tIKMPTo*
LITTLEHAMPTON FORT RESTORATION PROJECT
MINUTES- ANNUAL GENERAL MEETING
Minutes of Megting for
Littlehampton Fort Restoration Project
AGM
Date
29 November 2021
Those Present
Andy Orpin
Matt England
John Howard
John Rhodes
Phil Brown
IAO)
IME}
(JH}
IJRI
IPBI
Apologies..
Jeff Driver
(JD}
To all those present.
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t4KMPTo*
MINUTES- ANNUAL GENERAL MEETING
Item
Action
Welcome and thanks from the Chairman
AO thanked all those present for altending the meeting.
Minutes of previous AGM
The minutes of Ihe lasl AGM held on 19 November 2020 were
reviewed.
JR proposed that they were accepted as an accurate record and JH
seconded this.
Matters Arising from minutes of previous AGM
There were no specific matters arising.
Team member's ambitions for 202012011
JR - He explained he had a history as an amiy cadet and he will be
joining the army cadet force Ihis coming year as an officer. with some
potential for an away day at the Fort. DBS checks would need to be
carried out but would be free for volunteers. He had an ambition to
ompose a jingle or theme tune for Ihe Fort. There would be potential
to develop an Android app augmented reality story board. and JH
would be happy to develop his skill set for this.
ME - Matt was keen to allocate more time to the Fort and wanted to
make a concerted effort with chemicals and machinery lo permanently
deal with weed growth. AO explained that scrub needed lo be taken
down lo ground level and it could then be treated. ME questioned
whether some machinery could be hired for clearance. AO explained
that a brush cutter was the most appropriate piece of machinery for
clearance, and labour was the hardest problem. Governance was
generally up to date. ME had time pressures bul was keen to stay
involved and also bring in other groups including preparing the
necessary risk assessments etc. AO explained there was a group of
ex-engineers who were keen to be involved and also another group
who were keen. A further Covid government annonuncement was due
soon which could have an impact.
JH - John was keen to visit the fort as he had been unable to so far.
He was happy to continue wilh background work. We would be
Iransfering our bank account to Naest soon, where we would be
able to manage the account online. AO thanked JH for his work with
this.
PB - Phil annoUnd he would be slepping down as a trustee but may
continue with some volunteering sessions.
Lilllehampton Fort Resloialion Project
29 November 2021
E*NMpfo*
MINUTES-ANNUAL GENERAL MEETING
*4TION
Item
Action
Chairman's Report for 201912020
AO presented the Chairman's Report for the period October 2019
September 2020. This is as the sepaiale document which is appended
to these minutes.
Report from the Treasurer
An audited breakdown of income and expendrture for the year
Septernber 2020
September 2021 was presented by JH. This
showed an opening balance of £505. income of £260.82 and
expenditure of £655.51 resulting in a closing balance of £110.26. This
is as the separate document appended lo these minutes.
The accounts had been audited by Cordell Virtual Assistants.
Confirmation of persons holding an office:
Treasurer. JH would like to continue in the role of treasurer.
Secretary. JR would take up the role of secretary on a temporary
basis.
Management Team election on the 2020121 chairman. AO left the
meeting al this point. PB proposed that AO continued in the role of
Chaiman. and this was agreed. AO then re-joined the meeting.
Any Olher Business
JR shared some screen shots of his previous mobile app. A similar
model could be used for the Fort. Slory boards would be developed
with other people's input. Agile methodology would be used.
There was no other business.
Lilllehamplon Fort Restoration Project
29 November 2021
AGM Andy Orpin Chairman's Speech 2021
I would firstly like to thank the supporters. volunteers and Management Team for the
Littlehampton Fort Restoration Project. It has been yet again a difficult and
challenging time for all.
This last year has seen a lot of restrictions put in place in regards to Covid 19,
however we saw some restrictions being reduced, which allowed us to undertake a
few working days in June, July.
It is heart breaking to see all the work we have undertaken during the last 10 years
being swallowed up by the regrowth of vegetation, however as per usual the
volunteers went forward with a positive can-do attitude. This was so nice to see and
one which left me feeling very proud to be involved in a project like this with some
amazing and dedicated people.
The last two AGM'S have seen the current pandemic pay a huge part in our
operations, working days and also fund-raising activities. We now find ourselves
like many other organisations and company's in very dire financial hard ships, and
we ask individuals companies or organisations for any monitory donations to help
support our us during this difficult time.
During the last few days, the government has announced a reintroduction of
restrictions which will without doubt impact on our organisation. The new Covid 19
strain called 'Omicron' is set to once again put more restrictions in place for our
safety, this will unfortunately delay our progress once again. We should find out on
Tuesday when the government makes a public announcement to the entire country.
