## **ROTARY CLUB OF DERBY CHARITABLE TRUST**
## **Minutes of the Annual Meeting of the Trustees held at 2.00 pm on Monday 12[th] February 2024 following the regular weekly Club meeting at the Derby Mickleover Hotel**
Present: Current Trustees: Edward Marshall Angus Currie (Chair) Andrew Plant
Apologies: Kay Brookes
The meeting was quorate (Quorum 3)
## **1. Minutes of the Trustees’ Meeting of 22[nd] November 2022**
Approved.
## **2. Review of Trust Declarations**
The meeting reviewed the Declarations of Trust dated 13[th] August 1973 and 31[st] October 1983, and the Supplement to the latter dated November 2018. It was agreed that these should continue to be the relevant operational documents.
The last of these documents was signed by those present.
## **3.** _**Modus operandi**_ **as between Club and Charitable Trust dated 23[rd] November 2018**
This document had been agreed at the meeting of Trustees on 28[th] November 2018 in response to new Charity Commission requirements. Effectively, insofar as charitable donations are concerned, this requires that:
- Service teams, having agreed an amount and a recipient for a donation, will _recommend_ to the Club Council that the donation be made.
- Club Council will consider and, if agreed, _direct_ that the Treasurer make the donation from the club’s Charity account.
- These actions be recorded in the minutes of the respective meetings.
- The Trustees of the Charitable Trust should then _agree_ at their annual meeting to accept all such recommendations made to them by the Club.
It was agreed that this will continue to apply.
## **4. Approval by the Trustees of Charitable Donations recommended by the Club in year 2021/2022**
Accepted as per bullet point four above.
This will also continue to apply as previously agreed.
## **5. Update of the schedule of Trustees**
At the last annual Trustees’ meeting of 22[nd] November 2022, a discussion took place concerning the confusion caused by the previous practice of changing the Trustees each Rotary year to reflect changes in Club Officers. This also creates difficulty with the Bank for
1
Trustee signatories as the system to do this with its additional security has become complicated. At that meeting it was agreed that Charitable Trust Trustees be appointed and remain in post for an unspecified period to avoid the complications of repeated changes.
It was therefore agreed that until further notice the Trustees remain as Edward Marshall, Andrew Plant, Kay Brookes and Angus Currie.
## **6. Club Charity Account cheque signatories**
It was agreed that until further notice the signatories remain as Kay Brookes, Tim Wherly and Angus Currie.
## **7. Charity Commission Annual Return**
The deadline for this is 10 months after the end of the accounting year concerned, ie. end of April. Angus Currie filed the 2022 return on 24[th] March 2023, and the 2023 return is due by 30[th] April 2024.
## **8. Date of next meeting**
To be arranged following the Charitable Trust AGM.
Angus Currie, Charitable Trust and Club Secretary
16 February 2024
2
## **Rotary Club of Derby**
## **Charitable Trust Accounts**
**Year Ended 30 June 2023**
## Rotary Club of Derby Charitable Trust Accounts
## Balance Sheet as at 30 June 2023
|Reserve balances at 30 June 2022
Add: Surplus of income over expenditure for the year
Balance per bank at 30 June 2023|Community
and
Vocational
£
2,519.36
(493.85)
2,025.51|International
£
3,198.38
(2,048.90)
1,149.48|Satellite
£
281.41
(73.08)
208.33|Foundation
£
0.00
427.00
427.00|End Polio
Now
£
131.00
1,445.17
1,576.17|Rotaract
£
96.90
96.90|Unrestricted
funds
£
986.81
3,141.87
4,128.68|Total
£
7,213.86
2,398.21|
|---|---|---|---|---|---|---|---|---|
|||||||||9,612.07|
|||||||||9,612.07|
Signed:
Kay Brookes FCCA - Treasurer
We have examined the attached accounts and confirm they are in accordance with the records, vouchers and explanations that we have been given.
