Trustees’ Annual Report for the period
From 1 April 2023 Period start date To 31 March 2024 Period end date
Charity name: Archives West Midlands
Charity registration number: 1168386
Objectives and Activities
| SORP reference | ||
|---|---|---|
| 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 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 |
| 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 |
AWM has created an Equality, Diversity, Inclusion and Belonging self-assessment tool as a follow-up to its No Barriers project. The tool is available free to all archives. AWM ran two workshops on the tool. |
| ~~accounts~~ 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 | |
|---|---|
| Para 1.38 | |
| Policy on grant making | |
| Para 1.38 | |
| Policy on social investment | |
| including program related | |
| investment |
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$nued to celebrate the region’s archives and their importance as irreplaceable cultural assets which tell the story of the West Midlands • Maintained our support for member services as the world embraces new ways of delivering services following the pandemic • Inducted a new trustee and begun planning for the departure of our three infuen$al founding trustees • Maintained momentum with the Digital Progress Programme with events and discussion opportuni$es • Launched the EDIB-SAT to very posi$ve feedback and with record aHendance from across the sector • Begun to share responsibili$es for diferent aspects of AWM’s work among our trustees, drawing on their valuable skills and experience • Delivered a total of 6 workshops and events on topics ranging from digital records to community archives and inclusion • Maintained a strong website and social media presence, sharing the success stories of our members and showcasing the work of our network |
Additional information (optional)
You may choose to include further statements where relevant about:
| Achievements against objectives set Para 1.41 Performance of fundraising activities against objectives set Para 1.41 Investment performance against objectives Para 1.41 Other |
|
|---|---|
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | Total receipts for the year were £9446.86 and total payments were £4572.37. The No Barriers project was accounted for separately and there was an additional cost to AWM of £1977.42 to cover the creation of the EDIB Self Assessment Test document. An agreed £10,000.00 has been set aside for the Beyond the Barriers project which has also been accounted for separately. The bank balance at 31 March 2024 was £14294.27. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | AWM’s annual spend on overheads is approximately £3.2K per annum and the income from current subscriptions is £9K. A reserve of £3.5K representing almost 49% of the annual operating budget is suggested. |
| Amount of reserves held | Para 1.22 | £3500.00 |
| Reasons for holding zero reserves |
Para 1.22 | |
| Details of fund materially in deficit |
Para 1.24 | |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 |
Additional information (optional)
You may choose to include further statements where relevant about:
Members’ subscriptions. The charity’s principal sources of funds (including Para 1.47 any fundraising) Investment policy and objectives including any Para 1.46 social investment policy adopted
| A description of the principal risks facing the charity Para 1.46 The standing down of three founding Trustees who have reached the maximum term of office of nine years. [Trustee recruitment campaign successfully completed at AGM in September 2024] Reduction in membership levels and associated subscription levels. Membership levels remain steady and ~~no significant reduction is anticipated~~ Other |
|
|---|---|
Structure, Governance and Management
| Description of charity’s |
||
|---|---|---|
| ~~trusts:~~ Type of governing document (trust deed, royal charter) |
Para 1.25 |
Constitution |
| 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 more trustees |
Para 1.25 | Trustee posts are advertised on the website and specify an interest in archives or experience of archives. Candidates are invited to submit their CV and a email to the Chair. An online interview is conducted by the chair and/ or other officers and trustees. The prospective trustee is invited to attend a trustee meeting before committing. A vote is taken at either a Trustee meeting or the AGM. |
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 Secretary. |
|---|---|---|
| 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, maximum of 9 consecutive years who report to the subscription members via the Annual General Meeting. |
| Relationship with any related parties |
Para 1.51 | The National Archives is the sector lead for archives and has an observer who attends Board meetings. The professional body for archivists, the Archives and Records Association also has an observer 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 uses AWM Registered charity number 1168386 Charity’s principal address Warwickshire County Record Offce 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 | ||||
| Rob Dakin | ||||
| Pedro Cravinho |
||||
| Elizabeth- Oxborrow- Cowan |
||||
| Justine Pick | ||||
| Joanna Terry | ||||
| Clare Watson | ||||
| Eleanor Cook | 15/1/24-31/3/24 | Trustees of AWM | ||
Corporate trustees – names of the directors at the date the report was approved
Director name
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 in this capacity
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects
Details of arrangements for 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 ~~information)~~
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 behalf of the charity’s trustees
Signature(s)
Full name(s) Caroline Sampson ~~ee ee~~
Position (eg Chair Secretary, Chair, etc) Date 7 November 2024 ~~|~~
ARCHIVES WEST MIDLANDS
RECEIPTS/PAYMENTS ACCOUNT FOR YEAR TO 31 March 2024
| RECEIPTS: | 2022/23 | 2023/24 | ||
|---|---|---|---|---|
| Subscriptions | 9,000.00 | 8,500.00 | ||
| Training fees | 696.86 | |||
| Sponsorship | 250.00 | 250.00 | ||
| TOTAL RECEIPTS: | 9,250.00 | 9,446.86 | ||
| PAYMENTS: | ||||
| Annual review | 1,093.00 | 1,383.00 | ||
| Events and training | 4,663.24 | 1,184.98 | ||
| Administration | 1,459.79 | 1,392.39 | ||
| Website | 552.00 | 552.00 | ||
| Bank charges | 60.00 | 60.00 | ||
| TOTAL PAYMENTS: | 7,828.03 | 4,572.37 | ||
| Income less Expenditure in Year | 1,421.97 | 4,874.49 | ||
| No Barriers project | ||||
| Grant utilised | 5,265.00 | |||
| Additional funding | 722.58 | |||
| Payments in year | (6,635.55) | (2,700.00) | ||
| Cost to AWM | 972.69 | (1,977.42) | ||
| Receipts Less Payments | 448.78 | 2,897.07 | ||
| Balance Brought Forward | 20,948.42 | 21,397.20 | ||
| Balance Carried Forward | 21,397.20 | 24,294.27 | ||
| HSBC | ||||
| Unrestricted Funds | 21,397.20 | 14,294.27 | ||
| Restricted Funds | 10,000.00 | |||
| 21,397.20 | 24,294.27 |
During the Year £10,000 was committed to Beyond the Barriers Project and moved to Restricted Funds
| Accounts prepared by: | Mary McKenzie | Date |
|---|---|---|
| 11 May 2024 | ||
| Independent Review | Susan Tarr | Date |
| Examined and Certified Correct | Examined and Certified Correct | |
| Suenlace | 14 May 2024 |