Friends of Osborne Osborne House, East Cowes, Isle of Wight P032 6JX Charity No. 1163175 Dear Members. Please find attached papers for the AGM. I hope as many as posslble wlll be able to attend the AGM on February 24, . 2022. at 6.00 pm In the Terrace Restaurant at Osborne House. Mr David Bailey. Head of Historic Properties. will give an update of how things are proceeding in the house. Papers Notice of the meeting and announting agenda Minutes of the AGM of if January 2020 Annual report and accounts Attendance I pro￿ voting form. Or alternatlvelv use the Ilnk to wnnect to an onllne attendance form: htt friendsofosbome.or m-attendance-form Or alterna11vely use the Ilnk to connect to an onllne proxy votSn8 form: htt friendsofosbome o rox -votin form-2022 The Trustees look forward to seeing you all at the meeting. Mr. Phlllp Palmer Treasurer and Acting Chaimian For mèmbers who do not havÈ an emall address plèase rèturn the sllp for attÈndante. andlor the proxy vote (provided in the paperworkl to the Se¢rÈtary at Friends of Osbome. ¢.0. Osborne House. Additionallyi should you now have an email address, we can add this to our membership database. Unfortunatefy. no refreshments con be offered due to the ongoing kitchen refurbishment at 051Jorne. www.friendsofosbome.org Facebook.. friendsofosbornecharity Friends of Osborne Osborne House, East Cowes, Isle of Wight P032 6JX Charity No. 1163175 NOTICE OF ANNUAL GENERAL MEETING Notice is hereby given that the Annual General Meeting of the Charitable Incorporated Organization will be held at the Terrace Restaurant, Osborne House, East Cowes, P032 6JX on Wednesday, 24 th February 2022 at 6..00 pm. Agenda for the meeting: l. Minutes ofAGM on iph January 2020 matters arising. 2. To receive and consider the Tru5tees' Annual report and Financial Statements for the period from I" October 2020 to 30, September 2021. 3. To Re-elect as a Trustee on rotation. Mr. Phlllp Palmer- Treasurer 4. To elect 3 new trustees. 5. To receive and respond to any questions raised by members. Note- After adjournment of the formal meeting, Mr. David Bailey. Head of Historic Properties, will give a presentation of future projects and plans at Osborne House. www.friendsofosbome.org Facebook.. friendsofosbornecharity FRIENDS OF OSBORNE; Registered Charity 1163175 FRIENDS OF OSBORNE REGISTERED CHARITY NUMBER 1163175 REPORT OF THE TRUSTEES AND FINANCIAL STATEMENTS FOR THE PERIOD FROM I" OCTOBER 2020 TO 30th SEPTEMBER 2021 FOR FRIENDS OF OSBORNE Osborne House Estates East Cowes P032 6JX Contents: Report of the Trustees Statement of Financial Activities Balance Sheet Profit and Loss Amended reports for year ending 30 September 2020 9-10 FRIENDS OF OSBORNE; Registered Charity 1163175 The Trustees present their report with the financial statements of the charity for the period from I" October 2020 to 30, September 2021. The charity is a Charitable Incorporated Organisation with voting members in addition to its charity trustees. The trustees have adopted the provisions of the Charities Statement of Recommended Practice in preparation of the report and these statements. OBJECTIVES AND ACTIVITIES Objectives The objectives of the charity are to support and assist Osborne and English Heritage in the promotion. preservation, and the use of Osborne House. Main Activities The charity promotes the benefits of membership of the Friends of Osborne Ithe Friends), which 15 open to all. Membership is achieved by completing an application and by the payment of an annual membership fee. A database of members is maintained such that newsletters and invitations may be sent out to members. Paid-up members, at present. only gain access to the grounds at Osborne, limited to 150 places per month available on a pre booking system. However, this will be pending an imminent meeting with David Bailey when we hope to reinstate unlimited access to the grounds. Members are invited throughout the year to fund-raising events held at Osborne and elsewhere. These mostly will have a theme or focus relevant to Osborne and its history. Others may be of a social nature. The charity's financial objectives are wholly to provide donations to the curators at Osborne to permit or promote restoration and preservation works or relevant acquisitions. Volunteers and Voluntary Donations The trustees have provided their services on a voluntary basis and are grateful to the many