FRIENDS OF GLOUCESTERSHIRE ARCHIVES CIO
CHARITY NUMBER 1165223
REPORT AND ACCOUNTS
FOR THE YEAR ENDED
31 MARCH 202S
friends of
Gloucestershire
Archives

FRIENDS OF GLOUCESTERSHIRE ARCHIVES CIO
CHAIUTY NUMBER 1165223
ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2025
The trustees present their report for the year ended 31 March 2025.
Administrative information
President
Edward Gillespie OBE, Lord-Lieutenant of Gloucestershire
Trustees
The trustees during the year were as follows..
Clive Andrews
Heather Forbes
Caroline Meller
Claire Gibson
David Cook
Stephen Haygarth
Dr Chery Ann Knott
Dr Michael Swanwick
Chair
Head of Archive Services (¢x officio)
Secretary
Treasurer
Appointed 22 May 2024
The Irustees were assisted by..
Brenda Fermer
Membership Secretary
Ethan Langfield
Events
Paul Evans
Social Media
Registered address
Glou¢¢stershire 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 GLOUCESTERSHIRE ARCHIVES CIO
CHARITY NUMBER 1165223
ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2025 - cont.
Object
The object of ihe charity is: To advance the education of the public in the understanding
and preservation of the documented heritage of the historic county of Gloucestershire,
especially by the promotion, support and improvement of Gloucestershire Archives.
Slru¢ture, Governanee and Management
The charity was registered with the Charity Commission on 19 January 2016.
The Charity was created as a successor to The Friends of Gloucestershire Archives
(Registered Charity No. 1029013), which was an unincorporated organisation founded
in 1993.
The cun'ent charity has a membership which is open to anyone who is interested in
furtheringi its puiposes. M¢mb¢rs pay a small annual subscription, but this may be
waived by the trustees.
The constitution provides for a minimum of six and a maximurn of 12 trustees. The
constitution sets out the powers of the trustees, the manner of appointment, resignation
and removal of irustees. and the procedures and controls which govern the
adtninistration of th¢ charity. The head of the archive service for Gloucestershire is an
ex officio trustee. It is the wlicy of the charity to provide appropriate induction and
training for all new trustees.
Public benefit
The Érustees of the Friends of Glouceslershire Archives CIO have paid due regard to
the Charity Commission's guidance on public benefit. The trustees believe that the
requirements of the public benefit test are being met.
Risk managemenl
The trustees periodically review the operational, financial, regulatory, legal and
strategic risks affecting the charity. Appropriale measures to mitigate the effects of
identified risks are in place and remain under review.
Fundraising
The charity does not use third parties for fundraising and the trustees are satisfied that
their own fundraising activities comply with b¢st practice as set out by the Fundraising
Regulator.
Reserves policy
The truslees aim to retain approximately one third of the annual subscription income as
a reserve. Reserve funds can be drawn on al short notice lo purchase Gloucestershire
related documents for the Archives if they are offered for sale. When making such
purchases the trustees are guided by Glouc¢st¢rshire Archive staff.
Data Protection
The charity has a data protection policy which was introduced in May 2018 in
accordance with the General Data Protection Regulations. A copy of the policy is
available on the charity's website.

FRIENDS OF GLOUCESTERSHIRE ARCHIVES CIO
CHARITY IYUMBER 1165223
ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2025- cont.
Achi¢vements and Pcrformanee
In May 2024 the trustees were pleased to welcome the return of Dr Michael Swanwick
as a trustee. Michael had served as a trustee before, and was secretary from 2008 to
2013. Ethan Langfeld, recently appoinled an apprentice at the Heritage Hub, assumed
responsibility for assisting the trustees with organising events. We are very grate￿] to
both of them for taking on these roles. We are also very grateful to other mernbers of
the Archive staff, Brenda Fenner for continuing to undertake the role of Metnbership
Secretary, and Paul Evans who helps the charity with social media.
During the year Claire Collins was appointed County and Diocesan Archivist, while
Heather Forbes took on a new part-time i'ole as Head of Archive Services. Claire kindly
agreed to continue as the Friends, treasur¢r despite her new responsibilities, although
in the longer tenn the trustees hope to find someone with appropriate skklls who can
relieve her of the burden of overseeing the Friends, finances. Trustees were grateful to
know that Heather will continue as ex-offi¢io trustee, a role she has held since 2005.
We ar¢ immensely grateful to Sue Brown for voluntarily sharing her financial expertise
by giving advice and for continuing as the charily's External Examiner, a role she has
now fulfilled for over a decade.
In the last Annual Report it was announced that the Friends were a beneficiary of the
will of long-time member of the Friends Pat Bath. In August 2024 the charity received
an interim payment of over £2.500 as part of her legacy. The Executor has experienced
problems in selling her property. so the balance of the legacy is yet to be received.
Long standing member of the Friends, Miss Nancy Lockwood, sadly died in December
2023, at which time the Friends were told that they were a beneficiary of her will.
Nancy was the longest serving volunteer at the Archives, so it was she who had been
chosen to cut th¢ celebratory cake when The Princess Royal opened the renovated
Archive building in 2019. A few days after the end of the 2024125 financial year the
Friends received the legacy which amounted to just under £16,000. Since the year end
the trustees have decided that they would use the legacy, together with the initial
instalment of Pat Bath's bequest, to fund a Graduate Archive Trainee for a year. The
post attracted over 60 applicants, and an appointment has since been made.
Gloucestershire Archives has an extremely successful record of training archivists but
had not been able to make such an appointment recently becaus¢ of financial
constraints. Hopefully the successful applicant will find their year in Gloucester a
starting point for a fulfilling career in archive services, something which would be
imm¢nsely gratifying to both Pat Bath and Nancy Lockwood.
The Friend5 purchased a number of documents for the Archives during the year. The
Staunton Court farm account book for 1853-9, provides a detailed i'ecord of the
management of the fann. a Cheltenham pharniacist's notebook. includes details of
medications prescribed. with customevs narnes and addresses, and also particulars of
local 'pauper lunatics and an early 20th Century book records the poor rates paid by
residents of Cold Asliton. The Fi'iends also successfully bid at auction for a random
collection of 90 vellllm and paper documents dating from 1617 to 1932, including
deeds. documenls and indentures, all concerning Gloucestershire people and places.
The collection is currently being examined and catalogued.

FRIENDS OF GLOUCESTFRSHIRE ARCHIVES CIO
CHARITY NUMBER 1165223
ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2025 - eont.
Achievements and Performance- Cont.
Trustees agreed a donation of £100 to assist with document purchases by the
Gloucestershire Police Archive. The ar¢hiv¢ is based at the Heritage Hub and police
documents are included in the main Archiv¢s' online catalogue.
During the year the trustees set up a non-profit account with Microsoft which will
shortly enable the Friends, documents to be stored digitally in a cenlral location
ensuring easy access for t￿Slee8, and ensuring digital preservation of the documents.
The charity successfully applied to be placed on the Charity Commission's new register
of merged charities. Thi5 fornially links the old FOGA charity with the newer
ch￿ilable Incorporated Organisation (FOGA CIO) ensuring that any legacies left in the
name of the previous charity can be re¢¢ived by the CIO without legal complications.
The trustees, decision last year to hold joint talks with the Gloucestershire Family
History Society has been successful and the talks during the year have been very well
attended. Members have also welcomed the opportunity regularly to meet infomially
with members of the Family History Society.
The Friends were pleased to welcome the Lord-Lieutenant of Gloucestershire, the
charity's President, to speak at its well-attended 2024 Annual General Meeting. The
Charity has long been supported by the County's Lords-Lieutenant, for which we are
immensely gratefijl.
Members of the Friends received two newsletters during the year, and we are grateful
to John Putley for taking the lead role in compiling them. and for making major
contributions.
The Friends again held their annual mystery tour, which many members were able to
enjoy. The tiustees gratefully acknowledge the skill and hard work of Dr John Chandler
in planning and conducting the tour, as he had done in many previous years.
Although membership numbers decreased very slightly during the year the charity
continues to flourish and fulfil its purpose of supporting Gloucestershire Archives.
Signed on behalf of the Trustees
Clive Andrews,
Chair
9 October 2025

INDEPENDENT EXAMINER'S REPORT
TO THE COMMITTEE OF THE FRIENDS OF GLOUCESTERSHIRE ARCHIVES
cio
I report on the a¢¢ounts of the Charity for the year ended 31 March 2025, which are set
out on pages 6 to 9.
Respective r¢sponsibilities of Trustces and Examiner
The charity's Trustees are responsible for th¢ preparation of the accounts. The Trustees
consider that an audit is not required for this year under section 144(2) of the Charities
Act 2011 (th¢ Charities Act) and that an independent examination is needed.
It is my responsibility to..
¢xamine the accounts under section 145 of the Charities Act,
to follow the procedures laid down in the general Directions given by the Charity
Commission under section 145{5)(b) of the Charities Act, and
to state whether particular matters have come to my attention.
Basis of Independent Examiner's report
My examination was carried out in a￿OrdanCe with the general Directions given by the
Charity Commission. An examination includes a review of the accounting records kept
by the charity and a cornparison of the accounts presented with those records. It also
includes Consideration of any unusual items or disclosures in the accounts, and seeking
explanations from the T￿SteeS concerning any such matters. The procedures
undertaken do not provide all the evidence that would be required in an audit, and
consequently no opinion is given as to whether the accounts present a 'true and fair,
view and the report is limited to those matters set out in the statement below.
Independent Exvdminer's statement
In connection with my examination, no matter has corne to my attention:
which gives me reasonable cause to believe that, in any material respect, the
trustees have not Met the requirements..
to keep proper accounting records in accordance with section 130 of the
Charities Act; and
to prepare accounts which accord with the accounting records and
comply with the accounting requirement of the Charities Act- or
to which, in my opinion, attention should be drawn in order to enable a proper
understanding of the accounts to be reached.
S.E. Brown FCA, CTA
2 Chancel Way
Charlton Kings
Cheltenham
Gloucestershire
GL53 7RR
9 October 2025

