Trustees’ Annual Report for the period
From: 1[st] October 2019 to 30[th] September 2020 Charity name: Suffolk Archives Foundation (SAF)
Charity registration number: 1170463
Objectives and Activities
| SORP reference |
||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The advancement of education for the public benefit by means of grants, human resources, educational services, advocacy and advice to promote, maintain and improve the archive service in Suffolk. |
| 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 |
To undertake a wide range of activities to assure the preservation, accessibility and recovery of Suffolk’s nationally and internationally significant archives. The CIO initially focused on providing grants to support the building and equipping of a new archive and heritage centre in Ipswich. This facility, is called ‘The Hold’ has been built through a partnership between the Suffolk County Council and the University of Suffolk. Although the CIO will be independent of both Suffolk County Council and The University of Suffolk, close liaison with the project is planned; however, the CIO will not undertake any activities in the furtherance of the running of these businesses. Initial fundraising for this project was begun by The Friends of Suffolk Record Office. The new CIO will now take the major role in fundraising for ‘The Hold’ and future significant projects of its type deemed necessary to support the archive service, beginning with the transfer of funds raised to date. This will allow The Friends of Suffolk Record Office to focus on their main objects; that being the purchase of at risk archives relevant to the county. The formation of the CIO is not intended to exclude the Friends of Suffolk Record Office or any other local history charity fundraising for the archive service. It is anticipated that the CIO is supporting future projects of this nature which aim to improve the facilities and services of all branches of the Suffolk Archive Service. The CIO is being run by trustees with a broad range of experience in both fundraising and the archive sector, and benefits from advice of the qualified professionals employed bySuffolk CountyCouncil on ‘The Hold’project. |
| Statement confirming whether the trustees have had regard to the guidance issued bythe |
Para 1.18 | The trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Charity Commission on public benefit
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 | Supporting grant applications led by Suffolk County Council, collaborating with FoSRO ‘John Blatchly Local Studies Library’ campaign’ and preparing for 2019 fund-raising activity. |
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | £3.326 funds raised. Nothing spent. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | Grants will be made periodically to Suffolk County Council to support the delivery of the Hold following any successful fund raising activity. Reserves of £5k will be retained to ensure funds available for fund raisingactivity. |
| Amount of reserves held | Para 1.22 | £35,003 |
| Reasons for holding zero reserves |
Para 1.22 | |
| Details of fund materially in deficit |
Para 1.24 | |
| Explanation of any uncertainties about the charity continuingas agoingconcern |
Para 1.23 |
Structure, Governance and Management
| Description of charity’s trusts: | ||
|---|---|---|
| Type of governing document (trust deed,royal charter) |
Para 1.25 | Trust Deed |
| 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 | Apart from the first charity trustees, every appointed trustee will be appointed for a term of three years by a resolution passed at a properly convened meeting of the charity trustees. In selecting individuals for appointment as appointed charity trustees, the charity trustees will have regard to the skills, knowledge and experience needed for the effective administration of the CIO. |
Reference and Administrative details
| Charityname | Suffolk Archives Foundation |
|---|---|
| Other name the charityuses | |
| Registered charitynumber | 1170463 |
| Charity’s principal address | 15 Elsmere Road Ipswich IP1 3SZ |
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 (ifany) |
|
|---|---|---|---|---|
| Peter Gray | Chair | SAF | ||
| Paul Lopez | Treasurer | SAF | ||
| Jane Riley | SAF | |||
| David Davies | SAF | |||
– Corporate trustees names of the directors at the date the report was approved
Director name None
Name of trustees holding title to property belonging to the charity
| Trustee name | **Dates acted if not for whole year ** | |
|---|---|---|
| None | ||
Funds held as custodian trustees on behalf of others
Description of the assets None 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
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) Position (eg Secretary, Chair, etc) Date |
||
|---|---|---|
| Paul Lopez | ||
Treasurer |
||
| Draft | ||
| Draft |
| Suffolk Archives Foundation | Suffolk Archives Foundation | 1170462 | ||
|---|---|---|---|---|
| Receipts andpayments accounts | CC16a | |||
| For the period from |
01/10/2019 | To | 30/09/2020 |
| Section A Receipts and payments | Section A Receipts and payments | |||||
|---|---|---|---|---|---|---|
| A1 Receipts | Unrestricted funds to the nearest £ 3 - - - - - - - 3 - - - 3 - - - - - - - - - - - 3 - 12 15 |
Restricted funds to the nearest £ 4,410 - - - - - - - 4,410 - - - 4,410 67 160 500 - - - - - - 727 - - - 727 3,683 - 34,971 38,654 |
Endowment funds to the nearest £ |
Total funds to the nearest £ 4,413 - - - - - - - 4,413 - - - 4,413 67 160 500 - - - - - - 727 - - - 727 3,686 |
Last year to the nearest £ |
|
| 3 | - - - - - - - - - |
4,413 | - | |||
| - | - | - | ||||
| - | - | - | ||||
| - | - | - | ||||
| - | - | - | ||||
| - | - | - | ||||
| - | - | - | ||||
| - | - | - | ||||
| Sub total(Gross income for AR) |
3 | 4,413 | - | |||
| A2 Asset and investment sales, (see table). |
||||||
| - | - - - |
- | ||||
| - | - | - | ||||
| Sub total | - | - | - | |||
| Total receipts A3 Payments |
||||||
| - | 4,413 | - | ||||
| Domain costs | - - - - - - - - - - |
67 | - | |||
| MYM Design costs | 160 | - | ||||
| MYM Bindingcosts | 500 | - | ||||
| - | - | - | ||||
| - | - | - | ||||
| - | - | - | ||||
| - | - | - | ||||
| - | - | - | ||||
| - | - | - | ||||
| **Sub total ** | - | 727 | - | |||
| A4 Asset and investment purchases, (see table) |
||||||
| - | - - - |
- | ||||
| - | - | |||||
| **Sub total ** | - | - | - | |||
| Total payments Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end |
||||||
| - | 727 | - | ||||
| 3 | 3,683 | - | 3,686 |
- | ||
| - | - | - - |
- | - | ||
| 12 | 34,971 | 34,983 | - | |||
| 15 | 38,654 | - | 38,669 | - |
CCXX R1 accounts (SS)
09/04/2021
1
Section B Statement of assets and liabilities at the end of the period
| Categories Signed by one or two trustees on behalf of all the trustees B5 Liabilities B3 Investment assets B2 Other monetary assets B4 Assets retained for the charity’s own use B1 Cash funds |
Details Details Total cash funds (agree balances with receipts and payments account(s)) Barclays bank plc Details Details Details Signature |
Unrestricted funds Restricted funds to nearest £ to nearest £ 15 38,653 - - - - 15 38,653 OK Agreement Error Unrestricted funds Restricted funds to nearest £ to nearest £ - - - - - - - - - - - - Fund to which asset belongs Cost (optional) - - - - - Fund to which asset belongs Cost (optional) - - - - - - - - - Fund to which liability relates Amount due (optional) - - - - - Print Name Peter Gray Paul Lopez |
Endowment funds to nearest £ |
|---|---|---|---|
| - | |||
| - | |||
| - | |||
| - | |||
| OK | |||
| Endowment funds to nearest £ |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Current value (optional) |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Current value (optional) |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| When due (optional) |
|||
| Date of approval |
|||
| Peter Gray | 04/03/2021 | ||
| Paul Lopez |
CCXX R2 accounts (SS)
09/04/2021
2