It was with sadness that I report on this AGM that Phil Brown our current Secretary
has decided to step down from his role within the Charity. He will be greatly missed
by the Management team and personally myself, and has been a great asset to the
charity over his five years, service. l am sure you will all join me in wishing Phil all
the best in the future, and hope he keeps in contact.
We will be actively seeking a replacement Secretary either from the existing
Management Team or externally. but it will be very difficult to replace such a person
like Phil.
In the meantime, John Rhodes has kindly stepped up to the mark and
will be the Temporary Secretary and Temporary Vice Chairman unless there is
someone else who would prefer to take on this role?
I would like to pass my thanks onto Cordell Virtual Assistants and Director Carine
Cordell for stepping in at the last minute and independently auditing our accounts for
this AGM.
I can confirm that l am still happy to stand as the Chairman and Project Manager for
the Charity for another year should the management decide that is appropriate, and
will look to focus on the following plan for next year
My Plan for 2021 Nov - 2022 Oct
l. Recruiv replacement Secretary for the charity.
2. Recruit an additional Management Team member- focusing on Working
Days and Volunteers.
3. Review the Covid 19 restrictions on a month-by-month basis.
4. Restart the clearance of the Fort and look to make progress in the
conservation of the remaining structures.
5. Recruit I charge volunteerls within the organisation already to form a
Fundraising Committee (Max 6 people) The committee will take on the
role of fund raising l event planning on behalf on the Chairty.
6. Seek Grant opportunities to fund both further equipmenvresources or
repair works (Treasurer)
7. Look to train 3 x Fort Supervisors in order that we can run more working
days once restrictions have been lifted.
8. Attend the Littlehampton Town Show September 2022.
9. Look to highlight and promote the work we are doing through
engagement with media services both locally and nationally.
I now hand the AGM over to the Secretary and I shall leave the MS team's meeting
so that the management team can make their decision
Littlehampton Fort Restoration Project
Financial Report 202012021
Oct 2020 to Oct
2021
INCOME & EXPENDITURE
INCOME
Merchandise Sales
Food/Drink Sales
Easyfund Raising
Eventsnrips
Donations
Grants
Amazon Smile
Banking Errors
Other Credit
£158.80
£31.72
£32.30
Total Income
£260.82
EXPENDITURE
Fort Mobile
Stationery
Merchandise Stock Purchased
Public Liability
Website Domain
Leaflets Publicity
Trips & Events
Equipment
Repairs
Volunteer Refreshments
Materials
Banking Errors
Fuel
£243.15
£72_65
£116_40
£167.86
£55.45
Total Expenses
£655.51
as per bank slalemenl of Ocl
2020
OPENING BALANCE (bld)
Period Income
Period Expenditure
£504.95
£260.82
-£655.51
£110.26
as per bank statement of Ocl
2021
CLOSING BALANCE (to clfvidl
diff
£11026
£0.00
Audited by Maddy Boone
2911112021
Slgned:
## **Littlehampton Fort Restoration Project Financial Report 2020/2021**
## **INCOME & EXPENDITURE**
**Oct 2020 to Oct 2021**
## **INCOME**
||Merchandise Sales|£-
£-
£-
£-
£196.80
£-
£31.72
£-
£32.30|
|---|---|---|
||Food/Drink Sales||
||Easyfund Raising||
||Events/Trips||
||Donations||
||Grants||
||Amazon Smile||
||BankingErrors||
||Other Credit||
## **Total Income**
**£260.82**
## **EXPENDITURE**
||Fort Mobile|£243.15
£72.65
£-
£116.40
£167.86
£-
£-
£-
£-
£-
£-
£-
£55.45|
|---|---|---|
||Stationery||
||Merchandise Stock Purchased||
||Public Liability||
||Website Domain||
||Leaflets Publicity||
||Trips & Events||
||Equipment||
||Repairs||
||Volunteer Refreshments||
||Materials||
||BankingErrors||
||Fuel||
£243.15 £72.65 £- £116.40 £167.86 £- £- £-
## **Total Expenses**
## **£655.51**
**OPENING BALANCE (b/fwd)** Period Income Period Expenditure
**CLOSING BALANCE (to c/fwd) diff**
as per bank statement of Oct **£504.95** 2020 £260.82 -£655.51 **£110.26**
as per bank statement of Oct £110.26 2021 **£0.00**
**Audited by Maddy Boone**
**Signed:**
**29/11/2021** Maddy Boone