2025-09-30-accounts

Open Doors AGM 2026

Annual General Meeting Minutes

Present	Dave Cooper, John Stewart, Beverly Stewart, Marc Grant, Carol Cooper-Richards, Cath Williams, Dominique Cooper-Richards, Mahaylia Stewart, Marcelo Maj, Micah Stewart-Maj, Angela Pitter, Alana Rowe, Vernal Cooper, Sonia Richards, Clive Todd, Adina Cooper, and Valenté Jones.
Apologies	Lori Powell
Minute Taker	Valenté Jones

1. Welcome and opening remarks

Marc Grant opened the meeting, apologised for the slightly delayed start, thanked everyone for attending on a Monday evening, and formally confirmed that this was the Open Doors AGM for 2026. He outlined the agenda for the evening and noted the aim of finishing shortly after 8:00 pm if business moved at a good pace.

2. AGM agenda overview

The Chair set out the order of business for the meeting. The agenda included approval of the previous AGM minutes, the Chair’s report, presentation of the accounts, trustee resignations and elections, appointment of the independent examiner, discussion of the plan for the coming year, any other business, and close.

3. Approval of previous AGM minutes

The minutes of the previous AGM were circulated to committee members and reviewed. Those who had attended the previous AGM confirmed they were content that the minutes had been recorded correctly. Decision: The minutes of the previous AGM were approved.

4. Chair’s report

Marc Grant delivered a brief Chair’s report covering the background, achievements, and present direction of Open Doors Forum.

• He reminded attendees that Open Doors Forum was established in 2003 and became a registered charity in 2006.

• He explained that the founder members continue to hold a protective role in safeguarding the constitution and ethos of the charity.

• He noted that the organisation currently has nine committee members and has continued to deliver for the community despite limited funding and volunteer capacity.

• He welcomed Angela Pitter as a newer attendee and gave contextual background for those less familiar with the charity’s structure and history.

The Chair also restated the charity’s objectives, including promoting arts and education for children, supporting lifelong learning, encouraging positive involvement in society among young people, and providing recreation and leisure opportunities.

He noted that the charity is reviewing its longer-term vision so that it remains relevant to present-day needs and continues to evolve appropriately.

5. Key achievements reported for the year

The Chair highlighted a number of achievements from the previous year.

• The charity appointed a paid part-time Administration Lead for the first time since inception. Valenté Jones was welcomed in this role and commended for strengthening administration, supporting projects, and contributing energy and ideas to strategic direction.

• Monthly coffee mornings continued successfully, with over 100 attendees reported across the period referenced.

• The Holiday Activities and Food programme continued to be delivered despite increasing operational difficulty and reporting requirements.

• Health promotion work continued, including bereavement-related activity and awareness work around prostate, bowel, and breast cancer.

• Support activity for carers also continued.

• A community bike ride and the Black Tie event were highlighted as positive activities that supported awareness, engagement, and fundraising.

• Volunteer development included first aid and fire marshal training.

The Chair thanked volunteers and community members for their continued service, noting that the organisation would struggle without them.

6. Communications, visibility, and fundraising direction

During the Chair’s report, emphasis was placed on the need for Open Doors Forum to improve how it presents itself publicly. The Chair said the charity does a lot of good work but does not yet communicate or showcase that work strongly enough.

Social media presence was identified as especially important, both for visibility and as a route to stronger funding opportunities. Examples were given of other charities whose stronger public presence had helped attract donations and build capacity.

7. Treasurer’s report and presentation of accounts

Clive Todd presented the accounts for the year ending September 2025 and stated that this was his first set of accounts presented to an Open Doors AGM.

• Income for the year was reported at approximately £60,000, with the majority coming from grants and a further amount from donations.

• Expenditure for the year was reported at approximately £42,000, with main areas of spending including staff costs, project outcomes, and premises costs.

• A year-end surplus of approximately £18,216 was reported.

• The bank balance was reported as having grown significantly from the previous year, moving from roughly £4,000 to over £22,000.

• A distinction was made between unrestricted and restricted funds, with the latter tied to specific projects.

• The accounts had been independently examined, and no issues had been identified in relation to the financial records presented.

Decision: The accounts were received and accepted by the meeting with no questions raised at that stage.

