MINUTES OF MEETINGS
7 February 2025
HASLEMERE SIGNAL BOX TRUST (“HSBT”)
Haslemere Signal Box Educational CIO - Charity Number: 1211420
Minutes of HSBT Trustees meeting @ 4.00pm on 7 February 2025 in Haslemere Town Hall
Present: Gareth David [GD], Jock Gardner [JG], David Goddin [DG], Ken Griffiths [KG], Philip Hunt [PH], Jan Jeffcoat [JJ], Tim Milford [TM], David Round [DR]. In attendance: Mike Foster [MF]
If an action required from a Board Member then their initials will be shown in RED in the appropriate minute.
Apologies for Absence: John Harris (JH)
Responsibilities associated with a CIO
Having successfully helped us to secure our charitable status, KG invited Mike Foster [MF] to run through the responsibilities of charity trustees. Key points made by MF were:
We have been established as a Charitable Incorporated Organisation (CIO), which is the modern way of setting charities up (Charities Act 2012) and is a way of giving trustees the benefit of a limited liability organisation, without the complication of having to run a limited liability company. So provided trustees behave responsibly, they will not have any liability if the organisation was to fail.
The obligations of charity trustees come in three layers – but all are deeply inter-twined. Firstly you have to abide by the law, you have to comply with all the guidance and best practice as set out by the CC and you have to comply with the Constitution of your organisation.
Trustees should all read a copy of the Constitution, and inwardly digest it, because this is the bible for how the organisation is to run. The most important point is (3) the objects clause, which tells you what you do and says we are an education trust. That does not mean having to run classes, but simply that you have to educate and inform the public and provide an element of public access.
The basic principles of being a Trustee mean making your decisions within this body, at a meeting, and recorded in Minutes. One thing that the CC does not formally require, though something we should do, is to nominate one person to be the Secretary to keep Minutes and filings at the CC up to date.
A second person that we need to think about is a Treasurer, where there are the practical aspects of raising and spending money and it is absolutely incumbent on all Trustees to make sure this is done properly. Someone also needs to make sure that the financial reporting requirements of the charity are complied with and accounts are filed each year in an approved format. We would also need to appoint an Independent Examiner.
The accounts can be done on two bases as a small charity: either on an accruals basis or a receipts and payments basis, and MF recommended the latter. On the matter of Gift Aid, MF said that the CC website did not offer any guidance, but he said that as Trustees doing our best to look after the assets of the charity, it would be a bit strange not to register for Gift Aid.
Every Trustee attending a meeting must bring the skills that they have outside the room, must act properly and responsibly, and must not leave any skills at the door. Above all, Trustees must keep the charity solvent and look after its assets and must watch for conflicts of interest, and are advised to make a note of any other charities they are involved in.
As we have been set up as a foundation model CIO, there are no members of this CIO apart from the Trustees. There is the possibility to create non-voting members or associates, but they are not Members. The CC is very clear that some things need to be recorded as a Members’ meeting, not as a Trustee meeting.
These are things which go with the constitution, so if we decided we wanted to merge or change the form of the constitution that needs to be done by us acting as Members, not as Trustees. We need to keep a register of our Trustees and our Members. KG has an access code for the CC website for filing accounts etc.
Minutes of the last meeting
The Minutes from the previous Board meeting (11 December 2024) were accepted in full after GD had run through action points arising at that meeting:
Update on discussions with NR
Issue of the ditch has been resolved – TM mentioned a conference call on Thursday (13 February) with Nathan Whittington (NW). He added that this was not a drainage ditch, but a trench formerly used for signalling wires and points rodding. KG said an outstanding issue was with cables, and said he had asked NW to come down for a meeting.
The issue is the cable trench could be accessed by the public, but KG pointed out that if you look at Godalming station then you would see cables in new cable trenches running along the top of a wall on the platform. But NR could not have any cables in our garden area that were accessible to the public. TM added that this was an issue that could be worked through and solved.
KG quoted an email from NW (27 Jan) when he had said that he was looking at how the [garden] area could be cleared of vegetation, but said that an environmental survey was supposed to be conducted. His email added that NR Property Services did not hold a budget for this kind of work, so he was left asking others for assistance.
JG mentioned that having the garden ready for VE Day was not feasible, but suggested looking into fixing a plaque to the wall of the signal box, saying that this site was intended to become a memorial garden to the fallen men of the Southern Railway in WW2. From NR all that was needed was permission to attach such a plaque.
Update on discussions with SWR / Amey TPT
KG said that there was no issue with Waverley planners regarding access to the offices above the booking hall. He added that an initial letter was sent on 16 October 2024, when Ian Chalmers (Amey TPT) said that he anticipated drafting a report for DfT from SWR proposing leases to community groups that were far beyond the norm.
KG said he followed up on 2 December 2024 and Chalmers replied that the paper for DfT approval for a 15-year lease was prepared for SWR and said he would check the following week to see if it had been issued. KG added that he had been in touch again on 16 January 2025 when he replied (20 January) to say he had heard nothing further.
He then chased up again on 4 February, when he got a reply to say that SWR had apologised to say that his email with a request for approval had been missed by the client so was not submitted earlier. It has now gone to the DfT Liaison Officer, but meant three months when nothing had happened.
KG then raised the question of SWR nationalisation in May and whether GBR would be prepared to negotiate a lease now a couple of months before taking over SWR? TM said he didn’t this would change things, apart from it being a lesser priority and suggested regular follow-up. KG added that we could ask Greg Stafford MP to speak to the DfT.
Policy documents – review and agreement
KG said he had been surprised not to receive any comments on the policy documents which he had shared on 30 January 2025 and were on the website. He added that responsibilities needed to be assigned to various people and asked that everyone reviewed them.
PH offered to take ownership of the Environmental Policy and all Trustees were asked to review the policy documents and make comment to KG by 14 February. JJ offered to work with KG on the Volunteering Policy and JG agreed to look at data protection policy. KG said he would re-circulate the documents for comment by all.
