## **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