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2020-12-31-accounts

Trustees’ Annual Report for the period

From 1[st ] January 2020 Period start date to 31[st ] December 2020 Period end date

Charity name: Smethwick Photographic

Society Charity registration number: 702550

Objectives and Activities

SORP reference
Summary of the purposes of
the charity as set out in its
governing document		 Para 1.17 The advancement of the arts and science
of photography
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.		 Para 1.17 and
1.19		 The Society is formed to afford facilities for
the general advancement of the art and
science of photography, to establish
photographic records and communicate
new and interesting matters regarding
photography.
Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit		 Para 1.18 In planning activities for the year, the
Society kept in mind the Charity
Commission’s guidance on public benefit at
trustee meetings.

Additional information (optional)

You may choose to include further statements where relevant about:

SORP reference
Policy on grant making Para 1.38 The Society is not a grant making body.
Policy on social investment
including program related
investment		 Para 1.38
Contribution made by
volunteers		 Para 1.38 During the year approx. 2,105 hours were
contributed by the volunteers to the running
of the Society as follows: -
Lecturers, judges, and advisors
450hours All exhibitions 950 hours
General help during events 150 hours
Management of the Society 500 hours
Water Damage Cleaning 55 hours
Other

Achievements and Performance

SORP reference
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.		 Para 1.20 During the year the Society held its
regular weekly meetings until the
Coronavirus (COVID‑19) lockdown
came into force, of which 6 were in front
of invited speakers and 2 meetings for
club photographic competitions.
Following lockdown, the Societies main
meetings were then held via Zoom
software which attracted a high level of
support from members. These
meetings were also open to non -
members. In addition, where possible
the special interest group meetings also
continued over Zoom software.
The Society held its regular International
exhibition prior to lockdown, which was
open to the general public. The Society
is approved by FIAP as their first UK
exhibition center. The Fédération
Internationale de l'Art Photographique
(FIAP) was founded in 1946 to establish
links between different national
photographic associations throughout the
world and is the only international
photographic organisation recognised by
UNESCO.
International Exhibitions.
In addition to its own very successful
exhibition, The Smethwick International,
it also hosted the Midland Counties
Photographic Federation’s International
exhibition “The Midland Salon’’, Due to
lockdown this was selected using Zoom
software links and the final exhibition
made available through a website.
National and Local Exhibitions.
The Coronavirus (COVID‑19) lockdown
caused major disruption to the hosting of
all regular print exhibitions throughout
2020.The Midland Counties Photographic
Federation “Midphot” Exhibition was
selected and hung ready for opening
when lockdown was imposed. The
resulting exhibition was then digitized and
made available on a website. “Photofolio”
another regular exhibition was also run as
a virtual exhibition.
All the other regular print exhibitions were
suspended due to the lockdown.

Hosting these exhibitions gives both Society members and the visiting public the benefit of seeing more, and culturally diverse, photographs from the UK and around the world and by transferring where possible them to an online presence we were able to continue this practice. The Society has been unable to offer its series of free educational courses for students about to attend University on degree courses requiring a foundation knowledge of photographic techniques due to the lockdown restrictions. The Society receives support from local photographic suppliers of equipment and consumables to support its photographic courses and exhibitions. The Society also provides judges/selectors for local community arts photographic projects.

Additional information (optional)

You may choose to include further statements where relevant about:

Achievements against objectives set Para 1.41 Performance of fundraising activities against objectives set Para 1.41 Investment performance against objectives Para 1.41 Other

Financial Review

Review of the charity’s
financial position at the end
ofthe period		 Para 1.21
Statement explaining the
policy for holding reserves
stating why they are held		 Para 1.22 The Society holds £38905 in current
accounts and on deposit with the bank, all
of which are unrestricted funds. The funds
are sufficient to cover its normal activities
and to maintain and improve (both
foreseen and unforeseen expenditure) the
100-year-old plus, former primary school
building in which the Society meets.
Amount of reserves held Para 1.22 £38,905
Reasons for holding zero
reserves		 Para 1.22 n/a
Details of fund materially in
deficit		 Para 1.24 none
Explanation of any
uncertainties about the
charity continuing as a going
concern		 Para 1.23 none

Additional information (optional)

You may choose to include further statements where relevant about:

