## **Trustee meeting minutes** 

11/01/2024 

Attendees: Anne Bickmore, Kevin Mayers, Val Caswell 

- Committee changes: 

At the Trustee meeting 20/1/22 it was agreed that all committee members must attend a minimum of 3 meetings each year to know what was happening and to be able to make informed decisions around the charity. 

Sue resigned due to personal reasons. 

Are current committee members are: Anne – Chair & Trustee Kevin – IT Liaison & Trustee Val – Treasurer, Hamper lead & Trustee 

Angela – Secretary, Governance, PCS Liaison Marion – Solstice Lead Maz – Panto and day out lead 

We would still like to appoint Fundraising & Publicity roles. 

- Angela on reviewing the policies had questions which the trustees covered off in today’s meeting: 

Do you set aside a reserve amount - or do we have a contingency fund.? No funds in the account are used for trips and treats and if depleted no trips are planned. 

Do you and Anne make an annual plan for expenditure - or do the trustees do that as a group? Expenditure and potential trips are discussed at committee meetings. 

How often do the trustees meet - are there minutes of the meetings? We meet annually and minutes are maintained. 

Can trustees/ volunteers etc claim expenses? Is there a policy for that? We do not currently have a policy for expenses. 

Do the trustees discuss sustainability - or what to do if donations dry up. Do they ever discuss what happens to the funds in the event of the charity folding for some reason. We discussed sustainability and if the charity were to fold the trustees would establish how to distribute any outstanding balances. 

How are Trustees appointed? They are invited by existing trustees. 

What documents are new Trustees given? No documents are given but guidance to understand role through the Charities commission website. 



- It was agreed through discussion to invite existing committee members to become Trustees and this will be raised at our next committee meeting planned for 20 January. We also felt that it was important to continue the Bickmore name and Anne will invite family members to become trustees. 

- Anne shared the constitution had been reviewed. 

- We discussed GDPR data policy and will raise this at committee to understand the requirement of personal details for some events. 

- We discussed the possibility of a funded role of Admin Asst to drive the charity forward and would like to pursue this idea further looking into grants that may be available. It was suggested this role would include: ownership of shared drive, fundraising applications, IT management, correspondence, volunteer liaison to name but a few. 

- We will look to apply for IT funding through the National lottery once again. 

## **Action Anne to share minutes with all committee members.** 



## **THE ABC FUND 1107960** 

## **Receipts and payments accounts** 

**For the period 1 April 2023 To 31 March 2024 from** 

|**Section A Receipts and payments**|**Section A Receipts and payments**||||||||
|---|---|---|---|---|---|---|---|---|
||**Unrestricted**<br>**funds**|**Restricted**<br>**funds**|**Restricted**||**Endowment**<br>**funds**|**Endowment**|**Total funds**|**Last year**|
||**£**|**£**|||**£**||**£**|**£**|
|**Receipts**|||||||||
|Donations/fund raising|30369||||**-**|**-**||12588.36|
|Eastbourne Lottery|271|||||||383.5|
|Smile Amazon||||||||19.49|
|Abseil||||||||5267.59|
|Solstice||||||||3331.22|
|Colour run|709.14||||||||
|||**-**|**-**|**-**|**-**|**-**|||
|||**-**|**-**|**-**|**-**|**-**|||
|**_Total receipts_**<br>31,349|31,349|**-**|**-**|**-**||||21,590|
|**Payments**|||||||||
|Costs<br>57|57|**-**|**-**|**-**|**-**|**-**||16.5|
|Abseil||||||||1,481|
|Pantomime outing<br>8,775|8,775|**-**|**-**|**-**|**-**|**-**||8727|
|Trips & Treats<br>12,058|12,058|**-**|**-**|**-**|**-**|**-**||4918.51|
|Christmas hampers<br>4,516|4,516|**-**|**-**|**-**|**-**|**-**||3226.69|
|Book project<br>2,356|2,356||||**-**|**-**|||
|Solstice||**-**|**-**|**-**|**-**|**-**||356.65|
|Insurance / raffle licence||**-**|**-**|**-**|**-**|**-**||353.11|
|Cards / Stationery / stamps etc<br>144|144|**-**|**-**|**-**|**-**|**-**||40.36|
|Leaflets<br>70|70||||||||
|Colour run<br>609|609||||||||
|**_Total payments_**|28585|**-**|**-**|**-**|**-**|**-**||19119.62|
|||||**0**||**0**|||
|**Cash funds last year end**<br>31,604|31,604|**-**|**-**|**-**|**-**|**-**||29,133|
|**_Cash funds this year end_**<br>34,368|34,368|**-**|**-**|**-**|**-**|**-**||31,604|





|**Categories**<br>**Details**<br>**B1 Cash funds**<br>Cash at bank<br>Cash in hand<br>Signature<br>**_Total cash funds_**<br>Signed on behalf of all the trustees|**£**<br>**£**<br>**£**<br>34218<br>**-**<br>**-**<br>150<br>**-**<br>**-**<br>**-**<br>**-**<br>**-**<br>**-**<br>OK<br>OK<br>Print Name<br>**Anne Bickmore**<br>**Valerie Caswell**<br>**Unrestricted**<br>**funds**<br>**Restricted**<br>**funds**<br>**Endowment**<br>**funds**<br>Date of<br>approval|
|---|---|





Alexandra Page
138B Hoddern Avenue Peacehaven BNIO 7QU
Mobile 07903 044014
The Trustees
ABC Fund
Registered Charity No 1107960
l Alexandra Page have completed an independent examination of the accounts for the ABC fund. I have manyyears
financial experience havingworked for Lloyd Banking Group for 37 years as a Senior Analyst until my retirement in April
2024.
I report to the trustees on my examination of the accounts for ABC Fund for the year ended 31103 12024.
I have completed my examination and I confirm that no mateiial matters have come to my attention in connection with
the examination which gives me cause for concern.
The accounting records were kept accurately and the report is an accurate reflection of the years accounts.
I have no concerns and have come across no other matters in connection with the examination to which attention
should be drawn in order to enable a proper understanding of the accounts to be reached.
Yours faithfully,
Alexandra Page.
22a -tyst 2(L4