EDINBURGH PHOTOGRAPHIC SOCIETY
TRUSTEES ANNUAL REPORT, STATEMENT OF ACCOUNTS AND EXAMINER’S REPORT
FOR YEAR ENDED 31 AUGUST 2024
Scottish Charity number SC017042
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Edinburgh Photographic Society Trustees’ Annual Report and Accounts
Year ended 31 August 2024
Name
Edinburgh Photographic Society was formed in 1861.
Governance
The organisation is a Scottish Charitable Incorporated Organisation (SCIO) with registration number SC017042, known as EPS.
The Society’s Trustees
The management of the Society is vested in a Council elected from Honorary, Life and Ordinary Members, together with the immediate Past President. The Council consists of (1) The Office-bearers, namely the President, two Vice Presidents, Secretary, Treasurer, and Exhibition Secretary, all of whom shall be elected annually; (2) the immediate Past President for two years, following his/her demission of office; and up to twelve Councillors who shall hold office for three years. The property and assets of the Society are vested in the President, Vice-Presidents, immediate Past President, Secretary and Treasurer, as Trustees of the Society.
Contact address
Recruitment and appointment of Trustees
All the Society’s Trustees are appointed or re-appointed by the Members at the Society’s Annual General Meeting usually held in April each year.
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Edinburgh Photographic Society Trustees’ Annual Report and Accounts Year ended 31 August 2024
Charitable purposes
The Society has the following objects:
To promote the study, awareness, appreciation and practice of the art, science and application of photography by:
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a) Holding meetings of the Society for reading and discussing communications bearing upon photographic science or the applications thereof, or upon subjects relating thereto
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b) Holding courses or lectures, demonstrations, talks and conferences open to members of the Society or to members of the public, or both.
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c) Holding and promoting exhibitions of an international, national or local character of photographs and pictures produced by photography or any process akin thereto, or of photographic equipment or apparatus.
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d) Maintaining a library of books, pamphlets, journals, magazines, manuscripts and photographs relating to the art or science of photography.
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e) Assisting other bodies of an educational nature in Edinburgh and the wider community by the provision of lectures or demonstrations or by lending equipment, books, journals, magazines, manuscripts and photographs.
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f) Providing equipment and premises for the carrying out of these objects.
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g) Providing assistance by way of grants, loans, equipment or otherwise for research into any aspect of the art or science of photography.
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h) Making reasonable charges to members of the Society, members of the public, bodies of an educational nature and others in connection with the carrying out of any of the objects of the Society.
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i) Doing all other things which may be necessary incidental or conducive to the attainment of the above objects.
Activities
Following in the progress made over the last 3 years in adopting the successes of “zoom” and the hybrid model, Council members gained vital feedback from members that, regardless of geolocation, that the hybrid model was to stay with 50:50 split between in-person and online events and meetings allowing us to retain those members who have joined as a result of the covid years.
Meetings continued to take one of three formats during the year, with a combination of ‘in person’ only, ‘hybrid’ where attendance at the premises was combined with attendees on Zoom or Zoom only. The mix of delivery platforms has facilitated the Society in continuing its charitable purpose by engaging with a wider audience, not just in terms of members but also the diversity of speakers we could attract.
Events include lectures, judged competitions, presentations and tutorials from established, international, emerging photographers and fellow members to provide insight, inspiration and practical training. Guests are welcome to attend events and members of the public are welcome in
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person on Wednesdays at in person events. Our annual Members’ Exhibition and annual awards was held in May 2024.
As with most of society circling back to technologies of old for the expression of art since the 20222023 year, there has been more interest in the Society’s darkroom facilities, especially with younger generations, and this year the Society put an emphasis on increasing accessibility to our darkroom facilities by starting renovations to the darkroom, clearing out defunct equipment, repairing equipment and waiving the darkroom fee.
As part of this emphasis on the darkroom there were additional darkroom enabled events held throughout the year right into the summer season where multiple cyanotype days, pinhole days and a black and white marathon day were held right up to the beginning of the new year. So far this has been a very successful endeavour for the Society which has not just brought younger members into the Society but allowed the sharing of knowledge from our veterans down to the younger generations unaware of the weird and wonderful printing methods used in the past.
Once again, the Society’s season continued right up into the summer with not just the darkroom events but also a day out to visit the SS Explorer arranged in conjunction with the SS Explorer Preservation Society which allowed members access to an iconic steam ship used for the scientific research of Scotland’s marine environment. Also held was a successful Photo-Marathon which was enjoyed by all those in attendance.
The Society’s 160[th] Edinburgh International Exhibition of Photographic was held in August 2024 and publicised as part of Edinburgh International Fringe Festival. The Salon attracted over 1,500 entries from around the world and the resulting exhibition of accepted prints was well received with an audience of around 2,000. With a low acceptance rate of 169 prints, it is often said that an acceptance at Edinburgh is like a medal at other salons. The Society is indebted to all the members who helped - handling entries, supporting the judging days, hanging the exhibition and manning the doors to open the exhibition to the public for three weeks. As always special thanks goes to our Internation Exhibition Secretary who hands over to a new Chair for the 161[st] .
