Annual Report and Accounts 2013

KENT ARCHAEOLOGICAL SOCIETY ANNUAL REPORT OF THE COUNCIL FOR 2013 The Council of the Society presents its report and statement of accounts for the year ending 31 December 2013. ADMINISTRATIVE DETAILS OF THE CHARITY, ITS TRUSTEES AND ADVISERS The Society is a charity registered with the Charity Commission under number 223382. The principal address of the Society is The Museum, St Faith's Street, Maidstone, Kent, ME14 lLH. However, correspondence should be addressed to the relevant officer. TI1e members of the governing body of the Society (usually called 'Council' and whose members are charity trustees) during the period covered by this report were: I.A. Coulson P. W. St:utchbury B .F. Beeching S. Broomfield F.H. Panton T. G. Lawson A. Richardson E.P. Connell P.E. Oldham R.F. LeGear P. Richards President Hon. General Secretary Hon. Treasurer Hon. Nlembership Sec. & Vice-President Hon. Librarian & Vice-President'f? Hon. Editor Hon. Curator Vice-President Vice-President* Vice-President** Hon. Librarian * Retired at tl1eAmmal General Meeting (AGM) on 18 May 2013. ** Elected Vice-President at the AGM. *** Re-elected at theAGM. **** Elected at theAGM. 'II' Deceased 8 April 2013 H. Basford**** M. Berg P. Burton**** M. Clinch E.C. Edwards K.J. Fryer J.M. Gibson* D.J. Goacher* G. Cramp**** P.A. Harlow P. Jardine-Rose**** K.H. Kersey*** P.M. Reid P. Richards**** J. Saynor S.M. Sweetinburgh C.P. Ward S.H. Willis The officers (other than the Vice-Presidents) hold office for one year, the VicePresidents hold office for seven years and the other members for four years. The Society's main agents and advisers are: Bankers: National Westminster Bank plc, 3 High Street, Maidstone, Kent, ME14 lXUU Auditors: MHAMaclntyre Hudson, 31 St George's Place, Canterbury, CTl lXD Stockbrokers: UBS AG (London Branch), 1 Curzon Street, London, WlJ 5UB Stockbrokers' nominee company holding the Society's investments: P roductive Nominees Ltd, 1 Curzon Street, London, WU SUB 341 ANNUAL REPORT STRUCTURE, GOVERNANCE AND MANAGEMENT l11e Society is an unincorporated association governed by its mles copies of which can be obtained from the Hon. General Secretary. It is also registered as a charity with HM Revenue & Customs which has made a direction under section 201 of the Income and Corporation Taxes Act 198 8. This pennits certain members (generally those whose employment is related to the Society's activities) to obtain income tax relief on their subscriptions to the Society; further details can be obtained from the Hon. General Secretary. The governing body of the Society is the Council whose members are its charity trustees and are elected by the members of the Society at its annual general meeting in May each year. A list of them is set out above. The Society's activities are undertaken throughout the ancient county of Kent. It has no staff and its officers are only paid out-of-pocket expenses. It co-operates with its affiliated societies and the organisations to which it is affiliated, or of which it is a member. In particular, it co-operates with the Canterbury Archaeological Tmst in the promotion of education. Its activities are carried out by the Council, committees and officers. Members of the Council are nominated by the members of the Society and elected at its annual general meeting. The Council does not consider it proper for it to be involved in this process beyond advising members of their right of nomination. OBJECTIVES AND ACTIVITIES The Society is established to promote the study and publication of archaeology and history in all their branches, especially within the ancient county of Kent. The Society's area of benefit is mainly (but not exclusively) the ancient county of Kent which is considered to be the administrative County of Kent, Medway Council and the London Boroughs of Bexley, Bromley, Greenwich and part of Lewisham. ACHIEVEMENTS AND PERFORMANCE Annual General Meeting: the Society's annual general meeting was held at Maidstone on Saturday 18 May 2013 when the Council's annual report and accounts for 2012 were accepted and Larkings (S.E.) LLP were appointed as auditors. The officers and members of the Council were elected; details are set out above under Administrative Details. After the formal meeting there were presentations by Dr Melanie Caiazza on interpreting the Sir James Hales monument (a project which received support from the Allen Grove fund) and Keith Parfitt, who reviewed excavations at Folkestone villa. Fieldwork: a variety of fieldwork projects, activities and reports have been undertaken, continued, and supported, by the Committee and Society throughout the year. These have included a landscape survey at Bishopsbourne and significant