## **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|