other members who work in support of the Friends on a voluntary basis. FRIENDS OF OSBORNE; Registered Charity 1163175 INCORPORATION AND ESTABLISHMENT th The Friends received its charitable status from the Charity Commission on the 18 August 2015 STRUCTURE, GOVERNANCE AND MANAGEMENT Governing Document The charity is administered in accordance with its written constitution, adopted by the trustees at their first meeting of 4, September 2015. A review of the constitution will be taking place in 2022. Trustees The trustees are listed in this report. The constitution requires that these trustees will resign after a period of 3 years but may stand for re-election. It is a requirement that there be a minimum of five trustees but there is no upper limit to their number. All matters of strategic importance and all application of funds are subject to approval by the trustees alone. Induction and Training of NewTrustees and Risk Management Any and all new trustees receive a copy of the charity's constitution plus any minutes of recent members, or trustee meetings. Those appointed generally already have a high level of understanding of the Friends and its objectives and usually have previous experience relevant to serving as a charity trustee. MEMBERSHIP, MEMBER ACTIVITIES AND RESOURCES Membership th The trustees are pleased to report that, by 6 January 2022, the Friends had 1055 members. Member Activities and Fundraising The fund-raising results from the main member events held throughout the year are reported within the financial statements. Member Resources The Friends have a website Iwww.friendsofosborne.or I to promote the charity and provide information to its members. It is intended that this site will be further developed during 2022. FRIENDS OF OSBORNE; Registered Charity 1163175 COSTS OF ADMINISTRATION The Trustees and Committee Members apply prudence in the administration of the Friends, affairs using voluntary efforts wherever possible. The trustees are hopeful that more members will be willing to provide email addresses for future communications such that postage, printing and stationery costs may be reduced in the future. Gill Aid The Friends of Osborne Charity is registered for Gift Aid. This means, where a member (who is a UK income or capital gains tax payer) can claim money for every £1 given to the charity in either subscriptions or donations. GRANTS AND DONATIONS The trustees are pleased to report that, during the period, the cha rity granted the curators at Osborne the sum of £9,200 specifically for the repair and restoration of the weathervane on the Clock House tower. In addition, the charity paid £10,593 for the repair and restoration ot fencing around the grounds, which will be shown in next year's accounts. The charity is holding funds at year-end intended to finance further conservation works at Osborne and the trustees are in discussions with the Osborne House curators in order to determine the 2022 application of those funds. FRIENDS OF OSBORNE; Registered Charity 1163175 ADMINISTRATIVE DETAILS Registered Charity Number 1163175 Registered Address Friends of Osborne Osborne House Estate East Cowes. P032 6JX Resignations since last AGM: Rob Flower Chairman Marla Tolley Honorary Secretary Roger Crew Vice Chairman Joy Walker Membership Secretary Current Trustees: Philip E. Palmer Treasurer and acting Chairman Helen Mccomb Secretary and acting Trustee Maureen Moorman Membership Secretary and acting Trustee Allison Rogers Trustee Ade Johnson Acting Trustee Preparer of Financial Statements Karen Wright MAAT 12 Sandown Road Lake Isle of Wight P030 9J P Approved by the boa rd of trustees and signed on its behalf by.. Philip Palmer FRIENDS OF OSBORNE; Registered Charity 1163175 STATEMENT OF FINANCIAL ACTIVITIES th FOR THE PERIOD I" October 2020TO 30 SEPTEMBER 2021 ACCOUNTANT'S REPORT These accounts have been prepared on a receipts and payments basis. This is in accordance with acceptable accounting prartice for charities of this size as set out in guidance issued by the Charity Commission. Karen Wright MAAT 12 Sandown Road Lake P036 9JP FRIENDS OF OSBORNE; Registered Charity 1163175 Minutes of AGM Meeting 17th January 2020 Held in the Terrace Restaurant, Osborne House at 11 .00 Trustees present.. Roger Crew Deputy Chairman Marla Tolley Secretary Allison Rogers Librarian Apologies: Rob Flower Chairman Phillip Palmer Treasurer