## **AGM of ROWLANDS CASTLE HERITAGE CENTRE** ## **Thursday 25[th] November 2021 at 7.00 pm Via Zoom** **Trustees Present:** Alan Eyers AE, Ania Shawcross AS, Alan Drinkwater AD, Rodney Duggua RD, Prue Amner PA, Annabelle Cameron AC. **In Attendance** Treasurer - Lorraiane Morriarty Management Group - Malcolm Smith, Charlie Shawcross CS, Gordon Charlesworth, Caroline Bird CB. ## **Apologies:** Kevin Connell KC, Paul Griffiths PG, Graham Dale GD. |**Item**|**Subject**|**Action**| |---|---|---| |1|**Welcome**
AE welcomed 4 residents to the AGM. Helen Penfold, Mark Seaman, Brian
Tompinson, Andrew Wyatt.|| |2|**Election of Officers**
AE took the chair. All officers agreed to stay in their posts - Vice Chair AS, Secretary PA,
Treasurer LM.|| |3|**Treasurer’s Financial Statement and Accounts**
The Treasurer’s full report and examined accounts had been circulated before the
meeting. LM presented the statement of accounts. The current bank balance is
£2,721.76 with petty cash of £158.66.
Income over the year was £277.47 with expenditure £733.45 leaving a loss of £455.98.
Assets include the model railway and a computer.
The Income & Expenditure Statement, the Treasurer’s report and the Examiner’s
Statement were all approved. Martin Cornish, accountant, was thanked for examining
the RCHC accounts and LM was thanked for her report. Martin Cornish was thanked for
his services which he gave freely.|| |4|**Chair’s Report including Management Group**
The Chair’s full report had been circulated before the meeting. 2021 has proved to be
as tricky as 2020 given all the necessary Covid restrictions. Luckily, there were
sufficient funds from the reserves from previous years to comfortably cover costs.
With this mind, we will be arranging some fund-raising events in 2022. The
Management Working Group will be looking into this early in the New Year.
**Model Railway**was displayed during the Village Fair in September. This proved to be a
success as there was a constant stream of young and old alike throughout the day. Web
Editor, Alan Drinkwater, set up a TV linked to a laptop to show the RCHC website and
to discuss its content,andpossible new items,with the visitors. Manythanks aregiven|| Registered Charity Number 1174495 **----- Start of picture text -----**
to all the volunteer helpers and for donations toward this event. Meanwhile there will
be the annual lunch for the volunteers at The Castle Inn.
Management Working Group has held a few meetings throughout the year using the
Pavilion on the Recreation Ground for ‘airy’ face to face meetings which was a very
useful venue. Next year the group will need to review the Business Plan to develop a
focus for the way forward.
Finally, AE reported that Alan Matthews, who only became a Trustee last year, sadly
passed away after a short illness. Because of Covid restrictions the Trustees only ever
talked to him via Zoom or email, which was a great shame. Our sincere condolences go
out to his wife and family.
5 Reports from the Working Groups:-
• Website Group report had been circulated prior to the meeting and was presented
by AD the editor. He thanked GD and LM for their work on the website. The
website had been relaunched in May 2021 with a more accessible home page
based on a matix of images to enable easier navigation. AD explained the new
projects he hopes to follow up in the coming year including: census information;
Covid effect on the village; a digital archive of assets. CB is keen to develop the
availability of RCHC website information to school children. AD indicated that he
plans to step down from the role as editor in the coming year.
AE thanked the group for all their hard work and dedication on this project. He also
thanked CB (newly joined the team) for her work on Facebook ensuring that this is
regularly posted with RCHC information.
• Audio Visual Presentation of Rowlands Castle had been sent to all to watch prior to
the meetng by CS. GD has installed it on the RCHC secure area of YouTube. All
were very impressed with the quality and content of this digital asset. It was
agreed to make this available, prominently, on the RCHC website and in as many
other places as possible to give wide visibility. AE thanked CS and the designers for
all their hard work in providing a great addition to Heritage Centre.
Date of next meeting
The next meeting of Trustees date tbc.
Meeting closed and was followed by an Open Forum
There was good discussion during this session including :-
• Use of the railway station for a museum and why this is no longer viable.
• RCHC working with and across other organisations.
• Planning ahead for the display of the model railway at the next Village Fayre and
other possible events.
• Model Railway on Yesterday Channel 6 [th] and 8 [th] December at 9.00pm
• CB requested more Facebook ideas.
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Signed ……………………………..…………………………….………Chairman Date…………………………… Registered Charity Number 1174495 INDEPENDENT EXAMWS REPORTTOTHE TRUSTEES OF ROWLANDS cA¥fLE HERifAGE c￿RE REG. C71PJIITY No: 1174495 I report on the financval Statements for the yearto 30 September 2021 Res ctive onsi ilit6es of Trusteesand Examiner The ChariVsTrustees are TespOnsi￿e forthe preparation of the accourtts. The tharirfsTvustees considerthat an audit is Mt required for this year under section 1442) of the Ch31ities Act Ithe 2011 Act) and that an independent examination 15 needed. It is my responsibilrty.. To examine the accounts undef settion 145 of the 2011 Art To follow the procedure5 laid down in the general Directions given by the Charity Commission undersertion 14515llb) of the 2011 Act" and To state whether particular matters have come to my attentlon Basis of Inde endent ExamiTrerfs Re My examlnatx)n vras carried out in accordall￿ with the generdl Direct￿nS81¥tTr by the Charity Commi551on. AD examination includes a revw of accnunting records kept by the Charity a comparison of the accounts presented wth those records. It. a150 Include5 consideration of any nusual items or disclosures in the accounts. and seekiig explanaknonsfrom you as Trustees concemlng anysuch Matte￿ The procedures undertaken do not provlde all the evidence that would be required in an audit and consequently fto opinion is given as to whetherthe accounts present a "true and fair vierf and the report is limited to those matters Set out in the statement bek)w. In Examin rfs Ststement In connection with my eXami￿￿fi. tk) matter has come to my attention-. 11 Which slves me reasonable cause to believe that in any material respect the requirements: To keep accountin8 record5 ￿ accordance ¥rith Sert1￿ 130 of 2011 Att; arrtl To prepare accounts whith accord with the accounti￿ records and comply with the accountt￿ ￿qUIreMentS of the 2011 Art have ntst been meL' or 21 To whlth, in my opinion. attention should be drawn In orderto enable a proper understanding tsf.t￿ accounts to be Teac1￿d. Martin Comish FFA Dated: 24. 11. 9£> ROWIAPa)S CASTLE ￿RITAGE CENTrL. REG CHAWTr Nu. 1171495 FOR THE YEAR TO 30 ICOME: DcAtstions EHDC Grant Jumble Trdil Stall 143.81 45.CK) 277.47 EXPENDMJRE: Mcrfkl Rallway Website Hire of hall Insur*Ke 28.rM) 437.45 21& 733.45 Lw forthe yeAr 455.98 Capltal: Bank Cash babnce broughtf(Kward Loss for the 3.336.40 455.98 2.880.42 8arday5 Bank balaft￿ 301(YJ12021 Cash in hand 2.721.76 158.66 2.880.42 SiBned: Alan Eyers thaIrM￿ &Trustee Date". 2s I i_ aoxi Exarnlried toBetherwith the bo(*5 and vwchersof the orwisation f{xx￿ to be corrert .and in accordan￿ therein. 8ned'. Mart. mish Independent Examiner Date: