THAME MUSEUM TRUST
TRUSTEES ANNUAL REPORT AND
STATEMENT OF ACCOUNTS For year ending 31 March 2021
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TABLE OF CONTENTS
| Reference and Administrative Details | Page 3 |
|---|---|
| Chair of Trustees Report | Page 4 |
| Structure, Governance and Management | Page 5 |
| Objectives and Activities | Page 7 |
| Visitor Attendance Figures | Page 7 |
| Trustees | Page 8 |
| Financial Review | Page 9 |
| Annual Accounts | Page 11 |
| Minutes of AGM of Thame Museum Trust (26 September 2020) Page 21 | |
| Declaration | Page 23 |
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REFERENCE AND ADMINISTRATIVE DETAILS
Charity Commission Registered Charity 1174795
An Arts Council Accredited Museum
Museum Address
79 High Street, Thame OX9 3AE
Trustees
Mr Adrian Dite Chair of Trustees Mrs Alexandra Perry Treasurer
Mr David W Dodds Mr Michael L Dyer Mr David A Laver Mrs Ann Midwinter Mr Philip Williams Mrs Lin Wylie
Town Council Nominees Councillor Paul Cowell Councillor Linda Emery
Thame Historical Society Nominees Mr Maurice Kirtland Mrs Patricia Ruxton
Secretary
Mr David McBrien
Accounts Independent Examiner
Mrs Ann Green, 32 Holliers Close, Thame OX9 2EN
Bankers
Barclays Bank PLC, 102 High Street, Thame OX9 3DU
Insurers
Aviva Insurance Ltd, Pitheavlis, Perth PH2 0NH
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ANNUAL REPORT OF THE TRUSTEES AND INDEPENDENTLY EXAMINED FINANCIAL STATEMENTS FOR THE YEAR ENDING 31 MARCH 2021
The Trustees present their report with the financial statements of the charity for the year ending 31 March 2021. The Trustees have adopted the provisions of the Statement of Recommended Practice (SORP) ’Accounting and Reporting by Charities’ issued in March 2015.
CHAIR OF TRUSTEES REPORT
No review of the Museum can be done without starting by offering a big thank you to all the Volunteers, whether front of house or part of the working groups, who run this Museum. Everything that happens, happens because a Volunteer makes it happen. Worth a special mention is Lin Wylie who won a merited Highly Commended Award after reaching the Museum Volunteer of the Year shortlist in the Museum and Heritage Awards for 2020. Lin leads by example and epitomises the great efforts of all our Volunteers.
As with everyone else, the activities of the Museum have been affected by the Covid-19 outbreak and the restrictions placed upon the Museum.
The Museum has stayed closed to the public for most of the year, opening for just 28 days in total. We had to cancel all talks, temporary exhibitions, and other events for 2020. The one exception was that we were able to support the Thame Art Crawl, and then use the Museum as a gallery for all the artists following the event, both of which proved very popular.
Like so many areas of life, the Museum suffered loss of revenues from these activities and from donations from visitors, while the costs of maintaining the Museum continued. We are very grateful to Thame Town Council and South Oxfordshire District Council for their continued support and the Government grant scheme that has helped to secure our future.
Although the Museum building has been closed, the work has continued with Zoom calls for Groups, Committees and Trustee meetings. We have also started this year with on-line talks and the first few have been a great success with take up greater than expected. An on-line shop facility has been set up and this has allowed the Museum to continue to generate revenues, even during closure. The marketing team has enhanced the use of social media platforms and also initiated a website upgrade.
Unfortunately, we had a major issue with rain water ingress during the summer. The main problem has been resolved with a temporary repair and other issues, including full fix, are in progress. Repairs are being carried out by the Council who own the building.
Behind the scenes we have started the work required to renew our Accreditation in 2022, streamlining the processes and procedures used to run the organisation, reviewing our strategic direction document, developing our key aims and drafting the project activity required to deliver those aims. The Museum continues to look at the way we work, moving
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more and more to a collaborative style of working. However, what is certain is that our mission to tell the story of Thame remains unchanged.