There were 50 members present and three members of English Heritage. Apologies were received and one Proxy Vote was recorded. Roger opened the meeting and welcomed all those present, including the Mayor of East Cowes. Roger explained that in the absence of Rob Flower, he would be chairing the meeting. He added that Philip Palmer, Treasurer, had apologized for his absence due to convalescence after a recent hip operation. Roger continued with a general apology for the 'typo errors, contained within the AGM paperwork which had not been fully proof-read, which would not happen in the future. Roger then raised a salient point for all members urging us all to review and purchase FO merchandise. Next, warm thanks were offered to the caterers providing refreshments before and after the meeting. Roger then moved onto the formal business of the meeting, outlined in the agenda, inviting those present to raise any relevant questions as we move on to each item of business. 1 . Minutes. The minutes were discussed and matters arising included a certain dissatisfaction from the floor about errors in the Trustees, Annual Report such as incorrect dates, etc. and the clear lack of proof- reading in the paperwork. Therefore, an action point was recommended that; proof-reading and amending all paperwork must be implemented. Additionally, to save on costs and paper use, both sides of A4 paper should be used. Roger emphasized that we have a minuting secretary who will ensure accuracy of minute-taking and that criticism of our professionalism would be taken seriously. The Minules were accepted by the floor provided that corrections take place in due course. 2. To receive and consider the Trustees, Annual Report and Financial Statementfor the period from 1 St October 2018 to 30th September 2019. The Trustees, Annual Report was passed by a show of hands with two who voted against it. In the absence of Philip Palmer, Roger read out a Treasurer's Report that Philip had prepared for the meeting (enclosed with these minutes, Appendix 1). Several queries emanated from Philip's report. Therefore, it was suggested that the Honorary Secretary, Marja Tolley, should be ready to contact Philip with any urgent questions at the close of this meeting. Nonetheless, various concerns arose from the actual Statement of Financial Activities for the year ended 30 September 2019.. due to these unanswerable issues on a show of hands the Financial Statement was not approved by the floor. 3. Proposed amendments to the constitution. (Please refer to Appendix 2) Paragraph 11 {3) (b) add the word 'present' before the comma in the first li ne. Carried- 3 against. Add paragraph 11 (3) (f) 'all motions or nominations for the Trustees prior to the notice of general meeting being published,. Carried Paragraph 12 {3) (a) amend the number 5 to read 3. Motion Failed. Paragraph 13 {2) in the first line after 'Treasurer' add 'and Secretary,, change 'holder' to 'holders'. Carried- 5 against. Paragraph 13 (3) (a) 'Osborne' to read 'English Heritage,. Carried - 6 against. Paragraph 15 {1) (b) after '6 months, add 'or '3 consecutive meetings., Motion Failed. Paragraph 16, Line 2, delete the word (four). Line 3, after the word 'terms', add of '3 years, and delete the word (fifth). In the final line, change the word 3 to read 1 . Carried- 8 against. Paragraph 19 {3) (a) change the word '3, in the second line to read '2,. Motion Failed. 4. To rewelect as a Trustee on rotation. Marja Tolley took over the chair ahead of the vote. Mr. Roger Crewwas re-elected unanimously. 5. Roger returned to the chair and asked for Questions from the floor. Why was the AGM'S date moved? Answer- to be closer to the accounts being closed at the end of September. Could the AGM be outside the 'working day,? Answer- it would be difficult to use the Terrace Restaurant in the evening. The Secretary is to liaise with English Heritage to check on the feasibility of timings other than the present arrangement. Why were last year's minutes so brief? Answer- the minutes were delayed in writing due to Trustee resignations, which were not foreseeable. Nonetheless, there is now a new minuting secretary in place. The meeting was formally closed by Roger at 12.00 noon. Mr. David Bailey, (new English Heritage title: Head of Historic Properties, IOW & Hampshire, plus part of Dorset), gave a presentation on the current plans in place at Osborne