The Village Hub AGM
7th October 2024
Present Zoe, Gareth, Rev Tim Buckley, Sue Tasker, Jan, Claire, Jen, Oly, Clive, Rahim, Jade, Diane, Karen
Joining online Katie, Tom, Max, Vicky
Clive gave an introduction and welcome.
ACTIVITIES
Diane and Jade showed slides about what we have been doing over the last financial year and what are plans are for the future. See the presentation below.
Remember that Fun Day costs c£3500 to make happen – looking for sponsorship for the next one on 20th July 2025.
We have 40 volunteers now interacting regularly although need more active ones for park and gardening projects
We are looking at ways to make the journey from casual visitor to more committed volunteer for those who want to take it more explicit. Jade explained, “The Hub can be seen as just for people in need, so social groups like Unsocial Butterflies are very important. As it makes the process easier for others to start groups.”
Currently building up a volunteer newsletter delivery army – with the aim to have one volunteer in every street
Good suggestion from Tim about adding contact details and next of kin as part of our risk assessments. And having safeguarding easy read policy and clear notification of Designated Safeguarding Officer on show in the Hub. (Action – Jade/Karen to create easy read policy)
Showed revamped strategy – working on core values at present.
We mentioned our recent April-Sept 2024 update to our core funders the NLCF and will also share this.
FINANCES
We are not yet claiming gift aid – need to get a few more donors gifting more than £10 to enable Gift Aid forms to be filled in. Looking at donation pots at all events, online donations and fund raising – Action to ask if anyone wants to do a charitable event and raise funds for us.
Still looking long term to be able to buy a building for community use which we could use as an asset (eg rental space)
Our Accountants DHD Accountancy have not upheld their Auditors Registration. However we voted unanimously to agree that we did not need an auditor to oversee our accounts, using the opt out set out in our Rules as a Mutual Society (action attached to this correspondence).
Accounts are overseen by Aaron and Karen in detail and all staff are being trained in use of Nat West Free Agent (our accounts software package) for financial transparency.
Question from floor around how we minimise our risk to scammers – there is always an agreed process by two or more people before an invoice is paid, either via email or on whats app and details of account are checked beforehand. All new accounts are checked via online banking software.
BOARD RECRUITMENT
Zoe, Katie and Joe have all decided to step down as Board Members this year and we need to recruit at least 1 more volunteer director as Diane, Karen and Jade receive remuneration from The Village Hub. . Explained that responsibility is light – no financial liability, meet every 2 months, but an important and necessary role. We are able to coopt from membership so there would not be a need for someone to stand for election. (action all members to consider if they would like to do this and get in touch with Diane). (action, existing board to do a skills audit to show up gaps).