## **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| |---|---|---|---| |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|| |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.|| |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| |---|---|---| - Inducted new trustees and encouraged trustees and members alike to sign up fo opportuni$es to par$cipate in AWM’s work - 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 - • 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 - 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 ## **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| |---|---|---| ||Performance of fundraising
activities against objectives
set
Para 1.41
n/a
Investment performance
against objectives
Para 1.41
n/a
Other| |---|---| ## **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~~||| |---|---|---| |~~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.| |---|---|---| |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| |---|---| ## **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)**| |---|---|---|---|---| |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|||| ||Clare Watson|||| ||Joanna Terry|||| ||Justine Pick|||| ||Elizabeth
Oxborrow-
Cowan|||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| Corporate trustees – names of the directors at the date the report was approved **----- Start of picture text -----**
Director name
**----- End of picture text -----**
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**| |---|---|---| |
**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**||| |||| |||| ## **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| |---|---|---| |||**21,397.20**| |**Accounts prepared by:**
**Independent Review**
**Examined and Certified Correct**|**Mary McKenzie**
**Date**
**Susan Tarr**
**Date**
45,093.00
12 June 2023| |---|---|