRE CONSOLIDATED ACCOUNTS FOR THE YEAR ENDED 30TH JUNE 2023 STATEMENT OF INCOME & EXPENDITURE 2023 2022 INCOME Subscriptions (fhis year only) Interest on Deposits Gift Aid Refunds Book Sales Fiche Sales CD Sales Advertising Research Rooms - Mobberley Royalties Donations Other Income Door Money Website Income 22,469 1,372 22,622 1,201 3,625 240 321 136 14 1,110 791 1.021 763 2.567 1,178 263 780 806 27 339 1.098 Total Income for year 31.742 32,016 EXPENDITURE Magazine Printing Magazine Postage Insurance & FFHS Subs(xiption Subscriptions Book Purchases for Resale CD Purchases for Resale Membership Expenses Research Rooms - Mobberley Crewe Research Centre Website Expenses Committee Costs Room Hire Accountancy Charges Library Expenses Other Expenditure Speakers Refreshments Donations and Gratuities Deprecialion 5,973 5,030 1,588 240 500 675 1,262 10,865 163 2,508 5.275 4,473 1,431 1,129 73 542 10,243 50 1.229 36 1.150 3,636 20 1.745 3.316 113 20 3.034 3.690 37 2.557 418 100 818 Total Expenditure for the year 42.304 35.025 {Deficit)ISurplus for the year (10.562) (3.009)
THE FAMILY HISTORY SOCIETY OF CHESHIRE CONSOLIDATED ACCOUNTS FOR THE YEAR ENDED 30TH JUNE 2023 BALANCE SHEET 2023 2023 2022 2022 Tangible Fixed Assets Equipment at Cost Additions during year 54.135 1,313 54,135 Less: Aggregate Depreciation 54.135 26.148 26.691 Fumiture & Other Equipment at Cost Additions during year 28,757 27,987 27,381 27.381 27.381 23.083 Less: Aggregate Depreciation 27.381 22,893 Microfiche Library at Cost Less: Aggregate Depreciation 4,298 4.488 1,422 1.422 1,422 1,422 Library Books at Cost Less: Aggregate Depreciation 76.020 11.376 76,020 11,291 Mobberley Leasehold Improvements at Cost Less: Aggregate Depreciatio 64,729 5,759 5,759 5.759 5,759 Current Assets Stock Sundry Deblor Prepayments Cash at Bank Cash in Hand 97,699 97,204 1,150 2,047 3,639 158,732 906 166.474 2.300 2.029 3.407 169,364 591 177,691 Current Liabilities Subscriptions Received in Advan Accruals 6,481 1.248 7.729 6.641 1.248 7,889 Net Current Assets 158.745 169,802 TOTAL ASSETS 256.444 267,006 Financed by: Group Funds Balance at 1st July 2022 (Deficit)ISurplus for year 267.006 10.562 270.015 3,009 256.444 267,006 256.444 267,006
THE FAMILY HISTORYSOCIETY OF CHESHIRE INDEPENDENT EXAMINER'S REPORTTO THE MANAGING cOMMIEE I report on the accounts of The Famlly History Society of Cheshire for the year ended 30th June 2023 Respective responsibilities of the Managing Committee and Examiner As the association's Managing Committee. you are responsible for the preparation of the accounts: you consider that an audit is not required under section 144(2) of the Charities Act 2011 and that an independent examination is needed. It is my responsibiltty to: examine the accounts under section 145 of the 2011 Act-. follow the procedures laid down in the general Directions gIn by the Charity Commission under section fj45(5)(b) of the 2011 Ac( and state whether particular matters have cotne to my attention. Basis of Independent Examiner's Report My examination was carried out in accordan with the General Directions given by the Charity Commission. An examination indudes a review of the aC()unting records kept by the Association and a comparison of the accounts presented with those records. It also indudes consideration of any unusual items or disclosures in the accounts and seeking explanations from you as Irustees concerning such matters. The procedures undertaken do not provide all the evideno that would be required in an audit and consequently no opinion is given as to whether the accounts present a "true and fair Vie and the report is limited to those matters set out in the ststement below. Independent Examinerfs 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 accordan with section 130 of the 2011 Act); and to prepare accounts which accord with the accounting reo)rds and comply with the accounting requirements of the 2011 Act have not been met: or (2) to which, in my opinion. attention should have been dravm in order to enable a proper understanding of the accounts to be reached. DAVID SOUTHALL Chartered Accountant 1 Park Street Macclesfield Cheshire SKq16SR 4th October 2023