FRIENDS OF CLOUCESTERSHIRE ARCHIVES CIO CIIAIUTY NUMBER 1165223 REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2024 rien Gloucestershire
FIUENDS OF GLOUCESTERSHIRE ARCHIVES CIO CHARITY 1¥4UMBER 1165223 AI¥NUAL REPORT FOR THE YEAR EPIDED 31 MARCH 2024 The trustees present their report for the year ended 31 March 2024. Administrative Information President Edward Gillespie OBE, Lord-Lieutenant of Gloucesl¢rshire Trustees The trustees during the year wer¢ as follows: Clive Andrews Heather Forbes Caroltne Meller Clairc Gibson Stephen Haygarth Dr Cherry Ann Knott David Cook Chair County Archivist {¢x officio) Secretary Treasurer The tru.flees were a.f3isled by.. Ally Mcconnell Membership Secretary (until November 2023) Brenda Fenner Membership Sec (from November 2023) Jemma Fowkes Events Rhianna Watson Social Media Registered address Gloucestershire Archives Alvin Street Gloucester GLI 3DW Bankers Lloyds Bank 130 High Street Cheltenham GL50 IEW Independent Examiner S.E. Brown FCA, CTA 2 Chancel Way Charlton Kings Cheltenham GL53 7RR
FRIENDS OF CLOUCESTERSHIRE ARCHtVES CIO CHARITY NUMBER 1165223 ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2024- eont. Object The object of the charity is: To advance the education of the public in th¢ understanding and preservation of the documented heritage of the hisloric county of Gloueestershire, especially by the promotion, support and improvement of Gloucestershire Archives. Structure, GovernRnce and M84nagement The charity w&s registered with the Charity Commission on 19 January 2016. The charity w&s creatrd as a successor to The Friends of Gloucestershire Archives (Registered Charity No. 1029013), which was an unincorporated organisation founded in 1993. The current charity has a memb¢rship which is open to anyone who is interesfrd in furthering ils purposes. Members pay a small annual subscription, bul this may be waived by ihe trustees. The constitution provides for a minimum of six and a maximum of 12 trustees. The constitution sets out the powers of the trustees, the manner of appointment, resignation and removal of trustees, and the procedures and controls which govern the administration of the charity. The head ot the chiVe service for Gloucestershire is an ex officio truste¢. It is the policy of the charity to provide appropriate induction and training for all new trustees. Publie benefit The trustees of the Friends of Glouc¢stershire Archives CIO have paid due regard to the Charity Commission's guidance on public benefit. The trustees b¢lieve that the requirements of the public bencfil tcst aK being met. Risk management The trustees periodically review the operational, financial. regulatory, le8al and strategic risks affecting th¢ charity. Appropriate measures to mitigate the effecls of identified risks are in place and remain under review. Fundraising The charity does not use ihird parties for fundraistng and the trustees are satisfied that their own ndraising activities comply with best praclice as set out by the Fundraising Regulalor. Reserves policy The trust¢¢s aim to retain approximately one third of ihe annual subscription income as a reserve. Reserve funds can be drawn on at short notice to pwchase Gloucestershire related docum¢nts for the Archives if they are offered for sale. When making such purchases the trustees are guided by Glou¢est¢rshire Archive staff.
FRIENDS OF GLOUCESTERSHIRE ARCHIVES CIO CHARITY NUMBER 1165223 ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2024 - cont. Data Protection The charity has a data protection policy which was introduced in May 2018 in accordance with the General Data Proteclion Regulations. A copy of the policy is available on the charity's website. Aehievements and Performance During the 2023124 financial year the Friends celebrated their 30th anniversary. At the Annual General Meeting tribute was paid to the founding members, many of whom had continu¢d to support the organisation over many years. During the charity's exist¢nc¢ numerous oulings had been organised to historical venues. countless members. talks had been held, and a great number of do¢umenls and items of equipment had been purchased for Gloucestershire Archives. Perhaps the most outslanding achievement had been the raising of over £130,000 towards the recenl major refurbishment of the Archive building. In th¢ pVIouS financial year the Friends received two donations tothlling over £lO.000, each one accompanying specific collections of documenLg deposited at the Archiv¢s. On¢ coll¢ction consisted of papers of th¢ prominent Witts rtunily, many of whom lived in Upper Slauuhter, Gloucestershire. The papers deal with a wide range of topics of both national and local interest and cover the years 1755 10 2008. The second collection comprised the personal papers of world-r¢nowned sculptor and building conyervalionist Rory Young, who died in February 2023. He was born liv¢d in Gloucestershir¢. bul his work took him to Scotland, York Minster, St Albans Cathedral, Southwell Minster, Christchurch Priory and elsewhere. Since the year end the donations hav¢ started to be used to cover the cost of cataloguing the two collections and of providing th¢m with suitable protective enclosur¢s. Th¢ Fri¢nds also received a grant of £1,000 from The Gilbert Le Trust, the charitable arn] of G.R. Lane Health Products, best known for products such as Kalms and Liarex. The grant has b¢¢n us¢d to purchase large book support systems. which can be used in the Archives, research room to help protect the bindings of different typ¢s of old books whilc they are being read. As many of the fragil¢ books being researched are often Victorian hospital and patient register5 It seemed an appropriate use of a g>rant Irom a medical organisation. The Friends were notified Ihat they were to be the recipient of a legacy from the lat¢ Patricia Bath. a founding m¢mb¢r who was for many years th¢ charity's secretary. It is expcGted that the amount of the b¢qu¢st will be known in tim¢ for it to be reported in the next annual report. The Friends continued to experi¢nc¢ significant competition when bidding for documents for sale on the open market. Other county archives have had a similar experience. However, the Friends were abl¢ to purchase a significant collection of documents, ledgers, diaries, and photographs relating to the Whit¢way Colony, a r¢sidential community in the Cotswolds establish¢d in 1898 by Tolstoyans. Residenls have included immigrant anarchists, conscientious objectors and refugees from the Spanish Civil War. Mohandas Gandhi visited in 1909 but by then residents were already moving away frotn their founding ideology. The Colony slill exists today and houses, among others, descendants of its original settlers.