House, for which he was duly thanked. Helen Mccomb. Minuling Secretary Dated 04-02-2020 FRIENDS OF OSBORNE Registered Charity 1163175 STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 30 SEPTEMBER 2020 RECEIPTS AND PAYMENTS ACCOUNT FOR THE YEAR ENDED 30 SEPTEMBER 2020 2.020 2.019 RECEIPTS Subscriptions Contribution from Grfi Aid Donations and bequests Library income Fundraising activities Dinner Trafalgar Day lunch Sales Bank interest 10,356 4,536 12 240 3,744 126 204 118 55 15.325 2.611 100 675 6.488 6,920 294 40 19,390 32.453 PAYMENTS Oonalions to OsbornelEnglish Heritage Costs of Fundraising activities Dinner Goods purchased for resale Repairs and renewals Committee expenses Membership expenses Printing Postage and carriage Office stationery Computer and SO￿are Accountancy fees Legal fees Bank charges Insurance 1,326 48 657 58 626 449 2,125 5,227 172 1,543 110 997 435 50 50 296 296 4,060 10,476 SURPLUS OF RECEIPTS OVER PAYMENTS FOR THE PERIOD 15,330 21,977 FRIENDS OF OSBORNE Registered Charity 1163175 STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 30 SEPTEMBER 2020 BALANCE SHEET AS AT 30 SEPTEMBER 2020 2,020 2,019 Current assets Bank and cash in hand 50,451 35.121 Members. funds Receipts and Payments accc Balance brought forward Surplus of receipts over payments for the year 35,121 15,330 13.144 21,977 Balance carried fonyard 50,451 35,121 ## **ACCOUNTANT'S REPORT** These accounts have been prepared on a receipts and payments basis. This is in accordance with acceptable accounting pratice for charities of this size as set out in guidance issued by the Charity Commission. Karen Wright MAAT 12 Sandown Road Lake Isle of Wight PO36 9JP FRIENDS OF OSBORNE Registered Charity 1163175 STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 30 SEPTEMBER 2021 RECEIPTS AND PAYMENTS ACCOUNT FOR THE YEAR ENDED 30 SEPTEMBER 2021 2.021 2.020 RECEIPTS Subscriptions Contribution from Grfi Aid Donations and bequests Library income Fundraising activities Dinner Trafalgar Day lunch Sales Bank interest 3.300 10.356 4.535 12 240 3.744 126 204 118 55 3,305 19.390 PAYMENTS Oonalions & Gifts Costs of Fundraising activities Dinner Goods purchased for resale Repairs and renewals Committee expenses Membership expenses Printing Postage and carriage Office stationery Computer and SO￿are Accountancy fees Legal fees Bank charges Insurance 9.200 31 1,326 48 657 58 627 449 144 108 313 110 60 435 50 55 266 296 10,227 4,060 SURPLUS OF PAYMENTS OVER RECEIPTS FOR THE PERIOD -6,922 15,330 FRIENDS OF OSBORNE Registered Charity 1163175 STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 30 SEPTEMBER 2021 BALANCE SHEET AS AT 30 SEPTEMBER 2020 2,021 2,020 Current assets Bank and cash in hand 43,529 50.451 Members. funds Receipts and Payments accc Balance brought forward Surplus of payments over receipts for the year 50,451 -6,922 35.121 15,330 Balance carried fonyard 43,529 50,451 ACCOUNTANT'S REPORT These accounts have been prepared on a receipts and payments basis. This is in accordance with acceptable accounting pralice for charities of this size as set out in guidance issued by the Charity Commission. Karen Wright MA4T 12 Sandown Road Lake Isle of Wight P036 9JP Friends of Osborne Osborne House, East Cowes, Isle of Wight P032 6JX Charity No. 1163175 AGM ArrENDANCE / PROXY VOTING FORM Attendance Form Member Details Name ....................................................... Membership No..................................... l / we are able / unable to attend the AGM at the Terrace Restaurant on Wednesday th 24 February 2022. Number attending.................... Prox Votin Form Member Details Name ....................................................... Membership No..................................... A voting member may appoint, the Chairman of the meeting or another member being th entitled to vote, to act as their proxy at the AGM on Wednesday 24 February 2022. Chairman of the meeting: YES NO or Other Member: YES NO Proxy Member Details Name ....................................................... Membership No..................................... Date......................................................... Signed...................................................... Please return this form to: The Secretary, Friends of Osborne, c/0 Osborne House, th East Cowes. P032 6JX, by 10 February. www.friendsofosbome.org Facebook.. friendsofosbornecharity