| Trustees' Annual Report for the period | Trustees' Annual Report for the period | Trustees' Annual Report for the period | Trustees' Annual Report for the period | Trustees' Annual Report for the period | Trustees' Annual Report for the period | Trustees' Annual Report for the period | Trustees' Annual Report for the period | Trustees' Annual Report for the period | Trustees' Annual Report for the period | Trustees' Annual Report for the period | Trustees' Annual Report for the period | Trustees' Annual Report for the period | ||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| From | Period start date | T o |
Period end date | |||||||||||||
| 1 | April | 2021 | 31 | March | 2022 | |||||||||||
| Section A | Reference and administration details | |||||||||||||||
| Charity name | Archives West Midlands | |||||||||||||||
| Other names charity is known by | AWM | |||||||||||||||
| Registered charity number (if any) | 1168386 | |||||||||||||||
| Charity's principal address | ℅ Warwickshire County Record Office | |||||||||||||||
| Priory Park, Cape Road | ||||||||||||||||
| Warwick | ||||||||||||||||
| Postcode | CV34 4JS | |||||||||||||||
| Names of the charity trustees who manage the charity Trustee name Office (if any) Dates acted if not for whole year 1 Janene Cox Chair 2 Mary McKenzie Treasurer 3 James Ranahan Secretary 4 Alannah Tomkins 5 Joanna Terry 6 David Owen 7 Richard Lewis 8 Elizabeth Oxborrow-Cow- an 9 Clare Watson |
Name of person (or body) entitled to appoint trustee (if any) Archives West Midlands Archives West Midlands Archives West Midlands Archives West Midlands Archives West Midlands Archives West Midlands Archives West Midlands Archives West Midlands |
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| Archives West Midlands |
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10 Robin Dakin
24/9/2021 Elected Archives West Midlands 24/9/2021 Elected Archives West Midlands
11[Carys Fyson] 12 Pedro Cravinho 13 14 15 16 17 18 19 20
24/9/2021 Elected
Archives West Midlands
Names of the trustees for the charity, if any, (for example, any custodian trustees)
Name Dates acted if not for whole year
Names and addresses of advisers (Optional information)
Type of adviser Name Address
Name of chief executive or names of senior staff members (Optional information)
Section B Structure, governance and management
Description of the charity’s trusts
Type of governing document Constitution
- (eg. trust deed, constitution)
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How the charity is constituted Charitable Incorporated Organisation
(eg. trust, association, company)
Trustee selection methods
Elected by the Trustees and Members at the AGM.
(eg. appointed by, elected by)
Additional governance issues (Optional information)
You may choose to include additional information, where relevant, about:
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policies and procedures adopted for the induction and training of trustees;
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the charity’s organisational structure and any wider network with which the charity works;
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relationship with any related parties;
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trustees’ consideration of major risks and the system and procedures to manage them.
The charity is run by its trustees, who have expertise in the Education, charitable and heritage sectors. The chair is Janene Cox OBE, Assistant Director- Culture, Rural and Safer Communities, Staffordshire County Council. Four trustees are employed by Local Authorities within the region, two work for charities, and another is a consultant and all work within the cultural, archive and records sector. The National Archives have an observing brief at Archives West Midlands Trustee and Member meetings. The trustees, who are all volunteers, manage the organisation which has no employees. Katherine Seddon provides administrative support to the charity on a self-employed basis which is limited to one or two days a month. Key risks to AWM were identified as: AWM is funded mostly by subscription, therefore in times of austerity members may have to leave and there would be fewer subscriptions and less money to fund or support projects. In mitigation of this risk, AWM needs to remain as relevant and important to its members on a day to day basis so they and their organisations see the value that the membership brings to their wider organisation. Activities would also be tailored to the actual budget and AWM already has proper safeguards in place to check expenditure. AWM’s operating costs are minimal: meeting costs and the annual review so there is no need for a contingency. The other major risk to AWM would be the loss of key individuals so AWM needs to insure succession planning for all of the Board members.
Section C Objectives and activities
Summary of the objects of the charity set out in its governing document
The objects of ARCHIVES WEST MIDLANDS (AWM) are to advance education for the public benefit by supporting the collection, storage, preservation of and access to archival materials relating to the West Midlands region and to support work that increases the public understanding and appreciation of the people, places and events that have shaped the region.
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Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)
As an independent strategic partnership Archives West Midlands provides a coherent voice for the region’s archives. It seeks to maximise the benefits of working together in terms of shared projects and funding opportunities. It does this by promoting the importance of archives as vital regional assets; by encouraging the highest standards of archive work and supporting members to achieve accreditation and re-accreditation; by encouraging investment in and exploring a potential regional solution for digital preservation; by developing, supporting and raising funds for regional (or sub-regional) projects; and by developing a volunteer strategy, scheme and training approach to build skills and employability, community engagement, health and wellbeing, and tourism.
Additional details of objectives and activities (Optional information)
All the Trustees are volunteers.
You may choose to include further statements, where relevant, about:
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policy on grantmaking;
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policy programme related investment;
-
contribution made by volunteers.
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Section D Achievements and performance
| Summary of the main achievements of the charity during the year |
2021/22 is AWM’s sixth year as an independent organisation work- ing to advance learning and education for public benefit by sup- porting the collection, storage, preservation, promotion and ac- cess to archival materials relating to the West Midlands. The net- work has continued to grow and its joint working enables its mem- bers to be stronger and better placed to advocate and promote the importance of their collections. There is no doubt that the next 12 months will be equally challenging, particularly for Local Au- thority services, and as a result the leaders of archives services and collections, their workforce and volunteers will have to deal with further challenge and change. AWM believes that it is well placed to provide effective support, access to relevant training and en- sure that its Members' voice informs the network’s overall strategic direction. During 2021/22 we have: • Continued to promote and celebrate the importance of archives as vital regional assets • Effectively supported our members and their services to re- cover safely from the impacts of the pandemic ensuring that learning has been shared and innovation celebrated. • Continued to develop our digital progress programme through a range of training days all of which have been aimed at building the skills and confidence of our members in digital preservation. • Launched in 2021 we have funded, developed and begun the delivery of the ‘No Barriers project’ with support from The National Archive’ Networks for Change’ funding stream and funding from The Archives and Records Association (UK and Ireland) which was launched in 2021. We committed to share our learning from this project and began that process with a presentation at DCDC during 2021. A full report on this important project is found within this publication. • Continued to use social media and our website to effect- ively showcase and encourage engagement with our re- gion’s archive collections. • Through the delivery of a ‘Health Check’ workshop we have supported those members who are working towards accreditation and / reaccreditation. • Via an external recruitment campaign we successfully re- cruited three new Trustees ensuring that we broadened the experience and profile of our board |
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Section E Financial review
Brief statement of the charity’s policy on reserves
As the charity with no direct employees or building infrastructure, we aim to have in reserve a three-month buffer of £3500 which is sufficient to cover any normal expenditure. This will be revised in light of any major project being undertaken. At the end of the financial year 31/03/2022 the charity had funds in excess of £20,000.
Details of any funds materially in deficit
Further financial review details (Optional information)
You may choose to include adArchives West Midlands is a subscription-based organisation, so its ditional information, where relprincipal source of funds is subscriptions from its members. evant about:
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the charity’s principal sources of funds (including any fundraising);
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how expenditure has supported the key objectives of the charity;
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investment policy and objectives including any ethical investment policy adopted.
Section F Other optional information
Section G Declaration
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
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Signature(s)
Full name(s) Janene Cox
Position (eg Secretary, Chair Chair, etc)
Date 15th August 2022
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