## **THE FRIENDS OF THE NATIONAL ARCHIVES CIO** ## **Trustees' Annual Report for the Year Ending 31 December 2021** ## **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 Dr Tony Wakeford; Eileen Wicks; Dr. Chris Woodward (until 17 August); Julie Senior; Maggie Deighton; Tony Reed (until 7 December); Anthony Willenbruch (until 15 September); Carole Shaw; Barbara Mackie (from 19 May), Brian Smith (from 19 May), David Pye (from 19 May); Suzy Bibko (from 7 December), Rebecca Gregory (from 7 December). ## 1.4 Governing document - CIO Constitution, approved by CC on 24 October 2019 and is unamended. ## 1.5 Objects The objects of the Charity 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** During the reporting year the Charity began to continue the work of the former unincorporated association charity, The Friends of The National Archives, registered charity number 328630. This work was severely curtailed in two ways by the ongoing Covid pandemic. Firstly, there was a decline in membership and a reduction in the level of income. Due to the economic uncertainty the annual Friends' funded research fellowship was postponed for 12 months. Secondly, The National Archives was not fully functional during the year and that impacted upon the charity's ability for supporting prospective projects to unlock the historical record for public benefit. However, support was given to a diverse range of projects. For example, funding support was provided to a project to research an important document from the 15[th] century and showcase the contents for wider public benefit and provide the basis for further research. The Charity also supported education and projects. Funds were provided for a project to enable young people to access original documents and produce their historical interpretation and understanding through short films. The Charity's funds also supported a local history project for adults with learning needs. To counter the ongoing Covid constraints the Charity developed a greater presence online to showcase the past and present work of the Charity, and to highlight the scale and diversity of the historical record. ## **3. Organisation and Sources of Support** ## 3.1 Organisational structure The Charity is governed by the trustees, collectively known as the 'Council'. The trustees are supported by volunteers in operational roles providing information to assist in the decision making process. The trustees meet every two months and during the year all Council, subcommittee meetings and the AGM were held online via Zoom. ## 3.2 Sources of funding Funding is derived primarily from members' subscriptions, members' and public donations, and also legacies. The Charity did not fundraise for any projects. ## 3.3 Contribution of volunteers The volunteers consist of trustees, some currently with operational roles, and members who undertake a range of operational responsibilities in supporting the management and activities of the Charity. ## **4. Policies** The trustees took full account of the Charity Commission's guidance on public benefit when formulating the objects for the CIO. The Charity 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 and management. Policies include: Reserves; Grant-Making; Investment; Complaints; Data Protection and Equality and Diversity. The policies are reviewed and updated on a regular basis. With regard to health and safety, and safeguarding, the Charity observes the policies of The National Archives as related activities only occur on The National Archives' premises. 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. The charity also has a memorandum of understanding with The National Archives, a non-charitable body, to ensure the independent identity and interests of the charity are clearly defined and maintained. At year end draft plans were in place to introduce an anti-fraud policy and procedures to fulfill the recently published guidance. ## **Trustees' approval and signature** I confirm that the trustees reviewed and approved this report on 17 March 2022. Dr A. Wakeford Chairman THE FRIENDS OF THE NATIONAL ARCHIVES CIO Chari Re istratlon No. 1185971 BALANCE SHEET AT 31ST DECEMBER 2021 31.12.20 NOTES RRENT ASSETS Investment5 Deposit account funds Cash at Bank Sundry debtors Total turrent assets 67,225 30,LN)O 15,197 1.002 113.424 75,285 15.000 18,157 7,915 116.357 CURRENT LIABILITIES Sundry creditors payable within l year Subscriptions in advance Total current liabilities 52,906 46,363 6,638 57,354 53,001 56,070 NET CURRENT ASSETS 63.356 56,070 TOTAL ASSETS LESS CURRENT UABILITIEIS 63.356 REPRESENTED BY: GENERAL FUND Blfwd at 1st January 2021 Add.. surplus for year BALANCE 75.243 130.9851 44,258 44.258 7.934 52,192 LIFE MEMBERS FUND Blfwd at 1st January 2021 Add.. New subscription5 in year Less- transfer to I&E account BALANCE 11,444 1,325 19571 11.812 11,812 325 19731 11,164 56,070 TOTA FUNDS 63.356 Signed by one or two trustees on behalf of all the trustees Signature Print Name Date of approval ddlmmlvyyy 14-/cL/Z C A OIQL? 14-/ob/zz THE FRIENDS OF THE NATIONAL ARCHIVES CIO Cha istration No. 1185971 INCOME AND EXPE14DITURE ACCOUNT FOR THE PERIOD ENDED 31ST DECEMBER 2021 Year ended 31.12.20 NOTES INCOMING RESOURCES 5ubscription5 Life subscriptions Gift Aid Investment income Seminars. Classes and visits Inetl Donations 13,357 957 2.343 2.199 14,323 973 2,500 2,099 1561 16.271 1,341 20.197 TOTAL INCOME 36,110 RESOURCES EXPENDED Operating costs IT related costs Administration Postage Accounts Examination Total Operating Costs 998 501 1.293 6.050 254 loo 7.697 