Annual General Meeting

“The Village Hub Community Limited” is registered under the Co-operative and Community Benefit Societies Act 2014 as a Community Benefit Society, number 8522. Registered on Companies House number RS008522.

The Village Hub, Devonport Road, Stoke Village, Plymouth
2nd October 2023 at 6.30pm

Minutes

1. Welcome: drinks and nibbles
2. Everyone seated & housekeeping
3. Introductions by Diane, Poem by Sarah, “The Village”

1. Attendance list going round in Hub, Katie in attendance online, total of 16 attendees.(Diane to update)
2. Apologies Joe Phillips, Clive Rowe, Monica Bassett, Jess Duffy

A quorum of 10% (or at least 14 people) of members should be in attendance

3. Members questions on the formal business of the AGM
   received prior to the meeting none received. Happy to receive questions at the end

The Board is keen to maintain engagement with members. In order to facilitate this, if you are a member and would like to ask the Board a question on the formal business of the AGM, please email your questions to hello@thevillagehub.org.uk. Answers will be provided during the meeting.

4. Report from the board given by Gareth (report previously sent out as part of the AGM invite)
   – Evaluation Film shown from the website https://www.thevillagehub.org.uk/national-lottery-evaluation-video/

Gareth is involved with a small group exploring a building in the park.

Karen mentioned the care role , restorative justice and new coaching sessions with Sybille

5. Financial Report

Given by Karen based on report already sent out with agenda invite.

a. The application of profits We have, and will continue to, reinvest any profits in developing The Village Hub’s services and amenities, and continue to meet its aims.

 Reserves are currently £5611 and the  accounts for 2022-23 suggest this figure can be increased next year. Directors intend to set a reserves policy at their next meeting. (Reserves are used should the charity be unsuccessful in future years to get funding so we could still pay core costs (salaries/rent/utilities) for a certain amount of time until we either closed or got more funding.

6. The appointment of an auditor agreed to re appoint Andrew Farr of Dawe Hawken and Dodd
7. Governance Jade gave a verbal report on how we are growing in fairness and equity eg we did a blind check on job applicants so no one knew who they were. We like learning from things that don’t go well. And definitely don’t get things right all the time. Its  huge to move a community altogether, and we keep taking very little steps. We have explored dipping our toe into larger projects eg building in park and care roles and support. We are learning how to make decisions based on a system. We learnt that we might have been steaming ahead without proper conversations, so have made coaching training mandatory for staff (our first ever mandatory) to help us do stuff, change and grow and improve our relationships and evaluate our attempts to develop going forwards.
8. Any other business

Gareth raised a question on the accounts as to why the administrative expenses did not match the expenditure figure on the financial report. (Accounts were only received at lunch time on day of AGM so had not been checked). On checking we realised that the admin expenses figure needed to be added to the cost of sales figures to compare like for like. The bank account also held £427 of funds on soldo cards that were included in our expenditure, and the creditors cost of £660 for the 22/23 accounts left a small difference of £139 which the board have agreed to pass. The accounts will be submitted to the FCA and Charities Commission by Karen.

Directors

Name	Current Officer position
Clive Rowe		Continuing on the board
Diane Flynn		Continuing on the board
Gareth Hart	Chair (rolling chair)	Continuing on the board
Jade Ward		Continuing
Joe Phillips		Continuing on the board
Karen Pilkington	Secretary	Continuing
Katie Lessels		Continuing on the board
Zoe Stephens		Continuing on the board
Mel Tucker		New to the board mid financial year.