FRIENDS OF THE KEEP ARCHIVES
Trustee Report for the period ended 31 March 2024
The Trustees present herewith their annual report together with the accounts of the charity for the year ended 31 March 2024
Reference and Administration Information
Name & Address: The Friends of The Keep Archives (FoTKA) The Keep Woollards Way Brighton East Sussex deBN1 9BP Charity Registration No: 1 159372
Trustees: Bill Shelford (Chairman) Christopher Whittick (Vice Chairman) Annette Shelford Clive Wilson Diana Hansen Penelope Pursey Philip Hamerton Philip Pople Colin French (Resigned 25[tl ] October 2023) Richard Pursey (Elected 25[th ] October 2023) Sheena Parker Anna Manthorpe (Co-opted 6[th ] March 2024)
Independent Examiner: Roy Thompson FCA
Treasurer: Richard Pursey
Diana Hansen
: Secretary
Structure, Governance and Management
FOTKA is a Charitable Incorporated Organisation (CIO) governed by the constitution adopted on 26 November 2014. The management of FOTKA is vested in the Trustees of whom there are currently eleven (maximum fifteen). The Trustees meet regularly and all decisions affecting the CIO are taken collectively at these meetings.
Trustees are appointed for their particular skills and experience which are beneficial to the management of the CIO. On appointment Trustees are given copies of the Constitution, the latest Report & Accounts, the Risk Analysis and "Responsibilities of Trustees". The regulations for the election and terms of office for Trustees are contained in the constitution.
Objectives and Activities
The objects of the CIO are the advancement of the arts, culture, heritage and science in East Sussex (which includes Brighton and Hove) and in particular by assisting in the use, maintenance and improvement of archive services at the Keep. The CIO meets its objectives by raising funds for the support of the Keep and holding events to increase public awareness of both the Keep and the CIO.
Achievements and Performance
In the 12 months under report FOTKA funded the purchase of groups of documents on behalf of the Keep at a total cost of El ,929. There was no expenditure on projects during the year. Members receive online or by post Spring and Autumn Newsletters; the latter containing an account of noteworthy acquisitions funded by FoTKA.
During the year under review FoTKA organized successful visits to Brightling and Trinity House, Lewes and continued with a series of Zoom talks for members and non-members.
Financial Review
Income during the year under review was E5,358 an increase of E486 compared to the previous year.
Expenditure was reduced in total by E4,543 to E3,690, due almost entirely to the reduced expenditure on payments for acquisitions. This resulted in a surplus for the year of El ,668 compared to the previous year's deficit of E3,362, increasing our net resources to 280,840.
Future Plans
To take action to increase our membership in order to augment our income and ability to support future purchases of new material for The Keep.
This Report was approved by the Trustees on the July 2024 and signed on their behalf by Bill Shelford, Chairman
FRIENDS of THE KEEP ARCHIVES
Statement of Financial Activities for the year ended 31 March 2024
| INCOMING RESOURCES | 2024 | 2023 | |
|---|---|---|---|
| Note | |||
| Voluntary income | 2 | 4121 | 5021 |
| Activities | 3 | 685 | -149 |
| Interest | 552 |
5358 4872
RESOURCES EXPENDED Charitable activities 1929 6895 Governance and 965 956 4 796 383 Administration Newsletter 3690 8233 1668 -3362 NET INCOMING 79172 82534 RESOURCES FUNDS brought forward 80840 79172 FUNDS carried forward Statement of Assets and Liabilities at 31 March 2024
CASH FUNDS Cash at Bank 80840 79172 OTHER MONETARY ASSETS Debtors (Gift Aid) 495 459
Approved by the Trustees on July 2024 and signed on their behalf by
Bill Shelford
(Chairman)
FRIENDS of THE KEEP ARCHIVES
Notes to the Financial Statement period ended 31 March 2024
1 - Accounting Policies
As permitted under section 133 of the Charities Act 2011 the accounts have been prepared on a Receipts and Payments basis. There are no restricted funds.
| 2024 | 2023 | |||
|---|---|---|---|---|
| 2. Voluntary Income | 4121 | 5021 | ||
| Membership subs. | 3182 | 2999 | 1446 | 537 |
| Donations | 478 | 1483 | 761 | 686 |
| Gift Aid tax | 461 | 539 | 685 | -149 |
| Activities (visits) | ||||
| Income | ||||
| Expenditure Net |
90 575 300 |
75 575 306 |
||
| Governance and Administration | 965 | 956 |
2. Voluntary Income
3. Activities (visits)
4. Governance and Administration
Insurance
Website
Sundry
5. Expenditure
During the year no trustee received any remuneration (2022/2023 - Enil).
Six trustees received reimbursement of their expenses amounting in aggregate to E922 (2022/2023 - E211 ).
6. Staff Costs
The Charity has no employees
Independent Examiner's Report to the Trustees of The Friends of The Keep
Archives
I report on the Statement of Financial Activities for the year ended 31[st ] March 2024 and the Statement of Assets and Liabilities at that date together with the notes thereto set out on pages 3 and 4. I have reviewed the accounting records from which the Statements have been prepared. In my opinion proper accounting records have been kept and there are no further matters to which attention should be drawn to enable a proper understanding of the Statements to be obtained.
(Pet, > sa a Roy Thompson FCA July 2024 Jasmine Cottage, Highlands Avenue
Uckfield