The Society held its 2nd Edinburgh International Digital Salon, open for entries from mid-June until early November 2023. We received a total of 4,522 images entered from 370 photographers from 43 countries and we are delighted by the enthusiasm of entrants and quality of their submissions. The Society is grateful to the Digital Exhibition Secretary for grasping all elements of this project. Following this success, the Society decided to make the Edinburgh International Digital Salon an annual event with the 3[rd] edition being held in Autum/Winter 2024.
A subcommittee was established this year to determine the best practices we should be following regarding our digital presence in the photographic community now that we are dedicated to the hybrid model. This was a slow transition initially but with clear benefits to the Society regarding the handover of responsibilities of office holders as well as an opportunity to standardise and save money using services freely available to us as a registered charity.
Other activities which the trustees have been engaged with are the changing of utilities providers, electric and broadband, to ensure we continue to have cost-effective solutions in place which don’t limit us.
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Many members contribute to the running of the Society – covering the day to day running of our building, Council members, leaders of special interest groups (Creative Digital, Nature, Phoenix, Studio, Darkroom and Photo Book Groups), syllabus secretary, membership secretary, internal and external competition secretaries, webmaster, social media contributors, our librarian and curator, Art & Design library co-ordinator, incoming exhibition organisers and helpers to open the building to the public and to organise and hang exhibitions. This is a small opportunity for the Trustees to record their thanks to everyone who volunteers for tasks large and small and to everyone who shares their knowledge so willingly.
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Edinburgh Photographic Society Trustees’ Annual Report and Accounts
Year ended 31 August 2024
Basis of Accounting
The accounts for the year ended 31 August 2024 have been prepared on the Receipts and Payments basis in accordance with the Charities & Trustee Investment (Scotland) Act 2005 and the Charities Accounts (Scotland) Regulations 2006 (as amended).
Reserves and funds
There was a surplus of £13,335 for the year ended 31 August 2024. The previous year’s surplus was £14,524.
A number of key factors contributed to this result: -
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Membership income increased to £22,777 from the £18,750 received in the previous year.
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Income from the International Exhibition and Digital Salon totalling £23,315 was received during the accounting year. Which was more than expected and proves the value of the exhibitions to the photographic community; however, the cost of the international exhibition was £3,556 more expensive to run than anticipated offsetting a significant proportion of the additional revenue
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£4,000 was donated towards the replacement of chairs in the main hall
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Cleaning costs further increased further to £3,146 from £2,130 as usage of the building was at normal levels for usual activities as well as some rentals of the space to external organisations.
The Trustees consider that its existing funds and plans for the coming years will enable the Society to continue with its present activities and meet its charitable objectives. Projections for the current financial year indicate that a small surplus should be achieved.
The Society’s investments are held with recognised funds. When settling investment policy, the Trustees consider social, environmental and ethical issues, where appropriate. The policy of the Trustees is to invest prudently those funds not required to meet current liabilities in order to meet future liabilities.
The Trustees confirm that suitable accounting policies have been used and applied consistently, and that reasonable and prudent judgements and estimates have been made in the preparation of the financial statement for the year ended 31 August 2024. The Trustees confirm that applicable accounting standards have been applied and that the financial statement has been prepared on the basis of historical cost and as a going concern.
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Plans for the 2024/2025 season
In 2024/25 there are approximately 98 events planned between September and April, with a mix of ‘In-Person’, ‘Streamed’ and ‘Online’ matched to the speakers and topics. This is based on the result of a members’ survey carried out in December 2023 from which it was evident the membership was split roughly 50:50 between online and in-person. It is hoped streamed sessions will balance the needs of those present in Great King Street (GKS) with those listening from home.
Where our distanced members are at a disadvantage with technical difficulties, there are now plans in place to modernise our digital systems to ensure a smooth digital experience which will use some of the surplus retained this year. Further plans are being finalised for the refurbishment of the digital suite into a relaxed gallery and conferencing space with a first external booking for Haemochromatosis UK in August 2025.
The Society continues to work to bring more members back to GKS through other means, such as the continued development of the darkroom facilities, practical workshop events and collaborations with external organisations and charities to provide opportunities for our members to learn and engage with the local community.
This course of action will further support our charitable aim as we seek to maintain both our distant Country members and local members. It also means we can continue to have a much wider and diverse choice of presenters.
The Society has furthered its aim of opening exhibitions beyond our International Exhibitions to the public and granting space to members and to other charitable bodies e.g. The Royal Photographic Society for public display of their members exhibitions, Holyrood Art Club, Bank Note Society of Scotland and to other photography groups to broaden public engagement in photography including free access.
The Trustees consider that the current and future plans are appropriate to meet Members’ needs and achieve the charitable aims of the Society.
Signed on behalf of the Trustees.
