## **Leicestershire and Rutland Family History Society**
## **Financial Statements**
## **For the**
**Year Ended 31 December 2023**
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## **Leicestershire and Rutland Family History Society Reference and administration details**
Reg charity number: Principal address:
518870
The Rutland Suite 7-9 Every Street Leicester LE1 6AG
Website: Contact:
http://www.lrfhs.org.uk
chairman@lrfhs.org.uk secretary@lrfhs.org.uk
Trustees:
J Lovett Chairman Appointed 29 April 2023 S Wyllie Treasurer Appointed 29 April 2023 S Barker Secretary Appointed 29 April 2023 L Lockwood-Jones Vice Chairman Appointed 29 April 2023 Resigned 10 January 2024 S Lester Publicity Officer Appointed 29 April 2023 I Phillpott Editor Appointed 29 April 2023 S Murphy Volunteers Appointed 29 April 2023 M Battell Memberships Appointed 29 April 2023 L Tyrell Committee Member Appointed 29 April 2023
Governing document:
Constitution adopted in 1998 revised in 2002, 2005, 2019 and 2022
Bank:
Nat West Bank 7 Hinckley Road Leicester LE3 0TQ
Independent examiners:
Mrs Sarah Smith MSc. BSc. FCCA. FCIE. mNAVP.
TSA (Oakham) Ltd Temple House 8 Main Street Cold Overton Leicestershire LE15 7QA
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## **Leicestershire and Rutland Family History Society Independent Examiners report to the Trustees of Leicestershire and Rutland Family History Society**
I report on the accounts of the charity for the year ended 31 December 2023, which are set out on the attached pages.
## **Respective responsibilities of Trustee and Examiner.**
As the charity's trustees you are responsible for the preparation of the accounts; you consider the audit requirement of s144 (2) of the Charities Act 2011 (the 2011 Act) does not apply, and that an independent examination is needed.
It is my responsibility to examine the accounts under s 145 of the 2011 Act; to follow the procedures laid down in the General Directions given by the Charity Commission under s145(5)(b) of the 2011 Act; and to state whether particular matters have come to my attention.
## **Basis of independent examiners report.**
My examination was carried out in accordance with the General Directions given by the Charity Commissioners.
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 the seeking of explanations from you as trustees concerning any such matters.
The procedures undertaken do not provide all the evidence that would be required in 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 statement below.
## **Independent examiners statement.**
In connection with my examination, _no matter has come to my attention_ :
(1) which gives me reasonable cause to believe that, in any material respect, the requirements:
* to keep accounting records in accordance with s130 of the 2011 Act; and
* to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the 2011 Act have not been met.
(2) There are no other matters to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Mrs Sarah Smith BSc FCCA FCIE mNAVP TSA (Oakham) Ltd Temple House 8 Main Street Cold Overton Leicestershire LE15 7QA
Date:
3
## **Leicestershire and Rutland Family History Society Trustees’ annual report for the year ended 31 December 2023**
The trustees present their report with the financial statements of the charity for the year ended 31 December 2023. The financial statements have been prepared in accordance with accounting policies as set out by charity law and are based on a receipts and payments format adopted by the committee on 6 December 2016. The report includes the information given on the reference and administration page (see page 2).
## **STRUCTURE, GOVERNANCE AND MANAGEMENT**
## Governing document
The Leicestershire and Rutland Family History Society is controlled by its governing document which was adopted on 20 November 1985 with its various revisions. The latest version of the Constitution is dated 12 August 1998 with amendments in 2002, 2005, 2019 and 2022 and constitutes an unincorporated charity. The elected Executive Committee Officers and Executive Committee Members during the year were the trustees.
## Recruitment and appointment of new trustees
Under the requirements of the Society’s constitution, new trustees are elected annually at the AGM. A retiring member of the Executive Committee is eligible for re-election.
## Risk management
The trustees have a duty to identify and review the risks to which the charity is exposed and to ensure appropriate controls are in place to provide reasonable assurance against fraud and error.
## **OBJECTIVES AND ACTIVITIES**
Objectives and aims
The objectives of the Society, as stated in its constitution, are:
- 1) To promote and encourage the public study of family history, genealogy, heraldry and local history, with particular reference to the historical counties of Leicestershire and Rutland
- 2) To promote the preservation, security and accessibility of archival material.
The family history Research Centre is staffed by volunteers who provide help and advice to members and non-members who wish to trace their family histories. The Research Centre provides access to a number of family history records, internet access and other computer based records, and also houses a library. Similar services, but on a smaller scale, are provided by the local branches.