FRIENDS OF GLOUCESTERSHIRE ARCHIVES CIO CHARITY NUMBER 1165223 ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2024- cont. A¢hi¢v¢ments and Perfornian¢e- cont. The Friends, am]ual mystery tour remains a firn] favourite with members. Transported this year in Gloucester Rugby's luxury liveried coach (at no additional cost) members visited Roman remains at Caerwent, explored the medieval layout of Cowbridge, and delighted in the ar¢hit¢ctural and historica] splendour of the 8reat Church at Llantwit Major. Planned and organised by distin8ULshed local historian Dr John ChandleT it was. as always, both enjoyable and educational. For the fyrst time this year the Friends joined with Glou¢¢stershire Family History Society in arranging joint talks for memb¢rs. Given the overlapping interests of the two organisations, holding talks for both memberships seemed a prudent use of resources. The trustees h¢ld an extraordinary meetlD¥ in January to r¢view the numerous policies which the Charity Cornmission expects each charity to have, such as an investment policy. a socia] media policy, and policies regarding trust¢¢ ¢xpen8es and conflicts of interest. The trustees believe they are tully compliunt with th¢ Charity Commission's requirements in this respect. The Friends continued to maintain the larg¢ Shrub border which they planied, and which considerably enhances the entrance lo th¢ Archive building. Membership numb¢rs increased slightly during the year, and the Friends began exploring ihe possibility of installing a Card reader at the reception desk to encourage more donations to th¢ Friends from casual visitors. Signed on behalf of the f rustees Clive Andrews Chair 10 October 2024
INDEPENDENT EXAMINER'S REPORT TO THE COMMITTEE OF THE FRIENDS OF GLOUCESTERSHIRE ARCHIVES cio I report on the accounts of th¢ Charity for the year ended 31 March 2024, which are set out on Pa8es 6 to 9. Respedive responslbilities of Truslee5 8nd Eylminer Th¢ Gharity's Trustees are responsible for the preparntion of the accounts. Th¢ TSteeS consider that an audit 15 not required for this y¢ar under seclion 144(2) of the Charities Act 2011 (the Charities Act) and that an ind¢pend¢nt ¢xamination is need¢d. It is my responsibility to: examine the accounts under section 145 of the Charities Act. to follow the procedures laid down in the general D]rll0nS given by th¢ Charity Commission under s¢¢tion 145(5Xb) of the Chariti¢s Act, and lo slate wh¢th¢r p4rti¢ular matters have como to my attenlion. Bvd5iS of Independenl ExAminer'8 report My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review ofthe accounting records kept by the charity and a comparison of the accounts present¢d with those records. It Jlso includes Consideration of any unusual items or disLlosures in the accounts, aiid seeking explartations trom the Trustees on¢¢rning any such matters. The procedures undertaken do not provide all th¢ evidence that would required in an audit, and cons¢quently no opinion is given as to whether the accounts present a 'tru¢ and fair, view and the report is limited to those marters set out in the stst¢m¢nt below. Independent Ex4miner's Jt*temeo¢ In connection with my ¢xamination, no matter has come to my attention: which giv¢s me reasonable cause to b¢li¢v¢ thA( in any mat¢rial respect, the tThsl¢c5 have not met the requirements: to keep proper Accounting records in aeeordance with s¢rfion 130 of the Charities Act; and to prepar¢ accounts which accord with lh¢ accounting records and comply wlth the accounting requir¢m¢nt of the Charities A¢t' or to which, in my opinion. attention should be drawn in order to ¢nable a proper understanding of th¢ accounts to be reached. S.E. Brown FCA, CTA 2 Chanc¢] Way Charlton Kings Cheltenham Gloucestershir¢ GL53 7RR 10 October 2024
