The Friends of The National Archives
(Honorary Secretary)
The National Archives
Advice & Records Knowledge
Ruskin Avenue
Kew
Richmond
Surrey TW9 4DU
24 April 2015
TO ALL MEMBERS
FRIENDS OF THE NATIONAL ARCHIVES
All Members of the Friends are invited to attend the Annual General Meeting and
Lecture on Tuesday 16 June 2015 at 5.00pm in Conference Room A and B at The
National Archives, Ruskin Avenue, Kew, Richmond, Surrey, TW9 4DU. The Agenda
for the Meeting, together with the Minutes of the last AGM have been included with the
May edition of Magna.
The AGM will be preceded by tea and coffee at 4.30pm, kindly provided by TNA. A buffet
will also be available before and after the talk so we need to know how many to cater for.
It is also necessary, for security reasons, to know in advance the names of those who will
be attending. Would members who expect to attend therefore please kindly return the
accompanying slip to the Hon. Secretary at the above address, or by email to:
secretary@friendsofthenationalarchives.org.uk
providing the same information as laid out on the reply slip below, by Tuesday 26 May
2015. Those attending should assemble in Reception from 4.15pm where they will
be met by a Member of Council and escorted to the Conference Suite.
A lecture by Dr Clare Rider will start at approximately 6.15pm, following the AGM.
Julie Senior
------------------------------------------------------------------------------------------------------------------------------1.
I shall be attending the 2015 FTNA AGM.
2.
I am unable to attend the 2015 FTNA AGM.
Please delete as applicable.
Name (Please print clearly)
……………………………………………………………………………………
NOTICE OF ANNUAL GENERAL MEETING
The Friends of The National Archives will hold its Annual General Meeting on
Tuesday 16 June 2015 at 5.00pm in Conference Room A and B
at The National Archives, Ruskin Avenue, Kew
AGENDA
1.
Apologies for absence
2.
Minutes of the AGM held on 10 June 2014 (herewith)
3.
Chairman’s report
4.
Treasurer’s report
5.
Membership Secretary’s report
6.
Projects and Volunteers’ Co-ordinator’s report
7.
Editor’s report
8.
Use of the Friends’ Lounge - Chairman
9.
Election of Officers and Council Members (See over)
Nominations in writing, with name of seconder and note that the nominee is willing to
stand, should be sent to the Secretary by Tuesday 26 May 2015. Election is by ballot if
necessary.
10.
Report from The National Archives
11.
Any other business – to be notified to the Secretary one month in advance.
A lecture by Dr Clare Rider ‘The archives of St George’s Chapel, Windsor Castle’ will
follow at approximately 6.15pm.
This will include a brief history of the Chapel and the Order of the Garter, a general
description of the archive’s holdings, specific examples of interesting documents and
details of public access.
FRIENDS OF THE NATIONAL ARCHIVES
AGM Item 9
Retirement of Council Members
Re-election of Officers and Council Members, and election of new Council Members
Under our Constitution (clause 7(3)), officers and council members must be re-elected at the
AGM every three years after the date on which they came into office. Under our Constitution
(clause 14 (4)) those persons seeking a position on Council must provide their consent.
Nominations must be made in writing and signed (see accompanying slip), with the name of the
proposer and seconder, and should be sent to:
The Friends of The National Archives
(Honorary Secretary)
The National Archives
Advice & Records Knowledge
Ruskin Avenue
Kew
Richmond
Surrey TW9 4DU
by Tuesday 26 May 2015.