AngloSaxon excavations at Lyminge. As the Romney Marsh Research Trust has been wound up, it is planned to set up sub-committee with a remit of Kent marshland areas. A second highly successful field study day was held at Brook in association with the Canterbury Archaeological Tmst and the Wye Rural Museum Tmst, and 342 ANNUAL REPORT offered a variety of training workshops. A project to collect data concerning the location of old excavation archives and finds collections continues. The Committee is to produce a paper on 'Finds - Disposal and Storage'. Methods of organising community projects and fieldwork are being researched. Publications: 2013 saw the publication of Archaeologia Cantiana volume 133 and a variety of items on the website. Work progresses on the cumulative index of volumes 121-130. The committee helped promote two conferences. Research and its publication by commercial publishers is encouraged. A volume of essays on migration is in preparation. Seven theses were submitted for the biennial Hasted Prize. Two previous winners, Alison Klevnas and Toby Huitson, have accepted publication (BAR and Oxbow, respectively). A proposal for an annual prize of £250 for a Master's thesis is under development. A grant of £1,000 from the Kent History Fund was made towards publication of Archaeology and land-use in the south-east of England to 1066 (Oxbow).Work continues on revising the Histon·cal Atlas of Kent (2004). A cumulative annual sum of £2,000 to support academic research was accepted by Council. With sadness we record the loss of two distinguished committee members: Dr Frank Panton and Dr Joan Thirsk. Churches: the established series of church visits continued to attract considerable support despite rising travel costs. There was no Study Day in 2013 but a members' survey was undertaken to establish criteria for visits and participation. The Churches Committee webpage continues to expand and can be accessed from the main KAS website. Historic Buildings: the Committee held a successful Annual Conference in October; the theme was Kentish Fortifications. Although the number in attendance was reduced, the event was very much enjoyed. The committee is reviewing the arrangements for the conference. Survey work in Wateringbury has continued, and completion depends on available dates suitable for all parties concerned. Taylour House in Edenbridge was also inspected and proved an interesting subject for further survey. Historic Defences Committee: Council agreed to form a new committee. Its aims are to promote and, where possible, undertake the discovery, recording and study of the historic defences of Kent and associated sites as well as their social conte>..1:, to promote conservation in appropriate cases, and to cooperate with organisations having compatible aims. Industrial Archaeology: the Committee organised a highly successful conference at Dartford Grammar School attended by over 200 members of the public, highlighting some Kentish industries. We are hoping to compile a data base of other industrial preservation and history groups and plan to hold a study day devoted to Kent paper manufacture. The Committee has a wide remit and welcomes new members. Library and collections: the Library has continued to enlarge its holdings and its unique collection of books, pamphlets, journals, ephemera and visual records of 343 ANNUAL REPORT Kentish archaeology and history, though donation, purchase and a mutual exchange scheme with other local, national and international Historical and Archaeological Societies. An increasing number of enquiries have been received via the website. Groups of volunteers meet in the Library on Wednesday and Thursday mornings to investigate, catalogue and digitally record the Society's images. Courses, classes, talks and lectures on a variety of subjects have been held, some generously given by members of the Society. There was a successful Open Day and an exhibition during the Festival of Archaeology. The Library continues to provide the Society's venue for committees and for meetings or courses available to members and for the general public. Hon. Curator: conservation of artefacts from the Society's collections has continued at CSI: Sittingboume, under the supervision of Dana Goodbum-Brown. This work has addressed immediate concerns about the condition of the artefacts in the collections, and revealed new information, before work starts on a revision of the Society's collections catalogue by the Collections Working Group, under the direction of the Hon. Curator and Hon. Librarian. The Society's Bronze Age gold ornaments have now returned after inclusion in the 'Beyond the Horizon' exhibition which accompanied the 'BOAT 1550 BC' project and attracted 24,000 