KG thanked DG for updating the website, adding that a schedule of memorabilia and meeting Minutes could all be added, along with the policy documents, which he has formatted and uploaded.
Insurance
KG said that the only insurance that we and hub volunteers had was under was an SWR policy for volunteers within the CRP. Looking ahead, he said that the signal box would have to be insured separately on our own public liability policy, and said he would go to McGowan Associates (Craig McGowan) to sort this.
Marketing
KG said that quite a bit of marketing had been done since the last Trustee meeting, with the BBC recording two signallers present on the day of the visit (Gary being the main speaker, backed up by Eric). They had done a great job and the piece would be broadcast in mid-March on BBC Surrey and BBC Sounds.
KG said that this exercise had given us access to all the people who can make decisions, adding that he would get filming done by a contact (Craig Hills), with a BBC man/contact conducting the interview(s). In addition, DG was doing more with social media, posting what Team BA had done in preparing large posters for display on the station.
All but £84 of the funding for the posters had come from South Western Railway.
Treasurer’s Report
DR said there had been a number of messages from Amey TPT in December saying that money was owed for the hub rental, pointing out that this was where he had not paid £6.00 VAT on the rent. He added that he had paid the February rental, after being authorised by JJ. KG said he would like to pay Treloen, who had produced all our posters, before receiving our CRN grant.
Newsletter for Friends of HSBT
JJ said she had sent two emails to trustees inviting contributions to the next communication to Friends, but had not received any responses. She had sent an update in November and planned another in February and was going to do one every three months, with the newsletter also being sent to hub volunteers. She planned to ask Friends of HSBT for permission to store their names for GDPR on a password-protected database, and also asked whether the U3A railway study group could be added to the distribution list. JG said yes.
Gift Aid
DR said he had been contacted by JH, who had expressed the view that we did nothing regarding Gift Aid and asked who would want to join the pair of them in discussing it? He added that he felt it was only just worth doing, as we did not have regular subscriptions and were only talking about occasional donations. KG mentioned an anonymous donation of £3,200 for our legal fees, where we and the donor could both have benefited, and said that setting up Gift Aid was very simple. KG said he would contact JH to ascertain his reservations about Gift Aid.
A.O.B
KG mentioned that he was taking a number of Hub volunteers to Romsey Signal Box, and asked if anyone else would like to join the visit (in March)? He also mentioned the VE Day celebrations on Lion Green (10 May) when it would be good to have a model railway display.
Date for next meeting: Friday, 11 April 2025 @ 16:00hrs in the Town Hall
The meeting concluded at 17.45 hrs.
11 December 2024
HASLEMERE SIGNAL BOX TRUST (“HSBT”)
Haslemere Signal Box Educational CIO - Charity Number: 1211420
Minutes of HSBT Trustees meeting @ 09.30am on 11 December 2024 in Haslemere Town Hall
Present: Gareth David [GD], Jock Gardner [JG], David Goddin [DG], Ken Griffiths [KG], John Harris [JH], Philip Hunt [PH] – Via Teams: Tim Milford [TM], David Round [DR] – (arrived late)
If an action required from a Board Member then their initials will be shown in RED in the appropriate minute.
Apologies for Absence: Jan Jeffcoat (JJ)
Minutes of the last meeting
The Minutes from the previous Board meeting (24 October) were accepted in full after GD had run through action points arising at that meeting:
Memorabilia – KG/JH to visit Middleton Press after meeting to review Vic Mitchell collection.
Social media – KG has spoken to Narn and a facebook account was being set up with DG as administrator
Our shop windows (website and Information Hub)
KG said that the Information Hub had been decorated to enter the Haslemere Christmas Windows competition, and added that the volunteers were doing an excellent job in promoting the SB project. DG said he had made some minor tweaks to the website.
Update on discussions with NR
TM said there had been a positive discussion with Nathan Whittington (NR) but said it would take longer to get agreement on the garden, with a site visit arranged for January (16th) to look at areas where NR had raised objections and identify what can be done in mitigation.
On the SB itself, the main news is that NR is working to an assumed date of October 2025 for the commissioning of the works, which means a potential November 2025 opening of the SB. TM added that he had been in a meeting the previous week with the NR Chief Executive (Andrew Haines) who said he knew all about TM’s involvement in the Haslemere SB project!
Update on discussions with SWR / Amey TPT
KG said Amey TPT was still offering a six year lease on the station flat, but said that we did not want six years, but 15 years, to coincide with the SB lease. This would require DfT approval. He added that he had confirmation from Waverley BC councillors that we would not require disabled access, but still did not have this in writing from council officers.
KG said he was dealing with John Robini, who is on the planning committee, who has written to the Head of Planning to ask where this had got to, and had been promised a reply. JH expressed concern about the lack of a fire escape, but KG responded by saying that he had spoken to a fire officer who had explained that it depended on the further distance from the stairs, and as the flat was below the furthest distance requirement, no fire escape was needed.
Charity Commission (CC) update
KG reiterated that we were still awaiting news, but an update had been received suggesting that further information might be needed, which was a positive sign. [Following this meeting a message from the CC confirmed the registration of Haslemere Signal Box CIO, subject to the supply of trustee eligibility declarations – ALL to provide]
Memorabilia
JH mentioned that a number of additional items had been added to the register and photographed, although he was still guessing at values. This includes the trunk, which does not have any real value. KG said he had been to the Repair Café where someone who did leather work said its repair was beyond his capabilities, but passed on the name of someone who might be able to help. One suggestion for its future use was as a dressing up box for kids, which was generally agreed to be a good idea.
KG then asked if it would be possible to put the memorabilia register on the website, but after discussion it was felt more appropriate for JH to periodically circulate the register to Trustees. JH said the value of the collection was racking up and KG added that there was another trunk on its way to us.
