FRIENDS OF ALTON ABBEY
NOTICE OF ANNUAL GENERAL MEETING
The 32nd Annual General Meeting of the Friends of Alton Abbey
will take place at Alton Abbey on
Wednesday 11th July 2012 after lunch
in the Abbey Church
Nominations are invited for ALL Office Bearers and Ordinary Members of Council. Nomination papers should be returned to the Hon. Secretary, Dr Jill Hurley, Greensleeves, Bentworth, Alton, Hampshire, GU34 5JT, or to the Alton Abbey address below. on or before 27th June, using the enclosed form.
AGENDA
1. Apologies for absence 2. Minutes of the previous AGM - July 2011 3. Matters arising 4. Trustees’ Annual Report and Accounts 5. Chairman’s Report 6. Abbot’s Report 7. Election of Officers 8. Election of Ordinary Members of Council 9. Appointment of Independent Examiner 10. Forthcoming Events 11. Any Other Business
AOB should preferably be advised to the Secretary at least 24 hours prior to the AGM at the address above; 01420 562126; or email: [email protected]
______ARRANGEMENTS The AGM continues to be held on St Benedict's Day. It is an ideal opportunity to meet other Friends and your Council. We are very grateful to the Abbot and Community for this special “family” day which they host in their home every year for Oblates, Companions and the Friends of Alton Abbey. The Abbot and Community will send you a personal invitation to attend the Conventual Mass and lunch, which precedes the AGM.
Friends of Alton Abbey, Alton Abbey, Abbey Road, Beech, Alton, Hants, GU34 4AP
1 MINUTES OF THE 31st ANNUAL GENERAL MEETING OF THE FRIENDS OF ALTON ABBEY HELD ON 11th JULY 2011 AT 1.45PM Present: Mr Christopher Pluck Chairman Major Michael Isherwood Vice-Chairman Mr Ian Munro Treasurer Dr Jill Hurley Secretary Council Members: Mrs Barbara Henry, Ms Margaret Kerlogue Mrs Lynne Rapson, Mrs Audrey Sherren, Dr Sally Turner The Rt. Revd Dom William Hughes OSB Abbot The Revd John Draper Oblates' Representative and 17 Ordinary Members. The Abbot started the meeting with prayer.
1. Apologies: 24 Ordinary Members
2. Minutes: The Minutes of the 2010 Annual General Meeting, previously circulated, were confirmed and signed.
3. Matters arising: None. 4. Trustees’ Report and accounts: The Treasurer spoke about the previously circulated accounts, explaining that our reserves are reduced this year as we made a substantial payment to the Community for necessary repairs e.g. the boiler replacement. He also reported that Gift Aid on fund-raising events would no longer be raised, as the administration of this is beyond the remit of volunteer Trustees. Dom Andrew and the Community had suggested this change in response to our Examiner's advice on the requirements of HMRC. The sum lost will be about £500. Adoption of the accounts was proposed by Mr Chris Pluck, seconded by Mr Tim Whishaw and accepted by the meeting.
5. Chairman’s Report had previously been circulated. He added that it had been a successful year; added to by the very successful Open Garden weekends in May and July this year, which had raised over £4000. He thanked everyone for their support, the Council's dynamism, and Ian Munro and Jill Hurley for their hard work for the Friends.
6. Abbot’s Report had previously been circulated; and he confirmed that exciting things are now happening at the Abbey. Two Postulants had been clothed as Novices last week; and two more Postulants plan to join the Community soon, with two further aspirants coming for talks in the near future. The Holy Spirit is acting amongst them, which is a joy. He thanked the Council for their varied ideas for fund-raising, and all the Friends for their love and support of the Community, which is much appreciated. All are welcome at the Abbey, always.
7. Election of Officers: All Officers had agreed to stand again, and had been duly proposed and seconded, so were confirmed for a further year.
8. Council Members: All Members had agreed to stand again, and had been duly proposed and seconded, so with no other names submitted, they were confirmed unchanged. The Secretary again encouraged Members to consider standing next year, as fresh ideas and skills were always needed; Anna Rose Knatchbull-Hugessen offered, and will stand next year, as the Constitution requires nominees to be proposed and seconded and delivered to the Secretary at least 2 weeks before the AGM.
9. Independent Examiner: The Treasurer again pointed out the excellent service provided by Mrs Jackson, and reported that Council had agreed to increase her Honorarium to £150 next year. Mr Tim Whishaw proposed and Mrs Lynne Rapson seconded the re-appointment of Mrs S J Jackson as Independent Examiner. This was agreed unanimously. 10. Forthcoming events: The Chairman drew attention to the further events this year, Magic and Music on Friday 12th August; Col. Patrick Daniell’s Open Garden at Itchen Abbas on Sunday 28th & Monday 29th August; 9th Annual Abbey Lecture on Friday 7th October, a Film of the search for lost family history during the tumult of the Indian Mutiny in 1857. Tickets are available today. 11. Any other Business: None The meeting closed with prayer.