visitors. Further plans are under development to exhibit a selection of AngloSaxon items as part of the continuing effort to raise the profile of, and access to, the Society's collections. Websites: the Society's two websites continue to provide valuable resources for researchers and all interested in the history and archaeology of Kent: www.kentarchaeology.ac: further reports and extracts from books were added to the website. Denis Anstey, who initiated the website in 2004 and built up its content has retired· the Society gratefully acknowledges his work. The website content will be relocated to a new hosting service. www.kentarchaeology.org.uk: the new content managed front end of the website has provided a useful platform for publishing an increased number of Press Releases and notifications of events during the year. Further developments are under discussion. The Research Section continues to grow and material has been added throughout the year. Education: l1.1e Committee has supported a wide variety of activities and projects, particularly through the Canterbury Archaeological Trust(CAT). The Society is well represented through CAT, encouraging development of resources, workshops and a new collection of Archaeological Resource Kits. The Committee has also supported resources for the refreshed Beaney Art Museum and Library (in partnership with CAT and the Canterbury Musewns service), activities and workshops for Kent and European school groups, participation in Bigbury Revealed (a partnership event with the Kent Wildlife Trust) and, in association with CAT and Canterbury Christ Church University, staged special events at Canterbury Roman Museum. CAT has provided workshops for international visitors and continued to work with 'Boat 1550 BC' partners in France and Belgium to produce further resources for schools 344 ANNUAL REPORT in Kent, Pas de Calais and Flanders. CAT continued to support educational elements of the Lyminge Excavation Project. 111e Schools History Project supported Kent secondary school History teachers and included a lecture at the Institut Catholique d'Etudes Superieures in France. Other activities included those undertaken by The Trust for Thanet Archaeology; delivering a number of workshops at Bradstow School, developing a handling collection particularly suitable for the visually impaired, and a Virtual Museum of Thanet's archaeology. The North Downs and Canterbury branches of the national Young Archaeologist Club receive support from the Society. Place names: instances and records of Kent place-name spellings in documents, including a 1327 subsidy roll, previously noted by English Place-Name Society researchers, are proving an excellent resource for further development of the Survey of the Place-Names of Kent. Work continues to enter the transcripts onto a database, in order for Dr Paul Cullen, Academic Advisor to the committee, to analyse the development of language under the influence of pronunciation, and achieve an accurate etymology. The committee has continued to support this work, monitoring and advising on opportunities for collecting data and offering talks to the public. Membership: total membership at 31 December 2013 stood at 1,166 ( excluding institutional subscribers and corresponding societies); a small decrease on the previous year, reflecting the loss of 109 members and the addition of 43 new members. Communications: new membership software is now being used. The websites are being reviewed and updated. The distribution of the newsletter to all members of the Society is now being undertaken by the membership secretary and the purchase of a franking machine has already achieved great savings in postage costs. The newsletter was published three times in print and once electronically; the content and frequency of the newsletter is under review. Other activities /or members Courses in History: several courses in history have been offered by Dr Jacqueline Bower on behalf of the Society in the Library: Anglo Saxon England until 1066; England 1066-1381; European History until 1400; The History of the Thames and The History of America. All courses have been well attended by both members and the general public. Press Releases: a close relationship between Committees and our Hon. Press Officer has continued in 2013 with a resulting high level of media coverage achieved. This has promoted the Society giving details of exhibits, projects, research and achievements to communities beyond KAS membership. Material now freely available on our websites, also gained considerable media coverage. Relations with other bodies: the Society appoints members or representatives to a number of other organisations. Regular reports have been received from the