Marketing
KG said corrections to the draft posters prepared by Team BA had all been made and he had been given costings for the artwork to go at the foot of the station steps. DG mentioned a detail point about the age of the SB, which was being checked. These were being paid for by SWR, which authorises the payment by the Community Rail Network.
KG added that this would give us something permanent on the station and would be a vinyl on the site of the old newsagent shop. He went on to praise the station staff for promoting what we were doing, saying they were fully behind our efforts and allowing storage of stuff in the station flat.
Social media - KG mentioned a video endorsement from Greg Stafford MP. He added that the MP had said he would be willing to bring in his fellow Tory MPs (Jeremy Hunt/Damian Hinds) to support the project. KG then asked where we could post some of our archive photos on social media channels to build interest.
Rail 200/VE Day – KG said he had submitted content in August, which had been lost. TM had kindly volunteered to write more text on behalf of HSBT. KG also mentioned VE Day celebrations on St. Christopher’s Green (10 May 2025) and said it would be great to have the SB project represented with a stall showing what we are doing.
BBC/Filming – KG mentioned communication from the BBC and a request for them to talk to signallers. He added that a contact called Craig would be able to do some filming, but warned that a number of the signallers he had spoken to at Haslemere were reluctant to be filmed. JH added that film was far preferable to audio, which would have limited public interest.
KG also mentioned that he had written a piece for the Haslemere Parish Magazine and suggested trustees could all drip feed information to organisations that we know or belong to, but this needed to be collated.
Special train through Haslemere – JH mentioned that a steam special to Bath which had picked up at Haslemere that morning would be returning at around 20.30. After discussion it was agreed that JH/PH would go to the station that evening and attempt to distribute HSBT leaflets to passengers on the train while it took water at the station.
Treasurer’s Report
Bank Account - KG reported that DR (Treasurer) now had access to the [Lloyds] bank account, and had made a first payment from it (for the Information Hub lease). JJ now also has access to the account. In future DR would set up payments and KG would authorise them.
Grant applications – KG said no-one had been spoken to as yet, although he had an ongoing dialogue with the Railway Heritage Trust and the Community Rail Network. But he said that until we were registered with the CC we could not do anything to tap into funds from CIL or YFS.
GD added that before making any approaches to bodies like this we needed to know how much we were looking for. KG referred to earlier estimates from Atkins and said that he had been advised by a local contractor contact that this could be substantially reduced.
Volunteers / Friends of HSBT
KG reported that JJ had sent a communication to HSBT Friends, and had wanted to send out a Christmas card. JH presented a card he had produced, but KH said we would want a digital version to avoid postage costs. JH offered to send the picture he had used to DG for preparation of a Christmas message to supporters, and suggested posting cards to other SB preservation groups such as Romsey, Brading and St. Albans.
A.O.B
KG mentioned the rail unions and PH said he had heard again from Matt Bentley (RMT Wessex area and former signaller) and would be arranging to meet him in January. PH to progress
Date for next meeting: Friday, 7 February 2025 @ 16:00hrs in the Town Hall
The meeting concluded at 10.40 hrs.
Haslemere Signal Box Educational CIO - Charity Number: 1211420
Minutes of HSBT Trustees meeting @ 09.30am on 11 December 2024 in Haslemere Town Hall
Present: Gareth David [GD], Jock Gardner [JG], David Goddin [DG], Ken Griffiths [KG], John Harris [JH], Philip Hunt [PH] – Via Teams: Tim Milford [TM], David Round [DR] – (arrived late)
If an action required from a Board Member then their initials will be shown in RED in the appropriate minute.
Apologies for Absence: Jan Jeffcoat (JJ)
Minutes of the last meeting
The Minutes from the previous Board meeting (24 October) were accepted in full after GD had run through action points arising at that meeting:
Memorabilia – KG/JH to visit Middleton Press after meeting to review Vic Mitchell collection.
Social media – KG has spoken to Narn and a facebook account was being set up with DG as administrator
Our shop windows (website and Information Hub)
KG said that the Information Hub had been decorated to enter the Haslemere Christmas Windows competition, and added that the volunteers were doing an excellent job in promoting the SB project. DG said he had made some minor tweaks to the website.
Update on discussions with NR
TM said there had been a positive discussion with Nathan Whittington (NR) but said it would take longer to get agreement on the garden, with a site visit arranged for January (16th) to look at areas where NR had raised objections and identify what can be done in mitigation.
On the SB itself, the main news is that NR is working to an assumed date of October 2025 for the commissioning of the works, which means a potential November 2025 opening of the SB. TM added that he had been in a meeting the previous week with the NR Chief Executive (Andrew Haines) who said he knew all about TM’s involvement in the Haslemere SB project!
Update on discussions with SWR / Amey TPT
KG said Amey TPT was still offering a six year lease on the station flat, but said that we did not want six years, but 15 years, to coincide with the SB lease. This would require DfT approval. He added that he had confirmation from Waverley BC councillors that we would not require disabled access, but still did not have this in writing from council officers.
KG said he was dealing with John Robini, who is on the planning committee, who has written to the Head of Planning to ask where this had got to, and had been promised a reply. JH expressed concern about the lack of a fire escape, but KG responded by saying that he had spoken to a fire officer who had explained that it depended on the further distance from the stairs, and as the flat was below the furthest distance requirement, no fire escape was needed.
Charity Commission (CC) update
KG reiterated that we were still awaiting news, but an update had been received suggesting that further information might be needed, which was a positive sign. [Following this meeting a message from the CC confirmed the registration of Haslemere Signal Box CIO, subject to the supply of trustee eligibility declarations – ALL to provide]
Memorabilia
JH mentioned that a number of additional items had been added to the register and photographed, although he was still guessing at values. This includes the trunk, which does not have any real value. KG said he had been to the Repair Café where someone who did leather work said its repair was beyond his capabilities, but passed on the name of someone who might be able to help. One suggestion for its future use was as a dressing up box for kids, which was generally agreed to be a good idea.
