C•G 015+5 570686 RAY CLKEDIGION facebook , T.bernacle 5trett, Ab www.rayccredigion.ors.u craeron CcreJision5A*6 ObN FIAY Ceredigion Annual General Meeting Saturday 24th February 2024 Agenda 1 pm Welcome, Refreshments 1.15 Annual Report presentation Minutes of previous AGM Overview of performance last 12 montF Film / Numbers / Reports on website Financial report Election of new trustees 2 Presentation of Certificates for volunteers 2.3 Opportunity to view information stands and meet RAY staff and volunteers facebook OI5*? 570686 tK/lY c.r. Kf.IllCJlON 07)2J206 292 -.le .*irr.et. tlbe,. )r.riix, rA¢ /www err RAY Ceredigion AGM Saturday 24th February 2024 Pengloyn, Aberaeron SA46 OBN Attendance Re ister Name oi, 10. 12. 13. 14. 15. 0 16. J4ie 17. rl cn-u. 19. S 20. 21. ¢'.fy AGENDA ITEM 1. Page 1. Minutes of RAY AGM 1-3pm SATURDAY 25.02.2023 Welcome, teas and coffees Apologies- Samantha Nicholls, Georgina Terzariol, Lizzie James Attendance •iyi •yy1•4f .IW L.I' ALI)k-IklN Ol•N sl RAY Cèredlglrjn AGM Salurday 251h Fabruary 2023 Parvdloyn, Aberaeron SA46 OBN Name 11. 12. 13. 14. 15. 16. 17. Name Page2of8 AGENDA ITEM 1. Page 2. Minutes from AGM 25.02.2023 Minutes of pervious year read and agreed as a trued record by those present, Mike Alman, Gill Byrne, Billy Goodfellow, Sally Jones & Jenny Higgins AGM Agenda Mike standing down as chair after 10 years (appointed 2014) with mixed emotions, and wishes the charity well. Mike glad to be leaving RAY in a good situation with a new round of 3 years of lottery funding starting on 1 $1 April hence bring AGM forward from last year in order to have a new set of committee members for start of new project. AGM Report Gill taked through the AGM report wit copies of Repirt available for all attending. Explained our vision and remit, our chatirable objectives, and talked through each aclivity, our funders and beneficiaries supported both primary and secondary. RAY acls as a community catalyst creating groups that build capacity and becoming self-sustaining through peer support. External evaluation documenting some of this completed by Alain Thomas. Accounts Annual accounts included as prodU￿d by accountants and approved by those present. Gill explained the new round of lottery funding ensures sustainability from 1 $1 April through to 31 sl March 2026. RAY Social Club Developed initially as part of RAY now an independent group with ils own constitution, committee, bank account and insurance - created because of consultations by RAY. END OR REPORT Aob Why is Repair Café not in the Report? Gill explained that RC is a separate enlity developed with the support of RAY and Repair Café Wales and needed to be sperate as RAY insurers not willing to insure it. Members of RC are here today and RAY supports and hosts the RC. Feedback from Abi Visited RC and really impressed, busy and buzzing with activity ELECTION OF NEW COMMIThEE MEMBERS Decision to elect Chair and Secreta at first meetin Name Pro osed Bill Goodfellow Mile Allman Sall Jones Bill Goodfellow twarren Burton Mike Allman Helen Cotterill Sall Jones Herbie Davies Warren Burton Geor ina Terzariol an Tomlins To be consulted and possibly co-opted at future meetings.. Phillip Tomlins, Jane Mac Presentation of Volunteering Certificates Mike and Ellie presented volunteers with ￿rtIficates, to remain as Treasurer Seconded Ellie Guiver Mike Allman Oksana Hucul Gill B rne Mike Allman Gill B rne Meeting ended with live music from Neil Page3of8 Agenda Item 2. Overview of performance over previous 12 months Full details of RAY Activities during this period are contained in two Evaluation Reports competed by Consultant Alain Thomas who met with staff, volunteers, people who attend our activities, and visited activities in action over a 12 month period, and who then completed an in-dpeth evaluation of RAY Ceredigion's activities. He completed a Fina Report which is 92 pages and a Summary Report which is 28 pages both of which will be u.oaed following this meeting to the RAY Ceredigion website htt s'.Ilra ceredi ion.or .ukl The Report includes an Eco Map showing RAY'S connections in the community which continue to grow and expand Apgendix One- eco Mip of lac•1 orynlsatlofis Ciedu PA•F4D Cr*& Ch•t Aberlerofi Town Council AY F•ffil Y ￿r￿1 Ilw$4s CAVO Vi citiiens *d¥iee ••bY AAY / S￿r￿ry 4i¥wel L)d• RAY Att*f Y•MI AAY Pl•¥ ASD AbeY•eron ¥or•d IF•m4y bnhs vt AYQC 15540 Ai*r ion/educ•t •*er•rth Co¢Trmunlty F•n PR Ceredii Trèininq HCT Nèture PJrtt)ev5 Eco Mip of l¢>cal ory•nlsitl¢Jfis Cerediiioft Council- Porth Y Gymuned Flying Storv Ttarn Teulu l TAf I Carers Unit Icornmunify Connedorsl Youth Serwirel8eha4iour Teaml LÈ15ure support CerediKioTr