Your Officers and Council Members for the past year (2014-2015) were:
Chairman: Mr Ian Hay-Campbell
Vice-chairman: Dr Tony Wakeford*
Treasurer: Mr Denis Sparks (up to 26.10.14)
Mr David Darby (from 27.10.14)
Secretary: Ms Julie Senior*
Membership Secretary: Mr Alan Hart (up to 29.01.15)
Mr Stephen Daglish (from 19.03.15)**
Editor: Dr Tony Wakeford*
Council Members:
Mrs Ann Morton (from 10.06.14)
Mr David Darby (from 10.06.14)
Mr Andre Palfrey-Martin (from 10.06.14)
Co-opted Members:
Mr Simon Gregor (from 10.06.14)**
Mr Stephen Daglish (from 19.03.15)**
Mr Howard Marchant (from 20.11.14)** and
Members of TNA Staff attending Council:
Mr Jeff James, Chief Executive and Keeper of the Public Records
Ms Caroline Ottaway-Searle, Director of Public Engagement
Mrs Kelly Kimpton, Friends’ Co-ordinator
As agreed at the 2014 AGM, all Council Members hold office as elected from 10.06.14, for three
years, except those Members marked * who would be elected for a one year term in order that
Council membership and future re-election is staggered. Those members marked ** will seek
election as Council Members on 16.06.15. The Constitution currently allows for up to 10
members of Council, including four officers and not more than 3 co-opted members.**
FRIENDS OF THE NATIONAL ARCHIVES: NOMINATIONS FOR COUNCIL 2015
NAME OF CANDIDATE:
CONTACT TELEPHONE NUMBER:
NAME OF PROPOSER:
Signature:
Membership No.
NAME OF SECONDER:
Signature:
Membership No.
DECLARATION BY CANDIDATE: I am willing to be proposed as a candidate for the Council of the
Friends of The National Archives.
SIGNATURE:
Date:
…………………………………………………………………………………………………………..
Please provide a short statement setting out your reasons for seeking election and an outline of
experience and skills that you have to offer.
We are seeking to recruit committed and energetic individuals
to stand for election to Council in 2015.
In fulfilment of its principal objective to support the work of The National Archives (TNA), Council
assesses funding requests and makes grants when appropriate. Council is also responsible, among
other things, for: the production of the Friends’ magazine Magna (now in May and November each year);
the Friends’ enewsletter Outreach; the organisation of events for members; the Friends’ online forum
groups; fund-raising and sponsoring of events for TNA; and recruitment to the Friends.
We are interested in anyone who has familiarity with TNA’s role and wishes to use his or her talents and
time to support these. In particular we are looking for someone with experience in fund-raising and also
to fill outreach, website management and support roles. Most members of Council now have specific
roles and responsibilities.
Council members must be fully paid-up members of the Friends at the time of joining Council. Service on
Council is for a maximum continuous term of six years (re-election due after three years). If you are
interested, you will need to arrange your nomination in writing, giving the names of your proposer and
seconder (who must also be fully paid-up members). You should send this to the following address, to
arrive by no later than Tuesday 26 May 2015.
The Friends of The National Archives
(Honorary Secretary)
The National Archives
Advice & Records Knowledge
Ruskin Avenue
Kew
Richmond
Surrey TW9 4DU
However, if you would prefer to discuss the possibility of standing for Council and learn more about the
role before making an application, then please email us at:
enquiries@friendsofthenationalarchives.org.uk
or contact the Vice Chairman direct at:
editor@friendsofthenatinalarchives.org.uk
Two members of the Council will discuss the roles, responsibilities and duties of a trustee for the Charity
with each applicant prior to the AGM.
Friends of The National Archives
Minutes of the Annual General Meeting
Held Tuesday 10th June 2014 at The National Archives, Kew
Present: Council Members: Ian Hay-Campbell (Acting Chairman) (IHC), Tony Wakeford (TW),
Denis Sparks (DS), Julie Senior (JS), Dave Darby (DD), Ann Morton (AM), Andre Palfrey-Martin
(APM), Alan Hart (AH) and Simon Gregor (SG).
From TNA: Clem Brohier (CB), Caroline Ottaway-Searle (CO) and Kelly Kimpton (KK).
Members present: 60
No.
1
Item
Action
/Date
Apologies: 35 apologies were received from members.