8. Trustee reappointments and committee changes

The meeting moved to trustee resignations, re-election, and continuity arrangements in line with the constitution and Charity Commission expectations.

• It was explained that each year one third of the board comes up for re-election.

• John Stewart was proposed for re-election by Vernal Cooper, seconded by Clive Todd, and reappointed without opposition.

• Vernal Cooper was proposed for re-election by David Cooper, seconded by Marc Grant, and reappointed without opposition.

Beverly Stewart proposed Clive Todd to continue in the Treasurer role, and Marc Grant seconded the proposal. Clive Todd’s position as full Treasurer was formally confirmed.

• Beverly Stewart informed the meeting that two new people would be voted in to replace Sandra Baugh and Miriam once the banking and signatory arrangements had been properly resolved.

• The meeting also discussed the position of existing signatories and committee members due to those planned step-downs later in the year.

• Miriam was reported as wishing to step down, but only after bank-signatory arrangements had been sorted. Sandra Baugh was also reported as intending to step down later in the year.

Marc Grant proposed Angela Pitter, Vernal Cooper seconded the proposal, and it was agreed that Angela would take one of the future trustee positions once the relevant arrangements had been completed.

The second future position remained vacant, as no further person was recommended. The committee agreed to keep that position open until further notice.

It was also clarified that the proposed signatory arrangement moving forward would include Clive Todd, Marc Grant, Vernal Cooper, and John Stewart, subject to the practical completion of the bank process.

9. Appointment of independent examiner

The meeting considered the continued appointment of the independent accountant/examiner. It was noted that this arrangement had served the charity over many years, provided continuity, and came with a solid understanding of the organisation’s history and structure.

Decision: The meeting agreed to continue with the same independent examiner/accountant.

10. Plan and direction for the coming year

The Chair summarised recent reflection work undertaken by some committee members on the mission, structure, and direction of the charity.

• The committee is seeking a more focused and targeted direction for the year ahead, particularly in relation to which funding streams to pursue.

• There is also a desire to improve internal clarity around roles and responsibilities.

• Social media, branding, and outward-facing communication were identified as strategic priorities.

• The organisation expects to continue HAF delivery, carers work, monthly activities, and partnership-based health-related work, while being realistic about capacity and structure.

11. Any other business

Under any other business, discussion took place about rebranding, website development, and the use of unrestricted funds to strengthen Open Doors Forum’s public presence.

• A working figure of around £1,000 was mentioned for website work.

• It was clarified that website costs and broader rebranding costs should be treated separately.

• Adina Cooper explained that she was still developing the branding proposal but outlined the need for a more modern and transferable visual identity, including a logo and design system that would work properly across uniforms, flyers, banners, and other materials.

• The meeting agreed in principle that money should be invested more intentionally in marketing, branding, and communications, provided value for money could be demonstrated.

Action: Beverly and Valenté to bring a firmer quote and proposal for website and branding work is to be developed and brought back to committee, with Clive involved in firming up the financial side and Marc helping shape the proposal.

12. Close

The formal AGM business was concluded, and attendees were thanked for their participation. A brief follow-up discussion then took place after closure regarding possible dates for a further committee session.

Summary of decisions and actions

Decisions	Actions / follow-up
Previous AGM minutes approved.	Retain approved minutes as the formal record for the prior year.
Accounts accepted.	Accounts to be signed and retained with AGM records.
Clive Todd confirmed as Treasurer.	Update records to reflect confirmed Treasurer position.
John Stewart re-elected.	Continue as trustee / committee member and signatory as applicable.
Vernal Cooper re-elected.	Continue as trustee / committee member and signatory as applicable.
Angela Pitter accepted into a forthcoming committee vacancy.	Complete committee update once the relevant step-down and bank/signatory process is finalised.
Independent examiner/accountant reappointed.	Continue with the same independent examiner/accountant for the coming cycle.

OPEN DOORS FORUM

FINANCIAL STATEMENTS

FOR

30 SEPTEMBER 2025

Charity Registration Number 1115689

OPEN DOORS FORUM

FINANCIAL STATEMENTS

YEAR ENDED 30 SEPTEMBER 2025

Contents	Page
Independent Examiner’s Report	1
Receipts and Payments Account	2
Statement of Assets and Liabilities	3
Notes to the Accounts	4-5

OPEN DOORS FORUM

INDEPENDENT EXAMINER’S REPORT

Independent Examiner's Report to the trustees of Open Doors Forum

I report on the accounts for the year ended 30 September 2025 which are set out on pages 2 to 5.