We have been helped throughout by Emily Toettcher acting as our Accreditation Mentor. Emily is the Curator at Amersham Museum, and we are very pleased to have her professional support both to help with general guidance and as an invited member of the Trustee Meetings.
I have a special thanks to one of our Trustees who is standing down: David Dodds. David has been part of the Museum from the beginning, working to establish the Museum. David was Chair of Trustees for many years and has been a constant guiding hand throughout.
We launched a Volunteer recruitment drive with great success and have identified some current key roles we need to support, together with a few new ones to strengthen the organisation. We currently have 59 signed up Volunteers, of which 7 are duty managers, 13 stewards and 10 in training. The volunteer application form has been amended and put up on the website. Training programmes are in place to ensure that all Volunteers are familiar and comfortable with the tasks associated with their particular roles.
We are very happy to continue our partnership with Thame Players and the “Midsomer Murders Tours” programme, which brings both people and funds into the Museum. This helps us to tell “The Story of Thame”, giving a sense of place, and bringing the town’s history to life. The Museum wants to be seen as a welcoming, family friendly environment, relevant to residents today. The Museum undertook a “Kids in Museums” audit and are in progress of implementing many of the recommendations to improve our families’ experience. Along with this project, the website has been revamped and social media platforms improved.
We are very pleased to be working with some of the local businesses who have been offering support in terms of loaning specialist equipment when required, sponsorship (including printing requirements) through to renting space to Mother & Baby yoga classes.
I end this review of the year with a massive thank you to the Members of the Trust who have continued their membership, and the support of the 100 Club, which underpins the running costs of the Museum.
The Trustees are confident of the Museum’s future both in its own right and as a part of the wider Thame community, and I am extremely proud to be part of the Thame Museum community.
STRUCTURE, GOVERNANCE AND MANAGEMENT
Governing Document
The charity was established by constitution signed on 06 February 2004 as a Charitable Unincorporated Association and is governed under its Constitution that delineates the objects and powers of the Charitable Trust. The Charitable Trust was registered with the Charity Commission number 1125432. It has now been dissolved and was removed from the Charity Commission register in July 2019.
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On 22 September 2017 a Charitable Incorporated Organisation (CIO) was registered with the Charity Commission number 1174795 in the name of Thame Museum Trust. The Objects and Aims of the CIO are identical with the Objects and Aims of the previous charity. The CIO took overall responsibility for the Trust from 01 April 2018.
The financial statements are prepared in accordance with the Trust’s constitution and the Statement of Recommended Practice, Accounting and Reporting by Charities (SORP FRS102).
Reserves Policy and Risk Management
The Trustees have a duty to identify and review the risks to which the charity is exposed and to ensure appropriate controls are in place to provide reasonable assurance against fraud and error. The Trustees reviewed its financial controls on 19 April 2021.
The Trustees have approved holding reserves which equate roughly to 1.5 years overheads, being £15,000, to guard against unexpected costs.
The Trust leases a building for the purposes of running the Museum. This is held on a 25-year lease from Thame Town Council at the rate of £1 per annum.
The Trust does not have access to any overdraft or loan facility.
Arts Council Accreditation
In 2007 the Trustees were pleased to announce that the Museum was the first museum of its style to directly achieve the Accreditation Standard set for Museums. The Museum’s Arts Council accreditation was renewed in 2013 and again in 2017; a reapplication for accreditation will be made in 2022.
Management Committee
The day to day running of the Museum has been delegated by the Trustees to a Management Committee which is constituted as:
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Chair, Secretary and Treasurer;
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Members representing the functions of the Museum:
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Activities Team
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Building Team
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Collections Team (x2)
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Education & Outreach Team
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Publicity & Marketing Team
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Volunteer Engagement Team
It was agreed during the year to review the governance of the Trust and dissolve the Management Committee, establishing in its place an Operations Group, effective 01 April 2021. This new Operations Group and its supporting structure will facilitate the natural collaborative style of team working within the Museum.