Journals are sent to members on a quarterly basis and these provide information, education and help for family history researchers.
Public benefit
The trustees have reviewed the outcomes, achievements of the objectives and activities for the year to ensure they remain focused on the Society's aims and continue to deliver benefits to the public.
The trustees are satisfied that the charity's activities provide a wide public benefit.
## **ACHIEVEMENT AND PERFORMANCE**
## Membership
Membership of the Society has suffered in the recent years and in common with other societies, has to face the continuing challenge of the popularity of research on the internet and the likelihood of a decline in membership. The Society continues its efforts to attract and retain members by offering services, Zoom lectures, open days and facilities best obtained through membership and by encouraging activities in the Society’s affairs.
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## **Leicestershire and Rutland Family History Society Trustees’ annual report for the year ended 31 December 2023 (continued)**
## Research Centre
The Research Centre is located at 7-9 Every Street Leicester which is rented from Leicester City Council. Our Research Centre is now available to all our members on a weekly basis. Our volunteers are available to assist our members and visitors with their research on limited days throughout the week.
The Research Centre services have still been supported by our researchers who have been providing help to our members and members of the public during this time. The Society has continued to benefit from the work of those dedicated members who have extracted and transcribed records which are made available through its publications, memory sticks, online sales and CDs.
The trustees would like to express their thanks to those members volunteering to undertake numerous tasks to maintain the work of the Society, particularly those duty volunteers whose expertise greatly assists visitors.
Audits of stock are carried out each year in the Research Centre library. Appropriate members contributions are accepted but many of the older publications have been sold off through the Research Centre and by branches.
News, activities and events are publicised through our social media pages. Volunteers carry out a large amount of research for Society members, something particularly welcomed by overseas and out of county members. This has continued throughout the year.
## The Journal
The Society’s quarterly journal remains a key benefit to members, providing interesting and instructive articles on family and local history. It also provides a forum for correspondence and interaction between members through its 'Mailbox' feature.
## Genealogical projects
The Society’s ongoing work to produce new genealogical sources continues and these CD's are a valuable resource for our members and the public through our social media platforms.
## Branches
The Society has a network of branches whose members provide extensive programmes namely Hinckley, Leicester, Loughborough, Market Harborough and Rutland. Local meetings cover a wide range of subjects on many aspects of family and local history.
The branches were able to provide regular activities and the Society has also utilised Zoom in the winter months to attract a wider audience and these have proven very popular for members and nonmembers and has also been a source of new members.
## **FINANCIAL REVIEW**
## Reserves policy
In 2023 the trustees have made economies wherever possible without reducing the service to the Society members, and have sought to increase income by giving priority to recruiting new members and promoting sales of publications, Datasets, memory sticks and online sales. The Society is currently in dispute with our landlord regarding payment of our service charges as required under the lease. The current charges shown on the Statement of Assets and Liabilities reflect the full invoiced costs still payable of £7,754 to the Landlord but all of these costs continue to be disputed. Any amounts paid will directly impact on our Receipts and Payments for the 2024 year.
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## **Leicestershire and Rutland Family History Society Trustees’ annual report for the year ended 31 December 2023 (continued)**
During the year ended 31 December 2023, the membership numbers have stabilised which is encouraging for the future of the Society. (2023:1033, 2022:1116). The number of new members has increased over the last three years.
The Society’s policy on reserves is to maintain these at a level equal to between 12 and 18 months of outgoings for the following potential purposes:
- 1) To cover obligations to pay future rent of the Research Centre in the event of a fall in normal revenue income or a possible increase in rent and service charges by Leicester City Council.
- 2) To buy research material which may become available from time to time
- 3) To renew and to buy further equipment and Family History resources for the Research Centre to assist research and education
The Society maintains one current bank account, a deposit account and a PayPal account. The major cash reserves are in a NatWest reserve account to maximise any income potential not realised in other accounts. The committee will continue to keep income and expenditure under review during the coming year.
The trustees declare that they have approved the Trustees’ Report above.
