MINUTES ANNUAL GENERAL MEETING of ROWLANDS CASTLE HERITAGE CENTRE
Thursday 16[h] November 2023 at 7.00 pm in Parish Hall
Trustees Present: Alan Eyers, Prue Amner, Rodney Duggua, Alan Drinkwater, Kevin Connell, Paul Griffiths, Annabelle Cameron.
Apologies: Ania Shawcross
In attendance: From the Management Group, Lorraine Moriarty, Caroline Bird, Malcolm Smith, Gordon Charlesworth.
Introductions
Alan Eyers welcomed all to the meeting and each Trustee introduced themself.
Minutes of the last meeting:
Minutes were accepted and there were no actions.
Formal Re - election of Officers
The following Trustees were confirmed to continue in these roles:-
Chairperson - Alan Eyers
Vice Chairperson - Ania Shawcross Secretary - Prue Amner Treasurer - Lorraine Moriarty
Approval of Financial Statement and Accounts
Lorraine Moriarty presented the information and the report is Appendix 1. [Financial Statement and Examiner’s Report will be attached to the email with these minutes].
Chairman’s report - progress on Interim Business Plan
Alan Eyers presented his report which is Appendix 2.
He gave many thanks to Annabelle Cameron for her kind hosting of the summer event and to Ania Shawcross for organising it. Alan gave further thanks to Model Railway volunteers for their presentation of the model during the event. Many thanks to Driftwood and Tod and Frodie for their entertaining music making. Thanks to the Tim Cowin and Brian Tomkinson of the Historical Society for their conducted tours of the Castle site.
More people were thanked:-
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Paul Marshman for his help with gathering village information for Charlie Shawcross for the new Trails project .
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Graham Dale for his technical support for the Website and Trails project.
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Malcolm Smith, Gordon Charlesworth and Charlie Shawcross for their continued membership of the Management Group.
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Local businesses who are very supportive in many ways especially for raffle prizes.
Proposal for Relationship with Rowlands Castle Historical Society
Alan Eyers explained the progress on this matter which has been going well. The Charity Commissioners have been contacted and there are delays with their responses. The target is to
have this all resolved by October 2024 before the AGMs of both organisations when there will be a Trustees meeting to discuss.
Reports from Working Groups
• Model Railway
Malcolm Smith presented report see Appendix 3.
There were two displays of the model this year in the Church on the Green one of which was during the Village Fayre which was supported by the Historical Society and Ted Redsull’s photographs.
A new flutter flag has been designed to increase visibility of the model at events. Malcolm reinforced the shelf life of the model and the issue of continued maintenance. He was pleased to add three more volunteers to the group but always needs more.
• Website and Trails
Caroline Bird presented the Website report see Appendix 4.
She explained that the team now involves the Historical Society. Graham Dale supports the website development and maintenance with his great technical ability. Caroline thanked Brian Tomkinson for the new oral histories and the redesign of the access to these.
Caroline then described the Trails project Appendix 5.
She explained how they will be accessed via mobile phones and that the trail round the Green will be the first to be tested. She gave thanks to Charlie Shawcross, the project leader, Paul Marshman and the team.
Date of next Trustee meeting November 2024 date TBC
AGM Meeting closed at 19.45.
Open Forum
The Trustees were joined by 17 residents
There were no questions so all enjoyed the refreshments and had an opportunity to talk.
Signed _____ Date_______
ROWLANDS CASTLE HERITAGE CENTRE
Treasurer’s Statement
30 September 2023
| Rowlands Castle Heritage Centre | Rowlands Castle Heritage Centre | |||
|---|---|---|---|---|
| Profit And Loss Account | ||||
| For the year ended 30 September 2023 | ||||
| 2023 | ||||
| £ | ||||
| Income | Donation | 592.88 | ||
| Fundraising Events | 3248.01 | |||
| May Day Picnic | 122.94 | |||
| Sale of Books/Postcards | 4.00 | |||
| Village Fair | 59.72 | |||
| 4027.55 | ||||
| Fundraising | ||||
| Events | Deerleap | -602.46 | ||
| RCA Community Activity Event | -5.00 | |||
| General Expenses | Hall Hire |
-200.00 | ||
| Other Expenses | -229.20 | |||
| Printing/photocopying | -172.00 | |||
| Write backs | -400.00 | |||
| Insurance | Renewal | -398.87 | ||
| Model Railway | Expenditure | -320.48 | ||
| Website | Other | -21.00 | ||
| Software | -232.63 | |||
| -2581.64 | ||||
| Net surplus | 1445.91 |
RCHC Funds
The Barclays bank account is now fully operational and dual authorisation is in place.
There has been a significant increase in the RCHC funds this year, with the bank account and petty cash balance as at 30th September 2023 being £4,122 (Bank £4,045.45 and Petty Cash £76.69) up from a total of £2,676 at 30th September 2022.
Income
Early in 2023 we applied for and received a donation from the Rowlands Castle Association for the Heritage Trails software.
In September, the Deerleap event raised £3,248.01 and incurred costs of £602.46 resulting in a net profit of £2,645.55. This was thanks to the generosity of the Cameron family, the organising committee for planning a very successful and enjoyable event, plus numerous volunteers on the day. These funds provide financial security for the running of the website and the display and maintenance of the model railway for the next few years.
During the year, closer working with the Historical Society has benefitted both organisations and the Historical Society made a donation to the RCHC of £365, for which we are very grateful, and they have pledged more for the coming year.
Outgoings
The RCHC were required to repay to EHDC £400 in unused grant funding. There were the usual costs for insurance and software plus hall hire and some repair costs for the model railway.
We invested in the design of a new logo, some sturdier new posters and a feather banner for the model railway.
Next Financial Year
Insurance and software costs are likely to rise by approximately 10-15% due to inflation. The biggest unknown cost is for the model railway maintenance but we start the next financial year in a comfortable position.
Treasurer
Lorraine Moriarty 12/11/2023
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