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OBJECTIVES AND ACTIVITIES
Objectives and Aims
The principal object of the Trust is:
To advance education by the establishment and maintenance of a museum in local history and in particular, but not exclusively, to Thame and the surrounding area.
In planning our activities, we have kept in mind the Charity Commission’s guidance on public benefit.
The primary public benefits to the community are:
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Operation of a local history Museum which collects and conserves artefacts relating to life in the Thame area in accordance with the Collections Policy;
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Providing a facility for members of the public to carry out local history research;
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Holding regular public talks with a historical theme and temporary exhibitions and displays on historical and artistic themes; and
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Collaborative working with local children’s groups, local businesses and schools to improve access to the Museum and its collections and enhance its operations.
VISITOR ATTENDANCE FIGURES
Visitor attendance for the past five years is:
| Year | 2020/21 | 2019 /20 | 2018/19 | 2017/18 | 2016/17 |
|---|---|---|---|---|---|
| Total visitors | 492 | 3,900 | 3,860 | 3,408 | 3,420 |
| Days open | *28 | 163 | 177 | 176 | 180 |
| Average visitors per open day | 18 | 24 | 22 | 19 | 19 |
- During the year we opened when it was legal to do so, and when there were sufficient Volunteers available to ensure public safety. We were pleased to note that the average visitor numbers were largely maintained during this unprecedented period.
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TRUSTEES
As requested at the 2018 AGM, members asked for the Annual Report to include the length served by each Trustee.
| AGM | Jun-18 | Jun-18 | Jun-19 | Jun-19 | Sep-20 | Sep-20 | Sep-20 | Jun-21 | Jun-21 | |||
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Trustee | Stood down | Elected | Complete years |
Stood down | Elected | Complete years |
Stood down | Elected | Complete years |
Stood down | Elected | Complete years |
| David Bretherton | 1 | 2 | √ | 3 | - | |||||||
| Adrian Dite | 1 | 2 | 3 | √ | ||||||||
| David Dodds | 1 | 2 | 3 | √ | ||||||||
| Mike Dyer | 1 | 2 | √ | √ | 3 | 1 | ||||||
| James Green | 1 | √ | - | - | - | |||||||
| Allan Hickman | 1 | 2 | √ | 3 | - | |||||||
| David Laver | 1 | √ | √ | 2 | 1 | 2 | ||||||
| Ann Midwinter | √ | 0 | 1 | 2 | 3 | |||||||
| Alexandra Perry | - | - | √ | 0 | 1 | |||||||
| Phil Williams | 1 | 2 | 3 | √ | ||||||||
| Lin Wylie | - | √ | 0 | 1 | 2 |
As per the Trust’s Constitution all Trustees elected shall retire from office with effect from the conclusion of the annual general meeting 3 years next after the date on which they came to office but they shall be eligible for re-election at that general meeting. At this time, Adrian Dite, Phil Williams and David Dodds are retiring. David Dodds is not seeking re-election.
ON BEHALF OF THE BOARD OF TRUSTEES
Adrian Dite
Mr A Dite, Chair of Trustees Dated: 26 June 2021
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FINANCIAL REVIEW
STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDING 31 MARCH 2021
The Trustees acknowledge their responsibility for preparation of financial statements and consider that under Section 144(2) of the Charities Act 2011 (the 2011 Act) a formal audit is not required and that an independent examination is required for the year ending 31 March 2021.
The basis on which the accounts are prepared has been changed from a receipt’s basis to a receivable’s basis, effective 01 April 2020. Therefore the accounts for the year ending 31 March 2020 have been restated in accordance with this new basis.
The financial statements were examined and approved by the Board of Trustees on 26 June 2021 and signed on behalf of the Trustees by Adrian Dite.
INDEPENDENT ACCOUNTS EXAMINER’S REPORT TO THE TRUSTEES OF THAME MUSEUM TRUST
I report to the Trustees on my examination of the accounts of the Thame Museum Trust (the Trust) for the year ending 31 March 2021.
Responsibilities and basis of report
As the charity’s trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).
I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent examiner’s statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which give me cause to believe that, in any material respect:
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the accounting records were not kept in accordance with section 130 of the Charities Act; or
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the accounts did not accord with the accounting records; or
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the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
Signed: Ann Green (original on file)
Name: Mrs Ann Green
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Relevant professional qualification or membership of professional bodies: ACA
Address: 32 Holliers Close, Thame OX9 2EN Date 20 May 2021
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ANNUAL ACCOUNTS
FOR THE YEAR ENDING 31 MARCH 2021
THAME MUSEUM TRUST
CHARITY NO: 1174795
STATEMENT OF FINANCIAL ACTIVITIES
| Notes Incoming resources 3 Donations Grants 4 Fundraising Membership Talks, room hire & other income Total Resources expended 5 Raising funds Building expenses Office expenses Total Net income / (expenditure) Transfers between funds Net movement in funds Reconciliation of funds Total funds brought forward Total funds carried forward |
Unrestricted Funds Restricted Income Funds Total Funds Prior Year Funds £ £ £ £ |
|---|---|
| 1,363 300 1,663 3,414 40,057 - 40,057 1,800 2,705 - 2,705 7,061 1,937 - 1,937 2,461 341 341 1,780 |
|
| 46,403 300 46,703 16,516 |
|
| 2,514 15 2,529 6,222 9,006 731 9,737 11,307 2,691 46 2,737 2,934 |
|
| 14,211 792 15,003 20,463 |
|
| 32,192 (492) 31,700 (3,947) (731) 731 - - |
|
| 31,461 239 31,700 (3,947) 11,298 2,719 14,017 17,964 |
|
| 42,759 2,958 45,717 14,017 |
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BALANCE SHEET
| Restricted | Prior | ||||
|---|---|---|---|---|---|
| Unrestricted | Income | Total | Year | ||
| Notes | Funds | Funds | Funds | Funds | |
| £ | £ | £ | £ | ||
| Current assets | |||||
| Stocks | 6 | 2,417 | - | 2,417 | 2,848 |
| Debtors | 7 | 726 | - | 726 | - |
| Cash at bank and in | 40,687 | 2,958 | 43,645 | 13,159 | |
| hand | |||||
| Total current assets | 43,830 | 2,958 | 46,788 | 16,007 | |
| Creditors: amounts | 8 | 1,071 | - | 1,071 | 1,990 |
| falling due within one | |||||
| year | |||||
| Total net assets | 42,759 | 2,958 | 45,717 | 14,017 | |
| Funds | |||||
| Restricted income | - | 2,958 | 2,958 | 2,719 | |
| funds | |||||
| Unrestricted funds | 42,759 | - | 42,759 | 11,298 | |
| Total funds | 9 | 42,759 | 2,958 | 45,717 | 14,017 |
NOTES TO THE ACCOUNTS
1. Basis of preparation
1.1. Basis of accounting
The accounts have been prepared under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant note(s) to these accounts.
The accounts have been prepared in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) issued on 16 July 2014 and with the Charities Act 2011.
1.2. Going concern
The accounts have been prepared on a going concern basis. The Trust has
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received non-repayable grants during the year which would cover almost three times the average annual running cost of the museum.
1.3. Change of accounting policy
The accounts for the year ending 31 March 2021 have been prepared on a receivables basis. Prior accounts have been prepared on a receipts basis, therefore adjustments have been made to the comparatives for the year ending 31 March 2020 in these accounts as follows:
Statement of Financial Activities
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Incoming resources reduced by £450 to account for prepaid 100 Club membership
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Resources expended reduced by £1,308 to account for £2,848 stocks,
£817 owed to suppliers and £723 in grants repayable.
Balance sheet
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Stocks accounted for: £2,848
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Creditors falling due within one year accounted for: £1,990, being £450 prepaid 100 Club membership, £817 owed to suppliers and £723 grants repayable
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Funds increased by £858
2. Accounting policies
2.1. Income
Recognition of income : income is included in the SoFA when the Trust becomes entitled to the resources, it is more likely than not that the Trustees will receive the resources and the monetary value can eb measured with sufficient reliability.