Council Community Isociol Cère Cer¢digion Covncil Eduiation Voluntary rrhird Stctor eiock lunderlified denotes lout x£ouR Page4of8 Agenda Item 2. Overview of attendance over previous 12 months RAY Ceredigion 2022/23 Yr RAY Ceredigion is a well-established voluntary sector or8anisation with hi8hly committed staff. disabled youn8 people &••*•￿••& each year benefit from DYMA NI'S activities 74 volunteers contributed a total of 1,582 volunteer hours 1.2_7 parents and parents and babies attended The Family Centre in 2022, exceeding the target IR9 77 88 77 children attended RAY Actif Juniors over 88 sessions RAY Ceredigion 2022123 data Page5of8 Forget Me Knot group supported carers and people with dementia over 48 sessions RAY Actif 11-19 involved 60 young people over sessions, engaging vulnerable youth RAY Ceredigion as a mid-county hub engaged various organisations, supporting community cohesion. Over 4,300 children were involved in open access play sessions 4.3006 RAY Ceredigion 2022123 data Page6of8 Agenda Item 3. Report on Finances st Copies of inspected annual accounts from 1 Aripl 2022 to 31 March 2023 available and are uploaded to Charity Commission Website. st Main points are RAY aims to retain 3 months funding as reserves in order to cover costs should we be forced to close due to lack of funds or any other planned or unplanned events. The main income source is grant funding, currently the major grant funder is the National Lottery, with many other smaller funds supporting specific activities. The total income for the year is £235,986 The total Expenditure for the year is £290,666 The carry over balance at the end of March 2023 was £135,085 The same figure on the last bank statement ending 16 Feb 2024 has a balance of a similar figure £136,175 Although this might look like a healthy balance it represents grant funding paid in advance for the delivery of specific and costed activities and there is little to none in terms of flexibility as to how these funds can be spent, they are allocated for expenditure on wages, rent, utilities, resources, transport and training. There is also a set amount set aside to cover liability of redundancy which requires an additional amount of around £8000 adding to bring it up to cover current calculated costs. Page7of8 Gharily ￿gistratIon numbef.. 1092722 RAY Ceredigion nnuai Reoort and Financial Statements for the Year Ended 31 March 2024 RAY Ceredigion Contents (continued) Reference and Adminislralive Delails Trustees, Report Stalement of Trustees, Responsibilities Independent Examiner's Report Sl8lement of FinanGial Activities 5106 Balance Sheet Noles lo the Financi81 Statements 810 13 RAY Ceredigion Reference and Administrative Details Trustees Sally Jones. Chair Dawd Herbert Davies, TreaSu￿r Anna Rummey, Secrelary Warren Burton Judie Chrtslie John Dymott Nest Evans Charity Registration Number 1092722 Principal oifice Pengloyn Tabemacle Street Aberaeron Ceredoion SA46 OBN Independent Examiner LHP 1 North Road Aberaeron Ceredigion SA46 OJD Page 1 RAY Ceredigion Trustees, Report The trustees present the annual report together wrth the financial 51alernenls of the charrty for the year ended 31 March 2024. Objectives and activities Public benefil The charity prowdes adiwties that improve the health and wellbeing of Chiidren, Young People, Families, those wrth disabilitie5 and Older People, with a focus on those that are most vulnerable and disadvantaged in Ihe county ol CeredKJion. The trustees confirm thal they have complied wrth the requirements of section 17 of Ihe Charities Ad 2011 to have due regard to the public benefrt guidance published by the Ch8rrfy Commission lor England and Wales. Financial review Policy on resetves Based on a realtslic assessment of Ihe reserves needed tbe truslees consrder thal the appropriate level of free re5eNes is 25Q/o of annu81 expenditure. This is based on the following COns￿eratiOnS.._ 8) the reliance of the charity on nOn-c￿ntInuouS funding b) to provide for any shortfall in fvnds generaled lo cover the costs of running ihe scheme Cl the notice period for the premises lease is 3 months d) to prolect againsl unforeseen events The Iruslees consider Ihal al present a contingency reserve of £57,636 is required. The cuffent level of unrestricled non designated re5erve5 is £76,766. In addilion, the truslees have designated a further £18,900 a5 a redundancy fund. Structure, governance and management The annual report Was approved by the trustees of the charity on 6 November 2024 and signed on its behalf by. David Herbert Davies Chair Page 2 RAY Ceredigion ststement of Trustees. Responsibilities The Iruslees afe responsible for