2023-09-30-accounts - Suffolk Archives Foundation

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Trustees' Annual Report for the period From Period start date T Period end date Day Month Year o Day Month Year 1 10 2022 30 09 2023

Charity name Suffolk Archives Foundation (SAF) Other names charity is known by Registered charity number (if any) 1170463 Charity's principal address 57 Stratford Road Ipswich Postcode IP1 6EF

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	Peter Gray			SAF
2	Jane Riley			SAF
3	David Davies	Treasurer		SAF
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
	Names of the trustees for the charity, if any, (for example, any custodian trustees)
	Name		Dates acted if not for whole year

1 March 2012

TAR

Names and addresses of advisers (Optional information)

Type of adviser Name Address

Name of chief executive or names of senior staff members (Optional information)

Section B Structure, governance and management

Description of the charity’s trusts

Trust Deed Type of governing document (eg. trust deed, constitution ) CIO How the charity is constituted (eg. trust, association, company) Apart from the first charity trustees, every Trustee selection methods appointed trustee will be appointed for a term (eg. appointed by, elected by) 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.

Additional governance issues (Optional information)

You may choose to include additional information, where relevant, about:

policies and procedures adopted for the induction and training of trustees;
● the charity’s organisational structure and any wider network with which the charity works;
relationship with any related parties;
trustees’ consideration of major risks and the system and procedures to manage them.

Section C Objectives and activities

2 March 2012

TAR

Summary of the objects of the charity set out in its governing document Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)	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.
	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 by Suffolk County Council on ‘The Hold’ project.

Summary of the objects of the
charity set out in its governing
document
Summary of the main activities
undertaken for the public
benefit in relation to these
objects (include within this
section the statutory
declaration that trustees have
had regard to the guidance
issued by the Charity
Commission on public benefit)

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.

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 by Suffolk County Council on ‘The Hold’ project.

Additional details of objectives and activities (Optional information)

3 March 2012

TAR

You may choose to include further statements, where relevant, about:

policy on grantmaking;
policy programme related investment;
contribution made by volunteers.

Section D Achievements and performance

4 March 2012

TAR

Section D Achievements and performance

Summary of the main achievements of the charity during the year

With The Hold now completed and open, an official opening of The John Blatchly Local Studies Library was held in July 2023. We are liaising with Suffolk Archives with regard to transfer of funds raised for this project. A grant was also made for an Optelec Viewer to be used at The Hold. We also looked at the purchase of a donation station to be located at The Hold so that donations to support the Archives can be made by visitors using bank cards. We promoted all exhibitions held at The Hold via our website.

5 March 2012

TAR

Section E Financial review

Grants will be made periodically to Suffolk Brief statement of the County Council to support the delivery of the charity’s policy on reserves Hold following any successful fund raising activity. Reserves of £5k will be retained to ensure funds available for fund raising activity. Details of any funds materially in deficit Further financial review details (Optional information) You may choose to include additional information, where relevant about: ● the charity’s principal sources of funds (including any fundraising); ● how expenditure has supported the key objectives of the charity; ● investment policy and objectives including any ethical investment policy adopted. Section F Other optional information

Section G Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s)

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Full name(s) David James Davies

Position (eg Secretary, Chair, etc) Trustee & Treasurer

Date 15th May 2024

March 2012

TAR

	Suffolk Archives Foundation	Suffolk Archives Foundation	Suffolk Archives Foundation	Suffolk Archives Foundation		1170463	CC16a

	Receipts and payments accounts
	For the period from	Period s	tart date	To	Period e	nd date
			1 October 2022		30	September 2023

Section A Receipts and payments
	Unrestricted funds	Restricted funds		Endowment funds		Total funds	Last year
	to the nearest £	to the nearest £		to the nearest £		to the nearest £	to the nearest £
A1 Receipts
Donations	-	-		-		-	246
	-	-		-		-	-
	-	-		-		-	-
	-	-		-		-	-
	-	-		-		-	-
	-	-		-		-	-
	-	-		-		-	-
	-	-		-		-	-
*Sub total* (Gross income for AR)	-	-		-		-	246

A2 Asset and investment sales, (see table).
	-	-		-		-
	-	-		-		-	-
*Sub total*	-	-		-		-	-

*Total receipts*	-	-		-		-	246

A3 Payments
Refund of Grants	-	3,252		-		3,252	-
Expenses	-	174		-		174	-
Grant Optelec Viewer	-	3,395		-		3,395	-
	-	-		-		-	-
	-	-		-		-	-
	-	-		-		-	-
	-	-		-		-	-
	-	-		-		-	-
	-	-		-		-	-
*Sub total*	-	6,821		-		6,821	-

A4 Asset and investment purchases, (see table)
	-	-		-		-
	-	-		-		-
*Sub total*	-	-		-		-

*Total payments*	-	6,821		-		6,821	-

*Net of receipts/(payments)*	-	- 6,821		-		- 6,821	246
A5 Transfers between funds	-	-		-		-	-
A6 Cash funds last year end	15	42,486		-		42,501	42,501
*Cash funds this year end*	15	35,665		-		35,680	42,747


Section B Statement of assets and liabilities at the end of the period
Categories	Details			Unrestricted funds		Restricted funds	Endowment funds
				to nearest £		to nearest £	to nearest £
B1 Cash funds	Barclays Bank plc			15		35,665	-
				-			-
				-		-	-
	*Total cash fund* s			15		35,665	-
	(agree balances with receipts and payments account(s))			OK		OK	OK
				Unrestricted funds		Restricted funds	Endowment funds

	Details	to nearest £	to nearest £	to nearest £
B2 Other monetary assets		-	-	-
		-	-	-
		-	-	-
		-	-	-
		-	-	-
		-	-	-

	Details	Fund to which asset belongs	Cost (optional)	Current value (optional)
B3 Investment assets			-	-
			-	-
			-	-
			-	-
			-	-

	Details	Fund to which asset belongs	Cost (optional)	Current value (optional)
B4 Assets retained for the charity’s own use			-	-
			-	-
			-	-
			-	-
			-	-
			-	-
			-	-
			-	-
			-	-

	Details	Fund to which liability relates	Amount due (optional)	When due (optional)
B5 Liabilities			-
			-
			-
			-
			-

Signed by one or two trustees on behalf of all the trustees	Signature	Print Name		Date of approval