The Ermine Street Guard
Charitable Incorporated Organisation 1183802
Minutes of the 50thAnnual General Meeting held at Witcombe and Bentham Village Hall on Saturday 29[th] October 2022 at 3pm
Present: Prof Simon James (President), Chris Haines MBE (Chair), Sharon Bittner, John Blakesley, Jim Buckle, John Burdon, Matt Coggins, John Cosh, Eric Dinwoodie, Joe Dolenc, Hilary Fleming, Mike Garlick, Richard Gibbons, Tim Haines, David Hare, Brian Jacobs, Peter Johnson, Jeremy Mayes, Paul North, Martin Oates, Matt Preen, Andy Ross, Rod Sayers, Karl Schneider, Cameron Scott, Fraser Scott, Tony Segalini, Tom Seward, Tony Shaw, Anthony Stansfield, Paul Wheat, Keith Yorkston
In Attendance: Tony Blake, Val Blake, Barbara Connolly, Clive Constable, Barbara Giles, Howard Giles, Chris Jowett, Richard Morris, Prof Sarah Scott, Graham Sumner
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1) Welcome and Apologies for Absence: The Chairman welcomed everyone, especially our late President Peter Connolly’s wife Barbara and Professor Sarah Scott, our President’s colleague at the University of Leicester and director of excavations at Roman Irchester, Chester House Estate. Apologies were received from Mike Farrell, Derek Forrest, Greig Watson, Lindsay Powell, Zack Valiadis, Marcus Davys.
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2) Minutes of 2021 AGM: Mike Farrell had indicated that he had received his 10 year award in 2017, not as reported in the minutes. With this correction the minutes were unanimously accepted.
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3) Treasurer’s Report: Rod Sayers reported that the assets of the old charity had been transferred to our present Charitable Incorporated Organisation (CIO). 2022 had been a more normal year with usual charges being made and greater income received. Costs had increased, especially transport and fuel. We were now in a much better position financially as was demonstrated by the balance sheet and congratulated everyone on their hard work. The Chairman remarked that one member was giving a regular monthly donation of £40 for which we were very grateful. It was good to have a sizeable amount in the funds as very often payment had to be made before a fee was received.
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4) Secretary’s Report: Hilary Fleming reported on the work of the Management Committee (Officium) and the year’s events (Report attached).
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5) Chairman’s Remarks: Chris observed that it was good have a more normal year and a successful one. It had been noticeable that in the 1900[th] year of Hadrian’s Wall, English Heritage had not asked the largest Roman re-enactment group to perform at a Wall venue. We had already accepted an invitation to our Birthday Bash at Vindolanda in August. Caerleon, a once regular venue with whom we had a close relationship, now seemed off the venue list. Organisation seemed non-existent and the Events Officer had been deployed elsewhere with no funds were available to employ us. A visit to Xanten in Germany had fallen through this year but maybe there was the possibility of a visit in 2023. We had now reached the situation where as in 1983 a large amount of paperwork declaring our non-intention of selling any of our equipment was required and also an extra fee of £500 would be payable to Customs
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and Excise. This year we had decided to terminate the Associate Membership branch of the society as numbers had dwindled to around 20 and the Associate Member Secretary Jane Weir had expressed her wish to retire from the post. We remain very grateful to her for her work over the years. Among our jobs this year two were outstanding, Vindolanda who hosted our birthday celebration (our only plea is please move further south and level the site!) and Chester House Estate on the site of Roman Irchester near Wellingborough where we have had the pleasure of meeting Prof Sarah Scott, director of excavations, who has kindly liaised with the team over details of our visit and for which we thank her very much, It had been unfortunate that two members, one of 27 years standing, had chosen to break rules and form a new group whilst still members. Congratulations were expressed to founder member Mike Garlick and to Jeremy Mayes who had been a member since near the inception of the society and after a 17 year sabbatical was still displaying with the group. The Chairman’s final observation was “Here’s to another 50 years!”
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6) Trustees’ Report: Rod Sayers explained that under the new CIO, trustees were no longer financially liable for debts incurred by the society, which had been the main reason for changing status. John Hindle had resigned from the group during the season and had therefore ceased to be a Trustee.
