2020-12-31-accounts

THE FRIENDS OF THE NATIONAL ARCHIVES CIO

Trustees' Annual Report for the Year Ending 31 December 2020

1. Legal and Administrative Details

1.1 The Charity

The Friends of The National Archives CIO, The National Archives, Ruskin Avenue, Richmond, TW9 4DU, charity no.1185971.

1.2 Legal Structure

• Charitable Incorporated Organisation

1.3 Trustees

• ( UA and CIO ) Tony Wakeford, Eileen Wicks, Chris Woodward , Cathy Quinn (until 31 May 2020), Julie Senior, Maggie Deighton.

• ( CIO only ) Anthony Willenbruch, Sara Anderson (until 3 August 2020)

• 1.4 Governing document

CIO Constitution, approved by CC on 24 October 2019 and is unamended.

1.5 Objects

The objects of the CIO are for public benefit to advance the education of the public, in particular but not exclusively by promoting, supporting, and assisting The National Archives in the following ways:

1. Preserving and improving public access to documents that are of national, cultural, academic and historical importance;

2. Educating the public about the documents and records held by The National Archives.

2. Explanation of the Work of the Charity

The CIO was formed on 25 October 2019 to take over the work of the former unincorporated association charity (UA) The Friends of The National Archives, registered charity number 328630. On 12 November 2020 the members of the former charity resolved that it should be wound up and all the work, assets and liabilities transferred to the CIO. Six of the CIO trustees were also trustees of the former charity but two new trustees were appointed when the CIO was formed. The CIO trustees had met regularly to agree arrangements for the transfer, and all assets and liabilities of the former charity were transferred to the CIO from 17 November 2020.

During this reporting year the bulk of the work and activities were carried out under the auspices of the UA. This work was severely curtailed by the Covid pandemic. The CIO did not undertake any work for the six weeks or so remaining in 2020 but will begin to continue the public benefit work of the former charity during 2021.

3. Organisation and Sources of Support

3.1 Organisational structure

The CIO is governed by the trustees, collectively known as 'the Council'. The trustees are also supported by volunteers in operational roles providing information to assist in the decision making process.

3.2 Sources of funding

Funding is derived primarily from members' subscriptions, members' and public donations, and legacies.

3.3 Contribution of volunteers

• The volunteers consist of trustees, some currently with operational roles, and members who undertake a range of operational roles in supporting the management and activities of the CIO. Following the transition from UA to CIO, attention will be given to reducing the operational roles for trustees.

4. Policies

The trustees took full account of the Charity Commission's guidance on public benefit when formulating the objects for the CIO.

The CIO has a Codes of Practice which contains a wide range of policies and role descriptions that provides a sound foundation for the charity's governance. Policies include: Reserves, Grant-Making, Investment, Data Protection and Equality and Diversity. The policies are reviewed and updated on a regular basis. The Codes of Practice also serves as an induction source for new trustees and members joining the management team to undertake non-trustee operational roles. The CIO maintains a Risk Register and a Succession Plan.

Trustees' approval and signature

I confirm that the trustees reviewed and approved this report on 10 February 2021.

Dr A. Wakeford Chairman

MERGED CHARFfY ACCOUNTS THE FRIENDS OF THE NATIONAL ARCHIVES Chari tration 3286311 THE FRIENDS OF THE NATIONAL ARCHIVESCIO Ch&ri stration 118$971 BALANCE SHEET AT 31ST DECEMBER 20211 31.12.19 NOTES FIXED ASSETS 14.485 Invesiments Ic CURRENf ASSETS 49.010 Investments 25.(K)O Cash ai Bank De￿SlI 12,870 C&sh ai Bank Current 698 Sundry debtors 87,578 Total current a￿ts 67,225 30.(KM) 15.197 I.tM)2 113,424 CURRE￿ LIABILITIES 11.334 Sundry ¢rtditors payable within l year 4.042 Subscriplions in advance 15,376 Totsj ¢wrent liabilitie5 52.9)6 4,448 57,354 72.202 NET CURRENf ASSETS 56,070 86.687 TOTAL ASSETS LESS CURRENT LIABILITIEIS 56,070 REPRESENTED BY.. GENERAL FUND 58.298 16.945 75,243 75.243 130.985) Add.. surp1￿$ for period BALANCE 44,258 LIFE MEMBERS FUND blfwd Add.. life subscript50ns received ikss: ¢ransfer io I&E account BALANCE 12.025 500 11,0811 11.444 1.325 (9571 15,812 86.687 TcxfAL FUNDS 56.070 Signed by one or two trusw on behalf of all the trustee5 Si8nature Print Name Date of approval ddlmmly)

