## **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