FRIENDS OF GLOUCESTERSHIRE ARCHIVES CIO
CHAIUTY IYUMBER 1165223
STATEMENT OF FINANCIAL ACTIVITIES
YEAR ENDED 31 MARCH 2025
Unrestrieted
Funds
Restricted
Funds
2025 Total
2024 Total
IDcoming Resources
Subs¢riptions= Ordinary
Subscriptions= Family
Subs¢riptions= Gr(>ups
Gift Aid
DonatioThs
Legacie5
Events
Interest
810
330
240
246
855
18,634
975
195
810
330
240
246
975
18,634
975
322
850
255
280
189
2,245
120
690
179
127
Total incoming resour¢¢s
22,285
247
22,532
4,688
Resources Expended
Purchases
Projects
Insurance and sub%riptions
Website
Events
Annual General Meeting
Sundries
819
120
5,000
939
5,000
95
234
660
595
95
234
660
95
198
855
71
86
86
Total resources expended
1,898
5,120
7,018
1,814
Net movement In funds
Reeoneili#tion of funds
Total funds brought forward
20,387
(4,873)
15,514
2,874
12,291
10,845
23,136
20,262
Total funds carrled forward
32,678
5,972
38,650
23.136

FRIENDS OF GLOUCESTERSHIRE ARCHIVES CIO
CHARITY NUMBER 1165223
BALANCE SHEET
31 MARCH 2025
Unrestricted Restricted
Fllnds
Funds
2025
Total
2024
Total
Note
Current assets
Debtors and prepayments
Bank current account
Bank deposit account
Bank deposit account-
Designated and Restricted
241
18,386
14,417
241
18,426
14.417
1,790
2,319
9,627
5,932
5,932
9,845
Total current assets
33,044
5,972
39,016
23,581
Current liabilities
Creditors and accruals
366
366
445
Total current liabilities
366
366
445
Total net assets
32,678
5,972
38,650
23,136
Funds of the Charlty
Unrestricted funds
Restricted funds
32.678
32,678
5,972
12,291
10,845
5,972
Total funds carried forward
32,678
5,972
38,650
23,136
For and on behalf of the Trustees
Claire Gibson,
Treasurer
9 October 2025

FRIENDS OF GLOUCESTERSHIRE ARCHIVES CIO
CHARITY NUMBER 1165223
NOTES TO THE ACCOUTrITS
FOR THE YEAR ENDED 31 MARCH 2025
ACCOUNTING POLICIES
Basis of accounting
These accounts have been prepared under the hislori¢al cost convention and in
accordance with the Charities Sial¢m¢nt of Re¢ommended Praetiee (FRS 102).
Recognition of incoming resourees
These are included in the Stateinent of Financial Activities when the charity becomes
entitled to the resource, the trustees are vittually certain they will receive the resourc¢s
and the monetary value can be measured with sufficient i'eliability.
Tax reclaims on donationy? gifts and subscriptlOll8
Gift Aid receivable is included in incotne when there is a valid declai'ation from the
donor. Any Gift Aid amount I'ecovered is considered lo be part of that donation, gift or
subs¢ription.
Recognition of outgoing resourees
Expenditure is generally recognised when a liability is incurred.
Debtors
Debtoi's are stated at the amount expected to be recovered.
Liability recognition
Liabilities are recognised where it is more likely than not that there is legal or
¢onstru¢tive obligation committing the Charity to pay out resources and th¢ amount of
the obligation can be measured with reasonable certainty.
DEBTORS AND PREPAYMENTS
2025
General Restricted
2024
Gener41
Total
Gift Aid
241
241
1,790
241
241
1,790
CREDITORS AND ACCRUALS
2025
Ceneral Reslrieled
2024
General
Total
Subscriptions r¢ceived in
advance
Donations
Pur¢has¢s
150
150
45
400
216
216
366
366
445

FRIENDS OF GLOUCESTERSHIRE ARCHIVES CIO
CHAIUTY NUMBER 1165223
NOTES TO THE ACCOUNTS- eont.
FOR THE YEAR ENDED 31 MARCH 2025
RESTRICTED FUNDS
Purchases
for GA
Witts
Young
Catalogue Catalogue
For the
Record
Totsl
Balance l April 2024
Receipts
5,047
62
5.485
62
313
10,845
247
120
120
120
5,109
5.000
5.547
316
11,092
5.120
P&yments
Balance 31 March
2025
109
5,547
316
5,972