ROSLISTON ASTRONOMY GROUP (Reg. Charity Number 1175118) TRUSTEES. ANNUAL REPORT for the period - 1st January, 2023 to 31st December. 2023 Alm8 and Purposes Rosliston Astronomy Group, abbreVtsd to RAG for ease of reference, is an amateur Astronomy Group with a membership of around seventy fve, and with a small. but very enthusiasts'c and active, Junior Members, section. Although RAG is a relatively new Charity, having been granted status as a Charitable Incorporated Organisation (CIO) in October 2017, as a Club the group has been in existence since October 1999. Throughout this time we have been commffted to delivering an 'outreach' programme for all age ranges of the General Public, promoting the advancement of education in both the theory and practice of Astronomy. Our regular Meetings are based at Rosliston Forestry Centre. in South Derbyshire, on the border wrth stsff0rdshl, and our membership and the members of Ihe public attending our regular Meetings and one off events are mainly drawn frorn the surrounding areas of South Derbyshire. Staffordshire, Leicestershire and adjacent sections of West Midlands, with occasional visrtors from wider arId. Objectlves and AthIU88 As a CIO our objectives are twofold: i) promoting, in general. scientific topics, by providing facilities for active parb'cipation particularly. but not exdusively, in astronomical observation. and (li) assisting Rosliston Foresty Centre in their educational programme for members of the general public. by provKling guidance, practical activities, and infomation on all matters relating to astronomy in ts many aspec RAG continues to be committed to enabling as many people as possible to experience the 'Wow' factor when they observe the w<)nders of the night sky, a galaxy, a solar flare or sunspot, at first hand. We believe in encouraging lrfelong leaming, and helping everyone to appreciate the value of having a knowledge of Astronomy. to whatever level. and its place in the world around them. This year RAG has been able to continue our support assisting Rosliston Foresty Centre in their weekend scien Days, provKling the Astronomy element, including Solar observation. active radio astronomy, and examples and explanations of deep sky astrophotography. Our members have also voluntarily provided the Astronomy èlemènt at Ro81iston Fore8ty Centre's two 'Night Watch, Events. Every 'outreach' event offered by RAG involves a number of Members, providing a range of activities for members of the public to take part in. These activities are free, and accessible to everyone. Members are 'on hand.. both inside and out, to provide guidan, encouragement, further explanation. provide bad(ground knowledge. and extend the public awareness of the wonders of Astronomy generally.
In addition, during the year, R4G's 'outreach' support for specffic community groups was also able to continue. RAG engaged wrth two Beaver Groups. two Cub-scout groups and a Scout Group to facilitate them beirKJ able to achieve their AStrOnnY Badges. RAG also continued to work with an Explorer Scout Group. Members of RAG gave evening presentstions to one Wl Group. and in October two Members presented an Astronomy theme to Home Educaled children during Rosliston Environment Education Team's 'Schools' scien Week,. The year conduded with. at the beginning of November, four Members providing an Astronomy evening for sixty Year FNe primary children from a school in Nottinghamshire. This was the second event for this school during 2023, the first being in February. and both being rebooked events following their successful visrt in 2022. In addition to our 'on&off outreach events, RAG holds a regular series of general MlIngS through the year, twice every month. Mid-month and End of Month. These meetings are open to everyone, members and non-members. and are publicised on the RAG website Calendar, FaboOk, by Rosliston Forestry Centre's Environmental Education Team, the Rosliston Forestry Centre's website and Centre Infomiation booklets, SP8cific Leaflets at the Centre, and in the Local 'Whafs On,. Achlov•m?nts and Perfomiance The Trustees have continued to assess the effectiveness and range of FIAG'S 'Outreach' Programme for specffic and general publte events involving the whole age range. Our Programme is well established, and well receNed. and has again reached in excess of 1000 members of the general public dunng the year. Having due regard to the Charity Commission's documents on 'public benefft,. Trustees have continued to