Treasurer 14 March 2025
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EDINBURGH PHOTOGRAPHIC SOCIETY RECEIPTS AND PAYMENT ACCOUNT For the Year Ended 31 August 2024
| RECEIPTS | 2024 | 2023 |
|---|---|---|
| £ | £ | |
| Members' subscriptions and fees | 22,777 | 20,370 |
| Income Tax recovered under gift aid / Amazon smile | 636 | 73 |
| International Exhibition & Year Book Sales | 15,655 | 13,814 |
| Digital Salon | 7,659 | 1,200 |
| Event sales income | 267 | 641 |
| Investment income | 5,435 | 5,309 |
| Interest received | 0 | 211 |
| Proceeds from Raffles and Teas | 186 | 427 |
| Donations | 4,255 | 0 |
| Calendar Sales | 127 | 592 |
| Miscellaneous | 2,032 | 1,193 |
| 59,029 | 43,830 | |
| PAYMENTS | ||
| 2024 | 2023 | |
| £ | £ | |
| Rates | 0 | -2,969 |
| Insurances | 8,212 | 8,424 |
| Heat and Light | 4,055 | 3,134 |
| Telephone | 729 | 0 |
| Professional Fees | 435 | 400 |
| Scottish Photographic Federation | 480 | 420 |
| Gardening | 426 | 1,250 |
| Repairs, Refurbishment and Fees | 2,606 | 928 |
| Cleaning | 3,146 | 2,110 |
| International Exhibition | 8,681 | 6,216 |
| Digital Salon | 3,147 | 1,169 |
| Printing and stationery | 36 | 708 |
| Speakers costs | 2,897 | 4,327 |
| Tutorials, Workshop, external competition and members exhibiti | 633 | 877 |
| Honoraria | 0 | 200 |
| Digital subscriptions | 255 | 373 |
| Darkroom | 341 | 521 |
| Computer Costs | 1,244 | 0 |
| AGM and Social Events | 561 | 356 |
| Engraving | 454 | 384 |
| New Chairs | 5,600 | 0 |
| Miscellaneous | 1,756 | 478 |
| 45,694 | 29,306 | |
| Surplus for the Year | 13,335 | 14,525 |
The Charity's funds are unrestricted but may only be used to further the aims of the Society
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EDINBURGH PHOTOGRAPHIC SOCIETY STATEMENT OF BALANCES AS AT 31 AUGUST 2024
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2024 2023
£ £
APPLICATION OF FUNDS
FIXED ASSETS
Heritage Asset
EPS Property - 68 Great King Street, Edinburgh at cost. 760,000 760,000
Furniture & Equipment 1,600 1,600
761,600 761,600
INVESTMENTS
Charifund - Equities Investment fund for Charities.
6283.1 units held at 31 Aug 2024 with a price of £15.17 per unit 95,300 87,355
CURRENT ASSETS - BANK & INVESTMENT/SAVINGS ACCOUNTS
RBS - Main Bank account 97,387 105,754
RBS - Member's account 23,528 751
EPS Paypal Account 144 1,200
121,059 107,705
COMBINED INVESTMENTS & BANK/SAVINGS ACCOUNTS
Charifund - Equities Investment fund for Charities. 95,300 87,355
Bank & Savings accounts 121,059 107,705
216,360 195,060
CURRENT LIABILITIES
RECONCILIATION OF RESULTS
YEAR ENDED 31ST AUGUST 2024
31st Aug 2024 1st Sept 2023 Change
RBS Main Account 97387 105754 -8367
RBS Membership Account 23528 751 22777
Paypal 144 1200 -1056
121059 107705 13355
Surplus 13335
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Independent Examinerfs Report to the Trustees of the Edinburyh Photographlc Soclety I report on the accounts of the charity for the year ended 31 August 2024 which are set OLrt on pages6to9. Respectl¥e responslbllStles of Trustees and Indepèndént eJtaminÈr The charitws Trustees are responsible for the preparation of the SoCies accounts in accordance with the terms of the Charitie5 and Trustee Investment Iscotlandl Act 2005 1.the 2005 Act") and the Charities Accounts Iscotlandl Regulations 2006135 amended) 1.the 2006 Regulations"). The harity Trustees consider that the audit requirement of section Iolldl of the 2006 Regulations does not apply. It is my rest)Onsibility to eyamine the accounts under Section 4411) Icl of the Act and to State whether particular matter5 have come to my attention. Basis of Independent Examinerfs statement My examinatlon is carried out in accordance with Regulation 11 of the 21x16 Regulations. An examination includes a VIeW of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes tonsideration of any unusual items or di5closure5 in the accounts and seeks explanations from the Trustees concerning such matters. The protÈdures undertaken do not provide all the evidence that would be required in an audit. and consequently I do not express an audit opinion on the view given by the Accounts. Independent examinerfs statement n the course of my exarnination, no matter has come to my attention l. Which givès me reasonable cause to believe that in any material respects the requirements To keep accounting records in accordance with Section 44llllal of the 2005 Act and Regulation 4 of the 2006 Accounts Regulatton5, and To prepare accounts which accord with the accounting record5 and comply with Re8ulation 9 of the 2006 Accounts Regulations have not been met, or 2. To which in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Independent Examiner Edinburgh Page | 10