preparing the Irustees, report and the financial slalernents in accordance with the Unrted Kingdom Accx)unling Standards (Uniled Kinodom Generally Accepled Accounting Practice) and applicable law and regulations The law applicable to chariiies ￿qUIreS the Iru51ees lo preydie financial slalemenls for each fina ncAal year which give a Irue and fair view of Ihe stale of affairs of the charity and of Ihe incoming iesources and application ol resources of Ihe charity for that period. In preparing Ihese financial statemenls, the trustees are required to: select suitable accounling policies and then apply them consistently.. observe the melhods and principles in the Chanties SORP., make judgemenls and estimales Ih818re reasonable and PFudenl', stale whether applicable aCLounting slandards have been followed, subject Io any material departures disclosed and explained in the financial 51atemenls: and prepare the ffinancial statements on Ihe going concern basis unless it is inappropri8le lo presume Ihat the charity will cx)ntinue in business. The Irustees are responsible for keeping proper accounling records that disclose wrth reason8ble accuracy al any time the financial position of Ihe charity and enable Ihem lo ensure Ihal the financial slalements comply with the Chafilies Act 2011, the Charilies (Accounts and Reports) Regulalions 2008. and the provisions of the constitution. The tru51ees are also fesponsible for safeguarding ihe assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. The tr¢Jslee$ are responsible for Ihe maintenance and integrity of the corporate and financial information included on the ch8ril8ble comparsls website. Legislation goveming the preparation and dissemination ol financi81 statements may differ from legislation in olher jurisdictions. Approved by Ihe Iruslees of the charily on 8 November 2024 and signed on its behalf by.. David Hertjert Davies Chair Page 3 RAY Cerediglon Independent Examinèr's Report to the trustees ol RAY Ceredlgion I report la Irusle86 on my emam￿&t10n ol Iho •e¢ovnl8 of RAY Ceredigion lor IF* yesr ended 31 March 2024. R•ipon•lbllld•s and bask of rnport A$ IhA chaiily Iruslees ol RAY Ceredigion you •re iesponslblb lor the Pfip4ralion of Ihe accounts in acLordanc£ wilh the reqLJ*remenls ol tha Charit￿8 Aci 20111'lhe A¢l'l. l ieport In respect ol my examinat￿r5 ol Ihe RAY Ceiedigion's aC￿UnIS carried out undef secaion 145 of Ihe 2011 Act ¥ThJ in carrying oui my e¥aminalK)n I have lollowed all the applicable Direcltons 9iveri by Iha Charity Commi$sion under 8QCtlon 1445)Ibl ol lh¢ A¢t. Ind•p•nd•Trl ox•mln•rf• •lat•m•nt SiTrc4 RAY C8redigion s gross income exceeded £250.000 your éxamln•r mwl be 3 membtrr of a body Ilsled In s•ction 145 01 Ihe 2011 Act. I conllrm Ihal l •m qu4lrfie 304,914 267,308) Other expenditure Training Advertising Accountancy fees Evaluation fees (6,533) (13,2721 (680) (2,400) {7,006) 13,068) 2,4001 (12,001 23,358 This page does not form part oflhe slalutory financial slalemenls Page 15 Agenda Item 4. Election of new trustees Election to RAY Committee Current trustee Standing for election Sall Jones Warren Burton Herbie Davies Anna Rumme John Dy_mott Jud Christie Proposed Seconded 1. Sall Jones 2. Warren Burton 3. Herbie Davies 4. Anna Rumme .(not.wresent)_... not resent (Tcyn lo￿@ ICD 10. Nominees not able to be present Judie Christie Currently artist and trainee psychotherapist Curator, Producer, Festival Director for 25 years Responsibilities: Artistic policy and planning. financial planning and control. project ideation, conception and organisation; fundraising; resource planning & management. personnel management., artist research, liaison, negotiation and welfare; core & project team management; marketing and publicity, research, design, copy-writing & editing; production management. monitoring & evaluation. Over 200 international exchange projects curated and produced, ranging from workshops, conferences, festivals, performances, national and international tours. John Dymott Member of Aberaeron Rotary Club & Volunteer with RAY Forget Me Knot group Retired Engineer from the Gas Industry. Was responsible for developing the Company's Policies and Procedures relating to the Planning and Design of Gas Infrastructure. Managed Special Projects in response to OFGEM and HSE enforcement actions and led R&D Teams. Worked as a Planning and Design Consultant, on behalf of UK, Nl and oversees Government and Regulatory Authorities as well as Independent Gas Supply Companies. Undertook due Diligence work on behalf of Companies interested in purchasing entire Gas Supply Networks and for Regulatory Authorities that were responsible for the setting of