Trustees’ Annual Report for the period
From 1 April 2022 Period start date To 31 March 2023 Period end date
Charity name: Archives West Midlands
Charity registration number: 1168386
Objectives and Activities
| SORP reference | a |
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|---|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The objects of Archives West Midlands are to advance education for the public benefit by supporting the collection, storage, preservation o 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 th have shaped the region |
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| Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. |
Para 1.17 and 1.19 |
The No Barriers project which employed a positive action trainee who focused on the language used in collections and created guidelines for use by members. AWM also has created an Equality, Diversity, Inclusion and Belonging self-assessment tool available free to all archives. |
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| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 |
Additional information (optional)
You may choose to include further statements where relevant about:
SORP reference AWM does not award grants Para 1.38 Policy on grant making
Para 1.38 Policy on social investment including program related investment AWM’s trustees carry out their duties in a voluntary capacity. Para 1.38 Contribution made by volunteers Other
Achievements and Performance
SORP reference
| Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole. |
Para 1.20 | • Con$nued to celebrate the region’s archives and their importance as irreplaceable cultural assets which tell the story of the West Midlands • Maintained our support for Member services as they con$nued to emerge an develop following the successive pandemic lockdowns • Inducted new trustees and encouraged trustees and members alike to sign up fo opportuni$es to par$cipate in AWM’s work • Reviewed AWM’s strategy and started planning an innova$ve programme of ac$vity for the coming 5 years • Delivered two strategy workshops for members, enabling staf from services across the region to come together to inform AWM’s strategy development an plan for the future • Maintained momentum with our Digital Progress programme with events and discussion opportuni$es, and celebrated feedback that all AWM members now feel confdent that they meet the Na$onal Digital Stewardship Alliance (NDSA) Level 1 • Completed the ‘No Barriers’ project, par funded by The Na$onal Archives and the Archives and Records Associa$on • Delivered a workshop to test the concep of developing an EDIB self-assessment tool • Refreshed our approach to the AWM website and social media presence, sharing the success stories of our members and showcasing the work of our network |
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Inducted new trustees and encouraged trustees and members alike to sign up fo opportuni$es to par$cipate in AWM’s work
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Delivered two strategy workshops for members, enabling staff from services across the region to come together to inform AWM’s strategy development and plan for the future
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• Maintained momentum with our Digital Progress programme with events and discussion opportuni$es, and celebrated feedback that all AWM members now feel confident that they meet the Na$onal Digital Stewardship Alliance (NDSA) Level 1
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Completed the ‘No Barriers’ project, par funded by The Na$onal Archives and the Archives and Records Associa$on
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• Delivered a workshop to test the concep of developing an EDIB self-assessment tool
Additional information (optional)
You may choose to include further statements where relevant about:
| Achievements against objectives set |
Para 1.41 | Please see our annual report at hRps:// www.archiveswestmidlands.org.uk/news/ archives-west-midlands-annual- review-2022-2023 |
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| Performance of fundraising activities against objectives set Para 1.41 n/a Investment performance against objectives Para 1.41 n/a Other |
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Financial Review
| inancial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | Total receipts for the year were £9250, and total payments were £7828. The No Barriers project was accounted for separately and there was an additional cost to Archives West Midlands of £972. The bank balance at 31 March 2023 was £21397. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | We began work on a reserves policy which will ensure that we hold a typical year’s spend on overheads in reserve. This policy and the value of the reserve will be confirmed during 2023/4. |
| Amount of reserves held | Para 1.22 | Currently under discussion |
| Reasons for holding zero reserves |
Para 1.22 | N/A |
| Details of fund materially in deficit |
Para 1.24 | N/A |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 |
N/A |
Additional information (optional)
You may choose to include further statements where relevant about:
| The charity’s principal sources of funds (including any fundraising) |
Para 1.47 | Members’ subscriptions. |
|---|---|---|
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | N/A |
| A description of the principal risks facing the charity |
Para 1.46 | Significant drop in membership and the consequent loss of subscription revenue Failure to recruit appropriate trustees Capacity constraints and skills gaps which affect programme delivery and the overall offer to members |
| Other |
Structure, Governance and Management
| Description of charity’s ~~tt~~ |
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|---|---|---|
| ~~russ:~~ Type of governing document |
Para 1.25 | Constitution |
| ~~(trust deed royal charter)~~ How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | CIO |
| Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or |
Para 1.25 | Advertising on our website, targeting those with an interest in or experience of archives, interviewing by the chair and/or other officers and trustees. Voted on at a Trustee meeting. |
| ~~more trustees~~ |
Additional information (optional)
You may choose to include further statements where relevant about:
| Policies and procedures adopted for the induction and training of trustees |
Para 1.51 | A job description sheet. Short online induction meeting with the Chair and other trustees. |
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| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | A board of 12 Trustees who stand for 3 year periods, up to a maximum of 9 consecutive years. The Board meets quarterly. We hold an AGM to which all subscription members are invited. |
| Relationship with any related parties |
Para 1.51 | The National Archives is the sector lead for archives and has a representative who sits on the board. The professional body for archivists, the Archives and Records Association also has a representative on the board, as does the Information and Records Management Society. |
| Other |
Reference and Administrative details
| Charity name | Archives West Midlands |
|---|---|
| Other name the charity |
AWM |
| ~~uses~~ Registered charity number |
1168386 |
| Charity’s principal address Warwickshire County Record Office Priory Park Cape Road Warwick CV34 4JS |
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Names of the charity trustees who manage the charity
| Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (if any) |
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|---|---|---|---|---|
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 |
Caroline Sampson |
Chair | ||
| Richard Lewis | Secretary | |||
| Mary McKenzie |
Treasurer | |||
| Janene Cox | ||||
| Carys Fyson | ||||
| David Owen | ||||
| Rob Dakin | ||||
| Pedro Cravinho |
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| Clare Watson | ||||
| Joanna Terry | ||||
| Justine Pick | ||||
| Elizabeth Oxborrow- Cowan |
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Corporate trustees – names of the directors at the date the report was approved
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Director name
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Name of trustees holding title to property belonging to the charity
Trustee name Dates acted if not for whole year
Funds held as custodian trustees on behalf of others
Description of the assets held N/A in this capacity
Name and objects of the N/A charity on whose behalf the assets are held and how this falls within the custodian charity’s objects
Details of arrangements for N/A safe custody and segregation of such assets from the charity’s own assets
Additional information (optional)
Names and addresses of advisers (Optional information)
Type of Name Address adviser Name of chief executive or names of senior staff members (Optional info
N/A
Exemptions from disclosure
Reason for non-disclosure of key personnel details
No employees.