KG then asked if it would be possible to put the memorabilia register on the website, but after discussion it was felt more appropriate for JH to periodically circulate the register to Trustees. JH said the value of the collection was racking up and KG added that there was another trunk on its way to us.
Marketing
KG said corrections to the draft posters prepared by Team BA had all been made and he had been given costings for the artwork to go at the foot of the station steps. DG mentioned a detail point about the age of the SB, which was being checked. These were being paid for by SWR, which authorises the payment by the Community Rail Network.
KG added that this would give us something permanent on the station and would be a vinyl on the site of the old newsagent shop. He went on to praise the station staff for promoting what we were doing, saying they were fully behind our efforts and allowing storage of stuff in the station flat.
Social media - KG mentioned a video endorsement from Greg Stafford MP. He added that the MP had said he would be willing to bring in his fellow Tory MPs (Jeremy Hunt/Damian Hinds) to support the project. KG then asked where we could post some of our archive photos on social media channels to build interest.
Rail 200/VE Day – KG said he had submitted content in August, which had been lost. TM had kindly volunteered to write more text on behalf of HSBT. KG also mentioned VE Day celebrations on St. Christopher’s Green (10 May 2025) and said it would be great to have the SB project represented with a stall showing what we are doing.
BBC/Filming – KG mentioned communication from the BBC and a request for them to talk to signallers. He added that a contact called Craig would be able to do some filming, but warned that a number of the signallers he had spoken to at Haslemere were reluctant to be filmed. JH added that film was far preferable to audio, which would have limited public interest.
KG also mentioned that he had written a piece for the Haslemere Parish Magazine and suggested trustees could all drip feed information to organisations that we know or belong to, but this needed to be collated.
Special train through Haslemere – JH mentioned that a steam special to Bath which had picked up at Haslemere that morning would be returning at around 20.30. After discussion it was agreed that JH/PH would go to the station that evening and attempt to distribute HSBT leaflets to passengers on the train while it took water at the station.
Treasurer’s Report
Bank Account - KG reported that DR (Treasurer) now had access to the [Lloyds] bank account, and had made a first payment from it (for the Information Hub lease). JJ now also has access to the account. In future DR would set up payments and KG would authorise them.
Grant applications – KG said no-one had been spoken to as yet, although he had an ongoing dialogue with the Railway Heritage Trust and the Community Rail Network. But he said that until we were registered with the CC we could not do anything to tap into funds from CIL or YFS.
GD added that before making any approaches to bodies like this we needed to know how much we were looking for. KG referred to earlier estimates from Atkins and said that he had been advised by a local contractor contact that this could be substantially reduced.
Volunteers / Friends of HSBT
KG reported that JJ had sent a communication to HSBT Friends, and had wanted to send out a Christmas card. JH presented a card he had produced, but KH said we would want a digital version to avoid postage costs. JH offered to send the picture he had used to DG for preparation of a Christmas message to supporters, and suggested posting cards to other SB preservation groups such as Romsey, Brading and St. Albans.
A.O.B
KG mentioned the rail unions and PH said he had heard again from Matt Bentley (RMT Wessex area and former signaller) and would be arranging to meet him in January. PH to progress
Date for next meeting: Friday, 7 February 2025 @ 16:00hrs in the Town Hall
The meeting concluded at 10.40 hrs.
24 October 2024
HASLEMERE SIGNAL BOX TRUST (“HSBT”)
Charity Number: [Charity Status being applied for]
Minutes of HSBT Trustees meeting @ 10.00am Thursday, 24 October 2024 in Haslemere Town Hall
Present: Gareth David [GD], Jock Gardner [JG], David Goddin [DG], Ken Griffiths [KG], John Harris [JH], Philip Hunt [PH], Jan Jeffcoat [JJ], David Round [DR]
If an action required from a Board Member then their initials will be shown in RED in the appropriate minute.
Apologies for Absence: Tim Milford [TM]
Minutes of the last meeting
The Minutes from the previous Board meeting (9 August 2024) were accepted in full after GD had run through a series of action points arising at that meeting:
Waverley BC planning – KG confirmed that this was being progressed and that he had received a response from the Heritage Planning Officer.
Contacting our new MP – PH had made contact with Greg Stafford and SB visit arranged for 22 November
Website – DG confirmed that the website was being refreshed, though not finalised.
Marketing – TM had promised a marketing strategy document, but unable to attend this meeting
Signal Box era to present – JG said he was still reviewing this and was awaiting a new publication on L&SWR signalling before making a recommendation, but was inclining towards 1930s
Middleton Press to include HSBT leaflets when sending out book orders – DR said he had not actioned this.
KG added that he had paid a visit and as a result had secured Vic Mitchell’s entire archive and model railway on permanent loan.
Charity Commission – KG said the application was ready, apart from a supporting letter from JG as a historian. JG confirmed that this was in progress.
Community Rail Network – KG said Jenny Jones, who is responsible for the CRN locally, is very positive and will support in any way she can.
VE/VJ Day 2025 – PH said he had spoken to a local RMT representative, Matt Bentley, a signaller who has a brother volunteering at the Watercress Line. He has given his support and advice, including a suggestion to look at the equipment in Farncombe Signal Box.
Grants/support – PH confirmed that the signalling contractors were Alstom, not Siemens, and mentioned an Alstom Foundation.
Memorabilia – JH maintaining spreadsheet of all donated/loan items and estimated values.
Offices above station building – KG talking to Waverley about what might be required to take this space.
AOB – KG pointed out that along with an Agenda for this meeting he had sent out a draft HSBT constitution, and had only had a couple of responses. A second document concerned financial regulations, where only TM had made any comments. These documents were then formally adopted.