spend time analysing and discussing future events and activities, monitoring the effects of the pandemic on the work of th8 Charrty. and with particular emphasis on entffYIng effeth've evaluation and added value, and what the impact 18 of holding all our Meetings as 'hybrid', being 'in person, in the room, and 'online'. The dats protection element has continued to be maintsined by all meetings being instigated by the Membership Secretsry, as a single source ft)r personal details. In more detail - the Trustees are extremely proud of the way RAG has functioned throughout 2023. The positive approach taken by the Trustees in 2020 and 2021 ensured RAG'S programme of meetings were maintained, and. irKJeed, built on by the introduction of the Astrophotography Special Interest Group (SIG). This was achieved by the intr(xJuction of holding 'online' meetings via Microsoft Teams. This has been built on and increased in 2023 with all meetings being both 'online' and held 'in person, at RFC. This includes all General meetings menkn'oned above. and the Astrophotography Special Interest Group meetings that are held monthly. The introduction of the new website in 2021 has been a great success, and RAG has received a major increase in interest, and contacl from the general public and potential new members. Trustees re[ve regular updates on website usage at their meetTngs. In practice, Membership this year has increased snIfiCant1y, building on the trend Set in 2022. The Trustees a proud to report that there have been a number of specific achievements this year. Some of these are detailed in other parts of this Report, but are itemised here to report their overall significance. During 2023 we have achieved following:
January - the continuation of the the provision of bespoke 'Stargazing EXperIenS, _ private events for specific groups of the public. begun in October 2021. ongoing and available throughout the year. April - held a Sussful 'Obser¥atory Open Day and general Obserrfing event, supporting Rosliston Forestry Centre's scien Discovery Day. This included staging an 'Exhibition' of Astrophotography Images 'donated by members in the Astrophotography SIG, wth a twofold purpose: - to publicise the work of RAG - to create a potential 'sales' outlec to contribute to the Phase 2 fundraising for the bank of telescopes. July held a successful 'Astronomy Evening, as part of Rosliston Foreslry Centre's Night World Event. This included visual observing opportunities for the general public facilitated by RAG volunteers, and Iwo sessions offering a Talk about Astronomy in gener81. September - celebrated achievement of our youngest JUnr Member, being shortlisted in the intemats'onal Junior Astrophotographer of the Year Competition 2023 - and his image of the Crescent Moon being part of the Astrophotographer of the Year ExhIbOn at the Royal Obsep4atory, Greenwich, and included in its 2023 Year Book. Over 5,000 entries from 64 countries took part in whote cornpetrtion. October - held a succossfvl 'Observatory Open Day. and general Obser4ing evenl, supporting Rosliston Foresty Centre's Science Discovery Day. The completion of the build in its ents'rety in 2020 marked the complekn'on of Phase One of the Observatory Project. Wrth storage faalrties now available, Phase Two 18 to fund and purchase a bank of Telescopes plus accessories, to be used as *raining' Scopes, both on and off site, to facilitate 'hands on, practical experience for Ihe various communty groups. During 2023 Bids have b88n submrtted to vanous grant awarding bodies. To date these have proved unsuccessful. Following the pandemic many of these grant awarding bodies adapted Iheir eligibility criteria to encompass supporting the various communty inth'ats'ves for recovery post pandemic. As extemal funding is currently drfficult to obtain. the Trustees have supported the suggestion by the Astrophotography SIG, to use some of their images lo create a source of 'sales' to contribute to the Phase Two fundraising for the bank of Telescopes. This is a long temi project that will raise money, with all sales going to the Phase Two fund once the initial monetary outlay for printing and mounting has been repaid. Sales this year have totalled £100. Monies have been received from other extemal sour. namely £425 from the sale of okl equipment, and £410 comprising donations from various 'outreath' groups and from bespoke 'Stargazing Experiences,. Voluntsers
The Trustees woukj like to thank all the rnembers of Rosliston Astronomy Group for the level of commitment they have continued to demonstrate this year. Every event that RAG holds for the public benefft depends on members. voluntsry attendan. and willingness lo share their knowledge, expertj'se as an astronomer. and their personal equipment with members of the Public of all ages. Their support has aayS readity been available. In addition, the Trustees woukl like to thank the Members for their continued support for the fundraising actrvrties undertaken by RAG to help fund the Observatory Project. Their willingness to make small donalions on a regular basis during Club Meetiros also plays an important part in maintsining the Observatory Fund. This year these small donations totslled £155.04. Flnancial Rovlow A detailed analysis of the financial transactions carried out during the year can be found in the Financial Statement and its accompanying Notes. This year, the focus of financial a%Yareness to support the key objecttves of the Charity, for the public benefft, namely by ii) maintaining the ongoing functions and activities of the Chaiity. and iii) investing in the future outcome of a su¢¢essful build has been activety maintained. Consequently there has been increased activty in the Community Account, wTrth the majority of spend being directly related to the Observatory, and annual background expendrture e.g. Buildings Insurance for the ObseNatory, and Public Liabilty Insurance. A significant financial outlay in 2023 has been the purchase of an EQ8 Mount for the Observatory Dome. This is a major athievement for RAG, as previousty Trustees have been appreciative of the generosity of a Mernber loaning a suitable Mount while fund8 were accumulatsd to enable such a purchase. RAG uses two Accounts - a Business Communty Account and an Acts've Saver Account. The Business Communty Account holds predominantly unrestricted funds catering for the day to day transactions. This year unrestricted receipts totalled £3359.50 and unrestricted expendrture £1309.58. The Active Saver Account holds monies accumulated from successful bids to various Grant Awarding bodies, and fonnal Donations made by extemal SoUs. All the funds held in this Account are designated monies. Previousty. scxne Grants, and donats'ons have been reiVed with 'open' targets but still within the capital build requiremen( and others have been for specific stsges of the build or btems of equipment. This year, as was the case last year. although applEd for, no Grants have been received - see above regarding Phase Two. This year designated receipts totalled £1280.04. Designated expenditure totalled £1670.06. This Account also includes identified monies'ring-fenced. for use as the 'Observatory Fund,. These are raised in small amounts, sourced by the on-going donab'ons at Meetings, and fundraising actiVTties. by Members. This year this amount totalled £345.04 donated specffically by Members. The remaining amount included sales of Astrophotography images. and the sale of old equipment.
This yeafs reduced expenditu in the Active Saver Account was expected as the majority of the monies have been held in this Account for the spectfic purpose of funding the construction of. and equipping, the Observatory. As the build has progressed and reached completion monies have b&n released accordingty. Activty in the Account in 2021 was reduced even more as restrictions for mosl of the year prevented any working parties meeting at the Obsep4atory with the resultant lack of expendrture on materials, etc. Working Parties resumed in 2022, and have continued in 2023. with Ihe emphasis on extemal ground rna1ntenan, weeding and grass (XIng. etc. and work on the Observatory Dome focussing on improving the shutter functions. Consequently, as the wort( has been labour intensive with little or no cost for materials, then the AS Account has not been very active. The Business Cc#nmunty Account had also had a significant reduction in activity during the period of restrictions caused by the pandemic. This led the Trustees, as part of their strategic duties, to review this situation in Iht of the potential for 'online' meetings to continue in the future, and the decision was taken in 2021 that should this be the case 'online' meetings woukl carry an entrance fee. as for attendance at 'indoorf meetings. This decision has required all those takir¥J part in meetings 'online', to use bank transfer to pay for each meeting attended. This was implemented in January 2022, and has con1lnuj through 2023. R•sorvo8 