Steve Cable gave a short presentation about the Copy 1, emphasising the
important part the Friends have played in this project. A selection of
documents were also available to view.
2
Minutes of the AGM meeting 11th June 2013:
The AGM approved the minutes of 11th June 2013.
Matters Arising:
Item 3: Copier problems – IHC to check if anything has been done
about this.
3
Acting Chairman’s report:
IHC reported that the Friends was in good shape. Outreach had a proved
a good way to pass on news. The Friends had brought in initiatives, partly
because of increase in membership. Initially, the membership level didn’t
meet objectives the Friends wished for, so the ‘Pressgang’ was
established to recruit members. This has operated successfully and over
the year have now reached from 750 to 1008 last week. Easier ways to
sign up have been introduced and changes to the Constitution have been
proposed, together with an increase in fees from July 1st 2014. The
Friends would like to offer their thanks to Juliette Johnstone for all her
help and assistance working between The National Archives (TNA) and
the Friends, and look forward to working with KK as the new liaison. IHC
would also like to record his thanks to TW and JS for all their work
regarding the administration of the Friends, and to TNA representatives
who attend all Council meetings.
The Friends are looking to establish new guidelines for project funding
requests with TNA, to ensure the process meets trustee responsibilities. A
question was asked from the floor as to whether the Friends is proactive
at putting ideas to TNA. IHC commented that if anyone has ideas for
projects, then we can always put these forward to TNA.
4
Hon. Treasurer’s report:
DS reported that during 2013 the Friends received the last of the church
of the Latter Day Saints (LDS) money. This has disguised the fact that the
increasing membership has increased costs, so the amount available
IHC
remains about £7,000 a year. This year it will be money we raise. DS
pointed to page 2 of the report – the admin costs have gone up because
of postage. The Friends are now sending 900 magazines 3 times this
year, and membership cards, so this year’s postage costs will be £4,000.
Question from the floor as to whether copies of the magazine will be
available by email and for collection from TNA – JS advised that this point
will be raised later.
5
Membership Secretary’s report:
DD reported that the Friends had set a target of 900 and failed marginally
to meet it, with 890 members, recording 7 years growth in the
membership. This represented a net increase after deaths and attrition of
153, equivalent to an increase of just over 20%.The Friends welcomed
221 new Friends (almost 25% of our base) against a prior year
comparison of 147. As IHC had commented earlier, two-thirds of the
increase was due to the work of the pressgang and he asked for Council’s
thanks to be recorded to AH for all his work in this area. The Friends had
recruited through other channels – and would today be drawing winners
for the competition. These were: 1st Elaina Rothman, 2nd Barbara Harvey
and 3rd Paul Carter – to be notified. DD reported that we are still missing
quite a few email addresses.
IHC confirmed that AH would be taking over from DD as membership
secretary from today.
6
Projects and Volunteers’ Co-ordinator’s report:
The Poor Law project was opening up correspondence for the North-East.
Friends had agreed to fund second part of project to help bid with
Heritage Lottery Fund. Another project funded originally was started by L.
B…. on Chancery Proceedings C2 to C8, along with the joint MF47
conscientious objectors project in January 2014. Friends have also
agreed to fund the project on Prize Papers from captured ships. In the
pipeline we have also set aside funds for the Royal Marines project, ADM
158. Work was also ongoing on navy board projects jointly with the
National Maritime Museum. The team organised by Pete Helmore has
completed the Royal Artillery project and have started on civil defence.
The Friends have also given funds for talks on Thursday afternoons,
Writer of the Month, two railway conferences at Kew and York and Files
on Film – for those interested in diverse projects, more funds will be given
this year.
7
Editor’s report:
TW reported that this had been a busy year. An enhanced magazine with
colour had been established and TW was grateful to all staff in ARK,
Collection Care and others for all the help and participation. TW was also
grateful to all members for articles and is always looking for articles for
publication.