Signed on behalf of the charity’s trustees:
Mr J Lovett Chairman
Mrs S V Wyllie
Treasurer
Date:
6
## **Leicestershire and Rutland Family History Society Receipts and payments accounts for the period 1 January 2023 to 31 December 2023**
|**NOTES**
**Receipts**
Donations and legacies
**2**
Sales and other fundraising
**3**
Investment income
**Total Receipts**
**Payments**
_Sales and other fundraising_
Cost of goods purchased
_Direct charitable costs_
Rent
Rates and service charges
Office telephone and broadband
Journal
Office equipment maintenance and renewal
Branch costs
**4**
Subscriptions
Zoom lectures
PayPal charges
_Support Costs_
Insurance, postage and stationery
Accountancy and Independent Examination
**5**
Miscellaneous
AGM
**Total Payments**
**Net Receipts/ Payments**
Bank and cash funds brought forward
Bank and cash funds carried forward|**TOTAL**
**2023**
**£**
21,889
3,320
575
**25,784**
374
4,650
457
421
8,567
1,278
2,905
3,628
364
312
892
528
375
447
**25,198**
**586**
**50,638**
**51,224**|**TOTAL**
**2022**
**£**
20,799
1,852
109
**22,760**
339
3,397
1,374
441
11,204
1,248
2,085
3,250
496
375
1,754
480
674
100
**27,217**|
|---|---|---|
|||**-4,457**|
||||
|||**55,095**|
|||**50,638**|
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## **Leicestershire and Rutland Family History Society Statement of assets and liabilities at 31 December 2023**
|**Tangible Assets**
Library fixtures and fittings inc.
computer equipment at historical cost **
**Cash and Bank Deposits**
Bank accounts
Cash
**Other Current Assets**
Stock
Debtors/pre-payments
Gift Aid receivable
**TOTAL ASSETS**
** Estimated historical cost of assets retained
**Liabilities**
Accountancy fee
Independent Examination
Rent and service charges
Note*
December 2023 journal
Committee expenses
AGM 2022
Members subscriptions paid in advance
**TOTAL LIABILITIES**|**2023**
**£**
5,000
**5,000**
50,939
285
**51,224**
1,101
2,272
1,255
**4,628**
**60,852**
720
7,827
3,600
44
0
**12,191**
**7,450**
**19,641**|**2022**
**£**
5,000|
|---|---|---|
|||**5,000**|
|||50,540
98
**50,638**
2,510
1,030
1,038
**4,578**|
|||**60,216**|
|||0
528
4,600
0
300
**5,428**
**5,923**
**11,351**|
Note* The service charges cover 2022 and 2023 financial years. We are still in dispute over the costs basis of all invoices raised, currently £7,754, by our landlord during this time.
Approved by the trustees and signed on their behalf by
Signed
Name Mrs S V Wyllie Treasurer
Date
8
## **Leicestershire and Rutland Family History Society Notes to the accounts for the year ended 31 December 2023**
## **1 Accounting policies**
a) These accounts have been prepared on a receipts and payments basis in accordance with the Charities Act 2011, and as adopted by trustees on 6 December 2016.
## b) Fund Accounting
Unrestricted Funds can be used in accordance with the charitable objects at the discretion of the trustees.
Restricted funds arise when the use of a donation or legacy is stipulated by the donor or funds are raised for a specific purpose. All restricted funds are used within the objects of the charity.
|**2**
**3**|**Donations and Legacies**
Subscriptions
Gift Aid
Donations
**Sales and other fundraising**
Sales (books, CD's, Memory Sticks)
FindMyPast commission
Miscellaneous income|**£**
**2023**
17,892
2,594
1,403
**21,889**
**£**
**2023**
2,087
645
588
**3,320**|**£**
**2022**
16,620
2,841
1,338|
|---|---|---|---|
||||**20,799**|
||||**£**
**2022**
1,125
546
181|
||||**1,852**|
**4 Meetings and branch costs**
A breakdown of the costs for the meetings and events at Leicester, Market Harborough, Loughborough, Hinckley and Oakham are as follows:
|Speaker expenses
Room hire|**£**
**2023**
1,830
1,075
**2,905**|**£**
**2022**
1,171
914|
|---|---|---|
|||**2,085**|
Group meetings raised £773 from visitors fees and refreshments which are included in donations on page 7.
**5 Accountancy and Independent Examination**
|The liability stated on page 8 for 2023 as
follows:
Independent Examination
Accounts preparation, from completed records
Independent Examination|**£**
**2023**
0
720
**720**|**£**
**2022**
0
528
**528**|
|---|---|---|
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# **Leicestershire and Rutland Family History Society Notes to the accounts for the year ended 31 December 2023 (continued)**
## **6 Payments to trustees**
Out of pocket expenses of £1,069 (2022 £2,267) were refunded to trustees for postage, stationery, memory sticks, Zoom meetings, computers and general expenses
In addition, one trustee was paid parking expenses of £19 in the year.
There are no other related party transactions and no other remuneration was paid to the trustees.
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