CHARITY COMMISSION FOR ENGLAND AND WALES Trustees, Annual Report for the period From 1 April 2023 To 31 March 2024 Charity name: Dorset Archives Trust Charity registration number: 1000142 Objectives and Activities SORP reference Para 1.17 Summary of the purposes of the charity as set out in its governing document 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. The purpose of the Trust is 'Saving Dorset's Disappearing History., This is achieved through the education of the public by the promotion of Dorset's Archives situated in the Dorset History Centre (DHC) in Dorchester through events and learning opportunities also by purchasing and supporting the DHC to acquire, catalogue, conserve and digitise archival material. Para 1.17 and 1.19 The objects of the Trust reflect its main activities which are to.. encourage, promote and assist in the formation and development of a group of Members of The Dorset Archives Trust generally, further the purpose of the Dorset History Centre and encourage the development of the facilities afforded to raise funds and to invite and re￿1ve contributions from any person or persons whatsoever by way of subscription, donation and otherwise provided the Trust shall not undertake any permanent trading activities in raising funds for its chaiitable object engage in, support and co-ordinate voluntary assistance, publishing, education, advertising and other work for the furtherance of the above objects appoint representatives and delegates to any other bodies with whom the Members of The Dorset Archive Trust may be concerned establish a forum of owners and users of archives, the Dorset History Centre and other interested persons or groups to increase public knowledge of Dorset's Archives and history take any other lawful action to promote the said objects. Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit Para 1.18 Trustees are very mindful of the need to act in the interests of the charity. A declaration of interests is taken at every meeting and any funds raised are strictly invested into the defined purposes of the charity. The trustees have had due regard to the Commission's guidan￿ at all relevant times. Our regard to public benefit is demonstrated by the ongoing acquisition of archival materials - stored at the Dorset History Centre and available for public viewing.. facilitation of public events to provide education on Dorset's history. Additional information {optional) You ma choose to include further statements where relevant about.. SORP refeien Policy on grant making No separate policy exists, but grants are made in Complian￿ with the charity's stated ob'ects. Para 1.38 Policy on social investment including program related investment Contribution made by volunteers Para 1.38 The trustees are all volunteers whose contributions are critical to the charity's wellbeing and its ability to deliver positive outcomes. Para 1.38 Other Achievements and Performance SORP reference Summary ofthe 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 The Trust performs a really important role in supporting and facilitating the work of Dorset History Centre to acquire, preserve and make accessible the archival heritage of Dorset. During the financial year 2023- 24The Trust has: Led a fundraising campaign to support the cataloguing of the archive of world-renowned author Thomas Hardy. This resulted in a crowd-funding programme along with two applications to other charitable trusts and foundations. This raised over £17,000 towards a total project cost of £75,000. Paid for various items to be used at Dorset History Centre - including oral history recording devices. Supported the purchase of several thousands of pounds worth of archives which are now held as part of the permanent public collection including correspondence by Thomas Hardy. Put on a range of public events which have both entertained audiences regarding the heritage and history of Dorset and have raised funds to support the Trust's activities. The Trust has also provided a fund to enable students to travel to Dorchester to consult collections they might not othewise be able to access. Additional information (optional) You ma 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 of the period Para 1.21 Dorset Archives Trust has a healthy balance sheet for a small charity., at the year-end we held £53,699.23 of which £37,303.53 is in restricted funds for specifically agreed purposes and £16,395.70 in unrestricted funds. Our unrestricted funds of £16,395.70 will be used to cover our ongoing operational costs and to support the work of Dorset History Centre - support for equipment to aid the preservation or storage of archival materials and having funds on hand to purchase archival material which might come onto the open market at short noti￿. Funds may be used as a requirement for 'match funding, when applying