The Friends introduced the electronic format of the magazine - free to
issue and saves a little money. A small number of members collect their
magazine (refer item 4). Last November Outreach, the bi-monthly
newsletter, was introduced. The Friends have set up two groups on the
online community and the Railway Studies Group is now up and running.
JS
To raise the profile of the Friends, book reviews that were published on
the TNA website had been taking place and to give an added interest into
the ways TNA works.
The ‘stuffing party’ has been a hive of activity with growing membership
numbers, and thanks to Jackie Speel who has indexed the magazine from
1989 (although there is not a complete set).
TW
A survey will be going out in the August magazine to establish how
membership wish the magazine to continue and develop.
8
Membership fees:
IHC said it had been 5 years since the last increase of membership fees.
More money meant more help for TNA and membership. Concessions
would be extended to 18 to 26 year olds and the membership year would
be changed from year to calendar month renewals. The overseas
supplement would be waived for those who pay fees automatically or do
not incur postage for the magazine. IHC confirmed that for direct debits,
the bank may or may not charge a fee and this would be confirmed. JS
confirmed that payments brought in for direct debit would be properly
thought through.
Motion proposed and seconded, and accepted.
9
The revised Constitution:
TW explained that changes to the Constitution were proposed so that
protocols would be in place that the Friends might need. There would also
be an introduction of roles and these need to be explained so people can
decide whether to apply. TW explained that roles change from time to
time so that is why they are not included in the Constitution. There is a
vacancy for a fundraiser. TW explained that there is a separation of
powers – for Chairman and Vice-chairman which would result in the main
daily duties being undertaken by the Vice-Chair, with the Chairman’s role
focusing on policy, and remaining impartial and as advocate.
TW confirmed the Constitution can be changed, and those elements
which cannot without permission from the Charity Commission had not
been touched. Those appointed to Council have trustee responsibility
unless they are co-opted onto Council.
Following a suggestion from the floor (Phillip Gardiner) it was agreed that
for this first year not all members of Council would be elected for three
years, and that elections should be staggered to avoid all periods in office
ending at the same time.
All amendments were accepted.
Changes to Constitution proposed and seconded, and accepted.
10
Election of Chairman:
Chairman – Ian Hay-Campbell
Duly elected as Chairman. (elected for three years)
IHC
11
Election of Hon. Secretary, Officers and Council Members:
Duly elected officers:
Secretary – Julie Senior (elected for one year)
Treasurer – Denis Sparks (with Dave Darby confirmed to take over as
Treasurer from Denis Sparks coinciding in Autumn 2014).
Other members of Council duly elected include Tony Wakeford (as ViceChairman – elected for one year), Alan Hart, Andre Palfrey-Martin, Dave
Darby (see above) and Ann Morton. (all elected for three years) Simon
Gregor was confirmed as co-opted to Council.
12
Report from The National Archives:
CB said the Friends was now very visible at Kew and thanked the Friends
for all their continued support for various projects and events. For
2013/2014 the accounts were now going through Parliament. The
financial climate had been challenging but public services had been
maintained with 670,000 records made available and now over 2 million
records online. Work with the 20 year rule had now been completed. The
use of media had been expanded and there were now 12,000 videos.
There had been keen interest on the cooling towers which were now fully
installed and operational. TNA was the first national archive achieving
accreditation. A five year commemoration of WW1 was underway as
operation Imperial War Museum. One year’s worth had been done in one
week and was going well.
Recently achieved successes are traces through time project, and
legislation to resend data, and examining language and patterns and aid
understanding of the legal system. Publishing priorities for the year had
transformed the way TNA works. The plan for the business year
2015/2016 was underway and TNA was confident it could continue to
deliver a world class service. Jeff James would be returning as CEO in
July 2014 and would look forward to working with the Friends.
13
AOB:
IHC advised that the use of the Friends’ lounge would be examined to see
if any alterations to current uses would be useful to enable its maximum
use.