– The Ermine Street Guard Charity Number 1183802
Annual General Meeting 2020
Secretary’s Report
Our 2020 season began normally enough with four members making a return visit to Weston Super Mare Museum. This was a job very well done with a good public attendance representing greater visitor numbers than previously.
Following that the usual weekend for full and prospective members took place at HQ on the 29[th] Feb/1[st] March. Some filming involving legionaries and cavalry for Corinium Museum’s revamped galleries took place. Unfortunately, one of the new recruits managed to slip and break his hip. On the Saturday evening members enjoyed a meal at the Cheese Rollers pub in Shurdington. One of the topics of conversation was the flu like outbreak spreading across Europe from China. On Sunday, the membership voted on the position of Vexillarius and David Hare was duly appointed. Members not able to attend the weekend had previously been invited to vote by email. A mandate was also granted to Centurio to exercise his choice in the appointment of Optio, as had been the practice in the Roman Army.
After that things rapidly went downhill following the national lockdown as, one by one, our planned events were cancelled. Thus, our visits to Vindolanda for the opening of the Robin Birley Archaeological Centre and later in the season for the Trust’s 50[th] Anniversary, to Wrest Park, Cirencester Amphitheatre and “Schwerter, Brot und Spiele” at Xanten all became casualties to the pandemic. The Committee made the decision to postpone the AGM until early 2021.
However, the group was not completely inactive as lockdown was eased and the Tier system came into place. Centurio and Brian Jacobs made a promotional video for visitors to the reopened Corinium Museum. Several members helped with the preparation and construction of new storage facilities for the large trailer and artillery equipment. This was to be situated in the old Solari pig pens. Work took place over a period of a few weeks when contact and travel regulations allowed, so that the work progressed with a minimum of members at any one time. Those involved were Chris Haines, Tim Haines, Tony Segalini. Tom James, Andy Ross, John Hindle, John Cosh, Karl Schneider and Eric
Dinwoodie. Grateful thanks to all for helping with a very worthwhile project which will certainly ease the tasks of loading and unloading and enable better storage for our large equipment. The new facilities came into use in midNovember.
Income for the season was obviously minimal with so few events but several members sent in excess of their requested subscription dues and for this generosity we are very grateful.
Our Celtic kit was loaned to a film company with whom Jez Marren has a connection and this has brought in revenue.
We continue to be grateful to Chris Haines for his diligent administration of the society which has meant that we have had no serious concerns over the viability of the group in these uncertain times.
Even now plans for the new season are very uncertain. We have confirmed bookings for Vindolanda on Aug 7/8[th] and Xanten for the Limes anniversary on Oct 2[nd] /3[rd] . We have had a tentative enquiry from Chalke Valley History Festival in June and last year’s hosts are to be contacted. How the season will pan out still remains to be seen!
Hilary Fleming - Secretary
Treasurers Report
Please see attached the accounts for the period ended 31 October 2020.
The new Charitable Incorporated Organisation (CIO) took over the activities of the old charity (charity number 800014) from 1 November 2019. As such the new CIO paid for the insurance for the displays and all the other operating costs of The Ermine Street Guard from that date. Because of delays caused by the Covid 19 pandemic it was not possible to complete the transfer of assets including the cash, vehicle, and equipment from the old charity before the end of the accounting period.
The lack of fee income reflects the severe curtailment of the charities ability to do displays in 2020 due to Covid 19. The donation of £4,644.54 was made by the old charity to enable the new charity to function while the transfer of assets is completed.
Travel costs in 2020 include a trip made by Chris Haines and Rod Sayers to meet with the senior management team at Xanten, Germany to agree the arrangements for the display in 2020 that was subsequently cancelled. Other costs reflect the ongoing expenditure of the CIO that needed to be met irrespective of whether displays take place.
It is expected that the cash, vehicle, and asset transfer will take place shortly, following charity commission approval. However, it is unclear how much cash will be gifted because the old charity still has outstanding invoices to meet.
In view of the uncertain position for the 2021 season the CIO will continue to keep a tight control over costs and review what expenditure needs to be made especially as insurance for displays is such a significant cost.
Rod Sayers - Treasurer
Chairman’s Remarks
When members gathered at Witcombe and Bentham Village Hall in November 2019 no one had a clue as to what lay ahead. The HQ weekend took place at the end of February 2020 and once again members did not have much idea of what was in store. Very soon the first lock down started and I for one thought we would be displaying again by August. That was not to be and here we are a year later and still in lock down.
The vaccine programme, hopefully, shows there is light at the end of the tunnel. The more of us who are vaccinated the closer comes the day we can resume our activities.
Financially we are holding our own. However, by the time we get going again there will not be much in the kitty. Some members have still to pay their subscription for the coming year and one member still owes for last year. I remind members that anyone not up to date with their subscription are not able to vote for trustees or committee members.
At present we have two venues on this year’s programme which are far enough ahead for us to hope they will happen. The first is a part turnout at Vindolanda on August the 7[th] and 8[th] . The second is at Xanten on the 1[st] and 2[nd] of October to support the opening of a Limes Exhibition. As expected, going abroad after Brexit will involve a load of extra paperwork which we could have done without. You will have seen the problems musicians and others are having with visas. We will have to get an ATA carnet and prove what we take abroad we
will bring back again. Hopefully, things will be a lot easier and clearer by October.
This is our 49[th] year and we must start thinking what we will do to mark our 50th year. Over the years we have overcome many problems, although none on the scale of Covid. I am sure we will overcome this latest problem and will be marching again later in 2021.
Chris Haines MBE - Chairman
The Ermine Street Guard - Charity Number 1183802
Income & Expenditure Statement for the period to 31.10.20
| Income Deposits Displays Bad Debt Donations Filming Interest Sales Schools Other Subscriptions and Social Expenditure Administration Computer AGM Charges Internet Display Equipment HQ week end Insurance Materials Rent & Salary Stock of sales Subscriptions (YHA) Sweat Shirts Telephone Travel Costs Vehicle Costs Electricity Donations Exercitus and Newsletter Other display costs Awards Miscellaneous Surplus/(Deficit) Bank Position at Commencement Surplus/(Deficit) Bank Position at 31.10.20 Bank Accounts as at 31.10.20 Current Account |
2020 £ 400.00 4,644.54 - - 70.00 0.00 110.81 2,325.50 |
|---|---|
| 7,550.85 | |
| - 89.99 - - 37.00 75.00 - 1,853.65 626.22 - - - - 647.06 1,364.30 1,255.70 474.00 - - 93.61 - 62.06 |
|
| 6,578.59 | |
| 972.26 - 972.26 |
|
| 972.26 | |
| 972.26 | |
| 972.26 |