## **Minutes of the Annual General Meeting**
## **Date: 15[th] March 2023 Time: 7.30 pm Place: Huddersfield Mission (Arthur Rank Suite)**
||**Minutes:**
**Welcome:**
Ruth opened the meeting in prayer, giving thanks for God’s guidance in the work of Hand to Mouth during
thepastyear.|**Action to be**
**taken**|**By**|**Resolution**|
|---|---|---|---|---|
|**1**|**Present:**
Nicola Dean, Dot Gough, Elizabeth Smith, Irene Dennison, Jeff Trigg, Joanne Smith, Ruth Coates, Wendy
Yates, Christine Kirton.||||
|**2**|**Apologies**
Cathy Davie, Helen Dalton.||||
|**3**|**Minutes of 2022 AGM:**
The minutes were distributed prior to the meeting and after consideration were passed as a correct record
of the meeting and were duly signed.|Proposed:
Irene
Seconded:
Andrea|All in
favour|Accepted|
|**4**|**Matters arising:**
1) Andrea asked for it to be clarified that the comment in the Treasurer’s Report (Item 7) regarding the
volunteers not taking expenses meant that they did not choose to do so during that financial year, rather
than that they were not permitted to do so. It was agreed that the Minutes of this AGM would stress that
volunteers are entitled to claim expenses if they so wish.|Minutes to clarify
the position
regarding
volunteers’
expenses.|Christine||
|**5**|**Appointment of Officials:**
1) Wendy confirmed that she was willing to continue in the role of Treasurer and was duly appointed.
2) Dot confirmed that she was willing to continue in the role of Secretary and was duly appointed.|Proposed:
Andrea
Seconded;
Andrea|All in
favour|Carried|
||3) The post of Vice-Chair remained unfilled. Nicola reported that she will be abroad between September
and December this year and it was highly desirable that a Vice-Chair should be appointed to cover her
absence, particularly as this will coincide with Elizabeth taking over as Manager.|Vice-Chair to be
appointed.|All
Trustees||
|---|---|---|---|---|
|**6**|**Trustee’s Report:**
This report was circulated prior to the meeting. Nicola gave a sincere vote of thanks to Ruth and Elizabeth
for all their hard work during the past year, which had seen a great many changes within the organisation.
Nicola was thanked for her support and hard work in her first year as Chair of Trustees.||||
|**7**|**Treasurer’s Report:**
Wendy distributed hard copies of the Accounts for the past financial year, and graphs and charts depicting
analysis of various aspects of the organisation’s income and expenditure. She pointed out that staff costs
had increased by £18,500 in that period, and it is essential that sufficient income is generated going forward
to enable the staff salaries to be paid. Wendy has been in discussion with Ruth and Elizabeth about drawing
up a budget for the year, and this will continue. She stressed that, while Hand to Mouth is a faith
organisation rather than a business, it still needs to be properly financed. Ruth reported that applications
for funding are being made to churches and that the Ambassadors Scheme is getting off the ground which
may generate regular giving.
Andrea asked whether the ending of Ruth’s salary in July will make much difference, and Wendy clarified
that it will not have any material effect.
Andrea queried the presentation of fundraising in the Accounts as contributions from card sales etc. are not
currently listed. Wendy replied that this kind of fundraising is treated as “Individual Donations” so that Gift
Aid can be reclaimed on it. Specific fundraising events such as garden parties and coffee mornings are dealt
with in a different way. Wendy said she would be happy to show a breakdown of fundraising as an element
in the Accounts in future, as this could be helpful in deciding whether additional events needed to be
organised.
Andrea asked why the “Individual Donations” were so much higher in 2019, and it was clarified that several
large donations had been received in that year in response to a specific appeal.
Ruth mentioned that the organising of future fundraising events should be carefully considered – whether
this is done by an individual whose friends may or may not attend, whether the Trustees themselves decide
to organise the event, or whether the paid staff are asked to do so as part of their job. Elizabeth pointed out
that such events can be valuable in raising the profile of the organisation, not just funds.
Andrea asked about the cost of renting the office and associated energy costs, and Ruth explained that the
issue has not been raised with the Mission staff because we are currently charged a preferential rate which
is extremelyreasonable. She felt that a rent rise is likelyto be on the cards, particularlyas the current|Annual budget to
be drawn up.
Fundraising to be
itemised in future
Accounts.|Wendy,
Ruth &
Elizabeth
Wendy||
||agreement has already expired, but hoped that it would not happen as it is unclear how we could afford to
pay the going rate for the facilities we currently enjoy.