The charity’s principal
sources of funds (including
any fundraising)		 Para 1.47
Investment policy and
objectives including any
social investment policy
adopted		 Para 1.46
A description of the principal
risks facing the charity		 Para 1.46
Other

Structure, Governance and Management

Description of charity’s
trusts:
Type of governing document
(trust deed,royal charter)		 Para 1.25 An association consisting of approximately
150 members
How is the charity
constituted?
(e.g unincorporated
association, CIO)		 Para 1.25 Constitution
Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees		 Para 1.25 Trustees are elected from senior members
of the management committee, appointed
by its members, to manage the running of
the Society

Additional information (optional) You may choose to include further statements where relevant about:

Policies and procedures
adopted for the induction
and training of trustees		 Para 1.51
The charity’s organisational
structure and any wider
network with which the
charity works		 Para 1.51
Relationship with any related
parties		 Para 1.51
Other

Reference and Administrative details

Charityname Smethwick Photographic Society
Other name the charityuses
Registered charitynumber 702550
Charity’s principal address The Old School House,
Churchbridge,
Oldbury,
West Midlands,
B69 2AS

Names of the charity trustees who manage the charity

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20		 Trustee name Office (if any) Dates acted if not for whole
**year **		 Name of person (or body) entitled
to appoint trustee (ifany)
Roger Francis
Parry
Judith Margaret
Parry
David Arthur Lowe
David Michael
Yates

Corporate trustees – names of the directors at the date the report was approved

Director name

Name of trustees holding title to property belonging to the charity

Trustee name Dates acted if not for whole year

Funds held as custodian trustees on behalf of others

Description of the assets The Society does not hold funds as custodian trustees on held in this capacity behalf of others. Name and objects of the charity on whose behalf the assets are held and how this N/A falls within the custodian charity’s objects Details of arrangements for safe custody and segregation of such assets N/A from the charity’s own assets

Additional information (optional)

Names and addresses of advisers (Optional information)

Type of Name Address adviser

Name of chief executive or names of senior staff members (Optional information)

Roger Francis Parry

Exemptions from disclosure

Reason for non-disclosure of key personnel details

Other optional information

Following a very heavy rainstorm in November 2019 water started to rise through the floor in the main lecture room causing damage to the carpets. Subsequent investigations pointed to a partially blocked surface water drain. The problem re-occurred in late December and following investigation the Charity engaged a professional drainage company to excavate and repair what was found to be broken underground drainage pipes at a cost of £4k.

Further work has been approved by the trustees in 2021 to improve the fabric of the building. This includes additional flood prevention measures, damp proofing, roof repairs, and an upgrade to the air conditioning system to further improve ventilation through the building. The anticipated cost of work to be carried out is £12.5k

During the lockdown in 2020 the opportunity was taken to have the kitchen area updated by a professional kitchen company to comply with all current hygiene standards . The work was completed at a cost of £5.7k

Declarations

The trustees declare that they have approved the trustees’ report

above. Signed on behalf of the charity’s trustees

Signature(s)
Full
name(s) Position (eg
Secretary,
Chair, etc)
Date		 R F Parry
Roger Francis Parry
Secretary
31/10/2021

Smethwick Photographic Society 702550 Receipts and payments accounts CC16a For the period 1st January 2020 31st December 2020 To from

Section A Receipts and payments Section A Receipts and payments
A1 Receipts Unrestricted
funds
to the nearest £
15,117
1,202
16,150
185
459
857
120
84
24
11,334
2,005
47,537
-
-
-
47,537
1,490
10,717
41
847
791
10,444
3,673
402
25
2,085
246
-
5,731
36,492
-
-
36,492
11,045
-
27,860
38,905		 Restricted
funds
to the nearest £
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-		 Endowment
funds
to the nearest £
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-		 Total funds
to the nearest £
15,117
1,202
16,150
185
459
857
120
84
24
11,334
2,005
-
47,537
-
-
-
47,537
1,490
10,717
41
847
791
10,444
3,673
402
25
2,085
246
-
5,731
36,492
-
-
-
36,492
11,045		 Last year
to the nearest £
MembershipSubscriptions 15,117 10,747
Studio/Room Hire 1,202 4,254
Exhibitions 16,150 14,860
Fund Raising- Raffles 185 1,360
Fund Raising- Shop 459 2,504
Fund Raising- Bar Catering 857 3,268
Fund Raising- EasyFund 120 205
SundryIncome 84 812
Bank Interest 24 29
Grants 11,334 -
Donations 2,005 40
-
Sub total(Gross income for
AR)		 47,537 38,079
A2 Asset and investment sales,
(see table).
-
- -
Sub total - -
Total receipts
A3 Payments
38,079