Pollcy RAG has a policy for the unrestricted element of the Business Communty Account, whenever possible, to maintain a balance of £500, as a mininum. This is to cover emergencies should they arise from time to time. This year this was achieved throughout the year. There is no such expectation in the ActNe Saver Account as the monies held in this Account have been sourced from various grants, awards and identified donations to fund specific aspects of the Observatory Project and its maintenance, and, therefore, 1000h of these monies are for designated tsrgets. Structure, Gov•manc• and Manag•m•nt Rosliston Astronomy Group is a 'micro' Charty. managed by six Trustees drawn from, and elected by. the RAG Mernbership. RAG is a Charitable Incorporated Organisats'on (CIO) that gained Charty status on 11th October. 2017. and is govemed by a Constitution, which is reviewed annually at the AGM in March. Prior to them taking up their roles, and during the first few months in office, new Trustees take note of various guidance documents produced by the Charrty Commission, setting out their roles and responsibilities, namely guidan on overall duties (CC3), financial management (CC8. CC12), fundraising (CC20). guidance on Safeguarding. and documents setting out guidance on understanding the Public Benefit requirement. This is not a finite list, and Trustee 'training' is ongoing. The Trustees form the overarching tier of management. Howevèr, as described at the outset of this Report, although RAG has been a Charity Sin October 2017. we have existed as an amateur Astronomy Group (Club) for twenty four years. Consequently, the original Club element has an established Committee that manages the day to day actions of the Group. This Commtttee comprises a Chair and VK*£hair, a Secretary, Treasurer, Equipment Manager, Technical Manager, Membership Secretsry, Events Ctrordinator, Welfare Officer
(that incorporates Safeguarding), a Website Manager. a Training offir, and an Observatory Manager. As reported in previous Annual Reports, to enable this Committee to continue to manage the day to day running, and the individual post holders to cary out their roles efficiently, they refer to a Trustees, document first pr(Kluced in 2017. This is a 'Delegation of Powers, document setting out the roles and responsibilrties delegated to the Committee by the Charity Trustees. One of these delegated powers refers to the Commrttee being able to take decisions on the sale or purchase of items up to the value of £100. Amounts above £100 need to be referred to the Trustees for agreement. The RAG Committee reports to the Trustees. Meetings a minuted. and a then received by the Trustees at Iheir next Meeting. The Committ88 holds thr88 Meetings a year. For administrative reasons each of these ts scheduled to be held one month in advance of a Trustees, Meeting. This year has required the Trustees lo hold one meeting 'online' via Microsoft Teams, with specific agenda items, and two 'in person, meetings held at Rosliston Foresty Centre. The Treasurer reports both to the Committee and to the Trnslees at each Meeting. For continuty purposes, the Constrtution stales that, wherever possible, two of the Trustees should also be members of the RAG Commtttee. This year this has been complied with, by both Mr Mann and Mr Holden holding elected roles on the Committee. Admlnl8trallv• Inforniallon Rosli8ton A8tronomy Group hold their Meetings at Rosliston Forestry Centre, Burton Road. Rosliston, South Derbyshire, DE12 8JX. However. RAG has no strategic 'base' at the Centre. The Corresponden address for the Group is Cedar House, Burton Road, Streethay, Lichfield, Staffs, WS13 8LS. During the period of Govemment restriction on public gatherlngs due to Covid-19. from March 2020 through 2021. meetings were held 'online' via Microsoft Teams. SineA September 2021 when meeb'ngs held indoors were reinststed - all RAG meetings have been 'hybrid' in fomiat, being held in person in the room at RFC, as well as 'online' via Microsoft Teams. The Chartty is managed by six Trustees. The Constitution sets out the TeS of Office for each of the Trustees on a rolling programme, with two Trustees being required to stand do each year al the AGM. The 2023 AGM was held both in the room and 'online' via Microsoft Teams, and took place on 31 st March, 2023. At the MtIng the two TrUStS stepping down from offi were Mr. Rob Leonard and Mr. Steve Holden. Both had been nominated to stsnd again, arKI had indicated a willingness to do so. As there were no other nominations Mr Leonard and Mr Holden were re-elected unopposed for a further temi of offi. The names of the Trustees WI have managed the Charty for the period covered by the Annual Report, are: Mr Edwin Mann - Chair Mr Adam Cheetham Mr Geoff Dryland Mr Stephen Holden
