**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.| ## **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)** **Full name(s)** David James Davies **Position (eg Secretary, Chair, etc)** Trustee & Treasurer **Date** 15th May 2024 March **2012** **TAR** 6 ||**Suffolk Archives Foundation**|**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**|**Details**|**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| ||||||||||| |||||||||||