Respective responsibilities of the trustees and examiner

As the charity trustees of the Trust, you are responsible for the preparation of the accounts in accordance with 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 the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner’s statement

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect:

• accounting records were not kept in accordance with section 130 of the Act or

• the accounts do not accord with the accounting records

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.

Mark Newey ACMA Date Derby Community Accountancy Service Babington Lodge 128 Green Lane Derby DE1 1RY

OPEN DOORS FORUM

RECEIPTS AND PAYMENTS ACCOUNT

YEAR ENDED 30 SEPTEMBER 2025

2024 Total £ 3301 Opening Balances Receipts 55878 Grants note 1 3475 Donation note 2 208 Sundry income note 3 0 Interest 59561 Payments 2435 Equipment 23515 Staff costs 9493 Premises cost 7190 Administration 3022 Expenses 420 Training 841 Fees 503 Insurance 11075 Outings, refreshments and activities 0 Sundries 58494 1067 Surplus/(Deficit) for year 0 Transfer between funds 4368 Closing Balances	2025 Unrestricted Fund Restricted Fund Total £ 6148 -1780 4368 0 58142 58142 1240 1160 2400 0 0 0 0 0 0
	1240 59302 60542
	0 1378 1378 196 17835 18031 0 6162 6162 200 1922 2122 0 1510 1510 0 480 480 250 221 471 0 186 186 420 9853 10273 85 1529 1614
	1150 41076 42226
	90 18226 18316
	-411 411 0
	5827 16857 **22684 **

OPEN DOORS FORUM

STATEMENT OF ASSETS AND LIABILITIES

YEAR ENDED AS AT 30 SEPTEMBER 2025

2024 £ 4368 0 180 4188	Balance at Bank Debtors Less Liabilities note 4 Chair Treasurer		2025 £ 22684 0 556
			22128
		Date
		Date

OPEN DOORS FORUM

NOTES TO THE ACCOUNTS

Note 1 Grants HAF Grant (via Community Action Derby) National Lottery Community Fund Community Action Derby Note 2 Donations Sundry Donations Unite Aortic Bike Ride Sickle Cell Note 3 Sundry income Other HAF income Summer Scheme Note 4 Creditors HM Revenue and Customs Sundry	Unrestricted Restricted £ £ 0 32087 0 19636 0 6419	Total Total 2025 2024 £ £ 32087 42012 19636 0 6419 13866
	0 58142	58142 55878
	Unrestricted Restricted £ £ 1240 0 0 490 0 670 0 0	Total Total 2025 2024 £ £ 1240 1054 490 824 670 1355 0 242
	1240 1160	2400 3475
		2025 2024 £ £ 0 200 0 8 0 0
		0 208
		2025 2024 £ £ 556 0 0 180
		556 180

OPEN DOORS FORUM

NOTES TO THE ACCOUNTS

Note 5

Restricted funds Windrush Memorial HAF Grant MacMillan Sickle Cell Fund Community Engagement Workshop Warm Hub Community Connector Blood Pressure Project Family Celebration Fund Mens' Sexual Health Derby Diverse Carer National Lottery Community Fund Aortic Dissection Bike Ride UNITE	Opening Balance Income Expenditure Transfer between funds Closing Balance £ £ £ £ £ 1745 0 0 0 1745 -4847 32087 35313 0 -8073 97 0 0 0 97 895 0 0 0 895 -270 0 0 270 0 -614 2990 2511 0 -135 -141 0 0 141 0 0 1360 1129 0 231 0 669 333 0 336 0 1400 481 0 919 0 19636 0 0 19636 1355 670 1075 0 950 0 490 234 0 256
	-1780 59302 41076 411 16857

OPEN DOORS FORUM STATEMENT OF ASSETS AND LIABILITIES YEAR EINDED AS AT 30 SEPTEMBER 2025 2024 2025 4368 Balance ai Bank 22684 D¢b(ors 180 Less Liabilities 556 4188 22128 Dale 16/siz6 Treasurer Date