FRIENDS OF THE KEEP ARCHIVES
Trustee Report for the year ended 31 March 2025
The Trustees present herewith their annual report together with the accounts of the charity for the year ended 31 March 2025
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: 1159372 Trustees: Bill Shelford (Chairman) Christopher Whittick (Vice Chairman) Annette Shelford Clive Wilson Diana Hansen Penelope Pursey Philip Hamerton Philip Pople Richard Pursey Sheena Parker Anna Manthorpe (Elected 9[th] October 2024) Independent Examiner: Roy Thompson FCA Treasurer: Richard Pursey Secretary: Diana Hansen
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 £2,124. Additionally there was expenditure of £2,580 on 2 digitisation projects, £1,200 being given to The Keep and £1,380 to the University of Sussex.
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 a series of Zoom talks for members and non-members.
Financial Review
Income during the year under review after activities was £6,037 an increase of £679 compared to the previous year.
Expenditure increased by £2,841 to £6,531, due almost entirely to the increased expenditure on payments for acquisitions and projects. This resulted in a deficit for the year of £494 compared to the previous year’s surplus of £1,668, reducing our net resources to £80,346.
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 21[st] May 2025 and signed on their behalf by
Bill Shelford, Chairman
FRIENDS of THE KEEP ARCHIVES
Statement of Financial Activities for the year ended 31 March 2025
| INCOMING RESOURCES 2025 2024 Note Voluntary income 2 3994 4121 Activities 3 -225 685 Interest 2268 552 6037 5358 RESOURCES EXPENDED Charitable activities 4704 1929 Governance and Administration 4 487 965 Newsletter 1340 796 6531 3690 NET INCOMING RESOURCES -494 1668 FUNDS brought forward 80840 79172 FUNDS carried forward 80346 80840 Statement of Assets and Liabilities at 31 March 2025 CASH FUNDS Cash at Bank 80346 80840 OTHER MONETARY ASSETS Debtors (Gift Aid) 483 495 Approved by the Trustees on 21stMay 2025 and signed on their behalf by |
INCOMING RESOURCES Note Voluntary income 2 Activities 3 Interest RESOURCES EXPENDED Charitable activities Governance and Administration 4 Newsletter NET INCOMING RESOURCES FUNDS brought forward FUNDS carried forward Statement of Assets and Liabilities |
2025 3994 -225 2268 |
2024 4121 685 552 |
|
|---|---|---|---|---|
| 6037 |
5358 | |||
| 4704 487 1340 |
1929 965 796 |
|||
| 6531 |
3690 | |||
| -494 80840 |
1668 79172 |
|||
| 80346 |
80840 | |||
| at | 80346 80840 |
|||
| 483 495 |
Bill Shelford (Chairman)
FRIENDS of THE KEEP ARCHIVES
Notes to the Financial Statement period ended 31 March 2025
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.
| Voluntary Income Membership subs. Donations Gift Aid tax Activities (visits) Income Expenditure Net |
2025 3182 478 461 |
2024 3182 478 461 |
|
|---|---|---|---|
| 4121 |
4121 | ||
| 1446 761 |
1446 761 |
||
| 685 | 685 |
2. Voluntary Income
3. Activities (visits)
4. Governance and Administration
| Insurance Website Sundry |
90 90 575 575 300 300 |
|---|---|
| 965 965 |
5. Expenditure
During the year no trustee received any remuneration (2023/2024 - £nil).
Three trustees received reimbursement of their expenses amounting in aggregate to £1,023 (2023/2024 - £922).
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 2025 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.
Roy Thompson FCA May 2025 Jasmine Cottage, Highlands Avenue Uckfield