50 2,637 Charitsble Activities Magazine costs TNA Projects & Support Total Charitable Artivities 7.267 45.008 52,275 6,679 21.860 28,S39 54.912 TOTAL EXPENDITURE 36,236 134,7151 Net income/lexpenditurel before investment gainslllossesl 11261 3,730 Unrealised gainlllossl on investments 8,060 130,9851 Net incomellexpenditurel 7,934 Other recognised gainsllosses Life membership subscriptions received Transfef from Life Membership Fund to I&E 1325 325 19731 19571 130.6171 Net movement in funds 7.286 Reconciliation of fund5: Total funds brou8ht forward Total funds carried forward 86,687 56,070 56,070 63.356 THE FftIENOS OF THE NATIONAL ARCHIVES CIO Cha NOTES TO THE ACCOUNTS Re lstratlon No. 1185971 l. General Basis of Preparation. The financial statements have been prepared under the historit cost convention, with the exception of investments which are included at fair value. The accounts (financial statements) have been prepared in accordance with the Statement of Recommended Practice.. Accounting and Reporting by Charities preparing their accounts in accorflanee with the Financial Reporting Standard applicable in the UK and Republlc of Ireland IFRS 1021 (second edition- October 20191. the Financial Reportin8 Standard applicable in the United Kingdom and Republic of Ireland IFRS 1021 as revised to March 2018, the Charlties Act 2011. and UK Generally Accepted Practice as it applies from l January 2019. The accounts (financial statements) have been prepared to give a 'true and fairf view and have departed from the Charities (Accounts and Reports) Regulations 2008 only to the extent required to provitje a 'true and fair view,. This departure has involved following Accounting and Reporting by Charities Pfeparing their accounts in accordance with the Fln8n¢ial Reporting standard applicable in the UK and Republic of Ireland IFRS 1021 (second edition - October 20191 rather than the Accounting and Reporting by Charities= Statement of Recommended Prartice effective from l April 2005 which has since been withdrawn. 2. Income. All income is included when the charity is le8ally entitled to it and the amount can be quantifled with reasonable accurary. 3. During the year, the algorithm used to apportion subscription revenue between the year of payment and the subsequent year was amended so as to reflect more accurately the date of membership renewal. The amount of 2021 revenue carried forward to 2022. using the revised algorithm. was £2627, whereas using the previous algorithm it woyld have been £3736. This adjustment should be born in mind when comparing 2021 Subscription Revenue with that for the previous year. 4. Life membership subscriptions are credited on receipt to the Life Members Fund la designated fund) and are Subsequently depreciated on a straight line basi5 over a twenty year period. A correspondin8 transfer is made each year from the Life Members Fund to the l & E account. 5. The figure for 2021 Donations includes a legary of £15.(￿. 6. Expenditure. Ail exper¢diture is accounted for on an accruals basis. TNA Projects & Support are accounted for when approval has been given by Trustees. 7. Investments. Investments are stated at market value on the Balance Sheet date. Unrealised gains11055es are given in the Income & Expenditure Account. COIF Investment Fund COIF Fixed Interest Fund 61.564 5.661 67,225 8.454 13941 8,060 70.018 5,267 75.285 Fund accounting. The General Fund Is an unrestrirted fvnd and as such comprises assets available for use by the Trustees. as they see fit, in furtherante of the general objertives of the charity. The Life Members, Fund is Designated Fund and therefore represents an unrestrirted fund that the trustees have set aside for a particular purpose. Such fund5 can be undesignated or re-desi8nated as the Trustees determine. 9. Staff costs. The charity is entirely managed by voluntary trustees and offiters, and does not employ staff. Trustees and officers receive reimbursement only for certified out-of-pocket expense5. ## **Independent examiner's report on the accounts** ## **Section A Independent Examiner’s Report** |**Report to the trustees/**
**members of**
**On accounts for the year**
**ended**
**Set out on pages**
**Responsibilities and**
**basis of report**|**The Friends of the National Archive CIO**|**The Friends of the National Archive CIO**|**The Friends of the National Archive CIO**| |---|---|---|---| ||||| ||31stDecember 2021|**Charity no**
**(if any)**|1185971| ||||| ||Pages 1 to 3||| ||I report to the trustees on my examination of the accounts of the above
charity (“the Trust”) for the year ended 31/ 12/ 2021
As the charity's trustees, you are responsible for the preparation of the
accounts in accordance with the requirements of the Charities Act 2011
(“the Act”).||| I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. **Independent** The charity’s gross income did not exceed £250,000 and I am qualified to **examiner's statement** undertake the examination by being a qualified member of International Association of Bookkeepers. I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect: - the accounting records were not kept in accordance with section 130 of the Charities Act; or - the accounts did not accord with the accounting records; or - the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached |**Signed:**
**Name:**
**Relevant professional**
**qualification(s) or body**
**(if any):**
**Address:**|J.Suffolk|11thMarch 2022| |---|---|---| |||| ||Janice Suffolk|| |||| ||AIAB|| |||| ||30 Berenda Drive Longwell Green BS30 9YX|| 1 **Oct 2018** **IER**