Mr Robert Leonard Mi Nicholas Rufo The Trustees have approved this Annual RepoTL Signed on behalf of the Charity Trustees for Rosliston Astronomy Group. by: Signature: Signature". Name: Position.. Mr Edwin Mann Chair of Trustees Name.. Posilion: Mr Stephen Holden Trustee Date:
Ll fA Number 11 PAYMENTS AND RECEIPTS ACCOUNTS: £ 6293.18 Unrestricted Funds Designated Funds 1569.50 1790.(KI RECEIPTS: Monthly Meetings IEntr8rtel Annua] Memberships Internal Donations - Meetings(Obsy Fund) Inlernal Donations - IndivKluatSlObsy FLWNJI Major Grants Fundraising External l Outreach donations Miscellaneous Sale of Old Equiprnent 155.04 190.00 100.00 410.00 Iind.Scwe Fest.) 425.00 1280. Total Recelpts: EXPENDITURE: Speakers Zurich {Charities} Ins (ctwPUI Obs8rvatory Build Ilntamall Website I Wi-Fi Refreshments Stalionerylprintingletc. Other Miscellaneous 185.IXI 221.63 570.06 11rK. Lease) 302.56 259.62 139.78 100.00 100.99 111x1.00 (EQ81 Total Expendiiure: Total Receipts Total Expenditure 4639.54 2979.60 din 31 Represented by: 1) Bank Wc Business Communlty. 2) Bank Al¢ Active Saver 3) Plus: Active Saver Interest 4) Cash in Hand (a) Cash In Hand (b) Balance at 31n2r2022 Profft for the Year Interest Balance at 31n2r2023 6293.18 1659.94 4054.05 884.53 8.43 264.54 2750.00 J61.55 111) Obseryatory Building FOR 2023 Approved by the Trust88s of Rosllston Astronomy Group. They have been slgned on behall of the Trustees, and the RAG Plemborshlp, by: Slgnalure(1) Slgnature(2) Mr Ed Mann- Chair of TnMItss Mr Stephen Holden. Trustee
ROSLISTON ASTRONOMY GROUP (Registered Charity Number 1175118) Financial Statement for the Year ended 31sL December. 2023 The financial statement has been prepared uslng the Recelpts & Payments fonnat. Rosliston Astronomy Group (RAG) is a small Charity, and is below the Charities Act's audit threshold. RAG us8S two Accounts, a Bug'ness Communrty Aco)unt, and an Active Saver Account. The Business Community Acc¢)unt, functions like a Current Account, holding monies that are predominantly Unrestric and. therefore, cater for RAG'S day to day transactions. There is on8 amount of monies Klentified within this Account that is 'rlng fenced, to fom the Observatory Fund. Th8S8 monies are accumulated on a day to day basis from small amounts gned through Members, donations at Meetlngs and M8mb8rs' fundralsing activities. b) The Active Sav8r A¢(Unt holds mni8s that are b8ing accumulated from successful bids to Grant Awardlng bodies that have been awarded for speclflc pury)ose8. and larger donations made by external sources. The larg8St amount was for lh8 capital build in general. and this reduced considerably In 2019 as the construction and the fttting out of the ObseNatory progr8ssed. During the overall fundrSIng olher smaller grants have been for specific aspects within the build e.g. purchase of the interactive screen. These can only be used for those purposes identified in the Grant and have been held until that stage in the ns1CtIon has been reached and compleled. These have now been u8ed for the approprlate ttem8. Although applled for, lor Sla9e 2 the purchase of a 'bank' of mobi18 telescopes for our Outreach work, no grants were receNed durlng 2023. Thus stsge 2 has not yet been achieved. The Obsep4atory Fund represents accumulated small donatlons and fundraising actiwties. carried out within RAG. and currently identlfied and held wilhin the Business Community Account. Now the main constnKtrJn is complete it Is the purpose of these monies to forni a basis to fund the malntenance of the building. and for which further grants for sp8crfic issues. and rtems ot 8quipment. will be applied for, and added. Such granls will be hekl in the Active Saver Account, and th8 intemal donations also Ylill be transferred from the Business Communty Account to th8 AS Account. 3.a) Cuently. RAG has a small amount of equipment as assets. In addilion, for the public tEnefft. RAG'S intentions have been realised - to build an Observatory with an attached Warm Room in which to present courses and meetings for varlous Community Groups, schools, scoutslguides. etc." and the provision of storage faalities to be able to build up a bank of training equipment for 'hands on, experiènce.
