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Mid-Hants Railway Preservation Society Limited
Minutes of a Meeting of Directors on 23 July 2016 at 2:00pm at the Old Goods Shed, Alresford
Present
Directors Steve Crowther (Chair) Secretary Peter Greenwood
Colin Chambers
Sue Clements In Attendance Simon Baggott
Geoff Finch Robin Higgs
Liam Kenchenten Mike Mitchell
Robert Latham Richard Ormond
John Rees
Derek Simmonds
John Trigg
Apologies David Ford
1. Notice and Quorum
The Chair confirmed that due notice of meeting had been given and that a quorum was present.
2. Conflicts of Interest
The Board members confirmed that they had no conflicts of interest with items on the agenda. It was noted that Steve Crowther, Colin Chambers and John Trigg were Directors of Mid-Hants Railway Limited and that Steve Crowther , David Ford and Colin Chambers were Directors of Wadebridge (34007) Locomotive Limited. The Auditors had asked that Directors be reminded that the requirement to disclose conflicts of interest also related to members of the family and dependants.
3. Minutes of previous meeting
The minutes of the meeting held on 14 May 2016 were approved. There were no matters arising from the minutes not on the Agenda.
4. Urgent matters
There were no urgent matters which had been brought to the Chair’s attention.
5. Board administration
The Secretary informed the Board that the Confirmation Statement (previously known as the Annual Return) due on 7 July had been lodged with and accepted by Companies House.
6. MHR Ltd succession planning update
The Board were advised that the first round of interviews for the post of General Manager had been completed and 2 strong candidates had been identified to progress to final interview. A schedule for the final interview would be developed in which it was intended to involve the Trustees.
The Board were also advised that an Engineering Manager had been appointed to commence on 1 August 2016.
7. Finance report
With regard to legacies, Colin Chambers said that there was a legacy where a payment of £45K was awaited.
The Board reviewed the annual budget for the year ending 31 January 2017. They noted the future income from the Butts Bridge contract and were satisfied that the company was a going concern.
The Board considered the Report and Consolidated Statement of Accounts for the year ended 31 January 2016. The Board approved the Report and Accounts and authorised:
-the Chairman to sign the Chairman’s Report;
-the Secretary to sign the Trustees Report by order of the Board;
-Steve Crowther and Colin Chambers to sign the financial statements on behalf of the Board.
The Board considered the Letter of Representation to Cochrane & Co Accountants Ltd and authorised Colin Chambers to sign the letter on behalf of the Board.
8. Strategic planning
(a) Allocation of responsibilities between Boards—Colin Chambers and Steve Crowther had not yet managed to meet to discuss further but would make arrangements in due course.
(b) Fund raising
-Colin Chambers said he would mention the subject of fund raising to the new marketing personnel and the Trustees could then approach them as appropriate in future.
-There was a discussion on crowdfunding and Liam Kenchenten made the point that this was aimed at raising funds for very specific projects.
-Consideration should be given to how Regional Groups might advertise the railway.
-It was noted that there had been Trustee attendance at some recent events.
9. Fortieth Anniversary
A list of 35 names of those who have a long standing association with the railway has been compiled and will be circulated to Directors.
There was a discussion about whether a new guide book might be produced for next year. It was suggested that there could be an introductory chapter on the first 40 years of the railway. Steve Crowther will contact the Heritage Group.
10. Heritage Lottery Fund and other grant-aided projects
(a) Canadian Pacific--The Board noted that a problem had arisen which had not been evident when the submission for the grant had been made. The inner firebox was in a very poor condition and it was considered that the only viable way forward was to replace it. The Board noted that even with this additional cost the completed locomotive would have a value that far exceeded the amount of money MHRPS had to contribute to its restoration whereas its unrestored value would be fairly small. The Board agreed to proceed with a new inner firebox.
(b) Apprentices—Derek Simmonds reported that he had attended an HLF presentation in which they had relaunched their “Skills for the Future” project for apprentices. Initial expressions of interest (which he would submit) were required by August 2016 followed by more detailed applications and grants would be made available from January 2018 for 18 months.
(c) Gt Missenden Signal Box—The restoration of this signal box (the only one of its kind left) had been part of an earlier HLF submission and work had not yet started. It was intended that the existing Butts Junction signal box base would be re-used as a base for the restored box. It was suggested that the list of grant providing organisations that Geoff Finch had recently circulated should be looked at to see if there were any that might be approached for this type of project.
11. Volunteer matters and visitor feedback
Robin Higgs said that the next Volunteers Welcome Day would be on 31 July 2016. It was noted that he would be retiring from the MHR Board shortly so would not be attending MHRPS Board meetings. His report to this Board on volunteer matters would, after his retirement, be made by Steve Crowther who would obtain information through the reports made to the Communications Group.
Steve Crowther reported that members of the Communications Group were demonstrating a very positive attitude and were keen to take on new initiatives. They were actively looking to the Trustees for guidance on activities they could take forward.
Regarding visitor feedback, Steve Crowther commented that the number of complaints received from visitors on the station at Alresford had diminished considerably in recent times which suggested that the visitor experience in general was improving.
12. Society Traction
(a) 45379—The Board were advised that the temporary repair to the frame crack seemed to be satisfactory for the time being.
(b) Hampshire DEMU—The Board noted that quotations for a full body overhaul from outside contractors were still awaited.
13. Risks and Issues Register
The Register was reviewed and no change was identified
14. Next meeting
The next meeting of the Board of Mid-Hants Railway Preservation Society Limited will take place on Saturday 17 September 2016 at 2:00pm.
On the same day the Board of Mid-Hants Railway Limited will meet at 11:30am and the AGMs of both companies will be held starting at 6:30pm.
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