Accounts and Treasurer’s Report for Charity Commission (2025-2026)

Income  

Income from subscriptions totalled £1,213.50 indicating a decrease over the last four tax years (£4,638.50, £4,961.50, £5,291.50 and £6,461.50 respectively). Income from subscriptions will vary in future years as we move towards a web-based membership subscription system, and away from the more traditional direct debit system.  The income from the 2025 Conference totalled £8,813.26, while income from the Summer School totalled £6,000.  

Royalties from the Publishing Licensing Society (PLS) and EBSCO are lower this year in comparison to previous years (£109. 82 compared with £412.70 and £324.99 previously). This income has decreased as we move towards a digital format for online publishing of the ESTA publication materials. Welcome donations totalling £6,000 were made by the Warwickshire Geological Conservation Group, Geological Association, Hazwaste, SRK Consulting and Soil Engineering Geoservices to help fund the ESTA Summer School. Many thanks to Pete Loader and Paul Davies for gathering sponsors. The Frank Kenworthy Fund was set up last year in collaboration with several donors totalling £5,100 to aid the running of the ESTA Summer School in sponsoring student attendance. This fund now stands at £3,402 following the first year of the fund. 

Expenditure  

Over the course of the last year, publications (magazine and newsletter) were not undertaken and so there have been no costs for this year. The Newsletter will continue to be published electronically and so there will be no printing and mailing costs associated with its production in the future. Stationery and printing costs increased from last year in line with rising costs (£556.64).  

Council expenses have risen as in-person meetings on behalf of ESTA were undertaken, with travel expenses being recovered, as well as the cost of postage, ink and stationery, and bridge cash flow. In-person Council meetings returned resulting in a rise of costs in addition to expenses for travel to Conference and regional conferences representing ESTA (£3,517.24). This total also reflects the voted decision at the previous conference for council members to have attendance at conference paid for by ESTA for service during the year. Costs were also incurred for the continued maintenance of the website (£21.29), although these were significantly lower than last year (£812.94) with additional costs to be recurred in future years for its upkeep.  

The 2025 ESTA Conference income was £8,813.26 which is lower than last year (£15,075.81) with overall expenditure at £18,641.12, a rise on the 2024 ESTA Conference (£17,106.49 including the float of £1,500). The ESTA Summer School expenditure (£8,821.32) remains a main source of expenditure. This figure was higher than last year due to rising costs (£6,351.17). This figure was offset by funds from the Frank Kenworthy Fund (£1,698). This expenditure was more than the sponsorship income received (£6,000). Refunds totalling £150 which is lower than last year (£810) indicating the change in the overall dynamic of the membership body and people retiring from the society. 

ESTA first adopted a Reserves Policy during 2006-2007 and the contingency sum held in reserve serves to bridge  cash flow problems and ensure firstly, continuity in the production of Teaching Earth Sciences in the event of a large  variation in income, and secondly, payments towards specific future projects under the PT Carr Award Scheme. With the change of committee positions over previous years, transactions have been more stable this financial year.  

Summary  

Over the course of this tax year, expenditure has been higher than income, with an increase of costs from our starting balance (£56,660.28) to our end of year balance (£43,867.10). This decrease was due to increased costs for the 2025 Conference which was held in London at higher costs than in previous conferences, and the Summer School which also experienced increased costs. Prudent financial management over the last three financial years with funds rising from £46,151.18 (2022-2023) to last year’s balance (£56,660.28) and the establishment of the Frank Kenworthy Fund have offset these rises in costs to ensure these remain one off increases. This will ensure the long-term stability of the finances going forwards. Income receipts will be reviewed to gain additional sponsorship in future years as costs increase for the running of the Conference and Summer School. 

Dr Michael Kelly, ESTA Treasurer, August 2026