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7) Appointment of Trustees: Three members were required to retire by rotation each year. This year it was Hilary Fleming, Richard Odell and Rod Sayers. Hilary and Rod were willing to stand for reappointment. All were in agreement and they were reappointed . Therefore the Trustees are Chris Haines, Rod Sayers, Hilary Fleming, Tim Haines, David Hare, Jeremy Mayes, Tony Segalini, Greig Watso n. Discussion took place as to whether the vacant spaces should be filled but it was unanimously agreed that the present number of trustees was sufficient.
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8) Election of Management Committee (Officium): The Trustees appointed the following: Chair – Chris Haines, Treasurer – Rod Sayers, Secretary – Hilary Fleming. Nominations for the remaining six places were:
John Cosh Prop Jeremy Mayes Sec David Hare Jeremy Mayes Prop David Hare Sec Tony Segalini David Hare Prop Tim Haines Sec Tony Segalini Greig Watson Prop Richard Gibbons Sec Anthony Stansfield Tony Segalini Prop Jeremy Mayes Sec Mike Garlick Tim Haines Prop David Hare Sec Jim Buckle
Further nominations were invited but none received, therefore the above six people were declared elected to the Management Committee.
- 9) Election of Contuburnium Leaders and Deputies: Each contuburnium met separately and held their elections, supervised by President Prof Simon James, Chris Haines Chairman/Centurio and Optio Tim Haines. There was only one nomination for each position so the nominee was appointed as follows:
1[st] Contuburnium :
CL. Tony Segalini Prop: Jim Buckle Sec: Jeremy Mayes DCL: Jeremy Mayes Prop: Anthony Stansfield Sec: Brian Jacobs
2[nd] Contuburnium:
CL: John Cosh Prop: Matt Coggins Sec: Tom Seward DCL: Matt Coggins Prop: Paul Wheat Sec: Paul North Auxilia: CL: Andy Ross Prop: Karl Schneider Sec: Fraser Scott DCL: Fraser Scott Prop: Andy Ross Sec: Karl Schneider
- 10) Presentation of Awards: The following awards were presented by President Prof Simon James.
5 Years Jim Buckle Paul Fitzpatrick Fraser Scott Cameron Scott Brian Jacobs 20 Years Paul North 40 Years Tony Shaw (award to be decided) 50 Years Chris Haines Mike Garlick
11) Any Other Business: There was none.
Meeting closed at 4.10pm
At the 50[th] Anniversary Dinner held later that evening at the Delta Marriott Cheltenham Chase Hotel, Chris and Mike were presented with tokens of appreciation from the membership including a portrait of Chris as Centurio by former member Graham Sumner.
A tribute from Prof Simon James, who was unable to attend, was given by Prof Sarah Scott who added her own tribute to the work of the Guard. Sonya Galloway of The Vindolanda Trust gave greetings and an appreciation from the trust. Greetings and congratulations were received from the Roman Legionary Museum in Caerleon and former member Lindsay Powell from America.
The Ermine Street Guard - Charity Number 1183802
Income & Expenditure Statement for the period to 31.10.22
| Income Displays and Filming Donations Interest Sales Schools Other Subscriptions and Social Expenditure Computer AGM Charges Internet Display Equipment Insurance Materials Stock of sales Telephone Travel Costs Vehicle Costs Electricity Other display costs Awards Miscellaneous Surplus/(Deficit) Bank Position at 1.10.2021 Surplus/(Deficit) Bank Position at 31.10.2022 Bank Accounts as at 31.10.22 Treasurers Account Deposit Account Current Account Assets Land Rover Discovery Trailers Armour and Equipment Workshop Tools Office and Bunk Room Items Books |
2021 £ 6,937.00 3,948.16 - 15.00 0.00 320.63 905.00 12,125.79 94.99 - - 176.00 138.00 1,947.43 183.02 - 98.50 1,369.10 1,843.71 756.12 - - 40.00 6,646.87 5,478.92 972.26 5,478.92 6,451.18 4,016.68 1.14 2,433.36 6,451.18 10,000.00 1,800.00 45,000.00 150.00 250.00 250.00 |
2022 £ 13,277.00 870.00 1,655.50 131.00 5,850.90 |
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| 21,784.40 | ||
| 94.99 1,778.11 - 1,743.21 1,859.35 421.11 289.35 5,215.07 3,471.84 636.28 266.02 487.36 51.98 |
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| 16,314.67 | ||
| 5,469.73 6,451.18 5,469.73 |
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| 11,920.91 | ||
| 10,900.13 1.14 1,019.64 |
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| 11,920.91 | ||