Our shop window
KG said these were important, mentioning the Information Hub, which is now 50% devoted to HSBT. He added that JH had a period model layout of Haslemere station, which he planned to install on the left side of the hub. DG added that the website was being re-shaped, based on the three pillars of tourism, heritage and outreach to the local community. He also mentioned the need for a display on the video screen in the hub, so he has prepared a series of slides that could be uploaded and a new Twitter (X) account had been set up, called HCS Platform. KG asked other trustees to review the website and give their input.
Discussions with Network Rail (NR)
KG said points rise in an email by JH were factually incorrect, beginning by mentioning what JH had said was confusion by lumping together the signal box, the memorial garden and the station flat. He pointed out that NR was not involved in the station flat. He continued by saying that the only discussions on fencing were how to fence the signal box from the station platform, adding that we had an Agreed Heads of Terms to take over the box.
KG continued by talking about the memorial garden and saying that the video appeared to show the garden open to all. JH said it glossed over access and security issues, with no sign of any fencing and that this could be an issue if seen by NR. KG admitted that it was an aspirational film, but said the site would be as safe as it is now, because there would be gates to prevent unsupervised access.
He reiterated what TM and PH had said, namely that we did not want to lose the opportunity and that we should not step back now, so we should continue to talk and negotiate with NR because we do want the garden. KG said he would try to find out about the NR change of heart in the next monthly conference call later in the day and JH undertook to draft a plan of the garden site, with DR offering to assist.
Discussions with SWR / Amey TPT
KG said HSBT had been offered a 6-year lease on the station flat (SF) but what we wanted was a 15-year lease to match the signal box. That would mean gaining a free exhibition area, rather than incurring the cost of putting a shed on the plot currently occupied by the shipping containers. But SWR/Amey TPT cannot approve a 15-year lease and must write to the Department for Transport for their approval, which Ian Chalmers (Amey TPT) is doing.
JJ pointed out that it would be much easier to insure artefacts if they were in the SF, rather than a shed. KG added that as the SF would not be accessible, we would offer virtual reality facilities for the benefit of disabled visitors, which could also include the signal box itself. JH pointed out that there were sheds at both Romsey and St. Albans and DR raised concern about accessibility to the SF and said a shed would only cost £2k-£3k. DR to research further
Charity Commission Update
KG said that we were almost there with the application – the constitution was in place and had been reviewed by a retired barrister (Mike Foster) adding that it was a fully comprehensive document. Regarding the forms to go with it, there are a couple of papers to go with it. GD had prepared a paper on signalling and JG was working on one regarding history. As soon as that was done, the whole document would initially go to PH/GD/KG and Mike Foster for final checking, that it would be shared with all Trustees before submission. KG to progress
Memorabilia
JH said he was updating the asset register with photos, descriptions and estimated values and every time he hears of a new acquisition it would go on the register. He added that he would like JJ to look at the listing of her items. KG said that there would be a lot of work in cataloguing the Vic Mitchell collection. He added that the collection included cine films, which would need to be studied and converted professionally. KG suggested the he and JH arrange a visit to the Middleton Press offices take a look at the collection and the Midhurst model.
Marketing
KG said he hoped all Trustees would get involved in marketing. He mentioned the recent SWR conference, when it had been possible to get out message across to the whole of SWR, including MD Stuart Meek and a lot of junior managers, and station managers.
KG added that TeamBA would be doing some marketing work for us as part of their work with the CRN. This would include the design of posters to be displayed at Haslemere station. KG added that the station team, led by Linda Stokes, would be willing to dress the hub shop window, if we wanted it.
Social media – DG said we did not have a facebook account, so KG offered to speak to Narn to action this.
Rail 200 – KG mentioned that one of the organisers of this event, Mike Lamport, was at the SWR conference and was very supportive our project, which would feature on the Rail 200 website. KG added that Lamport was an important figure as he sits on the Railway Heritage Trust (RHT) Board and makes recommendations about where the RHT should put its money.
Public organisations – KG asked who was talking to organisations about our project. DR said he would talk to Middleton Press, PH mentioned the RMT, which was very supportive of our aims and mentioned a talk later to the Watercress Line, Alton group. JG mentioned a conference of South Eastern industrial archaeology groups, and said he had handed out some signal box leaflets.
JJ mentioned that she had written another update for supporters of the project, but this had not yet been sent out, due to the recent discussions regarding the garden. She added that the aim was to keep this group (about 40) updated 3 or 4 times a year, because they were potential volunteers and links to the wider community. JH mentioned again that a magazine called Trackside had run a feature on preserved signal boxes that had mentioned Petersfield, but not Haslemere and DG said he would contact the magazine to point this out.
JJ mentioned Holycombe, saying she was a life member, pointing out that its signal box had just been refurbished and said she (JJ) would seek a meeting with the lady running the site.
KG mentioned the Hills to Harbour CRP who he could reach via the CRN and said he was also talking to SWR and NR and talking to individuals as well as Steve Holmwood who runs a fencing company and has confirmed he would do all our fencing for us.
He added that there were a lot of people to talk to, but the important thing was that we would need a budget, adding that he would like to employ a professional marketing person, or someone who would volunteer. KG then asked if we needed a budget for marketing, and JH pointed out that we had a few £100s in reserve, that could be used as and when necessary.
Engagement of professionals
KG said that Atkins had costed our entire project at £469k, from which TM and he had cut £199k. Then when it was shown to Gary Shipway from Shipway Landscape Gardeners he said he could halve that figure, provided he could get his contractors registered with NR. KG reiterated that the money was there, it was just a question of knocking on doors. He added that he had been talking to a philanthropic group that could loan and grant large sums.
Treasurer’s Report
KG said DR now had access to the bank account and DR explained that when he had met Jan Steward it had been clear that she was keen to relinquish the Hub Treasurer role, and that there was very little to the role. He added that he had the material from Lloyds Bank, adding that he would be happy to chase grants.
