## **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** . - **Responsibilities and** As the charity trustees of the Trust, you are responsible for the preparation **basis of report** of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). 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: - accounting records were not kept in accordance with section 130 of the Act or - the accounts do not accord with the accounting records 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. * _Please delete the words in the brackets if they do not apply._ **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**