Lecturers/Speakers/Judges		 1,490 4,130
Exhibitions 10,717 11,671
Fund Raising- Raffles 41 246
Fund Raising- Shop 847 2,463
Fund Raising- Bar Catering 791 2,333
BuildingMaintenance 10,444 5,394
Utilities 3,673 4,156
Cleaning 402 953
Postage, Printing& Stationery 25 250
Administration 2,085 2,475
Sundry 246 775
Professional Expenses - -
Kitchen Update 5,731 -
**Repairs & Maintenance ** 36,492 34,846
A4 Asset and investment
purchases, (see table)
175
Flood Protection equipment - -
**Sub total ** - 175
Total payments
Net of receipts/(payments)
A5 Transfers between funds
A6 Cash funds last year end
Cash funds this year end
35,021
11,045 - - 11,045 3,058
- - - - -
27,860 - - 27,860 24,802
38,905 - - 38,905 27,860

CCXX R1 accounts (SS)

05/11/2021

1

Section B Statement of assets and liabilities at the end of the period Section B Statement of assets and liabilities at the end of the period Section B Statement of assets and liabilities at the end of the period Section B Statement of assets and liabilities at the end of the period Section B Statement of assets and liabilities at the end of the period Section B Statement of assets and liabilities at the end of the period Section B Statement of assets and liabilities at the end of the period
Categories
Signed by one or two trustees on
behalf of all the trustees
B5 Liabilities
B3 Investment assets
B4 Assets retained for the
charity’s own use
B1 Cash funds
B2 Other monetary assets		 Community Account
Deposit Account
Exhibitions Account
Catering/Bar Account
Paypal No 1 Account
Paypal Webshop
Details
Details
Total cash funds
(agree balances with receipts and payments
account(s))		 Unrestricted
funds
to nearest £
2,832
21,946
434
119
9,878
3,696
38,905
OK
Unrestricted
funds
to nearest £		 Restricted funds
to nearest £
-
-
-
OK
Restricted funds
to nearest £		 Endowment
funds
to nearest £
-
Endowment
funds
to nearest £
- - -
- - -
- - -
- - -
Details
Projectors/Screens
Details
The Old Schoolhouse - Freehold Property
Darkroom Equipment
Studio Lighting
Catering Equipment
Lecture Theatre Seating
Tables & Chairs
Exhibition Display Equipment
Air Conditioning
Details
IT Equipment & Software
Signature		 Fund to which
asset belongs
Cost (optional)
-
-
-
-
Fund to which
asset belongs
Cost (optional)
Restricted
-
Unrestricted
-
Unrestricted
-
Unrestricted
-
Unrestricted
-
Unrestricted
-
Unrestricted
-
Unrestricted
-
Unrestricted
Unrestricted
-
Fund to which
liability relates
Amount due
(optional)
-
-
-
-
-
Print Name
Roger Francis Parry		 Current value
(optional)
-
-
-
-
Current value
(optional)
-
-
-
-
-
-
-
-
-
When due
(optional)
Date of
approval
Roger Francis Parry 31/10/2021

CCXX R2 accounts (SS)

05/11/2021

2

Independent examiner's report on the accounts

Section A Independent Examiner’s Report

Report to the trustees/ Charity Name members of Smethwick Photographic Society

On accounts for the year 31[st] December 2020 Charity no 702550 ended (if any) Set out on pages 1 and 2 (remember to include the page numbers of additional sheets)

I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended DD / MM / YYYY .

I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner's statement

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect:

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Signed: Ian Bailey Date: 05/11/2021 Name: Ian Richard Bailey Relevant professional Association of Chartered Certified Accountants qualification(s) or body (if any): Address: Bramley House, London Road Shipston-on-Stour, Warwickshire CV36 4EP

October 2018

1

IER

Section B Disclosure

Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).

Give here brief details of any items that the examiner wishes to disclose .

October 2018

2

IER