DR mentioned small grants that were awarded by Haslemere Town Council, but you had to have a bank account for your organisation, and could not be using someone else’s account. He also mentioned CIL funds. KG suggested we adopt the name “Haslemere Community Station and Signal Box Trust” for the purposes of fund raising, and asked if anyone else would be willing to get involved in seeking grant funding DR agreed to assist.
Volunteers / Friends of HSBT
JJ repeated that the next update was ready to be sent to supporters, and said that this would probably be followed by a Christmas card. She added that it would cover the Heads of Terms being agreed, the CIO application being finalised, the garden being our next ambition, and the SF. JH asked if Trustees could be sent a copy of the update and JJ said it would also be added to the website. JJ to send out update in the next two weeks
AOB
JH mentioned his plans to make a diorama of Haslemere station for display on the left wall of the hub.
Date for next meeting: Wednesday, 11 December 2024 @ 09:30hrs in the Town Hall
The meeting concluded at 11.45 hrs.
9 August 2024
HASLEMERE SIGNAL BOX TRUST (“HSBT”)
Charity Number: [Charity Status applied for]
Minutes of HSBT Trustees meeting @ 3.00pm on Friday, 9 August 2024 in Haslemere Town Hall
Present: Gareth David [GD], Jock Gardner [JG], David Goddin [DG], Ken Griffiths [KG], John Harris [JH], Philip Hunt [PH], Tim Milford [TM], David Round [DR]
If an action required from a Board Member then their initials will be shown in RED in the appropriate minute.
1. Apologies for Absence: Jan Jeffcoat
2. Minutes of the last meetingThe Minutes from the previous Board meeting (26 January 2024) were accepted in full after it was pointed out that there had been subsequent progress and communications on all outstanding matters discussed at that meeting.
3. Involvement of all Board MembersKG began by introducing David Goddin as a proposed new Trustee, pointing out that he maintained the Information Hub website. After Trustees had approved DG, KG went on to request that Trustees would get involved in the many required actions that would be discussed during the meeting.
4. Signal Box Heads of Terms (HoT)KG reminded Trustees that we now have an agreed HoT with Network Rail (NR) and pointed out that this had taken a considerable time, but NR had been far more focused on it over the past six months and would be paying its own legal costs. The HoT was an essential step, as it was required before submitting a request for charitable status to the CharityCommission (CC). Now we could put our application to the CC.
Pulborough SB - KG mentioned the closed signal box at Pulborough, where he had discovered that NR had contacted some local people to announce that it would be refurbishing the Grade II Listed signal box. KG noted that the box (like Haslemere) had a false ceiling which NR is removing to expose the vaulted roof. He wondered if the same could be done at Haslemere, after it closed (now expected 11/25).
Waverley BC Planning – KG reminded the meeting that we would need a change of use for the signal box to become a museum and said that this should be pretty straightforward. He was dealing with John Robini but did not know exactly what was required. KG to progress
5. Memorial Garden KG said that the NR project team had become a lot more positive about the planned garden in recent weeks, and there were now scheduled monthly conference calls at which NR could report on progress. He said they were at a “clearance” phase where they (NR) had to talk to all interested parties to establish any other interest in the land, and should know by January 2025 whether the land would be lease to HSBT.
TM said he had mapped out a timeline and that, allowing a buffer for contingencies, it could be March 2025. KG added that he had spoken to a number of contractors such as Red Rock who were already on board, as were CouchmanHanson (solicitors) and other providers of professional services. GD asked about the mobile phone mast at the centre of the proposed garden and it was agreed that it would need to be fenced off.
KG went on to mention a proposed glass structure that could replace the two shipping containers, once they had been removed, and had wondered who nearby could help HSBT with this? He mentioned that he had spoken to a lady called Tess at Clement Windows, to see if they might be interested in sponsorship. TM said he had spoken to Atkins following their original site visit, and was hoping they could pay another visit and then produce an estimate for the work required. He added that the timing prior to VE/VJ Day 2025 was extremely tight.
Rail 200 – KG mentioned a visit by Mike Lamport on 20 August. He is one of the organisers of Rail 200 and has a connection to Haslemere as his grandfather was Station Master here and father was signalman at Liphook and instrumental in preserving that box (now at Holycombe).
6. Information Hub / Shop windowKG pointed out that the hub shop window was an excellent marketing opportunity for us, given that the wider world and the travelling public did not know about our project. The Information Hub lease had been up for renewal and is now under Haslemere Festival, with legal fees having been paid by a local anonymous benefactor. That meant we had use of the hub for another six years and could use one of its two windows for visitor information and the other for background on the signal box.
JG raised the question of contacting our new MP, Greg Stafford (GS), with a view to signing him up as a Friend of the Signal Box. KG suggested writing to him, to tell him that he predecessor was already a Friend and invite him to attend. DR added GS was very approachable and PH agreed to draft a letter to him.
The leader of Waverley Borough Council (Paul Follows) was also mentioned, although DR said he was very objectionable. TM added that the Permanent Secretary at the DfT (Dame Bernadette Kelly) was also a Haslemere resident, so the idea of a shop window was a good one.
