## **FRIENDS OF THE NATIONAL ARCHIVES CIO**
## **Trustees’ Annual Report for the Year Ending 31 December 2022**
## **1. Legal and Administrative Details**
- 1.1 The Charity 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
Tony Wakeford (until June 2022); Eileen Wicks; Maggie Deighton; Suzy Bibko; Brian Smith; Steven Gould; Rebecca Gregory; Julie Senior.
- 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 continued the work of the former unincorporated association charity, Friends of The National Archives, registered charity number 328630. This work though continued to be curtailed in three ways because of the ongoing circumstance surrounding the Covid Pandemic, along with the following ‘Cost of Living Crisis’.
Firstly, there was the continuing decline in FTNA membership numbers resulting in a reduced level of income. Secondly, there was a decline in
volunteers available to take on and maintain a role of FTNA trustee or voluntary assistant. Thirdly, as The National Archives and its staff were not completely fully functional throughout 2022, there was a continued impact on the charity in being able to support prospective projects to unlock the historical record for public benefit.
Despite all of this though, funding support was still able to be provided. This included funding to pay for the six month employment of an experienced PostDoctorial researcher with specialism in 18 and 19 century Irish-British history. Also funding support was given to the TNA Education Department with their annual film making project, which enables young persons to access original documents and produce their own historical interpretation and understanding through the media of short films.
The Charity also continued with its ongoing development and increase of its social media presence, using it to showcase the past and present work of the Charity, trying to attract new membership and voluntary assistance, and highlighting 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 who in operational roles provide information needed to assist in the decision making process. During 2022 the trustees met for Council Meetings every two months, as well as for sub-committee meetings. These were either held via zoom, or live at TNA, Kew. There was also an AGM which was held live at TNA Kew in June.
- 3.2 Sources of funding
- Funding is derived primarily from membership subscriptions, public donations and legacies received. The Charity did not fundraise for any projects during 2022.
- 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 activities of the Charity.
## **4. Policies**
The trustees took full account of the Charity Commissions 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; Investment; Complaints; Data Protection and Equality and Diversity. The policies are reviewed and updated. With regards 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 serve as an induction source for new trustees, as well as for the voluntary assistants when 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, to ensure the independent identity and interests of the Charity are clearly defined and maintained.
## **Trustees approval and signature**
I confirm that the trustees have reviewed and approved this report.
Eileen Wicks Vice Chairman
## **THE FRIENDS OF THE NATIONAL ARCHIVES (Charity Registration No. 1185971)**
## **INCOME AND EXPENDITURE ACCOUNT FOR THE PERIOD ENDED 31ST DECEMBER 2022**
|**Year ended**
**31/12/2021**
£
NOTES
£
**INCOMING RESOURCES**
1
14323
Subscriptions
2
973
Life subscriptions
3
2500
Gift Aid
2099
Investment income
-56
Seminars. classes and visits (net)
16271
Donations
5
**36110**
**TOTAL INCOME**
**RESOURCES EXPENDED**
4
Operating costs
1293
IT related costs
1918
6050
Administration
5673
254
Postage
53
100
Accounts Examination
0
7697
Total Operating Costs
7645
Charitable Activities
6679
Magazine costs
6138
21860
TNA Projects & Support
21570
28539
Total Charitable Activities
27708
**36236**
**TOTAL EXPENDITURE**
-126
**Net income/(expenditure) before investment gains/(losses)**
8060
**Unrealised gain/(loss) on investments**
7934
**Net income/(expenditure)**
**Other recognised gains/losses**
325
Life membership subscriptions received
-973
Transfer from Life Membership Fund to I&E
7286
**Net movement in funds**
**Reconciliation of funds:**
56070
**Total funds brought forward**
**63356**
**Total funds carried forward**|**Year ended**
**31/12/2022**
£
18227
2664
0
1187
20
2666
**24764**
**35353**
-10589
-8721
-19310
1500
-2664
-1164
63356
**42882**|
|---|---|
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## **THE FRIENDS OF THE NATIONAL ARCHIVES (Charity Registration No. 1185971)**
## **BALANCE SHEET AT 31ST DECEMBER 2022**
|**31/12/2021**
£
NOTES
£
**CURRENT ASSETS**
75285
Investments
6
46563
15000
Deposit account funds
15000
18157
Cash at Bank
11748
7915
Sundry debtors
2500
116357
Total current assets
**CURRENT LIABILITIES**
46363
Sundry creditors payable within 1 year
30583
6638
Subscriptions in advance
2219
53001
Total current liabilities
63356
**NET CURRENT ASSETS**
**63356**
**TOTAL ASSETS LESS CURRENT LIABILITIEIS**
**REPRESENTED BY:**
**GENERAL FUND**
7
44258
B/fwd at 1st January 2021
7934
Add: surplus for year
52192
BALANCE
**LIFE MEMBERS FUND**
4
11812
B/fwd at 1st January 2021
325
Add: New subscriptions in year
-973
Less: transfer to I&E account
11164
BALANCE
**63356**
**TOTAL FUNDS**|£
75812
32802
52192
-19310
11164
1500
-2664|**31/12/2022**
£
43010
**43010**
32882
10000
**42882**|
|---|---|---|
Signed by one or two trustees on behalf of all the trustees
Signature
Print Name Date of approval dd/mm/yyyy Suzanne C. Bibko 20/06/2023
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## **THE FRIENDS OF THE NATIONAL ARCHIVES (Charity Registration No. 1185971)**
## **NOTES TO THE ACCOUNTS**
## **1. General Basis of Preparation.**
The financial statements have been prepared under the historic 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 accordance with the Financial Re[porting Standard in the UK and Republic of Ireland (FRS 102) (second edition - October 2019), the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102) as revised to March 2018, the Charities Act 2011, and UK Generally Accepted Practice as it applies from 1 January 2019.
The accounts (financial statements) have been prepared to give a ‘true and fair’ view and have departed from the Charities (Accounts and Reports) Regulations 2008 only to the extent required to provide a ‘true and fair view’ This departure has involved following Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (second edition - October 2019) rather than the Accounting and Reporting by Charities: Statement of Recommended Practice effective from 1 April 2005 which has since been withdrawn.
## **2. Income.**
All income is included when the charity is legally entitled to it and the amount can be quantified with reasonable accuracy.
## **3. Life membership**
Subscriptions are credited on receipt to the Life Members Fund (a designated fund). Life subscriptions are depreciated depreciated on a straight line basis over a four year period.
This being a change of policy whiach was agreed at the Truistees meeting pn the 16th March 2023.
## **4. Expenditure.**
All expenditure is accounted for on an accruals basis.
TNA Projects & Support are accounted for when approval has been given by Council.
## 5. The figure for 2021 Donations incliude a legacy of £15,000.00
## **6. Investments.**
Investments are stated at market value at the Balance Sheet date. Unrealised gains/losses are shown in the Income & Expenditure Accounts
|COIF Investment Fund
COIF Fixed Interest Fund|Value at
Disposals Additions Inc/(Dec) Value at
31/12/2021
31/12/2022
70018
-20000
0
-8053
41964
5267
0
0
-668
4599
75285
-20000
-8721
46563|
|---|---|
## **7. Fund accounting.**
General funds are unrestricted funds which are available for use by the Trustees in furtherance of the general objectives of the charity and which have not been designated for other purposes.
## **8. Staff costs.**
The charity is entirely managed by voluntary trustees and does not employ staff. Some Trustees receive out-of-pocket expenses for travel on Charity business.
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