Council for British Archaeology: South East and the Council for British 345 ANNUAL REPORT Archaeology: London. The Society has regularly been represented at meetings of the Kent History Federation. Future Plans Challenges and Opportunities for 2014: the immediate future continues to provide challenges and opportunities to improve communications with members whilst improving administrative efficiency. All committees are encouraged to recruit new members whilst ensuring the continuity of expertise provided by longstanding members. Succession planning for Officers of the Society is now under development. Business Planning: the Society continues to explore the potential of new media to modernise its image; increase public benefit and membership; to generate income and contain the costs of publishing the Newsletter and Archaeologia Cantiana. By reducing overall costs it is hoped to continue a full programme of activities without the need to increase the annual subscription. 346 ANNUAL REPORT FINANCIAL REVIEW The accompanying financial statements for the year ended 31 December 2013 show the current state of the Society's finances, which its Council considers to be sound. They comply with the Council's understanding of the current statutory requirements and the requirements of the Society's rules. Investments: the trustees seek, in the management of their investments, a balance ben.veen income and capital growth. The F inance Committee oversees the management of the Society's investments. The portfolio, managed by UBS AG (London Branch), increased by 15.1 % and now stands at£1,436,76 l . They currently yield 3.0%. The C.O.1.F. investments, which currently yield 4.7% increased in value from £79,299 to £88,733. Investment powers: the Society's investment powers are those given by the general law; its rules do not give it any special investment powers. The Council has delegated some of its investment powers to UBS AG (London Branch) in accordance with a scheme made by the Charity Commissioners on 18 April 1994. Allen Grove Local History Fund: the Society administers the Allen Grove Local History Fund given in the will of the late Allen Grove. Its objects are to promote research, preservation and enjoyment of local history. These objects are consistent with those of the Society. It is a restricted fund and is invested separately from the Society's other investments. In accordance with the terms of the legacy, decisions on how the fund is to be spent are taken by the Society's officers. During the year, nine grants were made with a total value of £2,520. Policy on reserves: the Council budgets each year to spend a sum considerably in excess of current income, striving to maintain reserves appropriate to allow tltis to continue. Risk Management: the Council considered risk management in accordance with the reconunendations of the Charity Commission. It was satisfied that it had appropriate precautions and procedures in place to manage risks and will keep them under review. Public benefit: the Council has paid due regard to the Charity Commission's guidance on public benefit in deciding what activities the Society should undertake. Council considers that some benefits can be more effectively and efficiently delivered through a membership structure which also provides personnel to carry out its work. The main activities undertaken by the Society in order to carry out its objects for the public benefit comprise: Publication of its annual journal Archaeologi.a Cantiana, the Newsletter, and other occasional publications. Publication of papers and information on historical and archaeological research on its websites. 347 ANNUAL REPORT Making information available in its library and by conferences, study days and lectures to members and non-members. Granting aid to others to undertake research or publish research results, provide educational programmes, and promote interest in local history and archaeology. The Society relies on its officers and other members giving their time freely to organise its activities. Without those contributions a substantial sum would be spent on salaries. Auditors On the l July 2013, our auditors Larkings (S.E.) LLP merged with MHAMaclntyre Hudson (Kent) LLP, trading under the name MHA MacIntyre Hudson. MHA MacIntyre Hudson has expressed their willingness to continue in office. Trustees' responsibilities statement - unincorporated charity The trustees are responsible for preparing the Trustees' Annual Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice). The law applicable to charities in England & Wales requires the trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources of the charity for that period. In preparing these financial statements, the trustees are required to: select suitable accounting policies and then apply them consistently observe the methods and principles in the Charities Statement of Recommended Practice make judgements and estimates that are reasonable and prndent state whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation. The trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act 2011 the Charity (Accounts and Reports) Regulations 2008 and the provisions of the trnst deed. