2021-09-30-accounts

Trustees’ Annual Report for the period

From: 1[st] October 2020 to 30[th] September 2021 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	£3,586 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	£42,255
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
	Jane Riley			SAF
	David Davies			SAF
	Paul Lopez	Treasurer		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) Paul Lopez Position (eg Secretary, Treasurer Chair, etc) Date 10/4/2022

Suffolk Archives Foundation 1170462

Receipts and payments accounts For the period 10/1/2019 To from

10/1/2019 9/30/2020 To

Section A Receipts and payments

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Unrestricted Restricted Endowment
Total funds
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
3,586 - 3,586
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
- 3,586 - 3,586
Sub total (Gross income for AR)
A2 Asset and investment sales,
(see table).
- - - -
- - - -
Sub total - - - -
Total receipts - 3,586 - 3,586
A3 Payments
- - - -
- -
- -
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
Sub total [ - ] - - -
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - -
Total payments - - - -
Net of receipts/(payments) - 3,586 - 3,586
A5 Transfers between funds - - - -
A6 Cash funds last year end 15 38,654 - 38,669
Cash funds this year end 15 42,240 - 42,255
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Section B Statement of assets and liabilities at the end of the period

			Unrestricted		Restricted
Categories	Details		funds		funds
B1 Cash funds	Barclays bank plc Total cash funds		to nearest £ 15 - - 15		to nearest £ 42,240 - - 42,240
	(agree balances with receipts and payments account(s))		OK	OK
			Unrestricted		Restricted
			funds		funds
B2 Other monetary assets	Details		to nearest £ - - - - - -		to nearest £ - - - - - -
B3 Investment assets	Details		Fund to which asset belongs	Cost (optional) - - - - -
B4 Assets retained for the	Details		Fund to which asset belongs	Cost (optional) -
charity’s own use					- - - - - - - -
			Fund to which		Amount due
B5 Liabilities	Details		liability relates		- - - - - (optional)
Signed by one or two trustees on behalf of all the trustees		Signature	Print	Name
			Peter Gray
			Paul	Lopez

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CC16a
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Last year

to the nearest £

-

-

-

-

Endowment funds

to nearest £ - - - -

OK

Endowment funds to nearest £ - - - - - -

Current value (optional) - - - - -

Current value (optional)

When due (optional)

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Date of
approval
4/10/2022
4/10/2022
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