Millennium Green Trustees AGM Meeting: 28th February 2024 at 2pm
Agenda:
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Welcome and Apologies
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Update from Steve Maxwell (Chair) regarding the present status of the Millennium Green and transfer to Groundworks
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Finance update from Amanda Wilson (acting Treasurer)
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Any Other Business
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The meeting took place at Steve Maxwell’s house starting at 2pm attending were Steve Maxwell (Chair), Linda Moore (Trustee), Amanda Wilson (Acting Treasurer). Apologies received from Simone Kirby (Trustee) and Elizabeth Fearn (Trustee). The meeting noted the sad death of Mary Rothery the secretary and treasurer of the Millennium Green who died after a short illness at her home in early November 2023.
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Steve gave a brief update on the work that has recently taken place on the Millennium Green.
The new access road onto the Green (required due to the old access road being no longer available as this is where the new road into the York Central site is being built) has now being completed. Steve is dealing with the snagging list on this work, he has raised issues regarding the loose stones on some of the path, reseeding that is required in some areas and a fence to be extended over the beck. He is in contact with Leon from Sisk the main contractor who carried out this work.
The Pond requires further remedial work (re-lined and a new viewing platform erected) and it hoped that this will be completed by April this year. Steve has enquired about the standing water on the other side of the path from the pond and has received a drainage report.
The Mosaic has been taken away from the site and will be restored and replaced on site when the embankment has been completed (possibly another 2 years!).
Two further seats are to be built and two notice boards errected. All work is agreed with City of York Council and Sisk these items are part of the upgrade work that has been previously agreed at no financial cost to the Trust.
Steve gave an update on the current position of transferring the Millennium Green to Groundworks. This has been dragging of for some time, we have been waiting on the Local Authority to agree some legal points, they advised this had been delayed to the legal advisor at the council being off work sick. Steve had recently received an email from David Warburton (Head of Regeneration City of York Council) advising that this had been progressing between the lawyers to dot “i’s” and “cross t’s” and had recently been discussed in a call earlier this week. He has confirmed that he will confirm the situation with their legal department and let Steve know the outcome. The Trusts own Legal representative (Emma Moody of Womble Bond and Dickinson) has been emailed by Steve regarding the delay in the matter and she has responded this week to say that she was also about to contact David Warburton and would do so with immediate effect and get back to Steve later on Wednesday with an update. It is hoped that the legal issues are now resolved and the actual transfer can take place.
- Following the death of Mary Rothery the financial requirements of the Trust have been passed to Amanda Wilson. Steve Maxwell contacted the bank to update them of situation and both Amanda and Elizabeth Fearn were added to the bank mandate to ensure bills could be paid promptly. There were only two invoices to pay for the financial year 22/23 (Legal and meadow management) and these have been paid, other invoices for the following financial year have also been paid and our account currently stands at £335,336.13.
Following the death of Mary Rothery Amanda Wilson contacted the Charity Commission and has now become the administrator of the charity on the Charity Commissioners website. As part of the financial return for the 22/23 the Trust was required to obtain an Independent Examiners report as we had a transaction over 10K (£300,00 from Womble Bond and Dickinson). This was completed for the Trust by Colin Williamson. Following this meeting Amanda will be in a position to submit our accounts to the Charity Commission for the year 2022/2023.
4.There were no items for Any Other Business as the Trust is hoping to transfer the charity to Groundworks shortly. Due to the road construction taking place adjacent to the Green we are unable to access the site fully for any activities. Any work required has been mentioned before at this meeting.
The meeting concluded at 2:45pm.
5/1/2022 Bank as of 30/04/22 52959.94 6/22/2022 Womble Bond 300000 Income 10/19/2022 Zurich Insurance (cheque) -279.76 Expense 11/18/2022 Meadow Management (cheq -3924 Expense
| Bank as of 30/04/2023 | 348756.2 |
|---|---|
| Check to bank statement | 348756.2 |
| Diference | -0.01 |
Independent Examiner's Report to the Trustees of Leeman Road Millenium Green Trust I report to the trustees on my examination of the accounts of Leeman Road Mi118nium Green Trust for the year end&d 30 April 2023. Responslbilities and basis of report As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance wrth the requirements of the Charities Act 2011 ('the Act,). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5) (b) of the Act. Independent examlnorfs Statement I have completed my examination. I confimi that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material SPeCt., l. accounting records were not tept in respect of the Trust as required by section 130 of the Act- or 2. the accounts do not accord with those records. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Signed: Date 0510212024 Mr Colin Williamson 137 Main Street Askham Bryan York Y023 3QS