Wendy was thanked for all her hard work and her support of Ruth and Elizabeth since taking on the role of
Treasurer. Going forward, Wendy felt it would be important for her to keep a closer eye on budgeting, and
also for achievements such as obtaining grants to be celebrated.
Ruth reported that, in response to a recommendation by the Trustees, Elizabeth had researched and
installed an electronic booking system which, among other benefits, will enable income to be very easily
calculated and invoices to be raised. As we are essentially a not-for-profit organisation, this had been
obtained from Monday.com free of charge.
Wendy reported that the Auditor had received a beer payment for his work and was happy to audit the
Accounts again this year. He had been impressed by Marlene’s bookkeeping which he said was “spot on”.
The Accounts were signed by Nicola and Wendy.|Budgets to be
closely
monitored.
Accounts to be
adopted.|Wendy,
Ruth &
Elizabeth
Proposed
Jeff
Seconded
Irene|Accepted|
|---|---|---|---|---|
|**8**|**Manager’s Report:**
Ruth’s report regarding the work of the organisation over the past year had been circulated prior to the
meeting. Andrea congratulated all the staff on the way in which they had dealt with all the staff changes
and getting back to providing a normal service following the Covid pandemic. Ruth and Elizabeth paid
tribute to the current members of staff, saying that each brought their own strengths and talents to the
team. They felt that the Trustees’ decision to pay slightly higher salaries had allowed the organisation to
employ more professional, qualified staff.
Andrea asked whether Hand to Mouth has reached capacity or if there is still room for more growth, and
Ruth and Elizabeth replied that the situation varies over the school terms. There are opportunities for new
work to be undertaken and some promotion is being done. They are both attending the Manchester
Diocese Education Conference at the end of March and, for those schools close enough to Huddersfield to
visit in person, options exist to tailor our work to the needs of the individual schools. Virtual work will be
offered to those schools which are too far away to visit in person.||||
|**9**|**A.O.B:**
Dates of future Trustee Meetings:
Wednesday 10thMay 2023 – Away Day
Thursday 6thJuly 2023
Wednesday 18thOctober 2023
Thursday11thJanuary2024 – Pre-AGM Meeting|Meeting rooms to
be booked.|Ruth,
Elizabeth,
Christine||
||Wednesday 13thMarch 2024– AGM||||
|---|---|---|---|---|
|**10**|**Date of next meeting:**Team Away Day, Wednesday 10thMay 2023 - venue TBC|Venue TBC.|Cathy||
## **Trustees Annual Report 2022-2023**
Charity Number: 1159877
**Our Aim:** to enable children to explore Christianity, and reflect upon their own Spiritual Journey
## **Trustees:**
Nicola Dann (Chair/Health and Safety) Wendy Yates (Treasurer) Dorothy Gough (Secretary) Joanne Smith (Safeguarding) Andrea Hindson Cathy Davie Irene Denison Jeff Trigg
The Trustees have had a busy year this year.
The election of officers took place at the A.G.M. on March 16th 2022. Steve Broadhead stood down as both Treasurer and Trustee and Andrea Hindson stood down as Chair of Trustees but remained with us as a Trustee.
Hand to Mouth has seen the transition out of COVID and was working within schools more normally by September 2022. The Trustees have successfully navigated Zoom meetings, hybrid and now the more familiar face-to-face meetings.
We have met every 2-3 months overseeing significant change over the last year,
There have been some changes within the Trustees, Bethan Aspland resigned after 3 years’ service and we thank her for her contribution to Hand to Mouth over that time.
During the year Jeff Trigg, Irene Denison and Wendy Yates have joined us as new Trustees. we are grateful for the contribution all trustee make to Hand to mouth and look forward to what God has planned for us as a team.
Wendy Yates has agreed to take on the role of Treasurer.
In November some of the Trustees attended a useful trustee training evening.
We have supported management in resolving some historic financial and staffing issues and implemented contractual changes to meet changing legal obligations.
Hand to Mouth has continued to grow this year with the recruitment of 4 new staff members, with succession planning being key to decision making this year.
We have taken on new schools and as a result are reaching new children and staff.
We have had successful fundraising events, raising money and the Charity’s profile run by Andrea, Cathy and Nicola. We have given some thought to how we can use the potential in the ambassador scheme in the future.
We continue to look to how we can raise the profile of Hand to Mouth in schools and in Churches and identify other potential funding streams.
Over the coming year there will again be big changes, as Ruth looks to her well-earned retirement and we are thankful for all she has given to Hand to Mouth in her 14 years with us.
We also look forward to supporting the changeover as Elizabeth transitions into the manager’s role.
