The Sussex Archaeological Society

Annual General Meeting10th June 2017

SUSSEXPAST

Contents

1. Finance Committee Report

2. Governance Committee Report

3. Membership Committee Report

4. Research Committee Report

5. Museums Committee Report

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Finance Committee Report FY 2016

The members of the Finance Committee are unchanged from last year:

The committee aims to meet 5 times a year – meeting dates are fixed after the AGM. The draft terms of reference, which have been adopted by the Council, state that the committee should:

• Review quarterly management accounts and reporting, including profitability, cash flow and reserves (every meeting).

• Review annual statutory accounts (Financial Statements) and meet with the Auditors (usually May).

• Review budgets, plans and forecasts (usually December for Budgets) • Consider and review other matters of financial importance (every meeting).

Minutes are completed after each meeting and circulated to Council. An oral summary report of activity is also presented to Council when requested. This year the committee has actually only met three times because of difficulties in co-ordinating meetings with the availability of financial data for review, and then challenges in finding times for meetings. Non-attendees at meetings are circulated with all documentation.

In addition to the above I have particularly focussed on working with the high quality staff who are putting our financial reporting and control on a much stronger footing. This year the committee has been focussing on:

• Working with Tristan (CEO) and Gill (Finance Manager) on financial matters including preparation of detailed budgets and forecasts, and on:

• Control of cash flow. • Liaising with Cazenove to ensure our investments are optimised.• Preparing a proposal for presentation to local MPs on ways to offset the costs imposed by the

increase in the National Living Wage. • Contributing to the decision-making on new till systems.• Preparation of presentations for Council, employees and members to provide analysis and

explanations of our financial results, and• Working with Allan Course to minimise the impact of the Pension Fund deficit.

If members have expertise and interest in the financial management of the Society, I should be pleased to recruit you to the Finance committee.

Peter Vos, Chairman of Committee

Peter Vos MA FCA (Chairman of Committee)Michael Chartier (Chairman of Council) Tony Reid (Vice Chairman of Council) Peter Balmer (Council member

Allan Course (Actuary and Council member)Patrick Clinton (Volunteer, Gift Aid specialist)Ex-officio – Tristan Bareham (CEO) Ex-officio – Gill Kennedy (Finance Manager)

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Governance Committee Report FY 2016

Members for the Governance Committee are:Tony Reid (Chairman of Committee)

Mike Chartier (Chairman of Council)

Allan Course (Council Member)

Lys Drewett (Council Member)

John Manley (Chairman of Research Committee)

Peter Vos (Chairman of Finance Committee)

Ex-officio Tristan Bareham (CEO)

Following the path outlined last year the Committee met four times to progress three key areas of responsibility: Ensure progress addressing challenges highlighted by the Code: Monitor implementation of the Governance Code: Recommend to Council actions for improving overall performance.

Key outstanding challenges include:

• Council approval of a unified set of Terms of Reference for all committees – This has been done.

• Identify deficiency in Trustee Skills available to Council – Council agreed need for: Fundraising, Commercial/Business/Heritage and Property Maintenance skills. – Now being addressed.

• Improving Income Generation of Society, particularly initiation of a Fundraising program – Considerable progress with both Business and Grant income improving and a Fundraising program is now underway.

Monitor Implementation of six key areas of Governance Code:

• Aims and Objectives - need further definition: Council agreed Annual Work Programs to be prepared by committees and council.

• Strategic Plan: Monitoring necessary.• Financial Sustainability: Fundraising program being rolled-out.• Maximise Income: Considerable attention to improving business performance and Grant

Awards. Fundraising initiative underway. • Trustee Payments: “Related Parties” register being maintained.• Financial Planning: Annual Budget setting program well imbedded and thorough quarterly

monitoring. Need to develop Business and Property plans to fully inform Medium Term Financial Planning program.

• Corporate Risk Register: Annual review now part of Audit process.

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Governance Committee Report FY 2016

Actions for improving overall performance:

The following actions, summarising the above and outline steps necessary to ensure delivery of a sustainable, strong, charity based institution.

• Both Council and Committees prepare Annual Work Programs, based on the Strategic Plan, to ensure focus and clarity of AIMS AND OBJECTIVES.

• Business and Property Plans produced as element of basic information informing development of Medium Term Financial Plan, thereby enhancing FINANCIAL SUSTAINABILITY.

• Fundraising Program implemented as necessary basic element of MAXIMISING INCOME.• Maintain initiative to attract Trustees with identified Skills necessary to strengthen the

performance of Council, SOUND LEADERSHIP AND CONTROL.

Two additional areas the Governance Committee believes particularly worthy of attention are: highlighting (promote) the role of RESEARCH to encourage broader community appreciation (and enjoyment) of the contribution archaeology can make to our understanding of what preceded the world we see today. To this end we must also raise the PROFILE of the Sussex Archaeology Society, both in order to fulfil our charitable obligations and to attract wider support (including financial) from individuals and the community.

