## **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 Examin*i
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 r*her 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(Ki*ion (Registration
number 3286301 a numt*r 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 Mcmt*ts 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.

5. 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
6. 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. Design*ed Funds are unrtStric*d futjds that the tW5tees have set aside fora Wicu]ar
p￿￿oSe. Such fund5 can be undeSigllat￿ orre41esignated Ls the Trustees detrtmine.
7. 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.
8. 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