On behalf of all the Trustees, a big thank you to all the staff without whom Hand to Mouth wouldn’t exist and also a thank you to our volunteers, supporters, fundraisers and prayer supporters who are also key to our ongoing success.
Nicola Chair of Trustees for Hand to Mouth
## Manager’s Report 2022
2022 began with us looking to the future of Hand to Mouth, and making staffing changes to futureproof our leadership in schools. We also considered staffing for the following 2 years, and a long term plan was put in place to ensure continuity on my retirement in 2023.
Sadly, Andrew had to leave us in July due to a change in family circumstances, Alison L retired and Helen J moved on at Christmas. Our plans were tweaked, and in September we were joined by Alison P, and at Christmas by Helen D. Such major changes have had financial implications, such as long periods of employing two people to do one job, however, we are now in a strong position to move forward. The strengths of our current staff are varied, and all want to see Hand to Mouth grow. By July 2023 all staff should be trained in most areas, allowing them to take a share in behind the scenes, administration work that is necessary for the smooth running of Hand to Mouth, as well as in-school work. My thanks go to the whole team, especially our Schools Manager who once again had to step in and cover for illness, alongside training new staff.
A great deal of time was once again spent on ensuring policies and procedures were up to date and fit for purpose. Contracts were improved.
Volunteers once again became a regular part of our work in schools. The database needed an overhaul, which is still ongoing, but again will provide strong foundations for our work. Volunteers are enjoying being back in school working with the children, but very importantly our journeys are once again using the expertise of local Christians in their local school. A small group of Huddersfield volunteers continue to support us throughout all the areas we work in, when local volunteers cannot be found. I offer a huge thank you to them all. They are a crucial part of our team, and help schools build links with local churches, as well as supporting our work.
Churches continue to support us as Mission Partners, both in prayer and financially. Thank you! The benefits in communities are once again showing, with great contacts being made.
This year trustees have changed slightly, but once again we can say that we have a strong team behind us. They are dedicated to supporting us in the things people do not generally see, such as writing policies and checking they work! Thank you!
As we move to 2023, we feel to have been playing catch up and on Covid recovery for a whole year or more, but we are now on a more even footing, with long term plans in place in all aspects of our work. Times are exciting!
Thank you to every single person who has made this year the success it has been. At times things have been very difficult, but our team has pulled out all the stops to make sure that Hand to Mouth continues to flourish, enabling children to explore Christianity and reflect on their own spiritual journey. It has been a joy to be a part of this team, and as 2023 will see my retirement, I wish you the very best in the future.
“For I know the plans I have for you,” declares the Lord, “plans to prosper you and not to harm you, plans to give you hope and a future.” What wonderful words of reassurance from God, for us all. Ruth Coates Manager
## Hand to Mouth
Treasurer’s Report 2022
There has been much in 2022 which is very encouraging. The amount we have received from schools’ work has risen once again, and is the highest it has been. We have also seen an increase in the amount received from individuals. Set against these increases we have seen a decrease in income in some areas. The large grants we were able to secure for 3 years of funding ran out in 2021. We also no longer receive the HMRC Job Retention Scheme Grant which had continued into 2021. In total our income increased by £3304.
Staff costs represent 82% of our total running costs and in 2022 our wages bill has seen a significant increase. It has gone from £44792 in 2021 to £63289 in 2022. There are a number of reasons for this. There has been an increase in the hourly rate paid in line with minimum wage increases, and a review of staff contracts resulted in some additional payments being required for holiday pay. Various new members of staff have been taken on, and most have settled quickly into their roles. When new members come into the team this inevitably means some additional time is required to support them, and there has been a significant amount of staff time invested this year in supporting and training.
Overheads remain much in line with last year.
The overall result is a deficit for the year of £12332, and this is reflected in our bank balances at the end of the year. At the start of the year we had £44811 in the bank, and at the end £32479.
The charity has no Restricted Funds, but has a policy of maintaining an Operating Reserve. These are funds it prudently sets aside to cover any obligations and responsibilities it incurs in its day to day operating. The operating reserve at the end of 2022 has been set at £21330.
Looking ahead to 2023, there are a number of ways we are seeking to reverse the deficit situation of 2022. Funding is being sought for grants and from trusts. It has also been agreed to increase the charges made to schools. While we have managed to cover the deficit using cash reserves, this is not a sustainable situation. Addressing the shortfall in funding needs to be a high priority for next year.
None of the schools’ work would be possible without prayer support and the valuable input from volunteers. Neither of these are shown in the accounts, but they are an essential and integral part of the work of the charity.
Thank you to everyone who has helped me find my way in taking on the role of Treasurer.
Wendy Yates
Treasurer
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