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. The trustees are responsible for the maintenance and integrity of the charity and financial information included on the charity's website. Legislation in the United 348 ANNUAL REPORT Kingdom governing the preparation and dissemination of financial statements may differ from legislation in other jurisdictions. P.W. Stutchbury Hon. General Secretary, on behalf of the Council 22 February 2014 349 Kent Archaeological Society Statement of Financial Activities for the year ending 31 December 2013 Incoming resources Income resources from generated funds Voluntary income Archaeologla Cantiana grants Donations Subscriptions Investment Income Incoming resources from charitable activities Romney Marsh Research Fund Total Incoming rasourcn Resources expended Costs of generating funds Investment management fees Charitable activities Archaeologia Cantiana expenses Excursions, Events and Lectures Committees' Expenditure Newsletters and Information Officer Grants by Council Subscriptions to other bodies Allen Grove awards Support and other costs Governance costs Other resources expended Total resources expended ANNUAL REPORT Net incoming / (outgoing) resources on day to day operations before other recognised gains and losses Net incoming I (outgoing) resources on day to day operations before other recognised gains and lonea Gains / (Losses) on investment assets Net movement in funds Reconcillatlon of Funds Total funds brought forward at 1 January 2013 Total funds carried forward at 31 December 2013 350 2013 2012 £ £ 319 360 693 265 31,247 31,767 48,124 45,613 10,628 5,617 10,310 0 101,321 83,622 -􀀅=-= ===-==:.::::: 12,260 1,772 18,404 18,368 10,461 8,128 37,851 38,312 11,387 18,864 2,500 2,500 438 368 2,520 2,600 4,243 4,688 4,277 3,693 0 (7,704) 104,341 91,589 -=====iza•1 ---------· (3,020) (7,967) ::nt=:=■mi ==􀀋===·z::a::=1 (3,020) (7,967) 207,304 87,306 204,284 79,339 1,445,045 1,365,706 1,649,329 1,445,045 ==--::ii:a••m =====::-.:.::: Kent Archaeological Society Balance Sheet at 31 December 2013 Fixed Aaaeta Tangible fixed assets Investments Current Aneta Stock Oebtor.i and Prepayments Cash at Banl< and in Hand Credito1'9, amounta falling due within one year Net current llabllltlH Net asseta Funds of the Society General Designated Funds Restricted Funds ANNUAL REPORT 2013 r 3,73 9 1,649,718 1,653,457 485 11,800 23,7 57 36,042 40,170 (4,128} 1,649,329 •m•a-c:m 194,163 1,385,107 70,059 1,649,329 ::z=s::::::::: 2012 r 2,168 1,45 0.918 1,453,086 0 1 0 ,720 26,694 37,41 4 45,455 (8, 041) 1,4 45,0 45 -------- 181,70 7 1,209,69 4 53,6 44 1,445,045 =-=====-= The Trustees' report and financial statements were approved by the Trustees and signed on their behalf on 21 March 2014. The full Trustees' report, audit report and financial statements may be obtained from Kent A rchaeological Society, Holly House, Church Road, Heath, Canterbury, Kent, CT3 4JT. Signed on behalf of the Trustees I. A. Coulson (President} B. F. Beeching (Honorary Treasurer} lndependtnt Auditor'• Statement to the ll'\lateH of Kent Archaeological Society We have examined the summarised financial statements for the year ended 31 December 2013 set out on pages A1 to A2. RHpectlve reapon1ibllllle1 of Iha truateee and the auditor The trustees are responsible for preparing the summarised financial statements in accordance with applicable Unned Kingdom law and the recommendations of the Charities SORP. Our responsibility Is to report to you our opinion on the consistency of the summarised financial statements with the full annual financial statements and the TnJstees' Annual Report. We also read other Information contained in the annual report and consider the implications for our report d we become aware of any aPP11rent misstatements or material Inconsistencies with the summarised financial statements. We conducted our work In accordance with Bulletin 20 0813 issued by the Auditing Practices Board. Opinion In our opinion the summarised financial statements are consistent with the full annual financial statements and the Trustees' Annual Report of Kent Archaeological Society for the year ended 31 December 2013. MHA Macl ntyre Hudson Chartered Accountants StaMory Auditor 31 SL George's Place Canterbury, Kent CT11XD 24 March 2014 351