MERGED CfrIAAITY ACCOUNIS THE FRIENDS OF THE NATIONAL ARCHIVES Clt "str#tion No. 328630 THE FRIENDS OF THE NATIONAL ARCHITrES CJO Cha islration No. 1185971 INCOME AND EXPENDITURE ACCOUNT FOR THE PERIOD ENDED 31ST DECEMBER 202 Year ended 31.12.19 NOTES INCOMING RESOURCES Subxripttons Transfer from Life Member5 Fund Gift Aid Investmeni income Seminars. cl&sses and visits lod) DonatjOllS 15.038 .081 2.530 2.191 940 2,550 13,357 957 2.343 2,199 1,341 24.330 TOTAL tNCOME 20,197 RESOURCES EXPENDED Otthtin8 Costs IT-related Administmion Postage & Ststionery Accollnis Examini Total 0￿ratIng Costs 1.414 1,176 1.398 129 4.117 998 501 1,088 50 2,637 Charitable Aaivities Magazine TNA Proje¢ts & Supw)rt Total Charitable Activitics 5.071 7,975 13,046 7267 45.008 52,275 17.163 TOTAL EXPENDITURE 7,167 Net incomal{experKlittwel before investment gatns/{lossesl 134,715) 9.778 Unrtalised gatnlllossl on investsnents 3.730 16.945 Net incomej 30,9851 Other re¢ognised gai￿%￿0$5¢S Life membership subscription5 receÈv¢d Transfer from Life Membets Fund to I&E 500 {1,0811 1.325 1957) 16.364 Net movement in funds 130.617} R¢¢onciliation of funds= Tolal funds bmught forward Total funits Carried forward 86.687 86,687 56,070

MERGED CHARrri ACCOUNTS THE FRIEI¥4DS OF THE NATIONAL ARCHIVES ChAri 'stration 32863 THE FRIENDS OF THE NATIONAL ARCHIVES CIO Chari stration No. 1185971 P40TES TO THE ACC.OUNTS l& Rationale for merged accounts. The Friends of the NaiioTral Aithives CIO (Charity CoTDmission R￿l$tratIOn 11859711 was re¥istered on 28th Octobu 2019. On 23rd March 2020 the Charity Commission a to extend ihe acctsuniing year end to 3 1st December. Prior to 19th November 2020 there were no financia] transactions attributable to the CIO. The Friends ofthe National Archives Ire8istration 3286iOI is an Unincotpotated Association regi5ttred in 1988 wth accounting year end 31si DecaTtbtr. On 19th November the net assets of the Unincorporated AsS￿l&ll0￿ wcte tyansferttyj io the CIO in accordance with a tnotion p&8sed at a Special Gener￿ Mttiing held on 12th November 2020. CHARITIES SORP IFRS 102115econd edition- October 20191527.12-27.13 rtquires that merger aCC(￿Jni1ng be applied ￿nder these circllmstances provided th certain pre-conditions are satisfied. The TTUStees are of the view that these ¢onditlOn5 are satisfied at)d therefoTe these accowits follo￿ the conventions for mergei accounting as detailed in CHARrrIES SORP IFRS 1021 (second ediiion- October 2019) s27. Ib. Genera] Basis of Prtpardtion. The financial statetnents have been prepared under the hisioric c05t convention, with tht excepiion of investments whith are included at fair value.The accounts (financial statetHentsl have been prepated in accordance with the Staternent of Recommended Practic£". Accounting and Reporting by Charitles preparing their aecounts in accordance with the Financial Reporting Stsndard applicable in the UK and Republi¢ of Ireland IFRS 1021 Ise£ond ¢diiion- O¢tobu 20191, the Finan¢ia] Reportin¥ Stsndard applicable in the UThited Kingdorn and Republi¢ of Ireland IFRS 102) as revised io March 2018, the Charities A¢t 2011. and UK Generdlly Accepted Practice &$ il applies from l January 2019. The accounts (financial ststementsl have been prewed to give a'true and fair, view and have departed from the Chariiies IAc¢ounts and Report51 Regulations ?008 only io the extenl requiml io prowde a 'twe and fair view.. This departurt h&s involved follown8 Accounring and Reporting b). Charttie5 preparing their accounts in accordance with the FinaD¢iat Reporting Standard applicable in the UK and Republic of Ireland IFRS 102} {st¢ond edition - (ktobel 20191 rher than the ACC￿nting and Repoffing by Charitie5'. Statement of Rccommtnded Practice effective from l April 2(K)5 ivhich has since been withdrawi. 1¢. c.hang¢ in accounting policy. In previous aecounts for the UnincorpoT8ted Ass(Kiion (Registration number 3286301 a numtr of uniis in invesiment funds were designated as Fixed A55ets. At the merger date 119th November 20201 these investtnents had a market Tdue of £14.774. The T￿￿tteS have detemiined that this designation serves useful Purpose and that fin￿ela] tnanagement of the charity. as well as comprehension ofits accounts, will be assisted by its disc<>niinuation. At£ordingly in these and subsequellt account5 the investh)ents previously designated ￿ Fixryl A55ets afe pooled with the charity5 remaining invesknents and ore designated ￿ Cwrent Assets. 2. Ineome. All income És included when the chariry is legally entitled ￿ it and the amount ¢an quantified with reLsonable accuracy. 3. Life fflembership subscripttons ore credited OTJ receipt to the Life Mcmtts Fund (a des7￿)ated fimdl. Life subscripiions are depreciated on a strnighi line basis over atwenty pear peri￿. A ¢orreswThding transfer is each year from the Life Members Fund to the l & E accounL 4. Expendiiure. All expenditure is accountrd for on an xctuals basis. TNA Projects & Sup]Jt are XttJLmted for when approval has been wven by Council.

