FRIENDS OF THE KEEP ARCHIVES
Trustee Report for the year ended 31 March 2026
The Trustees present herewith their annual report together with the accounts of the charity for the year ended 31 March 2026
Reference and Administration Information
Name & Address: The Friends of The Keep Archives (FoTKA) The Keep Woollards Way Brighton East Sussex BN1 9BP
Charity Registration No: 1159372 Trustees: Bill Shelford (Chairman) (Re-elected 15[th] October 2025) Christopher Whittick (Vice Chairman) (Re-elected 15[th] October 2025) Annette Shelford Clive Wilson (Re-elected 15[th] October 2025) Diana Hansen (Re-elected 15[th] October 2025) Penelope Pursey (Re-elected 15[th] October 2025) Philip Hamerton Philip Pople Richard Pursey Sheena Parker Anna Manthorpe 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.
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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 documents on behalf of the Keep at a total cost of £14,871. Generous donations amounting to £7,260 were received from the Friends of the National Libraries towards the cost of these documents. These documents included the Eric Ravilious letter and watercolour (cost £9,790), reproduced on the back cover of the Spring 2026 Newsletter, and a letter dated 1792 from Edward Gibbon to the Honourable Miss Holroyd, a daughter of the first Earl of Sheffield (cost £3,780).
Members receive online or by post Spring and Autumn Newsletters, each of which contain an account of noteworthy acquisitions funded by FoTKA.
Financial Review
Income during the year under review after activities was £13,180 an increase of £7,143 compared to the previous year, due mainly to the donations received from the Friends of the National Libraries.
Expenditure increased by £9,815 to £16,346, due to the increased expenditure on acquisitions. This resulted in a deficit for the year of £3,166 compared to the previous year’s deficit of £494, reducing our net resources to £77,180.
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 27th May 2025 and signed on their behalf by
Bill Shelford, Chairman
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FRIENDS of THE KEEP ARCHIVES
Statement of Financial Activities for the year ended 31 March 2026
| 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 CASH FUNDS Cash at Bank OTHER MONETARY ASSETS Debtors (Gift Aid) |
2026 11076 460 1644 |
2025 3994 -225 2268 |
|
|---|---|---|---|
| 13180 | 6037 | ||
| 14871 625 850 |
4704 487 1340 |
||
| 16346 | 6531 | ||
| -3166 80346 |
-494 80840 |
||
| 77180 | 80346 | ||
| 77180 | 80346 | ||
| 515 | 483 |
Approved by the Trustees on 27th May 2026 and signed on their behalf by
Bill Shelford (Chairman)
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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.
| 2. Voluntary Income Membership subs. Donations Gift Aid tax 3. Activities (visits) Income Expenditure Net 4. Governance and Administration Insurance Printing and postage Sundry |
2026 3258 7335 483 |
2025 3367 132 495 |
|
|---|---|---|---|
| 11076 |
3994 | ||
| 600 140 |
- -225 |
||
| 460 | -225 | ||
| 90 388 147 |
90 362 35 |
||
| 625 | 487 |
5. Expenditure
During the year no trustee received any remuneration (2024/2025 - £nil).
Three trustees received reimbursement of their expenses amounting in aggregate to £691 (2024/2025 - £1,023).
6. Staff Costs.
The Charity has no employees.
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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 2026 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 2026 Jasmine Cottage, Highlands Avenue Uckfield
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