## **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