Suffolk Archives Foundation (SAF) ## **Trustees' Annual Report for the period** **From** Period start date **T** Period end date Day Month Year **o** Day Month Year 1 10 2023 30 09 2024 ## Section A Reference and administration details ~~ee~~ **Charity name** **Other names charity is known by** **Registered charity number (if any)** 1170463 ~~a~~ **Charity's principal address** 57 Stratford Road Ipswich **Postcode IP1 6EF** ## **Names of the charity trustees who manage the charity** |1 Peter Gra
2 David Davies
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20|**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 David Davies
Treasurer
SAF
~~ee ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee eee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee eee~~
~~ee~~
~~ee~~
~~ee~~|**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 David Davies
Treasurer
SAF
~~ee ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee eee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee~~
~~ee eee~~
~~ee~~
~~ee~~
~~ee~~| |---|---|---| ||**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** 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 **Summary of the objects of the** archive service in Suffolk. **charity set out in its governing document Mission:** To undertake a wide range of activities ensuring the preservation, accessibility, and recovery of Suffolk’s nationally and internationally significant archives. **Initial Focus:** The CIO (Charitable Incorporated Organisation) was initially established to provide grants supporting the construction and equipping of The Hold, a new archive and heritage centre in Ipswich. This facility was developed through a partnership between Suffolk County Council and the University of Suffolk. While the CIO operates independently of both institutions, it maintains close collaboration with the project. However, the CIO will not engage in activities related to the day-to-day operations of these **Summary of the main activities** organisations. **undertaken for the public benefit in relation to these Fundraising & Collaboration: objects (include within this** Initial fundraising for The Hold was led by The Friends of Suffolk Record **section the statutory** Office. Moving forward, the CIO will take the lead in fundraising for The **declaration that trustees have** Hold and future major projects essential to supporting Suffolk’s archive **had regard to the guidance** service. This includes the transfer of existing funds raised, enabling The **issued by the Charity** Friends of Suffolk Record Office to focus on their primary objective: **Commission on public benefit)** acquiring at-risk archives relevant to the county. The establishment of the CIO does not exclude The Friends of Suffolk Record Office or other local history charities from fundraising for the archive service. Instead, it aims to complement their efforts. **Future Role:** The CIO is expected to support future projects that enhance the facilities and services of the Suffolk Archive Service. **Governance & Expertise:** The CIO is governed by trustees with extensive experience in fundraising and the archive sector. It also benefits from professional advice provided by Suffolk County Council’s qualified experts involved in 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 We were down to two trustees at the end of this financial year which **Summary of the main** limited our ability to make new decisions. We are actively recruiting for **achievements of the charity** Trustees. We are liaising with Suffolk Archives with regard to transfer of **during the year** funds raised for The John Blatchly Local Studies Library. We promoted all exhibitions held at The Hold via our website. We were also able to facilitate the transfer of funds from a local family history society to Suffolk Archives for the upkeep of their collection of records. 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** **----- Start of picture text -----**
Signature(s) ‘ON. Dea
Full name(s) David James Davies
ee
Position (eg Secretary, Chair, etc) Trustee & Treasurer
Date
10th July 2025
**----- End of picture text -----**
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 2023||30|September 2024||||| ||||||||||||| |**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|**-**||**1,436**||**-**||**1,436**||**-**||| ||**-**||**-**||**-**||**-**||**-**||| ||**-**||**-**||**-**||**-**||**-**||| ||**-**||**-**||**-**||**-**||**-**||| ||**-**||**-**||**-**||**-**||**-**||| ||**-**||**-**||**-**||**-**||**-**||| ||**-**||**-**||**-**||**-**||**-**||| ||**-**||**-**||**-**||**-**||**-**||| |**_Sub total_**
_(Gross income for_
_AR)_|**-**||**1,436**||**-**||**1,436**||**-**||| ||||||||||||| |**A2 Asset and investment**
**sales, (see table).**|||||||||||| ||**-**||**-**||**-**||**-**||||| ||**-**||**-**||**-**||**-**||**-**||| |**_Sub total_**|**-**||**-**||**-**||**-**||**-**||| ||||||||||||| |**_Total receipts_**|**-**||**1,436**||**-**||**1,436**||**-**||| ||||||||||||| |**A3 Payments**|||||||||||| |Refund of Grants|**-**||**-**||**-**||**-**||**3,252**||| |Expenses|**-**||**-**||**-**||**-**||**174**||| |Grants to Suffolk Archives|**-**||**1,275**||**-**||**1,275**||**3,395**||| ||**-**||**-**||**-**||**-**||**-**||| ||**-**||**-**||**-**||**-**||**-**||| ||**-**||**-**||**-**||**-**||**-**||| ||**-**||**-**||**-**||**-**||**-**||| ||**-**||**-**||**-**||**-**||**-**||| ||**-**||**-**||**-**||**-**||**-**||| |**_Sub total_**|**-**||**1,275**||**-**||**1,275**||**6,821**||| ||||||||||||| |**A4 Asset and investment**
**purchases, (see table)**|||||||||||| ||**-**||**-**||**-**||**-**||||| ||**-**||**-**||**-**||**-**||||| |**_Sub total_**|**-**||**-**||**-**||**-**||||| ||||||||||||| |**_Total payments_**|**-**||**1,275**||**-**||**1,275**||**6,821**||| ||||||||||||| |**_Net of receipts/(payments)_**|**-**||**161**||**-**||**161**||**-**
**6,821**||| |**A5 Transfers between funds**|**-**||**-**||**-**||**-**||**-**||| |**A6 Cash funds last year end**|**15**||**35,665**||**-**||**35,680**||**42,501**||| |**_Cash funds this year end_**|**15**||**35,826**||**-**||**35,841**||**35,680**||| ||||||||||||| ||||||||||||| |**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**||**35,826**||**-**||35827| ||||||**-**||||**-**||| ||||||**-**||**-**||**-**||| ||**_Total cash fund_**
_s_||||**15**||**35,826**||**-**||| ||(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||| ||||||||||||| |||||||||||||