Price Controls for monopolies. Page8of8 Pagelof3 RAY Ceredigion AGM- Minutes Date: 24.02.24 Time: 13:00- 15:00 Committee Attendees Sally Jones (MA- Chair) Herbie Davies {AV- Treasurer) Waren Burton (WB- Vice Chair) Anna Rummey (AR- Committee Member) Gill Byrne (GB - RAY Ceredigion Executive Officer) Kelly Lloyd (KL}- minutes Apologies None Purpose of the meetings The annual general meeting is the yearly gathering of RAY Ceredigion's interested shareholders where the Executive Officer presents the charity's financial performance. It is primarily held to allow shareholders to vote on both company issues and the selection of the company's board of directors. Minutes from the last meeting Copies of the previous minutes (25.02.23) were made available for all attendees as part of today's AGM report (24.04.24}. The participants, including attendees from the previous AGM read the minutes. Agreed that they are a true record of the minutes by those present during the previous AGM (Gill Byrne, Megan Tomlins, Sally Jones, Abigail Amos, Theresa Glover, Ellie Guiver, Kyera Barker, Gema Knight, Herbie Davies and Helen Cotterill). Meeting Sumrnary Sally Jones (Chairperson) opened the meeting wlth an introdurtion as follows: "Hello & welcome to RA Y's AGM (open since 2001). My name is Sally Jones, and l am the chair of the committee here at RA Y. 2023-2024 has been another successful year with obstacles overcome and links strengthened (miracles ochievedl) - while also delivering valuable ond valued services to all in the local community and throughout Ceredigion. THANK YOU TO ALL OUR FUNDERSI Gill, as always, has been a dedicated leader of a brilliant team of staff and volunteers. I would like to thank (name allstaff members). Page2of3 C• Ellie will be celebrating the achievements ond commitments of oll the volunteers lobour. Thanks go to myfellow committee members, Anna, Herbie, Warren, ond of course, thanks and best wishes to our past chair Billy Goodfellow and secretary Helen Cotterill. Good luck and best wishes to staff who have moved on during this past year. I'd like to finish by saying how heartening it is to see the huge commitment of staff and volunteers. To the ethos of RA Y Ceredigion, to the participants who use its services and the wider community. Here's Gill now with all the reports and news. Meeting summary continued Background/update by Gill Byrne introduction to RAY'S f ilm report made available during and after AGM as requested brief overview of the AGM report Viewing of the RAY Ceredigion film highlighted the identified need, e.g. gaps in services, isolation, mental health, bringing people together staff team/different projects/play day/links to external services a nd agencies, e.g. police, social services, etc. wildlife garden (benefits) reflection on film by Gill Gill went through the overviews of performance and attendance over the past 12 months. Report on finances.. financial accounts made available (hard copy) as part of the AGM Gill gave an overview, including grant funding, income/expenditure, e.g. utilities, staff wages, liability of redundancy, etc. Page3of3 Ci Election of new trustees: Current trustee l. Sally Jones 2. Warren Burton 3. Herbie Davies 4. Anna Rummey Standing Sally Jones Warren Burton Herbie Davies Anna Rummey Nest Evans 6. (not presentl John Dymott (not presentl Judy Christie Elected the officers: Chair Sally Jones Gill Byrne proposed and Warren Burton seconded Treasurer Herbie Davies Sally Jones proposed and Theresa Glover seconded Vice Chair Warren Burton Kaz Trinder proposed and Vikki Forbes seconded Secretary Anna Rummey Sally Jones proposed and Megan Tomlins seconded Nest Evans, Judie Christie and John Dymott as general committee members proposed Gill Byrne, seconded Kelly Lloyd th Gill shared that the next committee meeting will be held on the 12 of March {13:00 15.00) Ellie Guiver presented certificates for volunteering thanked all volunteers provided an update presented certificates to committee members and project volunteers Laila Guiver-Phillips handed out the following certificates; Helen Cotterill Herbie Davies Sally Jones Warren Burton Anna Rummey Oksana Hucul Ellie presented a certificate to Laila Guiver-Phillips for her contribution Proposed Vikki Forbes Oksana Hucul Ellie Guiver Kyera Barker Kaz Trinder Kaz Trinder Gill Byrne Seconded Carol Ashling Theresa Glover Megan Tomlins Helen Cotteril Megan Tomlins Ellie Guiver Kelly Lloyd AOB Megan Tomlins shared a reminder and Kaz Trinder shared further information regarding the Forget Me Knot pool tournament fundraiser held on the 2. of March at the Yacht Club Closing Gill closed the meeting by thanking everyone