As I hope the above conveys, 2016 has been a busy and productive year, with all the evidence showing the Society becoming stronger and ever more confident of its future.

I have to thank committee colleagues (and CEO) for their fulsome contribution and support and Council colleagues for their positive response to many of our recommendations.

Much remains to be accomplished as you can see, with the 2017 challenge being, with the Governance Committee contributing to the Society having enhanced delivery of our basic objective “to promote, encourage and foster the study of archaeology and history in all their branches”.

Tony ReidVice Chairman of Council10 June 2017

Membership and Events Committee

This report covers the work of the Committee between the last AGM (June 2016) and the end of April 2017. Last year (2016) the annual membership fees were increased as agreed at the 2015 AGM, the cost of the basic Member’s fee rising to £38. As of the end of 2015 the number of paying memberships was 1967 (N.B. the corresponding total membership was 3105). During 2016 we experienced a second year of slightly reduced membership, the figures at the end of 2016 being 1894 paying memberships, with an absolute total of 2929. Thanks are again due to our properties’ staff for raising awareness of the Society and its role beyond the single property visited.

Members were again provided with four publications: the annual Sussex Archaeological Collections (volume 154) edited by Luke Barber and the Editorial Board, and three issues of Sussex Past & Present edited by Wendy Muriel. In addition, 2016 saw the issuing of further enewsletters to those members who have chosen to receive them. All members are requested to ensure the Society knows about changes in email addresses etc. In 2016 the Society held one Members’ Open Discussion session at Lewes. Such meetings continue to provide a means of communication between trustees and the CEO and ordinary members.

Events for members included: two walking tours (of Lewes Churches and Chichester’s ‘Little’ Churches respectively), ten visits/tours – some being associated with our conferences - (Parham House, Stanmer House, Slindon House, Compton Place, Ashburnham Place (the landscape of Capability Brown), Herstmonceux Castle, Oldlands Mill (formerly owned by the Society), Sackville College and St Swithun’s church, East Grinstead, Chichester Cathedral, and Barbican House Library), two visits to ongoing excavations (Plumpton Roman Villa; Bishopstone Tidemills), a study session on Discovering church history and local geology (Steyning and Buncton churches); three talks/lectures (Secrets of the High Woods, the Sally Christian Lecture for 2016, the Holleyman Archaeology Lecture for 2017), and three conferences – all of which again sold out! Our spring (April) 2016 conference was on Roadside Settlements in Roman Britain and Beyond. The second, in September 2016, was on The Age of Luxury: the Georgian Country House and its Setting c. 1700-1820. The final conference, in late April 2017, was The Changing Parish Church: From Saxon to Victorian c. 600-1900 (N.B. this conference sold out two months before the event – so always book early!).

Lorna Gartside (Membership Secretary) is to be thanked for organising these (and the other above listed) events, as should Dr Sue Berry who convened two of the conferences and Dr John Manley (aided by myself) who convened the spring 2016 event.

David RudlingChair of the Membership and Events Committee

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Research Committee Report FY 2016

Research Committee Membership 2016-2017The committee consisted of the following members: John Manley - Chair, Vivienne Blandford- Vice Chair, Mike Chartier, Jan Oldham, Robin Milner-Gulland, John Bleach, David Millum, Mark Roberts, David Rudling, Peter Balmer, Jaime Kaminski, plus Research Officer Luke Barber, Museums Officers Emma O’Connor & Rob Symmons, Finds Liaison Officer Edwin Wood and Honorary Librarian Esme Evans.

Research Committee Terms of Reference The committee has the following purposes and tasks:• receive reports from the Honorary Librarian• receive reports from the Research Officer and Finds Liaison Officer• receive, when required, reports from the Society’s museums officers• help ensure that the quality of the Society’s research informs all of its relevant activities,

including, but not limited to guidebooks, exhibitions, interpretation-related activities at our properties, educational services etc.

• ensure that adequate opportunities are offered to our members for local history or archaeological participation

• assess Margary Grant and Sally Christian Fund grant applications• monitor the production of Sussex Archaeological Collections • review the wider operation of archaeology and local history in the counties of East and West

Sussex, and Brighton & Hove• liaise with the Membership Committee over the Society’s annual conferences• liaise with the Museums committee with regard to curatorial, conservation, interpretation,

display and educational related matters which contain research elements.

The committee met four times during the period and made recommendations to Council. It is important to note that the committee has no executive powers. Decisions are only taken by the Council of the Society. The following selected list provides a flavour of the subjects covered in meetings of the committee.

Research Committee selected discussions and outcomes• It was recommended to Council that a Sally Christian grant be awarded to a member of the

Horsham Archaeological Group in respect of a course on pottery. • Significant funding from members had allowed the new library cataloguing software to be

installed.• Concern was raised over a perceived weakening of archaeological advice in the local

authority planning system in Sussex. • Consideration was given to how a publication could be derived from the archive of Garden

Hill (Wealden Iron Age hillfort excavations) now in The Keep. • Finds Liaison Officer (FLO) reported on the possibility of creating a social media presence, as

this was the way metal detecting clubs were evolving.