Offsetting : there has been no offsetting of assets and liabilities, or income and expenditure, unless required or permitted by the FRS 102 SORP.
Grants and donations : are only included in the SoFA when the general income recognition criteria are met.
Tax reclaims on donations : Gift Aid receivable is included in income when there is a valid declaration from the donor. Any Gift Aid amount recovered on a donation is considered to be part of that gift and is treated as an addition to the same fund as the initial donation unless the donor or the terms of the appeal have specified otherwise.
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Volunteer help : The value of any voluntary help received is not included in the accounts but is described in the Trustees’ annual report.
2.2. Expenditure and liabilities
Liability recognition: Liabilities are recognised where it is more likely than not that there is a legal or constructive obligation committing the Trust to pay out resources and the amount of the obligation can be measured with reasonable certainty.
Creditors : The Trust has creditors which are measured at settlement amounts less any trade discounts.
Stocks : Goods or services provided as part of a charitable activity are measured at net realisable value based on the service potential provided by items of stock.
Debtors : Debtors (including trade debtors) are measured on initial recognition at settlement amount after any trade discounts or amount advanced by the Trust. Subsequently, they are measured at the cash or other consideration expected to be received.
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3. Analysis of incoming resources
| Donations Donations Gift Aid Total Grants Retail, Hospitality & Leisure Scheme Kids in Museums South Oxfordshire District Council Total Fundraising Events and projects 100 Club Sale of books Shop sales Other income Total Membership Subscriptions Gift Aid Total Talks, room hire & other income Talks Room hire Other income Total Total income* |
Unrestricted Funds Restricted Income Funds Total Funds Prior Year Funds £ £ £ £ |
|---|---|
| 920 300 1,220 2,978 443 - 443 436 |
|
| 1,363 300 1,663 3,414 |
|
| 39,857 - 39,857 - 200 - 200 - - - - 1,800 |
|
| 40,057 - 40,057 1,800 |
|
| - - - 3,735 998 - 998 1,140 906 - 906 - 781 - 800 2,186 20 - 20 - |
|
| 2,705 - 2,705 7,061 |
|
| 1,559 - 1,559 2,018 378 - 378 443 |
|
| 1,937 - 1,937 2,461 |
|
| 156 - 156 1,122 180 - 180 390 5 - 5 268 |
|
| 341 - 341 1,780 |
|
| 46,403 300 46,703 16,516 |
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- Talks income is net of subscriptions to the online shop provider through which tickets are sold.
4. Analysis of receipts of government grants
The Trust received £39,857 under the government’s Retail, Hospitality & Leisure Scheme during the coronavirus pandemic. £1,800 was received in the previous year from South Oxfordshire District Council to support the refurbishment of the shop and reception area of the Museum.
5. Analysis of resources expended
| Raising Funds Events and projects 100 Club Shop purchases Collections management Advertising and website Other expenses Total Building expenses Utilities Maintenance contracts Repairs and renewals Cleaning Insurance Total Office expenses Stationery and postage Printing Subscriptions Training Computers and software Other expenses Total Total expenditure* |
Unrestricted Funds Restricted Income Funds Total Funds Prior Year Funds £ £ £ £ |
|---|---|
| - - - 3,811 - - - 915 1,427 - 1,427 110 575 - 575 463 458 - 458 791 54 15 69 132 |
|
| 2,514 15 2,529 6,222 |
|
| 3,321 - 3,321 4,068 1,639 - 1,639 2,310 2,810 731 3,541 3,639 797 - 797 923 439 - 439 367 |
|
| 9,006 731 9,737 11,307 |
|
| 657 - 657 128 378 46 424 468 543 - 543 548 492 - 492 - 523 - 523 1,721 98 - 98 69 |
|
| 2,691 46 2,737 2,934 |
|
| 14,211 792 15,003 20,463 |
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** Shop purchases includes £1,081 of stock written off as obsolete.