1. Investments. Investhjents a￿ stated at tnatket value al the Bala￿¢ Sheet date. The kncom¢ a￿j Expenditttre Accowit includes ihe nei gains and loss¢s on rcvalu*ions at thc Balance Sheet Ilate and any disposals through0￿ the year. COJF Invtstment Fllnd COIF FÉxed Interest Fund 57,987 5,508 63.495 3.577 153 3.730 61.564 5.661 67,225
2. Fund accounting. GeneTrt funds ar¢ unrcstrided fimds which are available foruse by the Tn in f￿rth¢rdnCe of the general objectives of the charity aJ)d which have not been designated for other putposes. Designed Funds are unrtStricd futjds that the tW5tees have set aside fora Wicu]ar p￿￿oSe. Such fund5 can be undeSigllat￿ orre41esignated Ls the Trustees detrtmine.
3. Staff costs. The ¢harity is entirely mana8ed by voluntary trLLStees and ¢kn5 notelllploy stsff. Sorne Trustees receivc out-of-pockei expens¢s for travel on Charity. busintss.
4. Dis¢losures relating to merger requir•J by FRS102 and dethiled in CHARrriES SORP IFRS 1021 (second edition- October 20191 $27-14-27.16. In these tables UA and CIO th to the charitie5 with re8iStiation numbers 328630 and l 185971 respectivety Table l.. Anal isof rinei SOFA com nents for the CEureni re UA rtin peri¢yJ (£) Charity erl 2,9?4 4.789 (1.865) cio Cotnbined total Total in¢4)me Total expenditure inCome/lexpenditu￿) Other gain￿[10S$¢sl Net movement in 50,123 132,850) 2,856 {29,9941 54.912 (34.7151 4.1)98 {iO.617 Table 2: Anai sis of rinCip￿ SOFA corn nents forthe UA vtous rting Combined to cio Total inc(>tne Total expenditure Net incomellexpenditUTe) Other gaÉnslllo&%es) Net movement in funds Tothl funds blfivd Tolal funds alfwd 24.330 17.163 7.167 9,197 16.i64 70.323 86.687 17.163 7,167 9.197 16.364 7032i 86.687 Table 3.. Anal $15 of net assets at the d*e of m UA r{£) CIO CINMbined tota] 56.693 Net &ssets ReprL'senigdby' Unrestricted fuTKIs Restricted income fitnds Endowment funds Totsl funds 56.693 56,693 56.693 56.693 56.693