KG said he needed someone to take on the overall marketing of our project, encompassing the hub, the station, Middleton Press, social media, website updates. DG said he would be updating the website and offered to work on social media as well. DG to refresh website/social media and prepare visual for the station ticket hall
JG mentioned a magazine called Trackside and JH pointed out that a recent issue had featured surviving signal boxes, but Haslemere was not listed. After discussion, TM said he would be willing to develop a marketing strategy, but would need input from others once he had developed a draft. TM to prepare first draft
There was then a brief discussion on how we would choose to present the signal box – what era should we select and how would any electronic simulation be designed? JG offered to review and prepare a paper
JG suggested getting Middleton Press to include the HSBT leaflet in books they were posting. DR to follow up
7. Charity Commission (CC) KG and PH have prepared the necessary submission to the CC and comments had been received from all Trustees except DR. KG asked everyone to sign a new declaration form before submission. KG to submit to CC
8. Community Rail Network (CRN) KG mentioned a lady called Jenny Jones who was new to the CRN but enthusiastic about what we are doing. Her previous role had been community engagement and she is happy and willing to work with us in engaging with the community. KG to ask for her help in community engagement/ DG to support
9. VE/VJ Day 2025 KG said that we were talking to NR and SWR, but should we also be talking to the rail unions, as it was their members who had been killed? TM suggested that the three unions (ASLEF/RMT/TSSA) would be interested – KG to find out who to talk to / PH to support
10. Great British Railways (GBR)KG asked if there was anyone on the GBR Board who should be invited to Haslemere and JG mentioned our previous correspondence with Lord Peter Hendy, now a Minister for Transport. TM suggested that, in his new role, he might be interested, and pointed out that Dame Bernadette Kelly works for him. A key issue was timing, so it was agreed to hold fire until we needed his interest/support.
11. Finance – bank accountKG pointed out that DR had volunteered to be HSBT Treasurerand added that Jan Steward is currently managing the Haslemere Community Rail Partnership bank account. She wants to stand down, and end of year (July) accounts are being prepared. He added that we could not set up a HSBT account until we had been approved by the CC, so suggested DR become a signatory of this account (Lloyds) until we can open a HSBT account.
DR pointed out that he had a First Direct account that could be used and KG suggested that CC approval could take up to six months. KG said there would be money to pay out for insurance of the hub and that the hub would be coming under the HSBT banner and suggested that DR become a signatory until it is possible to open a new HSBT account.
JH asked about Trustees putting money into the existing Bank Account, which is currently under the name of Haslemere Community Station. KG added that its details were Sort Code 30-91-91 a/c no 35363160 and that contributions would give flexibility in being able to purchase any small related memorabilia. All (to consider)
12. GrantsKG asked how we would pay for our plans, pointing out that he was already talking to the CRN, and the CRP. There were still a lot of people and grant funding bodies that would need to be talked to, notably Your Fund Surrey. He added that we needed a list of bodies to approach, but already had support promised from the Railway Heritage Trust (Anna Jipps) for any structural work on the box.
GD said the starting point must be how much we actually need, but KG said we would not know that until we heard back from Atkins, though he estimated a cost of £100k+ for the garden. DR agreed to pick this up and PH agreed to look at the prospect for any support from Siemens, being the contractors undertaking the re-signalling work
13. MemorabiliaJH has updated a register that was started by PH and lists artefacts being stored for HSBT. He said he would circulate to Trustees for their input, but would need a value for each item and had begun to make estimates. JH added that to be classified as a museum would require paying for an expensive database rather than using a spreadsheet. He added that the teams at Romsey and St. Albans used spreadsheets to avoid the paperwork required to register as a museum. JH to circulate his spreadsheet for Trustee review/comments
14. AOB – Office space at Haslemere Station[Prior to the meeting Trustees had visited the vacant first floor office space at Haslemere Station, which its letting agents (Amey TPT) has indicated might be offered to HSBT for a peppercorn rent/15 year lease]. Subject to professional advice (Architectural Engineering) on the cost/need for installation of a lift/fire escape, it was agreed that this space would be an ideal extension from the hub and place to store/display artefacts. KG said he would talk to Waverley Planning and others about what might be required from an occupier
Date for next meeting: Thursday, 24 October 2024 @ 10:00hrs in the Town Hall
The meeting concluded at 16.40 hrs.
Charity Number: [Charity Status applied for]
Minutes of HSBT Trustees meeting @ 3.00pm on Friday, 9 August 2024 in Haslemere Town Hall
Present: Gareth David [GD], Jock Gardner [JG], David Goddin [DG], Ken Griffiths [KG], John Harris [JH], Philip Hunt [PH], Tim Milford [TM], David Round [DR]
If an action required from a Board Member then their initials will be shown in RED in the appropriate minute.
1. Apologies for Absence: Jan Jeffcoat
2. Minutes of the last meetingThe Minutes from the previous Board meeting (26 January 2024) were accepted in full after it was pointed out that there had been subsequent progress and communications on all outstanding matters discussed at that meeting.
3. Involvement of all Board MembersKG began by introducing David Goddin as a proposed new Trustee, pointing out that he maintained the Information Hub website. After Trustees had approved DG, KG went on to request that Trustees would get involved in the many required actions that would be discussed during the meeting.
4. Signal Box Heads of Terms (HoT)KG reminded Trustees that we now have an agreed HoT with Network Rail (NR) and pointed out that this had taken a considerable time, but NR had been far more focused on it over the past six months and would be paying its own legal costs. The HoT was an essential step, as it was required before submitting a request for charitable status to the CharityCommission (CC). Now we could put our application to the CC.
Pulborough SB - KG mentioned the closed signal box at Pulborough, where he had discovered that NR had contacted some local people to announce that it would be refurbishing the Grade II Listed signal box. KG noted that the box (like Haslemere) had a false ceiling which NR is removing to expose the vaulted roof. He wondered if the same could be done at Haslemere, after it closed (now expected 11/25).
Waverley BC Planning – KG reminded the meeting that we would need a change of use for the signal box to become a museum and said that this should be pretty straightforward. He was dealing with John Robini but did not know exactly what was required. KG to progress
5. Memorial Garden KG said that the NR project team had become a lot more positive about the planned garden in recent weeks, and there were now scheduled monthly conference calls at which NR could report on progress. He said they were at a “clearance” phase where they (NR) had to talk to all interested parties to establish any other interest in the land, and should know by January 2025 whether the land would be lease to HSBT.
TM said he had mapped out a timeline and that, allowing a buffer for contingencies, it could be March 2025. KG added that he had spoken to a number of contractors such as Red Rock who were already on board, as were CouchmanHanson (solicitors) and other providers of professional services. GD asked about the mobile phone mast at the centre of the proposed garden and it was agreed that it would need to be fenced off.