*** Subscriptions were paid for memberships including the Museums Association, Oxfordshire Museums Council, Association of Independent Museums and Oxfordshire Community and Voluntary Action.
6. Stocks
Stocks represents finished goods held for sale in the shop within the Museum and online.
7. Debtors
| . Debtors | |
|---|---|
| Trade debtors Online shop sales Prepayments Trade creditors |
2021 2020 £ £ |
| 23 - 230 - 120 - 353 - |
|
| 726 - |
Trade creditors consists of £553 owed by suppliers less £200 owed to suppliers.
8. Creditors – amounts falling due within one year
| . Creditors – amounts falling due within one | year |
|---|---|
| Trade creditors Prepaid 100 Club membership Prepaid talks tickets Other creditors |
2021 2020 £ £ |
| - 817 840 450 231 - - 723 |
|
| 1,071 1,990 |
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9. Trust’s funds
Details of funds held and movements during the CURRENT reporting period:
| Fund name Unrestricted General fund Designated 100 Club RH&L grant Accounting software Capital projects Total Restricted Thame Remembers Publications Handling objects Children’s facilities Rycotewood pictures Thame History Fair Reception refurbishment Chairman’s chairs Total Total funds |
Balance brought forward Income Expenditure Transfers Balance carried forward £ £ £ £ £ |
|---|---|
| 10,424 20,488 (13,833) 6,058 23,137 (225) 915 - (690) - - 25,000 - (20,960) 4,040 - - (378) 960 582 1,099 - - 13,901 15,000 |
|
| 11,298 46,403 (14,211) (731) 42,759 |
|
| 1,041 - - - 1,041 255 - - - 255 153 - - - 153 12 - (12) - - 258 - (49) - 209 1,000 - - - 1,000 - - (731) 731 - - 300 - - 300 |
|
| 2,719 300 (792) 731 2,958 |
|
| 14,017 46,703 (15,003) - 45,717 |
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Details of funds held and movements during the PREVIOUS reporting period:
| Fund name Unrestricted General fund Designated 100 Club Data server Reception refurbishment Capital projects Total Restricted Thame Remembers Publications Handling objects Children’s facilities Rycotewood pictures Thame History Fair Reception refurbishment Midsomer Murders walks Smart TV Total Total funds |
Balance brought forward Income Expenditure Transfers Balance carried forward £ £ £ £ £ |
|---|---|
| 13,379 8,892 (12,297) 450 10,424 - 1,140 (915) (450) (225) - 809 (809) - - - 235 (235) - - 2,000 - (901) - 1,099 |
|
| 15,379 11,076 (15,157) - 11,298 |
|
| 2,177 - (1,136) - 1,041 255 - - - 255 153 - - - 153 - 692 (680) 12 - 1,006 (748) 258 - 1,000 - - 1,000 - 1,800 (1,800) - - - 519 (519) - - - 423 (423) - - |
|
| 2,585 5,440 (5,306) - 2,719 |
|
| 17,964 16,516 (20,463) - 14,017 |
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Funds are held under two headings:
(1) Unrestricted funds, including designated funds, can be used in accordance with the Trust’s charitable objectives at the discretion of the Trustees.
(2) Restricted funds can only be used for particular purposes within the objects
of the Trust. Restrictions arise when donations or grants are made for a particular purpose or project and restrictions are applied by the grant maker or donor.
10.Transactions with Trustees and related parties
10.1. Trustees’ expenses
| Type of expense reimbursed Building maintenance Collections, exhibitions and advertising Stationery, postage, training and IT consumables Shop goods Items to ensure a covid-secure environment |
2021 2020 £ £ |
|---|---|
| 903 1,897 594 1,259 1,103 2,327 - 1,707 337 126 |
|
| 2,937 7,316 |
7 trustees were reimbursed during 2021 (7 in 2020).
10.2. Transactions with related parties
There have been no material transactions with related parties in the
reporting period other than expenses reimbursed to Trustees as reported above.