Other optional information
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behal ~~f of the charity’s trustees~~ Signature(s)
Full name(s) Caroline Louise Sampson
Position (eg Chair Secretary, Chair, etc)
Date 4/01/2024
ARCHIVES WEST MIDLANDS
Statement of Accounts for the Year
| Year Ended Year Ended 31/03/2022 31/03/2023 £ £ RECEIPTS: Subscriptions 8,000.00 9,000.00 Training Fees 270.00 - Sponsorship - Annual Review 250.00 250.00 TOTAL RECEIPTS: 8,520.00 9,250.00 PAYMENTS: Annual review 1,095.00 1,093.50 Events and training 1,194.00 4,663.24 Administration 942.64 1,459.79 Website - Hosting and Maintenance 552.00 552.00 Finance Costs Bank Charges 20.00 60.00 TOTAL PAYMENTS: 3,803.64 7,828.53 Income less Expenditure in Year Before Project 4,716.36 1,421.47 No Barriers Project Grants TNA 9,250.00 Other 500.00 9,750.00 Grant Carried Forward 54% of future spend (5,265.00) 4,485.00 5,265.00 Payments in Year (6,635.55) (6,237.69) Cost to AWM (2,150.55) (972.69) Total Income less Expenditure in Year 2,565.81 448.78 Reserves Balance Brought Forward 18,382.61 20,948.42 Reserves Balance Carried Forward 20,948.42 21,397.20 |
Year Ended Year Ended 31/03/2022 31/03/2023 £ £ RECEIPTS: Subscriptions 8,000.00 9,000.00 Training Fees 270.00 - Sponsorship - Annual Review 250.00 250.00 TOTAL RECEIPTS: 8,520.00 9,250.00 PAYMENTS: Annual review 1,095.00 1,093.50 Events and training 1,194.00 4,663.24 Administration 942.64 1,459.79 Website - Hosting and Maintenance 552.00 552.00 Finance Costs Bank Charges 20.00 60.00 TOTAL PAYMENTS: 3,803.64 7,828.53 Income less Expenditure in Year Before Project 4,716.36 1,421.47 No Barriers Project Grants TNA 9,250.00 Other 500.00 9,750.00 Grant Carried Forward 54% of future spend (5,265.00) 4,485.00 5,265.00 Payments in Year (6,635.55) (6,237.69) Cost to AWM (2,150.55) (972.69) Total Income less Expenditure in Year 2,565.81 448.78 Reserves Balance Brought Forward 18,382.61 20,948.42 Reserves Balance Carried Forward 20,948.42 21,397.20 |
Year Ended Year Ended 31/03/2022 31/03/2023 £ £ RECEIPTS: Subscriptions 8,000.00 9,000.00 Training Fees 270.00 - Sponsorship - Annual Review 250.00 250.00 TOTAL RECEIPTS: 8,520.00 9,250.00 PAYMENTS: Annual review 1,095.00 1,093.50 Events and training 1,194.00 4,663.24 Administration 942.64 1,459.79 Website - Hosting and Maintenance 552.00 552.00 Finance Costs Bank Charges 20.00 60.00 TOTAL PAYMENTS: 3,803.64 7,828.53 Income less Expenditure in Year Before Project 4,716.36 1,421.47 No Barriers Project Grants TNA 9,250.00 Other 500.00 9,750.00 Grant Carried Forward 54% of future spend (5,265.00) 4,485.00 5,265.00 Payments in Year (6,635.55) (6,237.69) Cost to AWM (2,150.55) (972.69) Total Income less Expenditure in Year 2,565.81 448.78 Reserves Balance Brought Forward 18,382.61 20,948.42 Reserves Balance Carried Forward 20,948.42 21,397.20 |
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No Barriers Project Grants TNA Other Grant Carried Forward 54% of future spend Payments in Year Cost to AWM Total Income less Expenditure in Year Reserves Balance Brought Forward Reserves Balance Carried Forward |
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CURRENT BALANCE
| Bank HSBC - Current account balance Debtors and prepayments Accruals TNA Grant for Future Expenditure |
26,213.42 0.00 (5,265.00) 20,948.42 |
21,397.20 0.00 0.00 |
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| 21,397.20 |
| Accounts prepared by: Independent Review Examined and Certified Correct |
Mary McKenzie Date Susan Tarr Date 45,093.00 12 June 2023 |
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