RAG hosted the Grand Opening of The Peter Bolas Observatory on 14th March, 2020. This marf(ed the culmination of a nlOr fundraising inttialive thal began in 2014. b) Stage one fundraising targets were achleved. and Contractors began construction of the Observatory in November 2018. RAG took possession of the building on schedule in late SpriThJ 2019 12th April, 2019. Since 'handover of the 'shell', RAG Members have given a significant amounl of voluntary hours. carrylng out various external works, and fitting out the internal areas compnsing t)ome, Wann RcM)m. and storage facilities. Following the prolonged shutdown. once COVKI restridions were eased. in the latter quarter of 2021, and throughout 2022. more volunteer hours were spent worklng on the shutter and camera set-ups. Maintenance work has continued in 2023, carried out by Members in a voluntary Capacty. RAG agreod a contract wlth the Contractor for payment for the build to be on a Stage Payment basis. This was o)mpleted in Apn'l 2019. At this time Ihe remaining lunding was rK>t sufficient to purchase a suitable Mount to be instslled in the Dome to cary Ihè two telescop8s. RAG relied on an EQ6 Mount on k)an from one of its Members. This year, 2023, RAG has raised sufficient funding io purchase a more robust Ea8 Mount for £1.100 that, although secondhand, had not been prewously used by the original owner. This purchase 18 recorded under 'Other' In Designated Expendrture. d) RAG has an agreed Lease with South Derbyshiro District Council {SDDCI for the land on which the building stands. This is being paid annually at a peppercom rale of £1. The fifth payment to SDDC was made in October 2023. 4.a) Assets, recognised but not valued irMIMdualty in Ihe Statement of Accounts, have an approximale vdue of £2.5CK). b) Th888 comprfse Items ol SeCAJndharKI equlpm8nL namety various types of telescope and a sele¢lion of other smaller ft8ms of equipment that go with these telescopes. The items vary in corKlition and age. They have been acquired, 'ad hr., over the period of Iwenty four years the Club has been in existence, donated by Club members or their relatives. and by the General Publlc. Currenlly, these Items are belrKJ 'stored' by named members of the Commlttee, manly by the Equlpment Manager, who hokls the definttlve Ilst, and within the Observatory. d} As th888 items have not been '8el&X8d' regardirs their suitabilty lor Training purposes, for use to Pfovide 'hands on, &xp8rience in publlc groups. or as items suitably easy to set up to enatAe them to be used as 'Loan' ttems for members new to Astrormy- in 2018 th8 Trustees. having due regard to the public benerc and to rationalise the situation. agreed the following: to mandate the Equipment Manager to carry out an audit lo identrfy items that are either to b8 retained. or that are surplus to requirement and need to be disposed of. and to receive the resuts of this audit al a future Twstees, MeetirvJ. The results of this Audtt W8ra recerved by the Trustees at their Meeting in February 2019.
to agree the disposal of the idenlTfied it8ms, with due regard to RAG'S Equipment Developmerrt Plan. folk)wing the financid pr(edureS as set out in the 'Delegation of Powers, for the FIAG Committee i.e. delegated responsibilities for saWpurchas8s of iteffls £100 and bak)w. to receive a Draft 'Policy for the Accepiance of ftems of Equipment that are Offered as a Donab'on or Option to Purchase.. This Policy was receed accepted. and fomialised at their MeetirKJ in February 2019. Sales of un8uilable items identified in th8 Audit have laken place in 2023 - idenlrfied as 'Sale of Okl Equipment.. RAG TAR 2023