2 FRIENDS OF ALTON ABBEY Registered Charity No: 284876
Report of the Trustees for the year to March 31st 2012
The Council of the Friends of Alton Abbey, being the Trustees of the Charity, present their Report for the year ended 31st March 2012.
The members of the Council, elected at the AGM in July 2011, were Chairman Mr Christopher Pluck OSB Obl. Vice-Chairman Major Michael Isherwood Treasurer Mr Ian Munro Secretary Dr Jill Hurley Council members: Mrs Barbara Henry Ms Margaret Kerlogue Mrs Lynne Rapson Mrs Audrey Sherren Dr Sally Turner Ex Officio The Abbot The Rt. Revd Dom William Hughes OSB Appointed by the Abbot : Oblates’ representative:The Revd John Draper OSB obl
The Charity was established on 13th April 1982 and registered by the Charity Commission on 7th June 1982. The original Constitution was revised in 1988, 2001, and 2004. The Charity’s address is Alton Abbey, Abbey Road, Beech, Alton, Hampshire, GU34 4AP
The Object of the Charity is to support the charitable work of Alton Abbey by inviting and receiving funds in the form of subscriptions, donations and the holding of events. Funds are expended or transferred to Alton Abbey in response to specific requests and at the discretion of the Council. In the 12 months to March 2012 such funds amounted to £9959.
Membership of the Friends of Alton Abbey is open to any person or group that supports the object of the Charity on payment of the subscription prescribed from time to time by the Council. The current membership is as follows (2011 figures in brackets) Life Members 124 (124) Annual Members 197 (186) Group Members 2 (2) Total 323 (312)
The Charity’s financial year runs from 1st April to 31st March. The at tached financial statements show the income and expenditure for 2011/2012 and the balance as at 31st March 2012.
The Charity has accounts with National Westminster Bank plc, CAF Bank Ltd., and Charities Official Investment Fund (COIF). The Honorary Independent Examiner is Mrs S. J. Jackson A.C.M.A., The Maize, Lower Stanton St. Quintin, Chippenham, Wiltshire, SN14 6BY
(signed) On behalf of the Council by the Chairman Christopher Pluck
3 STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31 March 2012 Registered Charity No: 284876
Unrestricted Restricted Total Total Notes Funds Funds 2012 2011 Income & Expenditure
Income Subscriptions (Gift Aid/Covenant) 2 10850 10850 11499 Subscriptions (Other) 1500 1500 793 Top up Gift Aid 0 0 0 Donations (Gift Aid) 3 563 563 658 Donations (Other) 479 479 349 Fundraising & Appeals 4 8985 8028 Tax Refund 0 0 0 Deposit Interest 187 187 124
Total Income 22564 22564 21451
Direct Charitable
Expenditure Abbey Expenditure 5 9959 9959 27400 9959 9959 27400 Other Expenditure Fund-raising Costs 4 1151 1151 1849 Administration Costs 6 278 278 411 1429 1429 2260
Total expenditure 11388 0 11388 29660
Net Income for the year 11176 0 11176 -8209
Fund balances brought forward 29275 0 29275 37484
Fund balances carried forward 40451 0 40451 29275
BALANCE SHEET AS AT 31 MARCH 2012
Current Assets 2012 2011
Debtors (tax refund & events) 7 625 595 Balances at Bank - Nat West Current a/c 289 208 - CAF Deposit a/c 4787 15722 - COIF 34750 12750 TOTAL 40451 29275
Current Liabilities
Accrual 8 0 0
Net Assets 40451 29275 represented by
Unrestricted Income Funds 40451 29275
Restricted Income Funds 0 0
40451 29275
4 FRIENDS OF ALTON ABBEY Registered Charity No: 284876 Notes to the Accounts for the period ended 31 March 2012
1 Accounting Policies
These Accounts have been prepared under the historic cost convention and in accordance with the applicable accounting standards and the Statement of Recommended Practice on Accounting by Charities.