FRIENDS OF GLOUCESTERSHIRE ARCHIVLS CIO CHARTfY NUMBER 1165223 STATEMENT OF Fll¥ANCIAL ACTIVITIES YEAR ENDED 31 MARCH 2024 Unrestrlcted Restricted Funds Funds 2024 Total 2023 Totsl Incoming R¢souT¢e4 Subscriptions.. Ordinary Subriptions.. F4mily Subs¢ription$.' Groups Gift Aid Donation5 Events Interest 850 255 280 189 2,245 690 75 850 255 280 189 2.245 690 179 800 270 260 1,341 11.232 104 17 Total Incomlni resoureej 4,584 104 4,688 13,920 R¢sour¢es Exp¢nded purch¢8 Proj¢cts Insuran¢¢ and $ubs¢riptions W¢b8ite Eveni8 Annual General Meeting Sundries 448 147 595 2,313 1.000 95 192 95 198 855 71 95 198 855 10 Total refjour¢e$ expended 1,667 147 1,814 3.610 iyet movement In fvnds Re¢on¢llltlon of fundj Totsl fund8 bMll¥ht forward 2.917 (43) 2,874 10,310 9,374 10.888 20,262 9,952 Tot1 fund8 ¢•rrled forwArd 12,291 10,845 23,136 20,262
FIUENDS OF GLOUCESTERSHIRE ARCHIVES CIO CHARTfY NUMBER 1165223 BALANCE SHEET 31 MARCH 2024 Unrestrleted Restrlcted Funds Funds 21124 Total 2023 Tot•1 Current 8S5ets Debtors and prepayments Bank current a¢¢ount Bank deposit a¢count Bank deposit account- Designa and Restricted 790 2,319 9,627 1,000 1,790 2,319 9,627 1.601 3.086 5.552 9,845 9,845 9,888 Total current assets 12,736 10,843 23,581 20,727 Current118blll¢l¢s Creditor5 and a¢cruals 445 445 465 Total ¢yrr¢nt IIAbllltles 445 445 405 Total net I$t8 12,291 10,845 23.136 20,262 Fundi of the Charlty Unrestricted funds Designat¢d funds Re5trict¢d fund$ 12.291 12,291 9.374 10.845 10,845 10.888 To¢•1 fund$ rrIed forward 12,291 10,845 23,136 20262 For and on b¢half of the Trustees Claire Gibson Treasurer 10 October 2024
FRIENDS OF GLOUCESTERSHIRE ARCHIV£S CIO CHARtTY NUMBER 1165223 NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2024 ACCOUNTING POLICIES Basis of aceoullting These accounts have been prepared under the historical cost convention and in accordance with the Charities Statement of Recommended Prnctice {FRS 102). Recogllitlon of Ineoming resouree8 These are included in the Statement of Financial Activities wh¢D ih¢ charity becomes enliiled to the resourc¢. lh¢ ttijstees are virtually c¢rtain they will receive the resour¢es and the monetary value can be measured with sufficient reliability. Tax reelAims on don4t10115J glfts And sub8¢riptlons Gift Aid receivable is included in income when th¢re is a valid d¢claration from the donor. Any Gift Aid amoui)t recovered is coDsid¢red to be part of th&1 donation. gift or subscription. Recognition of outgolng resources Expenditure is generally r¢iognised when a liability is incurred. Debtors Debtors are stAled at the amount expected to b¢ e0vered. LiAblllty recognitlon Liabilitie.$ are recognised where it is MO likely than not that there is legal or constructive obli8Yltion committing the Charity to pay out resourees And the amount of the obligation can b¢ m¢&sur¢d with reasonabl¢ Certainty. DEBTORS AIYD PREPA YMENTS 2024 General Re$trlcted 2023 Gcn¢ro1 Totll Gift Aid 790 1,000 1,790 790 1,0 1,790 1,601 CREDITORS AND ACCRUALS 2024 GenerAI Restrlcted 2023 Gen¢rfil Tot•1 Subscriptions received in advance Donations 45 400 45 400 65 400 445 445 465
FIUENDS OF GLOUCESTERSIIIRE ARCHIVES CIO CHARITY NUMBER 1165223 NOTES TO THE ACCOUNTS- ¢ont. FOR THE YEAR ENDED 31 MARCH 2024 RESTRICTED FUNDS Gn)undwork G#rdtn Wltts Young Equipment C4tglogue Catalogue For the Reeord Total Balance l April 2023 Receipts 31 5,003 44 5.425 60 429 10.888 104 31 31 5,047 5,485 429 116 10.992 147 Payments Balance 31 March 2024 5,047 5.485 313 10.845