The Staffordshire and Stoke-on-Trent Joint Archives Committee met on Thursday 26 February 2026 to discuss predicted performance outturn, financial forecasts, and proposed changes to fees and charges. The committee approved updated fees and charges for the Joint Archives Service and Heritage Service, and also approved an updated Loans Policy.

Predicted Performance Outturn 2025/2026

The committee received a report on the predicted performance outturn for the Staffordshire and Stoke-on-Trent Archive Service and Staffordshire's Archive and Heritage Service for the 2025/2026 financial year. The report indicated that 74% of workstreams were rated as green and on target for delivery by March 2026. However, 23.5% of workstreams were rated amber, primarily due to delays in the strongrooms at the Staffordshire History Centre. A solution has been identified to address temperature control issues, with collections moves anticipated for later in 2026. Red-rated workstreams accounted for 2.5% of the total, and steps are being taken to develop a business case for increasing capacity to implement a digital preservation system. The report highlighted significant improvements in volunteer hours and increased digital and physical engagement with the service.

Joint Archive Service – Forecast Outturn 2025-26 & 2026-27 Indicative Net Revenue Budget

John Broad, Senior Finance Business Partner, presented the financial forecast for the Joint Archive Service. For the 2025-26 financial year, the service was forecast to break even, with an overall predicted underspend of £44,000. This underspend is due to savings in employee budgets from vacancy turnover and delays in recruitment. The report detailed the projected reserve balances, which were forecast to total £504,635 at the end of March 2026.

For the 2026-27 financial year, the indicative net revenue budget was set at £1,010,000, representing a net decrease of £54,000 from the previous year. This reduction is largely due to a decrease in employer pension contributions for both Staffordshire County Council and Stoke-on-Trent City Council. The budget also includes an increase in Stoke-on-Trent's supplies and services budget to reflect an agreed expenditure payment to Staffordshire Archives Service. The committee noted the forecast outturn position and the predicted reserve balances, and approved the indicative 2026-27 net revenue budget.

Staffordshire and Stoke-on-Trent Archive Service and Staffordshire Archives and Heritage Service: Review of Fees and Charges

Sarah English, Engagement and Access Manager, presented the proposed review of fees and charges for the Joint Archives Service and Heritage Service, effective from 1 April 2026. The annual review process ensures that the service can adapt its offers and services according to demand, cost, and impact. The proposed changes include an increase in the research service fee to £40 per hour, with corresponding adjustments to related fees. The daily photographic permit fee is proposed to increase to £11 and the annual permit to £55. Fees for reproduction filming will also increase on a sliding scale. Fees for talks and tours for groups are set to rise by £5 per group to £65. Fees for formal and informal learning will remain unchanged to support the establishment and marketing of these offers. Charges for computer printouts and photocopies will also be held at their current rates to align with Staffordshire Library Service fees. The committee approved the proposed fees and charges.

Loans Policy Review

Richard Lewis, Collections Manager, presented the updated Loans Policy. Minor changes have been made to the policy to reflect the findings of a security review conducted by Vernon Rapley Ltd in October 2025. The review noted that while current security measures are appropriate for low-value loans and displayed collections, the Staffordshire History Centre does not meet the standards required for displaying high-value or vulnerable collections without significant changes. An additional point has been included in the Loans In section of the policy to reflect this finding. The committee approved the updated Loans Policy.