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MINUTES OF THE ANNUAL GENERAL MEETING OF THAME MUSEUM TRUST (CHARITABLE INCORPORATED ORGANISATION NO. 1174795) HELD ONLINE ON 26 SEPTEMBER 2020 AT 10.30AM
Due to restrictions imposed as a result of the Covid-19 pandemic the AGM was deferred from the original proposed date of 27 June 2020 and was carried out using remote online Zoom meeting.
The meeting was chaired by Mr Adrian Dite.
MEMBERS PRESENT:
The number of members present was 17 which was above the quorum of 10% of the museum membership (currently 157) required to hold the meeting.
APOLOGIES FOR ABSENCE:
Apologies have been received from 10 members.
MINUTES OF PREVIOUS MEETING:
The secretary confirmed the changes to the words in the constitution agreed at the previous AGM held on 29 June 2019 have been incorporated and registered with the Charity Commission.
There were no further matters arising.
Acceptance of the minutes of the previous AGM was proposed by Pat Ruxton, seconded by Allan Hickman. The minutes were accepted as a true record of the meeting.
TRUSTEES ANNUAL REPORT FOR 2019/20:
The annual report was issued in advance to all members for pre-reading.
Chairman’s report
Adrian Dite summarised the content of his report together with a brief update of the impact of the museum closure during the lockdown due to the Covid-19 outbreak.
Treasurer’s report
The report on the museum finances was prepared by David Bretherton prior to his standing down as treasurer at the end of the 2019/20 financial year. Alexandra Perry has taken on the role of treasurer from 01 April 2020.
Adrian summarised the content of the financial report which showed an operating deficit of £4,805. These are explained in more detail in the Treasurer’s notes included in the report.
The appointed Independent Examiner agreed at last year’s AGM, Mr Julian Ayres, was unable to examine the accounts due to ill health, and therefore Mrs Ann Green, ACA, carried out the examination and had no concerns.
There were no comments received from the members regarding the report and it was therefore accepted unanimously.
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ELECTION OF TRUSTEES:
In accordance with the constitution, one third of elected trustees (currently 9) are required to stand down on a 3-year rotation based on longest served. The trustees standing down for this year are David Bretherton, Allan Hickman and Mike Dyer.
David and Allan have advised they will not be seeking re-election.
Two nominations to stand as trustees have been received: Mike Dyer (proposed by Phil Williams, seconded by Allan Hickman) and Alexandra Perry (proposed by Lin Wylie, seconded by Adrian Dite).
As this was fewer than the 3 trustee vacancies there was no need for a vote. Mike Dyer and Alexandra Perry were therefore elected to serve as trustees for 3 years.
THAME HISTORICAL SOCIETY NOMINATIONS FOR TRUSTEES:
The Trust has received the following nominations from Thame Historical Society:
- Mr Maurice Kirtland and Mrs Pat Ruxton.
THAME TOWN COUNCIL NOMINATIONS FOR TRUSTEES:
The Trust has received the following nominations from Thame Town Council:
- Mr Paul Cowell and Ms Linda Emery.
MEMBERSHIP FEES FOR 2020/21:
The trustees proposed to leave the annual membership fees for 2020/21 unchanged at £12.50 per adult.
This was agreed unanimously at the meeting.
APPOINTMENT OF ACCOUNTS INDEPENDENT EXAMINER:
Mrs Ann Green was nominated to carry out an Independent Accounts Examination for year 2020/21.
This was agreed unanimously at the meeting.
NOMINATIONS TO OUTSIDE BODIES:
The following nominations/contacts were confirmed:
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Oxfordshire Museums Council: Mr Maurice Kirtland.
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Museums Association: Mr Adrian Dite.
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Association of Independent Museums: Mr Phil Williams.
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South East Museums Development Office: Mrs Alexandra Perry to be added to
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contacts.
CLOSING OF AGM:
The AGM was formally closed at 11.05am.
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DECLARATION
The Trustees declare that they have approved the Trustees’ report above.
Signed on behalf of the charity’s Trustees:
Signature(s): Adrian Dite
Full name(s): Adrian Dite
Position: Chairman Date: 26 June 2021
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