KG went on to mention a proposed glass structure that could replace the two shipping containers, once they had been removed, and had wondered who nearby could help HSBT with this? He mentioned that he had spoken to a lady called Tess at Clement Windows, to see if they might be interested in sponsorship. TM said he had spoken to Atkins following their original site visit, and was hoping they could pay another visit and then produce an estimate for the work required. He added that the timing prior to VE/VJ Day 2025 was extremely tight.
Rail 200 – KG mentioned a visit by Mike Lamport on 20 August. He is one of the organisers of Rail 200 and has a connection to Haslemere as his grandfather was Station Master here and father was signalman at Liphook and instrumental in preserving that box (now at Holycombe).
6. Information Hub / Shop windowKG pointed out that the hub shop window was an excellent marketing opportunity for us, given that the wider world and the travelling public did not know about our project. The Information Hub lease had been up for renewal and is now under Haslemere Festival, with legal fees having been paid by a local anonymous benefactor. That meant we had use of the hub for another six years and could use one of its two windows for visitor information and the other for background on the signal box.
JG raised the question of contacting our new MP, Greg Stafford (GS), with a view to signing him up as a Friend of the Signal Box. KG suggested writing to him, to tell him that he predecessor was already a Friend and invite him to attend. DR added GS was very approachable and PH agreed to draft a letter to him.
The leader of Waverley Borough Council (Paul Follows) was also mentioned, although DR said he was very objectionable. TM added that the Permanent Secretary at the DfT (Dame Bernadette Kelly) was also a Haslemere resident, so the idea of a shop window was a good one.
KG said he needed someone to take on the overall marketing of our project, encompassing the hub, the station, Middleton Press, social media, website updates. DG said he would be updating the website and offered to work on social media as well. DG to refresh website/social media and prepare visual for the station ticket hall
JG mentioned a magazine called Trackside and JH pointed out that a recent issue had featured surviving signal boxes, but Haslemere was not listed. After discussion, TM said he would be willing to develop a marketing strategy, but would need input from others once he had developed a draft. TM to prepare first draft
There was then a brief discussion on how we would choose to present the signal box – what era should we select and how would any electronic simulation be designed? JG offered to review and prepare a paper
JG suggested getting Middleton Press to include the HSBT leaflet in books they were posting. DR to follow up
7. Charity Commission (CC) KG and PH have prepared the necessary submission to the CC and comments had been received from all Trustees except DR. KG asked everyone to sign a new declaration form before submission. KG to submit to CC
8. Community Rail Network (CRN) KG mentioned a lady called Jenny Jones who was new to the CRN but enthusiastic about what we are doing. Her previous role had been community engagement and she is happy and willing to work with us in engaging with the community. KG to ask for her help in community engagement/ DG to support
9. VE/VJ Day 2025 KG said that we were talking to NR and SWR, but should we also be talking to the rail unions, as it was their members who had been killed? TM suggested that the three unions (ASLEF/RMT/TSSA) would be interested – KG to find out who to talk to / PH to support
10. Great British Railways (GBR)KG asked if there was anyone on the GBR Board who should be invited to Haslemere and JG mentioned our previous correspondence with Lord Peter Hendy, now a Minister for Transport. TM suggested that, in his new role, he might be interested, and pointed out that Dame Bernadette Kelly works for him. A key issue was timing, so it was agreed to hold fire until we needed his interest/support.
11. Finance – bank accountKG pointed out that DR had volunteered to be HSBT Treasurerand added that Jan Steward is currently managing the Haslemere Community Rail Partnership bank account. She wants to stand down, and end of year (July) accounts are being prepared. He added that we could not set up a HSBT account until we had been approved by the CC, so suggested DR become a signatory of this account (Lloyds) until we can open a HSBT account.
DR pointed out that he had a First Direct account that could be used and KG suggested that CC approval could take up to six months. KG said there would be money to pay out for insurance of the hub and that the hub would be coming under the HSBT banner and suggested that DR become a signatory until it is possible to open a new HSBT account.
JH asked about Trustees putting money into the existing Bank Account, which is currently under the name of Haslemere Community Station. KG added that its details were Sort Code 30-91-91 a/c no 35363160 and that contributions would give flexibility in being able to purchase any small related memorabilia. All (to consider)
12. GrantsKG asked how we would pay for our plans, pointing out that he was already talking to the CRN, and the CRP. There were still a lot of people and grant funding bodies that would need to be talked to, notably Your Fund Surrey. He added that we needed a list of bodies to approach, but already had support promised from the Railway Heritage Trust (Anna Jipps) for any structural work on the box.
GD said the starting point must be how much we actually need, but KG said we would not know that until we heard back from Atkins, though he estimated a cost of £100k+ for the garden. DR agreed to pick this up and PH agreed to look at the prospect for any support from Siemens, being the contractors undertaking the re-signalling work
13. MemorabiliaJH has updated a register that was started by PH and lists artefacts being stored for HSBT. He said he would circulate to Trustees for their input, but would need a value for each item and had begun to make estimates. JH added that to be classified as a museum would require paying for an expensive database rather than using a spreadsheet. He added that the teams at Romsey and St. Albans used spreadsheets to avoid the paperwork required to register as a museum. JH to circulate his spreadsheet for Trustee review/comments
14. AOB – Office space at Haslemere Station[Prior to the meeting Trustees had visited the vacant first floor office space at Haslemere Station, which its letting agents (Amey TPT) has indicated might be offered to HSBT for a peppercorn rent/15 year lease]. Subject to professional advice (Architectural Engineering) on the cost/need for installation of a lift/fire escape, it was agreed that this space would be an ideal extension from the hub and place to store/display artefacts. KG said he would talk to Waverley Planning and others about what might be required from an occupier
Date for next meeting: Thursday, 24 October 2024 @ 10:00hrs in the Town Hall
The meeting concluded at 16.40 hrs.