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Research Committee Report FY 2016

• CEO Tristan Bareham presented to the committee a draft Research Framework for discussion.• A report from Rob Symmons provided information on the range of research projects

undertaken on aspects of the collections at Fishbourne Roman Palace. • Consideration was given to the threat to discontinue A Level archaeology. • It was noted that two further books in the South Downs Series were soon to be published -

one on Traditional Homes, the other on Churches and Chapels. • The committee recommended that the Council approve the Research Framework. • Margary grants were suspended for the calendar year 2017 to assist funding for the FLO. • Discussion was held on a completion schedule for the Society’s excavations at Tidemills and

a programme for its post-excavation. • Discussion was held concerning a survey of the palaeolithic implements in Barbican House

by Matt Pope, and a proposal from the University of Brighton (Jaime Kaminski) to put some of the photographic negatives from Barbican House on-line; the committee was positive about both projects.

• David Rudling raised the issues of the long-term maintenance of Holtye Roman Road, and the possibility of putting all of the back-numbers of Sussex Archaeological Collections on-line.

• Consideration was given to the deficit incurred by research activities in the Society and how that might be reduced.

• Gill Lindsay (Library volunteer) provided an initial report on costings of digitising back-numbers of Sussex Archaeological Collections.

• It was noted that museum storage was critical and Barbican House was no longer accepting excavated material.

• The committee noted that the research activities of the Society could benefit from having an active social media presence.

• The FLO commented on recent occurrences of heritage crime and unethical metal-detecting rallies. In respect of the latter there was no obvious easy solution.

Dr John Manley

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Museum/Properties Report FY 2016

In 2016 the Museums of the Society:• Welcomed over 160 000 visitors of whom over 40 000 were children and students – a huge

investment in the future of the organisation.• Supported over 10 000 member visits– similar to 2015. Over 90% of these were to

Michelham Priory• Signed up over 150 members• Generated £ 1.77 million pounds of the £ 1.95 million total income of the whole Society• Hosted a very substantial range of study days, historic events, researcher visits and

exhibitions.• Continued to care for and invest in our physical fabric of our museums, their grounds and our

collections.

In early 2016 all of the Society’s six museums achieved full accreditation from the Arts Council (its quality assurance procedure). This is a major externally accredited verification of the professional standards achieved by all of our museums.

Financial performance Financially, 2016 was a mixed year. The early part of the year saw higher than prior year visitor numbers, thereafter visitor numbers were below the set target. A significant element of this was caused by the train strikes which affected our Lewes museums particularly badly. Fishbourne Palace also experienced a small drop but Michelham Priory had a relatively stronger year. Despite slightly lower visitor numbers visitor income was up by £18,000, shop income was up by a small amount and the combined café and catering income was up by £7,000 and wedding income up by £30,000.

The pattern of the last few years of a steady increase in the commercial income continued during 2016 and it is fully expected that in 2017 the museums/properties will be net financial contributors to the Society.

Major activitiesConservation and building upgrade works were an important feature of the activities in 2017/early 2017. The fire door protection project at Anne of Cleves House was completed, refurbishment works to the interior of Bull House were undertaken, repair works to the oriel window at Bull House were completed and works to the ground floor at Barbican House were undertaken.. A wide arrange of works were undertaken at Michelham Priory including further works to the moat. At Lewes Castle the learning team made good progress in developing and starting to deliver a new access interpretation project which is being funded by the Heritage Lottery Fund and delivered in partnership with the RNIB.After many years absence floodlights were installed on the Castle mound in Lewes after a major tree clearance programme.

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Museum/Properties Report FY 2016

One of the major highlights was the development and commencement of a mosaic restoration project at Fishbourne Roman Palace. The water main project and stream clearance projects have stopped almost all of the water incursion to the mosaics and the innovative restoration project lead by Rob Symmons (Curator) has started the process of slowly and painstakingly restoring the chromatic vigour of the mosaics.

Fundraising and the futureThe property managers, CEO and the Society’s fundraiser have now started out on a major phase of project fundraising designed to complete the audience development interpretation projects which have been worked on over the last few years. These projects are set out in the Society’s Strategic Plan.

Meetings have already been held with potential major funders for the larger projects and grants are currently beings sought for a wide a range of smaller development projects across the Society’s museums/properties.

The work of the museums committee was supported by Jane Vokins and Joe Sullivan (trustees) and a number of senior staff. Deep thanks go to the various friends groups who help open our museums and who generously fund many essential works and activities. We benefit hugely from our hundreds of volunteers who run help run some of our shops, open some of our museums, care for the gardens and carry out a wide range of other supporting activities. On behalf of the Society thanks go to these groups and individuals.

Tristan Bareham Chief Executive