2 Subscriptions 2012 2011 £ £ Gift Aided Rebate due (20/80) 8673 8930 Rebate due (20/80) 2168 2518 Transitional Relief 1 Apr 2011 to 5 Apr 2011 9 0 Rebate per £180 previous year's subscriptions, late claim 51 11499
3 Donations £ £ Gift Aided 450 501 Rebate due (20/80) 113 141 Rebate per £56 previous year's subscriptions. Late claim 16 658
4 Fundraising & Appeals Costs Proceeds Net Net £ £ £ £ Christmas Cards 557 1161 604 560 Calendar 103 354 251 0 Open Gardens 150 5806 5656 1875 Music & Magic 89 739 650 0 Abbey Lecture 252 925 673 1378 Abbey Entertainment 0 1566 Gilbert White 0 845 Quiz (cancelled) 0 -45 1151 8985 7834 6179
5 Abbey Expenditure £ £ Guest House Soft Furnishings 3500 Guest House Beds 1814 Drain Repairs 1630 Washing Machine 1536 St Benedict's Day 500 Novice Education 689 Paper Holders 121 Fobs 101 Sundries 68 9959 27400
6 Administration Costs £ £ Postage & Stationery 178 246 AGM Expenses 0 0 Gift to Honorary Auditor & others 100 100 Notice Board 21 Table 44 278 411
5 7 Movement of Debtors £ Debtors as at 31/03/11 595 Less tax rebate received Qtr to 31.03.11 559 Qtr to 30.06.11 500 Qtr to 30.09.11 601 Qtr to 31.12.11 564 Total -2260
Plus Tax relief subscriptions/donations - current year 2290 Tax relief subscriptions/donations - late claims Tax relief Abbey Entertainment Tax relief Abbey Lecture Tax relief Gilbert White
Debtors as at 31/03/11 625
Debtors List £ Gift Aid Claim 1/01/12 to 31/03/12 625
Total 625
8 Creditors as at 31/03/12
Creditors as at 31/03/11 0 Creditors as at 31/03/12 0
INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF THE FRIENDS OF ALTON ABBEY
I report on the accounts of The Friends of Alton Abbey for the year ended 31 March 2012, which are set out on pages 1 to 3.
Respective responsibilities of trustees and examiner As the charity’s trustees you are responsible for the preparation of the accounts; you consider that the audit requirement of section 43(2) of the Charities Act 1993 (the Act) does not apply. It is my responsibility to state, on the basis of procedures specified in the General Directions given by the Charity Commissioners under section 43(7)(b) of the Act, whether particular matters have come to my attention.
Basis of independent examiner’s report My examination was carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently I do not express an audit opinion on the view given by the accounts.
Independent examiner’s statement In connection with my examination, no matter has come to my attention: (1) which gives me reasonable cause to believe that in any material respect the requirements · to keep accounting records in accordance with section 41 of the Act; and · to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the Act have not been met; or (2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Signed: Mrs S J Jackson, A.C.M.A. The Maize, Lower Stanton St Quintin, Date: 06 06 2012 Chippenham, Wiltshire, SN14 6BY
6 FRIENDS OF ALTON ABBEY
CHAIRMAN’S REPORT 2011 – 2012 My Dear Friends It only seems a few days ago since I was last writing the Spring Newsletter and here we are preparing for our AGM! It certainly has been a busy year and I am delighted to say that during next year, we shall be providing an equally varied selection of events for you to support and enjoy. It is, after all, through your continued generosity and kindness that we are able to support the Abbey and the Community whenever possible. Our programme of events commenced in August with an evening of ‘Music and Magic’ presented by Peter Robinson who entertained us with tricks, illusions and reminiscences of his life in magic. Fr Timothy and Sally Turner provided a selection of musical items during the evening and also entertained those partaking of refreshments outside in the courtyard during the interval with further musical accompaniments. At the end of August, we were able to provided teas and cakes at Patrick Daniell’s open garden at Itchen Abbas and this year our total takings were a magnificent £670 which broke all previous records. We are indebted to Patrick once again for his kindness and generosity in allowing us to attend. In October, we held our 9th Annual Abbey lecture that was entitled ‘The Devil’s Wind’ and was given by Philip Geddes. His presentation consisted of a dramatic and fascinating film telling the search for lost family history in the turmoil of the Indian Mutiny that was directed and produced by Philip and Lt Gen Sir Richard Shirreff. The evening concluded with a delicious supper that had been kindly produced by Jane Tucker to whom we are indebted. The sales of Christmas cards again proved to be a great success with almost 2,500 cards sold, and we are grateful to Dom Anselm for his design of the Holy Family with such beautifully striking colours. As an addition, Yvonne Bell had designed some desk calendars that proved to be very popular with assorted cartoons of monks and she has kindly produced another Christmas card for us again this year; it is a lovely design and if you would like to know more, you will have to wait until they are on sale at the AGM in July! On Saturday 26th May, the Friends had a Quiet Day with Mass at 9.30am and this was followed by two addresses by Dom Anselm to whom we are indebted and again we are very grateful to Abbot William and the Community for providing us with such a valuable opportunity in their busy diary for reflection and prayer in such peaceful and spiritual surroundings. After this report goes to print and just before the AGM, there will be one more event on Friday 29th June entitled ‘An Evening of Unusual Entertainment’ with William Godfree and Simon Douglas Lane. We thank them both for their generosity and kindness in staging what will undoubtedly be a very popular and highly successful occasion. Finally, as always, I should like to thank the individual members of the Council together with the additional Friends and helpers who toil unceasingly in order to guarantee that all of our events run so smoothly and successfully. To Ian Munro go my personal thanks for his professional and much valued work as our Treasurer and also to Jill Hurley whose already extensive portfolio has included publicity, box office and sales. It has again been an honour and a privilege to be your Chairman and I do hope that as many of you as possible will be able to attend our AGM, meet our Council and propose new and exciting suggestions for inclusion in our fund-raising calendar for the future. With my very best wishes to you all Yours sincerely Yvonne Bell produced a fun Desk Calendar for us last year, and is preparing a new one for 2013. The cost will be £5 + 50p postage. They fit into a C5 envelope, and are light enough for large letter post. It would be helpful to know who would like Christopher Pluck, Obl, OSB them so we know Chairman how many to order.