for grants to facilitate a large acquisition Statement explaining the policy for holding reserves stating why they are held Para 1.22 Amount of reserves held Reasons for holding zero reserves Details of fund materially in deficit Explanation of any uncertainties about the charity continuing as a going con￿rn Para 1.22 £16 395.70 nla Para 1.22 nla Para 1.24 None Para 1.23 Additional information (optional) You ma choose to include further statements where relevant about.. The charity's principal Public events sources of funds (including Applications to other trusts and foundations any fundraising) Focused campaigns e.g. for exhibition case. Membership Fees & Gift Aid NIA 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 Key risks are.. Identification and recruitment of new, successor trustees when current trustees step down. Para 1.46 Other Structure, Governance and Management Description of charity's trusts.. Type of governing document Para 1.25 Constitution How is the charity constituted? .g Liriincorporated Unincorporated association Para 1.25 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 Trustees are voted into office at the AGM for a three-year period. Para 1.25 Additional information (optional) You ma choose to include further statements where relevant about.. Policies and procedures Trustees are inducted into the work of adopted for the induction Dorset History Centre- meeting staff and and training of trustees hearing about the work they do, as well as the nature and variety of the historic collections held. New trustees meet with the Chairman and Hon Secreta to discuss the work of the Para 1.51 charity and the contribution that they might make. The board endeavours to undertake an annual review of the charity's priorities which includes a review of its founding principles and the actions it is taking to deliver on these. The charity's organisational structure and any wider ne￿Ork with which the charit works Relationship with any related parties Pala 1.51 Para 1.51 Other Reference and Administrative details Charit name other name the charit uses Re istered charit number Charity's principal address Dorset Archives Trust 1000142 Dorset History Centre Bridport Road Dorchester Dorset DT1 1RP Names of the charity trustees who manage the charity Dates acted If not for whole ear Trustee name Office {if any) Name of person lor body) entltled toa oint trustee Ifan Carola Campbell Sam Johnston Chairman 2013- 16.05.2024 Hon Secretary Treasurer 2009 - present 2016 - present 2016- present Debbie Shaw Annie Nethercott Membership Secretary Trustee Kathryn Terkanian Anne Kaile 2021 - present 2016- present 2013- present 2016 - present Trustee Pam Donnellan Trustee Jacqui Halewood Minutes and admin secretary Trustee Julia Carter 2014- present 2015- present 2012- present 10 Vicky McDonagh Sara Loch Trustee Trustee (Chairman from 16.05.2024) Trustee 12 Christine Fowler 14.12.2023- present 14.03.2024 - present 13 David Burnett Trustee Cor orate trustees - names of the directors at the date the re Director name ortwasa roved Name of trustees holding title to property belonging to the charity Trustee name Dates acted If not for whole ear Funds held as custodian trustees on behalf of others Description of the assets held in this ca acit Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charit 's ob'ects Details of arrangements for safe custody and segregation of such assets from the charity's own assets None None NIA Additional information {optionall Names and addresses of advisers (Optional information) Type of Name Address adviser Name of chief executive or names of senior staff members (Optional information) Exemptions from disclosure Reason for non-disclosure of ke ersonnel details Other o tional information Declarations The trustees declare that they have approved the trustees, report above. Signed on behalf of the charity's trustees Signature(s) Full name(sl Position (eg Secretary, Chair, etc) Samuel Johnston Secretary Date 4 November 2024 Independent examiner's report to the trustees of Dorset Archlves Trust I report to the trustees on my examination of the accounts of the Dorset Archlves Trust (theTrustl forthe year ended 31 March 2024. Responsibllltles and basis of report As the charitytrustees ofthe Trustyou are responsible forthe preparation ofthe accounts In accordance with the requirements of the Charitles Act 2011 ('the Act,). I report in respect of my examination of the Trust's accounts carrled out under sectlon 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Dlrections given bythe Charity Commission under section 145{5)(bl of the Act. Independent examlner's statement I have completed my examination. I confirm that no material matters have come to my attentlon in connection with th8 examination giving me cause to believe that in any material respect: 1 . accountlng records were not l