Signed:
T J Wherly
A Wassell
Date: 5[th] March 2024
## **Rotary Club of Derby Charitable Trust Accounts**
## **Income and Expenditure for the year to 30 June 2023**
|**Income**
Income from fundraising events
Foundation subscriptions received in year
Donations
Grants received
Bonus ball
**Expenditure**
Charitable donations
Fundraising event costs
General costs
Event costs
Surplus/(Deficit) of Income over expenditure|Community
and
Vocational
£
4,901.45
1,145.00
6,046.45
4,250.00
366.00
350.77
1,573.53
6,540.30
(493.85)|International
£
2,465.16
1,500.00
3,965.16
5,400.00
614.06
6,014.06
(2,048.90)|Satellite
£
250.00
60.00
310.00
383.08
383.08
(73.08)|Foundation
£
427.00
427.00
0.00
427.00|End Polio
Now
£
1,445.17
1,445.17
0.00
1,445.17|Rotaract
£
0.00
0.00
0.00|General
Account
£
15,356.75
1,528.21
26.00
16,910.96
4,500.00
9,269.09
13,769.09
3,141.87|Total
£
22,973.36
427.00
3,033.38
2,645.00
26.00|
|---|---|---|---|---|---|---|---|---|
|||||||||29,104.74|
|||||||||14,150.00
10,249.15
1,956.61|
|||||||||26,355.76|
|||||||||2,748.98|
## **Rotary Club of Derby Community and Vocational Account Year ended 30 June 2023**
|**Balance at 1 July 2022**
**Income**
Christmas fundraising
Tea party grants
Concert
**Expenses**
Charitable donations:
Blood bikes
Enthusiasm
Revive
Costs:
Tea party expenses
Concert expenses
Christmas fundraising expenses
Toc-H games repairs
**Balance at 30 June 2023**|£
250.00
2,000.00
2,000.00
1,573.53
366.00
135.48
215.29|£
4,275.02
1,145.00
626.43
4,250.00
2,290.30|£
2,519.36
6,046.45
(6,540.30)|
|---|---|---|---|
||||2,025.51|
**Rotary Club of Derby International Account Year ended 30 June 2023**
|**Balance at 1 July 2022**
**Income**
Quiz events
Matlock Voices event
District grant
**Expenses**
Charitable donations:
Village by Village - period poverty
Village by Village - Sokwneya well
Event costs:
Quiz expenses
FT expenses
**Balance at 30 June 2023**|£
£
2,088.00
377.16
1,500.00
4,200.00
1,200.00
5,400.00
599.06
15.00
614.06|£
3,198.38
3,965.16
(6,014.06)|
|---|---|---|
|||1,149.48|
## **Rotary Club of Derby Satellite Account Year ended 30 June 2023**
|**Rotary Club of Derby**
**Satellite Account**
**Year ended 30 June 2023**|||
|---|---|---|
|**Balance at 1 July 2022**
**Income**
Donations in lieu of meals
Derby South Car Show
**Expenses**
Charitable donations:
Sutton on the Hill pre-school
**Balance at 30 June 2023**|£
60.00
250.00
383.08|£
281.41
310.00
(383.08)|
|||208.33|
## **Rotary Club of Derby Unrestricted funds movements Year ended 30 June 2023**
|**Balance at 1 July 2022**
**Income**
Christmas tree sales and prize draw
Members donations
Bonus Ball
**Expenses**
Charitable donations:
Blood bikes
Toc-H
Derby Ukrainian Refugee fund
Shelterbox
Enthusiasm
Revive
Derby & Burton Hospitals Trust
Aquabox
Shelterbox
Event costs:
Christmas tree and prize draw expenses
**Balance at 30 June 2023**|£
250.00
300.00
600.00
350.00
500.00
500.00
1,000.00
500.00
500.00|£
15,356.75
1,528.21
26.00
4,500.00
9,269.09|£
986.81
16,910.96
(13,769.09)|
|---|---|---|---|
||||4,128.68|
## **Rotary Club of Derby Charitable Trust**
**Examiner’s Report for Accounts for Year Ending 30 June 2023**
**The examiner’s report is embedded within the Accounts.**