7 FROM: The Right Reverend Dom William Hughes OSB Dear Friends of Alton Abbey, The first thing I must do before writing anything else to you is to thank the Council for all their hard work putting their minds together to think of events that can bring the Abbey to the attention of others who may not know us, or for whatever reason are a little reticent as individuals of approaching the Community. I wish to congratulate the Council members for the success they demonstrate in this matter of giving others the opportunity of getting to know the monks of Alton Abbey. So now let me give you a little update of what has been happening within the life of the Community; although I must say that if you have access to the internet you will find that I am repeating myself in this letter as all Community news is now posted on our very good and effective website, due to the excellent work of our webmaster Oblate Neil Perry. On the 23rd April (Solemnity of St. George) I had the joy of clothing in Benedictine Habit our Finnish Postulant, Kari Hintikka, and of giving him the monastery name Benedict. This now means that we have two Novices, and a great joy they are to the Community each unique in his own way, bring wonderful and varied gifts to our life together here at Alton. On the 24th April I received into the Community our new Postulant, Father Alan Salmon, a priest from the Church in Wales, who served his title in my home parish of Llanelli during the early 1980s. He is quietly settling in to our way of doing things, and is already contributing to our life here at the Abbey. I invite you to make yourselves known to him and to offer words of encouragement during this time of his monastic discernment. There has been an increase of interest in the monastic life over the last two years, and I have a small number of aspirants coming to talk to me over the next few months. Please pray that God will make his will known to them during this time of discernment. On the 21st April four of us attended the enthronement of Bishop Timothy Dakin of Winchester; and had the added privilege of lunching with the Dean of Winchester and his wife. On a personal note I received an invitation from Lambeth Palace to be the Archbishop's representative at the Benedictine Abbots Congress in Saint Anselmos in Rome later this year. Sadly I had to decline his invitation as I am involved in retreat work at this time. There is little else I can say for the time being, apart from the fact that the Community appears to be happy in what we are striving to do here in the name of the risen and ascended Lord. Please continue to hold us in your thoughts and prayers as we in return shall do for you. We greatly value your faithful commitment of service to us, and we thank God daily that all of you are there supporting us with your generous love and care. Yours in Christ Jesus
+William O.S.B. Abbot
From The Secretary: We now have a proper FOAA email address, which is linked to the Abbey website, thanks to Neil Perry who suggested it, and set it up for us. This is so much better as it can be used by whoever is Chairman or Secretary, and is much more appropriate than using a variation of my personal email. The latter will of course still work, but do please put the new one in your address books: [email protected]. Please let me know your email address if you have one, and if you change it. The website has been updated, and is full of information, so do look at that: www.altonabbey.org.uk A Nomination Form for election to Council is, as always, included with this mailing. Please consider whether you would like to stand for election. We very much hope some of you will take up this invitation, it would be good to hold an election at the AGM. If you would like to stand but do not know enough Friends to propose or second you, please contact me. You will also find with this mailing, information about the Christmas Cards mentioned by Christopher. These will be available to see, and to buy, on St Benedict’s Day. Also available that day will be tickets for all future events. An updated Events list is enclosed. Do contact me by email, tel: 01420 562126, or by post, either to the Alton Abbey address, or my own (see page 1) about anything to do with the Friends.
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