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¢ p￿VIouS 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 L￿e 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¢ T￿SteeS 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]r￿ll0nS 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
Sub￿riptions.. 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¢lll*tlon of fundj
Totsl fund8 bMll¥ht forward
2.917
(43)
2,874
10,310
9,374
10.888
20,262
9,952
Tot*1 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